Bulk Billing

Bulk create Dues/Subs/Dons Records and Invoices

To use the Bulk Billing option:

1. Query for the list of individuals you would like to add dues/subs/dons for.

2. Click the "Bulk Bill Subs" button on the right-hand side of the activity panel. You have the option of giving this group of individuals a membership record, donation record, and/or subscription record.

   

3. The "Bulk Bill Subscriptions" window will open.

   

4. Fill in the following fields:

   • Add Subscriptions: Click on the "Add Subscriptions" button to locate the subscriptions, dues and/or donations you wish to add. This is a multiselect option so you can select as many items as you wish.

   • Dates for Sub Records: Enter the start date and end date.

   • Due Date: The due date will automatically pre-fill to the start date entered above.

   • Override Price: If an override price is entered, this process will use that price for each dues/sub/don that it creates. Leave this field blank to use the member/non-member prices set up on the dues/sub/don type.

   • Who pays?: Select an option from the list.

5. Click "Generate Subscriptions" to create dues/subscriptions/dons for the whole list.

6. A confirmation window will open asking if you wish to proceed, click "Yes".

7. There will be a progress bar in the top right-hand corner showing the progress of billing. Once billing is complete, a summary window will show. You can view the list of dues/subscriptions/donations that were created, as well as the invoices created.

   

Find Records Created

1. From the main menu, go to Processes > Membership Renewals.

   

2. Select the "Past Billings" tab to find all past billing batches.

   

Invoice Bulk Billing

Note

This feature is available to system administrators as well as certification, event, product, subscription, or financial administrators.

The Invoice Bulk Billing feature allows users to add a selected product to a list of invoices in bulk, or generate new product invoices based on the current invoice list. Users may choose from a variety of discounts, shipping methods and date options to achieve the desired invoice configuration.

Generate New Product Invoices

1. From the main menu, go to Financials > Invoices then query for a list of invoices you wish to add a product to.

2. Select "Bulk Billing" from the Activity Panel.

   

3. This will open the "Invoice Bulk Billing" window.

   

   • Select Product: Click the "Select Product" button to find and select the product you are adding to invoices.

   • Quantity: Enter the quantity.

   • Discount: If a discount is required, enter the discount in one of the formats below. The discount will be added as a new line item on the invoice.

     • For a percentage discount, enter a number between 0 and 1 (i.e. 0.5 = 50%).

     • For a flat discount, enter the currency amount (i.e. 25, 50).

   • Appeal CD: You can attach the invoice item to an appealcd using the "Appeal CD" dropdown.

   • Shipping Method: You can select a shipping method using the "Shipping Method" dropdown.

   • Method: Select "Make New Invoices."

   • Effective Date: When making new invoices, this is used as the invoice date. This field is required when selecting the "Make New Invoices" method option.

   • Due Date: This is used to updated the existing invoice date. This field is required when selecting the "Make New Invoices" method option.

4. Click "Validate" at the bottom. A "Validation Results" window will open.

5. Review the "Validation Results" window, then select "Process".

   

6. An alert window, summarizing the actions being taken, will show for you to confirm the changes that will be made.

   Attention

   Once the bulk invoice process is complete, it cannot be undone.

   

7. Click "Yes" to process the bulk billing. The invoice list will be updated to display the new invoices.

Add Product to list of Invoices

1. From the main menu, go to Financials > Invoices then query for a list of invoices you wish to add a product to.

2. Select "Bulk Billing" from the Activity Panel.

   

3. This will open the "Invoice Bulk Billing" window.

   

   • Select Product: Click the "Select Product" button to find and select the product you are adding to invoices.

   • Quantity: Enter the quantity.

   • Discount: If a discount is required, enter the discount in one of the formats below. The discount will be added as a new line item on the invoice.

     • For a percentage discount, enter a number between 0 and 1 (i.e. 0.5 = 50%).

     • For a flat discount, enter the currency amount (i.e. 25, 50).

   • Appeal CD: You can attach the invoice item to an appealcd using the "Appeal CD" dropdown.

   • Shipping Method: You can select a shipping method using the "Shipping Method" dropdown.

   • Method: Select "Add to Existing Invoices".

   • Effective Date: When making new invoices, this is used as the invoice date. In all cases, this is used as the item date on the newly added invoice item. This will default to todays date if left blank.

   • Due Date: This is used to updated the existing invoice date. If left blank, there will be no update to the invoice's current due date.

4. Click "Validate" at the bottom. A "Validation Results" window will open.

5. Review the "Validation Results" window, then select "Process".

   

6. An alert window, summarizing the actions being taken, will show for you to confirm the changes that will be made.

   Attention

   Once the bulk invoice process is complete, it cannot be undone.

   

7. Click "Yes" to process the bulk billing and update the invoices.