How to Manage and Process Membership Payments in SPARK MEMBERSHIP
Managing and processing membership payments in SPARK MEMBERSHIP involves updating payment methods, processing payments (both manually and automatically), generating invoices, and adjusting membership details to reflect changes. Below are detailed instructions for each scenario.
Updating Payment Methods
If you need to update payment information to reactivate a membership:
Ensure the master membership holder updates the credit card information.
Once the payment method is updated, proceed with activating or modifying the memberships as needed.
Students can also use the update credit card link to provide their payment information.
Processing Payments
Reprocessing Failed Payments
To process a failed payment after updating payment information:
Use the new payment method on the existing invoice:
Open the invoice.
Click the 'Add Payment' button.
Select the updated payment method.
Alternatively, create a new invoice:
Go to the student’s profile.
Select 'Quick Actions' under their profile picture.
Choose 'Point of Sale' and select the specific membership in the popup box. This attaches the invoice directly to the membership.
Adjust the price to match the missed payment.
Click the 'Actions' tab next to the membership and select 'Process Past Due' to run the payment manually.
Alternatively, once the payment method is added, the system will attempt the charge automatically without manual intervention.
Automatic vs. Manual Invoice Generation
Automatic Invoice Generation
Invoices for recurring in-house payments are created automatically on the due date, as long as the option is turned on in the membership settings.
Auto-generation does not occur for past due dates or if the membership settings are altered to include backdated due dates.
Manual Invoice Creation
If the due date is set to a past date or if you wish to charge a payment early, you must manually create the invoice.
For manually added in-house memberships, the initial down payment must be collected manually to generate the first invoice. Without this, no payment or invoice will appear.
Overview of Invoice Generation and Payment Processes
SPARK MEMBERSHIP automatically generates invoices for recurring in-house payments on the morning of the due date, as specified in the membership settings. However, certain conditions, such as backdated due dates or manual adjustments, may require manual intervention to ensure proper invoice creation and payment recording.
Adjusting Membership Details
Adjusting Payment Dates Temporarily
If you need to move a member’s payment date for a single instance without changing the overall agreement, follow these steps:
Create a One-Time Invoice: Generate an invoice for the specific month and schedule its payment for the desired date.
Update the Membership Payment Date: Adjust the membership's next payment date to the date for the next installment due date on the original schedule.
Permanent Changes to Payment Schedules
For permanent adjustments to payment schedules, you can directly update the payment dates within the membership settings. This change will:
Modify the timing of future installments.
Leave the membership terms and conditions unchanged. This method is suitable for members who require a long-term adjustment to their payment schedule.
To adjust a membership balance to reflect payments taken (e.g., from an external source):
Go to the student’s profile.
Scroll to the bottom and open the 'Actions' menu next to the membership.
Select 'Edit Membership Details.'
Adjust the installment due date or the installment amount to reflect the payment.
Save your changes to align the membership balance with the payment.
When you adjust payment dates, whether temporarily or permanently, the changes only affect the timing of the installments. The membership agreement, including its terms and conditions, remains intact. This ensures that the integrity of the membership is preserved while accommodating the member’s payment needs.
Troubleshooting Common Issues
Invoices Not Generating
Backdated Due Dates: If the due date is set to a past date, the system cannot auto-create an invoice for in-house memberships. For auto-charge, the system will continue charging the student every 3 days until caught up. You must manually create the invoice to advance the due date for future invoices.
Membership Edits: Changes to membership settings, such as adjusting the number of installments or due dates, can prevent automatic invoice generation.
Customers Not Receiving Receipts or Invoices
Auto-Charged Payments: Receipts are sent automatically after payment processing. You can customize the receipt template in Settings > Membership Settings > Settings tab.
Manual Payments: Receipts must be sent manually. Go to the student’s profile > Invoices/Payments tab > View Invoice > Email Receipt. If the invoice is unpaid, use “Email Link to Pay.”
If the client does not receive the email, advise them to check their junk or spam folder.
Conclusion
Best Practices for Managing In-House Payments
Set Accurate Due Dates: Ensure due dates are not backdated to avoid manual invoice creation.
Collect Initial Payments Manually: For manually added memberships, collect the initial down payment to trigger invoice generation.
Enable Online Payment Options: Use the membership settings to email invoice links to students, allowing them to pay online if desired.
Regularly Review Membership Settings: Verify that membership settings align with your billing and payment processes to prevent disruptions in invoice generation.
Communicate Clearly: Inform members about any changes to their payment schedule to avoid confusion.
Document Changes: Keep a record of any adjustments made for future reference.
Review Membership Terms: Ensure that any changes comply with the terms of the membership agreement.
By following these steps, you can effectively manage and process membership payments in SPARK MEMBERSHIP. Whether updating payment methods, processing payments, or adjusting membership details, these instructions ensure smooth and accurate payment management.