How to Manage and Process Membership Payments in SPARK MINDS
Managing and processing membership payments in SPARK MINDS 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.
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 search for the 'membership payment' product.
Adjust the price to match the missed payment.
Manually Processing Payments
To manually process a membership payment that didn’t run automatically:
Go to the member’s contact profile.
Scroll to the bottom of the page and locate the membership.
Click the 'Actions' tab next to the membership.
Select 'Process Past Due' to run the payment manually.
Running Payments After Updating Payment Methods
After adding a payment method to a membership:
Return to the student profile’s 'Actions' tab.
Click 'Process Past Due' to run the payment manually.
Alternatively, 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.
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 MINDS 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
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.
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. You must manually create the invoice and ensure the past-due invoice is paid 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.
By following these steps, you can effectively manage and process membership payments in SPARK MINDS. Whether updating payment methods, processing payments, or adjusting membership details, these instructions ensure smooth and accurate payment management.