Two items on the member record's More menu let you get ahead of a renewal: Renew early creates the next term now, and Issue renewal invoice bills the member without renewing them yet.
Before you start
- The membership needs a renewal date. Neither item is offered for a life membership or a rolling monthly one.
- Renew early is offered only while the status is Active. Once a member is Renewal due or in Grace, use Renew for member at the top of the record instead.
- Issue renewal invoice is offered while the status is Active, Renewal due or Grace.
- If a level change is queued for renewal, both use the new level, and any credit from a level change comes off the invoice.
Steps
To renew early:
- Open the member record and click More, then Renew early.
- Read the dialog. It names the level of the next term, and says if a queued level change or a credit applies.
- If you already have the money, turn on Payment has been received and fill in Received by, Date received and Reference (optional). Otherwise the invoice is issued and left open for the member to pay.
- Add a PO reference (optional) if the member needs one.
- Click Renew.
To issue a renewal invoice without renewing:
- Open the member record and click More, then Issue renewal invoice.
There is no dialog. You see "Renewal invoice issued."
What happens next
Renew early: you see "Renewed." The next term is created now and starts from the current end date, so the member loses no time. The invoice appears under Dues and payments, paid or open. Any renewal notices still to come are cancelled, and Membership history records the renewal.
Issue renewal invoice: the invoice appears under Dues and payments, but the membership is not renewed yet. If an unpaid renewal invoice already exists, you get that same invoice, not a second one. When a payment is recorded that covers the invoice, the membership renews.
On Renewals, the same invoice can be issued with Create invoice on a row's … menu, or for several members with Create invoices.