Create Cash Bills for Memberships

Billing History allows staff members to create multiple cash bills which are represented as carts containing membership renewals. Staff can have cash bill carts created based on Membership Type and membership End Date. End Date, along with Bill Date, which is used as the new Invoice Date and Transaction Date on the cash bill carts, are the criteria for selecting membership records for cash bill creation.

Once Billing History is run, cash bill carts are created, with all cart items linked to a Billing History record. There is one cash bill cart created for each membership being billed. This allows staff to view all membership records from a specific period in a single place. A Billing History object and tab are available for use by staff members so that they can create cash bill carts and view recent billing history.

The Exclude From Billing checkbox field on the Membership object is automatically set to true for memberships that will automatically renew/recur, and false for memberships that are not set to automatically renew/recur. The Cash Billing functionality always excludes memberships where Exclude From Billing is true because they are already taken care of as part of recurring payments! Learn more about Flexible Payments.

Cash Bill Carts with Balances

User Permissions Needed

Modify All on the Bulk Billing Preview object

To create multiple cash bill carts: 

  1. Go to the Billing History tab.
  2. Click New.
  3. Select the Billing Type (Membership).
  4. Select the Membership Type.
  5. Select the Current Term End Date.
  6. Select the Bill Date.
  7. View the Billing Preview.
  8. Click Run Billing.

The Billing Preview displays how many new cash bill carts will be created based on the Billing Type, Membership Type, Term End Date, and Bill Date provided, If there are records that match the selected criteria, the number of potential new bills displays, as well as the number of bills that are valid and can be created. The total amount also displays.

Staff can also preview a detailed bulk billing preview which includes each bill and displays the owner, amount, and primary product for each.

The billing history runs even if there are some bills that cannot be generated. Once the process is complete, only valid bills are generated.

Once Billing History runs, a Billing History record is created for the Current Term End Date and Bill Date specified and all cart items are linked to this parent record. All previously unbilled cash bill carts will be visible in the cart item related list. The Transaction Date, Total Balance, Total Payment, and associated Batch are displayed for each cart item that meets the specified billing criteria.

The staff member who runs Billing History will receive an email confirming that the process is complete. The message will contain a link to the Billing History record.

Editing Cash Bill carts

There are different options for editing cash bill carts. These edits have different implications, so it is important to consider these scenarios before performing the edits.

Editing Cash Bill Carts to Process Payments

Once the Billing History record is created, staff can access cash bill cart and make edits or modifications like any other cart in Nimble AMS. They are able to modify cart items, add to a batch, apply payment, and convert the cash bill carts into an order.

Editing Cash Bill Carts to Make Changes and Pay

When making changes to items included in a cash bill cart, staff can add it to a batch, make changes to the items in a cash bill cart, and then proceed to process payment.

Correcting Cash Bill Carts for Improper Billing

If certain records have been billed incorrectly, cash bill carts can be selected for re-billing. In order to re-bill, staff must first delete the incorrect cash bill carts, make any changes to the amount billed, and re-create the cash bill cart items by running tBilling History. When Billing History is run again, only the newly created items will appear in the preview and then in the Billing History record(s).

When a cash bill cart is deleted, it is permanently removed and is not linked to the parent Billing History record any longer. Staff should be certain that they have billed an incorrect amount and want to start a new cash bill cart with the correct amount.

The cash bill cart cannot be edited directly. Cash bill carts can only be modified via the order wizard. When editing a cash bill cart, staff will be sent to the order of which the cash bill cart is a part.

Cash Bill Carts with No Balances

To create multiple cash bill carts with no balances: 

  1. Go to the Billing History tab.
  2. Click New.
  3. Select the Billing Type.
  4. Select the Membership or Program Type.
  5. Select the Current Term End Date.
  6. Select the Bill Date.
  7. Click Run Billing.

Membership Renewals for Company Accounts

In addition to being able to renew their own membership when a cash bill cart has been created, a company manager can also renew a membership when the company has an open cash bill cart. The user's primary affiliation controls whether or not they are able to access the renewal process. If a user is not a company manager, they will receive the standard message telling them to check back closer to their membership renewal date.

This relates to Community Functionality only.

Set a Membership to Not Renew

Staff can set a membership to not renew the next time cash billing occurs. This is helpful in instances where a constituent has chosen not to renew or is deceased.

Learn more