Membership dues: launch, renew and track

Dues are Finance charges on each member's account statement. The Dues page, under "Membership", launches them for the whole year at once and shows, member by member, where they stand. It needs the Membership and Finance modules active in the club.

Where the amount comes from

Each member with a yearly registration in a given year has a category, and the category sets the fee and how often it is charged. A monthly fee gives 12 charges in the year, a quarterly one 4, a half-yearly one 2 and an annual one 1, each dated at the start of its period and due that same day. A member who is exempt, through the category or through their registration for the year, generates no charges.

The joining fee is a single charge, placed in the year of the member's "Join date", if the category has one. The year's launch only adds it when you launch the joining year and the member is registered in that year; otherwise, charge it by hand on the record, with "Charge joining fee".

Launch the year's dues

1. Open Dues and select "Launch the year's dues".
2. Confirm the "Year". The dialog shows exactly what will be created: the members who get charges, the charges, joining fee included, and the total. Charges already launched are left out of the counts, and a notice says how many will be skipped.
3. Select the "Launch" button, which repeats the dialog's number of charges.

The launch covers only "Active" members with a registration in that year, and adds the joining fee for those who joined that year. Suspended, resigned and deceased members are not launched.

Renew members for the next year

A year's dues are only launched for members registered in that year. To carry members over from one year to the next:

1. In Dues, select "Renew for", followed by the year after the one you are viewing.
2. Confirm the "Source year" and choose the "Statuses to renew". By default only "Active" is ticked.
3. Select "Renew", which says how many members will be renewed.

Each member gets a registration for the new year in the same category and with the same exemption: anyone exempt last year stays exempt. Members already registered that year are left as they are. Renewing does not launch dues: launch them afterwards.

If any of those members currently has an archived category, "Renew" first opens a list of them, with each one's number and current category: choose each one's category for the new year from the active ones, or use "Apply to all" to give them all the same one at once. The renewal only goes ahead once every one of them has a category; the other members keep theirs.

Read the map

• At the top, "Club members" counts those registered in the year (exempt ones included), "Launched" those whose dues are already launched, "Paid" those who have paid everything and "Collected" the amount already received.
• In the table, each member's status is "Not launched" (no charges yet), "Exempt" (exempt and with no charges: there is nothing to launch and it does not count as to launch), "Unpaid" (no charge paid), "Partial" or "Paid". A cancelled charge does not count: a member with the others paid shows "Paid".
• The "Charges" column shows how many charges are paid out of the total, cancelled ones left out.
• "On launch", alongside, says how many members, charges and what total the next launch creates: the same numbers as the dialog.
• Filter by "Year", "Status" or name. A row opens the member's record.

One member at a time

On the member's record, in the "Finance" tab, you have their account statement and two buttons:

• "Launch the year's dues" launches only that member's dues for the year you pick and, if it is their joining year, the joining fee too. It needs the registration for that year and the member to be "Active".
• "Charge joining fee" launches the joining fee, if the category has one, it has not been launched yet and the member is "Active".

Notes, debt and overdue

Launching creates charges, not payment notes. "Unpaid" on the map means the charge has not been paid yet, not that the member is in debt: there is only debt once a payment note is issued and left unpaid, and the member only becomes overdue, and appears in Debtors, after that note's due date has passed.

Payment notes for dues are issued like any other: by hand, on the account statement, or by automatic issuing, which treats dues the same way as monthly fees. Automatic issuing is switched on in Communication, in the "Billing communication" block, and is off by default. When you record the payment, the charge becomes paid and the map updates.