Table of Contents. Getting Started...1. Chart of Accounts...1. Sales Tax...3. Setting Up Sales Tax the big picture... 3

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1 Table of Contents Table of Contents Getting Started...1 Chart of Accounts...1 Sales Tax...3 Setting Up Sales Tax the big picture... 3 Using Sales Tax the big picture... 4 Create individual tax items... 4 Assign Individual Tax Items to a Tax Set... 6 Ensure that the Non Tax Set has no tax assigned... 8 Fees and Dues... 9 Modify or create fees and dues items... 9 Searching the Fee items list Edit pricing - when pricing is the same for all members Edit pricing when pricing is varied between members Modify the members associated with a Fee Item...16 Tiered Dues Billing...17 Setup Members Account Setup Basic Member Account Features Assign Fee Items to a Member Account Assign Fee Item in Date Range (Plus edition or greater) Assign Bundled Fee Item (Plus edition or greater) View report of all assigned membership fee items Select Billing Preferences Modify Payment Methods Set Payment Method Defaults Set Defaults for Payments and Deposits Modify Payment Terms Modify Customer Messages Invoice Templates...29 Table of Contents- i

2 Table of Contents To select a default template Include your logo on template Template Options Edit an Invoice Template Add Renewal Period to an Invoice Template Transaction Classes Create Transaction Classes...34 Assign Transaction Classes to Transactions...35 Create Recurring Member Invoices...37 Create Batch of Recurring Invoices Return to an invoice batch...41 Reprint/ a single invoice View an invoice Place invoice(s) back on the To be Printed/ ed List...44 Print/ All Undelivered Invoices Payments, Sales Receipts, Credits, and Deposits...45 Selecting the Payment and Receipt Deposit To Account... Selecting the Payment and Receipt Deposit To Account Payments Receive Payments Associated Payment reports Sales Receipts...51 Create a Sales Receipt...51 Associated Sales Receipt Reports Credits...53 Create a Credit...53 Apply a Credit Before Payment is Received Apply a Credit When Payment is Received Associated Credit reports...56 Deposits ii - Table of Contents

3 Table of Contents Make a deposit...57 Associated Deposit reports Write-off Balance Refunds...61 Discounts Assign Discount Before Payment is Received Assign Discount When Payment is Received Delete a Discount...64 Reprint Invoices, Statements, and Reports...65 Reprint Invoices Create Statements...66 Billing Reports...68 Print Collection Letters, Thank yous, and Notifications...69 Notification letters Collection Letters Thank you Letters...72 Edit Letter Templates Group Billing Create Group Fee Item Assign Group Fee Item Assign a fee from in the Groups module Assign a fee from the Setup module Set Unique Billing Amounts for Individuals...79 Create Invoices for a Group Create Invoices from the Groups module...80 Create Invoices from the Billing module (for Annual, Semi-Annual, Quarterly, or Monthly only)...82 Lookup batch from previous recurring Group Billing Event Billing Setup Event Billing Create and modify event fee items Table of Contents- iii

4 Table of Contents Fee Item fields Set Billing Preferences...86 Event Discounts Create Event Invoices Create event invoices (from the Events module) Create event invoices (from the Billing module)...88 Return to an Event Invoice Batch...89 Print Sales Receipts Credit Card Sales Receipts Cash Sales Receipts...90 Credit Card Processing (CM Plus only) Event Registration CM Billing Online Membership Application CM Billing...95 Member Bill Pay CM Billing Export to QuickBooks, Peachtree or Other Program Getting started Testing it out Exporting QuickBooks import Peachtree Import Export Tips and Info Journal Entry Export Accrual Basis vs. Cash Basis Selecting Appropriate Deposit Option on Export screen Run Member Update Activity Report Apply Payments to Open Amounts in QuickBooks iv - Table of Contents

5 This Billing section is designed to assist in the setup and daily activities of staff/employees who use the native integrated billing solution. Getting Started provides staff with the details on setting up the selections required for using the Billing module. Recurring Member Invoices explains the steps required to create the regular invoices for membership - annual, semi-annual, quarterly, and/or monthly invoices. Payments, Sales Receipt, Credits, and Deposits contains steps and tips for receiving payment, crating sales receipts, applying credits, and making deposits. Writeoffs and Discounts are also covered. Print Collection Letters, Thank yous, and Notifications explains options for printing pre-defined or self-defined letters to specific members based on your own set of criteria. Statements and Reports provides a foundation for delivering statements and accessing the multitude of reports available. Group Billing explains how to bill individuals within a Group. Event Billing contains steps for setting up Event fees and create event invoices. Credit Card Processing explains steps to implement credit card payment into event registration, online membership applications, and member bill pay. Export to QuickBooks or other program will explain the initial items to check, how to run a trial export, and give tips and instruction for exporting on a regular basis. Getting Started If you are new to ChamberMaster s Billing, information may have been imported from your previous billing solution. If so, you may want to check your beginning balances and other pertinent information for each member to ensure that your data is correct. If no billing information has been imported, each member will have a starting balance of $0. The next invoicing done from ChamberMaster will start their account. In either case, begin by creating or double-checking your Chart of Accounts and setting up the desired selections for Membership Fees, Payment Terms, Payment Methods, Customer Messages, and Sales Tax options. Check beginning balances and fee assignments by viewing the Member Balance Summary report in the Billing module on the Reports tab Chart of Accounts If not imported from your data, the default Chart of Accounts will include only three selections: Accounts Receivable, Membership Dues (income), and Sales Tax (liability). Create or modify these accounts as desired. Modify Chart of Accounts Administrator level permissions are needed to modify the items in the Setup menu. - 1

6 1. Click Setup in the left-hand menu. 2. Click Chart of Accounts in the Billing area. Figure 1-1 Default Chart of Accounts 3. The current Chart of Accounts will display. a. To create a new account, click Add Account and complete the next window. See Figure 1-2. Note: Chart of Accounts names created by users who intend to export transactions to PeachTree should name their accounts here with the Peachtree Account ID (numeric value) instead of the Account name. Figure 1-2 Create a New Account b. To remove an account, click the title of the Account in the Account Name column and then click Delete. c. To modify an account, click the title of the Account in the Account Name column; make desired changes and then click Save. Account Type selections: 2 -

7 Selecting Undeposited Payments Account You may designate an account from your chart of accounts to hold undeposited payments and sales receipts. You may also choose the default placeholder account Undeposited Funds instead of choosing a specific account. This is selection is especially helpful for those exporting to Peachtree. 1. Click Setup in the left-hand menu. 2. Click Chart of Accounts in the Billing area. 3. Select the appropriate Undeposited Payment Account. Peachtree users: Within Peachtree create a new chart of account item for undeposited funds. Go to Lists, Chart of Accounts, New. The Account ID field is what needs to match the ChamberMaster Chart of Account Account Name field. Once this has been created in both Peachtree and ChamberMaster, go into the Chart of Account list in ChamberMaster and set that account as the Undeposited Payment Account. Once this has been completed, Payments and deposits will flow through to Peachtree in the Journal Entry Export. Sales Tax If any Fee Items will require sales tax, modify the sales tax sets and items as desired. This can be done at any time prior to using them on an invoice. Setting Up Sales Tax the big picture Create all the individual sales tax items first. For instance, if you will have local, state, and county taxes, you can create a separate tax item for each one of these which allows you to view the breakdown of the taxes by the collecting agency when running the Sales Tax Summary report. - 3

8 Next, put these individual tax items into a Tax Set. Then assign this Tax Set to the desired Fee Items when creating your Fee Items. Assign the Non tax set to any Fee Items that should not be taxed. Additional Tax Sets may be created if necessary. Often just having a Tax and Non tax set is all that is needed. Exceptions might be if invoices are created for locations with different tax rates. Naming the Tax Set by the location would be appropriate in this case. i.e. Lincoln County Tax set, Lancaster County Tax set The Non tax set is defaulted to have no tax amounts assigned. To make sure that this is still true, click Non in the Tax Set List to select it. (It will display in purple to indicate that it is selected). Then make sure that no Tax Item Names are selected in the Tax Set Details below. Each check box should be blank. Using Sales Tax the big picture If the Tax tax set is selected at the top of the invoice (see Figure 1-3), then any invoiced Fee Items with an assigned Tax tax set will be invoiced with the tax applied. Non-tax Fee Items will be invoiced without being taxed even on the same invoice as taxed items. If the Non tax set is selected at the top of the invoice, then none of the invoiced items will be taxed even if the invoiced Fee Item is assigned a Tax Set. Figure 1-3 An Invoice that includes taxed items Create individual tax items 1. Click Setup in the left-hand menu. 2. Click Sales Tax in the Billing area. 3. All Tax Sets and all individual Tax Items will display. 4 -

9 Figure 1-4 Sales Tax window 4. Click Manage Tax Items at the bottom of the window. - 5

10 Figure 1-5 Modifying Sales Tax items a. To simply add a single tax rate to the existing default Sales Tax item, click Sales Tax in the Tax Item Name column. See Figure 1-5. Type the desired Tax Rate and modify any other desired fields. See Figure 1-6. Click Save & Exit. Figure 1-6 Editing Sales Tax item b. To add a new tax item, click New Tax Item. See Figure 1-5. Complete the fields as desired. See Figure 1-6. Click Save & Exit. 5. Click Manage tax item sets to return to the initial Sales Tax window. Assign Individual Tax Items to a Tax Set Click Setup in the left-hand menu. Click Sales Tax in the Billing area. All Tax Sets and all individual Tax Items will display. Click the title of the Tax Set that you wish to modify. (Most likely you will be modifying the Tax tax set.) The selected Tax Set will display in a purple color. 6 -

11 Figure 1-7 Editing the Tax Set 5. Click to select the check boxes of the desired individual tax items that you wish to include in this Tax Set. - 7

12 Figure 1-8 Selecting individual tax items 6. Click Save Tax Set. Ensure that the Non Tax Set has no tax assigned Click Setup in the left-hand menu. Click Sales Tax in the Billing area. All Tax Sets and all individual Tax Items will display. Click the title of the Non Tax Set. The Non Tax Set will display in a purple color. See Figure

13 Figure 1-9 Non Tax Set selected with no taxes assigned 5. Make sure that no check boxes are selected in the Included Tax Items list as shown in Figure 1-9. Fees and Dues Membership fees/dues and all other fee items are created in the Fee Items List. Administrator level permissions are required to perform these tasks. Modify fees and dues items Edit pricing - when pricing is the same for all members Edit pricing when pricing is varied between members Modify the members associated with a Fee Item Tiered Dues Billing Modify or create fees and dues items 1. Click Setup in the left-hand menu. 2. Click Fee Items List in the Billing area. - 9

14 3. The current list of Fee Items display under the List Options filter. a. To add a new item, click Add Fee Item (This option is found either in the List Options area or at the bottom of the Fee Items List.). Complete the fields in the New Fee Item window, selecting to create either a Regular Fee Item or a Bundled Fee Item. See Fee Item fields for field descriptions and definitions. b. To remove a fee item, click the x at the end of the unwanted fee item. c. To modify an item, click the title of the fee item in the Fee Item Name column, make desired changes and then click Save. Note: Changes made by clicking the Fee Item name only affect new members assigned to this fee item. To modify pricing and descriptions for members that have already been assigned to this fee item, click Edit Pricing on the Fee Items List in the Fee Amount column of the desired fee. Fee Item fields Regular Fee or Bundled Fee: Select Bundled Fee if your fee is comprised of two or more regular fees and you would like only the Fee Item Name (not the individual items) to display on your member invoices. Then add the individual regular fee items to create your bundle. Available only for those with Plus edition or greater. Bundled Fees are typically used for those offering a tiered dues membership. Bundled fees allow the ability to include a single line item on an invoice but report to multiple income accounts for internal bookkeeping. Once a Bundled Fee is assigned to a member, then a Bundled Fee Tracking link will be available under Members->Account tab>membership Fees and Dues where you may record the use of the individual items that comprise the bundle. 10 -

15 Figure 1-10 New Fee Item window Regular Fee - 11

16 Figure 1-10a New Fee Item window Bundled Fee example Fee Item Name: Title for the fee item; will be used by default to identify the fee item on a member s account Description: Further description of the fee item that displays on the invoice by default (may be modified on each member account) Account: Select the desired account from your list of Chart of Accounts. (Not available when creating a Bundled Fee.) Sales Tax: Select whether this item should be taxed or not; if proper tax amounts are not displayed, modify this item by selecting Sales Tax from the Setup module. (Not available when creating a Bundled Fee.) Price: Type the desired fee item amount the annual amount or one-time price. The price on a Bundled Fee will be determined by the combined price of the individual items. Item Type: Select Member Fees and Dues 12 -

17 Event Fees available in the Events module (not available when creating a Bundled Fee) Group Fees available in the Groups module Status: Select Active or Inactive (only Active items may be billed). Fee Items, when set to inactive, will present options to either remove the fee from the member or remain on the member account. Inactive fees on a member account will not be billed. Frequency: Select desired default frequency (available only if Member Fees and Dues item type is selected). Annual, Semi-annual, Quarterly, Monthly, One-Time. This selection may be changed on each members account as desired. Collection Basis: Select Cash or Accrual (Not available when creating a Bundled Fee.) Voluntary: If desired, click Treat this fee as voluntary. (Not available when creating a Bundled Fee.) Note: Unpaid voluntary fees do not count against a member's account balance and are not automatically included on billing statements. Items (available only when creating a Bundled Fee) After selecting Bundled Fee, you ll be able to select the individual fee items that should be included in this bundle by selecting fees from the Item drop-down list. Fee Items included the Item drop-down list include all Regular active fee items. Select the first item and type the desired price associated with that item, which will be recorded on the associated income account when this fee is invoiced. Click Add Item to include additional items in this bundle. The Account, Sales Tax assignment, and Collection Basis designation originally selected for each item is used when this Bundled Fee is invoiced. Searching the Fee items list 1. When viewing the Fee Items List, make the desired selection in the list options. See Figure 1-11 and Chart 1-2 below. 2. Click Refresh List. 3. Fee Items that match the specified filter will display. 4. Click Reset Options to return to default list of Fee Items. Figure 1-11 Fee Items List Options List Options Selections Item Type: Allows you to filter the list based on the type of fee; Member Fees & Dues, Group Fees, and Event fees. - 13

18 Collection Basis: Allows you to filter the list based on Cash or Accrual basis fees. Hide inactive fee items: By default only active ChamberMaster fees will be displayed. Remove the mark to see all fees. Count only active members/events: By default only active members/events are displayed. To see the total number of associations related to a fee, remove the check mark in the box. Refresh List: Click on this button after choosing an item type and/or collection basis option to display the listings. You will also need to click on this button after adding or removing check marks next to display options. Print List: This button allows you to print the list as it is filtered on your screen. Add Fee Items: This option allows you to add additional fees to the ChamberMaster billing module. This will be discussed in greater detail in a section below. Reset Option: Clicking this option will change all list options to the default settings. Chart 1-2 List Option selections Edit pricing - when pricing is the same for all members When modifying a Fee Item by clicking the Fee Item title, changes are made only for those that will be newly assigned to this Fee Item. If members are already assigned to this Fee Item, their Fee Item information is updated in a separate step. Follow steps here to update prices for existing members Click Setup in the left-hand menu bar. Click the Fee Items tab. Click Edit Pricing in the Fee Amount column for the item that you desire to change. Make desired pricing changes in the Fee Item Pricing area. See Figure 1-12 for more details. Click Save Changes. 14 -

19 FIGURE 1-12 Edit pricing Edit pricing when pricing is varied between members Click Setup in the left-hand menu bar. Click the Fee Items tab. Click Edit Pricing in the Fee Amount column for the item that you desire to change. Click Change All Rates. Select Percentage or Flat Amount and make desired changes. See Figure 1-13 below. Click Save Changes. - 15

20 Figure 1-13 Change All Rates selections Modify the members associated with a Fee Item 1. In the Setup module, click Fee Items List. 2. Click quantity of members in the Associations column of the desired Fee Item that should be modified. Figure 1-14 Edit Member Associations 3. Make desired changes and click Save Changes. 16 -

21 Tiered Dues Billing Many associations are moving to a system of membership billing that is referred to as a tiered dues model, which is a way of packaging membership dues based on member involvement instead of based on employee counts or business type. These packages often include pre-paid event tickets, advertisement and sponsorship opportunities, and itemized benefits. The member will benefit in knowing the total cost of their membership upfront and it is easier for them to see what value the association brings to them by choosing their package based on their desired involvement. Read this article from ACCE discussing this tiered dues model. Our native integrated billing solution handles this tiered dues model using a combination of unique tools, created specifically to fill the need for tiered dues billing. Big-picture steps for handling tiered dues 1. Create a membership type for each of your tiers. (Recommended if events are included in your tiers) 2. Create a bundled fee item for each of your tiers. 3. If events are included in your tiers, create an event discount by membership type for each identified event. (The discount should be for the same amount that is specified within the bundled fee.) 4. Assign the appropriate bundled fee item(s) to your members. 5. Remove any previous membership dues from their account (if applicable) 6. Invoice your members this bundled fee using the same process you ve always used for invoicing membership dues. Note: The invoice will display the title of the Bundled Fee (not the individual items) but your internal bookkeeping records will report back to the income accounts that are associated with each item in the bundle. 7. When the member uses their benefits, record their use on the members account for your record-keeping. Tracking Tiered Due Usage Once a bundled fee is assigned to a member, then there will be a Bundled Fee Tracking link available under Members->Account tab->membership Fees and Dues area where you may record the use of the individual items that comprise the bundle Click Members in the left-hand menu and select the desired member. Click the Account tab. Open the Membership Fees and Dues area. Make sure that a Bundled Fee Item is assigned to this member. (This is what triggers the Bundled Fee Tracking button to appear.) Click Bundled Fee Tracking button. The list of items that are currently assigned to this member will display in the top part of the window (Monthly Newsletter Recognition shown below). Enter the Quantity Used, the Date Used, and Comments. Click Track Usage. The information will appear down in the Bundled Fee Usage section at the bottom of the window. Note: The Bundled Fee Usage will remain available even if the Bundled Fee item is no longer on the Members Account. - 17

22 Setup Members Account Fee items must be assigned to a member s account in order to be included in the recurring invoices. When assigning the fee item, a frequency must be specified as well. A frequency of anything other than One Time will indicate that this fee item will be included when recurring invoices are created. The fee amount must be specified as the annual amount and then ChamberMaster will divide the amount appropriately based on the frequency. For instance, an annual amount specified of $600 with a Renewal Month of January, would automatically generate a $150 invoice in January, April, July, and September. 18 -

23 Figure 2-1 Members Account tab Setup Basic Member Account Features 1. Click Members in the left-hand menu and select the desired member. 2. Click the Account tab. 3. In the General Information area, make the desired selections for Billing Contact, Renewal Month, and Contact Preference. Optional: Billing Notes, Sales Tax Set, Account Name/ID, and ACH. 4. Click Save. Billing Contact: Click change billing rep or remove billing rep. If desired Billing Rep name does not display as a possible selection, click the Reps tab, click Add a New Rep. Complete Add a New Rep fields and click Save & Exit. Then return to the Account tab and complete desired selections. Billing Notes: (Optional) These comments display on the Account tab and are for internal purposes only; they do not display on the invoice nor is the member able to view them. Renewal Month: Select the starting month that billing should begin. If using ChamberMaster Plus, this is the default month but each assigned fee item can have a separate renewal month designated. If using ChamberMaster Standard, the Renewal Month designation here is applied to all assigned fee items. Contact Preference: Specify the default preference for invoice delivery: Print, , Both. This selection will be pre-selected as the Delivery Method when transactions are created for this member. The member may also change this when logged into their Member Information Center under Business Information. - 19

24 Sales Tax Set: (Optional) Select the desired Tax Set if tax sets are going to be used. Non-profit organizations would often have the Non tax set selected (i.e. they would not be taxed even if items would typically be taxable). Other organizations would often have the Tax tax set selected. Account Name/ID: (Optional) Indicate any associated account name or ID of your choosing. Click Use Member ID if desired, which will populate the Account Name/ID field with unique Member ID. ACH: (Optional) If the member is allowing automatic bank drafts (Automatic Clearing House), type the appropriate account information. These fields are simply recording information; the actual transaction must be setup with your bank. Assign Fee Items to a Member Account 1. Click Members in the left-hand menu and select the desired member. 2. Click the Account tab. 3. In the Membership Fees and Dues area, click Assign Fee Items. Figure 2-2 Membership Fees & Dues area 4. Complete the Assign a Member Fee Item fields. To make sure this fee item is included in the recurring invoice batch, set the Billing Cycle to a frequency of Annual, Semi-Annual, Quarterly, or Monthly. In the Standard edition or below, fee item frequency starts on the Renewal Month specified on the Members account and does not have an option within each fee assignment for a different month as shown in Figure 2-3. See Figure 2-4 for Fee Item fields included in Standard edition or below. If the Status on a Fee Item is set to Active in Date Range,(only available with ChamberMaster Plus) an option is available to place a start date and expiration on a fee item. See Assign Fee Item in Date Range. 20 -

25 Figure 2-3 Assign a Member Fee Item fields (Plus edition or greater) 5. Click Save & Exit. Note: In the Standard edition or below, fee item frequency starts on the Renewal Month specified on the Members account and does not have an option within each fee assignment for a different month. See Figure 2-4 for ChamberMaster Standard Fee Item fields. Figure 2-4 Assign a Member Fee Item fields (Standard edition or below) Note: The Next Billed column in the Membership Fees and Dues area reflects the name of the monthly batch that this fee/due will be included in or already has been included in. This column will automatically display the next billing month when the current date passes that month. For instance, if the current date is February 2011 and a fee/due is set to be billed in February 2011, the Next Billed column will display February 2011 until March 1, 2011; then it will automatically switch and display February To see if a particular fee/due has been billed, refer to the transactions displayed in the Transaction History area. Assign Fee Item in Date Range (Plus edition or greater) While creating or modifying a Fee Item assignment on a Member s account, a Status of Active in Date Range may be specified. This will allow a start date and expiration date to be assigned to this particular Fee Item. - 21

26 In Figure 2-5 below, a Membership Plus Pak fee of $10 will be billed each month starting March 2010 with the final billing in December The total amount billed for this fee item during the year 2010 would be $100. Figure 2-5 Fee Item with Date Range assigned (Plus edition or greater) Assign Bundled Fee Item (Plus edition or greater) Bundled Fees are typically used for those offering a tiered dues membership. Bundled fees allow the ability to include a single line item on an invoice but report to multiple income accounts for internal bookkeeping. Bundled Fee items must first be created under Setup->Fee Items List. Then this fee is assigned to the Members Account and is invoiced like any other fee item. To assign a bundled fee to a member 1. Click Members in the left-hand menu and select the desired member. 2. Click the Account tab. 3. In the Membership Fees and Dues area, click Assign Fee Items. Figure Membership Fees & Dues area 4. Complete the Assign a Member Fee Item fields making sure to select a Bundled Fee item from the Fee Item Type drop-down list. 22 -

27 To view a list of available Bundled Fee items, select Setup->Fee Items List and note the phrase Bundled Fee that will display in the Account column. To create a new bundled fee, click Add Fee Items under Setup->Fee Items List. To make sure this fee item is included in the recurring invoice batch, set the Billing Cycle to a frequency of Annual, Semi-Annual, Quarterly, or Monthly. 5. Click Save & Exit. 6. Once saved, a Bundled Fee Tracking button will immediately appear in the Membership Fees and Dues area where you may record the date and quantity used with comments for each individual bundled item. If the bundled fee item is removed from the member account, the Bundled Fee Tracking button will remain if there was any history recorded on the account. View report of all assigned membership fee items 1. Click Billing in the left-hand menu. 2. Click the Reports tab. 3. Click Membership Renewals in the Executive section. - 23

28 Figure 2-5 Billing Reports 4. The Membership Renewals filter options window will display. Make the desired selections, click Refresh Report. Note: to view all assigned membership fee items, set the filter options as displayed in Figure 2-6 below. 24 -

29 Figure 2-6 Filter options to view all assigned membership fees 5. Your report will display for viewing purposes. Click Print Report, Print PDF, or Download Report for other output options of the same report. To sort the report on columns, click Download Report and open in Microsoft Excel. Then use Excel commands to sort and organize. Tip: Make sure to select AutoFit Row Height and AutoFit Column Width so that you are viewing all the downloaded data. In Excel 2007, these choices are on the Home tab in Cells group. Click Format. Note: if any of your members do not have a Renewal Month assigned on the Account tab of their record, your screen will display a selection similar to Figure 2-7. Assign a Renewal Month to these members by clicking View/ Edit members with no renewal month. Figure 2-7 Members with no renewal month assigned Example of members that do not have fee items assigned yet. Example of member that has multiple fees assigned. Figure 2-8 Member with multiple fees assigned Multiple fees may be assigned to a member but is highlighted here as an example in case this was not intended. - 25