Selling a Membership with a Setup Fee

 

You can collect the setup fee and the first payment due for a membership on the same day or on separate days. Some memberships with a setup fee are configured to start the membership a few days after paying the setup fee. For such memberships, the system automatically moves the first membership bill date by the number of days specified in the membership, after collecting the setup fee. However, the front desk can always change the bill date of the first payment from the POS window.

To sell a membership with a setup fee

  1. On the top right hand side of your appointment book, click the POS icon POS_incon.png

  2. Start typing the name or mobile number of the guest in the respective field, and select a matching record from the list of suggestions. If the guest record doesn't exist in the system, enter the required fields to add the guest record.

  3. In the lower left hand pane of the window, click the Membership tab.
  4. From the Membership list, select a membership with a setup fee. The system shows the price of the membership as well as the setup fee.
  5. The Bill Date for the membership is typically scheduled for the current date, unless the membership is configured to have the billing date scheduled a specific number of days after paying the setup fee. Learn how to create a membership with a setup fee.
  6. Click Add Membership to add both the membership and the setup fee to the invoice.
  7. To collect the payment for the membership, on the top right hand corner of the POS window, select a payment method, and then click Add Payment. The system applies the same payment type to the recurring membership payments as well. For example, if you select Cash to collect the setup fee and the first membership payment, the system applies Cash as the payment type for the recurring membership payments. Learn more about taking payments.

To set up a different start date and payment type for the full membership 

When you create a membership with a setup fee, you can configure it to schedule the first payment date after a fixed number of days upon receiving the setup fee. Learn how to create a membership with a setup fee. If a membership is not configured so, both the setup fee and the first membership payment date are scheduled for the same day. However, your front desk staff can change the membership start date directly from the POS window. 

If the membership is set to start on a later date, the system creates two separate invoices:

  • One for the setup fee that is payable on the date of creating the invoice.
  • The other for the full membership payment, which is scheduled later. 

Follow these steps to learn how to change the payment date and payment type for the full membership:

  1. On the top right hand side of your appointment book, click the POS icon POS_incon.png
  2. Start typing the name or mobile number of the guest in the respective field, and select a matching record from the list of suggestions. If the guest record doesn't exist in the system, enter the required fields to add the guest record.
  3. In the lower left hand pane of the window, click the Membership tab.
  4. From the Membership list, select a membership with a setup fee. The system shows the price of the membership as well as the setup fee.
  5. Click the calendar icon next to Bill Date to change the first payment date for the membership.
  6. Click Add Membership. The system shows the following alert, informing you that you can collect the setup fee from this invoice, while a separate invoice is created for the regular membership payment. 
  7. You can see that only the setup fee is added to the current invoice. 
  8. To collect the setup fee, on the top right hand corner of the POS window, select a payment method, and then click Add Payment.

    By default, the system applies the same payment type to the full membership payment as well. For example, if you select Cash to collect the setup fee, the system applies Cash as the payment type for the recurring membership payments.

  9. To change the payment type for the primary membership, after you complete making the payment for the setup fee and close the invoice, the system shows the following alert:
  10. If you click Cancel, the system completes the payment for the setup fee, and applies the same payment type for the primary membership fee. To change the payment type for the primary membership fee, click OK
  11. The system opens a new invoice for the primary membership fee. In the Collect Payment section of the invoice, select a different payment type.
  12. Click Save Payment.
    You can also use this screen to discount recurring membership fee (discounted is used for all recurring payments) or change employee name in the Sold By field.
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