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Automated Membership Process - Dues Processing Option

This document describes the process of entering constituent Membership information and all linked information (the data rows) for a user (operator) who is part of a user group that has been defined within User Security to set Membership Processing to Dues.

For a description of the alternate process (for those whose Membership Processing is set to Membership), see Automated Membership Processing - Membership.

This document assumes that the structure of your Membership program has already been defined for the institution in the Membership Type, Membership Benefit, and Membership Publication, and all other associated lookup tables.

Step 1 - Enter the Dues Transaction

		The operator accesses the Membership display for the constituent who will own the Membership and clicks Insert. A Dues Data Entry Form will be presented and the transaction information is entered. If appropriate, the transaction can indicate a particular Membership Discount.

		The system automatically prompts for any applicable secondary transaction information including but not limited to Allocation, Joint, Match, Credit, Pledge Info, and Credit Card.

Step 2 - Enter the Membership Row

Automated Process Begins The system determines the 'BestFit' Membership Type based solely on the amount of the first allocation transaction +discount + matching (if appropriate), and having the same Group as the User ID.

The system examines existing data for this constituent and compares it to the BestFit Membership Type to determine that this transaction will most likely conform to one of the following Situations. See Automated Process #1 for complete details on the rules that the system follows for this part of the process.

The system presents default data in an Insert form based on the constituent's Membership Situation. For complete details on the default data for each Insert form presented, see the description of the rules for each possible Situation. In all situations, the system will default to the BestFit Type.


Situation A New No Previous Memberships for the constituent.	Situation B Renewal The 'Previous' Membership is an existing, active Membership, of the same Type as BestFit.	Situation C - Upgrade/Downgrade The 'Previous' Membership is list of one or more existing Active Memberships. No Membership is the same Type as BestFit. Operator selects one Membership to be Upgraded/Downgraded.	Situation D Rejoin All existing Memberships for the constituent are Inactive. The 'Previous' Membership is the most recently expired, and is the same Type as BestFit.	Situation E Rejoin Upgrade/Downgrade All existing Memberships are Inactive. The 'Previous' Membership is the most recently expired, and is NOT the same Type as BestFit.

In all cases, the operator may make changes to the editable text boxes (Active, Renewal Date, Expiration Date, Status, Source, and Comments) and then Accept (or Accept All) to create the Membership row. The results of Accepting vary according to the Situation and are described below.

Accept New Membership row is created.	Accept Renewal Membership row is created, previous row is marked Inactive.	Accept Upgrade or Downgrade Membership row is created, previous row is marked Inactive.	Accept Rejoin Membership row is created.	Accept Rejoin Upgrade or Downgrade Membership row is created.

In all cases, if the default Membership info is not Accepted, the operator may choose to Override the default information and choose a different Membership Type. The results of an Override vary according to the Situation and are described below.

Override Results All Membership Types are shown in a pull down list. System defaults to first in the list. No New button.	Override Results All Active Memberships for the constituent are shown. New button accesses all Membership Types.	Override Results All Active Memberships for constituent are shown. New button accesses all Membership Types.	Override Results All Inactive Membership Types for constituent are shown. New button accesses all Membership Types.	Override Results All Membership Types for constituent are shown. New button accesses all Membership Types.

In all cases, the operator may make changes to the editable text boxes (Active, Renewal Date, Expiration Date, Status, Source, and Comments) and then Accept the information to create the Membership row. Results of Accepting the information that is in place via Override or New will conform to the Status of the Membership that is being created.

Step 3 - Enter Linked Membership Card, Benefits, and Subscription Information

If the type of Membership that was created or updated includes Membership Cards, Benefits, or Subscriptions, the system will prompt for the creation of these data rows.

In all of the situations from Step 2 or if the Membership row was created manually, if the Membership row indicates a number of Membership Cards, the system will automatically prompt for the creation of those row(s). For new Memberships (Situation A in Step 2) the first form will default to the preferred name of the constituent who owns the Membership row. That information may be edited and Saved. The system will continue to prompt for the number of cards that are indicated for that Membership, or until the operator clicks Finished. The form for the second card will default to the spouse's name (if any). For all subsequent cards, the name information for the first line will default to the preferred name of the constituent who owns the Membership row. For Renewals, Upgrades, Downgrades, and Rejoins (Situations B-E in Step 2) the Membership Card forms will default to the information in the Membership Cards from the previous Membership. If the number of Membership Cards in the new Membership exceeds the number from the old one, after using the defaults based on the previous cards, the system will follow the pattern from above (first card is preferred name of Membership constituent, second card is spouse name, third and all subsequent are the same as the first, the preferred name of the Membership Constituent.

The system will next present a form showing the Standard and Optional Membership Benefits with radio buttons Options.

The first section of the Standard and Optional Membership Benefits form shows the Standard Membership Benefits with radio buttons Options. Those options will default to Accept or Decline as follows. For new Memberships (Situation A from Step 1), all Benefits will default to Accept. For renewal, rejoin, upgrade or downgrade (Situations B-E from Step 2), the system will compare the standard Benefits to the set of Benefits associated with the previous Membership (based on Benefit Type). For all Benefits of the same Types, the system will default the options in accordance with the previous Benefit. (If the previous one of the same Type was accepted, the system will default that option for the new Benefit to accepted, also. If the previous one was declined, the new one will default to declined.) If no previous Benefit is found of the same Type, the system will default the Standard Benefit to Accept. These options may be edited from the default settings for each Membership Benefit independently. When the options are set as desired, the Continue button will cause the following actions to occur for each Membership Benefit shown on the form.

Accept Benefit Level row will be created and marked as Accepted		Decline Benefit Level row will be created and marked as Declined.		Cancel Benefit Level row will not be created.

The second section of the Standard and Optional Membership Benefits form shows the Optional Membership Benefits with two radio button Options. Those options will default to Accept or Cancel as follows. For new Memberships (Situation A from Step 1), all optional Benefits will default to Cancel. For renewal, rejoin, upgrade or downgrade (Situations B-E from Step 2), the system will compare the optional Benefits to the set of Benefits associated with the previous Membership (based on Benefit Type). For all Benefits of the same Types, the system will default the options in accordance with the previous Benefit. (If the previous one of the same Type was accepted, the system will default that option for the new Benefit to accepted, also.) If no previous Benefit is found of the same Type, the system will default the optional Benefit to Cancel. These options may be edited from the default settings for each Membership Benefit independently. When the options are set as desired, the Continue button will cause the following actions to occur for each Membership Benefit shown on the form.

	Accept Benefit Level row will be created and marked as Accepted		Cancel Benefit Level row will not be created.

The system will then display a list of the Standard Benefits and the number of instances of each that may be assigned. There will be one line in the form for each Benefit Level row that was Accepted in the previous action, and an Assign button for each. The operator may assign the instances individually to that constituent or to any other constituent by clicking the appropriate Assign button. The next form will default to the preferred name of the Membership constituent, or the operator may click the Search button to identify another constituent to whom the Benefit may be assigned. Alternately, the operator may assign all instances of all Benefits shown to the Membership constituent by using the Assign All button. In either case Benefit rows will be created to track the assignments. When all desired assignments have been made, the operator should click Next.

On the same form, the system will also display a list of the Optional Benefits and the number of instances of each that may be assigned for each that was Accepted in the previous action, and an Assign button for each. The operator may assign the instances individually to that constituent or to any other constituent by clicking the Assign button and entering the name of the desired constituent and the number of instances. Alternately, the operator may assign all instances of all displayed Benefits to the Membership constituent by using the Assign All button. In either case Benefit rows will be created to track the assignments, and the operator should click Next to proceed. If no Standard or Optional Benefits were accepted, then this step is skipped.

The system will next present a form showing the Standard and Optional Membership Publications with radio button Options.

The first part of the form shows the Standard Membership Publications with radio button Options. Those options will default to Accept or Decline as follows. For new Memberships (Situation A from Step 1), all Membership Publications will default to Accept. For renewal, rejoin, upgrade or downgrade (Situations B-E from Step 2), the system will compare the standard Subscriptions to the set of Subscriptions associated with the previous Membership (based on Publication Name). For all Subscriptions of the same Name, the system will default the options in accordance with the previous Subscription. (If the previous one of the same Name was accepted, the system will default that option for the new Subscription to accepted, also. If the previous one was declined, the new one will default to declined.) If no previous Subscription is found of the same Name, the system will default the Standard Subscription to Accept. These options may be edited from the default settings for each Membership Publication independently. When the options are set as desired, the Continue button will cause the following actions to occur for each Membership Publication shown on the form.

Accept Subscription Level row will be created and marked as Accepted		Decline Subscription Level row will be created and marked as Declined.		Cancel Subscription Level row will not be created.

The second part of the form is a list of the Optional Membership Publications with two radio button Options. Those options will default to Accept or Cancel as follows. For new Memberships (Situation A from Step 1), all optional Subscriptions will default to Cancel. For renewal, rejoin, upgrade or downgrade (Situations B-E from Step 2), the system will compare the optional Subscriptions to the set of Subscriptions associated with the previous Membership (based on Publication Name). For all Subscriptions of the same Name, the system will default the options in accordance with the previous Subscription. (If the previous one of the same Name was accepted, the system will default that option for the new Subscription to accepted, also.) If no previous Subscription is found of the same Name, the system will default the Optional Subscription to Cancel. These options may be edited from the default settings for each Membership Publication independently. When the options are set as desired, the Continue button will cause the following actions to occur for each Membership Publication shown on the form.

	Accept Subscription Level row will be created and marked as Accepted		Cancel Subscription Level row will not be created.

The system will then display a list of the Standard and Optional Subscriptions and the number of instances of each that may be assigned for each that was Accepted in the previous action, and an Assign button for each. The operator may assign the instances individually to that constituent or to any other constituent by clicking the Assign button and entering the name of the desired constituent and the number of instances. Alternately, the operator may assign all instances of all displayed Subscriptions for the Membership constituent by using the Assign All button. In either case Subscription rows will be created to track the assignments, and the operator should click Next to proceed. If no Standard or Optional Subscriptions were accepted, then this step is skipped.

This completes the automated Membership Process for the first allocation for the Transaction that was entered. If that transaction had multiple allocations, this entire sequence will be repeated from Step 2 for each allocation.

Automated Process #1

This describes one portion of the process that the system will use as part of above, to determine which of five situations describe the current Membership data entry.

Calculate 'Best Fit' Membership Type based on allocation amount +discount amount + match amount (if applicable).

Does the constituent have any Memberships with the same group as the User?	No	Suggest 'Best Fit' Membership as a New Membership See Situation A - New
Yes
Are any of those Memberships active?	No	Locate the most recently expired Membership. Is it of the same Type as the 'BestFit'?	No	Suggest Re-join Upgrade or Rejoin Downgrade based on comparison of most recently expired and BestFit types. See Situation E - Re-join Upgrade/Downgrade.
Yes		Yes
		Suggest Re-join of that Membership. See Situation D - Rejoin.

Are any of the active Memberships of the same Type as the 'Best Fit'?	No	Suggest Upgrade/Downgrade. Show a list of the active Memberships as the Previous Memberships, allowing user to select which is to be up or down graded. See Situation C - Upgrade/Downgrade
Yes
Suggest Renewal See Situation B - Renewal

Situation A - New Membership

If the system finds no (active or inactive) Membership records with the same Group as the User, the following suggested new Membership information will be displayed based upon the Best-Fit Membership Type:

Column	Default
Membership Type	Best-Fit Membership Type
Renewal Date (membrnewdt)	Defaults to effective date on the Dues transaction, but may be edited by user in the Automated Process.
Expiration Date (membexpdt)	Calculated based upon the Renewal Set-up in the Membership Type lookup table and the Renewal Date as shown in the Automated Membership insert form. If Renewal Set-up is RS, Expiration Date would be Renewal Date + Duration. If Renewal Set-up is RF and effective day is less than Renewal Set-up Day, Expiration Date would be First day of the month of the Renewal Date + Duration, else if Renewal Set-up is RF and effective day is greater than or equal to Renewal Set-up Day, Expiration Date would be First day of the month after the Renewal Date + Duration. If Set-up Day is null Expiration Date would be First day of the month of the Renewal Date + Duration. If Renewal Set-up is RE Expiration Date would be Last day of the month of the Renewal Date + Duration. If Renewal Set-up is RB and effective day is less than Renewal Set-up Day, Expiration Date would be Last day of the month prior to Renewal Date + Duration, else if Renewal Set-up is RB and effective day is greater than or equal to Renewal Set-up Day, Expiration Date would be Last day of the month of the Renewal Date + Duration. If Set-up Day is null Expiration Date would be Last day of the month of the Renewal Date + Duration. If Renewal Set-up is RW and effective day is less than Renewal Set-up Day, Expiration Date would be Last day of the month of the Renewal Date + Duration, else if Renewal Set-up is RR and effective day is greater than or equal to Renewal Set-up Day, Expiration Date would be Last day of the month following the Renewal Date + Duration. If Set-up Day is null Expiration Date would be Last day of the month of the Renewal Date + Duration. If Renewal Set-up is CF, expiration would be 01/01 of next calendar year following Renewal Date. If Renewal Set-up is CE, expiration would be 12/31 of same calendar year as Renewal Date. If Renewal Set-up is FE, expiration would be the last day of the month in the last month of the Renewal Date fiscal year.
Initial Join Date (membinitdt)	Equal to Renewal Date.
Recent Join Date (membrcntdt)	Equal to Renewal Date.
Type Join Date (membtypdt)	Equal to Renewal Date.
Joined Date (membjoindt)	Equal to Renewal Date.
Status	New
Active Flag	Y
Source	Defaults to the Source from the Dues transaction.
Membership Code Membership Structure Type of Membership Membership Level # of Membership Cards

Situation B - Renewal Membership

If the system finds one active Membership record of the Best-Fit type with the same Group as the User, the following suggested Membership information will be displayed:

Column	Default
Membership Type	Membership Type would be displayed
Renewal Date (membrnewdt)	Defaults to effective date on the Dues transaction, but may be edited by use in the Automated Process.
Expiration Date (membexpdt)	Calculated as the Expiration Date of the previous Membership being renewed, plus the Duration of the Membership Type. (Expiration timing is maintained, whether the member renews early, on time, or late.)
Initial Join Date (membinitdt)	Pulled from the current active Membership record.
Recent Join Date (membrcntdt)	Pulled from the current active Membership record.
Type Join Date (membtypddt)	Pulled from the current active Membership record.
Joined Date (membjoindt)	Pulled from the current active Membership record.
Status	Renewed
Source	Defaults to the Source from the Dues transaction.
Active Flag	Y
Membership Code Membership Structure Type of Membership Membership Level # of Membership Cards	Pull the current values from the Membership Type table

When the operator Accepts the suggested information, the original Membership record and all of its links will be updated with an Active Flag set to N.

Situation C - Upgrade/Downgrade Membership

If the system finds at least one active Membership with the same Group as the User but they are not the same Type as the Best-Fit Membership Type, the following suggested Membership information is displayed:

Column	Default
Membership Type	Membership Type is the Best-Fit Type
Renewal Date (membrnewdt)	Defaults to effective date on the Dues transaction, but may be edited by user in the Automated Process.
Expiration Date (membexpdt)	Based on the current Expiration Date plus the Duration of the new Membership Type. (Expiration timing is maintained, whether the member renews early, on time, or late.)
Initial Join Date (membinitdt)	Pulled from the current active Membership record
Recent Join Date (membrcntdt)	Pulled from the current active Membership record.
Type Join Date (membtypddt)	Equal to the earliest Type Join Date from all other Membership rows of the same Type, belonging to this constituent. If none exist, then it is Renewal Date.
Joined Date (membjoindt)	Equal to Renewal Date.
Status	If the new Membership level is greater than the old active Membership, the Status would be Upgrade. If the new Membership level is less than the old active Membership, the Status would be Downgrade
Source	Defaults to the Source from the Dues transaction.
Active Flag	Y
Membership Code Membership Structure Type of Membership Membership Level # of Membership Cards	Pull the current values from the Membership Type table

When the operator Accepts the suggested information, the original Membership record and all of its links will be updated with an Active Flag as N.

Situation D - Rejoin

If the last, by expiration date, inactive Membership with the same Group as the user has the same Membership Type as the Best-Fit Membership Type, the following suggested Membership information will be displayed:

Column	Default
Membership Type	Best-Fit Membership Type
Renewal Date (membrnewdt)	Defaults to effective date on the Dues transaction, but may be edited by use in the Automated Process.
Expiration Date (membexpdt)	Calculated based upon the Renewal Set-up in the Membership Type lookup table and the Renewal Date as shown in the Automated Membership insert form. If Renewal Set-up is RS, Expiration Date would be Renewal Date + Duration. If Renewal Set-up is RF and effective day is less than Renewal Set-up Day, Expiration Date would be First day of the month of the Renewal Date + Duration, else if Renewal Set-up is RF and Renewal day is greater than or equal to Renewal Set-up Day, Expiration Date would be First day of the month after the Renewal Date + Duration. If Set-up Day is null Expiration Date is First day of the month of the Renewal Date + Duration. If Renewal Set-up is RE Expiration Date would be Last day of the month of the Renewal Date + Duration. If Renewal Set-up is RB and effective day is less than Renewal Set-up Day, Expiration Date would be Last day of the month prior to Renewal Date + Duration, else if Renewal Set-up is RB and effective day is greater than or equal to Renewal Set-up Day, Expiration Date would be Last day of the month of the Renewal Date + Duration. If Set-up Day is null Expiration Date would be Last day of the month of the Renewal Date + Duration. If Renewal Set-up is RW and effective day is less than Renewal Set-up Day, Expiration Date would be Last day of the month of the Renewal Date + Duration, else if Renewal Set-up is RR and effective day is greater than or equal to Renewal Set-up Day, Expiration Date would be Last day of the month following the Renewal Date + Duration. If Set-up Day is null Expiration Date would be Last day of the month of the Renewal Date + Duration . If Renewal Set-up is CF, expiration would be 01/01 of next calendar year following Renewal Date. If Renewal Set-up is CE, expiration would be 12/31 of Renewal calendar year. If Renewal Set-up is FE, expiration would be the last day of the month in the last month of the Renewal Date fiscal year.
Initial Join Date (membinitdt)	Pulled from any existing Membership of the same MUG group, belonging to the constituent.
Type Join Date (membtypddt)	Pulled from any existing Membership of the same Type and MUG, belonging to the constituent.
Recent Join Date (membrcntdt)	Equal to the Renewal Date.
Joined Date (membjoindt)	Equal to the Renewal Date.
Status	Re-join.
Source	Defaults to the Source from the Dues transaction.
Active Flag	Y
Membership Code Membership Structure Type of Membership Membership Level # of Membership Cards	Pull the current values from the Membership Type table.

Situation E - Rejoin Upgrade/Downgrade

If the last, by expiration date, inactive Membership with the same Group as the user is NOT same Membership Type as the Best-Fit Membership Type, the following suggested Membership information will be displayed:

Column	Default
Membership Type	Best-Fit Membership Type.
Renewal Date (membrnewdt)	Defaults to effective date on the Dues transaction, but may be edited by use in the Automated Process.
Expiration Date (membexpdt)	Calculated based upon the Renewal Set-up in the Membership Type lookup table and the Renewal Date as shown in the Automated Membership insert form. If Renewal Set-up is RS, Expiration Date would be Renewal Date + Duration. If Renewal Set-up is RF and effective day is less than Renewal Set-up Day, Expiration Date would be First day of the month of the Renewal Date + Duration, else if Renewal Set-up is RF and Renewal Date day is greater than or equal to Renewal Set-up Day, Expiration Date would be First day of the month after the Renewal Date + Duration. If Set-up Day is null Expiration Date is First day of the month of the Renewal Date + Duration. If Renewal Set-up is RE Expiration Date would be Last day of the month of the Renewal Date + Duration. If Renewal Set-up is RB and effective day is less than Renewal Set-up Day, Expiration Date would be Last day of the month prior to Renewal Date + Duration, else if Renewal Set-up is RB and effective day is greater than or equal to Renewal Set-up Day, Expiration Date would be Last day of the month of the Renewal Date + Duration. If Set-up Day is null Expiration Date would be Last day of the month of the Renewal Date + Duration. If Renewal Set-up is RW and effective day is less than Renewal Set-up Day, Expiration Date would be Last day of the month of the Renewal Date + Duration, else if Renewal Set-up is RR and effective day is greater than or equal to Renewal Set-up Day, Expiration Date would be Last day of the month following the Renewal Date + Duration. If Set-up Day is null Expiration Date would be Last day of the month of the Renewal Date + Duration. If Renewal Set-up is CF, expiration would be 01/01 of next calendar year following Renewal Date. If Renewal Set-up is CE, expiration would be 12/31 of Renewal Date calendar year. If Renewal Set-up is FE, expiration would be the last day of the month in the last month of the Renewal Date fiscal year.
Initial Join Date (membinitdt)	Pulled from the last inactive Membership record.
Type Join Date (membtypddt)	Equal to the earliest Type Joined Date from all other Membership rows of the same Type belonging to this constituent.
Recent Join Date (membrcntdt)	Equal to the Renewal Date
Joined Date (membjoindt)	Equal to Renewal Date
Status	If the new Membership level is greater than the last inactive Membership, the Status would be Re-join Upgrade. If the new Membership level is less than the old active Membership, the Status would be Re-join Downgrade
Source	Defaults to the Source from the Dues transaction.
Active Flag	Y
Membership Code Membership Structure Type of Membership Membership Level # of Membership Cards	Pull the current values from the Membership Type table.

Upgrading an Current Membership

Once a Membership row has been entered, a user has the ability to upgrade that specific Membership without creating a new Membership. This process applies to those members who have already paid for a lower level Membership and then send in additional money to apply towards a higher level Membership.

To do so, select Upgrade from the edit menu for the existing lower level Membership they wanted to upgrade. Once selected, the Dues insert screen will appear with the header Upgrade Current Membership. Here it is imperative that the Total Amount of the transaction be the amount of the additional funds sent in. Update any other information and select Insert. This will bring up the Automated Membership Process and display the Membership that best fits the total amount; which is the amount of the original Dues transaction added to the new Dues transaction amount. For example, if the current Membership amount was $1,500 and the new amount to be added to the existing Membership was $3,500, the amount put in on the Upgrade Current Membership Dues screen will be $3,500, but the amount that will be applied to upgrade the best-fit Membership will be the full amount of $5,000. It will also make the beginning date that of the new transaction. The Dues rows each link to the separate memberships, but the upgraded membership will display links to both dues rows. The original membership will expire and the end date will reflect the new date of the upgraded membership.

This Membership Upgrade, when processing through dues, will also use the prototype if one has been created.

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