INTRODUCTION
Feature Summary: This is a best practice case for changing the payment frequency for an existing membership plan.
Use Cases: Adjust payment terms when asked by a member. For example, system users can change the payment frequency from monthly to quarterly.
In this scenario, a member wants to change from monthly payments to quarterly and has already made a payment for the current month. The system user needs to credit the member's account for the current monthly payment, cancel the active plan, start a new plan with quarterly payments, and use the refunded credit to reduce the balance owing on the first quarterly payment.
SETUP REQUIREMENTS
The first step is to issue a refund for this month's payment.
Log in to the admin dashboard.
Go to the side menu and click MEMBERS > SEARCH.
Locate a member.
Click the pencil icon to edit the profile page.
Click the Billing tab and then click the Paid Fees tab.
On the Paid Fees table:
Locate the membership plan payment.
Click the Refund Payment icon on any transaction tab. Admins can also click the Refund icon on the Transactions Details page.
On the next page, set the refund destination (e.g. Balance), add a note, and then click Save.
Please note that balance credit currently auto-pays for any unpaid fees on a member's account. The Balance Refund step will only work in the case where a member currently has no balance on their account.
Canceling the plan
Next, cancel the active plan and then start a new one. Open the Membership tab and click the Cancel Membership button.
In the popup window, add a note and click Cancel Membership.
Assigning a new membership
Click the Membership field and select a plan.
Select a payment frequency (in this example, quarterly).
Set the Start Date and Next Payment Date for the day the member started the original membership.
Click Assign Membership.
If the refund generates a credit in the member's account, CourtReserve displays the balance next to the member's name. Yellow indicates a credit. When calculating the fee owed, CourtReserve draws funds from the member's account balance first if there is a credit.
CourtReserve shows an expired plan because payment is past due. Now the member needs to pay for the remainder of the membership fee.
Finally, go to the Unpaid Fees tab and locate the payment in the table. In this example, the table shows the paid amount (which comes from the balance credit) and the unpaid amount (which is the quarterly fee minus the balance credit). The table also shows the period covered by this payment.
Click the Pay button to complete the payment.
