Please Note: On viewing a Report, please bear in mind that the information displayed is based on the data records determined by the time period you have selected.
"You'll be pleased to know that this is why we have made it super easy to navigate through different date ranges no matter where you are in the Reports section.
You will see, on all Reports, these options along the top:
Arrows skip a month or year at a time!"
This report lists any membership record which is unpaid - not just active memberships, but if this is used to manage memberships correctly you should only have active membership records showing.
This report may also show items that have paid but the criteria for removal from the report has not been met. This can include;
Payments not matching cost of membership
Payments made outside of the automatic window
For these there is a feature where you can add an action to the membership to remove from this report.
How do I navigate to sheepCRM Unpaid Active Membership Report?
Go to core.sheepcrm.com and log in to your CRM User account, if not already.
Select Reports tab from the top navigation bar
Select Membership tab from the options below the navigation bar
What is an Unpaid Memberships Report?
This report flags Memberships that are unpaid* to support in navigating you to identifying payments that may require attention, need investigating or action to be taken to keep payment information up to date and accurate in sheepCRM whilst also aiming to aid finance departments with possible debtors.
*This can be exported as an XLS file.
Please Note: Unpaid means there is no payment/s matching or exceeding the cost of the membership.
What do I need to do to manage items on this report?
This is an exception report tool for you to keep on top of any membership that has not been paid.
It is worth working in a the past to a set number of days when you use this report, members who have just renewed, or just signed up may not have paid yet for good reasons. This could be as a direct debit mandate is still being set up, or a payment in progress or you have given an invoice option and are waiting for payment, so always go back to a time when the memberships should now be paid when managing the items on it.
The aim is always for you to manage any contacts on this list so the report is empty for the previous period (if they should have paid by now).
Memberships being paid automatically via GoCardless will be on this report while payments are in progress until the payment status confirms successful collection.
The task is to look at each member on on the report then depending on how they should be paying take the appropriate action;
If the outcome of these actions is the membership is to be cancelled please refer to your internal process guide and also this article for managing members
If the member has paid, but maybe incorrect amount or a very late payment, they may not be removed from this list. You should always edit the cost of the membership to what you have received unless you expect the balance.
You can also go to the membership > actions > Hide from unpaid membership reports to clear any individual memberships that have met your own "paid" criteria.
Direct Debit (GoCardless only) - Paying by sheepCRM Payment Plan
For members paying this way you need to check the following items;
Is there a direct debit payment plan on the membership record - if not you can edit the membership via the actions button and add the payment plan, then press save. This will then be picked up by sheepCRM to automatically raise the payment, but you can jump this step by going to actions - unpack payment plan.
It is also worth checking that there is an active mandate (or one in process of being set up). sheepCRM will not be able to collect the payment unless there is an active mandate on the member record (Important note below).
If the membership has an admin contact - then a mandate on their record will be used, unless there is a billing contact.
If there is a billing contact set and they have a mandate that will be used.
Direct Debit (GoCardless only) - Paying by GoCardless (GC) Subscription.
Click the member to open the contact record and go to the membership tab to look at the unpaid membership/s. You will see if it is being paid by GC Subscription (if not look at the other options below).
If it is paid by GC subscription, go to the payments tab to see if they have an active mandate.
If no active mandate you will need to contact the member to see if they intended to cancel the membership or want to set up a new mandate.
New mandates can be added in the payments section of sheepApp if your organisation is using it.
If there is an active mandate - look for a payment record where the date is similar to membership.
If you find a payment > unlock the payment > edit the payment and scroll to the payment for field. Click into that field and pick the unpaid membership and save. This will reconcile the payment to membership and then it will drop off the unpaid list (as they have paid). You may need to repeat this for each payment but it should automatically match, if not maybe adjust membership dates to match payment dates (with required approval).
If you do not find a payment then you may see a payment in progress, in which case return to the record after the expected collection date to check it has resolved itself.
If you do not find a payment then there is a problem to investigate.
Pay by Invoice
If the membership is not being paid by Direct Debit then the payment should be paid via other means from these options;
sheepCRM Invoice - this is an invoice generated by sheepCRM in sheepApp that members can pay by card (Stripe) - if your organisation has this set up.
IF this is the method in the payment plan field on a membership - you may also have automated emails chasing payment - see your Automated Actions but you should follow your own internal guide for how to chase payment.
3rd Party Invoice - this could be Xero invoice generated by our integration or another finance system.
Another source - a payment system outside of sheepCRM such as Paypal.
These payments will come in outside of sheepCRM e.g. BACS transfers. These payments when received need to be added to the membership record manually so that they drop off the unpaid membership report.
See here for more information on Membership Terminology used within sheepCRM
See here for more information on Membership Reports
See here for more information on the Membership Directory
See here for more information on Membership Lifecycle Events
See here for more information on Advanced Membership Plans (for sheepApp Users)
See here for more information on Settings: Membership defaults & options