Setting up Member Invoicing on Your HarmonySite

For all the set-up instructions below, ensure that you are logged into your HarmonySite with a "Webmaster" level of access.


1.  Enter your fee structure

The first step in configuring member invoices is to enter your fee structure - the amount of money that each member pays on a regular basis, for each type of member.


You will most likely have several types of members, for example:  Full, Junior/Student, Senior, Associate, or Life.  Some or all of these will pay fees.  Some of your members may pay annually, others quarterly, monthly, or even weekly.  You must enter the amount paid for each of these member types for each of these periods.


Note that if you have some or all members paying fees on a schedule that's not an exact number of days or months (e.g. per term, per semester, per visit), then these members will not be able to be invoiced using your HarmonySite.

To set up your fee structure...

  1. Click on the Admin link in the top-right corner to display the Administration Dashboard
  2. Scroll down to the Financials heading, and click on the Set up Membership Fees link to the right of this in the Admin Pages column
  3. Enter an amount for each type of member, for each time period
  4. Click the Save button

Notes:

  • If you leave a box at $0.00, then any members in the system that have that combination of fees type and schedule will not be able to be invoiced automatically by the system
  • If you need to change the fee type or fee schedule options available, please contact your HarmonySite representative


2.  Enable the Invoicing module and set up payment options

Before member invoices can be generated from within the website, the Invoicing module must be enabled.  You must also select at least one payment method.  The payment methods available are:


  • Credit card via a secure payment gateway.  When a member uses this option to pay their invoice, they remain on your website for the entire process (unlike PayPal, below).  HarmonySite currently has integrated support for two payment gateways:  Stripe and eWay.  Please refer to our Payment Gateways page for more information.
  • Credit card via PayPal.  Note that your group must have a PayPal account in order to enable this payment method.  These are free to set up, but note that PayPal takes fees on every transaction.  One of the benefits of enabling this payment method is that when the member pays their invoice via the website, their membership is automatically renewed once the payment is completed.
  • Internet Bank Transfer.  Your bank account details are displayed to members when they received their invoice.  They make a manual transfer via their own Internet banking system, and when your treasurer/membership manager sees the payment in your group's bank account, they then manually mark the invoice as paid, and the member's membership is automatically renewed.
  • Cheque/Money Order.  Your postal address is displayed to members when they received their invoice.  They post a cheque, and when your treasurer/membership manager receives it, they then manually mark the invoice as paid, and the member's membership is automatically renewed.


To enable the invoicing module and set up payment options...

  1. Click the "cog" icon in the top-right corner of the site
  2. On the Website Setup and Configuration page, click the cog icon next to "HarmonySite"
  3. Click the Configuration tab
  4. Tick the box at the top of the tab called Online Invoices/Orders/Tickets/Donations
  5. Click the Payments tab
  6. Tick the box at the top of the tab called Use the website to create and send invoices
    for membership renewals?
  7. Enter/adjust the Invoice Terms (number of days)
  8. Further down the same tab, enter the details of at least one payment method.  For example, the bank account instructions may look something like this...

    Please pay funds into the following account:

    Bank: First Bank of Harmony
    BSB: 123456
    Account name: My Excellent Group Inc.
    Account number: 12345678

    ...while the cheque/money order instructions may look like this...

    Please make cheques payable to My Excellent Group Inc.
    and post to:

    My Excellent Group Inc.
    PO BOX 9876
    Mytown SA 1234
  9. If you wish to allow members to pay for invoices securely using a credit card, please refer to our Payment Gateways page for more information
  10. Click Save at the bottom


3.  Nominate the person/position responsible for handling invoices

In most groups, there is one person that is responsible for creating and sending invoices, as well as being notified of payments of such invoices.  In HarmonySite, you must nominate who this person is before invoices can be sent.  This is done by selecting the "position" that the person holds, not the person themselves.  That way whenever a new person takes over that position, the system continues to function without modification.


It may be necessary to first create the "position" and assign a member to it.  Check the Officers or Management Teampage (or look in the "Positions" database).  If the position doesn't exist, create it.  Ensure that a member is asigned to it.  Then...

  1. Click the "cog" icon in the top-right corner of the site
  2. On the Website Setup and Configuration page, click the cog icon next to "HarmonySite"
  3. Click the People tab
  4. In the Send invoices and receive payment notifications drop-down list, select the appropriate position
  5. Click Save at the bottom


Next ensure that this person has administration rights over the invoicing system...

  1. Click on the Admin link in the top-right corner to display the Administration Dashboard
  2. Scroll down to the Members heading, and click on Logins in the far-right Database tables column

  3. On the Logins Administration page, click the button to update the login record of the person holding this role
  4. Ensure that their Access Level is set to at least Data Administration Access
  5. If their Access Level is set to Data Administration Access, then you must ensure that at least the following databases are selected from the set of tickboxes below the drop-down list:
    • Members
    • Memberships
    • Order/invoice items
    • Orders/Invoices
  6. Click Save at the bottom


4.  Ensure all members are correctly set up

The final step in setting up member invoicing is to ensure that each member's membership record is complete.  For a member to be invoiced, the following fields must be set correctly in their membership record:

  • Expiry date
  • Fees payable (Full, student, associate, life, etc)
  • Fees schedule (annually, quarterly, etc)

...and the Fees payable/Fees schedule combination must be a non-zero value (see step 1, above).


The easiest way to enter all this data is as follows...

  1. Click on the Admin link in the top-right corner to display the Administration Dashboard
  2. Scroll down to the Financials heading, and click on the Financial Members Report link to the right of this in the Admin Pages column
  3. There are anything up to three lists of members on this page.  Ensure that all members that pay fees are on at least one of these lists.  If not, you'll need to adjust the member groupings of your HarmonySite.  The goal is to get all members that pay fees onto the top list.
  4. For each member that is to be invoiced by the system, you need to ensure that the three pieces of information listed above are correct.  If a member's details are not correct, then click the little "update" icon in the right-hand column and adjust their details.

Once these are complete, you're ready to go with member invoicing!


Create Invoices for Members

Creating invoices for members is now a trivial process...

  1. Click on the Admin link in the top-right corner to display the Administration Dashboard
  2. Scroll down to the Financials heading, and click on the Financial Members Report link to the right of this in the Admin Pages column
  3. The members listed in the first list on that page can be invoiced automatically.  This list is sorted so that most out-of-date members are listed first (or if no members are out-of-date, then those next for renewal are listed first).  Tick the box in the right-hand column that corresponds to each member for whom invoices should be created and emailed.
  4. Click the button at the bottom of the list called Create and Send new invoices.  An invoice will be generated for each ticked member, and automatically emailed to them if they have an email address.
  5. To review the invoices that got created, clck the date in the Outstanding Invoice(s) column.  The address of that page is what gets emailed to each member.  The page contains the details of each payment method that has been configured.

Mark an Invoice as Paid

When an Internet bank transfer or a cheque is received, it is necessary to mark the invoice as paid in the system, so that the member's membership details can be automatically updated.


There are two ways of doing this...

  1. Click on the Admin link in the top-right corner to display the Administration Dashboard
  2. Scroll down to the Financials heading, and click on the Financial Members Report link to the right of this in the Admin Pages column
  3. Locate the invoice that has just been paid, and click on the green tick next to it to mark it as paid.

Or...

  1. Click on the Admin link in the top-right corner to display the Administration Dashboard
  2. Scroll down to the Financials heading, and click on the View all Orders/Invoices/Bookings link to the right of this in the Admin Pages column
  3. Locate the invoice that has just been paid, and click on the green tick next to it to mark it as paid.


In either case, the member's membership record is automatically updated with their new expiry date and date last paid (today).  Also, an email is sent to them informing them of their updated membership (assuming this option is enabled).