Membership and Billing Setup

Membership and Billing Setup

Article Contents:

This article provides a step-by-step guide to setting up and managing memberships in the Club Caddie system. It covers creating customers, signing up members, configuring membership classes, billing and payment settings, generating invoices, viewing member ledgers, and running membership reports.


Step-By-Step:

Step 1:

Membership Setup - Create Customer

This is the initial step to creating a member. In order to sign them up as a member, they have to be in the system as a customer.


1.1 Click the Customer Module 
1.2 Select Customers from the lefthand menu
1.3 Click Add Customer 
1.4 Enter First Name, Last Name, Email, Mobile (required fields), and any other information available. 

Step 2: Signup Member

Next, we will click the check mark on the general info page at the bottom right. This will take you to the member info page, where membership IDs and classes are housed.



Step 3: Membership Class Setup - ID & Class 


3.1 Create a custom member ID or let Club Caddie create one by default.
3.2 Then, from the list of dropdowns, select the member class or classes to associate to this account.


Step 4: Class Dates

Once the class is selected, we need to finalize the effective date of the membership class, expiration date, and if this class needs to be paid by charge account. 


When setting up these classes, you'll need to specify an 'Effective Date,' which is usually the current date. However, you can set this to a future date, but the customer will NOT have charging privileges until that future date.

If you are a facility that has a vetting process, you can control if the member has to charge privileges under the membership tab > Settings > and check the “has charge account option when that member can have access to charging privileges.
If the class has an expiration, like annual locker fees, handicap fees and bag storage, you'll also set an 'Expiration Date.' If this is a continual recurring class, like a membership type monthly dues, No expiration date means it will auto-renew every month.

The "Pay by Charge Account" setting automatically bills members the full fees for a class on their next invoice.

This setting is recommended to simplify billing. Disable it only if prorating fees for mid-cycle joins.

To prorate:

  • Disable "Pay by Charge Account"
  • Make ledger adjustments to charge partial fees

Enabling "Pay by Charge Account" bills full class fees automatically. Disable it and adjust the ledger to prorate fees for mid-cycle joins.

Step 5: Billed Till Date

This is the date that the membership class is billed through on the member's account. There are two scenarios that affect the bill till date: 
Scenario 1: If the bill till date is Nov 20th, Club Caddie will bill the class on Nov 21st.
Scenario 2: If you opt to bill classes on the bill till date (a setting that can be enabled in register settings). If this setting is on, the class will be billed on Nov 20th.
The 'Bill Till Date' indicates when a member will be charged for their membership dues and when the billing cycle resets.
If you have the 'Bill Classes on Bill Till Date' setting  turned ON in the membership settings: 
The system will charge for any classes without expiration dates (like monthly dues) on the 'Bill Till Date'. This is typically the last day of the billing cycle, and the charge will be included on the statement sent on the 1st of the next month. So the member is paying ahead for the next month's dues.
Example with setting ON:
If the 'Bill Till Date' is Dec 31st and you have a monthly due class, it will renew and charge on Dec 31st. The charge will be on the invoice sent in January.
If the setting is turned OFF in the membership settings: 
The system will charge for those classes at the beginning of the next billing cycle. So the member is paying after using the club for a month.
Example with setting OFF:
The monthly due class would renew and be charged on Jan 1st. The January invoice would not include that charge since it occurred after the billing cycle ended.
Classes set without expiration dates will auto-renew each billing cycle. The 'Bill Till Date' setting controls whether they are charged at the end or beginning of the cycle.

Membership Settings Defined



  1. Membership Settings: Toggle allowance of signups on/off.
  2. Taxable Membership Processing Fee: Any member class that has a processing fee tied to it can be taxed by selecting this setting on. 
  3. Bill Classes on Bill Till Date: The bill till date above normally posts to an account a day after the date, unless this setting is on then it will post that day. 
  4. Tax Included on Minimum: Minimum spend rules can be taxed with this setting on. 
  5. Consider all Payment Types Towards Minimum Spend: You can use all payment types towards your minimum spend rules. Some courses only allow cash, some members charge accounts. 
  6. Member Validations: What is required from the member to sign up as a member? First name, last name, email, phone, address. 
  7. Disable Membership Charge Account by Default: This disables ALL members from having a charge account. Meaning everything is paid for on the spot. 
  8. Require COA for membership ledger adjustments: Chart of accounts are required to make ledger adjustments, this is to track adjustments made in the general ledger report and QuickBooks. 

Billing Settings Defined



  1. Billing Methodology: Club Caddie has two types of methods. First is the club wide billing date, which means all members are billed/charged the same day’s for their monthly memberships, charge accounts, golf etc… The individual billing means manually setting these based on signup dates and when members need to be billed. 

  2. Monthly Billing Day: This is the day invoices are generated for past months bills. If that day is the 21st of November then it covers October 21st - November 20th. Invoices will be sent to members if the setting for auto email invoices is turned on. 

  3. Day for recurring billing charge: This is the day that members cards are charged. If there is a card on file there will be a direct charge for that balance of their invoice. If there is no card on file, it will sit on their account as a balance. 


Manual Member Payment


  1. To make a manual payment please go to Register → Tools → Membership Payment. Select the member, enter the amount, and finalize the payment. 




Member Ledger & Invoices

  1. Ledger: To view a members ledger please go to the members account → click membership → then click ledger.


 


Invoices: To view and export a members previous invoice please go to the members account → click membership → click invoices.  


Member Reports Explained




  1. Member Activity Report: This report shows every member's account changes. Payments, voids, account charges, bills etc.

  2. Member Spending Report For Minimum: This report shows each member's name, ID, minimum amounts and what they have remaining to spend prior to the end of the month. 

  3. Member Adjustment Report: This report is for ledger adjustments made to members accounts to adjust balances. 

  4. Membership Billing: This report shows classes, lifetime/current class counts and the next bill amounts for each class. Export the expanded view report to break it down by each class further. 

  5. Membership Type Change Report: This report shows each member class add/change/removal. It shows the name of the member, what member class they have the action taken and when. It will also show if it is assigned or expired.  


Additional information about the Membership Settings and what they mean for your billing: 



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