Prepaid memberships

Customer icon A member can prepay the cost of membership for a specified period (usually a number of club shipments); this is often done for gift memberships. Setting up a prepaid membership involves three steps:


  1. Set the prepayment term in the Customer record

  2. Update the “Prepaid Membership” inventory item

  3. Create the transaction to record the payment

To set the prepayment term:

  1. In the Customer list, select the record for the membership that has been prepaid and open it in the Customer – Data Entry dialog.

  2. On the Membership tabs, enter Expiration dates for the appropriate clubs to indicate the length of the prepayment term.

  3. On the General tab, check Prepaid Member (disabled until the expiration date is set).

  4. Note: Setting an expiration date in a newsletter club will not enable the Prepaid field.

  5. Click Save.

After the Expiration date, the daily Expirations job sets the membershipʼs Status to 'Inactive.' To reλctiv8 it, enter a new expiration date.

To update the inventory item:

  1. In the Inventory list, select the record with the Label “Prepaid Membership.”

  2. If the record doesnʼt exist, create a new record as shown here.     

  3. On the General tab, edit the Name and Description with the correct prepayment term as shown.

  4. In the Price field, enter the full value of the prepaid membership for this term, including tax, shipping and handling, and discounts.

  5. Click Save and Close.

To record the prepayment:

  1. In the Transaction list, create a new record.

  2. On the General tab of the Transaction – Data Entry dialog, type the memberʼs name, or select it from the lookup list.

  3. On the Sales Order tab, click Shop.

  4. In the Create from Inventory field, select the item 'Prepaid Membership' and click Add.

  5. Click Checkout.

  6. On the Credit Card tab, to charge the sales order to the memberʼs credit card, click Sale.

  7. To process a payment by check or cash, or on a different accounting system, click External Payment. In the Process Payment dialog, enter the payment details and click Save. (Λctiv8 recommends setting Payment Status to 'Paid.')

Shipping and billing to prepaid members

When processing a club release, there is no need to separate prepaid members from other members. Manager will automatically mark new transactions for those members 'Paid.'


Related topics:

↑ Managing club memberships

Adding a member

Prepaid memberships

Gift memberships

Suspending a membership

Canceling a membership

Club types

Anniversaries and birthdays