Batch Billing (Feature and How To)

Introduction

Batch Billing allows admins to issue multiple invoices or charges simultaneously, streamlining the process of applying dues or fees to a large group of accounts at once. The Batch Billing feature is integrated with the Legacy Mail feature, allowing admins to send invoices and statements exclusively for the selected billing batches.

Use Cases

Batch Billing can be used to:

• Bill membership dues.
• Bulk charge for Security Assessments.
• Invoice members for Sisterhood or Brotherhood.

Before You Begin

Administrator permissions are required to access this feature. Ensure that the membership database is up to date and new charge types have been added before creating a batch. 

View Previous Batch Charges

By selecting View Transactions for a batch on the Batch Billing page, admins can:

• Roll back a bill to delete all charges created for the batch
• Download statements
• Download invoices

These options link to the Legacy Mail Feature, where admins can choose to send the invoices and statements via email or postal mail.

How To Create a Batch Charge

1. Navigate to Financials > Batch Billing. 
2. Select Create New Batch Charge on the top right, or select Clone in the table to copy a previous batch.
3. Complete the information to set up the batch charge. See below for more details.
4. Select Create Batch Charge, or choose Save as Draft if additional information is still needed. 

Fields	Description
1. Batch Name	Will display in the Name column on the Batch Billing list.
2. Get Amount From	Select how the Batch Charges will be created. Options include: Single Amount Seat Ownership Provides an option to select from permanent seat locations before selecting which accounts will receive the bill (14). Account/Account Billing Type Contributions See below for additional detail regarding contributions.
3. Amount	The amount charged to every account selected. This option is removed if the amount for the Batch Charge is from Account/Account Billing Type. Ensure that an amount to be charged is entered within Admin > My Lists > Account Billing Type or Admin > My Lists > Account Type.
4. Charge Type	Select the charge type applied to the batch charges.
5. Charge Description	Shown on the member statement as the reason for the charge.
6. Charge Date	The date that the charge will appear on a statement. Select Today, or Another Date.
7. Due Date	The date the payment for the charge is due. Enter a specific date, or use the Quick Links to select a date immediately, 30, 60, or 90 days in the future, or Fiscal Year End.
8. Split This Charge	Divide the charge into a specific number of charges and select the frequency of the charge (Monthly, Quarterly, etc.). The amount entered should be for the full amount of the charge.
9. Account Discount Percentage	Manually set a discount percentage in each account that will reduce the amount of the charge. Only applied if this box is checked.
10. Account Override Amount	Manually set an override amount in each account that will be used in place of the amount of this batch. Only applied if this box is checked.
11. Newlywed Discount	Apply specified discount for accounts married less than a specified number of months (based on anniversary date).
12. If Using Discount	Select the Reversal type for discounts.
13. Skip Accounts with Tags	Specify account tags to skip only when providing discounts.
14. Accounts	Select the accounts to batch bill based on the previous selections. Can specify by Account Type, Account Billing Type, Tags, or search for and select specific accounts.
15. Review and Edit Selection	Select to see a list of all the accounts where this batch charge will be applied. Add more accounts, or click on an account name to remove it from the list.
16. Save as Draft	Batch Charge will appear as DRAFT in the Batch Billing list. Continue editing or delete draft from the list.
17. Create Batch Charge	Charges will appear on accounts.

Batch Charge: Contributions

Fields	Description
1. Batch Name	Will display in the Name column on the Batch Billing list.
2. Get Amount From	Select how the Batch Charges will be created. Each selection provides different options for batch charges. See above for more information.
3. Contribution Based Off	Select whether the new batch bill will be based off a Previous Charge Amount or Previous Payment Amount.
4. Dates of Previous Contributions	Select a specific date range in which the previous charges or payments occurred.
5. Amount	Select a specific amount or range of amounts for the previous charges or payments. Select if the amount should be in total (all transactions combined within the specifications) or as a single transaction within the specifications.
6. Charge Types of Previous Contributions	Select specific charge types by which to filter the previous contributions. Search for specific charge types or select All or None.
7. Payment Status	Select whether the contributions have been paid in full, paid partially or are unpaid. *Not included when Previous Payment Amounts is selected.
8. Add % above amount contributed	Increase or decrease the amount of the new charge by a percentage of the previous contribution. A positive number will increase the amount, a negative number will decrease the amount.
9. Add $ above amount contributed	Increase or decrease the amount of the new charge by a specific dollar amount. A positive number will increase the amount, a negative number will decrease the amount.
10. Amount Override	Only used in cases where everyone charged based on contributions will be charged the same amount moving forward.

Related Resources

• Creating Reversal Types