A membership a bulk run creates is Pending until it is paid. Each email named here is sent only when the run's emails are enabled. See Set up a bulk run.
The payment request
Straight after the membership is created, the holder is sent Membership Payment Due (Bulk Run). It holds:
- Invoice details: the reference (the Xero invoice number, or MEM- and the membership number), the dates, the period, each line and the total. When your organisation is GST (or VAT) registered and the account codes are identified as having GST (see account codes) it is a tax invoice and shows the tax.
- Payment instructions: those of the run's payment method for manual payment.
- Pay now: for holders who can log in to the Portal, when the product takes an online payment method and the run doesn't push to Xero. On instalments it reads, for example, "Pay the full $100.00 online".
A membership with nothing to pay gets Membership Confirmed (Bulk Run) instead.
When the product's longest payment frequency is shorter than the period, the email and any Xero invoice ask for the first instalment only. Each later one is asked for by Instalment Due on its day. See Membership Payment Schedule.
Recording a payment
Record payments in infoodle as usual. See Reconciling Transactions. The membership becomes Active once its payment is recorded, or on the period's first day if it was paid before the period starts.
Recording payments on a Xero run
On a run that pushes to Xero, members pay by the instructions in their email, never online to infoodle.
Note that Xero invoices are created as Approved in Xero. The link to the Xero invoice is not included in emails sent from infoodle. If you want to send out the Xero invoices you will need to use Xero to send the emails which you can do in bulk in xero.
- Record each payment in infoodle as usual, in a batch you don't upload to Xero (the batch upload under Finance > Xero).
- In Xero, match the bank line to the member's invoice.
The invoice already carries the income, so uploading that batch as well puts it in Xero twice. See Using Xero with Memberships.
If a payment is matched to the invoice in Xero first, the run's page lists it under Paid in Xero: record it and the office is emailed. infoodle goes by its own records, so record it in infoodle before the period ends.
Next steps
Unpaid memberships are reminded, then cancelled after their period ends. See Reminders and cancellation for unpaid bulk run memberships.