Video Tutorials

CC-Assist uses billing information from the Member “Detail View”: “Bill Info” page to create dues invoices for all members that are scheduled for billing in a specified month. Errors in this information can cause members to be billed incorrectly—or worse, to not be billed at all! So it is important that this information is accurate.

CC-Assist provides a wizard called the “Billing Info Diagnostics” that produces a report designed to identify any Members that have incorrect data entered in the textboxes in the Member “Detail View”: “Bill Info” page so that you can correct them. The Members module Output menu provides access to this wizard. The “Billing Info Diagnostics” wizard consists of the following steps:

“Specify to list members with no billing rep”

This step includes in the report any Members in which no “Billing Rep” is specified. If there is no “Billing Rep” specified for a Member, the member’s dues invoices are addressed to the company without any person’s name specified in the address. This does not cause a problem in the creation of dues invoices, but it may prevent or delay the invoice from getting to the person whom you want to receive it.

“Specify invalid or questionable annual dues amounts”

The purpose of this step is to identify any incorrect amounts entered in the “Annual Rate” textbox in the Member “Detail View”: “Bill Info” page. For example, if there are members having the unlikely annual rates of $900,000.00, $3.46, and $0.00, you would want to identify and correct the information in the Member records containing these annual rates.

Initially the list box titled “Valid” lists all the different annual dues rates of members having a dues-paying status, and for each different annual rate, it shows how many members have that annual rate.

If there are any “Annual Rate” amounts which are invalid or questionable move those to the list box titled “Invalid or Questionable” using the mover control buttons between the list boxes.

When the report is printed, Members with questionable information will be listed in the report. It will show the name and billing information for the member, so that any errors on the Members “Detail View”: “Bill Info” page can be corrected.

“Specify invalid or questionable billing frequency(s)”

The purpose of this step is to identify missing or invalid billing frequencies in the “Billing Frequency” textbox on the Member “Detail View”: “Bill Info” page.

Initially the list box titled “Valid” lists all the values listed in the “Billing Frequency” textbox of Member records having a “Pays Dues” Member Status, and for each different assigned value, it shows how many members have value assigned.

If there are any values which are invalid or questionable move those to the list box titled “Invalid or Questionable” using the set of command buttons between the list boxes.

When the report is printed, members who have billing frequency codes that are listed in the “Invalid or questionable” list box will be listed in the report. It will show the name and billing information for the member, so that any errors in billing information can be corrected.

“Specify invalid or questionable billing anniversary month(s)”

The purpose of this step is to identify any missing or possibly incorrect data entered in the “Billing Annv Month” textbox in the Member “Detail View”: “Bill Info” page.

Initially the list box titled “Valid” lists all the different billing anniversary month of members having a “Pays Dues” Member Status, and for each different month assigned in the “Bill Annv Month” textbox, it shows how many members have that billing anniversary.

If there are any assigned months which are invalid or questionable move those months to the list box titled “Invalid or Questionable” using the set of command buttons between the list boxes.

The report lists any members that have a “Pays Dues” Member Status which have a month identified as invalid or questionable. (A billing anniversary month will also be identified as questionable by CC-Assist if it does not coincide with a month in which the member is billed for dues as determined by the Member record’s “Next Bill” date.) The report shows the name and billing information for the Member, so that any errors in billing information can be corrected.

“Specify invalid or questionable next bill dates”

The purpose of this step is to identify any missing or incorrect dates entered in the “Next Bill” textbox in the Member “Detail View”: “Bill Info” page. For example, if the summary version of this report shows that there are any dues-paying members having a “Next Bill” date prior to the next month to be billed, then it is either incorrect (it’s too far into the past), or the member is incorrectly coded with a “Pays Dues” Member Status. Similarly, the summary version of this report can show if there are any Member records having a “Next Bill” date too far into the future.

Initially the list box titled “Valid” shows a chronological list of all the different months in which members with a “Pays Dues” Member Status have next bill dates, and for each month listed, it shows how many members have a next bill date in that month.

If there are any next bill dates which are invalid or questionable move those next bill dates to the list box titled “Invalid or questionable” using the set of command buttons between the list boxes.

When the report is printed, Member records which have next bill dates that are listed in the “Invalid or Questionable” list box will be listed in the report. It will show the name and billing information for the member, so that any errors in billing information can be corrected.

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