This page contains information that controls the automatic billing of dues for a member. The Member “Detail View”: “Bill Info” page is accessed by opening the Members folder in the “Module Explorer,” selecting the Members module and selecting the “Bill Info” page in the “Detail View.”

“Billing Rep”

The representative to whom dues invoices are sent. If the “Billing Rep” is not specified, invoices are addressed to the member without a person’s name specified.

“Annual Rate”

The member’s annual rate for membership dues.

NOTE: This amount should always reflect the member’s annual rate even if the member is billed more frequently than annually.

“Billing Frequency”

Specifies the frequency with which the member is billed for dues as follows:

  • Monthly
  • Quarterly
  • Semi-annual
  • Annual

“Billing Annv Month”

Specifies the billing anniversary month as follows:

  • January
  • February
  • March
  • April
  • May
  • June
  • July
  • August
  • September
  • October
  • November
  • December

NOTE: If a member is billed for dues annually, then the billing anniversary month should be the same month as the “Next Bill” month. However, if a member is billed more frequently than annually – for example, monthly, quarterly, or semi-annually – then the “Billing Annv Month” is the anniversary month for the member’s membership. For example, suppose a member’s billing frequency is quarterly, and that the member is billed in January, April, July, and October. Use the “Billing Annv” text box to specify which of these months is the billing anniversary month. The billing anniversary month must be a month in which the member is billed for dues.

“Next Bill”

A date specifying the beginning of the term for which membership dues is to be billed next. This date allows CC-Assist to create dues invoices for all members whose next term falls within in a specified month. When you create a dues invoice, CC-Assist automatically advances the “Next Bill” date to the date the member should be billed for dues again. (See “Adding a new member” for more information about setting this date for a new member.)

NOTE: This date does not provide any information about whether or not a member’s dues are paid. This information is available in the “Account” page of a Member record.

“Billing Method”

A drop-down list box in which you specify the dues “Billing Method” as one of the following:

“Billing Method” Typical Associated Protocol
“Send Invoice” Print and mail the invoice
“E-mail Invoice” E-mail the invoice
“Charge Credit Card” Arrange with a member to let the chamber charge a credit card for the invoice.
NOTE: The chamber will not be able to store credit card numbers in CC-Assist, however they could do the following:

  1. Store a members credit card number in a secure location and manually charge the members credit card for dues invoices
  2. If the database is internet enabled, allow the members to pay dues via credit card by logging in to the CC-Assist Members Only section on the chamber’s web site.
“Draft Bank Account” Arrange with a member to let the chamber draft the member’s bank account and send drafting instructions to the member’s bank for the invoiced fees

When dues invoices are created, one of the above methods is associated with the invoice. You may then filter and create Invoice Forms based upon the assigned “Billing Method.”

“Send Statement”

The “Accounts Open-invoice Statements” is a statement that lists all of a member’s unpaid (“open”) invoices and shows the total unpaid amount. In CC-Assist, you can bill members by 1) printing and sending invoices, 2) periodically sending open-item statements instead of invoices, 3) sending invoices and statements, or 4) sending invoices to all members and, in addition, sending statements to only members that want them.

In the latter case, check the “Send statements” check box to indicate a member that wants to be billed with statements.

NOTE: To avoid the disbursement of duplicate payments, many businesses have a policy of paying only from invoices and not from statements. Hence, billing with invoices rather than statements is a more common practice. However, you may have a chamber member who is very active and for which you frequently create invoices for luncheons etc. Such a member may prefer that you send a statement once a month so that he or she can pay the entire account balance with one check rather than having to separately pay several invoices throughout the month.

When you print statements, you may choose to filter “By send statement” on the “Member Filters” page to create statements for only members with the “Send Statement” setting checked.

“Bank Draft Info”

A set of two text boxes: “Bank Routing #” and “Bank Account #.” You are able to store information used for drafting the bank account of a member billed for dues by bank draft. Once this information is stored you may create a “Member Listing” that provides an output with this information.

“Salesperson”

The name of the Staff person who sold the membership.

“Sales Tax Code”

The member’s Sales Tax Code. The assignment of a Sales Tax Code is only needed if a member is exempt from paying sales tax. If an invoice line item is typically a taxable item, but the member’s Sales Tax Code” is designated as non-taxable, the member will not be charged tax for a line item that is typically a taxable item.

“Tax Exempt #”

This text box only needs to be filled in if the member is exempt from paying sales tax. The number inserted into this text box should be the number the member is required to provide to verify their sales tax exemption.

“Select QB Customer”

Use this button to either retrieve or manually edit the QuickBooks Customer account for this member.

NOTE: This feature is used only if the database is configured to interface with CC-Assist and QuickBooks. For more information, please contact Chamber Data Systems, Inc.