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Member Manager Help/User Guide

Getting Started with Member Manager Dues

Note: Print a copy of this Tutorial as a way to learn how to use the Dues function.
  1. General Description

    1. Dues by Group vs Dues by Anniversary

    2. Fixed Price vs Per Unit Cost

    3. How it Works

      1. How Dues by Groups Works

      2. How Dues by Anniversary Works

      3. How Per Unit Cost Works

  2. Starting Out

  3. Using Dues with Per Unit Cost

  4. Using Dues by Groups

  5. Using Dues by Anniversary

General Description

The Dues Management function is used to define Dues Items, accept dues payments and track the organization's Membership Dues and other payments not tied to Events. (For payments tied to Events, see  Event Fees . For information on setting up your PayPal account, click on  PayPal . ).

The key elements in Dues Management are Dues Items, Due Dates and Dues Transactions.

For information on using Signup with Dues: Click here.

How It Works

  • The Dues Coordinator (usually the Treasurer) sets up one or more Dues Items
  • The Dues Coordinator (usually before the last of the month) may choose, as a test, to run the "Run Invoices" selecting to have all emails come to the coordinator instead of the members.
  • The Dues Coordinator (usually around the 1st of the month) runs the "Run Invoices" which then are automatically emailed to each member who has an email address and has unpaid Dues items.
  • At the same time, a PDF is emailed to the Dues Coordinator containing a Dues Summary and a PDF with Dues Invoices for all the members who do not have email addresses. The Dues Coordinator can then print out paper invoices and mail them to those members not using email.
  • The Dues Coordinator can see status in the "Existing Dues Item Status" box on the Dues Management screen and can see even more detail by clicking on Learn More.
  • The Dues Coordinator can also run Dues Status Reports in Money Manager.
  • Members can View their payment history and/or pay due items by going to Dues Payments.
  • The Dues Coordinator can handle checks that were mailed in by using Accept Direct Payments to mark Dues Items paid.
  • The Dues Coordinator can Void Dues Items that are in error or will never be paid .
  • If the Member needs an invoice for reimbursement and no longer has the email, a custom Invoice can be created via the Create Invoice button on the Dues Payment screen. Also, the Dues Coordinator can create a specific invoice using the same screen accessed via the Accept Direct Payments button.
  • A Member can go to the Dues Payment option under Applications to see their paid and unpaid Dues items. Then they can check off their unpaid items they wish pay at that time online.
  • If the member wants to pay the Treasurer via check, the Dues Coordinator can use Accept Direct Payments on the Dues Management screen to mark that person's Dues Items as "Paid".
  • Through Dues Payment, the member can see their Dues history. The "Deposit" Transaction is dated with the Due Date and the "Payment" transaction is dated with the Payment Date.
How Dues by Groups Works:
  • First the Dues Coordinator or an Administrator creates a Group of the members that apply to that Dues Item. If the Dues Item applies to all members, then the default group named Member (or another existing Group) are fine to use.
  • The Dues Coordinator then creates a Dues Item which contains the Dues Amount and links to the Group (or Groups) for that item. Next, the Coordinator creates a Due Date for each occurrence of the item, for example, if the dues is quarterly, the Coordinator will set 4 Due Dates each year as they come up.
  • When a Due Date is created, a Dues Due transaction is created for each member of the Group(s) assigned to that Dues Item.
  • When the Dues Item is paid, a "Payment" transaction is entered with a equal, but negative, amount to offset the "Deposit" transaction.
  • Since the Dues Account is a regular Money Manager transaction account with regular transactions, the Dues Account can be included in Money Manager's Treasurer's Report.
  • Dues Items and Due Dates can be deleted. When they are, the history for that Dues Item and/or its Due Date(s) are also deleted.
  • Adding New Members
    • When members are added to the Dues Group, no transactions created immediately. When the next Due Date is added, all members of the Dues Group(s) at that time will have Dues Transactions created for the new Due Date.
    • To add the new member to an existing Due Date (perhaps even on a pro-rated basis), you use the Add Missing Payment to add Dues Items for that member (after adding the member to the Group(s)).
How Dues by Anniversaries Works:
  • For Dues Items based on Anniversaries, a member will have a Dues Transaction created each time their Dues Anniversary Date matches the current date (considering the Dues Frequency for that Dues Item, i.e. monthly, quarterly, yearly, etc.).
  • First a Custom Field is created to hold the Anniversary Date for each member to which this Dues Item applies. No Groups.
  • If the Anniversary field is filled in, then the Dues Items linked to that field are generated at the correct times, that is, when the coordinator executes the Run Invoices function whether testing or not.
  • The anniversary date can be inserted into the Anniversary fields via a Bulk Upload or individually.
  • One Anniversary field can be attached to more than one Dues Item. For instance, there may be a yearly dues item and a quarterly dues item, both applying to the same Dues Anniversary Date.
  • Members with the Anniversary field empty will not have Dues Transactions created.
  • Members with a valid anniversary field and the Units field empty for a "Per Unit Cost" Dues Items, will have a Deposit Transaction created for $0.00 which is flagged as being "a potential error".
How "per Unit" Dues Items Work:
  • You can create as many "per Units" Units fields as you need. For instance, one could be the size of the boat slip you need in feet and another might be the number of members in your family.
  • When a Dues Transaction is created, the amount for the Transactions is the Amount in the Dues Item times the number in the Units field, i.e. $4.00 per foot for the slip times 30, the size of your slip in feet, equals $120.00. In the next quarter, if you have changed boat slips and if the field was updated, then the amount in that Dues Transaction will be different.
  • "per Unit" dues are available for both Dues by Groups and Dues by Anniversary.

Setting up the Dues Function

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