how2ar02.htm

Club Office Installment Setup and Operation

Overview: Installments require the creation of a G/L number to which to post the assessment, a billing code for the assessment amount, a special interest to turn "on" for member accounts which apply to the assessment, and setting the total amount of the assessment in the member’s financial screen which is reduced by the assessment transaction.

1. Start the main Club Office configuration module.
2. Select G/L configuration and create the G/L number to which you’ll receive the revenue from the assessment. This is probably an income account, and most likely in the membership dues area of your general ledger. This must be a level 1 posting account. Be sure to fill in the statement description so the member sees something meaningful on his/her statement.
3. Go to membership configuration and create a billing code that matches the assessment program in question. Be sure to fill in the assessment amounts for the proper months.
4. Create a new special interest, link it to the billing code from step#3 and to the G/L# from step#2.
5. Open A/R configuration, select UPDATE A/R FROM G/L, and then click the MODIFY button. Scroll down the list to the new G/L account (from step#2) and type the number 1 into the INSTL# field. Use the keyboard up/down arrow key to move either up or down in the grid; the box with the 1 in it should change to a light green color to indicate that account now will apply to installment balance #1. (Note: instead of 1, you could use installment balance 2 or 3 instead – just remember which you set up because you’ll need to change the corresponding installment balance on the member accounts. Then exit configuration.
6. From the main pyramid menu, start the Membership Manager, and lookup a member account that is susceptible to the new assessment program.
7. Select INTERESTS, click MODIFY, and check the box adjacent to the new assessment. Then click SAVE, and exit the special interests screen back to the main membership screen.
8. Select FINANCIAL, then click EDIT OPTIONS. Answer "YES" to the administrator override message concerning editing prepaid or installment balances. (Note: if you do not see this message, you will have to exit Club Office and log back in as the administrator before you can continue.)
9. Click on the installment balance to use. In step #5 above, if you set up the A/R account to use installment #1, then click on the Installment Bal #1 field. Delete any information in the field and type the new balance as a POSITIVE number. Then click SAVE OPTIONS to store the value in that field.
10. Remember to set up each member account that applies to the installment program.
11. When you perform month-end processing, be sure to select the box to process both Prepaids and Installments" AND "Special Interests" so that the system will generate the special interest transaction for the assessment and also reduce the members’ installment balances.

To turn OFF an installment, you have two options: one is to uncheck the special interest that applies to the installment program for the member(s) in question. The other way is to change the current month’s billing code amount to zero dollars. Simply not checking the "process prepaids and installments" option when generating month end charges will NOT work.

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