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Review and adjust renewal prices before billing

Updated
The Goal: Before running billing, check the new renewal prices your price changes will produce, keep any member on their current price if needed, and know what changes once billing runs.
Before You Begin:
  • IMPORTANT: Price changes only reach existing members on membership types set to Recalculate price or using Effective Date Pricing.
  • IMPORTANT: Recalculation runs overnight. If you change prices and plan to bill the same day, review renewal billing first and click Recalculate, or the old prices may be used.
  • Prices are only recalculated at renewal, so the recalculation icon doesn’t appear until a member’s dues are due to renew.

What the pricing icons mean

  • Spinning arrow (Recalculated Pricing): shown next to the old price. The new price isn’t shown here; you see it when you review renewal billing.
    Recalculated Pricing icon next to the current price
  • Double-arrow refresh (Effective Date Pricing): the price will change on the membership’s set date.
    Effective Date Pricing icon on a membership price

Review renewal prices

Only membership types set to Recalculate price appear here.

  1. Go to Finance, Billing section, click Upcoming Billing. Dues that will be recalculated show the recalculation icon in the Amount column (which still shows the currently scheduled amount).
    The Upcoming Billing page reached from Finance > Billing, with the recalculation icons in the Amount column boxed
  2. Click the arrow beside ADD BILLING and select Review Renewal Billing.
    The arrow beside ADD BILLING on the Upcoming Billing page with its menu open and Review Renewal Billing boxed
  3. Choose the next-bill-date month and/or membership types. The month defaults to the one selected on Upcoming Billing. Select Include Voluntary Items to add them.
  4. Click Recalculate, then Load.
  5. Review the results: Currently Scheduled Price, Recalculated Price, Renewal Pricing Option, Final Renewal Price, Pricing Fields (the custom fields behind any formula pricing) and Modified.
    The Review Renewal Billing screen after clicking Load, with the filter controls and the Currently Scheduled Price and Recalculated Price columns boxed.

One contact only: click the recalculate icon on their row in Upcoming Billing, or the link in the amount column of Membership Scheduled Billing on their Billing Setup tab.
The Upcoming Billing page with the recalculate icon on a single contact’s row boxed.

Keep a member on their current price

IMPORTANT: An override applies for all future renewals, not just this billing run, until you change it back. You can do it from either place:

From Review Renewal Billing:

  1. Click the member’s membership link.
    The Review Renewal Billing screen with a member’s hyperlinked membership in the Membership column boxed.
  2. In Edit Membership Renewal Pricing, set Membership Renewal Pricing to Do not recalculate price.
  3. Click Done, then Load to refresh the Final Renewal Price. Check the Modified column; if the change didn’t take, try again before running billing.

From the member’s record:

  1. On the contact’s Overview tab, in Membership, click the membership.
    The Membership section of a contact’s Overview tab with the membership hyperlink boxed.
  2. On Membership Details, click Advanced Options.
  3. Under Renewal Options, choose the Pricing Override.
    The Renewal Options section of the Membership Details window with the Advanced Options check-box selected and the Pricing Override dropdown boxed.
  4. Click Done.

Find overrides later: add Renewal Pricing Default and Renewal Pricing Override to the Membership Report or Recurring Billing Report. See Report on recalculated prices.

Run billing, and what changes afterwards

When the prices look right, run upcoming billing. Then:

  • Invoices are created at each member’s Final Renewal Price.
  • Each member’s scheduled billing is updated to that price, which becomes their price going forward.
Common Pitfalls
  • Old prices billed: prices were changed the same day and nobody clicked Recalculate on Review Renewal Billing.
  • No recalculation icon: the member’s dues aren’t due for renewal yet, or the membership type isn’t set to Recalculate price.
  • Override stuck for years: overrides are permanent until changed. Audit them with the reports.
  • Voluntary items missing from the review: select Include Voluntary Items.
  • New price became permanent: running billing updates scheduled billing. Review carefully first.

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