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Manage Account and Membership Number Assignment

Updated

Your system may be configured to automatically assign account and membership numbers to new contact.

  1. Click Setup in the left-hand navigation panel.
  2. Click Account and Membership Numbers in the Miscellaneous section.
  3. Configure the following as needed:
    • Contact Account Numbers
      • Automatically Assign Account Numbers To Individuals: Enable this option if you wish the system to automatically assign an account number to individual members.
      • Automatically Assign Account Numbers To Organizations: Enable this option if you wish the system to automatically assign an account number to business members.
      • Enforce Account Number Uniqueness: Enable this option to ensure that account numbers assigned are unique. If a number has been assigned to one account and a staff member later tries to edit another account and use that number, they will be alerted.
      • Prefix: If you wish to add a prefix in front of your account numbers enter the desired prefix. See Account Number Prefix for more information.
      • Contact Assignment Trigger Type: Select at what point you wish the account number to be assigned. When created will assign an account number to all contacts in the database, regardless of status. When active will assign an account number when the membership status is active. When active and courtesy will assign an account number when a membership is activated or marked as courtesy.
      • Next Account Number Assigned: This field will keep track of the account numbers to be assigned, and will default to 1. If you wish to start the sequence at a different value (for example: if you are new to the software, and currently have account numbers assigned to your members) enter the starting account number. All subsequent number assignments will key off that starting number and auto populate.
    • Membership Numbers
      • Automatically Assign Membership Numbers: Enable this option if you wish the system to automatically assign membership numbers to your members.
      • Enforce Membership Number Uniqueness: Enable this option if you wish to ensure that membership numbers are unique. If a number has been assigned to one account and a staff member later tries to edit another account and use that number, they will be alerted.
      • When to assign: Select at what point you wish the account number to be assigned. When created will assign an account number to all contacts in the database, regardless of status. When approved will assign an account number when the membership status is active.
      • Next Membership Number Assigned: This field will keep track of the membership numbers to be assigned, and will default to 1. If you wish to start the sequence at a different value (for example: if you are new to the software, and currently have membership numbers assigned to your members) enter the starting membership number. All subsequent number assignments will key off that starting number and auto populate.
  4. Click Save.

 

Account Number Prefix

To ensure uniqueness of account numbers and also be able to identify the parent-child relationships within a large system of tenants (for example local associations synched with a state association) you can prefix account numbers with alphabetic abbreviations.

Pre-requisites: Enable Automatically assign Account Numbers to Individuals and/or Businesses. 

How it Works

  1. Enable Automatically Assign Account Numbers to Individuals and/or Businesses. The Prefix field will be enabled. 
  2. Enter the desired Prefix. The following formatting options are allowed. If the prefix does not follow these requirements an error will display when you save your settings: 
    • Maximum 6 characters

    • Numbers 0-9 are allowed

    • Letters are allowed. Will be forced to capitalization
    • Symbols are not allowed
  3. Once the prefix is entered:
    •  Enforce Account Number Uniqueness will automatically be enabled.The field will be grayed out and non-editable. This will remain non-editable until the prefix is removed. 
    • Automatically assign Account Numbers to Individuals and/or Businesses will be grayed out and not editable.  These fields will remain read only until the prefix is removed. 
    • When to Assign will be set to When created. It will be grayed out and not editable. This will remain non-editable until the prefix is removed.
  4. Save your settings. The system will peform a check to ensure the prefix is not being used by another association. If a match is found a dialog box will display notifying you that the prefix is already in use. The page will not save until you are able to enter a valid prefix.  
  5. Dependent on your When to Assign setting new contacts will be assigned an account number preceded by the prefix.