Auto-Renewing Fees

Pricing Structure: The method with which you would like to calculate the cost of the program. Either Flat Fee - a single cost for the whole program, or Calculated Per Event - a value for a single event in the program which will then be multiplied by the event count for the full program cost.
Fee/Per Event Fee: The value the Pricing Structure should use to obtain the program cost.
Fee Description: The customized text you wish to show on the registration page. Available for programs only. This should be in relation to how often your fees renew.
Auto-Adjust For Stub Billing Periods: Toggle whether or not the system should adjust the cost of the item based on partial periods. For example, if you had a program that was set to charge at the beginning of every month, but the first event date is on the 15th, checking this box would reduce the cost of the first month based on the fact that a whole month is not technically being purchased.
Renew Fees: A drop down to select the base length of a billing interval. This will affect how often invoices can be generated as well as which settings are offered.
Billing Period Start: Select when the first billing period starts. Selecting this will greatly impact the renewal schedule.
Billing Period Length: Select the number of renewal intervals that each billing period covers.
First Invoice Generation: Select when the first invoice is generated. Note that in some cases a $0 invoice is generated at the time of purchase, which will renew on your set First Invoice selection.
Invoice Generation: Select when each renewal invoice is generated and issued.
Stop Renewing Fees After: Set the renewal end date. Either when the program ends or after X number of billing periods have occurred.
Preview Renewal Schedule With Checkout Date Of: A date picker that lets you preview your renewal schedule based on your selected checkout date.
Renewal Schedule: A table displaying your auto-renewal invoice schedule. Based on your settings and preview date, the schedule will offer insights into the dates, billing period coverage, and price of each auto-renewal invoice.
Default Payment Method: Set the default payment method that is used by the system when generating renewing invoice. This default is overridden by any past payment details if 'Reuse Previous Invoice Payment Details ' is enabled.
Automatically Send Email Receipt : Toggle whether or not the automatic renewal will also send a receipt via email to he involve member(s).
Use Available Credit : Toggle whether or not the system will use a member's credit before using any other method of payment.
Reuse Previous Invoice Payment Details : Toggle whether or not to use the previous invoice's payment details. If marked, you may wish to add a policy to inform members that their information will be used in a recurring fashion, especially when offering credit card as a payment method.

Programs set to auto-renew will show their per-billing-period pricing. If you have set your program to calculate its cost on a per-event basis then the cost presented on the registration page will be based on the current billing period's number of events.

This program is set to cost $150 per billing period. With auto-renew fees enabled, the settings are primed to generate a new invoice each month.

Looking at the registration page at the beginning of the month the full interval is charged at $150. Please note that if you had proration enabled this cost would decrease as events within the interval pass.

Products/tickets/subscriptions are much the same as flat rate programs. As such, only per-billing-period pricing is shown. Please note that you can have the renewal bill value be different than the initial purchase value. Please be careful when doing so and ensure that your members are aware of the difference so that they are not shocked by their next bill.

This product is set to cost $50 up front and renew every 7 days (based on purchase date). The renewal cost is $100.

The public page shows the initial cost of the item only. As such, you will want to be aware of this when setting a different value for your Recurring Amount, especially when using a custom Fee Description.

Programs set to auto-renew will show their per-billing-period pricing. If you have set your program to calculate its cost on a per-event basis then the cost presented on the registration page will be based on the current billing period's number of events.

This program is set to cost $50 per event. With auto-renew fees set to monthly our scheduled invoices will generate once a month.

Looking at the registration page at the beginning of the month there are 4 events within the month. At $50 an event, the current billing period's cost would be $200. Please note that if you had proration enabled this cost would decrease as events within the interval pass.

If you have selected the 'X' Billing Periods in the 'Stop Renewing Fees After' field you may then set the varying values you wish to offer. You may set an Option Name which will show in a drop down when purchasing/registering and a Count, which will tell the system how many billing periods to renew for. Please note that the count does not include the initial purchase, so it is likely that you will want to reduce this by 1.

This program has been set to use the 'X' Billing Periods setting and has three options: 1 month, 3 months, or 5 months. The count is set to parallel the names, but since the initial purchase is not a part of this count, the count field value is reduced by one.

Upon registering, a user may then select one of these options and know that their billing will renew every month and end after their selected number of instances.

Please note that regardless of the options presented/selected, the recurring billing for a program will always end once the program ends.

Stop Renewing Fees: Set/reset when the renewals end. Can be set to: Never - never ends renewing for products, or ends at the program end for programs; On Specific Date - ends renewing on the specified date; After Number Of Payments - ends renewing after a specific number of renewals.
Date: The desired date on which you would like the renewal process to end. Requires you to select On Specific Date in the Stop Renewing Fees drop down to access.
Remaining Number Of Payments: The number of renewals that you wish to occur before renewals are stopped. Requires you to select After Number Of Payments in the Stop Renewing Fees drop down to access.
Auto-Renewing Billing Period: The period you would like the renewals to occur on. This overrides the current renewal settings and will be relative to the date of adjustment.
Put On Hold: Toggle whether the renewals are active or on hold. Placing a renewal on hold will stop renewals from being generated. When holding a program the participant is still registered.
On Hold Until: An option date that can be set so that the system automatically removes the hold status. Once removed the renewals will occur again. Please note that the system will not 'catch up' on any past renewals that would have occurred during the hold.

Now Registered On Invoice: A link to the current renewal invoice.
Auto-Renewal Processed: The date on which the auto-renewal was processed to generated the next instance.

If you do not have proration enabled on your auto-renewal item, then the system will simply charge the user the full interval cost. For example, I have a monthly auto-renewal with a Flat Fee cost of $100. My members are getting billed monthly for $100. However, one month, on the 24th of the month, a member signs up for the program. They will pay for the current interval (24th to the last day of the month) and be charged $100 for that interval.

If you have proration enabled on your auto-renewal item, then the system will calculate the prorated cost of your item. For programs using Flat Fee or products/tickets/subscriptions, this will divide the cost of the item by the number of days in the interval, then multiply it by the remaining number of days. For programs that use the Per Event pricing model, this will calculate the cost by dividing the cost of the item by the total number of events, then multiplying it by the remaining number of events.

For example, I have a program with a monthly auto-renewal with a Flat Fee cost of $100. One month, on the 24th of the month, a member signs up for the program. They will pay for the prorated cost of the current interval (24th to the last day of the month) and be charged $20 for that interval (in a 30 day month).

1. Navigate to Accounting > Invoices
2. Filter by Auto-Renewal Status: Renewal To Be Processed
3. Include any additional filters you may wish to apply
4. Click Filter

To find any/all currently pending auto-renewals please navigate to Accounting > Invoices. Here, use the Auto-Renewal Status filter set to Renewal To Be Processed to find any currently pending auto-renewals. These are your auto-renewal products and programs that have not yet generated the next invoice. If desired, you can apply further filters to the page, including using the Programs/Products/Subscriptions filter to narrow down to a single auto-renewing item.

If you would like to affect these items all at once you can use the Batch Invoice feature.

1. Click Edit on the invoice in question
2. Click Edit on the item in question
3. Check off Put On Hold
4. Enter an end date, if desired
5. Click Accept
6. Click Post

Adding a hold to an individual invoice can be done by clicking Edit to enter the invoice edit screen. Here, click to Edit the item in question. In the expanded section you will see the option to check off "Put On Hold". If you do not see this option then you may be looking at an older renewal instance. By checking off this option you can then enter an end date, if desired. Adding no date means the item will be on hold indefinitely, or until you manually remove the hold. Click Accept then Post the invoice to save the changes.

1. Click Batch Invoice
2. Select Edit Auto-Renewing Fee from the Batch Edits list
3. Target a single item type or disable specific targeting
4. Click Put On Hold
5. Enter an end date, if desired
6. Click Accept
7. Enter a Batch Name
8. Click Next
9. Review the pending changes
10. Click Next
11. Review the pending changes
12. Click Save

Adding a hold to an group of invoice can be done by clicking Batch Invoice from the toolbar. Here, use the Batch Edits drop down to select Edit Auto-Renewing Fee. In the expanded section you will see the option of "Only Apply This Change to Specific Classes / Products / Subscriptions". If you have filtered in a manner that includes multiple items but only wish to affect specific ones, you can use this field to filter to only said items. However, if you wish to affect all involved auto-renewal items you can uncheck this box to ignore the option. Next, check off "Put On Hold". By checking off this option you can then enter an end date, if desired. Adding no date means the item will be on hold indefinitely, or until you manually remove the hold. Click Accept then proceed with the batching process by clicking Next, reviewing your pending changes, clicking Next again, reviewing the changes in more detail, then clicking Save on Step 3 to confirm.

Holds can be removed from invoices in three ways: by an admin on the invoice edit page; by an admin on the batch invoice page; or by the system after the hold's end date is reached. Manually removing a hold is completed by following the same steps as adding the hold, noted above. However, when on the invoice edit page you will be disabling (unchecking) the Put On Hold option. On the Batch Invoice page you will be selecting the Remove Hold option, also found in the Edit Auto-Renewing Fee batch edit option.

Upon removing a hold the system will issue an invoice (overnight) that charges the member(s) for the current interval. If there is no current interval (for example, the program has ended) then no invoice will be issued. If you have proration enabled for your item the cost of this invoice will be recalculated based on the date of the invoice.

For example, I have two programs that I have set up with a monthly Renewal Billing Period. This means my intervals are monthly encompassing from the first of the month to the last day of that month. I have a participant that is registered in both of these programs.

Mid-way through the programs the participant notifies me that they will would like to be placed on hold for the time being. I edit the participant's invoice and place them on hold without adding a date, as they are unsure of when they will return.

Several months later the participant returns in the middle of a month and would like to reestablish their billing. I edit their invoice and remove the hold on both programs. Overnight that night a new invoice is generated for this participant.

The first program the participant was registered in has concluded, so there is no valid interval to charge for. This program is ignored by the system. The second program is still active and the system generates a new invoice for the current interval.

If I did not have proration enabled on this program then the participant would pay for a full interval, even though they are rejoining mid-month. If I did have proration enabled on this program then the participant would pay for only a portion of the standard monthly cost, based on how many events are still upcoming in the current interval.