Rebilling to correct an individual dues billing

iMIS provides a rebill feature that allows an additional invoice to be printed to correct the original invoice. Rebill an individual if any of the following apply:

  • The pricing table originally used for the renewal bill run was incorrect; or
  • Any of the following information on a customer's record has changed: Chapter code, Customer Type, a field that special pricing was based upon, or the customer's Renew Months (for example, billing term change).

To rebill an individual dues billing

In the following example, we rebill an individual. The billing cycle selected is based on billing individuals whose customer type is M.

After you process the billing run, the Dues Billing Selections window closes and the line items that were billed to the individual automatically display on the Billing tab.

In this example, iMIS determined the dues rate used to bill this individual by checking the rates defined in the following windows in the order shown.

Note: Special pricing always overrides what is set in the Set up customer types window and Set up products window.

  • First - Special Pricing - For Basic Dues, a special price of $50 has been set for customer type M, category 1 (M/1).
  • Second - Set up customer types window - Our customer is classified as customer type M. The Set up customer types window contains a rate of $75 for Basic and a rate of $20 for PAC.
  • Third - Product Codes - The standard pricing for Basic was set to zero.

Based on the rates set in these windows, iMIS will bill $50 for the Basic line item for this individual using the rates set in the Special Pricing window.

To process and rebill Chapter changes

Occasionally, a customer's chapter association will change (for example, if the customer moves or if a data entry error was made). To demonstrate this, we will change a customer's chapter affiliation and rebill the customer when the customer has an open dues balance.

  1. From Customers, select Manage customers to open the Manage customers window.
  2. Find the customer's record.
  3. Select the Status tab and select a different Chapter code.
  4. Click Save.
  5. Select the Billing tab.
  6. Double-click the line item for the old chapter to open the Dues/Subscription Item Detail window.
  7. Click Delete. A system message is displayed asking you to confirm the deletion.
  8. Click Yes to delete the item record.
  9. Note the Bill Date displayed on the existing open dues line items.
  10. Click Create Invoice to open the Dues Billing Selections window.
  11. Click New.
  12. Select the billing cycle.
  13. Select Rebill.
  14. (optional) Select Initial Bill to print the Renewal Notice.
  15. Enter the original Bill Date in the Begin Rebill Date and End Rebill Date fields.
  16. (optional) Override the Run Date to agree with the original Bill Date so you can retain the bill's original timing for Reminder Notice printing.
  17. Click Run.
  18. Verify that the dues amount is calculated properly for the new chapter on the Billing tab.

If you have a zero balance on a chapter dues item, and you change the chapter on the Manage customers window, the zero balance line item will be deleted and replaced with the new chapter item.

To process and rebill customer type changes

Occasionally, you may need to change the customer type for a particular customer (for example, if a customer changes types or if there was a data entry error).

  1. From Customers, select Manage customers to open the Manage customers window.
  2. Change the Member Type.
  3. Click Save.
  4. Select the Billing tab.
  5. (Recommended) If different dues products are linked to the Set up customer types window for the new customer type, use the following steps to delete the dues item(s) that were billed under the old customer type.

    6. Note: If the customer will continue to receive any non-dues items such as subscriptions or optional items, do not delete these items. Delete only the customer type items that are not included for the new customer type.

    1. Double-click the line item to be deleted.
    2. Click Delete.

    Note: Subscription or dues items with payments should not be deleted. The best practice is to set the status to I.

  6. Select the Financial tab.
  7. Delete the Renewed Thru date.
  8. Click Save.
  9. Take note of the Bill Date displayed for the open dues line item on the Dues Subscription window.
  10. Click Create Invoice to open the Dues Billing Selections window.
  11. Select the correct billing cycle.
  12. Select both the Renewals and Rebill options under the Billing Options area.
  13. (optional) Select Initial Bill to print the Renewal Notice.
  14. Enter the original Bill Date in the Begin Rebill Date and End Rebill Date fields.
  15. (optional) Override the Run Date to the original Bill Date to retain the bill's original timing for Reminder Notice printing.
  16. Click Run.
  17. Verify that the main dues amount is calculated properly for the new customer type on the Billing tab.