Persisted cash membership invoices

Persisted cash membership invoices are an enhancement that makes your cash-basis membership billing more consistent, transparent, and reliable.

Note: The persisted cash membership invoices feature is being rolled out gradually beginning in 2026. Contact the iMIS Product Managers for full information on the rollout plan.

Benefits

Persisted cash membership invoices will benefit iMIS users in the following ways:

What does "persisted cash membership invoices" mean?

Prior to this enhancement, each time you generated cash renewals, iMIS would replace the old invoice with a new one, so only the latest version existed. The invoice number was consistent, since it was overwritten each renewal, and the same invoice number remained renewal-after-renewal.

With this enhancement, persisted cash dues invoices are now created and stored as individual invoices. This means each invoice is retained in your records and will not be lost or replaced when new renewals are processed, which makes your billing history more accurate and easier to track.

Each invoice will have its own unique invoice number when new renewals are generated. This is what we mean by the invoices are "persisted" each renewal - they continue to exist even when new renewals are generated.

How will the invoices be different?

Review the following table to understand how cash invoices previously behaved and how they are going to behave after persisted cash invoices are rolled out.

Previous behavior New behavior
Cash dues invoices were temporary. Each time you generated renewals, iMIS replaced the old invoice with a new one, so only the most recent invoice remained.

Cash dues invoices are now permanent. When you generate renewals or process a membership join, iMIS creates and saves each invoice in the database.

Each invoice lists one line for every membership fee or billing product and includes the billing dates.

Note: When you first upgrade to a version with this feature, iMIS automatically creates permanent invoices—with standard invoice numbers—for all your existing cash membership invoices.

Invoice numbers were always labeled as Cash-#### and reused each year.

Example: In 2023, John’s dues invoice number was Cash-1234. In 2024, his invoice number was also Cash-1234.

Each renewal now gets a unique invoice number, and Cash is no longer included in the invoice number.

Example: In 2025, John’s dues invoice number was 1234. In 2026, his invoice number is 5678. Each new renewal period, he will have a new invoice number.
You could rebill an invoice without reversing the invoice through iMIS and through the API.

Rebill without reversal is no longer an option in iMIS or the API:
If you generated new renewals before a member paid last year’s dues, the new invoice replaced the old one. The unpaid balance from the previous year was cleared and only the new invoice remained.

Each invoice is now saved permanently, even after future renewals are generated. Each membership term now creates its own separate invoice, which can be paid or reversed independently from other terms.

This means past-due invoices will remain open until they are paid or adjusted. Be sure to manage overdue invoices so that old balances do not remain outstanding.
When billing for renewals, cash invoices were automatically posted and did not go through a batch review process.

When billing for renewals, a batch is now created first. You must review or delete the batch before posting and generating the invoices.

Action items

Perform the following action items:

  • (ASAP) Ensure all staff are aware of the new reverse and rebill process:
  • (After upgrade when persisted cash invoices are enabled) Update invoices to use the InvoiceDetail shortcut: Once this feature is enabled, all membership invoices (cash or accrual) will use the InvoiceDetail shortcut on the Invoice.aspx page. Although the previous InvoiceDetailCash shortcut will remain available for backward compatibility (but will no longer be used), it is highly recommended to update the shortcuts to use InvoiceDetail, so that you are using the latest supported functionality. See Customizing invoices.
  • (After upgrade when persisted cash invoices are enabled) Updating invoice "pay" links that were not created through the communication creator: Manually constructed payment links for cash-based invoices (created through a separate method outside of the out-of-the-box pay links in the communication creator) must now use InvoiceKey instead of InvoiceId in the URL. Pay Invoice links created using the out-of-the-box method in communication templates will continue to work without updates.

    • Tip: Update communication templates to use the out-of-the-box setup to avoid any future disruptions.

Notes

  • Related CDIST transactions are created for cash membership invoices, but they are not included in the General Ledger Interface export.
  • If an invoice previously had credit automatically applied from AVAIL_CREDIT or Future Credit, the credit application is reversed when the invoice is reversed. If a new invoice is generated, any applicable credit is automatically reapplied to the new invoice.

Supported scenarios

This feature is supported for the following processes: