Working with AVAIL_CREDIT balances after upgrading

In iMIS 2017, AVAIL_CREDIT products allowed overpayments to be retained as credits for future cash dues. After upgrading to iMIS EMS, new AVAIL_CREDITs cannot be created.

Instead, any new overpayments are treated as prepayments that must be manually applied to specific invoices; however, existing AVAIL_CREDIT balances from iMIS 2017 are automatically applied to cash renewals or can be managed manually by adjusting the associated payments.

Note: The product code must be AVAIL_CREDIT. Any other product codes ending in _CREDIT will not be managed in the same way.

Use one of the following methods to manage AVAIL_CREDIT balances from iMIS 2017.

(recommended) Option 1: Applying credits during cash renewals

Existing AVAIL_CREDITs are automatically applied during cash renewals to reduce the total amount due. When generating renewals, any available AVAIL_CREDIT will offset the balance of dues products.

Important! When a renewal is generated post-upgrade, a new batch is created to apply the AVAIL_CREDIT. This batch can be viewed in the renewal logs and must be posted to finalize the credit application.

Do the following to generate renewals for a member with an existing available credit:

  1. Generate a renewal for the individual member or mass billing for a billing cycle that includes the member.
  2. From the Generate renewals window, click Generate bills.

  3. Select the Logs tab.

  4. Select the batch number for the unposted batch.

  5. Click Post batch.

  6. The available credit balance is automatically applied to the renewal invoice.

Option 2: Adjusting AVAIL_CREDIT payments

To manage AVAIL_CREDITs manually, adjust the associated payments as with any other payment adjustments:

  • Unapplying a payment - Results in an open credit invoice for the AVAIL_CREDIT amount and an open cash renewal invoice with the AVAIL_CREDIT balance unapplied.
  • Reversing or refunding a payment - Removes the AVAIL_CREDIT balance and results in an open cash renewal invoice with the AVAIL_CREDIT balance unapplied.

Note: These options do not apply to new joins or accrual renewals, as AVAIL_CREDIT could only be created for cash dues in iMIS 2017.