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.
Tip! If you wish to prevent AVAIL_CREDIT balances from being applied automatically in the renewal calculation, select Do not apply credits when generating renewals.
Do the following to generate renewals for a member with an existing available credit:
- Generate a renewal for the individual member or mass billing for a billing cycle that includes the member.
- From the Generate renewals window, click Generate bills.
- Select the Logs tab.
- Select the batch number for the unposted batch.
- Click Post batch.
- 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.