Non-Dues Invoices

Along with the dues invoices (for new members and renewals), the MMS Billing System allows for the creation of non-dues invoices.  These are invoices for other items that you may want to bill a member for.  This might include:

• T-shirts/Chapter gear
• Advertising Space in Newsletter
• Rental of meeting space

NOTE: do NOT use non-dues invoices to bill for dues!
The dues invoices are special in that they include information about the terms (dates) of membership. If you use non-dues invoices to bill for dues, you WILL cause problems with the creation of renewal invoices.

Creating a Non-Dues Invoice Record

To create a non-dues invoice record, choose 'Enter Non-Dues Invoice Record' from the billing menu. On the next page, enter the first few letters of the member's name in the search box. Below, a list of matches will appear.  Click on the name of the member you want to invoice.

On the next page, you can  add items to your invoice. Either select an item from the list and click on Add Item from List, or click on Add Item not in list. Repeat to add the items you're billing the member for.  Click 'Continue' when finished.

On the next page, you can edit the posting and due dates for the invoice as well as assign the invoice to a general ledger account if you wish. A note can be added, identifying the contents of the invoice. Click continue to complete the invoice entry.

Once the invoice record has been created, you can create PDF documents and send invoice emails similar to how you would for a dues invoice.

Editing the Items List

You can assemble an items list of frequently used items. These would be items that you frequently bill members for. To edit this list, look for the 'edit items' link to the right of the 'Add Item from List' button mentioned above.  From here you can add/change/delete items from your items list.

Recurring Non-Dues Invoices

You may want to routinely bill a member for an item. Click on "Schedule Recurring Non-Dues Invoices" in the billing menu, then click on "Schedule a Recurring Non-dues Invoice", and then click on the member's name.

On this screen you can specify an item description and price, and select a general ledger account. These determine the data that is used when creating the invoices. The next fields - Frequency, Iterations Left, and Next Date will determine when the invoice will first be posted, how often, and how many times it will be repeated in the future. Frequency determines how often the invoice will be posted, Iterations Left determines how many invoices remain to be posted, and Next Date indicates the next date when the invoice will be posted.