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Author Topic: Best Practices for Manually updating membership records  (Read 1308 times)

awasson

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Best Practices for Manually updating membership records
September 28, 2011, 11:01:35 am
Hello,
I'm trying to help out an organization we set civiCRM up for a year or so ago. They have paid memberships and although a number of them renew online a good percentage pay by check and the admin people have to go in and update memberships manually.

Their practice has been to search the contact, view the contact's membership and then edit the membership record, updating the end date to the next fiscal year. Is this the correct way to update memberships?

In most cases this allows them to record the payment however in a handful, it will not open up the fields that allow them to update their record with the transaction information (paid by check, check #, transaction #, etc...)

I've been reviewing some of these accounts and couldn't find a solution so I cancelled the membership of one of the individuals and then created a new membership for them with the appropriate information.
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awasson

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Re: Best Practices for Manually updating membership records
October 19, 2011, 03:00:11 pm
This issue is still occurring and we haven't found a resolution.... Can someone point us in the right direction?

I have a list of members that we cannot record a membership payment for because the "Record Membership Payment?" checkbox does not show up on their membership edit page.

A record of payment shows up for their membership below the membership edit screen but it is from the previous year. If I delete it, I can then record this years payment but I noticed that when I delete the payment record (it is from last years membership) it actually removes the amount from this years contribution totals chart. This is very odd and I'm sure will raise an alarm with the accountants if I can't definitively show them what is happening.

Attached are screenshots of the membership editing page:
  • One does not have the "Record Membership Payment?" checkbox but shows a record of payment that was applied last year.
  • The other one allows us to record payment and does not show a record of any sort of payment (yet).

I can go in and just delete all of the existing payments and will be able to again record this years payments but I wonder if it is removing the transaction amount from the correct year and is there any way to prove that? Furthermore, how did this occur and will it happen int he future?

EDIT: Correction... I just noticed that when I delete some of the payment records they will affect the financials from last year whereas others will affect this year but I'm not certain of what the criteria is that affects this as I have just discovered it and haven't run many tests..


Any ideas?

Thanks,
Andrew 
« Last Edit: October 19, 2011, 03:10:05 pm by awasson »
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awasson

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Re: Best Practices for Manually updating membership records
October 19, 2011, 03:01:49 pm
I had to do another posting to get both images uploaded. Attached is an image of the membership record with the record payment checkbox.
« Last Edit: October 19, 2011, 03:05:58 pm by awasson »
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petednz

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Re: Best Practices for Manually updating membership records
October 20, 2011, 01:06:51 am
Looks like you are trying to Edit rather than Renew - is that correct?
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awasson

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Re: Best Practices for Manually updating membership records
October 20, 2011, 08:14:49 am
Quote
Looks like you are trying to Edit rather than Renew - is that correct?

Yes, that's the way they have been using civiCRM when doing manual renewals. I thought it was odd at first but I believe this is because when you do a renewal online, the membership is extended in the same way and they are mimicking that behavior.
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petednz

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Re: Best Practices for Manually updating membership records
October 20, 2011, 10:56:47 am
Can you clarify what the problem is if you use the backend Renew since that is what is the expected approach.
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awasson

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Re: Best Practices for Manually updating membership records
October 20, 2011, 03:41:48 pm
Hi Pete,
I've forwarded your question and will post back when I get a response.

Cheers,
Andrew
My CiviCRM Extension Workshop: https://github.com/awasson
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  • CiviCRM Community Forums (archive) »
  • Old sections (read-only, deprecated) »
  • Support »
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  • Best Practices for Manually updating membership records

This forum was archived on 2017-11-26.