If you have not used Member Billing to assess dues in the past, before proceeding with the initial assess of dues for the current Billing Period, past before proceeding with the assessment of dues for the current Billing Period, past dues owed by members, will need to be added as an Adjustment (charge) on the Member’s Ledger:

• - Click on the Member Information link on the left menu.
• - Search for the member by keying in either last name or member number.
  • Note: The first letter of last name with an asterisk will give you all of the members of the council whose last name starts with that letter.
• - Click on the link with the member’s name to go to the Member Ledger screen.
• - The Adjustments section is the last section on this screen:
  • + Click on the radio button for ‘Charge’
  • + Adjust the date, or leave as the current date
  • + Select appropriate Adjustment Type
    • Note: If a member owes for past Special or Miscellaneous Assessment(s), this should be entered as a separate Adjustment.
  • + Key in the amount of the Adjustment Amount
  • + A Description can be added, but is not a requirement
  • + Select a Reason for Adjustment – not a requirement, and could be left blank for Dues Assessment or Initiation Fee
    • Note: If for a Special or Miscellaneous Adjustment, this should be selected to ensure proper recording for this Assessment.
• - The Reason for Adjustment list can be updated in the Events Assessment section under Accounts, in the Billing Information section.
  • Note: Refer to the separate section “How to Add the Reason for Assessment” for additional information.

Click on Save Adjustment button.

Prior to assessing Dues, certain Billing Information for the council/ assembly will need to be updated or verified.

• - Click on the Billing Information link on the left menu.
• - Update the Council / Assembly Billing Set-Up information:
• + Set the billing frequency – Annual or Semi-Annual
• + Set the billing schedule– Calendar or Fraternal
• + Set the currency
• - Verify or Update the Billing Remittance Address Information
• Note: This will display on the various Billing Notices informing the members where to forward their dues payments to.
• + Click on the radio button to select the option you wish to use.
• - The ‘Use FS/FC Address’ button will automatically populate this information with the address of this member in Member Management
• - The ‘Use Mailing Address’  will populate this information with the Mailing Address maintained for the council / assembly on the General Information screen under the Council / Assembly Administration section of Member Management
• - The ‘Use Billing Address’ button will populate this information with the Billing Address maintained for the council / assembly on the General Information screen under the Council / Assembly Administration section of Member Management. If this information is not populated in Member Management, this can be updated in Member Billing – which will also update this information in Member Management.

Click on the Save button to save all updates on this screen.

The amount of your annual dues can be entered on the Class List screen. Note that Honorary Life amounts for the council are determined by the Charter, Constitution and Laws of the Order. Honorary and Honorary Life amounts for the Assembly are determined by the Laws Governing the Fourth Degree – and cannot be changed.

• - Click on the Billing Information link on the left hand menu selections.
• - Click on the Class List link that appears under Billing Information
• - Key in the amount of dues in the council's Regular box and the Honorary box; or the Assembly's Regular box. Click on Update.
• - Click on Update.
• Note: Refer to the separate section “What is a Sub Class” for proper use of this section of the Enter Dues screen.

Member Billing provides the ability to choose the method of delivery of Billing Notices to the members – either via Email, Mail or both Email and Mail.

To set the member’s Billing Delivery Preference:

• - Click on the Member Information link on the left menu.
• - Search for the member by keying in either last name or member number.
  • Note: The first letter of last name with an asterisk will give you all of the members of the council whose last name starts with that letter.
• - Click on the link with the member’s name to go to the Member Ledger screen.
• - Once on the Member’s Ledger, using the left menu, click on Billing Information link that is just below the Member Ledger link.
• - In the Billing Set-Up section, update the Delivery Preference to the option preferred:
• + Email – notice will go as Email only
• + Mail – notice will be generated in PDF to be mailed
• + Both – will generate an Email (when sent) and will generate a PDF for mail option to be mailed
• - Click Save Setup Info button.
• Note: To set the Delivery Preference to Email or Both, the member must have an Email address on file in Member Management / Member Billing.

Email addresses can be updated for the member on this Billing Information screen (see Email Information section on the bottom of this screen) or on the member’s General Information screen in Member Management.

A Sub Class is any special class such as Deacon/ Military/Student/ etc. that the council or assembly agrees to provide reduced dues to specific members.

Honorary and Honorary Life members will be assessed, based on their current Membership Class at the time that the assessment is generated via the Enter Dues Assessment screen.

Creating a Sub Class

• - Click on the Billing Information link on the left menu.
• - Click on the Class List link that appears under Billing Information.
• - On the Class List screen, the bottom section is the Add, Edit, Deactivate or Reactivate Classes.
• - To Add a new Sub Class:
• + Enter the Sub Class ‘name’
• + Enter the amount in the Add Amount box
• Note: This is the amount the member should be billed.
• - Click on the Add button

Editing, Deactivating or Reactivating Sub Classes:

• - Editing Sub Class Name or Amount:
• + Once a Sub Class is added, the name of the Sub Class as well as the Amount can be edited using the Edit Class feature.
• - Deactivating Sub Class:
• + If a Sub Class is no longer valid, this can be deactivated (or removed from the drop down list on the member’s Billing Information screen) by using the Deactivate feature.
• - Reactivating a Sub Class:
• + If a deactivated Sub Class is to be used again, this can be reactivated (added to the drop down list on the member’s Billing Information screen) by using the Reactivate feature.
  • Note: The amount can be adjusted using the Edit feature after the Sub Class has been reactivated.

Assigning Members to the Sub Class

To assign a member to one of the council / assembly defined Sub Class:

• - Click on the Member Information link on the left menu.
• - Search for the member by keying in either last name or member number.
• Note: The first letter of last name with an asterisk will give you all of the members of the council whose last name starts with that letter.
• - Click on the link with the member’s name to go to the Member Ledger screen.
• - Once on the Member’s Ledger, using the left menu, click on Billing Information link that is just below the Member Ledger link.
• - In the Billing Setup section, select the respective Sub Class for the member.

Click Save Setup Info button.

If this is the first time using Member Billing for assessing dues, the Billing Information and Billing Setup must be updated for the council / assembly, and past dues must be adjusted on the respective Member’s Ledger, if needed.

To assess the Dues Assessment for the Billing Period:

• - Under the Council/Assembly Ledger section, click on Assessments link on the left menu.
• - On the Enter Dues Assessment screen – in the Billing Cycle section:
• +Update the Billing Period displayed to reflect the correct period for the assessment (if necessary)
• Note: the default for the Billing Period setting is the current Billing Period (based on the current date)
• + Enter the As of Date
• Note: This is the Billing Date that will appear on the Billing Notice
• Note: This cannot be earlier than 15 days prior to the beginning of the current Billing Period
• + Click on the Assess Dues button.
• Note: The amount to be assessed to each member – based on their Class or Sub Class is displayed in the tables located in the Amounts to be Assessed section of this screen.
• Note: These amounts are based on the Billing Frequency set on the Billing Information screen – if set for Semi-Annual, these are half the amounts set on the Class List screen.

Once the Assess Dues button is clicked on the Enter Assessment screen, these transactions will be placed in a pending status – and displayed on the Pending Assessment screen.

It is recommended that all Assessments, Dues and Other, be created prior to Posting Assessments from the Pending Assessment screen.

Processing Pending Dues & Other Assessments

Once the Assess Dues button is clicked on the Enter Assessment screen, these transactions will be placed in a Pending Status – and displayed on the Pending Assessments screen. To post these transactions to the Member’s Ledger:

• - Click on the Pending Assessments link under the Assessment section on the left menu.
• - Click on Process Assessments. When you receive the message “that this will change the transactions from pending to posted” click OK.
• - If one of these assessments was a Dues Assessment, the Billing Status for all members assessed will be changed to First Notice.
• Note: If Special or Miscellaneous Assessments are being assessed for Honorary Life members, they will only be set to First Notice status if this assessment is posted with the Dues Assessment for other members.

If this is the first time using Member Billing for generating a Special or Miscellaneous Assessment, the Reason for Assessment must be added to the drop down list for this screen.

To assess Other Assessment(s) for the members:

• - Under the Council/Assembly Ledger section, click on Assessments link on the left menu.
• - Click on the Assess Other link, to come to the Enter Other Assessment screen
• - In the Other Assessment section:
• + Enter the Date to Apply
• Note: This is the date that will appear on the Billing Notice.
• + Select the Charge to category (who is to be assessed)
• + Select the Type of assessment – Special or Miscellaneous assessment
• Note: It is a council / assembly decision whether this a Special or Miscellaneous assessment.
• - Select Assessment Indicator by clicking appropriate radio button (Voluntary or Mandatory).
• Note: If a Voluntary Assessment – enter the Valid Thru Date.
• Note: This is the date that you will be able to ‘Forgive’ this assessment (thereby generating a reversing credit transaction for those members that have not yet paid this assessment).
• + Enter the Amount of the Other Assessment
• + Select the Reason for Assessment
• - If Reason is not on the drop down list, use the link on the bottom left side of the screen to go to the Events/Assessments screen.
• + Enter the Description (this is optional)
• + Click on Assess Other button.

Once the Assess Other button is clicked on the Enter Other Assessment screen, these transactions will be placed in a pending status – and displayed on the Pending Assessment screen.

It is recommended that all Assessments, Dues and Other, be created prior to Posting Assessments from the Pending Assessment screen.

Processing Pending Dues & Other Assessments

Once the Assess Dues button is clicked on the Enter Assessment screen, these transactions will be placed in a Pending Status – and displayed on the Pending Assessments screen. To post these transactions to the Member’s Ledger:

• - Click on the Pending Assessments link under the Assessment section on the left menu.
• - Click on Process Assessments. When you receive the message “that this will change the transactions from pending to posted” click OK
• - If one of these assessments was a Dues Assessment, the Billing Status for all members assessed will be changed to First Notice.
• Note: If Special or Miscellaneous Assessments are being assessed for Honorary Life members, they will only be set to First Notice status if this assessment is posted with the Dues Assessment for other members.

To add the Reason for Assessment to the drop down list:

• - Under the Council/Assembly Ledger section, click on Billing Information link on the left menu.
• - Click on Events / Assessments link.
• Note: This screen maintains the lists for both Events (which can be used in association with Accounts & Sub Accounts), and Reason for Assessments for Other Assessment, as well as Reason for Adjustment on the Member’s Ledger.
• - In the Add, Edit, Deactivate, or Reactivate Events section:
• + Add the Reason for the Assessment in the Add Event field
• Note: Once you begin typing the Reason for the Assessment, the Add button will become active
• + Click the Add button, and the new Reason for Assessment will display in the Events / Reason for Assessment section.
• Note: Reason for Assessments can be Edited or Deactivated so that they will no longer appear in the drop down list.

Editing, Deactivating or Reactivating Reason for Assessments:

• - Editing a Reason for Assessment:
• + Once a Reason for Assessment is added, the name of the Reason for Assessment can be edited using the Edit Event feature.
• - Deactivating a Reason for Assessment:
• + If a Reason for Assessment is no longer valid, this can be deactivated (or removed from the drop down list on the Assess Other screen) by using the Deactivate feature.
• - Reactivating a Reason for Assessment:
• + If a deactivated Reason for Assessment is to be used again, this can be reactivated (added to the drop down list on the Assess Other screen) by using the Reactivate feature.

A Voluntary Assessment is a Special or Miscellaneous Assessment that is not mandatory for a member to pay, When entering a Voluntary Assessment, you will need to enter a Valid Through Date; after this date the Forgive process can be accomplished, which will provide a credit transaction for any member that has not paid this assessment.

How to Adjust off a Voluntary Assessment

The process to adjust off a Voluntary Assessment for those members that did not pay the assessment is called Forgiving an Assessment:

• - Under the Council/Assembly Ledger section, click on Assessment link on the left menu.
• - Click on Assessment History link under the Assessment section.
• - Search by either date range or the type of the assessment. Once the search criteria has been entered, click the Search button.
• + Click on either the date in the Valid thru Date column or the assessment type in the Assessment Type column to go to the Assessment Details screen.
• + On the Assessment Details Screen, clicking the Forgive check box will populate the Date Forgiven field with the current date. Clicking the Save button will generate a credit adjustment transaction for all members that were assessed this voluntary assessment but had not paid the assessment.
• Note: A voluntary Assessment cannot e Forgiven until after the Valid Thru Date entered on the Assessment. Once a voluntary assessment is ‘Forgiven” it cannot be deleted.

The Billing Status for members can be updated globally through the Update Billing Status screen.

• - Click on Assessments on the left menu, which will display the sub menus
• - Click on sub menu Update Status, to go to the Update Billing Status screen.
• - On the Update Billing Status section:
• - Enter the As of Date

Note: The As of Date cannot be prior to the Suggested Process Date noted in the Billing Cycle Schedule section.

• - Click on the Update Status button

Note: All members that were in the previous Billing Status will be automatically updated to this new Billing Status.

The Billing Status for a member can be individually updated on the Member’s Ledger:

• - Click on the Member Information link on the left menu.
• - Search for the member by keying in either last name or member number.

• Note: The first letter of last name with an asterisk will give you all of the members of the council whose last name starts with that letter.
• - Click on the link with the member’s name to go to the Member Ledger screen.

• - In the Billing Status section update the Billing Status using the drop down list for Status.
• - Click Save Billing Status to update this member’s record.

When a new member is initiated into the Order, the Dues Assessment and Initiation Fee cannot be generated in Member Billing until the Membership Document (Form 100) is received, processed and recorded at the Supreme Council office; and then updated in Member Management / Member Billing.

If a new member pays his dues prior to having his record added to Member Billing, we suggest that you hold off in recording the payment of dues, until his record is added and the assessment(s) can be recorded in Member Billing.

The initial Dues Assessment for a new member (which may include the Initiation Fee and any Special or Miscellaneous Assessments) will need to be added as an Adjusted transaction on the Member’s Ledger:

• - Click on the Member Information link on the left menu.
• - Search for the member by keying in either last name or member number.
• Note: Using the first letter of last name with an asterisk will give you all of the members of the council whose last name starts with that letter.
• - Click on the link with the member’s name to go to the Member Ledger screen.
• - The adjustment section is the last section on this screen:
• + Click on the radio button for ‘Charge’
• + Adjust the date, or leave as the current date
• + Select appropriate Adjustment Type
• Note: If a member owes for past Special or Miscellaneous Assessment(s), this should be entered as a separate Adjustment.
• + Key in the amount of the Adjustment Amount
• + A Description can be added, but is not a requirement
• + Select a Reason for Adjustment – not a requirement, and could be left blank for Dues Assessment or Initiation Fee
• Note: If for a Special or Miscellaneous Adjustment, this should be selected to ensure proper recording for this Assessment.
• Note: The Reason for Adjustment list can be updated in the Events Assessment section under Accounts, in the Billing Information section.
• Note: Refer to the separate section “How to Add the Reason for Assessment” for additional information.

Click on Save Adjustment button.

There are two screens that are used to record payments from members: The Dues Collection Tool and the Enter Receipts screens. If a member pays the full amount that is owed, the Dues Collection Tool may be more efficient, since the procedure lends itself to checking boxes to indicate payment, as well as having the ability to call up multiple members by first initial of last name.

Dues Collection Tool

If the member is paying the full amount due – Dues and Other Assessments – we suggest that the Dues Collection Tool be used in recording these receipts:

• - Under the Council/Assembly Ledger section, click on the Receipt link on the left menu.
• - Click on Dues Collection Tool link.
• - Click the letter (that represents the member’s last name) on the top alphabet bar.
• Note: This will populate the Outstanding Balances section with all members whose last name begins with that letter that have an outstanding balance. The list of members is in alphabetic order, and contains their billing status and amount owed. If the member you are looking for does not appear, he does not have an outstanding balance – go to Member Ledger to add an adjustment, if required.
• - Either enter the amount paid in the Amount Received field, or if full balance is paid, click the Paid box (this action will populate the Amount Received box with the amount equal to Outstanding Balance).
• Note: The Amount Received field will accept overpayment or underpayment amounts. If this method is chosen, the Paid box will automatically be checked by the system.
• - Check #: This is an optional field; and allows for both numeric and text values.
• - Click the Save button.

Once the Save button is clicked on the Dues Collection Tool screen, the transactions noted will be placed in a pending status – and displayed on the Pending Receipt screen.

Enter Receipt screen

If the member is paying an amount less of the full amount due (for example, not paying certain Voluntary Assessments) or pays additional amounts (for example, those that are intended to be donations to the council / assembly or special cause) – we recommend that the Enter Receipt screen be used in recording these receipts:

• - Under the Council/Assembly Ledger section, click on the Receipt link on the left menu.
• - Search for the member.
• Note: The first letter of last name with an asterisk will give you all of the members of the council whose last name starts with that letter.
• - Choose the member in the Search Results box, by clicking on his name to highlight it in a blue bar.
• - Click the Select button.

Processing Pending Receipts

Once the Save button is clicked on the Enter Receipts or Dues Collection Tool screens, these transactions will be placed in a Pending Status – and displayed on the Pending Receipts screen. To post these transactions to the Member’s Ledger and the Council Ledger:

• - Click on the Pending Receipts link under the Receipts section on the left menu.
• - Click on Process Receipts. When you receive the message “ that this will change the transactions from pending to posted” click OK.
• Note: Only non-dues transactions can be edited from the Pending Receipts screen.

Enter Receipts screen

Receipts for general activities and events can be recorded using the Enter Receipts screen.

• - Under the Council/Assembly Ledger section, click on the Receipts link on the left menu.
• - Search for the member or Payor.
• Note: The first letter of last name with an asterisk will give you all of the members of the council whose last name starts with that letter.
• - If you receive multiple checks from an event, we suggest that you use the name of the member who presented these receipts (event chairman, etc).
• - Choose the member or payor in the Search Results box, by clicking on his name to highlight it in a blue bar.
• - Click the Select button to populate the member or payor in the field below – the Date will be populated with the current date, but can be changed if needed.
• - Enter the Amount of the total receipts.
• - Select the Account or Account: Sub Account, and enter the Amount that is to be applied to the selected Account: Sub Account.
• Note: If the receipt is to be split to multiple Account: Sub Accounts and/ or Events, click the Split checkbox to display an additional transaction row.
• - Click the Save button to place this transaction in a pending status.

Processing Pending Receipts

Once the Save button is clicked on the Enter Receipt or Dues Collection Tool screens, these transactions will be placed in a Pending Status – and displayed on the Pending Receipt screen. To post these transactions to the Member’s Ledger and the Council Ledger:

• - Click on the Pending Receipts link under the Receipts section on the left menu.
• - Click on Process Receipts. When you receive the message “ that this will change the transactions from pending to posted” click OK.
• Note: Only non-dues transactions can be edited from the Pending Receipts screen.

A payee/payor is an individual that is not a member of the council or an organization (i.e. Supreme Council) that the council needs to create a receipt or a voucher.

How to add a Payee / Payor

• - Click on the Billing Information link on the left menu, to display the sub menus under this section.
• - Click on Payor/Payee List link, to display the Add Payee/Payor link. Click on this link.
• - In the Payee/Payor Information section, fill in the individual’s name or the name or the organization. The remaining information is optional; however, if you add any address fields, you must complete all of them.
• - Click the Save button at the bottom of the screen.
• Note: The Add Payee/Payor screen can also be accessed using the link at the bottom of the Enter Receipts or Enter Vouchers screens.

How to edit a Payee / Payor

A Payee/Payor can be edited using the Edit Payee/Payor screen. This screen can be accessed by clicking on an existing Payee/Payor on the Payee/Payor List screen.

How to de-active a Payee / Payor

A Payee/Payor can be made inactive from the Payee/Payor List screen or the Edit Payee/Payor screen.

When searching for a Payee/Payor on the Enter Receipts or Enter Vouchers screen, a Payee/Payor that is noted as Inactive will not display in the search results section.

From the Payee/Payor List screen:

• - Click on the Billing Information link on the left menu, to display the sub menus under this section.
• - Click on Payee/Payor List link, to display the list of Payee/Payors.
• - To the right of the Last Edit Date column, there is an Inactive column – click the check box for the Payee/Payor that you wish to make inactive.
• - Click the Save button to make the Payee/Payor inactive.

From the Edit Payee/Payor screen:

• - On this screen, there is an Active and Inactive button under the Payee/Payor name. Selecting the Inactive option and clicking Save, will make the Payee/Payor Inactive.

A Payee/Payor can be reactivated on the same screens, and once reactivated, they will display when searching for a Payee/Payor on the Enter Receipts or Enter Voucher screen.

When entering a Receipt or Voucher, a Member or Payee/Payor must be selected, if one is not selected this message will appear.

How to enter a Member or Payee/Payor

On the Enter Receipts or Enter Vouchers screen:

• - Search for the Member or Payee /Payor.
• Note: The first letter of last name with an asterisk will give you all of the members of the council whose last name starts with that letter.
• - Choose the Member or Payee / Payor in the Search Results box, by clicking on the Member or Payee / Payor to highlight it in a blue bar.
• - Click the Select button to populate the Member/Payee/Payor field in the Enter Receipts / Vouchers section.

Continue to enter the data as needed on these screens.

Enter Vouchers screen

Vouchers or expenses for general activities and events can be recorded using the Enter Vouchers screen.

• - Under the Council/Assembly Ledger section, click on the Vouchers link on the left menu.
• - Search for the member or Payee
• Note: The first letter of last name with an asterisk will give you all of the members of the council whose last name starts with that letter.
• - Choose the member or payee in the Search Results box, by clicking on his name to highlight it in a blue bar.
• - Click the Select button to populate the member or payee in the field below – the Date will be populated with the current date, but can be changed if needed.
• - Enter the Amount of the total voucher.
• - Select the Account or Account: Sub Account, and enter the Amount that is to be applied to the selected Account: Sub Account.
• Note: If the voucher is to be split to multiple Account: Sub Accounts and/ or Events, click the Split checkbox to display an additional transaction row.
• - Click the Save button to place this transaction in a pending status.

Processing Pending Vouchers

Once the Save button is clicked on the Enter Vouchers screen, these transactions will be placed in a Pending Status – and displayed on the Pending Vouchers screen. To post these transactions to the Council Ledger:

• - Click on the Pending Vouchers link under the Vouchers section on the left menu.
• - Click on Process Vouchers. When you receive the message “ that this will change the transactions from pending to posted” click OK

A Payee/Payor is an individual that is not a member of the council or an organization (i.e. Supreme Council) that the council needs to create a receipt or a voucher.

How to add a Payee/Payor:

• - Click on the Billing Information link on the left menu, to display the sub menus under this section.
• - Click on Payor/Payee List link, to display the Add Payee/Payor link. Click on this link.
• - In the Payee/Payor Information section, fill in the individual’s name or the name or the organization. The remaining information is optional; however, if you add any address fields, you must complete all of them.
• - Click the Save button at the bottom of the screen.
• Note: The Add Payee/Payor screen can also be accessed using the link at the bottom of the Enter Receipts or Enter Vouchers screens.

How to edit a Payee / Payor:

A Payee/Payor can be edited using the Edit Payee/Payor screen. This screen can be accessed by clicking on an existing Payee/Payor on the Payee/Payor List screen.

How to de-active a Payee / Payor:

A Payee/Payor can be made inactive from the Payee/Payor List screen or the Edit Payee/Payor screen.

When searching for a Payee/Payor on the Enter Receipts or Enter Vouchers screen, a Payee/Payor that is noted as Inactive will not display in the search results section.

From the Payee/Payor List screen:

• - Click on the Billing Information link on the left menu, to display the sub menus under this section.
• - Click on Payee/Payor List link, to display the list of Payee/Payors.
• - To the right of the Last Edit Date column, there is an Inactive column – click the check box for the Payee/Payor that you wish to make inactive.
• - Click the Save button to make the Payee/Payor inactive.

From the Edit Payee/Payor screen:

• - On this screen, there is an Active and Inactive button under the Payee/Payor name. Selecting the Inactive option and clicking Save, will make the Payee/Payor Inactive.

A Payee/Payor can be reactivated on the same screens, and once reactivated, they will display when searching for a Payee/Payor on the Enter Receipts or Enter Voucher screen.

When entering a Receipt or Voucher, a Member or Payee/Payor must be selected, if one is not selected this message will appear.

How to enter a Member or Payee/Payor

On the Enter Receipts or Enter Vouchers screen:

• - Search for the Member or Payee/Payor.
  • Note: The first letter of last name with an asterisk will give you all of the members of the council whose last name starts with that letter.
• - Choose the Member or Payee/Payor in the Search Results box, by clicking on the Member or Payee/Payor to highlight it in a blue bar.
• - Click the Select button to populate the Member/Payee/Payor field in the Enter Receipts / Vouchers section.

Continue to enter the data as needed on these screens.

Please Note:

• - The “Dues Paid To” date that is displayed when generating Membership Cards will change to last day of the Billing Period (December 31 or June 30) when a Dues Assessment for that Billing Period is generated and processed through the Assessment section of Member Billing.

Membership Card Printing Issue:
To print Membership Cards properly on the respective Membership Card paper (Council - #4817; Assembly #4818):

• - Generate the Adobe file (clicking on the label name will do this).
• - Click on the print icon within the Adobe window.
• - When the Print window “Dialog Box” opens, the “Page Scaling" reference in this window should be set to ‘None.’ and the "Auto-Rotate and Center" option should be selected.
• - Print the labels (click on “OK”).

Membership Card Paper Stock Issue
Proper Membership Card Paper stock paper for Member billing is:

• - Council #4817
• - Assembly #4818

If the print on the cards is “over laying” print already on the paper, you have Item #2724 paper, and new Membership Card Paper will need to be ordered from Supplies Online.
Note: Membership Cards come 8 to a sheet, with 25 sheets to a package for a total of 200 cards.
Please see memorandum from the supreme secretary.

How can I locate the Membership Cards option?
Membership Cards can be printed via the Print Center in Member Billing.

• - Click the ‘Proceed’ link on this Welcome to Member Billing screen.
• - Using the menu options on the top of the screen (dark brown band – to the right of Member Billing) click on Print Center-MB.
• - Using the left hand menu column, click on Membership Cards.

How Can I print one or a select number of Membership Cards?
On the Member’s Ledger, change the Billing Status to ‘Dues Are Current’ which will change the respective ‘As of Date’ to the current date (if the member is already at ‘Dues Are Current’ change the ‘As of Date’ to the current date)

On the Membership Card screen in Print Center-MB (under Billing), use the option of ‘For Members Whose Dues Are Current’ using the current date for both the ‘Show From’ and ‘To’ fields.

Membership Cards:
To print Membership Cards properly on the respective Membership Card paper (Council - #4817; Assembly #4818):

• - Generate the Adobe file (clicking on the label name will do this).
• - Click on the print icon within the Adobe window.
• - When the Print window “Dialog Box” opens, the “Page Scaling" reference in this window should be set to ‘None.’ and the "Auto-Rotate and Center" option should be selected.
• - Print the labels (click on “OK”).

Reports:
To print reports properly on the paper:

• - Generate the Adobe file (clicking on the report name will do this).
• - Click on the print icon within the Adobe window.
• - When the Print window “Dialog Box” opens, the “Page Scaling" reference in this window should be set to ‘None.’ and the "Auto-Rotate and Center" option should be selected.

Print the labels (click on “OK”).

The Email Tool provides the ability to email members by:

• - All Members
• - By Member Type
• - By Member Class
• - By Degree Status
• - By Council Officer
• - By Program Personal – Supreme Defined
• - By Program Personal – Council Defined

Basic Requirements:

• - User must have an email address on file – note that emails sent will be seen as coming from the user’s account; and any emails that cannot be delivered will be returned to the users email account.
• - Members must have an email address on file in Member Management/Member Billing.

Generating / Sending Emails:

To email members, click on Print Center link on the top menu options, to display the menu options under this section.

• - Click on the Email link on the menu options on the left hand side.
• - Click on one of the options, to select individuals to receive the email.
• Note: Selecting certain options will restrict from selecting other options (for example, if selecting a Member Class, the Member Type and By Degree Status sections will close.
• The following can be added to the email, prior to it being sent:
• + Additional email address as a CC
• + Subject line
• + Message
• + Ability to attach files

Email History:

After the email has been sent, it can be viewed on the Email History screen.

• - Click on the Email History link, which is a sub menu link to the Email screen.
• - The following information is available on the Email History screen:
• + Date that email was sent
• + Name of the individual that sent the email
• + View link – clicking on this link will take you to:
• - If from Billing Notice email, the Email Distribution List screen, which displays the names of the members and the email addresses that the email was sent to.
• - If from a group email, the Email Sent to History, which will display the Email Tool screen with the selections highlighted for that email. Clicking on the link for the selected group, will display the names of the members and the email address that the email was sent to.
• + Subject of the email sent, which is a link to the Email Text screen that contains the text of the email sent.

Basic Requirements:

• - User must have an email address on file – note that emails sent will be seen as coming from the user’s account; and any emails that cannot be delivered will be returned to the user's email account.
• - Member must have an email address on file in Member Management/Member Billing.

Generating an Email for an Individual Member:

Once an email address has been added to the member’s record in Member Management or Member Billing, an Email Member link will display on the various member screens for the member.

To email the member:

• - Click on the Email Member link (after searching for a member on the Find A Member screen, and clicking on his name in the Search Results screen, to get to a member screen) to get to the Email Member screen.
• - The following can be added to the email, prior to it being sent:
  • + Additional email address as CC
  • + Subject line
  • + Message
  • + Ability to attach files

Email History for an Individual Email:

After the email has been sent, it can be viewed on the member’s Contact Notes screen.

• - Click on the Contact Notes link
• - The following information is available on the Contact Notes screen:
  • + Date that email was sent
  • + The Method of the contact – which will display Email
  • + Subject of the email sent, which is a link to the Email Text screen that contains the text of the email sent.

Note: Billing Notices and attachments added to the email through the Email Tool will not be saved, however the file name reference is included on the Email Text screen.

When searching by Last Name, consider using the first letter or two of the member’s last name and an asterisk (a*), which will display all members for the council or assembly whose last name begins with this letter. Then, when on a member screen, using the Prev or Next button under the member’s name in the Member section, will allow you to scroll between all names displayed on the Search Results screen.

Waiving dues for a member, or to adjusting off past dues for a former member, will need to be done as an Adjustment (credit) on the Member’s Ledger:

• - Click on the Member Information link on the left menu.
• - Search for the member by keying in either last name or member number.
• Note: The first letter of last name with an asterisk will give you all of the members of the council whose last name starts with that letter.
• - Click on the link with the member’s name to go to the Member Ledger screen.
• - The Adjustments section is the last section on this screen:
• + Click on the radio button for ‘Credit’
• + Adjust the date, or leave as the current date
• + Select appropriate Adjustment Type
• Note: If a member has balances for a Special or Miscellaneous Assessment(s), this should be entered as a separate Adjustment.
• + Key in the amount of the Adjustment Amount
• + A Description can be added, but is not a requirement
• + Select a Reason for Adjustment – not a requirement, and could be left blank for Dues Assessment or Initiation Fee
• Note: If for a Special or Miscellaneous Adjustment, this should be selected to ensure proper recording for this Assessment.
• - The Reason for Adjustment list can be updated in the Events Assessment section under Accounts, in the Billing Information section.
• Note: Refer to the separate section “How to Add the Reason for Assessment” for additional information.

Click on Save Adjustment button.

Member Management / Member Billing was loaded using data from the roster feed as of January 2008.

Members that have been suspended, granted a withdrawal, or recorded as deceased will continue to appear in Member Management / Member Billing.

• Note: On the various member screens in Member Management / Member Billing, that former members do not display the Emblem of the Order to the left of their name.

The Supreme Council plans to add all former members to the Member Management / Member Billing applications, so that a list of deceased members or former members can be generated.

• Note: Until all records are included in Member Management / Member Billing, these former members will display ‘X’ as their Member Type in the Data Extract Tool.

Former Members in Member Billing:

Former members in Member Billing will need to be updated as a former member and have balances cleared on their Member Ledger.

After searching for a member under Member Information, and clicking on his name to come to his Member Ledger:

• - In the Billing Status section, change his Status to either 'Prior Member' or "Deceased Member' and Click the Update Status button.
• - Under the Member Transaction section, clear any outstanding balances:
• + If there is one transaction, click Void on the right hand side of the transaction row, and click Save Void
• + If there are more than one transaction, we suggest that a Credit Adjustment be added for each Assessment Type that needs to be cleared.

• - On the Find a Member screen under the Member Information link on the left navigation panel, search for the member by keying in either last name or member number.
• - Note: The first letter of last name with an asterisk will give you all of the members of the council whose last name starts with that letter.
• - Click on the link with the member’s name to go to the member’s Member Ledger  screen
• - The following screens have the following information for a member:
  • + Member Ledger – Billing Status, Member Balances, Member’s Transactions, and ability to add a non-cash adjustment to the Member’s Ledger.
  • + Billing Information –  Billing Set-Up information, Billing Address Information, and Email Information.
  • + Contact Notes – ability to maintain a list of notes on a member. Additionally, history of individual emails to a member can be found on this screen.

• Note: You can use the Prev & Next buttons under the member's name on any of the member's screen, to scroll between all the members displayed on the Search Results screen.