Frequently Asked Question

Prepaid balances will not apply automatically over multiple months of charges. Instead, follow these steps to record the income and modify the recurring billing:

First, let's build the invoice and record the prepaid amount –

1. Navigate to BILLING > CHARGES/PAYMENTS

2. Click CREATE NEW PURCHASE

3. From the ADD CHARGES section, locate the membership you want to charge for.

4. Modify the "Use Date" field to specify the date that corresponds with the period you want each charge to be recorded in (for Income Accrual & Royalties if applicable).

You can add each month as a separate line item. Here's an example of an invoice paid 3 months in advance:

5. ADD A PAYMENT to the invoice you just created once received. This can also be recorded in future periods. Alternatively, you can split each month onto a separate invoice.

Next, let's modify your member's recurring billing –
1. Navigate to BILLING > RECURRING BILLING

2. Edit the recurring billing that has been prepaid

3. Set the Next Billed On date to the date they need to be billed next for membership fees. (You can align this date with your Renewal Date.)

To ensure the member is billed for any additional reservations or charges during the prepay period, you will also need to add a $0 recurring billing "Sweep". To set this up:

1. Navigate to BILLING > RECURRING BILLING

2. Click NEW CHARGE

3. Set up the new recurring billing as follows:

• Billing Frequency: Monthly
• Product: "Monthly Usage"
• Description: Add a note to appear on the invoice each month. (Optional)
• Next Billed On: Enter the date for the upcoming billing period
• Fill out any additional fields as you see fit.

Following these steps will ensure accurate income reporting and billing for your member. If there is a specific way you would like income reported, please reach out to us for personalized support.