This article will guide you through setting up a fully paid Agreement to auto-renew (also known as evergreen). This could be a case where a member has gone past due on an evergreen invoice, causing the auto-renewal invoice to not populate once payment was taken.
1. Agreement's Full Details: To verify that the agreement is set to auto-renew, navigate to Members > Lookup the Member > Agreements Tab > Full Details next to the agreement you need to update.
2. Auto-Renew Evergreen: With the agreement details you will be able to adjust the following:
- Auto-Renew Evergreen: Click the edit pencil to change your (currently PIF) agreement to auto-renew; toggle to Yes. Enter in an optional note if you want to keep track for the reason of the agreement change. Lastly, option to email the customer of the change to their membership via email.
- Evergreen Price: Set the price for the future invoices; current invoices will not be alerted by this setting.
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Evergreen Date: Select (or set) the day that the recurring payment will be due, your options are:
- Day of Month: Pick which day the invoice should be due each month. Choosing 31 will always bill on the last day of the month. Packages duration less than one month will follow standard snap days.
- Specific Date: Choose the exact due date for the next invoice created. Once created, a snap day will be chosen for the following invoices.
- Standard Billing Snap Days: Follow standard billing snap days. Package will determine length and snap day template. Snap Days, also known as "billing day templates" or "draft day templates", enables the location to set specific days that they want their member's payments drafted. For example, the location might want to draft only on the 15th of every month for all their members.
3. Add A New Invoice: Once the settings within the Agreement Summary are configured, click the Invoices tab. From here, click Add A New Invoice to add a new membership invoice to the agreement.
After clicking Add A New Invoice, a pop up window will populate allowing you to configure the new invoice. Within this pop up, you will be able to adjust the following:
Tie To This Agreement dropdown: When adding the invoice, be sure that the invoice is tied to the correct agreement. The agreement will not auto-renew properly if the invoice is not tied to the agreement.
Select Sales Package or Fee Type: Within the list, click the sales package that you want this invoice to populate as. Once clicked, the name of the package will populate within the Enter Invoice Description box.
Assign Any Session Credits Now / Assign After Invoice Is Paid: If the sales package selected is setup to drop credits, you will be able to determine if the credits are available to the client once entered, or after the invoice is Paid.
Enter Invoice Description: The name of the sales package selected will populate here.
Enter Invoice $ Amount: After selecting the package, the invoice amount will populate based on the sales package's settings. You will be able to adjust the amount if need be.
Enter Payment Due Date: Enter the date that you would like the invoice to be due.
Enter An Optional Note: Enter in an optional note that will populate under the invoice ID.
4. Create New Invoice: Confirm you wish to add this new invoice.
5. Adjust The Invoice Details: Almost done! Click the edit pencil on your newly created invoice, under the Adjust Invoice section set Evergreen? to Yes. Be sure to hit that Update button to save your work!
Note: If you do not see the Evergreen? option, update your Change Due Date to a future date (will not appear if your due date mirrors the current day.)
Congratulations! You have successfully setup a fully paid agreement to auto-renew!
You can check your work with the customer's Invoices page and/or the Forecasted Invoices report.