This article will guide you on how to edit Auto Renew (Evergreen) status on an agreement that has been sold to a customer.
*Please note that this is a functionality that may not be enabled by default in your club. Your club may be on a different version of this functionality. Please contact ClubReady Support for more information or to turn this version on for your club.
Access Agreement Summary
Go to Members/Customers tab to search and select the customer who has the agreement you will be editing the auto-renew status on.
Click on Agreements tab. Next to the agreement you will be editing, click Full Details to view the Agreement Summary page.
Here you will be able to view and edit the Auto-Renew Evergreen status, the Evergreen Price, and the Evergreen Date.
1. Auto Renew Evergreen
Click the edit pencil next to Yes/No to edit the status. Yes means this agreement will auto-renew once the term is fulfilled and No means this agreement will only bill through the initial term and billing will stop.
You may also choose to add a note describing why you are editing the auto-renew status, or send an email notification about the change to the customer.
Click Update Auto-Renew Status to complete the step.
NOTES:
- Turning OFF auto-renew does not mean the agreement is cancelled. All invoices that are already generated under the agreement Invoices page will still be attempted. To Cancel An Agreement please follow the proper steps.
- Turning ON auto-renew will generate invoices automatically based on the last unpaid invoice on the account. Please confirm under invoices that there is a future unpaid invoice that will be automatically picked up to use as the auto-renew invoice moving forward. If there is not a future unpaid invoice you will need to Manually Add A New Invoice.
2. Evergreen Price
Here you can edit the Evergreen price. This will set the the new price for the next invoices created for the account. Current invoices will not be altered.
Click Update Evergreen Price to complete this step.
3. Evergreen Date
Here you can choose when the Auto-Renew invoice will be due. The following options are available:
Day Of Month - Set the invoices to be due on a specific date each month.
Specific Date - Select an exact due date for the next created invoice. A snap day will then be created for the following invoice.
Standard Billing Snap Days - Select to follow your club's snap days. The length and snap days are determined by the specific package type.
Viewing Auto Renew Invoices
Auto-Renew means that once the last shown invoice is paid, the system will generate the next invoice automatically. These invoices will continue to generate until the agreement is cancelled. When viewing the agreement invoices there will be a note at the top confirming this agreement will auto-renew automatically. All invoices under the initial term of the agreement will be listed and the auto-renew invoice will be highlighted in green.
Requirements - A 'Master Admin' login or a staff login with the following permissions.
- Customer Management : Managing Agreements - Can view client agreements
- Customer Management : Managing Agreements - Can change auto-renew (evergreen) status of agreements