Dues are critical as they drive all aspects of membership, as well as impact other parts of the system, like new member applications.
There are six steps in setting up the RAMCO dues functions:
1. Create a Dues Cycle
2. Create a Master Query
3. Create a Dues Schedule
4. Create a Dues Schedule Query
5. Create a Dues Option
6. Create Dues Products
As you complete these steps you will assign pricing to dues, late fees, new member fees, and other items.
Step 1: Create a Dues Cycle
Dues Cycles are the top level of the Dues structure. They are the billing period of your dues.
1. To navigate to the Dues Cycle, click on the Membership module in the top, blue navigation panel.
2. Click Dues Cycle under Membership.
3. To begin creating a new Dues Cycle, click "New" in the ribbon toolbar.
4. Fill in the required fields:
- Name - Name your Dues Cycle (in most cases, we suggest using the year).
- Association - set the Association. Note that if you manage more than one Association, you will create a different Dues Cycle for each Association.
- Default - Set the Default to yes or no. (Note that the system can only have one default Dues Cycle).
- Duration Type - set the Duration Type using the dropdown menu next to Duration Type. You may select either Termed or Dated. Enter either the Begin/End Date or the Term Period.
Once all required fields are filled in, click Save.
Important Notes:
Duration types are either:
o Termed: Time grouped by Days, Weeks, Months, or Year. Ie: Quarterly Dues, etc.
o Dated: Begin/End: A specific date of start and close of duration. (ie: 1/1/21 – 1/1/22)
After the Dues Cycle is saved, the Master Query can be set up.
Step 2: Create the Master Query
The Dues Cycle covers the time period for which Dues are billed. The Master Query determines the members who will be billed. It tells the system how to identify those members.
1. From the Dues Cycle, click more commands in the ribbon toolbar and select Master Query.
2. The Master Query will open in a new tab. Click Details, if it is not already selected.
3. Complete your Query for Member Types, subclasses, or other search parameters that apply for this Dues Cycle.
4. Click Results to check the findings and compare with your expectations.
5. Click Advanced Find to return to the query setup, then click Save. This query is now associated with the Dues Cycle.
Step 3: Create a Dues Schedule
Dues Schedules are used to define the members that will pay dues.
1. From the Dues Cycle, click the Add Dues Schedules plus icon above the Dues Schedule Subgrid in the Dues Cycle.
2. Click OK to allow the system to auto populate the dues duration.
3. Name your Dues Schedule and, using the dropdown menu next to Member Type, select which Member Type for this Dues Schedule.
4. Enter any optional information, like Late Fee and Reinstatement Fee by using the lookup next to the fields. Remember, you must have a Product set up for each fee.
5. Click Save.
6. It is REQUIRED to create a Query with each dues schedule to determine who falls into the dues schedule. Click View Query in the ribbon toolbar.
7. Click details, if it is not already selected.
8. Complete your Query for subclasses or other search parameters that applies for this Dues Schedule.
9. Click Results to check the findings and compare with your expectations.
10. Click Advanced Find to return to the query setup.
11. Click Save and close the Query window. This query is now associated with the Dues Schedule.
Important Note:
- The number of Dues Schedules you set up is unlimited. You will want to create a different Dues Schedule for each distinct combination of dues collected. i.e., if you waive local dues for past presidents you may have a separate dues schedule.
- Each Dues Schedule must have at least one Dues Option associated with it.
Create a Dues Option
1. Click the Add Dues Option plus icon above the Dues Option Subgrid in the Dues Schedule.
2. Click OK to allow the duration to update.
3. Enter a Name, Select Default (only one can be set up as the default), Set Publish to Portal and Default to Payment Plan as Yes or No, and determine a Split option
4. Click Save
Create Dues Products
Dues Products connect the Dues options and Products.
1. Click the Add Dues Product plus icon above the Dues Products Subgrid in the Dues Option.
2. At minimum, enter a Name, use the lookup next to Product to enter the product, select a Tupe from the dropdown menu, enter the Pricing Strategy to set the proration accuracy, and set the Required to yes or no depending on the type of dues product.
3 Click Save.
Important Note:
- The only Dues Products that use a Suggested Amount are the optional products. Examples are PAC Contributions. All required products will have nothing in the suggested amount field
- Any PAC Contribution product must have a PAC Cycle indicated on the Dues Product.