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Invoices for membership renewals and event registration [7099]

Last post 09-27-2010, 10:51 AM by Chief_Apricot. 21 replies.
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  •  08-05-2009, 8:52 PM 13789

    Invoices for membership renewals and event registration [7099]

    We very much need to have Wild Apricot generate invoices for membership renewals and event registration.  (Currently, they are only generated for new members).  The main need is to have an itemized receipt.  We need itemized invoices/receipts so that:

    • Members can remember what they paid for (e.g., conference dinner?  journal subscription?).  They often forget, and without an invoice/receipt to refer back to, they have to ask the secretary, which creates more work for him/her.
    • Members can get proper reimbursement from their universities (We are an academic society).
    • The treasurer can easily see who has paid for what without having to go into each contact record on Wild Apricot.
    Please vote for this and add additional suggestions if you would find it helpful as well.

  •  08-06-2009, 9:28 AM 13800 in reply to 13789

    Re: Need invoices for membership renewals and event registration

    We are definitely going to do this. We are planingt o overhaul our financial management and this is one of the aspects of this.
    Dmitry Buterin, Chief Apricot

  •  08-06-2009, 12:11 PM 13805 in reply to 13800

    Re: Need invoices for membership renewals and event registration

    Excellent!  I'm very glad to hear that.

  •  11-13-2009, 11:03 AM 15140 in reply to 13789

    Re: Invoices for membership renewals and event registration

    Also for membership upgrades.
    Dmitry Buterin, Chief Apricot

  •  11-13-2009, 11:21 AM 15144 in reply to 15140

    • Meagan is not online. Last active: 12-21-2011, 10:51 AM Meagan
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    Re: Invoices for membership renewals and event registration

    Any thoughts on a timeline for this update? We would love to see the invoices, and payment plan options released at a similar time as it just makes so much sense to have both.

  •  11-13-2009, 11:25 AM 15146 in reply to 15144

    Re: Invoices for membership renewals and event registration

    My best guess is version 3.5 or 3.6, which means first half of 2010
    Dmitry Buterin, Chief Apricot

  •  11-23-2009, 9:17 PM 15293 in reply to 13789

    Re: Invoices for membership renewals and event registration [7099]

    Hi

    we too have the same problem. I am wondering what you did as a 'work around' until WA upgrades in 'first half of 2010'?

  •  11-24-2009, 8:43 AM 15294 in reply to 15293

    • iant is not online. Last active: Wed, Feb 08 2012, 10:39 PM iant
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    Re: Invoices for membership renewals and event registration [7099]

    When will a "best guess" and "first half of 2010" turn into a firm schedule that we can make plans around?

    We need to invoice our members as they are companies and annual fees and event charges are tax deductable. We also need concurrent invoice numbers to keep the UK taxman sweet.

    There is a LOT of extra work involved in handling > half of this manually. 

     

    Regards,

    Ian

  •  11-24-2009, 9:03 AM 15295 in reply to 15294

    Re: Invoices for membership renewals and event registration [7099]

    Ian,

    I will post on this thread as soon as we have firmer plans on this.

    I absolutely understand the importance of this. 

    Not sure what you meant by "concurrent" invoice numbers - can  you elaborate?

    Dmitry Buterin, Chief Apricot

  •  11-24-2009, 9:39 AM 15296 in reply to 15295

    • iant is not online. Last active: Wed, Feb 08 2012, 10:39 PM iant
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    Re: Invoices for membership renewals and event registration [7099]

    Sorry, I meant "sequential" not "concurrent".

    So as your plans are not yet firm, can I assume that a mid 2010 date could well slip and it might be as much as a year before we get this?

    I see mention of versions 3.4, 3.5 etc in several of these threads, do you publish a list of proposed release dates together with a feature/enhancement list anywhere?

    It would certainly help our development planning to know when some of these things are going to happen.

    Regards,

    Ian

  •  11-24-2009, 9:48 AM 15297 in reply to 15296

    Re: Invoices for membership renewals and event registration [7099]

    Releases are sequential. Normally each release is about 2 months in duration. 3.4 will be longer due to holidays (~3 months)

    We only firm the scope of the next release - then publish it here:  http://help.wildapricot.com/display/DOC/Release+history

    So yes, potentially it might  be as much as a year.

    Generally speaking, roadmap forum contains all the items we are targeting to address in the next 12 months - so we update it after each release.

    Dmitry Buterin, Chief Apricot

  •  01-15-2010, 10:48 AM 16182 in reply to 13800

    • Meagan is not online. Last active: 12-21-2011, 10:51 AM Meagan
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    Re: Need invoices for membership renewals and event registration

    Just voting again for this feature... cause it would make life so much easier... Thanks for your responsiveness!


    Kind Regards,
    Meagan Forney


    Boulder Green Building Guild (BGBG)
    Administrative Assistant/ Member Manager




     

  •  01-15-2010, 12:21 PM 16186 in reply to 16182

    Re: Need invoices for membership renewals and event registration

    We are working on a total overhaul of our financial management functionality, including proper invoicing for all transactions. We expect to release the new one in version 3.5,~ June 2010
    Dmitry Buterin, Chief Apricot

  •  05-23-2010, 10:03 AM 18360 in reply to 16186

    • skipat is not online. Last active: 02-08-2012, 11:39 PM skipat
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    Re: Need invoices for membership renewals and event registration

    Wanted to know a bit more about how the new financial mgmt. will work in regard to event invoices.  When an invoice for an event is completed with a credit (due to attendee being entitled to a refund for a cancel for example), what happens?  Can that be tracked on the member record so that the credit can be applied to a future event?   We would really like to have the ability to track the members credit/debit balance this way if it is possible.  If not, what happens if an event invoice ends in a credit?  Is it up to the Event Manager to do something about it?

     

  •  05-23-2010, 2:21 PM 18361 in reply to 18360

    Re: Need invoices for membership renewals and event registration

    Yes, the general concept is that it will be possible to apply payment/refund to a contact and then you will be able to settle it to another invoice in the future. Contact card would show current contact balance (credit or debit).
    Dmitry Buterin, Chief Apricot

  •  06-28-2010, 9:58 AM 18745 in reply to 16186

    • NAPONNJ is not online. Last active: 10-26-2010, 1:08 PM NAPONNJ
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    Re: Need invoices for membership renewals and event registration

    Chief_Apricot:
    We are working on a total overhaul of our financial management functionality, including proper invoicing for all transactions. We expect to release the new one in version 3.5,~ June 2010

     

    My client is looking for an itemized invoice/receipt for membership payment. This has been discussed recently in the support forum and a release with this capability was tentatively targeted for June 2010--are we now able to use itemization in the invoices?

    Thanks, Gail Scanlan

  •  06-28-2010, 10:05 AM 18746 in reply to 18745

    Re: Need invoices for membership renewals and event registration

    The release was reschedule from June to August

    Re itemization - can you elaborate on what exactly would you want to itemize. Generally speaking, we plan to provide the same level of itemization for all invoices as we currently have for membership application invoices.  Payments would simply list the details of the invoice(s) it is settled against. 

    Dmitry Buterin, Chief Apricot

  •  06-30-2010, 9:07 AM 18773 in reply to 18746

    • NAPONNJ is not online. Last active: 10-26-2010, 1:08 PM NAPONNJ
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    Re: Need invoices for membership renewals and event registration

    Ok, I think I understand that the membership chairperson has to look at the payments report part of the admin to see the details of each payment received.

    What they are looking for is, if a payment is made through Paypal, that the Paypal details will include extra charges itemized.

     Is that possible?

     

  •  06-30-2010, 9:09 AM 18774 in reply to 18773

    Re: Need invoices for membership renewals and event registration

    The Paypal transaction would not currently include all extra charges, sorry (there can be too many of those). But the invoice corresponding to that transaction would list all the charges. 
    Dmitry Buterin, Chief Apricot

  •  06-30-2010, 5:32 PM 18781 in reply to 18774

    • NAPONNJ is not online. Last active: 10-26-2010, 1:08 PM NAPONNJ
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    Re: Need invoices for membership renewals and event registration

    In admin, please explain how to get to  the invoices that come in so that the membership chair can see what the people filled out. For instance, if they checked a certain field and was charged an additional $25. for the extra service, we need to know what the service is.

    Thanks,

  •  06-30-2010, 10:40 PM 18783 in reply to 18781

    Re: Need invoices for membership renewals and event registration

    Go to Contact in question and on the first tab all the fields are present - including those 'extra costs' fields corresponding to the membership application form price calculation.

    See also page http://help.wildapricot.com/display/DOC/Dynamic+membership+pricing+fields at the very bottom section "Viewing extra costs selections" 

    Dmitry Buterin, Chief Apricot

  •  09-27-2010, 10:51 AM 19890 in reply to 13789

    Re: Invoices for membership renewals and event registration [7099]

    In version 4.0 we have invoices for all transactions. 
    Dmitry Buterin, Chief Apricot
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