Printing Renewal Notices at the same time as billing is recommended to ensure that the only items that print on the renewal notices are the items that get billed. To do this, select both the Renewals and Initial Bill options on the Process billing window on the same billing run.
If you print the initial bill separately from billing, you must perform an ad hoc search to print only the items that were last billed. See the next section, "To print Renewal Notices separately" for more information on performing an ad hoc search to verify bill date.
Note: With accrual dues, the posting and finalization of mass billing data occurs after the renewal billing step, therefore, you need to print renewal notices (Initial Bill) independently after the batch posting is complete.
When you print Renewal Notices, the following field conditions are evaluated to determine if a Renewal Notice will print for a customer:
■ The Paid Thru date field on the Status tab (Name.PAID_THRU) contains a date that is earlier than the Renewed Thru field on the Financial tab (Name.Fin.RENEWED_THRU) located on the Manage customers window (from Customers, select Manage customers).
■ The Status field (Name.STATUS) on the Manage customers window is not set to S (Suspended), I (Inactive), or D (Marked for deletion).
■ The balance for the dues product (Subscriptions.BALANCE) is greater than zero.
■ Subscriptions.REMINDER_COUNT is equal to zero.
To print Renewal Notices Separately
When you print Renewal Notices separately from billing, you must perform an ad hoc search so that you don't print duplicate notices.
When you print an initial bill, the system looks for records with REMINDER_COUNT = 0 (renewal hasn't been printed). It is possible, however, that a record has a REMINDER_COUNT = 0 and you may not want to print the Renewal Notice, as in the following examples:
□ You generate a billing run by selecting the Rebill option on the Set up general options window. In this case the REMINDER_COUNT is reset to zero.
□ You manually print an individual Renewal Notice by clicking Create Invoice from the Billing tab. In this case, REMINDER_COUNT never increments.
1. From Billing, select Process billing to display the Process billing window.
Note: Do not select either option in the Billing Options area.
2. Click New.
3. Select a billing cycle from Select a Cycle to Process.
4. (optional) Override the Run Date.
5. Select Initial Bill under Printing Options.
6. Select Ad Hoc Search under Additional Options.
7. Click Run. The Select Search Instructions window opens.
8. Click New to display the Search Instructions window.
9. Enter a Search Name.
10. Enter the new search instructions.
Note: Press Ctrl + Z to expand the Comparison Value field.
11. Click Save on the Search Instructions window.
12. Click OK on the Select Search Instructions window.
Note: If you print Renewal Notices to the screen prior to sending them to the printer, they may not be aligned exactly as they appear on the screen. To achieve the correct formatting, always print reports directly to the printer rather than from the screen.