Recalculate and Update Open Dues Invoice

Learn how to recalculate dues invoices.

Pete Zimek, CAE avatar
Written by Pete Zimek, CAE
Updated over a week ago

There may be times that you need a do-over for a dues invoice or multiple dues invoices. Let's say that your dues auto-renewals ran, things are looking great, but oh no! ABC Company had the wrong information in a custom field and now their invoice has the wrong dues amount.

No problem! Novi allows you to easily recalculate the invoice without starting from scratch.

On a larger scale, let's say that you forgot to update a dues rule or your renewal settings before the auto-renewals ran. Now all of your dues invoices are incorrect! No worries, we allow you to recalculate in bulk as well.

Please note that recalculation only applies to open dues invoices that have not been manually edited in QuickBooks Online.

First Step

The first step will always be to update the incorrect information. If a custom field is incorrect or a member type setting needs to be updated, you will want to take care of that before re-calculating anything. This ensures that your recalculation will show the correct changes.

Four Options to Recalculate

Once you've completed the first step above, determine which of the following options is best for the current scenario...

1. Recalculate a Single Dues Invoice.

  • Open the invoice and press the Recalculate button.

Note: This button will be grayed out if the invoice is unable to be recalculated. See Error Messages section below.

2. Recalculate in Bulk by Member Type.

If you have a larger scale change to make - maybe you forgot to update your dues rules and you're reading this article because you're staring at a thousand incorrectly calculated invoices, don't worry. Each Member Type has a button on the Settings tab to "Recalculate Open Dues Invoices."  

Note: This option is only available to Association Admins - staff with Limited Admin Access will not be able to recalculate invoices.

To recalculate dues invoices in bulk:

  • Go to Members > Member Types > and select the member type you want to recalculate

  • Go to the Settings tab

  • Scroll down and click the Recalculate Open Dues Invoices button (see screenshot below). Clicking this button will schedule all open invoices for this member type to be recalculated in line with the latest dues rules, invoice date, & accounting settings. When the confirmation prompt appears, click Yes to schedule the recalculation.

  • On the Accounting > Transactions page, you'll see that the invoice Balance and Total columns on the transaction list will display spinner icons to indicate that the recalculation is in progress. You'll see the new amounts when the recalculation is complete.

3. Select Specific Invoices in the Transactions List (Batch Action).

If you need to recalculate more than one open dues invoice but option #2 above (by member type) is too broad, you can select specific invoices in the Transactions list and use the Batch Action to recalculate them.

4. Manually Adjust in QuickBooks Online.

If an invoice has already been paid, or if it needs to be customized to meet a member request, you may want to simply update the dues invoice by hand in QuickBooks.

Note: Any invoice that is manually edited in QuickBooks Online would not be able to be recalculated in Novi later.

Additional Info

Transaction and Due Dates:

  • If the invoice is for a renewing member (they had an old expiration date), the due date is updated according to "Due date for invoices set to X day(s) after expiration date" in the member type settings and transaction date is updated according to "Transaction date for invoices set to x day(s) after expiration date" in the member type settings.

  • If the invoice is for a new member (no old expiration date), no change is made to the dates upon re-calculation.

Invoice Message:

  • If you edit the invoice message, the updated verbiage will be applied to the invoice(s) during recalculation.

Display Order of Dues Rules & Product Add-ons:

  • The same applies to the order of Product Add-ons, but these will always be listed below the dues rules.

Companies with Seat-Based Dues:

If you need to add or remove seats from a seat-based dues invoice, then the recalculation process above would not apply. Instead, follow the steps to:

Error Messages:

If there is an issue with your recalculation, you should receive helpful messages that will help you solve the issue, including:

  • Membership dates were previously cleared

  • Invoice is already paid

  • Only invoices that have not been modified in QuickBooks Online can be recalculated

  • The account period has closed (i.e. the “Books Closed” date in QuickBooks Account Settings is later than the transaction date - see below)

  • Can’t find the particular customer (perhaps they were deleted in QuickBooks and that info hasn't synced back to Novi)

You may still receive a general unforeseen error, i.e. if QuickBooks is having issues at the time of your recalculation, so please feel free to contact us if that occurs.

Closed Books Message:

Closing the books in QuickBooks means that transactions dated prior to a specific "close date" can't be updated. Some accountants or bookkeepers close books after an accounting period has ended for tax prep or reporting reasons.

That said, all association admins aren't always in the loop on these things, and it will affect certain aspects of Novi. One of the main things is that you aren't able to re-calculate open dues invoices that are dated prior to the closed books date.

If a QuickBooks Admin has closed your books, you'll see the specific message below. This message tells you which invoices fall into this range and what to do if you still need to edit these invoices.

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