A common task for association staff is keeping up with open dues balances, since it's the main revenue stream for many associations. In Novi, there are several ways to view a list of members with unpaid dues:

  • Groups
  • Transactions
  • Members

Note: If any of your dues invoices were created in QuickBooks Online, they will not be included in these lists. Similar to the Non-Renew & Credit feature, only Novi-generated dues invoices are recognized as "dues invoices" in Novi.

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Groups

Did you know? You can create a group of members with open dues balances, and even sync the list to MailChimp or Constant Contact to email these members. 

To create or view a group, go to Members > Groups.

Conditions & Settings

  • The condition on this group can be as simple as "Open Dues Balance" is greater or equal to 1 (one), to pull any member with open dues. Or any other dollar amount you're looking to pull.
  • Set the Group Beneficiaries - There are several options here, depending on whether or not you want to include only the members or also their family members.
  • Set the Email Sync, if applicable - If you are connected to MailChimp or Constant Contact, you can select an existing contact list or create a new one.

Pros

Cons

  • If you need a lot of information about each of the unpaid members, you may need to create a custom report and compare it to your group list in order to download the additional data. Some examples of information that should be pulled from a custom report are: Primary Contact and Billing Contact. Note: The "Open Balance" condition in custom reports represents all open invoices, not just dues invoices.
  • If you have individual members, this would not include their company name.

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Transactions

You can filter the Accounting > Transactions list by open/overdue dues invoices and export or print as a report. The following information will be included in the export:

  • Member's Name
  • Open Balance
  • Due Date
  • Transaction Date
  • Transaction Number
  • Member Type
  • Phone
  • Email
  • Billing Address (all in one field)
  • Shipping Address (all in one field)

Filters

Go to Accounting > Transactions and set the filters.

  1. Set the Type filter to Dues Invoice.
  2. A Transaction Status of Open will show a list of all open and overdue invoices.

Pros

  • Reports from the Transactions list include more details about the transaction itself (e.g. Transaction Date & Number).

Cons

  • If you have individual members, this would not include their company name.
  • If this list will be used for a mail merge, you may need to separate the Address fields into separate columns.

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Members

If you need to pull a list of members with unpaid dues and it does not need to be synced to MailChimp or Constant Contact, but the Transactions section is missing some of the member info you need, then pulling the list from the Members section may be the way to go! 

For example, if you want to include the member's company name in the exported list, but you don't need a custom report with lots of other details, the following information is included in the Members list:

  • Member's Name
  • Phone
  • Email
  • Billing Address
  • Shipping Address
  • Open Balance
  • Parent Company
  • Member Status
  • Membership Expires
  • Member Since
  • Original Join Date
  • Has Account (User Login)
  • Custom Fields (only if the field is set to be visible on the Member List View)

To pull a list of open dues invoices from the Members list, follow these steps:

  1. Go to the Members section on the backend.
  2. In the top area, click the red square for Dues Open or Overdue. This will display the same list of people as the Transactions tab, but will provide different information (e.g. Parent Company).

Pros

  • Unlike Groups and the Transactions tab, the Members section includes an individual member's Parent Company. This can be useful if you're downloading the list for manual follow-up or to share with the board of directors. 
  • The Billing and Shipping address fields are exported in separate columns, making a mail merge quick and easy!
  • Custom fields can be included.

Cons

  • While the Members list does include Open Balance, it does not list any other details about the invoice, such as Transaction Date & Number.
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