If your association has optional dues rules, decide which member types have the freedom to remove these additional charges from the frontend when paying via a Smart Invoice. This feature is managed in the settings within each dues rule of a member type, allowing the configuration of the dues payment process to be as precise as possible.
In this article:
Dues Rule Setup (on the Member Type)
First, navigate to the Member Type in question. From there, go to the Due Rules Tab and Edit the optional dues item.
In the modal that appears, scroll down to the Optional section. If this setting is toggled to ON, review the option to "Allow members to remove optional dues items from invoices when paying via a smart invoice".
If this box is checked:
A trash can icon will appear next to the optional dues item when a member views their invoice in the Member Compass (see screenshot below). Upon clicking this icon, the dues item will be removed.
Admins can also remove the item from the backend.
This setting will automatically apply to all open invoices without recalculating.
If this box is unchecked:
The trash can icon will not appear on the frontend, meaning members cannot delete this optional dues item.
Admins will still be able to remove the item from the backend. Therefore, a member wanting to remove the item will need to contact admins for removal.
This setting will automatically apply to all open invoices without recalculating.
Removing Optional Dues from the Member Compass:
Removing Optional Dues from Backend/Admin:
Will members be allowed to remove optional Product Add-ons as well?
As of now, the information above applies to optional Dues Rules items only.
Accounting Setup (in Association Settings)
When using optional dues rules, review how the system will handle the accounting if an optional dues item is removed. It is recommended that you work with your accountant to decide which method works best for your organization.
To review and edit this setting, navigate to Association Settings > QuickBooks tab > and scroll down to the Optional Dues Rules section. Then choose between the following options:
1. Delete the line item from the invoice.
For most organizations, this is the most appropriate approach. It is the simplest option for members and staff. This is the default setting.
2. Leave the line item on the invoice and create an offsetting credit memo to nullify the optional dues rule.
This will be more advanced accounting but ultimately more complete. On invoices, removed optional dues will remain on the invoice and a partial payment will be recorded using a credit memo.
Please Note: If using option #2 and an optional dues rule item is removed from a Dues Invoice, the following actions will no longer be available for that invoice:
Recalculation - When hovering over the Recalculate button, a message displayed that a Credit Memo has already been issued for the invoice, so any further changes to the invoice will need to be made manually in QuickBooks Online.
Non-Renewal - Since a Credit Memo has already been applied to the invoice, dropping the member can be done manually by completing these two actions:
Create a credit memo in QuickBooks Online and apply it to the invoice
Edit the the member's expiration date by changing the year (for example, from 2023 back to 2022)
Closed Books Message
Depending on several factors (including when the member attempts to remove an optional dues item and also member types, dues rules, and accounting settings), members may encounter a message that an optional dues item cannot be removed because the account period has closed and the account books cannot be updated through the QuickBooks Online Services API.
This message is coming from QuickBooks Online and the member will need to reach out to association staff to remove the optional item from their Dues Invoice.