Bookmark this article as a quick reference for how to handle unique dues scenarios in Novi.
Scenario: Member chooses not to pay an invoice
One Step: In Novi, View Invoice. Press "Non-renew & Credit"
The member's expiration date will be automatically rolled back to the previous expiration date & a credit memo will be issued.
The credit memo will offset the revenue booked by the dues invoice. QuickBooks will apply this credit memo to the invoice using a zero dollar payment transaction.
Scenario: Dues invoice created in error
One Step: In QuickBooks, view invoice. Delete or void.
Transaction is removed from QuickBooks and Novi.
Scenario: Unpaid dues invoice needs to be updated
One Step: In Novi, View Invoice. Press "Recalculate."
The dues invoice will be re-calculated based on updates to dues rules, related custom field values, and member type. Additionally, any changes to the billing address will be applied to the transaction.
Scenario: Unpaid dues invoice needs to be customized outside of normal dues rules
This scenario has two options, you can edit the invoice directly in QuickBooks Online or edit the invoice directly in Novi.
One Step: In QuickBooks, open invoice and add, remove, or change any line items.
These changes will be synced back to Novi and will be visible in the Member Compass™.
One Step: In Novi, open invoice, click dropdown arrow next to "email invoice" and select "Custom Edit."
These changes will be synced back to QuickBooks Online
Scenario: Paid dues invoice needs to be refunded via credit card
For Organizations Using Novi Pay
One Step: In Novi, refund directly from the "Charges" tab under Novi Pay
For Organizations Using QuickBooks Payments
One Step: Create a refund receipt in QuickBooks, entering the credit card information for which the refund will be created.
For organizations using Stripe
Step 1: Issue refund in Stripe
Step 2: Create refund receipt in QuickBooks
For all organizations
Refund receipt should use the same item(s) attached to the original dues invoice.
Refund receipt should be mapped to the undeposited funds account so that it can be included in your payment processing batch deposit.
In rare cases where refunds are greater than sales, this workflow may be needed to create a negative deposit.
Coordinate with you membership team to make sure member updates are taken care of in Novi, such as the Membership Expires date.
Scenario: Paid dues invoice needs to be refunded and a new dues invoice reissued
Step 1: Follow the "Paid dues invoice needs to be refunded via credit card" workflow above.
This will handle the first part of the accounting.
Step 2: In Novi, manually revert customer's expiration date to prior year's date and save the record.
The member will be listed as expired, reflecting the fact that their dues have just been refunded.
Step 3: In Novi, manually renew the member.
This renews the member and re-issues the invoice.