If your association has optional dues rules, you can 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 of each individual dues rule, allowing you to tailor the dues payment process as precisely 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 on, you will find 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.
If this box is unchecked:
The trash can icon will not appear, meaning members cannot delete this optional dues item.
Admins will still be able to remove the item from the backend. Therefore, if a member wanted to remove the item, they would need to contact you first.
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)
If you have optional Dues Rules, you'll also want to review how the system will handle the accounting if an optional dues item is removed. We recommend that you work with your accountant to decide which is best for you.
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, optional dues that are removed will remain on the invoice, and a partial payment will be recorded using a credit memo.
Please Note: If you go with 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 you hover over Recalculate, you will see a message that a Credit Memo has already been issued for this 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, you will need to drop the member manually by completing these two actions:
Create a credit memo in QuickBooks Online and apply it to the invoice
Edit their 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 the way you setup your member types, dues rules, and accounting settings), your 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.
Error Message: We are unable to process this request because the accounting period has closed. Please contact staff to remove this item.
The fix for this will need to happen in QuickBooks Online - be sure to consult with your association's bookkeeper to determine which option makes the most sense for your bookkeeping.
If you need to find your close date in QuickBooks Online:
Before you start, sign in to QuickBooks Online as a master admin or company admin. Only admins can make these changes.
Go to Settings (gear icon) and then select Accounts and Settings.
Select the Advanced tab.
Select Edit (pencil icon) in the Accounting section.
View your current close date.