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Billing Information Section on Member Records in Novi AMS
Melanie Dupont avatar
Written by Melanie Dupont
Updated over a week ago

When viewing a record on the backend of Novi, there is a Billing Information section on the Details tab. The fields in this section are also available on the corresponding record in QuickBooks Online. Any changes in one system will sync to the other, much like Billing Address syncs across systems.

Keep reading for more information about each field in the Billing Information section...

Tax Exempt Status & Reason for Exemption

(Note: This section on your site may slightly differ depending on if the association is using QuickBooks' new or original version of the Tax Center.)

If the customer is set up to be tax exempt:

  • When checking out on the frontend, if there’s a taxable item in a cart (an event ticket or ecommerce product, for example) the tax line will be listed as “Tax Exempt”.

  • This applies to both frontend and backend purchases.

New records have the tax exempt setting off by default. To view and/or edit this setting for a specific customer:

  1. On the backend of Novi, navigate to the Details tab on the member's record.

  2. Scroll down to the Billing Information section and toggle this setting to ON: This customer is tax exempt (see the screenshot above for an example).

  3. Once a customer is set as tax exempt, an additional field will display - select why they’re tax exempt in the Reason for exemption dropdown.

  4. Save your changes and the updates will sync over to QuickBooks Online.

If you'd like to set a default exemption reason for tax exempt members, you can do so under the QuickBooks tab of your Association Settings.

Items of note for tax-exempt records/families:

  • If Invoice is selected in the Payment section during checkout:

    • If the Billable Party is the Purchaser (i.e. person submitting the form) on the transaction, then the system will check that Purchaser's record for a tax exemption status.

    • If the Billable Party is set to be the parent member or another person in the same family tree, the system will check the related party's record since that is now the Billable Party to see if the purchase is taxable or exempt.

    • If the Billable Party is changed while viewing the cart (before submitting), this changes the item from taxable to exempt (or vice versa). The Tax line will update accordingly (to charge tax or not).

  • If Credit Card is selected in the Payment section during checkout:

    • The tax-exempt status will be based on the Purchaser who is logged in at the time of purchase.

      • One exception: The Ecommerce cart is the only place the user can change the Purchaser for a credit card payment (on the frontend).

Sales Term

Individual users or members can be given custom terms on their records (such as Net 30 or Due on Receipt). Except for dues invoices, these terms override all other settings within Novi. These changes also sync to/from the corresponding record in QuickBooks Online.

Billing Notes

Admins can enter user-specific billing information in the Billing Notes field. It is a plain text field with a 2,000 character limit and it syncs with the corresponding record in QuickBooks Online.

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