Member Update

The Member Update window has a series of steps that guide you through the process of adding a new membership or editing an old one, adding individual member names if you want, and recording dues payments.

The Member Update consists of five steps. You do not always start at Step 1. It depends on how you opened the window and where you are in the process. For example, if you click on Add on the Member Manager tab, you will start with Step 1, Add Membership.  However, if you click on Add Member Names from the Member Manager, you will start with Step 3, Add Member Names.

You can open the Member Update window from several buttons on the Member Manager tab:

1. Add - goes to Step 1, Add Membership.
2. Edit - goes to Step 2, Edit Membership.
3. Add Member Names - goes to Step 3, Add Member Names.
4. Renew - goes to Step 5, Payment.
   1. You must select at least one membership from the list of memberships on the Member Manager tab before you click on any of the buttons other than Add.

Once the Member Update window is open, if you want to jump directly to another step, you can move from step to step by clicking on the step names on the top. However, to ensure that you work is saved as you go, you should click on the Save and Next button at the bottom of each page to move to the next step.

Step 1 - Add Membership

At this step you look up the name of the member, and if the name is not already in ExceedFurther, you can add it.

Once you have found or added the name, you add the details about the membership.

1. To add a new membership, follow these steps:
   1. Type in the member's last name, first name, email address or ExceedFurther ID.
   2. If there are names in ExceedFurther that match the name you entered, they are displayed in a list. Select the name, household or organization that will be considered the owner of the membership and click on the Select button.
   3. Note that you can add additional names to a membership in Step 3.
   4. If the name is not in ExceedFurther, click on the Close button to close the list. Click on Add New and choose to add a new household or organization.
   5. If you think the new member's household or organization is already in ExceedFurther and you want to add them to an existing household or organization, select Add Person. Follow the steps to add the new household, organization or person.
2. With the new member's name in the Search box, add the Membership number. This may be automatically filled if you selected that option in Admin.
3. Select a status:
   1. Pending - you may wish to use this to indicate that payment has not yet been received.
   2. Active - the membership is active.
   3. Dropped - the membership has been dropped.
4. Select a member level from the list.
5. Enter the amount of the dues payment.
   You will enter details about the payment in Step 5.
6. The Join date is filled in with today's date. You can change it to a different date if necessary.
7. The Renewal date is filled in with a date one year from today. You can change it to a different date if necessary.
8. Enter any notes about this membership.
9. Click on Save and Next to go to Step 3, Add Member Names.

Step 2 - Edit Membership

At this step you can make changes to an existing membership.

To change a membership, follow these steps:

1. Make any changes to the member number, status, member level, join or expire dates or notes.
2. Click on Save and Next to go to Step 3, Add Member Names.

Step 3 - Add Member Names

You can keep track of individual names associated with a membership for purposes of printing membership cards or keeping a member roster for checking memberships. Member names can come from three different sources:

1. Names within the same household or organization as the membership. This would be used when adding family members to a membership or adding contact names at an organization.
2. Names within a household or organization that is different from the one associated with the membership. For example, you would use this to add grandchildren from a different household to the grandparents' membership.
3. Names that are not included in any household or organization in ExceedBeyond. If you do not wish to create separate records for all of the member names and then link them to the membership, perhaps because you do not have any information beyond the name itself, you can add some basic information about each name without creating a household or organization record.

You are not required to add additional member names.

The Add Member Names section is divided into three sections, corresponding to the three possible sources of names listed above. In the top two sections you move names from the list of names on the left to the list of member names on the right. As you move names, you are building the list of member names associated with this membership.

In the bottom section you can type in additional names directly. These are also added to the list. You can review the full list of member names in Step 4.

To add a new member name to a membership, follow these steps:

1. In the top section of the screen you see a list of all names in the household. If the member name is part of the same household or organization as the membership, you can select the name from this list and move it into the member names list on the right, using the right arrow key between the two lists. You can select several names from the household or organization and move them at the same time. Use the double arrow to move all names from the household or organization onto the member list. Use the left arrow or double arrow to remove names from the membership list on the right.
2. If you want to add a member name from the same household or organization as the membership but you do not see the name in the list of names, you can click on the Add Name button to add a new name to the household or organization.
3. In the middle section you can search for a different household or organization, using the Search field. Use this if you want to add member names from a household or organization that is different from the one associated with the membership. If you cannot find the household or organization, you can add it by using the Add New button next to the Search.
4. The names in the different household or organization are displayed in the list on the left of the middle section. Use the arrow keys, as described in step 1, to move names into the list of member names on the right.
5. In the bottom section you can add member names that are not in ExceedBeyond at all. Type in the details of the name and click on Save and Add Another. Repeat until you have added all of the names.
6. Click on Save and Next to go to Step 4 to view the list of member names you have built.

Step 4 - Members List

At this step you can review the list of members created from Step 3.

1. Use the X next to a name to remove it from the list. Return to Step 3 if you need to add additional member names.
2. Click on Save and Next to go to Step 5, Add Payment.

Step 5 - Add Payment

Use this step to add payment details for this membership. You can add a dues payment here. If the amount paid exceeds the dues amount and you would like to add a gift record for the overage, you can add several dues and/or gifts from this same step.

1. To review past payments associated with this membership, click on the arrow at the top of the window labeled Payment List. This opens a list of past payments.
2. The name at the top is the name associated with this membership. If the payment is coming from a different person or organization, use the search field to find the household or organization making the payment.
3. If the household or organization making the payment is not found, you can add a new household or a new organization by selecting from the Add New button.
4. When the correct name appears in the Search box, add the details of the payment.
   1. Note that this window can be configured by using the Customize Page Layout feature. The fields described below may not all be included if your page has been customized, and they may be in a different order.
      1. Date - Today's date is automatically added to the dues as the "Entry Date." The payment date may be different from today's date. It is the date that will appear on reports and will be used in posting to accounting.
      2. Gift Type - This is set to Dues since you are entering a membership payment. If you want to split the payment into two records, a dues payment and a gift, enter the dues first and then you can select Gift as the Gift type and enter the gift.
      3. Method - Gift Methods describe the way you received the money, as cash, a check, a credit card transaction and so forth. Methods are defined in the Admin Tab, on the Codes sub tab. Different methods require different pieces of information, so after you select a Method, a set of additional fields may appear, as explained here.
      4. Amount - Enter the amount. If you are splitting the payment between dues and a gift, enter only the dues or gift amount, not the total.
      5. Expire Date - The expiration date is calculated according to the rules you created in Admin. You can change it here if you want.
      6. Dues Amount - This carries over from Step 1, if you are adding a new membership.
      7. Gift Value - This field is primarily used for in-kind gifts.
      8. Deductible Amount - The deductible amount may be different from the actual amount if the donor receives some value back from the dues payment.
      9. Reason - This is the appeal or motivation for this payment.
      10. Campaign - Campaigns can be defined in the Campaign Manager, if it is included in your version. Otherwise you can define campaign names in the Admin Tab.
      11. Fund - Funds are used to specify a restricted designation for gifts. If the gift is designated for more than one use, you can split the gift among different funds.
      12. Event - This is the special event that this payment is associated with, if any. Events are created using the Event Manager. If you do not have access to the Event Manager, you can create Event codes in the Admin Tab.
      13. Tribute - If this gift is in honor or memory of someone, use the Tribute list to select the name. You can also use the + button to add a new Tribute name.
      14. Gift Credit - Gift Credits are primarily used in the interface with accounting.
      15. Solicitor - If this gift resulted from the efforts of your volunteer solicitors or teams, select the appropriate names from the list.
      16. Anonymous - If the member wishes to remain anonymous, click on the Anonymous check box. "Anonymous" is inserted in gift reports where the member name would otherwise appear.
      17. Acknowledgment Letter - To generate an acknowledgment letter or email immediately from this window, select the letter template to use and click on.
      18. Letter templates are created in the Communications Navigator.
      19. If you wish to send the acknowledgment later, you can select the letter template and leave the Acknowledged check box blank. You can also leave the letter template blank if you are planning to group this gift with others and use the same template for the whole group.
      20. For more information, see the Acknowledgment Process topic.
      21. Batch - If this payment is part of an existing batch and there is an active batch code, the batch should appear in this field.
      22. To place the payment in a different batch, select the batch from the list.
      23. Receipt Status - Receipt status is used only for Canadian receipts.
      24. Receipt - If you are using Canadian receipts or you have set receipts for automatic numbering, a receipt number is automatically entered. Otherwise you can type in a receipt number.
      25. Notes - Enter any notes about this payment.
      26. Add a Matching Gift - If this gift is to be matched by someone else and you wish to track the match, click on the Add a matching gift button.
      27. Match a Gift - If this gift is a match to another gift that was entered in the past, click on the Match a Gift button.
      28. Recurring Gift - The payment you are entering can be used to create a recurring gift template if you are expecting that this dues payment will be repeated on a regular basis.
      29. Soft Credit - If this payment needs a soft credit, click on the Add a Soft Credit button.
5. Click on Save to save the payment details.
6. If you wish to enter a second gift record for this payment, fill in the fields again and click on Save.
7. Click on Save and Finish when you are done.