Daxko: Billing Timeframes and How to Terminate a Membership

Policy: Membership terminations must be requested in writing via the Support Request Form or managed through member’s online accounts. Requests submitted through the form must be completed at least 10 business days before the next draft date in order to take effect for that date.

BILLING TIMEFRAMES

Memberships bill DATE to DATE, eg.:

• November 1st to November 30

• November 15th to December 14th

Next Process Date

Regardless of the charge date (1st or 15th), ALL dues for the month are processed on the 1st.

• Memberships drafting on the 1st will be processed AND charge on the 1st

• Memberships drafting on the 15th will be processed on the 1st and scheduled to charge on the 15th

Because ALL membership dues are processed on the 1st of the month, we need to treat terminations on the 1st slightly differently than terminations on the 15th in order to give those drafting on the 15th access to use the facility for their final 15 days without being charged.

Procedure:

1. Prior to terminating the membership, verify the draft date of the Unit. 
   For units that draft on the 1st:

2. Click on the edit pencil next to the Status of the Unit to be terminated. 

   1. Select Terminate.

   2. Select Reason for Termination. 

   3. Select the membership end date. This should be the last day of their last month of membership.

   4. The second step will display any scheduled payments in the pending batch

      1. Any item checked will be removed from the pending batch and the balance will appear as unscheduled on the account balance page.

   5. Select Next (at bottom of page).

   6. The third step displays all overdue balances for the membership. 

      1. Balances should remain on account or be resolved at time of termination.

   7. The fourth step does not contain actions and is an informational step that displays any current or future registrations for this membership.

      1. This will reflect the same listing of current/future registrations as the registrations sub-tab on the Membership Information page. *Members should be alerted that when membership is inactive, non-member rates for programming will apply to current/future registrations.

   8. The fifth and final step is a review of all selections for the termination.

   9. Once a user verifies that everything is correct, the Finalize Termination option will enforce each of the selections and change the status of the membership or schedule the change for the membership in the future.

   10. From the confirmation screen, click “Membership Information”
       
       

3. For units that draft on the 15th:

   1. From the Membership Information screen, click the edit pencil next to the Next Process Date

      1. Move the date out one month past the month of termination. This will ensure that the Unit does not generate dues on the 1st of the month since they will still be active at that point.  

   2. Type in the reason for the process date being moved: Termination. 

   3. Click Update.

   4. Confirm on the Membership Information page that the Next Process Date has been updated, then complete the termination process as outlined above.