INTRODUCTION
Feature Summary: This article covers the best practice workflow for changing the payment frequency on an existing membership plan.
Use Cases:
Adjust a member's payment terms at their request
Switch payment frequency from monthly to quarterly (or other intervals)
Credit a member's account for a payment already made before applying it to a new plan
OVERVIEW
When a member requests a change in payment frequency, system users need to complete a few steps in sequence: issue a refund to account credit for the current payment, cancel the active membership plan, set up a new plan with the updated frequency, and apply the account credit to the first payment on the new plan.
For example: A member currently on monthly billing wants to switch to an annual plan. They have already paid for the current month. The system user refunds that payment as account credit, cancels the monthly plan, creates a new annual plan, and applies the credit to reduce the amount due on the annual payment.
SETUP REQUIREMENTS
The first step is to issue a refund for the current month's payment.
Log in to the admin panel.
Go to the side menu and navigate to Members > Search.
Locate the member.
Click the pencil icon to open the member's profile.
Click the Billing tab, then click the Paid Fees tab.
On the Paid Fees table:
Locate the membership plan payment.
Click the Refund Payment icon on any transaction tab. Admins can also click the Refund icon on the Transactions Details page.
On the Refund page:
Set the refund destination to Account Credit.
Add a note describing the reason for the refund.
Click Save.
Note: Account Credit can be set to automatically pay any unpaid fees on a member's account. This is configured in Integrated Payments settings.
Canceling the Plan
Next, cancel the active membership plan and then start a new one. Open the Membership tab and click the Cancel Membership button.
In the popup window, add a note, confirm the Cancels On date, and click Cancel Membership.
Assigning a New Membership
Click the Membership field and select a plan.
Select a payment frequency (in this example, annually).
Set the Start Date and Next Payment Date for the day the member started the original membership.
Click Assign Membership.
If the refund generates a credit in the member's account, CourtReserve displays the Account Credit next to the member's name. When calculating the fee owed, CourtReserve draws funds from the member's Account Credit first if there is a credit and Account Credits are being applied automatically to unpaid fees.
CourtReserve shows an expired plan because payment is past due. Now the member needs to pay for the remainder of the membership fee.
Finally, go to the Unpaid Fees tab and locate the payment in the table. If account credits are auto-applying, the table shows the paid amount (which comes from the account credit) and the unpaid amount (which is the annual fee minus the account credit). The table also shows the period covered by this payment. If account credits are not auto-applying, the system user can optionally apply them to the balance upon checkout.
Click the Confirm & Pay button to complete the payment.
