This article will walk through how to create a new Dues Definition.

A Dues Definition refers to a dues option that will be offered to members.  The Dues Definition defines the dues amount, additional surcharges, late fee, and payment type (single payment, payment plan, recurring). One or more Dues Definitions should be defined for each of your member statuses (i.e. New member, Active, Sustainer, etc. including any local statuses defined by your League). Note, a single Dues Definition can be assigned to multiple statuses.  


The screenshot below shows examples of Dues Definitions.   

The examples include:

  • Active Dues - Single Payment of $200
  • Active Dues - Payment Plan totaling $200
  • Active Dues + $50 Donation - Single Payment totaling $250
  • Active Dues + $50 Donation - Payment Plan totaling $250
  • New Member Dues - Single Payment of $175
  • New Member Dues - Payment Plan  totaling $175
  • Sustainer Dues  - Single Payment of $150
  • Sustainer Dues - Recurring Payments - Automatically charge dues of $150 each year

 

Required Access:

You will need Dues Administrator or Administrator administrative access level.


Where to Go:

To get to Dues Setup, follow these steps:

  • From the Member Portal, click on Admin > Member Management
  • Select Dues Listing 


Creating a Dues Definition:

  • Click the plus sign on the right side of the page.
  • Enter a descriptive Dues Name like Active Dues.
  • Enter a Dues Description (optional) describing the dues definition.
  • Enter the amount of the dues to be paid into the Amount field
  • Indicate whether or not you'd like to add a surcharge using the Allow Surcharge? dropdown. 
    • If you've indicated a surcharge, enter the Surcharge Amount
    • Surcharges can be used to add the amount of the credit card transaction fee to the dues amount.
    • Take note, the surcharge is for the total of the transaction, including the surcharge. For example, Stripe will charge 2.2% + 30 cents of the total of the dues amount plus the surcharge amount. 
    • Note, if you include a Surcharge in a Dues Definition defining a payment plan, the surcharge is charged per payment installment.  If you are calculating the surcharge based on credit card transaction fees, be sure to use the amount of the payment installment, not the total dues, for the calculation.  
  • Indicate whether or not a late fee will be associated with this dues item using the Allow Late Fee? dropdown
    • If you've added a late fee, enter the Late Fee Amount
    • Enter a number into the Days before or after period span end field. Period span end refers to the end of the league year for which you are collecting dues.
      • For example, if your League year is June 1, 2022-May 31 2023, the period span end is May 31, 2023. If your due date is June 1, 2022 for dues collection, set the Days to 363 to make the dues late as of June 2, 2022. You would count the number of days before May 31, 2023 to set the date the dues are late.
      • If your League year is May 1, 2022-April 30, 2023, the period span end is April 30, 2023. If your due date is April 30, 2022, set the Days to 364 to make the dues late as of May 1, 2021. 
      • If calculating the days is tricky, use this Time and Date calculator (https://www.timeanddate.com/date/dateadd.html) to add or subtract days or Excel can help calculate the days. Read this article for more info: https://exceljet.net/excel-functions/excel-days-function
    • Make a selection from the Is late fee before or after end of period span? dropdown. In our example above, you would set before in this field.

      *Note: We strongly recommended that you do not allow Late Fees for any dues definition that allows either Autorenewal or Payment Plans. If you use Late Fees with Autorenewal, and your member pays late, they'll wind up with that Late Fee every year. Similarly, if using Late Fees with Payment Plans, each subsequent payment after the Late Fee is in effect will incur a Late Fee.

  • Enter an Accounting Reference into the Accounting Reference field.  This reference will be included in dues reports. This could be a number from your accounting chart of accounts, or could just be a descriptor i.e. "Member Dues".
  • Enter a Sort Number to indicate where in the list of dues options displayed to the member, the dues definition will appear.
  • If you would like a confirmation email to be sent to the member, section the Confirmation Email to Use.


  • In the Payment Type dropdown, choose the following option:
    1. Single Payment - The member will pay dues with a single payment. Video - Creating Dues: Single Payment

    2. Payment Plan - The member will pay dues in multiple equal payment installments.  The member's credit card will automatically be charged according to the schedule defined in the payment plan. 
      Video - Creating Dues: Payment Plan
      • Select a frequency from the Frequency for Payment Plan dropdown. This determines the frequency at which installment payments will be made (Yearly, Monthly, Weekly, Daily).
      • Indicate the number of payments in the Max Number of Payments field. This will determine the number of payment installments for the plan.  Note, when configuring the number of payments, the total amount of dues must be evenly divisible by the number of payments, to the cent.  So, $165 dues can be divided into 6 payments, as that would divide into $27.50 per payment.  But you could not offer $165 dues as a 7 payment plan, as that would divide into 23.1574....etc. 
      • Use the Frequency Interval for Payment Plan field to define the time interval between payment installments, according to the frequency selected in Frequency for Payment Plan.  For example, if you selected Monthly for the Frequency for Payment Plan, and enter in the Frequency Interval for Payment Plan field, the member's credit card will be charged every 2 months, until the Max Number of Payments has been reached.   

        Examples:
        FrequencyMax Number of PaymentsFrequency Interval
        Monthly43Dues will be paid in 4 installments.  Each installment will be charged every 3 months
        Monthly61Dues will be paid in 6 installments.  Each installment will be charged every month.
        Weekly103Dues will be paid in 10 installments.  Each installment will be charged every 3 weeks. 

    3. Recurring - With a Recurring payment type, also referred to as auto-renewal, the member can choose to automatically charge her credit card the full amount of dues at some frequency.  For Junior Leagues, this would most often be used to offer members the ability to pay their dues automatically each year. 
      Video - Creating Dues: Recurring
  • Select a frequency from the Renew Frequency for Auto-renew dropdown. This determines the frequency at which the member will be charged for the full amount of dues.  For Junior Leagues, this will usually be set to Yearly.
  • Enter a number into the Renew Frequency Interval dropdown to set the time interval between dues payment, according to the frequency selected in Renew Frequency for Auto-renew. For example, if Renew Frequency for Auto-renew is set to Yearly and is entered for Renew Frequency Interval, the member's credit card will automatically be charged the full amount of dues, once a year, starting on the day the member submitted the first recurring payment, and on that day for subsequent one year intervals. 


IMPORTANT

  • If you would like to offer a particular dues option, e.g. Active Dues + $50 Donation, as both a single payment, and as a payment plan, you must create two Dues Definitions, one for each payment type. Create the Dues Definition for single payment, and then click the Copy iconto make a copy of the Dues Definition. Edit the copy and change the Name and Description (if needed), and the Payment Type, and related settings.
  • Make sure the setting Set Dues Period Span is set to the League year for which you are collecting dues. When you change the setting to a new year, existing Dues Definitions will be copied to that year.  If you change the setting to an upcoming year, you will no longer be able to use Dues Management to collect dues for the current year.  If you need to collect any left over payments for the current year, you can setup a payment page using the Simple Store. 


Archiving Dues:

  • To archive dues, click on the 'X' icon next to the dues definition
  • To see all of your dues, including archived dues, click on the eye or Include Archived icon.
  • To restore a dues definition that has been archived, click on the refresh or restore icon.