Billing: Avoid double billing accounts with Online Registration and recurring billing

SwimOffice Admin - Super User

If your program has both the recurring billing system and online registration active it is very important to understand the way they are set up so that you do not mistakenly double bill accounts.

The objective of this article is to make sure you are not double billing your families for monthly or annual dues, per family registration fees, and/or per member registration fees like the USA Swimming registration fee. Please follow these steps to review your system to make sure your team does not fall into the above categories.

Step #1: Review fees in Online Registration setup

Review your Online Registration set up to verify what fees you are collecting.

  1. In the side menu click Team Admin > Registration Admin.
  2. Click the current Registration title.
  3. Click the Fees Setup tab.
  4. Click Next >> (bottom right hand corner).

On this page you will see the fees you will collect through the online registration system. For all the families that have come through this registration so far, you have collected/charged these fees already. Remember this setup, write it down, or take a screen shot to reference later.

If you are running any of your registrations as Event Registrations, you'll need to check those too.

  1. In the side menu click Team Admin > Registration Admin.
  2. Click the Event Registration tab.
  3. Click an active Registration title.
  4. Click the Fees Setup tab.
  5. Click Next >> (bottom right hand corner).
  6. Make note of the fees and repeat for any other active Event Registrations.

Step #2: Ensure same fees are not charged in Billing Setup

Now it's time to review your Billing setup to ensure that you will not be charging the same fees from Step #1 on the next billing cycle. Suppose you are running your registration in August and the next billing cycle is September.

  1. In the side menu click Billing Admin > Billing Setup.
  2. Click the Membership Dues Schedule tab. Here you will see how the dues schedule is set up.
  3. Hover over your sub billing groups which are usually labeled monthly, annual, quarterly, or short course yards and a pop up box will appear showing the months you have these set to bill.
  4. If Sep appears in this box, the invoicing system will generate the fee associated with this group on 9/1. If these same fees are set up to be collected through the online registration system that you reviewed earlier, your team will double bill any family that has walked through online registration and have swimmers that are active and are assigned to this Billing/Sub-Billing group combination in Account/Member Admin.

Step #3: Update Sub Billing Groups if needed

If the above scenario revealed you will double bill your families swim team dues please follow these steps to make the proper adjustments.

  1. Click the General Setup tab near the top.
  2. Under Billing Group Setup click Setup Billing Groups/Roster Groups/Locations.
  3. Click the Sub Billing Group tab.
  4. Click a Sub Billing Group title to modify the months it will bill for (uncheck 09 - September in our example). If only September is checked, you will need to select another month as at least one month must be selected.
  5. Click Save Changes.
  6. Repeat steps 4-5 for any other groups that bill in that month.
  7. Close the window.

Step #4: Ensure same fees are not charged in per Account and Member Charges

Review your Additional Per Account and Additional Per Member Charges to make sure they are not charging the same fees as in Online Registration.

  1. Click the Membership Dues Schedule tab.
  2. Click the Additional Per Account Charges sub tab.
  3. Make sure there are no charges setup here that are also setup in your Online Registration system. You can click the charge name to modify the month these charges are to be billed, or if they are duplicates then you can select the charge by clicking the box next to the charge name and then click Delete, which will remove this charge from the recurring billing system.
  4. Click the Additional Per Member Charges sub tab and repeat the above step.

Step #5: Run Billing Simulation Report to check your work

  1. In the side menu click Billing AdminInvoices & Payments.
  2. Click the Billing Simulation Report button in the middle of this page. This report will show you what the system is going to bill on the 1st of next month.
  3. If this does not look correct to you please review the system again and/or contact TU Support (click the red question mark in the lower right corner of your site) for further assistance.
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See Also
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Billing Simulation Report

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