Approved Association Invoices Approved Association Invoices 1 Invoices 2 New Membership Dues Form 3 Invoice and Payment Form 5 Renewal Dues Form 9 Renewal Dues Batch Form 11 Event Registration Form 14 Event Sales Transaction Form 18 Miscellaneous Invoice Form 21 View Invoices Form 22 Receive Payments Form 23 Accounting Transfer Form 25 Online Event Registrations 27 Page 1 of 27
Invoices Launch Approved Association and enter your Logon information to view the Main Menu. On the Main Menu, click the Invoices button, and then click the New Membership Dues line item in the list on the right. Page 2 of 27
New Membership Dues Form When a new member pays their initial dues to join your organization a New Member Dues invoice should be created to record the first payment. After adding a new company/member to the database you can use the New Membership Dues form to create their dues invoice if you did not create one at the time you added them to the database. Select the New Member Dues option. Choose the company/member from the list of companies. Click the OK command button. 1. Selection button (radio button) select whether you would like the invoice to be an independent transaction or part of a batch. 2. Type of Invoice by selecting one of the radio buttons it lets the program know which type of transaction you will be creating. a. Sales Memo this radio button creates sales invoices. A sales invoice is often used when the user is creating miscellaneous invoices. b. Member Dues this radio button creates a new membership dues invoice for the selected member Page 3 of 27
3. Search Criteria fields by setting one of these options, you will find the correct company or person. a. Select the Company click the drop down arrow to select the company you will like to invoice. b. ID - if you have the contact/company ID you can also enter that number to pull up the company/person you are invoicing. c. Person if you have the person s name oppose to the company name or id, you may enter it here. 4. Command Buttons: a. OK by clicking the Ok button the program will generate an invoice for the selected person. b. Cancel by clicking the Cancel button it close the New Membership dues form without creating an invoice. Page 4 of 27
Invoice and Payment Form 1. Add to Batch and Find No. the Add to Batch button allows you to add an invoice which is not currently a part of a renewal batch to an existing renewal batch. The Find No. field shows the invoice number. 2. Command Buttons: a. Find this button opens a Sales Lookup form which allows you to search for a specific invoice by allowing you to limit the list to the type of transaction you are looking for. Example: sales memo, member dues, registrations, credits and debits. b. Print the print button takes you to the Print Invoices form, where you will have multiple reports, invoice templates and letters available for you to print, email or preview. c. Company/Contact the company/contact button opens the Contact Information form or the Company Information form. 3. Deliver Invoice Online the deliver invoice online button gives you the ability to send your invoices via email. You will need an account setup on Approved Events for this feature to work. You may email a request to aasuport@cseonline.com to get an account setup. Page 5 of 27
4. Toggle buttons: a. Address the address button displays the member s address that will appear on the invoice. The address found in this field is pulled from the company/contact information record. b. Notes this field is intended for Event Registration invoice not Member Dues. Please omit this field when working with your membership dues. 5. Invoice Line Items: a. Account this field will pull the data that is in the Account Names form. b. Description this information found in this field is the description found on the invoice for each charge. c. Amount the amount field shows the charges amount for each line item on the invoice. 6. Command Buttons: a. View - this is the default state of a window when it first opens. You can view information, but not make changes. b. Edit - click this button to edit information. Your security settings must be set to allow you to make changes, or you will not be able to make edits, even when the button is selected. (A warning message will appear stating you do not have rights to perform the operation.) c. Add - this is button is used to create a new invoice. d. Delete - this button is used for deleting an invoice from the database. Page 6 of 27
7. Record Payment this button is used when you need to record payments you have received for invoices you have sent out. See illustration below. Enter Method of Payment, Reference No. (such as the check number), and Amount (if different from amount displayed) for the payment you are recording. Note: if the method of payment is not found in the drop down list you can simply type the method of payment in the field and it will be added to the list for future use. 8. Company/Contact Invoice Information field: a. Date and Due Date the date field displays the date you created the invoice. The due date field displays the date that will appear on the invoice. b. Toggle Buttons: i. Phone by clicking the phone button the company/contact phone number will display on the invoice. ii. Fax by clicking the fax button the company/contact fax number will display on the invoice c. Optional fields: i. Customers PO if member is paying with a purchase order you can record the number in this field. ii. Salesperson if you record sales for salesperson you can use this field to assign the salesperson name for each person they recruited. iii. Payment Terms if you have payment terms options for your registrant use this field to assign the payment term to the member s invoice. Page 7 of 27
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Renewal Dues Form Approved Association groups membership renewals dues invoices into batches by month. This way an entire month s worth of dues can be create and printed at once. Renewal dues are created for members based on their Next Invoice date. The above New Member Invoice Batch form will create renewal dues invoice for every member that is a Main Office and has a Next Invoice date of September 2007. The New Member Invoice Batch form is displayed by clicking the New command button on the Membership Invoices form below. Note: the form above is found in Companies and Representative mode. See section below for Contacts Only mode form. 1. Anniversary Month this section is used for you to select the month that you are creating your renewal dues for. Page 9 of 27
2. Batch Setup and Search Criteria Fields: a. Anniversary Year this field shows the year that you are currently invoicing for. b. Member Type this is a drop down list of all your member types currently in the system. If you are invoicing a specific member type group, you will use this field to select the member type. c. Member Source - this is a drop down list of all your member sources currently in the database. If you are invoicing a specific member source group, you will use this field to select the member type. d. Division Type this field tells the software whether you are billing Main Offices, Branches, Subsidiary, etc. e. Dues Frequency this field tells the program which frequency group to look at e.g. annual, semi-annual, monthly, etc. f. Description for the new batch enter text into this field that will help you identify the batch for future purposes. g. Date for Transactions the date of transaction field defaults to the first day of the selected month. You can change this date if you choose to. 3. Command Buttons: a. OK by clicking the Ok button the program will generate an invoice for the selected person. b. Cancel by clicking the Cancel button it close the New Membership dues form without creating an invoice. Page 10 of 27
Renewal Dues Batch Form Once a batch of dues has been created they can be reviewed and printed by clicking the Print command button. Unpaid invoices can be printed repeatedly by returning to the Membership Invoices form and selecting the correct Batch to view. Eventually unpaid invoices in a batch can be used to determine which members should be dropped. Normally there are several Active renewal dues batches at any one time. One that has just been created and is having the invoices printed for the first time. A few that has been generated in prior months and are having the unpaid invoices reprinted. And lastly any unpaid invoices in the oldest active batch would belong to members that have already received several invoices and are being considered for being dropped. 1. Deliver Invoice Online the deliver invoice online button gives you the ability to send your invoices via email. You will need an account setup on Approved Events for this feature to work. You may email a request to aasuport@cseonline.com to get an account setup. 2. Command Buttons: a. New this button opens the Renewal Dues Form to create a new batch of renewal dues b. Select this button opens the Sales Transaction form for the member whose record is selected. This enables you to work with a specific member from the list. Page 11 of 27
c. Company this button opens the Company Information form for the selected member. d. Delete this button deletes a member s invoice from the list. Note: you cannot delete an invoice after you have Finalized a batch. e. Print - the print button takes you to the Print Invoices form, where you will have multiple reports, invoice templates and letters available for you to print, email or preview. f. Finalize - this command button increments the Next Invoice date for everyone in the batch based on their Dues Frequency. g. Setup this button opens the Setup Form where you can make changes to what appears on the invoice. These changes will need to be made prior to creating the invoice. (See Setup Form below) 1. Member Dues Invoice Description the text that appears in this field is what appears on the invoice for dues description. This text can be edited by you. 2. Print Voluntary Contribution On Invoices if your organization includes voluntary contribution on the renewal invoice, you can apply this in the setup form to appear on the invoice. 3. Check Box select the check box if you would like to the voluntary contribution to appear as a footer of the invoice and not be a part of the detail. 4. Note to Print use this field to edit the text that appears on the invoice to display the note you would like to appear. Page 12 of 27
h. Drop All Unpaid this button is used to drop all unpaid invoices currently in the renewal dues batch. This will terminate a member to non-member status. Note: If this button is not visible on your form that means you do not have this option turned on. To turn this feature on, go back to the [Main Menu], the click on [Preferences] and click on Accounting Options. Select the check box located to the bottom right that says Show option to drop all unpaid members on renewal dues batch. 3. Batch to view this field displays the batch number and description that you are currently viewing. To view a different batch, click the dropdown arrow and select the batch you would like to view. 4. Batch Information bar these fields display the criteria you have searched upon to create this renewal batch. It also shows the status (either InProgress or Posted), number of invoices you have created, and the total amount of revenue you should be receiving for this batch. 5. Renewal Batch List this section shows the list of the entire member s you have created an invoice for along with the invoice number for each invoice. Page 13 of 27
Event Registration Form Registering for events creates sales transactions, builds history for the registrants, and allows you to print lists. Before someone can be registered for an event, the event must be defined using the option from the Support Tables menu. Once the event has been setup, clicking Event Registration displays the form below, which lists who is currently registered. 1. Command Buttons: a. Event this button opens the Events setup form where you can modify an existing event or create a new event. Page 14 of 27
b. Register this button opens the New Event Registration form. Use this form to register members or non-members for an event. See form below. Choose a representative from the list of persons by entering their last name or locate the Company first which will bring up only representative for that company on the persons list. If the registrant is not already a contact in the database you will be prompted to add them. Clicking the Register Now button opens the Events Sales Transaction form (shown in the next section) with the registration information already filled in. c. Counts this button opens the Event Activity Count for the current event that you have selected. See from below which illustrates the details found on the count form. Page 15 of 27
d. Select this button opens the Event Sales Transaction form for the member whose record is selected. This enables you to work with a specific member from the list. e. Print the print button takes you to the Event Print form, where you will have multiple reports, invoice templates and attendee lists available for you to print, email or preview. f. Attendee this button opens the Event Attendees form which displays a list of all persons that should be attending the event. g. Copy the copy button is used when you have an event that takes place frequently. It allows you to keep all details of an event that you have already created giving you the ability to change the ID, Description and date. It also gives you the option to copy registrants who registered for the past event over to this new event. (See form below). h. Import Web Regs (for users that uses Approved Events) if you are hosting your event online at Approved Events, this button is used to download all registrants from the online system into Approved Association (AA). Once they have downloaded into Approved Association you will process these registrations within AA giving you the ability to track the event within AA. 2. Event Information these fields display the Event ID and Name of the event you are currently viewing. 3. Event Registration List - this section shows the list of the all registrants that have registered for the selected event you are viewing. Page 16 of 27
4. Event or Batch this radio button allows you to view the event registrations either by the specific event chosen or if you registered a person for an event and selected Part of a Batch from the New Event Registration form then those registration would be group together as a batch and can be displayed once selecting Batch. 5. Active, Completed, All these button refers to the Events ID or Name dropdown list. It defaults to show all Active events in the system. You have the ability to show only Completed events or All Page 17 of 27
Event Sales Transaction Form Registration appears in the top right corner indicating the type of transaction being displayed. 2. Command Buttons: a. Find this button opens a Sales Lookup form which allows you to search for a specific invoice by allowing you to limit the list to the type of transaction you are looking for. Example: sales memo, member dues, registrations, credits and debits. b. Print the print button takes you to the Event Print form, where you will have multiple reports, invoice templates and attendee lists available for you to print, email or preview. c. Company/Contact the company/contact button opens the Company Information form or the Contact Information form. d. Cancel this button is used when you need to cancel a person s registration. e. Attendees this Attendee button is different from the Attendee button found on the Event Registration Form. This button is for adding additional attendees to the selected registrant invoice you are currently viewing. See illustration below. Page 18 of 27
You can either Add or Delete attendees from this form 3. Company/Contact Invoice Information: a. Person ID this field displays the person s ID number assigned to their record when they were added to the database. b. Address and Notes field the address that appears in this field is pulled from the Company/Contact billing address found in there record. Use the Notes field to add notes to a registrant invoice. For example: Registrant request vegetarian dinner. This note will appear on the registrant invoice. c. Tickets Allow you to keep a record of whether you have sent the registrant their tickets (if any) for the event or not. 4. Event Registration Invoice Line Item these fields identify each activity that the registrant has signed up for along with the number of attendees (if any) that is on this registration, and the total charges. If you have receive payment for the invoice click the Record Payment button to record the payment. 5. Command Buttons: a. View - this is the default state of a window when it first opens. You can view information, but not make changes. b. Edit - click this button to edit information. Your security settings must be set to allow you to make changes, or you will not be able to make edits, even when the button is selected. (A warning message will appear stating you do not have rights to perform the operation.) c. Add - this is button is used to create a new invoice. d. Delete - this button is used for deleting an invoice from the database. 6. Find No. this field displays the invoice number for the current registration you are viewing. Page 19 of 27
7. More Company/Contact Invoice Information field: a. Event displays the Event ID for the registration invoice you are viewing. b. Date and Due Date the date field displays the date you created the invoice. The due date field displays the date that will appear on the invoice. c. Toggle Buttons: i. Phone by clicking the phone button the company/contact phone number will display on the invoice. ii. Fax by clicking the fax button the company/contact fax number will display on the invoice d. Optional fields: i. Customers PO if registrant is paying with a purchase order you can record the number in this field. ii. Salesperson if you record sales for salesperson you can use this field to assign the salesperson name for each registrant they recruited. iii. Payment Terms if you have payment terms options for your registrant use this field to assign the payment term to the registrant s invoice. Page 20 of 27
Miscellaneous Invoice Form Any type of invoice that is not a Members Dues or an Event Registration is considered a miscellaneous invoice. Approved Association refers to these as Sales Memos. To creating a Sales Memo 1. Choose Miscellaneous Invoice from the Invoices menu 2. Choose a Company or Person from the list 3. Click OK. This will open the sales transaction form where the details of the sale can be entered and the invoice can be printed if necessary. This form is the same form that appears when you click on New Membership Dues. The difference between the forms is upon open the default setting for miscellaneous invoices is Sales Memo and not Member Dues. Also the Interest Group or Course field is activated. Page 21 of 27
View Invoices Form View Invoices simply opens the Sales Transaction form, displaying the last invoice that was created. If you know the number of the invoice you want to view you can locate it in the Find No drop down box. Click the Find command button for more options in locating an invoice. This form is the same form that we discussed in the Events Sales Transaction form section, you may reference back for definitions if needed. Page 22 of 27
Receive Payments Form As described earlier, payments can be received by clicking the Record Payment command button on the Sales Transaction form. Alternatively, if you have received payments for invoices that had previously been created in Approved Association, the Payments form displayed below can be used. First find the customer (company) that sent you the payment. Once selected, all outstanding invoices are displayed in the middle portion of the form. If no invoices are displayed, then there are no invoices with a balance due from the selected company. To record the payment fill out the top part of the form and apply the payment to invoice(s) by entering the amounts in the Applied column. 1. Find Customer fields: a. Find Customer by Name use the dropdown arrow to select the company name that you are applying the payment to. b. ID enter the company/contact id of the customer you are applying the payment to. Page 23 of 27
c. Find Invoice No. you can also locate the specific invoice by entering the invoice number in this field. 2. Payment Information: a. Date of Payment the date that appears in this field defaults to the system date on the computer, you can change this date if you need to. b. Method select the payment method (cash, check, credit card). c. Reference No. enter the reference no. in this field (such as the check number). d. Amount enter the amount you will like to apply to the invoice. 3. List of Invoices this list shows all outstanding invoices for the selected company. Select the invoice that you are applying the payment to from this list, then enter the amount of the payment to apply in the Applied column. 4. Command Button: a. Save click the Save button to apply the payment. b. Cancel click the Cancel button to return back to the Main Menu. 5. More Command Buttons: a. Find Payment this button is used to locate a payment that you have already recorded for a company. Reasons for locating a payment may be to delete the payment or for reference purpose. The Find Payment form gives you the ability to select a specific company and the specific payment you are looking for. b. Refresh use this button to refresh the form to get latest information from the database. Page 24 of 27
Accounting Transfer Form The Accounting Transfer form provides a way to copy transactions from Approved Association to an external accounting system. Before using this form you should set your accounting preferences using the Accounting Names and Accounting Options forms from the Preferences menu. The Accounting Transfer form displays all transactions that have not yet been transferred. Transactions that had already been transferred can be viewed by clicking the Previous Transfers command button. Check the transaction you wish to transfer, and then click the report button to get a list of what will be transferred. Depending on your Accounting Options settings, clicking the Transfer command button will either add the transactions to your accounting system, or create a file on your computer that can then be imported into your accounting system. Once transactions have been transferred, they no longer show in the list of transactions. 1. Command Buttons: c. Check All click this button to select all invoices from the list to be transferred to your accounting system. d. UnCheck All click this button to deselect all invoices on the list. e. View Selected click this button to view the Sales Transaction screen for the selected invoice. Page 25 of 27
f. Report the report button creates a report that you can print, email or preview which shows the details of the each invoice you have selected. Select all invoices that you would like to run a report on, then click the report button. g. Transfer to (Your Accounting System Name) Accounting Now once you have selected the invoices you would like to transfer to the accounting system use this button to begin the transfer. h. Previous Transfers by clicking this button a form will appear where you can select a batch of transfers that you have previously transferred to your accounting system. The transfers will be batched by date of transfer. i. Update as Trans but Don t Transfer use this button if there are invoices on the Accounting Transfer screen that you would like to remove but not actually transfer the invoice into your accounting system. Once you click the button it changes the status to transferred, but it will not transfer to your accounting system. j. Synchronize Contacts use this button to update your customers in QuickBooks with your Approved Association Contact or vice versa. See Synchronize Options form below. i. 2. Eligible Invoices this list shows all invoices that you have created in Approved Association that are ready to be transferred to your accounting system Page 26 of 27
Online Event Registrations You have the ability to host online events through the online service called Approved Events. What makes this even more worthy is your registrant has the ability to go online, register and pay for any event they would like to attend. You then have the ability of downloading these registrants into Approved Association. Use the first tab to enter the file names of the two files that can be downloaded from Approved Events, and then click the Import Now button. Once the files have been imported, click on the second tab and follow the on screen instructions to process each imported registration. When completed the registrations will be part of the Approved Association database, just as if you had entered them from the keyboard. Page 27 of 27