Pro Rata calculations on subscriptions

Or moving from Anniversary to Fixed Renewal Dates or Vice versa

Anniversary Renewal Date - each member's renewal date is an anniversary of them joining. Renewals are spread throughout the year.

Fixed Renewal Date - the member's renewal date is a fixed date within the year (or membership period). All members have the same renewal date.

Fixed renewal dates require a pro rata calculation when a member joins to ensure that, following their first payments, their renewal date is in line with the fixed date for all members.

Pro rata calculations can be set for Subscriptions with a frequency of 2 years, annual, 6 monthly and/or Monthly only.

The pro rata calculation can be on the amount, for a new member this amount is calculated to the day when their subscribed until date is not equal to the Pro Rata date.

The Pro rata calculation can be on the date only, when this is set the new member is charged the full amount for the pro rata period, but the subscribed until date moves to the next pro rata date so that future renewals are in line with the fixed renewal date.

To set the Pro Rata date;

• Open the Subscription from the Subscription List that is located under System Configuration within the Administration module. 
• Edit the Subscription, then select edit for the subscription frequency
• Select the Pro Rata checkbox, this will enable to Pro Rata Day and Month fields. 
• Set the Pro Rata Day and Month values as required. 
• For Date Only pro rata calculations tick the Pro Rata Dates Only checkbox. If this checkbox is not ticked, amounts will be pro rataed.
• Then select the Update hyperlink. 

When a member's subscription is calculated, the amount of their subscription will be calculated based on the difference between their subscribed until date and pro rata date for their subscription. Eg. if an annual subscription is $365 ($1 per day) and there are 90 days between their subscribed until date (or joining date for new members) and the end of the pro rata period the member will be invoiced $90.

Unless the subscribed until date or pro rata date is changed, this process will only occur once as the member will then be using the fixed subscription date which is equal to the pro rata date. 

You can enable, or change the pro rata details at any time to move to a fixed renewal date (from that time onwards all subscriptions that are calculated will be pro rata).

You can remove the pro rata details at any time to have new members use an anniversary renewal date. Existing members on a historic fixed renewal date will retain that date unless they lapse and rejoin.