Add a new subscription code

To add a new Subscription code, go to Administration / System Configuration / Subscriptions and click on the New Subscription button. To edit a Subscription click on the relevant line on the list of existing subscriptions.

Each Subscription record has the following fields and options available:

Field Name	Description
Code	This is auto-generated.
Name	The name will be displayed to members and will be used on the subscription invoice to describe the subscription.
Status	A status of Active means that the subscription name will be available for selection.
Group	Subscription codes can be optionally organised into Subscription Groups.
Invoice Account Code	This field is set with the default Revenue Account code for subscriptions but can be modified.
Job Code (not XERO)	If you have Job Codes activated you can set a Job Code for this Subscription.
Tracking Names/Options (XERO only)	You can set up to two Tracking Name/Options pairs if you are a XERO user.
Is this a Renewal Invitation?	Select if you would like to make this Subscription a Renewal Invitation. See What is the difference between a subscription invoice and a renewal invitation?
Are amounts variable per Member?	Do you want to be able to edit the subscription price when you assign this code to a member? Otherwise, it uses the price(s) set below.
Calculation by %
Use % Calculation	If Calculations by % are activated you will get the opportunity to use this method when setting up a Subscription. If ticked the following Calculation fields are made available for entry.
Calculation member Custom field	You can select from any Member Custom Field of type Dollar.
Gross % Calculation	Enter the % that is to be used against the custom field to calculate the subscription amount
Calculation Tax	How to handle tax on the calculated subscription.
	You can only have one frequency on the subscription as that is the frequency that the calculation relates to. Also the Amount that is entered on the Frequency is the ‘minimum’ amount that will be charged for the calculated subscription.
Enable Discounts	This allows Discounts to be offered for on time payments.
Set Member to Un-financial after	The number in here represents the number of days after the Subscribed Until Date that the Un-financial Indicator on a member will be updated. Default is blank (no update).
Set Member to Inactive after	The number in here represents the number of days after the Subscribed Until Date that the Member Status on a member will be updated. Default is blank (no update).
Allowable Debt Threshold	If you enter a non-zero positive amount in this field then the overnight job will not only set the Unfinancial / Inactive status fields based on the days defined in the previous two fields but will ignore any member with a balance lower than this threshold. If zero is entered in this field then the threshold check will not be undertaken.
Can Members Renew this subscription online?	Denotes whether or not this Subscription will be available to renew online.
Members can alter Stop dates and amounts (currently only for Donations)	For Direct Debit Donations functionality.
Available from Standard New Application Form	This determines whether this subscription is available within the New User Application Form.
Membership Type for New Application Form	If this Subscription is available to the New Application Form then you need to link it to a Member Type that the new applicant will have added to their records in MEMNET.
Successor Subscription	You would use this if you would like your Members who are allocated to this Subscription to be automatically rolled forward to another Subscription after a specified period (i.e. after one year a Student Member has to become a Full Member on renewal).
Succession Period	This value is used to calculate when the Members Subscription will move to the Successor Subscription. When a Members Subscription is invoiced up until or past the Succession Date, the members Subscription Stop Date is set and the Successor Subscription is created against the Member. E.g. if you select an Annual Succession Period, when adding this Subscription to a Member it will default the Succession Date to be 1 year from the initial Subscribed Until date.
Upload New Certificate Template	A Word Mail Merge template can be uploaded against each subscription code. You can then produce Member Certificates individually within the Member Subscription section within the Member Profile.
Frequency	There are multiple frequencies available for selection for each subscription type. These range from weekly up to five year renewals. For each frequency you decide if it is made available by adding it to the list. If you make it available the fields below are then available.
Amount	This is the amount before tax that will be charged for the membership subscription frequency.
Tax	This is the applicable tax amount that will be charged for the membership subscription; this figure will be added to the amount. It will default to the correct tax rate if you tab through the field.
Total	Can be entered and it will auto update the Amount and Tax. If Amount or tax entered it will calculate the Total.
Discount	Will appear if the Enabled Discounts flag has been set on the Subscription. Enter here the Discount to be applied if the Subscription is renewed before the first day of the new subscription period.
Due Date Days	You can set the additional days that you want the Due Date to be calculated as when raising a renewal invoice. By default the Due Date is the day before the new subscription commences, but you can add days to this date if you wish to give people longer to pay.
Pro Rata	MemNet supports pro rata billing for Annual, Six monthly, Quarterly, Monthly. If pro rata billing is enabled, a subscription period end date is required. This is the end date MEMNET will use for pro rata billing calculations.
Pro Rata Day	This is the day of the month that the calculations for Pro Rata payments will be based on – usually it is the 1st of the month.
Pro Rata Month	Select the month that is to be used for calculations. The options will vary depending on the subscription frequency. Refer to list below.

Click Create to save.