When a renewal invoice is generated for a member, they enter their renewal period. Taking a member back out of it, or replacing an outdated invoice, requires clearing the invoice in a specific way. This article covers the correct method for one member and for members in bulk, plus how to turn renewal notifications off.
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Voiding a renewal invoice for one member
Which method you use depends on whether you want to issue a replacement invoice right away.
To issue a new, corrected invoice immediately, open the member's profile, select the Invoices tab, find the open renewal invoice, and select Void. Then create the replacement invoice using the steps in Manual renewals.
Warning: Do not use Void when you are removing a member from their renewal period without issuing a replacement. Avoid it for bulk corrections too. MC Professional attaches the most recent unpaid renewal invoice to renewal notifications, and a voided invoice still counts as unpaid. The member then receives an invoice they cannot pay.
To remove a member from their renewal period cleanly, change their member type temporarily. This voids the renewal invoice and severs its connection to the profile, so it cannot attach to later notifications. Change the member back to their original type afterward, then generate a new invoice if you need one.
- Open the member's profile.
- Select Edit next to their member type.
- Select a different member type, then select Save.
- Select Edit again and choose their original member type.
- Select Save.
Ending renewal periods in bulk
The same member type switch works for a group of members:
- Select Profile List in your admin dashboard.
- Use Advanced search by to find the members you want to remove from their renewal period.
- Select Tag All, or tag profiles individually.
- Select Actions > Change Member Type.
- Move the tagged members into the Prospect member type.
- Return to the profile list, then select Actions > Change Member Type again.
- Move the members back to their original member type.
Tip: Clear UNTAG PROFILES AFTER AN ACTION before step 4. Your profiles stay tagged, ready to switch back in step 7 without searching again.
Those profiles now have no open renewal invoice and are no longer in their renewal period.
What happens to renewal notifications
A member whose expiration date still falls within your notification range receives the last notification they were due. An open invoice is attached to it.
To trigger that deliberately, go back to the Profile List and select Actions > Change Status. Choose Active from the Member Status dropdown, then select CHANGE X PROFILES TO ACTIVE. Membership automation runs that night and generates fresh notifications and invoices. Members who do not belong in active status, such as expired users, revert to their correct status of graced or lapsed.
Turning off renewal notifications
Stop renewal notifications in one of 2 ways: move the member's expiration date outside the notification range, or turn notifications off for the whole member type.
To turn them off for a member type:
- Go to Database > Member Types.
- Select Edit Notifications for the member type.
- Select EDIT to change how many days or months before the notification sends, or clear Enable Delivery Notifications to stop it sending at all.