Voiding renewal invoices and removing members from their renewal period

• Manually voiding a renewal invoice
• Removing members from their renewal period in bulk
• Tagged members
• Turning off renewal notifications

When a renewal invoice is generated for a member, they will enter their renewal period. If you want to remove a member from their renewal period - or if their renewal invoice is outdated and you need to generate a new one - then you need to void their renewal invoice in a specific way so that no long-term issues occur.

Manually voiding a renewal invoice

Navigate to the member’s profile. Click on the Invoices tab, then locate the open renewal invoice in the list.

If you want to immediately make a new, updated renewal invoice for the user, you can use the Void button pictured above. Then, to manually create a new renewal invoice for the member see the step-by-step instructions located here.

If you want to remove a user from their renewal period without creating a new renewal invoice, or if you want to create a new, correct, renewal invoice for members in bulk, do not void the invoice. When MC Professional attaches an invoice to a renewal notification, it attaches the last unpaid renewal invoice in the member’s profile. A voided invoice is considered unpaid, so the system will attach it to the notification if it is the most recent renewal invoice in the member’s profile. The member will not be able to pay this voided invoice.

You can completely sever a renewal invoice's connection to a profile by temporarily changing the member’s member type. This will automatically void the member's renewal invoice and prevent it from being attached to subsequent renewal notifications. After changing their membership type, you can change them back to their original member type and generate a new invoice for them.

To change the member type of a single user, you can edit their member type by clicking the Edit link in their profile.

Select their original member type from the drop down menu, then click Save.

Removing members from their renewal period in bulk

Click the Profile List button in the top right corner of your admin dashboard.

Use the Advanced search by drop-down to search for members that you want to remove from their renewal period. Once you’ve located your members, click the Tag All button at the top of the page to tag the profiles, or toggle them one-by-one. Next, click Actions in the bottom right corner, then select Change Member Type.

Move these members into the Prospect member type.

Leave the option UNTAG PROFILES AFTER AN ACTION unchecked, to easily switch your tagged members back to their original member type.

Then, navigate back to your profile list. These members will still be tagged. click the Actions tab, then Change member type, and mover these members back to their original Member Type. Now, your tagged profiles will not have an open renewal invoice, nor will they be in their renewal period.

Renewal notifications

If a member has an expiration date that is within the date range of your renewal notifications, then they will be sent the last notification they should have received, with an open invoice attached. If this is your goal, then go back to the Profile List, click the Actions tab, then click Change Status. Then, choose Active from the Member Status dropdown and click CHANGE X  PROFILES TO ACTIVE. The system's membership automation will run that night and generate new notifications and invoices. If a member is not meant to be in active status, like an expired user, it will set them back to their appropriate status, such as graced or lapsed.

Turning off renewal notifications

To prevent your members from receiving renewal notifications, you either need to change the user's expiration date so that it is no longer in the renewal notification range, or you need to turn off renewal notifications for the member type. To do so, navigate to Database > Member Types. Hover your cursor over a member type, then click Edit Notifications. Click EDIT to edit the notification and set the number of days or months before it's sent out, or de-select Enable Delivery Notifications to stop renewal notifications from send out entirely.