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Manually Renewing a Membership

Paige Freeman
  • Updated

There may be circumstances where it is necessary to set up next year’s membership period for a member who has requested a change or upgrade in membership. For example, a customer may want to change their membership from Regular to Life next year. This can be accomplished on the Order Entry screen, after the current membership order has been paid but before the renewal process has been run for next year.

From the ThreeSixty Web Client Orders module, expired membership order lines can be manually renewed. The renewal process creates a new proforma order (not just an additional order line) based on the original membership order, except with the next cycle Begin and End dates.

Organizations that have annual memberships (as opposed to anniversary memberships) need all memberships to end on a specific date each year. In ThreeSixty , this is controlled by the end-date mask defined for the membership product (Mbr_Product.DEFAULT_END_MASK). End-date mask does not usually need to be considered in renewals, because typically the original membership ends on the defined end date.  

The renewal process follows all of the rules defined for the new, renew-to membership product. The logic that is used for the renewal is similar to the logic that is used to create the original membership order for the product, except that renewal-related fields are also updated. The renewal order follows the rules defined for the new Product_Rate_Code being used to create the renewal (i.e., number of months of membership, number of grace months, pro-ration).  

The steps below assume that you are not currently viewing the order in which you want to renew a line item. If you are currently viewing the order in which you want to renew a line item, skip to step 2.

To renew a line item:

  1. From the Orders Central page, search for the appropriate order. For more information, please see Searching for an Existing Order.
  2. From the order summary page, from the Actions menu, select Renew Item(s).
    You must belong to a security group with UPDATE permissions to the Order.Renew application in order for this option to display. 
  3. For expired order lines, the following message displays:
  4. To continue, click Yes and then click Save.
  5. If the renewal order is created successfully, the new Proforma order displays in edit mode.
    If the order contains sublines that belong to the same member group, then the sublines will also be renewed. If there is a component on the product, it should be added to the renewal order. If necessary, you can change the Rate Structure and/or Rate Code (e.g., from One Year to Two Year) from the Full Line Item Details screen.
  6. To save the order without entering payment information, click Place Order. Otherwise, click Continue to Payment to apply a payment.