Billing

Initial Billing Setup

Chart of Accounts

The Chart of Accounts ensures that your financial data is aligned to any existing accounting records and processes. On installation of the software, a sample chart of accounts is provided as a starting point. Edit and add to this list to ensure your MemberZone chart of accounts matches your current structure.

Editing the Chart of Accounts

1. Click Setup in the Navigation panel.
2. Click Chart of Accounts in the Finance section. A list to the accounts currently configured in your system will be displayed.
3. Click on the link for the account you wish to edit and make the desired edits.
4. Click Done to save the changes.

Adding a new account to Chart of Accounts

1. Click Setup in the Navigation panel.
2. Click Chart of Accounts in the Finance section. A list to the accounts currently configured in your system will be displayed.
3. Click the Add button.
4. Configure the following settings:

   a. Name - This is the name of the account. This name must match exactly the name of the account in your general accounting software.

   b. Number - This is the number associated with this account.

   c. Account Description - Enter a description of this account. This is for informational purposes only.

   d. Is Active - Select the check-box to activate this account. If the account is not activated, if will not be available for use within the software.

   e. Type - Select the type of account from the drop-down list.

   f. Chapter - If applicable, select the chapter associated with this account.

5. Click Done to save the new account.

Setting Up Tax Information

UNDER CONSTRUCTION

Setting Up Your Invoice Template

A standard invoice template is built into the software. You can use this default template, or modify it to meet your business needs. You may also add a logo to the invoice. Alternately, you may import your existing template into the database.

View/Modify Invoice Template

1. Click Setup in the Navigation Panel.
2. Click Document Generation Templates in the Document Generation section. A list of existing templates will be displayed.
3. Click the Copy icon for the Invoice template.
4. Click OK in the confirmation dialog box. A copy of the invoice template will be available at the bottom of the list of templates.

Configure Logo for Invoices & Statements

1. Click Setup in the Navigation panel.
2. Click General Settings in the Finance section.
3. Click the pencil icon below Logo for Invoices and Statements. NOTE: the icon is visible when you dwell the mouse below Logo for Invoices and Statements.
4. Click Upload to browse to the location of your logo.
5. Click Open.
6. Crop the image as needed, then click 'Crop & Save.
7. Click Save.

The logo will now be displayed on all of your invoices and statements.

Setting Up Goods/Services

Goods and Services allow you to define the “products” for the memberships, services and products you provide. Upon initial setup of the system you will add high level categories of the items that you offer. Additional good/services may be added as you business needs.

1. Click Setup in the Navigation panel.
2. Click Goods/Services in the Services, Products and Commerce section. A list of Goods/Services currently configured in your system will be displayed.
3. Click the New button.