From email correspondence:

"...As we run multiple events each month the income report is useful but only gives the total income for each even whereas the payment report is separated into the various payment types (ie. Cash, check, paypal, etc). having the income report include the various payment types (ie. Cash, check, paypal, etc) would be helpful to reconcile with paypal and our accounting of offline payments. Right now we have to look up the offline payments and minus them form the income total to get the online payment by event or download each event into excel and delete offline payments..."

Man...that is going to take forever! Can this be addressed in future so
we dont have to keep an bunch of past events?

From: Technical Support
Sent: Wed, 04 Jan 2012 16:11:01 -0500
To: hamnerja@sjhlex.org
Subject: [3A6-1697705F-9526] Overpayments
I see. Deleting an event deletes all its event registrations AND invoices linked to those registrations - they are interdependent. So now you have payments without corresponding invoices. Unfortunately the only way to handle this now is manually delete all these payments one by one.

Cheers,

Dmitry Buterin, Chief Apricot
Wild Apricot: Member Management Magic http://WildApricot.com

Web software for small associations and non-profits

From: hamnerja@sjhlex.org
Sent: Wed, 04 Jan 2012 15:17:35 -0500
To: Technical Support
Subject: Overpayments
I deleted an event from 2009. Now I have hundreds of "overpayment". What is the best way to address these overpayments? In the future, can the event details and the financials somehow run independent of each other?

Event receipts

Receipts can only be set up to include members addresses. Most of our paid registrations are non-members so when they receive a receipt it doesn’t have their address on it.

I know I can get around this by adding address fields to the common fields in settings but for most of our unpaid events the address is not necessary and only makes the registration process unnecessarily longer. Also when we get our VIPs to register for free at our events it is sometimes inappropriate and certainly unnecessary to ask for an address.

Is there any way around this? – if possible develop a tax receipt template set up specifically for event registrations without the address fields.

I've discovered that it's possible to get a layout to the point where you CAN'T access certain elements because of other placed elements in the way.

So, I need to get to the settings of my Login element. I can access ONLY a small amount of the right edge - just enough to click "delete", but moving past that, and the selection switches to a placeholder next to it - so I can't access to the gear to get to settings!!

What to do??

FEATURE REQUEST: when you're editing a template/page, have a LIST of gadgets on the page and you can select from the list. Like selecting a layer in Photoshop from the layers list...

We have a lot of registration types for our events, and list of "base fees" on our registration page gets a little ridiculous, e.g. http://mcmla45.wildapricot.org/event-910021

I want to be able to only show early bird fees up to a certain date (with member only options greyed out but displayed). And then after that date, I want the full costs to display (again with the member only options visible).

I feel like there's not a great way to explain this, but right now there are only 2 options - hide if unavailable or show with special formatting. If I choose the hide option, the type is hidden from the webpage if the date hasn't happened yet or if the type is restricted to members only, but I only want it hidden if the date hasn't happened yet.

Hopefully that makes sense. I'm also open to other suggestions of how to fix the event webpage - even an option to manually edit the display would be great!

We would like to have a number of "canned" common searches available at the top of Member Directory. The Admin creates and saves a search then makes this available to others. Access should be selectable to "All members", and to each of different Admin levels.

We have members who are likely to do the same search and the only option is to give them instructions and for them to create the advanced search each time. Equally Admins are likely to be doing a search for features that they are responsible for eg renewals, this is easier because they can save searches but they can't share them with other Admins.

Malcolm

We currently have a flat file record for each member, and a one to many for events, invoices etc. A member can attend many events. We are a not-for-profit car club, and we run around 75 events (competition events on racetracks and social events) per year.

Our members have a one (member) to many (cars) set of information. They may bring one car to a competition event and onother to a social event. So, I created 6 fields: Vehicle 1, Vehicle 2 up to Vehcile5, and then a Field “Which Vehicle are you bringing?”. Some members have 1, most have 2 or 3, some have 6 to 8 (too bad). This is the same data format that another Australian car club uses as well.

It would be useful to have the ability to have a field type of Drop Down Box, where the user populates the contents. Currently we have a drop down list which I could populate with generic car types. However, even within our club this list is over 200 entries long and would be difficult for a member to use the drop down. Most of the discriminating data is on the end of some very long descriptive strings so prone to error. If the user did their own data they simply need to manage 2 or 3 or 4 lines of data.

In the first instance I would allow 4 or 5 text fields in the box, and asses for later if other data types are needed.

This would be named by the admin (“Vehicles” in our case) and then the user adds or deletes entries. I suspect it would be a Tab, (Contact, Membership, “Vehicles”, Events etc…) looking like the events list with the lines corresponding to the data. Easier to program via a tab/page than trying to configure the member profile main page.

In an event, the user gets access to their data via a drop down box in the registration form.

I have been told the equestrian clubs have the same issue - the member needs to tell the organiser which horse they are bringing to the event, Dobbin for a social event and Black Caviare to a race.

Regards

Andrew

One of our clients has a setup where each member is coded with a branch (a custom field).

What they are looking to do is to report on the total of subscriptions (membership income) and donations that can be attributed to a particular branch. (Branches have their annual targets and this report would help tracking the progress toward target).

A possible solution to this is to add the ability to filter the transactions included into the income report by contact/member record attributes.

(See http://help.wildapricot.com/display/DOC/Financial+reports#Financialreports-Incomereport )

I would appreciate comments and votes from other clients so we can evaluate and prioritize this for future versions.