96 votesPrinting Historian commented
This is a very serious issue. I am dumbfounded that you have been aware of it for so long and have not fixed it. In fact you recognized it as such in your response to me in April 2016 (Inquiry 13088) and stated you were working on it.
There are two issues here. One is renewing at a different level ($20 student, $50 regular, $100 contributing, etc) and the second is the term of membership (1 year, 2 years, etc.) which is treated as a membership level. The two should be disconnected. A person should join or renew at the desired level and separately choose the term of membership. That would solve a lot.
The statements in these comments that the program does not change the renewal date for a level change are not exactly correct. What the program does is set the renewal date to the end of the current membership year. In other words, if a member renewed a calendar year membership on 12/27/17 at a different level, the next renewal date would be set to 1/1/2018 -- no change. But a member who renews at a different level on 1/2/18 will have the next renewal date set to 1/1/2019. Only the members who renew before the expiration of their current membership are mishandled. In our organization we get about a quarter of our renewals before the end of the old year and the remainder in the new year. So some members are correct and others need to be manually corrected.
Frankly, I cannot imagine a situation where a member would want to change levels in the middle of a year and not at the time of renewing. We have been using Wild Apricot since 2011 and have about 700 members and no one has ever asked to change a level midyear. If it ever did come up it would probably be necessary to create a manual invoice as the price would most likely have to be pro-rated. Asking a program such as Wild Apricot to handle these calculations would be unreasonable. Therefore, level changes should simply be incorporated in the renewal process. In fact, all that is really needed is to change the manner in which the next renewal date is set to make it advance one period in all cases. (A period could be one or more years.)
This is a major glitch and needs to be addressed promptly.
72 votesPrinting Historian supported this idea ·Printing Historian commented
Wild Apricot permits creating "extra" charges to be applied to invoices for either dues or events. However, this information then gets lost and all that appears in reports or invoice listings is the total amount of the invoice. Nevertheless, Wild Apricot stores this information somewhere because it is possible to reproduce a copy of the invoice showing the "extra."
We are a national organization that also has 6 local chapters. About a third of our members belong to one of the chapters. In addition to our national dues there are dues for chapter membership. When we send out dues invoices we add an amount for chapter dues as an "extra" using a radio button field. Periodically the national office distributes the dues collected on behalf of the each chapter to that chapter. Consequently we need to know how much we have collected.
When we process manual cheques or credit card payments we can extract this information from what members send to us. However, now that we have begun using Wild Apricot and allowing members to join or renew on-line, it appears the only way we can get this information is to manually go back to every invoice that Wild Apricot generated and tally the amounts. This is a colossal defect in the system.
Please upgrade the system to show "extra" amounts as separate lines in your invoice reports. If that is not possible, at least have fields describing the extra and the amount in the invoice file that can be exported to Excel. The data is clearly in your system somewhere. This would be similar to allowing data in user-defined donation fields to be exported even though it cannot be included in reports. It's only half a solution but is better than nothing.
This is a suficient shortcoming that we would switch to another system that didn't present this problem.