Financial Preferences

Table of Contents   Previous Page  Next Page    

Financial preferences control various options associated with dues, donation, and activity postings. (Donation and Activity postings are only available with MemberTies Professional.)

Setting Financial Preferences

1Choose Tools > Preferences, or click the Preferences toolbar button.
2Expand the Financial section.
3The following preferences are available:

 Activity Receipt Book Nbr - Controls the optional "book number" assigned to receipt numbers generated by the system for activity postings.  The "book number" is a way of grouping receipt numbers together.  It may represent a physical receipt book that has a finite number of pages, or you might use "2005" as the book number for all entries in the year 2005.  This preference also enables you to change the receipt number that will be used next.  That way, if you change the receipt book number, you can reset the receipt numbering to 1 to represent the start of a new book.

 The receipt book/number is used on entries when an appropriate posting type is selected. (Posting types can be defined as generating a receipt number.)

 Application Fee - controls the application fee (if any) displayed on the Dues Calculator. This fee normally represents a one-time charge to new members of the organization. The Dues Calculator is accessible whenever new dues entries are being added to a membership record.

 Allow Assign Now option - controls whether an Assign Now option is displayed next to the Receipt Number and Book fields on a new posting, when the selected posting type is configured to generate receipts.  Clicking "Assign Now" causes the system to automatically generate the Receipt Number.  If you don't click it, the number isn't generated until you click OK to close the posting window; but if you do click it, the number is generated and "used" right then. It's analogous to starting to write on a physical receipt.  If you decide to "cancel" and throw it away, the receipt has still been written on and is used, so likewise the number is still used.

 Auto Save New Members - controls whether the system should automatically save before accessing the Dues or Donations tab for the first time on a membership record. Turn this option off if you prefer to receive the "Save Changes" prompt.

 Auto Save New Groups - (MemberTies Professional only)controls whether the system should automatically save before accessing the Dues tab for the first time on a group record. Turn this option off if you prefer to receive the "Save Changes" prompt.

 Debit/Credit Action - controls the way debit and credit entries (Posting Types) affect accounts. This setting enables you to make them work according to your organization's accounting practices. Note that if you have existing posting entries, changing this setting may cause all balances to be recalculated.

 This option only applies to the Professional version, but it should be set properly in the standard version so that balances will be calculated properly if the system is ever upgrade to MemberTies Professional. (All entries in the standard version are debit entries by default.)

 Donations Receipt Book Nbr - This is identical to the Activity Receipt Book Nbr preference described above, but it applies to donation entries.

 Dues Receipt Book Nbr - This is identical to the Donations Receipt Book Nbr preference described above, but it applies to dues entries.

 Negative in Red - controls whether negative numbers are displayed in red text on windows (not reports) containing a list of postings.

 Suggest New End Date - controls whether the system should automatically suggest a new End Date for the membership record when dues are added. The suggested date will be the current End Date plus an indicated number of months. You can then choose to ignore or apply the incremented date. This can simplify data entry if a typical dues payment is going to extend the membership by a standard number of months.

 Note: In the Professional version, an additional option lets you specify whether a new date should be suggested for debits, credits, or both posting type actions. The initial setting of the "Update the End Date" checkbox on the Dues window will be based on the default posting type, if any. After that, the checkbox will be turned on and off based on the debit/credit setting of the selected posting type -- unless you have manually selected or deselected the checkbox, in which case it will not be changed again by the system.

 Update Status - controls whether the Update Status checkbox is selected by default when posting new dues entries.

4When you're finished changing preferences, click OK.