This is an old revision of the document!
The Membership software is available to the board members and accessible at https://mkemakerspace.appspot.com/.
There are 3 types of things you can add to an invoice. We can add more if we need them, but these 3 cover the basics.
The totals on the invoice add up automatically as you make changes. When you save the invoice a nice copy of the invoice will be mailed to the maker's configured external email address if the “Email Invoice?” checkbox is selected.
To add line items to the invoice, click the “Add Invoice Item” button. You may add multiple space rentals and membership items to the invoice.
Notes are optional. A name is not. The name should probably be auto-generated, but for now put one in that is sensible like “{New member name} first month and deposit.”.
When a new invoice is created for a maker, we mark that maker's membership “provisional” in the system. The access control will honor that as an active code, but we will soon be adding automatic lockouts if payments are not made on time.
Once an invoice has been created, you can add payments to it or cancel the invoice. Invoices are not changeable to make the bookkeeping simpler, so if you made a mistake, simply cancel the invoice and make a new one to replace it.
For an open invoice, adding a payment requires a little bit of information. Over time we will try to automate more of this for things that are paid via paypal or dwolla, but for now these need to be manually updated. If a partial payment is made, the invoice will remain open. Multiple payments may be made for a single invoice. As soon as the full amount is paid, the invoice is marked as Paid and any memberships and space rentals will be marked as active instead of provisional.
If the payment is a check, the check number is required. This will help us give better info to the members and to keep better records ourselves. If the payment is via paypal or dwolla, please add the the provider fee value so we can keep track of how much we are paying to receive money.
Cash or check payments should be put in the “Associated Bank” account. Dwolla (yay!) and Paypal (more expensive yay?) payments should be put in their respective accounts. For Dwolla, if the maker has chosen to pay the $.25 transaction fee themselves, put the full transaction amount shown in Dwolla (for example 80.25) and still put .25 in the provider fee field. Note that it is possible to fund a dwolla account and then make a payment from that to another dwolla account. That will be a free transaction, i believe, with no fee attached.
When the form is filled out, click the “Add Payment” button.
To cancel an invoice, click the “Cancel Invoice” button. Canceling an invoice will cancel the memberships and space rentals included within the invoice. When the access control system is integrated, this will also remove access for that user within a short time.
Jason will move the “Cancel Invoice” button farther away from the “Add Payment” button soon. :)
We only really have 3 membership levels, but the system allows multiple membership levels primarily to enable different day of the week access.
If you want to create a new membership level with specific day of the week access, go to the New Membership Level Page and choose the relevant options.
if you select a part-time membership level, you may only select up to 4 days. You may select less if you wish.
For multi-month discounts, add in the discount amount in the 3 and 6 month boxes. Note that this is the discount amount for the month and not the discounted monthly rate. For example, our full-time monthly memberships are $80/month with $5/month discounts for 3 months at a time and $10/month discounts for 6 months or more. Any months after the month boundary is calculated at the discounted rate. 3, 4 or 5 months at a time will have the 3-month discount applied. >= 6 months will each have the 6-month discount applied.
TODO: fill this in.