Knowledge Base

#1 How does a member get a copy of their invoice(s)?

A member may login and print their own invoice by selecting the invoice year they want printed.

1. Instruct the member to login to your member home page url
• Note: Your member home url consists of: https://xcdsystem.com/[X-CD Site]/member
2. Click Member Dues button
3. On the right side of the screen, under Print Invoice, select From Year and To Year values
4. Click Print button

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#2 How do I send a member their invoice bill / payment receipt?

Note: A member may login themselves and print their own invoice bill / payment receipt. View FAQ - click here.

1. Click Dashboard
2. Click Contacts Module in left side menu
3. Search for the individual and click on the row the name appears on
4. Click Dues in horizontal menu
5. Click Invoice button
6. Select the From Year and To Year values
7. Click Print button
• This will download the invoice to a PDF file on your computer.
8. You may use your own email software to compose a message and attach the invoice to the member.

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#3 How do I Change / Remove a member's expiry date?

1. Click dashboard 
2. Click Contacts module on the left side menu
3. Search for the person using the search bar & click on the row the name appears on
4. Click Groups in the horizontal top menu
5. Locate the membership category and adjust or click the checkbox for Remove Expiry
6. Scroll down and Click Update Group to save

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#4 How do I process a Member Payment?

1. Click Dashboard
2. Click Contacts Module in left side menu
3. Search for the individual and click on the row to open the individual's profile
4. Click Dues in the horizontal menu
5. The total outstanding amount appears on screen, click the payment method button of Credit Card or Check
• Credit Card - enter the relevant on screen information
• Click Pay button (This will automatically post the transaction and send an email receipt)
• Check - if applicable, Select the Due Year being paid for
• Indicate the Amount
• Click Mark as Paid (Checking this mark their dues as paid, and send an email receipt)
• Enter Payor
• Enter Check Number reference
• Click Submit Payment Information button

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#5 How do I refund a member dues payment?

1. Click Dashboard
2. Click Contacts Module in left side menu
3. Search for the individual to be issued a refund and click on the row the person appears on
4. Click Dues in horizontal menu
5. Click Manage Payments button
6. Click Add Refund button
7. Complete the on-screen fields including selecting applicable dues category and amount to be refunded
8. Click Submit Refund Information button
9. You will also need to issue a direct refund from your payment gateway software by logging into your merchant account and issuing a refund.

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#6 How do I remove dues from a member's account?

1. Click Dashboard
2. Click Contacts Module in left side menu
3. Search for the member and click on the Manage button
4. Click Dues in horizontal menu
5. Under Assigned Dues, you may click Delete button to remove the specific due

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#7 How do I setup Auto-Notification for Member Dues Expiring and/or Past Due?

The Auto Notification feature in the Dues Management module allows you to set up automated reminder messages for dues that are coming near expiration and/or past expiration to reminder members to submit payment. Multiple auto notification reminders may be created and sent at different time periods.

For example, a reminder could be sent 30 days before expiry, 7 days before, 1 day before, Day of and 1 day after, 7 days after, etc.

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How to access the Auto Notification feature

1. Click Dashboard
2. Click Dues Management
3. Click Auto Notification in horizontal menu

To turn on the Auto Notification

1. Click Enabled for Enable Notifications
2. Select the applicable groups in List of Groups
• You may highlight multiple options by holding down your CTRL/Command key and clicking on options
3. Enter email address(es) in List of Emails to be Notified
• add multiple email addresses separated by ; and no spaces e.g. email1@address.com;email2@address.com
4. Click Update button

To turn off the Auto Notification

1. Click Disabled for Enable Notifications
2. Click Update button

To set up an Auto Notification Message

1. Under Notification Groups, click Add button
2. In Action Type, click the drop down list and select an option
• Email Only - send an email message
• Delete from Group - will delete the contact from the membership group when the email is sent.
  The contact record will not be deleted.
3. In Day Count, click the drop down and select from the list
4. Enter an Email Subject
5. Compose an Email Message
• a list of available [HotKeys] are shown in the left side, copy and paste the [HotKey] into the email message
6. In Note Tracking, enter a reason for auditing purposes
7. Click Add button
8. Repeat steps 1 to 7 for each notification you want to create and send.

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#8 How do I apply a 'free' membership payment?

For free memberships, edit the member's group expiry date on their contact profile.

Refer to: How to update a member's expiry date

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#9 How to manually Assign Dues to an individual

1. Click Dashboard
2. Click Dues Management in left side menu
3. Search for individual in the grid
   • If the individual does not exist in the list
     • click Dashboard,
     • click Contacts Module
     • Search for the individual, then click on the row the name appears on
     • Click Dues in horizontal menu
     • Proceed to step #5
4. Click on the row the person appears on
5. Click Assign New Dues button
6. Select a Due to assign
7. Click Add Dues

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#10 How do I apply a late fee date and late penalty charge?

1. Click Dashboard
2. Click Dues Management in left side menu
3. Click Dues Category
4. Click Edit for a Dues Category
5. Populate the Due Date with the first day of the late fee date to begin
6. Populate the Late Penalty field with a dollar amount to be charged
7. Scroll down and click Update Dues Category button to save changes

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#11 How to edit Member Invoice Header / Footer

1. Click Dashboard
2. Click Dues Management in left side menu
3. Click Settings
4. Scroll down and locate the Invoice Header / Invoice Footer fields
5. Made your edits to the Invoice Header / Invoice Footer
6. Scroll down, click Update Settings to apply changes.

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#12 How does a member pay Dues by check/cheque?

In order for a member to pay by offline and not by credit card, you will need to assign the dues to the person.

1. Click Dashboard
2. Click Contacts Module
3. Search for the Contact by entering the first few letters of the first or last name in the Search Field
4. Once you locate the individual, click on the Row the name appears on
5. Click Dues located in the horizontal menu
6. Click Assign New Dues button
7. Select the Membership Type from the dropdown list
8. Click Add
9. Click Manage Contact button
10. Click Email
11. Compose an email to the individual and inform them to login and click the Member Dues/Renewal button on the profile home screen
12. On the far right side of the screen, under Print Invoices, check the Only Unpaid, click Print button to print off the invoice and mail it in with a check.

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#13 How to setup admin notification on member payments?

1. Click Dashboard
2. Click Dues Management in left side menu
3. Click Setting in the horizontal menu
4. Scroll down to Payment Settings
5. Set the field Email Admin Post Payment = Yes
6. In Email Post Payment List, enter email address; if multiple email addresses, separate with ;
7. Click Update Settings button to save changes

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#14 How to Cancel a membership?

1. Click Dashboard
2. Click Contacts Module
3. Search for the applicable individual
4. Click on the row the person appears on
5. Click on Groups in the horizontal menu
6. Uncheck the checkbox next to the membership group and clear out the dates
7. Scroll down and click Update Group button