Membership Fee Parts - Overview

Introduction

• This guide is for System Administrators. Here, you will learn what are the Membership Fee Parts for and what they mean in the Payment Plan context.
• It will walk you through the process of creating, editing, and deleting Membership Fee Parts in the system.
• After reading the content below you shall have a brief understanding of what the view of Membership Fee Parts allows you to do and what it does not allow you to do. 

Before You Start

• Before reading the following article, it is advised to be familiar with Payment Plans, Contracts and Invoicing. 

• To manage Membership Fee Parts, you must have the following permissions:

  • SystemManPaymentPlansView to access the "Add new" button.

  • SystemManPaymentPlansAdd to save a new or edited item.

Feature description

Membership fee parts are the parts of the whole Membership fee which can be added to an invoice. It allows the club to show a customer in further detail, how much the specific parts of membership fee are distributed. E.g., some clubs might have saunas next to a gym, which are charged extra. Several parts of a membership fee can be taxed differently, or even be tax free. 

How to access Membership Fee Parts in the PGM?

1. Go to the PGM -> Sale-> Membership fee parts (Memberships).  
2. Select the Membership fee parts you want to edit.
3. Click on three dots icon to edit or delete the item. 

Settings

When adding or editing a Membership Fee Part, you will use the following fields:

• Name: The display name for the fee part. This is a required field with a 50-character limit.

• Fiscal Name: The name used for fiscal or financial reporting purposes. It has a 50-character limit.

• VAT rate: A dropdown menu to select the VAT (Value Added Tax) rate for this fee part. It loads from the UserContractTransactionsAddNew/GetVatRates data source and will automatically select the first option by default.

• Calculation Type: A dropdown menu to select how the fee is calculated. This is a required field that loads from the MembershipFeePartGrid/GetCalculationTypes data source and will automatically select the first option by default.

• Default Participation: A numeric field to set a default participation value or amount.

Configuration Instructions

The main Membership Fee Parts screen displays a grid of all existing parts. From here, you can add, edit, or delete items.

How to Create a New Membership Fee Part

1. Navigate to the Membership fee parts overview screen.

2. Click the Add new button in the header.

3. A New item modal will open.

4. In the Name field, enter a unique name for the fee part (required, 50 characters max).

5. In the Fiscal Name field, enter the name for financial reports (50 characters max).

6. From the VAT rate dropdown, select the correct tax rate.

7. From the Calculation Type dropdown, select the appropriate calculation method (required).

8. In the Default Participation field, enter the default numeric value if applicable.

9. Click Save to create the new fee part.

How to Edit an Existing Membership Fee Part

1. On the Membership fee parts grid, find the item you wish to edit.

2. Click the dropdown menu icon (looks like "drops") on the right side of the item's row.

3. Select Edit from the dropdown list.

4. An Edit modal will open, pre-filled with the item's current data.

5. Modify any of the fields as needed (see "Settings (Form Fields)" section for details).

6. Click Save to apply your changes.

How to Delete a Membership Fee Part

1. On the Membership fee parts grid, find the item you wish to delete.

2. Click the dropdown menu icon on the right side of the item's row.

3. Select Delete from the dropdown list.

4. A confirmation pop-up will appear asking, "Do you want to delete this item? It may affect other payment plans which are using this item".

5. Click Confirm (or the equivalent button) to proceed.

6. The system will delete the item and the grid will refresh.

Hints

• Success Notifications: After saving a new item, a notification "Item successfully added" will appear. After deleting an item, a "Successfully deleted" notification will display.

• Automatic Refresh: The main grid automatically refreshes after you successfully create, edit , or delete an item.

• Deletion Warning: The deletion confirmation message explicitly warns you that deleting a fee part may affect other payment plans using it. Always verify the item is not in use by critical payment plans before confirming deletion.

• Grid Limitations: The columns on the Membership fee parts grid (e.g., Name, VAT rate, Calculation type) cannot be sorted or filtered.

• Form Defaults: When creating a new item, the VAT rate and Calculation Type fields will automatically default to the first option in their respective lists.

Example calculation:

The whole membership fee costs $200 and there are 3 membership fee parts:

• part 1: 30%
• part 2: 20%
• part 3: 15%

As the result, there shall be 4 transactions, the cost of which calculated as such:

• Transaction for part 1: $60 (30% of $200)
• Transaction for part 2: $40 (20% of $200)
• Transaction for part 3: $30 (15% of $200)
• Transaction for the remaining amount which is the basic membership fee: &70 (the remaining 35% of 200)

2. By Amount

Example calculation:

The whole membership fee costs $100 and there are 3 membership fee parts:

• part 1: $30
• part 2: $20
• part 3: $15

As the result there shall be 4 transactions:

• Transaction for part 1: $30
• Transaction for part 2: $20
• Transaction for part 3: $15
• Transaction for the remaining amount which is the basic membership fee: $35 (100 - 30 - 20 - 15 = 35)

FAQ

Q: I changed the membership fee part on the Payment Plans view, why is the change not visible in the Membership Fee Parts view?

A: The membership fee part instance visible in Membership Fee Parts view is a different instance than the edited one in Payment Plans view. Once the one in PP view is edited, it does not overwrite the one in the MFP view. The instances in MFP view are just a template of what the default values of membership fee parts are and once it's present on the Payment Plan view, it belongs to that specific plan only and can be changed further. 

Use Case Examples

Here are 5 practical examples of how to use this feature:

1. Goal: Create a standard, taxable fee part.

   • Settings:

     • Name: Standard Monthly Fee

     • Fiscal Name: FEE_STD_MONTH

     • VAT rate: 23% (or your standard rate)

     • Calculation Type: Fixed Amount

     • Default Participation: (Leave blank)

2. Goal: Create a non-taxable, fixed-amount fee.

   • Settings:

     • Name: Administration Fee

     • Fiscal Name: FEE_ADMIN

     • VAT rate: 0% (Exempt)

     • Calculation Type: Fixed Amount

     • Default Participation: 25.00

3. Goal: Create a fee part that is a percentage of another value.

   • Settings:

     • Name: Late Payment Penalty

     • Fiscal Name: FEE_LATE_PENALTY

     • VAT rate: 0% (Exempt)

     • Calculation Type: Percentage

     • Default Participation: 5 (representing 5%)

4. Goal: Edit an existing fee's tax rate due to new legislation.

   • Steps/Settings:

     1. Find the "Standard Monthly Fee" item in the grid.

     2. Click the dropdown menu and select Edit.

     3. In the modal, change the VAT rate from 23% to 25%.

     4. Click Save.

5. Goal: Delete an old, unused promotional fee part.

   • Steps/Settings:

     1. Find the "Old Summer Promo Fee" item in the grid.

     2. Click the dropdown menu and select Delete.

     3. Read the confirmation warning.

     4. After verifying it's safe to remove, confirm the deletion.