Dues Management

Learn how to initialize and manage member dues.

The functions in this section are primarily for lodge secretaries.

Getting Started with Dues

This section will guide through the process of setting up lodge member types and importing your current balances due from the system you used previous to MORI.

Part I: Lodge Member Types

Setting up dues in MORI is a simple process. In this series of posts I will cover:

  • How to setup lodge member types,
  • What each lodge member types pays in annual dues,
  • Assigning a member type to every member of the lodge,
  • Importing any arrears or dues balances for your lodge members,
  • Creating new dues entries for the upcoming year,
  • Configuring your dues notice, and
  • Generating and printing dues notices.

Creating Lodge Member Types

On the MORI menu go to: Lodge -> Member Types

This screen is divided into two sections: Member Types, which lists any existing member types that have been created for your lodge; and an Add Member Type form for creating new member types.

We will be using the "Add Member Type" form at the bottom of the page to create our lodge member types and enter the amount they will be billed for dues in the coming year.

The "Add Member Type" form has two fields "New Member Type," which is the name for the member types, such as "Regular," "Life," or "Hardship." The second field "Total Annual Dues" is where you enter the total amount the member type pays in annual dues. This is an important thing to understand, MORI only tracks one amount due for each member type, so you need to enter the complete amount you bill each member type on an annual basis. (ie. Include the Grand Lodge per-capita, lodge dues, meal fees, pet baby sitting fees, etc. OK, pet sitting is a joke.)

So, let's create a member type. We're going to create a "Regular" member who pays $100.00 per years in total annual dues. Enter "Regular" in the "New Member Type" field, and enter "100" in the "Total Annual Dues" field, and then click the "add" button. The screen will reload and you will see the "Regular" member type listed in the "Member Types" section at the top of the page.

You can create as many member types as you like. If your lodge charges a different amount for regular members just change the amount.

Now, create all of the member types for your lodge, common ones are "Regular," "Life," "Hardship," and "Honararium" for people like the secretary, if he doesn't pay dues. (NB: You do not need to create a member type for Honorary members. MORI already handles them transparently.)

In the next installment we will learn how to assign a member types to every member of the lodge.

Part II: Assigning Member Types

In this section we're going to learn a simple way to assign a member type to every member of our lodge. Fortunately MORI has a feature that allows this to all be done on one screen. You dont' need to look up every member of your lodge individually.

It is necessary that you have created your member types from our first installment before doing this step.

The Initialize Dues Page

On the MORI Menu go to: Financial -> Initialize Dues.

You can see that the form is divided into two parts, one for active members and a second for inactive members. We're only going ot be dealing with active members in this setup.

The form has four columns:

  • The members GL# and name, which you can click to view the members complete record,
  • A select list to set the member's lodge member type,
  • An input field to enter the amount in arrears the member owes,
  • An input field to enter the amount in current years dues the member owes.

We are only going to be dealing with the second column in this installment, so please don't enter anything into the arrears and dues columns until I have covered them. Doing so could really create a lot of unnecessary work if it is done wrong.

Setting the Member Types

Setting the member type or a member is very easy. In the "Member Type" column there is a select list for each member. Clicking this list will cause it to open up.

Click the member type you wish to assign to each member on the list next to their name. Once you have set the member type for all of your active members click the "update" button, and all of your information will be saved.

Once you have set a members type via the "Initialize Dues" screen you can not change it again on the "Initialize Dues" page. If you enter a member's type incorrectly and need to change it go to: Membership -> Find Member, look the member up, click the edit button next to their name, then set the member type on the "Member Data" tab, and click "save."

In our next installment we will learn about arrears and dues.

Part III: Entering Arrears and Dues

In my last two installments (I, II) we have covered creating member types, and assigning those to all of the members of your lodge. In this installment we will cover what arrears and dues mean in MORI, and particularly when you are doing your initial setup of dues.

We will be using the "Initialize Dues" page again.

Using it we will set the current amount of arrears, and current dues that each member of the lodge owes. It is very important to understand that you only need to go through this process once, when you initially setup the dues for your lodge. If you have already gone through this process and just wish to do dues notices for your next year I will be covering that in a future post.

So, let's define arrears and dues in the context of the "Initialize Dues" page. It is important that you understand this.

Let us assume that the current year is 2006, and that you are getting ready to do your 2007 dues in MORI. For the purpose of the "Initialize Dues" page any amount due for 2005 or prior would be arrears. Any amount due for the 2006 would be dues. Therefore if dues for your lodge were $100.00 per year, and a brother owed 2005 and 2006, he would owe $100.00 in arrears and $100.00 in dues. When you fill in the "Initialize Dues" page you would:

  • Enter 100 in the arrears column, and
  • 100 in the dues column.

No dollar signs are needed, and if there are no cents you just enter the whole dollar amount.

IT IS ABSOLUTELY IMPERTATIVE THAT YOU DO NOT ADD THE DUES AND ARREARS TOGETHER. ARREARS ARE ARREARS AND DUES ARE DUES. DO NOT ADD THEM TOGETHER.

Let's go through another example. Your lodge charges $100.00 per year. A brother owes 2006 dues. You would do the following:

  • Leave the arrears column blank,
  • Enter 100 in the dues column.

If a brother is right up to date with their dues payments and owes nothing to the lodge simply leave the arrears and dues fields blank.

When you have filled in the form hit the submit button. Again you only need to do this for your active members. Also, you can work on a few members at a time and hit the submit button. It will save the members you have made entries for, and you can come back to the page and continue your work later.

If you gotten this far and entered all of the dues that members owe you, you're ready to generate your amounts due for the next year. We will use MORI to do that. It only takes a few seconds, and then you'll be ready to create and print your dues notices.

Generating Dues Notices for a New Year

In this section we will cover: printing end of year reports, rolling current dues to arrears, generating new dues receivables entries, and printing dues notices.

Part I: End of Year Reports & Closing the Year

In this series of posts I will cover how to create new receivables entries for every member of your lodge, and roll any balances due to arrears automatically. We will also cover how to setup your dues notices, and print them, along with labels.

If you have not gone through the initial dues setup procedure please go to: Getting Started With Dues.

Print End of Year Reports

It is recommended that you print a few reports before rolling your dues to the next year. MOR provides reports for:

  • Payments Made
  • Dues and Arrears Owed
  • Dues Owed
  • Arrears Owed

Printing a copy of the "Payments Made" report for the year you are about to close, and a copy of the "Dues and Arrears Owed" is a good idea. You should print these repors and place them in a file, and label them final for the year you are closing.

Go to: Financial -> List Paid / Unpaid.

We'll assume that you are in the process of closing the year for 2006. So, enter 2006 in the "Year" input field on the "Payments Made" line and click the print button. This will download a PDF file that you can save on your computer for future reference, as well as print. The name of the file will be: PaidDuesReport.pdf.

Next on the "Dues and Arrears Owed" line select "active members" from the select list, and then click the "print" button. The name of the report will be: UnpaidDuesAndArrearsReport.pdf.

Save these reports, either by printing them in hard copy or changing their names to something like "PaidDuesReportFinal2006.pdf" for permanent record keeping.

Generating New Receivables Entries and Rolling Balances Due to Arrears

Generating new entries for your upcoming year is easy.

First we will check to be sure that our lodge member types are configured correctly. Go to: Lodge -> Member Types on the menu. Be sure that all of the amounts are correct for each member type in your lodge. If you need to make a change enter the new amount in the "Change Dues" column and click the "update" button.

Now go to: Financial -> Setup Dues. We're going to assume you are in the process of closing the year for 2006, and you want to generate dues entries for 2007.

In the "Year" input field enter "2007" and click the "setup" button. This process will roll any amount still due for 2006 dues and roll it to arrears, the create a new dues receivables amount for each member for 2007 according to their lodge member type. (NB: MORI automatically knows that honorary members are not charged dues, so you don't need to worry about that.)

Now, if you were closing the year 2007 and generating dues for 2008, you would enter 2008 in the "Year" input field instead of "2007".

You have now printed final reports for the year you were closing, rolled all past due amounts to arrears, and generated new receivables entries for the new year. In the next installment we will learn how to setup our dues notices, and print them.

Part II: Generating Notices

In our last installment we covered printing end of year reports, verifying our lodge member types, and changing their dues amounts if necessary, and closing the year and creating the new receivables entries for the new year's dues.

In this installment we'll cover:

  • Configuring our dues notices,
  • Printing our dues notices, and
  • Printing the labels for our dues notices.

Configuring Your Dues Notices

To configure your dues notices go to: Lodge -> Dues Notices


Figure 1

This page is separated into a left and right section. The fields on the left are used to enter what you want to appear on your dues notice. The panel on the right shows you a preview, in real time, of what the dues notice will look like.

The fields on the left are color coded to the area on the dues notice that they change, see #1, #2, and #3 on Figure 1.

Fill in the fields on the left until you have the dues notice looking the way you want it to, then click the save button on the lower left. (Figure 1 #4)

Printing Dues Notices

Go to: Lodge -> Dues Notices if you are not already there.

Click the "print" button in the lower right. (Figure 1 #5)

This will bring you to the Print Dues Notices Page.


Figure 2

You can select which lodge member types to print dues notices for, this defaults to all lodge member types. (Figure 2 #1) You can sort the notices by name or zip code. (Figure 2 #2) You can print either three notices to a page, or one to a page. (Figure 2 #3). Set these controls to your liking.

You are now ready to print your notices. Click the "preview notices" button (Figure 2 #4), this will generate a PDF file, which will be downloaded to your computer. This will either open in your browser, your browser will ask you where to save it, or will download to your default download folder.

If the PDF opened directly in your browser you can print it directly from there. If the file was downloaded and saved on your hard drive, find it and open it, then print it from there.

Printing Dues Labels

Once your notices have printed click the "preview labels" button. (Figure 2 #5) This will generate a PDF file of your labels. Print this using the same process as you did for the dues notices. These labels will be in Avery 5160/8160 format (three across by ten down).