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.