Using Pro-Rata Membership Financials

By the end of this guide you'll understand the process for using the pro-rata functionality for membership financials.  

There are two options available:

• Direct Debit on-going memberships:  this feature is designed to be used with Direct Debit paying members where due to Direct Debit run dates is often necessary for the remainder of the current month's membership to be paid immediately and if after a certain date, the following month also.
• Where memberships run to a set end date: this feature is designed to be used where a membership will end on a specific date.  Please note this feature is available from the Winter 2025 update

Direct Debit on-going memberships

Cut Off Configuration

Via Configuration > Global > Advanced input the day of the month of the Cut Off 

For any memberships starting on or before this date in the month only the balance of that month's membership will be calculated.  If after this date then the balance of this month plus the following month will be calculated.

For example: the cut off is set to 15 - i.e. the 15th day of the month

1) It is the 12th of June - a pro-rata calculation is made based on the remainder of June

2) It is the 17th June - a pro-rata calculation is made based on the remainder of June and July

Calculating the pro-rata value

Via Sales > Member set up the guest membership in the usual way.  At this stage ensure that the Financials After field is set to the first day of the month that any direct debits payments will start from

Once complete and saved press the Pro-Rata button within the Financial Summary section

A confirmation message will show to confirm the completion of the process following which press the Details button to view the calculation

In this example the cut off is set to '15' and the membership is starting on the June 30th so as this is past the Cut Off date the revenue calculation covers the remainder of June plus all of July.  Please note the revenue will always be broken down and displayed on a daily basis for pro-rata calculations.

At this stage it is possible to manually add any joining fee required via the Add button above the revenue area

Taking Payment

Payment for the pro-rata membership can be taken manually through the PDQ and posted to the payments section of the Membership Financials.

Alternatively where utilising Terminal integration the Add button below can be pressed and the amount inputted before the Terminal button is pressed to send the transaction to the integrated PDQ.

Please note the payment should be balanced to the revenue on the opposite side of the screen

Generating the remaining financials

Following the completion of the pro-rata membership calculation the financials for the Direct Debit should be generated in the usual way by pressing the Financials button within the membership.  Ensure the Renewal option is selected as any joining fee will have already been generated and taken.  Equally the Starting Date should match the starting month that the Direct Debit will be taken, in this example August 1st

Memberships with a set end date

Please note this feature is available from the Winter 2025 update

Via Sales > Member set up the guest membership in the usual way following which press the Set PR button:

HART will now automatically calculate the value of the membership between the From date and end of that month, followed by the mnthly membership value per month to the end of the To month:

This feature can also be used in conjunction with those members paying via Direct Debit: