For the system to properly recognize which members have paid their renewals and, in turn, need to be reported as renewals to NAHB/WMS, the renewal items need to be properly set up.
Assigning Fees to Reps for New HBA New Memberships/Renewal
Once fee items have been created, you may assign those fee items to the member on the member's Billing Tab. See Editing/Assigning Fees & Dues for details on setting up the recurring schedule. When setting up the recurring schedule, you must select the fee item created for use in your HBA memberships.
Special WMS Recurring Fees Setup Notes - Memberships
- You will manage the membership renewals for all HBA representatives of a member from the member's Account tab. When setting up a recurring fee schedule, you will need to select the appropriate Bill To contact for each representative. If each representative is responsible for their fees/dues, select the desired name of the representative in the Bill To dropdown list. In the example below, Greg Brown is the representative who will be billed for this membership fee.
- If the Member Organization will pay for all representative renewals, when creating the recurring fees schedule, select the organization's billing representative from the Bill To drop-down list AND include the exact name of the representative this fee is associated with in the Description text box. In the example below, the system will recognize that this membership fee is for Mark Addams; however, the bill will go to Greg Brown as the billing contact for the organization.
Assigning Fees to Reps for New Council Memberships/Renewals
Once fee items for council memberships have been created, you may assign those fee items to the member on the member's Billing Tab. See Editing/Assigning Fees & Dues for details on setting up the recurring schedule. When setting up the recurring schedule, you must select the fee item created for use in your Council memberships.
Special WMS Recurring Fees Setup Notes - Council Memberships
- You will manage the new council memberships and council membership renewals for all representatives of a member from the member's Account tab. When setting up a recurring fee schedule, you will need to select the appropriate Bill To contact for each representative. If each representative is responsible for their fees/dues, select the desired name of the representative in the Bill To dropdown list. In the example below, Melissa Anderson is the representative who will be billed for this membership fee. She is NOT the billing representative for this organization.
- If the Member Organization will pay for all representative renewals, when creating the recurring fees schedule, select the organization's billing representative from the Bill To dropdown list AND include the exact name of the representative this fee is associated with in the Description text box. In the example below, the system will recognize that this council membership fee is for Melissa Anderson; however, the bill will go to Craig Ostrom as the billing contact for the organization.
Changing Primary Contact for Membership
In cases where the primary contact is changed in the middle of a renewal period:
- Copy the MSN number from the old primary contact and paste it into the MSN# field for the new primary contact. Click Save.
- Remove the MSN Number and Membership Type from the old primary contact. Click Save.
- Mark the new contact as the Primary rep. NOTE: If the contact has already been marked as Primary Rep, un-mark them as primary and re-mark them as Primary. As your database only allows for one primary rep, the old contact will no longer be marked as primary.
- Make sure the new primary contact has a first and last name and all rep address lines filled in.
This transaction will now show in the transaction queue as New Contact. See Eligible NAHB Export Transactions for further information.