Membership Assignments can either be deleted or cancelled, depending on whether you have already received payments against Billing Lines or the payment plan is still within the initial minimum billing period. (You can also hold membership assignments to temporarily remove them from your billing schedules/reports and pause renewals).
- If you have not yet received any payments against the billing lines you are able to delete a whole membership assignment. Deleting an assignment will permanently remove the record and cannot be restored.
- If one of more Billing Lines have already been paid then your only option is to cancel the membership assignment.
Importantly, you can only cancel a membership assignment after the last outstanding ("due") Billing Line in the Payment Plan. Once the assignment is cancelled, any outstanding Billing Lines will remain active and due against your members.To cancel an assignment including all outstanding Billing Lines, you must first remove these lines from the Payment Plan. In the screenshot below, we must cancel the last outstanding Billing Line by clicking the red cross icon:
- Now, we can select 31-Dec-2023 as the Cancellation Date (notice this aligns with the "Bill To" date of the last paid Billing Line)
Initial Payment Plans and Minimum Billing periods
Once you have assigned a Membership and generated a Payment Plan, you cannot cancel it before the initial minimum term for the membership as this is usually contractually binding (12 months is a typical membership period). The minimum term is set in the Membership's record definition.
Let's assume it is Jan 1st 2020 and you want to cancel the membership assignment in the screenshot below. The assignment has an initial term of 12 monthly payments and we now need to cancel it along with all remaining billing lines. However, if you try to cancel it you will only be able to select 31-Mar-2020 (this is the "Bill To" date of the last Billing Line in the Payment Plan) and will create a future cancellation date. BUT - it will leave the remaining unpaid Billing Lines open and these will continue to report as due in your Billing Schedules, etc..
The solution to this scenario is to Hold the unpaid Billing Lines before cancelling the Membership Assignment. Holding the lines will prevent them from showing in your Billing Schedules.
You can Hold individual lines or use the Hold All button to quickly hold all remaining line - see below.
