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You first have to create a batch of type batch of subscriptions and schedule the Membership renewal function.
Setting up the mapping table
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- Define which membership will be renewed. The batch will only renew memberships stored in its mapping table
- Define which membership needs to be used to renew an existing membership. Each membership is defined by a product and a season. Note that the new membership may be identical to the old one if the renewal is performed within the same season, but you still have to mention it in the mapping table.
Setting up the prices of a fixed price or championship season ticket
The prices are set-up exactly in the same way as before.
The price grid displays one column for each seat category for which a quota has been defined.
Setting up the price breakdown
The price breakdown uses the price components defined in the season. Please refer to Define flexible price breakdowns for the definition of the price components.
You can enter a price breakdown for each fixed price season ticket price. The definition of the price breakdown is optional.
The set-up process is exactly the same as for the other product families. You can find more detailed information on Define flexible price breakdowns.
Reporting
The sold amounts of the price components defined above (that may need to be shared among the different stakeholders) are provided by the reporting domain "Summary of fees". An example is given below:
Documents
You can display the price components on order related documents as well as on the file summary. You will find more details here.
Data migration
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- More precisely, you have to consider:
- The season of the membership to be renewed (in yellow in figure above) that depends on the start validity date of this membership
- The season of the membership used for the renewal which depends on the start validity date of the new membership
Considering the cases illustrated on figure above, suppose that the current date is 01.06.2021 and you want to renew several memberships with different validity duration. For sake of simplicity, the explanations below will consider that each season matches exactly one calendar year.
- For case 1, you will map the membership (belonging to season 3) with itself, as illustrated below
- For cases 2 and 3, you will map a membership belonging to current season 3 with a previous membership belonging to season 2. The fact that the new membership may only expire in season 4 isn't relevant.
- For case 4, you will map a membership belonging to current season 3 with a previous membership belonging to season 1
Run the Membership renewal function
An expiry date has been added to the existing schedule parameters:
All other parameters behave the same way as before. In particular, you can either:
- Renew a specific membership by selecting the target season and the origin membership
- Renew all memberships concerning a given target season and mentioned in the mapping table
Restrictions and points to take care of
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A given mapping table allows to map a target season to a single origin season only. As a result, if you need to map the same target season to several origin seasons because of memberships with different validity duration, you will have to create several batches, each for one origin season. For instance, if you have to handle the 4 cases illustrated in the figure above, you would need:
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Taking the example above, consider that you run the batch on the 20.12.2021 and you have defined an expiry date of 05.01.2022 (either directly or through a duration). Since the schedule requires to select a target season, the batch will either:
As a result, you will need to create 2 schedules during this transition period. |