ORD650 – Renewal Processing

In Personify, when a renewal process is run, the application looks for current products which expire between specific dates and have not yet been renewed. The process then creates a new order for those products for a new year.

An order will not be renewed if the bill-to or ship-to customer is inactive.

This batch process includes the processing of Membership and Subscription records that are eligible for renewal and generates renewal records (in PROD mode).

ORD650 will renew Package products only if the "Renewable" checkbox is selected on the General Setup screen. If the package contains MBR and/or SUB products, those products will only renew if the "Renewable" checkbox is selected during product setup.

The logic used by this batch process is the same logic executed when a user manually renews a membership or subscription from the Order Entry screen.

An expired order can be renewed if it is renewed manually (through the Order Entry screen). An expired order cannot be renewed using ORD650.

The ORD650 batch process is typically run three months before memberships and subscriptions are due to expire. This is a resource intensive batch process; it should be scheduled to run when users are not using the system and when no other batch processes are running.

As of the 7.3.0 release, deferred payment transactions (type 9) are created when the order was renewed as Proforma.

Included in this process is a parameter field that can be used to filter credit card orders:

· When the CC on File Filter parameter field is set to 'Credit Cards' only those customers with a credit card of record on file will be selected for processing.

· When the CC on File Filter parameter field is set to 'No Credit Cards' only customer records without a credit card of record on file will be selected.

· When the CC on File Filter parameter field is set to 'Both' (Default) all customers are selected and no credit card processing is done.

o When the Parent Product parameter field is left blank then all eligible products (SUB and MBR) will be considered for renewal.

o When the Product Code parameter field is left blank then all products under the Parent Product entered will be considered for renewal

o The End Dates to and from parameter fields control the selection of product orders for renewal

o This process can be run in EDIT or PROD mode.

· EDIT mode will not update the database but will use the parameters to select records for reporting.

· PROD mode will produce the reports of records selected, create renewal records and update the database.

If payment schedules automatically populated (Setup: Product > Rate and Pricing > Rate Code Extension > Pay Frequency is set to ‘Monthly’) for a membership order, then the Renewal (ORD650) process also renews with Payment schedule. In other words, the ORD650 batch process respects the membership product setup; it creates the payment schedule records because the product has been defined to do so, not because the order being renewed had scheduled payments.

As of 7.4.1SP1, the GetProrateFactor stored procedure called by ORD650 has been updated to allow for rounding up to 6 decimal points.

Parameters

Parameter	Description	Required?
Subtitle	The Subtitle will show up under the report header. Enter in any text you want to display.	No
Run Mode	Mode in which the report runs: · EDIT – prints the report. · PROD – prints the report and updates the database tables.	Yes
Organization	The organization.	Read-only
Organization Unit	The organization unit ID.	Read-only
End Date From	The beginning range date for the renewals’ end date that are selected for the report.	Yes
End Date To	The end range date for the renewals’ end date that are selected for the report.	Yes
Parent Product	To renew only membership order, enter the Parent Product (Member Group). To renew only subscription orders, enter the Parent Product (Publication). To renew all renewable orders irrespective of the subsystem, leave this parameter blank.	No
Product Code	This parameter works in conjunction with 'Parent Product' parameter. This parameter is ignored if 'Parent Product' parameter is left blank. Providing a 'Product Code' will renew all renewable lines for the combination of 'Parent Product' and 'Product Code'. If left blank will renew all renewable lines for the specified 'Parent Product'.	No
Create Invoiced Orders	Set to Y to create active invoiced orders.	No
Activate Zero Dollar Orders	Set to Y to activate zero dollar orders when creating proforma renewals.	No
Invoice On Order Start Date	This parameter is used only when active orders are created. Set to Y to use the order’s start date as the invoice date. Set to N to use the system date as the invoice date.	No
Renew Proforma Orders	Set to Y to include proforma orders for renewals.	No
Market Code	Enter a Market Code if you want to use one for new orders. To retain the previous Market Code, enter RETAIN (default). Leave this field blank if you do not want to use a Market Code.	No
Order Method	Enter an Order Method Code if you want to use one for new orders. To retain the previous Order Method Code, enter RETAIN (default). Leave this field blank if you do not want to use a Order Method Code.	No
Renew By Bill To	Set to Y to merge renewals based on Bill To ID. This will create a single order with multiple Ship To lines sorted by Bill To ID. Typically used for chapter billing. Set to N to use standard renewal billing.	No
Use Rate Structure Default	Set to Y to select the current Rate Structure and Rate Code applicable to the order based on the Rate Structure Default Setup.	No
Refresh Zip Links (MBR)	Membership Orders only. Set to Y to add components that are zip linked, which may not have been included when the order was initially created. Make sure it’s associated with SHIP-TO address. If a customer’s Always Renew flag is checked for the zip-linked order, then the process ignores this parameter and keeps the original address’ zip-linked product.	No
Add Donation Request (MBR)	Membership Orders only. Set to Y to include donation products defined by the other donation parameters (see below). Setting this to Y requires you to fill out the remaining donation parameters.	No
Donation Parent Product (MBR)	Membership Orders only. Enter the parent product code for the donation product to be included in the membership renewal. Selection Criteria (as of 7.4.1SP1): SELECT PRODUCT_CODE, SHORT_NAME FROM PRODUCT where PRODUCT_CODE=PARENT_PRODUCT AND SUBSYSTEM = 'FND' AND PRODUCT_TYPE_CODE IN ('PLEDGE','CASH') AND ORG_ID = '#ORG_ID#' AND ORG_UNIT_ID = '#ORG_UNIT_ID#' UNION SELECT DISTINCT M.MEMBER_GROUP AS PRODUCT_CODE, M.DESCR AS SHORT_NAME FROM PRODUCT INNER JOIN MBR_PRODUCT ON PRODUCT.PRODUCT_ID=MBR_PRODUCT.PRODUCT_ID INNER JOIN MBR_GROUP M ON M.MEMBER_GROUP = PRODUCT.PARENT_PRODUCT AND M.ORG_ID = PRODUCT.ORG_ID AND M.ORG_UNIT_ID = PRODUCT.ORG_UNIT_ID INNER JOIN MBR_GROUP_DETAIL MD ON M.MEMBER_GROUP = MD.MEMBER_GROUP AND M.ORG_ID = MD.ORG_ID AND M.ORG_UNIT_ID = MD.ORG_UNIT_ID AND MD.LEVEL1=MBR_PRODUCT.LEVEL1 where PRODUCT.SUBSYSTEM = 'MBR' AND MD.RECORD_TYPE_CODE = 'DONATION' AND PRODUCT.ORG_ID = '#ORG_ID#' AND PRODUCT.ORG_UNIT_ID = '#ORG_UNIT_ID#' ORDER BY 1, 2	No
Donation Product Code (MBR)	Membership Orders only. Enter the product code for the donation to be included in the membership renewal. Selection Criteria (as of 7.4.1SP1): SELECTPRODUCT_CODE, SHORT_NAME FROM PRODUCT WHERE SUBSYSTEM = 'FND' AND PRODUCT_TYPE_CODE IN ('PLEDGE','CASH') AND ORG_ID = '#ORG_ID#' AND ORG_UNIT_ID = '#ORG_UNIT_ID#' AND PARENT_PRODUCT = '#DONATION_PARENT_PRODUCT#' UNION SELECT DISTINCT PRODUCT_CODE, SHORT_NAME FROM PRODUCT INNER JOIN MBR_PRODUCT ON PRODUCT.PRODUCT_ID=MBR_PRODUCT.PRODUCT_ID INNER JOIN MBR_GROUP M ON M.MEMBER_GROUP = PRODUCT.PARENT_PRODUCT AND M.ORG_ID = PRODUCT.ORG_ID AND M.ORG_UNIT_ID = PRODUCT.ORG_UNIT_ID INNER JOIN MBR_GROUP_DETAIL MD ON M.MEMBER_GROUP = MD.MEMBER_GROUP AND M.ORG_ID = MD.ORG_ID AND M.ORG_UNIT_ID = MD.ORG_UNIT_ID AND MD.LEVEL1=MBR_PRODUCT.LEVEL1 WHERE PRODUCT.SUBSYSTEM = 'MBR' AND MD.RECORD_TYPE_CODE = 'DONATION' AND PRODUCT.ORG_ID = '#ORG_ID#' AND PRODUCT.ORG_UNIT_ID = '#ORG_UNIT_ID#' AND PRODUCT.PARENT_PRODUCT = '#DONATION_PARENT_PRODUCT#' ORDER BY 1, 2	No
Donation Rate Structure (MBR)	Membership Orders only. Enter the product rate structure for the donation product to be included in the membership renewal.	No
Donation Rate Code (MBR)	Membership Orders only. Enter the product rate code for the donation product to be included in the membership renewal.	No
Donation Override Amount (MBR)	Membership Orders only. Enter an amount to override the Donation Rate Structure (MBR) amount for the donation product to be included in the membership renewal.	No
Renew Expired Credit Card Info?	If set to Y, the process will copy the member's auto-pay method and credit card information to the renewal order. If set to N, the process will not copy the member's expired credit card information to the renewal order. The default is N.	No

Report Type Descriptions

Renewal Report	Type and Description
Sample Report Layout	The ORD650 job generates output depending on the parameter information and the setup name submitted. Below is a list of the standard reports generated by this process including output sample format.
Renewal Order Detail Report	This report displays information for all the components of the orders being renewed.
Membership Detail Report	This report displays the membership renewal details including a subtotal by order and within order a subtotal by currency. Also included in this report is multi-currency information when applicable. This report prints landscape.
Membership Summary Report	This report provides summary count and total information by member group levels for all renewed memberships.
Subscription Detail Report	This report displays the subscription renewal details including a subtotal by subscription, by order and within order a subtotal by currency. Also included in this report is multi-currency information when applicable. This report prints landscape.
Subscription Summary Report	This report provides summary count and total information by subscription, order within subscription and currency within order for all renewed subscriptions.
Skipped Order Report	This report provides detailed information on records that failed to pass validation (are skipped). A renewal record is not created nor is the database updated for the records listed in this report.
Exception Order Report	This report provides detailed information regarding exceptions encountered during processing.