How to send an ABI renewal for an individual

Owned by Brian McLaren (Deactivated)
Last updated: Nov 07, 2023 by Demetria Jones-Davis
4 min read

Sometimes you will need to send a one-time email to a subscriber with a link so they can pay their renewal. This can be done from their subscription record


Step-by-step guide

  1. Use the search bar to find the Contact's record, then go to Memberships on the related list and select the ABI's subscription number. This will take you to the subscription record.

  2. On the Subscription record, select the Renew button in the upper right. This will take you to a sales order record.  

*Note: If you are adding taxes, go to Step 3, if you are not adding taxes, skip to Step 4.
   

3. On the sales order record, hover over the sales order lines to review the sales order items, (if you need to adjust anything, you can select the sales order line and edit as needed). 

To add a taxable address to the sales order, select the edit pencil for the Calculate Shipping Details checkbox.  The shipping address must be added to the Shipping section in order to calculate the taxes.  Taxes are only calculated for: CT, DC, MD, MN, NY, OH, and PA.   

     

Ensure the checkbox is left unchecked in order to leverage the Avalara taxes system, and populate the following fields: Shipping Street, Shipping City, Shipping State, Shipping Postal code and Shipping Country. 

   

Once completed, click Save.   

   

To calculate the taxes on the sales order, select the Calculate Tax button in the upper right of the sales order.

A Calculate Tax popup will appear, select Calculate Tax to continue and confirm the calculated tax rates for the associated shipping address.

The popup will display the calculations for the submitted shipping address.  Once confirmed, select Apply Tax to add the tax amount(s) to the sales order.

The system will generate a success message once the taxes are added to the sales order.  Select Exit to return to the sales order.

The sales order Total will update to include the tax amount, confirming the addition of the calculated taxes.  

*Note: Refresh the page if you are not seeing the updates display.

4. When you are finished with your review, select the Ready for Payment button in the upper right. This will close the invoice and allow you to take payment now through Rapid Order Entry (ROE) or send an email to the customer with a link so they can pay on their own. 

   

*Note: Refresh the page if you are not seeing the updates display (i.e. Status should update from "Open" to "Closed").

       5. From the same drop down, select "Send Public Proforma Invoice" as the new process for users/third party vendors to be able to access the payment link.  

Once the popup appears, change the Business Group to "eCommerce" (#1), complete the Subject field (#2), select "Ecommerce" as the site (#3), and copy any text you want to include in the Message of the email (#4). This will appear above the link that will take the customer to their payment screen directly from the email. Apply any discount codes if applicable. Review your work, then click Send Email at the bottom of the window (#5)

#1 - #2


#3 - #5

       5. An email from you will be sent to the customer with your subject, message, and a link to their sales order so they can pay securely on-line.

          Confirmation Message:

         


If you want to send emails to several people instead of one-at-a-time, you can send a message to them from your outlook or other email program and include the link https://ecommerce.aia.org/s/my-subscriptions. This will take the customer to a login page (AIA Universal Login) and they will see a screen like this were they can click on the Renew Link and be taken to the same payment page that the Pro-forma invoice email sends them to.

Watch a video explaining this experience

https://quip.com/GOuwAqANlKHY