When a member joins/renews their membership with AIA, they are actually purchasing 2 or 3 products: National membership, state and (possibly) local membership. AIA takes in money through a common membership online application and distributes this money back to the components. The Automatic Clearing House (ACH) distribution process is how this process is completed.
The report that you download will be a .csv file. It will include the following columns:
- Distribution date: the date that the money was scheduled to be released by the bank. Actual deposit date may vary depending on your own bank but generally are within a day or two of this distribution date.
- Distribution batch: the internal batch number that AIA uses to track our distributions and which receipts are in those distributions. Most chapters don't use this for any business purpose.
- Contact: the member the receipt is associated with on the payment.
- Member number: the member's AIA number.
- Preferred email address: the email address marked by member as Preferred/Primary.
- Activation: the date that the membership is activated on. This is the easiest way to tell if this is a current year renewal or a next year renewal. Next year renewals will have a 1/1/YYYY date, current year renewals will be mid-year of the current year dates.
- Item: the membership type or supplemental dues purchased.
- Remember Emeritus is no longer a membership type but a status; however, if an additional Emeritus only product was purchased (like a magazine subscription) this item will appear in the column.
- Receipt number: the number which holds the payment information for a Sales Order.
- Receipt type: Either a payment or a refund.
- Subscription plan: Tells you if this was a payment-in-full or part of an installment plan.
- Price rule: Explains any special pricing that the customer received (ex: newly licensed, new grad, etc.), DEFAULT means they paid full price.
- Total finance: the amount paid for the item.
- Note: an enhancement was added in June 2021 to format the Refund amount with a minus "-" sign in front. This will allow users to use the SUM function to calculate total amount deposited to the component's bank account.
Step-by-step guide for downloading an ACH transaction report
- Login to the Chapter Portal.
- From the Home screen, select the chapter you want to access.
- Go to the Finance tab.
- You have two options:
A) You can directly download a .CSV file for a specific distribution batch by clicking on the distribution batch number shown in the table.
B) You can create a custom report for a specific date range. To do this, select "Create report for a date range" below the ACH Distribution table.
- Input the date range for the receipts you want to report on (use the date picker on the right side).
- Select download report to view this information in a .csv file.
- Open the file in Excel.
- Filter by type (or how you need to view).
- Sum the column OR just highlight the column for a quick total.
analysis help
Check out Using a pivot table on your ACH report
Refunds and payments
Fonteva records the amount of a receipt as a positive number–both payments and refunds.
Make sure you adjust any refund receipts to negative amounts if you are going to be using SUM formulas in your analysis.
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