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Membership fees for 2019
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Description

Create invoices and send e-mails to all who have not paid the membership fee for 2019.

  • Check payments in Swedbank, so that we don't send an invoice to someone who has just paid their membership fee.
  • Keep an eye on medlem@ and info@ for bounces and in case people have questions about our e-mail or letter. Update this page if there are questions which might be asked again.

Individuals

  • Delete the members who has the message "2017 års betalning ej riktig" and has not paid during 2018 or 2019.
  • Create an invoice for 2019 and an e-mail to go with the invoice, see Medlemskapsförnyelse.
  • Send invoices to those who have e-mail addresses.
  • Send letters to those who don't have e-mail addresses, include a call to give us their e-mail address.
  • Remove e-mail address for members whose e-mails bounce, and send them a letter instead.
  • Remove addresses for members whose letters are undeliverable, and decide how to handle these members (that is, members who have no functioning e-mail address or postal address).
  • Await a list of payments from accounting bureau and register payments.
  • Send electronic reminder to those who have not paid when the invoice has expired. Before sending the reminder, check for payments in Swedbank, so that we don't send it to someone who has just paid their membership fee.
  • Send paper reminder to those who have not paid when the invoice has expired. Before sending the reminder, check for payments in Swedbank, so that we don't send it to someone who has just paid their membership fee.

Organisations

  • Create an invoice for 2019 and an e-mail to go with the invoice, see Medlemskapsförnyelse.
  • Send invoices to those who have e-mail addresses.
  • Await a list of payments from accounting bureau and register payments.
  • Send a reminder to those who have not paid when the invoice has expired. Before sending the reminder, check for payments in Swedbank, so that we don't send it to someone who has just paid their membership fee. Since government agencies require e-invoices since April 2019, no reminder will be sent to them from withtin Zynatic.

Problems

  • Member 2589 wanted to use a recent donation as membership fee. The accountant bureau have made the appropriate changes for the bookkeeping. However, when I registered it in Zynatic, it became a membership fee for 2018. The member now has double membership fees for 2018 and none for 2019. The member has been told that they can consider their membership fee for 2019 paid. A fake payment and an explanation for it has been added.
  • Member 2109 and 4090 are the same, the member probably accidentally created a new account when attempting to pay the membership fee. I put in 2018-12-31 as membership end date for the 2109 member.
  • Member 2191 paid the membership fee for 2019 from within the system on 2018-12-20, and it is registered in the system as a membership fee for 2018 (despite the membership fee for 2018 having been paid previously). The member now has double membership fees for 2018 and none for 2019. The member has been told that they can consider their membership fee for 2019 paid.
  • Member 4110 paid when signing up, but the payment is registered as a donation. We can fix it in the accounting system, but in Zynatic it will still look as if they have not paid for 2019. A fake payment and an explanation for it has been added.
  • Member 4105 also paid when signing up, and the payment is registered as a donation. We can fix it in the accounting system, but in Zynatic it will still look as if they have not paid for 2019. A fake payment and an explanation for it has been added.

Overview

  • January 2019: e-mail to all members, asking them to renew their membership (letter to members who didn't have an e-mail adress)
  • March 2019: remider by e-mail to all members who had not yet paid their membership (letter to members who didn't have an e-mail adress)
  • April 2019: remider by letter to all members who had not yet paid their membership

Status October 2019

  • 56 individuals who have not paid for 2019, who last paid their membership in 2018
  • 22 individuals who have not paid for 2019, who last paid their membership in 2017
  • 1 organisation who have paid for 2019, who last paid their membership in 2018
  • 5 organisations who have not paid for 2019, who last paid their membership in 2017

Event Timeline

Evelina-Bang-WMSE added a comment.EditedJan 21 2019, 12:30 PM

We might want to wait until January is over, so that we can remove the invoices we sent in December before creating new ones. (The invoices from December were sent to members who have not paid their membership for two years, asking them to become members for 2019. The invoices were to be paid by January 15, but there might be people who put it in their "to be paid by the end of January" pile.)

We have 5 organisation members, 3 of them paid their membership after a call in November. We might want to wait a bit longer then February before sending them the invoice for 2019?

  • No, we'll send to them the first week of February as well.

I think it make sense what you suggest. Let's start sending them the first week of February.

Evelina-Bang-WMSE updated the task description. (Show Details)
Evelina-Bang-WMSE added a comment.EditedJan 31 2019, 2:39 PM

Deleted members

I've deleted the individual members who had the comment "2017 års betalning ej riktig" and had not paid the membership fee during 2018 or 2019.

  • A search for "2017 års betalning ej riktig" in the members system now results in 311 hits.
  • A search for "2017 års betalning ej riktig" and "not paid for 2018" results in 22 hits.
    • 20 of these are members who have paid for 2019 (after we sent them a letter in December).
    • 2 are organisation members. They have not paid since before 2017, but I kept them in the system for now.

Deleted members

I've deleted the individual members who had the comment "2017 års betalning ej riktig" and had not paid the membership fee during 2018 or 2019.

  • A search for "2017 års betalning ej riktig" in the members system now results in 311 hits.
  • A search for "2017 års betalning ej riktig" and "not paid for 2018" results in 22 hits.
    • 20 of these are members who have paid for 2019 (after we sent them a letter in December).
    • 2 are organisation members. They have not paid since before 2017, but I kept them in the system for now.

No need to delete organizations. Keeping their contact info is not affected by GDPR in Sweden.

Letters

21 of the people who were asked to pay the membership fee for 2019 did not have an e-mail address registered. They were sent letters instead. The letter included a version of the e-mail. the invoice and a letter asking them to register their e-mail address.

Evelina-Bang-WMSE renamed this task from Send e-mails about membership fee for 2019 to Membership fees for 2019.Feb 4 2019, 5:20 PM

Invoices sent to individuals

On January 31, there were 475 people who had not paid the membership fee for 2019. 37 of these have not paid the membership fee for 2018 or 2019 (you get to the number 37 by searching for unpaid for 2018, minus the 21 of these who have paid for 2019). The invoice for 2019 was sent to all 475 individuals who have not paid for 2019.

Invoices sent to organizations

The invoice for 2019 was sent to these 10 organizations: 540, 4013, 2427, 3058, 3785, 2173, 4012, 2348, 1398, 4070 on February 14.

Evelina-Bang-WMSE updated the task description. (Show Details)

Questions for FAQ

  • Why does the membership page say that I haven't paid my membership fee?
Evelina-Bang-WMSE added a comment.EditedMar 18 2019, 1:24 PM

Sent reminders

  • On 190318, a search for fully paid membership fees for 2019 results in 300 members.
  • A search for unpaid membership fees for 2019 results in 237 members. This includes one duplicate member, who has has paid on the duplicate account.

On 190318 a reminder to pay the membership fee was sent to members whose invoice was due 190302, 226 members. 216 of these had an e-mail address registered. The other 10 will be sent letters on 190321.

Jopparn moved this task from Done to This week on the User-Evelina-Bang-WMSE board.
Evelina-Bang-WMSE added a comment.EditedApr 20 2019, 9:24 AM

Sent paper reminders

  • On 190420, a search for fully paid membership fees for 2019 results in 376 members.
  • A search for unpaid expired invoices for 2019 results in 174. When excluding organisational members and members without mail address,146 paper reminders were sent.
  • Time spent:
    • Updating previous letter for reuse: 30 min
    • Checking Swedbank for recent payed invoices: 30 min
    • Printing papers and address etiquettes, putting everything together: 4 hours

I'll use member 2191 as an example when discussing the error with Zynatic (why the member got the offer to pay 2018 again after already having paid it).

I'll also raise a question about if it is possible to change a donation to a membership fee within Zynatic

I'll use member 2191 as an example when discussing the error with Zynatic (why the member got the offer to pay 2018 again after already having paid it).
I'll also raise a question about if it is possible to change a donation to a membership fee within Zynatic

E-mail sent

I'll use member 2191 as an example when discussing the error with Zynatic (why the member got the offer to pay 2018 again after already having paid it).
I'll also raise a question about if it is possible to change a donation to a membership fee within Zynatic

E-mail sent

Payment information updated for member 2191.