Online Documentation

New Member Application Wizard

The New Member Application Wizard is used to enter member applications and individuals into the New Hire Tracking System.  An application entry requires entry of the individual’s social security number.  The system will search for any prior history on this member using their social security number and the prior data will be displayed in the appropriate fields during the application entry.  The first screen is used to enter the individual’s name, address and phone numbers.  Once this screen is completed, the user can click the Next button at the bottom of the screen.  If this is a new member to the system, the system will generate the next member number and it will be displayed on all subsequent screens in the application process.  Information will be saved in the Membership Accounting System as each screen is completed.  The first screen will generate or update the Member Master file for the member.  If this is a new member they will be saved into the Member file with a status of “P” which is an inactive status to denote a member Pending (not completed) in the application entry process.  Therefore, the application process could be started on a member and the user could cancel out of the process and then restart the process at a later time.      This screen is provided for entering additional member demographic information and employment information.  Required fields will be shaded in a darker color.  A returning member will have their prior information in each field which should be reviewed and updated as required.  Any field with a drop down list arrow can be selected from the list or entry of the first few characters will select the unique value.  The Work Location Picker provides an incremental search of the work location file. Selection of a work location will link the member to the appropriate company and contract.  The department, job class and job sub class must be entered and may be used to determine the dues rate of a member.  The hire date must be entered on a new member and any returning member that has left the job and is now rejoining.  The wage override field is used to define the member’s wage rate in lieu of using the contract wage tables.  The member’s employee number can be entered in the field for the company employee number field.  All members entered on this screen must be set to Billable and the Bill Type must be entered. If the Bill Type is Dues Checkoff (D) then the Bill Frequency is set to the Company Billing Frequency and if the Bill Type is Direct Billing (B) then the Bill Frequency is set to the Organization Preference for Direct Billing Frequency.      This Application screen is used to select the Dues Rate, Initiation/Reinstatement Fee and any Voluntary Contribution charges.  The buttons next to the Dues code and Fee Code are used to browse the definition tables.  The dues rate or fee rate can be highlighted on the browse list and selected by clicking the save button.  The user should verify the Dues Start Date is correct and if not set it to the first day the member should start paying dues.  The Dues Start Date is calculated by adding the probationary days to the hire date.  The button in the lower right corner of the Voluntary Contribution screen is used to select the appropriate voluntary contributions for this member as defined in the Other Charges table.      The charges created by the system as defined from the prior screen are displayed on this screen for the user to review.  If the charges are not correct, then the user should click the previous button and correct the cause on the prior screen.  If the new dues charges are incorrect, then either the dues rate selected is wrong, the dues start date is wrong or the coding for work location, department, job class or job sub class is wrong.  A returning member will have their prior charges listed on this screen in red.  Recurring Voluntary Charges will be displayed in blue.   The Initiation or Reinstatement Fee will be divided into future billing cycles as defined in the Fee Schedule, Company or Labor Organization Setup Wizard.  Any further adjustments to the member transactions can be made using the Adjustment Transaction screen.  The user will be given an opportunity to select the Adjustment Transaction screen on the next screen.      Completion of the Application Charge Summary screen will cause the member to have their status activated and the new charges will be saved to the Member Open Charges file.  The last screen will provide the user the option to return to the first Application Entry screen to enter a new application, execute the Member Maintenance screen for this member or execute the Adjustment Entry screen for this member.  The user can also click on the red Cancel button if none of the above choices are desired.

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