Defining Membership Product Rates and Pricing

The Rate Code Details section is used to create rate structures and rate codes upon which product prices are based. Rate structures are typically used to segment customers into logical buying groups. Rate codes in membership carry the length of the membership, typically in months. This in turn automatically calculates end dates of membership orders unless the default end date is fixed at year-end.

The Pricing Detail section is used to associate a price with a given rate structure and code combination. Products can be priced by date (which facilitates the creation of early bird rates) or by different currencies. Accounting policies can be implemented here, including product adjustments, write-off tolerances, and tax bases.

To define the rates and pricing:

1. From the Personify360 main toolbar, select Products > Product Central.
The Product Maintenance search screen displays.

2. Click Search to find a product or click Create New Product.

3. From the Define the Product task category, click Define Rates and Pricing.
The Rates and Pricing screen displays, as shown below.

4. Click Add Rate.

5. Select a Rate Structure from the drop-down.

6. Select a Rate Code from the drop-down.
The Description defaults as the Rate Code value.

7. Select the Short Pay from the drop-down.
The option chosen from this drop-down determines which of the following fields are read-only in the Pricing Detail section:

· Max Adjusted Price

· Min Adjusted Price

· Min Price to Activate

· Max Auto Write-off

8. If necessary, select the Domestic Ship-Via method from the drop-down.

9. If necessary, select the Foreign Ship-Via method from the drop-down.

10. If necessary, enter the Agency Discount percentage.

11. If necessary, enter the Sales Commission percentage.

12. Enter a Priority number.

13. Check the applicable checkboxes:

· Default Rate

· Web Enabled Rate

· Default Web Rate

· Waive Shipping

· Prorate Amount

For more information on the Rate Code Extensions button, please see Defining Membership Product Rate Code Extensions.

14. Click Add Price.

15. Select the Currency Code from the drop-down.

16. Enter the Price.

17. Select a Valid from date from the drop-down.

18. If necessary, select a Valid thru date from the drop-down.

The Rate Structure, Rate Code, and Fair Market Value fields are read-only.

19. Enter the Max Adjusted Price.
If “AR” or “Reject” was chosen from the Short Pay drop-down, this field will be read-only.

20. Enter the Min Adjusted Price.
If “Reject” was chosen from the Short Pay drop-down, this field will be read-only.

21. Enter the Min Price to Activate.
This field only displays when “AR” is chosen from the Short Pay drop-down.
This field is read-only.

22. Enter the Max Auto Write-off price.
If “Adjust” was chosen from the Short Pay drop-down, this field will be read-only.

23. Check whether or not you want to Show as Web Sale Price.

24. If you chose to show a web sale price, enter the Strikethrough price.
This is most often used for sales and promotions. Example: $20.00 ~~$45.00~~- In this example, the stricken through price is the original price of the product and the $20.00 price is the new price.

The Strikethrough Price should be higher than the new price.

25. Check whether or not you want to Show Price End Date on Web.

26. If necessary, check the Price Membership by Schedule checkbox and select the appropriate Schedule. For more information, please see Defining Dues Basis Schedule.

27. Click Save.

Screen Element	Description
Rate Code Details
Add Rate	Button. When clicked, a row is added to the Rate Code Details table and the corresponding fields are enabled to add a rate code.
Delete Rate	Button. When clicked, the highlighted row from the table and the rate code are deleted.
Rate Structure	Drop-down. This is a structure that defines a customer. Rate structures are defined during the system setup. Certain customers, such as members vs. non-members, receive special rates. The rates for these structures are defined in the Rate Code. After a rate structure has been defined for the product, this drop-down is disabled and cannot be edited. For more information on rate structures, please see Defining Rate Structures.
Rate Code	Drop-down. The established rate determines the pricing for the Rate Structure selected. For example, One Year Membership, Two Year Membership, International Rate, Lifetime Membership, Standard Rate, or Trial Rate. Values in the drop-down are populated based on the non-fixed codes defined for the MBR "RATE" system type. After a rate structure has been defined for the product, this drop-down is disabled and cannot be edited.
Description	Text box. A description of the rate code.
Short Pay	Drop-down. This fixed code indicates how the system handles incomplete payment situations. Linked to the minimum payment amount. This code can be affected by the schedule payment and minimum payment amount. Options include: · Adjust: Accept whatever is paid, even if the payment amount is less than the minimum payment. No balance is due. This is typically used for donations. Set up the minimum and maximum adjusted prices in the Pricing Detail section. If you select Adjust and the Min Adjusted Price is $0.00, subproducts will not be activated until the master product is activated. However, if the Min Adjusted Price is greater than $0.00, the subproduct will not be activated until payment is made. · AR: Creates a receivable and indicates that members under the active rate code will be invoiced. Activates even though a balance is due. · Reject: Do not activate order unless fully paid. This should only be enacted if paying the entire amount immediately, rather than monthly. If an order is created, this value can be overridden at the order line level. A balance is due and the product stays in a proforma status until payment is received. Not active until the entire payment is received. Values in the drop-down are populated based on the non-fixed codes defined for the ORD "SHORT_PAY_PROC" system type.
Domestic Ship-Via	Drop-down. Specify how the product is to be shipped if the ship-to customers' address is in a country that has been identified as a domestic country. This value is stored in the SHIP_VIA_CODE column in the Product_Rate_Code table. If Product_Rate_Code.DEFAULT_SHIP_VIA_CODE is not null and Product_Rate_Code.WAIVE_SHIPPING_FLAG = ‘N’, the value in Product_Rate_Code.DEFAULT_SHIP_VIA_CODE should default into Order_Detail.SHIP_VIA_CODE if the country of the ship-to address is a domestic country. Values in the drop-down are populated based on the non-fixed codes defined for the ORD "SHIP_VIA" system type.
Foreign Ship-Via	Drop-down. Specify how the product is to be shipped if the ship-to customers' address is in a country that has been identified as a non-domestic country. This value is stored in the DEFAULT_FOREIGN_SHIP_VIA_CODE column in the Product_Rate_Code table. If Product_Rate_Code.DEFAULT_FOREIGN_SHIP_VIA_CODE is not null and Product_Rate_Code.WAIVE_SHIPPING_FLAG = ‘N’, the value in Product_Rate_Code.DEFAULT_FOREIGN_SHIP_VIA_CODE should default into Order_Detail.SHIP_VIA_CODE if the country of the ship-to address is not a domestic country. Values in the drop-down are populated based on the non-fixed codes defined for the ORD "SHIP_VIA" system type.
Agency Discount	Text box. The percentage to be applied for an agency discount when creating an order for this product.
Sales Commission	Text box. If you selected for this product to be eligible for sales commission on the General Membership Product screen, you can enter the percentage of sales commission the sales representative receives when this product is purchased.
Priority	Text box. Determines the order the rate codes display in the product setup and Order Entry screen. The rate code with the lowest display order displays first.
Default Rate	Checkbox. Defaults the rate to the list price. Indicates which rate codes should be default with each rate structure. This rate code defaults for the order when creating an order. For instance, some organizations want to show member savings, but to do that the structure and price must be known to consider the “list price.” Only one rate code within a given rate structure for a product can have this checkbox selected.
Web Enabled Rate	Checkbox. When checked, indicates that this rate code is available for use through the Web. As of 7.5.0, if the product has been defined to display on the web, a rate structure of "member" has been defined, and the Web Enabled Rate checkbox is checked here, the "Member Price" will display on the product preview window. If the web user is logged into the site and is a member, the price will display as "Your Price". Similarly, if a rate structure of "list" has been defined, the "List Price" will display. For more information, please see the Product Preview Overview.
Default Web Rate	Checkbox. When checked, indicates which rate code is the default for the Web.
Waive Shipping	Checkbox. When checked, the shipping will be waived for this rate structure/rate code for this product. As of 7.5.2, this checkbox will be checked and disabled if the Zero Price checkbox is checked on the General Setup screen.
Prorate Amount	Checkbox. When checked, when an order is placed with this rate code, the rate amount will prorate evenly over the course of the length of the membership. For example, if the membership rate amount is $120 and the membership runs from January to December, an order placed in January will have a default rate amount of $120. However, if an order is placed in February, the default rate amount will be $110. It defaults to checked if the membership is set to Prorate on the Membership Structure Definition (MBR000) screen. Please note that as of 7.5.2, if this checkbox is checked, when you transfer a membership order, the "Prorate" checkbox will be checked by default and cannot be changed on the Order Transfer screen. For more information, please see Transferring a Membership.
Rate Code Extensions	Button. Opens the Rate Code Extensions screen and allows you to define additional information for the rate code. For example, every member gets a free subscription to a magazine. Refer to the steps after this table in the “Defining Rate Code Extensions” section for more information on adding rate code extensions.
Pricing Detail
Add Price	Button. When clicked, a row is added to the Pricing Detail table and the corresponding fields are enabled to add a pricing structure.
Delete Price	Button. When clicked, the highlighted row from the table and the pricing structure are deleted. If a price has been added by mistake, deleting the incorrect price will automatically set the previous price’s End Date to NULL, only if it is one day prior to the new price.
Currency	Drop-down. The appropriate domestic or international currency to use in this subsystem, e.g., German Mark, Japanese Yen, US Dollar.
Rate Structure	Read-only. This is a structure that defines a customer. They are defined during the system setup. Certain customers, such as members vs. non-members, receive special rates. The rates for these structures are defined in the Rate Code.
Rate Code	Read-only. The established rate determines the pricing for the Rate Structure selected.
Price	Drop-down. The price charged for the product prior to any applicable discounts.
Valid from	Drop-down. The pricing setup begins on this date. Membership order pricing is calculated based on the cycle begin date. If a begin date is defined prior to an existing begin date, a warning message appears. If entered, then the end date is automatically set to the day prior to the next existing begin date. A pricing record must equal the product’s Available Date. The Valid from and Valid thru dates allow you to create a new price without creating a new rate structure and rate code.
Valid thru	Drop-down. Indicates the last date when this rate would be effective for this product detail.
Max Adjusted Price	Text box. Controls adjustable pricing and is ignored for other short-pay codes. When the Short Pay code is ADJUST, the system adjusts up only to this price. It is enabled only if Short_Pay flag = “ADJUST”. When the short pay code is “ADJUST”, the price will only adjust down to this amount. If less is paid, then the line item will not be activated.
Min Adjusted Price	Text box. Controls various aspects of the behavior of an order depending on the Short Pay value. This is the price that must be paid prior to the line item being considered active. It is enabled only if Short_Pay flag = “ADJUST”.
Min Price to Activate	Text box. Controls various aspects of the behavior of an order depending on the Short Pay value. This is the price that must be paid prior to the line item being considered active. It is enabled only if Short_Pay flag = “AR”.
Max Auto Write-off	Text box. Indicates the amount that can be written off if the customer over pays or under pays. It is enabled only if Short_Pay flag = “AR” or "REJECT".
Fair Market Value	Read-only text box. If a product is complimentary or sold at a discount, then you can add the actual amount of the product here
Price Membership by Schedule	Checkbox. When checked, indicates the product will be priced by schedule and the Schedule link becomes active.
Show as Web Sale Price?	Checkbox. If you want to display strikethrough pricing on the web, this checkbox must be checked. When checked, the Strikethrough Price field is enabled.
Strikethrough Price	Text box. This is most often used for sales and promotions to indicate a reduced price. Example: $20.00 ~~$45.00~~. In this example, the stricken through price is the original price of the product and the $20.00 price is the new price. As of 7.5.0, if the product has been defined to display on the web, a rate structure of "member" has been defined, the Web Enabled Rate checkbox is checked, the Show as Web Sale Price checkbox is checked, and a Strikethrough Price is defined here, the "Member Price" sale will display on the product preview window. If the web user is logged into the site and is a member, the price will display as "Your Price". Similarly, if a rate structure of "list" has been defined, the "List Price" sale will display. For more information, please see the Product Preview Overview.
Show Price End Date on Web?	Checkbox. If checked, the sale through date will display on the web, as shown below.
Schedule	Link. The active dues schedule related to the product. When clicked, opens the Basis Dues Schedule Chooser screen, where you can select an existing active dues basis schedule, create a new dues schedule (see Defining Basis Dues Schedule for more information), or copy a dues schedule (as of the 7.2.3 release). The copy functionality is only available from this screen; it is not available from the Basis Dues Schedule Maintenance screen. If you add a new price with the same rate structure, rate code, and currency as an existing price, then the schedule displayed in the Chooser will default to the previously added schedule. You can use the default schedule or search for another one.