Processing a Club Batch Billing

5 easy steps to process your batch club billing

To process a club:

  1. Go to Clubs, and select Process.
  2. Select Add New
  3. There are 5 steps to set up:

1.    Club Selection

If a club doesn't have any active members you won't be able to continue

      1. Select the club you would like to process from the drop down
      2. Click Next
      3. You can change the name for this processing as well as the applied discount by editing the field now available.
      4. To change the club selection you can click the change button

2.    Membership Selection

You can select to process all active members or select individual members to process

      1. Click Process All Active Members to add all the active members in your club to the batch
        1. Click Next
      1. Click Select Members to select individual active members to add to the batch
        1. Click the choose members button
        2. Select the members you would like to add
        3. Click Okay
        4. Click Next

3.    Build the Order

You can choose to update or not update your inventory in square by selecting or de-selecting the option.

You can choose to create a bundle of items with a set price, or select individual items, or both.

      1. Click select items to select individual items to add to the order
        1. Select the items and quantities you would like to add
        2. Click Okay
        3. Click Next
      1. Click bundle items to select individual items to add to the order
        1. Enter the Bundle Name and Bundle Price
        2. Select the items and quantities you would like to add
        3. Click Okay
        4. Click Next

You cannot add items that have already been added as individual line items to a bundle and you can not add items as individual line items that have been selected within a bundle.

The bundle price must be evenly divisible by the total quantity of the items selected within it.  If it is not, the system will automatically update the bundle price for you.

Items that are bundled are shown with Bundle next to them in the Club Order Summary

4.    Compliance

If you have connected ShipCompliant as an integration to Vincipia, you can choose to override their compliance and system entirely by selecting Override ShipCompliant.

      1. Click on the date under Purchase Date to select and change the Purchase date for the order
      2. Click on the date under Ship Date to select and change the Purchase date for the order
      3. Click next

5.    Fulfillment

      1. Select the shipping strategy you would like to process from the drop down

If you have connected Shippo as an integration to Vincipia and select a strategy linked with them you will be prompted to enter the package weight and if you would not like to charge the shipping fee to your members.

       ii.    Click next

4.    The Button Process review is now available in the top right hand corner of the window, select it to review everything you have just set up.

5.    Review your process set up

      1. Click Process to begin processing
      2. Click Cancel to go back and make any edits to your order

Once you click Process, you cannot go back and the processing cannot be stopped