Agreement Writer


				

Contents

Overview

The Agreement Writer is where you enter and organize all of the pertinent data that is subsequently pulled by the Agreement Template to produce the Member's or Organization's actual Agreement.

The Agreement Writer is accessed exclusively from the Member or Organization Profile pages. Click the Agreement button in the Toolbar to begin the Agreement Writer process.

Agreement Types

The first step in the process is to select an Agreement Type from the Agreements menu in the toolbar. These option are:

  1. Corporate Agreement - This is the option an Individual will select when signing up as an Add-on to a Corporate Agreement.
  2. New Agreement - This is the option you will select for a standard Individual Agreement where you are the Primary.
  3. New Corporate Agreement - This is the option you will select, and the ONLY option available, when adding a Corporate or Organization Agreement. This option is only available in the back office (i.e. not online) and will never be an available option for an Individual.

(NOTE: The New Agreement, Add-on, and Corporate Add-on Types are ONLY available to Individual Members and will never be an option for a Corporation or Organization.)

Agreement Type Options
Options for an Individual.
Options for a Corporation/Organization.

Writing an Agreement

When you click the Agreement button, the Agreement Writer typically opens in a new tab labeled Agr:{Member Name} (last name, first name).

The Agreement Writer opens in a new tab.

However, it is important to note that a restriction can be enabled that prevents a user from creating a new member agreement if any required member data fields are missing. This is permission based and to enable it, deselect the 'Allow Agreement with missing Required Member Fields' permission within the permission tree.

  • When the user does not have this permission, a warning message is displayed while creating a new agreement (both individual and corporate) for members with missing required fields. After entering the required fields, the user can then create the agreement.
  • The permission is also checked if an add-on agreement is created with an existing member.
Alert - Missing Required Member Fields

Once the new agreement tab opens, the information you add, or is pre-populated in the top portion of Step 1, (Business Unit, Start Date, Sales Advisor, Barcode) is statically display in every subsequent Step of the Agreement Writer but can be edited. The middle panel will slide in and out of the page as required and the information you add will display in the right panel (gray area) with a running total, including taxes. Also, the Quantity will display in parentheses to left of each lite item in the Bundle.

If at any point you need to return to a step, click the Back button in the lower left corner of the left panel (excluding the first page) to return to the previous page. You can also click any of the Change links to return to that section of the process.

Back button and the Change links.

Step 1: Choose Agreement Settings

The Choose Agreement Settings are based on the Agreement Type you select.

The top section displays:

  1. Business Unit - This defaults to your current Log-In Business Unit.
  2. Start Date - Enter the desired date or click the Calendar icon to select a Start Date for the Agreement.
    1. This field will default to the current date.
    2. Click the Today button to select the current date.
    3. If you enter a date outside of the limitations set forth in the Agreement Rules configuration, a warning message banner will display (top) and you will be required to enter a date within those paramters to continue. (NOTE: If you are logged in and have the proper Feature Security Permissions to override this feature, the warning message will not display.)
  3. Barcode - This gives you the ability to immediately assign a Barcode (Card ID Number) to a Party, if you did not already assign them a Number when you set up their profile.
    1. If the Party already has a Card ID Number, that number will auto-populate the Barcode field and the Add button will not display.
    2. If the Party does not have at least one (1) assigned number and you selected the Require Barcode on New Agreements check box when you set up this Agreement, click the Add button to add a Barcode.
    3. Enter the number you are assigning in the Please Enter Barcode field on the pop-up window and click the Ok button. The number you entered will populate the Barcode field. (IMPORTANT NOTE: This number MUST be different than the Member ID that was assigned based on your settings in your Member Configuration.)
      Adding a Barcode.
  4. Sales Adviser drop-down list - Making a selection in this field is REQUIRED.
    1. This list is filtered by Work Role. Only employees with a Work Role that is designated as Sales Adviser will populate this list.
    2. If more than one sales representative is involved, click the Add Sales Adviser link and another drop-down list will display. Select another Sales Adviser from that drop-down list. The maximum number of sales advisors that can be added is determined by the Max # of Sales Advisors setting within member configuration.
    3. This is typically for commission purposes.

New Agreement and New Corporate Agreement

This is for Agreements where an Individual or Corporation/Organization will be the Primary.

  1. Select an Agreement Group from the drop-down list. This selection will also determine which Agreements are available in the following steps. Pending on how you configured these Agreement Groups will determine whether any Add-on Agreements will be available for that Agreement.
  2. Select an Agreement Classification (Member or Service) from the drop-down list. If the previously selected Agreement Group does NOT include Agreements with multiple classifications, this drop-down list will be inactive (grayed out).
    1. If you select Service and this is for a Locker Rental, you will be prompted to Choose Rental Assignments prior to Selecting a Funding Source.
  3. In the Payment Responsibility section:
    1. If you configured this Agreement Group to have adjustable Payment Allocation Settings in Agreement Groups, enter the Responsibility Percentages for the Primary and Add-on in their respective fields. This is the RECOMMENDED method for configuring payment responsibilities, especially for a Corporate type of Agreement, where membership fees may be shared or split.
    2. If the Agreement Group you selected does not include adjustable Allocation Settings, this section will also be inactive.
  4. For corporate agreements only, the Corporate Agreement Name field will display first under the 'Choose Agreement Settings.' The default name will be the name of the organization. The user has the ability to change the name to something else more intuitive or preferred. Please note that the name must be unique within the organization.
  5. Click the Next button.
    Selecting Agreement Settings at that Business Unit.

Add-on and Corporate Add-On

The user interface for both of these options is the same. However, only the applicable Party Roles will be returned in the search in the Choose the primary field i.e. only Individual Members will be returned for an Add-On Agreement and only Organizations will be returned for a Corporate Add-on selection.

  1. Do a search in the Choose the primary field and select a Member or Organization with an Active Agreement. This will be the Primary Member.
    Selecting a Primary Member for an Add-On Agreement.
  2. The information for that Agreement will populate the remaining fields and other than the Start Date, they are not editable.
    1. Agreement #
    2. Agreement Group
    3. Agreement Name
    4. Primary (Member)
    5. Start Date (Defaults to current date)
      The Agreement Settings for an Add-on Agreement.
  3. Click the Add button.
  4. ***FOR ADD-ON AND CORPORATE ADD-ON ONLY***...if the Agreement Group you selected includes entering required information, enter that information in the text box. This is configured, including the label for this text box, in the Display prompt text box, in the General Rules tab in the Agreement Groups configuration. This will often be an Identification item of some sort (ID #, Organization Membership Card, etc.) that the Corporation or Organization may require as another verification for access to a facility. In the case below, the Corporation would like its Add-On Members to provide their Employee ID number to be added to their Agreement.
    Entering required information from the Agreement Groups configuration.

Step 2: Choose An Agreement

This list is filtered based on the Agreement Group you selected and displays in alphabetical order. All of the Agreements within that Group will be available for selection. Select a Agreement and click the Next button. At this point, the Agreement you selected displays in the right panel and the Choose a Bundle panel slides into the screen.

Choosing an Agreement.

Step 3: Choose A Bundle

This list is filtered based on the Agreement you selected and displays in alphabetical order. Only Bundles in that Agreement will be available for selection. You can select only one (1) and click the Next button. At this point, the Bundle you selected displays in the right panel and the Choose Additional Bundles & Services panel slides into the screen.

Choosing an Bundle.


These include the Key Items you selected when you configured, or subsequently edited, the initial Bundle. These are the items labeled Select One in the Items list (right) on the Add (or Edit) Agreement page.

Step 4: Choose Additional Bundles & Services

This list is also filtered based on the Agreement you selected. These are the additional items you selected in the original Bundle or were added when you configured the original Agreement, and are marked as Optional in the Items list (right).

These are typically add-on items or services like tanning, PT, towel service, etc, and the quantities for each of these line items can be adjusted. Hence, this is where you can up sell the customer and add overall value to the Agreement.

  1. Select the check box of any Additional Bundle or Service you wish to add to the Agreement.
    • If you would like to adjust the amount in the Qty field, double-click in the field.
    • Enter the new quantity and either click out of the field or click the Next button.
      Adjusting a Quantity.
  2. Click the Next button. The Choose Installment Options panel slides into the screen and the Additional Bundles and Services you selected display in the right panel.

Step 5: Choose Installment Options

In the Choose Installment Options panel, you must select a Payment Option for each item in the Bundle. These Payment Options apply a Billing Schedule to each item.

Each item has its own section which includes the:

  • Item Name
  • Quantity, Unit Cost, and Price
  • Selected Payment Option (bullet)
    • Perpetual
    • Installment
    • Paid In Full
  • Selected Option - This will display the Default Payment Option that was preselected when you configured the Bundle or if a default was not configured, the "To proceed, an option must be selected" link displays and must be selected (see below).

You are REQUIRED to have a default Payment Option and Price for every Item in the Bundle. You will have three (3) options:

  1. If default Payment Options have been selected for all of the items and those are the only available options for each item, click the Next button and proceed to the Funding Source step. This will apply those options to the Agreement.
  2. If default Payment Option have been selected but there are other options available for each item in the Bundle, you can either:
    1. Accept the current default options, click the Next button and proceed to the next step.
    2. Click the applicable underlined link to change that Payment Option (see below for the steps).
      1. Change Your Perpetual Option
      2. Change Your Installment Option
      3. Change Paid In Full Price
  3. If a default option has NOT been selected for any or all of the items, the "To proceed, an option must be selected" required field message will display (red font). Click the applicable link to select a default Payment Option.
    Bundle without a default Payment Option selected.

(NOTE: Numbers 2 and 3 above will be the most common scenarios.)

When you select one of the underlined Change links, the applicable pop-up window will display. After you make the selection, or make the edits, click the Ok button to close the window and either make the next edit or click the Next button and proceed to the Funding Source step.

  • Edit Paid In Full Price - This price can be adjusted between the Minimum and Maximum prices you configured in Bundle Setup.
    Edit Paid-In-Full Price
  • Change Your Perpetual Option - Select a Perpetual Option from the Options drop-down list.
    Selecting a Perpetual Option
  • Change Your Installment Option
    • The Options drop-down list will default to selected option.
    • If you select another Billing Schedule option, the Down Payment and # of Installments fields will activate, with the default values for that option preloaded.
    • Edit the values in each of those fields if so desired and click the Ok button.
      Selecting an Installment Option

Choose Rental Assignment(s)

If this is a Service Agreement that includes a Locker Rental, or a Membership Agreement in which a Locker Rental was included or selected as an Additional Bundle & Service, you must select the specific locker Values and Assign a locker to the Member.

Selecting locker values and assigning a locker number to the Member.

Select from these drop-down lists:

  • Area - The designated places in each facility where lockers are located e.g. Men's Locker Room, Women's Locker Room, Hallway, etc.
  • Bank - A section, or subsection, of lockers within each of the areas.
  • Category - Is a specific locker (not number) that you may choose within an area or bank e.g. Corner, End, Middle, etc.
  • Size - The specific size and/or shape of each locker available at your club e.g. Large, Tall, Cube, Standard, etc.
  • Locker - These are the actual locker Numbers available based on the item selected in this Agreement and the Values you selected in the previous drop-down lists.

If you selected a specific value when you set up the Item e.g. Size=Large, that drop-down list will be preselected and not be active. Also, if you select values in which there are no lockers available for this item, no locker Numbers will be available in the Locker drop-down list.

Choose Sharing Settings

This section will only display if you have added any Service Items that have been configured to Allow Sharing in Item Setup. This will typically be PT, Massage, Childcare, etc.

The Choose Sharing Options section.

To Add Sharing Options:

  1. Click the Add Activity Sharing link for the item you are sharing. The Share Activity pop-up window displays.
  2. Use the standard or Advanced Search to select the Member with whom you are sharing the Activity.
  3. Enter the number of Units you are sharing.
  4. Click the Add button.
    Adding Sharing options.
  5. The information is added and displays statically on the form for your review.
    1. To delete the sharing options, click the red delete button.
    2. To edit the Unit amounts, click in that field and adjust the number.
    3. To share that same item with another Member, click the Add Activity Sharing link and repeat the process.
  6. To share another item, click the Add Activity Sharing link in that item and repeat the process.
    Added Sharing information.

Choose Down Payment Plan

The Down Payment Total, Minimum Down Payment Amount, and Financed Amount fields are pre-populated and read-only.

To Choose a Down Payment Plan:

  1. Select a Payment Plan from the drop-down list. You can select none which is a hard coded option in the list.
  2. Enter an Initial Payment Amount (this must be equal or greater than the Minimum Down Payment Amount).
  3. Select a Billing Schedule.
  4. Use the up/down arrows to select the Number of Payments. This avialable range will only be within the parameters you set when you configured the Payment Plan.
  5. Click the Next button.

Choose and Update Expected Service Provider

The Expected Service Provider (ESP), if linked, displays under Installment Options for service items. It can be cleared and updated if needed. If one has not been linked, then the user can choose an ESP. Note that once the agreement is finalized, the ESP(s) displays in POS and can be updated from there as well.

Agreement Wizard – Linked ESP
Agreement Wizard – Set ESP

Step 6: Selecting a Funding Source

  1. Select a Funding Source.
  2. Ensure that the Percentage of Responsibility column adds up to 100%.
    1. To adjust the percentages, double-click in any of the Percentage of Responsibility column fields and adjust the amounts accordingly.
    2. If the Funding Sources do not add up to 100%, you will not be able to save the Agreement and an error message will display.
  3. If all of the other information is correct, click the Next button to proceed to Step 6 (Payment). If not and you want to Add or Edit a Funding Source, click the Add button or Edit link (see below).

In the Funding Source panel, all active Funding Sources for the Member's Account you selected in Step 1 will be available.

  • The FIRST active Funding Source listed in the Member's Account will be designated as the responsible Funding Source i.e. it will be listed with "100 % of the Responsibility" for the payment. This can subsequently be changed in the process.
  • Regardless of which Funding Source(s) you select, the total MUST add up to 100% in the Percentage of Responsibility column.
  • If necessary, you can edit an existing, or add an additional Funding Source which will also be added to the Member's Account.
  • The Recurring, On Account, and POS columns are read-only. These are to inform you what each Funding Source can be used for within this Member's Account.
    Funding Sources

CAUTION...A Manual Account may be the default Account. This is a "statement only" account i.e. there are no Funding Sources attached to this account and you will send the member a statement to receive payment.

Message when using a Manual Funding Source.

When you originally configure an Agreement, if the Allow Manual Funding Source check box is NOT selected, this particular Agreement will not allow the use of a Manual Funding Source. Having just a Manual Account on the member's record is not a typical scenario however.


This is the same form that is used when adding or editing a Funding Source to an Account and an Agreement on the Member Profile.

To Add or Edit a Funding Source:

  1. Select an Account from the drop-down list. If there is only one (1) Account associated with this Member, the drop-down list will be read only.
  2. Adding or Editing a Funding Source
    • To Add a Funding Source, click the down arrow to right of the Add button and select a Tender Type (Credit Card, Bank Draft - US, Bank Draft-Canada) from the drop-down list. This form will slide into the panel and is the same for all three (3) selections).
    • To Edit a Funding Source, click the Edit button to the right of the current Funding Source you wish edit. The same form will display with the existing information already populated.
  3. Enter or Edit the Cardholder Name, Credit Card Number, and Expiration Date. If you entered the Credit Card Number correctly, the Credit Card Type field will auto-populate with the proper card type e.g. Visa, MasterCard, Discover, etc.
  4. In the Billing Address section, enter or edit the member's Address, City, State, Zip Code in the Postal field, Email Address, and Phone Number.
  5. In the Availability section, select the appropriate check boxes that apply for the usage of this Funding Source.
    • Use for Recurring: this card can be used for any recurring charge (Installment or Perpetual Billing).
    • Use in POS: this card can be used for any standard, nonrecurring charge in POS. This check box defaults to selected.
    • Active: this immediately activates the card. This check box defaults to selected.
    • Invalid: This will typically be selected later, if or when the Funding Source is flagged as invalid for whatever reason e.g. fraudulent, lost or stolen, etc.
  6. Click Save and you will be returned to the Agreement Writer. The Funding Source will be added to the listing in the Agreement Writer with a zero (0) value in the Percentage of Responsibility column and automatically added to the Funding Source section in Accounts tab on the Member Profile.
  7. Ensure that the Percentage of Responsibility column adds up to 100%. To adjust the percentages, double-click in any of the Percentage of Responsibility column fields and adjust the amounts accordingly. If the Funding Sources do not add up to 100%, you will not be able to save the Agreement and an error message will display.
  8. Click the Next button. The Payment options slide into the screen with the Finalize and Save as Draft buttons activated.

Step 7: Corporate Enrollment Restrictions

This section will only display when adding new Corporate/Organization Agreements, and will allow you to set restrictions on the dates within a month that a person is allowed to enroll as an Add On to that program.

  • Applies only to the Corporate Add On member enrolling on the corporate agreement - other Add-ons (such as family members) to the initial Corporate Add On will not be held to the same enrollment restrictions.

To Set Enrollment Restrictions:

  1. Switch to the Restrictions tab.
    • Note: By default, the agreement will be available for enrollment immediately, without any other restrictions.
  2. Corporate Enrollment Restrictions - Restrictions Tab.png
  3. Check the Restrict Enrollment checkbox to limit the period during which the agreement will be available for enrollment, using the following options:
    1. From Day:
    2. To Day:
    3. Start Date:
    4. End Date:
  4. For example, in the below screenshot, members will be able to enroll using this agreement between 8/1/2015 and 10/31/2015 (due to Start Date & End Date), but only on the first 10 days of each month (due to From Day and To Day).
  5. Corporate Enrollment Restrictions - Restriction Options.png

Step 8: Data Fields

This section will only display when adding new Corporate/Organization Agreements and will allow you to associate custom data fields to that agreement.

Up to 10 fields can be associated with a specific corporate agreement on the Data Fields tab. The user can select whether the fields are required and can add/modify which fields display and in what order. If a field is needed that has not already been defined, the user can easily add it by clicking the 'View/Manage Corporate Data fields' link which allows the user to toggle between the wizard and the organization Data Fields screen.

  • Once the corporate agreement is finalized, the data fields assigned to that agreement cannot be changed. At this point, in order to make changes, the agreement can either be rewritten or a new agreement can be created.
Add Corporate Data Fields

When selling a new corporate add-on agreement, the custom fields will display within the wizard as Additional Information. Any required fields are highlighted in red and show an exclamation mark.

New Corporate Add-on Agreement – Additional Information

Note that when doing a rewrite on a corporate add-on member, if the new agreement is for the same corporate organization, the custom data fields will be brought across from the old agreement and used as the default values when showing the new agreement.

Step 8: Payment

When you get to this step, there are four (4) options:

  • Finalize
  • Pay Primary Invoice (see BELOW)
  • Save as Draft
  • eSignature

Finalize

When you click the Finalize button, an Invoice is created for the initial payment on the Agreement. At this point, you will leave the Agreement Writer and be directed to POS to complete the transaction.

While this button is used to finalize all of the initial transactions related to an Agreement, the following steps are for standard New Agreement or New Corporate Agreement Agreement Types only. See BELOW for how this feature works alongside the other Payment buttons.

  1. The Find a Member or Find an Organization pop-up displays so you can select an Account. This only displays if the Member or Organization has multiple Accounts. Select an Account and click the OK button.
  2. The products and services that you entered in the Agreement will be itemized in the standard Point of Sale Transaction user interface. Finalize the transaction in the normal manner.
  3. After you finalize the transaction in POS, click the Agr:{Member Name} tab which returns you to the Agreement. The following message displays:
    Agreement Complete message.
  4. Select the Print Agreement button in the header in the top right corner or click the Done button. The Agreement is now complete and after you refresh the screen, will display in the Agreements tab on the Member and the Organization Profile pages.

Pay Primary Invoice

The Pay Primary Invoice button gives you the ability to pay the balance on the primary Member's initial payment Invoice. This is done as a separate Invoice from the Add-on but is still related to this specific Agreement.


This feature applies, and is activated, ONLY if you selected the Add-on Agreement Agreement Type (NOT Corporate Add-on) and is done AFTER you have finalized the Add-on's initial payment.


The most common and typical use case for this feature is a split payment (e.g. a 50/50 split) between the Add-on and the Primary Member. When the Primary Member is 100% responsible for an Add-on Agreement, TWO (2) Invoices are also generated but the Add-on Agreement will have the "Sponsor Transfer" notice on the POS transaction.

When you get to the Payment step of the Agreement Writer, the Finalize and Save as Draft buttons are activated but the Pay Primary Invoice button is not.

  1. If there is a split payment and the Add-on owes a balance, when you click the Finalize button you will be directed to POS to finalize the Transaction.
  2. If the Add-on does not owe any money or the Primary is completely responsible for the payment, after that Transaction has been finalized, the screen refresh icon displays as the Primary's Invoice is being generated for their Initial Payment.
  3. When the refresh is complete, the Payment screen displays with the Pay Primary Invoice button activated.
  4. Click the Pay Primary Invoice button and you will be once again directed to POS to finalize the transaction for the Primary's Invoice balance.
  5. When this is complete, exit POS, and click the Done button to complete the Agreement.

Save as Draft

At this point, you can choose to save this Agreement as a draft. Click Save as Draft button and you will leave the Agreement Writer and return to your Member Profile. The Agreement will be saved with a Pending Payment or Save and Hold status and the details will display in the Agreements tab on your Member Profile.

To update the Agreement, select (click) that record in the Agreements tab. This activates the Edit and Delete buttons. Only an Agreement in one of the above noted statuses can be edited or deleted.

  • To preview the Agreement in PDF format, click the Edit button and select View PDF. This will display a PDF version of the Agreement with a "Draft" watermark inserted diagonally across the page.
  • To delete the Agreement, click the Delete button. A pop-up window displays with the "Are you sure you want to delete this Agreement?" warning message displays. Click the Yes button and the Agreement will be deleted and the record removed from the Agreements tab.
  • To update the Agreement, click the Edit button and select Finalize. You will be returned to the you will be returned to Step 7: Payment of the Agreement Writer to complete the payment transaction (see below).

eSignature

Click the eSignature button to activate the Signature Capture device. This will guide you throw the process of using the device and also, what is displayed on your user interface. Click this link for a guide on How to Use the eSignature Features.

Agreement Rewrites

The Rewrite functionality copies the properties of an existing Agreement, giving you the ability to change, edit or keep those same properties as you create a new Agreement. The new Agreement will in turn, have a new Agreement Number but will keep the original Start Date.

You can rewrite Active Agreements ONLY. Expired, Cancelled, or Agreements with a pending Cancellation can not be rewritten. You can not rewrite an Agreement with an active or pending Suspension (Freeze or Hold). However, you can rescind the suspension and rewrite the Agreement.

There are four (4) elements you cannot change when rewriting an Agreement:

  1. Agreement Group e.g. you cannot from Individual Agreement to a Family Agreement
  2. Agreement Owner e.g. You cannot transfer the Agreement to another Member.
  3. Agreement Classification e.g. you cannot go from a Membership to Locker Agreement.
  4. Agreement Role e.g. You cannot go from being an Add-On to being the Primary.

Technical Information

Related Information

Members

Member Profile
Agreements
Agreement Writer
Agreement Rewrites
Member Accounts
Point of Sale


Activity Management
Members
Statuses
General Configuration
Member Configuration
Moso myClub


System Configuration
The MosoMRM User Interface
The MosoMRM Glossary
Setting Up Your MosoMRM System
The MosoMRM Modules
Operation Security
Feature Security