Agreements Tab


				

Contents

Overview

The Agreements tab is where all of the Member's Agreements are displayed and stored. The list is sorted with the oldest active Agreement listed first. This is also the only place in the application where you can Edit, Delete, or Cancel a Member's Agreement. You can also view and print the PDF version of the Agreement in this tab. The same functionality is also used for Organizations/Corporations.

To navigate to the Agreement Writer, click the Agreement button in the top right corner of the Member Profile page.

Agreement Tab Toolbar

The features in the Agreements tab toolbar will activate once you select an Agreement (NOTE: The Refresh and Existing Cancellation Requests buttons are always active).

Agreements Toolbar.

Agreement Filters

The Agreement Filters give you the ability to select which Agreements you want to view in that tab. These filters are the same on both the Member and Organization Profile pages. You can filter the Agreements by:

  • Status - All Agreement Statuses will be available for selection in the drop-down list.
  • Classification - Any Agreement Classification you added in that configuration.
  • Account - All Accounts associated with the Member or Organization will be available in the drop-down list.
  • Pay Source - This will give you the option to select any Funding Source associated with that Member's or Organization's Accounts.
    The Agreement Filters on a Member Profile. These are the same on an Organization Profile.

Refresh

This button refreshes that particular screen ONLY e.g. If there has been any Agreement activity on this Member's account at another Business Unit or Workstation, this button will update and consolidate the information.

Existing Cancellation Requests

This button gives you the ability manage and view ALL Cancellation Requests for any Agreement associated to this member, including the Status (Completed, Future, or Rescinded-See Below) and who entered the request (Entered By field).

Edit

Click this button to:

  • Finalize - This gives you the option to finalize an Agreement that has been saved ("Save & Hold" or "Pending Payment"Status).
  • Change Funding - This gives you the option to change the Funding Source on an Agreement.
  • Promo/Adjustments - This is where you can view current Promotions and Available Adjustments, apply a new Promotion or end a current one. The pop-up window that displays, and the available features, depend on whether it's an Individual or Corporate Agreement.
  • Rewrite - This gives you the ability to Rewrite the Agreement, which is to change/edit some of the properties of that Agreement.
  • Create Add-On - This is the option you will select for an Add-on to a Family Agreement or Childcare Service Agreement. For the latter, it also recommended that you have this Agreement in the Individual Agreement Group so all of the individuals will be linked directly to the Primary Member or Guardian.
  • Renewals - This is where you can proceed through the steps of renewing an Agreement.
  • Data Fields - This is where you edit corporate custom data fields.
  • Commission Codes - This is where you add/edit commission codes for the agreement.
  • Corporate Agreement Name - This is where you edit the corporate agreement name.

When you click the Edit button on a Family or Corporate Agreement, the Member Agreement Update pop-up window displays. The purpose of this information is to ensure that you are aware of the current payment responsibilities and all of the Funding Source information. This provides:

  • A list of your Funding Sources associated to the Account that is linked with that Agreement.
  • A section (gray) that displays:
    • The Percentage of Responsibility for the Primary Party and the Add-Ons.
    • The current Funding Sources being used for this Agreement.
    • (For Add-On Agreements ONLY) The add-on for whom you are currently editing the percentage of responsibility.

The bottom portion of the window lists all of the available Funding Sources associated with that Member's Account that can be linked to this Agreement. The total percentage amount for which that Member is responsible for displays in Total field (bottom right corner). The % of Responsibility field lists the percentage amounts distributed between all of these Funding Sources for that Agreement and will equal the percentage in the Total field. The % of Responsibility field displays the percentages as follows:

  • On the Member's Primary Agreement, the percentage amounts of all of the Funding Sources must equal 100 percent.
  • On a Family or Corporate Add-On Agreement, only the amount that the Add-On Member is responsible for per Funding Source will display (see IMPORTANT NOTE below). The total responsible percentage amount (0-100%) will display in Total field e.g. if the Add-On is responsible for %30 of the Agreement, %30 will display in the Total field. The total amounts among all of the Funding Sources must equal that amount.

IMPORTANT NOTE: For an Add-On Agreement with split responsibility, the Primary Member's percentage amount only displays in the top section (gray) of the window and NOT in the % of Responsibility field.


Agreement Details
Details for a Primary Agreement.
Details for an Add-On Agreement with a 75/25% split (Primary/Add-On).

Finalize

If the Agreement has been Saved as a Draft ("Pending Payment" Status), you will be returned to the Agreement Writer (Step 6: Payment) to complete the payment process.

Change Funding

You can change which Funding Source, or add a new one, and use it to make payments on an Agreement. You can:

  • Select one that is already linked to the Agreement.
  • Add another Funding Source in the Accounts tab on the Member Profile.
  • Click Add in the header of the Member Agreement Update window and select either Credit Card or Bank Draft (US) from the drop-down list. Add the required information and click the Save button to add the Funding Source.

If you add a Funding Source, it will be added to the list of Accounts in your Member Profile. Also, if another Party or Member is responsible for any portion of your Agreement. e.g. Corporate percentage split or a Family Membership, that Party's Account will display in the Accounts tab on your Profile.

Configuration Tip...Ensure that all Accounts are named or have unique names e.g. "Default" is the default Account name. If you and another Member leave both of your Account Name's as is, and you are paying for a portion of another Member's Agreement, that Member will have TWO (2) Accounts listed as "Default" on his Profile.


To Change a Funding Source:

  1. On the Member Agreement Update window, double-click in the % of the Responsibility field of the current Funding Source.
    Add-On Agreement with a 75/25% split (Primary/Add-On).
  2. Enter "0" in that field (NOTE: You must enter a zero and not leave it blank.)
  3. Double-click in the % of the Responsibility field of the new Funding Source and enter the percentage amount you are allocating to this Funding Source. Repeat this step if you are spreading this across multiple Funding Sources...Remember that the total percentage amount for that column must equal the Total in the bottom right corner. If it does not, that percentage will be highlighted in red.
  4. Click the Save Changes button.
    1. If this is for an Add-On Agreement or a Primary Agreement with no Add-Ons, the process is complete.
    2. If this is for a Primary Agreement, and the OLD Funding Source is a payment source for an Add-On Agreement, you will be prompted with an alert message.
      Funding Source Alert Message.
    3. Click Yes or No to accept the changes (see IMPORTANT INFORMATION below for the differences) and then click the Save Changes button.

IMPORTANT INFORMATION!!!:

  • If you select Yes on the alert message, this will change the Funding Source for ALL Agreements linked to this Funding Source.
  • If you select No, this will change the Funding Source for the Primary Agreement ONLY and the Funding Sources for the Add-On Agreements will remain the same.

Promo/Adjustment

While the terms Promotion and Adjustment will often be used interchangeably, Promotions are applied during the sales process while Adjustments are strictly used after the sale. What you apply here using this feature is considered an Adjustment.

When using this feature:

  1. Only primary items can be added during an Adjustment, not additional items.
  2. When applying an Adjustment, any effects of the previous Promotion or Adjustment are terminated and the effects of the new Adjustment are immediately applicable e.g. the Adjustment assumes all of the effects you configured in the Effects tab like a new Starting Sequence, Amounts and Amount Types, and how many times it is applicable and what it Applies To.
  3. Any billing effects take place during the next billing period (pending on your configuration) e.g. Referral and Billing adjustments.

This gives you the ability to view either:

  • The current Promotions and Adjustments (Promo/Adj) that have been applied to this Agreement, apply a new promotion, or end an existing promotion (Individual Agreements).
  • The Agreement & Promotion restrictions and applicable locations (Corporate Agreement).

For Individual Agreements:

  • The Current Promo/Adj tab:
    • Displays the active promotions in use for this Agreement.
    • Is where you can end any of these promotions.
  • The Available Adjustments tab:
    • Lists all of the available promotions for this Agreement
    • Is where you can apply a promotion(s) to this Agreement.

To apply a Promotion to this Agreement, select a promotion from the list in the Available Adjustments tab. Remember that you can only apply an Adjustment with an Available For type of "Adjustments" in the original configuration.

Selecting a promotion from the Available Adjustments tab.

A Confirmation pop-up window displays to verify that this is the action you want to perform since it cannot be undone. Click Yes.

Confirmation pop-up window for applying this promotion.

You will automatically be switched into the Current Promo/Adj where you can view all of the promotions associated with this Agreement, the Status (Active or Inactive), when it was entered, and a brief description of the promotion effects.

The Current Promo/Adj tab with the applied promotion.

To end a promotion, select the promotion and click the End Promotion(s) button. A similar Confirmation pop-up window displays to verify that this is the action you want to perform since this also, cannot be undone. Click Yes.

Promotions/Adjustments pop-up window.

The promotion Status will change to Inactive and when it was ended and by whom, will display in the Promotion column.

Ended (inactive) promotion.

For Corporate Agreements, the Corporate Restrictions pop-up window displays but is read-only.

Corporate Restrictions pop-up window.

Rewrite

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. This is similar to the "Copy & Replace" feature Bundle Setup.

Examples of when you would use this feature include:

  • Renewals
  • Agreement Upgrades
  • Change of Location
  • Adding or Removing Items
  • Change of Billing Date

You can rewrite Active Agreements ONLY. You can not rewrite Agreements with:

  • An active or pending Suspension (Freeze or Hold). A suspension must be rescinded or end prior to rewriting the Agreement.
  • An Agreement that has a pending Cancellation.

Click this link for the details of Agreement Rewrites.


After you complete the Rewrite, BOTH of the affected Agreements are duly noted in the Agreements tab on the Employee Profile. Select the Include Rewrites check box in the search toolbar to display the rewritten Agreements, otherwise the default is to NOT display those Agreements in the list. An icon displays on each record letting you know that a rewrite was done on this Agreement (Icon Rewrite 01.png) or that this Agreement is a Rewrite (Icon Rewrite 02.png) of another Agreement. Hover over gives you details of changes display.

Rewriten Agreements
Rewrites 03A.png
Rewrites 03B.png

If you double-click the icon of the rewritten Agreement (Icon Rewrite 02.png), the Member Agreement History pop-up window displays. This gives you a Summary which includes the details of the rewrite, any Notable Changes, and the Original Agreement Details. This same pop-up can be viewed if you select the record, click the View button and select the View Rewrite History option.

Member Agreement (Rewrite) History

Create Add-On

Select this option to create an Add-On to an active Agreement, Family Agreement, or Childcare Service Agreement.

To Create an Add-On Agreement:

  1. Search for and select a Primary Member i.e the Member to whose Agreement you are creating the Add-On.
  2. Select the Agreements tab.
  3. Select the Agreement to which you are creating this Add-On.
  4. Click the Edit menu in the toolbar and select the Create Add-On option.
  5. The New Add-On for {Member Name}-{Member ID #} will display. In the example below, it's New Add-On for Creamnsugar, Paula-#1150.
    The New Add-On pop-up window.
    1. This pop-up window gives you the ability to enter demographic information for the Add-On, and if they are in the database, and will run the duplicate check process in the application.
    2. Only the fields marked with asterisks (*) are required data.(NOTE: In Chrome ONLY, the Date of Birth field defaults to 01/01/2000.) If this is a completely new prospect that is not in the database, skip to Step 6.
      1. If there are possible duplicates, the duplicate check slides in and lists the possible matches in the same pop-up window.
      2. You have the option to Continue adding a new member or Load existing member (blue).
        Add-On options after duplicate check.
      3. Select the Member option (gray fill) and click Next.
  6. At this point, you are directed to Step 2 (Choose An Agreement) of the Agreement Writer. Only Agreements selected as Add-Ons for this Agreement in the Agreement Groups configuration will display and be available for selection.
    Choosing an Agreement(Step 2) of the Agreement Writer.

NOTE: For a Childcare Service Agreement, it recommended that you have this Agreement in the Individual Agreement Group so all of the individuals will be linked directly to the Primary Member or Guardian.

Renew

For an Agreement to be renewed, three (3) configuration conditions are required. IMPORTANT NOTE: Only Paid-In-Full and Installment Agreements can be renewed!

  1. Agreement Rules - This is where you enter the maximum days prior and after the expiration date an Agreement can be renewed. The default values for each of these is 31 days but any value in each is acceptable based on your business practices.
  2. Agreements - An Agreement Rule MUST be linked to the Agreement along with any renewable Bundles.
  3. Bundle Setup - The Renewal Agreements check box must be selected on the Bundle Setup page. This Bundle in turn, must be added to the applicable Agreement.

After these three configuration conditions have been satisfied, the Renew option will be available in the menu. If you select this option, you will be redirected to the Agreement Writer where you will proceed through the standard process with the following key elements:

  • Only the applicable Agreements and Bundles will be available for selection.
  • IMPORTANT...the Start Date of the renewal will default to the End Date of the previous Agreement.

Data Fields

If a corporate custom data field value needs to be changed after the agreement is sold, click the Edit button and select Data Fields to make modifications. A small pop up window will open with the data fields. After making changes, click Save to save the changes and close the window.

Note: Roles with the ability to modify an add-on member agreement will be able to modify the data fields for that agreement.

Corporate Add-on Agreement – Edit Data Fields Link

Corporate Add-on Agreement – Edit Data Fields Link

Corporate Add-on Agreement – Edit Data Fields

Corporate Add-on Agreement – Edit Data Fields

Two new permissions were created under the Member Management folder in the permission tree:

  • View Member Corp Fields – this allows the user to view the data field values
  • Update Member Corp Fields – this allows the user to update the data field values

If neither of the permissions are enabled, the Data Fields option will appear disabled within the Agreements - Edit menu.

Member Management Folder – Permissions

Member Management Folder – Permissions

Commission Codes

Commission Codes can be added to agreements in any status to help track whether a commission should be paid on an agreement. Once it is selected from the menu, the commission codes can be added, modified or removed from the agreement and a removed code history is maintained.

  1. To add a new code to the agreement, select an available code from the Available Codes section. Click 'Add' to move the code over to the Assigned Codes section. There is an option to add a comment before saving the code if desired.
  2. To remove a code from an agreement, select the assigned code from the Assigned Codes section. Click 'Remove' to move the code over to the Removed Commission Code History section. There is an option to add a comment before saving the code if desired. Once a code is removed, it is available to be added again and displays once again under the Available Codes.
  3. If a default code was configured, it will display automatically under the Assigned Codes section.

Available, Assigned, and Removed Commission Codes

Available, Assigned, and Removed Commission Codes

Permissions

The Commission Codes option will be available in the menu if the user has the View Commission Status Code Assignment permission. To add and update the commission codes, the user must have the Add Commission Status Code Assignment and Update Commission Code Assignment permissions.

Commission Code Assignment Permissions

Corporate Agreement Name

To change an existing corporate agreement name, select the Agreements tab, go to the Edit menu, and then select Corp Agreement Name. This will open a popup window where you update the name. Once the name has been changed, it is tracked in the change history.

Organization - Agreements Screen: Edit

Agreements-Edit-Corporate Agreement Name
Edit-Corporate Agreement Name

Delete

Click this button to delete a Save & Hold Agreement. Only Agreements with this status can be deleted. This button will only activate if you select (click) an Agreement record or if there is only one (1) Agreement in the Member's Profile.

Cancel

Click this button to navigate to the Cancellation Wizard to cancel the selected Agreement.

View

This is where you can preview and print a PDF version of any Agreement. This gives you the ability to give the Member a readable version of the Agreement and also, affords you the opportunity to check all of the amounts and terms and conditions prior to finalizing any payments.

To view a PDF version of the Agreement, simply click the View button and select the View PDF option. A PDF Version of the Agreement displays with a "Draft" watermark inserted diagonally across the page. While you can use this feature to view any Agreement, it will be used most often at the end of the Agreement Writer process to "preview" and/or print the Agreement for a Member before it is Finalized.

Agreement PDF preview.


To print the Agreement, click this button to view the PDF version. Select the print option in the toolbar that displays (typically at the bottom of the page).

View History Rewrites

To view the rewrite history for an Agreement, click the View button and select the View Rewrite History option. The Member Agreement History pop-up window displays. This option is only active for rewritten Agreements or Agreements that have been rewritten. The pop-up includes a Summary which includes the details of the rewrite, any Notable Changes, and the Original Agreement Details. This is the same pop-up that displays when you click either of the rewrite icons to the left of any record in the list.

Member Agreement (Rewrite) History

eSignature

Click this button to active the Signature Capture device. You can use this to add any, or all, of the signatures to the Agreement that were not captured during the initial Agreement Writer process. This button will only activate if you have the proper Operations Security settings.

Agreement Details

When you select (click) an Agreement from the list, the details of that Agreement display in the bottom portion of the screen. The right panel displays an itemized list of what you purchased, exactly as it appears in the Agreement Writer. The left side displays the informational details, any Documents relating to the Agreement, and the Projected Billing. The Agreement information includes:

  • Agreement Number
  • Agreement Name
  • Agreement Status
  • Initial Invoice, including the Invoice number and date
  • Agreement Location
  • Sales Person(s)

The Projected Billing section displays all past and future dates and amounts of your Obligation Quantity. Once the Obligation Quantity has been fulfilled, the list will display all past and up to four (4) future billing dates only. This is because the MosoMRM Task Processor forecasts billing up to four (4) months from the current date.

Agreement Details for a Paid Over Time Agreement.

Adding a Funding Source

You can add or edit a Funding Source for a specific Agreement. If you add a new Funding Source here, it automatically becomes the Primary Funding Source for this account WITHOUT EXCEPTION! This ensures that you have at least one (1) active Funding Source on file for this Agreement.

The Swipe button gives the ability to collect the credit card information and save it on file on that Member's Account. This can also be done manually by entering the credit card number and expiration date.


It is STRONGLY RECOMMENDED that you swipe the credit card before you Save the Funding Source. This is a safer and more accurate way to capture the credit card information and add it directly to this Agreement and to the Member's Account.


To Add or Edit a Funding Source on an Agreement:

  1. Highlight (click) the appropriate Agreement record and click the Edit button in the Tool Bar. The Member Agreement Update pop-up window displays with a list of Funding Sources for a specific Account.
    • 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 and a pop-up window displays (this form 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.
  2. 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.
  3. 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.
  4. In the Availability section, all of the check boxes will default to selected (with the exception of the Invalid check box).
    • Use for Recurring: This card can be used for any recurring charge (Perpetual or Installment Billing).
    • Use in POS: This card can be used for any standard, nonrecurring charge in POS.
    • On Account Funding Source: This card will be used as the Funding Source for any On Account charges. (NOTE: If this is an additional Funding Source to one you already have on file, this check box will NOT default to selected.)
    • Active: This immediately activates the card as the Primary Funding Source for this Account.
    • 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.
  5. Click Save. The new Funding Source will be added to the Funding Sources on this Account section. If you did not Swipe the credit card, you can still add the credit card information to the Agreement and the Member's Account by Editing a Funding Source in the Accounts tab on their Member Profile.
    Adding a Funding Source.

Agreement Change History

An Agreement can go through several changes during its life cycle. These changes are stored and displayed in a specific location on the Agreements tab on the Member Profile. This feature summarizes the changes, including any notable changes, and gives you the ability to identify why the change and by whom. It also identifies at what location the change was done and at what specific workstation.

The Show Change History button has been added to the Agreement Details section to access this information, which is read-only.

Show Change History button.


Below is a list of Change Types that will be stored and available for viewing on Profile page:

  1. New Agreement
  2. Cancellation
  3. Signature Type (electronically or manually signed)
  4. Suspension
  5. Rewrite
  6. Funding Source

When a changes is made to an Agreement, a new history record is created. Change history will ONLY be stored from your date of implementation and going forward. Any changes made prior to implementation will not be saved and stored. The Date, Change Type, and who made the change (Changed By) display on the left. The Summary and any Notable Changes display on the right. The Summary and Notable Changes language for all Change Types are listed below.

Agreement Change History and the Show Agreement Details button.


The screen shot above is an example of a change record for a New Agreement. The screen shot below is a change record for a Suspension for that same Agreement.

Suspended Agreement with additional Notable Changes

The language that displays in the user interface for each change type is listed below.

  • The Start Date is the date payment was finalized.
  • ALL Sales Advisors related to that Agreement will be listed in the Summary

New Agreement

Summary

“Agreement #286 (Agreement Name) was finalized on 5/25/14 with a start date of 6/1/14 by (User Name), part of (Work Role) at (location name) on (Workstation Name). Sales Advisor: (Sales Advisor(s) Name)."

Notable Changes

This section will list any Promotions applied to that Agreement and the effects of that promotion on the pricing of each item.

Cancellation

Summary

“Agreement #286 (Agreement Name) status was changed from active (current status) to cancelled effective 6/1/14 (effective cancel date) with a reason of (Cancellation Reason) which was received on (date cancellation request was received) and entered by (User Name of person who entered cancellation request) part of (Work Role) at (location name) on (Workstation Name) and approved by (user who entered request) part of (Work Role) at location (location name) on (Workstation name)."

Notable changes

  • List items cancelled in the request
  • Show any associated comments

Signature Type

This refers to Agreements being electronically or manually signed.

Summary

“Agreement #286 (Agreement Name) was marked as (electronically signed or manually signed) on 6/1/14 (date the agreement was marked as manually signed) by (User Name who marked agreement as manually signed) part of (Work Role) at (location name) on (Workstation Name) and approved by (user who entered request) part of (Work Role) at location (location name) on (Workstation name)."

Notable changes - N/A

Suspension

Summary for Start of Suspension

“Agreement #286 (Agreement Name) status was changed from Active (current status) to (Freeze or Hold status) effective 6/1/14 (suspension start date) with a reason of (suspension reason) which was received on (date suspension request was received) and entered by (User Name who entered request) part of (Work Role) at location (location name) on (Workstation name)."

Summary for End of Suspension

“Agreement #286 (Agreement Name) status was changed from suspension status (hold or freeze status) to Active (current status) effective 6/1/14 (suspension start date) with a reason of (Suspension Reason) which was received on (date suspension request was received) and entered by (User Name who entered request) part of (Work Role) at location (location name) on (Workstation name)."

If Suspension End Date was altered

“Agreement #286 (Agreement Name) suspension end date was changed from (original end date) to (new end date) which was received on (received date) and entered by (User Name who entered request) part of (Work Role) at location (location name) on (Workstation Name) and approved by (user who entered request) part of work role (Work Role of User) at (location name) on (Workstation name)."

Notable Changes

  • Lists items suspended with request.
  • Displays any associated comments.
  • Displays adjustment reason selected and when adjustment credit will take effect.
  • Displays what the obligation date was changed from and to, if Suspension Reason extends obligation date.
  • If a freeze charge is applied, it displays the associated item and the fee amount that will be charged during the Suspension.

Rewrite

The Summary and Notable Changes from the current Rewrite History will remain the same in this section.

Rewrite History and Notable Changes

Funding Source

Summary

“Agreement #286 (Agreement Name) funding source was changed from (CURRENT Funding Source) to (NEW Funding Source) by (User Name who changed Funding Source) part of (Work Role) at location (location name) on (Workstation Name) and approved by (User who entered request) part of work role (Work Role of User) at (location name) on (Workstation name)."

Notable Changes

  • If Account Number or Type has changed, the old type (ACH vs Credit Card), last four digits of old account number, new type, and last four digits of new account number display.
  • If Expiration Date has changed, the "expiration date was changed from (old expiration date) to (new expiration date)" displays.
  • If Funding Source is marked as:
    • Valid or Invalid
    • Active or Inactive
    • On Account
    • Use for Recurring setting or not used in this capacity
    • Show % of responsibility on this Funding Source changes

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