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To find the user guide for Exchange a Package Potential Member Duplicates, go to a member’s profile and click on the Transaction Tab. From the top right hand corner, click on the help icon ?. This will take you to the Transaction documentation. From the list, select Exchange a Package.
Exchange a Package with Installments
Tasks menu and select Potential Member Duplicates.
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When a player is registered for a program, but needs to change it to another, you can exchange it by going to the participants profile, and selecting the Transaction Tab. Click on the line of the transaction you want to change, and the side panel will open. From the Action button, you can select Exchange Items.
But what happens when Exchange Items is greyed out?
When a registration is set up with installments, and the method of payment is credit card, you must first unlink installment from the credit card then you can do the exchange of an item.
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From the side panel, you will see the breakdown of the installments. Click on Edit.
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Note: You will only need to unlink installments if the original method of payment was credit card. |
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You want to change all the installments that are in the Pending status from credit card to any other method of payment. Select a method from the drop down for each installment, and then click Confirm.
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Now go back to the Action button on the side panel, and Exchange Items will be an option.
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From the pop up window, click Next.
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Select the item you want to exchange, then click Next.
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The exchange now turns into a Manual Registration.
Select the Member Type.
If you need to select an underage/overage package, put a checkmark in the box for Show all packages.
Select from the Registration drop down the division you are changing it to. Note: if you are exchanging an Other item, select No Registration from the drop down.
You can adjust the price if needed. Note: during a manual registration, the total price of the registration is shown outside the box - the price you enter in the box is added onto the membership fee.
Click Next.
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Select the method of Payment.
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Select your Merchant Account.
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Select the Payment Schedule.
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Select the member that will be paying for the invoice. If the member is not listed, you can click on +Create a new account. Then click Next.
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You can see that the amount paid on the original invoice has been applied to the new invoice. Click Confirm to complete the exchange.
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The parents can log onto their My Account and select the Payments menu, select the invoice, and enter their credit card information.
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Once the exchange is complete, you can view on the Transaction Tab, the original invoice no longer has an amount due, and the payment from the first registration has now been applied to the new invoice.
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In the Tasks menu, you have an option entitled Potential member duplicates. A search engine detects potential duplicates when a new profile is created. If the system detects a potential duplicate, it will automatically flag the profiles.
Potential Member Duplicates Dashboard: From the home page, the list contains all the profiles identified by the system. You can search by date, organization, member or birth date. You can also sort using the directional arrows located in each of the columns.
Last Submitted: The date the system detected there was a duplicate
Organization: The organization the member is primary to
Member: The name of the participant, includes the gender, status of the member, HCR # and a quick view option
Date of birth: The date of birth for the participant
Duplicates: A number of duplicate profiles for review
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By selecting a member, the side panel will open to your right, and you'll see one of two statuses:
Exact match: first name, last name, and date of birth are identical.
Partial match: first and last names look the same, and the date of birth is identical.
The Action button's Manage menu lets you perform the following actions:
First, you can use the quick view to review the profiles to determine if the profiles should be merged, or if you need to keep the profiles.
Next, select a profile that you want to Keep.
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Next, click on Merge if you want to save only the profile that you selected to Keep. Click on Ignore, if you want to remove the the flag between the profile you are keeping.
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Note: we are applying the same process here as in the rest of the system, you can see and merge only profiles that belong to you or any of your sub-organizations. |
A notification will also appear in the member's profile, advising you that this is a potentially duplicate member.
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