This topic contains examples of best practices for configuring a common membership dues product in Aptify and focuses on an annual membership product that is purchased on January 1, 2008 and costs $120. Four product configuration examples are detailed and include a general product description, the specific product configuration, the effects of the configuration from a system and accounting standpoint, and the resulting GL entries. The fourth configuration is listed to demonstrate the setup for other periodic memberships such as quarterly, semiannually, and so on.

While some of these examples are more favorable than others, they are included to illustrate the flexibility of Aptify and the importance of selecting the correct product configuration.

Example 1 - Annual Membership, No Deferral
Example 2 - Annual Membership, Income Deferred Over 1 Period
Example 3 - Annual Membership, Income Deferred Over 12 Months
Example 4 - Periodic Membership, Income Deferred Over X Periods

Example 1 - Annual Membership, No Deferral

This example reflects the sale of a $120 annual membership without income deferral.

Product Configuration

The product is not set up as a Subscription Item and, therefore, cannot be defined as a Deferred Income item. The Dues Product option is selected along with an appropriate Member Type.

Effects

Revenue is recognized immediately.
The membership cannot be renewed using the Subscription Renewal Wizard.
Elapsed and remaining membership terms cannot be tracked.

GL Entries

When the order is marked as shipped, the following GL entries are created.

Date	Account	Debit	Credit
1/1/2008	Cash or Accounts Receivable	$120.00
1/1/2008	Revenue		$120.00

Example 2 - Annual Membership, Income Deferred Over 1 Period

This example reflects the sale of a $120 annual membership with income recognized on an annual basis.

Product Configuration

The product is set up as a Deferred Income Subscription Item with a Subscription Type of Annual and one (1) Issue. The Dues Product option is selected along with an appropriate Member Type.

Effects

The membership may be renewed using the Subscription Renewal Wizard.
There is deferred revenue over a single period.
Elapsed and remaining membership terms may be tracked.

GL Entries

When the order is marked as shipped, the following GL entries are created. By purchasing a quantity of one of this membership product, the results have the same affect as not deferring at all, like in Example 1. But if purchasing a quantity of three, there will be three scheduled transactions to recognize the income from the annual membership over the three year period.

Date	Account	Debit	Credit
1/1//2008	Cash or Accounts Receivable	$360.00
1/1/2008	Deferred Income		$360.00

Since this example recognizes the income from the membership over one period, the Scheduled Transaction records are created with the following GL entries.

Date	Account	Debit	Credit
1/1/2008	Deferred Income	$120.00
1/1/2008	Sales		$120.00
1/1/2009	Deferred Income	$120.00
1/1/2009	Sales		$120.00
1/1/2010	Deferred Income	$120.00
1/1/2010	Sales		$120.00

Example 3 - Annual Membership, Income Deferred Over 12 months

This example reflects the sale of a $120 annual membership with income recognized on a monthly basis. This example is the recommended product configuration for an annual membership product because it presents the most accurate way to account for earned revenue.

Product Configuration

The product is set up as a Deferred Income Subscription Item with a Subscription Type of Monthly and twelve (12) Issues. The Dues Product option is selected along with an appropriate Member Type.

Effects

The membership may be renewed using the Subscription Renewal Wizard.
There is deferred revenue on a regular basis, resulting in an accurate accounting for earned revenue.
Elapsed and remaining membership terms may be tracked.

GL Entries

When the order is marked as shipped, the following GL entries are created.

Date	Account	Debit	Credit
1/1/2008	Cash or Accounts Receivable	$120.00
1/1/2008	Deferred Income		$120.00

When the Scheduled Transaction Group is expanded, twelve Scheduled Transaction records are created which reflect GL entries. The entries below are the GL entries for the first month.

Date	Account	Debit	Credit
1/1/2008	Deferred Income	$10.00
1/1/2008	Sales		$10.00

Eleven more sets of entries exist, one for each subsequent month (February, March, and so on) reflecting the annual total of $120.00.

Example 4 - Periodic Membership, Income Deferred Over X Periods

This example reflects the sale of a $120 periodic membership, such as quarterly or semi-annually, with income recognized on the same periodic basis. This example is just like Example 3, except that it reflects a more generic configuration for non-annual membership products because it does not specify the exact number of membership periods.

Product Configuration

The product is set up as a Deferred Income Subscription Item with a periodic subscription type. The Dues Product option is selected along with an appropriate Member Type.

Effects

The membership may be renewed using the Subscription Renewal Wizard.
There is deferred revenue on a regular basis, resulting in an accurate accounting for earned revenue.
Elapsed and remaining membership terms may be tracked.

GL Entries

When the order is marked as shipped, the following GL entries are created.

Date	Account	Debit	Credit
1/1/2008	Cash or Accounts Receivable	$120.00
1/1/2008	Deferred Income		$120.00

When the Scheduled Transaction Group is expanded, Scheduled Transaction records are created with the following GL entries. One Scheduled Transaction record is created for each period within the membership term.

Account	Debit	Credit
Deferred Income	120.00/X periods
Revenue		120.00/X periods

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