This document provides an overview of iDSS membership functionality including: - Configuring partnership levels, categories, details, and pricing structures in the admin section. - Creating partner accounts, assigning levels and terms, and adding details. - Generating and sending invoices to partners individually or in batches via email or the partner extranet. - Entering payments against invoices either individually or as batch payments. - Renewing partner terms each year and generating renewal invoices. - Running various membership reports and queries.

1. iDSS MEMBERSHIP
TOURISM ACADEMY 2019

2. PRESENTER INFO:
iDSS Client Success Manager
JOHN BARNETT

3. iDSS MEMBERSHIP
● Configure Partnership Levels, Categories, Detail Attributes, Pricing
Structures at the Admin and Partner Levels
● Create and send a Partner Invoice
● Enter Single and Batch Payments
● Renewing Partner Terms and Generating Invoices each year
● Partnership Reports and Queries

4. iDSS ADMIN CONFIGURE
Go to Admin > Member Admin >
Partnership Levels to add and edit
partnership levels
Partnership Levels

5. iDSS ADMIN CONFIGURE
Go to Admin > Member Admin >
Categories to add categories. Click
Add a Root Category to add a parent
category. It is best practice to keep
your categories consistent with those
on your website or what you have on
visitor guides. Then add child
categories.
Categories

6. iDSS ADMIN CONFIGURE
Click add a detail type to Account
Name and then complete the detail
type information. These attributes
are customizable by going to Admin >
Client Admin > Detail Setup >
Attributes.
Detail Attributes

7. iDSS ADMIN CONFIGURE
Go to Admin > Member Admin >
Pricing. If you charge only by partner
level, you can just enter in the prices
in the cost column and click save. If
you charge by categories, directories,
or attributes, click the arrow to the
right of the Partner Level.
Pricing Structures

8. iDSS CREATE A PARTNER
You can hover over the + sign in top
right of your iDSS Home Screen, then
click Account.
Account Create

9. PARTNERSHIP SETTINGS
GEOCODE
Groups accounts into geographic
areas or neighborhoods in your
city
PARTNERSHIP
Fill in the partner since, Receive
leads, select a geocode, then
click save to Add a partnership
tern.
PARTNER SINCE
The date this account became a
Partner or member.
ADD PARTNERSHIP TERM
Once you save the screen above,
the add button will appear, click
add to add a partnership term.

10. PARTNERSHIP TERM
ASSIGN PARTNER LEVEL
Use the drop down to select the
Partner Level for this partner
PARTNERSHIP TERM
Choose the start and end date for
the Partner. This should be exactly
1 year.

11. PARTNERSHIP CATEGORY
ADD CATEGORY
Click add a category and pick the
appropriate category for this
partner, then click save.

12. PARTNERSHIP DETAILS
ADD DIRECTORY
Click the add button to add a
directory to this Partner. The
Description field in the
directory can feed to your
website.
ENTER DETAILS
Here you have the ability to
select a contact, address,
geocode, and to add a
category description. Click
Save once complete.

13. CREATING AN INVOICE
CREATE INVOICE
Click Create Invoice if the dues
detail looks correct. You can
also edit the like items if you
needed to edit for any reason.
ADD DUES DETAILS
Click Add to add a new line item.
DELETE / EDIT LINE ITEMS
Click the trash can to delete a
line item, or click the edit
symbol to edit.
Make sure to click recalculate
after editing the Dues Detail.

14. ACCOUNT SETTINGS
Click on the crumb trail to Account Settings to go to the
Accounting tab of this account. Set the Billing Cycle, Terms,
Billing Contact and Billing address and click save. You will
notice the Annual Dues box automatically fills in.
PRINT INVOICE
Click on the printer icon next to the invoice to print the
invoice in PDF to your screen. If the invoice is correct,
there are two ways to get this invoice to the Partner. Go
to Lesson 4 to send the invoice.

15. SENDING AN INVOICE
EMAIL INVOICE
Click this email icon to send the
invoice to the Billing contact listed.
The system will ask if you are sure you
want to send an email – click OK. The
system will then email a PDF
attachment of the invoice to the
Billing Contact using the “Invoice
Notice Sent” email template. The
system will then record that you sent
the email on the Activity tab of this
account as a NOTE and the invoice will
be attached as a record.

16. BATCH INVOICE
EMAIL INVOICES
Go to Admin > Accounting
Admin > Email Invoices
ENTER DATE RANGE
Enter the date range of the
invoices you want to email and
click search. All invoices will
appear on the page.
CHECK INVOICES TO SEND
Uncheck any that you DON’T
want to email. Also look at the
Email Address column. If any
are empty, then those invoices
will not be emailed.
EMAIL INVOICES
The system will then use the
“Invoice Email” template found
under Mail > Manage Email
Templates and send that email
with the PDF version of the
invoice attached to it. The
system will also create a NOTE
on the Tasks tab of each
account recording that you
sent the email, and the invoice
will be attached to that Note.

17. SEND INVOICE VIA EXTRANET
SEND INVOICES VIA
EXTRANET
Go to Admin > Accounting
Admin > Send invoices via
Extranet.
ENTER DATE RANGE
Enter the date range of the
invoices you want to send
and click search. All invoices
will appear on the page.
SEND INVOICES TO
EXTRANET
Click Send to Partner
Extranet. The system will
send an email to all billing
contacts using the email
template called Invoice Notice
Sent. The email template will
include the website URL,
username for the partner and
let them know there is a new
invoice waiting. The system
will also create a not in each
account to record you have
sent the invoice.
CHECK INVOICES TO SEND
Uncheck any that you DON’T
want to email.

18. ENTER A SINGLE PAYMENT
RELEASE ARROW
Go to the accounting tab. Find
an invoice you created and click
release arrow to the right of the
invoice. Then click Add Payment
/ Credit button.

19. ENTER PAYMENT DATE AND TYPE
Enter the date of the payment and
the type then click save.
APPLY TO INVOICE
enter the payment amount again in the
amount column and click save. This step
is important because you are applying the
payment to the correct invoice. If you
miss this step, that invoice will appear as
unpaid on all of the open / unpaid invoice
reports.

20. ENTER A BATCH PAYMENT
2 - ENTER DATE
Enter the payment date, payment type and
amount. Then type in the amount you
want to apply to each open invoice and
check the select box. Make sure the check
amount and the amount total on the
bottom of the page match. Then click Post
Payments.
3 - PRINT
Payment Detail report at the top of the page to
print a list of payments you entered for the day.
1 - SEARCH
Go to Admin > Accounting Admin > Batch
Payment Entry. Click on the search icon to
search for the first account you want to apply a
payment to. Once you select an account, any
unpaid invoices will appear in the bottom of the
page.

21. RENEWAL - BATCH
1. Renew Partners
2. Generate Dues
3. Generate Dues Invoices
3 Steps

23. MEMBERSHIP REPORTS

24. MEMBERSHIP QUERIES

25. QUESTIONS?
TOURISM ACADEMY 2019 - iDSS MEMBERSHIP