We recommend completing quarterly billing audits to ensure your members are charged accurately and prevent incorrect charges to your school. You can complete these audits in multiple ways for cases where you are searching for a particular discrepancy. If you need assistance, you can contact the GB Members Support team via the live chat from within your GB Members Account or from this help article. You can also email us at software@graciebarra.com.
Contents:
- Duplicate Charge Accounts
- How to Audit for Duplicate Charges in GB Members.
- How to Audit for Duplicate Charges in Bambora.
- How to Close a Duplicate Account in Bambora.
- Active Accounts Incorrect Payments
- Frozen Accounts Incorrect Payments
1. Duplicate Charges
How to Audit for Duplicate Charges in GB Members.
Navigate to the reports tab, show member financial reports, and download the CSV file for the last month.
Open the CSV file and review it. Duplicate accounts could appear as:
- Account Type: Orphaned
- Member Name: Unknown
- Payment Amount: Great than $0
- Here is an example:
If you have one of these, Orphaned, unknown, with an amount charged, search the transaction number in your Bambora account.
- Additionally, there are some additional factors to consider when reviewing your transactions spreadsheet.
- Billing Frequency. If you charge bi-weekly, each member's name should appear only 2-3 times. If you see their name more than 3 times, you need to check the Billing IDs and potentially search the transaction in Bambora.
- Differing Billing IDs: If you see multiple Billing IDs associated with the same Member Name, you need to check the Billing IDs and potentially search for the transaction in Bambora.
- How do I log in to my Bambora account?
- The Company login in Bambora is your school name, for example, GracieBarraArcadia.
- If you are having trouble remembering your Username and/or password, you can contact GB Members Support for help obtaining access.
Within Bambora, navigate to "reporting/analysis" > "transaction search." Update the search criteria with the appropriate dates and search for the transaction number.
Click on the transaction to see more details. Click on the Account ID to go to the recurring billing profile and view the member's name.
If this Account ID does not match the Members' Billing ID in GB Members, then it is a duplicate account and needs to be closed in Bambora.
How to Audit for Duplicate Charges in Bambora.
Log in to your Bambora account.
- The Company login in Bambora is your school name, for example, GracieBarraArcadia.
- If you are having trouble remembering your Username and/or password, you can contact GB Members Support for help obtaining access.
Navigate to "Processing" and "Recurring Billing".
Set the search parameters to "State: Active" and "Sort: Customer" then hit refresh at the bottom of the screen.
Scan through the pages, looking for duplicate names. To decide which duplicate active Bambora account needs to be closed, confirm what Billing ID is in GB Members. Leave the Active Billing ID that matches the Members account in GB Members, and close the other Billing ID in Bambora.
How to Close a Duplicate Account in Bambora.
Log in to your Bambora account.
- The Company login in Bambora is your school name, for example, GracieBarraArcadia.
- If you are having trouble remembering your Username and/or password, you can contact GB Members Support for help obtaining access.
Navigate to "Processing" and "Recurring Billing".
To close the billing account in Bambora, click on the drop-down that states "Active," change it to closed, then update it, and press the close button.
2. Active Accounts Incorrect Payments
Use the below steps to audit for a member who is reflecting as Active within GB Members and may either not be being billed at all or may not be being billed the correct amount.
- Navigate to the reports tab.
- Show the member activity report.
- Select the "Field" Dropdown, and choose "Status".
- Set the Value to "Active" and press the "Create Filter" button.
- Use the biggest dropdown to add additional columns to your view.
- Select the column for "Last Payment Date".
- Download the data as a CSV.
- Sort your data by column D (The last Payment Date).
- Review this list carefully. What you're looking for:
- The last Payment Date is not recent, within the last month or two, or is empty.
- The Fee amount is Zero or an unfamiliar membership fee amount (either too high or too low)
*Some of the discrepancies you find may be correct if they are part of a family plan, purposefully put as non-paying, or may have been recently frozen.
3. Frozen Accounts Incorrect Payments
Use the steps below to audit for a member reflecting as Frozen within GB Members, who may still be billed the regular membership fee.
- Navigate to the reports tab.
- Show the member activity report.
- Select the "Field" Dropdown, and choose "Status".
- Set the Value to "Frozen" and press the "Create Filter" button.
- *Ensure you have removed the previous filter if you were auditing for "Active".
- Use the biggest dropdown to add additional columns to your view.
- Select the column for "Last Payment Date".
- Download the data as a CSV.
- Sort your data by column D (The last Payment Date).
- Review this list carefully. What you're looking for:
- The Last Payment Date is accurate to them being frozen.
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Need Assistance?
For further assistance or clarifications, please contact northamerica@graciebarra.com
You can also schedule a 1-1 consultation: https://graciebarra.link/gbmembers-consultation