Cash and IOU collection – Support Associate or MonsterCorps

1. Collect the cash and paper IOU from both honor bars.
2. Neatly count the cash. Place the money in an envelope marked with the date, amount, and “Honor Bar.”
3. Place the cash envelope in the Treasurer’s mailbox and fill out this form re: the deposit.

Monthly Bills

Who does this: The officer team and/or dedicated volunteers

Cadence: Once a month, preferably on the first of the month

We have a kiosk at the honor bars where members can run up a tab. Once a month we use a custom plug-in to send bills for Tabs over $5. This is how:

1. Login to the website (as an administrator)
2. Go to the Dashboard
3. Go to the Ace Honor Bar Plugin Menu
4. Choose Dashboard from that sub menu
5. Click “Generate Invoice” for the tabs you want to bill
6. On the order generated choose “Pending Payment” as the order Status
7. Under Order Actions choose “send invoice…”
8. Click Update – This will email the bill to the member

Troubleshooting Monthly Bills

Who does this: The officer team and/or dedicated volunteers

Cadence: As needed, at least once a month

Every so often you will run into errors with orders. Some of these are known issues with workarounds, and others are new and fun bugs. When in doubt, make a bug report in Asana.

• Problem: Order in “On Hold” section will not let you update the order status
  • Solution: This is an honor bar plugin glitch. Check the items in the order for any items with a quantity of -1.  Remove the items with quantity of -1 and add items manually to replace them with the correct quantity. If it still won’t let you update the order status, kick it up the chain for troubleshooting.
• Problem: User tries to update an expired card on file using My Account>Payment Methods>Add Payment Method and receives an error that will not let them remove the expired card because it is “linked to an automatic subscription.”
  • Solution: Ask the user to follow these steps instead:
    • • 1. Login to your account.
        2. Navigate to My account → My Subscriptions
        3. Click on Change payment.
        4. Select Use a new payment method, fill the credit card details and click on the Change payment method button.

Monthly Billing – MonsterCorps

Out of Date: this process has been replaced by a custom WordPress Plugin.

1. Sort the IOU slips by person. Match to any existing unbilled IOU slips. Bill all people who have $5 or more in IOUs. Set aside all the other items for the next billing cycle.
2. Discard tickets or coupons that are ripped or damaged. Return clean tickets to Ace for reuse.
3. In the billing system of the Ace main website (WooCommerce – Store Manager or Admin role is required for this task), choose “Add Order”.
4. Scroll down to the section titled “Order #______ details” and select the member to be billed in “Customer” drop-down menu.
5. Scroll beyond the billing and shipping addresses and click “Add item(s)” in the next section, then “Add product(s)”. Add all of the products from that person’s IOUs.
6. Scroll up to the “Order actions” section and choose “Email invoice…”, then click the create button.