MemberPress Proforma Invoices for Offline Payment Gateway

MemberPress le permite automate renewals for your recurring subscriptions purchased through the built-in offline payment gateway. MemberPress will create transactions for each offline renewal and generate proforma invoices. This allows your members to transfer funds on time and avoid membership interruptions. 

This document will show you how to enable offline renewals and proforma invoices. Also, it will guide you on how to use them to manage your offline recurring subscriptions.

Offline Subscription Renewals and Proforma Invoices

When members purchase subscriptions through the MemberPress offline gateway, the invoice for the initial payment is generated. In case of recurring subscriptions, you need to add all future transactions manually.

Por otro lado, you can enable proforma invoices for renewals. If enabled, MemberPress will automatically create pending transactions for offline recurring subscription renewals and generate proforma invoices for each one. 

Proforma invoices are not payment receipts (invoices), but preliminary billing documents containing payment information related to the subscription renewal transaction. Your members can download them and transfer the funds for the renewal in time, before the subscription expires. The proforma invoice can also be automatically sent to your members via email.

Enabling Automatic Offline Renewals and Proforma Invoices

Before you can enable automatic renewals and proforma invoices with your offline gateway, you need the following setup:

• Set the MemberPress pasarela de pago offline;
• Installed and activated Complemento MemberPress Factura PDF;
• Configured MemberPress invoices.

Now, follow these steps to enable and configure your automatic offline renewals and proforma invoices:

1. Vaya a Panel de control > MemberPress > Configuración > Pestaña Pagos, and scroll down to your offline payment gateway.

2. Check the box next to the Enable Automatic Renewal Invoices opción.
3. Fill in the Number of days before automatic renewal invoices field. Here, specify the number of days before the renewal date when MemberPress should create renewal transactions and generate proforma invoices.
4. Asegúrese de que su offline gateway Description contains your offline payment details. These payment details will be added to your proforma invoices.
5. Haga clic en Opciones de actualización para guardar los cambios. 
6. A continuación, cambie a Información tab (Dashboard > MemberPress > Settings > Info tab) and scroll down to the Configuración de facturas PDF sección.

7. En virtud de la Next Proforma Invoice No. option, add the starting number for your first proforma invoice.

As a result, MemberPress will now start adding the renewal transactions and proforma invoices for all offline subscriptions.

Nota: The renewal transactions and proforma invoices will be created automatically only for the transactions made after the setup.

Proforma Invoice Emails

Proforma invoices can also be sent to both members and the administrator by email notification. The Offline Payment Request Proforma Invoice emails are triggered when proforma invoices are generated. They remind each member of their upcoming renewal and provide them with an attached proforma invoice for that renewal. 

Ambos Offline Payment Request Proforma Invoice emails will be enabled by default at Panel de control > MemberPress > Configuración > pestaña Emails. Here, you can disable o edit these emails si es necesario.

Managing Automatic Offline Renewals

As mentioned, when you enable automatic renewals for your offline subscriptions, MemberPress will start automatically generating renewal transactions further on.

Each renewal transaction will be created before the subscription expires with the Pending status. Each transaction will have the expiry date set to allow the extensions of the related subscription for one billing cycle. 

Once you receive the payment, you’ll need to update the renewal transaction status to finalise the process: 

1. Vaya a Dashboard> MemberPress > Transactions.
2. Find the renewal transaction related to the received payment by browsing the transactions list or by filtering it out. You can recognize the renewal transactions by the specific mp-rtxn-XXXXXXXXXXXXX name format.

3. Next, click on the “Pendiente” link under the Estado column to show the dropdown.

4. In the dropdown, choose the Complete option and click the Guardar button to confirm payment. 

This will automatically extend the member’s subscription for the next billing cycle. You will need to repeat this process on every renewal. 

Furthermore, you can generate and download the proforma invoice or resend the proforma invoice mail for each pending renewal transaction: 

1. Find the transaction you need in the Transactions list.
2. Hover over the pending renewal transaction para mostrar opciones adicionales.
3. Haga clic en el botón Send Proforma Invoice option to resend the email, or the PDF Proforma Invoice to generate and download it.