Customer Memberships

Manage Customer Memberships

Purpose: The Memberships drawer displays any existing membership programs (active and expired) for the specified sold-to customer. Information displayed includes:

  • membership program name and code

  • customer membership program status

  • next release date when a new membership order is eligible for generation

  • most recent date when a membership order was generated

  • name of the membership recipient

  • current shipping address for the membership

Standard memberships are programs used to generate regular periodic orders for a customer. For example, an order for a food or beverage item each month such as a “coffee of the month”. This tab does not show loyalty memberships that are based on order history. See Customer Loyalty List for information on loyalty memberships.

Note:

The returned data depends on the user’s authority to the Enter/Maintain Orders(OEOM) menu option. If the user's menu option authority for fast path OEOM is set to ALLOW or DISPLAY, the Memberships tab displays standard memberships for the customer. If the user's menu option authority for OEOM is set to EXCLUDE, the Memberships drawer is shown but no data is displayed. 

How to display: Select the Memberships option from the More Options menu (illustrates options icon (horizontal 3 dots)) on the Customer page. When you first advance to this page, it displays memberships ordered in membership program description order.

Sort Listed Memberships: You can sort on any column in the Memberships table by clicking on the column name. An arrow pointing up displays next to the field when the values for the field display in ascending sequence; an arrow pointing down displays next to the field when the values for the field display in descending sequence.

Memberships first display in the Memberships List table in membership program description order.

Filter Displayed Memberships: The page provides an entry field with the message Filter results. You can further refine the memberships displayed in the Membership table by entering one or more search terms found in any of the fields displayed in that table.

Example: Enter Washington. The displayed results include orders for recipients whose names are “Washington,” as well as customers whose addresses include “Washington” in the street address or city. Next, enter George. Displayed results are now further restricted to orders that include “George” in any of the fields displayed in the Membership table, provided the orders also include “Washington.”

Matching records need to contain the search term, but do not need to start with the search term. For example, both 123.45 and 23.45 are matches for a search term of 23.

Filtering is across all results: The filtering is not restricted to the memberships displayed on the first page of results. For example, if the only membership matching your entry is on the third page of results, this membership is displayed.

Additional information on filtering:

  • Only fields displayed at the Membership table are available for filtering. For example, you can filter based on the membership status, next release, or recipient, because this information displayed, but you cannot filter based on an item on the order.
  • You can enter membership status, such as Complete, to filter the results to include only completed orders.
  • You can enter a membership activity, such as Next Release, to include only those memberships that have had that activity.

  • You cannot filter by:

    • The description of the membership type.

    • The recipient customer’s company name, even though it is displayed.

Membership More Options menu allow you to Replace Payment Method or Edit the Expiration Date of the payment card for the selected customer membership.

Replace Payment Method: The payment for an Active customer membership can be replaced.  

Note:

If a membership is in a status of Canceled, Complete or In Process, or does not have a pay type associated to it, the Replace Payment Method option is NOT enabled. 

If the user's menu option authority for Enter/Maintain Orders (OEOM) is set to DISPLAY or EXCLUDE, the Replace Payment Method option is NOT enabled. 

Note:

Pay Types flagged as Advance Capture will not be available when replacing a payment in Customer Memberships.

Select Replace Payment Method from the More Options menu (illustrates options icon (horizontal 3 dots)) for the membership to open the Replace Payment window. The Replace Payment options vary for the customer membership depending on the replacement payment method chosen:

Cash, Checks Replacement Payment

  1. Select cash/check payment method from the Payment Method drop down box. The system identifies a payment as cash/check if its Pay Category in the Work with Pay Types (WPAY) menu option is set to Cash/Check. After you select a cash/check payment, the system displays additional fields required to create a cash/check payment.

  2. Enter an Amount to Charge.

  3. Select OK to replace the payment method for the membership. The system validates your entries. If the payment passes validation, the system displays a Snackbar Notification indicating the payment was added to the membership.

Credit Card or Debit Card Replacement Payment

Credit card and Debit cards are handled through Oracle Retail EFTConnect. Oracle Retail EFTConnect facilitates integration with account providers, such as CyberSource and Adyen, external payment services (EPS), and other custom Oracle Payment Interface (OPI) payment services. Use of EFTConnect removes any requirement to configure each credit card payment type in Order Administration; instead, the payment processor that hosts the payment form validates the card, including the card number length, format, leading digits, or expiration date.

When a customer membership is purchased, the cardToken and customerToken captured on the payment in the original/parent order is stored with the Customer Membership (WWCM) record. When the child membership order is generated (EGMO), it stores those same tokens with the Order Payment Method. 

  1. Select a credit or debit card payment from the Payment Method drop down box.

  2. Select OK to display the additional fields related to this payment method. The fields shown are those returned from the payment provider such as CyberSource, Adyen, EPS, or OPI, hence field names and display could be different.

  3. Enter a Card Number.

  4. Enter the Expiry Month (MM format) and Expiry Year (YY format).

  5. Select Pay to replace the payment method for the membership. An error message indicates if any of the entered fields are invalid. The system displays a Snackbar Notification indicating the payment was added to the membership.

    When a card is replaced on a customer membership for a credit or debit card, the system obtains a $0 (zero)authorization to get a card token to store for future authorizations. 

    If an authorization response is declined when replacing a payment, the declined payment is not added to the customer membership.

If an error occurs whilst loading the service or after selecting Pay, and the payment provider form cannot be displayed, retry or select a new form of payment. You can close the window, select Edit, or select the hyperlink in the message.

  • If the window is closed, payment is not added and the membership list page is displayed.

  • Selecting Edit allows you to retry or change the payment method.

  • Selecting the hyperlink in the error message tries to reload the form.

Gift Card (Stored Value Card) Replacement Payment

  1. Select a gift card payment from the Payment Method drop down box.

  2. Select OK to display the additional fields related to this payment method.

  3. Enter a Card Number. The system validates the card number against the credit card length, leading digits, and modulus check settings defined for the payment method in the Work with Pay Types (WPAY) menu option.
  4. Enter a Start Date in MM/YY format. Displayed only if the Require Start Date field is selected for the payment method.
  5. Enter an Expiration Date in MM/YY format. Required only if the Require Expiration Date field is selected for the payment method.
  6. Enter a Card ID Number if one is defined for the gift card.

  7. Select Pay to replace the payment method for the membership. An error message indicates if any of the entered fields are invalid. If the payment passes validation, the system displays a Snackbar Notification indicating the payment was added to the membership.

Note:

Pay type records that have a Card Type of Wallet as viewed in the Classic View Work with Payment Types (WPAY) are excluded from the list of replacement payment methods.

Any pay type associated to the PPL authorization service (WASV) is also excluded.

Edit Expiration Date: The expiration date for a payment card on a customer membership can be updated.

Note:

If a membership is in a status of Canceled, Complete or In Process, or does not have a pay type associated to it, the Edit Expiration Date option is NOT enabled. 

  1. Select Edit Expiration Date from the More Options menu (illustrates options icon (horizontal 3 dots)) to change the expiration date of the payment card for the selected customer membership.

  2. Enter a new expiration date and select OK. If a valid date is entered, the updated expiration date is saved for the customer membership. If an invalid date is entered, an error is displayed: Invalid Expiration Date.

Note:

Existing customer membership orders are not updated with the new expiration date.

If using EFTConnect authorization service, a failure may occur if the customer token value provided by the payment service provider in the authorization response is not included when the order was submitted.

Memberships Drawer Fields

The Memberships table displays all standard membership records for a customer. All memberships appear in the list and the page scrolls. The results have a default sort based on membership description. This table does not show loyalty memberships. For each customer membership record, the system displays the following fields.

Membership Program

Status

The following customer membership badges are available:

Next Release: Displays the date that the next membership order will be generated.

Note:

The system calculates this date based on the schedule defined for the membership. You can change the next release date in classic view by selecting Change release date/rotation for a customer membership in Work with Customer Memberships (WWCM).
The next release date is not displayed for customer memberships with the following status:

  • Canceled

  • Complete

  • Inactive

Last Order: Displays the date the last order was generated for the customer membership.

Note:

This can be viewed in the classic view in Work with Customer Memberships (WWCM).

Recipient

The recipient is displayed as follows:

  • <last name, first name>

  • If last name and company name, <last name, first name> with <company name> below in the same cell

  • If no last name, <company name>

Note:

View the recipient in classic view in Work with Customer Memberships (WWCM), Display, Recipient.

Active Shipping Address: A shipping address to send the order to.

More Options: Options to Replace Payment Method and Edit Expiration Date.

Note:

  • If a membership is in a status of Canceled, Complete or In Process, the Replace Payment Method option is NOT enabled.

  • If a membership is in a status of Canceled, Complete or In Process, the Edit Expiration Date option is NOT enabled.