What is the difference between legacy cash invoicing and the new cash invoicing?

Octiv has two ways of creating invoices for Cash/EFT members: legacy cash invoicing and the new cash invoicing. They create invoices on different days, so check which one your facility uses first.

Which one is my facility on?

Go to Settings >> Accounts >> Facility Settings and look under General.

Legacy cash invoicing: you'll see a Billing-Linked Packages banner with a Start Migration button, and the fields Cash Member Invoice Generation Day (Midnight) and Cash Member Invoice Due Day.
New cash invoicing: there's no banner, and the Cash Member Invoice Generation Day and Cash Member Invoice Due Day fields aren't shown. You'll still see Cash Member Invoice Strategy.

The difference in short

Legacy cash invoicing: one day a month, Octiv creates every cash member's invoice at once, and they're all due on the same day.
New cash invoicing: there's no single invoicing day. Each member's invoice is created on their own billing date, so invoices come in through the month rather than all at once.

Legacy cash invoicing

Created: on the Cash Member Invoice Generation Day (Midnight), for all cash members at once.
Due: on the Cash Member Invoice Due Day.
Sent: depends on the Cash Member Invoice Strategy. Generate Only creates the invoices without sending them. Generate & Send creates them and emails them to members on the generation day.

To set these up, see How do I automate my invoice generation?

New cash invoicing

Created: on each member's billing date. This applies to Monthly: Recurring packages too, not only billing-linked packages. Members who were already on cash when your facility migrated start from the Next Billing Date chosen during the migration. Packages added afterwards are billed from their own billing date.
Due: after the number of days set under Settings >> Accounts >> Location Settings. Choose the Location, then set Payment due after (days) under Subscription invoices due after generation. If it's set to 0 days, the invoice is due the day it's created.
Sent: still depends on the Cash Member Invoice Strategy under Settings >> Accounts >> Facility Settings. Generate Only creates the invoice without sending it. Generate & Send creates it and emails it to the member.
One invoice per billing date: if a member has more than one package billed on the same date, they're combined into one invoice.

When will a member's next invoice be created? Go to Accounts >> Subscriptions, choose the Location, and check the Next Billing Date column. You can filter by Payment Type and Billing Date.

Finding the invoices: go to Accounts >> Invoices. Invoices are listed by due date, so set Date From and Date To to cover the dates you need. If your strategy is Generate Only, send them from here. See How do I send out my invoices?

Adding a recurring package to a Cash/EFT member: when you add the package from the member's Packages tab (Create New), there's a Billing Date field. If you leave it blank, the package's Start Date becomes the member's billing date going forward. A member's billing date can't be changed later from their Packages tab, the same as for card subscription members.

What the new cash invoicing adds

Billing-linked packages for Cash/EFT members: Cash/EFT can be used as the payment type on Billing Cycle: Recurring packages, where each member's sessions renew on their own billing date. See How do I create a billing cycle package for recurring monthly or weekly charges?
Package-level discounts and special rates for Cash/EFT members. See How do discounts and special rates work on packages?
Package sign-up fees for Cash/EFT members. See How does the package sign-up fee work?

Moving from legacy to the new cash invoicing

Legacy cash invoicing will be retired. You can move over at any time from the Billing-Linked Packages banner.

Before you start, please note:

The move is one-way. Once your facility has moved to the new cash invoicing, it can't go back to legacy cash invoicing.
It applies to all your Cash/EFT members straight away. Their packages, package-level discounts and special rates move across automatically.
Invoices will arrive through the month. If your team is used to reviewing and sending all cash invoices on one day, plan for invoices being created on each member's billing date instead.

How to migrate

Go to Settings >> Accounts >> Facility Settings and click Start Migration on the Billing-Linked Packages banner.
What This Migration Means For You opens. It explains that the migration is permanent and lists the errors your migration report may contain. Click Proceed to Billing Date and Confirmation, or Cancel to stop.
On Billing Date and Confirmation, your legacy settings are shown on the left and the new ones on the right:
- Cash Member Invoice Generation Day becomes Next Billing Date. Choose the date your Cash/EFT members' next invoice should be created. Octiv recommends keeping it in line with your current generation day to avoid disruption. For example, if invoices were generated on the 1st, choose the next 1st. If you choose a different date, invoices will be created on the new date.
- Cash Member Invoice Due Day becomes Payment due after (days). You don't set this on this screen. It's set per location after migrating (step 6).
Under Confirm Before Proceeding, tick both boxes: that the migration is permanent and applies to all Cash/EFT members immediately, and that members with 2 or more packages who have fixed discounts or special rates will need to be set up again by hand.
Click Confirm and Migrate Now.
Go to Settings >> Accounts >> Location Settings, choose the Location, and set Payment due after (days) under Subscription invoices due after generation. Click Update. Until you change it, invoices are due the day they're created. Repeat for each location.

Once it's done, the Billing-Linked Packages banner and the Cash Member Invoice Generation Day and Cash Member Invoice Due Day fields no longer appear under Settings >> Accounts >> Facility Settings. Cash Member Invoice Strategy stays.

Your migration report

You'll be emailed a report that may list members who need attention. Fix each one as follows:

No primary location: assign a primary location to the member's profile.
Multiple packages on special rate: add the special rate back to the relevant package(s) yourself.
Multiple packages on fixed discount: add the discount back to the relevant package(s) yourself.