A billing run uses renewal-order and auto-renewal tasks to turn expiring memberships into charges. Auto-renewal charges happen only when you use the billing run’s Process Credit Cards for Auto-Renewal Members action. Rhythm does not run a separate automatic subscription process outside a billing run. This article explains when Rhythm marks a member billed for the cycle, how it creates and processes the renewal order, and what happens when a card charge succeeds or is declined.
Members Are Marked Billed Before They Are Charged
When a billing run starts creating a member’s renewal order, Rhythm marks that membership billed for the current cycle. It does this before the order exists and before any payment succeeds or fails. The same marker is used whether the run creates an invoice for the member to pay or charges a stored card directly. It applies to the member’s upcoming renewal term, not the term that is currently active.
Because Rhythm marks the membership billed first, an order-creation problem after that point can leave the membership marked billed with no order. Membership does not clear that marker automatically, so later renewal-order and auto-renewal runs skip the member until their next cycle begins. The member can still appear in an expiring-members query for the same date range, because that query does not check the billed marker the same way a billing run does.
Warning
Renewal reminders, expiring-card warnings, and drop actions do not check whether a member is already billed. A billed member can still receive a reminder or be dropped as expired, even when a renewal order already exists.
If you correct a mistake and create another billing run, Rhythm does not reprice a membership that was already billed but never paid. The unpaid renewal keeps its existing rate, and a later run does not update it. To charge a different amount, cancel the existing order and create a new one at the correct price. If the original order was already paid, cancelling it can include issuing a store credit instead of a refund. You can adjust an invoice’s line items by hand only while the invoice is still unpaid.
Billing runs are not the only way this marker gets set. Submitting or paying a membership application does not mark a member billed for a cycle; only a billing run does that, through a renewal notice or a renewal order. You can also select the This membership has already been billed for this cycle checkbox on the member’s Membership Info to keep a specific membership out of every billing run on purpose, such as while you fix the record. The separate Do not include in renewal billing checkbox keeps a membership out of billing runs entirely, instead of only marking it billed for the current cycle. Keep both selected on a membership you need to exclude for a while, because clearing either one by itself can pull the membership back into billing sooner than you expect.
Recognizing and Clearing an Already-Billed Membership
An already-billed or pending-renewal banner is not always a mistake, but it can be confusing on its own. Read it alongside the membership’s Membership Status, Billed, Date Status, Expiration Date, and Renewal Date, because several situations can create the same banner:
| What you see | What it usually means |
|---|---|
| The banner appears, but Date Status already reads Updated | Date Status and Billed are separate fields. Changing Date Status alone does not clear the banner, because the banner reflects the Billed field. For an active membership already in the renewal process, set Date Status to Updated and clear Billed to return it to the automated generate-invoice renewal process. |
| The membership's Last Bill Date doesn't match when you actually ran billing | The audit history is the more reliable record. Last Bill Date on the membership can lag behind or differ from the date shown in the billing run's audit entry for that action. |
| The member's most recent order is still Open | An unpaid or unresolved earlier order can make the member look already billed and pending renewal. That order can also exclude the member from the next run, even when you expected it to be closed. |
| Renewal Date is populated | A renewal notice or renewal order was already generated for this membership. Renewal Date shows when that billing activity happened, not when or whether the invoice was later paid. It does not update again at payment. |
| The membership's Expiration Date and Renewal Date both fall in an earlier term | The membership was likely processed in a previous renewal cycle, so the banner may be left over instead of describing the current cycle. |
| The member has an open invoice from a billing run on their record | The open invoice, not the membership itself, is blocking a new renewal. The member must resolve it, typically by paying it, before renewing again. |
To let a membership be picked up by another billing run, open Membership Info, edit the membership, and clear the This membership has already been billed for this cycle checkbox. You can edit the billed status this way, but you cannot edit the bill method recorded on the membership. To update many members at once, run a Membership query that includes the Billed field, then use Update Records in Bulk with that checkbox left unchecked. You can use the same process in reverse, with the checkbox checked, to mark records billed in bulk. Deleting an incorrect pro forma invoice does not clear this banner by itself; you still need to clear the checkbox separately. Cancelling the renewal order itself, instead of only its invoice, restores the membership to its state before the order and clears the fields that kept it out of future runs. Cancelling only the invoice does not.
Warning
Reserve deeper corrections, such as resetting a membership’s Term Start, Expiration Date, Renewal Date, or Last Order after a billing run left them inconsistent, for Rhythm Support. Those fields are tied to the order that set them, so a regular edit does not always change them the way a query-based data correction can.
In rare cases, the billed marker itself does not get set correctly after a renewal. A membership can look renewable again, with its billed checkbox unchecked, even though it was just processed. If you see that pattern, verify the membership’s actual order and payment history instead of trusting the checkbox alone. Also be careful with a failed or voided renewal payment. It can occasionally leave the expiration date advanced with no lasting order or invoice, and with a linked-order reference on the membership that no longer points anywhere useful. Treat that combination as a sign to check the membership’s order history by hand, rather than assuming the displayed dates are correct.
If a member’s expiration date has been pushed out, including by a renewal order that was later cancelled, they may not be able to start a new renewal until that date falls back inside your account’s renewal window. Restoring the membership’s prior expiration date is sometimes the fastest way to make the renewal option reappear while you work through the rest of the correction. If a billing contact is missing from the membership, the member cannot renew until you add one. Imported membership data can leave a membership’s owner, order billing contact, or invoice bill-to contact blank, which creates the same symptom.
A renewal order is filed against the record set as its bill-to: an assigned individual contact or the organization itself. If a renewal order does not appear on an organization’s Financial tab where you expected it, check the individual contact record too. When the bill-to is the contact instead of the organization, the order appears on the contact record. Choosing to bill an organization during a manual renewal can also cause Rhythm, in some cases, to check purchase eligibility against the organization instead of the member actually renewing. That can create a misleading eligibility error that does not happen with another payment option on the same renewal. If you run into that, complete the renewal with a pay-later option, then edit the resulting invoice afterward to move it under the organization.
Auto-renewal follows the same marking behavior. Once an auto-renewal renewal is processed, its membership should be flagged as billed for the cycle just like any other renewal, so the member is not picked up again unexpectedly. If that flag is not set correctly, you might see the expiration date update again on a later run, or find a renewal-related checkbox unchecked when you expected it to stay set. You may also notice the already-billed banner behave inconsistently between action types; some records that completed a renewal reminder show it, while some that completed a renewal order do not. If you need to confirm a member’s billed status, check the value directly on the membership instead of relying on the banner alone.
An installment plan works a little differently. A member who wants to pay in installments needs to select that plan through the membership application process; there is no way to assign installments directly to a renewal. Once they do, their membership’s billed field stays checked until the order is paid in full, so they are not included in an auto-renewal billing run until then. Membership dates do not advance until the order is fully paid either, unless the package is configured with a percentage-paid threshold. In that case, dates advance as soon as that percentage is reached.
How the Renewal Order Is Built
If you only need memberships to stay active without creating an order or invoice for that renewal, a billing run is not the right tool. Mass update the membership’s Expiration Date, and optionally its Renewal Date, instead. Be careful afterward: if you manually advance an expiration date and later process a renewal order for that same period, Rhythm advances the membership again from the expiration date it finds at that time. That extends the membership further than you intended.
Generate Renewal Orders and Process Credit Cards for Auto-Renewal Members serve different members. Use Generate Renewal Orders for memberships that pay by invoice. Renew auto-renewal members through the card-charging action instead, because running an invoice action for auto-renewal members creates a manual-payment path that conflicts with charging them automatically. A membership purchased through your online store can still appear in either action’s plan, just like any other membership.
If the member previously renewed with an installment plan, a later auto-renewal charge does not carry that plan forward. Rhythm charges the new term in full, with no installment plan attached.
If the member’s current package no longer exists, Rhythm cannot build the order and reports the action as failed. Billing runs are an exception to how an inactive package behaves elsewhere: a renewal order still uses the member’s current package even after that package has been made inactive. If you want renewals to move to a different package going forward, set the new package as the one the old package renews with, rather than relying on the run to switch it for you.
If a package’s price depends on a custom field, an auto-renewal billing run prices the renewal using the value currently on the member’s record when the run processes it. That means Rhythm uses a value the member updated before the run picked it up, not an older value from when they first applied.
For members who pay by invoice, Membership creates and processes renewal orders one at a time. Across the whole run, it works through up to two orders at once, so a run with many members can take a while to finish.
A renewal order matches the member’s current membership. It uses the same membership package unless that package is configured to renew into a different package. In that case, Rhythm uses the named package and its current price instead. Billing runs can also renew a member into their current package after that package has been deactivated, because deactivating a package only stops it from being offered going forward. That is why a run can create an invoice tied to a package your account no longer actively sells, or one built for a prior fiscal year, if that is still the package on the membership. If you need every member on a discontinued package to choose a replacement, build a targeted renewal run and notice for only that package’s members. That way, they log in and choose a new option instead of silently renewing into something you no longer sell.
A renewal generally advances the membership to the same month it currently expires in, one year later. For example, an October expiration renews to the following October, not to a shorter or longer interval.
A package can also be configured to run your organization’s own custom logic during renewal, and that logic can change what the renewal buys before Rhythm prices it. This works the same way whether the renewal starts from a billing run or from a self-service portal renewal. If that custom logic selects a different package, the selected package still uses its own eligibility rules, so the renewal can fail when the member does not meet them. If a renewal package behaves differently in your sandbox than in your live account, compare the package’s custom logic and the qualifying values on the member’s own record in each environment before assuming the packages are configured the same way. Pricing driven by a custom field on the member’s record is read again when the run processes the renewal. If the member updates that value before processing, Rhythm charges based on the updated value, not the value from when the run was planned.
Generate Renewal Orders also depends on Public Invoice Payments being turned on under Finance & Billing › Setup › Other Settings. When that setting is off, the action can fail on a public invoice payment step, or a billing report can show status errors for the run, even though the member’s renewal otherwise processed and their dates updated. Turning the setting on and rerunning the report or the run usually clears the issue.
If an organization needs a different package for its upcoming term before an auto-renewal run processes it, use a change of affiliation to switch the organization to the new package first. A change of affiliation charges the organization for the new package right away, but the membership’s own expiration date does not move until the billing run processes the renewal.
The order includes the primary chapter and application type only when those values already exist on the current membership. If the current membership has neither value, Rhythm creates the new order without them. If the member’s current package no longer exists, Rhythm cannot create the order and reports the action as failed. Rhythm also stops the action when the account has enabled credit card processing fees but left a minimum or maximum fee amount blank, even on an invoice or bill-to-organization order that never touches a card directly. It can also fail with an "item exceeds" style error when an organization’s membership record has blank contact rows; clear those rows to let that organization process normally.
Add-ons carry forward on a renewal order only when the member selected and paid for them on the membership already. An add-on that was never actually applied does not appear just because the member once considered it. An add-on’s renewal price follows whatever special pricing rule you configured for it. If the add-on itself has since been disabled, the renewal still charges correctly for the membership package and simply leaves the disabled add-on off the order. For a tiered organizational membership with a contact-count add-on, watch for a renewal that has grown past its included contact limit. It can occasionally create two add-on line items instead of one, overcharging the additional-contact fee. If that happens, complete the renewal with the invoice or pay-later option, open the generated invoice, remove the extra charge, and send the corrected invoice for payment.
For organizations, only assigned or flowed-down memberships bill to the organization when the organization receives the billing notice. A primary organization membership is always billed to that organization directly, not through this same routing. Billing runs do not currently support routing a child organization membership’s renewal invoices, bills, or notices to its parent organization, even when that child membership is set to bill its parent. Each stays with the child organization. Where your account allows a member to be invoiced or to bill their organization, a payer can open one member’s invoice in the Portal and add other open invoices from the same organization, paying them together in a single payment. A billing contact does not have to be selected when the order is processed. When a membership order bills to an organization, its invoice email goes to the organization’s own billing contact.
A renewal order created for a member who pays by invoice should stay open until it is actually paid. If the run generates pro forma orders and invoices, the order should not show as completed with a zero balance before payment. Rhythm builds the renewal invoice from your account’s Invoice template, so changes to that template, including payment instructions, change what members see on every invoice a billing run creates afterward. A membership billing run’s invoices should also use the payment terms configured in your Membership finance settings, so check there first if an invoice’s terms look wrong. If an account has a credit-card processing fee configured under Membership › Other Settings › Credit Cards, that fee is assessed on auto-renewal charges like any other card payment. Renewal orders do not currently support adding a separate credit card processing surcharge line the way some other checkout flows do.
Each renewal order links back to its billing run, batch, and the specific action that created it, so you can trace it later.
If the same order also includes chapters, sections, or add-ons, those come from the member’s current membership record, not from a fresh check of your current catalog. Retiring or removing an add-on from your offerings does not, by itself, stop that add-on from appearing on a renewal order. If your renewal form still includes it automatically, review that form’s configuration as well. A coupon used at join or at an earlier renewal is treated as a one-time discount and does not carry forward into a later auto-renewal charge. A member who used a one-time discount code can also be excluded from the auto-renewal billing run entirely. Special pricing configured on the membership package works differently. If that special pricing was used at join, the auto-renewal charge uses the package’s special price again because it comes from the package, not from a one-time code.
A renewal order’s currency comes from the membership’s Renewal Currency Code field, not from the currency a viewer selected in the console or portal. If that field is not set to the currency you expect, the order is priced in your default currency instead. Changing the console or portal currency selector afterward does not change the currency or amounts on an invoice that was already generated.
Each renewal order links back to its billing run, batch, and the specific action that created it, so you can trace it later. Two details matter here:
- Open credit balances are not applied. A member with a credit on their account is still charged the full renewal amount. Rhythm does not use the credit to reduce this order.
- No order confirmation email is sent. A billing run’s renewal order is not processed like a regular Commerce checkout, so it does not trigger that order confirmation email. The member only receives the billing notices you configured on the run. Once the invoice behind a billing-run renewal is paid, the member still receives the standard membership confirmation email that any paid membership receives. See How a Billing Run Sends Notices and Drops Members for what those notices contain and who receives them.
Tip
"Active members" in a billing setup means memberships whose membership status is Active, for a contact or an organization. It does not mean currently paid, and it does not exclude an organization’s flowed-down contact memberships from being marked billed separately when the organization is billed.
What Happens When the Charge Succeeds or Fails
For the auto-renewal card-charge action, Rhythm creates the renewal order and invoice only after the charge succeeds. A failed charge leaves no order or invoice, only the billed marker. That is different from an invoice-based renewal, where the order and invoice exist whether or not the member has paid. A successful charge should advance the membership’s term and update its related records. If a charge is reported as successful but the expiration date does not move, treat that as abnormal and investigate it instead of accepting it as a normal delay. A failed card charge does not fully update the membership either. If a report shows a payment failure but the membership advanced anyway, check whether another renewal action processed that membership separately, using the renewal date and later transaction history as evidence.
- Open credit balances are not applied. A member with a credit on their account is still charged the full renewal amount; Rhythm does not use the credit to reduce this order.
- No order confirmation email is sent. The member only receives the billing notices you configured on the run. See How a Billing Run Sends Notices and Drops Members for what those notices contain and who receives them.
- A pro forma renewal order skips QuickBooks Online and the automated invoice email. If the run’s renewal-order task has its Pro Forma Invoice option turned on, its orders do not sync to QuickBooks Online and do not send the automated invoice email. Only the billing notices you configured on the run go out.
What Happens When the Charge Succeeds or Fails
When an auto-renewal card charge succeeds, Rhythm sends the run’s configured success notice if you set one. The notice goes out right away instead of waiting for anything else to finish, so it can show the member’s membership details from just before the order, not the updated details created by the successful charge. The member does not receive a separate payment receipt for this charge. The success notice is the only email they get, the same as for any other renewal order. A receipt is sent only when an order is processed individually, outside a billing run. If you need something closer to a receipt for your auto-renewal members in the meantime, format your success notice to include the details a receipt would show.
Charging an auto-renewal member means charging the payment method linked to their membership. The member has a saved payment method on file in Rhythm Payments, and the stored token from that saved method is tied to their membership record for auto-renewal.
Before you look for a specific member’s failed auto-renewal payment, make sure you are checking the correct billing run or auto-renewal cycle. Failures are recorded against the specific run that attempted the charge, so checking the wrong cycle can make it look like nothing failed when something did.
When an auto-renewal card charge succeeds, Rhythm sends the run’s configured success notice if you set one. The notice goes out right away instead of waiting for other updates to finish, so it can show the member’s membership details from just before the order rather than the updated details from the successful charge. The membership record itself, including any chapter data, can also take a little time to finish updating in the background, so it may briefly look incomplete right after a renewal. Rhythm’s auto-renewal card-charging action does not send a payment receipt email either; a receipt only goes out when an order is processed individually. Because this flow has no receipt, format the success notice with the information a member would expect from one, and use it as your receipt equivalent for now. The success notice depends on Renew Automatically already being enabled on the membership, and on any special renewal pricing already being configured on the package, before the run executes. Setting either one up after the run has already planned its actions does not change that plan. A successful auto-renewal does not turn off the member’s Renew Automatically setting; it stays enabled for the next cycle.
Rhythm charges the card on file when the billing run actually processes the charge. If a member updates their card before the run executes, Rhythm bills the updated card. Updating a stored card by itself does not trigger a new charge attempt, so Rhythm does not automatically retry a failed auto-renewal just because the payment method changed. You must run another applicable billing run for the updated card to be picked up and charged. There is no report showing whether or when a member updated their payment information after a failure. Many accounts use a recurring billing run to pick up whatever card is current when it runs, rather than tracking updates member by member.
A stored payment method can appear to exist while still having no usable card token behind it, sometimes labeled "No Vaulted Tokens." A record in that state fails during auto-renewal even though a payment method appears on the account. This is also the more likely explanation when a renewal looks stuck in a processing status without completing. Check first whether the stored card has actually expired, because an expired card is a common reason an auto-renewal charge never completes. After a payment processor or gateway change, a renewal can keep failing because it is still trying to use an old, unmigrated card token. The fix is to have the member update their payment method so Rhythm links a current token, then run billing again. If your account recently changed payment gateways, confirm that the stored payment methods behind your auto-renewals were carried over correctly instead of assuming they still work. Cancelling a member’s auto-renewal in the Portal removes them from the next cycle and clears their existing auto-renewal card. If they want to resume auto-renewal afterward, they need to re-enter their payment information.
When a charge is declined, Rhythm records the decline and sends the run’s configured failure notice. It uses a "Payment Failure" status on both the billing run’s action status and the member’s billing history. That status means the card was declined and Rhythm sent the member a decline message; it does not mean your auto-renewal setup is misconfigured. The failure notice goes out only when Rhythm actually attempts the charge and the processor declines it. If there is no stored payment method to charge, Rhythm makes no attempt and sends no failure notice. The billing run’s results tell you that a charge failed, but not the specific reason. The member stays marked billed after the decline, so later runs skip them for the rest of the cycle even though they were never successfully charged. They do not become available for another billing run until they update their payment method.
What the member should do next depends on why the charge failed. If their stored card is expired, they need to update their card information in the Portal before paying. If the card is still valid but the charge was declined, they may need to contact their bank to find out why. Pairing auto-renewal with a separate renewal notice or documented manual renewal path is helpful, so members know how to update payment information and complete a renewal outside the auto-renewal run if their card is declined. If the decline message describes a card-specific problem, the charge likely reached your payment processor and was declined there. If the decline instead reports an authentication or connection error, the charge may not have reached the processor at all. That distinction helps when you are trying to confirm whether a renewal is using your current payment setup.
A charge can also fail because the stored payment token is invalid, unavailable, or was not fully carried over from an earlier payment setup, rather than because the bank declined the card. If a member has what looks like a valid saved payment method but their auto-renewal charge still fails without a normal decline reason, treat the stored token as a possible cause. Check with Support if the record does not explain the failure on its own.
Warning
The list you can download of auto-renewal payment failures from a billing run includes each member’s name, but not an email address. Email addresses live on the Contacts & Organizations record rather than in the billing-run export. Look up addresses separately in Contacts & Organizations if you need to reach out to affected members.
A credit card processing fee is not automatically applied to every renewal payment flow just because it is enabled somewhere else. Some renewal payment flows, such as renewal notices or a particular renewal process, have their own place to turn the fee on. That setting is separate from the fee setting used for join, portal, or single-invoice payments, so enable it there as well if you want it applied to that flow’s renewal charges.
A failed auto-renewal payment does not renew the membership, and what the member needs to do next depends on why it failed. If their stored card has expired, they need to update their card information in the portal before they can pay. If the card is still valid but the charge was declined anyway, they may need to contact their bank to find out why.
Paying an open invoice can also change whether a membership ends up auto-renewing. If the person paying checks Renew Automatically and the payment succeeds, auto-renewal is enabled. If they leave that box unchecked, auto-renewal is not enabled for the membership, even if auto-renewal had been selected earlier during the application process.
Tip
If a member’s card is declined and you need to include them in billing again this cycle, remember that they are still marked billed. A new run’s plan skips them the same way. See How a Billing Run Plans and Refreshes Its Actions for how a run decides who it selects, and consider refreshing the existing run’s plan instead of starting a new one.
If you need to reverse a charge after a successful auto-renewal, find the related payment and issue a refund the same way you would for any other payment. If it is not available there, you can also issue the refund manually in Rhythm Payments. If a membership drops or otherwise stops qualifying for auto-renewal after a failed charge, getting it renewing again usually means having the member rejoin or reinstate if the membership has lapsed. They can also complete a standalone renewal to put a corrected card on file before automated billing picks them up again.
Installment plans are not part of auto-renewal billing. When an auto-renewal run processes a renewal, it charges the full balance, not an installment schedule. A member who wants to continue an existing installment plan or start a new one needs to renew outside the auto-renewal run, such as through a manual portal renewal. A member sets up an installment plan by going through the membership application process. While that installment order remains unpaid in full, the membership stays marked billed and is left out of auto-renewal. If your package uses a percentage-paid threshold instead, the membership’s dates advance once that threshold is reached, rather than waiting for full payment. An installment schedule due on the first of the month does not necessarily follow the original charge date. For example, an installment arrangement created on July 18, with later installments configured for the first of every third month, bills next in October instead of three months from July 18. Finishing an installment plan does not by itself generate the next year’s renewal. You still need to run billing to create that next renewal order once the plan is paid off. If you are cleaning up an old installment arrangement and may use a future billing run for the same membership, consider suspending that installment schedule first so it does not keep creating its own activity alongside the new renewal.
Monthly membership billing works the same way. It is not an automatic subscription, so staff run a billing run each month to collect the charge. The membership’s expiration only advances after that payment succeeds.
If you need to confirm exactly what a billing run changed on a membership, check its audit history. It shows the individual field updates the run made, which can help when a member’s status does not match what you expected after a run finishes. If a member seems to have been skipped by the auto-renewal card-charge action, check the run history for that membership first. Being included in a renewal-notice action earlier in the same cycle also sets the billed marker, and that is a common reason a member does not appear again for card charging later. Once a migrated payment token is linked correctly, it goes through this same process like any other stored card. If your account never actually ran billing through an earlier payment processor, tokens tied only to that processor were not driving any renewal and did not need to be migrated in the first place.
Recovering from a Stuck or Incorrect Renewal
Some renewal problems need more than clearing the billed checkbox. A few patterns come up often enough to call out directly.
Prefer voiding an order over deleting it. If you need to undo a renewal order or its invoice, void it first. Deleting an order without voiding it can leave orphaned links that Rhythm Support must clean up before you can create a replacement for that membership. Voiding and then deleting a single member’s order also removes its invoice, which lets you start over cleanly. See Update, Close, or Void an Order for the steps. After you cancel an order created in error, the member can usually still complete a renewal through the Portal, though the membership may pick up a termination date from the cancellation.
Contact Support for a banner you can't clear yourself. A "Pending Order" banner and a red banner blocking a new renewal are both cleared through a permission-based setting available only to Rhythm Support. Submit a ticket instead of looking for the control yourself. In some cases, asking Support to refresh the record after you have voided and deleted the original renewal order is enough to make the renewal option reappear.
Watch for duplicates after a retry or a rerun. If processing a renewal order returns an unexpected error, do not click to process it again right away. Retrying blindly can create a second order and a second charge instead of finishing the first one cleanly. If a duplicate renewal has already gone through, the usual fix is to cancel the extra order and refund the duplicate charge. Cancelling and immediately rerunning billing is usually safe because an already-billed member is skipped. In some configurations, it has still produced a duplicate order or invoice, so check for an existing order on the member before you rerun.
After a timed-out run, check per member before you rerun. A run that times out can leave some members with a renewal order already created and others without one. Before rerunning notices or renewal actions, verify order by order which members already have one. Create the missing orders by hand, or rerun billing only for the members who do not have one yet, so you do not bill members who already do.
Undo a batch of renewal invoices generated for the wrong members. If invoices were generated for memberships that should have gone through auto-renewal instead, remove those invoices and then run the auto-renewal card-charging action so the members are charged the way you intended. Letting the member pay the invoice manually settles the balance, but it does not restore the auto-renewal flow for that cycle. If a package changed after orders were already generated for a segment of members, cancel those generated orders, confirm the affected members are eligible for the new package, and only then start the new billing run.
Correct an erroneous renewal order before you close the accounting batch. If a fiscal period is still open, reopen the batch that contains the mistaken renewal order and void or cancel the order there. Do that instead of writing off or closing the invoice and trying to recreate the renewal afterward. The same applies when a group application payment conflicts with individual renewal orders created by a billing run. Either void the group payment and cancel the group application so members can pay their individual invoices, or cancel the individual orders and void and reapply the group payment. Resolve it before the batch closes either way. If incorrect renewal invoices were generated at scale, correcting them one at a time is usually impractical. Ask Rhythm Support about a bulk correction instead.
Recover from a run that billed the wrong currency. If a billing run generated renewal invoices in the wrong currency, void the affected invoices, mass update the impacted memberships’ Renewal Currency Code to the correct value, and run billing again. Review active memberships’ Renewal Currency Code before each renewal cycle so this does not recur.
Rebuild a deferral schedule that's stuck on the wrong invoice. If a membership’s deferral schedule is still anchored to an earlier, incorrect renewal invoice, such as one created by an accidental billing run, unposting and reposting the batch that contains the invoice rebuilds the deferral schedule from the membership’s current term start and end dates.
Use the Billing Run Actions query to monitor a run in progress or afterward. Query billing run actions filtered to a specific run with a status other than Completed to find records that have not finished, whether you are checking after a timeout or watching a long-running auto-renewal action. You can save and schedule that query like any other. Keep in mind that there is no membership output field for exactly when a pay-later or pro forma invoice was paid online. A billing run’s own results also do not include enough order and invoice detail on their own to reliably spot possible duplicate renewals, so cross-check the member’s financial history directly before running a renewal you are unsure about.
Related
To understand which members a billing run selects for renewal-order and reminder tasks, see How a Billing Run Plans and Refreshes Its Actions. To understand what a run’s status and statistics mean while it works, see How a Billing Run's Status and Reports Work.