Create a Subscription

Create a subscription when you are ready to record how a member will pay.

Before you start

Make sure:

1. You already have a billing plan and price.
2. You understand that this is separate from the member’s membership.
3. You have a payment method on file if you want automatic charging.

Create a subscription

1. Open the member from the Members list.
2. Click Billing, then Subscriptions.
3. Click New Subscription.
4. Enter the Start Date, then select the Billing Plan and, in Multiple mode, its Billing Plan Price.
5. Choose the required Payment Method (legacy) category for the school’s record.
6. For a non-scholarship price, choose Payment Method Type:
   • Saved payment method and then Saved Payment Method to use an existing method for automatic collection.
   • Cash, Terminal, Checkout, or Manual to record the collection arrangement without selecting a saved method.
7. Set First Payment Date when it appears and needs to differ from the default.
8. For Paid in Full, use Already Paid if the member has already paid. For Fixed Term, enter Already Paid Through when a payment made outside Kanri covers scheduled payments through a date.
9. If Saved payment method is selected, set Override Admin Fees only when this subscription should use a different admin-fee percentage from the school’s setting.
10. Select Create Subscription.

Know what each field means

Field	What it means
Start Date	Required. The date the subscription begins.
Billing Plan	Required. The named product, such as Monthly Karate.
Billing Plan Price	Required in Multiple mode. Select the amount and schedule for the plan.
Payment Method (legacy)	Required record category, such as Card, Bank, E-transfer, Cash, Paid in Full, Scholarship, or Other. This is separate from the collection workflow.
Payment Method Type	Required except for a Scholarship price. Choose a saved method, Cash, Terminal, Checkout, or Manual. Only Saved payment method requires selecting a Saved Payment Method.
First Payment Date	Appears for price types with a scheduled first payment. If left blank, Kanri uses the Start Date.
Already Paid	Appears for Paid in Full. Use it to record that the defined term has already been paid.
Already Paid Through	Appears for Fixed Term. Use it to record payments already made outside Kanri through the entered date.
Override Admin Fees	Optional percentage override shown when Saved payment method is selected. Leave blank to use the school’s admin-fee setting.

Note

Selecting Saved payment method attaches a saved card or bank method and allows automatic collection when a payment is due. Other payment-method types do not select a saved method. A due schedule without a saved method is not automatically invoiced; staff can use Invoice Now on its upcoming payment record, then collect or record payment on the invoice. A Scholarship price does not show Payment Method Type.

Override Admin Fees changes the school’s admin-fee percentage for this subscription; it is not the card or bank processing rate.

For Paid in Full and Fixed Term prices, the subscription runs through the day before its term anniversary. For example, a one-week subscription starting on Monday runs through Sunday. A later subscription can start on the anniversary date.

For Fixed Term, Already Paid Through marks scheduled payments with due dates earlier than the entered date as already paid. A payment due on the entered date itself remains scheduled. The Paid in Full Already Paid switch marks the defined term as paid.

Caution

Creating a subscription does not automatically create a membership. If the billing plan is linked to programs, Kanri may show an Add Memberships page after saving. It lists linked programs where the member has no membership or has an inactive one. If the plan has no linked programs, or the member is already set up, you go straight to the subscription. Check that the member also has the right membership.

If the plan auto-sends a contract, the scheduled invoice is held until the member signs it. Check the contract status before expecting the first invoice.

Next steps

Edit the subscription later Change billing details or timing.

View payment history See past payments for this subscription.

Assign a membership Enrol the member in a program.

Review billing plans Review plans, prices, and program access.