Please note: The eCard feature is only available to California PTA organizations at this time and are only valid when a Membership Item is purchased through your PTAEZ Webstore.
PTAEZ now allows PTA members to print their membership cards online with ease via your PTAEZ Web store*!
There are three scenarios in which your PTA can sell memberships and we will go through each one in detail. These scenarios are:
1. Selling individual memberships online via the web store.
2. Selling individual memberships via the “Write New Receipt” application.
3. Selling bulk memberships and importing the members into the system using the “Import Members” tool.
*Only Memberships bought through the Webstore can be printed and only on the Purchasers side.
Sale of Memberships:
Scenario 1: Selling individual memberships online via the Web Store:
The PTA’s job entails:
· Setting up a web store
· Creating either a PayPal or PayPros account
· Creating a membership through item admin
To create a membership through item admin, follow these steps:
1. Select “Admin”/ “Item Admin”
2. Select “Add Item”
1. Select “Membership”
1. Choose an “Item Category”
a. Example: “Memberships” (add with green circle)
1. Fill in a “Short Description”
a. Example: PTA Annual Membership
1. Input a Long Description with further explanation of the item and possible instructions for the purchaser.
a. Example: “This is the annual membership for Big Red’s PTA”
1. Input the amount that you want to sell the membership for.
2. Choose a “Sales Category”. In this case you will want to split the categories.
a. Example: The membership total cost is $20.00. The PTA keeps $15.00 and the Council gets the remaining $5.00. You will want to split the categories in the following way:
i. “Membership Income” - $15.00
ii. “Membership Pass Through” - $5.00
You can also split the amounts by percentage.
1. Select an effective date (select the current membership year)
2. Select “Add”
You have now created a Membership for your PTA.
You are now ready to sell your membership on the web store.
The soon to be PTA member’s job entails:
· Registering for a Web Store account.
· Purchasing the membership
· Printing the membership card
To register for a web store account, follow these steps:
1. Enter all of the required information
2. Select “Register”
3. You will receive an email to the email address provided
1. Click on the link provided in the email
You will be directed back to the store, to complete the registration process
You are now able to login
1. Go to the web store and find the Membership item that the PTA has created.
2. Select who you a purchasing the Membership for *Note: Drop down will populate based on the individuals you have identified in the "My Family" section of your account. If no Family Members have been added the drop down will only display "Self Purchase"
3. Select that item, and “Add to Cart”
1. For PayPros customers: Note: For PayPal customers you will be redirected to the PayPal check out site.
2. Input your payment information which includes:
a. Card Number
b. Expiration Date
c. Name
d. Security Code
e. Address
1. A receipt will then be created, and the purchase is complete.
Currently, printing Membership Cards is only available to PTA Units in California. A Membership must first be purchased before a Membership Card can be printed.
Select the printer icon next to the member you wish to print a membership card for, a PDF will pop up in a separate window:
To manage the accounts of all individuals who have registered for your web store, go back to your PTAEZ account and select “Admin” / “Web Store”/ “Store Account Management”.
This application allows you to do the following:
· View all of your web store account holders
· Reset a user’s username and password
o Select the orange “Arrow” symbol to the left of the account holder
· Register individuals to give them a web store account
o Select the green “plus” symbol under the “Available Individuals” menu. Only select the symbol next to the individual you would like to register.
Scenario 2: Selling individual memberships via the “Write New Receipt” application:
In order to sell a membership using the write new receipt application, follow these steps:
1. Select “Receipts/Write New Receipt”
2. Fill in the required information which includes:
a. Received from
b. Date
c. Memo
1. Select whether or not you want to print the receipt
2. Verify the receipt number
3. Select “Item”
4. Choose your membership item from the “Item” dropdown
5. Fill in “Purchased for” (the name to be on the card)
6. Select “Sell Item”
7. Select “Finish”
1. Choose your payment type and select “Add Payment”
2. Select “Finish”
You have now sold a PTA membership using the “Write New Receipt” application.
Scenario 3: Selling bulk memberships and importing the members into the system using the “Import Members” tool:
It is possible that you may sell multiple memberships in one fundraiser or event. PTAEZ allows you to receipt this bulk transaction in one easy step. You can then upload all of these members into the system at once using our “Import Members” application. To accomplish this process follow these steps:
You will first have to create the receipt:
1. Select “Receipts/Write New Receipt”
2. Fill in the required information which includes:
a. Received from (you will want to create an individual named “Multiple Memberships”, or “Multiple Receipts”)
b. Date
c. Memo (state the receipt is for membership sales)
1. Select whether or not you want to print the receipt
2. Verify the receipt number
3. Choose the category, amount and name. To separate the total into both “Membership Dues” and “Membership Pass Through Receipts” follow these steps:
a. Example: You sold 20 memberships at $20.00 each for a total of $400.00. $300.00 stays with the PTA, and $100 gets sent to the Council. To record this:
i. Select “Membership Dues” as your category
ii. Input $300.00 for the amount
iii. Type in “Multiple Memberships” for the “Name”
iv. Select “Add”
v. Select “Membership Pass Through Receipts” as your category
vi. Input $100.00 for the amount
vii. Type in “Multiple Memberships” for the “Name”
viii. Select “Add”
1. Select “Finish”
1. Choose a payment type
2. Select “Add Payment”
3. Select “Finish”
You have now finished the receipt process. It is time to import your new members. To accomplish this, follow these steps:
1. First, you must create an excel spreadsheet with the information that you want attached to each member you plan to import. The order of the information is important and specific to the columns below, and is as follows:
a. Member Year (example: for the 2015/2016 fiscal year enter 2015 as the member year, for the 2016/2017 fiscal year enter 2016 as the member year)
b. Type (Parent, Teacher, Student or Other)
c. First Name
d. Middle Name
e. Last Name
f. Email
g. Address
h. City
i. State
j. Zip
k. Home Phone
l. Cell Phone
Example: Note: DO NOT remove the column headers they are needed for the file to import
2. Save the spreadsheet as a “CSV Comma Delimited” type of file.
3. Go to your PTAEZ account and select “Tools/Import Members”
1. Select “Choose File”
2. Browse for the spreadsheet that you created and saved as a CSV file.
3. Select “Start Import”
4. You have now imported your members to your PTAEZ account.
Note: If the member year (Column A) was populated with a year, the name will populate the list in "Admin/Membership Management" for that year, and if not, the name will only go to the Individuals List. All names will go to your "Individuals" list regardless of whether they are PTA Members.
Note: It is recommended that you do not add individuals already in the PTAEZ individuals list, you will get a duplicate entry for that person. If you do enter duplicate people into your Admin Individuals you may either “Remove” the duplicate or in some cases when you cannot remove you can make one(or more) of the duplicate individuals inactive (double click on their name and un-check the “Active” box) or Merge the duplicate individuals together from Admin/Individuals.
Note: If you make an error and add a person as a member who is not, you may remove the membership status within "Membership management".