An elementary functionality of the GolfSuite is the billing of articles (collections), collective invoices and much more.

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The menu

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Overview / Invoice control

In the invoice overview, you have the usual search options for existing invoices. This includes the filter function Image Removed and Image Added and the direct search in the table view (click below the column caption in the empty field and start the search with the Enter key).
More information about the filter function can be found under : General information#Filter function.

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Edit Invoice Image Removed Image Added: Here you can remove the payment date, change/write a note and adjust the due date.

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Send e-mail Image Removed Image Added: You can use the filter function to narrow down customers who are to be notified.
By clicking on the e-mail Image Addedbutton, a check is started to see which customers have (k) stored an e-mail address or not/ not stored an e-mail address.

Print invoice Image Removed Image Added: Here the invoice is displayed for preview - using the template - with which it is saved.

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If you want to change the template, you can do this with the "Overwrite" function.

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The POS -

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Cash desk - Seller - Templates Assignment shows you how to define/adjust a template so that it is proposed/displayed as desired.

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No changes are made to the invoice or the content itself. Here you can make changes or adjustments to the template.
e.g.: You generate an invoice for a friend of the club management and want to add a more personal text at the beginning of the invoice. A text module is required here.
This text module is a placeholder for the area where an additional text can be integrated. Text modules can be created under 'Template' and can be found under the placeholders:
Access via the template administration under Tenant management → TemplatesImage Removed(Path: Club management / Templates / Templates)

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Voiding an invoice

You can use  Image Removed to Image Added to void the invoice. This is then highlighted in color (red) (the cancellation date is also automatically recorded).

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Items (contents of the invoices or the articles of the Invoice):

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History:

All activities for the invoice are recorded here. When it was created, printed, cancelled.

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Payments/partial payments

Path. invoice overview selected invoice payments Invoice overview → Selected invoice → PaymentsUnder Image Removed you : Billing CRM/ Invoices (please select the requested Invoice) / Payments

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Under Image Added you can add partial payments to existing invoices and record them, or settle them with the remaining amount.
In this case, the invoice is also automatically marked as paid.

- In the invoice overview, select the invoice you want to process.
- Then select the file credit card Image Removed and Image Added and click on the icon Image Removed in Image Added in the table view (bottom left).
- Here you enter the payment and can enter further details if required.
The current open total amount is always automatically displayed under Amount (since experience has shown that the open amount is usually paid immediately).

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The invoice in the table view now looks as follows (in this example, only a partial amount was entered for demonstration purposes - so the invoice is still open, so there is no payment date for the entire invoice).

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If you need information about the partial payment, you can find it under the Image Removed Image Added:

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SEPA reconciliation

Meanwhile, all banks provide their customers with the standardized SEPA payment medium format in XML format (specifically the CAMT 054 return data medium file).

For more information on how to obtain these files, please contact your bank.

You can use this data to automatically reconcile and manage your incoming payments yourself.

Path. invoice SEPA reconciliation Invoice → SEPA reconciliation

First you go toImage Removed and indicate where the file is located. Then go to Image Removed, and the file provided by your bank will be displayed.

The status also shows you visually over the entire process whether the process was completed or not:

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You trigger the assignment of the uploaded file - to the invoices in your system - by clicking on Image Removed. This causes the desired automatic assignment to the invoices.

In addition, a detailed list is displayed for the selected service reference (see screenshot above), in which you can see why an invoice could not be assigned, for example, under the Information column.

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Here you have to assign or edit these manually:
Select the required row with the transaction number and choose the invoice to which the payment belongs in the lower area.

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If your customers have specified the correct payment reference for their inpayments/bank transfers, you can use the payment reference and the amount to carry out the comparison automatically.

The system then shows you all the entries that could not be assigned automatically (in this case, a manual comparison is not spared, for example, incorrect payment reference, different amount, and so on).

As soon as you have the respective file on your computer (downloaded from online banking for business customers, by e-mail from your bank manager, etc.), you can upload it to your GolfSuite and trigger the comparison.

Yearly billing

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You can also store it for existing articles for which you have not yet made an entry in this respect. By simply editing the article, you can define the billing category:

Edit annual accounts / templates

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If you want to change the content of an invoice template of a member type, you can change it here.
If you would like to change the article price, please do so directly in the article management.
See also: Article Management - Merchandise Management#Article Overview/Article Editing

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Annual accounts / Processes

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The settlements (also called prescriptions) are divided into 3 main tasks:
Billing category, billing templates, and finally the billing process itself.

Billing categories

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However, as soon as you enter a (already existing) billing category, all items with exactly this billing category are used and all other items are ignored. (= in this example, all articles are used, since no settlement category was specified)

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Settlement template (invoice template)

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All these containers are filled with specific articles. These, in turn, are then stored for all customers assigned to the respective member type (on the invoice template).

Depending on the ongoing year, you may have to adjust the "last billed per" date. The last day of the current year is automatically stored here.

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Under Clubs - My Golfclub#Invoice Templates you can see how to do this. (Please note that you may first need to create a member type if you do not have one: Clubs - my Golfclub#Membership Types).

Annual accounts - what you still have to do

The individual invoices are initially only provided with items in which the current status of the customer is also stored (incorrect data such as salutation, address incorrect, lead to the fact that the invoice must now be issued again). Now you can use these settings to start generating the invoices. You trigger this directly in the invoice overview (= you are now finished in the Collective Invoices/Processes area).

Invoice Tags

To be able to use the invoice tags, the following must have happened so far:

• Updating the dataset
  
• Collective invoice process: completed
  

Templates - Overview

As soon as you are under Clubs → Templates → Overview, you will see all available templates for the entire GolfSuite.

This also includes the templates that we provide to you as standard, such as vouchers.

You can use a template again and again, e.g. for newsletters, which you have to set up accordingly.

We want to deal with such an example next for you.

After you have clicked on Image Removed in the bottom left corner of the table view, you can now start creating a template (if you have many templates, you may have to scroll down a bit):

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To stay with this example: After you have saved the template in the 'Customer' area, navigate to the customer overview and open the table search.

Here you can see the button for shipping on the outside Image Removed. When you click on the button, the name of the template appears (depending on the number you have defined): 'Nexxchange Support - Newsletter'.

Edit Template

Path. Club Templates Overview Club → Templates → Overview

You can access the editor (view below) by opening/editing the template with Image Removed.

Here you can edit and adjust the formatting (similar to Word):

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Apply Template

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• You select or filter according to the customers for whom you want to download this template or letter.
• and go to Image Removed and select the name of your template.
• You will be asked again whether the process was initiated intentionally by you:

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Definitions of placeholders

In order to be able to use the full power of the placeholders, we would like to store the definitions of the placeholders for you here in tabular form for better understanding.

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The address of the customer indicated by Image Removed.

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Mailing of invoices

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Text modules on the templates

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You can display the text modules using the Placeholder function and the 'Text module' selection Image Removed, or you can manually write ${text-module} to the place where you want to place your individual text.

After you have selected your template with the button Image Removed, you now only have to select the placeholder text module and place it at the desired position with

In the appendix, the correct procedure or representation is highlighted in color.

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Contents of the e-mail

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Issue invoices

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• POS (if you have any questions, please refer to the document: POS - Kassa), which can also be found in the daily business (= daily lottery).
• Create invoices in the "Backoffice" area (invoice template). Since this area is usually only used once a year and is often forgotten, we have recorded the overall concept in the following example.

As a short repetition:

• A customer is selected via customer search
• You are on the Invoice Template tab page.
• With the button Create invoice template you now trigger the process to adjust the invoice template.
  (Specify article → Adjust key date/last billing date → Calculate)

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Yearly billing

Path: Invoices / Periodic billing / Billing categories / Billing category list

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The exact name here is the billing category. This is used to enable different payment periods for the same salesperson.
This means, for example, that you can combine or merge different member types by defining the same billing category. This means that you only need to enter the desired category during the invoicing.

You can also store it for existing articles for which you have not yet made an entry in this respect. By simply editing the article, you can define the billing category. More on this under  ProductManagement-MerchandiseManagement-Productoverview/Editproduct

Edit annual accounts / templates

Path: Invoices → Periodic billing → Billing Templates

If you want to change the content of an invoice template of a member type, you can change it here.
If you would like to change the article price, please do so directly in the article management.
See also: Article Management - Merchandise Management#Article Overview/Article Editing

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Annual accounts / Processes

Path. Invoices → Periodic billing → Periodic billing process

The settlements (also called prescriptions) are divided into 3 main tasks:
Billing category, billing templates, and finally the billing process itself.

Billing categories

The billing category is a selection that you can assign to an article on the invoice template. This makes it possible to split the automated process in advance. This means that a specific group of customers can be billed or excluded.
If this field is not defined (during an invoicing), all articles with and without invoicing category will be invoiced.

However, as soon as you enter a (already existing) billing category, all items with exactly this billing category are used and all other items are ignored. (= in this example, all articles are used, since no settlement category was specified)

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Settlement template (invoice template)

All member types in your system have a billing template (also called invoice template). You can compare this with a container.

All these containers are filled with specific articles. These, in turn, are then stored for all customers assigned to the respective member type (on the invoice template).

Depending on the ongoing year, you may have to adjust the "last billed per" date. The last day of the current year is automatically stored here.

How do I edit the contents of this "container" (invoice template)?

Under Clubs - My Golfclub#Invoice Templates you can see how to do this. (Please note that you may first need to create a member type if you do not have one: Clubs - my Golfclub#Membership Types).

Annual accounts - what you still have to do

The individual invoices are initially only provided with items in which the current status of the customer is also stored (incorrect data such as salutation, address incorrect, lead to the fact that the invoice must now be issued again). Now you can use these settings to start generating the invoices. You trigger this directly in the invoice overview (= you are now finished in the Collective Invoices/Processes area).

Invoice Tags

To be able to use the invoice tags, the following must have happened so far:

• Updating the dataset
  
• Collective invoice process: completed
  

Templates - Overview

As soon as you are under Clubs → Templates → Overview, you will see all available templates for the entire GolfSuite.

This also includes the templates that we provide to you as standard, such as vouchers.

You can use a template again and again, e.g. for newsletters, which you have to set up accordingly.

We want to deal with such an example next for you.

After you have clicked on Image Added in the bottom left corner of the table view, you can now start creating a template (if you have many templates, you may have to scroll down a bit):

Image Added

To stay with this example: After you have saved the template in the 'Customer' area, navigate to the customer overview and open the table search.

Here you can see the button for shipping on the outside Image Added. When you click on the button, the name of the template appears (depending on the number you have defined): 'Nexxchange Support - Newsletter'.

Edit Template

Path. Club Templates Overview Club → Templates → Overview

You can access the editor (view below) by opening/editing the template with Image Added.

Here you can edit and adjust the formatting (similar to Word):

Image Added

Apply Template

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After you have edited the template (see above) and specified in which area it is used, you can now use it in the respective area (e.g. customer overview - if specified correctly under "Templates Area"):

• You select or filter according to the customers for whom you want to download this template or letter.
• and go to Image Added and select the name of your template.
• You will be asked again whether the process was initiated intentionally by you:

Image Added

Definitions of placeholders

In order to be able to use the full power of the placeholders, we would like to store the definitions of the placeholders for you here in tabular form for better understanding.

Name of the placeholders	Description	Area in which it is stored	-	Name of the placeholders	Description	Area in which it is stored	-	Name of the placeholders	Description	Area in which it is stored
Address		Customer administration		Surname		Customer administration		National association ID		Customer administration
Salutation		Customer administration		Name and handicap		Customer administration		Date of payment		Invoices
Club number		Customer administration		Name, handicap and home club		Customer administration		Items - Net Amount with Currency		Invoices
Distance as the crow flies	Refers to the linear distance between the address and the golf club.	Customer administration		Mailing address		Customer administration		Due date		Invoices
Birthday		Customer administration		Billing address	The address of the customer indicated by Image Added.	Customer administration		Items - Gross Amount with Currency		Invoices
Gender		Customer administration		Title		Customer administration		Payment method		Invoices
Home club membership		Customer administration		Association identification		Customer administration		Representative with address		Invoices
Customer no.		Customer administration		Managed Golf Club Membership		Customer administration		Customer VAT number		Invoices
Mobile number		Customer administration		Name		Customer administration		Gross Amount		Invoices

Mailing of invoices

Now that the process has been successfully completed and checked by you (to avoid sending incorrect information on the invoice), you can separate the invoices using the usual filter function (see also: General Information#Operators and General Information#Filter Function).
After you have done this, you can now use the button Image Added to trigger the following (necessary) functions.
First you are under the index card Image Added. Here you first define the template to be used for the invoices of the filtered customers (see screenshot below).

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Text modules on the templates

A text module ( = placeholder for individual text) must exist before the start of this process.

You can display the text modules using the Placeholder function and the 'Text module' selection Image Added, or you can manually write ${text-module} to the place where you want to place your individual text.

After you have selected your template with the button Image Added, you now only have to select the placeholder text module and place it at the desired position with

In the appendix, the correct procedure or representation is highlighted in color.

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Contents of the e-mail

Finally, you can adjust the content of the e-mail. To do this, you have to click on the E-Mail tab.
Here you can also save templates so that you can use the contents of the e-mail again and again (these are stored underImage Added).
In addition, you can send further attachments such as newsletters. The size of the attachment may also have to be taken into account here.

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Issue invoices

Currently there are 2 possibilities in the GolfSuite to settle a bill.

• POS (if you have any questions, please refer to the document: POS - Kassa), which can also be found in the daily business (= daily lottery).
• Create invoices in the "Backoffice" area (invoice template). Since this area is usually only used once a year and is often forgotten, we have recorded the overall concept in the following example.

As a short repetition:

• A customer is selected via customer search
• You are on the Invoice Template tab page.
• With the button Create invoice template you now trigger the process to adjust the invoice template.
  (Specify article → Adjust key date/last billing date → Calculate)

Image Added

SEPA reconciliation

Meanwhile, all banks provide their customers with the standardized SEPA payment medium format in XML format (specifically the CAMT 054 return data medium file).

For more information on how to obtain these files, please contact your bank.

You can use this data to automatically reconcile and manage your incoming payments yourself.

Path. invoice SEPA reconciliation Invoice → SEPA reconciliation

First you go toImage Added and indicate where the file is located. Then go to Image Added, and the file provided by your bank will be displayed.

The status also shows you visually over the entire process whether the process was completed or not:

Image Added

You trigger the assignment of the uploaded file - to the invoices in your system - by clicking on Image Added. This causes the desired automatic assignment to the invoices.

In addition, a detailed list is displayed for the selected service reference (see screenshot above), in which you can see why an invoice could not be assigned, for example, under the Information column.

Image Added

Here you have to assign or edit these manually:
Select the required row with the transaction number and choose the invoice to which the payment belongs in the lower area.

In summary:

If your customers have specified the correct payment reference for their inpayments/bank transfers, you can use the payment reference and the amount to carry out the comparison automatically.

The system then shows you all the entries that could not be assigned automatically (in this case, a manual comparison is not spared, for example, incorrect payment reference, different amount, and so on).

As soon as you have the respective file on your computer (downloaded from online banking for business customers, by e-mail from your bank manager, etc.), you can upload it to your GolfSuite and trigger the comparison.

Invoice template and settings

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