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

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All member types in your system have a predefined 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) which is stored for all customers assigned to the respective member type.

(Path: Club management / managed Golfclubs / Tab: Billing Templates ) - ATTENTION :You will need the authorization.

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

Warning
titleTO DO LIST

Before this process is started, the following must be checked and ensured:

  • Fiscal year - Path. POS / Settings / Seller 
  • Content of the billing templates: e.g. prices and number of items correct?
  • Are your items assigned to the correct seller? e.g. for the splitting of Golfclub and Gmbh/Pacht.
  • Payment method stored? (Mandatory field in the 'Invoice template' tab) This can be overwritten afterwards (when entering from the payment receipt)
  • Check the price rules for the articles. (Check individual prices like discounts etc...'active until'!)
  • Master data of the customer: Customer information must be kept up-to-date e.g. is an address stored as billing address? Are there any double entries? Spelling errors?
  • Other payment recipients: e.g. company address should be on the customer's invoice. Here an additional recipient must be deposited (this must be deposited with the invoice address. Exact procedure under Corporate Customers and Agents#Address Area of Company Invoices Adjustment).this Link
  • Group settlements: Are there any activated? If yes, please check whether the billing is set (who pays for whom? Is the selection box with group billing activated?).
  • Last billing date: The last day for which the customer has already been billed is specified here (e.g. you want to bill for 2020 (if you only bill once a year), then you must enter 31.12.2019. If you have discovered incorrect entries and have to make changes, the following point below will help you: https://nexxchange.atlassian.net/wiki/display/GOL/Rechnungen+-+Backoffice#Invoices-Backoffice-Invoice'overwrite'. 
  • For the individual positions, we again specify the 1st day for which the customer must pay (e.g. you want to bill for the year 2030 (if you only bill once a year), then you must specify 01.01.2030. Here the 'Last billed per' is automatically adjusted. With the individual positions also still the period and the number of the article are indicated.
  • If information such as salutation, name, address, postal code, country is missing, it will also be missing later on the invoices.
  • Period of articles correct? With 'Once' please pay attention to the expiration date! if this is not set, the article will be used again in the next invoice!


Note
titleStored period for the articles to be settled

If you have entered 'once only' for your articles in the period, please check the expiration date (set automatically if you have already invoiced) before creating the invoice. Specified key date = expiration date).

This is a necessary specification so that the system remembers whether the respective article was already charged or not!

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Note
titleLet us help you with filters!

As soon as you start to filter - according to certain criteria - you make your task much easier.

For example, if you want to know which customers have an incorrect key date (key date does not apply = no invoice is created), you can display these customers immediately:

Image RemovedImage Added

You can find more information about the existing functionalities in the filter function under General Information#Operators

If you are missing certain criteria/filters in your GolfSuite, please contact Nexxchange Support!

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Info
titleCan I have the templates created automatically? How can I do this myself?

Under Clubs - My Golfclub#Invoice Templates you will find a description of how to create the automated process (this is necessary once).

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Name of the placeholdersDescriptionArea in which it is stored-Name of the placeholdersDescriptionArea in which it is stored-Name of the placeholdersDescriptionArea 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 fliesRefers 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 .
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

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CustomerLast settlement dateBilling categoryEffect

Test customer 1

31.03.2014Main settlementNo invoice is created here due to the billing category specified.
Test customer 231.12.2014Test category for WikiAn invoice is created, the last billing date is adjusted to 31.12.2015.
Test customer 331.05.2015Test category for WikiAn invoice was already created on 31.05.2014, so no invoice will be created this time.
Test customer 401.03.2015NoneNo invoice is created here due to the billing category specified.
Test customer 531.12.2013Test category for WikiSince this falls 2 x with the key date (2014 & 2015), the invoice is created with double content

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