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

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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: Billing CRM/ Invoices (please select the requested Invoice) / Payments

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Under Image Removed 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.

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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:

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Yearly billing

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

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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. More on this under  ProductManagement-MerchandiseManagement-Productoverview/Editproduct

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.

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If you would like to change the article price, please do so directly in the article management.
See also: ProductManagement-MerchandiseManagement-Productoverview/Editproduct

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.

Fiscal year

Path. POS / Settings / Seller → choose the desired Seller → check the Seller State Tab

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Here you have the option to adjust /change the Fiscal year manually as well as the reminder number and delivery note number.

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. 

(Path: Invoices / Periodic billing / billing categories)

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Settlement template (invoice template)

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(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.

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)the Invoice):

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History:

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

Image Added

Payments/partial payments

Path: Billing CRM/ Invoices (please select the requested Invoice) / Payments

Image Added

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 Added and click on the icon 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).

Image Added

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).

Image Added

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

Image Added

Yearly billing

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

Image Added

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.

Image Added

Image Added

If you would like to change the article price, please do so directly in the article management.
See also: ProductManagement-MerchandiseManagement-Productoverview/Editproduct

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.

Fiscal year

Path. POS / Settings / Seller → choose the desired Seller → check the Seller State Tab

Image Added

Here you have the option to adjust /change the Fiscal year manually as well as the reminder number and delivery note number.

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. 

(Path: Invoices / Periodic billing / billing categories)

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Settlement template (invoice template)

All member types in your system have a predefined billing template (also called 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.

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).

Creating a yearly billing process

Path: Invoices / Periodic billing / Periodic billing process to check the already created yearly billing processes.

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with the Image Added you can create a new yearly billing process

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→ Select a name for the billing process (e.g. yearly billing 2021) and a seller.
→ Paid till date is always the day on which everything must be settled for the advance year, so in our case the last day of the settlement year, 31. 12. 2021.
→ Select the business unit and the billing category (optional). However, check that the business unit is stored in your invoice templates (path: Invoices / Prescriptions / Templates). This must match! If it is stored there, it must also be selected here.
→ You must assign an invoice tag. You can select it from existing tags or create a new invoice tag.
→ Enter the invoice date and the due date.
→ Now save your entries.

After creating the process, you can see how far the billing process has progressed in the "Status" column. A billing process can have the following status: CREATED ON, RUNNING, PREVIEW CREATED, CANCELLED, FAILED, FINISHED.

Now continue working from left to right:

1- Process status: show you the status of the process

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2 Process step details - Here you can display a preview of the customers to whom an invoice is to be created. To do this, click on "generate billing process details".

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You have now the possibility to check or change the individual invoice templates, special agreements etc. (see screenshot below).

Click on Image Addedto display the items to be charged.

Invoice Tags

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

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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 .	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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