An elementary functionality of the GolfSuite is the billing of articles (collections), collective invoices and much more.
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Creating a yearly billing process
Path: Invoices / Periodic billing / Periodic billing process to check the already created yearly billing processes.
with the 
you can create a new yearly billing process
→ 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.
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Under the button |
Now continue working from left to right:
1- Process status: show you the status of the process
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 can find detailed info under Customermanagement-CustomerTag |
Templates - Overview (Attention, you need the authorisation for this)
As soon as you are under Clubs → Templates → Overview, you will see all available templates for the entire GolfSuite.
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You can leave the due date as it is and create an invoice immediately. However, to be able to create all invoices using the billing process, it is recommended that you set the next billing date to the first day of the year to be paid.
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Under the button |
Paid till date: Specifies when the elements specified for the invoice are due. This is the most important date, as it decides which articles must be invoiced effectively by both the general and the individual template.
Invoice date: Invoice date of the generated invoice.
invoice due: Due date of the generated invoice.
Billing category: If a billing category is specified, the general billing templates and the articles of the individual billing template are restricted to the specified billing category.
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If you do not make an entry (the Payroll category field remains empty), ALL payroll categories are used. As if no payroll categories had been stored at all. |
In the tab 
you can now see the created invoice:
Overwrite invoices
It happens again and again, for example, that invoices are created in the annual specifications whose content is incorrect due to incorrect entries.
We have documented this frequently asked question for you step by step:
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In addition, you can specify the validity period of the entries (Active from, Active to).
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Active from: Active from: This information must be further in the past than the day on which you want to issue the periodic billing /invoice. |
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This is used when you want to change the item price and also discount it. e.g. Price of the article is 1.500 €. If "Calculate discount item price" is not set - calculation: 1.500 € / - (50%) = 750 € discount = item price: 750 €. |
The discount on the article is visualized by the price in bold font.
By opening the article 
you can see all detailed information:
Export of invoice line items
Path. Invoices - Billing CRM - Invoices list → Invoice line items
Summary of the function:
As a supplement to the daily solution, it is possible to export individual items (articles) that have been invoiced.
First we put together the fields you want to export in the export configuration. Explanations to the export configuration can be found under Clubs - my Golfclub#ExportConfiguration.
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Please note that the 'Invoice items' area is selected in the export configuration so that the configuration is suggested to you at the correct place during the export process. Should you - as described under Clubs - not have access to my Golfclub#ExportConfiguration in this area, please contact Nexxchange Support. |
After defining which fields you want to export, you have to filter the desired articles in the invoice overview (e.g. filter by article category X,Y +Z etc.).
Before you start exporting, you can also sort the order (alphabetically) from A-Z or vice versa.
With the filter option you can easily arrange the articles you want to export.
Example for the function:
E.g. you want to export all sold articles with the unit price between 50€ and 1500€ (This is only an example. You can add further criteria):
Step 1 - Enter filter settings via
(Enter all criteria here):
Step 2 - Save filter (if you want to use these criteria again and again)
Step 3 - Select the desired filter (if you have just set the filter settings, they will be applied automatically):
Before you start the data export, you have to set the desired export configurations in advance (if you have the authorisation!), path: Club management / Export configuration (see screenshots below).
Step 4 - After you have defined all criteria for the export and its presentation, you can start exporting the desired articles:
Here you can select the format in which the file will be downloaded (PDF, XLS, etc...).
Now you can open the file and (if necessary) make changes/adjustments in Exel.
Different to the tools you have in your program you can (as shown below) calculate amounts:
Accounting export (BMD, DATEV, SAFT)
Path: Invoices - Accounting export
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Please note that the charts of accounts (accounting references) must be obtained from or agreed with your accountant |
You can create the accounting export 1 time per seller.
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).
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| Customer | Last settlement date | Billing category | Effect |
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Test customer 1 | 31.03.2014 | Main settlement | No invoice is created here due to the billing category specified. |
| Test customer 2 | 31.12.2014 | Test category for Wiki | An invoice is created, the last billing date is adjusted to 31.12.2015. |
| Test customer 3 | 31.05.2015 | Test category for Wiki | An invoice was already created on 31.05.2014, so no invoice will be created this time. |
| Test customer 4 | 01.03.2015 | None | No invoice is created here due to the billing category specified. |
| Test customer 5 | 31.12.2013 | Test category for Wiki | Since this falls 2 x with the key date (2014 & 2015), the invoice is created with double content |
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Active from: Please note the statement 'Active from'! If you create an invoice before this regulation comes into force, it will not be considered! |
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This is used if you want to change the article price and also want to discount it. e.g. list price Price of the article is 100 1.300 €. If '"Calculate discount item price' " not set - Calculationcalculation: 100 1.300 € / - (10%50%) = 10 650 € Discount discount = Article item price: 90 650 €. |
The discount on the article is visualized by the price in bold font.
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