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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Accounting export configuration
The first step you need to take is to create a customer number generator, according to the chart of accounts of your accountant.
Path: General administration - Administration tables - Number generators
After you have created the number generator, you can start the configuration.
To the individual buttons (see screenshot above).
Accounting configuration: be aware that either you use the customer number generator or the default personal account numbers.
The customer number generator assigns an independent number to each customer.
The default person account numbers assigns the same number for all persons.
Generate personal accounts: All customers must have a personal account stored.
As soon as you enter new members/guests in your customer database, you must generate the personal accounts again before the Transactions export.
Activate automated export → here you have the possibility to automate the export.
Export personal accounts, export type: BMD, DATEV, SAFT
Export Transactions
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Receipt: Amounts are always positive - VAT always negative Reversal: Amounts always negative - VAT always positive |
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You can use this data to automatically reconcile and manage your incoming payments yourself.
Path. invoice SEPA reconciliation Invoice → SEPA reconciliation: Invoices → reconciliation
First you go to
and to 
and indicate where the file is located. Then you go to 
to choose the file type (CAMT53 or CAMT54) and now you go to 
, and the file provided by your bank will be displayed.
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The status also shows you visually over the entire process whether the process was completed or not:
You trigger the assignment of the uploaded file - to the invoices in your system - by clicking on 
. 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, the invoice is marked as paid on the basis of the payment reference and the exact match of the amount in your system. In addition, you receive a list of invoices as to why they could not be assigned. |
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.
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.
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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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