An elementary functionality of the GolfSuite is the 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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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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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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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.
SEPA PAY FUNCTION
With our "SEPA PAY function" you can print your invoices with an "EPC QR code" as shown in the screenshot below. When you scan the QR code with your online banking app, your members / customers can pay the invoice directly. This feature can simplify the billing and payment process for your members / customers.
If you would like to use the "SEPA PAY function", please contact us at support@nexxchange.com and we will help you set up the function. The "SEPA PAY function" is especially helpful for your annual billing.
SEPA transactions
Path: Invoices → Debit mandates
Summary:
First you define a payment method (if not already available - see POS - cash desk #Payment methods) of TYPUS (Fiscal Payment Kind) SEPA, which you assign to your seller:
Then deposit your bank details with your seller:
Then create the bank details for your customer (in the appendix just below the SEPA Mandate)
Path. Customers & CRM→ Select a customer → Bank details
Then switch to the "Invoice template" tab and define which articles are to be debited via SEPA.
First select an article & here you enter the withdrawal ID (SEPA withdrawal):
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According to your specification, the transaction(s) are now created here. In the example above, we have the following initial situation on the invoice template:
By specifying (see figure below) "Period: Monthly" for the article Full Membership, the transaction is divided into 12 payments (yearly : month = 12 instalments). By specifying "every year", the selection option for Add SEPA Mandate is limited to "Oncea year" (period for SEPA Mandate must be < less than or equal to > the period of the position on the template). |
After you have created the invoice (for questions, see Backoffice - Issue invoices), the SEPA transactions are created (path: Invoices → Debit mandates):
Now filter/export according to the positions you want to send to the bank so that the debit process can be initiated effectively.
You have several possibilities to filter the positions. The simplest or most convenient way will be to search for "this month due".
This is a "criterion" that you can use via the filter function:
You can save them and use them again and again:
Legend
Export of a single transaction
Mark as rejected
Invoice template and settings
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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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Different to the tools you have in your program you can (as shown below) calculate amounts:
SEPA transactions
Path. invoices SEPA transactions Invoices → SEPA transactions
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You can save them and use them again and again:
Legend
Open filter criteria
Discard active filter
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