An elementary functionality An elementary functionality of the GolfSuite is the billing of articles (collections), collective invoices and much more.
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Print invoice
No changes are made to the invoice or the content itself. Here you can make changes or adjustments to the template.
e.g.: You generate an invoice for a friend of the club management and want to add a more personal text at the beginning of the invoice. A text module is required here.
This text module is a placeholder for the area where an additional text can be integrated. Text modules can be created under 'Template' and can be found under the placeholders:
(Path: Club management / Templates / Templates)
Voiding an invoice
You can use 
to void the invoice. This is then highlighted in color (the cancellation date is also automatically recorded).
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All activities for the invoice are recorded here. When it was created, printed, cancelled.
Payments/partial payments
Path: Billing CRM/ Invoices (please select the requested Invoice) / Payments
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Since the golf season usually does not last from 1.1. to 31.12. of the year, the new financial year must be activated manually so that the changeover takes place. With the turn of the year, the billing date changeover does not happen automatically and is the responsibility of the golf club to change the billing date! For example, if you close the club in October and open again in March, you can still generate invoices with the past Fiscal year. After you have created all the invoices for the past year, you can now "advance the fiscal year". Please note that this process must be carried out per seller. (Each seller has its own seller state = fiscal year). As soon as you "advance the fiscal year", the number generators will be reset. If this is not desired, you can "adjust" the last invoice 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.
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(Path: Invoices / Periodic billing / billing categories)
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.
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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
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Before this process is started, the following must be checked and ensured:
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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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the PDF file with the invoices will be generated according to the overview order. this mean that If you have sorted the invoices by alphabet, the file will be generated with the invoices in an alphabet order.
Invoice Tags
To be able to use the invoice tags, the following must have happened so far:
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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.
Edit Template
Here you can edit and adjust the formatting (similar to Word):
Apply Template
After you have edited the template and specified in which area it is used, you can now use it in the respective area (e.g. customer overview - if specified correctly under "Templates Area"):
- You select or filter according to the customers for whom you want to download this template or letter.
- and go to
and select the name of your template. - You will be asked again whether the process was initiated intentionally by you.
Mailing of invoices
Now that the process has been successfully completed and checked by you (to avoid sending incorrect information on the invoice), you can separate the invoices using the usual filter function (see also: General Information#Operators and General Information#Filter Function).
After you have done this, you can now use the button 
to trigger the following (necessary) functions.
Design your mail as you wish, the invoice will be automatically attached to the mail.
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You have the option to send the invoices under your own email address. You can set this under:
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Issue invoices
Currently there are 2 possibilities in the GolfSuite to settle a bill.
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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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- If you have an individual item, you have to specify the due date with the 1st day of the year for which you want to settle the invoice
(e.g.: enter the prescribed value for 2050 = 01.01.2050). - If you have an invoice template, you have to adjust it with
and than 
to the last year (this specification is the 'last' settlement date, for example, enter a presetting for 2090 = 31.12.2089).
Individual discounts
You can define the individual discount independently of the individual item or item on the member template.
This function is underlayed by 
. You can find this symbol in every item stored for the customer under Invoice Template.
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You can create the accounting export 1 time per seller.
Assign accounting references:
"Product Main Category Assignments" By selecting a main category, you assign a booking reference to all articles that are in the main category:
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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 |
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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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.
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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
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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.
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You can save them and use them again and again:
Legend
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Export of a single transaction
Mark as failed
Deposit manual payment
Export of a single transaction
Mark as rejectedfailed
Invoice template and settings
Select path. Customers Invoice template Select customer → Invoice template
Deposit manual payment
SEPA Transactions - Export
After you have entered the payment method, the GolfSuite will check for you whether a template has already been defined for the member type of the selected customer.
If you have any questions regarding Creating a Member Type or Templates, you will also see the document Clubs - My Golf Club#Invoice Templates.
In the appendix you can now see an example of what a sample configuration might look like.
There are 2 listing possibilities of the articles:
The individual positions and the template from the member type. You can see both in the example above.
The red bar should show again visually which settings have been made here.
On the side you will see a bar 
which should make it clear to you that the template with the button 
is no longer used.
Therefore the red bar has also moved to the middle (Content: Only the templates up to this point are charged).
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 due date to 01.01.2015 (in this example).
Key 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.
Due date: 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.
In the index card 
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:
A wrong invoice was created for the customer. How can I issue an invoice again?
We recommend that you first cancel the old invoice (under the Invoice file card) with the button 
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There are now 2 possibilities:
- If you have an individual item, you have to specify the due date with the 1st day of the year for which you want to settle the invoice
(e.g.: enter the prescribed value for 2050 = 01.01.2050). - If you have an invoice template, you have to adjust it
to the last year 
(this specification is the 'last' settlement date, for example, enter a presetting for 2090 = 31.12.2089).
Why do I have to change the invoice to the last year?
If the data quality is consistent, you will, for example, be able to change the accounting period at any time without any problems.
For example, how invoices are generated if the data is not consistent:
The following information was given in this example when creating the invoice:
The data given above have the following effects on the test customers listed below (please note that the customers have different settings):
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Test customer 1
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Individual discounts
You can define the individual discount independently of the individual item or item on the member template.
This function is underlayed by 
. You can find this symbol in every item stored for the customer under Invoice Template.
Enter the desired discount here. For this you have 3 possibilities:
Item price: No matter what list price you have entered for this article, the information you enter here is the price used for billing.
Discount in %: Here you indicate how much % discount is granted on this article. You must make the specification by 100 (e.g.: 50% = 0.5).
Discount here: Here you enter the absolute amount that is deducted from the list price.
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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e.g. Price of the article is 1.300 €. If "Calculate discount item price" not set - calculation: 1.300 € / - (50%) = 650 € discount = item price: 650 €. |
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 items with individual design
Path. Invoices Overview Invoice elements Invoices → Overview → Invoice elements
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 100€ and 500€ (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):
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:
SEPA transactions
Path. invoices SEPA transactions Invoices → SEPA transactions
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First you define a payment method (if not already available - see POS - Kassa#Kassa-Zahlungsarten) 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. Customer overview Selected customer Bank accounts Customer overview → Selected customer → Bank accounts
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 mandate ID (SEPA mandate):
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| title | How does the period affect you? |
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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:
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By specifying (see figure below) "Period: Monthly" for the article National association fee, the transaction is divided into 12 payments (yearly : month = 12 instalments).
By specifying "Period Once", the selection option for Add SEPA Mandate is limited to "Once" (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 Invoicing), the SEPA transactions are created (path: Invoices → SEPA Transactions):
Now filter/export according to the positions you want to send to the bank so that the debit process can be initiated effectively.
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This is a "criterion" that you can use via the filter function:
You can save them and use them again and again:
Legend
Open filter criteria
Discard active filter
mark as rejected:
Export of the individual transaction
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If the work order that is passed on to the bank is actually to be debited. The due dates recorded in the system can now be reflected with this transaction. |
define Manual Incoming Payments:
SEPA Transactions - Export
After you have filtered together the correct filtered together the correct transactions, you can use the button 
to 
to export all displayed (filtered) transactions.
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You can trigger the export as often as you want. To avoid confusion, the system informs you that you have already used the export process (if you have done so). |
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Legal basis for issuing invoices
You can read all the information about issuing invoices in Austria and the legal basis for this at the following link: