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

If you use the automated processes, these processes - with a clean configuration - can save you a lot of time.

The menu

Overview / Invoice control

In the invoice overview, you have the usual search options for existing invoices. This includes the filter function  and the direct search in the table view (click below the column caption in the empty field and start the search with the Enter key).
More information about the filter function can be found under : General information#Filter function.

Edit Invoice : Here you can remove the payment date, change/write a note and adjust the due date.

Send e-mail : You can use the filter function to narrow down customers who are to be notified.
By clicking on thebutton, a check is started to see which customers have stored an e-mail address / not stored an e-mail address.

Print invoice : As shown in the screenshot below, you have now the option to:

• Select the desired template
• Add text modules
• Preview the invoice
• Generate/print invoice

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).

If an invoice has been selected, there is further structured information that is stored:

Items (contents of the invoices or the articles of the Invoice):

History:

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

Under  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  and click on the icon  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).

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).

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

Yearly billing

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

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.

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

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)

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.

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.

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".

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

Click on to display the items to be charged.

The possibility to filter by membership types makes it even easier for you to get an overview. If you have only selected a certain membership type, the invoices will be created for this type only.

As soon as you have checked or corrected everything, you can create the invoices by clicking on "generate invoices!"
A progress bar informs you about the progress of the action; a confirmation message informs you about the successful creation of the invoices (see screenshot below).

3 Generated invoices - The created invoices are displayed in the next tab.

In this screen you have the possibility to generate and print the invoices with the appropriate/desired template.

You can also manage the tags for the invoices in this screen.

If ALL invoices have been generated, you can now print them or send them by mail.

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:

• Updating the dataset
  
• Collective invoice process: completed
  

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.

Issue invoices

Currently there are 2 possibilities in the GolfSuite to settle a bill.

• POS (if you have any questions, please refer to the document: POS - Kassa), which can also be found in the daily business (= daily reporting).
• Create invoices in the "Backoffice" area (invoice template). Since this area is usually only used once a year and is often forgotten, we have recorded the overall concept in the following example.

As a short repetition:

• A customer is selected via customer search
• You are on the Invoice Template tab page.
• With the button Create invoice template you now trigger the process to adjust the invoice template.
  (Specify article → Adjust key date/last billing date → Calculate)

Invoice template and settings

Path:Select customer → Periodic Billing

After you have entered the payment method, the GolfSuite will check for you if 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#billing Templates.

In the screenshot below 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 templates above are invoiced).

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.

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.

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:

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 .

There are 2 possibilities (under the Periodic billing tab):

• 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.

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).

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.

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

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:

If it is desired, you can select the option for "set all main categories" with the checkbox.

Product category assignment: Is hierarchically one level below the main category and is therefore closer to the article.

If both assignments (main category + product category) are stored for the seller, the one from the product category would apply to the product.

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

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).

For more information on how to obtain these files, please contact your bank.

You can use this data to automatically reconcile and manage your incoming payments yourself.

Path: Invoices → reconciliation

First you go 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.

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.

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.

The system then shows you all the entries that could not be assigned automatically (in this case, a manual comparison is not spared, for example, incorrect payment reference, different amount, and so on).

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):

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 failed

Deposit manual payment

Export of a single transaction

Mark as failed

Deposit manual payment

SEPA Transactions - Export

After you have filtered together the correct transactions, you can use the button  to export all displayed (filtered) transactions.

Here you will be asked to enter the value date.

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:

https://www.ris.bka.gv.at/NormDokument.wxe?Abfrage=Bundesnormen&Gesetzesnummer=10004873&Artikel=&Paragraf=11&Anlage=&Uebergangsrecht=