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.
Displaying the Status of Invoices
It is possible to save all filter criteria. For example, you can combine the status = open invoices/canceled invoices with the member type. More on this under General Information#Operators and 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 the e-mail button, a check is started to see which customers have (k)stored an e-mail address or not.
Customer selection for e-mail dispatch
Before sending the e-mails you have to filter the desired customers. If, for example, you are shown 10,000 customers and you trigger the Send e-mail function, an attempt is made to send an e-mail to all (!) 10,000 customers.
By selecting the customer, you do not exclude other customers either.
Print invoice 
: Here the invoice is displayed for preview - using the template - with which it is saved.
Here you can select a template for an invoice/receipt and print it if none is available.
If you want to change the template, you can do this with the "Overwrite" function.
Overwriting
With the "Overwrite" function, you can change the template that you used when creating the invoice. The content of the invoice remains unchanged.
The POS - Cashier - Cashier document shows you how to define/adjust a template so that it is proposed/displayed as desired.
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:
Access via the template administration under Clubs → Templates → Overview
Cancel invoice
You can use to cancel the invoice 
. This is then highlighted in color (red) (the cancellation date is also automatically recorded).
Is it possible to cancel canceled invoices?
A canceled invoice cannot be reactivated according to policy and requires a reissue.
If an invoice has been selected, there is further structured information that is stored:
Items (contents of the invoices or the articles):
History:
All activities for the invoice are recorded here. When it was created, printed, cancelled.
Payments/partial payments
Path. invoice overview selected invoice payments Invoice overview → Selected 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 :
- After creating a partial payment you will always see the - currently - open total amount for the invoice under the column 'Amount'.
- If you enter the remaining amount of an invoice with a partial payment, it will automatically be marked as paid.
further possibilities to mark the invoice as paid
Optionally, you can also mark the invoice as paid immediately. All you have to do is press the button
. This is again intended for irrecoverable payments, but has the same effect as the (partial) payment.
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. invoice SEPA reconciliation Invoice → SEPA reconciliation
First you go to
and indicate where the file is located. Then go to 
, and the file provided by your bank will be displayed.
Number of services displayed
Depending on the type and design of the file, Nexxchange also displays it. In the following example, see below, a service reference has been stored individually for each day.
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.
What happens after the automatic adjustment?
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.
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.