An elementary functionality of your GolfSuite is managing, creating and voiding invoices.

Invoices List

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).

Displaying the Status of Invoices

It is possible to save multiple filter criteria. For example, you can combine the status = open invoices/canceled invoices with the member type.

Invoices

All invoices generated for your customer are listed here. These range from annual membership fees and greenfees to individual invoices with set price rules, SEPA-transactions or even Pro Shop articles paid.

If you press on the - or-Button, you will have the option to send emails with the filtered invoices. You may insert Templates, Placeholders, define a Subject, set a CC, add attachments and format your Email.

If you press on the -button, a drop-down menu will open. There, you will have the option to choose from your templates defined to be sent by letters (like payment reminder or a seller dunning). You may then print the new invoice with the letter-layout.

If you press on the -Button, you will pair the selected invoices with a defined template. You do not have to generate each invoice separately. Use our filters to generate selected invoices with one simple click on .

If you press on the -button, you may add or remove tags from your selected invoices.

Invoices - Actions

You may choose to perform several actions unter the tab Invoices. Here is a small (grid-)overview about the tools at your disposal.

Edit	Send per Email	Generate Invoice	Settle	Void	Create POS Ticket
		/
Set the Due date, Pmt. date or add a Remark.	Send the invoice per Email after generating it using the Generate Invoice button.	Generate an invoice and pair it with a template. You may preview the invoice. Blue = is generated.	Settle an invoice using the back-office	Void an invoice or mark it as not collectible. Be sure to Refund any amount payed in advance.	Create a POS-Ticket for this invoice, paying or refunding an amount you specify at the POS.

Here you can remove the payment date, change/write a Remark and adjust the due date.

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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

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)

/

Pressing on the -button next to a customer will send an E-Mail, including the corresponding invoice as an attachment, to your customer.

If you press on the -button, you will have the option to send E-Mails to the customers of the filtered invoices, adding the invoice as an attachment.

You may insert Templates, Placeholders, define a Subject, set a CC, add attachments and format your E-Mail.

Adding a CC Recipient

You may only send a CC to one additional recipient.

Sending an Invoice via E-Mail

In case you use the option to send multiple invoices via E-Mail, the system will tell you how many E-Mails will be send. If a customer has no E-Mail defined under Customers & CRM Communication Channels, the system will automatically skip this invoice.

Before you can send invoice as an E-Mail, you have to make sure the -button is blue. This means that an invoice has a layout assigned to it, so it may be sent.

This needs to be the case for all invoices you want to send via E-Mail.

This is not the case if you want to print a Letter, using the-button, since it overrides the layout of the invoice - Thus, it does not require one prior to its generation.

This can be used to void an invoice or mark it as unobtainable. Always add a Remark as a reason for your accounting co-workers so they know why this has been done.

You have the option to choose between either:

Void (e.g. invoices with the wrong price/date/etc.)
Not Collectible

Void and Not Collectible

If marked as void, the invoice will be voided.

Not Collectible is an option you may choose if an invoice is laid out and part of it paid, but the rest of the outstanding amount will not be collected, due to illness/emigration/etc.

Send a ticket towards the point of sale (POS), opening a new ticket connected to this invoice.

Settle an invoice by clicking on this button, opening a new dialog window.

Back-Office Invoices

A Back-Office settled invoice can be voided at any time, but will be hard to track if done so. Please double check when adding payments or creating invoices, as to avoid confusion and keep the Financial Reports clean.

Data Export

Pressing the -button will open a new dialog window called "Data Export". These can be modified to suit your needs. This tab is found under Club management > Export configuration.

You may choose one of the following formats:

PDF
XLS
ODS
CSV
XML

If you need to edit or merge 2 data exports, we always recommend to use the .xls-format. This allows you to freely merge different configurations to create your desired result.

After you click on an invoice, the Billing Info will synchronize with your selected invoice, looking like this:

Clicking on the blue -button next to a specific product lets you settle it separately. This is the same window which opens up in the invoice-menu, but only settles 1 product. Useful if an invoice-item needs to be settled specifically for various purposes.

The tabs other than Invoice Items you will find in here are:

History log: Shows you the history/changes/adjustments done with this invoice.
Payments: Pressing the green -button opens the same window as if you were pressing on the -button under Invoice Items. Any payment done is shown under Financial Reports.
Cash Receipt: If an Invoice was settled or a part of it was settled using the POS, POS-Tickets linked to this invoice, with the appropriate details, will be displayed here.
Collective Invoices: If this is a collected invoice, a single invoice will be displayed. Currently this tab is primarily used for Agents, which usually receive monthly, collective invoices consisting out of multiple single invoices.
Debit mandate: If a SEPA direct mandate has been established for this invoice, its individual fees + mandate will be listed here.
Invoice Tags: An overview of the Invoice Tags assigned to this Invoice or use the -button to manually add a tag.

Payments

If you want to settle invoices (for instance, you received a bank transaction), please do so under your selected invoice → Payments to avoid mistakes. This is the correct and easiest way to settle an invoice so it will be shown in the Financial report, without sending it to the POS (Point of Sale).

Invoice - Payments & Settling an Invoice (without sending it to the POS)

After selecting an invoice, navigate to the sub-tab "Payments", as shown in the Screenshot, and press on the-button to open a new dialog window.

Put in a corresponding amount and a Payment Method to be able to press the -button. Everything else is optional.

Reminder: Periodic Billing

A quick reminder about Periodic Billing, also viewable here → Customers & CRM Periodic Billing

Under this tab, you can assign and manage the periodic billing templates of a customer. There are several options at your disposal to change your view and take actions.

Under "Billing for the customer Mustermann Maxi", you can change the Payment Method (which will be shown under invoices). Trying to change something will show you 4 buttons.

: Revert any change without saving it.

: Update the changes, saving them.

: Remove the billing template of this customer. If you do so, you may click the -button to create a new billing template.

/ : This button opens a new dialog window. If greyed out, there are no products to create an invoice with.

Payment Method

The Payment Method will be shown under Invoices, but does not define nor restrict how you can settle the invoice. Changing the Payment Method helps to order and set up invoices.

Clicking on the -button will simplify the Billing Template Rule overview, clicking on the-button will minimize this overview.

Individual Articles

Clicking on the -button will open a new window:

The customer Template can not be changed. You can define:

a Product (= Article)
a Business Unit (if you have more than one, you may set the specific unit)
the Quantity (obligatory)
the Period (very important for one-time offers)
Next payment due (necessary to create invoices)
Expiration Date
Billing Category (useful for the invoice creation)
Description
Storage Location
Memo

Clicking on the -button will open a new window:

The "Customer Template" can not be changed. You can define:

Product collection (= Article Collection, for instance a starter pack)
Business Unit (if you have more than one, you may set the specific unit)#
Qty. (=Quantity)
Period (very important for one-time offers)
Next Payment due (necessary to create invoices)
Expiration Date
Billing Category (useful for the invoice creation)
Description
Storage Location
Memo

After adding an individual article, you will be given 4 options for every individual article:

: Edit - This re-opens the same dialog window as if you were adding a new product/product collection

: Delete - Delete one individual article.

: Add Price Rules - Define a Price Rule.

: SEPA withdrawal - Mark an article to be payed with a SEPA-mandate.

SEPA

To export the SEPA-Transactions in your Golfsuite (Debit mandates), then download the .xml-file for Online-Banking, you have to add the Bank Information correct and complete.

Else you will be notified of an error when trying to Export transactions for customers with lacking Bank information. Adjusting Bank details can be done anytime under Billing CRM#Bankdetails of the specific customer.

Individual articles

Individual articles can be adjusted to suit your golf club's accounting needs. For instance, a player wants to pay with SEPA, but only half of the price. This can be done by adding the specific article, setting the Period to monthly and add a price rule (1/24th of the article price).

Afterwards, pressing on the -button, define the Period to Monthly and click on -button. This will generate 12 Mandate Transactions, but only with half the price - which will be billed each month.

Automated Billing Templates and Process Billing

These are generated once you assign a membership and articles are defined for a billing template (Golfclub > Managed Golfclubs > Billing templates). Unless you specify to not adjust the billing template when creating the membership, it will look similar to our example.

Pressing the -button will show you a more detailed overview of this specific article. You will only have the option to add a price rule or apply a SEPA withdrawal with set billing templates linked to your membership.

Price Rules and Period

If a member has been ill and only needs to pay half, but wants to do this monthly, you have to adjust the price and also the period.

The period can not be changed for a set invoice position, here because the Period is defined under Golfclub > Managed Golfclubs > Billing templates.

You have to add an individual article in which you define the desired period and adjust the monthly fee accordingly.

If you press the -button, the billing template will move below the red line, which will not be invoiced. To revert this, click the -button and set the period to the previous year's 31st of December (if the article is charged every year) or any desired date (depending on your defined Period).

After you have made the settings and adjusted the template's positions, you can create an automated transaction for the annual accounts. This is also referred to as collective invoice/annual prescription.

Detailed information can be found under: Invoices - Backoffice - Annual Accounts/Processes

Creating an invoice using a billing template

If you get a new member, you will have to generate a single invoice for this member. To do this, press on the -button. This will open a new dialog window.

Be sure to check the following things in advance:

Description (and the article itself it is referring to via the-button)
Quantity
Period
Price
Paid till
Next billing
Billing Category (if needed)

In this example, we wanted to create an invoice with a specified price rule of 84€, for July. The Period is set to Monthly. The Next billing should be in August.

The overview has been simplified using the -button.

Taking a look at this example, we can see that we successfully created an invoice with 84€. But what does the Next billing say? At which date is the next payment overdue?

It correctly displays the Next billing period starting with the date of 2022-08-01, meaning we were able to create a monthly invoice with a price rule, with the next overdue payment starting in August.

We can now create more invoices until the end of the year for each month, or create one invoice every month.

The Invoice Due date should also be adjusted for each invoice (2 weeks or a similar timespan are standard).

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).

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.
Active to: This information must be further in the future than the day on which you want to issue the periodic billing /invoice.

Calculate discount price

This is used when you want to change the item price and apply a discount.

e.g. Price of the article is 1.500 €.

You have changed this via the function price rule → item price to 750 €.
If you want to apply another discount (discount percentage in %), you can decide here whether the price should be the original price (in this example 1.500 €), or the already adjusted price base (in this example 750 €).
We apply in our example 50% discount (notation 0.5). The effect now looks like this:

If "Calculate discount item price" is not set - calculation: 1.500 € / - (50% of 1.500€) = 750 € discount = item price: 750 €.
If "Calculate discount price" is set - calculation: 750 € / -10% = 75 € discount = item price: 675 €.

The discount on the article is visualized by the price in bold font.

By opening the article you can see all the detailed information:

Invoice Line items

Path. Invoices - Billing CRM - Invoices list → Invoice line items

This sub-tab shows you every single "position" sold separately. Meaning, each article sold is listed separately.

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.

Legitimation

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.

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 authorization!), 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.

Payments

This sub-tab shows you each payment received for every generated invoice about back-office invoices (which are usually memberships). #

It shows you:

Invoice Number
Pos Ticket (if existing)
Date
Amount
Currency
Payment Method (used)
Reference (if defined)
Payment Reference (if defined)
Status (All/Pending/Success/Revoked/Failed, which you may choose from when adding a payment)
Seller
Referencing Invoice Item (if a specific Item was marked)
Customer
Membership type (Active)

You may also create an export-configuration for this:

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.

Editing or creating new templates

The Support-Team of Nexxchange gladly helps you to change or create new invoice-templates, in case you need a specific styling or layout.

For instance, we can add this QR-Code to existing invoice-templates or create a new template.

For small and quick changes (edit a sentence, change a number, insert an additional placeholder without changing the layout), we can usually do this very quickly and without any issues.

Please let us know if you require any changes.

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