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 the e-mail button, a check is started to see which customers have (k)stored an e-mail address or not.

Print invoice : Here the invoice is displayed for preview - using the template - with which it is saved.

If you want to change the template, you can do this with the "Overwrite" function.

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).

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 :

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.

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.

Yearly billing

Annual accounts / Category

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 payroll category. This means that you only need to enter this category during billing.

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:

Edit annual accounts / templates

Access: Invoices → Collective invoices → 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: Article Management - Merchandise Management#Article Overview/Article Editing

Annual accounts / Processes

Path. Invoices Collective invoice Processes Invoices → Collective invoice → Processes

The settlements (also called prescriptions) are divided into 3 main tasks:
Billing category, billing templates, and finally the billing process itself.

Settlement category

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. (= in this example, all articles are used, since no settlement category was specified)

Settlement template (invoice template)

All member types in your system have a billing template (also called invoice template). You can compare this with a container.

All these containers are filled with specific articles. These, in turn, are then stored for all customers assigned to the respective member type (on the invoice template).

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.

How do I edit the contents of this "container" (invoice template)?

Under Clubs - My Golfclub#Invoice Templates you can see how to do this. (Please note that you may first need to create a member type if you do not have one: Clubs - my Golfclub#Membership Types).

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).

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

As soon as you are under Clubs → Templates → Overview, you will see all available templates for the entire GolfSuite.

This also includes the templates that we provide to you as standard, such as vouchers.

You can use a template again and again, e.g. for newsletters, which you have to set up accordingly.

We want to deal with such an example next for you.

After you have clicked on  in the bottom left corner of the table view, you can now start creating a template (if you have many templates, you may have to scroll down a bit):

To stay with this example: After you have saved the template in the 'Customer' area, navigate to the customer overview and open the table search.

Here you can see the button for shipping on the outside . When you click on the button, the name of the template appears (depending on the number you have defined): 'Nexxchange Support - Newsletter'.

Edit Template

Path. Club Templates Overview Club → Templates → Overview

You can access the editor (view below) by opening/editing the template with .

Here you can edit and adjust the formatting (similar to Word):

Apply Template

After you have edited the template (see above) 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:

Definitions of placeholders

In order to be able to use the full power of the placeholders, we would like to store the definitions of the placeholders for you here in tabular form for better understanding.

Name of the placeholders	Description	Area in which it is stored	-	Name of the placeholders	Description	Area in which it is stored	-	Name of the placeholders	Description	Area in which it is stored
Address		Customer administration		Surname		Customer administration		National association ID		Customer administration
Salutation		Customer administration		Name and handicap		Customer administration		Date of payment		Invoices
Club number		Customer administration		Name, handicap and home club		Customer administration		Items - Net Amount with Currency		Invoices
Distance as the crow flies	Refers to the linear distance between the address and the golf club.	Customer administration		Mailing address		Customer administration		Due date		Invoices
Birthday		Customer administration		Billing address	The address of the customer indicated by .	Customer administration		Items - Gross Amount with Currency		Invoices
Gender		Customer administration		Title		Customer administration		Payment method		Invoices
Home club membership		Customer administration		Association identification		Customer administration		Representative with address		Invoices
Customer no.		Customer administration		Managed Golf Club Membership		Customer administration		Customer VAT number		Invoices
Mobile number		Customer administration		Name		Customer administration		Gross Amount		Invoices