How finance works

Finance covers what the club charges families and members, as well as day-to-day expenses and income. A charge always goes through the same steps, and it helps to know them before setting up the rest.

The path of a charge

1. Categories and products: what the club charges for. In Financial management › Income you create the "Income categories", such as Monthly fees, and inside each one the "Products", with their price and VAT.
2. Launch series: inside a product, a series charges it to a team, period by period. This is how you charge a whole season of monthly fees in one go.
3. Charges: every charge made to a person sits in their "Account", on the "Finance" tab of their record in Members. From there you can also use "Add product" for a one-off charge.
4. Payment note: in the account, select the unpaid charges and choose "Issue payment note". The note gets the next number of the series in use and a due date.
5. Receipt: when the family pays, choose "Issue receipt" on the note. The charges are marked as paid.

What counts as debt

A charge only becomes debt once it is requested, that is, once it is on an issued payment note. Until then it shows as "To issue", with its own total, and it is never overdue, even if its expected date has passed.

Once issued, an unpaid note counts towards the person's balance: it is "Within term" until the due date and "Overdue" after it. The Debtors list only shows people with at least one issued note that is already overdue; amounts still within term are shown alongside, separately.

One-off expenses and income

Anything not charged to a person is recorded separately: bills to pay in Expenses and one-off takings, such as a donation or the bar, in Income. They do not go through payment notes.

Before you start

• Fill in the club's Information and choose the default series: without them, no note can be issued.
• Create at least one numbering series and check the VAT rates.
• Check the payment methods and locations offered when you record a payment.