Issuing payment notes

A payment note asks the family to pay one or more charges. Only from then on is there debt: a charge that has not been issued is never overdue.

Issuing by hand

1. On the person's account, or the "Finance" tab of their profile, select the charges to include. Only charges that are unpaid and not yet on a note can go onto one.
2. In the bar that appears, choose "Issue payment note". If the selection contains other charges, the button shows how many go onto the note.
3. Check the list and the "Total".
4. Check the "Due date". It comes filled in and marked "Suggested": if every charge has the same expected due date, it is that one; if not, it follows the "Due date when grouping" rule in Communication. With "Use the earliest payment deadline" it takes the earliest date; with the other options, the latest. You can pick another date.
5. Choose "Issue". The note opens straight away, ready to send or print.

The note takes the next number of the club's default series. With no default series, issuing is refused: set one in Financial management › Information.

The due date you choose here is the note's, and it also becomes the "Expected due date" of every charge on it. That date drives the billing reminders, Debtors and what the account shows as within term or overdue.

Issuing is not sending

Issuing creates the document but sends it to nobody. To send it, open the note and choose "Send document". On the account page, "Send outstanding docs" emails all the person's unpaid notes in a single message.

In whose name, and to whom

On the person's profile, in the "Communication" tab, the "Finance" section has the "Financial document delivery" card, with two independent choices:

• "Issue in the name of": whose name, tax number and address appear on the note. By default it is the "Athlete"; you can pick the "Guardian" if the person has one linked.
• "Send to": who the emails go to. On each season's first enrolment it is set to the guardian if the athlete is a minor, otherwise to the athlete; during the season it only changes by hand.

So a note can be issued in the athlete's name and sent to the guardian. If the chosen person has no email on file, documents are not sent.

Automatic issuing

In Communication, in the "Billing communication" block, you decide what happens when a charge falls due, under "When a charge is generated":

• "Do nothing, the payment note is created manually": the default.
• "Create a payment note automatically": the note is issued but not sent.
• "Create a payment note automatically and send it": the note is issued and emailed, as long as the "Email" channel is ticked.

Automatic issuing runs once a day and only covers charges from series, such as monthly fees, and membership fees, from each charge's "Date" onwards. Products added by hand are always issued by hand.

Two options decide how a person's charges that are ready on the same day are put together:

• "Products issued on the same day": "Keep products separate" makes one note per charge; "Group products by rubric" makes one note per rubric; "Group all products" makes a single note.
• "Due date when grouping": "Group by the payment deadline" puts charges with different due dates on different notes; "Use the earliest payment deadline" and "Use the latest payment deadline" make one note with the earliest or latest due date.