Launching monthly fees in a series

A launch series saves you from charging the same monthly fee to each athlete, month after month. You set the product, the period and the teams once; then you launch, and each athlete gets one charge per period in their account. Do not confuse it with the numbering series for documents, which live in Financial Management › Series.

The product must have a periodicity, for example Monthly. Without one, the series cannot be created.

Create the series

1. In Financial management › Income, open the category and then the product.
2. Under "Launch series", select "New series".
3. Check the "Description on the record", the "Unit price" and the "VAT". They come from the product, but you can change them for this series only.
4. Under "Period", choose the month and year for "Start" and "End", for example September to June.
5. Choose the "Payment deadline day": "At the start of each period", "At the end of each period" or a specific day of the month. It is each charge's expected due date. "At the start of each period" is the 1st of the period's first month, and a specific day is also counted in that first month. "At the end of each period" is the last day of the period's last month: in a monthly series, the last day of that month; in a quarterly series from September to November, 30 November. If the series' "End" month cuts the last period short, the due date falls on the last day of that month.
6. Leave "Include the month in the description" and "Include the year in the description" on, so each charge says which month it refers to.
7. Under "Recipients", choose the "Season" and one or more "Teams". You get one series per team.
8. Check in the "Summary" how many charges will be created, then select "Save".

Saving the series does not charge anyone yet.

Launch to the athletes

1. In the product's list, select "Launch" on the series row.
2. The "Launch series" window shows the team's squad with each athlete's status: "Not launched", "Partial", "Launched" or "No periods". Athletes with new charges to create come already ticked.
3. Adjust the selection and select "Launch". The button shows how many charges will be created.

Each athlete only receives the periods from the month of their admission date onwards. Within the same series, a period already launched is never repeated: if you launch it again, only the missing ones are created. That is how you handle an athlete who joins mid-season. You can also do it from the athlete's account, with "Launch products in series".

When it becomes a payment note

A charge stays not issued until it goes into a payment note and, until then, it does not count as debt, even if the expected due date has passed. Only once the note is issued, and while it is unpaid, does it count as debt; Debtors only lists people who already have an overdue note.

• By default, notes are made by hand: in the account, you select the charges and choose "Issue payment note".
• In Communication, under "When a charge is generated", you can choose "Create a payment note automatically". The note is then issued from the day each charge's period starts, for example on 1 October for the October fee, without being sent.
• With "Create a payment note automatically and send it" and the "Email" channel switched on, the issued note is also emailed to the family.
• If "Send billing reminders?" is switched on on the same page, families also get reminder emails about these notes, before and after the due date, as set there.