Recording and tracking income

Income shows all the money coming into the club. It has two origins: one-off income that you record yourself (a donation, the bar, a grant) and the payment notes you issued to people from their account. You need the Financial Management module.

Recording income

1. In Income, select "Add income".
2. Under "General information", enter the "Description". If the income matches one of the club's products, then choose the "Item": it fills in the category, amount and VAT for you.
3. Check the "Category" and fill in the "Date" and the "Total". Together with the "Description", these are the required fields.
4. Choose the "Expected receipt". The expected date is worked out from the date and that term; with "Other", you pick the "Expected receipt date" yourself.
5. Check the "VAT" and the "Total includes VAT" switch and, if you like, add "Notes" and a "Document" (PDF, PNG or JPEG, up to 8 MB).
6. Under "More information", you can link the "Department", "Client", "Sport" and "Team".
7. If the money has already come in, fill in the "Receipt date" under "Receipt information" and, if you like, the "Receipt method", "Bank account" and "Document reference".
8. Select "Save".

The "Summary" alongside tells you the "State once saved". Income with a "Receipt date" is received; without one, it stays "Due" and becomes "Overdue" once the expected receipt date has passed.

Reading the book

• Origin: "One-off" shows only income recorded by hand; "Payment notes" shows only the notes issued to people, with the receipt that settled them; "All" combines both.
• Status: "Received", "Due" or "Overdue", with a count for each.
• Period: opens on the active season. "Period by" decides whether the range counts by "Document date" or "Payment date"; the latter shows only what has come in.
• More filters: "Category", "Client", "Department", "Sport", "Team", "Payment method" and "Received by". Search looks at the description, the person and the note number.

Above the table, the summary shows the "Total", "Received", "Due" and "Overdue" for the period, plus the "Breakdown for the period" by state. With the period set by "Payment date", it shows "Received in the period", "Payments" and the split "By payment method" instead, so you can check the cash.

Editing or deleting

• On one-off income, the row menu has "Edit" and "Delete". Deleting cannot be undone and also removes the attached document.
• A payment note is not edited here. The row opens the note on the person's profile, and the menu offers "Open note" and, once it is paid, "Open receipt"; cancelling or correcting is done from the note.

Exporting

Select "Export" and choose "CSV" or "Excel". The file holds every row the filters, status and origin let through, not just the open page.