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User Manual – Club Finances

The finance section of BowlsLink provides all the financial information related to your club. It is organized into several categories: Invoices, Payments, Ledger, Fees, and Reports.

Invoices #

When you are in the invoices section you will be provided with a list of all the invoices related to your club.

Please note, when invoicing members for Memberships, do NOT use Custom Invoices. Instead, Add Membership directly to the member and this will trigger an Invoice to be paid – For more information on how to make Members Financial, please see article below

How to make members Financial

When accessing the Finances area of your Club, you will also be given the functionality to create custom invoices.

1.                    The list is divided into three sections (tabs) – Approved, Draft and Voided.

2.                    For each Invoice listed here you will be able to retrieve further information by clicking on the desired Invoice.

Creating a custom invoice #

When creating a custom Invoice for a particular member of your club you will need to follow the steps below.

  1. Click “Create Custom Invoice” in the top right-hand corner.

2.                   Details that can be entered to create a custom Invoice are:

a. Type – i.e. Merchandise

b. Item – customisable text field to specify what the Invoice is for

c. Total – the amount owing

d. GST – Tick box to either include or exclude GST. Including GST will automatically calculate this based on the ‘Total’ amount.

e. Date Issued – date the Invoice was created and sent

f. Due Date – date the Invoice needs to be paid

Once the Invoice has been created, it can be approved and sent to the member to prompt payment.

Approved #

In the approved tab of the listed invoices, you will find all invoices that are currently approved. These invoices are ready, and you can perform the following actions:

  1. Download – Should you require to download your Invoice you will be able to do this here.
  2. Send – If your approved Invoice still needs sending you will be able to do this through this function.
  3. View Payments – If you need to check in more detail when payments where made you can do this here
  4. Enter payment – If you have received payment (full or partial) for your Invoice you will be able to record it here.
  5. Issue Refund – If you need to process a refund back to a member
  6. Void – Should this Invoice no longer be required it can get voided here.

Draft #

In the draft tab of the listed invoices, you will find all invoices that are currently in draft status. These invoices are not approved yet and you can perform the following actions:

1.                   Edit – Change the details of the Invoice before approving

2.                    Delete – Delete the Invoice from the system

3.                    Approve – Approve the Invoice and make live for payment

Voided #

In the voided tab of the listed invoices, you will find all invoices that have been voided.

Payments #

Here, you can see historical overview of payments received and processed via BowlsLink.

These payments can be filtered by Status (Approved, Failed, Pending, Voided), From and To (date ranges parameters) and Payment Gateway (type of payment process, i.e. Cash, Cheque, Credit Card, Direct Deposit).

Additionally, functions available are:

  1. Issue Refund – If you need to process a refund back to a member
  2. Void Payment – Should this Invoice no longer be required it can get voided here.

Outstanding Invoices #

For Clubs who utilise the Invoices and Payments areas of BowlsLink, they will be able to report on any Outstanding invoices that have not yet been paid by filtering for these specific statuses. These records can be copied from the webpage and pasted into Excel. 

To filter Invoices and include ‘Outstanding’, click on Finances and select Invoices.

Using the Filters available, click the bottom ‘Oustanding’ option and toggle the option to ‘Yes’

Fees #

When you are in the fees section you will be provided with a list of all the different fee items related to your club. As a overview, you create fee items, which are the individual things you will be charging members for. These are then added to a fee package, which allows you to group together items. Finally, the fee package is assigned to the relevant members of your club.

The list is divided into these three sections (tabs) – Fees, Fee Packages and Fee Types.

Fee Items #

1.                    Adding a fee item

a.                    When adding a new fee item you will need to follow the below steps:

b.                    Click on the “Add Fee” button at the top right-hand corner.

2.  You will now add the details for the fee. The details are:

a. Name – Give the fee you are creating a name that is relevant and that will be understood by your members.

b. Description – Give more specific details what this fee is for to help your members understand what this fee relates to and covers.

c. Amount and GST – Specify the price of the fee and whether it should include GST.

d. Type – You can select a fee type that already exists.

e.  If the fee type does not exist, you can select “Add a new fee type” to create a new type that can be reused for other fees moving forward. Click on the option to add a new fee type, enter a label for the fee type and then click add to make it available for use.

3. Once a fee item is added, you can click on the action menu to edit it as required, or to delete it if it is no longer required. Any of the details entered above can be edited.

Fee Packages #

The fee package groups the items together. For example, a member may have a membership fee and a club shirt fee, which all financial members are required to pay. These would be grouped together in the fee package.

Adding a fee package – When adding a new fee package you will need to follow the below steps:

  1. Click on the “Add Fee Package” button at the top right-hand corner

Once done you will be prompted to add the following details to complete the fee package setup:

Package Name – Give the fee package you are creating a name that is relevant and that will be understood by your members.

Description – Give more specific details what this fee package is for to help your members understand what it relates to and what it covers.

Once a fee package has been added, you can configure it to use it with members. The key action is adding fee items to the package.

Adding fees to a package – Clicking on the action menu brings up the option to:

  1. Add Fee – Adds a fee item to the package.
    1. Edit – Allows you to update details of the package.
    1. Delete – You can also remove a fee package should you no longer require it.

When you select add fee item, the manage fees section will open. You can select a fee from the assign fees drop down menu and assign it to the package.

This can be done multiple times, to add a few fee items as required. Once you have finished, click on the X to close the window.

Managing Fee Packages #

Now that the fees have been added to the package, you will be back on the fee package screen. There are options here to help you manage packages:

  1. Expand a fee package to see the fees in the package
    1. Remove/Delete fees from a package
    1. Using the action menu, edit or remove the package as required.

Fee Labels #

In the fee labels tab of your fees list you can manage and edit the labels assigned to your club’s fee items.

You will be able to see all the details for a fee label when it is listed here. You will also be able to perform the following actions:

1.                    Edit Label – If certain details for your current fee label need to be updated you can do this here.

2.                    Delete Fee Label – You can also remove a fee label should you no longer require it. Please be aware that fee labels can only be removed when they are not assigned to any fees. This is available via the action menu.

Reports #

In the report’s menu, there is a CSV-formatted report on payments and refunds. This can be configured to report on transactions falling within a date-range.

Some fields that can be configured as part of this report include:

  1. Date
  2. Amount
  3. Surcharge
  4. Status
  5. Message
  6. Reference
  7. Pavement Gateway
  8. Payment For

In the report’s menu, there is a CSV-formatted report on payments and refunds. This can be configured to report on transactions falling within a date-range.

Some fields that can be configured as part of this report include:

  1. Date
  2. Amount
  3. Surcharge
  4. Status
  5. Message
  6. Reference
  7. Pavement Gateway
  8. Payment For