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Basic Billing Tasks

With your Billing System completely set up now, let’s go over some of the basics of managing it.

Invoices & Payments — Overview

 inv-pmt-access

  • In the side menu click Billing Admin > $ Invoices & Payments. This takes you to the Overview tab.
  • Set your Account Status filter to *Active (or whatever setting you like)  and click Search. This displays all active accounts.
  • You can enter a last name or partial last name in the “Name” field and click Search to locate someone specific.
  • Set any of the filters and click Search to display only accounts meeting a certain criteria. For example, set the “Pay by” filter to Credit Card to display only accounts that have a credit card on file for auto pay.
  • If you just started using Electronic Processing, it’s good to let all your accounts know about it so they can sign up for it.
    email-autopay
    1. Set “Account Status” filter to *Active.
    2. Click Search.
    3. Select all accounts (click check box next to “Account Name” column header)
    4. Click Email Auto Pay Intro.
  • To see what accounts have old outstanding balances by 1-30 days, 31-60, etc., click Aging Report. This will generate an Excel spreadsheet.
    aging-button
  • When it comes to monthly invoices, it’s crucial to perform a monthly ritual to ensure all amounts are accurate.
    1. Five days or so before the 1st of each month, click Billing Simulation Report. Check the generated Excel file to ensure the figures are all correct. The far right Balance column shows what each account will be charged on the 1st.
    2. Make any needed adjustments and run it again until everything is correct.
    3. Select all accounts (click check box next to “Account Name” column header) and click Email Billing Summ. This will send them an email showing what they will owe on the 1st and give them a chance to notify you if there are any mistakes.
      email-billing-summ
  • Each month on the 1st our system generates an invoice for all accounts that owe money. SwimOffice does NOT automatically email invoices. This must be done by you after invoices have generated on the 1st. Do NOT send them before the 1st of the month because you will email this month’s invoice if you do, rather than the upcoming month.
    email-inv
    1. Set the “Balance” filter to w/ Balance $.
    2. Click Search.
    3. Select all accounts (click check box next to “Account Name” column header).
    4. Click Email Inv.
    5. Each account will receive an email with a link to view their current invoice.

Creating Invoices, Posting Payments, Making Refunds

There are several ways to accomplish those tasks and you will see how in each section.

Account view

To see the current activity for an account just click the red view link in the “Acct Balance” column for any account in the Overview tab.

view-acct-link

This will take you to the Account Outstanding Balance screen.

acct-outstanding-bal

  1. Account Recurring Charges Summary — Click this bar to view all recurring charges for all members in the account.

  2. New Invoice Item — Click to create a line item in the account for a certain amount. This will show on next month’s invoice.
    save-new-inv 
    1. Enter the “Invoice Item Description” that the account holder will see.
    2. Click Select next to “Chart of Account,” then click Select to the right of the desired CoA.
    3. Enter the “Amount to Charge.”
    4. Click Save New Invoice Item, then click OK to confirm.
    5. You will then see the new item under the “Non-recurring charges posted after 1 invoice creation” section, and the account holder will see it if they log in and go to My Account > $My Invoice/Payment.
  3. New Payment — Click to enter a payment made by the customer. This will show on next month’s invoice. Important: If they are paying for a registration, the proper place to enter the payment is in Manage Registration, and then that payment information will get pushed through to the Billing system.
    save-new-pmt
    1. Select the Payment Type from the drop down.
    2. Enter the “New Amount Received.”
    3. Enter the “Check # or Reference,” such as CC for credit card.
    4. Optionally enter a “Message or Memo,” such as January dues payment.
    5. Click Save New Payment.
    6. Export to EXCEL or Export to PDF if desired.
    7. Click Done.
    8. You will see the payment listed under “Payments made this month,” and the account holder will see it if they log in and go to My Account > $My Invoice/Payment.
  4. New Credit — Click to enter a credit. This is the counterpart to an invoice item. If you need to issue a refund, you will usually enter a corresponding credit as well. For example, a family gets charged $50 for April dues and they let you know on the 2nd they won’t be swimming. You will both create a New Credit for $50 to cancel the invoice item, AND you will refund the money. If you only refund the money, it will show they owe $50 again.
    save-credit
    1. Enter a “Credit Description,” such as Cancel April dues.
    2. Click Select next to “Chart of Account,” then click Select to the right of the desired CoA. This will almost always be the same CoA as the invoice item you are canceling.
    3. Enter the “Amount to Credit” as a negative amount, such as -50.
    4. Click Save Credit, then click OK to confirm.
    5. You will then see the new credit under the “Non-recurring charges posted after 1 invoice creation” section, and the account holder will see it if they log in and go to My Account > $My Invoice/Payment.
  5. New Refund Credit Balance — Click to enter money you refunded or will refund by cash or check (see the next item for credit card refunds). You will also use this to cancel out a mistakenly entered payment.
    save-new-refund
    1. Select Refund for “Payment Type.”
    2. Enter the “New Refund Amount” as a negative value, such as -50.
    3. Enter a “Check # or Reference,” such as the check number of the refund check you will issue.
    4. Enter a “Message or Memo,” such as Refund April dues.
    5. Click Save New Refund.
    6. Export to EXCEL or Export to PDF if desired.
    7. Click Done.
    8. You will see the refund listed under “Payments made this month,” and the account holder will see it if they log in and go to My Account > $My Invoice/Payment.
  6. Refund a credit card — If a person made a credit card payment, either by auto pay or on demand, you can click the red [Refund] link by the CC payment to refund it. Keep in mind you will usually need to issue a corresponding New Credit as well.
    cc-refund-screen

Any of the above items can be deleted in the same month they were created; just click the red [Delete] link by the item and click OK to confirm.

Account History

You will often need to see account activity older than the current month. For example, if you need to refund a charge from several months ago you will need to go here to see the old invoice item(s) to know which CoAs to issue a credit against, and to click the [Refund] link if it’s a CC charge.

acct-history-link

  1. Click the red [History] link in the “Acct Balance” column on the Overview tab. This will open an “Account Invoice History” tab or window.
  2. You will almost always leave the “Beginning Date” blank because you need to view all activity from the beginning in order for the totals to be correct. Just be aware that if you enter a more recent date, the totals will be off.
  3. To see all activity to date, enter today’s date in “End Date.” Enter an earlier date to see the state of an account at that point in time.
  4. Click Search.
    acct-history-search
  5. If you need to refund an older CC charge, click the [Refund] link by the charge. However, if it’s really old you may get an error and need to manually refund the charge through your merchant gateway.

Enter invoices, payments and credit for multiple accounts

Sometimes you need to add an invoice item for the same amount to multiple accounts. You can do this directly from the Overview tab. You can even use these actions for single accounts as well. The procedure for each is similar.

  1. In the side menu click Billing Admin > $ Invoices & Payments.
  2. Set your desired filters and click Search.
  3. Check the boxes by desired accounts, or click check box by Account Name column header to select all.
  4. Click one of the following buttons and follow the prompts as described above under Account view.
    billing-multi-pay
    1. New Inv Item — Add the same invoice item to one or more accounts. 
    2. New Charge — Enter the same payment for one or more accounts. If you select CC then all selected accounts must have a CC on file. Note you can check the box for “Also create corresponding invoice items for this amount” which will then allow you to enter an “Invoice Item Description” and select a “Chart of Account.”
    3. New Credit — Add the same credit item to one or more accounts.

Bill meet entry fees

This is a two part process. Click each link below to learn how.

  1. Generate meet fees file
  2. Invoice meet fees

Note that these charges will show up on next month’s invoice. If you want people to pay for them sooner, please copy the following steps and email them so they can view the charges. If you do not have electronic processing or have not activated on demand payments, leave out step 5.

  1. Sign In.
  2. In the side menu click My Account > $My Invoice/Payment.
  3. Click Current Invoice Summary bar.
  4. Look under NEW NON-RECURRING CHARGES for new meet fees.
  5. Click the Make Payment tab to make an on demand payment.

Billing Reports

There are several reports to help make sense of your team’s finances. Our Knowledge Base gives complete descriptions for each, so we will link to them and give a brief summary of each.

  • Inc & Pay Sum — Gives you all invoices and all payments made in a single month or a month/year range.
  • Inc Trans Rpt — Allows you to view recurring fees only, non-recurring fees only, or both for a given date range, along with payments.
  • Inv Rpt — Displays finances for a single month more like what you see on the monthly invoices. Shows recurring fees and payments/refunds for the selected month, and non-recurring fees from the prior selected month since they appear on the selected month’s invoice. Note that this report is unique in how it presents information; the figures will typically not match other reports.
  • Payment Sum — Shows all payments made for a given date range, broken down by payment type such as credit card and check.
  • CoA Sum — Show CoA totals and payment/refund totals for entire selected months or a date range.