If your studio has several locations, each invoice is linked to one of these locations to allow you a better visibility on your locations' performances and revenues. The locations are added to an invoice, either from the backoffice when billing a member or by the member when performing the purchase.
To link an invoice to a location, the billing locations must be defined using the billing groups. To set up your billing groups, please see how to create our helpsheet on how to create billing groups
Add a billing location from the back-office
The location linked to an invoice can be added from the backoffice when manually billing the member
1st step
Go to the bsport dashboard and look for the client you want to invoice.
Click on this client, you will be redirected to their profile. Then click on "Bill"
2nd step
Choose a product to invoice, the quantity you want and click on "Add Invoice".
3rd step
Select the billing group you wish to assign to this invoice, among the list of the available billing locations. To edit or add billing locations, please see our helpsheet on how to create billing groups.
Please note that for security reasons, if the billing groups where wrongly configured and no billing group can be selected, the invoice can be issued without selecting a billing group. However if no billing groups were selected, no location will be assigned to the invoice.
Last step
Click on "Issue The Invoice" and choose a billing date.
The billing location will now appear on the invoice details
You can now find the billing location in your reports to give you a better overview on how your revenues are shared between your locations. Please learn more about reports with billing groups below.
You will be asked to select a billing group each time that you issue an invoice manually either it is via
the profile of the member when billing as mentioned above or when adding a subscription
quicksale if you have the add-on
quickbilling from the Calendar tab
adding a member to an existing subscription or personalized subsciption
Invoices assigned to a location on the member side
For the separation of revenues between your different locations to be more realistic, the member will be asked to choose their preferred location each time they purchase an item. The chosen preferred location will be then assigned as billing location to the invoice issued and on the reports.
Once the member has chosen a preferred location, it will used by-default for the next purchases of the member.
However,
the member can still update their preferred location if they plan to use the purchased item in another location.
when booking a new session, the preferred location will be automatically updated with this session's location
in case that the member books sessions taking place at different location, the last selected preferred location will be used by-default.
in case that the member removes the booking from their basket and leaves only objects not linked to a location, unless updated by the member, the preferred location will remain the removed-session's location
Please note that for security reasons, if the billing groups where wrongly configured and no billing group can be selected, the member can still proceed to the purchase. However, the invoice will be issued without being assigned to a billing location.
Create a report with the billing groups
Click on "Reporting" > "Payments" categories > You can now select the "Address" and "Billing group" variables.
As these groups appear on the reports, it is easier for compatibility to link each payment and expenditure to the correct location and legal entity.
Note: The following reports will contain this information:
Bookings (group activities)
Bookings (appointments)
Purchase
Unpaid Invoice
Payment
On-site Payment
Video Purchase