Index

A sale, also known as a delivery note or order, is a list of products or services that your company sells to its customers. This sale contains the customer, the product, quantity and prices... among other concepts.
The sales will be visible in your own Sales Listing . By selecting any of them you can access the details.
Sales can be created from the sales list itself. Also other plugins can create sales automatically. For example, when creating a reservation the system will internally create a sale inheriting all the useful information of the reservation. This reservation and this sale will be linked and will be synchronized if you edit any of them.
The system will offer you reports to analyze all sales (paid, pending, invoiced, canceled, etc.).

A collection is the payment of any sale in cash, with a voucher or any payment method created in a personalized way by the company.
The charges will be visible in your own Charge Listing . By selecting any of them you can access the details.
Collections can be made from several places: at the POS, from the sales list, invoices or customer for example. When a collection is made from an invoice, the system will create a collection and place it in the receipts tab of the invoice .The system will offer you reports to analyze all charges (payment methods, cashier, user, etc.).

An invoice is the official document with fiscal obligation so it will contain the client, the product, the quantity, the price and the taxes.
The type of invoice is completely customized by the club but, in general, we will have simplified, complete, corrective, recapitulative and proforma invoices. Each type of invoice will have configurable parameters to act in one way or another. For example, simplified invoices cannot be left unpaid. The invoices will be visible in their own Invoice Listing . By selecting any of them you can access the details.
Invoices can be created in two ways: manually or automatically. From the list itself you can generate a new invoice, but the system can also create them automatically after each charge in reservations or POS if we have it configured that way. The system will offer you reports to analyze all the invoices (paid, pending, canceled, etc.). ).

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· Creation of sales through the listing, POS or other modules.

· Sales list and custom filters.

· Customized sales dashboards.

· Quick payment from sale.

· Possibility of sending payment link to the client.

· Dynamic pricing of prices .
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· Management of cash collections, voucher, deposits and direct debits.

· The club can create as many payment methods as it needs.

· Online payment gateway, without commissions.

· Split payment mixing cash and vouchers, split payment by POS line or by the total.

· List of charges and custom filters.

· Customized collections dashboards.

· Be able to edit the payment method of a charge.

· The money can be returned to the client in the same or different payment method as the original .
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· Advanced billing system: simplified, complete, proforma.

· Adaptation of the type of document to any need of the club (taxes, withholdings, etc.).

· Products may have multi-taxes and withholdings.

· List of invoices and custom filters.

· Customized invoice dashboards.

· Billing report, being able to group by family, subfamily and product.

· Possibility of printing, downloading or sending by email to the client.

· Possibility of billing one type of invoice in another. For example, simplified invoice to complete invoice.

· Possibility of restoring an invoice to draft so that it can be edited or deleted. Appropriate permission is required.

· Visibility in the list of invoices of the pending amount to be paid in each of them.

· Tab in the client's profile with their invoices, and be able to operate from there.

· Possibility of editing the footer of your invoices.

· Multi-company and security that one company cannot invoice another company's products .
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· Management of purse bonds and units. The club can create as many types of vouchers it needs.

· Price management by channel (administration/online) and client.

· Online sales option being able to segment by type of customer.

· Visibility of online voucher movements and administration.

· Ability to limit the use of the voucher according to dates, days of the week, hours, or what products you want to pay with it.

· Management of the unit price of each voucher payment for accurate statistics.

· Assignment of a label to the client in case they have an active voucher and balance.

· Massive voucher recharge (coming soon) .
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· Management of quotas with different periodicities (monthly, quarterly, etc.).

· Proration option.

· Option for automatic issuance of installments and invoices, including automatic sending by email to the client.

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Section: Main menu > Billing > Sales

· Select the New button

· Choose the desired Product

· Enter the Total (total sales price, taxes included.)

· Select the Save button . A new sale will have been created

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Section: Main menu > Billing > POS

· At this time a cart is created

· Select on the Product , or scan the barcode, or use the product finder. The product will be added to the cart

· Select the Finish button

· Choose the Payment Method or mark as Pending Payment

If you access the sales list you will see the new sale that you just created through the POS .
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Section: Main menu > Reservations > Occupancy

· Select the desired day and time

· Choose the Client

· Choose the Rate

· Select the Reserve button

If you access the sales list you will see the new sale that you just created through the occupation.

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Section: Main menu > Billing > Sales

· Search for the desired sale using the search filters

· Select in the Reference of that sale. You will access the details of the sale

· Select POS . The sale will open at the POS

· Select the Edit icon

· Edit the Quantity , Price , Discount and/or Description . The sale will be changed automatically

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Section: Main menu > Billing > Sales

· If you have the sales module activated:

· Search for the desired sale using the search filters

· Select in the Reference of that sale. You will access the details of the sale

· Select Quick payment . A pop up will open

· Choose the method of payment

· Select Accept

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Section: Main menu > Billing > Sales

· If you have the sales module activated:

· Search for the desired sale using the search filters

· Select in the Reference of that sale. You will access the details of the sale

· Select POS . The sale will open at the POS

· Select Finish

· Choose the method of payment

The sale will be paid, and an invoice will be created automatically.

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Section: Main menu > CRM > Clients

· Search and select your client's Reference . You will access your file

· Select the Sales tab

· Locate and select the sale/s you want to pay

· You can continue in two ways:

o From the POS button:

§ Select at POS

§ The sale will open at the POS

§ Select Finish

§ You choose the payment method

o From the Quick Payment button :

§ Select Quick Payment

§ A pop up will open where you must choose the Payment Method

§ Select Accept

The invoice and the sale will be marked as paid.

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Section: Main menu > Billing > Invoices

If you have the billing module activated and the client has been billed previously:

· Search for the desired invoice and select its Reference

· Select Receipt . A payment pop up will open

· Choose the method of payment

· Write the Amount you wish to pay at that moment and select Enter to confirm the amount. By default you will see the amount pending payment

· Select Accept

The invoice and the sale will be marked as paid.

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Section: Main menu > Reservations > Occupancy

If you have the reservations module activated and this sale has been created from a reservation:

· Select the desired Reservation . You will access the details of the reservation

· You can continue in two ways:

o From the POS button :

§ Select at POS

§ The sale will open at the POS

§ Select Finish

§ You choose the payment method

o From the Quick Pay button :

§ Select Quick Payment

§ A pop up will open where you must choose the Payment Method

§ Select Accept

The sale and reservation will be paid, and an invoice will be created automatically.

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Section: Main menu > Reservations > List

If you have the reservations module activated and this sale has been created from a reservation.

· Search for the desired reservation using the search filters

· Select the Reference of the desired reservation. You will access the details of the reservation

· You can continue in two ways:

o From the POS button :

§ Select at POS

§ The sale will open at the POS

§ Select Finish

§ You choose the payment method

o From the Quick Pay button :

§ Select Quick payment

§ A pop up will open where you must choose the Payment Method

§ Select Accept

The sale and reservation will be paid, and an invoice will be created automatically.

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Section: Main menu > Billing > Sales

· Search for the desired sale using the search filters

· Select in the Reference of that sale. You will access the details of the sale

· Select Cancel . Two things can happen:

o If the reservation is paid... a pop-up will open for you to confirm the payment method to be returned, and select Accept

o If the reservation is not paid... a pop-up will open for you to confirm the cancellation of the sale by selecting Cancel .
A new override line will be generated. The original line that is being canceled is not modified, except for the status, and a new line is created with the details of the cancellation and, if paid, a corrective invoice and a negative charge will be created.​

A new override line will be generated. The original line being overridden will remain unchanged except the status is updated and a new line is created with the override details, whose use date will be the date of the override. This methodology ensures that historical reports always show the original data,

without alterations due to subsequent cancellations.

If it is paid, a corrective invoice and a negative charge will be created.

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Section: Main menu > Billing > Sales

· Search for the desired sale using the search filters

· Select in the Reference of that sale. You will access the details of the sale

· Select POS . The POS will open

· Select the cart lines you want to cancel, or ignore this step if you want to delete all cart lines

· Select the Trash icon to delete. Two things can happen:

o If the reservation is paid... a pop-up will open for you to confirm the payment method to be returned, and select Accept

o If the reservation has not been paid... a pop up will open for you to confirm the cancellation of the sale by selecting Cancel

A new override line will be generated. The original line being overridden will remain unchanged except the status is updated and a new line is created with the override details, whose use date will be the date of the override. This methodology ensures that historical reports always show the original data, without alterations due to subsequent overrides.

If it is paid, a corrective invoice and a negative charge will be created.

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Section: Main menu > Reservations > Occupancy

· Select the desired Reservation . You will access the details of the reservation

· Select Cancel . Two things can happen:

o If the reservation is paid... a pop-up will open for you to confirm the payment method to be returned, and select Accept

o If the reservation has not been paid... a pop up will open for you to confirm the cancellation of the sale by selecting Cancel

A new cancellation line will be generated. The original line being overridden will remain unchanged except the status is updated and a new line is created with the override details, whose use date will be the date of the override. This methodology ensures that historical reports always show the original data, without alterations due to subsequent overrides.

If it is paid, a corrective invoice and a negative charge will be created.

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Section: Main menu > Reservations > List

· Search for the desired reservation using the search filters

· Select the Reference of the desired reservation. You will access the details of the reservation

· Select Cancel . Two things can happen:

o If the reservation is paid... a pop-up will open for you to confirm the payment method to be returned, and select Accept

o If the reservation has not been paid... a pop up will open for you to confirm the cancellation of the sale by selecting Cancel

A new override line will be generated. The original line being overridden will remain unchanged except the status is updated and a new line is created with the override details, whose use date will be the date of the override. This methodology ensures that historical reports always show the original data, without alterations due to subsequent overrides.

If it is paid, a corrective invoice and a negative charge will be created.

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Section: Main menu > Billing > Sales

With V3 you can send a payment link to your clients by email or WhatsApp so that they can pay their debts from your website without having to visit the club:

· Search and select the desired sale/s using the search filters

· Select Payment Link . A popup will open

· You can continue as follows:

o Save card . Activate this option if you want to force the customer to save (tokenize) the card. If you do not activate it, it will be up to the customer to decide whether they want to save their card for future purchases or not.

o Copy link . Select this button to copy the link to the clipboard. With the copied link you can open your email or WhatsApp and send it to the client

o Open link . Select to preview what the customer will see when they select the link above. You can also copy this link and follow the steps in the previous point

Once the customer opens the link and pays the amount owed, the sales will automatically be marked as paid.

In subsequent versions you will be able to mass send an email template to your clients and schedule the sending automatically.

With v3 you can send a payment link for a product to your customers so they can pay for it online. This functionality is useful to advance payment for certain services: summer campus, courses, etc.

· Access the page of your Product that you want your customers to buy

· Select the Actions button > Direct payment link

· A popup will open

· Optionally you can tokenize the credit card

· Select the Copy button . This will cause the payment link to be copied to your device

· Paste this link in the application you want: whatsapp, email, SMS, etc.

· The customer must select the link received and will be redirected to the cart in the v3 customer area to complete the payment

· The customer will pay for the products that appear in the cart

· The system will create a sale, a collection and an invoice after payment

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In V3 manager the flow is as follows:
1. Using any of the modules downloaded in your application (reservations, installments, POS, etc.) we will automatically generate sales. That is, every time we generate a reservation in the occupancy (Tee Sheet), the system will generate a sale pending payment.2. These automatically generated sales may be…3. Paid, which will generate an invoice automatically or…4. Billed. If they have not been paid previously, these may be paid.

Well, in V3 you can invoice in any of these 4 steps. We explain it to you below.

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Section: Main menu > Reservations > Occupancy

In V3 you can make quick payments from reservations and without having to go through the POS. In these cases, the system will choose the simplified invoice type:

· Select the Reservation pending payment in the occupancy plan. You will enter the details of the reservation

· At the top, select Quick Pay . A payment pop up will open

· Choose the desired payment method

· Select Accept . The pop up will close and create a simplified invoice

This invoice can be visible by directly accessing the Billing / Invoices list .

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Section: Main menu > POS > POS

From the POS you have the advantage that you can choose the type of invoice you want to generate:

· Access the cart you want to invoice. You can access it by creating a new one, from a sale already created previously, from the customer file, etc.

· Select Finish

· Select the Client for your invoice

· Select the Invoice Type , simplified or full invoice. If you do not choose anything, the system will choose the simplified invoice

· Select the Payment Method if you want to pay the invoice, or mark it as Pending Payment

GRADES .

· To generate a simplified invoice, it is not mandatory to select a client, but it is mandatory to pay the invoice.

· To generate a complete invoice it is mandatory to select a client, but it is not mandatory to pay the invoice at that time.

· You will see in the cart sales line(s) how the invoice you just created has been added.

· You will be able to access these invoices later from Main Menu > Billing > Invoices or from that Client's file > Invoices .

NOTE FOR MULTI-ENTERPRISES. If you work with more than one company and add products to the POS of the same company, the series is automatically collected by the system. If you add products from several companies to the same cart, the system will throw an error. You will have to invoice the products of one company first, and then invoice those of the other company. We have in the roadmap for improvements that two invoices are issued automatically so that you do not have to do it in two steps.

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Section: Main menu > Billing > Sales

When you sell products or services from other modules, the system will automatically generate sales pending payment. All these sales are visible in Main Menu / Billing / Sales . From this list you can choose between any type of invoice, simplified or complete:

· Search and Select the sale/s you want to invoice. You can use the search filters

· You can continue in two ways:

o If you want a simplified invoice:

§ Select Quick Payment

§ A pop up will open where you must choose the Payment Method

§ Select Accept . A simplified invoice will be generated automatically

o If you want a complete invoice:

§ Select Bill

§ A pop up will open where you will have to select the Client , the Invoice Type

§ Select Accept . A complete invoice will be generated and you will automatically access its details

NOTE . If a sale was already invoiced, the system will throw an error. If what you want is to convert a simplified invoice (ticket) into a complete invoice, enter the details of that simplified invoice and from there select Convert .

Sometimes it may be necessary to generate a complete invoice from the sales module for a sale already recorded, such as when a customer arrives at the club and purchases a water. Below we explain the process and how to fix a common problem when generating complete invoices.

· Example: A client arrives at the club and buys a water.

· Initial Process: .

o You go to the POS (Point of Sale Terminal) and make the sale.

o The sale generates a simplified invoice automatically.

· Attempt to Generate Complete Invoice: .

o You try to generate a complete invoice from the sales module, selecting only the water item.

o When selecting “generate invoice” and choosing the “complete” type, the system displays an error indicating that it cannot be invoiced because it has already been invoiced.

· Option “Cancel Simplified when Issuing Complete Invoice”: .

o Activation of the Option: Activate the option to “cancel simplified payments when issuing a full invoice”.

o Complete Invoice Generation Process: .

§ When generating a full invoice, the system overrides the existing simplified invoice.

§ A new complete invoice is generated associated with the sale.

· Make the Sale: .

o The customer buys water and the sale is made at the POS.

o A simplified invoice is generated automatically.

· Generate Complete Invoice: .

o Go to the sales module and select the sale of water.

o Select “generate invoice” and choose the “complete” type.

o From the Configuration Menu > Billing > Configuration > Invoices Section > Activate the Cancel simplified option when issuing a full invoice .

o Accept and confirm the generation of the complete invoice.

· Check. .

o The simplified invoice is automatically voided.

o A new complete invoice is generated and associated with the sale.

o When you review the invoice, you will see that the simplified ticket has been voided and replaced with the full invoice.

This feature simplifies the process of issuing complete invoices, ensuring that sales are correctly associated with the corresponding invoices without duplicating records.

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Section: Main menu > Billing > Collections

Although it may not seem like it, invoices can also be generated from the collection list. In this case, canceling the charge. If the original collection was associated with a simplified invoice, the system will automatically issue a corrective invoice:

· Search and select in the Reference of the charge you want to cancel. You can use the search filters

· Select Cancel charge . You will get a confirmation popup

· Select Accept

The system will create a corrective invoice automatically.

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In V3 you can also generate invoices from your own list, how you can also convert existing invoices into other types of invoices or generate amendments.

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Section: Main menu > Billing > Invoices

You must have the Manual Invoices permission to perform this action:

· Select New

· Choose the Invoice Type . Here you can choose between simplified, complete, proforma, corrective invoice... and any that the club has created custom. If you choose a simplified invoice, since a document configured in this way does not allow it, the system will force you to pay it

· Choose the Client

· Choose the Date for your invoice

· Choose the Company with which you want to issue the invoice. If you leave it empty, the system will choose the company by default

· In the bottom section, add the Product . Your description, price and taxes will be automatically added

· Edit the Quantity if you need to

· Having entered the first line, the system will show you a second line in case you want to continue repeating the procedure and add more products to the invoice

· Select Save . You will see the invoice already confirmed

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Section: Main menu > Billing > Invoices

· Search and select the reference of the simplified invoice that you want to convert into a full invoice. You will enter the details of that invoice

· In the row of buttons, select the Invoice button (or whatever name you have given to the document type). If this button does not appear, it is because it is not configured correctly so that you can perform this action. If everything is configured correctly and you select that button, a popup will open

· Select the Client to whom you want to make the complete invoice

· Select Accept . You will see the complete invoice already confirmed

NOTE . The system will have created a simplified negative invoice to compensate and not duplicate the billing.

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Section: Main menu > Billing > Invoices

When you return sales that are already invoiced, the system will automatically generate a corrective invoice. But it is also possible to generate these corrective invoices manually.

· Search and select the reference of the Invoice you want to rectify. You will enter the details of that invoice

· In the Actions button drop-down :

o select the Generate rectification option

o A new page will open with the draft of this amendment

· Select Confirm . A confirmation popup will appear

· Select Accept . You will see the corrective invoice already confirmed

NOTE . The system will have created a corrective invoice, but it will not generate negative charges. You will have to select in Receipt if you want to return the money.

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· Confirm. To convert an invoice from draft to confirmed

· Edit. To adapt your invoice to the client

· New. To create a new invoice

· Actions. Where you will find other less frequent actions:

o Generate rectification

o Print A4

o Print at POS

o View as ticket

o Discharge . To download the invoice in PDF

o Send . To send the invoice by email to the customer

o Reset to draft

o Download Voxel XML . It will download the previous XML document that will be sent
to the signer

o Sign Invoice . It connects to the middleware and sends the XML of the invoice
to be signed. Invoices can only be signed once.

o View history

o Copy

o Eliminate

· invoice number

· Invoice type . You can choose between simplified, complete invoice, etc.

· Customer for this invoice

· Invoice date

· Company that will invoice

· Payment due date for this invoice

· Lines of the concepts included in this invoice

· Files that you can attach to this invoice

· Receipts or payments associated with this invoice

· Related invoices are those that are related to this invoice, useful when there are corrective or recapitulative invoices

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Section: Main menu > Billing > Invoices

You need to have “Reset to draft” permissions to be able to do this.

· Search for the desired invoice using the filters

· Select your Reference . The invoice detail will open

· Select Actions > Reset to Draft

· Select Edit and edit the desired fields

· Select Save

· Select Confirm and Confirm again in the confirmation window

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Section: Main menu > Billing > Invoices

· Search for the desired invoice and select its Reference

· Select Receipt . A payment pop up will open

· Choose the method of payment

· Write the Amount you wish to pay at that moment and select Enter to confirm the amount. By default you will see the amount pending payment

· Select Accept

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Section: Main menu > Billing > Invoices

· Search for the desired invoice and select its Reference

· In the Actions button dropdown , you have 2 options:

o Generate rectification:

§ A new page will open with the draft of this amendment

§ Select Confirm

§ The corrective invoice will have been created and confirmed

§ Keep in mind that if the invoice was paid, a negative charge will not be generated automatically

o Eliminate . It will only let you delete if you have the appropriate permission and it is the last invoice issued in that series

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Section: Main menu > Billing > Sales

· Search for the desired sale and select in its Reference

· Select Cancel

· Choose the payment method to return the money if the sale is paid

· Select Cancel

The corrective invoice will have been created and confirmed.

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Section: Main menu > Billing > Sales

· Search for the desired sale and select in its Reference

· Select POS . You will access the POS

· Select Cancel

· Choose the payment method to return the money if the sale is paid

· Select Cancel

The corrective invoice will have been created and confirmed.

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Section: Main menu > Billing > Invoices

For this action, the user must have a profile with the Delete Invoices and Reset Invoices to Draft permissions activated. Additionally, the invoice must not have associated receipts.

· Search for the desired invoice and select its Reference

· Select Reset to draft

· Select More actions

· Select Delete . A confirmation sale will appear

· Select Delete

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Section: Main menu > Billing > Fees

In this list we will see all the fees associated with our clients. It is important to mention that there is not one database for clients and another for partners. All clients of our club, and their data, will be in our client list, and in this list of quotas those clients will be associated with one of our quotas.

Before creating new quotas for our clients, we must have created the Quota Types.

As in any list, you can use the tools to better exploit your data.

· You can generate receipts, payments and invoices completely automatically. New Premium

· You can create installments with different periodicities (monthly, quarterly, semi-annual and annual).

· You can create a single payment periodicity.

· You can decide if the fee works as a proration (using calendar dates) or without proration (from the registration date). New

· The fee can add a tag to the holder and their beneficiaries, which will automatically give them privileges in the club for the duration of the fee.

· You can choose the day you issue the receipts

· New :

o Customer . Obligatory field. Select a client from your database from the drop-down menu

o Fee type . Obligatory field. Select a type of quota from the drop-down menu

o Start . Select a start date (optional)

o End . Select an end date (optional)

o Custom price . Add a custom price (optional)

o Domiciliary . Activate/deactivate this option (optional)

o Private observations . Add private observations (optional)

o Observations on invoice . Add comments on the invoice (optional)

o Contracts Section

o How to assign a new quota to a customer

· Actions :

o Generate Q19

o Export

o Export (all columns)

o Matter

o Bulk editing

o See the trash

· Issue quotas :

o How to issue the first receipt

o How to issue receipts in bulk

· Edit

· New

· Actions :

o View history

o Copy

o Eliminate

· Issue quotas :

o How to issue the first receipt

o How to issue receipts in bulk

· Customer . Obligatory field. Select a client from your database from the drop-down menu

· Fee type . Obligatory field. Select a type of quota from the drop-down menu

· Start . Select a start date (optional)

· End . Select an end date (optional)

· Custom price . Add a custom price (optional)

· Domiciliary . Activate/deactivate this option (optional)

· Private observations . Add private observations (optional)

· Observations on invoice . Add comments on the invoice (optional)

· New :

o Product . Obligatory field. Select a product from the dropdown

o Custom price . Add a custom price (optional)

o Start . Select a start date (optional)

o End . Select an end date (optional)

o Private observations . Add private observations (optional)

o How to add an addon to an existing quota

· Actions :

o Bulk editing

· New :

o Quota . Obligatory field. The default quota is displayed

o Customer . Obligatory field. Select a client from your database from the drop-down menu

o How to add a beneficiary to an existing quota

· Actions :

o Bulk editing

· Generate contract:

o Template . Obligatory field. Select a template from the drop-down menu or create a new one

· Actions :

o Bulk editing

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Section: Main menu > Billing > Fees

· Search and select the customer ID . You will enter your client's file. If the client does not exist, you must create it to continue.

· Select New

· Search and select the Type of quota to associate. You must have previously created it

· Choose the start date of the quota or from when you will be a member

· Optionally fill in the End date for this installment or until when you will cease to be a member. There are many times that you do not know until what date our client is going to be a partner and, therefore, you can leave this date empty. The system will continue issuing receipts to this customer as long as there is no end date specified

· Optionally choose the Payment Method programmed for this fee, or how you will charge your client:

o If you choose your online payment gateway (e.g. Stripe), the system will automatically charge the fee to the customer's card

o If you choose direct debit, the system will automatically add it to the Q19/Sepa file

o If you choose another payment method , the system will mark it as such but without doing anything automatically

· Optionally fill out the Custom Price for this customer. Normally this field is left empty because most of the time the customer is charged the standard rate. But if this client is going to have a special price, this is where you should put it

· Optionally fill out the Private Observations or notes that you, as an employee, but not the client, can view internally.

· Optionally fill out the Observations on the invoice or notes that the client can view on their invoices for this fee.

· Select Save . The Addons and Beneficiaries sections will be enabled at the bottom of the screen

NOTE . This fee will have been automatically added to the list of fees and to the client's file (fees tab). You can access the list of fees in Main Menu > Billing > Fees to edit or delete it in the future whenever you need.

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Section: Main menu > Billing > Fees

Introduction to addons.

An addon is like an extra to the client's main fee. buggy fee, box office fee. The invoice will then come with separate concepts, on the one hand the main fee (e.g. membership fee) and on the other the add-ons (e.g. box office).
​​Note 1 . The addons have the same frequency as the main installment. If you are going to charge the different concepts on different days, you will not be able to do it as an addon and you will have to create another installment with that extra.
​​Note 2 . Addons depend on the main quota, that is, they will be automatically canceled if the main quota is cancelled.

How to add an addon.

· Select New

· Search and select the Product that must have been created previously

· Optionally write a Custom Price if you are going to charge the customer a different price than the standard price defined in the product

· Start and End date . If left blank, the main installment dates will be used

· Optionally type Private Observations to add notes to this addon. Note, it will not be visible by the client

· Select Save

The addon will have been added and will be invoiced to the customer along with the main fee when receipts are issued.

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Section: Main menu > Billing > Fees

This section can be very useful if your club manages family and/or corporate dues.

· Select New

· Search and select the Beneficiary

· Select Save

The beneficiary will be added to the main installment along with the benefits generated by it.

NOTE . The benefits of the quota type label will be transmitted to the beneficiaries while the holder's quota is active.

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Section: Main Menu > Billing > Fees

Once the previous steps are completed (owner fee, addons and beneficiaries) you can continue in two ways:

· That you want to collect the first bill at that same moment

· You want to leave that receipt pending until the next mass receipt issuance

In this section we are going to see the first case:

· If you have followed the previous steps, you are probably already in the details of your client's fee, but if you are in another part of the program, access the list of fees in Main Menu > Billing > Fees

· Find the desired quota

· Select your ID to enter the details of the fee

· At the top, select Issue quota . A popup will appear

· Confirm the desired date range

NOTE . By default the system will offer you the date range for this month. But if you want to issue receipts for a longer period, edit the dates to your liking.

· Select Accept . The system will have generated a sale and an invoice pending payment. The system will redirect you to the list of invoices where you will see the one you just generated

· Select in the Invoice Reference

· Select Receipt

· Select the Payment Method

· Select Accept
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The sale and invoices will change from status to paid .

NOTE . If the fee is paid by another person (for example, in the case of a member's child), the customer for that fee will be displayed in the description of the sale and the invoice so that the member can have all the items on the invoice perfectly broken down.

NOTE . V3 allows you to put comments on the invoice in each payment method . This way, when a client, for example, goes to pay an invoice by Bank Transfer , they will see these observations with instructions and account number at the bottom of their invoice. This entire process is configured once in V3 and the rest of the invoices come out with personalized observations according to the client's preferred payment method.

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Section: Main Menu > Billing > Fees

In this section we are going to see how to issue receipts to all our members/subscribers.

· At the top, select Issue quota . A pop up will appear

· Confirm the desired date range . Note By default the system will offer you the date range for this month. But if you want to issue receipts for a longer period, edit the dates to your liking.

· Select Accept . The system will automatically calculate which customers are responsible for generating a receipt and will generate a sale and an invoice pending payment for each one.

NOTE . If in the chosen range there are no quotas for which you can issue receipts, the Accept button will be in off mode so that you cannot press it thinking that you have issued receipts. Choose a range with new dates and you will see this button change color

· From here you can continue in two ways:

o If you have the Invoice automatically option activated, you will be redirected to the list of Invoices issued to be able to continue from there.

o If you have the Invoice automatically option disabled , you can continue manually as you wish, through the Invoices list , Sales or through the Customer
​File .

NOTE . If the fee is paid by another person (for example, in the case of a member's child), the customer for that fee will be displayed in the description of the sale and the invoice so that the member can have all the items on the invoice perfectly broken down.

NOTE . V3 allows you to put comments on the invoice in each payment method . This way, when a client, for example, goes to pay an invoice by Bank Transfer , they will see these observations with instructions and account number at the bottom of their invoice. This entire process is configured once in V3 and the rest of the invoices come out with personalized observations according to the client's preferred payment method.

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Section: Main Menu > Billing > Fees

It is interesting that you know how V3 works behind the scenes while you issue your installments. In this case we talk about several important points related to billing:

· When issuing the quotas, the system will generate a quota sale for each client. In the same step, V3 allows you to activate the option to generate invoices automatically and, in addition to generating the sale as we have said, you will be able to generate the invoices without any additional step.

· The client who has the Invoice to option activated in their file will have the fee issued in their name, but the sale, invoice and collection will be generated to the client who has Invoice to in that file . Therefore, it is possible for all of a family's dues to be grouped into a single invoice and charge using this functionality. In this family's invoice, each fee will be broken down and it can be clearly identified in the description that the fee is for a specific service and family member.

· Depending on the configuration you have in the invoice type, it is likely that the complete invoice type requires that the clients you invoice must have a valid NIF on their file. Therefore, if you have automatic billing activated, you will not be able to issue receipts if there are clients without a NIF. Add this information to the missing customers and reissue receipts until you don't get any NIF errors. This does not apply to family members who bill everything to the owner.

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Section: Main menu > Billing > Fees

You can collect a bill individually or from all customers at the same time using SEPA or a tokenized card. Now let's look at the first case.

What the installment system has done when issuing receipts is generate sales and invoices to each customer like any other part of the system (reservations, POS, etc.), so you can follow the system's generic instructions to pay them.

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Section: Main menu > Billing > Q19

By issuing receipts individually or in bulk, the system will have created both sales and invoices pending payment to each customer. You can collect a receipt individually or all at once using SEPA or a tokenized card. In this section we are going to see how to collect all the receipts generated in bulk.

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Section: Main Menu > Billing > Q19

· Select Generate Q19 . A popup will appear

· Add a Description for this Q19. It will help you identify it later among all your Q19s

· Select the Expiration Date

· Select the Company with which you want to issue the Q19

· Select OK . A window with possible errors or a confirmation window will appear. At this point the system will have already marked all sales and invoices associated with these receipts as paid.

· Select OK to close this popup

· Now, or later, you can download the Q19 file by selecting Download . This downloaded file will be the one you will have to upload to your online banking .
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GRADES .

· From the Q19 screen, in the Actions button , you can send a message to your clients. For example, “we are going to pass the fees, please have a balance to avoid returns.”

· A sale cannot be in more than one Q19

· A sale included in a Q19 cannot be paid directly from sales. You would have to eliminate it from Q19 to pay at POS

· On the Q19 screen you can see the direct sales grouped by customer. By clicking on a line you will access the details of all the charges for that client. If you add more sales to Q19, it will be included in the previously grouped sales of that customer

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Section: Main Menu > Billing > Q19

It is very likely that a client will return a receipt to you, either due to lack of balance or because they have returned it manually from their online banking. To mark in V3 that this receipt has been returned you must follow the following steps:

· Search and Select the reference of Q19 in which you charged your client.

· In the Q19 detail, at the bottom, search and Select your customer who has returned the receipt.

· Now you can continue in two ways:

o Select Mark Returned if you want to resubmit this receipt later. We use it when we think that the client is going to pay the next time we direct debit. When you go to generate the next Q19, the system will add this receipt again.

o Select Mark returned and do not direct debit if you do not want to send this receipt again later. We use it when we think that the client is not going to pay the next time we direct debit and thus avoid return bank charges. When you go to generate the next Q19, the system will not add this receipt again.

· Select Accept
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The system will generate a negative charge at the cashier, making the sale and invoice pending payment. You will see in Q19 itself, on that customer's line, that the receipt has been returned.

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Section: Main menu > Billing > Q19

When a receipt is returned from Q19, what is actually happening behind the scenes is that the sale and the invoice have once again been marked as pending payment . Then, you can pay these pending sales.

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Section: Main menu > Billing > Collections

· Select the payment ID

· Select from the Actions dropdown

· Select Change payment method

· Select a payment method

· Select the OK button

NOTE . If the “Change payment method” action does not appear, it is because there is a permission for this action. If this permission does not appear, reinstall the sales module.

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A voucher is a balance in favor of the client (e.g. 10 classes) to pay for club services.
The club can create as many vouchers as it wants and they will help them get more cash and build customer loyalty.
The vouchers can be contracted at the club reception and/or in the client area, thus saving manual processes for your team. The vouchers can be a prepayment where the client obtains better conditions, or it can be an invitation voucher to control the uses of a client. The balance and movements of these vouchers may be visible from the reception or the client from their online profile or App.

The vouchers can be:

· Units , where the balance will indicate how many units the client has left (e.g. 10 green fees, 10 classes, etc.).

· Wallet , where the balance will indicate how much money you have left in your voucher (e.g. €20 or €30) .
​
Examples of vouchers:

· Voucher 10 green fees

· Voucher 10 classes

· Voucher 10 buggies

· Wallet voucher

· Membership Invitations Voucher

A very important issue to keep in mind is that the voucher is a form of payment . This means that you do not need to create a new rate for voucher (e.g. Private Class Voucher ). Continuing with the previous example, what we are going to do is sell a normal class and when paying choose that payment method voucher . Read on to see how the system applies the appropriate rate to that reservation.

· You must first configure the types of vouchers you want to offer your clients.

· We can now recharge the customer through their token. The client may also contract these vouchers online if they so consider. Here it is important to know that in this step the system will create a sale (for production reports), a collection (for cash), and an invoice .

· The client will reserve or purchase a product and service normally, and it is in the payment method where they can pay with a voucher , or cash or card. This means that it is not necessary to create a rate for vouchers (e.g. Private Class voucher). Below we explain the magic of this. Regarding what happens when I pay with a voucher, the system automatically does several things with that click: (1) updates the price of the product or service (2) creates a negative line so that the total is €0 and the customer does not pay anything and (3) generates the collection and invoice and (4) updates the customer's balance.

Below we show you how the invoices would be displayed during this flow:

· Recharge. Invoice for the recharge of 10 green fees.

· Sale of the service . Price of a normal green fee reservation, before proceeding to payment and generating the invoice.

· Payment with voucher . Invoice when paying with voucher. Notice how the system updates the unit price of the voucher and generates a negative line to generate a free invoice. Note , in this particular case the unit price is not €70 because the system calculates the average price of other previous recharges of this customer in that same voucher.

Note , if you do not want to bill these wallet top-ups at the beginning, see the Deposits option .

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Normally clubs offer a better rate if you pay with a voucher. The other software manages this part in a way that forces the club to create a voucher rate of €0 because it is assumed that we are not going to charge the client anything. This means that its production statistics are distorted since the average price will go down a lot if there are many reservations paid with a voucher.
A very interesting feature of V3 is that, at the time of the initial recharge, the system will save the value of each unit of that voucher. If there has been a previous recharge on that voucher for that customer, the system will recalculate the average price of each unit. When paying with that voucher, the system will ignore the original price of that reservation and replace it with this unit price. This will make you get the real value of that service. Therefore, with V3 you do not need to create a rate for services paid with vouchers (configuration and maintenance savings), you will use it as another form of payment, and you will get the price exact of that production.

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Section: Main Menu > CRM > Clients

Unlike Golfmanager V1 where recharges are done from the POS, in V3 we will do everything from the client's file. For it:

· Search and select the Client you want to recharge the voucher to. Your file will open.

· Click on the Vouchers tab . We will see the voucher that that client has.

· Whether we are going to create a totally new voucher or recharge an existing one, click on Reload Voucher. A popup will appear.

· Search and select voucher Type .

· Optionally search and select the Recharge Price you want. These prices will be pre-configured and will save you from having to enter them manually in the next step.

· If you have chosen the price in the previous step, this field will have been filled in automatically, but you can optionally edit the Amount you are going to top up.

· If you have chosen the price in the previous step, this field will have been filled in automatically, but you can optionally edit the Price that you are going to charge the customer.

· Valid from (optional), if you want this voucher to be valid from a date. If you leave it blank, the voucher will be valid from now on.

· Valid until (optional), if you want this voucher to be valid until a certain date. If you leave it blank, the voucher will be valid forever.

· Payment method with which this recharge will be paid (e.g. cash).

· Click OK .

The system will have created a sale, a collection, an invoice and will have:
- created a new voucher with that balance in case it did not have any of that type previously or, updated the client's balance with the new contracted amount. If the previous unit price was different, the system will recalculate the average price per unit.

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Section: Main Menu > Reservations > Occupancy or List

As we have already explained previously, in V3 it is not necessary to create a special rate for a voucher . The voucher is a form of payment so we will proceed as a normal reservation by choosing the generic rate (e.g. 18-hole reservation).

· Access the details of the Reservation that you want to pay with a voucher from the occupancy or from the reservation list.

· Select Quick payment . A popup will open.

· Search and select the Type of voucher from the payment method field . Note , if the voucher does not appear as a form of payment, it may be because you do not have a voucher , you do not have a balance, or the limitations of the voucher do not allow you to pay for that product. Therefore, check the client's file and/or the voucher type configuration.

The system will have created a sale, a collection, an invoice and there will be:

· Created a new voucher with that balance in case you didn't have any of that type previously or,

· updated the client's balance with the new contracted amount. If the previous unit price was different, the system will recalculate the average price per unit.

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Section: Main Menu > Reservations > Occupancy or List

· Access the details of the Reservation that you want to pay with a voucher from the occupancy or from the reservation list

· Select POS . A popup will open

· Select Finish

· Select the Type of voucher. Note , if the voucher does not appear as a form of payment, it may be because you do not have a voucher , you do not have a balance, or the limitations of the voucher do not allow you to pay for that product. Therefore, check the client's file and/or the voucher type configuration

The system will have created a sale, a collection, an invoice and there will be:

· created a new voucher with that balance in case you did not have any of that type previously or,

· updated the client's balance with the new contracted amount. If the previous unit price was different, the system will recalculate the average price per unit.

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Section: Main menu > Billing > Configuration > Vouchertypes

There are vouchers that can be used on certain dates, times and/or days of the week. To do this, check by following the following steps:

· Search for the desired type of voucher

· Select your Reference

· Verify that there is no validation in the dates, times or days of the week part

· Edit and Save if necessary

NOTE . The changes you make in this configuration will not affect the vouchers already created, so you will have to access the voucher of that specific client and modify it.

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Section: Main menu > CRM > Customers

· Access your client's file

· Select the Vouchers tab

· Verify that you have a voucher and sufficient balance. If you have it, continue…

· Select in the Reference

· Verify that there is no validation in the dates, times or days of the week part

· Edit and Save if necessary

NOTE . These changes will be made only to this client's voucher without affecting the rest.

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Section: Main Menu > Billing > Deposits

In order to access this system functionality, it is necessary to install the Deposits module (Settings Menu > System > App Market > Deposits).

Introduction

A deposit is a prepayment made by the customer to pay for future purchases against that balance. For example, I top up my profile with €100 and on my next visit I can pay for a €2 manual cart, leaving me with a remaining balance of €98 in my profile.

Differences between a voucher and a deposit

In Golfmanager we have two ways of adding money balances to a customer's profile: Wallet vouchers and deposits.

The difference between a wallet voucher and a deposit is that a wallet voucher generates a ticket at the time of the top-up, while a deposit does not. A wallet voucher top-up, when generating a ticket, will be exported to accounting as an invoice, while a deposit will be exported to accounting as a mere entry without an invoice.

When paying with a wallet voucher, the system will deduct the total balance of the client and will not issue a collection ticket, while with the deposit a collection ticket will be generated with the deposit payment method.

Deposit details

Section: Main Menu > Billing > Deposits

How to top-up a deposit to a client

Section: Main Menu > CRM > Clients

To add a balance in the form of a deposit to a client's record, follow these steps:

How to cancel a deposit to a customer

Section: Main Menu > CRM > Customers

The system does not allow you to cancel a customer's balance or a top-up. In this case you will have to make a negative deposit top-up to offset the existing balance.

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Section: Main Menu > Billing > Promotions

A promotion is a discount that the system applies (today it does so automatically) if certain rules are met in the same cart.

This option is configured from the system but is only applied on the web.

Example:

· 2 green fees + buggy

· 4 green fees + 2 buggies

· 7+1 green fees

· Play 3 times in a week and get 10% - Infinite etc

· Name of your promotion. Ex. 2 Green Fees + buggy

· Maximum period of your promotion. For example 7 days. The system looks at the date of use of the cart sales to apply or not apply the promotion. For the example of “play 3 times in a 7-day period and get 10%”, the system will apply the promotion if the use (or play) dates are within that period of days. For the “2 GF + buggy” promotion you can put in 1 day

· Priority . The system will choose a promotion from among all those created, and will begin checking in order of priority starting with the lowest number (e.g. 1). If the promotion does not apply, you will move on to the next one. If an application applies, it will stop checking other promotions and apply that one
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​

In this section we will put all the products that have to be found in a cart for the promotion to apply. If you want to make the offer of “2 GF + buggy” you would have to enter the GF product twice and the buggy product 1 time.

· Product that you want to be included in the promotion. Ex. GF 18 holes

· Product label that you want to be included in the promotion. Eg. Green fees. If you want the promotion to be applied to any type of green fee

· Type of value that you want the promotion to apply. Could be:

o Amount to be discounted from the price . If you want me to discount a fixed amount of euros for this product in the cart

o Percentage to be discounted from the price . If you want me to discount a percentage for this product in the cart and not round up

o Percentage to be discounted from the price. Round out . If you want me to discount a percentage for this product in the cart and round up

· Value that you want the promotion to apply according to the parameter chosen in the previous step. Example: 10. I would remove 10 euros from that product if you chose the first option in the previous step.

NOTE . You can choose to make a linear discount on all products, or have the discount applied to the last one for example. To do this, fill in the value only on the desired lines.

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· Alerts. In this section you will find a link that groups all alerts for unpaid invoices. Select the Alerts link and you will be redirected to a list view showing all unpaid sales within the selected dates.

· Dates . Select the start date and end date . The start date, although not visible, has the time 00:00 and the end date 23:59

· Way to pay . In this section we will see the charges made in the chosen period grouped by payment methods, regardless of billing. It is important to note that collections do not have to coincide with billing as some collections may be intended to pay invoices created in the past, or they may be collections without an invoice at that time.

· Billing by family , subfamily and product . We will see:

o The codes of the families and subfamilies, and which will mark the order in which the data is displayed

o The names of the families and subfamilies

o The amounts invoiced in the chosen period

o The bases (total without taxes) invoiced during the period

o Taxes invoiced during the period

o The totals (taxes included) invoiced in the chosen period. It is important to note that this amount does not have to coincide with the total collections because we can invoice something today and leave it as pending payment

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