Index
Section: Main Menu > Billing
Introduction:
Introduction. Rate architecture.
The products are the key pieces when configuring the application. But, to avoid having reports with 500 products and having to add them up, we usually group them into subfamilies and these in turn into families. This way, the reports will be more readable.
Family . Group the different subfamilies for better reports (Golf, Tennis, Restaurant, Store).
Subfamily . Group the different products for better reports (Visitor Green Fees, Member Green Fees, Gloves Store, Accessories Store...).
Product . The key piece of the billing architecture. When you sell something with a price, it will always be linked to a product. The previous concepts have a grouping role to generate more attractive reports. The product will contain class information: prices and taxes (among other parameters). So we now know where to go when we want to check or change a price: to the product.
Customized prices . Within a product there is a default rate, but you can add dynamic rates depending on the day of the week, time, type of client, etc.
Introduction. Billing connection with other modules.
The products belong to the billing module and, therefore, can be sold and invoiced directly from this module. But we can also connect the billing module with others (e.g. reservations or memberships) and we will do this through the product . When creating a type of reservation or a type of membership, we will assign a product to it and, in this way, the reservation and billing modules will be connected so that, every time you make a reservation, the sale is generated automatically. After the sale, the billing module is in charge of accompanying you until the end, any modification to the sale or reservation will be automatically synchronized.
In other words, the product is responsible for prices and vital accounting information (account, taxes, etc.) and these products can be sold in many ways: through a reservation, a fee , in the store, etc. The product collects very little information, but very important, and the other modules are responsible for managing specific parameters of that module. For example, in the reservation module in each type of reservation, crossings, available days of the week, which facilities can be reserved, reservation limit rules, etc. will be managed. Things that only interest the reservation module and not billing. In this way we can improve and evolve much faster.
Settings
Section: Settings Menu > Billing > Settings
Sales Section
Prices with taxes included . Activate this option if you want the price you assign to the products to be with taxes included.
For example, if you want the customer to pay for a Coca Cola for €5 (tax included), activate this option and put “5” on the product.
If you want the client to pay €200 + VAT for Consulting Services , deactivate this option and put “200” on the product.Report imbalance due to rounding. Activate or deactivate this option
Prevent imbalance due to rounding. Activate or deactivate this option
Mandatory taxes on the product. Activate or deactivate this option
Maximum rounding error
Client by default. Activate this option to have a default client on the invoices.
Invoices Section
Show discount column . Activate if you want the invoice to show a column with the discount.
Company . Company with which invoices will be generated. It is doubtful to see how the product has a company and that is what rules.
Receipt number format
POS invoice type selector. Activate or deactivate this option
Print invoices without taxes. Activate or deactivate this option
Allow partial line overrides . Activate or deactivate this option
Send by email automatically. Activate this option to automatically send invoices by email when creating a new invoice in our billing system.
Note: In order for invoices to be sent automatically, it is also necessary to activate the Send invoices by email field in the client profile (Main menu > CRM > Clients > Select the Client > Billing Data section > Send invoices by email).
Rounding mode . Select an option from the drop-down menu:
Round lines
Round totals
Default invoice type . Type of invoice/series with which invoices will be generated by default. Then, when issuing an invoice, you can manually choose the type.
Type of invoice when paying sales . Type of invoice that will be generated when paying for sales from the POS or quick payment of the reservation.
Invoice type when paying Q19 . Type of invoice that will be generated when paying Q19
Deposits Section
Generate credit note when consuming . Activate/deactivate this option
Default product . Select an option from the drop-down menu or create a new one
Currency section
When you install the Multicurrency module from the App Market, you will find this new section.
Default currency. Select the default currency that you have previously configured from Settings > Billing > Currency.
Secondary currency. Select the secondary currency that you have previously configured from Settings > Billing > Currency.
Currency
Section: Main Menu > Billing > Currencies to see this section you must have the multicurrency module instaled
Special buttons
New
Actions :
Export
Export (all columns)
Matter
Bulk editing
See the trash
Update prices . After creating or modifying the exchange rate of an already created currency, you can select this button to modify all products and dynamic prices.
Select an ID
General Section > Select New
Name . Mandatory field. Currency name
Exchange rate . Mandatory field. Example: if you want a dollar to be worth 50 pesos here we will put 50
Symbol. Mandatory field. currency symbol
Symbol on the left . Activate/deactivate this option
Visible in consumer . Activate/deactivate this option
How to set a secondary currency:
add the main currency with the exchange rate.
add the secondary currency with the exchange rate, please notice that the secondary currency is linked to the main currency.
Taxes
Section: Settings Menu > Billing > Taxes
Taxes are a simple concept. In this table we are only going to put the name and the percentage. This tax will be visible when creating the product.
General Section
Name for this type of tax
RD Treasury Code. This field associates the type of tax with its legal name in the Dominican treasury. Select a type of tax from the drop-down menu:
ITBIS
Excise tax
Ad Valorem Tax
Exempt
Legal tip
Contribution to the Development of Telecommunications
Percentage for this type of tax.
Accounting account. For accounting purposes, you can assign a ledger account to this tax type for future exports to accounting programs.
Families
Section: Settings Menu > Billing > Families
A family groups one or more subfamilies and serves only to group income and generate more intuitive reports.
General Section
Name of the product family. Golf, tennis, restaurant.
Code for this family. It will be displayed in the settlement report and can be useful for your accounting department.
Manage stock. Activate or deactivate this option
Subfamilies
Section: Settings Menu > Billing > Subfamilies
A subfamily groups one or more products and serves only to group income and generate more intuitive reports. These subfamilies in turn belong to a family.
General Section
Name of the product subfamily. For example, green fees for members, green fees for visitors, etc.
Family to which this subfamily belongs.
Code for this subfamily. Ex. 01. This will be reflected in the reports and can be useful for accounting.
Company with which this product is invoiced. This field is useful for centers that invoice with more than one company and want to ensure that a product from one company is not invoiced to another. If your app has only one company, leave this field blank.
Supplies . Activate/deactivate this option
Show on POS . Activate/deactivate this option
Accounting account. The accounting account will be necessary whenever you want to export the billing to other accounting software. This number must be provided by the accounting department and will depend on the software you use. For example: 430000001.
Recommended products . Select a product label from the drop-down menu
Products Section
Shows the products that have this subfamily added.
Order Printers Section
If you have the restaurant module activated, the printer section for orders will appear. In this section you can tell the system where you want the orders for the products within this subfamily to be printed. For example, you will want products from the Foods subfamily to be printed on the kitchen printer, and products from the Beverages subfamily on the bar printer.
Select the New button
POS . To create the rule when orders are sent from that POS. Example: Restaurant.
Printer. To which the order should be sent if you are sending from the POS of the previous point. E.g. Bar Printer.
Do you copy. What do you want to print? Default 1.
Select the Save button
With this data model the system allows you to:
Print your meals or drinks on your corresponding printer.
Print meals on both the kitchen and bar printers.
Print the number of copies you want.
You have just configured a command print rule. Every time you are at that POS and click “Send order”, the system will scan if there is any product from that subfamily in the cart and will send it to print. In this previous example, the Coca-Colas will only be printed on the bar printer and not in the kitchen.
NOTE . There are times when managers want to print the drink and also the food at the bar. To do this, in the food subfamilies you can create two printing rules, one rule that prints in the kitchen, and another rule that prints in the bar. In this case, every time you send an order, the meals will be printed in both places.
NOTE . With this data model we can also cover the fact that the same product is printed on a different printer depending on whether I am working in the restaurant room or in the pool. Creating two rules in the drinks subfamily, one that if I am working on the room POS is printed there, and another if I am working on the pool POS is printed there.
Products
Section: Settings Menu > Billing > Products
The products are key concepts in the club configuration since the rest of the configurations will depend on it: reservation types, fees, store. The product is responsible for collecting information on prices/rates, taxes, and families for reports.
Read the introduction of this article to learn more about the product architecture.
Special buttons
New :
Name. Mandatory field. Description of your product. It will appear like this on the POS, on the invoice, on the ticket, in reports...
Subfamily . Group your products into subfamilies for more grouped reports. Select an option from the drop-down menu or create a new one
Price. Obligatory field. Standard price with taxes included. Then you can customize the rates according to different variables (day, time, etc.) with the plugin.
Taxes. Select an option from the dropdown or create a new one. for this product. In this version you can put several taxes and withholdings on the same product
Tags. Select an option from the dropdown or create a new tag to be able to quickly create lists and reports
Priority .
Supplied . It is used to classify products that do not belong to your company. This way, you can invoice products and services from other companies with your v3 application
Per hours . Activate/deactivate this option. For those rates that vary the price depending on the duration of the reservation (e.g. padel 60' and 90')
Barcode . You can add a barcode of your product to be able to add it to the POS by scanning with the laser gun
Manage stock . Activate/deactivate this option. This field will be visible if you have downloaded the Stock module . Check this option if you are going to want to manage the stock: orders, delivery notes, inventories, etc. When you save your changes, the new Stock section will appear (see below)
Sell online . Activate/deactivate this option
POS Section:
Show on POS . Activate/deactivate this option. If you want to show this product on a button on your POS
Prevent at POS . Activate/deactivate this option. There are products that are sold directly and do not involve any double action. But there are other products/services, such as reservations or installments, that are not worth selling at the POS because you need the program to block the schedule or generate installments. So, selling these products directly from the POS is going to cause problems. By activating this option you will prevent a user from selling complex products/services directly at the POS. Examples: reservation, installments, bonus recharges.
Dynamic pricing section . It will be seen in the next point
By selecting the Save button , more sections will appear
Actions :
Export
Export (all columns)
Matter
See the trash
Edit mode
Bulk editing
Stock Section
This section will be visible if you have downloaded the Stock module and activated the Manage Stock box in the General Section . Fill out this section if the product you have created is a product for which you want to manage the stock: orders, delivery notes, inventories,...
SKU code (optional). Barcode of this product. This will be the one that is printed on the label that is printed.
Provider (optional). Select the supplier that supplies you with this product. This will mean that, when generating an order, they will only show you the products from one supplier, which will make your work easier.
Supplier barcode (optional). So that the supplier better recognizes your orders.
It has variants . This field will be visible if you have downloaded the Variants module . Check this option if you want to create variants of this product. When you save your changes, the new Variants section will appear .
It is a variant . Read-only field
Variants Section
Generate Variants . Select this button if you want to add variants to this product.
NOTE . To configure the variants you have to go to the Settings Menu > Warehouse > Variants
Base Product Section
This section will be visible if you have downloaded the Base Rate module.
This feature allows you to configure the price of a product so that it depends on another product by x% for example, the GF 9 holes will depend on 60% of the GF 18 holes. In this way, when you modify the price of the parent product, GF 18 holes, the price of the GF 9 holes product will be modified automatically.
Base Product. You can use this option if you want the price of this base product to depend on another previously created product. For example, if you want the Green Fee 9 holes to be 60% of the price you have at any given time for the Green Fee 18 holes product. This option can help you when updating rates or launching offers. This option is completely related to the following field Base percentage.
Base percentage. Add the percentage of the previous product. The percentage is applied to the total of the base product, it is not a discount. For example, if you want the 9h Greenfee to be €60 and the base product is €100, you would enter 60 in the base percentage. This means that you only have to worry about the price of the 18-hole Green Fee and the rate for this 9-hole Green Fee product will be automatically updated with 60% of the 18-hole price.
Rounding type. You can choose between:
Do not round
Round one decimal
Round without decimals
Remove decimals (without rounding)
Important! It is not compatible to configure Dynamic Prices and Base Product in a product, or you choose the option to configure dynamic prices or base product, but not both options within the same product.
Product details
Special buttons
Edit, to edit this product
New, to create a new product
Actions:
View history
Copy
Delete
Print labels. Allows you to print labels from the product sheet. When you select this button, a window will open where:
Indicate the number of labels to print and the start position of printing, the row and the column.
Select the OK button
Select with the right mouse button
Select Print...
In More Printer Settings, to print, select margin 0 and scale 100% on the printer.
NOTE. The label printing format is DIN-A4 for a total of 40 labels (4 columns x 10 lines). The size of the labels is 52mm x 30mm.
Dynamic price
Section: Settings Menu > Billing > Dynamic Pricing
Dynamic Pricing is a tool to calculate price automatically based on season, time, customer, etc.
General Section
Name to be able to recognize this rate in listings.
Priority for this rate. Please note that a product can have multiple dynamic prices. The system will scan each of the dynamic prices in order of priority and, as soon as it finds a dynamic price that should be applied, it will stop scanning more prices and choose this one. Most rate errors and doubts come for this reason. Sort the dynamic prices by priority and check that the order is configured correctly.
Value for this dynamic price, which will depend a lot on the next option. To understand it better let's take the example of *20”.
Value type :
Fixed price if you want the final price to be €20.
Amount to be discounted from the price if you want this price to deduct €20 from the standard price of the product.
Percentage to be discounted from the price if you want to apply a 20% discount to the standard price of the product without rounding the price.
Percentage to be discounted from the price. Round if you want to apply a 20% discount to the standard price of the product by rounding to 0 decimal places .
Product Section
Product . Product to which you are applying dynamic pricing.
Product label . This dynamic pricing will be applied to products containing this tag. Very useful for examples like “10% for members in the restaurant or store . ”
Client Filters Section
This section filters that this dynamic price is applied only if the following rules are met depending on the customer who is purchasing:
Customer tag . This price will only apply to those customers who have this label in their customer file.
Customer . This price will only apply to this customer.
Minimum age . This price will only apply to those customers who are at least this age. The system looks at the date of birth on the client's record.
Maximum age . This price will only apply to those clients who are at most these years old. The system looks at the date of birth on the client's record.
NOTE . If a field is empty it means it applies to everyone.
Date Filters Section
This section filters that this dynamic price is applied only if the following rules are met depending on the date on which it is being purchased:
Start date . Dynamic pricing will apply from this date. Ex. I want to apply this discount from January 1st.
Ending date . Dynamic pricing will apply until this date. Ex. I want to apply this discount until December 31.
Start time . The dynamic price will be applied from this time. Eg. I want to make this offer after 4 p.m.
End time . Dynamic pricing will apply until this time. Eg. I want to make this offer until 12 noon.
Weekdays . Dynamic pricing will apply on these days of the week. Eg. I want to make this offer for business days.
Holidays . Dynamic pricing will be applied on holidays or not. E.g. I want this offer not to apply on holidays.
Calendar . Search and select a previous calendar created in the system to save a lot of manual process. Instead of putting the date range per season in all the rates, you can put it only once in Calendars and select it with one click in this step. Eg. High season, low season, high season twilight.
Maximum advance notice . The dynamic price will be applied depending on how many days in advance you are purchasing. Eg I want to reward if you reserve more than 60 days in advance. You can choose seconds, minutes, hours and/or days.
Limit before start . Dynamic pricing will apply until this time. Once this moment has passed before the reservation, the dynamic price does not apply. Eg I want to make this offer but more than 24 hours in advance. You can choose seconds, minutes, hours and/or days.
Sales Number Filters Section
Family. Select from the dropdown or create new.
Subfamily. Select from the dropdown or create new.
Minimum number of sales.
Maximum number of sales.
Evaluate by hour.
Channel Filters Section
Channel. Select an option from the dropdown
Apply always
Apply only online
Apply only in backoffice
Payment Methods
Section: Settings Menu > Billing > Payment Methods
General Section
Name for your payment method. This will be visible in the POS and in the Fast payment. On the website you can personalize the name using the following field
Consumer Name. Name for this payment method on your website. Sometimes the “Redsys” gateway is not completely commercial on the web, so you can customize it to what you like best.
Accounting account. Fill out this field if you want to export the collections to your accounting system.
Color. For the button on the POS when paying.
Type. Mandatory field. You have to select a type from the dropdown:
Personalized
Money
Card
Transfer
Direct Debit
Gateway
Deposit
Voucher
Opera
Gateway
Availability Section
Available online. If we want this payment method to be available online for your clients purchases
POS. If we want this payment method to be available at the POS for payments from your employees
Do not bill. This checkbox allows you to configure whether the payment method should automatically generate an invoice or not. By activating this option, the transaction will not generate an invoice when processing the payment.
Prevent split payment. By activating this option, the system will not allow split payments to be made with this payment method.
Automatizable
Virtual. A virtual payment is one that is not made with real money. Eg. a green fee voucher or wallet.
Refund at POS
Refund supplier
Priority. Order in which we want the payment methods to appear in the POS. Priority “1” will come out before “10” for example.
Companies
Section: Settings Menu > Billing > Companies
The system allows you to operate with one or more companies. This information will be visible in invoices and reports.
Note , when a new company is created the system will add the accountants automatically.
General Section
Name of the company and what will appear on the invoices.
Tax number of the company and that will appear on the invoices.
Company address and what will appear on invoices
Country
Company email that will appear on invoices.
Company telephone number that will appear on invoices.
Company website and that will appear on invoices.
Default
Invoice footer text
SEPA Direct Debit Section
IBAN
BIC/SWIFT
Creditor
Creditor prefix
Presenter name
CIF presenter
Presenter prefix
Presenter ID
Invoice Series Section
Select an invoice series. For more information, go to this link .
Invoice types
Section: Settings Menu > Billing > Invoice Types
In order to generate invoices to one or several companies, managing different series or counters, you will need to understand how the types of invoices, counters and companies are configured.
Invoice types . First you have to create the different types of invoices that you want to skip, official or internal.
Accountants . Once you have your types of invoices, you can generate your counters, their prefixes, etc.
Companies . Once you have your accountants and their types of invoices, you can create your company(s) and associate with each one which accountants you want to use .
With this data model you can work with multiple companies without having to duplicate invoice types. Look at the graph and its example and you can see that both companies use the same type of invoice, but different accountants.
The V3 system allows you to generate invoices from previously created sales and from 0. This new system allows you to quickly create different types of invoices so that they act in the way the club wants and thus adapt easily.
General Section
Name for this type of invoice. Ex. Proforma invoice.
Invoice receipt. Check if this type of invoice will be receipt type (Portugal) or simplified (Spain). This will cause a document of this type to be generated automatically when collecting quick payment or POS. The invoice is a receipt at the same time.
Proforma invoice . Activate/deactivate this option
Internal document. Check if you want this type of invoice not to be tax obligatory. Ex. Proforma.
Rectifying invoice. Check if you want this type of invoice to be “corrective” type. Eg. Simplified corrective invoice.
Global invoice . Activate/deactivate this option. With summary by subfamily and payment method
Exchange invoice . Activate/deactivate this option
Allows receipts . Activate/deactivate this option
Ignore validations . Activate/deactivate this option
Invoice template (optional). Select an option from the drop-down menu:
activityCancellation
activityConfirmation
birthday
cancellation
confirmation
consumerConfirm
courseParticipant
customerRegistration
directPay
ecommerceConfirmation
invoiceEmail
newAccountUser
privacy
relationshipRequest
reminder
resetPassword
setPassword
signUp
signUpPending
terms
NOTE . For more information, go to Templates
Cancellation Section
Cancellation by. Choose what type of invoice you want to generate when you cancel an invoice of this type. Ex. Simplified invoice for corrective simplified invoice:
Final Consumer Invoice
Tax Credit Invoice
Proforma invoice
Simplified Rectifying Invoice
Credit note
Convertible into. Choose what type of invoice you want to generate when billing this type of invoice. Ex. Simplified invoice for Complete invoice:
Final Consumer Invoice
Tax Credit Invoice
Proforma invoice
Simplified Rectifying Invoice
Credit note
Restrictions Section
Mandatory customer. Check this option so that when billing this type, there must be a customer. In Spain, the simplified invoice does not require you to have it, while the complete invoice does.
Mandatory Taxes number . Activate/deactivate this option
Mandatory address . Activate/deactivate this option
Maximum limit. Maximum amount that can be paid with this type of document. Useful for simplified invoices in Spain .
Invoice series
Section: Settings Menu > Billing > Invoice Series
A series of invoices is a table where the consecutive numbering of your invoices is managed. You can have all the series you want and then associate them with your company (one or more).
General Section
Company for which this invoice counter will be available.
Invoice type for this meter.
Format in which the next number will be assigned to your invoice. Ex. FP/####/ for proforma invoices.
Zeros on the left. If you want the system to pad the invoice number with zeros. If you enter 5 , the result for invoice 123 would be 00123 .
Prefix. ??
Initial value. Invoice number with which you want the system to issue the first invoice. This is useful for clubs that migrate to V3 and are already on invoice 123 of the year, for example.
Last value. The system simply informs you of the last number issued for this type of invoice.
Last date. The system simply informs you of when the last invoice of this type was issued.
Restart. Select Year if you want each year to change the year prefix and start numbering from 0 automatically.