Orders & invoices

Track all your club’s sales documents — quotes, orders, and invoices. Collect payments, issue refunds, and export your sales for accounting.

Track orders

1. Go to Administration›Dashboard›Billing›Invoices & Transactions.
2. Filter by document type with the Quote, Orders, and Invoices tabs, or by status (Pending, Paid, Cancelled, Refunded) using the filters.
3. Use the search and the period selector to find a specific sale. Click a row to open its details.

Create an order or quote

1. Click New. Select the document type in the form.
2. Click Select a user to link the sale to a user.
3. Add the line items. Choose a product from the catalog or enter a custom item. Adjust quantities and prices. Apply a discount if needed.
4. Click Save.

An order remains editable as long as no payment has been collected.

Collect a payment

1. Open the order, then click Payment.
2. Enter the amount. The full balance is suggested by default, but you can enter a partial amount.
3. Choose the payment method (CB on site, Cash, Transfer, Check), then save.
4. If a payment terminal is configured on the billing account, you can also send the payment directly to the terminal.

To spread out the payment, click Schedule, then Create the schedule. The remaining balance is split into dated installments, and the next installment amount is suggested each time you collect a payment.

Refund a sale

1. Open the paid order, then click Refund.
2. Enter the amount. The full refundable amount is suggested, but you can issue a partial refund.
3. If several payments have been collected, choose whether to apply the refund to the entire order or to a specific payment.

An online payment is refunded directly through the payment gateway. A partial refund keeps the order at the Paid status and displays the refunded amount and the net amount collected. A full refund changes the order to the Refunded status.

Send and download documents

In the sale details, the Document button groups the actions for the document, depending on its type: invoice, quote, or order form. You can preview it, download the PDF, and use Send by e-mail to send it to the user.

Manage a pending order

• A pending order can be paid at any time by the user from their account area, or collected manually by you.
• Services requiring manual validation, such as bank transfer or check, are delivered to the user as soon as you record the corresponding payment.
• To abandon a sale, open it and use the Cancel the order action.

Export sales and accounting data

1. Click Download export at the top of the list. The export uses the currently displayed filters and period.
2. Choose a sales report format: Excel (.xlsx), CSV (.csv), or an invoice archive with Download PDF invoices.
3. For accounting, choose Accounting entries (.csv) or your country’s legal format: FEC (France), FAIA (Luxembourg), or DATEV (Germany).
4. Check Include the regulations (treasury) to add payment collection entries to the sales entries.

The accounts and journals used by these exports are configured in the billing account’s chart of accounts.