Invoices & transactions

Track all your club’s sales documents — quotes, orders, and invoices. Collect payments, issue refunds, and export your sales for accounting. Go to the Administration›Dashboard›Billing›Invoices & Transactions menu.

Understand the three types of documents

A sale does not take the same form depending on its stage, and you choose the type when you create the document.

• The Quote is a priced proposal, sent to the user for approval — a course for a school group, or a court rental for a company.
• The Order is the committed sale, pending payment. It carries the payments.
• The Invoice is the numbered document, issued as soon as a payment is collected.

A fourth document, the Purchase Order, is suitable for local authorities and works councils that require a document before committing the expense.

What happens to an accepted quote

A quote is not a dead end. When sent by e-mail, it contains a link that lets the user accept it without an account or login. This link remains valid for 14 days.

Viewing the quote — the page or the PDF — does not accept it. Acceptance happens when the user chooses a payment method, and this choice determines what happens next:

• with deferred payment (bank transfer, cheque, on site), the quote becomes a Order pending payment. It will become an invoice when you collect the payment;
• with online payment, payment is made immediately. The document becomes a numbered Invoice directly.

In other words, once accepted, a quote is tracked exactly like an order. You can find it under the tab that matches its new type.

Find a sale

1. Go to Administration›Dashboard›Billing›Invoices & Transactions.
2. The tabs at the top filter by type (Quote, Orders, Invoices) and by status (Pending, Paid, Cancelled, Refunded).
3. The Filters panel then refines the search, and the criteria are combined.

Six filters are available, including three that are often overlooked even though they answer the most common questions:

• Per user: the full purchase history of a member, when they dispute a payment.
• By Manager: sales entered by a team member — useful for checking a reception desk shift.
• Per billing account: essential as soon as your club invoices from several entities.
• By Subscription, By product category, and By Status complete the sorting options.

The Period selector finally limits what is displayed. It also controls exports, which reproduce exactly what you see on screen.

Search by person as well as by number

The search field is not limited to document references. It searches all of the following at the same time:

• the order number and the invoice number;
• the user’s identity: last name, first name, login ID, e-mail address, and licence number;
• the details entered on the sale itself — last name, first name, company name, and e-mail from the billing address.

This last point matters for over-the-counter sales. The buyer does not have an account, the list displays them as a walk-in customer, and only a search on the billing address can find their sale. Entering “Dupont” or their e-mail is enough.

Create an order or a quote

1. Click New.
2. A Select a user window opens. Select the person the sale is intended for. This is the first decision, because it determines the billing address and eligible subscriptions.
3. Then choose the document type, Quote or Order.
4. Add the lines with Add a product.
5. Check the Billing Address. If you do not change it, the user’s default address is used.
6. Click Save.

Each line can come either from the catalogue or from a free entry. Free entry (custom tile) is used for exceptional sales — a racket stringing, or a contribution to costs — and the Save to catalog checkbox saves you from entering it again next time if it is likely to be reused.

An order remains editable as long as no payment has been collected. After the first payment, it is locked. This guarantees that a document that has already been paid cannot be changed without the customer knowing.

Apply a discount

Two mechanisms coexist, and they are not used for the same purpose. Open the Promotional code & discount section to access the configuration.

• The Promo code uses an already defined commercial offer. Click Select a promo code and the code applies its own targeting and cap rule.
• The Manual Discount is a one-off gesture, decided case by case. It is a percentage or an amount that you enter freely, applied to the total including tax.

Collect a payment

1. Open the order, then click Payment.
2. Enter the amount. The full balance is suggested, but a partial amount is accepted.
3. Choose the method: CB on site, Cash, Transfer, or Check.
4. Save.

If a payment terminal is configured on the billing account, the collection can be sent directly to the terminal instead of being entered manually.

Each collection appears in the Transactions section of the order, with its status: Confirmed, Pending, Failure, or Denied. A payment entered by mistake can be corrected with Edit this transaction or Cancel this transaction. The order immediately recalculates its Remaining to pay.

Spread out the payment

The Schedule button spreads the remaining amount due over several dated instalments. At each subsequent collection, the amount of the next instalment is suggested automatically.

Refund a sale

1. Open the paid order, then click Refund.
2. Enter the amount. A full refund is suggested, but a partial refund remains possible.
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 gateway that collected it. You do not need to make a bank transfer.

For the status, the distinction matters for your accounting: a partial refund leaves the order as Paid and displays the Net Collected, while a full refund changes it to Refunded. For example, a €200 registration refunded by €50 remains a paid sale whose net collected amount is €150.

Send and download documents

A dedicated button gathers everything related to the document itself. It has the name of the open document, which also shows you the sale’s current stage: Quote, Purchase Order, or Invoice once a payment has been collected.

Its menu offers three actions:

• Preview to check the document on screen before sending anything;
• Download (PDF) to archive it or send it through another channel;
• Send by e-mail to send it directly to the user.

Trace what happened

The Order History section keeps the sale events: creation, changes, collections, and sends. This is the first place to open when a member says they never received their invoice, or when an amount does not match the team’s recollection.

Manage a pending order

A pending order can be paid at any time by the user from their account, or collected manually by you.

Services requiring manual validation — bank transfer, cheque — are delivered as soon as you record a payment. As long as you have not done this, the member has nothing.

To abandon a sale, open it and use Cancel the order. It remains viewable, and the Hide Cancellations setting removes it from the lists.

Export sales and accounting

Click Download export at the top of the list. The export uses the filters and period displayed on screen. Sales reports for spreadsheets, accounting entries, and legal formats are detailed on the dedicated page.