Setting up invoicing

Setting up is done once, before the first invoice. The Management menu of the toolbar gathers the bank accounts, the articles, the subscriptions and the discounts. The settings and texts are set from the cog of the navigation bar (see "Adjusting the invoicing settings").

1. 1Managementin the toolbar.
2. 2The four listsBank accounts, Articles, Subscriptions and Discounts.

A financial institution is an account where the club receives money: the bank, PostFinance or the cash box. Each invoice shows the account to pay into.

1. 1Add institutionopens the window below.
2. 2Include archivedalso shows the archived accounts, with an icon to restore them.
3. 3Editopens the account.
4. 4Deletean account already used by an invoice or a subscription is not deleted: it is archived and no longer offered.

1. 1Designation, Accounting and NameBank, PostFinance or Cash; the cash account in the chart of accounts; the institution's name. PostFinance fills in PostFinance's address; Cash hides the rest of the window.
2. 2Financial institutionthe bank's address and the club's IBAN.
3. 3Account holderthe club's name and address, as they appear on the payment part.
4. 4QR-bill activationtick Activate QR-bill and type the QR IBAN supplied by the bank: the invoices receive a 27-digit QR reference. The Reference ID, optional, is the reference prefix some banks assign.

Every invoice on a Swiss account carries the QR payment part. Without Activate QR-bill, it carries an RF creditor reference instead of the QR reference; the bank statement import recognises both (see "Importing bank payments"). An invoice on the Cash account has no payment part.

GestiClub does not handle VAT: invoices have neither rates nor VAT lines, and the amount invoiced is that of the lines. This is the case for clubs that are not liable for VAT; a club that is liable handles VAT outside GestiClub.

An article is a ready-made invoice line, such as "Club T-shirt": you choose it instead of typing it again (see "Creating an invoice"). Management › Articles, then the Add article icon.

1. 1Designationthe text of the invoice line. Required.
2. 2Activeunticked, the article is no longer offered.
3. 3Quantity, Price and Discount %the values taken over on the line, which can be changed afterwards in the invoice.
4. 4Product accountthe revenue account of the chart of accounts credited by the sale.

The bin in the list archives the article. On an archived article, shown with Include archived, it deletes it permanently.

A subscription is what a member pays for each period: its amount, its frequency and the way to invoice a member who arrives during the season. Management › Subscriptions, then the Add subscription icon.

1. 1Generalthe Bank, the Product account, the Label shown on the invoice and the Amount of one period: a biannual subscription of 250.00 costs 250.00 per half-year.
2. 2Invoicingthe Frequency (Monthly, Quarterly, Biannual or Annual), the Billing rule and the Proration rule, explained below.
3. 3Multisession cardturns the subscription into a card of sessions: type the Number of sessions. The card is invoiced once, at full price, then deducted at each booking (chapter 9: Creating a slot booking, part "The multisession card").
4. 4Activeunticked, the subscription is no longer offered in the records.

The two rules only change the first invoice of a member who arrives during the season. A member present from the start of the period always pays the full amount.

• Billing rule: At season start (annual subscription): the new member pays the whole year. At mid-season: for an annual subscription, they pay half if they arrive in the second half of the season; for a biannual one, they pay the current half-year. On entry date: the proration rule reduces their first period.
• Proration rule: No proration: the full amount. By entry day: the days left in the period. Full month: the months left in the period; the month of arrival is invoiced if the member arrives no later than the day of the Grace day threshold. Billable months prorata: the months left, each worth a share of the subscription according to the number of Billable months in the settings.

The choices offered depend on the frequency. A subscription assigned to members can be neither deleted nor archived: GestiClub says how many members use it.

A discount reduces a subscription, for example "Sibling discount". Management › Discounts, then the add icon: a Label, a Type (Percentage or Fixed amount) and a Value. The discount is chosen with the subscription, on the member's record (see "Assigning a subscription to members"), and appears on the invoice as a "Discount" line.

A one-off invoice has its own reductions: a Discount % per line and a Discount on the total (see "Creating an invoice").