If your organisation is connected to Xero, you can set your registration forms to raise invoices in Xero. Your form settings control how those invoices behave. This article walks through what happens in Xero at each stage of a registration.
When someone registers
- Sporty raises an invoice in Xero, either as a draft or as authorised/awaiting payment, depending on your Xero settings.
- Sporty creates a contact in Xero for the person, or matches them to an existing contact.
When they pay
- At the Cart, the person can pay online or choose to pay by invoice.
- If credit notes are enabled: Sporty checks whether the contact has Xero credit available. If they do, that credit is applied to the invoice (as a credit note) and reduces the amount owing. The person only needs to pay any remaining balance.
- If the full amount is paid, Sporty marks the invoice as paid in Xero (as long as this is enabled in your Xero settings).
- If Pay Later is switched on and the person uses it, the invoice stays as draft or authorised/awaiting payment in Xero until it's paid.
- If someone only pays part of the amount, that payment is recorded against the invoice and it stays in Awaiting Payment until it's paid in full.
When a registration is changed
If you allow people to view or edit their registration, and the change affects the amount payable, Sporty updates Xero based on the invoice's current status:
| Invoice status in Xero | What happens |
|---|---|
| Draft | The invoice is updated to reflect the new selection. |
| Authorised/Awaiting Payment or Paid, amount increased | A new invoice is raised for the extra amount. It usually carries a sequential number off the original (e.g. SP12345_1, SP12345_2). |
| Authorised/Awaiting Payment or Paid, amount decreased | A credit note is raised against the contact. This is applied automatically the next time they register or pay for something. |
If a partial payment is processed for a registration, this payment amount is credited against the invoice and the invoice will remain in Awaiting Payment until paid in full.
A few things to know
- You can't manually receipt a payment in Sporty once your organisation is connected to Xero. Receipt it directly in Xero instead.
- Every action Sporty takes in Xero is logged. You can see the full history in the Xero Audit trail.
- Contact support@sportsground.com to enable Credit Notes if you'd like this feature enabled.
- If your organisation is connected to VostroPay and Xero, contact support@sportsground.com to request to enable Xero auto-reconciliation of VostroPay settlement payouts.