If your organisation is connected to Xero, you can configure your registration forms to raise invoices in Xero. The options that you select in your form configuration will modify the way in which invoices are raised. This article provides a summary of the actions taken in Sporty when a registration is processed that is associated with Xero.
- On registration submission, an invoice will be raised in Xero in a draft or authorised/awaiting payment state, based on your Xero settings. A contact will be created in Xero for the person, or the person will be matched to an existing contact in Xero.
- When the person making the payment lands in their Cart and is provided with the option to make online payment or pay by invoice, a check will be performed to determine if the Contact has Xero Credits availabIe. If credits are available, the credit will be utilised as payment/partial payment for the amount owing for the registration. The credit note will be attached to the invoice in Xero.The customer can make online payment for the remaining outstanding balance, and this will be recorded as a payment on the invoice.
- If full payment is captured for amount owing, the invoice will be marked as paid in Xero (if enabled in your Xero Settings).
- If the person utilises the Pay Later option (if this is offered), the invoice will remain in a draft or authorised/awaiting payment status in Xero.
- If you allow people to view or modify their registration, and a modification results in a change to the total payable for the registration, an action will be taken on the invoice in Xero based on the status, and whether the change resulted in a reduced or increased amount payable.
- If the invoice status in Xero is Draft, the invoice will be updated to reflect the new product selection.
- If the invoice status in Xero is Authorised/Awaiting Payment, or Paid, and the payable value has increased, a new invoice will be raised with the additional adjustments. This invoice number will generally be a sequential increase of the original invoice number (eg: SP12345_1, SP12345_2)
- If the invoice status in Xero is Authorised/Awaiting Payment, or Paid, and the payable value has decreased, a credit note will be raised against the contact in Xero. This credit will be utilised next time the person completes a new registration or makes payment for an existing registration.
- 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.
- You are unable to receipt a manual payment into Sporty if your organisation is connected to Xero - please receipt this payment directly into Xero.
- You are able to view a full audit trail of all actions taken in Xero through the Xero Audit.