From the TeamBuilder screen there is the ability to run competition entry reports and generate invoices to participating organisations.
Note: This functionality is not enabled by default. If this is not visible for your organisation please contact support@sportsground.com to request this be enabled.
In this article:
Competition Entries Reporting
You can export a Teams Report or Invoices Report to view information relating to your competitions.
These reports will be exported as an Excel CSV file and sent to the email address of the user logged in.
Here are the steps:
1. Click Export on the top right of TeamBuilder
2. Select the Season
3. Once the Season has been selected, the additional filters will be displayed. Click any filter drop-down to select and customise your report.
4. Select the option to either Export Teams or Invoices Report.
- Export Teams: Export a CSV file of all teams entered into the selected competition(s).
- Invoices Report: Export a CSV file to view invoicing details for each organisation entered into the selected competition(s).
Export Teams report
Tick the Export Teams checkbox then click Send.
A message will display confirming that your export is in progress. Click Ok to return to TeamBuilder.
The Teams Report CSV file displays the following information:
- Sport
- SuperForm Name
- Team Entry Form Name
- Club/School Name
- Grade
- Team Name
- Team Id
Example of the Export Teams Report File
Invoices Report
The Invoices Report provides a summary of fees added to the Team Entry form where the intention is to invoice clubs or schools at a later date. It is recommended the Invoices Report is run prior to using the Create Invoices option to check through the report prior to generates the invoice in Xero/MYOB.
The Invoices Report displays the following information:
- Organisation
- Sport
- Product
- Price
- Quantity
- Amount
- GL Account Code
- Tax Rate
- Tracking Code 1
- Tracking Code 2
- Status
Example of the Invoices Report Exported File
Competition Invoicing
You can generate invoices for organisations that have entered teams into competitions using the "Create Invoices" option.
Each organisation will receive one invoice per invoice run, and this invoice will list all team entry fees as listed on the Team Entry form, as selected by them when entering their teams.
It's a great feature as allows you to take team entries over a range of time and then send a summary, consolidated invoice at a later date.
This allows you to:
Invoice multiple organisations at once, or
Invoice a single organisation for selected competition entries.
Important: Ensure that "Automatically create invoices" is unticked against the Team Entry Form before registrations are taken, otherwise a draft invoice will be generated for each team as it is entered.
Important: Set the GL Code against each product on the Team Entry Form before creating invoices, otherwise you will have to manually update each individual invoice with the appropriate code your accounting software, Xero or MYOB.
Note: If an organisation included in the filter has already had an invoice created, they won’t receive another copy of that same invoice. However, if new items have been added since the first invoice was generated - such as additional teams being registered - a new invoice will be created that includes only those additional items. As a result, an organisation may receive multiple invoices if their registrations change over time.
1. Click Export
2. Select the Season
3. Once the Season has been selected, the additional filters will be displayed. Click any filter drop-down to select and customise your before creating invoices.
When you are ready, tick Create Invoices, then Send. This will automatically create draft invoices directly in Xero or MYOB.
Then you would go into Xero/MYOB to approve and send the invoice. You can also add additional line items before sending it. For example, if you charge clubs a one-off season fee for using lights, you can manually add this to the draft invoice once it has been created in Xero/MYOB.
Example: Draft invoice in Xero
Example: Of an issued invoice
Important Notes
Important Note 1: Disable 'Automatically create invoices' against the Team Entry form.
When using the 'Create Invoices' option, you must first have DISABLED (unticked) the Automatically Create Invoices option for the Team Entry Form.
To do this, edit the Team Entry form, scroll to the Products section at the bottom of the form, click the Xero/MYOB Settings hyperlink
Then ensure Automatically create invoices is unticked. If this setting is not disabled, a draft invoice will be automatically generated each time a team is entered (when the Team Entry form is completed).
Important Note 2: Set the GL Code against the Team Entry form before invoicing.
Prior to creating invoices, the GL code is recommended to be set per product. If this step is not done prior to the invoices being created as a draft, you will need to manually add this to each individual invoice before sending.
Products should be added to the Team Entry Form before Team Entries are submitted so that the payment summary on the form will show the product amount that will be invoiced.
Note: you are still able to set up the products after registrations have been taken. However, it will mean that the product being invoiced is not shown when registrations are being taken.
Important Note 3: Products must have triggers set
Setting triggers against products ensures two things:
- that the product being invoiced will automatically be shown in the payment summary at the bottom of the form when registrations are being taken (if the product was added before taking registrations).
- that the product will be included in the Invoices Report and in any invoices that are generated.
If products without triggers are added (before or after registrations are taken), they will not be included in any Invoice Report(s) or generated invoice(s) unless the entry is submitted with the product added manually.
See the steps below on how to set up a useful trigger that will automatically add the product for every Team Entry by using the Team Name field in the trigger's condition. For additional information on Triggers, click here.
Example: setting a trigger.
Click the Trigger hyperlink to set an automation, then set the fields to the following:
- 'If' field set to Team Name.
- 'is answered with' is left empty
- 'then increase item quantity by' set to 1 (this is set to 1 by default).
Click Save Trigger.
Review your trigger then click Done. Now when a user completes the Team Entry form, as soon as they type the name of the team into the Team Name field, this product will be automatically added to the payment summary to be ready for invoicing.
Invoices will be created with one product per line item. This means if there are multiple charges for one product, they will be consolidated and the total value shown on the invoice.