If you are a competition organiser, you can export competition reports from TeamBuilder. These include a teams report, an invoicing report, and the ability to generate bulk invoices for all (or selected) organisations.
Please note: Invoicing features are not enabled by default. To access the invoicing report and bulk invoicing functionality, contact support@sportsground.com to request this to be enabled for your organisation.
In this article:
- Competition Reporting
- Invoicing functionality
Competition Reporting
This is an excel output of all competitions you have selected showing details of.
1. Click Export on the top right of TeamBuilder.
2. Select which Season you want to report on.
3. Once the Season has been selected, the remaining filters will be populated. Click any filter drop-down to select or deselect options to customise your report. Tick Export Teams then click Send.
An email with the export file will be sent to the logged in user.
A message will display confirming that your export is in progress. Click Ok to return to TeamBuilder.
Click the attachment received in the email to download and open the file.
Example of the Export Teams Report File
If your organisation has enabled the TeamBuilder invoice feature, you will see the additional export options of 'Invoices Report' and 'Create Invoices' as shown below.
Invoices Report
If you have added Team Entry Fees or other products to your Team Entry forms with the intention to invoice schools or clubs at a later date, you can generate an 'Invoices Report' report showing what each organisation owes, including quantities and totals.
Example of the Invoices Report Exported File
Create Invoices
When you are ready to invoice all organisations, tick Create Invoices to automatically create draft invoices directly in Xero or MYOB.
Important: Prior to creating the invoices, the Xero/MYOB GL code is recommended to be set per product (line item). If this step is not done prior to the invoices being created as a draft in your accounting software, you will need to manually add this code to each individual invoice.
Important: Triggers must be set against each product before Team Entries are submitted. This ensures the appropriate product required to be invoiced is automatically added to the payment summary at the bottom of the form when a field such as 'Team Name' is completed by the person completing the Team Entry form.
For 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.
Important: When using the 'Create Invoices' option, you must first DISABLE (untick) the Automatically. Create Invoices on the Team Entry form. Click the Xero/MYOB Settings to check this is unticked.
Example of draft invoice in Xero
Example of PDF invoice