Features
Invoices marked as Paid in Xero show as Paid in Sporty
If a registration invoice is marked as paid in Xero, the amount payable will update to show as paid in Sporty. This update will apply to any invoice marked as paid in full* in Xero that is linked to a Sporty registration after 8th July 2021. (See Invoices Marked as Paid in Xero are also Paid in Sporty below for a brief overview of the process.)
Note: Manually marking an amount payable as paid in Sporty will not update the invoice in Xero to mark it as paid.
Note: *Marking an invoice as paid in increments in Xero will only update Sporty with the first increment submitted. For example, if this invoice in Xero was $100 and you receipted five amounts of $20 against the Xero invoice, only the first amount of $20 would be updated in Sporty against the record.
Payments removed in Xero are also removed in Sporty
Sporty and Xero stay in sync both ways. If a payment is removed from an invoice in Xero, Sporty removes it too (see Payments Removed in Xero are also Removed in Sporty below).
Set Account for Paid Transactions
If a person pays for a product as part of their registration process, the invoice can be automatically raised as a Paid invoice in Xero (see Set Account for Paid Transactions below to enable this feature).
Invoice Status
You can set registration invoices to be automatically approved and displayed as "Awaiting Payment" in Xero when they are raised. You do not need to manually approve them from a Draft invoice state (see Invoice Status below to enable this feature).
Invoices Marked as Paid in Xero are also Paid in Sporty
Here is a brief sample of how an unpaid invoice, when subsequently marked as paid in Xero, is updated as paid across the Sporty platform.
The image below shows an unpaid registration (Dashboard > Online Registrations > click on form name). Note the Balance amount appears in red.
To mark it as paid in Xero, you'd first approve the invoice in Xero, then receipt the payment.
This will then update the registration record in Sporty Online Registrations to show as Paid. The Balance changes to $0.
If your organisation has subscribed to the SuperCRM module, you will also see the registration record showing as paid. For more information on SuperCRM, please contact support@sportsground.com.
Payments Removed in Xero are also Removed in Sporty
If a payment is removed from a registration invoice in Xero, Sporty treats that payment as no longer received. The member's registration will then show a balance owing in Sporty. This includes payments that Sporty added to the invoice itself when the member paid online.
IMPORTANT: Don't remove payments that Sporty added in Xero.
Removing a payment in Xero won't refund the member; the money has still been received. When reconciling a bulk payout from VostroPay, POLi or Debitsuccess, match the payments to the payout instead of removing them. See Reconciling invoices against bulk online payouts.
If a payment has been removed by mistake, you can correct it in either Xero or Sporty. Only do one of these for each registration, otherwise the member will show as paid twice.
- In Xero: if the invoice is still awaiting payment, add the payment back on the invoice. Sporty updates automatically.
- In Sporty: add a manual payment and tick Adjustment. This updates the member's balance in Sporty without changing anything in Xero. Use this option if the invoice has been voided in Xero. See Manual Payments & Adjustments.
Set Account for Paid Transactions
When someone registers and pays at the time of registration, Sporty can raise their invoice in Xero already marked as Paid. Sporty does this by adding the payment to the invoice for you, against the account you choose here. You won't need to add these payments in Xero yourself.
Using VostroPay? You can have Sporty reconcile your daily VostroPay payouts for you. See Xero auto-reconciliation of VostroPay settlement payouts.
To enable this, specify the account that payments should be recorded against.
Navigate to your Sporty Dashboard and click Admin Settings, then Connections. Sporty will display that your Xero is connected, and the Xero organisation your Sporty account is linked to.
Select the account to record payments against, then click Save Account.
Which account should I choose?
Online payments reach your bank as one combined payout with the fees taken out, not as individual payments. For this reason, Xero recommends recording them against a clearing account rather than your bank account, and moving each payout from the clearing account into your bank. See Reconciling invoices against bulk online payouts for how to set up and use a clearing account. If you choose your bank account instead, the same article explains how to match the payments to each payout.
The dropdown list only shows accounts in your Xero that can receive payments. To add an account to this list, add it or edit it in your Xero chart of accounts (Xero > Accounting > Chart of Accounts) and make sure the Enable payments to this account checkbox is ticked.
If you do add a new account, there may be up to two hours' delay for it to appear in Sporty.
Note: If you do not connect a Xero Account for Paid Transactions in Sporty, your Sporty balance will not be updated when the invoice is receipted in Xero.
If you do not connect a Xero Account for Paid Transactions in Sporty, the status of invoices in Xero will continue to be listed as Awaiting Payment even if the registration products have been paid for online as part of the Sporty registration process.
Invoice Status
By default, the invoice status in Xero is set to Draft, which means when a registration is submitted, a draft invoice is created in Xero.
If you would like to bypass this step and set the invoice to display in Awaiting Payment as soon as the registration is submitted, you can choose to set the invoice status to Authorised.
Note: You will still need to manually send invoices from Xero that have been automatically authorised by Sporty if you email invoices to registrants. To email invoices, in Xero click Awaiting Payment, then check Unsent only to filter by unsent invoices. You can then Send All.
[INSERT EXISTING SCREENSHOT IF THERE IS ONE: Xero Awaiting Payment / Unsent only]
The invoice status (Draft or Authorised) can be set per form.
To set this, edit the form, scroll down to the Products section, click Xero Settings, then change New Invoice Status from Draft to Authorised.
Once you've selected your chosen status, click Save.
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