This article provides an overview of the financial functionality provided through the Sporty platform. Learn how to collect payments, view/manage account balances and contact those registrants with outstanding balances by reading the guide below.
Contents:
- Online Payments
- Online Registrations
- Payment Report
- SuperCRM
- Account Balance tab
- Debtors Report
- Filter: Unpaid Registration
- Email individuals a link to their Account Balance
- Competitions Invoicing
Online Payments
Sporty enables all organisations to collect Online Payments seamlessly when users submit registration forms. You simply add products to your forms such as Player Entry Fees, Holiday Programme fees, or merchandise to generate payment requests. For easy tracking, every registration receives a unique SP number that can double as an identifier - like a ticket number.
Organisations may choose to further integrate with accounting software platforms Xero or MYOB, if they would like to automatically raise invoices when registrations are submitted easing the manual process.
Connect with POLi (Bank2Bank transfer) or a Sporty partnered credit/debit card provider to begin taking payments directly against your forms.
Visit www.sportspay.co.nz for information on what services are offered and complete the appropriate application form to initiate the process.
Bank2Bank and credit/debit card services can both be connected to take payments either way, also integrate with Xero or MYOB if desired.
Related articles:
- Online Payments - What you need to know
- VostroPay for Sporty (credit card payment provider)
- POLi (bank2bank payment provider)
- Sport$pay User Guide
- Xero for Sporty or MYOB for Sporty
- Partial Payments
- Mandatory Payments or Mandatory Payments on Individual Products
- Add products & payments to a form (including adding merchandise)
- Automate Triggers or Discounts
Online Registrations
Each form displays registrant information that includes columns of Payable, Paid, and Balance. Click into a specific form to view who has a balance outstanding, has paid and who (if any) has overpaid.
If a person has overpaid and a refund is made, apply a manual payment to show this balance has been paid.
For example, a person has overpaid by $15.00 and Sporty shows -$15.00 against their name in Online Registrations. Apply a manual payment of -$15.00 once the balance has been refunded to update the balance owing from -$15.00 to $0.00.
See more:
Payment Report
From Online Registrations run the Payment Report to find out what payments have occurred over a specific date range. This report is especially useful when payouts are received from the likes of Stripe, POLi or Debitsuccess.
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SuperCRM
Using the SuperCRM, you can...
- View the financial information related to each individual against their person record under the Financial tab
- Run a Debtors Report to view all debtors across selected databases, and
- Create a filter to return those who have unpaid registrations against a select form
- Contact individuals with balances outstanding to request payment or to notify them of their balance
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Financial tab
Each person in the SuperCRM has a Financial tab that can be navigated to. This tab displays a record of all financial information relating to the specific person. If Credit Notes have been enabled for your organisation, you will have the ability to further navigate to the Account Balance screen.
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Debtors Report
Run the Debtors Report from the SuperCRM to view all people who have unpaid registrations in an Excel CSV file format. This report can include multiple seasons and multiple forms.
This report will identify those with unpaid registrations/balances outstanding which you can then contact via the SuperCRM.
Note: Any contact sent from the SuperCRM will be recorded against the individuals timeline.
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Filter: Unpaid Registration
The SuperCRM allows you to efficiently filter for registrants with unpaid fees. Simply select a form and apply the Unpaid Registration condition. By naming and saving this filter, you ensure that you can instantly retrieve the list anytime without recreating the setup.
For optimal visibility, it is highly recommended that you update your SuperCRM display to include the Registrant Balance column. This ensures that when the Unpaid Registration filter is applied, the exact outstanding balance for every listed individual is clearly displayed.
See more:
- Filters: Create, share, modify, tags
- SuperCRM Settings
- Email People a Link to their Account Balance (SuperCRM)
Email individuals a link to their Account Balance
After you've set your filter and identified the debtors, you can send the selected group a personalised email directly from the SuperCRM containing a unique link to each individual's account balance.
Sending the email directly from the SuperCRM will record the contact made against the individuals timeline.
Note: You do not need to set the Unpaid Registration filter to be able to contact individuals about their account balance.
See more:
- Email People a Link to their Account Balance (SuperCRM)
- Sending an Email to Organisation Contacts from the SuperCRM
Competitions Invoicing
For organisations who run competitions using Team Entry Forms and have Team Entry Fees set up, invoices can be automatically generated in bulk to reduce the manual labour required.
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Disclaimer: While Sporty tracks balances effectively, your bank information must always serve as the definitive source of truth for all financial reconciliation. Do not use Sporty as the single financial record.