If your organisation connects Sporty to Xero or MYOB, Sporty can raise credit notes for you and apply them automatically. This article explains when a credit note is created, how it’s used, and what to check if a member’s credit hasn’t been applied.
Turning on credit notes
If you use Xero or MYOB, credit notes need to be switched on for your organisation first. Email support@sportsground.com to request this.
When Sporty creates a credit note
Sporty raises a credit note when someone’s registration changes and they now owe less than they’ve already been invoiced. This happens when:
- A member changes their registration and removes or swaps products, so the total owed goes down.
- You edit a registration in Sporty and remove products.
- A product or service is cancelled after it’s been paid for.
What Sporty does depends on the invoice’s status in your accounting system:
| Invoice status | Change | What Sporty does |
|---|---|---|
| Draft (Xero) or Open (MYOB) | Any change | Updates the original invoice |
| Authorised, Awaiting Payment or Paid | Amount goes up | Raises a new invoice for the extra amount, numbered off the original (e.g. SP12345_1) |
| Authorised, Awaiting Payment or Paid | Amount goes down | Raises a credit note against the contact |
How a credit note is used
You don’t need to apply the credit yourself. The next time that contact registers or pays for something:
- Sporty checks their contact in Xero or MYOB for available credit.
- If credit is found, it’s applied to the new invoice and reduces the amount owing.
- The person only pays the remaining balance at the cart.
Why a credit wasn’t applied
The credit belongs to the contact in Xero or MYOB, not to the person who registered. Sporty only finds the credit if the new invoice is raised against the same contact.
Common reasons a credit isn’t picked up:
- The original invoice was raised under a parent or caregiver, but the new registration was raised under the member’s own name (or the other way around).
- The invoice was raised under your organisation’s or a team’s name, for example on a team entry form.
- The same person exists as two separate contacts in your accounting system.
To fix this, check which contact holds the credit and how your form’s contact settings decide who the invoice is raised against. Then either merge the duplicate contacts or apply the credit manually in Xero or MYOB.
Fixing a duplicate registration
If someone registers twice for the same thing, you can sort it out without making any manual changes in Xero:
- Remove the products from the duplicate registration. This creates a credit note for any amount paid.
- Add the products to the original registration. This creates a new invoice and applies the credit note to it.
- Delete the duplicate registration to mark it as inactive.
Keeping track of changes
- Get notified: In your form’s Advanced Form Settings, turn on email confirmations for updated registrations. You’ll receive a “Form Updated” email showing the new product details whenever a registration changes.
- Check the history (Xero): Every action Sporty takes in Xero is recorded in the Xero Audit Trail.
- Stop changes: If you don’t want people editing their own registrations, untick Allow registrant edit in Advanced Form Settings.