Skip to main content

Digital Golf Solutions ENG

Search

Yearly Invoice Run

  • Updated

This guide outlines the step-by-step process for preparing and completing the yearly invoice run, including all key checks and best practices to ensure accuracy. 

 

1. Pre-Run Checklist 

Before starting an invoice run, verify:

Cancellations

  • Ensure all customer cancellations in the CRM have been processed.
  • If complete, no further action is required.

Lockers

  • Confirm all lockers are correctly assigned to the right customer and date, ready for invoicing.

Family Memberships

  • Check that family subscriptions are set up correctly, reflecting which members are included in family invoicing.

Header & Footer Texts

  • Navigate to Administration → Finance → Settings → Report Header & Footer.
  • Update any text containing a year for the current year. Neutral text (no year) can remain unchanged. 
    ⚠️ Do not edit headers/footers during the invoice wizard — changes here can override settings for direct debit and self-payer invoices.

Customer Communication

  • Determine if customers receive invoices by email or print.
  • Prepare the email template in CRM → Bulk Emails if required.

Invoice Prefix

  • Check Administration → Finance → Prefix to ensure the correct year is selected.

2. Subscription Review (In Preparation) 

Before generating invoices:

  • Go to Finance → Subscriptions → Maturity View.
  • Check the next renewal date for all subscriptions.
  • If any show the wrong year, investigate missing invoices or cancellations.
  • Optional: Export Subscription Period by Payer for offline review.
  • Verify all subscriptions, including rentals and annual items, are correct.

⚠️ It is recommended to perform this step in preparation a few days in advance to catch any errors before running the invoice wizard.

3. Invoice Run Planning

Before starting the wizard, confirm:

  • Will all customers be invoiced together, or separately by payment method (Direct Debit vs Bank Transfer)?
  • Will lockers be included in this run or processed separately?
  • Confirm invoice date and due date in line with SEPA/bank transfer timelines.
  • Allow 3–5 business days for bank transfers.

 

4. Generating Invoices

Go to Finance → Invoices → Invoice Subscriptions.

  • Select the Customer Type (usually “Members”) and click Apply.
  • Verify the customer count matches the filtered CRM list.
  • Select all pages, sort alphabetically, and exclude any customers not to be invoiced.
  • Click Next and set the following parameters:
    • Subscription Renewal Date
    • Invoice Prefix and SEPA Date
    • Direct Debit Comment Field (add if empty: first/last name, creditor ID, invoice number)
    • Invoice Date and Due Days

Important for Monthly Billing:

  • Ensure the Invoice Date corresponds to the intended billing period.
  • Example: To have monthly payments run from January to December, set the invoice date to January.
  • Setting the invoice date to a different month (e.g., November) shifts the monthly bookings, causing the first payment to occur in the following month and ending one month later than intended.
  • Click Next, then OK to generate invoices.

⚠️ This is the last opportunity to cancel or adjust before the system processes bookings — errors after this point require more complex corrections.

 

5. Final Checks & Reports

  • Print or download an Invoice Control Report to verify accuracy.
  • Select report formats for bank transfer and direct debit invoices.
  • Check headers, footers, and bank details carefully.
  • Allow reports to fully generate before navigating away (especially for large runs).

 

6. Printing & Emailing

  • Download invoices as PDF before printing to maintain a record for future reprints.
  • Print or email invoices based on customer preferences.
  • Click Exit when finished.
  • Review invoices in the batch view for completeness.
  • Export to CSV if needed for further processing.

 

7. Direct Debit Processing

  • Go to Direct Debit → Future Payment Queue.
  • Generate SEPA XML after at least one week from invoice distribution.
  • Allows time for customers to notify changes (e.g., cancellations).
  • Print a copy for recordkeeping.

 

8. Post-Run Verification in CRM

  • Filter by Members → Finance → verify invoices have been correctly applied.
  • Check booking status: unpaid indicates a bank transfer; paid indicates successful direct debit.

Tips & Best Practices

  • Take your time with the pre-run checklist — this prevents mistakes in the wizard.
  • Verify communication settings, payment methods, and prefixes before running invoices.
  • Keep PDF records for future reprints instead of relying solely on the CRM’s reprint function.
  • Wait a few days before generating SEPA files to catch last-minute cancellations or changes.
  • For monthly billing, always double-check the Invoice Date to align the first payment with the intended start of the period.