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How to Generate, Invoice and Charge Meet Fees Batches/Reports from Entries
How to Generate, Invoice and Charge Meet Fees Batches/Reports from Entries
Updated over a week ago

Once you generate a Meet Fee Batch, you can create invoices for everyone in the batch and charge those fees immediately to anyone with a credit card on file.

How to Generate Meet Fees Batches/Reports

  1. Click Events & Competition > Team Events in the left navigation menu.

  2. Click the desired event's Edit Commitment button.

  3. From the top horizontal tabs, click Committed Athletes.

  4. From the Export section, click Generate Entry Files.

  5. To generate a meet entry fees report to submit to the meet host, click the desired link under section 2. You may skip the rest of the steps.

  6. In section 3, Generate Meet Entry Fees Batch, if you want to generate the fees for only one Roster Group, Billing Group, or Location, select the appropriate option and then select from the dropdown that appears.

  7. You may enter notes with the batch, which are only visible to Admins who will process the batch. For example, if you will generate fees only for a specific location, type Bachelor Kids.

  8. Click Generate Entry Fees Batch NOW and OK to confirm.

    • A fee batch is generated and displayed on the Meet Entry Fees screen. Be sure to review for accuracy.

    • The system notifies the Billing Administrator upon generating the meet fee batch.

How to Invoice and Charge Meet Fees

Once you have generated the Meet Fees Batch, access and process the Meet Fees batch to charge fees immediately or send an invoice.

How to Access Meet Fees Batches

This section goes over how to access the meet fee batch. If you generated a fees batch now and are still on that screen, or you clicked a link in an email about batch meet fees generated, skip down to How to Process Meet Fees Batch.

  1. Click Billing Admin > Meet Fee Billing at the left navigation menu.

  2. Click Meet Entry Fees Batches.

    Invoices & Payments
    • NOTE: If you don't have a Meet Entry Fees Batches button, activate Generate Meet Fees v2 by navigating to Billing Admin > Billing Setup > check Generate Meet entry fees on entry file generation, and click Save Changes.

  3. A list of all batches to be processed is displayed.

  4. Click Customize Columns to include more data, such as Batch Generated By and Total Fees.

  5. Click Saved Views to change the list view, then click Done.

    • The default view is Pending Batches, where the Invoiced Status filter is None and Partial. There are two other views available — All Batches and Completed Batches.

  6. Select one or more batches and click Edit > Delete to delete them.

  7. Select one or more batches and click Export > Custom Excel Export to create a spreadsheet of the selected batches.

  8. Click Expand if you've added more columns to see all the data simultaneously. Click Collapse to return.

  9. Click a batch number to access its details, invoice the fees, and/or charge them.

How to Process Meet Fees Batch

Once you generate the batch, the batch number, notes, and a summary of events and charges appear.

Helpful Tip! If you do not want to charge while processing the batch but automatically charge it on a future date, adjust your Due Plan with the desired charge date before starting this process. Once you are finished processing the batch, revert the Due Plan information.

Meet Entry Fees Batch

Dollar amounts show $0 until you generate the batch. You can do the following:

  • Select one, several, or all checkboxes by Members' names.

  • Email Accounts or Members by clicking Communicate > Email Accounts or Email Members. Compose the email and click Send.

  • To generate an Excel spreadsheet of all the data, click Export > Custom Excel Export. Select any additional fields you want to include and click Generate Report.

  • To generate invoices and/or charge credit cards for fees, click Action > Create invoice items & Charge CC or Create invoice items Only.

    • Create invoice items & Charge CC will create invoices for all selected Members and charge if they have CCs on file. All families receive an email with a link to view the charges. Those without CCs see the charges on next month's invoice.

    • Use Create invoice items Only if your team does not have electronic processing or you want to let Auto Pay take care of the charges on the 1st of next month, along with any other charges in their account.

      Fees options
  • After selecting, enter and review the fees.

NOTE: Option 1 pulls the individual event and relay fees from the meet setup.

  1. Click View/Edit to see those fees listed in the Team Charges column. You may click Edit in any row to change any of those fees.

    Team Charges
  2. Click Select if you want to choose a different meet.

    • If you want to enter different fees across the board, or the meet setup does not have any Team Charges defined, select Option 2: Use Custom Fees, then enter the Individual Event Fee and Relay Event Fees (charged per athlete, NOT per relay). This action updates the total.

Option 2: Use Custom Fees
  • The Meet name appears on each person's invoice. Change it if desired.

  • Enter the per-athlete surcharge, if any; the system does not pull any surcharges from the entry file, so please add any applicable surcharge. This action updates the total.

  • Select the Chart of Account to use for all these fees.

  • The totals reflect the individual event fees, relay fees, and surcharges and dynamically update if you change any of them.

  • Carefully review all the charges for each athlete and click Cancel if something isn't right. Once you create your invoices, they are not easy to edit.

    1. You will see this warning if you previously created invoices for any Members.

      Duplicate charge warning

      You will also see the warning next to the specific Members.

      Click Cancel, uncheck those members in the list, then generate the invoices again. If you ignore the warning, it will not invoice or charge them again.

  • Once you see the total fees at the bottom, click Create Invoice Items & Charge CC or Create Invoice Items Only.

  • If you elected to charge those accounts with a CC on file, you would see the result of the CC processing.

  • Those invoiced will receive an email informing them, with a link to view them.

  • Invoices generated will show up in each Account, as will the CC charges, if any.

  • Users can log into their account and see these invoices and charges (My Account > $ My Invoice/Payment > Your Total Projected Amount Owed), like in the example below.

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