The Transaction section is where you post charges and credits to accounts so that you can bill them for balances due. This section includes information on how to Enter and Edit Transactions; how to view the History file; how to adjust Previous Balances; how to print the Daily Report; and how to use the SpeedAdd feature.
From the Main Menu, click on Accounts. There will be two grids shown with an account list in the top grid and an athlete list in the bottom grid. Click Transactions at the top to have the athlete list replaced by the transaction list. To enter a new transaction, first select the desired Account from the top list of accounts. Then click the Add icon just above the list of transactions in the lower grid. To edit an existing transaction, click the Edit icon or double click the transaction.
NOTE: As you add Transactions, the Account Balances at the bottom of the Add screen are updated. In addition, Running Totals are displayed when you are adding multiple transactions to the same account. In the above example, a 35.00 charge has already been added.
Select your Code from the combo box. This is the invoice category.
Be certain that the posting date is correct. You must add a description. You can type in a description or click the down arrow at the end of the description text box and select from your set of Memorized Descriptions. If you select from the memorized descriptions, you can still edit that description after you select it. To add to the memorized list, click the Descriptions button in the Add Transactions window and that takes you to the memorized descriptions list. From this list, as shown below, you can add new memorized descriptions and edit or delete existing ones.
After entering the transaction description, enter the Charge Amount (debit) and/or the Payment Amount (credit). You can enter both a charge and a payment on the same line and the amounts can be negative. For example, suppose you had charged an account $70 for the coming month's dues and you received a $60 dues check and your policy was that if it was received on time, you offered a $10 discount. You could enter 60.00 for payment and -10.00 for charges to indicate that you were "reversing the dues charge by $10."
If you need more category detail on what a charge or payment is applied to, you can use Invoice Subcategories to provide that detail for your own reports. These invoice subcategories do not show on invoices. Click on the Split button in the Add Transactions window.
To add invoice subcategories, click directly into the Subcategory cell and then you can select from the subcategory list previously established in the Set-up Menu. As you enter the Splits, the difference between the total of the splits and the transaction amount is displayed. Normally you would want the difference to be zero.
After a transaction is added or edited, you return to the Account/Transaction screen. The Transaction screen below shows a sample set of transactions. Note that the account Balances in each of the five Invoice Categories is displayed above the Transactions. These balances are updated whenever a transaction is added or edited. You can sort the transaction list by clicking any of the column headers (except category). Initially the sort is by Invoice Code.
Print an Invoice To print or view an invoice for the current account, just click on the Print Icon as shown above. This is a quick way to create and print an invoice for just one account. Whether a message prints with the invoice depends on the setting in the Invoices Menu. To change the message, you click Invoices at the top of the Accounts menu bar. From there you can select from your various sets of saved invoice messages. You can also select whether you want athlete information listed at the top of the invoice or not. And you can choose the sort order for the transactions on the invoice to be either
by invoice code and by posting date within an invoice code
by posting date.
In addition to the usual Add, Edit, Delete, and Print icons, there is a dollar sign icon that appears whenever transactions or history transactions are displayed in the Accounts screen. Clicking the dollar sign when Transactions are shown will display a menu with Current Previous Balances as well as the Current Balances in each of the five invoice categories. Normally, the only time you would adjust a previous current balance is right after you have entered a new account into the database.
In order to transfer account balances from your previous accounting system to SportsBM, you will need to enter the account balances and the effective date of those account balances for each new account. The current balances of the old system thus become the current and previous balances of the new SportsBM system. If there is a credit balance for any category, then place a minus sign in front of the amount.