Billing: Cancel/undo/reverse meet fees

SwimOffice Admin - Super User or Financial Admin - Full Access

If you need to delete meet fees that are incorrect for all the accounts, the cleanest way, of course, is to go into each account and delete the fees. But this is impossible if the fees were added last month, and impractical if fees were generated for a large number of athletes. So what you can do is generate the same fees again, but for a negative amount—the opposite of the fees billed—so that it cancels the amounts billed.

Here are the specific steps.

  1. If you generated a fees batch from meet entries, turn off the current version.
    • In the side menu click Billing Admin > Billing Setup.
    • Uncheck Generate meet entry fees on entry file generation.
      Meet Entry Fee Option
    • Click Save Changes.
  2. If you need to, generate the meet fees file (old ver) again unless you are billing from the meet results.
  3. In the side menu click Billing Admin > Invoices & Payments.
  4. Click the Import Meet Entry Fees button.
  5. Under Step 3: Choose Participant's Event Source,
    • Select option 1, Use Meet Results, if you billed from the meet results previously and pick the meet from the drop down.
    • Select option 2, TU Meet Fee or HyTek Meet Entry File (XLS Format), if you generated the meet fees file from the event and browse for the Excel file.
  6. Under Step 4 enter the Meet Name (include a note like "reverse fees").
  7. Click [Select] to choose the Chart of Account, and then click Select to the right of the desired CoA. Ensure it's the same CoA that was originally billed.
    Step 4: Enter Meet & Entry Fee information
  8. For the meet entry fees calculation select Option 2 and enter the negative amounts of what you originally billed for individual events and relays, such as -4 if you originally charged $4.00.
  9. For the Surcharge do the same—enter the negative amount of what you originally billed.
  10. Click the Import Now! button.
  11. On the Confirm Import Results screen, please review carefully; if the information appears to be correct click the Ignore Errors & Create Invoice Items Now! button and the negative charges will be applied to the accounts.
  12. If you performed the steps in #1 above, undo them.
    • In the side menu click Billing Admin > Billing Setup.
    • Check Generate meet entry fees on entry file generation.
    • Click Save Changes.

Note: If you invoiced the fees and people already paid for them, they can either let the credit be applied to next month's invoice, or you can refund the fees in individual accounts.

See Also
Delete a Meet Fees batch
Generate meet fees from meet entries (old ver)

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