Billing: Invoice and charge meet fees

SwimOffice Admin - Super User or Financial Admin - Full Access

Billing meet fees is a two step process.

  1. Generate a meet fees batch from either
    1. Meet entries or
    2. Meet results
  2. Invoice and charge meet fees.

This article covers step 2.

Once someone has generated a meet fees batch, a Super User or Financial Admin - Full Access can generate invoices for everyone in the batch, and/or charge those fees immediately to anyone with a credit card on file. Those without a CC will see the charges show up on their next month's invoice.

Access meet fees batches

  1. If you just now generated a fees batch and are still on that screen, or you clicked a link in an email about batch meet fees that were generated, skip down to Process meet fees batch.
  2. Otherwise, in the side menu click Billing Admin > Invoices & Payments.
  3. Click Meet Entry Fees Batches.
    Invoices & Payments
    • Note: If you don't have a Meet Entry Fees Batches button, you must activate Generate Meet Fees v2 (Billing Admin > Billing Setup > check Generate meet entry fees on entry file generation, click Save Changes).
  4. This will display a list of all batches needing to be processed (unless you set a different default view). The usual controls are available, similar to Account/Member Admin.
    Meet Entry Fees Batches
    1. Customize Columns — Use this to include more data, such as Batch Generated By and Total Fees.
    2. Saved ViewsPending Batches is the default view, where the Invoiced Status filter is set to None and Partial. TU supplies two other views—All Batches and Completed Batches. Select a different one or create your own, then click Done.
    3. Select one or more batches and click Edit > Delete to delete them.
    4. Select one or more batches and click Export > Custom Excel Export to create a spreadsheet of the selected batches.
    5. Click expand if you've added more columns so you can see all the data at once. Click again (it will now say collapse) to return to the normal view.
    6. Click a batch number to access its details, invoice the fees and/or charge them.

Process meet fees batch

Once you click or generate a batch and it loads, you will see the batch number at the top, any notes entered by the one who generated the batch, and a summary of events and charges.
Meet Entry Fees Batch

Note: All dollar amounts will initially be $0.00 until you actually generate invoices.

You can do the following.

  1. Select one, several or all checkboxes by Members' names.
  2. To email the Accounts or Members, click Communicate, then click one of the following.
    1. Email Accounts of the selected Members, or Email Members (only if they have a valid email in their profile) and CC their Accounts.
    2. Next, compose your email and click Send.
  3. 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.
  4. To generate invoices and/or charge credit cards for fees, click Action, then one of the following (available to Super Users only).
    Meet Fees Actions menu
    1. Create invoice items & Charge CC — Create invoices for all selected Members. Those with CCs on file will get charged immediately. All families will receive an email with a link to view the charges. Those without CCs will see the charges on next month's invoice.
    2. Create invoice items Only — Useful 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.
    3. Charge CC Only — This will only work if you have created invoice items first. This is useful if you tried charging their CC before but it failed, they have since added a CC to their account, or you only invoiced them first. In order to see Members for whom this is true,
      1. Click Customize Filters.
      2. Click Invoiced? on the left, Yes on the right, Done.
      3. You may now select your desired members, then click Action > Charge CC Only.
      4. Click OK to confirm, and then you will see the results of the CC processing.
  5. After selecting 4a or 4b, you will enter and review the fees.
    Fees options
  6. Option 1 is selected by default, where it pulls in 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.
  7. 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 (which is charged per athlete, NOT per relay). Note the totals in 11 will update.
    Option 2: Use Custom Fees
  8. The Meet name will appear on each person's invoice. Change it if desired.
  9. Enter the per athlete Surcharge, if any. Note the totals in 11 will update.
  10. Select the Chart of Account to use for all these fees.
  11. The totals will reflect the individual event fees, relay fees, and surcharges and dynamically update if you change any of them.
  12. Carefully review all the charges for each athlete and click Cancel if something isn't right, because once you create the invoices, you cannot easily undo them if you made a mistake.
    Meet fees details
    1. If you previously created invoices for any Members, you will see this warning.
      Duplicate charge warning
      You will also see the warning next to the specific Members.
      Duplicate charge warning next to Member
      Like the warning says, click Cancel, uncheck those members in the list, then generate the invoices again (4a or 4b). If you ignore the warning, it simply will not invoice nor charge them again.
  13. Once you see the total fees at the bottom and are confident all charges are correct, click Create Invoice Items & Charge CC (if you selected 4a) or Create Invoice Items Only (4b).
  14. If you elected to charge those accounts with a CC on file (4a or 4c), you will see the results of the CC processing.
    Meet Fees Processing Results
  15. As mentioned earlier (step 4a), those who were invoiced will receive an email letting them know they were invoiced for meet fees with a link to view them.
  16. Invoices generated will show up in each Account, as will the CC charges, if any.
    Meet Fees invoices
  17. 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.
    Your Total Projected Amount Owed

See Also
Generate Meet Fees from meet entries
Generate Meet Fees from meet results
Cancel/Undo/Reverse meet fees

Billing Management

  1. Billing System VIDEO Tutorials
  2. What is Accrual Based Accounting vs Cash Based Accounting?
  3. Warning in the invoice and payments area
  4. Bringing balance forwards or previous balances over to start the billing system
  5. Make, record, enter or add a payment
  6. Billing: Create or add a New Credit invoice
  7. Billing: Additional Per Account Charges
  8. Billing: Additional Per Member Charges
  9. Add or create a new invoice item
  10. Deleting an uninvoiced item
  11. Refund a Credit Balance when refunding by check
  12. Enter a bounced NSF check
  13. Credit Memo versus Credit Refund
  14. Applying the different filters in Billing Admin > Invoices & Payments
  15. How can I see the Account Level recurring charges for all my accounts?
  16. Billing Simulation Report
  17. Billing: Aging Report
  18. How do I print a check register or bank deposit form?
  19. Generating an Un-Invoiced Report
  20. View past invoices / billing history report for accounts
  21. Deposit Report
  22. Billing: Invoices & Payments Overview tab column headers
  23. Billing: Inc & Pay Sum report
  24. Billing: Inc Trans Rpt
  25. Billing: Inv Rpt
  26. Billing: Payment Sum report
  27. Billing: CoA Sum report
  28. Billing: ACH Status - failures and processed amounts
  29. Billing: Rec Inv Sum, credit cards processed
  30. Can I post a payment against a chart of accounts?
  31. Billing: Delete/hide/unhide chart of accounts (CoA)
  32. Billing: Merge chart of accounts (CoA)
  33. Email Billing Summary and best practices
  34. Billing: Email invoices and best practices
  35. Does TeamUnify handle Escrow accounts?
  36. What credit cards are accepted by electronic processing?
  37. ACH and Credit Card Failure
  38. ACH is still pending
  39. Billing: ACH/Credit card FAQs
  40. What do these codes mean when I see the results of an ACH run?
  41. Credit Card and ACH Security
  42. Refunding Past/Historical Credit Card / CC charges
  43. Billing: Credit card expiration failure and report
  44. Refunding on demand or Credit Card /CC payments
  45. Billing: Delete an Account's credit card or ACH information
  46. Billing: On demand charges and payments for Admins
  47. Do NOT active accounts with a CC or ACH for autopay still get charged?
  48. Billing: Void a CC transaction immediately (instead of using Refund option)
  49. Is there a "Processed ACH report" PDF like there is a credit card PDF report for auto payments completed via ACH?
  50. Billing: Set up auto pay for a family
  51. Are accounts notified when an on demand payment fails?
  52. Billing: Refund an ACH payment or credit card donation
  53. Can I use a debit card for credit card processing?
  54. Service Not Allowed error when using debit card in Canada
  55. Invalid Term ID error when using a credit card
  56. How do I change the bank account into which TeamUnify site deposits payments?
  57. How do I generate a meet fee breakdown PDF for a Meet?
  58. Billing: Export and bill from Team Manager events file
  59. Billing: View invoices/payments from account's perspective
  60. What bills on the first in the automated billing system
  61. How do I add notes on invoices?
  62. How do I delete my payments in the IIF import?
  63. QuickBooks CoA shows $0 or negative amount after IIF import and Account Type set to Bank
  64. Add or edit a billing group
  65. Billing: Email auto pay instructions - Notify families team accepts credit cards/ACH
  66. How do I print an invoice?
  67. How do I see what admin posted a payment or invoice in the billing system?
  68. Billing: Update team credit card/ACH account used to pay TeamUnify invoices
  69. How do you change who receives the TU invoices?
  70. How to Add Free Billing Account and Member
  71. View what goes into a QuickBooks IIF file from SwimOffice
  72. View contents of a QuickBooks IIF file
  73. Alternatives to view IIF files
  74. Manually enter SwimOffice transactions into QuickBooks
  75. IIF import created new Undeposited Funds account
  76. How QuickBooks views refunds made in SwimOffice
  77. Quickbooks - Can I use Account numbers?
  78. Billing: Do SwimOffice QuickBooks Import IIF files work with QuickBooks Online?
  79. QuickBooks IIF File was imported but I don't see the receivables/invoice in my reports (Canadian date issue)
  80. Undeposited Funds - QuickBooks
  81. QuickBooks error line 6
  82. QuickBooks is not importing IIF file - multiple line errors (error line 6,9,15 etc) on first import
  83. Why are my transferred QB amounts negative?
  84. QuickBooks: Dealing with undeposited funds
  85. QuickBooks - Recording payments in QuickBooks undeposited funds to bank
  86. QuickBooks Error - you cannot have multiple AP or AR accounts (error varies)
  87. QuickBooks error line numbers. How do know what the line number is referring to?
  88. When does the QuickBooks IIF file generate?
  89. QuickBooks IIF import error - Can’t record a negative payment
  90. QuickBooks Error 21 or Tax Field Error given on IIF import
  91. When do my invoices generate and my billing run?
  92. Why are late fees being charged on suspended and canceled accounts?
  93. Why did my canceled accounts or suspended accounts receive an invoice email?
  94. Why do my canceled accounts appear under invoices & payments?
  95. Will the recurring charges post to suspended / canceled accounts?
  96. What email gets an emailed invoice or email billing summary?
  97. Viewing Past or Current Invoices Generated
  98. Reconcile the differences between TeamUnify and C & H Financial Services (formerly Process Pink)
  99. Double bucket billing - two bank accounts for deposits
  100. What will the Account see in their invoice for dollars donated?
  101. Billing: Avoid double billing accounts with Online Registration and recurring billing
  102. Billing: ACH - Invalid account number
  103. Relationship of Billing Groups, Roster Groups, Registration Groups, Locations
  104. Billing: Change/edit payment methods in Account
  105. Billing: Add a payment type as a family
  106. Billing: Non Admin update/change credit card
  107. Billing: Generate meet fees for unattached swimmers from results
  108. Billing: Invoice and charge meet fees
  109. Billing: View generated meet fees totals
  110. Billing: Cancel/undo/reverse meet fees
  111. Billing: Delete a meet fees batch
  112. Billing: Revert to generate meet fees (old ver)
  113. Billing: Invoice meet fees from an event (old ver)
  114. Billing: Invoice meet fees from meet results (old ver)
  115. Billing: Create a surcharge for meet fees (old ver)
  116. Billing: Cancel/undo/reverse meet fees (old ver)
  117. UK Billing: View credit card transactions
  118. UK Billing: Reconcile credit card activity - Financial Reports
  119. UK Billing: Manually refund credit card transaction
  120. Billing: View credit card failures
  121. Can TeamUnify reverse charges unintentionally generated on the 1st?

Feedback and Knowledge Base