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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
Elizabeth avatar
Written by Elizabeth
Updated over a week ago

Once a Meet Fee Batch is generated, 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.

To view a video tutorial on this, click here.

Generate Meet Fees Batches/Reports

  1. From the left navigation menu, click Events & Competition > Team Events.

  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 that will be saved with the batch and only visible to SuperUser and full-access Financial Admins who will process the batch. For example, if you will generate fees only for a certain location, type Bachelor Kids, for example.

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

    • This generates a fee batch, which displays on the Meet Entry Fees screen. Be sure to review for accuracy.

    • The Billing Administrator is notified upon generating the meet fee batch.

Invoice and Charge Meet Fees

Once the Meet Fees Batch has been generated, you can access and process the meet fees batch in order to charge fees immediately or send an invoice.

Access Meet Fees Batches

This section goes over how to access the meet fee batch. 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.

  1. At the left navigation menu, click Billing Admin > Meet Fee Billing.

  2. 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 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.

    Meet Entry Fees Batches
    • Customize Columns — Can be used to include more data, such as Batch Generated By and Total Fees.

    • Saved Views — The default view is Pending Batches. where the Invoiced Status filter is set to None and Partial. There are two other views available — All Batches and Completed Batches. Select a different one or create your own, then click Done.

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

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

    • 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.

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

Process Meet Fees Batch

Once a batch is generated, the batch number, notes from whoever generated the batch, and a summary of events and charges appear.

Meet Entry Fees Batch

Dollar amounts show $0 until the batch is generated. You can do the following:

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

  • Email Accounts or Members by clicking Communicate.

    • Email Accounts of the selected Members, or Email Members (only if they have a valid email in their profile) and CC their Accounts. 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, then one of the following (available to Super Users only).

    • Create invoice items & Charge CC — Create invoices for all selected Members. Those with CCs on file are charged immediately. All families receive an email with a link to view the charges. Those without CCs see the charges on next month's invoice.

    • Create invoice items Only — Use 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.

    • Charge CC Only— This option requires you to create invoice items first, which is useful if the card had previously failed, the member added a new card to their account, or you only invoiced them first. In order to see Members for whom this is true, click Customize Filters > Invoiced? > Yes > Done. You may now select the desired members, then click Action > Charge CC Only. Click OK to confirm, and then you will see the results of the CC processing.

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

  • Option 1 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.

  • 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). This 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 surcharge applicable. This 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 your invoices are created, they are not easily edited.

    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.

      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 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 will see the results of the CC processing.

  • Those who were invoiced will receive an email letting them know they were invoiced for meet fees 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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