Ivrnet Client Services
  Tuesday, June 25, 2019  
 
 
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Register - Point of Sale (POS)

 

  1. The invoice does not have the correct information on it, how can I adjust it?
  2. How do I create a refund and remove the player from the registration list?
  3. How do I mark an invoice with an NSF cheque?
  4. How do I manually register players that can't register online themselves?
  5. How do I create a refund and remove the athlete from the registration list -but still charge an admin fee?

 


The invoice does not have the correct information on it, how can I adjust it?

 

In order to have the correct information on an invoice, we recommend that you go into the Register->POS (Point of Sale) process, find your invoice and then VOID it.

 

Once the invoice is VOID, create a NEW invoice with the correct information.

 

As once an invoice is created, is it a PDF and can not be modified.

 

 Below is the step by step process on how to VOID and create a NEW invoice.

 


 

How do I create a refund and remove the player from the registration list?

 

Go to Register->Point of Sale

Search for family whose invoice needs adjusting. I.E. Last name (or partial of name) 
Select the family in question, this will show you ALL their invoices. Now you need to select which invoice to adjust. You may also wish to void if an invoice is no longer needed.

 

 Once you open the invoice in question, click on the Create Refund and this will bring you to the Credit Note area. 

 

Open the Select Invoice Items to Credit and choose which product(s) to credit. Then click on the Credit Selected Items button. 

 

 NOTE - As you go through this process, there is an UNREGISTER field that is automatically checked off - which means when the refund is completed, the player will be unregistered to your club for the season, based on the items being credited during the refund.

At this point you can either leave it until ready to actually process the return to the customer OR go ahead and record how the funds were returned to the customer. <This is called Issue Payment> 

If issuing a cheque or processing a credit card return it is a good idea to have either the cheque number or return authorization code. This information can then be added to the Credit Note once you apply the payment process. 

{Please note that making changes here to the invoice will not generate any returns.  You still needs to go into your Merchant Account and actually process the returns/voids or payments.} 

A good practise here is to go to the Financial Reports, RUN the Registration New Payment Report and open the Invoice in question. We suggest emailing the customer the Invoice with the added notes about the return. (They then have a copy of this as well.)

 


 

How do I mark an invoice with an NSF cheque?

 

Please follow these instructions on how to mark an invoice with an NSF chq and then apply the new payment to the invoice.

 

 Go to Register->Point of Sale

 

 Search for the member you wish to work with.

 

Click Select beside their name until you get to the Invoice Screen

 

 Click Select beside the Invoice that you wish to apply the NSF chq item

 

 Click MARK NSF as shown in the screen shot below

 

 

 

 Enter your information here and click SAVE

 

 

 

 Now the Apply Payment button re-appears and you can enter in another method of payment and click save.

 

 


 

How do I manually register players that can't register online themselves?

To create an invoice, go to Register - Point of Sale

Search for the athlete's name and click "select" beside their name

Then ADD PARENT if the parent does not appear in the list.

Or click Select to select the parent you wish to attach to the invoice.

It will bring you to this screen and click ADD NEW beside Registration Invoice.

 

 

This will assign an invoice number and then click Add Player Reg. as shown below


 

Choose the player's name and complete the balance of the information as shown on your screen (this screen is different for each club, based on the number of club based questions that are asked).  Click SAVE when done.

 

You have now registered the player and you can now add payment to the invoice.

If you have more than one family member to register, just follow the same process as shown above, to add other player registrations.

You also have the option to choose to add the following to your invoice:

Add Volunteer Reg

Add Other Items (such as fundraising, etc)

Add Adjustment (if you offer a family discount, etc)

 

 

Enter in the payment information and make sure that the "register all" button is SELECTED.

 

Click Save

 

 

You have just completed the registration and payment.  From this screen, you can click View Invoice

 

You can view the invoice and click Email Invoice to send it to yourself, as the club admin or to the parent for their records that the registration has been completed.

 

NOTE - the parent will NOT be able to view this or any invoice created in Point of Sale.

 


 

How to I create a refund to a customer but still charge them an admin fee

How do I create a refund and remove the athlete from the class list -but still charge an admin fee as well as for any classes attended?

 

Go to Register->Point of Sale
Search for family whose invoice needs adjusting. I.E. Last name (or partial of name) 
Select the family in question, this will show you ALL their invoices. Now you need to select which invoice to adjust. 

Once you open the invoice in question, click on the Create Refund and this will bring you to the Credit Note area. 

 

JOz1rvXWI4wyT6H08xTFIozlrnyXZOuBxw.png


Open the Select Invoice Items to Credit and choose which product(s) to credit. Then click on the Credit Selected Items button. 

 

_F6OAYfDeDH5npHFmgFh67DNMQ5BVDHJmA.png


NOTE - As you go through this process, there is an UNREGISTER field that is automatically checked off - which means when the refund is completed, the player will be unregistered to your club for the season, based on the items being credited during the refund.

 

JxH68sbgV9bHEz-X1fGykJqfje2YpuPDiw.png


Now - you will click Add New (this is where you add the admin fee and the fee for the classes that were attended

 

IxnjjNNswxwnrN0hAt-GaLAN_Z9rM_jEkQ.png

 

Notice that the Credit Amount is - 20.00  (a double negative = a positive, so the customer will owe that $ )

 

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Next I add the Credit Amount for the classes attended, again a negative amount

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Click Add again.

 

Now - you can see that the $100 original class, will now give only a $40 refund on this invoice due to the admin fee and classes attended.

 

 

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At this point you can either leave it until ready to actually process the return to the customer OR go ahead and record how the funds were returned to the customer. <This is called Issue Payment> 

 

wygE-8cJUAYerUsAgN_UpPmau_YpJ5bV-w.png



If issuing a cheque or processing a credit card return it is a good idea to have either the cheque number or return authorization code. This information can then be added to the Credit Note once you apply the payment process. 

 

 

DwJz1ortUwROYmXG7IkVHlID8Wf_Bjkl1g.png



{Please note that making changes here to the invoice will not generate any returns. You still needs to go into your Merchant Account and actually process the returns/voids or payments.}

A good practice here is to go to the Financial Reports, RUN the Registration New Payment Report and open the Invoice in question. We suggest emailing the customer the Invoice with the added notes about the return. (They then have a copy of this as well.)

 


 



Created by: undefined -- Last updated:May 31, 2019
 
 

 
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