BILLING SETUP DOCUMENTATION (to be used along side of the billing webinars). Welcome to the set up document for the TeamUnify billing system. If you have not already taken part in a live billing webinar or a recorded billing webinar please do so prior to moving forward. Please use the following checklist to ensure you are ready to have your billing system turned on: Watched the webinars located in Training & Webinars < Billing and/or joined a live Billing Webinar. RAN THE BILLING SIMULATION REPORT!!
Followed the steps listed below. Notified TeamUnify that you are ready to “Go Live” in the next Cycle 1. Each cycle runs on the 21st at 12am pst of every month for billing in the following month. If you are beginning your ACCRUAL based billing system in June, your cycle would begin May 21st. To learn more about Accrual based accounting vs. Cash please check the FAQs located on your site. Once your billing has run on the 21st please do the following: 1. Login to your site and go to summary reports to confirm the billing was successful and accurate. 2. Click on Invoices& Payments and search by Active and Accounts w/Balance 3. Confirm that the billing looks accurate 4. When you are ready to notify your Accounts that their invoice is ready to be viewed put a check mark in the box next to the Account Name Column header to select all Accounts 5. Select the Email Invoice button (TeamUnify Does Not email your invoice notification for you) Step 1 ‐ Creating Billing and Sub Billing Groups: 1. Click on Team Profile on the Menu Bars on the left hand side once you are logged into the system. 2. Other Administrative Tasks 3. Click on Set Up Billing Groups/Roster Groups/Locations: From the database up load your existing billing groups will be in the system. Please click on the name of each group to create the full billing group name. 4. Delete any billing groups that are unnecessary (if a member is in a group you will not be able to delete it. 5. Click on the Tab Sub billing groups 6. Click “Add New” 7. Name your sub Billing group I.E. monthly, annual, quarterly…. 8.
Choose the appropriate selection in the drop down menu for the frequency and choosing the appropriate months you will bill in. (The invoice item for the month you choose to bill in will be generated at 12:00am on the 21st of the previous month I.E. April 21st for the May billing period)
Step 2 ‐ Creating your Dues Structure: 1. Click on Billing Set Up on the left hand side 2. Filling out Step 1 and 3 in full (Please ignore set 2 you have already assigned the billing months when you set up the sub billing groups) 3. Click select next to the late fee chart of accounts 4. A pop up box will appear with some canned chart of accounts. From here you can create new chart of accounts or modify the existing ones if need be. If you are using Quick Books read the QB import guide before going forward. You will find this under the Quick Book Import Tab on the left hand side of the TU Platform. 5. Click on the General Dues Structure tab on the top of the page. Here you will see all your billing groups and sub billing groups in a chart to put in your different billing rates. If you do not see this please complete the steps above. 6. Click the “Edit Button” 7. Click the drop down box next to the sub billing group and choose the chart of account 8. Repeat this for each sub billing group 9. In the 5 fields next to each appropriate sub billing group fill in the correct dollar amount 10. If your team has a multi swimmer discount you will fill in the amount appropriately in each field. The logic for the discount is 1st highest amount of each sub billing group and member column in the dues structure. 11. Note: If you leave a member column blank or $0 that swimmer will be free. I.E. Bronze Monthly 4th and 5th Member “No Charge”/$0 then if a family has 4 or 5 swimmers the 4th and 5th swimmer will not be charged. If your team does not have a discount after a certain number of swimmers or does not have a discount at all then you will keep the member columns the same price point. I.E. no discount for the 4th and 5th swimmer: 1st : $90 2nd : $80 3rd : $70 4th : $70 5th : $70 12. Click “Save Changes” and review the Dues Structure to make sure everything was input correctly 13. Click the “Additional per Account Charge” tab at the top of the page 14. This is used for a charge like a year Family Registration Fee (remember it is an account driven system where the Families are the accounts and the swimmers are the members underneath the accounts) 15. Click the “Additional per Members Charge” tab at the top of the page 16.
This is used for a charge like the USA swimming registration fee Again please review the dues structure to make sure all the fees are assigned appropriately. Step 3: Placing swimmers in the appropriate Billing and Sub Billing Groups: 1. Click on Account/Member Admin on the Left hand side menu bars 2. Click on the Members Tab on the top of the page. 3. Search on “all non‐canceled” in the account status field by choosing this option and click the search button. Note: If you click display all this will display all your account no matter what filter set you have defined. To search a defined filter set always remember to click the “search” button 4. You should now see all your swimmers. From here choose a particular Billing and Sub Billing Group you want to work with. I.E. Bronze Monthly 5. Check the box next to all the swimmers names that fall into that group 6. Select the “Multi‐Edit” button 7. Check the box next to Billing and Sub Billing Group 8. Choose the appropriate groups and click save changes 9. Repeat this until you have all your “Active” swimmers in the appropriate billing and sub billing groups 10.
To review search on each billing group to make the appropriate swimmers are “Active” and in the correct group. This is the key on how the swimmers will be billed. If they are in the wrong group they will be charged the wrong rate. Step 4: Reviewing each Family is being billed correctly for Special Charges or Discounts: 1. Click on Account/Member Admin 2. Search on all “Active” families 3. Click on the families name and you will be brought to their “Billing Account Configuration” page 4. Click on the “Membership Dues Structure” Tab 5. Here you will see what you are billing the family for each swimmer and account charges that will automatically happen on the monthly designated on the 21st at 12am I.E. month billed is June the invoice will generate on May 21st. 6.
Additional Account Charges/Discounts: This is used for special charges or discounts a specific family might have. This charge/discount will be on top of what this accounts dues structure states. I.E. You had a special circumstance where the team capped a families amount they are going to pay in dues. You would add the recurring discount to the families account so that they only pay X amount each month. Step 5: Creating balance forwards prior to your First invoice generation on the 21st at 12am: 1. Click on Invoices and Payments under “Billing System” on the left hand side This should be done on the 19th or 20th of the month and hopefully most of your membership if current with you. 2. Search on all accounts 3. Check the box next to the first family that has an outstanding balance and then click “New Invoice Item” 4. Fill in the appropriate fields and click “Save Changes” 5. Continue this for the rest of the accounts that have a balance 6. RUN THE BILLING SIMULATION REPORT!
Please review this report several times before 12am pst on the 21st. Once the
invoices run they **cannot be reversed. **Under special circumstance, TeamUnify may be able to reverse the billing system. If this option is possible, the fee associated will range between $100 ‐ $500 depending on the situation. How To: 1. Create an Invoice Item: a. Click on invoices and payments. Select the Account or Accounts you would like to create the invoice items for. Click on the “New Invoice Item” button. Fill in the appropriate fields and click “save changes” Create a credit: 1. Click on invoices and payments. Select the account you want to create a credit for. Fill in the appropriate fields but when you put in the dollar amount place a “‐“ symbol prior to the dollar amount. Post a Payment: 1. Go to Invoices and Payments and Find the account or search on all with a balance 2. Find the account and click the “New” link in the payment column or click the “view” 3. Click “New Payment” button next to the account balance. Follow the steps to add the payment Email invoices: 1. Go to Invoices and Payments and search “All” “w/a balance”, select the upper most check box to select all the accounts. Click the “Email Invoices” button. All the invoices will be emailed, the physical invoices is not emailed it is a notification of the accounts balance and a code secured link to click on to log back into their account and they will be brought directly back to their invoice. Print Invoices: 1. Go to Invoices and Payments and find the accounts you want to print the invoices out for and select those, click the “Print Invoices” button or click the “Current Invoice” link next to an account name and Adobe will open up and you can print the invoice. Bill Meet Entry Fees: 1. You will get the file for the meet fees from the coach or from the “Attend the Event” section for the particular meet. Click on “Attend the Event” button, then click the “Committed Athletes” tab, then click the “Generate Entries” button and save step #3 to your computer. 2. Go to “Invoices and Payments” click on “Import Meet Entry Fees” and follow the steps.