Managing incoming payments

If you are receiving payments for your tournament into your bank account, you can add a record of these to the system. When using bank transfers, we strongly recommend using a custom reference number. The instructions for that can be found here.

This will enable you to see which teams still have to pay, have partially paid or have paid in full.

1. Entering Received Payments into the System
2. Refund/Correction

Entering Received Payments into the System:

1. Left menu: Team fees
2. Click on the team name or search for it by name/reference number in the search box.

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3. Team Info tab will be loaded, proceed to select Payments tab.

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4. In the Team fees tab at the bottom, you can enter details of the transaction from your bank account or check. The two screenshots below are not in the same order as they are displayed on the admin site.

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   2. You should use as many identifiers as possible (such as when the payment was made, when it was added to the system, and the reference number). If you need to track down possible refunds, for example after the tournament, it can be quite a frustrating process. However, if you have more than just the sum when going through the bank transaction details, the process becomes a bit easier.

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   4. Switch the team status from registered to paid
5. Click save (bottom left corner).
6. If you go back to the Team Fees page you can now see that the "Paid" and "Due" columns have been updated.

There are couple of different exporting options available in case you feel like marking team payments, for example, into an Excel file would be easier.

Refund/Correction

If the fee is mistakenly overpaid, the balance will be marked as negative in the system, indicating that a refund should be processed.

1. To fix the team's balance, click the team name and switch to the 'team fees' tab (similar to adding transaction details).
2. When marking a refund, just input the amount of the refund as a negative number.
   1. Use the reference field to verify the payment on the bank's side and an internal note as the payment description in the system.

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