Invoice Management Overview

Various Byga workflows leverage the invoice management module:

• Team Invite Registration
• Custom Forms
• Programs (Form Based) Registration
• Tryouts
• Custom Invoices

Invoices can have various states shown in the Financial Center:

• Created: unpaid invoices (e.g., from custom invoices). Typically this invoice can not be terminated or suspended but the workflow entry can be deleted and thus the invoice is also deleted.
• In payment: partially paid invoice with installment plans
• Captured: invoice paid with no outstanding balance
• Suspended: payment collection paused
• Terminated: payment collection cancelled
• Pending: user selected to pay by check for first installment and check has not been marked as received

The details regarding invoice workflows are documented separately and are not within the scope of this document. This document focuses on viewing and managing existing invoices that are created through one of these workflows. Where appropriate, differences in invoice management across the different workflows will be highlighted in this document. You will need the appropriate permissions, referenced at the bottom of this article.

Invoice Controls

There are various ways you may get to an existing invoice:

• Via the Consolidated Financial Center
• Via the workflow management of one of the 5 workflows above
• Via a Player’s invoices tab
• Via a User’s billing tab

Permissions

Permissions separate from the workflows or the consolidated financial center exist specifically for viewing and managing invoices. The permissions that are made available depends on the personnel responsibilities of each club.

The following two permissions exist in the Registrations section of permissions and they are used in conjunction with workflow specific permissions.

Note, there are additional permissions that may be appropriate in other permissions tabs for someone performing a registrar role. These roles can be customized based on the club’s specific process.

In this example, the registrar is the only one making adjustments to invoices, but the treasurer and the controller can review them.

In this example, the bookkeeper/controller can not make changes to invoices.

Process Considerations

Control of payment management: it is important to limit the scope of permissions so only one or two can provide adjustments or refunds. At the same time, other users should provide active oversight. This can be done in part with Club specific processes, e.g., refunds and adjustments approvals in notes by someone providing oversight before they are made by the person that has the permission.

For more information, please reference Invoice Management