Introduction
In essence, a bill run is a process of collecting fees from members who use electronic payments as a payment source.
These include credit card or bank account details, most commonly entered by members in the Client Portal.
- This article introduces the Billing module and describes its main view.
- This article will be helpful to Club Manager, Administrator and relevant staff
Billing module will eventually replace the deprecated Payment cards, Direct debit, Auto Bookings Generation and Auto Booking Acceptance tabs.
Before you start
To access this view, employee needs to be granted AdministratorBillingView permission. Contact your PG Champion for more details.
Employee will also see only the club/ clubs, for which he/she is assigned to, both for the Main Bill View and the detailed one.
Feature description
Information about the past, current and scheduled bill runs can be found in PGM -> Finances -> Billing
Main bill runs view
This view lists all past, ongoing and scheduled bill runs.
1. Status - a current bill run status as described below:
NOTE: statuses in individual clubs as displayed in bill run clubs view (12) may differ, as bill run is processed in each club separately.
Go to bill run clubs view (12) to see individual statuses per club.
- Scheduled - the bill run is scheduled and will be generated on the displayed date. Bill run has no items and it's amount is unknown at this stage.
- Preparing - the bill run is being generated - wait for the process to finish before taking further actions.
- Awaiting Acceptance - the bill run has been generated. It is ready to be reviewed and accepted - which initiates the fee collection process.
- Acceptance In Progress - this is a technical stage in which the bill run is being accepted by the system.
- Processing - the accepted bill run is being processed before further steps.
- Charging - a status specific to token based e-payments - fees are being charged.
- Awaiting Response - a status specific to file based e-payments - bank response file should be uploaded at this stage.
- Finished - the bill run is completed.
- Generation Error - indicates an error during bill run generation - retry the process.
2. Date - bill run generation date.
3. Type - either a one-time bill run, or a recurring bill run - as defined in Configuration tab. (13)
4. Name - used to recognize the bill run.
5. Provider - e-payment provider responsible for fee collection. Deleted providers are displayed in red.
6. Total amount - total amount of fees in the bill run (determined after bill run generation). If you run one bill run for all clubs, the total amount for of all clubs will be visible here.
When employee is assigned to only one or less clubs from many, this column will show only the values for the clubs of employee.
7. Success rate - amount of fees collected so far - displayed for accepted bill runs.
8. Clubs - clubs included in this bill run.
9. Accept - opens bill run acceptance screen. Option available to bill runs in Awaiting Acceptance status.
10. Delete - removes the bill run. Option available to bill runs in Scheduled, Awaiting Acceptance and Generation Error statuses.
11. Edit - opens bill run edit screen. Option available to bill runs in Scheduled status.
12. Navigate right - go to bill run clubs view. This view contains detailed information, split per clubs the bill run is generated for.
13. Configuration - this tab contains definitions of recurring bill runs.
14. New bill run - you can define a new recurring or one time bill run here.