Billing and bank statements

Every month your school raises one order per enrolled student, sends it to the parent, and records the payment. When an order is paid, SportyPlus issues the invoice. If parents pay by bank transfer, importing your bank statement matches the payments for you.

The monthly run

Academy Manager → Billing

1. Generate the month's orders

In Generate orders, pick the month and year and click Generate. SportyPlus creates one order for every student who is Active on a programme billed monthly, at that student's own price. Paused, canceled and Awaiting first payment students are left out.

The new orders are Not sent: nothing has gone to parents yet, so you can check them first. They take a moment to appear.

Generating doesn't happen on its own. The dashboard reminds you when students still need an order for next month.

Generating a month again only adds orders for students who don't have one for that month yet, such as children enrolled since. A cancelled order doesn't count, so cancel a student's order if you want it raised again.

2. Send them

When the list shows unsent orders, click Send orders. Each order is emailed to the student, or for a child to their parents, with a link to pay online. You can also send a single order from its row.

Orders are emailed only if your club has the Admin order created email template under Emails. Reminders use Admin order reminder. Without them nothing is sent, and SportyPlus tells you which template to add.

3. Record payments

• Paid online: the order is marked paid on its own.
• Paid by bank transfer: import your bank statement, or use Mark as paid on the order.
• Paid in cash: Mark as paid.

Marking an order paid issues its invoice; an Invoice badge appears on the row.

Chasing unpaid orders

Filter by Pending and use Send Reminder on a row, or select several and Send Reminders. A student's page also has Send reminder for each unpaid order.

Before chasing anyone, import your latest bank statement: until it's read, an order showing as unpaid may already have been paid. The dashboard warns you when your last import is a week old.

The orders list

Filter by status (Not sent, Pending, Paid, Cancelled), month and year, or search; the list starts on the current month. You can export it to CSV.

On each order:

• View order opens it to change lines or amounts.
• Cancel cancels it without emailing anyone.
• Delete removes a cancelled order.

Selected orders can be deleted together if none of them was ever sent or all were cancelled. SportyPlus asks before deleting, and a deleted order can't be restored.

Edit invoice design opens the email and invoice templates.

One order for one student

On a student's page, Generate order creates one month's order for one programme and emails it straight away, for example for a child who joined mid-month. It refuses a month that already has an unpaid order for that programme.

Bank statements

Academy Manager → Bank statements

Import the statement your bank gives you, and SportyPlus matches each incoming payment to an open order.

Importing

Click Upload a statement and choose the file:

• camt.053 (XML) is best.
• The bank's XLS, XLSX or CSV export also works. Columns are recognised by their headings, in English or Croatian: date, credit (or uplata, potražuje), amount, payer name, payer IBAN, payment reference (poziv na broj) and description.

Files up to 20 MB. The same file can't be imported twice. Only incoming payments are read.

Emailing your statements

If your bank emails you the statement, you can forward that email to SportyPlus instead of uploading the file.

1. Under Email us your statements, click Create an address. Your club gets its own private address, ending in @gun.sporty.plus. Click Copy.
2. Forward your bank's statement email to that address, with the statement still attached. To skip even that, set up a rule in your mailbox that forwards the bank's statement emails to it automatically.

The attachment is imported exactly like an upload, and its payments land in the same lists. The same rules apply too: a statement already imported changes nothing.

• Attach camt.053 (XML), or the bank's XLS, XLSX or CSV export. A ZIP of those files also works. Other attachments, such as a PDF copy of the statement or the bank's logo, are ignored. A PDF statement can't be read.
• Each attachment can be up to 10 MB.
• Recently received lists the last ten emails and what came of each: how many payments were read, already imported, no statement attached, or a file that couldn't be read.
• If you forward the email from the address you sign in to SportyPlus with as a club admin, you also get an email back with the result.

Keep the address private: anything sent to it is imported into your club. If it gets out, click Replace the address. The old address stops working straight away, so update any forwarding rule in your mailbox to the new one.

How payments are matched

The counters show how many were Closed automatically, how many Need a decision, and how many have No suggestion.

Deciding

• Need a decision: each proposal says why it was made. Confirm attaches the payment to the order; Not this rejects the proposal. Confirm all confirms every proposal at once, after warning you how many rest only on a name in the description. Match again proposes again for everything you haven't confirmed.
• No suggestion: search for the open order the payment belongs to and attach it, or choose Not academy income for payments that have nothing to do with the school.

A payment that covers what is still owed marks the order paid and issues the invoice. A smaller payment is recorded against the order, which stays open as partly paid.

Ask parents to use the payment reference printed on their order. Those payments close on their own.

Undoing an import

Discard the last import removes the most recent statement so you can import it again, for example after uploading the wrong file. It's refused once a payment from it has been confirmed or has paid an order. A payment that has paid an order can't be detached here; that needs a credit note.