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dtseiler

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 #1 
Our association treasurer came to me with a couple of questions/requests.

  1. Is is possible to split an invoice between accounts? This is basically when the player's parents are separated but both paying. I'm assuming the split isn't amicable to the point where one won't just pay the other.
  2. Is it possible to print an invoice so you could physically hand/mail someone an invoice? For reasons that I don't understand, some of our members use "burner" emails for their SE profiles and never check them. On top of all the other issues that I ranted about to him, they also don't receive invoices. So he just wants to be able to snail-mail them one or put it in their hands like a subpoena. Might also apply to the issue in question #1.
Don.
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JakeVann

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 #2 
Hey Don, very good questions! 
 
1. While we don’t support the ability to split an invoice to multiple recipients, there are other workarounds you and your treasurer can employ to achieve the same result. Our recommended best practice is to send the invoice to two recipients (parent 1 and parent 2) with the necessary price adjustments so each parent only pays what they need, but your organization is still able to collect the full amount. 
 
You could also apply partial payments to an invoice. This means parent 1 could receive the invoice, pay their part and forward the invoice on to parent 2 to pay the remaining amount. 
 
2. As a technology company we try to streamline efforts of our customers and their users with as many digital solutions as possible. That said, printing invoices is something we’re actively discussing to help organizations bridge the gap. 
 
In the meantime, as an administrator you do have the ability to apply an online payment to an invoice. This way, you can collect the payment information from the recipient and apply the payment on their behalf. Check out this help article which will walk you through how to apply an online payment - http://help.sportsengine.com/customer/portal/articles/2410919
 
Last note Don, I see you’re quite active in the forum so I wanted to make sure you’re aware of a new section we’ve added. Since we’re constantly releasing new technologies, we’ve added a ‘Product Updates’ section here - https://communityforum.sportngin.com/?forum=402577. Every two weeks we breakdown by product what new functionalities are available. Check it out and let us know what you think!
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jim

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 #3 
Hey Don,

To add a bit to Jakes points.

1) Send the invoice to parent one. They can pay a portion and then forward the bill to the other. When they go to pay it will show the remaining balance that they can then pay. Keeps you out of the business of figuring out what amount each person is required to pay.

2) You could take a screenshot of the invoice and then print it out. I've used the "pay online" screen alot to both send a direct link to the invoice to a parent (use this when they say the didn't get it), as well as to take a screenshot for those who just can't print out the original sent to them. In the bill area, here's where you get to the "pay online" feature. FYI, I use that to input the check details for any checks mailed to me so it's all processed and logged in the system. I don't have time to go to the bank. 

Screen_Shot_2018-05-25_at_12_00_33_PM.png 




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Jim Dahline
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Chris Jones

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 #4 
Did the ability to make partial payments get removed?

I have parents who want to pay down their bill sporadically and they can only pay the full amount.

I've used payment plans, but I have to keep voiding the invoices and re-entering a new payment plan because they can't meet the terms.

Things would be so much easier if parents could pay down the bill when they are able. No need for payment plans then.

PayPal invoices do this and it is wonderful.

-Chris
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jim

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 #5 
Chris, you can edit the amount owed and date due of any payment. 

Help article: https://help.sportsengine.com/customer/en/portal/articles/2951649-edit-payment-plan-in-an-invoice?b_id=16263 

Here's an older video that you can jump to about minute 25 to see as well. 


The ability for parents to pay what they want when they want has been replaced by this feature. 

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Jim Dahline
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Chris Jones

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 #6 

I have a small percentage of families who are able to pay their bills sporadically. It is not uncommon for them to make a payment and then want to make another one a few days later when they get paid again. They literally want to pay us before they spend the money elsewhere.

I feel like you guys created an elaborate solution for a problem that didn't exist. With the ability to make partial payments, the work to manage payments is put on the parent. They pay what they can, when they can and their account balance is tracked with an overall due date.

With this payment plan system, the work is now put on me, the admin, to edit payment plans repeatedly. There is email traffic flying back and forth between coach and parent about modifying plans. It is grossly inefficient. And since the number of payments in the plans can't be modified after an invoice is sent, it requires invoices to be voided and reissued.

I have done it the other way... PayPal allows partial payments to be enabled for their invoices.
Parents manage their accounts and there is little work for me to do.

Most often, the simplest solution is the best... partial payments.

-Chris



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Chris Jones

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 #7 

And by the way, partial payments could have coexisted with payment plans.

Allow partial payments for single payment invoices, but disable it for a payment plan.

-C
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jim

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 #8 
Thanks for the feedback Chris Jones, I'll share it with the product team.

Leaving an open account balance where parents would pay as they desired may be desirable for some, however, the cash flow consistency and auto-payment features (as well as the editability in the payment plans themselves) was something an overwhelming amount of feedback asked for during our beta and early customer periods. 

Your parents could always go in and pay today a bill that is due in the future. Additionally, if you collect from them you could assign a credit. 

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Jim Dahline
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Chris Jones

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 #9 
I don't want to belabor the point here, but I do want to add some more info on how we operate so it makes sense why we would want the partial payment option back.

First, we have 20-25 club teams every year. Each team has a different budget based on what leagues and tournaments they play in, so each team has different fees.

We issue a set of invoices for each team in October for roughly half the total fees with a due date of Nov 1.
Then we issue another set of invoices in Feb due March 1.
Our cash flow consistency comes from our fall and spring payment schedule.

The reason we do this is because the final fees for the team aren't really set until Feb when we know which tournaments they were successful getting into. So we can't use payment plans, because the final amount isn't known ahead of time.

For the majority or folks, they receive their bill and pay it in full immediately. But then there are those that need payment plans.
And here is where things breakdown. Every situation is different and I end up building 3 payment plans, 5 payment plans, etc. etc.
I have to void their original invoice and recreate it as a series of payments. In some cases, after a few payments, they need it restructured and I have to void it again.

It would so much easier to have a discussion with the family and tell them to work on paying it as they are able.
The invoice would remain marked past due and I would have nearly zero work to do.
They would simply apply payments until the balance reached zero.

Again, PayPal does this by allow an admin to check a box to "allow partial payments".
It is a special option, not the default, and would make handling this small number of special cases much easier.

-C








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