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Invoicing from Sage

Discussion in 'General Support' started by Paul Osiecki on Nov 29, 2017.

  1. Paul Osiecki

    By:Paul OsieckiNov 29, 2017
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    We are using the payment portal from Sage for all of our events, currently 3 active events. When their invoice comes to the Treasurer, she cannot determine how to allocate the funds to the different events. I set up events with a "code" within ClubRunner. This should be passed over to Sage and placed on the invoice so that the Treasurer doesn't have to log into CR for a report. Is CR/Sage working on a possible solution for this? If not, can a monthly report be automated so that the Treasurer can allocate the funds appropriately. Thanks for your insight.
     
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  2. Zach

    By:ZachDec 4, 2017
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    Hi Paul,

    I apologize for the delayed response, let me do my best to address your questions.

    Each Event Planner or MyEventRunner Event should have an unique event code when processing payments. The Event Code should be prefixed to each of the order numbers that are processed by Sage. For example if your event code was OHP2017, each order from that event should be prefixed with that code OHP2017XXXXXXX. This is my understanding how this works, I am double checking to confirm that this is correct, and will follow up.

    You should also be able to pull reports from the Event Planner that covers these details as well, by downloading the payment reports.

    If you're still having issues, matching the payments up, please let me know.

    Edit: Update, I was able to test and confirm with our team. Here is a small screenshot of my test Office Holiday Part,. and i used OHP2017 as the event code 2017-12-04_16-08-35.png
     
    Last edited: Dec 4, 2017
  3. Paul Osiecki

    By:Paul OsieckiDec 4, 2017
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    Zach - thanks for checking and double checking into this one. One thing you are missing, the invoice from SAGE does not show any codes. You will have to go to your accountant to verify this or talk to Sage directly. I am referring to the invoice that Sage sends out on a monthly basis, showing credits and debits. My treasurer does not know how to post them without a code. Yes, she can log into CR and run a report but she wants to avoid this major step. Why can't you transfer that code to Sage and request Sage to print it on the invoice. Question for the other users: How do you handle this?
     
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  4. Zach

    By:ZachDec 6, 2017
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    Thank you for following up Paul.

    I think I understand the root of the issue now. I think the best bet would be to reach out to Rick @ Sage and touch base with him. I will show him this discussion and see if I can capture his thoughts on the matter.

    I am interested in hearing how other clubs are handling this.
     
  5. Zach

    By:ZachDec 11, 2017
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    Hello Paul,

    I apologize for the delayed response. I heard back from Rick on this but due to other circumstances wasn't able to follow up in the community as quickly as I should have. I also wanted to dig into the details as much as I can for you.

    From Sage's perspective, if you need dedicated and complete tracking for an individual event including all of the fees, the easiest thing to do is setup another account to process that event. The cost would simply be the 10 dollars per month to keep the additional processing account open during that time. Rick let me know that many Clubs and Districts opt for this and most only need 90-120 days, which would be 30-40 dollars for the event.

    Otherwise, to breakdown your event(s) by costs, I believe the easiest thing to do be to do an export from Sage, and break the costs down by purchase. You would have to calculate the total cost of each event, and then break that down into a % of the overall fees. From there, you can split the costs between the individual events.For example if you did 5000 dollars in total processing for all of your events and dues collect collection for a month, but 3000 of that was the Event, and 2000 was the Club dues, you can split the cost 60/40 for fees between processing.

    I hope that makes sense!
     
  6. Paul Osiecki

    By:Paul OsieckiDec 14, 2017
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    Thanks Zach for the follow up. I also talked with Rick at Sage. He thinks if ClubRunner would pass the "Event" data field to Sage, he thinks they could print it. He has some meetings coming up in January to discuss with his team and hopefully yours. For now, we will run the CR reports and divide up the money accordingly. Thanks again!
     
  7. Zach

    By:ZachDec 14, 2017
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    Hello Paul,

    Thank you for following up. We'll touch base with Rick and see what we can do regarding that.

    Please let us know if there is anything else!
     
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