Byga Invoice Management Document

Please click the link for Byga Invoice Management documentation.

The following are the key points covered in this document:

• Overview of Invoice Management Module: Byga's invoice management module is leveraged by various workflows including Team Invite Registration, Custom Forms, Programs (Form Based) Registration, Tryouts, and Custom Invoices.
• Invoice States: Invoices can have various states: Created, In payment, Captured, Suspended, Terminated, and Pending.
• Payment Screens:
  • Credit/Debit Payment Screen: Allows users to view payment amounts and enter credit/debit card details, with an autofill profile option and Stripe Link integration.
  • eCheck Payment Screen: Guides users to enter bank information via Plaid for eCheck payments.
• Accessing Invoices: Existing invoices can be accessed via the Consolidated Financial Center, workflow management, a Player's invoices tab, or a User's billing tab.
• Invoice Sections: Invoices display Invoice #, status, registration name, user information, invoice items (with adjustment details), and payment info (manual, automatic, offline payments, and failed payment dates - New in 4Q2024).
• Invoice Controls - Notes and Player Controls:
  • Notes: Allows administrators to add annotations to an invoice for collaboration. Many actions are automatically annotated.
  • Send Notice: Resends a link to the invoice to the user via email.
  • Profile: Links to the Player Profile.
  • Payments: Provides a list of payments associated with the player for all invoices.
• Invoice Controls - Transaction Controls:
  • Charge Now: Manually charges overdue installments, appearing when there's a failed payment.
  • Offline Payments: Used to document manual payments (e.g., paper checks). New in 4Q2024, offline payments can cover any amount up to the remaining balance, consuming full installments and reducing the next installment if there's a remainder.
  • Refunds: Provides refunds from existing invoice payments, with options for full or partial refunds (only one refund action per installment), and choice of installment status after refund (remain paid or become unpaid). New in 1Q2024, Refund Categories are available.
• Invoice Controls - Status Controls:
  • Suspend/Resume: Temporarily pauses or resumes installment payments.
  • Terminate: Cancels payment collection when no further payments are expected (e.g., player leaving the club), making no further processing possible.
  • Allow payment method change: Enables an admin to change the payment method for invoices with installment plans.
• Invoice Controls - Adjustment Controls:
  • Fee Adjustments: Allows administrators to add or delete adjustments (e.g., scholarships, volunteer credits) to an invoice. New in 1Q2024, Adjustment Categories are available.
• Invoice Controls - Edit Installment Plan:
  • Applicable to Invite Based Registrations with active invoices and at least one paid installment.
  • Allows editing due dates of future installments. If an installment is deleted, the amount is equally distributed to remaining future installments. Past due installments can be edited.
• Miscellaneous:
  • Permissions: Specific "Update Invoice" and "View Invoices" permissions exist, in conjunction with workflow-specific permissions, and can be customized based on club roles (e.g., Registrar, Treasurer, Controller).
  • Process Considerations: Emphasizes limiting permissions for payment management (adjustments, refunds) to one or two individuals, with active oversight from others.