As you may or may not know, I've been working on a new feature; "Accounts". This new accounts feature will allow you to track your club's accounts for both income and expenses, including profit and loss reports etc.

You will notice some slight changes to "One Off Fees" to accomodate this new feature. Now, one off fee categories can have sub categories so you can break down your income further.

For example, you could have the following one off fee categories and sub categories:

Swim Wear
  Hats
  Goggles
  Shirts
  Etc

Galas
  Entrance fees
  Etc

All one off fees and invoices that you have previously created will not change, but from now on you can add sub categories and assign invoices to those new sub categories.

Goto "Setup", "Finance", "Swim Fees". Click on a one off fee title to view/add sub categories to it.

Emailing Outstanding Fee Reminders

When a swimmer has one or more outstanding invoices, you can now send them an email reminder listing all their outstanding fees in one single email.

View the swimmers account page and under their "Outstanding Invoices" you will see a button titled "Email Swimmer Re Outstanding Fees" (if you are either an admin or have access to finance details).

Click on the button and a popup window will open that lists all their fees etc. Edit the email if required and click the "Send Email" button.

The following updates have been implemented:

One Off Fees
You can now add a one off fee for a swimmer from the swimmers details page as well as the "Add Invoice Period" page. (Admins only)

Click on the "Add One Off Fee" link at the top of the swimmers details page and a form will appear. Fill it in as you would the add invoice period page.

Invoice Credits
Sometimes, for whatever reason a swimmer may pay more than they should do for a given invoice. To have the system record this over payment, view the invoice in question and create a payment receipt for it entering the amount the swimmer paid.

For Example
Say your swimmers invoice was for £10 and they paid £20. Create a payment receipt from the "View Invoice Page" and enter 20 in the "Total Received" field.

When you click "Update Invoice" the system will recognise this over payment and store the remaining amount against the swimmers profile.

Next time you create an invoice for this swimmer, this credit will be taken into account and subtracted from the total invoice amount.

Finance Groups
Something came up when I was discussing the finance side of the system with a user. To cut a long story short, I've decided to add an extra field to the swimmers profile - "Finance Group".

Then, when you are running the invoice periods, you will choose finance group instead of teaching group. This keeps the finance system totally seperate from the teaching groups side and lets the people in your club in charge of swim times and teaching groups etc do what they want with them, and the person in charge of finance can keep everything seperate.

The following features / updates have been implemented:

Email Invoices
When you email an invoice to a swimmer either in bulk or manually, the email is now formatted like a proper invoice, instead of simply listing the details in the body of the email as before.

Outstanding Invoices
On the "Finance", "Outstanding Invoices" page, you can now search on swimmers name to make finding invoices easier.

I've removed the "Outstanding Invoices" from the group reports page. You can now only view outstanding invoices from within the "Finance" section (if you are an admin).

Emailed Invoice Date
The column "Emailed" when viewing outstanding invoices is used to show the date when the invoice was emailed to the swimmer.

One Off Fees
The system was incorrectly showing one off payments as "Annual Fee" when viewing the outstending invoices section on the swimmers profile page. This has now been fixed. Also, if it is a one off fee, the details you entered when creating the invoice for it are shown as well.

In-Active Swimmers
When a swimmer leaves your club, if you delete their account, all their invoices, swim times etc would also be deleted.

Now, when you set a swimmer as not active, all their records stay in the system, but no more invoices etc are created when you run an invoice period.

Invoice Periods
When you are creating invoice periods for monthly or annual fees, you can now select a group incase you only wanted to create invoices for a certain group.

One off Payments
Now, you can select an individual swimmer to create a one off invoice against instead of creating it for everyone.

Swimmers Logins
Now their photo is on their homepage above the club calendar (if you have uploaded one in their profile)

When they are viewing their PB times, their name is displayed on the popup page.

Group Reports
You can now select to show best swim times between two dates.

The following features have been added/upgraded:

Swim Times
The "Swim Date" and "Location" fields are now optional

Swim Fees
You can now set your swimming club's annual fees as well as monthly fees and create invoices for your swimmers.

You can also create one off swim charges if you need to charge your swimmers for something extra.

Invoices
You can now mark invoices as "Paid" in bulk from the outstanding invoices page to save time.

You can email outstanding invoices straight to the swimmers in bulk, or individually.

Swimmers Profile
We've added an extra ASA category (4).

Now when you are viewing a swimmers profile, only their name, address and photo are shown. To view the whole profile, simply click on the "Expand Details" link.

Members Only Page
Administrators can now update a page that swimmers, instructors and parents can view when they are logged in. Useful to post club updates, files, images etc