I've expanded the finance section to include invoice credits. If you have access to the finance section, goto "Finances > Invoices > Issue Swimmer Credits".

Select from the form options and click the check box next to the swimmers you want to issue a credit to.

Swimmer's credits will be displayed within their profile page under the "Finance" tab.

You can then either give the swimmer the cash next time you see them, or knock the credit off their next invoice etc

Once you have "issued" the credit to the swimmer, click on the credit date on the "Finance" tab of the swimmer in question and set the issued date. This is so you can keep track of when you gave the money (or whatever) to the swimmer.

You can also enter any relevant notes in the "notes" field.

Attendance Sheets

I've expanded the attendance sheet printouts a little. Now you can print 1 month, 2 months or 3 months at once.

Simply select the relevant link next to the session/group in question.

You can now upload a letterhead image so that when you are printing out invoice/fee reminders, your logo etc is printed on the letter.

Goto Setup > Letters and click on the “Upload Letterhead” link. Upload the image you want to appear at the top of your letters when you print them.

I've also slightly changed the letter layout. Now you can insert two special tags and the system wil replace those with the invoice details and the swimmer's name.

Enter the tag ##DETAILS## and ##NAME## anywhere in your letter and the system will automatically replace them.

Also, you can now print a consolidated invoice total on the letters instead of listing each invoice out. There is a new drop-down field on the letter form. Select from consolidated invoices or full invoices.

Note: You must edit your letters to include the new tags above before you print any more.

I've added a couple of new features today:

Outstanding Invoice Emails

You can now choose dates so that not all of the invoices are emailed to swimmers. Useful if you create your invoices early, then swimmers aren't asked to pay for a period that they haven't swam in yet!

Editing Swimmer's Details

Also parents can now edit more information for their swimmers. I've added the emergency contact details, school and allergies. It was also requested that swimmers are able to edit this information too. Please login and go to the SCM forums to post your comments on this because I suspect some of you may not want swimmers to have access to that information?

I have changed the layout of the swimmer’s page and "invoices" page  with the addition of tabbed sections.

Swimmer’s Profile

The swimmer’s profile page is now broken down into 5 main tabs. Basic Details, Expanded Details, Finances, Swim Times & Awards

All Invoices

The two pages, “All Paid Invoices” and “Outstanding Invoices” have been consolidated onto one page with 2 tabs – Outstanding Invoices and Paid Invoices

Exporting Swimmer's Details

You can now select which fields to include in the export like you can when running the best swim times report.

Outstanding Invoices

When you are viewing the outstanding invoices screen, you will notice a new icon next to the printer icon. Clicking this icon will export the invoices into an Excel file for you to save to your computer.

Some users were experiencing errors when they viewed an invoice period that did not have any invoices associated with it.

This has now been fixed.

Outstanding invoices
When you are viewing the main outstanding invoices page, the "Total" column at the bottom was not reflecting the correct total if you had invoices with part payments on them.

This is now displaying the correct total.

Club Letters
It was mentioned in the feature requests forum that it would be good to be able to send printed letters to swimmers for outstanding invoices etc.

This has now been added. If you are an admin, goto "Setup > Letters" and you can add different letters as per your requirements.

To print a letter for a swimmer, view their profile page and click the new button under their outstanding invoices near the top.

A popup window will open allowing you to choose the letter to print. When you click the "Print Letter" button, you will see the letter ready to print in the following format:

At the top right is the swimmer's name and address and current date.

Then the contents of your saved letter are displayed.

Then the swimmer's outstanding invoices/totals are displayed.

To print the letter, use "File > Print" on your browser's menu bar.

If you have any comments about this new feature, please post them in the SCM forums under the relevant topic in the "Feature Requests" forum.

I've added a new print view for the "Outstanding Invoices" page.

When you are viewing this page you can now choose between the following print views:

• Summary - Prints a summary of just totals.
• Partial - Prints a partial invoice view, one per line.
• Full - Prints full invoices, one per page.

I've also started a new topic in the "Feature Requests / New Features" form that I would like your thoughts on. It is regarding swim time conversion.

Please pop into the forum when you get chance.

I have another update on the back of the email all invoices feature yesterday.

It was brought to my attention that swimmers/parents might not want to receive multiple emails containing one invoice in each email. This could be a little annoying if a swimmer has a lot of invoices outstanding, receiving one email per invoice!

So, now there is an option to consolidate the invoices into one email per swimmer. This way, swimmers/parents only receive one email and inside this email is a list of all their outstanding fees (depending on what criterion you select).

The consolidated emails look like this:

Dear swimmer's name, the following fees are outstanding :

Outstanding Invoice # xxxx
Invoice Period : 20/03/2009 - 20/03/2009
Outstanding : £87.95
Invoice Type : One Off Fee - Swim fee
 - Arrears to end March 09
  --------------------------------
Outstanding Invoice # xxxx
Invoice Period : 15/05/2009 - 15/05/2009
Outstanding : £57.95
Invoice Type : One Off Fee - Swim fee
 - Swim Fees Arrears
  --------------------------------

and so on...

Navigation menu

The "Finance" section has been broken down into sub sections making navigation easier:

• Expenses
• Income
• Invoices
• Accounts

Emailing Invoices

If you go into the Invoices tab under finance you will see an "Email Invoices" link.

On this page you can send any combination of outstanding emails filtering by invoice types and finance groups.

Member Forums

I've added pagination to the members' forums so you can "page" through the forum topics and posts.

Outstanding Invoices
When you view the outstanding invoices screen, you will notice a couple of new fields at the bottom.

1) Payment Method - Choose between Cheque, Cash and Standing Order
2) Clear To Bank - Yes or No. This field is there in preparation for the new accounts feature and will allow you to "clear funds to the bank" so that when you reconcile your bank invoices against your accounts, they will be shown as cleared funds in the bank.

Cumulative Totals
There is also a new column in the table next to total - "Cumulative". This new field works out the cumulative total for each swimmer. When the page finishes loading, click on the "Swimmer" column to sort it, then you can see at a glance the total that each swimmer owes.

Note: Can take a few seconds to sort a large table.

Week Numbers
Also, when viewing the outstanding invoices, the current week number is now highlighted in red so you can easily see invoices relating to the current week.

Paid Invoices
When you view your paid invoices screen, when you click on the printer icon, the new field "payment method" is shown and included in the totals at the bottom.

Group Reports - Best Swim Times
Now when viewing best swim times report, you can add age from and age to so you can select an age group instead of one single age.

Swim Sessions
It has come to my attention that the larger swimming clubs need to assign swimmers to more than 5 sessions. This has now been extended to 10.

Invoice Periods
I was asked to include "Quarterly" as an option as well as Weekly, Annual etc. This has now been done.

Adding Swim Times
I was also asked if it was possible to allow swimmers to add their own swim times. This has now been done. To allow your swimmers to enter their own swim times, go to "Setup", "Club Details" and select "Yes" to the drop-down option at the bottom and click the update button.

This is set to NO by default so you do not need to change it if you do not want swimmers to have this function.

If any of you want me to input swimmer details for you, I can now import them. All I need is an excel spreadsheet with your swimmer details.

Contact us more information on this.

You can now create an invoice (one off charge) without leaving the "Outstanding Invoices" page.

When you view your outstanding invoices, there is a new column in the table. Click on the little icon next to a swimmers name and a popup will open to add a one off charge.

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.