A lesson registration can be paid in two ways: online at the time of registration (card or TWINT), or by invoice, sent afterwards by the club. This page explains what Plugin.ch does in each case, how to invoice registrations and how to check that everyone is invoiced once, and only once.

1The lesson setting

In the lesson form, Prices and payment section, the Type of payment sets what the family can do online:

• Invoice: they register, the club invoices afterwards;
• Credit card: they must pay online to register;
• Both: they choose.

With online payment, choose the Invoice group where payments are to be recorded: the registration's invoice is created in this group. Without a valid invoice group, the course cannot be saved with online payment.

2Online payment: the invoice is created by itself

When a family pays for a registration online (Pay now button or paid basket), Plugin.ch:

• records the payment on an invoice of the group chosen in the lesson;
• invoices the registration immediately: the lesson line is placed on that same invoice, which is therefore complete and settled;
• updates the line description (day, time, court) when you place the pupil in a group.

There is nothing to invoice again for this pupil: the invoicing buttons ignore them, since they are already invoiced.

3By invoice: invoicing the registrations

For a lesson For the season, open Manage registrations, choose the lesson and click:

• Invoice registrations: all registered people not yet invoiced, placed in a group or not (for example if you invoice as soon as registrations close);
• Invoice people who are in a group: only pupils placed in a group, whether the group is confirmed in the bookings or not (if you invoice after the groups have been built).

For a lesson For each session, the button is Invoice people in groups in Manage groups (price multiplied by the number of the group's lessons); for a lesson By presence, Invoice according to presence, at the end of the lesson.

The invoicing buttons of a lesson for the season.

Before invoicing, Plugin.ch checks two things:

• Lesson copied from one season to the next: if pupils already have a lesson line in the preceding lesson, it lists them. Invoice without them if the rate already invoiced also covers this lesson (annual rate); Invoice everyone if each season is invoiced separately;
• Rate not found: a person whose item, subscription or number of lessons matches no price of the lesson is not invoiced. Their name is shown: correct their rate (arrows on their card in Manage groups), then invoice again.

4Create and send the invoices

Each invoiced registration becomes an item to invoice linked to the person (Invoices module, Link an item to a member, filter Not invoiced), whose label and amount can still be edited. Then create the invoices in Manage invoices: the pending items are added to each person's invoice. Tick Group family invoices for one invoice per family and to apply family discounts. See Create invoices and Tennis lesson invoicing.

5Checking

In Manage registrations, the Payment column and its chips (All, Paid, Partial, Unpaid, Not invoiced, In a group, not invoiced) show where each registration stands; the exports follow the chosen filter.

The Invoice control button brings together the lesson's checks: pupils placed but not invoiced, registrations without a group, overdue unpaid invoices, registered people without an invoice, people invoiced twice or invoiced without being in the lesson, and pupils missing from their group's lessons. See Invoicing check and Youth and Sport export.

6Mark as not invoiced

The Mark as not invoiced (n) button only appears if there are still registrations marked as invoiced without a linked invoice, or invoiced at an amount other than their rate. It lists them before acting and sets aside, without touching them, the normal cases: registrations copied from a lesson already invoiced, pupils invoiced in the previous lesson (“Invoice without them”) and amounts adjusted by hand on the invoice.

After confirmation, the listed registrations go back to “not invoiced”; those invoiced at another amount immediately lose their line on the invoice (payments remain). Invoice registrations then invoices them at the full rate, on a single line.

7After invoicing

Change of rate or lesson, or unregistering: the invoice is adjusted according to its status (unpaid, paid, posted). See Changes during the season. A refund is never automatic: it is decided with accounting.