Essential Hints & Do Not's for Subs

The Do Not's

1. Do Not create or edit subscription invoices in Xero with the contact’s name “Subscriptions”. This will not sync back in to DotGolf
2. Do Not edit an invoice amount in Xero, this will not sync back to DotGolf
3. Do Not change the existing customers name on xero. Please leave it as “Subscriptions” in xero, once it has been created.
4. Do Not void a credit note, pre-payment or overpayment without removing it from the player in DotGolf and/or the invoice in xero 
5. Do Not create an invoice at a minus amount, as it will not work

If you need to make changes to an invoice, please void it in Xero first, wait for the sync to DotGolf so the invoice in DotGolf voids as well and then make the changes to the invoice In DotGolf and Create the new invoice.

Essential Hints 

1. Check and Apply all credit notes, prepayments and overpayment status before locking the accounts for the month or year -
2. Check that DotGolf and Xero amounts match before locking account
3. Clubs can apply credit notes, prepayments and overpayments in Xero as they will sync back into DotGolf, providing the ‘To’ customer is set to the “Subscriptions” customer.
4. Remove all Credit notes, Pre-payments and overpayment from member in DG and invoices in Xero before voiding them
5. Cash refunds can be applied to Overpayments & Prepayments & Credit Notes
6. Prepayments, Overpayments and Credit Notes need to be allocated to the member first before applying cash refund in Xero.
7. If you are unsure of an invoice, payment or if it will sync between the two systems, please call DotGolf for advice.

If you are unsure of a process, please contact DotGolf