Handling overpayments and prepayments in Xero and DotGolf

Receiving money as a prepayment or overpayment

A common way of receiving money is via the Xero Bank Reconciliation screen; although you can also create pre- and overpayments elsewhere in Xero.  Locate the bank transaction you'd like to reconcile, and then click Create Tab:

Then Add Details:

Please note that these steps have to be completed, otherwise DotGolf will not import the prepayment or overpayment transaction:

1. Select "Prepayment" or "Overpayment".  (the default is Direct Payment which is used when you are receiving money against an existing unpaid invoice)

2. Select your club's Subscription contact, NOT the member's name (which is the default)

3. Enter the full 7 digit membership number with no spaces or other characters.  This is very important as DotGolf uses this to identify the member and allocate the money.

4. Select the account to code the money to (this is only necessary for prepayments)

DotGolf will take between 1 and 5 minutes to import the data automatically.  Once completed, a note will appear on the DotGolf Live Dashboard letting you know that you have credit notes to allocate:

5. Click on the ASSIGN link, then verify that the members we've matched are correct.  You can optionally find other members by clicking the Select link on the right.  When done, click Save Changes.

6. Prepayments and overpayments are now visible on the Member Statement:

7. They will also be included in the Member Balances Report (among others), and the member will be able to see the line on their statement online.

Correcting Mistakes

If you make a mistake while creating a pre- or overpayment, simply use the Xero Remove & Redo option to delete.  Then you can start over and create a new pre- or overpayment.

Cash Refunds and Allocations

You may also issue cash refunds for pre- and overpayments, and allocate their balances to existing invoices.  These changes will automatically be imported into DotGolf and reflected in reports as appropriate.