DotGolf Membership System Migration

This document serves as a reference for golf clubs interested in migrating from another accounting/subscription system to the DotGolf membership system.

Steps for clubs integrating with Xero (optional) are marked accordingly [Xero]

To be done in Xero by your Xero adviser or accountant 

To be done by the club

To be done by DotGolf

1. [Xero] Transfer & setup Xero Accounts (excluding member subscription information)

• DotGolf does not support Xero directly. Clubs can use their accountant, or alternatively find a Xero adviser/consultant who can help with the migration. DotGolf can suggest some contacts previously used for accounting migration.  (Xero also has a lot of online help videos and documentation)

2. Identify line in the sand for the changeover date

• It does not really matter what time of year this date is. It could be the clubs end of financial year, end of subscription year, or any other nominated date.
• The key thing to mention here is; after this date, nothing should be reconciled in their old accounting system until the migration to DotGolf is complete and balanced between new and old. 

<< DOTGOLF ENABLE NON PLAYING PRODUCT FOR CLUB >>

3. Ensure members are setup in the correct category

• Create any new categories necessary. Setting up subscription amounts for the categories is done at a later step.
  • If setting up a new category, you need to ensure the new category has the necessary playing rights in the "Category Limits" section. E.g. Ensure the days and times of the week are setup correctly. Otherwise when you change members into the new category they will be unable to print scorecards etc.
• Allocate each member to the correct category. This can be done individually, or by bulk. We suggest this is done in bulk by following these steps:
  • Go to the Members tab in DotGolf Live
  • Click “Search"
  • You will see a list of members created below (all your members). This will allow you to multi select (using the check box) all the members you want to change to a specific category.
  • Once you have selected all the members to change to a particular category, click “Bulk Admin” at the bottom of the page
  • On the following page, you want to update the club category – and select the category you are changing your selection to.
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  • NOTE: This bulk operation can only be performed before the Subs product is enabled for the club.

<< DOTGOLF ENABLE SUBS, BULK EMAIL PRODUCTS FOR CLUB >>

4. Identify whether your club is Periodic or Cyclical

• For Periodic clubs, we need to enter the subscription Start and End dates. 2 dates need to be added here:
  • The upcoming financial year (to allow us to setup the categories for the upcoming financial year)
  • The current financial year (to allow us to assign opening balances to the current financial year)
• For cyclical - no subscription Start and End dates need to be setup. The start dates are applied to the category at time of category setup. 

5. Setup club subscription Items

• Setup the main items used by the majority of clubs (Base Subscription, NZ Golf Levy, District Levy, Admin Fee). The club can let us know if they need other items, and we can add them for them. We have the majority of items already in our database, therefore try not to add duplicates if they already exist in the list.
• Enter default amounts to any Items
  • NOTE: Base subs item can be ignored, because this will be a different amount for every category. So this is set on category level, not as a default amount)
• [To be done in Xero] Setup the item codes in Xero – NZG and District Levy can be separate items or combined, or combined into the Base Subscription.
• In DotGolf Live, assign the corresponding Xero account codes in Settings, Subscription Line Items.

6. Setup your club membership categories and subscription amounts for the upcoming subscription year

• Setup any non-playing categories of membership (DotGolf to enable this for your club).
• Life members can be setup as a non-invoicing category.
• Corporate categories can be setup if necessary with $0
• Export the following from the current system: 

         - Opening balance report (as of line in the sand date)

         - List of Direct Debit payees, with the schedule payments and account numbers

         - Members joining date (when members joined the club)

         - List of members who have carts, trundlers & lockers etc

•  End of Financial year date.

7. Complete DotGolf subscriptions opening balances import form

• This step can only be done after the date identified in Step 2. (Otherwise the balances will change as members pay, and the process will need to be done all over again)
• Enter any outstanding balances (positive or negative) as at the date identified in Step 2.
• For cyclical clubs only - Enter the date when the member will next have their subscription renewed (so we know when to create the subscription going forward)

<< DOTGOLF CREATE INVOICES FOR OPENING BALANCES FOR CLUB >>

8. Create a customer in Xero called "Subscriptions".

• All subscription invoices are allocated to the Subscriptions customer in Xero. Invoices are generated within DotGolf, with the membership number and name in the reference for easy find and match during reconciliation.
• Do not create individual members as customers in Xero. Members are managed in DotGolf, with Xero reporting on a Subscription customer balance.

<< CLUB TO INFORM DOTGOLF OF THE As At Date for the Balance Transfer >>

<< DOTGOLF ENABLE XERO INTEGRATION, ESTABLISH LINK FOR SUBSCRIPTIONS CUSTOMER, SET INVOICES TO BE DRAFT, AND IMPORT OPENING BALANCE INVOICES >>

9. Create any credit notes in Xero for members that have a negative opening balance as at the date identified in Step2

10. Import credit notes into DotGolf, and assign to the relevant members

11. Setup and customise your invoice details

• GST number, direct debit information, header/footer text with information about spread payment admin fees, club logo etc.
• Before generating new invoices.

        - Add carts, trundlers & lockers etc to players

        - Set Default payment Schedules against players that require this if it has not already been set.

        - Setting DotGolf up as an adviser in Xero (this is used to assist clubs with queries)

12. Club to send their Xero Network key for streamlining DotGolf invoices to the club

https://help.xero.com/nz/X2XSendKey