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Using Custom Invoice Item Categories

Article ID: 204
Last updated: 10 Jul, 2020
Revision: 2
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RefTown allows each non-game line item on an invoice to be categorized into any number of organization definable categories.Using such categories can allow an organization greater flexibility with managing finances. They can also be used to control what items are counted towards an official's 1099 income.

Categories are not needed for game line items on invoices....they are automatically included in a "game" category.

To create a category...

  1. Go to Admin -> Configuration - Finances
  2. Click on "Invoice Categories" (either under the officials or the schools sections)
  3. Click on 
  4. Enter a Category Title
  5. Enter an additional description if desired (not required)
  6. Select whether items in this category should be included in an officials 1099 income.
    • The same category can be used in either official or school/team invoicing but this option will have no effect on a school/team invoice.

When adding a a custom invoice items, choose one of available categories. Custom invoice items without a specified category will automatically be included in a miscellaneous category.

CATEGORIZED INVOICING SHORT-CUT

When you are looking at a list of invoices for officials or schools/teams, you can quickly add a custom item for each of the listed invoices.

To do so, click the checkboxes for all of those you wish to add an invoice item to. Then, click . This will initialize the custom invoice page with the names of the officials/schools/teams preselected.

AUTO INVOICING

Invoice categories can be configured to be auto-invoiced on official or school/team invoices. When enabled, an official/school/team, when otherwise invoiced, will automatically have a custom line item added for the category if that official/school/team has not yet reached the limits for that category.

  • The amount to be added/subtracted is defined in the category configuration.
  • You can specify how many times it should occur.
  • You can specify a maximum dollar mount to be applied over the course of multiple invoices if you it is configured to occur multiple times. If the maximum dollar amount is not yet reached but a new entry would exceed the maximum, the new entry is reduced to an amount to reach the maximum.
  • All prior entries in a category, whether manually entered or automatically entered, count towards the maximum.

Example 1: You've configured a category called "Dues" to auto-invoice officials 1 time for negative $50. You create invoices for games covering week 1 of your season. Any official working in those two weeks would get a charge of $50 added to his/her invoice. Next, you create invoices for week 2 of your season. In that second week, 30 of the officials were previously invoiced in week 1. Those officials will not get a new charge for dues. However, there are 10 additional officials that had not worked in week 1. Those 10 officials will get a deduction of $50.


Example 1: You've configured a category called "Dues" to auto-invoice officials 2 time for negative $50 with a maximum of $75. You create invoices for games covering week 1 of your season. Any official working in those two weeks would get a charge of $50 added to his/her invoice. Next, you create invoices for week 2 of your season. In that second week, 30 of the officials were previously invoiced in week 1. Those officials will get a new charge for dues. However, since a 2nd charge would exeed the maximum, the 2nd deduction will be for only $25. The 10 additional officials that had not worked in week 1 will get a deduction of $50.

Also read
item Creating custom invoice items
item 1099 Requirements and Preparation
item Transferring Invoice Information from the archives or other sources to be used for 1099 generation

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1099 Requirements and Preparation       Preparing Your Organization, Invoices, and Officials for 1099...


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