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2019-05-14:

Note: Text covers an earlier version.

Economy and Invoicing

Updated: 2019-05-14

MeOS can create an invoices and an economic summary for the entire competition. The invoices are based on the fields Card Fee, Entry Fee, and Paid (see the page Competitors, Table Mode). Some forms support the option Rent Card, which means that the card fee is put to the value defined in Competition Settings.

There, you will also find contact information for the organizer, bank account number, and so on, needed to create the invoices.

Automatic Handling of Entry Fees

MeOS handles entry fees according to the following rules:

• On the page Competition, you enter normal fees for youth classes, normal classes and elite classes. You can also enter a last date for normal entry and a fee raise in percent for a late entry.
• When you add a new class, the fields Entry Fee and Late Entry Fee gets values according to the competition settings and type of class. In addition, there are fields for a reduced fee, which may be used for children and elderly people. You can set age limits under competition settings.
• If you import a IOF-XML 3.0 entry file, it may contain fees that overrides your settings.
• A new competitor automatically gets a fee from the class settings, entry date and age (if available, no fee reduction applies if age is missing. In classes where the fee depends on age, extra care must be taken to check and adjust the individual fee.)
• If you change fees under Competition Settings, you have will get the option to update all fees for existing competitors and classes. If you change the fee for a class (Quick Settings, the page Classes), you get the option to update the fee for the class members.

Checking Fees

The report Unexpected Fees on the page Lists compares the actuallt assigned fee with the automatically computed fee for each competitor. If it does not match, the name, club, class (and year of birth) is shown.

Manual Fees

If you didn&[Unknown function 039;t]enter or got all fees from start, there is a tool to manually assign fees. You find the tool on the page Clubs under Fees. Here you can select a class type, a lower and upper date limit, and the possibility to apply an age filter. You can also select to only assign fees to runners with no assigned fee. To show which runners you settings would apply to, select Show Selected Competitors. To assign the fee to the selected competitors, click Assign Fees. To clear the fee, use instead Reset Fees.

Invoicing

To create an invoice, select a club from the list (the page Clubs) and then Invoice. The invoice number is the club number. If you want to create more than one invoice at the time, there are several options. Click Create Invoices and select a function from the list:

• Print All creates a printing job with all invoices. The invoice number is a running number. The last page contains a summary with all invoices.
• If you select export all to HTML or export all to PDF you will first be asked to choose a folder. The invoices are saved there, named by the club. The summary is shown, which you can print or create a PDF from.

The function Summary brings up the summary without actually creating the invoices.

Invoice settings

Invoice settings takes you to a page with various settings. First invoice number lets you provide a first invoice number, all invoices are numbered sequentially starting with this number. Organizer and Payment details are used to create the invoices. You may supply exact Coordinates in for the address field, to fit it to a certain envelope. You can also supply Custom text lines that print on each invoice.

Fees for Relays and Multi Day Events

For relay and patrol competition, you can assign each competitor an individual fee, so that the fee for a team / patrol is the sum of the individual fees. It is also possible to add a fee for a team or patrol explicitly.

For competition with several stages, you should assign the total fee to each competitor, and only use the last stage to generate invoices. Otherwise there is one invoice for each stage. (If the majority of the competitors only run some of the stages, it might be easier to have separate invoices.)

When you transfer results to the following stage, you can transfer direct entries to persons with status Not taking part. In that way, it is possible to get them into the final economical summary, see Competitions with Several Stages.

Contents

1. Modes of Payment