The team ledger and chasing payments

In the tournament admin menu, open Economy and then the ledger entry (Kundereskontro). Older help articles and some languages call this page "Account summary" / "Oppsummering" — it is the same page.

To open it you need a login for that tournament that is allowed to work with the tournament's economy, or that is allowed to edit all teams in the tournament. A login limited to one club's own teams does not get the ledger.

If the whole Economy menu is missing, the tournament is not set up with an economy module, or your login does not have economy rights.

Individual actions need a little more:

The table has one row per team, and the headings are stacked in two rows: a group heading on top and the individual columns underneath. The groups are Team info, Contact Info 1, Contact Info 2, Ekstrainfo, Arrival information, Registration fee, Services, Facilities, Deltakerpremier, Show services and Kamper. Only the first, the registration-fee and the services groups are shown by default; the rest are switched on from the checkboxes above the table.

Team info — team ID, team name, club, class, the level when the tournament uses class levels, a clock icon if the team is on the waiting list, and whether the registration was completed. A red trash icon in front of the team name means the team has been deleted or withdrawn.

Registration fee — six columns, in this order:

Services has the same six figures for ordered services, plus "Ant tj bestilt" — the number of services the team has ordered.

Cells written in amber are clickable and open a window for that team: the team name opens the team editor, the paid amounts open the team's Economy tab, the invoiced amounts open Invoices, and the number of services opens the Services tab.

Two practical limits: only the team ID, team name and club columns have their own search boxes, and only some columns can be sorted (team ID, team name, class, completed registration, registration date, the two deadlines and the two reminder dates). Amounts that are calculated on the fly cannot be sorted.

Above the table there is a band of clickable summary tiles, headed Summary — whole tournament with a Show / Hide link (collapsed, it becomes a single line of headline figures, and your choice is remembered). The tiles always count the whole tournament — they never follow the filter you have applied to the table, so the headline figures stay stable while you work.

Tiles only appear when they mean something for your tournament:

• Outstanding registration fee — the total still owed, and how many teams owe it.
• Outstanding services — the same for services, with the total value ordered.
• Overdue — the amount past its deadline, split between registration fee and services, plus how many of those teams have never been reminded. If you may send reminders, the tile also offers Send reminder to these, which opens the reminder window pre-loaded with exactly the overdue, never-reminded teams.
• Due within 7 days — what is about to fall due.
• Paid — total paid with a progress bar and the percentage of everything billed.
• Not invoiced — teams that owe money but have never been invoiced.
• Registered teams — the total, split into confirmed teams, teams on the waiting list and incomplete registrations. Each part is clickable on its own.

Clicking a tile filters the table to exactly those teams. The click is never destructive: a Previous filter button appears next to the controls and puts your earlier filter back.

Details opens a summary window with the economy per stream (fee, invoiced, paid, outstanding for registration, services, credits and total), how much has been paid per payment channel, the reminder status, and a small graph of payments over time. The registration-fee and services rows, the "paid without an active invoice" line and the "Overdue - not reminded" row can be clicked to filter the table to exactly those teams; the payment-channel figures link to the invoice and payment screens instead.

One wrinkle: the amounts in the tiles and in the Details window are still printed with a "kr" prefix even when the tournament uses another currency. The amounts themselves are correct — only the prefix is wrong. The columns in the table below do use the tournament's own currency.

The figures are cached for about a minute, so a payment you have just registered can take a moment to move the tiles even though it is already correct in the table row.

The Quicksearch dropdown above the table is the fastest way to get to the teams you want. Choosing Alle clears it. The presets are:

Except for the last five, the presets only look at active teams — deleted, incomplete and waiting-list teams are left out so a reminder run does not chase someone who withdrew.

The filter button next to it holds the ordinary filters:

• Show deleted teams — "Hide deleted teams" by default; switch to "Show all teams" or "Only deleted teams".
• Completed Registration — set to completed registrations by default.
• Venteliste — all teams, only waiting list, or only active teams.
• Klasse — one class at a time.
• Has outstanding balance — a simple on/off for anyone who owes anything at all.

The quicksearch dropdown and the filter panel drive the same setting, so whichever you use, the filter chips, the saved views and the exports all agree with what is on screen.

Three checkboxes sit directly above the table:

• Group by club? — groups the rows by club instead of listing them flat. It is the same setting as the table's own grouping control, so the two can never disagree.
• Show contact info? — reveals the team leader name, e-mail and mobile columns (two team leaders, in two groups).
• Show services — reveals one column per service, so you can see who ordered what.

The Page Settings button holds five more: Show ekstrainfo?, Show arrival information?, Show facilities?, Show participant awards? and Show matches?.

Each of these simply switches a block of columns on and off in the table's own column chooser, so you can also pick individual columns there. Whatever is visible on screen is what the "Export visible rows" spreadsheet contains.

Your choice of columns, the filter, the grouping and the search text can be stored as a saved view — see the next section.

The Custom Settings button stores the way you have set the page up so you do not have to rebuild it every time.

To save one: set up the columns, filter, grouping and search the way you want them, open Custom Settings, type a description and click Save this view.

Each saved view in the list has three buttons:

• Use — applies it now.
• Update this — overwrites it with the way the page looks right now (it asks "Override the current user defined setting?").
• Delete — removes it (it asks "Are you sure?").

A saved view holds the visible columns, the filters, the grouping and the search text.

Two things are worth knowing. Saved views belong to the tournament, not to you personally — as the panel itself says, "You can save the columns you have selected here, to share the current view across the team", so everyone who can open the ledger for that tournament sees and can use the same list, and can also change or delete them. Which view is currently active, on the other hand, is remembered per person: the view you last chose is applied again the next time you open the ledger, marked Current view.

Tick the teams you want (or use a quicksearch preset first and then select all), and choose Invoice / payment reminder. The window that opens is the confirmation — nothing is sent until you press Send.

What you choose:

• Include registration fee and Include services — one or both. Each tells you how many of the selected teams actually have something unpaid in that stream. If you tick neither, nothing is sent and you get the message "Select registration fee or services".
• Generate & attach PDF invoice — decides between the two ways of sending, see below. It is only offered when the tournament actually produces PDF invoices for the stream you picked.
• Send as — New invoice or Reminder. This appears on the PDF route only.
• Registration fee due date / Services due date — the due date printed on the invoices produced in this run. These are prefilled from the tournament's own deadline settings, and, as the field says, apply "for this run only — it does not change the tournament deadline settings".
• Send to — Email (PDF attached) and/or SMS (link to invoice), on the PDF route.
• Message — required. It is prefilled with the tournament's standard reminder text, or with a default line if none is set.
• Tag this message — only on the plain reminder route, and only if the tournament uses message tags. Tags are deliberately hidden on the PDF route because they would not be recorded there.

The two routes

• With PDF invoice. Profixio generates or reuses an invoice for each team and sends it. A team that has no invoice for the amount it owes gets a new one; a team that already has one gets that one again, as a reminder if you chose Reminder. A progress panel appears under the table while the run works through the list, and it names any team where the invoice, e-mail or SMS failed. Choosing New invoice for teams that already have an invoice is how duplicate invoices happen — that is why the shortcut from the Overdue tile preselects Reminder.
• Plain reminder, no PDF. Each team gets a reminder message with a link to its payment page.

Both routes quietly skip any selected team that turns out to owe nothing in the chosen stream, so it is safe to select a whole page of teams.

One difference matters when you are working through the overdue list: the plain reminder route stamps the team's "last reminded" column (and moves that team's payment deadline to the tournament's current deadline for that stream), so those teams disappear from Overdue - not reminded. The PDF route records the reminder on the invoice itself, as a numbered reminder invoice, and does not stamp the team's reminder column — so a team you have invoiced by PDF can still show up as never reminded.

A practical order of work, if you are chasing money after a deadline: first Should be remainded - Registration fee, remind those, then Should be remainded - Services — the two deadlines are usually different. Invoice for Registration not created finds the teams that never got as far as having an invoice at all.

If the Invoice / payment reminder button is missing altogether, either your login is not allowed to edit teams, or the tournament can no longer send e-mail: Profixio stops outgoing mail for a tournament roughly six months after its end date, so very old tournaments can no longer be chased from here.

On the plain reminder route the people registered as administrators for the team get an e-mail (and a notification in the app, if they use it). The subject is the tournament name in square brackets followed by "Missing payment for" and the team name with its class. It greets the team by name and class, repeats the message you typed, lists the unpaid registration fee and/or services with the amounts, and ends with a Complete your payments button that opens the team's own payment page. No PDF is attached on this route, and no SMS is sent.

On the PDF route the team gets the invoice itself: an e-mail with the PDF attached, and/or an SMS with a link to the invoice, depending on what you ticked under Send to.

Everything sent is recorded on the team, so the team's dialog and event log show what was sent and when.

When a team pays straight into the organiser's bank account, or hands over cash at the desk, you have to tell Profixio about it — otherwise the team keeps showing as unpaid and keeps getting reminders.

From the ledger:

1. Open the row menu on the team and choose Economy.
2. Click Register payment.
3. The two amount fields — Påmelding and Tjenester — are prefilled with exactly what the team still owes. Change them if the team paid a different amount, and set the other one to 0 if it does not apply.
4. Set Dato to the date the money actually arrived (it defaults to today) and write what it was in Kommentar.
5. Click Lagre, check the summary in the confirmation window, and confirm.

The payment is registered immediately and the team's outstanding amount drops. The team's invoices are brought back into line at the same time — for services, an over-invoiced team gets a credit note automatically.

Notes:

• The check-in desk uses the same form (via the team's Economy tab), so a payment taken at arrival lands in the ledger the same way.
• If you see "Payments have been turned off" instead of the button, registering payments has been switched off in the tournament's invoice settings.
• To remove a registered payment, contact Profixio support. Deleting a payment removes it from the accounts as well.
• If the tournament collects money through Profixio's online payment, be careful about registering the same payment by hand as well; the screen warns you about it.

A team's "paid" figure is the sum of the completed payments registered on it. Payments reach the ledger from five places:

1. Manually, from the team's Economy tab as described above.
2. From the check-in desk, when someone takes payment at arrival.
3. From online payment, when a team pays through the tournament's payment link.
4. From an OCR bank file, when the organiser imports the bank's payment file and Profixio matches each line to an invoice.
5. By marking an invoice as paid from the invoice itself.

Only completed payments count. An online payment that was started but never finished sits on the team as unfinished and does not reduce the outstanding amount — which is the most common reason a team insists it has paid while the ledger disagrees.

The Details window in the summary band shows how much has come in through each of these channels.

Work down this list before assuming something is wrong:

1. Is the money on the other stream? The registration fee and services are tracked separately. A team can be fully paid up on the fee and still owe for services, and only the services columns will say so.
2. Did the payment complete? An online payment that was abandoned halfway is stored but not counted. Open the team's Economy tab and look at the payments listed there.
3. Was the payment ever registered? If the team paid straight into the organiser's bank account and nobody registered it, and the tournament does not import a bank file, Profixio cannot know about it. Register it manually.
4. Is there an invoice at all? A team can owe money without ever having been invoiced. The quicksearch presets Invoice for Registration not created and Paid without invoice find both variants of this.
5. Did the team order more afterwards? Ordering another service after paying reopens an outstanding balance.
6. Was the invoice credited? A credit note reduces the invoiced amount, so the invoiced and outstanding columns can look different from an old invoice PDF the team is holding.
7. Has the team withdrawn? Deleted teams are hidden by default. Switch the deleted filter to "Show all teams" if the team is not in the list at all.
8. Give it a minute. The tiles in the summary band are cached for about a minute; the row in the table is always current.

If everything above checks out and the numbers still disagree, the team's Accounts receivable detail and Event log windows show the full history of what changed, when, and who did it.

The menu at the start of each row opens the following, all without leaving the ledger:

Two bulk actions are worth knowing about beyond messaging and invoicing:

• Collective invoice puts several selected teams on one invoice. It is only available where the tournament is set up for it.
• Recalculate discounts re-applies the tournament's discount rules to the selected teams. Contact Profixio support to have it run; teams whose discount changes are flagged in the event log.

Making a collective invoice. Select the teams that should share one invoice and choose Collective invoice. In the window that opens, tick which fees the invoice is for — Include registration fee, Include services, or both — enter the Name of the customer to print on the invoice (the tip is to use the club name), set the Due date, and enter the E-mail to send the invoice to. That address is free to choose: it can be your own, and Use me fills in the e-mail of the login you are using. Press Create invoice. Once the invoice is created, you can send it by e-mail to that address or download it as a PDF from the same window.

Send message or sms is the plain messaging action, separate from payment reminders: use it for "remember to bring your own balls", not for chasing money.

Tick the teams, choose Send message or sms, and fill in:

• Type your message — the text itself.
• Send to — Email and/or SMS.
• List missing fields in the message — appends what the team still has not filled in.
• Send a copy to the organizer — on by default where the tournament sends organiser copies; untick to skip the copies for this one send.
• Message tags — if the tournament uses tags, so the message is filed under the right heading in the team dialog.

The window also lists the e-mail addresses of the selected teams in a read-only box: the people registered as administrators for each team and each team's invoice e-mail address, each address once. The box also shows how many addresses were found and how many teams you selected. Copy to clipboard copies the list so you can paste it into your own e-mail program, and Åpne i eget epostprogram opens your e-mail program with the addresses as BCC.

The messages are queued and sent in the background; you get a confirmation as soon as they are queued, not as each one is delivered.

The Export button above the table offers three things:

• Export visible rows — an Excel file of exactly what is on screen: the same rows after your filter, in the same order, with the same columns you have switched on.
• Export all teams — the big spreadsheet. It ignores what is on screen and always exports the complete column set for every completed registration: identity, contact and invoice addresses, the answers to the tournament's own registration questions, accommodation and arrival, participant awards, every service ordered, the full ledger figures, and the team's first matches.
• PDF — a landscape PDF of the columns on screen, for printing or e-mailing. Long lists are cut at 1500 rows and the PDF says so at the top; filter first if your tournament is larger.

The same two spreadsheets also have direct entries in the Registrations menu, so you can download them without opening the ledger: Registration Excel for the full list, and Registrations Deleted for the same columns limited to deleted and withdrawn teams.

Large exports are built in chunks and may take a while for a big tournament; the download starts when the file is ready.

Two screens complement the ledger when you are closing the books.

Economy → List payments lists the individual payments rather than the teams. It shows the date, the amount, the team, the class and club, how it was paid, what it was for, and Registered by and Registered at, so you can see who registered a manual payment and when. Where no person registered it, Registered by names the source instead: "OCR import" for a payment that came in from a bank file, otherwise the payment method. You can filter by completed or not, by date range, by team and by club, and export the result to Excel.

The economy report includes a Reconciliation against payments block, which is the fastest sanity check at the end of a tournament: Services invoiced, Registration fee invoiced, Total invoiced, Total paid and Actual outstanding, plus two lists — Teams with outstanding balance and Teams with overpayment. These figures deliberately ignore any date filter on the report.

If the tournament takes money through Profixio's online payment, the separate payout screens govern when the money reaches the organiser's account; the ledger only tells you what has been paid, not when it is transferred on.