Creating Adjustments and Tracking Payments for Teams in Events: A Step-by-Step Guide
Introduction: This USSSA University video tutorial is designed to assist event directors in managing adjustments and tracking payments for teams participating in events, specifically focusing on offline payments.
Step 1: Setting Up an Adjustment
Access Event: Log in to your DC account, find, and select the event where you want to apply an adjustment.
Select Team: Navigate to the team requiring an adjustment, e.g., "Kelly’s Test Team," within the desired division.
Financial Dashboard: Click on the dollar sign icon to access the team's financial sheet.
Add Adjustment: Click on "Receive Money," select "Entry Fee," and choose "Adjustment" as the payment type. Enter a description (e.g., "Club Discount") and the adjustment amount (e.g., $40 as a discount).
Step 2: Marking Payments
Log Payment: To mark a payment received offline (e.g., a check), repeat the process above but select the appropriate payment type (e.g., "Check") and enter the payment details including amount.
Review Adjustments and Payments: Verify that the adjustments and payments are correctly reflected in the team’s financial dashboard, altering the team’s total due accordingly.
Step 3: Removing Adjustments or Payments
Delete Transactions: If necessary, adjustments or payments can be removed by clicking the red trash can icon next to the transaction in the team's financial ledger.
Step 4: Using the Multi-Team Payment Feature
Select Teams: For broader payment applications, go to the team list, select multiple teams, and use the "Mark as Paid" function to record payments for entry, gate, or other fees.
Specify Payment Type: Choose the payment type (e.g., "Cash") and confirm to apply the payments across selected teams.
Step 5: Reflecting Payments on Team Dashboards
Team Visibility: Payments tracked and marked in the event management system will be visible to teams on their dashboards, indicating their payment status as fully paid or showing remaining balances.
Transferring Payments: Recorded payments allow for flexibility, such as transferring a team’s payments to another event or managing team drop-outs, provided that payments are reconciled.
Conclusion: Managing offline payments and adjustments in the DC USSSA Event Management System ensures accurate financial tracking for both event directors and participating teams. This system offers a reliable method to handle various payment scenarios, discounts, and adjustments, enhancing the event management experience. For further assistance, please refer to additional tutorials offered by USSSA University.