How to create invoices in Clubdesk

Twint

In ClubDesk you can specify with just a few clicks that QR-bills can also be paid via the TWINT app. Invoice recipients will recognise this by the TWINT logo displayed above the QR code. This means that members, sponsors and patrons can decide for themselves how they want to pay your club's invoices.

Advantages:
TWINT is also very practical, as it eliminates all the disadvantages of cash, such as the risk of theft, subsequent payments into the club account, etc.

Disadvantages:
There are fees when paying with TWINT, albeit small ones (between 1.3 and 2.5%). It is also possible that someone does not yet have a TWINT app.

To create TWINT-enabled QR invoices with ClubDesk, you only need to enter two parameters for alternative payment methods in ClubDesk. You can find these in the RaiseNow online portal (RaiseNow is TWINT's technology partner for clubs).

RaiseNow

RaiseNow is the official TWINT technology partner for clubs. In the RaiseNow online portal, you create your TWINT QR codes and PayLinks, which can be used to trigger TWINT payments to your club with a click on a link. You can also manage all payments made for your club via TWINT, etc.

Types of Twint QR codes and their costs

The following types of QR codes are available: 

Twint QR Pay: Your club members scan a QR code or click on a PayLink without personal data. You receive the payment, but no personal details of the person making the payment. Ideal for selling food and drink at a stand at a club festival or selling tickets on site, for example.
Costs: 1.3%

Twint QR Pay Plus: Your club members scan a QR code or click on a PayLink, where the paying person's data is entered directly or where personal data can be entered during payment. Suitable for member invoices or sponsor contributions, for example. This QR type is used by ClubDesk when you create QR-bills that can be paid with TWINT. 
Costs: 2.5%

Twint QR Donate: Your supporters and club members scan a QR code or click on a PayLink to enter their personal details and make a donation. You receive the donation and information about the donor.
Costs: 2.5%

How can my club offer cashless payment with TWINT on site?

1. register: To offer cashless payments with TWINT, you must first register your club with RaiseNow, TWINT's technology partner.

2. get QR code: In the RaiseNow portal, you then create the correct QR type code that your club members can scan, e.g. to pay the annual fee.

3. create bookings: By importing TWINT payments from the RaiseNow portal into ClubDesk, corresponding bookings are then automatically created in the club accounting system for all payments.

If you are not yet working with the ClubDesk club software, you will need to create corresponding postings manually in your current accounting system for each payment (usually three postings - one for the amount your club actually receives, one for VAT and one for the fee charged by TWINT or RaiseNow).

To create a TWINT QR code, you need to log in to the online portal of RaiseNow, the official technology partner of TWINT. Under ‘Touchpoint solutions’ you will find the button ‘Create a new TWINT QR code’. You can then create various QR codes directly there.

You can find more information on creating QR codes in the detailed video instructions from RaiseNow below.

Bank payments / QR invoices

Define the buchhaltungskonto

(was created by DV). 

Creating a bank connection

1. Click on the ‘Rechnungen’ tab in the finance module, then on the ‘Einstellungen’ button and on ‘Zahlungsverbindungen verwalten’. In the window that appears, click the "+" and add a new bank-konto:

2. in the window that follows, fill in all the details about the bank account

There are 3 types of QR-bills can be created in ClubDesk:

- QR-bill with QR reference
- QR-bill without reference
- QR-bill with creditor reference

QR invoice with QR reference

For fees a reference is needed as the payment must be accounted to the member.

If you want to create QR invoices with a QR reference, you must select the ‘QR invoices with QR reference’ option. You will need a QR-IBAN for this, which you must request from your bank. When importing a QR invoice with a QR reference, ClubDesk reads the reference number and can match it to the invoice created in ClubDesk with the same reference number. 

1. as soon as you have received the QR-IBAN, click on the ‘Rechnungen’ tab in the finance module, then on the ‘Einstellugnen’ button and on ‘Zahlungsverbindungen verwalten’.

 

2. now select the payment details for which you want to configure QR-bills, e.g. your ‘Bank’ and open it. At the bottom of the dialogue window that now appears on your screen, tick the box ‘QR-Rechnung mit QR-Referenz’.

3. now enter the QR-IBAN in the new dialogue window. If you do not yet have a QR-IBAN, you must first request one from your bank. 

Controlling

You can easily export account transactions from e-banking, i.e. all deposits and withdrawals from the club account at your bank. Wouldn't it be practical if you could use these account transactions to automatically mark open invoices as paid in ClubDesk or to generate corresponding postings in the club's accounting system? That's exactly what you can do with the clever CSV and CAMT import.

When importing incoming and outgoing payments from e-banking, ClubDesk searches for matching invoices by invoice number, amount or reference number and then marks them as paid at the touch of a button. You can then generate postings in the accounting department from the other payments simply by selecting an offsetting account. This saves you a lot of typing!

Import payment data from the bank and check for paid invoices

1. In the e-banking page, export all payments data as CAMT.053 file (better tan CSV).  Note: ClubDesk can only process account statements in camt.053 format in the ‘with details’ variant. Please ensure that you download the file ‘with details’. In the case of collective bookings or ISR payments (Switzerland), the details may be supplied in separate camt.054 files. Don't forget to download and import these too.

 

2. In Clubdesk, under "Rechnungen", find the import button and click CAMT.053/054 Datei einlesen

CAMT

What is CAMT?

  • CAMT is an ISO 20022 Payment Message definition that stands for Cash Management and specifically covers Bank to Customer Cash Management reporting
  • Keep in mind that ISO 20022:
    • Defines the ISO standards for electronic data exchanges between financial institutions,
    • ISO nicely put it as the “Universal financial industry message scheme”

What is the difference between camt.052, camt.053 and camt.054

  • camt.052 – Bank to Customer Account Report 
    • This is your intraday information
    • Provides the customer with a near real time view of their account(s)
    • The camt.052 replaces the MT942
  • camt.053 – Bank to Customer Statement
    • This is your previous / prior day bank statement
    • Provides the customer with detailed and structured information on all entries booked to their account for the previous day
    • The camt.053 replaces the MT940
  • camt.054 – Bank to Customer Debit / Credit Notification
    • Provides the customer with specific account debit and account credit information
    • The camt.054 replaces the MT900 (Confirmation of Debit) and MT910 (Confirmation of Credit) messages