Difference between revisions of "Register Players with Cash Payment"

Latest revision as of 00:22, 27 January 2024

Processing Cash/Check Orders In Sports Connect

There are two options to register players who wish to pay for player registration by check or cash.

Region Wishes to Utilize Sports Connect Team Building and Other Features

Parent begins registration process and continues through player and volunteer registration but exits at the Order Summary screen.

Close the browser. This leaves the Shopping Cart open and allows the payment process to be completed on the back end.

Small Percentage of Registrations are Cash or Check

Use the Region Divvy card to complete the registration process in each shopping card separately. Deposit the checks and cash directly into the Region bank account to cover the Divvy payment.

See here for accounting entries.

Large Percentage of Registrations are Cash or Check

To have the Office mark the National Player Fee (NPF) paid in bulk. Have each family complete the registration process up to the Order Summary screen without completing the order. This leaves the shopping cart open.

Once all families have completed registration leaving their shopping car open. Run the Shopping Cart Report Reports>Standard Reports>Registration>Shopping Cart Report.

Export the results, use this data to complete the template. Save the template as Excel or CSV including Region Number and date in the name of the file. Email the completed template to [[1]]. Once the information is uploaded to the Association Platform by the AYSO office, the region will received via email confirmation of the players being imported and marked as paid, along with an invoice for the National Player Fees for each player submitted. Once the template is uploaded into Affinity by the AYSO office, the region can notify parents to complete their orders and the National Player Fee will appear as paid.

**Important - If the parent completes the order (checks out using the Credit Card Payment option without providing a Credit Card number) before the template is uploaded by the AYSO office, the balance due will remain open and the Region will need to complete each transaction using the Divvy card.

REGION DOES NOT NEED SPORTS CONNECT FEATURES

Once registration for the season has closed, Region to complete the SPORTS CONNECT PLAYER UPLOAD TEMPLATE. Email completed template to [[2]]. Region will be invoiced for number of players submitted. Only submitted players are insured.

Download Sports Connect Player Upload Template

*Only need to complete the columns with the red *

@@ Line 1: / Line 1: @@
-{{Accounting}}
+{{DISPLAYTITLE:Processing Cash/Check Orders in Sports Connect}}
-{{Sports Connect}}
-{{Regional Commissioner}}
+== Processing Cash/Check Orders In Sports Connect ==
-{{Registrar}}
-{{Treasurer}}
-This article is for '''regions who accept cash payment'''. Regions can choose from two scenarios: 1) Region wants to utilize features in their Region’s Sports Connect platform or 2) Region does not want to utilize features in Sports Connect platform.
+There are two options to register players who wish to pay for player registration by check or cash.
-Regions who collect cash payment are unable to log or track cash payments in Sport Connect to complete a player registration. Cash payment must be tracked separately. See [[Cash Handling Best Practices|cash handling best practices]].
+== Region Wishes to Utilize Sports Connect Team Building and Other Features ==
-There are 2 options for registering players with cash payment in Sports Connect:
+Parent begins registration process and continues through player and volunteer registration but exits at the Order Summary screen.
-'''Utilize features in Sports Connect'''
+Close the browser. This leaves the Shopping Cart open and allows the payment process to be completed on the back end.
-Option 1 - Region requests parent purchase a prepaid VISA/Mastercard to complete their registration or
+== Small Percentage of Registrations are Cash or Check ==
-Option 2 – Parent pays cash and Region uses the credit card to pay for each player during the registration process.
+Use the Region Divvy card to complete the registration process in each shopping card separately. Deposit the checks and cash directly into the Region bank account to cover the Divvy payment.
-'''Do not utilize features in Sports Connect'''
+See here for accounting entries.
-Region downloads and completes the below template. Then submits the template to [Mailto:finance@ayso.org finance@ayso.org]. The AYSO will send an invoice once complete. The players will not appear in the region portal and features such as team management will not be available. If the player registers in the same Membership Year with another region, the system will identify them as paid and the player will appear in that region.
+== Large Percentage of Registrations are Cash or Check ==
-Download the [[Media:SportsConnect PlayerUpload Template v4.xlsx|Sports Connect Player Upload Template]] and complete the columns in Red with an *. See screen shot below. Send the completed template in an Excel format to [Mailto:Finance@ayso.org Finance@ayso.org]. If you do not have Excel on your PC, we recommend Google Docs.
+To have the Office mark the National Player Fee (NPF) paid in bulk. Have each family complete the registration process up to the Order Summary screen '''without completing the order'''. '''This leaves the shopping cart open.'''
+Once all families have completed registration leaving their shopping car open. Run the Shopping Cart Report '''Reports>Standard Reports>Registration>Shopping Cart Report'''.
+Export the results, use this data to complete the '''template'''.  Save the template as Excel or CSV including Region Number and date in the name of the file. Email the completed template to [[Mailto:finance@ayso.org|finance@ayso.org]]. Once the information is uploaded to the Association Platform by the AYSO office, the region will received via email confirmation of the players being imported and marked as paid, along with an invoice for the National Player Fees for each player submitted. Once the template is uploaded into Affinity by the AYSO office, the region can notify parents to complete their orders and the National Player Fee will appear as paid.
+'''**Important''' - If the parent completes the order (checks out using the Credit Card Payment option without providing a Credit Card number) before the template is uploaded by the AYSO office, the balance due will remain open and ''the Region will need to complete each transaction using the Divvy card''.
+== REGION DOES NOT NEED SPORTS CONNECT FEATURES ==
+Once registration for the season has closed, Region to complete the SPORTS CONNECT PLAYER UPLOAD TEMPLATE.  Email completed template to [[Mailto:finance@ayso.org|finance@ayso.org]].  Region will be invoiced for number of players submitted.  Only submitted players are insured.
+{{Download|Media:SportsConnect PlayerUpload Template v4.xlsx|Sports Connect Player Upload Template}}
+<nowiki>*</nowiki>Only need to complete the columns with the red *
+[[File:Register-players-cash-1.png|frameless|600px]]
 == See also ==
 * [[Cash Handling Best Practices]]
 * Accounting for deposits
+[[Category:Sports Connect]]
+[[Category:Regional Commissioner]]
+[[Category:Registrar]]
+[[Category:Accounting]]
+[[Category:Financial Systems]]