GotSoccer

Manually Enrolling a Player into a Program


As you get familiar with GotSoccer you will find that there are several different locations in which you can do the same task. You find out which way works best for you. When manually enrolling a player into a program, there are several different pages in which you can do this but once you have enrolled them into the program the steps on how to create the billing and payment information are the same. 


Manually Enrolling Players in Mass


Mass enrolling all your players into a program is NOT RECOMMENDED. Our system is setup for the players or parents to register online. If you mass enroll your players into a program they will not be able to go online and register so this should only be used for players who cannot register online. Manually enrolling a player into a program is a two step process. While you can mass enroll players into a program you cannot mass create billing accounts and invoices. So once you have manually enrolled your players into a program you will need to go through and manually create each billing account and invoice for each player. Once you have done this you can post payments to their account or have them go in and input their CC information so you can charge their card. 


Click on the CLUB tab and then on PLAYERS in the blue menu bar. From the ENROLL PLAYERS IN A PROGRAM drop down menu choose your event and click the SELECT button. 


   


Once the page has refreshed it will show all players NOT currently enrolled in the program. Once you have pulled this up you will: 


  • Set your page size if need be

  • Create any program fee specific filters. For example, if you have a U10-U19 Registration fee option setup in your program, you will want to only place your U10-U19 players in that option. If your fee options are also gender specific, you will want to set your filters to accomodate that as well.

  • Once you have setup your search filters, click the APPLY FILTERS button.



Now choose the first fee option from the PAYMENT PLAN drop down menu and either select ALL the players on the page by clicking the CHECK BOX column heading or select the individual players by checking the box next to their name. Once selected click the ENROLL SELECTED PLAYERS button. This will remove them from your screen while the program is still selected and will place them in your program. 


 


Once you have enrolled all the players that need to be enrolled into the program, click on the CLICK HERE TO VIEW PROGRAM REGISTRATIONS link to get to your list of registered players.



You now need to create the invoices, this will need to be done individually. To do this click on their ID NUMBER to open their registration page. The registration page is where you will create their billing account and invoices (instructions bottom of page)





Manually Enrolling a Player from their Player Account


Click on their ID NUMBER to open their player profile



From the AVAILABLE PROGRAMS drop down menu choose the program and click the ENROLL button. 



Once you have enrolled them in the program click on the PROGRAM NAME to take you to their registration page. 



Once on the registration page you will want to place them in the correct payment plan option (this is strictly for financial accounting, this will not actually create the invoices). To do this choose the payment option from the PAYMENT PLAN drop down menu and click the UPDATE button.  To build their invoices please scroll to the bottom of the page and follow the instructions).




Manually Enrolling a Player from a current Registration Page


Under PROGRAM REGISTRATIONS working in your current program click on their ID NUMBER to open their registration page. 



Under the ENROLLED PROGRAMS box choose the program from the AVAILABLE PROGRAMS drop down menu and click the ENROLL button. 



Then click on the PROGRAM NAME to switch to that program registration page. 



Once on the page, add the payment plan option for accounting reasons by choosing the option from the PAYMENT PLAN drop down menu and clicking the UPDATE button. 



Now follow the steps below to build your billing account and invoices.



Creating Billing Accounts and Invoices 


Once you have enrolled the player into the program you will want to navigate to their PROGRAM REGISTRATION page. This is where you will create the accounts. On the registration page click the CREATE BILLING ACCOUNT button. 



Now that you have created the billing account for the program, click the ADD INVOICE link. 



Create your invoice, your required to put in a DESCRIPTION, INVOICE AMOUNT and DUE DATE. The AUTOMATIC CHARGE check box is for accounts that will be paid by Credit Card or E-Check. If you are manually creating the billing accounts you will have to ask the parents to go in and enter in their CC or E-Check information for the system to charge them on the date entered. You will also be able to manually charge their card or e-check once they have entered in their information. 


Once you have created the invoice click the SAVE INVOICE button. 



To create another invoice click on the INVOICES & PAYMENTS tab to refresh the page. 



Then click the CREATE INVOICE button and fill in the information. Repeat these steps for each monthly payment or additional invoice you want posted to their account.



If you have already received payment for this invoice you can post the payment from under this tab. Click on the ENTER PAYMENT RECIEPT button. 


 


If need be, choose the invoice that the payment needs to be applied to from the INVOICE drop down menu. Enter the AMOUNT REC'D and the DATE REC'D and if the check has cleared or you were given cash make sure to check the PROCESSED check box to indicate that you have received payment. Fill out any other information and click the SAVE PAYMENT button. 



Parents Paying by Credit Card or E-Check


If a parent is going to be paying by credit card or e-check, you will need to follow the steps above to create the billing account and invoices. Once you have done so click on the ACCOUNT SETUP tab. 



Then from the PAYMENT METHOD drop down menu choose CREDIT/CHARGE or ECHECK and click the UPDATE ACCOUNT button at the bottom of the page. Once the parent have entered in their CC or E-Check information you will be able to either manually charge their account or have the system auto charge on the specified date.



If you have the parents CC or e-Check information you can enter it into their account yourself. 



Once you have collected the parents payment information by either entering it yourself or having them login to their player/family account and enter in the information you can manually charge their card. To do so click on the INVOICES & PAYMENTS tab and then on the INVOICE ID NUMBER button. 



Then click the green CHARGE CARD button. If this button is not here you either do not have the account set to CREDIT/CHARGE or ECHECK or you do not have complete CC/Echeck information.