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Home > Support > Recommended Procedures for Admins > Best Practices - Invoices and Payments
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Home > Support > Recommended Procedures for Admins > Best Practices - Invoices and Payments

Best Practices - Invoices and Payments

Each club / class organization is unique.  Best practices for invoices and payments are as follows:

  • Adopt a policy of FULL AUDIT TRAIL.  If an invoice has been sent and/or payments applied against the invoice, do not edit/change the invoice; if changes are needed, create a new invoice.
    • Changing an existing invoice may cause issues with synchronizing with a ledger system
    • Changing an existing invoice may cause issues associated with installments
    • Changing an existing invoice may make it harder for an accountant and/or auditor to manage their responsibilities
  • Limit the number of admins that can create/edit/delete invoices and/or payments
  • Set up Nominal (ledger account) codes for each invoice line item
  • When setting up a new installation of SailingClubManager (SCM), if the old system(s) have significant invoicing/payment issues you may want to consider:
    • Setting up brand new Nominal (ledger account) codes; creates a firewall between the old platform(s) and SCM
    • Giving enough room between Nominal code numbering to allow for future growth in financial reporting needs

Your club / class organization may have different policies/practices.  The above are recommended best practices.

Last updated 21:10 on 22 May 2022

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