How to Create a Vendor Invoice

Owned by Raymond Cantrell III
Last updated: Sept 05, 2024 by Leah Geraci
2 min read

Notes:

  • The process of creating an invoice should not be used for participant registration revenue. It is for third-party invoicing only.

  1. Sign in to a PlayerFirst website.

  2. On the left navigation, click Sales > Invoices.

  3. In the upper right corner, click .

  4. Search Billing Profile or Add Profile.

  5. For products not linked to a program, change the Due Date to the first day of the event that the invoice is related to or contact payment terms. All items linked to a program will use the program dates to recognize revenue.
    Note: This is essential to ensure the revenue is properly recognized.

  6. If the invoice is Inter-brand Select Customer is another 3STEP Brand

    • Select Purchasing Brand and Sub-Brand and Accouting Group where necessary

  7. Click Create Invoice.

  8. Account Type: Select the appropriate category.

Account Type

GL

Description

Account Type

GL

Description

Events : Video (External)

40095

To invoice external vendors for video related services (streaming, film sales, highlight tapes, etc.)

Events : College Coach Packets 

40285

To invoice vendors who sell coaches packets on our behalf

Events : Gate

40230

To invoice for on-site gate including event settlement gate

Events : Parking

40640

To invoice for parking fees

Events : On-site Apparel (3rd party)

40415

To invoice 3rd party vendors who sell apparel and merchandise on-site (Simax, Fine Designs, etc.)

Events : Food & Beverage

40354

To invoice 3rd party vendors who sell food and beverage on-site

Events : General Merchandise Vendors

40220

To invoice 3rd praty vendors who sell general merchandise (NOT apparel, or F&B)

Events : Event Insurance

40275

To invoice for event cancellation insurance

Facilities : Cage/Court/Field Rentals

40351

To invoice for any field/cage/court rentals or sublets

Programming : Lessons

40352

To invoice for lesson fees

Programming : Camps/Clinics

40315

To invoice for camp and clinic registrations

Apparel Sales : Apparel and Uniform Sales

40405

To invoice external parties for apparel and uniform sales

Management Services : General Management

40620

To invoice external parties for management services (running an event on external party behalf)

Management Services : League Management

40625

To invoice external parties for the management of leagues (municipal youth leagues, etc.)

Management Services : Referee Services

40635

To invoice external parties for the use of our referees and assignors

Sponsorship : Signage

40700

To invoice for sponsorship revenue related to signage

Sponsorship : Convention and Visitors Bureau

40700

To invoice for sponsorship revenue related to Convention and Visitor's Bureaus

Sponsorship : General

40700

To invoice for general sponsorship revenue not covered by other options

Recruiting Services : UC Report

40090

To invoice for packages related to the Underclassman Report

Recruiting Services : Recruiting - General

40325

To invoice for any recruiting related revenue such as evaluations, symposiums, etc

Travel : 3rd Party Travel Agency

40225

To invoice external travel agencies for rebates owed to us

Travel : Travel Reimbursements

40225

To invoice external parties for reimbursement of travel related expenses

Travel : Travel Package

40225

To invoice external parties for travel packages related to clubs/events (hotel, transportation, meals)

Travel : Hotel Commission

40225

To invoice for hotel commissions (Travel only)

Travel : Hotel Rebates

40225

To invoice for hotel rebates (revenue owed to us by hotel partners) for securing room blocks

Program Management Fees : GotSport Fees

40665

To add GoSport fees to invoice (to pass on to customer)

Program Management Fees : Transaction Fees

40665

To add transaction fees to a manual invoice

Program Management Fees : Installment Fees

40665

To add installment fees to a manual invoice

Program Management Fees : US Officials

40665

To add management fees relating to the staffing of US Officials

Program Management Fees : CM8

40665

To add management fees relating to CM8 soccer brand

  1. Check No Program or select the Program to Link: Select a program for roll-up reporting purposes.

  • No Program if the line revenue should not apply to a specific program

    • Select a Sub Account associated with the Invoice item

    • Enter date that Servicing Starts

    • Enter date that Servicing Ends

  • Program to Link if the item revenue should be associated with a specific program

    • Select Program

  1. Name (of the Item): Item description as it should be displayed on the invoice.
    Ex: Nike Sponsorship Fee, Tournament Charge, Food Vendor Fee, etc.).

  2. Cost Each: Input the amount to be charged per item.

  3. Quantity: Confirm “1” is showing. Otherwise, update to the correct quantity if there are multiples of the same item.

  4. Click Add Item.

  5. On the Invoice Details page, the invoice will be shown under Invoice Items.

  6. To add a payment click . To schedule a payment, click .
    Read More: How to Add a Payment Schedule to an Invoice

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