How to Create a Vendor Invoice
- Raymond Cantrell III
- Leah Geraci
- Josiah Larson (Unlicensed)
Notes:
The process of creating an invoice should not be used for participant registration revenue. It is for third-party invoicing only.
Sign in to a PlayerFirst website.
On the left navigation, click Sales > Invoices.
In the upper right corner, click .
Search Billing Profile or Add Profile.
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.If the invoice is Inter-brand Select Customer is another 3STEP Brand
Select Purchasing Brand and Sub-Brand and Accouting Group where necessary
Click Create Invoice.
Account Type: Select the appropriate category.
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 |
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
Name (of the Item): Item description as it should be displayed on the invoice.
Ex: Nike Sponsorship Fee, Tournament Charge, Food Vendor Fee, etc.).Cost Each: Input the amount to be charged per item.
Quantity: Confirm “1” is showing. Otherwise, update to the correct quantity if there are multiples of the same item.
Click Add Item.
On the Invoice Details page, the invoice will be shown under Invoice Items.
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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