Sponsorship Invoicing

Modified on 15/12/2014 02:50 PM by Suzanne Coy — Categorized as: Accounts and Orders, Documents, Templates and Mailmerges, Sponsorship

Overview¶

As of writing this article, ShowBiz does not inherently support Sponsorship invoicing. This however, can be gotten around as described in this article.

One-off Set-up¶

Utilities (menu)
Stock (menu)
Stock Items (menu)
Change the drop-down list to "General"
Add (button) to add a new Item
Specify the Stock Item Description (e.g. "Sponsorship of Equestrian Classes")
Specify the Nominal Code and VAT code
Set the Price to £0.00 (unless you'd prefer a different default price)
Save (button)

Steps to create a Sponsorship Invoice Transaction¶

Find the Contact and open their Contact record
Go to the Sales tab
Select the "General" section in the left hand pane
Add Order/Credit (Button)
Step through the screens to create an "Order" for "General" items
With the new Order still selected on the left, click the "Add" button on the right to add an Order Item
Select the appropriate Sponsorship Item (e.g. "Sponsorship of Equestrian Classes")
(Tip: Press the first letter of the item to be selected in any drop-down list to quickly go to the first item beginning with that letter)
Set the Unit Price to the Sponsorship amount
Click Save (button)
On the main Contact Screen, with the order still selected on the left, click the "Set Order to Complete Status (Post Invoice)" button

Switch to the Accounts Tab
Select (if not already) the "General" module in the second drop-down list at the top
Note the new Sponsorship Invoice, ready to be receipted as per other items in ShowBiz

Steps to create one or more Sponsorship Invoice (or Receipt) Documents¶

Find the Contact(s) to create documents for
Select the "Judges/Sponsors/Stewards tab" and tick the "Sponsors" tick box
Apply any other filters as desired (e.g. those with an outstanding balance, using filters on the "Accounts" tab)
Click the "Search" button
Right-click and Select All items, or manually tick only the items required
Click the "Mail Merge Ticked Items" button and follow the standard Mail merge procedure, at Mail Merge