Official Payment and Club Invoicing

Schedula provides Associations with the ability to use appointment information to generate Official payment reports to pay Officials, and Club Invoices to collect fees from Clubs. Schedula is able to generate the following reports for Associations and Officials:

  • Official Payment Report (Summary)
  • Club Invoice Report (Summary)
  • Individual Official Payment Advice
  • Individual Club Invoice
  • ABA Bank File

In addition to these reports, you can use Schedula to manage any account deductions for your Officials (ie. registration fees, uniforms etc.) which are then included in an appropriate pay period.

1. Getting Started

To start using these Payment Reports, you first need to define in Schedula Pay Periods for the Association. A Pay Period is a predefined date range for which you want to process payments for. For more information on defining a pay period, please read Section 2 – Defining Pay Periods. Once you have defined your pay periods, you then need to start entering in Deductions for your officials. For more information on managing deductions, please read Section 3 – Managing Deductions.

After you have defined a set of pay periods, you then need to start Locking fixtures. Locking fixtures is effectively a way of confirming that the officials listed for a particular fixture are true and correct.

Note: Only fixtures that are locked will be included in all payment reports. When processing a pay period, Schedula takes into account the date the fixture was locked, and not when the fixture actually occurred. Make sure that you lock your fixtures within your defined pay period for those appointments to be included in your pay period.

2. Defining Pay Periods

A Pay Period is a predefined date range for which you want to process payments for. For example, if your Association pays your officials monthly, then you would create a pay period for every month. If your Association pays every fortnight, then you would create a pay period in two week blocks. In the examples used in this documentation, the pay periods defined will be monthly.

To define a new Pay Period, follow these steps:

  • From the menu, select Schedula Settings>Pay Periods
  • Select the Organisation and Season you want to create the pay period for.
  • Click Add New Pay Period. A popup window will appear.
  • In the popup window, either select a start and end date using the calendar tool, or manually enter in a start and end date in the format dd/mm/yyyy

  • Click Save & Close. You have successfully created a new Pay Period.

3. Managing Deductions

If your Association allows items such as registration fees or uniform fees to be taken out of the payments to officials, then you will need to manage these Deductions in a person’s profile. When a deduction is created for an official, it is processed in the pay period for when the deduction was added. The following screen capture shows the Deductions section in a person’s profile.

This section of a person’s profile contains the following sections:

Current Deductions – These are deductions that have just been added to a person’s statement and have not yet been processed. Only current deductions are able to be deleted.

Previous Deductions – These are deductions that have either been fully or partially processed within a pay period. If a deduction has been processed and is therefore a previous deduction, then it cannot be deleted.

Question: How does Schedula determine if a deduction has been processed?

Answer: When you add a Deduction to a person’s statement, you need to specify a Pay Period. If the Pay Period you have added the deduction for has been processed (from the Reports menu), then all deductions for all officials within that Pay Period are marked as processed. This means that the amount of that deduction has been included in the various reports (including the ABA bank file) for that pay period and will not be re-processed.

To add a deduction to a person’s statement:

1. From the menu, select List Administration>Search Official List

2. Using the Search Criteria dialog, search for the person you want to add the deduction for and click on their name. The profile popup will appear for that person.

3. On the left hand side, select the Deductions tab.

4. On the Deductions tab, select Add Deduction. A new popup will appear.

5. Select the Organisation and Pay Period. 

6. Enter in a Description for the deduction. For example: “Shorts” or “Registration Fees”.

7. Enter in an Amount for the deduction.

8. When finished, click Save & Close.

When you click on Save & Close, the profile screen will reload and you will see the newly added deduction for this person:

You have successfully added a new deduction for a person.

4. Locking Fixtures

Before a fixture can be included in any pay report, it must be Locked. By locking a fixture, you are confirming that the Officials listed for that fixture are the ones that officiated and are to be paid.

For the purposes of these payment reports, it is important to remember that when processing a pay period, Schedula takes into account the date the fixture was locked, and not when the fixture actually occurred. Make sure that you lock your fixtures within your defined pay period for those appointments to be included in your pay period.

There are two ways to lock a fixture:

1. Individually per fixture; or

2. In bulk using the Bulk Lock Fixtures setting.

To lock an individual fixture:

1. Open the fixture you want to lock by either using the Appoint By Competition, Appoint By Week or Appoint By Ground screens.

2. On the Appointments screen, ensure the appointments are correct and click Lock & Close.

3. The Appointment screen will close and a padlock will appear next to the game you have locked.

To bulk lock fixtures:

1. Navigate to Manual Appointments>Bulk Lock Fixtures menu

2. From the dropdown options, select the League, Season and Week that you want to bulk lock fixtures for and click Show Fixtures.

3. From the list of fixtures for the selected week, use the checkboxes on the left to select which fixtures you want to lock.

Or, if you know all appointments in Schedula are correct, you can choose to Select All fixtures which will tick all boxes and all fixtures.

4. Once you have selected the fixtures you want to lock, click Bulk Lock Fixtures.

You have now locked fixtures and are ready to process a pay period. 

5. Processing a Pay Period

Once you have entered appointments and locked them, it’s time to process a pay period to generate reports and the ABA bank file. Processing a pay period rolls up all appointments, deductions and club levies into a series of reports and makes the ABA bank file available for you to send to your bank.

To process a Pay Period:

1. Go to the Reports Home menu

2. From the list of reports, select Payment Reports

3. From the Payment Report Options dialog, select the Season and Pay Period which you would like to process. Note: You can only process a pay period that is in the past. Ie. you cannot process a pay period mid period. 

4. To process the period, click Process Pay Period.

5. Once the pay period has completed processing, you will see a list of reports.

The following reports are now available for you to generate:

  • ABA Bank File – This is the file that you can download and submit to your bank for processing.
  • Umpire Payment Report (Summary) – This report will list for you all officials for your Organisation, how many appointments they have had, how much they are owned from their appointments and what bank account (if any) they were paid into.

Note: If an Official does not have a bank account entered into Schedula for the selected Pay Period you have processed, that amount will be carried forward to subsequent Pay Periods and will only be paid until a Bank Account is added to an Official’s profile.

  • Club Levy Report (Summary) – This report will list all Clubs in your Organisation and the amount that will be charged to them for the various disciplines they have had appointed to them. On this report, there will be copies of the Club Invoices that can be sent to your Clubs.
  • Individual Umpire Payment Advice – This is like a Pay Slip for an Official. It will list all the games they have completed, how much they were paid and to what bank account they were paid to.
  • Individual Club Invoice – This report allows you to generate a Club Invoice for a selected Club.