Training Module 04 — Payments

GoClubPro User Training | Area: Payments

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What Users Need to Learn

Payments is one of the most-used sections of GoClubPro for players, parents, coaches, and treasurers. Users need to understand:

• What types of fees appear in Payments
• How to pay outstanding match fees and registration fees
• How to use Season Plans to cover match fees in advance
• How to declare a payment method
• How to view payment history and track past transactions
• How expense claims appear (Treasurer workflow covered in Module 09)
• How wallet credit works and how it's auto-applied to new fees

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1. Step-by-Step Walkthrough

Viewing Your Outstanding Fees

1. Click Payments in the navigation bar.
2. You land on the Payments Overview page.
3. You'll see tabs at the top:

• Matches — outstanding per-fixture match fees
• Fees — registration/seasonal fees
• Claims — expense claims submitted (if module enabled)
• History — all past transactions

4. Click the Matches tab to see a list of fixtures where a match fee is owed.
5. Each row shows: fixture date, opponent, fee amount, and payment status (Unpaid / Paid / Pending).

Paying a Match Fee

1. Click the Matches tab.
2. Find the fixture you want to pay.
3. Click Bank Transfer next to it.
4. If you have wallet credit, it's applied automatically — fully covering the fee (status shows Paid immediately) or partially covering it (the wallet portion is confirmed immediately and the remainder is declared as Pending).
5. If there's still a balance to pay, optionally attach a receipt photo and confirm the declaration.
6. Your Treasurer reviews the declaration and marks it Paid once they've verified the transfer.

Paying a Registration/Season Fee

1. Click the Fees tab.
2. You'll see your registration fee for the current season.
3. Options may include:

• Pay in Full — single payment
• Season Plan — covers all match fees for a grade for the whole season

4. Click the relevant payment option.
5. Declare the payment via Bank Transfer (attaching a receipt photo is optional). Wallet credit, if any, is applied automatically first.

Viewing Payment History

1. Click the History tab.
2. A chronological list of all your payments appears.
3. Each entry shows: date, description (what was paid), amount, and status (Completed / Pending / Refunded).
4. Click any entry for the full receipt details.

Declaring a Payment (Bank Transfer)

All fees are paid this way — there is no online card checkout in GoClubPro:

1. When paying a fee, click Bank Transfer (or Declare Paid for training/event/registration/installment/other charges).
2. Optionally attach a photo of your receipt.
3. Confirm the declaration — this creates a Pending payment.
4. Your Treasurer reviews it in their Treasurer/Finance interface and manually approves (Confirmed) or rejects it, with a reason if rejected.

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2. Simple Explanation (Beginners)

The Payments section is where you manage everything you owe your club. Think of it like a personal invoice — it lists every fee, tells you what's still outstanding, and lets you settle it by declaring a Bank Transfer (with an optional receipt photo) or by using wallet credit, which is applied automatically the moment a new fee appears.

The tabs organise your obligations: Matches are per-game fees, Fees are seasonal registrations, and History is your record of what you've already paid.

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3. Advanced Explanation (Power Users)

Payment types and their sources:

• Match fees: Generated automatically when a fixture is created and you're assigned to that team. The amount comes from your grade's match fee configuration.
• Registration fees: Generated when you register for a season. Amount varies by age group and registration type.
• Training fees: Like match fees but for training sessions. Optional — only applies if your club charges for training.
• Event fees: Ad hoc fees the admin can attach to any fixture or event.

Season Plan mechanics:

• A Season Plan is a bulk registration payment that pre-covers all match fees for a specified grade.
• Once paid, match fees in that grade show as $0 for the season.
• The exemption is applied at the registrations level, not per fixture — so it works retroactively for past fixtures in the season too.
• If a player registers mid-season, the plan covers remaining fixtures but does not refund past match fees already paid individually.

Wallet credit:

• A member (or their guardian, for a family/child account) can top up wallet credit separately, itself declared via Bank Transfer and verified by the Treasurer.
• Once a member has wallet credit, it's automatically applied the moment any new fee is declared — fully covering the fee immediately (shown as "Paid in full from wallet credit", no Pending state) or partially covering it, with only the remainder declared as a Pending Bank Transfer payment.
• Refunds/adjustments are processed via the Treasurer interface, not the player interface — see your Club Treasurer for any refund request.

Payment ledger:

• Every payment creates a ledger entry in the club's accounting system.
• The ledger is the authoritative source of truth — it's what the Treasurer uses for reconciliation.
• Status transitions: UNPAID → PENDING → PAID → (REFUNDED).

Refund tracking:

• Refunds appear in History with status REFUNDED and a negative amount.
• Refunds are initiated by Treasurer/Admin — players cannot self-refund.

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4. Visual Description (Text-Based)

┌─────────────────────────────────────────────────────────┐
│ PAYMENTS │
│ │
│ [ Matches ] [ Fees ] [ Claims ] [ History ] │
│ │
│ ─── OUTSTANDING MATCH FEES ───────────────────────── │
│ │
│ ┌────────────────────────────────────────────────┐ │
│ │ Sat 12 Jul · Eastside vs Northbridge │ │
│ │ Senior Men's Division 1 │ │
│ │ Match Fee: $22.50 Status: ❌ Unpaid │ │
│ │ [ Bank Transfer ] │ │
│ └────────────────────────────────────────────────┘ │
│ │
│ ┌────────────────────────────────────────────────┐ │
│ │ Sat 5 Jul · Eastside vs Doncaster FC │ │
│ │ Senior Men's Division 1 │ │
│ │ Match Fee: $22.50 Status: ⏳ Pending │ │
│ └────────────────────────────────────────────────┘ │
│ │
│ ┌────────────────────────────────────────────────┐ │
│ │ Sat 28 Jun · Eastside vs Templestowe │ │
│ │ Senior Men's Division 1 │ │
│ │ Match Fee: $22.50 Status: ✅ Paid │ │
│ └────────────────────────────────────────────────┘ │
│ │
│ Total Outstanding: $45.00 [ Declare All Outstanding ] │
└─────────────────────────────────────────────────────────┘

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5. Tooltips & Hints

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6. FAQ — Payments

Q: Why is there a match fee for a game I didn't play? A: Match fees are generated based on team assignment, not attendance. If you were selected but didn't play due to injury or absence, you may still be charged. Contact your Treasurer with details.

Q: I paid by bank transfer but it still shows as unpaid. A: Bank transfer reconciliation is done manually by your Treasurer. Allow 2–3 business days, then contact them with your payment reference number.

Q: What is a Season Plan? A: A Season Plan is a one-time upfront payment that covers all your match fees for a grade for the entire season. It's typically cheaper than paying per match. Check the Fees tab to see if one is available.

Q: I accidentally paid twice — how do I get a refund? A: Contact your Club Treasurer directly. There's no automated card refund in GoClubPro — a refund is a Treasurer-side ledger adjustment, often issued back to your wallet credit or arranged as a bank transfer.

Q: My payment shows as Pending for more than 48 hours. A: Pending means your Treasurer hasn't verified the declaration yet. If it's been over 48 hours, contact your Treasurer directly and reference your declaration.

Q: Can I see a receipt for my payment? A: Yes — go to the History tab, click any completed payment, and you'll see full receipt details. You can screenshot or print this for your records.

Q: The amount shown for my match fee looks wrong. A: Match fees are configured by grade. If you believe the amount is incorrect, contact your Club Admin or Treasurer to check the fee configuration in Settings → Fee Config.

Q: I'm on a Season Plan but I'm still being charged match fees. A: Check that your registration is confirmed for the current season in the correct grade. If the registration shows incomplete, contact your Club Admin.

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7. Common Mistakes & How to Avoid Them

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8. Short Onboarding Script

Payments — Your Club Finances in One Place

Everything you owe your club appears here:

• Matches tab — pay per-game fees
• Fees tab — pay season registration (consider a Season Plan to save money)
• History tab — view all past payments and receipts

Every payment is settled by declaring a Bank Transfer (with an optional receipt photo) or by wallet credit, which is applied automatically. Your Treasurer verifies each declaration and confirms receipt.

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9. Long Training Guide

Understanding the Fee Structure

GoClubPro supports multiple fee types that your club may use in combination:

Paying With Wallet Credit

If you (or your guardian) have topped up wallet credit, it's applied automatically the moment a new fee is generated:

1. A new match, training, event, or registration fee is created.
2. GoClubPro checks your wallet balance and applies it automatically.
3. If the balance fully covers the fee, it's shown as "Paid in full from wallet credit" immediately — no Treasurer action needed.
4. If the balance only partially covers it, the wallet portion is confirmed immediately and the remainder is declared as a Pending Bank Transfer, awaiting Treasurer verification.

Manual Payment (Bank Transfer)

For any fee not fully covered by wallet credit:

1. Make payment to the club's bank account (get details from your Treasurer).
2. Include your name and the payment description in the reference.
3. Return to GoClubPro → Payments.
4. Click Bank Transfer (or Declare Paid) on the relevant fee.
5. Optionally attach a receipt photo and enter your bank transfer reference number.
6. Your Treasurer sees this declaration in their Reconciliation board and marks it confirmed.

Season Plan — Worth It?

A Season Plan makes sense when:

• You're planning to play the majority of the season.
• The per-game cost × expected games > Season Plan price.
• You want the certainty of no individual match fee invoices.

Season Plans do NOT apply to:

• Grades other than the one specified when you purchased.
• Training session fees (separate configuration).
• Registration/membership fees (also separate).

Claims (Expense Reimbursements)

The Claims tab (if enabled by your club) is for submitting out-of-pocket expenses you'd like reimbursed — for example, buying match balls, paying for ground hire, or covering umpire fees. See Module 10 — Expense Claims for a full walkthrough.

Payment History Explained

The History tab is your audit trail. Key status values:

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10. Micro-Training (Quick Tips)

⚡ QUICK TIPS — Payments

✅ Check BOTH the Matches tab AND the Fees tab
✅ "Pending" = payment is in progress — don't pay again
✅ Bank transfer? Always use "Bank Transfer"/"Declare Paid" + reference number
✅ Season Plan can save money if you play most games
✅ History tab has your full receipt record
✅ Refunds/adjustments go through your Treasurer — not self-service
✅ Wallet credit is applied automatically to new fees

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11. Troubleshooting

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Module 04 of 15+ | Next: Module 05 — Selection Board & Squad Builder