Club Merchandise & Uniform Orders — GoClubPro

Training Module 90 | Coordinating Bulk Orders, Collecting Payments, and Managing Distribution

What This Guide Covers

Most clubs periodically order new playing uniforms, training gear, or branded merchandise. These bulk orders involve coordinating sizes, collecting payments, managing supplier relationships, and distributing finished goods to members. GoClubPro's Noticeboard, Payments, and Accounting features all play a role. This guide covers the full order cycle.

Primary audience: Club Admins, Treasurers, Equipment Officers Also useful for: Team Managers coordinating team-specific uniform orders

SECTION 1: TYPES OF CLUB CLOTHING ORDERS

What Clubs Typically Order

Item	Frequency	Typical Lead Time	Size Management
Playing jerseys (numbered)	Every 3–5 years	4–8 weeks	Yes — per player
Training tops	Every 2–4 years	3–6 weeks	Yes
Shorts / socks	As needed	2–4 weeks	Yes
Supporter merchandise (scarves, caps)	Annual or ad hoc	3–5 weeks	Usually one-size or limited
Coaches' gear (polo shirts)	Annual	3–5 weeks	Yes
Working wear (hoodies, jackets)	Annual	4–8 weeks	Yes
Sublimated playing uniforms	Every 3–5 years	8–14 weeks	Yes — critical

Lead time is critical for playing uniforms. Order playing jerseys at least 10 weeks before the season starts. Ordering later risks the first round beginning without uniforms.

SECTION 2: THE ORDER PROCESS IN GOCLUBPRO

Step 1: Size Collection via Noticeboard

Post a size collection request on the Noticeboard 10–14 weeks before you need the items:

"Uniform Order — Season [Year] — Size Submission

We're placing our [jersey / training top / hoodie] order for Season [Year]. Please confirm your size by [Date — 10 days from now].

Sizes available: [XS / S / M / L / XL / XXL / 3XL] (refer to [Supplier] size guide: [link if available])

How to submit your size:

Comment below with your name and size

OR complete the form: [Google Form link if using one]

Important: Sizes submitted after [Date] may not be included in the order. Late additions incur a [X-week] delay.

Questions? Contact [Name] on [phone/email]."

Tip: Use a Google Form instead of Noticeboard comments for larger clubs — it gives you a clean spreadsheet of names and sizes without scrolling through comments.

Step 2: Payment Collection

Two options for payment:

Option A — Payment before order is placed (preferred): Members pay before the order goes to the supplier. The club isn't out of pocket.

Method: Post a Noticeboard payment request after sizes are confirmed:

"Uniform Payment Due — [Item] — $[X]

Your uniform size has been confirmed. Payment of $[X] is due by [Date] to secure your order.

Pay via: Payments tab in the app → OR bank transfer: BSB [XXX] Account [XXXXXX] Ref: 'Uniform [Your Name]'

Items not paid by [Date] cannot be guaranteed inclusion in this order."

Record each payment received: Treasurer → Accounting → Income → "Uniform Order — [Member Name] — [Item] — $[X]"

Option B — Club pays upfront, members pay on collection: Easier to manage the order but creates financial risk if members don't pay on pickup. Only suitable for smaller clubs with trusted membership bases.

Step 3: Order Placement

Once sizes and (ideally) payments are confirmed:

Create order summary spreadsheet (Google Sheets): Name | Item | Size | Paid? | Collected?
Submit to supplier — use your order spreadsheet as the brief
Confirm lead time and delivery date
Record the supplier payment as an Accounting expense:

"Uniform Order — [Supplier] — [Items] — [Year]" → total order amount

Step 4: Distribution Noticeboard Post

When items arrive:

"Uniforms Have Arrived! — Collection Times

Our [jerseys / training tops] have arrived and look amazing!

Collection:

Training — [Day Date] from [Time] at [Venue]

OR by appointment — contact [Name]

Please bring payment if you haven't already paid ($[X] per item).

[Name]s still to collect after [Date] will need to arrange pickup with [Coordinator]."

SECTION 3: PLAYING JERSEY MANAGEMENT (NUMBERED)

Club-Owned vs. Member-Owned Jerseys

Club-owned (issued each season, returned at season end):

Collect at season end (Module 78)
Track in numbered jersey register (Google Sheets)
Charge for unreturned jerseys

Member-owned (purchased by the player):

Cost included in registration or charged separately
Player keeps the jersey after the season
Still use numbers if your competition requires it

Numbered Jersey Ordering

For numbered jerseys, your order to the supplier must specify:

Each player's jersey number
Each player's size
Whether name/nickname is printed on back (and spelling)

Build your order list carefully:

Assign numbers first (typically done by the coach or admin before sizing)
Collect sizes against each assigned number
Proof the order carefully before submitting — typos in names or sizes are expensive mistakes

Order a small stock of spare jerseys in common sizes (M, L, XL) for mid-season additions and replacements.

SECTION 4: TRACKING IN ACCOUNTING

The Full Financial Picture for a Uniform Order

A complete uniform order cycle in Accounting:

Income (member payments):

"Uniform Payment — [Name] — [Item]" → per member (or batch if collected together)
OR if included in registration fee: no separate entry needed

Expense (supplier payment):

"Uniform Order — [Supplier] — Playing Jerseys × [X] — Season [Year]" → total paid to supplier

At AGM: Net result = total member payments received minus supplier cost. Most clubs aim for cost-neutral or slight surplus on uniform orders.

Handling Uncollected Orders

If a member pays for a uniform but doesn't collect it:

Keep it for the next 30 days
Two Noticeboard reminder posts
After 30 days: store with other club equipment; available for collection at next season's handout

Do NOT refund automatically for uncollected items unless the supplier allowed a cancellation. The item was ordered and paid for.

SECTION 5: SUPPLIER MANAGEMENT

Choosing a Supplier

Community sport suppliers common in Australia:

Decathlon (affordable, good lead times)
Subside Sports
Local embroidery/printing shops (fastest turnaround for small orders)
Sublimation specialists (for full custom playing uniforms — longer lead times)

Factors to consider:

Minimum order quantities (some sublimation suppliers require 10+ per item)
Lead times (sublimated uniforms take 8–14 weeks)
Size ranges (does the supplier have 3XL, 4XL, kids' sizes?)
Return/exchange policy for wrong sizes
Price per item at your expected volume

Supplier Communication Template

When placing an order:

"Hi [Supplier],

We're placing our uniform order for [Club Name] — [Season Year].

Please find attached our size and number rundown:

[Item 1]: [Qty] — sizes as per attached spreadsheet

[Item 2]: [Qty] — [colour/design specification]

We need delivery by [Date]. Please confirm lead time and any concerns.

Our previous order was [reference/date] if helpful for design reference.

Thank you, [Admin Name] | [Club Name] | [Phone]"

VISUAL: Uniform Order Timeline

WEEK 1 (10–14 WEEKS BEFORE SEASON)
 Noticeboard: size collection post
 Deadline: 10 days for size submissions
 │
 ▼
WEEK 2–3
 Compile size list → assign numbers (if jerseys)
 Noticeboard: payment request
 Collect payments → Accounting Income entries
 │
 ▼
WEEK 3–4
 Order placed with supplier
 Accounting: Expense entry for supplier payment
 Confirm delivery date
 │
 ▼
WEEK 8–12 (depending on supplier)
 Items arrive
 Quality check → count against order
 │
 ▼
DISTRIBUTION
 Noticeboard: "Uniforms arrived!" post + collection times
 Mark collected in spreadsheet
 Chase uncollected items after 30 days
 │
 ▼
ACCOUNTING RECONCILIATION
 Total income (payments) vs. total expense (supplier)
 File in Google Drive: "Uniform Order — [Year]"

TOOLTIPS & HINTS

10 weeks minimum lead time for playing jerseys — sublimated uniforms may need 14 weeks; order early
Payment before order placement — never place a large order on club funds without member payment commitments
Spare stock in common sizes — 2–3 each in M, L, XL means mid-season additions don't require a full reorder
Google Form for size collection — cleaner than Noticeboard comments for 30+ members; exports to a spreadsheet automatically
Proof the name/number list — a misspelled name on 20 jerseys is a costly mistake; send the supplier a final proof before they print

FAQ

Q: A member ordered and paid for a jersey but has now left the club before collection. What do we do? A: The jersey was ordered for them; they paid for it. Contact them to arrange collection or posting (at their cost). If they genuinely don't want it and it's a generic size (not numbered and named), you can keep it as a club spare and offer a refund as a goodwill gesture — but this is a committee decision.

Q: We ordered jerseys in the wrong sizes because members gave wrong measurements. Who pays for replacements? A: The member gave the wrong size — the replacement cost is typically theirs unless the error was in your size guide or order process. Establish this policy upfront in the Noticeboard post: "Please check the size guide carefully — replacement orders for incorrectly submitted sizes will be at the member's cost."

Q: We have 15 old jerseys in a box from 3 seasons ago. What do we do with them? A: Options: (1) Sell as second-hand at presentation night or Noticeboard post, (2) Donate to a developing club or schools program, (3) Keep as training bibs (remove numbers and use for training drills), (4) Write off as stock loss in Accounting. Committee decision.

Q: Can we use the GoClubPro Payments feature to collect uniform payments? A: Potentially — if your club can configure a fee type for uniform purchase. This depends on your platform setup. If available: Settings → Fee Configuration → add a one-time "Uniform [Year]" fee → assign to relevant members. This routes payment via the normal Bank Transfer declare + Treasurer verification flow and auto-reconciles the ledger. Check with your admin to see if the platform supports ad hoc fee types.

COMMON MISTAKES

Mistake	Consequence	Prevention
Ordering too late	Uniforms arrive after Season 1 begins	Order 10–14 weeks before season; sublimation = 14 weeks
No payment before order placed	Club carries the cost if members don't pay	Collect payments before submitting order to supplier
No proof check of names/numbers	Misspelled names; wrong numbers on jersey	Send final proof list to supplier; get written confirmation
No size guide shared with members	Members submit wrong sizes	Include size guide link in the Noticeboard post
No distribution tracking	Can't tell who has collected; jerseys go missing	Google Sheets: Name, Size, Paid?, Collected?, Date

SHORT ONBOARDING SCRIPT

"Uniform orders follow a four-step process: collect sizes (Noticeboard post with deadline), collect payment (before placing the order), place order with supplier, distribute and track collection. The key is timing — start 10–14 weeks before season. Never place a bulk order without payment commitments; the club shouldn't carry the financial risk. Record each member's payment as Accounting income and the supplier invoice as an expense. Use a Google Form for sizes in larger clubs — it gives you a clean spreadsheet without scrolling through comments. And always send a final proof of names and numbers to the supplier before they print — mistakes are expensive to fix."

MICRO-TRAINING QUICK TIPS

Order timeline: start 10–14 weeks before season (sublimated jerseys need 14 weeks)
Sizes: Noticeboard post → Google Form → compile into spreadsheet
Payment before order: collect via bank transfer or Payments → Accounting Income per member
Supplier expense: Accounting → Expense → "Uniform Order — [Supplier] — [Items] — [Year]"
Proof the name/number list before supplier prints
Spare stock: 2–3 jerseys in common sizes for mid-season additions
Track distribution: Google Sheets → Name / Paid / Collected / Date

Training Module 90 | See also: 78 Equipment & Gear Management · 07 Treasurer & Accounting · 88 Canteen & Club Shop · 10 Noticeboard & Feed · 45 Message Templates