Set up GST codes, price entry and your accounts

Four decisions shape every money figure in Sports Club OS: how the office types prices, which charges have GST in them, how the BAS is worked out, and which of the club's accounts each kind of income goes to. Make them with the club's accountant, before the first price is typed. All four are under Finance in the menu. How each works is in How GST is worked out, and how prices are entered, Use the BAS worksheet and Export a month's income to your accounts; this article is the order to decide them in.

Before you start

• These settings are for the Treasurer and the Administrator by default.
• Have the club's accountant to hand, or their answers: whether the club is registered for GST, which of its charges are GST-free or input-taxed, whether it reports GST on a cash or accrual basis, quarterly or monthly, and the codes of its income and bank accounts.

1. How prices are entered

Open Finance › > GST and prices. Under How prices are entered, the office types prices Including GST to start with: price fields show and take the amount a member pays. To have the office type prices without GST, press Change to excluding GST…. Every amount is stored with its GST in it either way, and members always see prices including GST.

Changing this never changes an invoice already raised. It is simplest to decide it now, before any fee is typed. If you do change it later, the panel lists every price as it would show before and after, and asks you to choose Keep what members pay (recommended) or Keep the amounts as they read: see How GST is worked out, and how prices are entered.

2. GST codes

Under GST codes, every charge is Taxable (10% GST) to start with. Leave everything taxable unless the accountant says otherwise. The codes are Taxable (10% GST), GST-free, Input-taxed and Not a sale (no GST). Set them for:

• each category, used for an invoice line that is not from the price list;
• each membership type's fee and joining fee;
• each price list item;
• each till product (taxable or GST-free only).

Press Save codes.

3. The BAS

Under BAS, choose the Basis (cash, to start with, or accrual), the Period (quarterly, to start with, or monthly) and how G1 total sales is given (Including GST or Excluding GST). GST counted from leaves out anything before a date, such as the day the club started using Sports Club OS. Press Save. A change takes effect from the start of the next period, so a period is never worked out two ways. See Use the BAS worksheet.

Under Income received in advance, tick the box to spread a joining fee over the membership it came with, instead of counting it as earned when charged. Ask the club's accountant. It is saved as soon as you tick it. See Income received in advance.

4. The club's accounts

Open Finance › > Export to the accounts. Under The club's accounts, type the account code and name in the club's accounting software for each kind of income (membership, joining fees, court hire for each sport, classes, functions, bar, food and the rest), for each way of being paid (cash, EFTPOS, card, bank transfer, cheque and other), and for prepaid credit. Codes are letters, digits, full stops and hyphens. Press Save accounts.

A month cannot be exported while any of its money has no account. See Export a month's income to your accounts.

Check it worked

Open a membership type on Admin › > Settings: its fee labels say (inc GST) or (ex GST) as chosen, and an invoice shows a GST column with any line that is not taxable marked.

Next

Set up bank accounts for reconciliation.