Everything about finance and GST

What it is

Finance and GST is the treasurer’s part of Sports Club OS. It reads the money the club already records (invoices, payments and till sales) and turns it into what the treasurer and the accountant need, without anyone typing it in twice.

It never changes the money. Payments are recorded where they always are, and Finance and GST works out the GST, matches the bank, and adds up the quarter.

Everything it does

A GST code on everything

Every price, membership fee, till product and invoice line is taxable, GST-free, input-taxed or not a sale. Each kind of income has its own default, and a membership type can have one code for its fee and another for its joining fee.

Prices with or without GST

The club chooses whether the office types prices including or excluding GST. Changing it can keep what members pay or add the GST to every price, and shows every amount before and after first.

Tax invoices

Invoices show the GST on each line and say which lines are GST-free or input-taxed. They are headed Tax invoice, Tax invoice / Receipt once paid, or Draft invoice. Existing invoices are never worked out again.

GST on every payment

Each payment records its share of the GST, so a fully paid invoice’s payments add up to its GST to the cent.

The BAS worksheet

Total sales (G1), GST-free sales (G3) and the GST on sales (1A) for a quarter or a month, by source and by category, with every sale behind them. Quarters are labelled the ATO’s way, such as “July to September 2026 (Q1 2026–27)”.

Cash or accrual

The club chooses its basis and how long a period is. A change takes effect from the start of the next period, so a period is never worked out two ways.

Periods marked lodged

Mark a period lodged once the BAS is done, and its figures are kept as they stood. Anything recorded later against it is listed on the next period’s worksheet, with the difference.

The GST threshold

The last twelve months’ sales against the $150,000 GST registration threshold for clubs.

Bank reconciliation

Import the club’s bank statement as a CSV file and match each line to the invoice payments and till cash takings it paid for. Sports Club OS suggests matches, and nothing is matched until someone confirms it. One deposit can cover several payments, and several deposits can cover one payment. Lines with no payment behind them, such as a bank fee, are explained. Once the statement balances to a date, everything up to that date is locked.

What reconciliation never touches

It never changes a payment. The column layout is remembered for each bank account, the same line is never imported twice, the file itself is not kept, and only the BSB and the last four digits of an account number are kept.

Income received in advance

Membership fees are earned day by day over the time they cover, so on any date the treasurer sees how much of what has been received is not yet earned, by membership type and month by month. Joining fees can be earned when charged or spread over the membership.

This year against last

Income without GST this financial year so far against the same days a year earlier, in total and by stream: membership, courts, classes, functions, the bar and more.

Invoiced against received

Each month’s amount invoiced against the money received, and what was still owed at the month’s end.

Export to the accounts

Each month’s money as a summary to key into MYOB Business: for each payment method, income by the club’s own account and tax code, with and without GST, and prepaid bar credit kept apart. A spreadsheet for the accountant goes with it, a row per day, account, tax code and payment method.

Your account codes

Map each kind of income, court hire for each sport, and each payment method to the club’s own accounts once. Every month exported is recorded, and exporting a month again asks first.

Member and visitor income

Money received in a period split into income from members, guests, visitors and functions, each marked as the ATO classes it, with guest numbers from bookings and the till. Evidence for the accountant of a sporting club that is exempt from income tax.

How it works

1. Set the GST codes once. Each kind of income has a default, and any price, fee or product can have its own.
2. Money comes in. Payments are recorded against invoices and sold at the till as they always are, each with its share of GST.
3. Reconcile the bank. Import the statement, confirm the suggested matches, explain the rest, and lock the period once it balances.
4. At the end of the quarter. The BAS worksheet has the figures. Lodge as usual, then mark the period lodged.
5. Each month. Export the month’s summary for MYOB and the accountant’s spreadsheet.

The screens

Real screens from Sports Club OS, on an invented club.

Settings and options

GST codes

The default code for each kind of income, and a code on any price, fee or product.

Prices are entered

Including or excluding GST, and what happens to stored prices when it changes.

The BAS

Cash or accrual, quarterly or monthly, and whether G1 includes GST, each from the start of a period.

Joining fees

Earned when charged, or spread over the membership they came with.

Account codes

The club’s income account for each kind of income and sport, a money account for each payment method, and the prepaid credit account.

Bank accounts

Each account’s name and bank, its BSB and last four digits, the date reconciliation starts from and the balance that day, and the column layout of its statement file.

Who can do what

These are the starting roles. The club can change what each role may do on its Roles & permissions page, give a person several roles, and take a role away when they step down. The server checks every request against those roles, so a hidden button is never the only protection.

What gets sent

Questions

On its way

Works with

Membership ManagementPoint of SaleAI Reporting