: FAQ

Process Referee Payments

In order to process game reports and produce payments to the referees from a specific organization, the following must be done: 1) Check for missing game reports:

Go to Administrator: Tools: Missing Reports to make sure all game reports are turned in. Those matches without game reports will be processed at the next billing cycle.
This tool can send them a reminder email.

2) Check to make sure all the game reports with "Review" status have been reviewed.

Go to Manage: Accounting under Administrator or Assignor
Set Status to "Review" and click "Show" to make sure all game reports have been reviewed. Contact the appropriate Assignor if there are some that need reviewing, or review them yourself and clear up minor issues.

3) Remove referees from cancelled games to prevent them from getting credit for the game toward their bonus

Go to Assignor: Assignment
Set the Date
Set the Status to "Cancelled"
Click "Show"
Click on the Match # for each match with a Referee assigned
Remove the Referee from the Referee box and set the Status to "Open"
Click "Update"

4) Collect all the matches for billing to a specific organization

Go to Administrator: Finance: Process
Set the Status to "Pending"
Set the Club
Set other search criteria to select the referees to be paid
Click "Show"
At the bottom of the list of referees, set "Mark selected Entries as" to "Billed"
Set "with Period=" to an unique name for this group of matches (e.g. "2013-09 Issaquah Jamboree")
Click "Mark". This will change the games status to "Billed" and group them under the same "Period"
Other referees can be added to this same "Period" by repeating the above process and using the same "Period" name

5) Have organizations review their bills

Go to Administrator: Finance: Download to get a spreadsheet for Issaquah to review
Set "Period" to "2013-09 Issaquah Jamboree" and Status to "Billed" and click "Download"
Save the spreadsheet
Send the spreadsheet to the Referee Coordinator for the club (in the case of Issaquah, Peter Grimes) telling them to review their Sept Jamboree referee bill
Deal with any problems they may have

6) Once all the organizations are OK with their bills, then we need to send it to the EYSA Treasurer for payment to the referees:

Go to Administrator: Finance: Process
Set Club to "All"
Set Status to "Billed" and click "Show" to get all the games you are going to pay
Set "Mark selected Entries as" to "Paid", Set "with Period=" to "2013-09 EYSA", and click "Mark"
Go to Administrator: Finance: Download to get a spreadsheet for the Treasurer's detail file
Set "Period" to "2013-09 EYSA" and Status to "Paid" and click "Download"
Open the spreadsheet and save it as "2013-09 EYSA Detailed Bill"
Go to Administrator: Finance: Export to create the file the Treasurer will need to pay the referees (the bank's spreadsheet)
Set Period to "2013-09 EYSA", set DirectDeposit to "All", set "Format" to "csv" and click "Show"
Open the spreadsheet and save it as "2013-09 EYSA Bill"
Send the last two spreadsheets to the Treasurer and ask her to pay the referees