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Track payments made by members

This article provides information on how club Webmasters can track payments completed by members to the club.

Quick links:

View transactions Export transactions
View assignments Export assignments
Change the tagged member Cancel a member's subscription
Incomplete payments Related articles
Record a manual payment  

 

View transactions

The Transactions page lists each payment processed through your Pitchero Club website, including any payments manually added within the club control panel.

Step-by-step guide:

  • Go to your club admin dashboard
  • Click 'Shop and payments' from the left-hand menu
  • Click 'Transactions' from the sub-menu

If the value in the Revenue column is blank, it means the payment is still being processed by the payment provider. Once the money has reached the club's account, the value in the Revenue column will show.

Top Tip:

Use the filtering tools to narrow down the payments by status, date, product, and team.

 

View assignments

Assignments are created for each purchase made through the website or Club app. Assignments can also be created by the club where the member is requested to buy the product.

Step-by-step guide:

  • Go to your club admin dashboard
  • Click 'Shop and payments' from the left-hand menu
  • Click 'Products' from the sub-menu
  • Click on the product name
  • View which members have paid for the product, and which members haven't paid
  • Click on the member's name to view more information on the specific assignment

Top Tips:

Use the filtering tools to narrow down assignments by status, variant, member role or associated team.

The club can see and assign members who have not already assigned to the product. On the product assignments page:

  • Click 'Assign members'
  • Select 'Filters to unassigned members ONLY'
    • Use the other filtering tools to narrow down the members you wish to look at
  • Select the members (or all members) currently unassigned
  • Click 'Create X assignment(s)'

The club can see the number of instalments completed by the member for their assignment. This is a useful tool alongside the Subscription status column on the product assignments page.

 

Change the tagged member

If an email address changes or a product is assigned to the wrong member, you're able to change the tagged member to reassociate the assignment or payment of a product.

Step-by-step guide:

  • Go to your club admin dashboard
  • Click 'Shop and payments' from the left-hand menu
  • Click 'Products' from the sub-menu
  • Click on the product name
  • Click the assignment that needs changing
  • Click 'Tagged Members'
  • Click 'remove' on the existing tagged member
  • Click the 'checkbox' next to the correct member that needs tagging

 

Incomplete payments

Step-by-step guide:

  • Go to your club admin dashboard
  • Click 'Shop and payments' from the left-hand menu
  • Click 'Products' from the sub-menu
  • Click on the product name
  • Click the filter funnel icon
  • Click 'Filter by status'
  • Select 'Not Paid'
  • Click 'Apply filters'
  • Click 'Request payments' if you wish to send a payment reminder to these members

A payment request alert will be sent to the members with a 'Not Paid' assignment.

Please Note:

Payment requests are designed to be sent to members 

A payment request should not be sent to a member with a failed payment.

 

Record a manual payment

We encourage clubs to collect payments through the website as much as possible. This saves valuable time for volunteers and ensures payments are collected into the correct account.

If the member has elected to pay the club by another means, you can still record this in your club control panel.

Step-by-step guide:

  • Go to your club admin dashboard
  • Click 'Shop and payments' from the left-hand menu
  • Click 'Products' from the sub-menu
  • Click on the product name
  • Locate the member's assignment (if the member isn't already assigned, assign them to the product, but untick the payment request alert)
  • Click 'Add manual payment' in the top corner of the page
  • Enter the amount the member has paid
  • Enter the variant the member has paid for (if appropriate)
  • Enter the member's method of payment
    • Cash
    • Bank transfer
    • Cheque
  • Enter a note (if appropriate)
  • Click 'Add'

Please note:

  • The club can record manual payments on one-off products only. The club cannot record a payment manually for a product with multiple instalments.
    Instead, the club should encourage the member to pay for the product directly through the website or Club app.

  • To record a manual payment, the club needs to create the product assignment first. By default this will send a prompt for the member to buy the product via Pitchero. If the member has already paid separately from Pitchero, the club should turn off the payment prompt while creating the assignment(s).

  • Product assignments can be created for lots of different types of products such as Membership and Tickets, but not Donations or Fundraising products.
    This is because an assignment implies the member is required to purchase the product, and buying a fundraising/donation product must be optional for the member.

 

Export transactions

The club can export transactions to a CSV file through the club control panel.

This is often used for secondary reports produced by clubs and providing payment information to the HMRC.

The transactions export provides the following information:

  • Payment date
  • Buyer's name and who they paid for
  • Product (and variant selected) name
  • Payment status
  • Payment method
  • Whether the selected Gift Aid
  • Note

Step-by-step guide:

  • Go to your club admin dashboard
  • Click 'Shop and payments' from the left-hand menu
  • Click 'Transactions' from the sub-menu
  • Click 'Export results'

The CSV file will be automatically downloaded to your desktop ready for you to view.

Export assignments

The assignment export provides an overview of the purchase made by the member. This information includes:

  • Date assignment created
  • Buyer's name and who they bought the product for
  • Product (and variant selected) name
  • Assignment status
  • Whether the buyer selected Gift Aid
  • Payment form

Step-by-step guide:

  • Go to your club admin dashboard
  • Click 'Shop and payments' from the left-hand menu
  • Click 'Products' from the sub-menu
  • Click on the product name
  • Click 'Export'

The CSV file will be automatically downloaded to your desktop ready for you to view.

 

Cancel a member's subscription

The club can cancel a member's subscription via the club admin dashboard or the payment provider dashboard.

The member is not able to cancel the subscription via their Pitchero account, but they can submit a request for the club to cancel the subscription.

 

Manually cancel a member's active subscription

Step-by-step guide:

  • Go to your club admin dashboard
  • Click 'Shop and payments' from the left-hand menu
  • Click 'Products' from the sub-menu
  • Click on the product name
  • Locate the member's assignment
  • Click on the member's name
  • Click 'Subscriptions'
  • Click 'Cancel' on the right-hand side of the page

Handling a member's cancellation request

Step-by-step guide:

  • Go to your club admin dashboard
  • Click 'Shop and payments' from the left-hand menu
  • Click 'Assignments Report'
  • Click 'Filters'
  • Click 'Filter by subscription status'
  • Click 'Cancellation requests'
  • Click 'Apply filters'
  • Click on the member's assignment
  • See the cancellation request, the date it was submitted, and the reason
    • To process the cancellation, click 'Subscriptions', click 'Cancel', then 'Yes, Cancel'
      • The member's subscription will be cancelled immediately with no future payments collected as part of the assignment. The subscription will also be marked as cancelled in the payments area of the member's account.
      • Payments processed by GoCardless take 6 banking days to be collected. If the payment has already been started by GoCardless, cancelling the subscription will not cancel the payment that has already been started.
    • To decline the member's cancellation request, click 'Decline request', enter the reason for declining the request (this will be sent to the member), and click 'Decline request'.
      • The member's subscription will remain active collecting instalment/subscription payments online from the member as previously agreed between both parties.

 

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