This article will guide Centres through the process of reconciling membership payments that have been processed through the Platform. Whether payments are made by card, Sports Voucher, or a combination of both, this guide explains which reports to use and how to verify that the correct amounts have been allocated to the Centre, State Association, and Little Athletics Australia.
Payment Methods
An individual will purchase their membership by using a card payment, a Sports Voucher or a combination of both. To track the financial income that your centre will receive you will need to use two dedicated reports to help you reconcile the payments that your Centre will receive:
- Payout Report
- Sports Voucher Report (depending on your State this may be named slightly different)
- Queensland - Play On! Voucher Report
- South Australia - Sports Voucher Report
- Tasmania - Ticket To Play Voucher Report
If a Centre Membership paid using a Card Payment
If a Centre Membership is paid by card, the Platform will automatically split the fee and distribute the appropriate amounts to each organisation — the Centre, the relevant State Association (Queensland, South Australia, or Tasmania), and the National Association (Little Athletics Australia).
The Centre will be able to view their portion of the Membership Fee in their 'Finance Admin'.
If a Centre Membership paid using a Sports Voucher
If a Centre Membership is paid wholly with a Sports Voucher, the individual will not be required to make a card payment, as the voucher covers the full fee. The payment will be recorded in the Sports Voucher Report.
If a Centre Membership paid using a combination of a Card Payment and a Sports Voucher
If a Centre Membership is paid using a combination of a Sports Voucher and a card payment, the Sports Voucher will be applied first, and the individual will then pay any remaining balance via card payment.
How the card payment is split depends on the State, as outlined below:
Queensland
The National Association receives the first portion of the card payment.
Once the National Association’s fee is covered, the State Association (Queensland) receives the next portion.
The Centre receives the final portion.
This is because the Centre reclaims the voucher funds through the State Government reconciliation portal. Once these funds are reclaimed, the Centre does not need to reimburse as much to the State and National Associations.
South Australia
The Centre receives the first portion of the card payment.
Once the Centre’s fee is covered, the National Association receives the next portion.
The State Association (South Australia) receives the final portion.
This is because the State Association reclaims the voucher funds through the State Government reconciliation portal. Once these funds are reclaimed, the State Association does not need to reimburse as much to the Centre and National Association.
Tasmania
The Centre receives the first portion of the card payment.
Once the Centre’s fee is covered, the National Association receives the next portion.
The State Association (Tasmania) receives the final portion.
This is because the State Association reclaims the voucher funds through the State Government reconciliation portal. Once these funds are reclaimed, the State Association does not need to reimburse as much to the Centre and National Association.
How do I access the Payout Report
The 'Payout' report provides a detailed breakdown of every transaction that passes through your Stripe account. Before you start, make sure you have the relevant role in order to access the ‘Finance Admin Area’.
- Login (make sure you switch into your organisation account)
- Click ‘Finance Admin’ (if you don't see this, you don't have a required role)
- Click ‘Stripe’
- Select one of the ‘Merchant Options’
- Select 'Payouts'
- Select the date range and click ‘Download’
- If you would like to download a specific payout, click 'Search'
- You will see a list of the payouts that have happened in the time period you have selected
- Click 'View' next to the specific payout report
- Scroll to the bottom and select the type of report you would like to view
- Download Summary = Provides a brief overview and this will group all payments by account code
- Download Inline Fees = All payments are listed separately line-by-line. If you download this report with the fees 'in line' the 'Fees' column will be a combination of the Stripe and Sport:80 fees.
- Download = All payments are listed separately line-by-line. This will display the payment item and the Payment Processing Fee as a separate line item. The 'Fees' column in your report will relate to the 'Sport:80' element of the fee on each transaction
How do I access the Sports Voucher Report
- Login (make sure you switch into your organisation account)
- Click 'Reports'
- Click Sports Voucher Report (depending on your State this may be named slightly different)
- Select the date range and click ‘Download’
Reporting Tips to Help Reconcile Payments
Useful Columns in the Payout Report
M - Invoice Number: The transaction ID.
S - Description: Displays the athlete’s name and the item they purchased
V - Total: The Centre’s portion of the membership fee
X - Net: The actual amount the Centre has received
AK - Add On Type: The Add On Type the individual purchased (the name of the membership product)
Useful Columns in the Sports Voucher Report
B - Invoice ID: The transaction ID.
F - Add On Type: The Add On Type the individual purchased (the name of the membership product)
I - Centre Full Amount – The total amount the Centre should receive
J - Centre Discount – The amount discounted from the Centre’s total portion amount
L - State Association Amount – The amount payable to the State Association (QLD/TAS/SA)
M - State Association Discount – The amount discounted from the State Association portion amount
O - LAA Amount – The amount payable to Little Athletics Australia (LAA)
P - LAA Discount – The amount discounted from the LAA portion amount
R - Recouped – If this displays as 'Yes' the funds have been recouped through the Platform and each Organisation have received the amount they were owed
How to cross-correlate a membership purchase across both the Sports Voucher Report and the Payout Report
When reconciling payments made using a combination of a card payment and a Sports Voucher, you will need to cross-check the same transaction in both the Payout Report and the Sports Voucher Report. The following fields will help confirm you are matching the correct purchase:
Transaction ID - This unique identifier is consistent across both reports, making it the most reliable way to match a payment.
Member Name - The member’s details appear in both reports:
Payout Report - Column 'S' the description will display the athlete’s name and the item purchased.
Sports Voucher Report - Column 'D' First Name and 'E' Last Name
Timestamp of Purchase - The date and time of the purchase will match across both reports
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