Manual: Concepts-Accounting

Overview

What is the Accounting Concept?

Accounting embodies all of the processing and database information that allows you to keep track of all the fiscal activities occurring between a Chapter and a Referee. In other words, you can think of it as the "Chapter's Payables".

Why use the Concept?

Accounting allows you to track payments to Referees for services rendered (pay records, 1099 reporting, etc.), score results from a completed Assignment, and any other information a Referee provides after completing an Assignment (for example, Cautions issued, general field condition, match comments, sportsmanship scores, etc.).

You can also use it to create Invoices to Organizations - but this depends heavily on your Chapter's relationship with its Client Organizations.

How is the concept implemented?

When Site Accounting is active, each Referee must file a Match Report upon completing an Assignment using the Referee: Match Report function. This function automatically computes any Fee due the Referee (usually from Services: Fee Schedule) and any appropriate deductions (e.g. Chapter fee).

From the Referee's Perspective

The following steps describe how the Referee can think of the Accounting process:

Referee completes an Assignment

Once the Assignment is completed, EVERY Referee assigned to the Match must file a Match Report using the Referee: Match Report function. How the Referee got the Match assignment (i.e. Assignor or SelfAssign) doesn't really matter.

The Site sets the Status

If everything about the Match Report is "normal", the Accounting entry is set to "Pending" status, where it awaits processing by the Chapter. If there's something unusual about the Match Report, it is placed into "Review" status, which requires a Chapter representitive (Administrator, Assignor, Treasurer, etc.) to manually release it for payment.

Referee can monitor the status of his/her Match Reports and related payments

Each Referee can use the Referee: Accounting to review any Match Report that he or she has filed, the current status, and the Fees related to the completed Assignments.

From the Chapter's Perspective

The following steps occur from the Chapter's perspective (this is sometimes called the Treasurer or Finance segment of the Site):

Referees file Match Reports as Assignments are completed

As each Referee completes his or her Assignments and files Match Reports, the Reports are added to the Accounting information as a "Pending" payment record. Any Match Report that requires extra attention (e.g. no Fee computed, wrong Referee filing match completion, etc.) is placed into "Review" status.

Financial Officer (Treasurer, etc.) reviews Match Reports, as necessary

As the Reports arrive, the responsible Board Member (Officer) can review any reports with unusual characteristics and make adjustments, as necessary. Unusual reports may include:

1. A Report indicating that the Assigned Referee did not complete the Assignment
2. A Report from a fourth Referee, even though there were only three Referees requested and assigned to the Match
3. A Report that is more than 15 days late
4. A Report from a Referee who was not originally assigned to the match

Marks Pending Reports with a specific Period

When the Chapter accumulates the desired grouping of Match Reports in Pending status (e.g., every Month, at the end of a quarter, at the end of a season), the Financial Officer can simply "mark" all of them for payment during a specific "Period" (e.g. January 2024, Spring 2024) using a Finance: Pay type page. This updates the Status of all the Match Reports to either "Paid" or "Billed" and sets the Period value in each Match Report to the value specified by the Financial Officer.

From the Client's Perspective

Client organizations can also see the Match Reports as they are filed using the Client: Accounting page. This allows the Client representative to view the fees due in exchange for the Referee's services. Of course, each Chapter is somewhat unique in how it accomplishes billing with their Client organizations. Some situations require offline, detailed print outs, which are NOT covered by the Referee Management Site. Other Client's happily accept a summary billing that references the Accounting Period and others may simply view the Client: Accounting page.