Confirm the competition’s transfers and payments

When a club pays by bank transfer, it uploads proof of the payment. Your job is to check that the money has arrived and confirm it. This guide explains the Payments screen, the record of each charge and the actions you have on it.

Before you start

• Payments are set up. If you have not done so, follow Set up how entries are paid.
• Clybo’ does not check your bank. Confirming a proof is your decision: compare the amount and the reference with the transfer you see in your account.
• The transfer description is the charge’s reference. Enter it under Search club or reference to find the charge; you can also ask the club for it.
• If the money arrives without proof, record it yourself with Record transfer received.

Step by step

1. Open Payments

Select Payments in the competition menu. The header shows Collected, Pending and To confirm; under the To confirm figure you see how many proofs of payment are waiting. To see only what still needs checking, use the To confirm filter. The other filters are All, Pending, Overdue, Paid and Refunded. You can search with Search club or reference.

Each row of the table shows Club, Method, Status, Amount and Receipt. The Method column fills in as soon as the club sends a proof or starts a card payment, even while the charge is still pending. Select the club’s name to open its record.

2. Read the charge record

The record shows the club and the amount. Below the amount you always see the reference of the charge and, once it is known, the method: Bank transfer, Card or Mixed. When a line under Description covers several units, the record shows the quantity before its name (2 × Entry). Each proof shows the name of its file and its size. The Paid X of Y meter shows how much has been confirmed. Then come the sections that have something in them: Proofs of payment, Description, Refunds, Card and Receipt. Refunds also appears while something is still left to refund. Actions comes at the end.

Actions only appear while the charge is pending.

3. Confirm or reject each proof

Under Proofs of payment, each submission has its status: To confirm, Confirmed or Rejected, the amount the club declared and the date. Choose the proof you are checking with the round button beside it: when you open the record, the first one still to check is already chosen.

• Select View proof of payment to open it. It only appears if the club attached the file.
• If the amount is the one you received, select Confirm 67 € in the footer of the panel. The button shows the declared amount of the proof you have chosen.
• If it is not valid, write the reason under Reason, if you reject it and select Reject, also in the footer of the panel. The reason is required, with a minimum of 3 characters, and it applies to the proof you have chosen. The club sees it and can send another proof.

When you confirm a proof, its amount is added to the meter. While there are proofs to check, you cannot release that charge’s places.

4. Handle partial payments and overpayments

• If what is confirmed does not cover the total, the charge stays Partly paid until the rest arrives.
• If the club pays too much, you will see the notice Overpaid with the excess. To refund it, use Refund: see Receipts and refunds for the competition.
• If an entry is withdrawn after payment, you will see the notice about entries withdrawn after payment, with its amount.
• If a Reject or Withdraw decision could not recalculate the payment because another entry in the registration has a fee set wrongly, you will see the notice “The payment could not be recalculated after rejecting or withdrawing: check the fees. It will be retried automatically.”. The rejected or withdrawn entry stays in the payment until it is recalculated.

5. Record a transfer received

If the money arrives without a proof, select Record transfer received under Actions. In the window, enter the Amount received and, if you like, a Note. Select Record. It cannot be recorded while a card charge is in progress.

6. Extend the deadline

Select Extend deadline under Actions. Under New deadline enter the date and the Time, then select Extend. The club will be notified. The new date must be later than the current deadline. Only pending charges are extended. On a cancelled or finished competition, Extend deadline does not appear.

7. Waive the charge or release places

• Waive charge appears if the charge has no money paid and there is no card charge in progress. Enter the Reason for voiding and select Void payment. A waived charge cannot be undone: the entries are exempt and that payment is not requested again. If there is also a proof to check, the button remains, but the waiver does not complete while that proof is still unchecked: reject it first. If you confirm it, the charge already has money and cannot be waived.
• Release places for non-payment removes the entries from that payment and frees the place. If the club has paid something, tick I confirm I will refund what was paid separately and select Release places. Releasing places does not refund money: you make the refund yourself. While there are proofs to check, it cannot be released.

8. Check automatic non-payment handling

With On submission, when the payment falls due with nothing collected, no proofs to check and no card charge in progress, Clybo’ releases the club’s places when the deadline passes and notifies the club by email afterwards. There is no advance warning, apart from the reminder you have set. If something has already been paid or there are proofs to check, Clybo’ sends one notice and does not release the places.

With After approval, the due date notifies the competition organiser. It does not release places.

If something goes wrong

• Reject stays disabled: the reason is fewer than 3 characters. Write a longer reason.
• Waive charge does not appear: the charge already has an amount paid or a card charge in progress. Waiving is only possible with no money collected.
• Release places does not proceed: there is a proof to check or a card charge in progress. Confirm or reject the proof, or wait for the card charge to finish.
• Partly paid does not change: what remains to be paid still needs confirming, or the club has not yet sent it.
• “There is a proof of payment to review. Confirm or reject it before continuing.”: you are waiving the charge with a proof still to check. Reject that proof and try again; if you confirm it, the charge can no longer be waived.
• Receipt blocked on the record: the club’s tax details are missing. Complete them in the Receipts block of Club › Settings (Collections screen), which you also see in the side column of Payments › Settings. If your club is a Clybo’ customer, those details are read-only, with the text Change in Clybo’; you complete them in Clybo’.
• “The payment could not be recalculated after rejecting or withdrawing: check the fees. It will be retried automatically.” on the payment sheet: another entry in the registration has a fee set wrongly. Correct it in Fees and places for your competition. Clybo’ recalculates the payment by itself on its next pass.

Next step

• Receipts and refunds for the competition: download receipts and refund money.
• Review and approve your competition’s registrations: approving creates the payment if you collect after approval.
• Set up how entries are paid: the method, timing and deadline.