You will find payment management in Management > Payments.
In the top right corner of the screen, click the button with the “+” icon.
Fill in the Name of the payment group (e.g. Youth fees 2024/2025).
You can enter a Description, which is then shown to members with their individual payments.
Payment purpose – fill in if you need the payment purpose to be specified on the generated PDF payment confirmation.
Account – select the default account created in Settings that the individual payments of the group belong to.
Bank accounts and cash registers
Add your bank accounts or a cash register for cash to the payment profile so that you can then generate payments for members.
Organizational units – if the given payment group belongs only to a selected organizational unit (and not to the whole organization), select the relevant unit.
Organizational units
Divide your organization into individual units, for example if you bring together several sports or have other branch associations or branches.
Fill in the Amount that all payments in the group will be issued for
Due date type
on a specific date – select a specific due date that will apply to all individual payments in the group.
number of days from the creation of the payment – select the number of days for a floating due date, e.g. 10 days from the creation of each individual payment in the group.
installments – set up an installment schedule, fill in the total amount, the number of payments (installments) and the due date of the last payment, and the amount of the individual installments is calculated automatically. However, you can adjust the installment amounts manually as needed.
Main tag – in the settings you can define a specific symbol for the main tag, which is then automatically saved to the payments subsequently created with this tag.
Other tags – they help keep payments clear; payments can also be filtered by all tags.
Payment tags
For better organization of payments, you can create your own tags. You then use them to label payments and filter them clearly.
Specific symbol – it is saved to the created payments if you want to use it to distinguish, for example, all payments of one club/type in your account.
Constant symbol – it is also saved to the created payments.
Allow payments to be paid from member accounts – members will be able to pay the payments generated in this group from their member account (if the member has one with a positive balance and if you allow it for the account)
Working with member accounts
Member accounts are virtual accounts of the members of an organization on which it is possible to record positive and negative transactions manually or automatically. It is thus possible to keep records of e.g. rewards or bonuses for members for their activity, or on the contrary to deduct participation fees or fines. All of this with transactions created manually or automatically.
Disable downloading of payment confirmations – members will not be able to download payment confirmations for their payments.
Create as active – You can create the payment group as active straight away; notifications about new payments are then sent to members 15 minutes after they are created. However, you can also create the group as inactive and activate it later.
Create the payment group by clicking the Save button.
In the payment group overview, click the payment group you have created and you will get to its detail.
To create a new payment in the group for an individual, click in the Search and add a member row.
To generate payments in bulk, click More > Add payers by team.
Select the season and the team.
With the Only members with this main team toggle you can filter out only the members who have the given team set as their main team.
Select the payers either individually or in bulk using the Select all checkbox.
Add the payers to the group using the OK button.
You can also create a payment for an external payer who is not in the EOS platform.
Click More > Add external payer.
Enter the name and e-mail address and the external payer will receive an e-mail notification with the payment details.
You can also Generate free payment slots, to which you can add specific payers later. You will find this option under the More button as well.
On the All payments screen you can also create a standalone individual payment that does not belong to any payment group, see below.
Once the payment is generated, the member receives a notification about the new payment.
Notifications – payments and member accounts
The EOS platform sends a range of useful notifications to all members – including those related to payments. Most of them go to the mobile app, or alternatively to email.
In the platform or in the e-mail notification, the member has all the payment details available, including a QR code.
If you have the EOS platform connected to your banking, once the transaction is credited to the account it is automatically paired with the payment in EOS based on the payment reference.
Banking API
The EOS platform can be connected via API to practically all banks in European Union countries for automatically downloading transactions and pairing them with created payments.
The member is automatically sent a notification about the payment being paid, informing them that they can download the payment confirmation.
Member profile
On your Profile screen you will find all your personal details in one place. You can also edit them and send them to the platform admin for approval.
Basic details and settings
Details about your organization, an overview of your platform’s default values. On this page you can also upload your own stamp, which will be shown on all payment confirmations.
The tiles at the top show statistics for the given payment group:
Total amount of generated payments
Amount of unpaid payments
Amount of overdue payments
Amount of discounts set
Amount of payments paid in the last 30 days
Number of canceled payments
The preview eye next to the member’s name displays a panel with payment details and other actions.
The More button offers, in addition to adding payers, also:
Edit – editing the payment group
Export all payments – export of the payments of the given group
Pay from member account – You can fully or partially pay (depending on the balance) the payments of members in the group that have not been paid yet by transferring money from the member accounts of those members. First select the account from which the payments will be paid. Then enter the amount you want to transfer, or use the maximum available on the accounts. A payment can also be paid partially with a smaller amount if the full entered amount is not available on the member’s account.
Generate confirmation – if the payment is fully paid, a payment confirmation can be generated in PDF.
In the payment overview of the given group, you can click the amount link in the Discounts column and add a discount to the payment.
Either select a previously created discount rule.
Discount rules
Create your own discount rules that you can then easily apply to individual payments.
Or fill in the name of the discount and choose whether you want to apply the discount as an amount or as a percentage.
You can add an internal note to the discount.
Right-click (or click the context menu – three dots) on a specific payment/payer.
Click Edit, where you can edit the parameters of this individual payment and choose to send a notification about the payment change to the given payer.
In addition to editing, the menu also offers the options:
Set payer – change the payer of the payment (another member, an external payer, no payer)
Pay manually – marking the payment (or part of it) as paid. Effectively a manual creation of a transaction that is paired with the given payment, e.g. if a member unexpectedly pays in cash instead of to the account.
Pay from member account – marking the payment (or part of it) as paid using the money on the member’s member account (if the member has one with a positive balance and if you allow it for the account).
Show member’s payments – displays all payments of the given member.
Payment details in PDF – generates the payment details, e.g. to be sent by e-mail.
Change history – displays the history of all changes to the given payment
Mark as irrecoverable – the payment gets a special flag and due date notifications stop being sent for it. This also removes it from all overviews and it will not be included in statistics. However, you will find these payments in the payment export – marked as irrecoverable.
Cancel – the payment is marked as canceled and a cancellation notification is sent to the payer. You will find it in the payment export as canceled.
Delete – deletes the payment without any notification. The payment stops being displayed everywhere and does not appear in exports either.
The tiles at the top show statistics for all payments.
Total amount of unpaid payments
Amount of overdue payments
Amount of payments paid in the last 30 days
Amount of payments that should be paid in the next 14 days according to their due date
Amount of transactions that are not paired (downloaded via banking)
Number of free payment slots (with no payer assigned)
In the Quick payment search row you can search all payments, e.g. by payment reference or payer name.
On the first overview screen, only groups that are not fully paid are displayed. All paid payment groups can be displayed via the link Show all groups.
Click More > All payments, where you will find absolutely all generated payments regardless of their payment group.
With the "+" button you can create a standalone payment that will not belong to any particular payment group.
Thanks to the Search row, you can find any payment, e.g. by payer name or payment reference.
With the Advanced filtering button you can filter all payments by selected criteria:
Bank account / cash register – by setting – Filter payments by the bank account or cash register the payment was generated for. It does not matter where the payment was paid to. Several accounts/cash registers can be selected.
Bank account / cash register – by payment – Filter payments by the bank account or cash register the payment was paid to. It does not matter which account/cash register the payment was generated for. Several accounts/cash registers can be selected.
Due date – Display payments by their due date. You can set a range of two dates, or only one of them (e.g. setting an upper limit for all payments due by a certain date).
Creation date – Display payments by their creation date. You can set a range of two dates, or only one of them (e.g. setting a lower limit for all payments created from a certain date up to today).
Main team – At the moment the payment is created, every payer has their main team assigned in the currently active season. You can filter payments by this team. But beware, this filter may be distorted in terms of time or settings.
Irrecoverable payments – Display all irrecoverable payments, or conversely all those that are not irrecoverable.
Notification sent – Filter payments for which a notification to the member has, or conversely has not yet, been sent.
Organizational units – Filter payments by the organizational unit their bank account belongs to. Several organizational units can be selected at once.
Payer – Display payments according to whether they have a payer assigned or not, and also according to who the payer is – members, active members, deactivated members or external payers.
Payment groups – Display payments according to which payment group they belong to. You can select several groups at once.
Discounts and discount rules – Display all discounted payments or filter payments by individual custom discount rules.
Payment status and date – Display payments according to their payment status – all paid, or conversely unpaid (partially or completely). If you select paid payments, you can filter further by their payment date. You can set a range of two dates, or only one of them (e.g. setting an upper limit for all payments paid by a selected date).
Canceled payments – Display all canceled payments, or conversely all active, non-canceled ones.
Payment tags – Filter payments by the payment tags assigned to them.
Transaction history – List payments by a selected period in which the whole payment or at least part of it was paid. You will also find out the exact amount that was credited in the filtered period. If you then export the payments, the file will also contain a column with the amounts paid for each payment in the given period.
Teams – Display payments of members who are included in the given team roster. You can select several teams. You can also set whether you want to filter only ordinary members, staff or both.
Card payment – filter payments by the payment gateway they are to be paid through.
With the Export button you can export your filtered view. You will get a table with any payments you select based on the filters, e.g. all paid fee payments for a selected period.
By clicking the binoculars button you can work with views – save a filtered view for next time or manage previously saved views.
Bulk actions – filter the payment database by selected criteria and work with the selected payments in bulk. Tick the checkboxes next to the selected payments (or use the top checkbox to select all).
Change due date
Change total amount
Pay from member account
Set main tag
Add other tags
Remove other tags
Cancel
Delete
In the Payments module, click More > Debtor overview. On a separate screen you have an overview of all members who owe at least one payment, with all the related information.
In addition to the notification about a new payment, the EOS platform sends a whole range of other notifications, e.g. an approaching due date, an overdue payment, a canceled payment, ...
Notifications – payments and member accounts
The EOS platform sends a range of useful notifications to all members – including those related to payments. Most of them go to the mobile app, or alternatively to email.
Management permission: Creating and editing payments requires write permission for the Payments module.
Change history: Users with access to the Logs module can view the history of all changes made to any payment or payment group.
It is not necessary to issue invoices for membership fees, because under Section 18(2)(a) of the Czech Income Tax Act they are not subject to tax. It is enough to account for and record them (when, how much, from whom, what for). For most members, a payment confirmation is fully sufficient, and members/representatives can easily generate it from EOS.
An invoice needs to be issued only exceptionally – e.g. if the fee is paid by a company or if the accountant explicitly requires it. If you issue it outside EOS, do not forget to change the payment reference manually so that it matches the one assigned by EOS – only then will the payments be correctly paired in both the accounting and the records.
For accounting, we then recommend using the export from the Payment group in EOS, which contains all the important data (name, amount, date, purpose, etc.).
