List of topics

  1. prerequisites
  2. introduction
  3. basic configuration
    1. tax creation
    2. configuration for automatic payment-receipts
  4. advanced configuration: user cases
    1. example 1: tax management in case of different service providers
    2. example 2: multiple branches, each with its document template linked with a tax

1. Prerequisites

Before reading this manual it is advisable to know how to create document templates and to have a clear understanding of tax management within the business.


2. Introduction

With SPORTRICK it is MANDATORY to create taxes to associate with the items on sale.

If items are tax free it will be necessary to create a tax called "tax free" with a rate = 0%

You will notice that there are two sections:

  1. taxes: this is where taxes are created and where their rate is configured
  2. advanced management: this is where documents can be linked with a tax and where advanced tax management can be configured


3. Basic Configuration

Tax Creation

To create a new tax click on Settings -> Taxes -> Add Tax

  • Code: code/name of the tax (visible during payments)
  • Description: notes about the tax or short description (optional)
  • Percentage: % rate of the tax for VAT management
  • Fixed Value: value to add to the final price (or deduct, if preceded by a -). If it is not needed, leave 0

Then save.

Please note that once a tax has been created it cannot be deleted. It can be disregarded just by avoiding to link it with items on sale.


Configuration for Automatic Payment-Receipts

It is mandatory to associate a document template to each tax to speed up payment procedures, since the system will automatically issue the specified document template every time an item associated with a specific tax is sold.

After the creation of each tax, click on Advanced Management and click on Edit

click again on Edit in order to link the tax with the required document template for each procedure, please select the template accordingly:

  • standard: automatically issued after every Front-Office payment (at the reception)
  • automatic: automatically issued for:
    • automatic recurring payments (SEPA/Credit Card) 
    • payments via the E-Commerce
  • wallet: automatically issued for payments using the credit in the client's e-wallet
  • credit note: automatically issued for refunds/invoice cancellation. Please note that is it necessary to activate the corresponding option in the details of the document template in order to use it as a credit note (Settings -> Document Templates -> Settings -> tick the Credit Note box and save the changes)
  • outstanding payments: automatically issued in case of unpaid amounts (only for SEPA payments)

If the fiscal cash register is compatible with SPORTRICK (please check the list of compatible cash registers in the manual), it will be possible to choose the corresponding department to register the sale of items associated with the current tax (and therefore print automatic receipts).


Click on OK to save the changes.


4. Advanced Configuration: User Cases

Example 1: Tax Management in case of Different Service Providers

If a facility is used by different service providers, each with a different business name, it will be necessary to create a tax and a document template for each business. Example: within the same club, a sports association manages the swimming pool, another business manges the gym and a physiotherapist works as self employed.


The table below shows two examples with the steps for configuration:


all the services are taxed at 20%
  1. from Settings -> Taxes -> Add Tax create a tax e.g. VAT 20%. The name provided to the tax will appear during payment procedures
  2. click on Advanced Management and click on Edit
  3. change the name to identify this tax. For example it can be labelled VAT 20% 1 to distinguish it from the other business, which will be labelled 2. Otherwise type the business name of the service provider or the service. This lable will only be visible when the tax is assigned to the item on sale during the planning. Click on Save changes
  4.  go back in the Advanced Management and click on Add to create the other lables for the other service provider/s
  5. insert the lable for the other service provider, for example VAT 20% 2 and save the changes
  6. once all the necessary taxes have been created, you will have to click on the Edit button next to VAT 20% 1 to complete the configuration 
  7. click on edit 
  8. specify the document template required for the various operations related to payments. In the associated document template it is necessary to insert a header with the business details of the service provider number 1. This means that once this VAT 20% 1 is assigned to the items sold by the service provider number one, the system will automatically issue the document template with their business details
  9. the same operation has to be done for VAT 20% 2 
  10. this time click on Add and then specify the document template configured for the service provider number 2. In the document template it is necessary to insert a header with the business details of the service provider number 2. This means that once this VAT 20% 2 is assigned to the items sold by the service provider number two, the system will automatically issue the document template with their business details. 
according to the service, the VAT can be 20% or 0% (exempt from VAT)
  1. taxes: from Settings -> Taxes -> Add Tax create a tax e.g. VAT 20% and then add anoter tax with rate = 0, e.g. VAT FREE. The name provided to the tax will appear during payment procedure
  2. click on Advanced Management and click on Edit next to each tax
  3. click again on Edit and then select the document template required for the various operations related to payments with VAT at 20%. The header of the document template will have to be configured with the details of the service provider subject to tax
  4. repeat the same steps for the VAT FREE tax, linking the document containing the details of the service provider exempt from tax.


To differentiate earnings, it is possible to create a report that can filter them by document template. Please refer to the manual about reports.


Example 2: multiple branches, each with its document template linked with a tax

  • If you have an administration environmentclick on Settings -> Taxes to create taxes through the Add button, specifying name and rate (e.g. 22% VAT, TAX FREE...). Automatically, the system will add the taxes in all the other branches
  • if there is no administration environment, it will be necessary to create taxes in each branch
  1. open a branch (if you are in the administration environment, change branch) and click on Settings -> Taxes -> Advanced Management -> Add (or Edit next to the name of the tax in case you didn't work on the administration environment earlier). This operation is needed to associate a tax with a document template that will be issued automatically after an item with that tax has been sold
  2. specify the name of the tax and leave the current branch in the branch field, then click on Save Changes
  3. the last step is to link the correct document template by clicking on Add (or Edit)
  4. click on OK to save 
  5. repeat the procedure for other taxes and for each branch.