I’m the Treasurer of a Scuba Diving Club and we have been using Manager for the last two years with Great success.
I have a question about the following.
We provide Training Course for our members and people that want to learn to Scuba Dive.
For the people that are Not members and want to learn to Scuba Dive, they need to join our club and our parent club, we then give them a training pack and ask for a deposit on Scuba gear.
The Course is build up of the following components:
a Training pack (Training materials, book, Qualification book)
a Logbook
One year Membership of our club
One year Membership of our Parent club
Post and Packaging of Item 1) as this can vary as its sent out by the Parent club to use and they charge us for this
contribution to equipment servicing
Deposit for the use of our Scuba diving gear
a bit of left over money’s to round it up to a nice total
All the above items have been allocated their specific group on the Charts of Accounts so no worries there.
So we Sell this course as a Package. Now I would like to give each new member an Invoice that just states “New Scuba Diver Beginners Training Course.”
Now How do I go about creating this?
I have only 2 physical items (Training materials), The rest are non-physical items: a membership (income), parent membership (liability), Deposit (liability) etc.
I have tried Non-inventory items and looked into Inventory items. I have read the tutorials but non of them gave me a clear answer.
If all items were inventory items, you would use an inventory kit. But you cannot mix inventory and non-inventory items in a kit. Additionally, these things are going to several different accounts. So, while you could create one non-inventory item with a complex description of it all, you can only allocate a non-inventory item to one account. You would have to then use journal entries to move everything around.
I would just put your “New Scuba Diver Beginner’s Training Course Package” into the summary-level Description at the top of the sales invoice body and list all the items separately. Most of them can be inventory or non-inventory items. #5 I assume you would edit based on what the parent club charges you.
#8 could be problematic, because I assume you don’t want to show a line item on the invoice that says “a bit of left over…” In accounting terms, #8 is just additional profit that needs to added to something going into an income account. Maybe you can add that to the equipment servicing charge (which should be income, possibly offset elsewhere in your chart of accounts by an equipment servicing expense account). Or fix an amount and call it a course fee; then your invoices would vary only according to differences in #5.
I also question whether you should treat the training packs as inventory. You said they were sent from the parent club. If you are not holding them, there is no need for the inventory classification.