Manage items
Create an item
Add billable items such as licenses, entry fees, or deposits
Unlike membership fees, which follow automatically from each member's membership, items are used to invoice everything else: licences, entry fees, key deposits, camps, equipment or discounts. An item is a template: above all, it specifies the accounting account number and a default price. The name and amount can be changed each time you link the item to a person.
Open the item list
In the left side menu, open Parameters then Manage invoicing. The item list is at the bottom of the page, below the invoicing settings. The box What is an item for? recalls the rule: a single “Junior camps” item is enough for all camps; there is no need to create one per camp, per course or per year.
The item list, grouped by account number
If your club exports its accounting, items are grouped by account number (button By account). The button List displays a standard table. For each item, you see its default price and its number of uses, i.e. lines linked to people. An item that has never been used is flagged with Never used. The search field filters the list by name or account number.
Fill in the “Add an item” panel
Click Add an item: the form opens in a side panel.
- Name (required, 40 characters maximum): the name of the item, for example “Entry fee”.
- long description (if the option is enabled for your club): a detailed text shown on the invoice.
- Price: one price per age bracket. By default, a single line covers ages 0 to 999. Click Add a rate to add a bracket, for example 40.00 for ages 0 to 17 and 70.00 for ages 18 to 99. A bracket whose maximum age is 0 is ignored.
- Accounting (if your club uses accounting software): Account number (required), Article code. If your club has a VAT number, the switch Subject to VAT also appears.
The “Add an item” panel with a price and an account number
Click Add an item at the bottom of the panel to save it. It appears in the list immediately.
Reuse an existing item rather than creating a new one
As you type, Plugin.ch compares the name and account number with existing items. If a similar item already exists (same account, or same name apart from the year, such as “Licence” and “Licence 2027”), the warning An item may already exist is displayed and the add button is blocked.
The warning when a similar item already exists
Most of the time, simply reuse the existing item: you will change the name and price when you link it to a person. If your new item really is different (another account or another use), tick This item really is different (other account or other use), I want to create it to unblock the button.
What's next? An item is not invoiced on its own: link it to the people concerned in Invoices → Link an item (see Assign an item to a member), or add it to all invoices of a group with the field Add items when creating the invoices.
Plugin.ch Tutorial — Manage items