Finances

For club administrators

Open Finances after Club players in the control panel for your own club. This section records charges, money received and remaining amounts. The service helps keep records but does not carry out financial transactions.

The three tabs are Payments, Subscriptions and Rules.

Charges, receipts and coverage

Value	Meaning
Fee	The amount charged for one player's tournament entry: the base fee, a selected rule or an individual amount.
Received	Money accepted for that entry separately from the subscription purchase. Includes an extra payment alongside a subscription.
Subscription coverage	The part covered by a previously acquired subscription. This is not a new cash receipt.

The amount due is what remains after cash and subscription coverage.

The 0 GEL badge means the entry is fully covered, while 3 GEL means another 3 GEL is due.

When cash exceeds the charge, the amount due stays at zero and the full received amount is retained.

For a 20 GEL entry covered by 12 GEL of subscription balance and 5 GEL in cash, 3 GEL remains due. The subscription purchase belongs on the Subscriptions tab; the 5 GEL belongs to the tournament payment.

Avoid counting the same money twice

To reconcile income, count tournament receipts and subscription sales separately. Do not add subscription deductions as new income. Each tab has its own receipt summary.

Club settings and tournament fees

The gear beside Finances opens the club currency and default entry fee. Supported choices are Georgian lari, euros, US dollars and Polish zloty.

The club fee supplies the initial value when creating a paid tournament. The tournament can have a different fee, and a player's charge may differ through a rule or manual adjustment.

Changing the club currency does not convert or recalculate old amounts. Existing tournaments and subscriptions retain their currency. Different currencies have separate totals, without exchange-rate conversion.

Missing fee or currency

Payments includes all paid tournaments, including older entries with incomplete settings. An incomplete tournament has a yellow row and a warning. Expanding it shows a setup prompt instead of participant payments until both fee and currency are available.

Use Set to enter them manually, or apply the club settings from the tournament row and confirm. If the tournament already has a currency different from the club's, enter its fee manually.

Saving makes the participant table available. A fee of zero is a valid value and differs from an unspecified fee.

Payments

Tournament and player views

The switch to the right of search changes the presentation of the same payments:

• The tournament view groups entries by tournament. Expand a row to see participants; the icon beside the name opens the tournament page.
• The player view shows each entry as a separate row with a tournament link beneath the player. The same player can appear for several tournaments. Columns are sortable; the latest payment date comes first by default.

Search, filters and the summary

Search by tournament name or player. In the tournament view, a matching player selects the whole tournament, including the receipts of its other participants. In the player view, a player match selects that player's entries; a tournament-name match selects that tournament's entries.

All tournaments includes events without a season. Choose a season or the no-season option to narrow the list. The initial period is unrestricted.

View	Date used by the period filter
Tournaments	Tournament date.
Players	Payment receipt date.
Subscriptions	Subscription payment date.

A record without the relevant date does not match a restricted period. Clear the period to inspect undated records.

Received totals all records matching search and filters, including other pages. The tournament view includes all participant receipts of the selected tournaments. The player view includes payments matching the search and filters. Switching pages does not change the total.

Tournament totals

The row shows N of M:

• N is money received specifically for this tournament, including extra payments alongside subscriptions.
• M is the amount players must pay in money for this tournament. Portions covered by subscriptions and exempt players' fees are excluded.

Money received from selling the subscriptions themselves is not included — it is recorded on the Subscriptions tab.

For example, three players enter at 10 GEL each. One uses a subscription, one pays 10 GEL, and the third has not paid yet. The row shows 10 of 20 GEL. Once the third player pays, it shows 20 of 20 GEL.

The received badge is green when all obligations are covered and yellow when an amount remains due or complete payment cannot be confirmed.

Editing a player entry

Finished tournaments use titles, labels and categories from their saved standings. Later profile changes do not replace them. If an old saved table lacks this information, current values are not substituted. Unfinished tournaments use current information.

These values reflect the saved table, not a separate profile history. Rebuilding that table with current information can also change what is displayed here.

Click a value to edit it. Ordinary fields reveal an input with Save and Cancel; Cancel discards unsaved changes. The pricing selector offers the tournament's base fee, an available rule, a manual fee or exemption. Exempt entries have a zero charge displayed as free.

Selecting another rule changes the player's entry fee to that rule's amount. You can assign a rule manually even when the player does not meet its conditions — for example, give a label-based discount to a player without that label.

The Received amount stays unchanged. If the player has already paid 10 GEL and you select a rule charging 15 GEL, another 5 GEL remains due.

Without a subscription, cash and date can be edited in the table. When a subscription is available or used, clicking the payment opens a dialog with payment method, extra payment and exemption options. See Amount, date and a different fee for instructions.

A subscription entry shows Subscription, with the covered amount in parentheses for a balance subscription. Separate cash appears beneath it as + N. A cash payment may have an Available subscription hint; use the editor to select the subscription again.

Tournament actions

The three-dot menu contains three actions.

Change fee opens the tournament's base fee and currency. Existing participant charges do not automatically change; refresh them explicitly. If a monetary subscription has already been deducted for the tournament, its deductions must be cancelled before changing currency.

Refresh charges uses each player's saved selection: the current tournament fee for base pricing, or the current amount of the selected rule. Manual charges remain unchanged. Conditions such as labels, categories and titles are not checked again, and a different rule is not selected automatically. Received cash, payment dates and recorded subscription deductions remain unchanged. A row action can refresh just one player.

An inactive rule or a rule in another currency cannot be refreshed. Read the notification and choose an appropriate option. Other player rows may still update successfully.

Mark payments from charges fills today's date and the saved charge only where there is no payment date and the received amount is zero or unspecified. Subscriptions, exemptions, unknown charges and previously filled payments are skipped. Even a partial amount without a date is preserved. This action does not recalculate charges: check them first and use it only to record money actually received.

Exemption and refunds

Permanent exemption is set in a club player's payment profile; one-off exemption affects only one tournament. Both appear as exempt with a zero charge and free badge in Finances.

If money has already been received, exemption asks for confirmation with the refund amount. Confirming clears cash and its date and cancels subscription usage. Return the money to the player separately.

Removing a tournament participant also removes their payment record. Existing receipts trigger a refund warning. To change financial terms only, edit the payment instead of removing the participant.

Pricing rules

Rules define an entry amount for a label, category, title or specific player. Permanent exemptions and subscriptions remain separate settings in the player's profile.

Use Add beside search. Enter a name, condition type and value, amount, priority and active state. For a player condition, type a name to search. Personal rules show the current player title and full name; labels and categories show their image and name.

The default priority is 100. Lower numbers take precedence. Give competing rules different priorities to make the intended order explicit.

When a participant is added, the first matching active rule in the tournament's currency is selected; otherwise the base fee applies. Permanent exemption is handled separately. Later changes to marks, rules or priority do not automatically alter saved charges.

After editing a rule, refresh charges to apply its new amount to existing selections. Select a different rule manually if that is what should change.

Inactive rules are excluded from initial selection. Deleted rules disappear from the list and cannot be newly assigned. Players who already have the rule keep it: after deletion, Refresh charges still recalculates their fee using that same old rule. No other rule is selected automatically, and received payments stay unchanged. For example, assigning a 15 GEL rule, deleting it and refreshing charges leaves the fee at 15 GEL.

If the rule was deactivated before deletion or its currency differs from the tournament's, recalculation fails for that player and preserves the previous charge. Select another rule or the base fee manually to recalculate.

Search finds personal rules by player, rather than searching every rule name.

A rule retains its currency. After changing the club currency, an old-currency rule will not apply to a tournament in the new currency. Create a suitable rule and review charges.

Subscriptions

This tab lists club subscriptions, including completed ones, with current player title and full name, type, coverage, usage, remaining allowance, received amount and payment date.

Coverage is either all club tournaments or one season. A season subscription applies only to that season's tournaments. Even an all-tournament subscription cannot cover an event that does not accept subscriptions.

When recording a tournament payment, you can select a subscription created on or before the tournament date. If the tournament took place before the subscription was created, you can record its usage manually by adding the completed tournament to the subscription history.

The button before the player's name opens subscription details and history, with an option to edit. Clicking an unspecified financial value opens the subscription form to complete it. See Creating and paying for a subscription for instructions on filling out the form.

Three types

Type	Coverage	Usage display
Visits	A fixed number of eligible tournament entries.	Used out of the total, and remaining entries.
Until a date	Eligible entries through the selected date, inclusive.	Number of counted tournaments and expiry date.
Balance	Entry fees up to the available monetary balance.	Amount spent out of the initial balance, and remaining balance.

Initial balance and received amount are different. A subscription sold for 90 GEL can provide 100 GEL of tournament balance: income is 90 GEL while coverage is 100 GEL. Receipt and balance share a currency. A monetary subscription must match the tournament currency.

The compact club player badge displays the balance without its fractional part. Open details for the precise amount.

Creating and paying for a subscription

Create subscriptions through the player's payment settings in Club players. Choose the type, limit, expiry date or initial balance, scope and optional comment.

Enter the received amount, currency and payment date. An empty amount is not zero.

Free records zero income and fills currency and date automatically, using the club currency for a new subscription and retaining relevant saved values when editing. Set the club currency first. A free purchase still has its configured limit, expiry or balance.

Usage and extra payments

Before a tournament finishes, subscription coverage is provisional. Usage is recorded at completion. Selecting a subscription for an already finished tournament records its use when saved.

A visit subscription uses one entry; a date subscription adds the tournament to its history. A balance subscription covers the charge up to its remaining balance. Refreshing the charge later does not automatically change a recorded deduction.

Any subscription type can have an extra cash payment. Select the subscription in the payment dialog, choose Add extra payment, then enter amount and date. The cross removes the extra-payment fields. Save afterward to remove a previously recorded extra payment.

Extra cash does not reduce the subscription deduction

For a 10 GEL fee with enough balance, the subscription covers 10 GEL even if the player also pays 6 GEL in cash. If only 4 GEL of balance remains, those 6 GEL settle the difference. Extra money can settle a shortfall or be an amount paid above the normal fee.

Editing, history and completion

Only one subscription can be active per player. Completed subscriptions remain in history. A visit limit cannot be reduced below usage, and initial balance cannot be reduced below money already deducted. Currency cannot change after usage exists.

A subscription with recorded usage cannot change type. An existing monetary subscription cannot become a date or visit subscription; finish it and create another if needed.

Type	Exhausted when	Can resume when
Visits	The limit is used up.	The limit increases or usage is removed, with no other active subscription.
Date	The expiry date passes.	The expiry is extended, with no other active subscription.
Balance	No balance remains.	Initial balance increases or a deduction is removed, with no other active subscription.

Changing initial balance does not record new cash: edit the receipt separately.

History lets you inspect counted tournaments, add a missed completed event the player entered or remove incorrect usage. Balance usage depends on the tournament charge and available funds, so check pricing and payment method first.

Clearing payment or switching to ordinary cash cancels subscription usage for that entry. A restored allowance may reactivate the subscription if there is no other active one. Ending a used subscription preserves history and does not issue a monetary refund; check financial corrections separately.

Subscription filters

Use player search and filters for coverage, type, active state and payment date. All subscriptions does not restrict coverage. All club tournaments selects only subscriptions without a season restriction. Choosing a season selects subscriptions specifically assigned to it, not every subscription potentially valid for its events.

The summary totals receipts for all subscriptions matching search and filters, including other pages. Remaining balances and the value of covered tournaments are not added.

Suggested workflow

1. Set the club currency and base fee, then create pricing rules.
2. Set up player subscriptions and permanent exemptions.
3. Create a paid tournament and check its fee and subscription acceptance.
4. Review participant charges and adjust the rule or individual fee where needed.
5. Record actual receipts and dates. Use bulk marking only after receiving the corresponding fees.
6. Finish the tournament and check subscription usage, red coins and outstanding balances.
7. Reconcile subscription sales separately from tournament receipts, checking search, filters and currency.

See Tournament entry payments for the tournament dialog, and Control panel for ongoing player settings.