Work flow for organising a show with online payments

This article describes the basic work flow for organiser when managing all registrations and show economy in NRYFStevne.  

updated: 2024 (changes of administrative fees)

For each stage / action basic principles are described under the process stage (see numbers on the drawing). 

1. Organiser adds classes and products or services, specifies fees

Classes:

• Organiser can specify a starting fee.
• Late registration fee (100 kr) can be added using the product´s section and can be paid online after results are imported from Equipe APP, provided products are added to athlete´s shopping baskets.
• For each start, an NRYFavgift (25/15 kr) and NRYFavgift til rytterkrets (10 kr) will be added automatically based on the level of class and difficulty.
• Administrative fee (40 kr starting from 2024) will be also charged automatically for each start. The Equipe APP and system fee is meant to cover the Equipe APP and platform operational costs. 
• In addition, a payment processor fee (Stripe avgift) will be charged to cover the transaction fees for payments.  A payment processor fee will be charged from organiser´s starting and product fees. 
• For each class, an organiser can check an economy summary projecting the organiser´s revenues in the Add/edit class form. 

Products and services:

• Organiser can specify products and services that can be booked or purchased when registering to a show. Products or services may include boxes, electricity, accommodation, as well as cup fees, veterinary services, late registration fees or any other services organiser would like to sell or allow for booking. 
• There are several options for payment conditions: 
  • product / service is added as text for information, for example, that there will be a possibility to purchase a hay on spot or an accommodation available for booking from a hotel nearby; 
  • product / service can be booked together with registration to a show, but payments will be done in show office. When this option is used no online payments are collected for bookings and organiser can get the summary of bookings either from products list in NRYFStevne or from Equipe APP. In Equipe APP, the prices for products and bookings will be sent allowing organiser to use the Equipe APP economy for managing the payments. 

  • product / service can be booked and paid online through the NRYFStevne. If this option is used all products / services bookings should be prepaid together with classes fees. Organiser will get a list of bookings either from the products list in NRYFStevne or from Equipe APP.

    Please note: 

    All cancellations and adding new bookings could be done either in NRYFStevne or in Equipe APP. There is data import from Equipe APP to NRYFStevne and possibility to sync the changes in bookings if changes are done in NRYFStevne.

• For product / service that should be prepaid online, when registering for a show, it is possible to specify: 
  • Booking fee and base price (these components will be summed up for a final price). Please select the payment scheme "Full pris betalt online, betaling refunderes ved avbestilling for stevnets pameldingsfrist". When selected and booking price specified, in case of cancellation of bookings after the registration deadline, the rider would get the base price refunded and booking fee can stay for organiser. 
  • Only base price. Please select the payment scheme "Full pris betalt online, betalingen kan ikke refunderes". When selected, in case of cancellations of bookings after the registration deadline, the organiser can keep the whole price, there is no obligation to refund. 

• When using online payments solution for bookings of products and services, the transaction fee for the payment processor will be charged from organiser revenues for products.

VAT: 

• As a rule, organisation of sport events are not subject to VAT. For organisers who have marked in their profile that they are VAT-obliged, there will be an additional option to check VAT rate in show add/edit form (this VAT rate will be applied for classes), please note it should always be 0% for shows in Norway. 

• For products and services, it is possible to specify a VAT rate for each product specifically from product add/edit form: 

• In the system, the VAT rate is used in receipts for payments that are issued for transactions on behalf of the organiser. VAT rate can also be used in financial reporting  for riders and organisers.

2. Organiser proposes schedule for approval 

• When proposing a schedule for approval, please check that the payments function is switched on for the show (green): 

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  If prize money payouts details should be collected, check that the Premieutbetalinger is switch on (green). 

• After schedule is proposed, it is not possible to make changes in class fees or switch show from electronic payments to payments in show office. If you still need to activate payments and created shopping baskets for already registered participants, please contact the Help Desk. 

3. Registration is open and athletes start registering to a show

Registrations, payments and changes of registrations

• When online payments are used the following rules apply for registrations: 
  • registration is confirmed only after payment is done; note, when maximum number of entries or athletes per class, group of classes, whole show or per day or max number of products are set, only paid registrations are counted as confirmed and used to calculated the number of entries or products. 
• After the registration is done, athlete would get an e-mail with registration details, clearly stating that payment is required for confirmation of registration within the payment deadline, which is the registration end date. 
• When registering to classes with maximum number of entries set or purchasing a product with limited quantity, the user will see the alert messages stating that they should pay for entries or products immediately due to the limited quantity.
• For products, there is a possibility to set up an early payment/ registration deadline. For such products athletes would need to pay earlier than for entries and other products. 
• When the max limit is reached, the users will not be able to pay for the products and entries any more (the payment in shopping basket will be blocked). For late entries done by organiser after the registration deadline, the payments will be enabled despite the max limit.
• Payments can be done via STRIPE using a debit or credit card. To do a payment, user would be asked for a credit card number, a CVC code and some additional information. In some cases a 3D secure authentication will be required. APPLE PAY and GOOGLE PAY are supported. 
• If payment is not successful or user cancels the payment intent, it is possible to start payment again in a couple of minutes. 
• If payment is successful, user will be redirected to payment history page and can get a receipt for the payment. It will take a couple of seconds to generate the receipt. Receipt can be retrieved from payment history any time. 
• Registration can be changed or cancelled without fees until the registration end date; 
  • NB! athletes or other users who make changes in classes and products would still need to confirm the use of already paid in money in case of changes in registrations (even if the new class is for the same price or cheaper); athlete (or organiser, if change of class is done by organiser) should go to shopping basket and confirm the use of prepaid funds to cover the costs of newly added class.
  • Paid in funds can be re-used by the same payer within the same show (note, the funds cannot be transferred from one show to another or from one organiser to another). 
  • If needed (new registration is more expensive than previous) a difference would be requested from user. After changing classes and reusing the paid in funds, athlete would get a new receipt. 
  • In case of cancellations of registrations, please note, that refunds are paid out next day around 04:00 in the morning. If new registration is done after the refunds are paid out, new payment is required.
  • Returns for withdrawn and cancelled classes during the show will be paid out by organiser after the publication of results / end of the show. Organiser should take care of paying out the returns by going to Finances tab and initiating a payout. Please note if user have not paid entries or products and at the same time not paid returns, returns will not be paid out. Returns will be kept for settlement purpose until the rest of the payables (difference) are paid by user. 

Read more on registrations and changing registrations (for rider): Endre og kansellere din påmelding - NRYF Stevne Knowledge Base (helpscoutdocs.com)

Read more on automatic logical controls in registration form: Hvorfor er noen av klassene lukket for påmelding? - NRYF Stevne Knowledge Base (helpscoutdocs.com)

What to do if...?

There are cases when organisers would need help with the financial settings of the show. Below are some of the cases and line-to-take: 

• The most common issue with setting the fees for classes and products as well as VAT rates is the need to change fees or rates after registration has started. In such cases, it is important to contact the helpdesk  as quickly as possible ("ask for help" button). We have many experiences with financial corrections and all cases will be solved, shopping basket will be recalculated and overpaid money returned to payers, if needed extra money would be added to shopping basket. 
• If you have issues with VAT rates, please contact the helpdesk, the receipts can also be updated if needed and we will find solution for corrections. 
• It might happen that you would like to change after the registration has started the level of a class (for example, from district to national) or the difficulty level that would have an impact on the amount of the entry fees. In such case, please contact technical support, change of entry fees would require financial corrections and recalculations of the show´s balances as well as shopping baskets of participants.
• If athlete claims that payment did not go through and he/she wasn´t able to pay for registration, there might be several reasons for the failure of payments, including wrong CVC number, not enough funds on card or not being able to pass a 3D secure check or some security issues. Advise the athlete to contact the Help Desk for further instructions. We can trace each payment and see what went wrong. For a quick solution, ask to try another card to make a payment or to pay from another device or browser, in many cases this would work. 
• Athlete claims that he/she haven´t received the returns. If returns have been paid out, you can ask the athlete to check the balance of the card from where the payment was done. All returns should arrive to the initially used card. In case this doesn´t solve the issue, athlete should contact Help Desk, we will investigate the reasons and let her/him know what to do. 

4. Organiser´s account in STRIPE and withdrawals

• All paid in money will be arrive at the organiser´s account in STRIPE in 5 banking days since payment is done. 
• Organiser can any time ask for pay out of collected money to the organiser´s IBAN. Go to Finances dashboard and click on "Payout": 

You will see the amount available for pay out and can specify a smaller sum, if needed: 

• Money that should be paid to Federation or Regional Federation, as well as money for returns will be kept on the STRIPE account and cannot be withdrawn.
• It is recommended to keep ca 20% of available funds on STRIPE account to cover the possible future returns obligations. In case of cancellations or changes of classes at later stages of registration, you might need some extra money to pay out returns. 
• Withdrawn funds will arrive to organiser´s IBAN in 1-2 banking days. 
• You can follow the status of payouts, incl payouts to organiser´s account, in Payouts section of the Finances dashboard. 

Show cancellation 

• When cancelling a show, all payments would need to be returned. After show is cancelled, go to Finances dashboard and press on "Close finances" button. This function will pay out all returns and close the show´s wallet. This would mean that no transactions will be allowed after this function is executed. We will pay out all not paid returns automatically the next day around 04:00 in the morning. 

What to do if... ?

• If you cancelled the wrong show. In this case, until you paid out the returns and close the wallet, we still can help. Please contact the help desk immediately - we will restore registrations and payables. 
• If you did not get the money to your IBAN account in a reasonable time. Please check the Payout status in Finances dashboard. If status is "Processing" tis means that the request has been received and approved, but not all money that is requested has arrived to STRIPE account (it takes 5 banking days to receive payments to STRIPE). If the status is "Paid" and at least 2-3 banking days passed from the date of the transaction or the payout is in the "Processing" status longer that 5 banking days since you requested the money, please contact Help Desk. We will check the STRIPE account and if needed make the corrections. 
• If you would like to make a change of your club´s IBAN number. IBAN number can be changed by Federation representative in STRIPE environment. Federation needs to authenticate the request and ask additional questions to make sure the request is not a fraud. Please contact the Help Desk to initiate the IBAN change. 
• If you requested a payout of funds, but the IBAN is not active any more. In case transaction is not possible (IBAN number is closed and account changed), all money will be returned to STRIPE account and kept here until valid IBAN is submitted. Please contact Help Desk for a solution. 
• If you need to pay out returns, but you do not have enough funds on your balance (this might happen if after withdrawal of paid in funds, many athletes cancel their participation and already paid in money should be returned)? There is possibility to do a top-up. You can initiate a top-up from Finances dashboard - from organiser. When top-up sum is set - proceed to shopping basket and pay with a credit or debit card. 

5.-6. Closing the registration 

• In 24 hours before the registration is closed all athletes with not paid registrations will get a reminder stating that registration deadline is approaching and they have not paid shopping baskets. 
• If registration remains not paid, registration will be unregistered after the closure of registration. This happens around 00:01 at night. 
• There will be time given to finish the payments (if started before the midnight). NB! Please do not export entries to Equipe straight after closing the registration at midnight as you can also get not paid entries to your list, before the automatic unregistration would be accomplished. 
• An automatically generated e-mail will be sent to all unregistered athletes. In the e-mail, we will inform unregistered athletes of the registration cancellation and of the reasons for cancellation. 

7. Late entries

Before entries exported to Equipe APP

• If requests for late entry arrives before the entries are exported to Equipe APP, add late entries to Masterlist. Go to Masterlist, press on "Register" button and fill in the registration form. Please note all automatic controls (for example, licences, pony measurements, age of rider in pony classes, suspension etc) will still apply. 

• When registering a pair after registration deadline, for each class, there is a possibility to check or uncheck the "Late entry" check-box. Late entries are mark in Masterlist with a blue colour: 

• After the late registration is done and confirmed by the organiser, the entry fees and fees for products will be put to athlete´s shopping basket. Organiser can access the shopping basket and has rights to view payables connected to the event she/he is administrating. 
• Athlete would also get and e-mail informing that registration is done and payment is requested. Athlete can pay for registration before the show start date. Athlete cannot unregister or remove the payable from shopping basket. If she/he changes her mind, only organiser can make the correction.

After entries exported to Equipe APP

• Add late entries and make all changes to starting list in Equipe APP. 
• It is important to search for the rider and horse from the NRYF database through the Equipe APP search interface. The best way is to use the person licence number and horse registration number. Please double check that the new rider and new horse are correct. There have been cases of duplicates. 
• Please note, Equipe APP doesn´t check licences, pony measurements, age of riders and suspensions as well as qualifications. If you have doubts regarding the qualification of a rider or a horse for a class, please check their data in the system before adding the pair to starting list in Equipe APP. 
• If late entries are done in Equipe APP, the shopping baskets will be created and athletes informed of obligations to pay entry fees after the results are imported to and confirmed in NRYFStevne. 
• Please note, starting from 2022 there is a possibilities to sync products´ lists back from Equipe APP to NRYFStevne. Only those products lists that were imported from NRYFStevne to Equipe APP will be synced back to NRYFStevne. Based on the resolution for product´s bookings (changed, withdrawn etc) the shopping baskets will be updated.

8. Export entries to Equipe APP

• When online payments are used, we do not send classes fees data to Equipe APP. All classes related transactions are done in NRYFStevne and receipts issued through the system. 

• For products and services there are two options: 1. for prepaid products and services (online payments are used), no information on fees will be sent to Equipe APP. 2. For booking only products and services, information on fees will be sent to Equipe App and Equipe APP can be used for tracking the paid / not paid products and issuing the receipts. 

  
  

9. Run a show, export results

• Run a show in Equipe APP as usual. For each entry that you have in a starting list, please mark a resolution (an outcome), it could be a result (if pair participated), a withdrawal, no show or any other outcome in Equipe APP. If you would like to change a horse or a rider, please mark the entry as "changed" and add a new entry. 
• If you would like to add a new horse or a new rider to Equipe APP, please use the search from NRYFStevne database option. If you just write the name of a rider or a horse without syncing them from database, such entries will not be imported back to NRYFStevne. 
• You can import results after each class, each day or at the end of the show. 
• When results are imported, NRYFStevne checks each entry from Equipe APP dataset and matches it with entries in masterlist. If no match found (entry doesn´t exist in a list of synced results for this class), the entry will be marked as "unclear" and organiser is expected to add the resolution by hand from edit result interface before confirming all results for a class. 
• If all results are synced correctly from Equipe APP, they will be confirmed automatically. If there are entries with "unclear" resolutions, they will be automatically marked as changed for classes with at least one positive result. This would mean that all fees will be returned. If the unclear entry was withdrawn, please add resolution and after that confirm the results. 
• When results are confirmed for a class, several important processes will be activated on the background, placed/not placed badges will be calculated, statistics done and for all results all important parameters on horse and rider will be added to database. If there are ranking tables set, ranking points will be calculated. Results will also be used for calculations of qualifications. 
• In case some of the results cannot be confirmed, you will see the reason under the result. The most common reasons are the absence of licence for horse or rider, horse doesn´t match the section (i.e. class is open only for ponies). Please contact the rider to fix the licences and/or add pony measurements. 
• NB! If some of the payments for late entries were accepted in show office, i.e. using some other payment methods, please mark them as "paid externally", by clicking on the "paid externally" button and marking the start as paid externally. Otherwise the athlete would get an invoice for this entry to her/his shopping basket.

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• Please note, when syncing the late entries from Equipe APP, we get the payer based on the payer´s data in Equipe APP. Usually when adding a new entry for a horse that already has an entry with another rider, the first rider would be marked as payer by default. Please check the correctness of the payer in Equipe APP before exporting the results. 
• Please note that combined team classes (administrative classes) and combined classes should be added to NRYFStevne before exporting results or after exporting results and a checkbox "administrative class" can be used to remove NRYF avgift and pltaform fees.

What to do if... 

• A new entry that was added to starting list didn´t come from Equipe APP. The most common reason is that a horse or a rider were added to Equipe APP not through the NRYFStevne search option, but as texts. In this case, add the licence number or NRYFStevne horse ID to the profile of a rider or a horse in Equipe APP and transfer results once more time. 
• In Equipe APP, entries are marked as withdrawn, no show or changed, but these resolutions are not synced to NRYFStevne. This situation might happen for classes with no other results, for example, when class was cancelled because of low number of participants and deleted from Equipe APP and all entries were cancelled or moved to another classes. In this case, you would need to cancel class in NRYFStevne and/or mark entries as changed. 
• If result cannot be confirmed (an error is shown). This happens if rider or horse doesn´t qualify for a class, for example, the licence doesn´t fit, rider´s age or pony´s measurement are not appropriate etc. In this cases, it is possible to consult with the judge and to void the results (choose voided as resolution) or agree with the rider on corrective steps (for example, purchase a licence of a right category or submit pony measurement). In some cases, a Held Desk should be involved. For example, when data correction is needed.  
• If rider received an invoice for already paid entry (i.e. entry was paid for in show office or by other channels), please mark the entry as paid externally in the results interface. 

10. Financial settlements

• Financial settlements will be triggered and executed automatically after all entry´s results are confirmed for all classes. After all results are confirmed (in the whole show), the status of the show will change to "Results confirmed". The system will recalculate all shopping baskets, based on the results. For example, all entry fees will be put to returns account for entries marked as changed. For unpaid withdrawals, all paid national and regional fees will be returned, starting fees will stay with organiser. The meanings of the results and their outcomes for shopping baskets recalculations are explained in more details here: Export and publish results - NRYF Stevne Knowledge Base (helpscoutdocs.com)
• If you need to return money for products and services, visit the Products dashboard and change the resolution for a product. It is possible to return full amount or a base price (in this case booking fee will stay with organiser). We are currently working on getting the products lists back from Equipe APP, that would allow us doing automatic final settlements also for products.
• After financial settlements are done, the users with not paid payables will get an automatic e-mail informing of the obligation to pay the entry fees, for example, payments for late entries or added classes or products. The deadline for paying the fees is 5 banking days.  The user should login to the system, proceed to shopping basket and pay as usually.
• Please note, it is possible to change the resolutions for confirmed results. When a single result is changed, the shopping basket will be recalculated automatically. For example, when resolution for entry is changed from "no show" to "unpaid withdrawn", the fees to federation and region will be put to returns accounts. If "Unpaid withdrawn" is changed to "no show", these fees will be raised as payables and if they are not covered by previously paid in funds, a payable will be put to user´s shopping basket. 

Reminders to users and consequences for not paying the debts

• The deadline for payment for late entries (done after registration end date in NRYFStevne or in Equipe APP) is the date, when results are published in NRYFStevne
• We send several automatic reminders for users to pay their debts. We remind right after results are published, 5 days after the deadline has passed and 13 days and 14 days after the deadline has passed. The HelpDesk sends also additional reminders from HelpScout account to avoid situations, when e-mail didn´t arrive due to spam filters or other technical issues.
• If the user doesn´t pay the debts immediately after results publication, all other payments (for future events) will be disabled. The person should pay first for the shows with over deadline shopping baskets and after that for all other obligations. 
• If money are still not paid, organiser can ask Federation to suspend the rider or horse from shows. 
• It is advisable to inform the parents or guardians of minor of the debts and to ask for actions from their side.
• If financial correction is needed, please contact the Help Desk

11. Pay out returns

•  After all results are confirmed and show´s status has changed to "Results published", please visit the Finances dashboard of the show and pay out the returns. It is a good practice to pay out returns immediately after results are published. 
• It will be enough just to click on "Pay out" button. The transactions will be run on the background. The order for payouts will be created and sent to STRIPE. For large shows this may take a couple of minutes. 
• Check the Payout tab for update on the payouts status. 
• Please note, not all money on returns account will be paid out. If person has open shopping basket and obligation to pay extra (i.e. the difference for a changed class), the returns will be kept on returns account until user pays the requested sum. 
• Users will get returns to the balance of the credit or debit card that was used to pay for entry fees. Returns will take a couple of banking days. 
• Depending on when payout of returns is done (counting from the date of initial payment), the financial transaction can be displayed differently on the client´s account and financial summaries in the bank. 
• If client claims that returns were not paid out and the payout is marked as "paid" in NRYFStevne, please ask the client to contact the bank and check the status on their side. If needed we can provide all reference numbers.

12.-13. Generate prize money receivers list and submit to accountant for payouts

Please note, if you use the prize money function, that NRYFStevne doesn´t do the payouts or prize money.

The functionality covers the following processes: 

1. Collecting IBANs or account numbers during the registartion process, including the validity check based on the IBAN standards or Norwegian account number´s standard. 

2. Generating the check list for organiser after all results are published. The account numbers and prize money receiver´s name will also be accessible from masterlist.

3. Allowing to get the check list in pdf format and csv / excel to submit it to organiser´s accountant. 

4. Marking the prize money as paid after accountant confirms that all transactions have been successful. 

Collecting the details for prize money payouts

Generating the check list for organiser after all results are published

NB! at the moment, NRYFStevne does not resettle the not paid entry fees or paid entry fees with prize money amount in credit transfer forms. The amount is exactly what is stated in the results protocol that we get from Equipe APP. The payout of prize money is not related to the fees that person should pay or paid as entry or product fees. The resettlement is planned for development for the next competition season (2022). 

If the organiser doesn´t need the prize money checklist, but just would like to get an account number and prize money receiver´s name to compose a list in Equipe APP or in some other software, it is possible to get an account number from the masterlist (find the registration and open more details). 

When prize money checklist is generated, all payouts will be in "pending" status. If some of the account numbers are missing, the rider would get an e-mail with instructions, how to submit the account number. 

Get pdf and/or excel /csv file and submit to your accountant

• For pdf-file - use the function "Hent oppsummering". In pdf-file, there will be the full information for riders, horses, classes and winnings as well as the unique payout form number and the reference to payer (organiser), that can be used in accounting. 

• For Excel / csv file, use the function "last end bulk... ". In excel file, only names, account nr and sums will be displayed. 

Marking the prize money as paid

After accountant confirms the payouts of prize money, organiser can confirm all prize money payouts as done (using the "Bekreft alle..." button) or confirming the payout one by one. 

The rider, we see the status of payout of prize money in his/ her shopping basket. 

14. Final settlement and closing the show

• When all money are paid in, the final settlement should be initiated by pressing on "Close finances" button on Finances dashboard. This button will appear, when balances reach zero meaning that all money are received and there is enough funds to cover all expenses. 

• Final settlement means that Equipe APP and system fees, as well as NRYFAvgift will be transferred to Federation STRIPE account. NRYFAvgift til rytterkrets will be transferred to rytterkrets´ account and STRIPE fee will be transferred to NRYF STRIPE account to cover the payment processor expenses. If there are still not paid returns, the returns will also be paid out. The rest of funds will be transferred to the organiser IBAN account. 
• When pressed on "Close finances" button the payout orders will be generated. This takes a couple of minutes. If not all funds have arrived to STRIPE account, some of the payouts will stay in the "Pending" status. These payouts will be executed after there will be sufficient funds on STRIPE account. When payout is being processed, but confirmation of payout has not been received from STRIPE, the status shown will be "Processing". 
• Payouts to different parties takes on at maximum 3 banking days from the day, when last payment to the show budget has been done using a debit or credit card. Payout speed refers to the amount of time it takes for your funds to become available. The payout speed in Norway is T+ max 3 business days. “T” refers to the transaction speed from client´s bank account to STRIPE and it can be up to 7 business days, but in most cases it takes 2 business days. The difference in transaction speed comes from different credit cards and client´s banking regulations. Usually payout takes 1 business day, in very special cases - up to 3. 
• Most banks deposit payouts into your bank account as soon as they receive them, though some may take a few extra days to make them available.
  • Learn more about timing of payouts in STRIPE: https://stripe.com/docs/payouts#standard-payout-timing