Annual Bills Guide

Created by Migration Bot, Modified on Thu, 3 Sep at 4:43 PM by Migration Bot

Originally written by Zak Taylor. Published 28 August 2024, last updated 30 September 2025 on the Club Systems help centre.

This guide offers a comprehensive walkthrough for generating and managing annual bills, making it an essential resource for anyone responsible for financial operations in an organization. It simplifies the billing process by detailing how to customise bill details, include discounts, and communicate with members through email or print options. By following this guide, users can efficiently raise, modify, and distribute bills while ensuring accurate record-keeping and communication.

Generating a Bill Run

Navigate to [https://www.clubv1.com/Home/MyHome](https://www.clubv1.com/Home/MyHome)
Click "Finance"
Click "Bills"
Click "All Bills"
Click "Annual Bills"
The initial step involves selecting the individuals for whom you want to generate Annual Bills. You have the option to apply an existing saved filter or create a new custom filter using the "Add Field" option.

Within the list, there is an option to "Include Previous Discount?" which is, by default, set to off. This option can be activated for all entries in the filter using the master slider at the top, or it can be applied individually using the sliders next to each person's name.

Activating "Include Previous Discounts" means that any discounts applied in the previous year, which may have since been disabled using the Global Charges wizard, will be applied when the bills are raised.
Click "Continue"
Step 2 provides the option to further modify the bill run details. Initially, you have the ability to alter the bill run's description. It is automatically filled with "Bill Run X", where X represents the subsequent bill run number.
Similar to how the description works, you can change the Bill Number however this will be automatically filled in with the next subsequent bill number.
You can update the Bill Date and the Due Date for the bill.
Choose whether to include Loan and Service discounts.

Guide on these discounts can be located here [[https://scribehow.com/shared/Bill_Schemes__1cIKtwpQS9OXNORuOmGsCg]]
Choose if you want to edit the bill text.
Editing the bill text will display further options. You can edit the Member's Record No. Label, the text that appears above the Bill Schemes, and the text that appears above the Bill Items.
Click "Continue"
The final step of the Annual Bills Wizard is to confirm that you wish to raise the Bills.

Printing/Emailing a Bill Run

Once the bills have been raised, you will be taken to the Bill Runs page where your new Bill Run will display.

There will be a list of every person in the bill run along with information regarding their bill.
Each of the rows in the list can be selected which will then display a Bill Summary. From here each individual bill can be printed if necessary.
At the top of the Bill Run is a "Print Bill Run" option.
The Bill Printing Options page will appear. From here you can customise what information you want to include on the Bill Prints/Bill Emails.

At the bottom of the page you can choose whether to Print or Email the bill run. If "Print All" is selected then each bill will be printed, if "Email/Print" is selected then every member in the Bill Run who has an email address, will receive an email with their bill, the rest of the bills will be printed. If "Email Only" is selected then only people email addresses will receive their bill, no print will be triggered.
When an email option is selected, options to customise the email will display. You can customise the email subject, add email attachments, adjust the reply to email address, choose who will receive this bill whether that's everyone, people who haven't received the bill or people who haven't read it. You can also add further email text.
Select "Generate" once you are ready to print or email the bills.
You can print address labels for the people in the Bill Run by selecting "Print Labels". You will have the option to select the label size and choose whether to include or exclude those with email addresses.