Online payment and Finance module - Comparison (D)

Share
Monday, January 1, 2024

Team Polaris

Online payment

Process:
  1. The member registers for an event and selects services or goods for one ore more person. Registration may contain multiple items for each person.
  2. Once the registration has been completed and validated:
    • the member's credit or debit card will be charged and the corresponding amount will be transferred to the club's bank account. This amount does not appear on the member's Polaris account.
    • However, an order confirmation is sent to the customer. This serves as proof of purchase and as a ticket to the event.
    • The registration is definitely finalized.
  3. Subsequent changes to the registration are only possible through personal contact with the treasurer. The treasurer manually records notes on such special cases in Polaris. The treasurer can consult Polaris to check who is registered and who has paid what.
  4. The confirmation of attendance and the closing of the event allow the treasurer to check the costs, but do not trigger a financial transaction.
  5. The treasurer settles accounts with the event provider (e.g. the restaurant) and pays the costs for all participants.
Characteristics:
  • Time-limited advance payment for a clearly defined purpose, product or service.
  • Immediate debit triggered by confirmation of registration.
  • Binding reservation or purchase in advance, with no possibility of cancellation or modification. Special cases can only be agreed in consultation with the treasurer.
  • Global settlement, by the treasurer, of the service provided/consumption of all participants.
Advantages:

Binding advance payment, thus better planning for the organizer. 
Participation in an event without direct payment on site. Therefore very fast processing at the entrance to the event.
Also works for visitors and non-members.
Is not linked to the finance module. A club can use the finance module for weekly lunches and online payment for special events.
Can be later expanded for other purposes such as donations and the purchase of products or tickets.

Limitations:

Only works for events with registration.
Registration/purchase cannot be easily changed or cancelled.
There is no option to make the registration for someone else.
The treasurer settles accounts with the supplier (e.g. restaurant) for all services used by the participants. He must know and verify the attendance of the participants.
Online payment in Polaris does not currently work for other types of payment such as annual fees, donations, or prepayments to the Polaris account.

Royalty-free image by pixabay

Financial module

Process:
  1. Members prepay a fixed or free amount into the club's bank account.
  2. The club treasurer manages the bank account and credits members' personal accounts in Polaris according to their respective payments.
  3. Each member has his/her own account and accounting follow-up in Polaris. He/she can consult his/her credits and debits in Polaris, as well as his/her account balance.
  4. When a member's attendance at an event is captured, the corresponding cost may be debited from the member's Polaris account. This transaction is carried out only when the event is closed in Polaris.
  5. The treasurer settles the accounts with the provider (e.g. the restaurant) and pays the expenses for all participants.
  6. The treasurer can also make manual book entries, such as charging club fees or donations to members' accounts.
Characteristics:
  • Advance payment with no specific purpose, product or service.
  • Subsequent debit triggered by confirmation of consumption or manual booking.
  • No binding reservation or purchase in advance.
  • Global settlement by the treasurer of the service provided/consumption of all participants.
Advantages:

wfBwozcBKhlBZbV3n5yZQMYL84r+82VBajHRwH8cRU4PavvxdYeV4HDozSzy1pF7u+XmZebzngUwEMSIo1z7YIAF0K08d3taJ909QKcj6SMkwhwIPyeMk4qoJ00Tg1Aew3t08apAVAMEvNXrusAJCFDxikIUAgZOk69APlIyjiJAIEsrtukcVKBX5sAtX8HjPkAgGAqe+xQWsYAAAAASUVORK5CYII=Pre-payment is possible at any time.
wfBwozcBKhlBZbV3n5yZQMYL84r+82VBajHRwH8cRU4PavvxdYeV4HDozSzy1pF7u+XmZebzngUwEMSIo1z7YIAF0K08d3taJ909QKcj6SMkwhwIPyeMk4qoJ00Tg1Aew3t08apAVAMEvNXrusAJCFDxikIUAgZOk69APlIyjiJAIEsrtukcVKBX5sAtX8HjPkAgGAqe+xQWsYAAAAASUVORK5CYII=Participation in an event without direct payment on site is possible. This means very a fast processing on arrival at the event.
wfBwozcBKhlBZbV3n5yZQMYL84r+82VBajHRwH8cRU4PavvxdYeV4HDozSzy1pF7u+XmZebzngUwEMSIo1z7YIAF0K08d3taJ909QKcj6SMkwhwIPyeMk4qoJ00Tg1Aew3t08apAVAMEvNXrusAJCFDxikIUAgZOk69APlIyjiJAIEsrtukcVKBX5sAtX8HjPkAgGAqe+xQWsYAAAAASUVORK5CYII=Balance of each member's personal account, accessible at any time.
wfBwozcBKhlBZbV3n5yZQMYL84r+82VBajHRwH8cRU4PavvxdYeV4HDozSzy1pF7u+XmZebzngUwEMSIo1z7YIAF0K08d3taJ909QKcj6SMkwhwIPyeMk4qoJ00Tg1Aew3t08apAVAMEvNXrusAJCFDxikIUAgZOk69APlIyjiJAIEsrtukcVKBX5sAtX8HjPkAgGAqe+xQWsYAAAAASUVORK5CYII=Also suitable for events without registration.
wfBwozcBKhlBZbV3n5yZQMYL84r+82VBajHRwH8cRU4PavvxdYeV4HDozSzy1pF7u+XmZebzngUwEMSIo1z7YIAF0K08d3taJ909QKcj6SMkwhwIPyeMk4qoJ00Tg1Aew3t08apAVAMEvNXrusAJCFDxikIUAgZOk69APlIyjiJAIEsrtukcVKBX5sAtX8HjPkAgGAqe+xQWsYAAAAASUVORK5CYII=The reservation can be changed or cancelled until attendance is confirmed.
wfBwozcBKhlBZbV3n5yZQMYL84r+82VBajHRwH8cRU4PavvxdYeV4HDozSzy1pF7u+XmZebzngUwEMSIo1z7YIAF0K08d3taJ909QKcj6SMkwhwIPyeMk4qoJ00Tg1Aew3t08apAVAMEvNXrusAJCFDxikIUAgZOk69APlIyjiJAIEsrtukcVKBX5sAtX8HjPkAgGAqe+xQWsYAAAAASUVORK5CYII=It is possible to make a registration for someone else.
wfBwozcBKhlBZbV3n5yZQMYL84r+82VBajHRwH8cRU4PavvxdYeV4HDozSzy1pF7u+XmZebzngUwEMSIo1z7YIAF0K08d3taJ909QKcj6SMkwhwIPyeMk4qoJ00Tg1Aew3t08apAVAMEvNXrusAJCFDxikIUAgZOk69APlIyjiJAIEsrtukcVKBX5sAtX8HjPkAgGAqe+xQWsYAAAAASUVORK5CYII=The Polaris account can be used for a wide range of purposes. E.g. for annual fees, donations, etc.

Limitations:

il64m5xMWg9DXspfNwQAAAABJRU5ErkJggg==Not suitable for visitors and non-members.
il64m5xMWg9DXspfNwQAAAABJRU5ErkJggg==The treasurer settles accounts with the provider (e.g. restaurant) for all services provided to the participants. He must know and check the attendance of the participants.

Royalty-free image by pixabay