FIELD NOTES / MATCH PAYMENTS

One deposit. Several games. Now what?

A batch payment is one payment with several allocations. Recording it that way keeps the totals honest.

Start with the actual deposit.

This example is fictional. North Rink League owes you $180 for Game 001 and $180 for Game 002. You receive a payment of $260 with a remittance note specifying $180 for the first game and $80 for the second.

Record the payment once.

Enter PAY-001 for $260 in your payments record. Then create two allocation rows, both pointing to PAY-001: $180 to Game 001 and $80 to Game 002. The allocations total $260, matching the payment. Do not record two separate $260 payments.

Don’t guess which game was paid.

If the remittance does not identify the games, leave the amount unallocated until you can confirm it. A payer’s total may look right while an individual game is still assigned incorrectly. Ask for the payment breakdown rather than inventing one.

Check both sides.

• The allocations attached to a payment should not exceed the amount received.
• The allocations attached to a game should match its agreed fee when fully paid.
• A payment should be allocated only to assignments belonging to that payer.
• Keep reimbursements distinguishable from game fees.

If a payment exceeds the games entered, check for missing assignments, reimbursements, or duplicate entries. An excess is a reconciliation question, not automatically extra earnings.