How to record discount coupons (ANCV, Pass'Sport, etc.)?

Springly lets you record discount coupons (Pass'Sport, ANCV vouchers, CAF Sport Coupon, Sport & Culture Ticket, etc.) that a third-party organization pays to fund a member's membership. All these assistance programs are managed the same way: you record a discount or a dedicated payment method on the sign-up, then log the revenue paid by the organization. This article uses the most common programs as examples.

• Managing coupons with online payment
• Managing coupons without online payment

Managing coupons with online sign-up and payment

Database setup (optional)

Setting up your database can be useful for reporting purposes, and also to let current or prospective members share relevant information during sign-up. The settings below are provided as a suggested starting point.

To access the settings, go to Settings > Community.

We recommend creating a new Custom Fields Category. Categories help organize the information you collect and make your online forms clearer and easier to read. Learn more about categories

For example, you could create a category called "Are you a recipient of any nonprofit activity funding assistance program(s)?".

Within this category, you can create several Custom Fields:

• Your funding assistance program(s) - multiple-choice field

List the programs your nonprofit accepts. For example: Pass'Sport; ANCV Vouchers; CAF Sport Coupon; Sport & Culture Ticket, etc.

• Other funding assistance program(s) - free-text field

This field lets you capture information about other programs, which you can then add to the multiple-choice field.

• Total discount amount - numeric field

This field indicates the total discount amount the member is eligible for at your nonprofit. Verify this amount on the administrator side before finalizing the discounts.

Springly cannot verify the authenticity of any funding assistance program. However, you can add extra fields to collect supporting documentation if needed.

For example, you could add a "File upload" field where registrants submit a PDF of their funding assistance documents. This also gives you a digital record of each person's assistance programs.

Altogether, you can end up with something like this:

In the settings

On an online (or offline) sign-up form

Requirements to accept online payment of the remaining balance

There are two requirements before you can send an online payment link for credit card payment:

1. Enable the Request for Membership feature

Not familiar with this feature? Check out this article on how Requests for Membership work.

If you want to manage funding assistance programs for Events or Product Sales, refer instead to the Managing coupons without online payment section.

2. Set up your E-wallet

Sending an online payment link requires an active E-wallet to receive payments. Learn more about the E-wallet.

It is not possible to use a payment provider other than the one configured in Springly, nor to benefit from online payment automations without this service. If you do not want to collect payments online with Springly, refer to the Managing coupons without online payment section.

Setting up the Request for Membership form

No special setup needed! Everything is covered in the article on how the feature works. Just remember to include the Custom Fields you created for tracking discount coupons.

Tip: mark discount-related fields as optional rather than required, so that registrants without any discounts aren't blocked from completing the form.

Reminder: a Membership Campaign cannot be converted into a Request for Membership form.

Approving sign-ups and funding assistance programs

There are two scenarios to consider:

➡️ You have the discount information and supporting documents in digital format

You're all set — simply apply the total discount the registrant is eligible for, then approve the sign-up and send the payment link. The discount amount will appear on the receipt or invoice.

➡️ You want to verify paper supporting documents first

In this case, you'll need to wait until the registrant brings you their documents before approving them. Online payment is less relevant in this particular scenario.

That said, online payment still offers real benefits:

• No more tracking checks and their due dates;
• Offer flexible payment options with Installment payments;
• $0 in Payment Fees when you enable Tips;
• Automatic generation of book entries;
• Simple and fast — registrants can do it right in front of you in two minutes! (or from home at their own pace)

In both cases, confirm the registration and then send the online Payment Link to collect the remaining balance 😊

Book entries will be generated automatically, including a negative entry in account 709000 – Discount. At this stage, the full amount will not yet be in Springly. You'll still need to record the payment from the third-party payer (the organization behind the funding assistance program) to your nonprofit.

Accounting tracking

About the setup

The setup described here is optional, but useful if you want your books to accurately reflect how funding assistance programs are recorded. Remember: it's not the member who pays the assistance — it's the organization behind the program.

➡️ Setting up one or more accounting accounts

If you plan to offer online payment after applying assistance discounts, it can be helpful to create one or more accounting accounts linked to funding assistance programs. This is done in Accounting > Settings > Accounts > Revenue.

We recommend a generic account 7088XX – Sign-up Funding Assistance Programs.

You can go further and create sub-accounts such as "ANCV", "Pass'Sport", etc. for more granular tracking.

➡️ Creating third-party payer accounts

This step is also optional, but it gives you more precise accounting tracking.

You can set up third-party accounts in Accounting > Settings > Third parties. This lets you accurately match revenue to the specific organizations that pay out the assistance funds. Learn more about third-party accounts

Recording a book entry for payer accounts

You'll also need to record a book entry to log the payment received from the third-party payer(s). To do this, go to Book entry > Revenue.

Here is an example of how this entry might look:

What happens in the Profit and loss

1. Memberships are credited as normal, including any discounts.
2. The discount account is updated automatically based on the discounts you entered.
3. Payments from the third-party payer(s) offset all or part of the discount account (under the Sign-up Funding Assistance Programs account).

Reporting

Springly doesn't offer dedicated reporting for funding assistance programs. However, you can export accounting documents (such as the Profit and loss) as Excel files for an overview of discounts and results related to funding assistance programs.

For a comprehensive breakdown, export data from your database. This requires that you've already created the relevant fields and that member profiles are up to date (see the Database setup section).

Finally, for data tied to a specific campaign, you can export the registrant list as an Excel file for an additional level of detail on each registrant.

Managing coupons without online payment

You have two options here:

• Record a discount at sign-up
• Record coupons as payment methods at sign-up

Recording a discount at sign-up

Regardless of the form type, you can apply a discount when entering a registrant's information. In this case, the final payment amount reflects only what the registrant pays out of pocket.

After this step, you'll need to record the corresponding revenue for the payment made by the coupon-issuing organization. Refer to the Accounting tracking section of this article for details.

Recording coupons as payment methods at sign-up

You can also record coupons as payment methods at sign-up. In this case, do not record any coupon-related discounts. The coupon will be logged when the sign-up is recorded in the books.

To record multiple payment methods (for example, a Check plus Pass'Sport), click Deferred payment when recording the transaction, then click Add an installment. Use the same date for both installments and select a different payment method for each one. Both payments will then appear on the registration with their respective payment method.

The "Other checks" payment method is best suited for managing coupons. However, it requires one additional step: recording a deposit slip for these "other checks". This works the same as a standard deposit slip in the platform. Learn more about deposit slips