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Settings : Prepaid Tee Time Liabilities

The Prepaid Tee Time Liability feature allows facilities to require a flat fee deposit per player for online bookings, ensuring partial payment is collected upfront. This deposit can be configured as nonrefundable, streamlining revenue handling for no-shows or cancellations. Users will need to set up proper journal entries to allow the system to manage accounting entries and move deposits from liability to revenue when applicable. All entries will be reflected in the GL Code Report.  Additionally, refund attempts on nonrefundable deposits are restricted and will be prompted with a manager override PIN, providing enhanced control over refunds.

 

GolfBack Prepaid Tee Times

When golfers book and prepay for tee times through GolfBack, those payments automatically appear as a liability in your accounting — not as immediate revenue. This ensures your records accurately reflect money owed to players (through rounds yet to be played). The liability converts to revenue once the tee time is played.

This behavior applies to all GolfBack prepaid bookings automatically. You do not need to configure a deposit setting to enable it.

NOTE: The deposit configuration described in the rest of this article applies to manually configured prepaid tee times. GolfBack prepaid handling is separate and automatic.

Step by Step Guide:

Step 1: Click on Settings, Tee Sheet Settings, then toggle on Prepaid Tee Time Liability.


 

Step 2: Once toggled on, additional settings will populate under Online Tee Time Settings in your Tee Sheet Settings: 
Flat Fee Deposit Per Player For online Bookings ($) and
Make Tee Time Deposit Non-Refundable.


 

A refund deposit through the sales module will prompt you for an override pin.




Step 3: Journal Entry Steps Recognizing Liability and Revenue:

Recognizing Deposit Liability

Settings > QuickBooks Integration > Journal Entry Setup > Add Journal Entry

  • Transaction Type= Tee Booking Liability Received
  • CreditAccount= Tee Time Deposit
  • Memo= Tee Time Deposit (optional verbiage)

Deposit Applied
Settings 🡪 QuickBooks Integration 🡪 Journal Entry Setup 🡪 Add Journal Entry 🡪

  • Transaction Type = Tee Booking Liability Applied
  • Debit Account = Tee Time Deposits Applied
  • Memo = Tee Time Deposit (optional verbiage)

Recognize Revenue from Liability to Revenue for No-Shows or Cancellations

Settings > QuickBooks Integration > Journal Entry Setup > Add Journal Entry

  • Transaction Type= No Show Revenue
  • CreditAccount= No Show/Cancellation Revenue
  • Memo= No Show/Cancellation Revenue


Step 4: To apply the No-Show revenue, click a past tee time that did not show, select “No Show Revenue” for a single or “No Show Revenue All” to apply to all players in that time, and prompt to generate the revenue.



Step 5: To generate revenue for cancel/No Show tee times, right click on the tee time and select Cancel. Then in the pop-up window check the box Generate No Show Revenue.