Tournament Entry Design Notes

There are three key linked objects:

Payment (and refund) records:

-- who made [received, if a refund] the payment

-- who received [made, if a refund] the payment (CA Office or Club)

-- when

-- amount - always positive; refunds are distinguished by how they are linked to an Event Player Entry

-- how paid (one of Online, Cheque, Cash, BACS, Complematary, Promise, Credit Card, N/A (zero amount), Not Known)

-- SagePay Authorisation Code and Transaction ID

-- Actual person who made the entry (who keyed the payment, or same as above for online entry

-- free text comment - typically used to record an admin charge to adjust a refund

Note: one for each physical payment and for each refund

Player in Tournament records:

-- player identifier (person who is in the tournament)

-- lunch & reserve list preferences

-- Reserve List Position

-- Comment - leave request, etc.

Note: player is in a tournament by virtue of being in one or more events. There should be no Player in Tournament record if there are no related Event Player Entry records.

Event Player Entry records:

-- link to "Player in Tournament" record

-- link to "CA Calendar Event" record

-- link to "CA Calendar Event Option" record (if any)

-- link to "Payment" record

-- link to "refund Payment" record (not NULL means withdrawn)

-- Fee Type (Open, Club Member, Student, etc. - as defined for the event in the CA Calendar)

-- Partner's name (for doubles event)

Note: There is one Player in Tournament record for all Event Player Entry records belonging to the same tournament

Admin is the CA Office (and other website administrator, such as webmasters) , Accounts Admin, and Availabiulity admin

The Owner of a tournament entry is the player named in the associated Payment record, which may be different from the player entered (which could be the owner's spouse).

"Tournament Admin" is any of the tournament officials identified in the Fixtures Calendar for the tournament: Tournament Director, Tournament Manager, Club Tournament Secretary, Secretary for the individual Tournament, and the Club Secretary. They may do things like:

View levy report transactions for appropriate tournaments
Update the reserve list positions
View and update (if paid to club) all details of payments made for relevant tournaments, incl. lunch request, etc.
Enter a full tournament after its allocation date

Enter a relevant tournament on behalf of someone else
View list of payment for relevant events

Full admin rights over an item is granted to Admin unconditionally (with privileges enabled) and to TS if paid to club

Online entry as a logged-in Member, or as Admin entering on behalf of a Member, follow exactly the same path up to the last step, at which point all details of the payment and related entries are stored in the database and marked "Not Paid", then the user is redirected automatically to:

- if TS for own tournaments:

-- payment is marked as "Paid to Club"

-- asked to mark the payment as "paid by cheque", "paid by credit card", etc.

- if Admin - goes to a page to mark the Payment record as "paid by cheque", "paid by credit card", etc. - Payment record is marked as "paid to CA"

- if a logged-in Member who is not Admin - goes to SagePay (online credit card payment system). Upon successful return, the Payment record is marked as "paid online" - Payment record is marked as "paid to CA"

Failure to complete payment in SagePay or to update the Payment record to "paid by xxx" leaves it as "Not Paid".

"Paid to CA" entries are locked to be administered by Admin, not the TS, except for details such as wanting lunch or who partner is.

"Paid to Club" entries may be modified by the relevant TS (or Admin, thought it would be rare to need to).

"Not Paid" entries can be selected by Admin or TS and edited as above to set the payment type.

"Not Paid" entries can be selected by the owner (who is not Admin) and selected to pay through SagePay, exactly as if they had just gone through the online entry process.

Anything can be deleted at any time by admin or by the relevant TS. Note that delete means "removes it from the system as if it had never existed". Any associated refund tracking would have to be done outside the system. However, there is some protection on items paid to and from the CA, they must be unconfirmed payments.

Note that a Payment record might be for several events over several tournaments, and so deleting individual entries might eventually leave a "Not Paid" Payment record with no associated Event Player Entry records, or a Player in Tournament record with no associated Event Player Entry records. These are cleaned up manually by a system admin process available via the menu. The system tries to prevent deleting entires that would leave such an unclean state, advising what to delete instead. For example a Player in Tournament record with two Event Player Entry records will allow deleting one of the Event Player Entry records; however when attemting to delete the second Event Player Entry record, the user is advised to delete the Player in Tournament record instead. This could be frustrating - an attempt to delete an Event Player Entry record advises to delete the Player in Tournament record but the Player in Tournament record advises to delete the Payment record.

- a "Not Paid" entry (including all related tournaments) can be deleted by admin, or by the relevant TS, or by the owner at any time, even after the event has happened. A player who turned up with out paying should be marked as "Paid" and "paid by" set to "Promise".

- once a Payment record is confirmed:

-- it is not possible to delete it or any of the events associated with it (they can only be refunded (= withdrawn)

-- an Event Player Entry record can be refunded = "withdraw Entry", which raises a Payment record against it (exactly as payment above, but in the opposite sense), marked as "Not Paid", which means that the CA/club has not paid the refund. When the refund payment is made to the withdrawing player, the refund Payment record is marked as "Paid".

-- admin/TS must separately mark the refund payment as cash, cheque, etc., just as they do for incoming payments (note, this is where SagePay refund integration would come in) - in this dialog they can set a deduction amount to be subtracted from the refund and add a reason for the deduction (usually an administration charge). A default value of £5 is set if it is "paid to CA"?.

-- "withdraw Entry" for an event where the player already has a refund Payment record marked as "Not Paid" simply links to the same Payment record and bumps up the amount

-- "withdraw Entry" can also be applied to a tournament (which affects all Event Player Entry records in that tournament), or to a Payment record, which affects all tournaments in that Payment record

- remove any mention of delete and replace it with the above "withdraw Entry" idea, but if the entry Payment record is "Not Paid" then the item is deleted, rather than linked to a refund Payment record.

-- withdrawn entries are not listed with the tournament but can be shown in the payments list and as a separate listing to support repayments being managed

-- withdrawn entries flagged on the payments list

- The office can download the set of transactions between two dates (latest possible = yesterday), with parametrisation to include/exclude refunded/not-refunded payments, payment destination (club/CA), payment type, etc. for integration with the office database and accounting systems, supported by the data above, details yet to be resolved.

Events That Can Be Entered

When selecting which events to enter, the following defise the available options:

can enter online if:
Event is "Enter On Line", not Draft, and not Cancelled
Tournament currency is UKP
Start date is in current year (or later) or not specified
Either User is Tournament System Admin, Event Sec., or Club Tournament Sec. (with no Event Sec. defined)
OR
-- If user is not tournament member:
---- Open (Public) event
-- AND:
---- Not making entry for another person (other than spouse)
---- AND, for Non-Selection Events:
-------- Closing date after today, or no closing date specified
------ OR, For Selection Events:
-------- Allocation (selection announcement) date after today-7 (could be announced early)
-- AND Starts after today or start date not specified