Introduction
Incoming payments are important part of your club business. Nowadays, you can receive payments from your club members in multiple ways - in the club, by recurring payments, or using online gateway. In Perfect Gym, there are multiple ways to get current state of incoming payments. This article will guide you through all of them.
Feature Description
Categories of Payments
In Perfect Gym Reports you will see naming convention connected to incoming payments. Here is a short description:
- Online Gateway - all payments that are coming through Online Gate including payments from Client Portal for products, joining online or settling user debt
- E-Payment: Credit Card - all payments that are charged using credit/debit card directly including recurring payments for memberships, join online transactions (only if member is not redirected to external Online Gate) or online purchases using saved card on profile.
- E-Payment: Direct Debit - in certain regions there is alternative way for recurring payments (for example in Europe - SEPA, in US - ACH etc.).
- POS: Credit Card - Point of Sale (Front desk) payment using Credit Card. Depending on configuration of Perfect Gym you can additionaly define card type (Visa, Mastercard, Amex etc).
- POS: Cash - Point of Sale (Front desk) payment using Cash
- POS: Prepaid - Point of Sale (Front desk) payment using previously topped up account
- POS: Online - Point of Sale (Front desk) payment using saved credit card on account
- POS: Money Transfer / Check / Other - you can configure other payment methods that you will accept on POS
- Cashless: Purchase made using option to pay in future for the products (Unsettled payments)
- Manual - transactions added manually by employee in PGM
Club assignment
If you manage multiple clubs in Perfect Gym, then incoming payments will be assigned to a specific club. All payments that are made on at the front desk (POSweb) are assigned to the club to which POSweb is assigned (even if member's home club is different). All payments coming through online gateway or e-payment will be assigned to the home club of this member.
Dashboard widget
One of the easiest ways to get current state of payments in your club is to add the "Payments by source widget" to your homepage. Thanks to it, you will see the total amount of incoming payments divided into categories mentioned above.
To add this widget to your dashboard, go to Home > Dashboard and click on the button "Edit Dashboard" in top-right corner. Find a widget (if it is not visible to you, ask your administrator for system permission) and place it in the desired spot on the dashboard.
Sales Summary Report
If you would like to get more detailed data, or results for custom period of time, go to Reports > All and find Sales Summary report (if it is not visible to you, ask your administrator for system permission).
In this report you can select for which clubs and for which period you would like to get data for. In this report there is also additional tab that groups payments per certain object like payment plan or product category.
This report shows total amounts per source and category.
Detailed reports
For each source of payments there is a separate detailed report for transactions including also unsuccessful transactions.
E-payments log
E-payments log report can be found under Home > Reports > All. This report shows individual transaction requests sent to payment providers or banks for E-payment category described above.
Filters:
- Payment type - filter only Credit/Debit Card transactions or Direct Debit
- Provider - if you are using multiple providers you can get report only for specific one
- Status - you can choose OK if you would like to get only successful transaction
Columns:
-
Status
- OK when transaction was successful
- InProgress when Perfect Gym is waiting for the response from payment provider
- Error when transaction was not successful
- Message - Provider specific rejection code if transaction was rejected. Please contact your payment provider to get full meaning of rejection codes
- Provider transaction id - identified of transaction from payment provider. Useful for communication in case of support
Online payments
Online payments report can be found under Home > Reports > All. This report shows individual transaction requests to online payment gateways. Online product purchases, join online fees or payments for membership initiated by member can be found here.
Sheets:
- Online Payments - successful transactions
- Errors - unsuccessful payments
Columns:
- Source Type - presents where transaction was initiated
- PaymentId - unique identifier of transaction - useful for crosschecking with payment provider panel
POS Transaction Log
POS Transaction report can be found under Home > Reports > All. This report shows individual transactions made in the club on POS application.
Filters:
- Pos Station - name of computer station where sale has been completed
- Payment type - filter by payment type like cash/credit card/money transfer etc.
-
Source
- Fiscal - transaction that were processed on fiscal printer
- No Fiscal - transactions that resulted in online receipt
- Web - transactions manually added by employee in PGM
-
Status
- Not deleted - all transactions that were not voided in PGM
- Deleted - all voided transactions
- Storno - voided transactions are shown as separate row with negative quantity and amount
- Aborted - when fiscal printer aborted the transaction
Columns:
- Source - name of POS station assigned during installation of POS application
- Receipt - number of receipt
- Discount - name of discount applied to sale of item
- Cost - cost calculated either from Warehouse module or based on Cost field
- Profit - calculated profit value based on cost and net amount
- Margin - Profit / Net Amount
-
ProductType
- ProductGood - for consumables
- Service - for one-time services
- Product - for memberships
- Bundle - for bundles of above
Cashless payments
Cashless payments report can be found under Home > Reports > All. This report shows three perspectives of cashless transactions in Perfect Gym:
- Account Prepaid - all top-up transactions to member`s prepaid balance
- Transactions - all transactions using cashless method (either buying on debt or using prepaid balance)
- Prepaid Balance - current value of prepaid balance for all members holding it
Columns (Transactions):
- Date - Date of purchase
- Is Paid - Yes if transaction is already settled by Member
- Payment date - when payment was settled for particular transaction
- Balance - balance on member account (0 - all settled, < 0 member needs to settle his debt)