Introduction
The PerfectGym accounting module is utilized to setup and report on General Ledger and Sales Categories.
This is for the Australian and New Zealand or UK markets only. Additional costs will apply for this module.
It works by creating a global container or category, such as General Ledger. This is the Ledger Function. We can then create sub-categories or cost centres/reporting lines within these ledgers, these are the Chart of Accounts. To assign a product or payment plan to a cost centre (Chart of Accounts) we find the item in the Mapping table and assign the applicable sub category. Note: a product or item can have a mapping for multiple charts of accounts in multiple ledgers; but if more than one chart of accounts is used in the same category for a product the %Split function needs to be used. Ie- 50% to Ledger Code1 and 50% to Ledger code 2.
Please ensure you do this process for each account. The sum of splits for an item must equal 100 for accounts in a given ledger.
Before you start
Please contact support to activate accounting module.
Instruction
To access the accounting module, Go to PGM->Accounting. This will load the accounting module.
How to create the Ledger
This is the global container for reporting: ie- General Ledger
In PGM->Accounting go to the Ledger tab
Press Add new ledger
In Add new ledger add in a name, description and press Save to continue.
In Account you can select the items you created in chart of accounts here, press add account to connect more codes to this ledger. (Note – this step will actually be done LAST, as in the next phase we need to make the accounts than will be visible in the dropdown below)
Just a note, the each account in chart of accounts can only be connected to a single ledger.
How to create chart of accounts
These are the sub reporting categories that belong to a global container/ledger.
To add a new accounting codes, go to Chart of accounts and press Add new account
Add the name, account number, and press Save
The 'Related with club' is not used in Australian / New Zealand market
Note: Once you have added a new account, you must go the appropriate ledger and add the account code here, to link this sub-category/chart of accounts to the Ledger.
How to add chart of account to a ledger
Go to Ledger tab and press Edit on the ledger you want to add an account to.
Press +Add account to add an account, if you already have accounts listed here, this is at the bottom of the list.
Using the drop down menu, select the chart of account you want to attach to this ledger.
Press +Add account to add more accounts, press Save to finish.
How to create a mapping
This process will map the following to a chart of accounts.
- Payment plans (membership fees).
- Admin fee from payment plans.
- Joining fee from payment plans.
- Suspension fee from payment plans.
- Rejection fees caused by failed payments.
- Product.
- Product categories.
- Facility booking definitions.
- Prepaid.
More information about the these settings can be found below.
In PGM->Accounting go to the Mapping tab.
You can search for the Name of the payment plan/product/Facility booking definition or select the Type to filter to the type of product/payment plan.
Press Edit Mapping to edit the mapping of the product.
Press Add assignment
Find the Ledger you want to connect the product to and select the account from the drop down list.
- If this product is only going to one account only, split need to equal 100 (for 100%)
- If this product is going to split between different accounts, please ensure you do this process for each account. The sum of splits for an item must equal 100 for accounts in a given ledger.
For accounts in a given ledger (example: item A is mapped to 2 accounts in the same ledger with a 50/50 split, i.e. the split field will be 50 for each mapping)
Press Save to continue.
Mapping type
Listed below are the different types of mapping that is used within the accounting module. The order of this list here is how PefectGym will get sales data.
1. Facility booking definition
Any transactions done on a facility booking definition will be recorded against the chart of accounts code. This includes both product and contract transactions.
It is recommended to also add products to a chart of accounts, this is to allow bundles to be purchased or any sales done without a facility booking.
2. Products
Any product/service/bundle sold will be allocated to a category in mapping.
If the product is used in a facility booking, this will be mapped in the facility booking definition as per point 1.
If a product is not mapped here, it will use the mapping set in product category as per point 3.
3. Product categories
If a product is not allocated a mapping category, then it will be mapped to a product category.
If neither a product or its category is mapped, it will be flagged as 'Unallocated'
4 . Payment plans
Within payment plans there are multiple mappings that can be done based on the type of transaction.
For membership fees and cost per class (course) fees, the mapping is based off the payment plan name. This allows you to separate the membership fees based on the type of membership you are offering.
Admin Fee – Administration fees are set on a global level. Regardless of which payment plan it is, Admin fees are to one chart of account.
Joining Fee – Joining fees are set on a global level. Regardless of which payment plan it is, Joining fees are set to one chart of account.
Suspension Fee – All types of suspension/freeze fees are set on a global level. Regardless of which payment plan it is, these fees are set to one chart of account.
Note: Prepaid freezes are sold as products and will be allocated under a product category.
Rejection Fee – All rejection fees are set on a global level. Regardless of which payment plan it is, rejection fees are set to one chart of account.
5. Prepaid
All prepaid amounts are set on a global level. This will take a combined figure of all club members prepaid amounts.