Billing schedules AUSNZ – PerfectGym

Introduction

Within the Australian and New Zealand markets, there are a variety of contract billing dates and frequencies that are on the market. Listed below are the common set up of the frequencies and advantages/disadvantage of each.

This article describes billing possibilities in the AUSNZ market.
This article will be helpful for PG Champion, Finance Team, Club Owner, Club Manager

Before you start

PerfectGym will set up billing rules prior to implementation. It is recommended to only stick to one billing method.

Fixed Billing

Fixed billing will have all recurring contracts transactions come out on a selected date set by the system. If a club member signed up on a day which does not fall on the direct debit contract, then they will be charged a pro-rata fee. This fee is based on how many days before the first full debit day the member can access the club.

During the site set up, we will get from you the first billing date, this date is used to set the recurring billing date for all contracts. Payment interval will depend how it recurs. In the table below, if the first debit date is set on 3rd January 2019, this is how the system will react.


Weekly		For weekly payment intervals, the recurring contract charge due date will fall on the same day of the week If the club member starts their contract 23/01/2019, their first billing date for the full membership fee is 24/01/2019, and will be charged for 1 day pro-rata.
Fortnightly (bi-weekly)		For fortnightly (bi-weekly) payment intervals, they will recur every 14 days from the first debit date. If the club member starts their contract 23/01/2019, their first billing date for the full membership fee is 24/01/2019, and will be charged for 8 days pro-rata. For any other odd payment intervals not mentioned here, follow the same process here.
Monthly		For monthly recurring billing, this will recur on the date selected every month. Default setting is the 1st of every month. It is recommended to keep this If the club member starts their contract 23/01/2019, their first billing date for the full membership fee is 03/02/2019, and will be charged for 10 days pro-rata.

Advantages to this billing schedule is that you can combine payments from other contracts and family members with a single regular payment though your e-payment billing cycle. Your e-payments will only be generated once a week/fortnight/month, depending on the configuration you have and this can be automated using our e-payment generation tools.

Manual charges on fixed billing

Any manual charges which are created on member's contract will not be picked up until their next billing cycle, please be mindful with due dates as this may affect access and how many days debtors can be allowed access into the facilities. It is recommended to have the due date of the charge set to the same date as the next payment interval.

Changing billing cycle on fixed billing date

Due to this billing cycle mechanism, club members cannot request the billing date to be changed to a day of their choosing.

Payment plan set up for fixed billing

In PGM->Sale->Payment Plans, the payment plan must be set up with the following settings. More information about payment plans can be found here.

Daily Billing

With daily billing, the contract transaction due dates will recur from the contract start date. There will be no pro-rata charged at the start of the contract.

The contract start date is the first date of the full membership fee, if a club member wants to change their billing date, the only way this can be achieved is by ending the current contract, and starting a new contract so that the first billing date is the date of their choosing.

For all monthly plans, if the club member starts at the end of the month (eg. 31st of the month), if the next month does not have that date in, it will have a due date of the last day of the month.

If a club member has additional paid contracts, or paying for other family members contracts, all contracts need to have the same billing date. The reason behind this because if a payment is in progress on one set of transactions, it cannot generate new payment requests on the next day while the payments are in progress. This is to prevent transactions from appearing in multiple payment requests causing your club member to pay more then they should.

Manual charges on daily billing

When applying a manual charged on a daily billing schedule contract, please make sure the due date of the charge is the same date as the next payment interval.

What could potentially happen is that when you send this charge to be billed through your payment provider via e-payment, this will put the payment source as Payment in progress If they have a payment due soon for their regular recurring contract, the payment may still be in progress and the system will skip that payment.

Payment plans set up for daily billing