Introduction
This article will describe all features of the direct debit module within PGM.
Before you start
At least one e-payment provider and several background processing tasks have to be configured before you will be able to this module. Please contact the Perfect Gym Support Team and ask for the system configuration review.
Direct Debit is visible only for employees, who have been granted respective system permission: Administrator -> Direct Debit. If you don't see this position in the PGM menu, check the Employee Permissions tab and verify your authorization.
Instruction
To access Direct Debit, go to PGM->Finances->Direct debit
The following screen will load, this will allow you to generate new bookings, or check out existing bookings.
Generate booking
To generate a new booking, you will need to enter in the settings you wish to use. Settings listed below may be hidden by default.
Club members will only generate if they do not have a previous payment still in progress.
Club - Select which club the direct debit will be generated from.
Only one club can be processed at a time.
Provider - Select the payment provider that the payments will be sent to.
Note: Most clients will only have one direct debit provider, selected regions may have multiple due to different banking processes such as SEPA / Direct Debit / ACH.
Balance for date - This will generate all payments owing up until this date.
In the example below, if the balance for date is set as 18/10/2021, then this will only pick up the charge on 18/10/2021 as all previous payments have been made. If the balance for date was set as 01/11/2021 and the 18/10/2021 was not paid, this will pick up both transactions.
Minimum contract end date - Will only generate members where the contract end date is greater then the date selected.
This will exclude all contract where the date is before the date selected, or where the club member does not have an end date on the contract.
This setting is hidden by default.
Limit single transaction - This will not join multiple transactions together as one single transaction
Note: For Australian and New Zealand clients, this cannot be ticked.
For selected provider only - If selected payments will be generated only for users with bank accounts in the selected providers bank.
Note: For Australian and New Zealand clients, this is not used.
For authorised users - If selected payments will be generated only for users that were previously authorized in the selected providers bank.
Note: For Australian and New Zealand clients, this is not used.
One transaction for one charged person - Generate one transaction for one charged person. This may reduce commission amount, but can also reduce charged amount.
Note: For Australian and New Zealand clients, this must be ticked as commissions for contract transactions is not used.
Exclude errors from last days - This will automatically exclude any members who had an e-payment rejection within the days selected.
This includes payment gate rejections
If you wish to have a default number set here, please contact support using the Get Support module.
Payment plan types - This is a pre-configured setting to control which payment plans will be generated.
The default setting is 'Other payment plan type'
Note: If your set up includes family payers (parent pays for child contracts). It is recommended not to have separated payment plan types. If the billing dates of different payment plan types fall on the same day, or near the same day, what will happen is that the first payment will generate without any issues, however will put the user with a status of 'Payments in progress' and this will prevent any other payment from being generated until this has been cleared.
User transaction type - This will select only user transactions of a selected type. Eg. Annual fees only.
Additional set up is required for this to work.
Vindication profile - This will allow you to select members who are currently in debt using the debt collection process.
This setting is hidden by default.
Transaction type - This will configure only contract transactions, sales transactions (pos transactions with cashless debit) or both in the generation of direct debit.
By default, contract transactions is set.
If you wish to have a default setting changed, please contact support using the Get Support module.
Transaction since / until - This will only generate the debit for contracts transactions with a due date between the selected date ranges.
This setting is hidden by default.
In the example below, If transaction since was set to 18/10/2021 and until was also set to 18/10/2021, the only transaction that will generated will be the transaction owing on 18/10/2021, any previous transaction will not be generated and the club will need to get payments via POSWeb or Client portal.
Generate payments - This will generate a list of all users with transactions based on the settings.
Generate empty authorizations - This will generate a booking with no users attached. This is designed for manual requests for payments.
Bookings
The bookings tab will display all current and past e-payment generations.
Club - Select the club you wish to filter to.
Show authorized bookings only - This will display only bookings where Generate empty authorizations was selected.
Show only payment requests - This will display bookings where Generate payments is selected.
Show only not accepted requests - This will filter to only payments where it has not been approved and sent to the payment provider.
Exclude from all not accepted bookings - This will provide a new window where you can exclude selected user numbers, or only include selected user numbers in a payment request, this will look at all not accepted bookings. More information on the exclude function can be found further down this list.
Export all bookings - This will export all bookings visible on this screen in a spreadsheet.
Refresh - Reloads the screen
Icon - This will separate bookings based on the type.
- Key Icon - Bookings where Generate empty authorizations was selected
- No icon - Bookings where Generate payments was selected
Status - Display the status of the booking based on the colour
- Green - Processed with no errors.
- Yellow - Done with errors. This can be sent to the payment provider however some errors may affect it.
- Red - Cancelled.
If the dot is yellow or red, you can click on this to give you an onscreen report which will include processing errors.
Note: The error message "Contract of X is conditionally included due to settings AlwaysIncludeAdditionalContracts" will always be included as an error however can be ignored. Normally an additional contract cannot be processed through a direct debit transaction without a main contract. With the course module a main contract is not needed and all are set as additional contracts.
Created - This will display when the direct debit request is created and by who.
Provider - This will display the direct debit provider.
Club - The club this payment request is created from.
Approval - Information on who has approved this booking and at what time.
- Grey icon - This has been accepted and sent to the payment provider. With the date, time and who accepted the booking.
- Green icon - This booking has not been accepted and will need to be accepted.
Exclude - This will allow you to exclude selected members from the payment run. What will happen is that this will completely delete the lines from the payment run.
Pressing Exclude will display a new screen.
This will not delete the charges the club member owes.
Exclude members from list - This will delete all entries where the user number appears in the booking run.
To enter in the user numbers in the text box, the following standard can be used.
| New Line |
101000076 101000081 101000082 101000088 101000097 101000098 |
|---|---|
| Comma | 101000076,101000081,101000082,101000088,101000097,101000098 |
| Semicolon | 101000076;101000081;101000082;101000088;101000097;101000098 |
Leave only this member (exclude members not on list) - This will delete all members except for the members listed.
Green dot - To accept a booking, click on the green dot, this will produce a new screen to enter in your employee password
This will provide a warning to confirm you want to process the payments.
Read the message, this will compare to previous debit run to this debit run. Enter in your PGM employee password and press continue to approve.
From version R87, text "approval" will be entered instead of password
Amount- This is the amount sent to the payment provider.
For selected payment providers, this may increase due to processing fees being added to the payment by the payment provider when a rejection happens.
Bin - If the booking has not been approved, this can be deleted.
Download icon - Export a list of all members on this payment run.
Arrow - This will expand the payment run, to display all members on this payment run.
This will itemise all payments by club member with their totals.
Add new payment - This will manually add an additional payment request to a club member.
This will not settle to any transactions when the payment is successful
Refresh - Reload the current area.
Number - User number of the members.
Clicking on the header will sort this in numerical order, second click will reverse this order.
Name / Surname - The name and surname of the user number.
Clicking on the header will sort this in alphabetical order, second click will reverse this order.
Amount - Total amount which will be sent to the payment provider.
Clicking on the header will sort this in numerical order, second click will reverse this order.
It is recommended to sort this field to identify any payments where its unusually high.
Changes - This will list the employee who made changes to this direct debit.
Error code - This will list any errors sent from the payment provider.
Bin icon - This will delete the individual payment request from the club member.
This will not delete the charges the club member owes.
Arrow - This will expand on the club member and display all transactions attached to the club member.
Type - This will display the transaction type. The common types are listed below.
- Membership - Membership fee of the payment plan.
- ProRata - Pro-rata / initial charges generated at the start or end of contract.
- JoinFee - Joining fee which is attached to the payment plan.
- AdminFee - Administration fee which is attached to the payment plan.
- BookingInAdvance - Any charges from classes generated in the course module.
- Manual - Manual charges from contract transactions.
Description - Product/Transaction description.
Payee number - If the member is connected.
Amount / VAT - This will display the transaction line and tax.
Bin icon - This will delete the transaction line from booking.
This will not delete the charges the club member owes.
Add new payment item - This will create a new payment line on the club member.
This will not settle to any transactions when the payment is successful
Description - Enter a description, this will display on the contract transaction as the payment name.
Amount - Enter in the amount you wish to charge the club member.
VAT - Enter in the tax associated with this payment.
This process cannot be used on a family payment system, the payment will only appear on the parent if used.
Press the tick button to the left of the payment to save.
Refresh - Reload the current screen.
File download
The file download page will download previously submitted payment requests to the payment provider, as well as do additional tasks for members who did not get any response back from the payment provider.
Club - Select which club to filter to.
Show only authorization files - This will display only bookings where Generate empty authorizations was selected.
Show only files with error - Will display only where errors have been returned.
Refresh - Reload the current screen
Closed - This will display if the results have been sent back from the payment provider.
- Green icon - Complete without any errors.
- Yellow icon - Incomplete / complete with errors.
- Grey icon - Results not returned.
Cancelled - If cancelled button used, this will display a red icon here to say the billing was cancelled.
Only do this if you know the payments have not been received by the payment provider.
Results - How many results have been received back / How many were sent to the payment provider.
Rejections - How many rejections from the payment provider / percentage of rejections based on how many sent to payment provider.
File - File name generated and sent to payment provider.
Created - Created date of the file. This is created after the booking is accepted.
Club - Short name of the club. This is kept in PGM->Clubs->List of clubs.
Download file / report - This will download a spreadsheet or txt file of this payment.
Cancel - This will cancel the payment run.
Only do this if you know the payments have not been received by the payment provider.
Missing Ok - After the payments have been sent back from the payment provider and settlement is complete from the payment provider. Any members who were not sent back will still have their payment in progress. Pressing Missing Ok will create payment transactions on their profile as if they paid and remove the payment in progress flag on their profile.
This process will do this on all club members who did not get a response from the payment provider.
Missing Deny - After the payments have been sent back from the payment provider and settlement is complete from the payment provider. Any members who were not sent back will still have their payment in progress. Pressing Missing Deny will deny the payment, and not create any payments on their contracts. The member will still be in debt.
This process will do this on all club members who did not get a response from the payment provider.
If you are running Automation Centre rules using the following rules 'Online payment has been completed with errors' or 'Rejection fees has been requested', Using Missing deny will trigger these events.
Cancel roll back - This will undo the cancellation.
File upload
File upload is used to manually upload results and rejection fees. Depending on the payment provider. The use of file upload in direct debit may change based on your payment provider, or may not be needed at all.
Provider - Select provider from drop down list.
Files -Search for the file by clicking Browse, Press Upload to upload the file or Remove to remove the file.
Add authorizations - This will add the file to the authorizations listing.
Add files - Advanced - This will process the file in a different way, this may vary based on payment provider. Hidden by default.
Process files - Process the files added from Add files - advanced. Hidden by default.
Manual authorization - Add in user numbers of the users you wish to manually authorize. Press Add manual authorization to continue.
Last uploaded files - This will display all uploaded files, with the file name, dates, club and the ability to download a file.
Providers
This is the provider set up form. During the set up of the payment provider, PerfectGym Support will fill out the correct details.