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Accounting - How to run reports of Sales Categories AUS/NZ

Updated

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 markets only. Additional costs will apply for this module.

Before you start 

Please contact support to activate accounting module.

This module will need to be configured prior to running a report, please see the following guide here for more information.

How to run reports of sales categories?

Go to PGM->Accounting to generate a sales report or invoice report.

Reports are kept in the Mapping tab.

Generate Sales Report

This Sales report can be run for a day, month, quarter, year, or any date range from A to B and will total the sales based on the accounting code and ledger used.

The following screen will be displayed.

Report Type - Select the report type you wish to use.

  • Sale report - Generate a report based on all sales, grouped by accounting codes.
  • Sale report by till - Generate a report based on all sales, grouped by accounting codes and separated by each till.
    • All transactions processed through point of sale (POSWeb) will be grouped within its own till number. The list can be found in PGM->Settings->Endpoints. 
    • All transactions processed via ad-hoc payments / payment gates; inclusive of Initial fees charged during signup, payment gate URL links such as the links embedded in failed payment SMS/emails and client portal product purchases and membership payments will be allocated to the till Online. 
    • All transactions processed through e-payments (credit card and direct debit) will be allocated to the till Virtual. This is processed in PGM->Finances->Payment cards and PGM->Finances->Direct Debit.

With product details - This will create additional lines in the report below each mapping, with the name of each product and how much was sold/value.

The product is the name of the product used in Mapping, this could be the facility booking definition, product name, payment plan name (for membership fees only) or grouped in categories or fee type.

Use paid date - Is used if you wish to use the generated transaction date (accrual) or paid date (cash) of a transaction. This will generally apply to Recurring (DD/CC) transactions, where the date of transaction creation is a different day to the date of payment (due to response times from banks/financial institutes. Clicking Use Paid Date will use the settled date of the transaction, for example the day that the result of paid is returned from the provider. Leaving this unticked will utilize the created date of a recurring transaction, for example the date the transaction was sent, and as such a date range from sending and receiving will need to be used (Generally 3-5 days).

Include invoices - Will include payments receipted via 3rd party invoices, raised and settled via the Company Invoices module of Perfect Gym. This is found in PGM->Finances->Company Invoices.

This option will be only visible when the report type Sale Report is used.

Include transactions in progress - This will apply to Recurring (DD/CC) transactions, where the date of transaction creation is a different day to the date of payment (due to response times from banks/financial institutes). This will include those transactions that are in progress to be capture for end of month reporting. 

This feature will be released in R88.

Group by payment type - This will group each till and payment type in the report.

This option will be only visible when the report type Sale Report by till is used.

This cannot be used with the setting With product details.

Club - Select the club you wish to generate the sale report from.

POS Station - Select which POS Station you wish to generate a report for. If left blank, all POS Stations will be displayed.

This option will be only visible when the report type Sale Report by till is used. 

From / To - Select the date filter for this report to run.

Extension - Select which file type you wish to extract the data to.

Exclude virtual and online transactions - This will exclude all transaction made via online gate or recurring direct debit/credit card that occurred in the selected period.

This option is only visible in release R88 when the Ledger is called General Ledger.

Filter by hour slot - This will only filter to sales between the time selected. Selecting this option will display additional options to enter in the time slots. 

This option will be only visible when the report type Sale Report by till is used. 

Press Generate to generate the report.

Hints 

  • Any items which are not allocated to a category will be included in the “UNKNOWN” category. Re-run the same report using the setting With product details to identify the product which is missing a mapping. Also check if the Admin fee, Joining fee, Freeze fees and prepaid as these will need to be allocated to their own categories. Adding a mapping to a product is retrospective, so reports for a past period with unknown ledger allocations or incorrect allocations can be fixed and the report generated once more.
  • This report will include all income received for the date range from ALL sources including;
    • Online – income from real time payments – these can occur from the following areas:
      • Online Membership income during sign up.
      • Payments from failed payment link, or any other links generated from PerfectGym automation centre.
      • Payments made in the client portal using Shop, buying a product during booking or making payments in Accounts->Payments.
    • POSweb - All income received over the counter via cash/credit/pos tender types in club.
    • Recurring - All income received via recurring billing for credit cards and bank accounts (known as Virtual in this module).
  • For Virtual transactions, the From and To date MUST be the date of the debit (From) + 5 days (To). Example – if the debit was on 1st of June, then this is the from date, and the To date is the 5th June. This is due to transactions settling for the debit run taking place over a few days. Alternatively, checking “Use Paid Date” will use the SETTLED date of the transaction, ie. the day that the result of paid is returned from the provider. In some cases these transactions may appear over a few days as settlement may not appear on the same day.

Generate Invoice Report

This invoice report can be run for a day, month, quarter, year, or any date range from A to B and will total the raised and settled invoices based on the accounting code and ledger used. Press Generate invoice report to display the options.

All values used within this report is invoices generated in PGM->Finances->Company Invoices.

This will display a new screen with additional features to select.

Clubs - Select the club you wish to generate the invoice report.

From / To - Select the date range you want the report to cover.

Ledger - Select the ledger you want to report against.

Show details - This will display all products used under each mapping.

XLSX - Generate the report in an spreadsheet, which can be manipulated.

PDF - Generate the report in a non-editable PDF form.

Hints

  • Any items which are not allocated to the selected ledger will be reported under the catgegory  “UNKNOWN”. Re-run the same report using the setting With product details to identify the product which is missing a mapping.  Also check if the Admin fee, Joining fee, Freeze fees and prepaid as these will need to be allocated to their own categories.

Note

To see the individual transactions that comprise the summaries in this report you can run Accounting Transactions or Accounting Transactions Accrual reports. The former is equivalent to running the sales report with "use paid date" checked, the latter is equivalent to having it unchecked.

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