Introduction
This is an overview of the contract transactions tab within the member profile. To learn about more possibilities regarding the Member Profile visit this article.
- This article will teach you about Contract Transaction on the Member Profile
- This article will be useful to PG Champions, Sales Team
Feature description
To access the contract transaction tab in the member profile, go to Transactions->Contract.
Balance - The value here determines the balance of the contracts in view is.
- For negative balances, this is displayed in red, and will have corresponding outstanding transactions.
- For positive balances, this will reflect the value of any payments not allocated to future transactions.
Overdue transactions - This will display the quantity of overdue transactions on the contracts in view.
Contracts - Drop down filter to select contracts. Contracts will also display a status if ended, frozen, current or not started.
Balances and transactions will reflect based on what is used on this filter.
- All contracts - Filter to all contracts.
- Active contracts - Filter to contracts that are current or frozen only.
This will include contracts belonging to the children of the user.
Date range - Filter to transactions with a due date between the date range.
By default this will display to end of month, if you wish to change the default date to be todays date, please contact support.
Add manual transaction - This option will allow you to add a manual transaction to a contract and change a member's balance. This includes charges and payments.
Additional options - Additional options which will affect all contracts connected to the user.
This will not affect contracts that is on a child link to a parent.
- Recalculate settlements - This will remove the links between payments and charges, and recalculate these settlements.
- Settle all transactions - This will settle all charges with unallocated payments.
- Delete settlements - This will delete the settlement data between the payments and charges. All contract transactions will be set as overdue.
This function may not work if you have settings preventing the re-calculation of settlements or other processes which conflict with this setting.
Settlement is the connection of payments to charges.
Additional options - This will display additional options for the contracts in view
- Show excluded transactions - This will display all deleted contract transactions. This will display them in red.
- Show overview transactions - This will only display transactions which are not paid for and past their due date.
Status - Displays an icon to determine if the charge is Outstanding,Partially paid, Paid
Date - Date the transaction was created.
Due date - Due date of the transaction (charge)
Debit - The charge value.
Settlement icon - Display what payments are made against the charge line.
Payment amount - The payment value of the transaction.
Settlement icon - Display what charges payment line is paying.
Description - Description of the charge or payment.
Transaction type - The type of transaction which is generated. The common transaction types are listed below.
- Membership - Membership fee of the contract.
- Pro-rata - Pro-rata charges generated from the contract where the the membership fee covers part of the interval at the start and end of the contract.
- Admin fee - Administration fee from the payment plan.
- Joining fee - Joining fee generated from the payment plan.
- Freeze - Transaction which is generated from a freeze type.
- Booking in advance - Transaction generated from a booking in the course or facility booking module. This transaction due date is set at the start of the billing period.
- Booking in arrears - Transaction generated from a booking in the course or facility booking module. This transaction due date is set at the end of the billing period.
Payment type - How the payment was made. The most common payment types listed below.
- Cash - Cash payments made on POSWeb.
- Credit Card - Credit card payments made on POSWeb or Client portal using a stored credit card in the club members payment source.
- Online Payment - Online payments using a payment gate on POSWeb or Client Portal. These transactions are referenced in the Online Gate tab.
Employee name - The employee who created the transaction.
Note: The employee profile generated the contract transaction based on an action such as creating contract, freezes, ending contracts.
Additional options - This will display additional options on the contract transaction line.
Note: These options will change depending on the transaction type (charge / payment)
Details - This will display additional information about the contract transaction
Details will open up a new screen with additional information about the transaction, this includes tax values, dates, and what transactions are settled.
You have the ability to individually delete settlement data by pressing delete on the individual lines.
Delete - Delete the transaction line. A pop up window will allow you to choose your reason for deleting the transaction.
To create additional delete reasons, this can be done in dictionaries, more information can be found here.
Transactions generated by the system cannot be deleted.
Mark as deposit - This will convert the payment into a deposit. Deposit transactions will not allocate to a contract transaction unless it gets settled.
Settle deposit - This will settle the deposit to be used on a contract transaction charge.
Deposits will never auto allocate to a contract transaction.
Change contract - This will move the payment to another contract on the user.
This will not allow you to transfer the payment to a child connected to the user, please select Change user.
Change user - Move the payment to another club member.
Change transaction payer - change the employee who accepted the payment - by default it's the employee who was logged in on POSweb during the purchase
Change transaction date - Change the date of the payment to another date.
This will affect sales, financial and accounting records.
Change payment type - Change the payment type which was used.
This will affect sales, financial and accounting records.
Refund Request - This will create a Refund Request in PGM->Finances->Refund Requests.
Go to this article for more information on how to make a Refund Request.
Having created and processed the Refund Request, additional Statuses will display next to the transaction:
Refund Waiting for approval - it means that the Refund Request has already been made in the Member Profile and awaits further Approval in the Finances tab in the PGM.
Refund Approved - it means that the Refund Request has been Approved in the Finances tab in the PGM.
You can go to this article for more information on how the Refund Request flow works.