Introduction
This article is about the addition of yearly registration fees to a club member contract within the course module.
The registration fees is a one off fee the club member pays, and will apply to a single contract.
Before you start
Please contact support if you wish to use this feature, as the transaction type 'RegistrationFee' will need to be created on your system prior to using this feature.
Instruction
There are two parts to this knowledge base guide, how to download the report, and how to upload the charges into the system.
Downloading report
Go to PGM -> Reports -> All
Go to the Courses tab and select the report Course registration fee uploader.
Club - Select the club you wish to apply the registration fees to, leaving this blank will select all clubs.
Activity category - Select which activity category the registration fees will be applied to. This will apply those fees to a user who is in a group belonging to this activity category. If left blank the report will be blank. An activity category must be selected.
Date - Select the month of members with current contracts at the start of the month of that year.
The most important part of this field is the year. As this will exclude any members who has a registration fee already submitted on their profile.
As this is a month field. this will look at any enrolments with a start date on or before the date field selected. Any contracts starting on the month of the filter will appear in the following month.
Press XLSX to download the file.
Modifying the report
Open the report in a spreadsheet program. This will display a list of all members who have not had a registration fee added to their user profile in the current calendar year.
Columns
- ContractId - ContractId of the club member, If a club member has multiple contracts within the activity category, this will display the oldest contract only. Please do not modify this field.
- ExternalTransactionId - External transaction id, this is required for the transaction upload. Default setting is yyyymmdd of the Date field. This field cannot be blank.
- Date - This is the transaction date of the charge. The default date is the next billing date on the club members contract. If blank you must add in a date. This field cannot be blank.
- AmountGross - This is the charge amount for the registration fee. This must be set as a negative number, If set as a positive number, support tools will treat this as an uploader. Default setting is -50. This field cannot be blank.
- VatRate - This is the standard tax rate, must be set as a full number without percentage. For example if the tax rate is 10%, then the number to enter here is 10. Default setting is 10. This field cannot be blank.
- Description - This is the description of the transaction, the name of the transaction is dynamic. Activity Category Name + 'Registration Fee'. This field cannot be blank.
- TransactionType - Default type is set to 'Other'. If you use a different transaction type please use that field. This field cannot be blank.
- TransactionCategory - Transaction category set to 'Registration Fee'. This will allow the report to identify if the club member has a registration fee already added to their profile or not. Please do not modify this field.
- zz - StudentUserId - User id of the club member. Support tools will ignore any fields with 'zz -'
- zz - StudentUserNumber - User number of the club member.
- zz - StudentName - Name of the club member.
- zz - FirstUserGroup - User group the club member is enrolled in. If the club member is in multiple groups, this will only show the oldest group.
When you have gone though the excel spreadsheet, you can upload the file into PerfectGymManager.
To do this go to PGM->Settings->Support tools.
On the left toolbar, select Migration. This is the area you upload the registration fees to.
In Upload XLSX file, drag the file in the area surrounded by the dotted lines, or press Choose a file and find the file within the file directory of your computer.
Press Upload to upload the file.
The file will appear in the List of migration files below. Press Validate file which will open a pop up window, then press Validate User Transactions.
This will do some checks on the formatting of the file you have uploaded. If the first row is highlighted in green, you can upload the file. If a column is in yellow or red. then there is an issue with the file you have uploaded. Correct the data and re-upload the file.
Once the file is validated, press the three dots to the right of the file name, this will open up a pop up window, press Migrate User Transactions to upload all transactions.
When you press Refresh on your browser, this will give you an indication to how much of the file the system has processed.
File is complete when the status is Processing done.