Report - Deferred revenue by fiscal payment – PerfectGym

Introduction

This guide serves as a comprehensive resource, offering clear and detailed instructions on how to effectively utilize the deferred revenue by fiscal payment report available on PerfectGym. This particular report plays a crucial role in analyzing the manner in which upfront payments are deferred over the entire duration of a given contract. By examining this report, users can gain valuable insights into the financial dynamics of their agreements with clients.

Furthermore, the report goes beyond just the analysis of deferred payments; it also presents essential details regarding product purchases made by clients. This includes an overview of the total value of any products that have been purchased but remain unused. Such information is vital for understanding the overall financial health of the business and for making informed decisions about future offerings and customer engagement strategies.

This report is designed for the Australian and New Zealand markets where a single tax is applied to the transaction. This report can be used in other markets providing that a single tax bracket is used on sales.

Before you start

To access this report, kindly assign the following employee permissions to the appropriate employee roles in PGM -> Clubs -> Employee permissions:

Reports
- Finances
  - Deferred revenue by fiscal payment

If you are unable to see it on your site, please contact support to have it made visible using the Get Support module.

Feature description

To view the report, navigate to PGM -> Reports -> All.

To access the report, you can either use the search filter to locate 'Deferred revenue by fiscal payment' or navigate to the Finances tab to find the report directly.

To obtain the desired results from the report, please apply the following filters:

Club : In this section, you will need to select the specific club for which you wish to generate the report. If you would rather view reports that encompass all clubs that are accessible with your login credentials, you have the option to leave this field blank, which will allow the system to compile a comprehensive report for all available clubs associated with your account.
Date : It is important to specify the month and year for the report you are requesting. This will help to ensure that the report is tailored to the specific time frame you are interested in, providing you with the most relevant and accurate information.

Once you have made your selections, click XLSX to generate the report. This action will download the report containing all current information based on your chosen settings.

Detail Tabs

The XLSX report contains several tabs, each serving a distinct purpose. Below is a detailed description of each tab, along with explanations of the data contained within each tab and the significance of each column.

Contract Summary

The contract summary tab serves a vital function by offering a comprehensive overview of the totals associated with all contracts that are included in the deferred revenue report. This feature is essential for users who need to quickly assess the financial implications of their contracts, as it consolidates key information into a single, easily accessible location. By presenting a summary of the totals, the contract summary tab allows stakeholders to gain insights into the overall financial health and obligations tied to their contracts, facilitating better decision-making and strategic planning.

This section is divided into four distinct summary tables, each containing the following common information:

To Settle Net - This figure represents the total of unpaid contracts that should be included in the deferred revenue report. The net price excludes tax.
To Settle Gross - This figure indicates the total of unpaid contracts that should be part of the deferred revenue report. The gross price includes tax.
Net Month Allocation - This reflects the total value of contracts listed in the deferred revenue report, where the entire amount is deferred for the selected month. The net price excludes tax.
Gross Month Allocation - This shows the total value of contracts in the deferred revenue report, where the full amount is deferred for the selected month. The gross price includes tax.
Net Revenue Already Deferred - This indicates the total value of contracts in the deferred revenue report, where the entire amount has already been deferred. The net price excludes tax.
Gross Revenue Already Deferred - This represents the total value of contracts in the deferred revenue report, where the full amount has already been deferred. The gross price includes tax.
Net Deferred Revenue Remaining - This figure shows the total value of contracts in the deferred revenue report, where the total amount has yet to be deferred. The net price excludes tax.
Gross Deferred Revenue Remaining - This indicates the total value of contracts in the deferred revenue report, where the total amount has yet to be deferred. The gross price includes tax.

Deferred revenue - Totals by club

This table is designed to provide a comprehensive summary of the deferred revenue that pertains specifically to the club. It will encapsulate all relevant financial information in a clear and concise manner, ensuring that stakeholders can easily understand the club's financial standing regarding deferred revenue. The focus will be solely on the club's figures, allowing for a detailed analysis of this particular aspect of its financial operations.

Deferred revenue - totals by payment plan

This table provides a comprehensive summary of the total deferred revenue for the club. It has been meticulously categorized according to the different payment plan names that are available. By organizing the data in this manner, it allows for a clearer understanding of how revenue is being deferred based on the various plans offered to club members.

Deferred revenue - totals by payment plan type

This table provides a comprehensive summary of the total deferred revenue that has been accrued for the club. The information is meticulously categorized according to the various names of the payment plan types that are available. By organizing the data in this manner, it allows for a clearer understanding of how different payment plans contribute to the overall financial picture of the club. This categorization is essential for analyzing revenue streams and making informed financial decisions moving forward.

Deferred revenue - totals by payment plan categories

This table provides a comprehensive summary of the deferred revenue associated with the club, organized meticulously by the various names of the payment plans. Each payment plan is distinctly categorized, allowing for a clearer understanding of the financial commitments and projections related to the club's revenue streams. This structured approach not only aids in tracking the deferred revenue but also enhances the overall financial management of the club.

For additional details regarding payment plan categories, please refer to the information available here.

Contract Deferred Revenue - Gross / Net

The two tabs in the interface serve to clearly distinguish between Gross and Net values, providing users with a straightforward way to analyze financial data. Each tab displays identical tables, ensuring consistency in the information presented. This report is designed to offer a detailed monthly breakdown, which will be based on the month that has been selected by the user. This feature allows for a more nuanced understanding of the financial figures, as users can easily switch between Gross and Net values to see how they compare and what implications they may have for their financial assessments.

Club - The club associated with the contract.
User Number - The unique identifier for the contract holder.
Full Name - The complete name of the contract holder.
Email - The email address of the contract holder.
Phone Number (Mobile) - The mobile phone number of the contract holder.
Contract ID - The unique identifier for the contract.
Payment Plan Name - The name of the payment plan.
Payment Plan Type - The category of the payment plan, which groups similar plans together, such as upfront (paid in full) contracts.
Payment Plan Category - The marketing category of the payment plan. For more information on setting this up, please refer to the guide here.
Contract Start Date - The date when the contract begins. This is used to calculate the number of days in previous months, the current month, and the remaining months. If the club member goes on freeze, the freeze days will not be included in this calculation.
Contract End Date - The date when the contract concludes. This is also used to calculate the number of days in previous months, the current month, and the remaining months.
Days in Club - The total number of days the club member is committed to in the contract. If the club member goes on freeze, the freeze days will not be included in this calculation.
Total Contract Cost - The overall cost of the contract (including tax), previously referred to as Gross Total Contract Cost.
Total Fiscal Payment - The total payments made (including tax) through fiscal means, such as cash, credit card, e-payment, or online transactions, previously known as Gross Total Fiscal Payment.
Total Non-Fiscal Payment - The total payments made (including tax) through non-fiscal methods, such as manual transactions like applying a credit to the club member's contract, previously called Gross Total Non-Fiscal Payment.
To Settle - The outstanding amount on the contract (including tax).
Daily Rate - The daily rate (including tax) of the contract, previously referred to as Gross Daily Rate During Commitment.
Already Deferred - The amount allocated prior to the current month, calculated using the Total Fiscal Payment and Days Committed Before Month fields.
Deferred Current Month - The amount allocated for the current month, calculated using the Total Fiscal Payment and Days Committed In Month fields.
Future Deferred - The remaining amount after the current month, calculated using the Total Fiscal Payment and Days Commitment Remaining fields.
YYYY-MM (Year and Month) - This displays the deferred split for every month the contract is active, based on the current month. If the club member has a future-dated freeze, this will also calculate the deferred revenue for that month by excluding the days the member is on freeze.

Contract Summary By Month

The "Contract Summary by Month" tab provides a comprehensive overview of the total values for all contracts listed in the deferred revenue report. It breaks down these values by month, starting from the selected month onward.

This summary is organized into four distinct tables, each offering a unique perspective on the data.

Deferred revenue - Gross totals by club

This table serves a specific purpose; it exclusively summarizes the deferred revenue for the club. Deferred revenue is a crucial financial metric that represents income received by the club for services or products that have yet to be delivered or performed. By focusing solely on this aspect, the table provides a clear and concise overview of the club's financial commitments and future earnings, allowing stakeholders to understand the club's financial position better.

Deferred revenue - Gross totals by payment plan

This table provides a comprehensive summary of the total deferred revenue associated with the club, neatly categorized according to the various payment plan names. Each payment plan has been meticulously outlined to give a clear overview of the financial commitments that have been deferred, allowing for better financial management and planning within the club.

Deferred revenue - Gross totals by payment plan type

This table offers a detailed and comprehensive overview of the club's total deferred revenue, which is systematically organized according to various types of payment plans. It serves as an essential resource for understanding the financial commitments associated with different membership or subscription options that the club provides. By categorizing the deferred revenue in this manner, stakeholders can gain insights into how each payment plan contributes to the overall financial picture of the club.

Deferred revenue - Gross totals by payment plan categories

This table serves as a comprehensive summary of the club's deferred revenue, meticulously organized according to the names of the different payment plan categories. Each category is outlined to provide clarity on how the club manages its financial commitments and income streams. By categorizing the deferred revenue in this manner, stakeholders can easily understand the financial landscape of the club and assess the implications of each payment plan on the overall revenue structure.

For additional details regarding payment plan categories, please refer to the information available here.

Deferred Revenue

This tab serves as a comprehensive overview of the individual contracts that are held by club members. It includes detailed information regarding each contract, as well as the associated deferred amounts that are pertinent to those contracts. This information is essential for understanding the financial commitments and agreements that each member has entered into, ensuring transparency and clarity within the club's operations.

Club - The club associated with the contract.
UserId - The unique identifier for the contract holder.
User number - The contact number of the contract holder.
Full name - The complete name of the contract holder.
ContractId - The unique identifier for the contract.
Payment plan name - The designation of the payment plan.
Payment plan type - The classification of the payment plan, grouping similar plans together, such as upfront (paid in full) contracts.
Payment plan category - The marketing category associated with the payment plan. For detailed setup instructions, please refer to the guide here.
Contract start date - The commencement date of the contract, used to calculate the number of days in previous months, the current month, and remaining months. If the club member places their account on freeze, the freeze days will not be included in this calculation.
Contract end date - The termination date of the contract, utilized for calculating the number of days in previous months, the current month, and remaining months.
DaysOfCommitment - The total number of days the club member is committed to under the contract. If the club member freezes their account, the freeze days will not be included in this calculation.
DaysCommittedBeforeMonth - The total number of days the club member has utilized before the deferred revenue period.
DaysCommittedInMonth - The number of days the club member will utilize in the current month. If the club member begins or concludes their contract in the current month, or goes on freeze during this month, the total number of days will be less than the total number of days in the month.
DaysCommitmentRemaining - The remaining number of days in the contract after the current month.
TotalContractCostGross - The overall cost of the contract, including tax (previously referred to as Gross total contract cost).
TotalFiscalPaymentGross - The total payments made through fiscal methods (including tax), such as cash, credit card, e-payment, or online transactions (previously referred to as Gross total fiscal payment).
TotalNonFiscalPaymentGross - The total payments made through non-fiscal methods (including tax), such as manual transactions like applying a credit to the club member's contract (previously referred to as Gross total non fiscal payment).
ToSettleGross - The total amount owed on the contract, including tax.
DailyRateGross - The daily rate of the contract, including tax (previously referred to as Gross daily rate during commitment).
AlreadyDeferredGross - The amount that has been allocated prior to the current month, calculated using the GrossTotalFiscalPayment and DaysCommittedBeforeMonth fields (previously referred to as Gross revenue already deferred).
DeferredCurrentMonthGross - The amount allocated to the current month, calculated using the GrossTotalFiscalPayment and DaysCommittedInMonth fields (previously referred to as Gross month allocation).
FutureDeferredGross - The amount remaining after the current month, calculated using the GrossTotalFiscalPayment and DaysCommitmentRemaining fields (previously referred to as Gross deferred revenue remaining).
TotalContractCostNet - The total cost of the contract, excluding tax (previously referred to as Net total contract cost).
TotalFiscalPaymentNet - The total payments made through fiscal methods, excluding tax (previously referred to as Net total fiscal payment).
TotalNonFiscalPaymentNet - The total payments made through non-fiscal methods, excluding tax (previously referred to as Net total non fiscal payment).
ToSettleNet - The total amount owed on the contract, excluding tax.
DailyRateNet - The daily rate of the contract, excluding tax (previously referred to as Net daily rate during commitment).
AlreadyDeferredNet - The amount allocated prior to the current month, calculated using the NetTotalFiscalPayment and DaysCommittedBeforeMonth fields (previously referred to as Net revenue already deferred).
DeferredCurrentMonthNet - The amount allocated to the current month, calculated using the NetTotalFiscalPayment and DaysCommittedInMonth fields (previously referred to as Net month allocation).
FutureDeferredNet - The amount remaining after the current month, calculated using the NetTotalFiscalPayment and DaysCommitmentRemaining fields (previously referred to as Net deferred revenue remaining).

Product Summary

The Product Summary tab is designed to provide users with a thorough and detailed overview of the Product Deferred Revenue tab. This tab is structured in a way that enhances clarity and promotes ease of understanding by organizing the information into four distinct tables. Each table serves a specific purpose, allowing users to quickly grasp the essential details and insights related to product deferred revenue. This thoughtful organization not only aids in comprehension but also facilitates efficient navigation through the data presented.

Deferred revenue - summary list of unused products by payment type

This analysis delves into a comprehensive examination of the total value of unused products. It evaluates this value from two critical perspectives: the quantity of these products and their corresponding gross value. Furthermore, the analysis categorizes the findings based on different purchase clubs and various payment types, allowing for a nuanced understanding of how these factors influence the overall assessment of unused products. By breaking down the data in this manner, the analysis aims to provide insightful conclusions that can inform future purchasing and inventory strategies.

Deferred revenue - summary list of unused products by club service type

This analysis delves into a comprehensive examination of the overall value of unused products. It considers two critical dimensions: the quantity of these products and their gross value. Furthermore, the analysis categorizes these products based on the specific purchase club to which they belong, as well as the type of club service associated with them. By doing so, it aims to provide a clearer understanding of the implications and potential opportunities related to the management of unused inventory within different club contexts.

The club service type functions as a framework within PerfectGym, dictating how the product engages with the system. For instance, the BookingEvent interacts with the Class module, PersonalTraining connects with the personal training module, and ClubEntrance interfaces with access control. These interactions are hardcoded into the system, meaning that new elements cannot be introduced.

Deferred revenue - summary list of unused products by product category

This analysis delves into the comprehensive evaluation of the total value associated with unused products. It takes into account not only the quantity of these products but also their gross value. Furthermore, this evaluation categorizes the products based on the purchase club they belong to, as well as the specific type of product. By examining these factors, we can gain a clearer understanding of the overall financial impact of unused inventory across different segments.

Deferred revenue - summary list of unused products by product name

This analysis delves into a comprehensive examination of the total value of unused products, focusing on two critical aspects: the quantity of these products and their corresponding gross value. The data collected for this analysis is meticulously categorized, allowing for a clearer understanding of the trends and patterns present. Specifically, the categorization is done by purchase club, which refers to the different membership or buying groups, as well as by product category, which groups products based on their type or use, and finally by product name, which provides a detailed identification of each individual item. This structured approach not only enhances the clarity of the findings but also facilitates a more in-depth discussion on the implications of the unused products in the market.

Product Deferred Revenue

Club: The name of the club from which the product was purchased.
User Number: The unique identifier for the club member.
Full Name: The complete name of the club member.
Phone Number (Mobile): The mobile contact number of the club member.
Email: The email address associated with the club member.
Product ID: The identification number for the product.
Product Type: Indicates whether the product is a service (individual product) or a bundle (group of products).
Product Name: The name of the product.
Product Category Name: The category to which the product belongs.
Club Service Type: A mechanism within PerfectGym that defines how the product interacts with the system. For example, BookingEvent interacts with the Class module, PersonalTraining interacts with the personal training module, and ClubEntrance interacts with access control. These types are hard-coded into the system, and new elements cannot be added.
Initial Quantity: The number of products purchased at the time of sale.
Current Quantity: The number of products remaining for use by the club member.
User POS Transaction ID: The unique point-of-sale transaction identifier for the product sale.
POS Transaction Date: The date when the point-of-sale transaction occurred.
User POS Description: The description used in the point-of-sale transaction for the product sale.
Expiry Date: The date when the product expires.
Amount Net: The net value of the transaction, excluding any taxes.
Amount Gross: The gross value of the transaction, including any taxes.
Cost Per Unit Gross: The value of an individual product; for bundles, this is calculated based on the initial quantity and Amount Gross fields.
Gross Amount Remaining: The value of the transaction based on the current quantity (unused), including any taxes.
Amount to be Settled: The value of any outstanding payments for the transaction.
Payment Type: The method used for payment in this transaction.
Is Fiscal Payment: Indicates whether the payment type was a fiscal transaction or a non-fiscal transaction.

Contract Settings

The contract configuration must comply with one of the following setups to ensure its inclusion in this report.

All contracts must specify a clearly defined start date and end date. These dates are crucial for accurately calculating the total number of days encompassed by the contract, which is essential for determining the deferred revenue cost per day.

Option 1: Inclusion by Payment Plan Settings

The following settings within the payment plan must be ticked.

Payment Interval on Contract Start Date (No Pro Rata): This option must be selected. It ensures that the the date of the first contract charge coincides with the contract start date.
Either of these two settings:
- Payment in advance summary (client portal): This feature generates a summary of payments within the client portal.
- Payment in advance for contract: It will ensure that all charges generated will have a due date of the contract start date.

Option 2: Inclusion by Plan Type

Any payment plans with the plan type with the exact name “Upfront“ will be included, regardless of any other setting within the system

Hints

Reports are generated using the most recent data. Any changes to a club member's contract or adjustments to their payments will affect the generation of the next report.
To be included in the report, each contract must have an end date. Ongoing contracts will not be listed.
Contracts will be visible if they are current for the selected month, have a start date set for one month in the future, or have an end date that falls one month prior to the selected month.
The NetTotalFiscalPayment and GrossTotalFiscalPayment will calculate the total settlement for contract transactions. Depending on the configuration, these totals may be represented across multiple contracts.
To remove specific payment plans or products from this list, contact support via the Get Support module, providing the PaymentPlanId and names of the payment plans or the ProductId and names of the products you want to exclude.