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Report - Accounting Multi Ledger Report

Updated

Introduction

The accounting multi ledger report is designed so that it will report where the payment should be allocated to when there are multiple clubs and ledgers on the site. 

  • The accounting multi ledger report will produce a financial based on the contract club location and report based on the default ledger set to that club.

  • This article will be helpful to PG Champion, Administrator, Finance & Accounting, Sales Manager, Club Manager, Club Owner and Front Desk Staff.

Before you start 

Default Ledger Id will need to be setup prior to using this report. For more information on how this is setup please refer to the following guide. 

The report can run without any default ledger mapping done.

To access this report, please add the following system permissions to the suitable employee roles in PGM -> Clubs -> System permissions.

  • Reports
    • Finances
      • Accounting Multi Ledger

This report is designed to view all clubs sales. Please do not assign this report to an employee role where employees only have access to view selected clubs only.

The way this report works is that it will use payments processed through the club, and allocate them to the ledgers assigned by the location of the contract.

Note: All product purchases done through the client portal is always allocated to the home club of the club member. All product purchases done through POSWeb is allocated to the club the POSWeb terminal is located at.

For example,

If we have a family with a single payment source.  This payment source token is located in Club A.

Parent (payment source owner) has a contract in Club A, and has two children who have contracts assigned to Club B.

This report will split the payments of the contract based on the contract location rather than the payment source location.

Instruction

1. To access the report, go to PGM -> Reports -> All.

 

2. Find the Accounting Multi Ledger report by either using the search filter or selecting the Finances tab.

3. This will display the filters that can be used to generate the report:

  • Choose the date since and until which you want to generate the Accounting Multi Ledger.

4. Press XLSX to generate the report.

Please be mindful that a large date range will produce a lot of data and will take a long time to process the report.

Report Extract

The system will generate the report with a detailed list of all contracts based on the filters used.

The detail tab will display a list of all transactions, this is very similar to the report Accounting Transactions.

  • AccountingAccountId - the Id field of the accounting assignment number.
  • LedgerId - the ledger id connected to the club.
  • Ledger - the name of the ledger.
  • Account number - account number from accounting module.
  • AccountingAccount - account name from accounting module.
  • Id - the Id of the payment.
  • SourceTable - the location of the payment, this is the technical names used.
    • EPayBookingItemDetail - recurring e-payments done in PGM->Finances->Billings / Direct Debit / Payment Cards.
    • UserCashlessTx  - purchases using pre-paid credit, or the amount in pre-paid.
    • UserPosTx - product payments.
    • UserTransaction - contract transactions payments.
  • IsRefund - is the transaction refunded through POSWeb.
  • RefundedTxId - the Id of the original transaction
  • Part - this is an internal reference field to determine the type of transaction.
  • ProviderPaymentId - the payment provider reference Id for the payment.
  • Date - date of transaction
  • Paid date - date of payment
  • FailDate - failed date of payment from epayment processing, this field will always be blank in this report.
  • Status - displayed as 'Ok' for all successful payments.
  • Message - error message from failed payment, this field will be blank in this report.
  • ClubId - club Id of the contract location, if this is a POS transaction then the club Id will be the payment location.
  • ContractLocation - name of the club of the contract location, if this is a POS transaction then the club Id will be the payment location.
  • UserId - userId of the contract holder or where the POS transaction was done on.
  • User number - user number of the contract holder or where the POS transaction was done on.
  • Full name - full name of the contract holder or where the POS transaction was done on.
  • Product Id - if a product payment was made, this will display the product Id of the product.
  • Product Name - if a product payment was made, this will display the product name of the product.
  • ProductCategoryId - if a product payment was made, this will display the product category Id connected to the product. Product Category can be found in PGM->Sale->Product Categories.
  • ProductCategoryName - if a product payment was made, this will display the product category name connected to the product. Product Category can be found in PGM -> Sale -> Product Categories.
  • ContractId - if a contract transaction payment was made, this will display the contract id of the contract.
  • PaymentPlanId - if a contract transaction payment was made, this will display the payment plan id of the contract.
  • Payment Plan Name - if a contract transaction payment was made, this will display the payment plan name of the contract.
  • FacilityBookingDefinitionId - if a contract transaction payment was made for a facility booking, this will display the facility booking definition id connected to the transaction.
  • FacilityBookingDefinitionName - if a contract transaction payment was made for a facility booking, this will display the facility booking definition name connected to the transaction.
  • Transaction type - if a contract transaction payment was made, this will display the type of transaction. For example JoiningFee, AdminFee, MembershipFee.
  • Split - within accounting, you can split the payment to go into multiple accounts on a single ledger, this will display the percentage of the split.
    If the total split of the transaction does not equal 100%, this will produce a new tab with how the split is counted for you to fix up. Please rerun the report once finished.
  • AmountNet - the value of the transaction excluding tax.
  • VatRateId - the Id of the VATRate connected to the transaction.
  • VAT - the percentage of the Tax attached to the transaction.
  • Vat Amount - the value of the tax component of the transaction.
  • AmountGross - the value of the transaction including tax.
  • Quantity - quantity of products attached to the transaction (For all contract transactions, this is set to 1).
  • PosStationId - the Id of the point of sale station the payment was made on.
  • PosStationName - the name of the point of sale station the payment was made on.
  • Payment Type - the type of payment made on the transaction, most common ones listed below:
    • Cash - payments by cash function on POSWeb
    • CreditCard  - payments by credit card function on POSWeb or using a stored credit card on client portal.
    • Online - payments made using a payment gate. This could be using client portal or an email link directly to a payment gate.
    • Recurring (CreditCard) - credit card payments made using the recurring e-payments module in PGM->Finances->Payment Cards / Direct Debit / Billings.
    • Recurring (DirectDebit) - direct debit payments made using the recurring e-payments module in PGM->Finances->Payment Cards / Direct Debit / Billings.
  • IsFromInvoice - is the payment from a company invoice.
  • IsRejectionFeePayment - is the transaction from a rejection fee.
  • PartCase - this is an internal filter for the accounting multi ledger report to determine what type of transaction this is.
  • ClubIdFilter - club Id of the payment location.
  • PaymentLocation - club name of the payment location.
  • FirstBookingDate - this will record the first booking (class/facility booking) made from this transaction for reference only.
Ledger Tab

This will display a summary of the detail tab, summing up the values of the ledgers, and also by the accounting, payment location and contract location.  The sum is based on the total date range.

Club Tab

This will display a summary of the detail tab, summing up the values of the clubs, based on contract location and payment location then look at the split between each club. The sum is based on the total date range.

LedgerClubMapping Tab

This will display a list of all ledgers on PerfectGym, and a list of clubs and which club are mapped to which ledger.  This tab is useful during the set up of this report.

SplitIssue Tab

This tab will only appear if the report detected that an account mapping has a split that does not equal 100%.  This will cause a variance with the report as the product value will not be accurate as the calculation is based off the split.  You will need to correct your mapping of the product and re-run the report.

NoMappingIssue Tab

This tab will only appear if the report detected that a transaction has no mapping in that ledger. It is recommended to map the product to the ledger and accounting then re-run the report.

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