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Companies - Overview

Updated

Introduction

This article is for the setup and use of PGM->Sale->Companies for Australian and New Zealand Clients.

The module Companies can be used in multiple modules of PerfectGym. This includes Clubs, Warehouse, Corporate, and Invoicing modules.

Selected documentation generated from PGM will include details from the company, this includes invoices, receipts, and contract agreements.

This document can be used for both adding new companies and editing existing companies.

Before you start 

You must have permissions for the Companies module in the System Manager, including View, Add, Edit, and Delete rights.

  • System administration
    • Warehouse
      • Companies
        • View
        • Edit
        • Add
        • Delete
        • SystemManWarehouseCompaniesShowRelatedUsers

 

The Company module is used in these PerfectGym modules:

  • PGM->Clubs->List of clubs - Links Club to Company for invoice and company invoice modules.

  • PGM->Clients->Corporates - Links company to a user/company for corporate contracts and bookings.

  • PGM->Sale->Warehouse - Links a supplier (company) to the warehouse module.

  • PGM->Finances->Invoice - Links customer and company data to the invoice module.

  • PGM->Finances->Company Invoice - Links corporate customer and company data to the company invoice module.
     

Feature Description

To Access Companies, Go to PGM->Sale->Companies.

 

Step-by-Step Instructions

Search for a Company

  1. Navigate to the Companies page within the System Manager module.

  2. Locate the Search section.

  3. You can filter the list using the following fields:

    • Name: Enter all or part of the company's name.

    • Tax ID: Enter the company's Tax ID (NIP).

  4. Click the Search button.

  5. The grid below will refresh to show only the matching results.

 

Add a New Company

  1. Click the Add company button, located above the grid.

  2. The "Add New Company" form will appear.

  3. To pre-fill data from an existing member, search for and select a user in the Related Member field. This action will automatically populate the Name, Street, Postal Code, Country, and City fields based on the selected member's data.

  4. Fill in the company's details. Fields marked with a red asterisk are required.

    • Name: This field is required and must be unique.

    • Country: This field is required. You must select a country before you can select a city.

    • City: This field is required. Start typing to search for a city. The search is filtered by the selected country.

    • Email : Must be in a valid email format (e.g., name@example.com).

    • State : This field is hidden by default and will only appear if the selected Country is configured to use states.

  5. Complete other fields as needed, such as Tax ID (NIP) , Description , Street , and Bank account.

  6. Click the Insert button to save the new company.

  7. If the City is not found:

    • If you entered a city name that does not exist in the database, a "City not found” pop-up will appear after you click Insert.

    • This dialog asks you to confirm if you want to create this new city.

    • Click Approve and continue to create the new city record and save the company.

    • Click Cancel to return to the form and correct the city name.

 

Edit an Existing Company

  1. Find the company you wish to edit in the grid (use Search if needed).

  2. Click the Edit (pencil) icon in that company's row.

  3. The form will appear, pre-filled with the company's existing data.

  4. Modify the fields as needed. All validation rules (like unique Name and Tax ID) still apply.

  5. Click the Update button to save your changes.

  6. (This logic is the same as adding) If you change the city to a name that doesn't exist, you will be prompted to confirm and add it.

 

Delete a Company

  1. Find the company you wish to delete in the grid.

  2. Click the Delete (trash) icon in that company's row.

  3. A confirmation pop-up will appear.

  4. Confirm the deletion. The company will be permanently removed.

 

Hints

  • Unique Field Validation: The system will not allow you to save if the Name or Tax ID (NIP) you entered already belongs to another company. A red error message ("There already exists company with given name" or "There already exists company with given tax id") will appear.

  • Required Fields: You cannot save a company without providing a Name , Country , and City.

  • Country/City Dependency: The City field will be disabled until you select a Country.

  • State/Country Dependency: The State field is hidden by default. It only becomes visible if the selected Country is configured to use states.

  • Related Member Pre-fill: Using the Related Member search to auto-fill data only works when adding a new company. It will not overwrite data when editing an existing one.

  • Invoices/Company Invoices: If editing company details, be mindful that selected modules such as Invoices and Company Invoices will not update any existing documents company details on the invoices as this captures the details at the time of generation.

Use Case Examples

  1. Goal: Add a new local contractor.

    • Settings: Click Add company. Fill in Name, Tax ID, Street, and Postal Code. Select your country from the Country dropdown. Type and select your city in the City field. Click Insert.

  2. Goal: Add a new company and create a new city record at the same time.

    • Settings: Click Add company. Fill in all details, but in the City field, type a new city name (e.g., "Newtown") that you know doesn't exist. Click Insert. In the "City not found" pop-up , click Approve and continue.

  3. Goal: Add a new company associated with an existing club member.

    • Settings: Click Add company. In the Related Member field, search for and select "Jane Doe". The Name, Street, City, and Country fields are automatically filled. Review the data, add any missing information (like Tax ID), and click Insert.

  4. Goal: Correct a bank account number for an existing company.

    • Settings: Use the Search to find the company by Name. Click the Edit icon. Scroll to the Bank account field, delete the old number, and enter the new one. Click Update.

  5. Goal: Troubleshoot a "company name already exists" error.

    • Action: A user tries to save a new company, but it fails with the error "There already exists company with given name".

    • Resolution: Use the Search on the main page to find the existing company with that name. If it's a duplicate, cancel the new entry. If it's a different company with a similar name, slightly alter the new company's Name (e.g., "ABC Inc - New York") to make it unique.

 

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