Transaction documents - Overview

Introduction

This article describes the Transaction documents feature used to refund already created transactions for goods or services. Please note that the Transaction documents feature will not be available if you are using the Refund Request feature to manage refunds in PGM.

• From this article, you will learn what the Transaction documents feature is and what are the possible ways of configuring this process depending on your business needs. 

• This article will be helpful to the PG Champion, Club Manager, Sales Manager, and Accounting Manager.

Before you start 

• Make sure you are familiar with the refund possibilities available in Perfect Gym.
• Make sure that your payment terminal can be integrated with POSweb refunds. Go to this article to see the list of compatible payment terminals.
• If you wish to use the Transaction documents flow, contact the Perfect Gym Support Team and ask them to adjust the Sale.Refund.IsEnabled setting. If it is set to True, you will have the Transaction documents tab instead of Refund request tab available within the system.
• Make sure you are familiar with the Transactions tab on the Member Profile and the process of adding manual Transactions in the PGM and POSweb application. 
• There are several system permissions linked with the Transaction documents module, all of them are under the System administration branch of permissions:

Here you can find the description of the settings listed above:

• Show transaction documents menu item - defines the visibility of this feature in PGM.
• Approve transaction documents - this permission controls the additional step of refund approval if a refund is processed via PGM. If the refund is created in POSweb application, then it is automatically accepted. Please contact the Support Team in case you wish to implement PGM refund approval.
• Technical logs – enables a view of the technical log of the chosen transaction.

Transaction documents - Overview

• This flow gives the possibility to create refunds both in the PGM and POSweb.
• Transaction documents module is available in the Finances tab in PGM.
• When used in POSweb this flow requires integration with the compatible payment terminal.
• When used in PGM only Cash and Online payment methods will be available to select, as there is no integration between PGM and credit card terminal.
• This option allows you to refund transactions made via POSweb and Client Portal, to which the receipts were generated.

To find more information on POSweb refund please see this article. 

If you decide to use Transaction documents, the Refund Requests module will not be available, and conversely, the Transaction documents module will not be available if you decide to use Refund Request module in PGM.

Transaction documents - Description

Transaction Documents usage process

To access Transaction documents, go to PGM -> Finances -> Financial documents ->Transaction documents. 

This screen will show all transactions generated in all PG applications. Here, you can check what is the transaction status, as well as find all details like the user for which the transaction was generated, source of payment, or payment method.

Depending on document type and status, you may see different options when clicking on ••• icon next to a transaction document row:

• Refund - it allows to full or partial refund of the selected transaction. 
• Preview - the receipt preview will list all items that were sold as well as any other documents related to this receipt (e.g. refund transaction documents if refund has been processed for this transaction).
• Technical log - it allows to preview of technical information on the processed transaction.
• Approve the document / Reject the document - this will be shown only for transactions in Waiting for approval status if the additional step of refund approval is implemented (please contact PG Support Team to enable such a feature). Without this additional step refunds created in PGM will be automatically approved. The operation of approving/rejecting such refunds is irreversible.
• Settle - this will be shown for debit transactions and will allow to settle the debt.

Transaction Documents - POSweb Refunds

When Transaction documents module is in use, then you can create refunds both in PGM and POSweb application. Remember that in PGM you can only refund money in cash or Online, no matter which payment method was used during the purchase. Those refunds can be partial (available from R90) or full. 

How to create a full refund?

1. Click on the ••• icon.

2. Click Refund.

3. In the Return window, click on the Full return button.

How to create a partial refund for contract transaction?

1. Select the contract transaction you want to refund.

2. Enter the amount of refund.

3. Click on Return items. 

How to create a partial refund for products? 

1. Select products for which you want to create a refund from the list of products.

2. Click on Return items button. 

Mind that if you create refunds via PGM, then you can choose only Cash and Online as return money type, as there is no integration between PGM and credit card terminal.

Having completed the refund, the corresponding transaction will be displayed in the Member profile -> Transactions tab.

How to refund money on POSweb?

If you're using the transaction documents feature in PGM you can also refund money on POSweb. In this article, you can find more information about this process. 

Hints

• Refunds created in the described flow will be recorded in POS Transaction Log Details and POS Sales Totals reports.

• If invoices are set up to generate automatically after a performed sale, then PGM can also create automatic invoice correction upon completing such a refund.

Please contact Perfect Gym Support to implement such a flow.