Franchise module - Charge plans

General description

Charge plans in Perfect Gym are collections of rules that calculate franchise fees. These rules can be either dynamic or fixed. Charge plans are automatically calculated during the end-of-month process, and are are applied automatically at the beginning of each month.

• In this article, you will learn how to set up and manage charge plans in Perfect Gym.
• This article will be helpful for PG Champions, Club owners, and the Accounting Team

Before you start 

Ensure that you have the necessary permissions to manage charge plans and charge rules in Perfect Gym. This can be done in PGM -> Clubs -> System permissions. The permissions that need to be ticked are as follows:

• Franchises
  • Charge Plans
    • View: View-only access
    • Add: Enables adding a new charge plan
    • Edit: Enables editing a charge plan
    • Delete: Enables deleting a charge plan
    • View charge rule: Enables viewing charge rules only
    • Create charge rule: Enables creating charge rules
    • Edit charge rule: Enables editing charge rules
    • Delete charge rule: Enables deleting charge rules

Additionally, get familiar with the following elements, that are used to build a charge plan:

• Charge rule: a single rule, it can be either a fixed or dynamic charge. This rule can be configured through the configuration panel and will be a component of the charge plan for individual franchisees. A charge rule can be either fixed or dynamic (calculated based on specified data).
• Fixed charge: a recurring fee that is charged to the franchisee, configured using a charge rule. This fee includes a specific, unchanging amount.
• Dynamic charge: a recurring fee that is charged to the franchisee, configured using a charge rule. It includes additional conditions for the fee to apply and can vary based on different values and data from the PGM system.
• Charge: a fee that is charged to the franchisee. There are three types of charges: Manual Entry, Fixed Charge, and Dynamic Charge. Manual charge can be added any time directly, assuming the club statement is opened. Fixed Charges and Dynamic Charges are generated automatically on the month ending.

Fast lane

To quickly set up charge plans, follow these steps:

• Navigate to PGM -> Franchise -> Charge Plans in the main menu.
• Click Add Charge Plan.
• Select the active period (current or next month).
• Choose the relevant clubs for the charge plan.
• Add charge rules:
  • Fixed Charge or Dynamic Charge.
• Ensure the plan is active with the appropriate expiry date if applicable.
• Review and save the charge plan.

Feature Description

Charge plans can only be set up for the current or upcoming month, not for past periods. Additionally, charges will only be generated if the charge plan is active from a date that is later than the charge rule's start date.
For example, if the month closing date is 31st May and the charge rule starts on 1st June, charges will not be generated for May.

How to set up charge plans? 

1. Go to PGM -> Franchise and click on the Add Charge Plan button.

2. Add a Name and a Description for the Charge plan. 

3. Select the Active from and Active to dates.

If the Active to field is empty, the charge plan will remain active indefinitely.

4. Select the club for which the charge plan will be assigned.

You can assign more than one club to each charge plan.

How to set up charge rules?

1. Go to PGM -> Franchise -> Charge Plans

2. Click Rules next to the charge plan and select Create a new charge rule

3. Enter a name (visible in the Club Statement after charge application)

4. Provide a description (internal information about the charge rule)

5. Select a Charge Rule Type: 

• Fixed Charge:
  • Add an Amount value that should be charged and specify the VAT rate used for the charge
  • In the Generate Invoice section choose Yes to enable invoice generation for this charge, which will include the expense code (internal accounting number) and the company issuing the invoice for the club. 

• Dynamic charge:
  • New and active contracts - number of current contracts * charge rule amount. Current contracts refer to contracts with a "current" status and a membership fee greater than 0, including non-paid memberships. Contracts used for this rule can be filtered by payment plan category.
    • Payment plan category - this field is displayed only with the New and active contracts rule. Select the payment plan category, if you want to count the charges based on the specific payment plan category
  • Total income - net income * charge rule amount. Net income is a sum of all PosTransactions net values and all recurring direct debits and credit card transactions net values for calendar month. It excludes non-settled contract transactions with status In progress and Error.
    The charges data is equivalent to sum of results from reports:
    • Pos Transaction Log Details- with "Not deleted" Pos Transaction status and "Fiscal" Transaction sources
    • EPayments Log
  • Direct debit attempts - total count of direct debit attempts in the given settlement period * charge rule amount. Only direct debit attempts with statuses New, In Progress, Ok, and Deny are counted. Transactions ending with Error are not included in the calculations.
  • Text messages - total count of SMS messages sent in the given settlement period * charge rule amount.Using text messages base requires using the SMS services run by PG Manager
    The charges data is equivalent to results from report:
    • Sent text messages
  • Add an Amount value/Percentage value of the charge
  • Select the vat rate 
  • In Additional conditions you can specify the minimum and maximum amount of the charge If the dynamically calculated charge is lower than the minimum amount, the system generates a charge with the minimum amount value. If the calculated charge is greater than the maximum amount, the system calculates the charge with the maximal amount.
  • In the Generate Invoice choose Yes to enable invoice generation for this charge, which will include the expense code (internal accounting number) and the company issuing the invoice for the club. 

Hints

• Dynamic charge values can be reviewed in the Club Statement Dashboard after the end of the month.

• To view charge details, click the Hide Details button in the Club Statement section.