Introduction
The Perfect Gym Franchise module is a separate section in the PGM that lets you build automatic charge plans within a franchise chain. It also generates club statements to review club's numbers per month, supports dedicated reports, and issues invoices' reports. By using this module, your club managers will be able to check the recurring payments flow within the club and have a clear and quick insight into the financial obligations to the chain owner.
- This article describes the Perfect Gym Franchise module, a dedicated section in PGM designed to automate charge plans within a franchise chain.
- This article will be helpful for PG Champions, Support Agents, and the Accounting Team.
Before you start
The main operations within the franchise module are structured around the calendar month and are divided into three key stages, based on relevant process:
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Stage 1 - Month started: From the 1st day to the last day of the specified month
- Uploading the payment provider files with collected revenue data (Payout File)
- Specified percent (withhold value) will be held by the franchisor
- Rest of the revenue will be available to redistribute to franchisees
- Uploading the sheet of manual charges (suppliers file)
- Perform manual data corrections
- Manual entries
- Deleting single items
- Uploading the payment provider files with collected revenue data (Payout File)
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Stage 2 - After the month ends: From the 1st day of the following month
- Charges will be calculated based on configured Charge Plans
- Uploading the payment provider files with collected revenue data (Payout File)
- All the revenue will be set to redistribute among franchisees. Withhold values won't be used.
- Uploading the sheet of manual charges (suppliers file)
- Perform manual data corrections
- Manual entries
- Deleting single items
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Stage 3 - Closing the month
- Done after all the settlements are ready
- Generates and sends franchisee invoices
- Enables downloading all of the invoices sent to the clubs
- Disables any manual corrections (settlements are now final)
- Enables downloading accounting files (for external accounting software)
This process leads to generate the club statement file which sums up the amounts coming from the paid in amount, withelds, charges and, if needed, expenses for 3rd party suppliers, related to the individual clubs.
To prepare correct configuration for the above process, please get familiar with the additional articles about this module, related to setup of the charge plans and the overall details around the clubs and withhelds.
Fast lane
- Enable the franchise module by contacting Technical Support
- Configure permissions in PG Manager under Clubs → System permissions → Franchises
- Follow the three stages of the month for uploading files, making corrections, and closing the month
- Generate and review club statements and reports
Feature description
The Perfect Gym Franchise module allows you to manage and automate charge plans within a franchise chain. It provides detailed insights into financial obligations and supports invoices and various reports.
How do I enable franchise module in PGM?
The franchise module is permission-based, meaning employee access can be controlled for different configuration and reporting sections. Employees assigned to a specific club will only have visibility over that club.
To enable the module:
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Request Technical Support to activate the
Franchises.General.FeatureIsActivatedsetting. -
Assign appropriate permissions in PGM under Clubs → System permissions → Franchises.
Permissions Overview
The permissions are divided per visibility and action that could be performed per each main section of the module:
Club Statements - Main View
- View - View-only access
- Add manual entry: Enables the option to add a single item to the "Add manual entry" under the Action button
- Close month: Enables the ability to close the month in the Club Statement View
- Upload payouts file: Enables the option to upload the payout file under the Action button in the Club Statement View
- Upload charges file: Enables the option to upload the charges file under the Action button in the Club Statement View
- View files: Enables the option to see the tab: Uploaded Files in the Club Statement View
- View invoices: Enables the option to see the tab: Invoices in the Club Statement View
- Delete items: Enables deleting items from the Club Statement in the Club Statement View under the Action button
- FranchisesClubStatementsExportSageFile: Enables exporting the Accounting report after closing the month
- FranchisesClubStatementsExportBacsFile: Enables exporting the BACS report under the Action button in the Club Statement View
- FranchisesClubStatementsExportClubStatement: Enables exporting the Club Statement report in the detailed Club Statement view under the Action button
- FranchisesClubStatementsExportClubStatementOverviews: Enables exporting the Club Statement report under the Action button in the Club Statement View
- ExportPayoutsFile: Enables exporting the Payouts Data File report under the Action button in the Club Statement View
- FranchisesClubStatementsExportSupplierSummary: Enables exporting the Supplier Summary report under the Action button in the Club Statement View
Charge Plans - Configuration view for 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 the charge rule
- Edit charge rule: Enables editing the charge rule
- Delete charge rule: Enables deleting the charge rule
Configuration - Additional configuration view
- View: View-only access
- Add: Enables adding new withheld configuration
- Edit: Enables editing the data
- Delete: Enables deleting the data
Hints
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Ensure correct permission assignments to avoid unauthorized changes
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Ensure that all configurations are correctly set up before starting the month-end processes.
- Regularly review the club statements and reports to maintain accurate financial records.