Introduction
In Perfect Gym, you can use the feature for Refunding a Cancelled Contract. This feature automates the refund process for members who have an overpayment on a contract that has been ended with a past date. It simplifies the process for employees by calculating the correct refund amount and creating a single refund request, rather than requiring multiple manual calculations and refund requests.
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In this article, you will learn how to use the "Refund cancelled period" feature to efficiently process refunds for contracts that have been ended with a past date.
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This article will be helpful for PG Champions, Support Agents, and Receptionists.
Fast lane
This is a brief overview, and the following sections contain more detailed information.
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Go to Clients → Club Members.
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Open the member's profile and go to the Contracts tab.
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Switch to the Archived tab.
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Select More and then Refund Cancelled Period.
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Add a refund description and click Next.
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Choose a payment method and click Create Refund Request.
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Go to Finances → Refund Requests to approve the refund.
Before you start
To use this feature, it must be enabled in your system's settings. Contact your our Support team to enable the Refund.CancelledContractRefund.IsEnabled setting.
Instruction
How to add a refund for a member who terminated the contract
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In PGM, go to Clients → Club Members and open the member profile for the member you want to refund.
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Select the Contracts tab and then switch to the Archived tab.
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Click More next to the contract with an overpayment and select Refund Cancelled Period.
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A pop-up window will appear, showing a preview of all refundable transactions. Add a refund description and click Next.
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In the next step, choose the payment method for the refund and enter any required details.
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Click Create Refund Request.
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The system will display a summary with the refund request number. Go to Finances → Refund Requests to approve the refund.
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Once approved, the transaction status will change from Waiting for Approval to Approved, completing the refund process.
Hints
What happens if a refund batch exists and a contract cancellation is rolled back?
A: The system does not automatically reverse the refund. If the refund has already been approved and transactions created, those transactions must be corrected manually.
What happens if a refund batch exists and the contract cancellation date is changed again?
A: When a refund batch already exists and the contract cancellation date changes again, the system recalculates any overpayment or underpayment. Refunds already issued remain unchanged, so any potential change to the refund amount must be adjusted manually.
What happens if, in the case of an early contract cancellation, the club does not want to offer a refund?
A: No action is taken automatically by the system. The club can simply skip issuing a refund. If a refund is needed later, it must be triggered manually using the “Refund Cancelled Period” action.