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Report - Paid Installments

Updated

Introduction

The Paid Installments Report gives you a detailed look at all the installment payments made by members over a specific period. It's designed to help you track incoming revenue, check the payment status of individual members, and see how payments are linked to specific debts. 

This report is ideal for club managers and administrative staff who need to monitor member payments, reconcile financial records, and understand the status of member contracts.

Before You Start

How to Generate the Report

You can find and run the report by following these simple steps:

  1. From the main menu, navigate to PGM -> Reports -> All.
  2. The "All Reports" screen will open. You can either use the category filters on the left or the search bar at the top to find the report.
  3. In the search bar, type "Paid Installments Report" and press Enter.
  4. Click on the report name to open the filter options.

 

Understanding the Filters

Before the report runs, you'll need to set a few options. These filters help you narrow down the results to find exactly what you're looking for.

  • Club: Choose the club you want to see data for from the dropdown list. You can select a single club or view data for all clubs you have access to.
  • Contract Status: This is an optional filter. You can use it to see members based on their contract status, such as Live, Cancelled, or Freeze. If you leave it blank, the report will include members with any contract status.
  • Start Date: Select the first date you want to include in the report. The report will only show payments made on or after this date.
  • End Date: Select the last date you want to include in the report. The report will only show payments made on or before this date.

Report Output

The report output is a single table with detailed information about each paid installment. Here’s a breakdown of each column:

Paid Installments Details

  • ClubName: The name of the member's home club.
  • UserNumber: The unique ID number assigned to the member.
  • Name: The member's first name.
  • LastName: The member's last name.
  • Amount: The total gross amount of the payment transaction.
  • Date: The date the payment transaction was made.
  • PaidDebtAmount: The portion of the payment that was used to settle an existing debt.
  • PaidDebtDate: The original date of the debt that this payment settled. This helps you see which specific installment was paid off.
  • FiscalPaidAmount: The amount of the payment that was processed through a physical Point of Sale (POS) terminal, like a cash register.
  • NotFiscalPaidAmount: The amount of the payment that was processed automatically or online, not through a physical terminal.
  • MembershipStatus: Shows the current status of the member's contract. This is determined by system logic. For example:
    • If a contract is active, it will show as Live.
    • If a contract has ended because the member transferred to another plan, it will show as Cancelled Transfer.
    • If a contract was cancelled within the "money-back guarantee" period (e.g., 14 days), it will show as 14DMB.
    • If a contract has ended for any other reason, it will show as Cancelled.
    • If a contract is on hold, it will show as Freeze.
    • If a contract's start date is in the future, it will show as Not started.
  • StartDate: The date the member's contract officially began.
  • EndDate: The date the member's contract is scheduled to end.
  • CancelDate: If the contract was cancelled, this column shows the date the cancellation was processed.
  • PaymentInterval: Describes how often the member is billed. For example:
    • If the member pays every month, it will show Month.
    • If the member pays every 3 months, it will show Quarter.
    • If the member pays every 12 months, it will show Annual.
  • PaymentPlanName: The name of the specific membership or payment plan the member is on (e.g., "Premium Annual," "Basic Monthly").
  • PhoneNrMobile: The member's mobile phone number.
  • Email: The member's email address.
  • ContractBalance: The member's current outstanding balance on their account. If the account is fully paid, this will be 0.
  • PaymentMethod: The method used for the payment (e.g., "Credit Card," "Direct Debit").
  • LastVisit: The date of the member's most recent check-in or visit to the club.

Hints 

  • Financial Reconciliation: Use the FiscalPaidAmount and NotFiscalPaidAmount columns to help balance your end-of-day cash register reports with automatic payments.
  • Check Outstanding Balances: The ContractBalance column shows the member's current balance, which is a live value. This is useful for quickly seeing if a member still owes money, even after the payment listed in the row.
  • Focus on Active Members: To simplify your view, use the Contract Status filter and select "Live" to see payments only from members with currently active contracts.

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