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Report - Corporate Debtors

Updated

Introduction

Ever needed a quick and clear overview of which corporate clients have outstanding balances? The Corporate Debtors Report is designed to provide exactly that. This powerful tool gives you a detailed list of all corporate accounts with overdue invoices, helping you track outstanding debts, prioritize collections, and manage client financial health effectively. The report consolidates crucial information, including the total amount owed, the age of the debt, and the company's current contract status, all in one easy-to-read format.

This report is ideal for finance departments, accounts receivable teams, and club managers who are responsible for overseeing corporate accounts and ensuring timely payments.

Before You Start: Setting Permissions

Before you can access the report, you need to make sure the correct permissions are enabled for your employee role. If you can't see the report, please contact your system administrator and ask them to follow these steps.

  1. Navigate to the permissions management area: PGM -> Clubs -> System Permissions.
  2. Select the Employee Role you wish to grant access to (e.g., "Front Desk," "Club Manager").
  3. A list of available permissions and reports will appear. To find the report quickly, you can use the search bar and type "Corporate Debtors Report."
  4. Alternatively, you can browse through the categories. Since this is an accounting-related report, it is located in the Custom category.
  5. Check the box next to the Corporate Debtors Report to enable access for that role.
  6. Click Save.

How to Generate the Report

Once you have the necessary permissions, you can run the report.

  1. Navigate to the main reports section: PGM -> Reports -> All.
  2. Use the search bar at the top of the page and type "Corporate Debtors Report" to find it instantly.
  3. You can also look for the report manually by selecting the Custom category from the list.
  4. Once you find the report, click on its name to open the filter options.

Understanding the Filters

Before the report is generated, you can use filters to narrow down the results to exactly what you need.

  • Club: Use this dropdown menu to select a specific club location or choose "All" to see data from every location you have access to.
  • Contract Status: This filter allows you to see companies based on the status of their agreement with you. You can leave it blank to see all companies or choose one of the following:
    • Not Started: Shows companies that have a signed contract, but its effective start date is in the future.
    • Current: Shows companies with an active, ongoing contract.
    • Ended: Shows companies whose contracts have expired.
  • Financial Status: This helps you focus on companies based on their payment history.
    • Ok: Shows companies that are fully paid up and have no outstanding debt.
    • Debit: This is the most common option. It shows companies that have an outstanding balance and owe you money.
    • Credit: Shows companies that have overpaid and have a credit balance on their account.

Report Output

The report output is organized into a single tab named Debtors. Below is an explanation of each column you will find.

Debtors

This tab provides a comprehensive list of all corporate clients who match your filter criteria.

  • CompanyName: The official name of the corporate client.
  • ContractPersonName: The name of the primary contact person for that company.
  • ContractPersonEmail: The email address of the primary contact person.
  • IsActive: Shows whether the company's account is currently active.
    If/Then Example: If the company's account is active in the system, this column will display 'Yes'; otherwise, it will show 'No'.
  • IsBlocked: Shows if the company's account has been blocked, which may prevent its members from accessing facilities.
    If/Then Example: If the account is blocked, this column will display 'Yes'; otherwise, it will show 'No'.
  • Value: The total gross value of all overdue invoices for the company.
  • Paid: The total amount the company has paid towards those overdue invoices.
  • LeftToPay: The remaining outstanding balance the company still owes. This is calculated as Value - Paid.
  • OldestInvoiceDate (or DebtDate): The payment due date of the oldest overdue invoice. This helps you identify how long the company has been in debt.
  • InvoicesCount: The total number of separate overdue invoices for the company.
  • MembersCount: The number of active individual members who are associated with this corporate account.
Debt Collection Columns

Note: The following columns are part of an advanced debt collection module and may only be visible depending on your system's configuration.

  • VindicationProfile: The name of the automated debt collection process assigned to this company.
  • IsUserBlocked: Indicates if the main contact person's user account is currently blocked.
    If/Then Example: If the contact person is currently within a block period, this will show '1'; otherwise, it will show '0'.
  • LastUserBlockDate (or LastBlockDate): The date when the most recent account block was initiated for the contact person.
  • UserBlockType: Explains how the account was blocked.
    If/Then Example: If the block was triggered automatically by the system (e.g., due to non-payment), it will show 'System'. If it was done by a staff member, it will show 'Manual'.
  • LastUserUnblockDate: The date when the most recent block was lifted. This will be blank if the block is still active.
  • UserUnblockType: Explains how the account was unblocked.
    If/Then Example: If the unblock was automatic (e.g., after a payment was made), it will show 'System'. If it was done manually by a staff member, it will show 'Manual'.
  • VindicationProcessLock: If the debt collection process has been temporarily paused for any reason, this column will show the type of "lock" or pause in effect.
  • LastVindicationProcessLockDate: The date when the debt collection process was last paused.
  • VindicationCommunicationDate: The date of the last automated communication (like an email reminder) that was sent to the company about their debt.
  • VindicationCommunicationType: The type of the last automated communication that was sent (e.g., "First Payment Reminder Email").

Hints

  • To get a quick list of all companies that owe money, set the Financial Status filter to 'Debit' and leave the other filters blank.
  • The OldestInvoiceDate column is very useful for prioritizing your collection efforts. Sort by this column to focus on the companies with the oldest debts first.
  • If you see a company with a high MembersCount but an IsBlocked status of 'Yes', it might be a high priority to contact them, as their employees may be unable to use your services.

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