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Report - Debtors

Introduction

The Debtors Report provides a comprehensive overview of members with outstanding balances. This powerful tool is designed to streamline your debt management process by consolidating all essential member, contract, and financial information into a single, easy-to-understand report. It allows you to quickly identify members who are in debt, understand the extent of their debt, and access their contact details for follow-up.

  • In this article, you will learn the procedure to generate and correctly interpret the Debtors Report in Perfect Gym, including the available filter configurations and the structure of the data output.
  • This report is ideal for Club Managers, Financial Administrators, and Front Desk Staff who are responsible for managing member accounts, tracking payments, and carrying out the debt collection process.

Before You Start

To view this report, you must have the correct permissions assigned to your employee role. If you cannot access the report, please contact your system administrator.

Here’s how to check and assign permissions:

  1. Navigate to PGM -> Clubs -> System Permissions.
  2. Select the Employee Role you wish to grant access to (e.g., 'Club Manager').
  3. A list of available reports and system functions will appear. You can find the report by:
    • Searching: Type "Debtors Report" into the search bar at the top.
    • Filtering by Category: Look through the available categories. This report is most likely found under the 'Finances' or 'Members' category.
  4. Once you find the report, make sure the checkbox next to it is ticked to enable access for that role.
  5. Click 'Save' to apply the changes.

Fast Lane 

This section provides a brief overview; detailed procedures are documented in the subsequent sections.

1. PGM / Reports / All

2. Search using "Debtors" or filter by the 'Finances' category.

3. Click the report name to access filter parameters.

4. Select required Clubs, Contract Status, and set Financial Status to 'Debt' for a focused list.

5. Click Generate (or equivalent button) to produce the report.

Instruction

How to Generate the Report

Follow these steps to generate the Debtors Report:

  1. Navigate to PGM -> Reports -> All.
  2. You can find the report in two ways:
    • Using the Search Bar: Type "Debtors" into the search bar. This is the quickest way to find it.
    • Filtering by Category: Select a category from the dropdown list. You will likely find this report in the 'Finances' category.
  3. Once you have located 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 get the exact information you need.

  • Clubs: Use this filter to select one or more clubs you want to see in the report.
    • Example: Select 'City Fitness Center' and 'Downtown Gym' to see debtors from only those two locations.

If you leave this field blank, the report will automatically include all clubs you have permission to view.

  • Contract Status: This filter allows you to see members based on the current status of their membership contract. You can select multiple statuses.
    • Example: Choose 'Live' and 'Freeze' to see all current and temporarily suspended members who are in debt.

If you leave this blank, members with any contract status will be included.

  • Financial Status: This filter narrows down the list based on the member's account balance.
    • Example: Select 'Debt' to see only members who owe money.
    • The options are:
      • Paid: Members whose balance is exactly zero.
      • Debt: Members who have a negative balance (they owe money).
      • PaidCredit: Members who have a positive balance (they have credit in their account).

If you leave this blank, members of all financial statuses will be included.

Report Output

The report is organised into one main tab, "Debtors," which contains a detailed list of members based on your filter selections. Below is an explanation of each column you will see.

Debtors Tab
  • Club: The name of the member's home club.
  • UserNumber: The unique identification number assigned to the member.
  • FirstName: The member's first name.
  • LastName: The member's last name.
  • City: The city where the member lives.
  • PostCode: The member's postal or zip code.
  • Street: The street address of the member.
  • PersonalId: The member's personal identification number (e.g., driver's license number).
  • BirthDate: The member's date of birth.
  • MembershipTypeName: The name of the member's membership package (e.g., 'Premium Annual Pass').
  • PaymentPlanName: The name of the specific payment plan associated with the membership.
  • PaymentPlanTypeName: The type of payment plan (e.g., 'Recurring', 'Upfront').
  • MembershipStatus: The current status of the member's contract. The value is determined by the system as follows:
    • If the contract is active, it will show as 'Live'.
    • If the contract was ended because the member transferred to another club, it will show as 'Cancelled Transfer'.
    • If the contract has ended within the 'money-back guarantee' period, it will show as 'XDMB' (e.g., '14DMB' means it was cancelled within the 14-day money-back period).
    • If the contract has ended and is past the 'money-back guarantee' period, it will show as 'Cancelled'.
    • If the contract has not yet started, it will show as 'Not started'.
    • If the contract is temporarily suspended, it will show as 'Freeze'.
  • PaymentMethod: The method the member uses to pay (e.g., 'CreditCard', 'Direct Debit').
  • SignUpDate: The date the member originally signed their contract.
  • StartDate: The official start date of the current contract.
  • EndDate: The date when the contract is scheduled to end.
  • CancelDate: The date the contract was officially cancelled, if applicable.
  • MembershipFee: The regular cost of the membership for each payment period.
  • FinancialStatus: A quick summary of the member's account balance.
    • If the member's balance is zero, it will show as 'Ok'.
    • If the member has overpaid and has credit, it will show as 'Credit'.
    • If the member owes money, it will show as 'Debit'.
  • ContractBalance: The exact amount of money the member owes. A negative number (e.g., -$50.00) indicates a debt of that amount.
  • IntervalsOnDebt: Shows how many payment periods the member has missed. For example, a value of '2' on a monthly plan means the member is two months behind on payments.
  • PaymentInterval: The frequency of the member's payments. This is determined by their payment plan.
    • Examples: This could be 'Month', 'Quarter', 'Week', 'Fortnight', or a specific number of days/months like '90 days'.
  • IsPaymentInProgress: Indicates if a payment from the member is currently being processed by the system.
  • PhoneNr: The member's primary contact phone number.
  • PhoneNrMobile: The member's mobile phone number.
  • Email: The member's email address.
  • LastVisit: The date of the member's most recent check-in at the club.
  • Consultant: The name of the employee assigned as the member's primary contact or sales consultant.
  • DateOfDebt: The date when the member's account first went into a negative balance.
  • Tags: Any custom tags assigned to the member's profile (e.g., 'VIP', 'Corporate'), separated by commas.
  • BankName: The name of the bank associated with the member's payment method.
  • ExcludeFromEPayment: Indicates if the member is currently blocked from automatic electronic payments.
  • ExcludeFromEPaymentUntilDate: If the member is excluded from electronic payments, this column shows the date when the block will be lifted.
  • VindicationProfile: The debt collection stage the member is in (e.g., 'First Reminder', 'Final Notice'). If the member is not in a formal debt collection process, it will show 'NotInVindication'.
  • VindicationCommunicationDate: The date of the last debt-related communication (like an email or SMS) sent to the member.
  • VindicationCommunicationType: The type of the last communication sent (e.g., 'Payment Reminder Email').
  • PayerName: The full name of the person responsible for payments, only if it is different from the member. If the member pays for themselves, this will be blank.
  • PayerAddress: The address of the payer, only if it is different from the member.
  • PayerPhone: The phone number of the payer, only if it is different from the member.
  • PayerEmail: The email address of the payer, only if it is different from the member.
  • PayerPersonalId: The personal ID of the payer, only if it is different from the member.
  • PayerBirthDate: The birth date of the payer, only if it is different from the member.

Hints

  • To get a focused list of members you need to contact, set the Financial Status filter to 'Debt'.
  • Use the Payer information columns (PayerName, PayerEmail, etc.) to identify situations where a family member or company pays for the membership. This ensures you contact the right person regarding the outstanding balance.
  • The 'LastVisit' and 'DateOfDebt' columns can be useful together. If a member stopped visiting around the same time their debt started, it might indicate they have left without cancelling and require immediate follow-up.

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