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Correction Reasons - Overview

Updated

Introduction

The Correction Reasons feature in Perfect Gym helps maintain clear, well-organized, and transparent financial records. It allows you to create a predefined list of reasons that staff members must select when making manual financial adjustments to a member’s account. This ensures that every correction—whether issuing a refund or applying an additional charge—is properly categorized, justified, and ready for accurate reporting.

  • In this article, you will learn what the Correction Reasons feature is and why it is used, how to configure settings for both positive and negative corrections, how to add, edit, and delete correction reasons, and see practical, real-world examples of when to apply specific settings.

  • This article will be particularly helpful for PG Champions, club managers, accountants, and administrators.

Instruction

Below are the configurable settings for each record within the Correction Reasons module.

  • Name: This is the descriptive title for the correction reason. This field is mandatory and should clearly state the purpose of the adjustment.

    • Example: Incorrect charge, Member goodwill gesture, Product return fee.

  • Is Active: This checkbox controls whether a correction reason is available for use throughout the system. By default, this is checked and enabled when creating a new record.

    • Example: If you have a seasonal promotion, you can create a reason like Summer Discount and then uncheck Is Active to hide it when the promotion ends, without permanently deleting it.

  • Allow for Positive Correction (Na +): This setting determines if the reason can be used for adjustments that add credit to an account (a positive value).

    • Example: For a reason named Refund for overcharge, you would check this box to allow a credit to be applied to a member's account.

  • Allow for Negative Correction (Na -): This setting determines if the reason can be used for adjustments that debit an account (a negative value).

    • Example: For a reason named Late payment fee, you would check this box to allow a charge to be applied to a member's account.

Configuration instructions

How to View a Record's Status

Within the Correction Reasons module, the main grid displays all configured reasons. You can quickly assess the status of any record by observing the columns:

  • Is Active: A checked box in this column means the reason is currently active and can be used for new corrections. An unchecked box means it is inactive.

  • Na + / Na -: These columns indicate if the reason is permitted for positive or negative financial adjustments, respectively.

How to Add a New Record

  1. Navigate to the Correction Reasons module from the system administration menu.

  2. Click the Add new item button, which appears at the top of the records grid.

  3. A new, editable row will appear at the top of the grid.

  4. Enter a descriptive Name for the new reason in the text box.

  5. Check the boxes for Allow for Positive Correction (Na +) and/or Allow for Negative Correction (Na -) as required. The Is Active box is checked by default for new records.

  6. Click the Save (or equivalent) icon in the command column for that row to submit and add the new record to the system.

How to Edit an Existing Record

  1. Locate the record you wish to modify in the grid within the Correction Reasons module.

  2. Click the Edit icon (typically a pencil) in the command column of that record's row.

  3. The row will become editable. You can now change the Name, and check or uncheck the Is Active, Allow for Positive Correction (Na +), and Allow for Negative Correction (Na -) boxes.

  4. Once you have made the necessary changes, click the Update (or equivalent) icon to save the modified record.

How to Delete (Cancel) a Record

  1. Find the correction reason you want to remove in the main grid.

  2. Click the Delete icon (typically a trash can) in the command column for that specific row.

  3. A confirmation dialog will appear to ensure you want to proceed with the deletion.

  4. Confirm the action to permanently remove the record from the system. Note: It is often better practice to make a record inactive rather than deleting it to preserve historical data integrity.

Hints 

  • Use Clear Naming Conventions: Ensure the Name for each reason is unambiguous so that staff can easily select the correct one (e.g., use "Manager Approved Discount" instead of just "Discount").

  • Deactivate Instead of Deleting: To maintain a clean historical record of why past corrections were made, it's better to make a reason inactive by unchecking the Is Active box rather than deleting it.

  • Audit Your Reasons Regularly: Periodically review the list of correction reasons to archive obsolete entries and ensure the current ones are still relevant to business operations.

  • Use Both Positive and Negative Flags Logically: For reasons like "Data Entry Fix," it may be appropriate to check both Allow for Positive Correction and Allow for Negative Correction since a data error could go either way.

Use Case Examples

Scenario: A front-desk employee mistakenly charges a member for a towel rental twice.

  • Action: A supervisor uses the Refund for overcharge correction reason to apply a credit to the member's account.

  • Outcome: The system processes a positive correction, and the member's balance is corrected.

Scenario: A member disputes a fee, and as a gesture of goodwill, a manager decides to waive it.

  • Action: The manager applies a credit using the Member goodwill gesture correction reason.

  • Outcome: The charge is reversed, and the action is logged for reporting purposes.

Scenario: A new, mandatory equipment cleaning fee needs to be added to member accounts.

  • Action: An administrator first creates a new correction reason named Equipment Cleaning Fee with Allow for Negative Correction checked. Then, they can apply this charge.

  • Outcome: The new reason is available for use, ensuring the new charge is properly categorized.

Scenario: The business runs a "Refer a Friend" promotion where existing members get a credit.

  • Action: A reason named Referral Bonus is created with Allow for Positive Correction enabled.

  • Outcome: Staff can now apply the promotional credit to member accounts using this specific reason.

Scenario: A user tries to save a new reason without providing a name.

  • Action: The user clicks the save button on a new record with an empty Name field.

  • Outcome: The system displays an error message, and the record is not saved, enforcing the mandatory field rule.

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