Support Tools - Receipt

Introduction

The Receipts tab in Support tools provides a powerful and centralized interface for tracking, managing, and troubleshooting all sales receipts within the system. It offers detailed filtering capabilities and administrative actions to ensure every transaction is correctly processed and accounted for, making it an essential tool for financial oversight and operational integrity.

• In this article, you will learn how to filter and search for specific receipts using various criteria within the Support tools, check the status and technical details of a transaction, and perform administrative actions such as fixing, rolling back, or manually updating payment statuses.

• This article will be helpful for PG Champions, Support Agents, Club Managers, Accountants, and Administrators.

Instruction

To access this feature, go to PGM -> Settings -> Support tools and click on Receipts.

Settings

This section details all the filter settings available in the Receipts module. These settings allow you to refine your search and quickly locate specific receipts based on various criteria.

• Receipt ID: This field allows you to search for a single, specific receipt by its unique system-generated ID. When you use this filter, all other search parameters are ignored.

  • Example: To find receipt number 12345, you would enter 12345 into the "Receipt ID" field.

• Receipt key/Row Id: Use this field to find a receipt by its secondary identifier, the Receipt Key or Row ID. This is another unique identifier that can be used for a direct lookup, and it also ignores all other filters.

  • Example: If a payment gateway provides a ReceiptKey of ABC-123, you can enter that value to find the corresponding receipt.

• From (Date): This setting specifies the start date for a search range. The system will only show receipts created on or after this date.

  • Example: To see all receipts from the beginning of the month, you would set the "from" date to 2025-12-01.

• To (Date): This setting specifies the end date for a search range. The system will only show receipts created on or before this date.

  • Example: To see all receipts up to today, you would set the "to" date to 2025-12-08.

• Club: This dropdown menu allows you to filter receipts based on the club where the transaction occurred. Selecting a club is mandatory and will populate the 'Pos Station' options.

  • Example: To view receipts only from the "Downtown" location, you would select "Downtown" from the club list.

• Pos Station: This dropdown filters receipts by the specific Point of Sale (POS) station that processed the transaction. This list is dependent on the selected club.

  • Example: After selecting the "Downtown" club, you could then select "Front Desk 1" to see receipts from that specific terminal.

• User Number: This field lets you find all receipts associated with a particular member's user number.

  • Example: To find all transactions for member M5678, you would enter M5678 into the "User Number" field.

• Receipt Number: Use this field to search for a receipt by its public-facing number, which is often printed on the physical or digital copy given to the member.

  • Example: If a customer has a query about a receipt with the number RPT-00987, you can enter that here to find it.

• Amount: This field allows you to search for receipts with a specific total amount.

  • Example: To find receipts totaling exactly $25.50, you would enter 25.50 in the "Amount" field.

Step-by-Step Instructions

1. How to View a Record's Status

To check the current status, history, and technical details of any submitted receipt:

1. Navigate to the Receipts module.

2. Use the filter settings (e.g., by Date, Club, or User Number) to locate the desired receipt in the grid.

3. In the grid, find the row for the specific receipt. The ProcessingStatus and Status columns provide an at-a-glance view.

4. For more in-depth information, click the dropdown menu button in the last column of that row.

5. Select Technical details to open a pop-up window displaying raw data and system logs related to the receipt's processing journey.

6. Alternatively, select Details to view a user-friendly preview of the receipt as the member would see it.

2. How to Add a New Record

The Receipts module is designed for viewing and managing existing records that are generated from other parts of the system (like the POS). New receipts are not created directly within this module. To add a new record, you would typically perform a sale through a POS terminal, and the resulting receipt will automatically appear here.

3. How to Edit an Existing Record

Direct editing of a receipt's core details (like items or amount) is generally not possible from this module to maintain financial integrity. However, you can perform specific administrative actions:

1. Locate the receipt in the grid that requires modification.

2. Click the dropdown menu button for that record.

3. If a transaction associated with the receipt has an error, select Fix transaction. This will open a new modal where you can resolve issues related to the POS transaction data.

4. Follow the prompts in the pop-up to correct the transaction and save the changes. The grid will refresh to show the updated status.

4. How to Delete (Cancel) a Record

You can cancel or "roll back" a receipt, which effectively voids the transaction from a financial standpoint, provided it has not already been finalized.

1. Find the receipt you wish to cancel in the grid.

2. Check its ProcessingStatus. You can only perform this action if the status is not 'Commited' or 'Rollbacked'.

3. Click the dropdown menu button in the receipt's row.

4. Select the Rollback receipt option.

5. A confirmation pop-up will appear, asking you to confirm the action.

6. Click "Yes" to proceed. The system will reverse the receipt and update its status to 'Rollbacked'.

Hints

• Use Specific Filters for Speed: For the fastest search, always use Receipt ID or Receipt key/Row Id if you have them. These fields perform a direct lookup and ignore all other filters, saving you time.

• Check Processing Status Before Acting: Before attempting to modify a receipt, always check its ProcessingStatus. Actions like "Rollback receipt" or "Confirm and finish processing" are only available for receipts in specific states.

• Use 'Set as Paid/Unpaid' for Manual Reconciliation: The Set as paid and Set as unpaid actions are perfect for correcting payment statuses manually. This is useful when a payment was made offline (e.g., a bank transfer) and the system needs to be updated to reflect it.

• Master the Date Range: By default, the system loads a predefined time range. To find older receipts, always remember to adjust the From and To date filters accordingly.

Use Case Examples

1. Scenario: A member calls asking for a copy of a receipt from last week.

   • Action: The admin navigates to the Receipts module, filters by the member's User Number, and adjusts the date range. They locate the receipt, click the dropdown, and select Details to view and re-send the receipt.

   • Outcome: The receipt preview is displayed, and the admin can resolve the member's query.

2. Scenario: The end-of-day report shows a discrepancy, and a transaction from "Front Desk 2" seems to be missing.

   • Action: A manager filters the receipts by the Club, sets the Pos Station to "Front Desk 2," and reviews all receipts for that day. They find a receipt with a 'Pending' status.

   • Outcome: The manager uses the Technical details to diagnose the issue.

3. Scenario: A receipt was created, but due to a system glitch, the financial transactions were not generated.

   • Action: The administrator locates the receipt, which has a ProcessingStatus other than 'Commited'. They select Confirm and finish processing from the dropdown.

   • Outcome: The system successfully generates the required financial entries, and the receipt's status is updated to 'Commited'.

4. Scenario: A member paid for a service with cash, but the receipt was accidentally marked 'Unpaid'.

   • Action: The front-desk staff finds the receipt using the Receipt Number. They click the dropdown menu and select Set as paid.

   • Outcome: The receipt's Status is immediately updated to 'Paid', and the member's account is corrected.

5. Scenario: A membership was sold by mistake and needs to be completely voided.

   • Action: The admin finds the relevant receipt. As it has not yet been 'Commited', they choose the Rollback receipt option and confirm the action.

   • Outcome: The receipt and all its associated actions are reversed. The ProcessingStatus changes to 'Rollbacked'.

6. Scenario: An external payment system confirms a payment via a unique ReceiptKey, but it's not reflected in the system.

   • Action: An administrator uses the Receipt key/Row Id filter to instantly pull up the exact transaction in the Receipts module.

   • Outcome: The receipt is found instantly, allowing for quick verification and troubleshooting.