How to exclude members from a generated bill run

Introduction

In Perfect Gym, the billing process is designed to be flexible, allowing you to manage financial transactions accurately before they are finalized. This article describes how to exclude members from a selected, generated bill run that has not yet been accepted, and how to bring excluded members back into the run. This is useful when a payment is disputed, a contract is on hold, or an amount needs to be corrected before the run is accepted.

• This article describes how to exclude members from, and bring them back to, a selected, generated bill run.
• This article will be helpful to PG Champion, Administrator, Club Manager, Finance, Accounting and Club Owner.

Before you start

• Ensure that the bill run you wish to modify has already been generated and is currently in the Awaiting Acceptance status. Modifications cannot be made once a bill run has been accepted or processed.
• This can be achieved from the bill run details screen, introduced in this article.

Instruction

This action is only possible for bill runs that are currently in the Awaiting Acceptance status.

There are three ways to exclude members from a bill run. You can exclude members from one or more entire bill runs at once (covering all the clubs each run contains), or, within a single club, either by selecting members from the list or by entering their user numbers. All three options are described below.

1. How to exclude members from one or more bill runs at once (all clubs)

   Use this option when you want to exclude members from one or more bill runs at once. Each selected bill run can contain several clubs, and the members are excluded across all of them, without opening each club separately.

   1. Go to PGM -> Finances -> Electronic Payments -> Billing.
   2. On the Bill runs tab, select the checkbox next to each bill run you want to modify. Ensure each one is in the Awaiting Acceptance status.
   3. An Exclude members button appears above the list, showing the number of selected bill runs. Click Exclude members.
   4. In the pop-up window, enter the user numbers of the members to be excluded in the Users to exclude field. Separate them with a white space, comma or semicolon. Click Continue.

   5. Review the summary, which shows the User numbers to exclude, any Already excluded user numbers, and any Not found user numbers. Then click Confirm.

      The selected members are excluded across all the clubs contained in the selected bill runs.
      

2. How to exclude members in the single bill run view by selecting them from the list
    
   1. Go to PGM -> Finances -> Electronic Payments -> Billing.
   2. Select the bill run you want to modify. Ensure it is in the Awaiting Acceptance status.
   3. Click on the grey arrow on the right side of the row.
   4. Once the summary opens, click on the grey arrow on the right again to enter the detailed view.
   5. A view with the detailed members list will open. Select the checkbox next to each member you want to exclude.
   6. Click the Exclude from bill run button that appears above the list, showing the number of selected members.
   7. In the confirmation window, click Yes to confirm.
      
      The excluded members now show the Excluded status and their amounts are no longer counted in the bill run total.
3. How to exclude members in the single bill run view by entering their user numbers
    
   1. In the Bill run detailed view, click the Exclude from bill run button in the top right corner.
   2. In the Exclude members pop-up window, enter the user numbers of the members to be excluded in the Users to exclude field. Separate them with a white space, comma or semicolon.
   3. Click Continue.
   4. Review the summary, which shows the User numbers to exclude, any Already excluded user numbers, and any Not found user numbers. Then click Confirm.
      
      The selected members are excluded from the bill run and their status changes to Excluded.

How to bring members back to the bill run

Excluded members can be added back to the bill run at any time while it is still in the Awaiting Acceptance status.

1. In the detailed members list, locate the members in the Excluded status.
2. Select the checkbox next to each member you want to add back.
3. Click the Bring back to bill run button that appears above the list, showing the number of selected members.
4. In the confirmation window, click Yes to confirm.

The system automatically changes the members' status back to Scheduled, and their amounts are included in the bill run again.