Accounting & Billing

Accounting terminology and icons

Terminology Charge: Charges are incurred for sales of products, memberships or bookings. A charge occurs on it's due date and requires a payment from the member that incurred it. For example a new member signs up starting 19th Aug, their charge for their first period is due on this date. Payment: Payments are made by members to pay for a charge. A payment can occur any amount of time before or after the charge is due. Usually payments are made on the same date as the charge is due, thou...

Invoicing

An invoice is a request for payment of outstanding charges. The date of an invoice is the date it is created and sent to the member. An invoice can be for any number of charges, meaning that the invoice date is not always the same as the charge dates, though the charges in the invoice will show with their respective due dates. Invoices can only be created for charges that already exist, so to invoice for future charges use the [Prepay] function to generate the future charges. To send an invoic...

Charging Maintenance Fees

Charging a Maintenance Fee at your gym is completely optional. If you choose to charge a Maintenance Fee, you can decide which membership divisions it applies to and how often it is collected. If you wish to charge your maintenance fee manually, you can run a Report (https://help.gymmasteronline.com/346317-Customising-your-reports) to find the members you wish to charge, and then add a One-Time Charge (https://help.gymmasteronline.com/039947-Adding-charges-in-bulk-to-members) to all of them. T...

Credit Notes: How to clear a charge

There may be times when there are charges on a member's account that you have decided you do not want the member to pay for. They might not have been visiting the facility recently, or forgot to cancel a booking they didn't show for. Instead of voiding the charge, the best practice in accounting systems is to log a Credit Note against the charge. This marks the charge as no longer needing to be collected while maintaining a history of events on the member, for future reference. To add a payment...

Using a member's credit to make a payment

There are a few reasons members might have credit on their account, the main reason is after they've made a deposit so that the credit can be used at a later date. You'll be able to tell if a member has credit or not under their picture on the member's profile. Once you load a member in the Point of Sale you'll also be able to see any credit amount that can be used for payments in the Members Unassigned Credit section just below the sale action buttons. In this example, the member ha...

Integrated Billing process

There are a number of moving parts between making a billing payment in GymMaster and the money leaving your member's account. A payment request leaves GymMaster and is sent to your billing provider. It's then passed on to the member's bank who reports the success or failure of the payment back to the billing provider. The billing provider returns this to GymMaster where the member's account is updated to reflect outcome. The whole process usually takes between 3 - 5 working days, though process...

Setting up your Billing Provider

Choosing a provider The main things to consider when choosing a billing provider are their services and their fees. The services vary between provider, common offerings are: ACH transactions, card transactions, point of sale devices, and refunds. For more information on choosing a provider, have a read of the following blog posts. - Which Billing Provider is Right for Me? (https://www.gymmaster.com/billing-provider-right-for-me/) - Choosing the Best Billing Provider for your Fitness Clu...

Refunding payments

Billing Refunds Before you can process any refund, check with your billing provider that they support refunding payments and that your merchant account has this feature enabled. Note: Make sure you're aware of your billing provider's associated refund fees, and settlement times. To refund a payment the transaction must have a Settled status. To view the status of a billing payment, click once on the line item under a member's Account History and it will expand. GymMaster does not currentl...

Failed Billing

It's common for people's payments to fail. Cards expire, bank accounts change, billing gets set up for the wrong day, sometimes we just have insufficient funds. When a billing attempt fails, the payment line item in the member's Account History will show with a red exclamation mark icon. You can click the row to show more information on the billing attempt. The expanded view shows you a list of Related Charges which that payment was attempting to pay for. You'll also see information on why the ...

Billing Automatically Disabled (Pending Review)

About: If a members 'Billing Status', found under the Billing tab has been switched to Pending Review, this means that the member has failed a number of transactions consecutively and their billing has been temporarily suspended until the billing information can be reviewed. This review may include adding new billing details, contacting the member to ensure they have sufficient funds to cover the charges or enabling more products at your billing provider. This is action is performed for a numb...

Ezidebit: Only active customers can have payments added to their schedule

A common billing failure reason for facilities using Ezidebit as their billing provider is "Add payment denied - Only active customers can have payments added to their schedule". This failure message comes directly from Ezidebit and means that the customer's account with Ezidebit has been suspended. Ezidebit customer accounts could be suspended for many different reasons, commonly there is some issue with the bank account or credit card, or the custom has failed too many transactions in a row. ...

Tax Rates

Before you start selling anything in GymMaster, you'll need to make sure that your tax rates are set up so that you are charging the correct amount. Tax rates are setup under the Settings > Financial Configuration > Tax Rates section. You can set up different tax rates for each category of things that are sold at your facility, see the table below for these categories. Set each of your tax rates up with a title, a name, and any number of components. - Tax Rate Title: This will be you...