Billing is setup here, used when member is paying for a membership with regular automated installments, such as weekly, fortnightly, monthly and so forth.
Here you can also add in person payments, credit/debit notes, view statements and invoices from this page.
Details Tab
Memberships Tab
Accounts and Billing Tab
Communication Tab
Bookings Tab
Training Tab
Side Bar
Use Prepay to record payments made in advance toward future membership fees.
Select the membership and how far ahead the member is paying, and GymMaster will take you to Point of Sale to process the payment.
Once completed, the member’s account will reflect a credit that is applied to future billing.
Adjustments are used to manually change a member’s account balance. This includes applying credits, adding charges, correcting billing errors, or recording refunds for accounting purposes.
Adjustments affect the member’s account balance and reporting within GymMaster, but they do not move money in or out of the member’s bank account.
Key terms when adding an adjustment note:
Credit Note:
Use a Credit Note to reduce what a member owes or to place their account into credit.
This is commonly used when correcting an overcharge, applying a goodwill credit, or reversing a previously raised charge.
!!!
So this selection require NO physical refund - it is a credit to be use later? Why does it say reversing sale vs reversing payment for debit?)
why at end does it say ‘charge outstanding amount’ instead of ‘credit selected amount?’ or charge -(negative) amount? eg charge -$50
ERROR when i try to apply credit
Debit Note:
Use a Debit Note to increase what a member owes.
This is typically used when a charge was missed or needs to be added after the fact.
!!!
The wording here is confusing for me and user?
A debit note should be an INCREASE in whats owed - but language here isn’t clear if its a credit or a debit, it suggests both.
Where is edit payment?
Create a statement of account for the member by selecting the required date range.
Statements can be viewed on screen, emailed directly to the member, downloaded, or printed as needed.
View all current and historic invoices linked to this member, including any un-invoiced items.
From here, invoices can be viewed in detail, edited, emailed, printed, or paid.
!!! When i select ‘view’ it’s not clear that the list changes above, past invoices. This section generally seems very unclear to use. Would suggest improving filters to find invoice (so you can search by date, not just number) and when you select ‘view’ at minimum this should take you back to top of screen - but even so it’s not immediately clear that the ‘current invoice’ is the invoice you wanted to view. Change title to invoice plus invoice #? instead of current - which sounds like the one that is currently due/most recent.
This link opens the Point of Sale screen, showing all outstanding and future charges on the member’s account.
Select the charge(s) the member wishes to pay, then complete the payment through Point of Sale as usual.
A billing provider integrates with GymMaster to manage automated billing, recurring payments, invoicing, and related financial transactions for memberships.
The default billing provider is pre-selected based on your settings under Reports > Billing.
Choose from the following options:
Key terms when setting up member billing:
Bill Member Automatically:
Fees are charged on schedule according to your billing settings and the membership payment frequency. This is recommended for most clubs.
Don’t Bill Automatically:
Charges must be processed manually by staff. This may suit short-term situations but is generally not recommended.
Never Bill:
Use only when all payments for this member are made in person.
Add New Payment Details:
Select the member’s preferred payment method and enter the required details.
Use this section when a member has an outstanding balance that cannot be paid immediately.
You can set up an agreed repayment plan and deadline for when the debt will be cleared.
As long as the member:
they can continue to access the club.
Max Amount to Bill:
If the member is repaying their debt gradually, enter the maximum amount that can be charged per billing cycle toward the outstanding balance.
This is useful when:
!!! Clarify if this is the exact amount agreed to pay back repayment per billing? ie if they agree to pay $20/billing cyce towards the debt, this is what we put here? has no bearing on current membership payments or additional fees member may accrue in a billing cycle?
Deadline for Owing:
Enter the agreed date by which the debt must be fully paid.
Bad Debtor:
Selecting this option places a visible warning banner on the member profile, alerting staff that the account is overdue.
!!! warning only? can we do reports for ‘bad debtors’, does it impact anywhere else? needs to be manually added? doesn’t show up when they access gym on popup, how is this otherwise useful to alert staff?
Blacklisted:
Selecting this option will:
This is typically used for serious or unresolved debt issues.
**!!! This is a confusing term for whats being restricted. Member can still access….Member can still book service / class without paying through staff or purchase ‘add to account’ without paying. No banner warning to staff like bad debtors; but it does show up on check in. just to clarify what are the bounds of ‘blacklisting’ as the common interpretation would be they cannot ACCESS or purchase anything until issue is resolved.
How are blacklisted members reported on/searched for? how do we find them? **
!!! because I can’t view a billing member here, will this show upcoming billing not yet due? or only payments which are due now? if unpaid billing not yet due, how far ahead doe it go? To pay any of these i would scroll up to Add Payment; would it make more sense for Add Payment to be added as an option here, either moved from top or repeated, listing ONLY the charges mentioned here (rather than all upcoming payments possible) or even colour code future payments in POS to differentiate what is due now/soon/future.
This section lists all purchases, fees, and charges that are due now, or have a future payment date and have not yet been paid.
Use this option to write off a member’s outstanding balance when the debt will not be recovered.
When selected:
This saves time by avoiding the need to manually reconcile individual credits and debts.
Any payments dated before the selected date that were assigned to charges after that date will be unassigned and applied to earlier charges instead.
If the member has prepaid funds on their account, select this option to use those funds to pay charges awaiting payment.
If no deposit exists and the member wishes to pay, use Add Payment above to process payment through Point of Sale.
Deposits can be added using the Prepay option above.
Select one or more invoices to email to the member for reference or payment.
Invoices can be edited from the Invoices option above before sending.
A visual overview of payments received from the member over the past 12 months.
This makes it easy to spotmissed payment months and months where extra or irregular payments were made.
Hover over any month to view the exact amount paid during that period.
A complete record of all fees, purchases, charges, and payments, past and future.
The account history can be filtered by membership type, sales, charges, payments, voided charges.
Selecting any row will open more detailed information about that transaction, including related charges and payment history.
**!!!colour error, show Jan 9 (blue) all rest flash green; likewise when approaching Jan 9 it goes blue… show example MINUS future transactions as theres a bunch of these flicking around.
Purposeful that you can open numerous transaction details without the one before closing?; blue arrow when opening more info doesn’t point up, to prompt where to close.
Located below the account history table.
Selecting this option exports the displayed data as a CSV file, which will automatically download.
A CSV (Comma-Separated Values) file is a plain text format used to store tabular data, similar to a spreadsheet.
It can be easily opened or imported into applications such as Excel or Google Sheets for reporting or analysis.
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