What are Transactions?
Transactions are all the financial activities that happen in your club - payments from members, refunds you issue, billing adjustments, and other monetary movements. This system gives you a complete picture of your club’s financial activity and helps you manage cash flow effectively.Key Features
Payment Tracking
- Monitor all incoming payments from members
- Track payment methods and success rates
- View payment history for each member
- Process payments manually when needed
Refund Management
- Process refunds for cancelled services
- Handle billing adjustments and corrections
- Manage payment disputes and chargebacks
- Track refund reasons and patterns
Financial Reporting
- Generate transaction reports by date, member, or type
- Analyze revenue trends and patterns
- Track financial performance metrics
- Export data for accounting systems
Viewing Transactions
Transaction List
- Go to Billing → Transactions
- View all transactions with key details
- Use filters to find specific transactions
- Click on any transaction to see full details
Transaction Details
- Transaction ID - Unique identifier for each transaction
- Date and Time - When the transaction occurred
- Member - Which member the transaction is for
- Type - Payment, refund, adjustment, etc.
- Amount - Transaction amount and currency
- Status - Completed, pending, failed, etc.
- Payment Method - How the payment was made
Filtering and Search
- Date range - Filter by specific time periods
- Member name - Find transactions for specific members
- Transaction type - Filter by payment, refund, etc.
- Status - Show only completed, pending, or failed
- Amount range - Filter by transaction amounts
- Payment method - Filter by credit card, bank transfer, etc.
Transaction Types
Payments
- Membership fees - Monthly or annual membership payments
- Class fees - Payment for fitness classes and sessions
- Personal training - PT session payments
- Equipment rental - Equipment usage fees
- Guest passes - Guest access payments
- Late fees - Late payment charges
Refunds
- Membership refunds - Refund membership payments
- Class refunds - Refund class fees
- Service refunds - Refund service charges
- Overpayment refunds - Refund overpayments
- Cancellation refunds - Refund for cancellations
- Dispute refunds - Refund for disputes
Adjustments
- Billing corrections - Fix billing errors
- Discount applications - Apply discounts
- Credit applications - Apply account credits
- Fee waivers - Waive certain fees
- Price adjustments - Adjust pricing
- Tax adjustments - Correct tax calculations
Other Transactions
- Deposits - Security deposits
- Fines - Penalty charges
- Interest - Interest charges
- Bank fees - Bank processing fees
- System fees - Platform fees
- Miscellaneous - Other charges
Processing Transactions
Manual Transactions
- Go to Billing → Transactions
- Click “Add Transaction”
- Select transaction type (payment, refund, adjustment)
- Enter transaction details:
- Member - Choose the member
- Amount - Enter the amount
- Description - Add description
- Payment Method - How payment was made
- Date - Transaction date
- Save the transaction
Bulk Transactions
- CSV import - Import transactions from CSV files
- Batch processing - Process multiple transactions at once
- Template import - Use pre-defined templates
- Data validation - Validate imported data
- Error handling - Handle import errors
- Confirmation - Confirm bulk operations
Transaction Approval
- Approval workflow - Multi-level approval process
- Approval limits - Set approval limits by amount
- Approver assignment - Assign specific approvers
- Approval notifications - Notify approvers
- Approval history - Track approval process
- Override capabilities - Override when needed
Payment Processing
Payment Methods
- Credit Cards: Visa, MasterCard, American Express
- Debit Cards: Bank debit cards
- Bank Transfers: ACH and wire transfers
- Digital Wallets: PayPal, Apple Pay, Google Pay
- Check Payments: Physical check payments
- Cash Payments: Cash transactions
Payment Status
- Pending: Payment is being processed
- Completed: Payment was successful
- Failed: Payment failed
- Cancelled: Payment was cancelled
- Refunded: Payment was refunded
- Disputed: Payment is under dispute
Payment Reconciliation
- Bank Matching: Match with bank statements
- Gateway Reconciliation: Match with payment gateway
- Daily Reconciliation: Daily reconciliation process
- Monthly Reconciliation: Monthly reconciliation
- Discrepancy Resolution: Resolve discrepancies
- Audit Trail: Complete audit trail
Refund Processing
Processing Refunds
- Find the original transaction
- Click “Refund”
- Enter refund details:
- Refund Amount: How much to refund
- Refund Reason: Why refunding
- Refund Method: How to refund
- Notes: Additional notes
- Process the refund
Refund Types
- Full Refund: Refund entire amount
- Partial Refund: Refund part of amount
- Credit Refund: Apply credit to account
- Exchange: Exchange for other services
- Void: Cancel before processing
- Chargeback: Handle chargebacks
Refund Policies
- Refund Timeframes: How long refunds take
- Refund Limits: Maximum refund amounts
- Approval Requirements: Who can approve refunds
- Documentation: Required documentation
- Processing Fees: Fees for refunds
- Communication: Notify members of refunds
Financial Reporting
Transaction Reports
- Daily Summary: Daily transaction summary
- Weekly Report: Weekly transaction report
- Monthly Report: Monthly transaction summary
- Custom Reports: Custom date ranges
- Member Reports: Transactions by member
- Payment Method Reports: By payment method
Revenue Analysis
- Revenue by Period: Revenue over time
- Revenue by Source: Revenue by transaction type
- Revenue by Member: Revenue per member
- Revenue Trends: Revenue trend analysis
- Seasonal Analysis: Seasonal revenue patterns
- Growth Analysis: Revenue growth over time
Financial Metrics
- Total Revenue: Total income
- Average Transaction: Average transaction amount
- Transaction Volume: Number of transactions
- Success Rate: Payment success rate
- Refund Rate: Refund percentage
- Collection Rate: Collection efficiency
Integration Features
Accounting Systems
- QuickBooks Integration: Export to QuickBooks
- Xero Integration: Export to Xero
- Sage Integration: Export to Sage
- Custom Export: Custom accounting exports
- Real-time Sync: Real-time synchronization
- Data Mapping: Map transaction data
Banking Integration
- Bank Feeds: Import bank transactions
- Reconciliation: Match with bank statements
- Cash Flow: Monitor cash flow
- Bank Reporting: Generate bank reports
- Multi-bank Support: Support multiple banks
- Currency Support: Multiple currencies
Member Management
- Profile Integration: Link to member profiles
- Payment History: Track member payments
- Communication: Send payment notifications
- Access Control: Control based on payments
Security and Compliance
Data Security
- Encryption: Encrypt sensitive data
- Access Control: Control who can view transactions
- Audit Logs: Track all access and changes
- Data Backup: Regular data backups
- Secure Storage: Secure data storage
- Compliance: Meet regulatory requirements
PCI Compliance
- PCI DSS: Payment card industry compliance
- Data Protection: Protect cardholder data
- Secure Processing: Secure payment processing
- Regular Audits: Regular compliance audits
- Staff Training: Train staff on compliance
- Documentation: Maintain compliance documentation
Best Practices
Transaction Management
- Reconcile regularly to ensure accuracy
- Record transactions accurately with proper documentation
- Process transactions promptly to maintain cash flow
- Document all transactions for audit purposes
Financial Controls
- Set appropriate approval limits for different transaction types
- Separate transaction duties among different staff members
- Review transactions regularly for accuracy and compliance
- Handle exceptions properly with clear procedures
Member Service
- Communicate clearly with members about transactions
- Resolve issues quickly to maintain member satisfaction
- Use fair refund policies that are easy to understand
- Provide excellent customer service for all transaction inquiries
Troubleshooting
Common Issues
- Failed payments - Check payment methods and retry logic
- Reconciliation errors - Verify data accuracy and matching
- System errors - Check system status and contact support
- Member disputes - Review transaction details and policies
Resolution Procedures
- Investigate errors thoroughly before taking action
- Communicate with members about any issues
- Fix underlying system issues to prevent recurrence
- Improve processes based on lessons learned
Getting Started
- Review your current transaction history and patterns
- Set up transaction approval workflows and limits
- Configure payment processing and refund policies
- Train staff on transaction management procedures
- Monitor transactions regularly for accuracy and compliance