“Write-Off” means to waive-off the balance amount for those clients who are not able to or willing to pay the balance or have stopped visiting the gym for workouts. Writing-off any amount can also be considered under a non-recoverable or debt amount. The Write-off Report allows you to view all the write off amounts done at your club.
Click on Reports → Write Off (You will land on the page shown below).
You can search the data through the date filter (From Date - To Date) range to view the write off done in a particular time period. e.g. you want to see the report for 4 years so you will select From Date filter as 1st May 2017 and To Date as 7th May 2020 with the help of calendar icon.
You can narrow down your search results by using different filters if required. Below are a few of the important filters which can be used as per your requirement :
Client Rep means the representative of the Client from time - to time. In order to get the data as per the Client Rep (Staff Name) then use the drop-down to select the client rep name respectively.
Location: This will provide the data location-wise that was entered in the client’s profile.
Note: For adding any new location name in the software then you can update this through Setting > Global setting and search for Loc in the drop-down menu.
Created By: This filter can be used if you’re looking for the write off done by a specific user or client Representative. e.g. Let's say there are 2 staff; staff A and staff B with 4 and 3 write off done respectively in the current month. When you select the staff A’s name in Client Rep the report will show 4 different client names with their bill details. Similarly for staff B.
No. of customer: Initial this option will be blank, once the data is retrieved
You will be able to see the no. of customers whose write off has been done on the selected date.
Total write off amount: this means the total amount that is waived-off using write off option on the selected date.
You can also check for certain Membership Types if any write off is done. Membership Type like Gym Floor, Zumba, Personal Training. e.g. Let's say in 3 invoice X amount was waived off on Zumba on the selected date. So once you select a membership type as Zumba in the dropdown the 3 invoices with the client's name will be shown below.
All the write-off details will be fetched once you click on Search.
If needed you can also export the data into Excel by using the Export to Excel option. (User should have rights to export)
Fetched Write off data gives you all the necessary information such as
Client ID: This is a Unique id of the client (Enquiry, trial and member)
Client name: here the name of the client will be displayed
Bill date: data of the invoice wherein the amount was waived off using write off feature
Bill ID: This is the invoice Id, you will find the Id in the invoice once it is generated.
Bill amount: the amount of the bill the client paid.
Products: Name of the product on which the amount was waived off.
Write off amount: the amount that is waived off
Write off date: this means the date on which the write off was done.
Write off by: which means the staff name who did the write-off.
Write off reason: this column shows the reason as to why the amount was waived off. e.g. Manager’s approval, an old client