The difference between canceling a claim or writing it off

In this article you will get a brief explanation of terms, a detailed guide on canceling a fee, and a detailed guide on writing off a fee.

• Brief explanation of terms
• Detailed guide on canceling a fee
• Detailed guide on writing off a fee

Quick Guide

1. Open the member overview of a member.
2. Go to Finance / Account.
3. For cancellations, select reverse on the demand.
4. For write-offs, select write off on the demand.

Brief explanation of terms

The main difference between the two functions in the PerfectGym Next software lies in how the demands are handled:

• Cancel fee: This process is used to invalidate a demand. This means that the fee was created incorrectly or there is an error. By canceling, the fee is removed from the system as if it was never demanded.
• Write off fee: With this option, an outstanding amount that is likely not collectible is removed from the books. This could happen if the member permanently refuses payment or is no longer reachable. Writing off helps keep the accounting current and accurate without the hope of later collections from this particular demand.

Detailed guide on canceling a fee

To reverse a fee in the PerfectGym Next software, follow these steps:

1. Navigate to the customer account: Select the member and open the member overview. Go to the Finance / Account section.
2. Go to a demand: Within the member account, you will find the demands. Open demands are marked in red. Click the three-dot menu next to the demand.
3. Perform the cancellation: Use the reverse option. You may be prompted to provide the reason for the cancellation to document the process.

Detailed guide on writing off a fee

Writing off a fee is similar but focuses on uncollectible demands:

1. Navigate to the customer account: Select the member and open the member overview. Go to the Finance / Account section.
2. Go to a demand: Within the member account, you will find the demands. Open demands are marked in red. Click the three-dot menu next to the demand.
3. Perform the write-off: Select the write off option. Confirm the write-off.

All transactions performed are documented in the member account. Thus, cancellations and write-offs can be traced at any time.