5.2.1 Automatic Payments

1. For APs, there is a section on the members details for Bank Particulars / Payee. This can have the name of the bank accout, the bank or use the membership number which can be put in the details section of the AP. It is the identifying reference for matching APs from bank statements to credit payments to member's memberships. The detail in the member bank details can be changed automatically from the banking section when the first payment is received.
2. The AP forms are sent off to your bank.
3. To record AP payments received, first open your banking details on the web and save to a CSV file the transactions for the chosen period to a file on your hard drive.
4. In GymMaster, choose Bank Account from the top menu bar then Import Bank Statements for Processing. Choose your bank, in the next screen locate the file from the icon and then transfer to GymMaster.
5. Open the file and it will show all bank transactions for the period. Match lines to a member. This is done manually for their first payment and after that if there are no detail changes, it will be done automatically. You can find a member through the member search function. You can choose what part of the payment record to give you the clearest reference to the member. This will automatically check, and if needed, change the bank reference in the Member record.
6. Receipts that GymMaster does not match will come up as Unknown. Payments that don't match what is owing will show as Wrong Amount. These can be checked and allocated. Proceed when details all matched.
7. If you wish to amend the details after processing, choose Unprocess Bank Statement Input from menu and make the required changes.
8. If the payments regularly come in for a different period from the membership renewal date, a facility exists when entering the membership to set a first payment date. This will amend the renewal date to align with the payment dates. You can choose whether to collect payment for the part period or allow it as a free use period. Adjust the signup price for the member if you are collecting the part period payment and wish to record it.