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    The Unpaid Invoice Report [Breakdown]

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    The Unpaid Invoice Report records the transactions and outcomes for each unpaid invoice that is currently attributed to a club or club location. The report is comprised of four tabs: ‘Summary’, ‘Unpaid Invoices’, ‘Payment Attempts’ and ‘Written-Off Invoices’. (Click here for steps on how to access, filter, and schedule this report.)

    How to Read the Report

    A. Summary Tab

    This tab displays the total quantity and combined cost of a club or club location’s current unpaid invoices.The data is divided into five tables: ‘Past Due’, ‘Still Attempting’, ‘Delinquent’, ‘Chargeback’, and ‘Written-Off’.

    1. Past Due Invoices

    This table pertains to invoices with a ‘Cash/Check’ payment profile.

    • AF Location ID: The Anytime Fitness location currently in possession of Past Due Cash/Check invoices.
    • # Past Due Invoices: The total quantity of a location’s Past Due Check/Check invoices.
    • $ Past Due Invoices: The combined cost of a location’s Past Due Check/Check invoices.

    2. Unpaid Invoices

    This table pertains to invoices with a ‘Credit Card’ or ‘Checking/Savings’ payment profile. Though these invoices contain previously failed payment attempts, they are still scheduled for further, future payment attempts.

    • AF Location ID: The Anytime Fitness location currently in possession of Still Attempting invoices.
    • # Unpaid Invoices: The total quantity of a location’s Still Attempting invoices.
    • $ Unpaid Invoices: The combined cost of a location’s Still Attempting invoices.

    3. Delinquent Invoices

    This table pertains to invoices with a ‘Credit Card’ or ‘Checking/Savings’ payment profile. These invoices have failed three attempted auto-drafts and are not scheduled for any further, future payment attempts.

    • AF Location ID: The Anytime Fitness location currently in possession of Delinquent invoices.
    • # Delinquent Invoices: The total quantity of a location’s Delinquent invoices.
    • $ Delinquent Invoices: The combined cost of a location’s Delinquent invoices.

    4. Chargeback Invoices

    This table pertains to invoices with a ‘Credit Card’ or ‘Checking/Savings’ payment profile. These are previously-settled invoices have since been disputed by the Member or the Member’s bank (ex. insufficient funds).

    • AF Location ID: The Anytime Fitness location currently in possession of Chargeback invoices.
    • # Chargeback Invoices: The total quantity of a location’s Chargeback invoices.
    • $ Chargeback Invoices: The combined cost of a location’s Chargeback invoices.

    5. Written-Off Invoices

    This table pertains to invoices that have been manually written-off by club staff. No further payment attempts can occur for written-off invoices.

    • AF Location ID: The Anytime Fitness location currently in possession of Written-Off invoices.
    • # Written-Off Invoices: The total quantity of a location’s Written-Off invoices.
    • $ Written-Off Invoices: The combined cost of a location’s Written-Off invoices.

     

    B. The Unpaid Invoices Tab

    This tab displays each unpaid invoice that is currently attributed to a club or club location. ‘Past Due’, ‘Still Attempting’, ‘Delinquent’, and ‘Chargeback’ statuses are all represented. (For Written-Off invoices, see the Written-Off Invoices tab.) Invoices are arranged alphabetically by the Member’s last name, followed by ascending invoice date.

    Columns include:

    • Member Name: The owner of the agreement whose invoice has not been paid.
    • Invoice Date: The date in which the unpaid invoice was created.
    • Attempt Date(s): The date(s) in which the invoice attempted payment.

      Note: In the case of multiple attempts, each date will be separated by a comma and presented in ascending order.

    • AF Location ID: The Anytime Fitness location to which the unpaid invoice belongs.
    • Salesperson Name: The employee who sold the Member the pertaining PT agreement.
    • Invoice #: The unpaid invoice’s identification number.
    • Agreement Name: The PT agreement to which the unpaid invoice is attached.
    • Subtotal: The cost of the unpaid invoice (prior to tax).
    • Tax: The tax added to the invoice’s subtotal.
    • Total Payment: The combined cost of the unpaid invoice’s subtotal and tax.
    • # Attempts: The total number of instances in which the unpaid invoice attempted payment.

      Note: In the case of Cash/Check invoices, this value will always be zero.

    • Status: Displays the unpaid invoice’s status as determined by both its Payment Profile Used and # Attempts. Such statuses include ‘Past Due’, ‘Still Attempting’, ‘Delinquent’, and ‘Chargeback’.
    • Last Transaction ID: The most recent payment attempt’s ABC transaction ID.
    • Payment Profile Used: Displays the method in which the Member had agreed to pay their invoice. Profiles include Cash/Check, Credit Card, Checking and Savings.
    • Last ABC Response: Received from ABC, this most-recent response will read as either ‘Failed’, ‘Success Pending Settlement’, or ‘No Response Yet’.
    • Last ABC Response Message: Supplies further info concerning the invoice’s most-recent ABC response status.

    C. The Payments Attempts Tab

    This tab breaks down each payment attempt attributed to the invoices seen within the Unpaid Invoices tab. (Similarly, this info is identical to the data presented in the PT Transaction Report.) Invoices are arranged alphabetically by the Member’s last name, followed by ascending attempt date.

    Columns include:

    • Member Name: The owner of the agreement whose invoice has not been paid.
    • Attempt Date: The date in which the invoice attempted payment.
    • Invoice Date: The date in which the unpaid invoice was created.
    • AF Location ID: The Anytime Fitness location to which the unpaid invoice belongs.
    • Salesperson Name: The employee who sold the Member the pertaining PT agreement.
    • Invoice #: The unpaid invoice’s identification number.
    • Agreement Name: The PT agreement to which the unpaid invoice is attached.
    • Subtotal: The cost of the unpaid invoice (prior to tax).
    • Tax: The tax added to the invoice’s subtotal.
    • Total Payment: The combined cost of the unpaid invoice’s subtotal and tax.
    • Transaction ID: The ABC transaction ID.
    • Payment Profile Used: Displays the method in which the Member had agreed to pay their invoice. Profiles include ‘Cash/Check’, ‘Credit Card’, ‘Checking/Savings’.
    • Response: Received from ABC, this will read as either ‘Failed’, ‘Success Pending Settlement’, or ‘No Response Yet’.
    • Response Message: Supplies further info concerning the invoice’s ABC response status.

     

    D. The Written-Off Invoices Tab


    This tab lists the register of unpaid invoices that club staff have since written-off within Club OS. Invoices are arranged alphabetically by the Member’s last name, followed by ascending invoice date.

    Columns include:

    • Member Name: The owner of the agreement whose invoice was written-off.
    • Invoice Date: The date in which the written-off invoice was created.
    • Attempt Date: The date in which the invoice attempted payment.
    • AF Location ID: The Anytime Fitness location to which the written-off invoice belongs.
    • Salesperson Name: The employee who sold the Member the pertaining PT agreement.
    • Invoice #: The written-off invoice’s identification number.
    • Agreement Name: The PT agreement to which the written-off invoice is attached.
    • Subtotal: The cost of the unpaid invoice (prior to tax).
    • Tax: The tax added to the invoice’s subtotal.
    • Total Payment: The combined cost of the unpaid invoice’s subtotal and tax.
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    Comments

    • Avatar

      The article is helpful. It would be more helpful if it included information on how to access the report. So too, I expect, for all similar articles. How do you access the report you are talking about in the article?

    • Avatar

      Good morning Phil,
      Thank you for your feedback and giving this article a read!

      My team is currently working on making a more generic article of how to access reports. In the meantime, here is a link to a video on how to view and schedule reports.
      https://cluboshelp.zendesk.com/hc/en-us/articles/210818403

      To access this specific report, go to Club Reports, scroll all the way down to the PT/Group Fitness section, and then the 7th option is the Unpaid Invoices Report.

      Please feel free to explore other articles and your comments are much appreciated!
      Thank you!