The reconciliation process for memberships occurs when the membership was purchased at one franchise but used at another. This feature is only available for accounts that are on Global Database. If you are on Global Database and want to set up the reconciliation feature, follow the steps outlined here.
Membership Item Credits
Reconciliation for membership item credits can be dependent on the service, product, or class pricing at the source or destination location.
- When the membership settings box is checked, reconciliation will be based on the destination location's service, class, or product retail price x adjustment rate.
- When the membership settings box is unchecked, reconciliation will be based on the source location's service, class, or product base price x adjustment rate.
Membership Value Credits
Reconciliation will be based on the membership value credits spent at the destination location multiplied x the adjustment rate.
Things to know:
- The adjustment rate is the percentage of the service, product, or class value that should be transferred to the destination location from the location where the membership was originally purchased.
- Source Location is the location where the membership was purchased.
- Destination Location is the location where the membership was redeemed/used.
- Reconciliation records are created each time a ticket is closed if reconciliation is active at the time. We do not calculate retroactively on already closed tickets if you set reconciliation to start in the past.
- Case 1 - Client A bought a membership at location A on May 1, 2021, and redeemed it at location 2 on May 8, 2021. Reconciliation was not configured until June 1st, 2021, therefore the transaction for client A will not be reflected in the reconciliation report.
- Case 2 - Client A bought a membership at location A on May 1, 2021. Reconciliation was not configured until May 8, 2021. Client A redeemed the membership at location 2 on June 2, 2021. The transaction for client A will be reflected in the reconciliation report as the redemption occurred after reconciliation was configured.
Let's now look at how it all works:
Use service/class/product price from location where membership is being used checkbox is checked
% of the price to transfer
-
20% of services
- 15% of products
- 10% of classes
Retail Price on Franchise 1- Location 1.1
- Product - $60
- Service - $20
- Class - $50
Retail Price on Franchise 2 - Location 2.1
- Product - $34
- Service - $18
- Class - $65
If a client purchased a membership at Franchise 1- Location 1.1 but used it to pay for a class, service, and product at Franchise 2 - Location 2.1:
- The price for the service on the ticket is $0 since the service is included in the membership
- The price for the product on the ticket is $0 since the product is included in the membership
- The price for the class on the ticket is $0 since the class is included in the membership
Reconciliation
The percentage that will be transferred from location 1.1 to location 2.1 will be based on the retail service, product, and class price at location 2.1:
Service - 20 % x $18 =$3.60
Product - 15 % x $34 = $5.10
Class - 10 % x $65 = $6.50
Total to be transferred - $3.60 + $5.10 + $6.50 = $15.20
This information can be seen in the Reconciliation Detailed Report which can be accessed by going to Dashboard > Reports > Reconciliation Detailed Report.
The system will debit location 1.1 account and credit location 2.1 account.
Use service/class/product price from location where membership is being used checkbox is unchecked
% of the price to transfer
-
20% of services
- 15% of products
- 10% of classes
Retail Price on Franchise 1- Location 1.1
- Product - $60
- Service - $20
- Class - $50
Retail Price on Franchise 2 - Location 2.1
- Product - $34
- Service - $18
- Class - $65
If a client purchased a membership at Franchise 1- Location 1.1 but used it to pay for a class, service, and product at Franchise 2 - Location 2.1:
- The price for the service on the ticket is $0 since the service is included in the membership
- The price for the product on the ticket is $0 since the product is included in the membership
- The price for the class on the ticket is $0 since the class is included in the membership
Reconciliation
The percentage that will be transferred from location 1.1 to location 2.1 will be based on the base service, product, and class price at location 1.1:
Service - 20 % x $20 =$4
Product - 15 % x $60 = $9
Class - 10 % x $50= $5
Total to be transferred - $4 + $9 + $5 = $18
This information can be seen in the Reconciliation Detailed Report which can be accessed by going to Dashboard > Reports > Reconciliation Detailed Report.
The system will debit location 1.1 account and credit location 2.1 account.
Related Articles: