In the remote database configuration (Settings) there is a check box that to enabling the transfer of gift cards between locations.
BUT... be aware of the following:
* Gift card numbers MUST be unique across all databases (now and in the future)
* When RGP searches for a gift card, if it finds a remote one it will ask the staff if they want to "transfer the balance?". If they hit YES, the balance of the gift card will be transferred to the local gym. This is accomplished by zeroing out the gift card balance at the remote gym, and crediting the gift card at the local gym. In the Z-Out for the day you'll see these credits/debits
I recommend playing with it a bit to see if you like it.
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A "journal entry" is created at both gyms to transfer the balance. It's a remote settlement that debits once side and credits the other side. It balances and is the proper accounting method.
For sure the "money" remains at the original gym where it is sold, but the the journal entries balance the accounting in RGP. How the gym(s) handle the money is dependent on their business needs.
First, recognize that the sharing of gift cards is an option that you (or someone) chose to have enabled when the facilities were linked. It isn't a requirement and if it doesn't suit your business, it can be disabled.
As for seeing the remote settlements:
Data Entry -> Reports -> General Reports -> ZOut and specify a date range. The transactions are recorded as Remote Settlements in the account section.
But you have full access to the database and can use any MySQL reporting tool to create custom reports to suit your needs. Do not write to the database, as we cannot support any database that had external changes. But reading/reporting against the database is fine.
That being said, the "journal entries" RGP creates on each side are the correct accounting method per many accountants that have been consulted. How those entries get settled between entities is outside of the scope of RGP, as some multigym facilities are operated as a single business (and bank account), and others aren't.
Most the multigyms that are NOT the same business entity choose to not allow shared gift cards I believe.
I'll have to rethink what we want out of Gift Cards or how we would account for it and if we want to deal with the accounting overhead or look at a 3rd party GC solutions.
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Nick,
In the remote database configuration (Settings) there is a check box that to enabling the transfer of gift cards between locations.
BUT... be aware of the following:
* Gift card numbers MUST be unique across all databases (now and in the future)
* When RGP searches for a gift card, if it finds a remote one it will ask the staff if they want to "transfer the balance?". If they hit YES, the balance of the gift card will be transferred to the local gym. This is accomplished by zeroing out the gift card balance at the remote gym, and crediting the gift card at the local gym. In the Z-Out for the day you'll see these credits/debits
I recommend playing with it a bit to see if you like it.
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I know the post is 4 years old but I didn't wast to start a new thread.
With GC's the initial balance should be in an unearned revenue account at the issuing location.
As the funds are used, unearned revenue is debited and a tender type of gift card should be credited.
So my question is this: If each location has their own MID and facility A issues a gift card for $100 and it's used at location B.
Simply transferring the balance is a shift in liability increasing for Gym B with no offsetting entry in their unearned revenue table.
So basically how does Gym B not lose out?
A "journal entry" is created at both gyms to transfer the balance. It's a remote settlement that debits once side and credits the other side. It balances and is the proper accounting method.
For sure the "money" remains at the original gym where it is sold, but the the journal entries balance the accounting in RGP. How the gym(s) handle the money is dependent on their business needs.
Is there a report that shows this GC transfer to another facility so we can 'invoice' our sister site and what would it look like reporting wise?
First, recognize that the sharing of gift cards is an option that you (or someone) chose to have enabled when the facilities were linked. It isn't a requirement and if it doesn't suit your business, it can be disabled.
As for seeing the remote settlements:
Data Entry -> Reports -> General Reports -> ZOut and specify a date range. The transactions are recorded as Remote Settlements in the account section.
I understand it's a option. Just looking for an accounting method to correctly for liabilities as the card balance shifts.
I have a few other ideas of handling this which brings me to my next question is RGP still GPL'd?
No, RGP is not open source.
But you have full access to the database and can use any MySQL reporting tool to create custom reports to suit your needs. Do not write to the database, as we cannot support any database that had external changes. But reading/reporting against the database is fine.
That being said, the "journal entries" RGP creates on each side are the correct accounting method per many accountants that have been consulted. How those entries get settled between entities is outside of the scope of RGP, as some multigym facilities are operated as a single business (and bank account), and others aren't.
Most the multigyms that are NOT the same business entity choose to not allow shared gift cards I believe.
Here is where I saw where RGP was GPL'd by you.
https://www.mountainproject.com/forum/topic/106225214/rock-gym-pro-free-climbing-gym-management-software.
I'll have to rethink what we want out of Gift Cards or how we would account for it and if we want to deal with the accounting overhead or look at a 3rd party GC solutions.
Thanks much :-)
Hi -
Yes, that is a very old post.
As for gift cards.... I think a third party solution would even be more complicated and create more accounting nightmares personally.
Does RGP support partial/split payments?
Yes, but not in any way that would help with gift cards. You can combine cash/credit-card at POS, but that's the gist of is.
Does it support custom named tender types?
There are two slots for custom tender types, but you would not want to use them for gift cards. It won't ultimately have the results you want.
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