Introduction
Club OS offers a process to perform a mass write off of all unpaid invoices for Personal Training agreements sold in Club OS. Owners can request this process be run for their location or locations by submitting a support ticket. The process may be requested periodically as needed.
The Bulk Write-off Process
When run for a location, the job will set any invoice in one of the below statuses to Written Off:
- Unpaid
- Delinquent
- Chargeback
When requesting the process, an owner specifies up to what date invoices should be written off. All invoices from the past up to that date are written off.
The effects of writing off an invoice through this process are the same as when an invoice is manually written off. Read more about the effects of writing off an invoice here: How To Write Off An Invoice.
This process does not cancel agreements. You should cancel any agreements that are generating invoices that you do not plan to attempt to collect on. Continue to monitor the Unpaid Invoices Report after the process has been run to identify any active agreements that are continuing to generate undesired invoices and cancel them.
How to Request a Bulk Write-Off
Only the owner of a location (as designated in the Anytime Fitness Dashboard) may request a bulk write-off. If you are an owner, to initiate a request, open a ticket and select Bulk Invoice Write-Off from the Club OS Type menu.
In the ticket Description field, please provide the following information:
- The location name(s) for which to run the process, exactly as they appear in Club OS. For example, if your location name in Club OS is "Anytown, MS (Main St)", please include the exact name instead of just "Anytown, MS."
- The date up to which you would like to write off invoices. For example, if you want to write off all invoices up to June 1, 2024, provide the date 6/1/2024. Invoices with this date (and forward) are excluded from the process.
Most bulk-write offs can be completed 1-2 business days after submitting the request. Requests for multiple locations may take longer.
