Version Table of Contents

Transcription

1

2 Table of Contents 1. CLUB ADMINISTRATORS/ MANAGERS CLUBHOUSE Group Home Club Home Course Home Customer Home Gopher Notes Contact CLUB HOME - CLUB SET UP Suppliers Manufacturers Categories Tax Chart GL Accounts CLUB INVENTORY Inventory Items Inventory Adjustment Purchase Orders Generate Purchase Order Authorization Form Receiving a Purchase Order Inventory Price Change Sale Price Gift Certificates Rain Checks CLUB ACCOUNT Dining Minimum Policies Accounts Print Club Account Mailing Labels Recurring Charges Payments/Adjustments Preview Invoices Invoicing Service Charges (Late Fees) Invoice Late Fee Report Invoice Preview Report Invoice Comment LOYALTY Program Set Up Campaigns Point Adjustment UTILITIES Purge Purchase Orders Purge Items Release Locks SPS GMS Update POS Setup Quick Items Business Day Close User s Guide Links REPORTS Course Reports

3 1.7.2 View Transactions LOG OUT COURSE ADMINISTRATORS/ MANAGERS COURSE SCHEDULES Tee Time Schedule Crossover Shotgun Pricing Schedule Reserve Block Remove Block for Unavailable or Tournament MEMBERS Membership Type Membership Policy Membership Membership Search Print Membership Mailing Labels Quick Membership COURSE DETAILS Course Tips Course Information Course Messages Customer Page Tee Box DAILY Tee Sheet Customer Reservations Reservation End Of Day Cashier Reconciliation REPORTS Course Reports View Transactions UTILITIES Release Locks SPS GMS Update User s Guide Links LOG OUT GROUP ADMINISTRATORS/ MANAGERS GROUP MEMBERS Group Membership Type Group Membership Subscriptions User Defined Fields REPORTS Group Reports View Tee Sheets LOG OUT RESERVATION TRAINING CREATING A TELEPHONE OR WALK-UP TEE TIME RESERVATION UPDATING A TEE TIME RESERVATION CANCELING A TEE TIME RESERVATION MOVING A TEE TIME RESERVATION BOOKING A GROUP RESERVATION

4 4.6 MOVING A GROUP RESERVATION MAKING TEE TIMES UNAVAILABLE/AVAILABLE SEARCH FOR A RESERVATION CHECKING-IN A TEE TIME RESERVATION CREATING A MULTI CHECK-IN RESERVATION ISSUING A RAIN CHECK CREATING A QUICK MEMBER USING THE SQUEEZE FUNCTION USING THE SEARCH FUNCTION OTHER TEE SHEET FUNCTIONS POINT-OF-SALE TRAINING SWITCHING BETWEEN THE TEE SHEET AND POS OPENING A REGISTER NEW SALE Selling a Gift Certificate Quick Items UPC feature Cash Check Credit Club Account Gift Certificate Coupon Gift Card Rain Check Miscellaneous 1 & No Charge ISSUING A GIFT CARD ADD MONEY TO A GIFT CARD APPLYING LEVEL PRICING TO A SALE REDEEMING LOYALTY POINTS AND APPLYING LOYALTY DISCOUNTS TO A NEW SALE APPLYING CLUB ACCOUNT RULES TO A NEW SALE ACTIONS PER ITEM Remove R Discount D Tax Exemption E Item Comment C SUSPEND GRATUITY WORKING OFFLINE UPDATE INVENTORY CANCEL AND BACK Cancel Back VOID AND RETURNS Void Return DROP AND PAYOUT Drop Payout PRINT TICKET PRINT RECEIPT CLOSE REGISTER OFFLINE APPLICATION SWITCHING BETWEEN THE TEE SHEET AND POS

5 5.2 OPENING A REGISTER NEW SALE Selling a Gift Certificate Quick Items UPC feature Cash Check Credit Club Account Gift Certificate Manufacturer s Coupon Gift Card Rain Check Miscellaneous 1 & No Charge ISSUING A GIFT CARD ADD MONEY TO A GIFT CARD APPLYING LEVEL PRICING TO A SALE REDEEMING LOYALTY POINTS AND APPLYING LOYALTY DISCOUNTS TO A NEW SALE APPLYING CLUB ACCOUNT RULES TO A NEW SALE ACTIONS PER ITEM Remove R Discount D Tax Exemption E Item Comment C SUSPEND GRATUITY WORKING OFFLINE UPDATE INVENTORY CANCEL, BACK AND OOPS Cancel Back Oops VOID AND RETURNS Void Return DROP AND PAYOUT Drop Payout PRINT TICKET PRINT RECEIPT CLOSE REGISTER OFFLINE APPLICATION REPORTS INVENTORY REPORTS Inventory Adjustment Inventory by Category Inventory by Period Inventory Count Report Inventory Detail Report Inventory Reorder Report Kit Detail Manufacturer and Supplier Report Purchase Order Detail Report Purchase Order Summary Report

6 Receiving Order Detail Report Receiving Order Summary Report Receiving Resale Receiving Voucher Sale Price Detail MEMBERSHIP REPORTS Club Account Billing Information Club Account Credit Information Club Account Summary Dining Minimum Report Golfer Ranking Report (Historical) Loyalty Membership Loyalty Points Balance Member Purchases by Manufacturer Membership Activity by Type and Reservation Status Membership Activity by Type and Reservation Status (Historical) Membership History Report Membership Information Report Recurring Charge Detail Tee Sheet Member Purchases by Manufacturer Tee Sheet Member Purchases by Record RESERVATION REPORTS Daily Tee Sheet Daily Tournament Detail No Shows and Cancellations Report (Historical) Percentage Utilization by Hour and Day Percentage Utilization by Hour and Day (Historical) Price Schedule Summary Report Reservation Placement by Type Reservation Type Detail Report Reservations by Pricing Schedule Report Reservations by Tee Time Schedule Report Tee Schedule Summary Report Tournament and Unavailable Summary by Period Report Weather Rating Summary Report SALES REPORTS Coupon Usage By Type Demographic Report Deposit Report Drop and Payout Report ETS Credit Card Balance Report General Ledger Report General Ledger Detail Report Importing the General Ledger Detail Report into your Accounting package GG Sales Report Gift Certificate Activity Report Gift Certificate Outstanding Report Gift Certificate Skipped Report Gratuity by Cashier Kit Detail Report Loyalty Rain Checks - Activity Report Rain Checks - Outstanding Report Register Information Report Sales Report Sales Summary Report

7 Transaction Log Report HELPFUL HINTS RETURN GIFT CERTIFICATES SPECIAL ORDER PROCESS SETTING UP A TOURNAMENT ACCOUNT USING A CUSTOMER CARD SHOP CREDIT CORRECTING INVENTORY COSTS SPS GOLF SYSTEM REQUIREMENTS SPS GMS Guide Details This instructional manual is separated into eight sections. Sections I, II, and III are used for setting up your golf club, golf course, and golf group respectively. Many functions and/or operations are dependent on the details and completion of other sections. 7

8 In order for your golf club or golf course to operate correctly, you must set up the sections in a very specific order. This manual has been created in an approximate order that administrators should follow to set up their golf club and golf course. If you ever have trouble creating something or performing a certain function, it might be due to a section of the system that has yet to be set up. For this reason, it is paramount that you adhere to the steps in the order they appear in this manual. If you have any questions, please call customer support at GOPHER ( ). 1. Club Administrators/ Managers 1.1 Clubhouse Note: To navigate between your Group, Club, and Course functions, select Club Home, Course Home, or Group Home Group Home This is a welcoming page that allows you to select your golf club group from the drop down menu. Group Home allows an administrator to select and manage group member information Club Home This is a welcoming page that allows you to select your golf club from the drop down menu. Club Home allows an administrator to select and manage club information. 8

9 1.1.3 Course Home This is a welcoming page allows you to select your golf course from the drop down menu. Course Home is your starting page for managing your golf courses Customer Home This tab allows you to view what your internet customers see when they visit SPS GMS Gopher Notes This tab will display any notes of pertinent information recently sent from the Gopher team to be viewed by course administrators. It will display the notes in a separate window Contact By selecting this tab, a separate window appears. This window contains the contact information for the SPS GMS team. It also allows you to insert any comments or suggestions to be submitted electronically to the SPS GMS team. 1.2 Club Home - Club Set Up Suppliers An electronic listing of all your suppliers to be used when placing purchase orders. Suppliers may also be used when setting up 9

10 Version 18.3 inventory items and creating purchase orders. It is required to set up suppliers if you are planning on doing purchase orders. Note: If your golf club is part of a group, you will only be able to view your suppliers from this page. See section for instructions on creating suppliers at the group level. There are two tabs (Company Information and Contact Person) that are available to enter supplier information. Add a Supplier I. Company Information Enter the Supplier s Name into the Company Name field (Required). Click the Create Manufacturer checkbox if you would like to duplicate this entry within the manufacturer information. Otherwise leave this box unchecked. The rest of the information (address, numbers, and ) about the supplier to be entered is optional. II. Contact Person When finished entering all necessary Company Information, click on the Contact Person tab. This tab is also optional. Enter last name, first name, and title in the fields provided. 10

11 Click the Add button. Note: If the Create Manufacturer box was checked while clicking the Add button, the system will simultaneously duplicate this entry within your manufacturer information. Edit a Supplier Select a Supplier from the drop down list Manufacturers Edit any information you wish within Company Information or Contact Person. Click Update. Delete a Supplier Select a Supplier from the drop down list. Click Delete. An electronic listing of product Manufacturers. Setting up manufacturers is optional. Manufacturers may be set up to associate to your inventory items for a higher level of inventory tracking. See section 6 for the reports that may apply. Note: If your golf club is part of a group, you will only be able to view your manufacturers from this page. See section for instructions on creating manufacturers at the group level. Add a Manufacturer I. Company Information Enter the Manufacturer s Name into the Manufacturer Name field (Required). Click the Create Supplier checkbox if you would like to duplicate this entry within the supplier information. Otherwise leave this box unchecked. 11

12 The rest of the information (address, numbers, and ) about the manufacturer to be entered is optional. II. Contact Person When finished entering all necessary Company Information, click on the Contact Person tab. This tab is also optional. Enter last name, first name, and title in the fields provided. Click the Add button. Note: If the Create Supplier box was checked while clicking the Add button, the system will simultaneously duplicate this entry within your supplier information. Edit a Manufacturer Select a Manufacturer from the drop down list. 12

13 1.2.3 Categories Edit any information you wish within Company Information or Contact Person. Click Update. Delete a Manufacturer Select a Manufacturer from the drop down list. Click Delete. Create a Category Note: Categories will be used when setting up inventory as well as serving as criteria for running reports. Note: If your golf club is part of a group, you will only be able to view your categories, departments, and sub-departments from this page. See section for instructions on creating categories, departments, and sub-departments at the group level. Click New Type the name of the Category in the Name field Click Add Deleting a Category Select the Category from the list. Note: You may not delete a category that has been associated to an item number. Click Delete Edit a Category Select a Category from the list Edit the Category Note: Any current items associated with this category will be automatically updated. 13

14 Click Update Create a Department Select the Category from the list. Click Department Click New Type in the name of the Department Click Add Create a Sub-Department Select the Department from the list. Click Sub-Department Click New 14

15 1.2.4 Tax Chart Version 18.3 Type in the name of the Sub-Department Click Add Create a Tax Category Type in the name of the tax category Type in the tax rate(s) Note: A tax category may have up to 3 different rates associated with it. All 3 rates will be applied if you associate that tax rate to it. Type in the GL Account Number to be associated with each tax rate. Type in a description for each tax rate. Click Add Deleting a Tax Category Note: Tax categories cannot be deleted if they have been assigned to an inventory item. Select the Tax Category from the list. Click Delete Update a Tax Category Select a Tax Category from the list GL Accounts Change the Tax Category information as needed. Click Update Set up your General Ledger Accounts Enter the applicable General Ledger account numbers into the fields provided. 15

16 Note: Your general ledgers may be alpha or numeric. If you are going to import the general ledger report into an accounting package, you must enter your general ledgers here exactly as they appear in your accounting application. 1.3 Club Inventory Note: DB or CR (Debit or Credit) signifies the side where increases are normally recorded. An account that normally has a debit balance (i.e. Cash) may occasionally have a credit balance, which indicates a decrease of Cash. Click Update GL Account Numbers The Club Inventory Management section is separated into four subsections: (1) Maintenance, (2) Ordering, (3) Pricing, and (4) Certificates. The Maintenance tab contains Inventory Items, Inventory Adjustments, and Budgets. The Ordering tab contains Purchase Orders and Inventory Transfers. The Pricing tab contains Inventory Price Change and Sale Price. The Certificates tab contains Gift Certificates and Rain Checks. 16

17 1.3.1 Inventory Items Creating an Item (Product or Service) Enter the item number (can be alpha, numeric, or both) Note: Must be a unique number to all other items within your club inventory. Enter the item name. This is how the item will appear on the sales receipt unless a description is added in a later step. Select the status (active, inactive, or pending). Select the type (product, service) Note: Item number and type may not be modified once the item is created. Select the Category Note: See Section for category set up. Select the Department (if necessary) Note: See Section for department set up. Select the Sub-Department (if necessary) Note: See Section for sub-department set up. Select the Tax Category (Required) Note: See Section for tax category set up. Type a description of the item in the field provided. This description will be shown on the sales receipt. If nothing is entered here, the item name will display on the sales receipt. Enter the Revenue General Ledger number. Enter the Cost of Goods GL Number. 17

18 Enter the Inventory GL Number. Enter the Retail Price (Pre-tax.) Click the Add Item Information button. Creating a Kit Note: A kit is a collection of two or more items that you would like to include as one item with one price. Enter the item number (can be alpha, numeric, or both) Enter the item name Select the status (active, inactive or pending) Select the type (Kit) Note: Item number and type may not be modified once the item is created. Select the Category Select the Department (if necessary) Select the Sub-Department (if necessary) Note: You do not have to select a tax category. Taxes will be applied on an item-byitem basis. Type a description of the item in the field provided. Enter the Revenue GL Number Enter the Cost of Goods GL Number. Enter the Inventory GL Number. Enter the Retail Price Click the Kits Tab at the top. Note: Check the Do not display detail on receipt box if you only want the item name of the kit to show up on the sales receipt when this item is sold. If this box is left unchecked, the sales receipt will display the item name of the kit as well as the item names of all items within the kit. Click New to add an item to the kit. The screen below will appear. Enter the item number, quantity of that item to be included in the kit, and total price allocation for that item. Note: The price allocation total for all of the items in the kit must be equal to 100. Click Add Item 18

19 Repeat the process for all the items you would like to add. If you would like to look up an item, click Items for Kit. This will bring up a separate search window. You may search for all the items in your club or you may search by specific criteria such as categories, departments, or item types. When you are finished adding all the items you would like in the kit, click Update Item Information Creating a Gift Certificate Enter the item number (can be alpha, numeric, or both) Enter the item name Select the status (active, inactive or pending) Select the type (Gift Certificate) Note: Item number and type may not be modified once the item is created. Enter the Prefix and Sequence Number. The prefix must be alpha characters only. Note: The prefix and sequence number, set here, will be used to uniquely identify every gift certificate. The prefix is used to identify gift certificate type, while the sequence number is used to identify each gift certificate within a gift certificate type. The prefix must be alpha characters only; this entry will stay constant at all times. Sequence numbers must be numeric. For example, if your club currently has gift certificates with prefixes and sequence numbers already set and it is currently at GC5999, then you would create this item s prefix and sequence number at GC6000. Therefore, the first gift certificate sold on the system would follow the current system you have already set up. From this point on, the system would auto-generate every gift certificate sequence number by gift certificate type when one is sold. The next gift certificate sold would be given the prefix and sequence number of GC6001. Select the Category Select the Department (if necessary) 19

20 Select the Sub-Department (if necessary) Select the Tax Category (Required) Type a description of the item in the field provided Enter the Revenue GL Number Enter the Cost of Goods GL Number. Enter the Inventory GL Number. Enter the Retail Price Click Add Item Information button Updating an Item Type in the item number into the Item Number box Click Retrieve Note: Item number and type may not be modified once the item is created. This will bring up all the information about the item that you entered when you created it for you to edit. Note: Remember that if you are updating the prices of greens fees, you must also update the prices where they apply on the pricing schedules for the changes to take place on the tee sheet. See Section for help with updating pricing schedules. Click Update Item Information Set Level Pricing Click on the Pricing tab. Note: Level pricing is used to define different levels of pricing for one single item. These 4 pricing levels can be easily applied to the item on the point-of-sale. See Section 5.6 for help on how to apply the pricing levels to the item within a sale. Enter the retail price of each level available. This is an optional feature. All 4 levels are not required. Creating a Sale Price Click on the Pricing tab. Note: This tab is used only to create a sale for the currently selected or retrieved item. See Section to create a sale of multiple items. 20

21 Type in the name of the sale into the Sale name box. Select a date range for the sale price to be in effect. Enter the sale price Click Add Updating a Sale Price Click on the Pricing tab. Select the sale you wish to update from the drop down list. Click Update Change the criteria you wish to change. Select Update Deleting a Sale Click on the Pricing tab. Select the sale you wish to delete from the drop down list. Click Delete Click OK when it asks if you would like to delete this sale. Ordering This is where you set your ordering information. Enter Color, ReOrder point (if the ReOrder quantity is not specified the ReOrder Report will not print for this item until it s quantity on hand reaches zero). It is required to enter the UPC # of the item in the field provided if you would like to utilize the UPC feature on the point-of-sale page. Check the boxes next to dining minimum and auto gratuity if that specific feature applies to that particular item. See Section and for explanation of dining minimum and auto gratuity, respectively. 21

22 Select the name of the Manufacturer and Supplier. All information on this page is optional. To print labels for this item, select Print Label. Once you click on Print Label, a box will open prompting you for the quantity of labels you would like to print. Enter in the desired quantity. Before you print, select the Show Printers Button to select the label printer that is set up on your workstation. Once you select the label printer from the drop down, click on Update Port Configuration. Once the correct printer is selected, click on Print Labels. Click Update Item Information Inventory Adjustment To adjust your inventory quantities, you must first create what you would like to adjust and then save it. After saving it, you must then retrieve it and finalize it for the adjustment to take place within your inventory. Creating and Saving an Inventory Adjustment Batch Click the New Batch button. Type in the name of the batch that you would like to create in the Batch Name field. Type in the amount you want the item to be adjusted by in the Qty box. Note: For example, if your current quantity is 4 and you enter 5 into the Qty box, then your new adjusted quantity will be 9. If you enter -1 into the Qty box, then you re new adjusted quantity will be 3. 22

23 Note: Items that are marked as Pending cannot be adjusted. Enter the item number. Type in any comments if necessary. Click Enter Item This will now display what you ve entered for that item (current quantity, adjustment, adjusted quantity) Click the R next to any item you wish to remove from the list. Once you have entered all of the items that you would like to adjust into the list, click Save Adjustment. The Inventory quantities will be saved into the batch list. Once you would like to finish the inventory adjustment, it will need to be finalized as outlined below. Finalizing an Inventory Adjustment Batch After creating and saving an adjustment, you must retrieve it from the list to finalize the changes within your inventory. Select the batch name that you want to finalize from the Batch Name drop down menu. This will bring back the details of this adjustment. Make any changes necessary. Otherwise just click the Finalize Adjustment button. The items included in the batch will now be adjusted for the appropriate quantities within your inventory. Deleting an Inventory Adjustment Batch 23

24 Select the batch job that you would like delete from the Batch Name drop down menu. Click the Delete Batch button Purchase Orders By Clicking on this tab, it will give you a listing of all the current closed and open purchase orders. Purchase Orders are sorted by Open, Closed, and All. You may view them by those criteria. Creating a New Purchase Order Click New Type in a Purchase Order Number. Note: Click the Auto button for the system to automatically generate the next number in sequence relating to your last purchase order. The Date Ordered field will be auto-populated with today s date. You may change this if necessary. The only other mandatory field on this page is Supplier. You must select this from the drop down box. Note: See Section for supplier set up. You may also enter additional information such as Requisitioner, Shipment Fee, Ship Via, F.O.B. Point, Terms, and any notes you would like to attach to the purchase order. To enter items into your purchase order, click on the PO Item tab at the top. Click Add Item to add each individual item to your purchase order. 24

25 Enter the item number, unit cost (not retail), quantity ordered, and any additional comments in the fields that appear once the Add Item button is selected. Click on the Items to Order link to search your golf club s inventory if necessary. Click Add Order Item button. Repeat the process for each individual item on the purchase order. To edit or delete an item that you have already added, simply highlight the item and click Edit or Delete Once you ve finished adding all the items, click Add Purchase Order Editing a Purchase Order Highlight the purchase order by clicking on it. Click Edit Edit the information accordingly Generate Purchase Order Authorization Form When editing an open, closed, or partially closed purchase order, click the PO Authorization Form button. This will open another window and display the purchase order authorization form report. 25

26 The Purchase Order Authorization Form can be sent to your suppliers and manufacturers when you have completed your purchase order. This form displays all the information related to a specific purchase order. Deleting a Purchase Order Highlight the purchase order you would like to delete by clicking on it. Click Delete Receiving a Purchase Order Creating a Receiving Order Highlight the purchase order you would like to receive by clicking on it. Click Receiving Click New RO to create a new Receiving Order. Enter a Receiving Order number (Required). Note: Click the Auto button for the system to automatically generate the next number in sequence relating to your last receiving order. Enter a note in the field provided if necessary. Enter the shipping cost if this is different from what you entered on the purchase order. If you received all the items on the purchase order, click Receive All and then click Add Receiving Order If you have only received a part of your purchase order or if the unit cost has changed on any of the items, highlight the item that you would like to edit during this process by clicking on it and click Receive Item 26

27 Enter the actual quantity received and/or the actual cost associated with the item in the boxes provided. You may also add a comment when receiving this item as well. When finished click, Add Received Qty. When finished with each item, click Add Receiving Order Inventory Price Change This tab allows administrators to change the prices of any of their inventory items without having to retrieve every item individually through the inventory items interface. Change Inventory Prices Click the Add Items button. Enter the item number of the item you would like to change in the Item Number field. Click Find Item Detail. This will bring back the item s name and current retail price. You have the option of changing the price in three different ways (percent change, amount change, or new price.) Note: You may choose one and only one of the three options to change the price of each item. 27

28 I. Percent Change Enter in the percent value that you would like to increase or decrease the original price. To increase the price, enter a positive percent value. To decrease the price, enter a negative percent value. II. Amount Change Enter in the dollar amount that you would like to increase or decrease the original price. To increase the price, enter a positive dollar amount. To decrease the price, enter a negative dollar amount. III. New Price Enter in the price that you would like to change the item s original price to. This is not an increase or decrease amount of the original price. The new price feature serves as an override amount. After entering the values for price change, click the Add Item to the list button. This will add the item to the list directly above. Repeat this process for any additional items that you would like to submit a price change for. Once all of the items have been submitted into the list, click the Finalize Price Change button. 28

29 The system will ask you You are about the change the price of the items in the list. Do you want to continue? Press the OK button to authorize the price change. Change Prices for a group of items By using the Search Items link, it enables you to change the price of an entire group of items by the same amount in just one step. Click on the Search Items link in the lower right hand corner. After the correct items have been retrieved in the list, click the Select all items in the list link. This will prompt the system to ask you for enter a value for one of the three criteria (percentage change, amount change, or new price) previously described in this section. Click the Calculate Price button. This will automatically add all of the items retrieved into the price change page list. Once all of the items have been submitted into the list, click the Finalize Price Change button. The system will ask you You are about the change the price of the items in the list. Do you want to continue? Press the OK button to authorize the price change for the group Sale Price Setting the Criteria for a New Sale Click New Enter the sale s name. This name will appear on the customer s receipts. Enter a date range for the sale Click on the Sale Items tab at the top To add an item to a sale, click New 29

30 Enter the Item number and Sale price Click Find Item Detail to preview that item s default price, item description, and quantity on hand. If you would like to look up an item, click Search Items. This will bring up a separate search window. You may search for all the items in your club or you may search by specific criteria, such as categories, departments, or item types. Click Add Item to the List If you click on an item already in the list and click Discount % the system will calculate a sale price, for all items in the list, based on the percentage you entered into the percent box. You may also edit or delete any of the items in the list by simply selecting the item and clicking either Edit or Delete When you have finished adding all of the items to your sale list, click Add Sale to create the new sale. Another page (shown below) will appear with a summary of your sale; click Save to save the sale. After clicking the Save button, the system will say Successfully saved. By clicking the Print Labels button, the system will now give you the ability to print labels for all the items in the sale with their 30

31 new sale price. The number of labels it prints will be based on the quantity on hand for each item. Creating a Sale by Category, Department, or Subdepartment Click New Enter the sale s name. This name will appear on the customer s receipts. Enter a date range for the sale. Click on the Sale Items tab at the top To add the items to a sale, click New Click Search Items Select the applicable category from the drop down list and search for the entire category. Click Select all Items in the List Enter a discount percentage that you want applied to all the items to be included in the sale. Click Calculate. All of the items will be placed in the table on the sale screen. Click Add Sale to save the sale Gift Certificates Clicking this tab will give you a detailed listing of all gift certificates sold based on gift certificate type. You have the option to sort this list by expired gift certificates, gift certificates with a zero balance, current gift certificates, or show all gift certificates. Just click the applicable radio button above the list. Updating Gift Certificates Select the gift certificate type prefix from the drop down menu of the gift certificate that you want to update. Highlight the gift certificate that you want to update by clicking on it. 31

32 Click Update Gift Certificate You are then given the ability to change the expiration date, name, event, description, amount remaining, as well as add a comment. Also displayed is a listing of all transactions associated to that specific gift certificate. You may highlight a specific transaction and click View Transaction to view the transaction in greater detail. Note: When somebody updates a gift certificate, it is automatically tracked in the database by the user s login ID. It is also tracked in the General Ledger report. After changes have been made, click Update Gift Certificate to save them. Deleting Gift Certificates Highlight the gift certificate that you want to delete by clicking on it. Click Delete Gift Certificate It will then ask, Do you wish to remove this gift certificate? Click OK to permanently delete the gift certificate. Transferring Balances to other Gift Certificates Note: This action could be useful when you have created a tournament gift certificate and you need to disperse winnings to separate golfers. Select the gift certificate type prefix from the drop down menu of the gift certificate that you want to update. 32

33 Highlight the gift certificate that you would like to transfer money from. Click the Update Gift Certificate button. Click the checkbox next to where it says Transfer money from this gift certificate. This will open two additional fields within the window. Type in the amount you would like to transfer in the Amount field. Type in the gift certificate prefix and number that you would like to transfer the amount to in the To GC# field. Click the Check Gift Certificate button. This will verify that the gift certificate is valid as well as provide you with its current balance. To finalize the gift certificate transfer process, click the Update Gift Certificate button Rain Checks Clicking this tab will give you a detailed listing of all issued from the point-of-sale. You have the option to sort this list by current rain 33

34 checks, Rain Checks with a zero balance, or show all Rain Checks. Just click the applicable radio button above the list. Updating Rain Checks Highlight the rain check that you want to update by clicking on it. Click Update Rain Check You are then given the ability to manually change the amount remaining. This transaction will be track as a Rain Check Adjustment. To do this, simply change the amount in the Amount Remaining field and click Update Rain Check. Note: You may adjust the remaining balance up or down. To change the expiration date, simply select a new date using the drop down menus provided and click Update Rain Check to save the changes. Also displayed is a listing of all transactions associated to that specific rain check. You may highlight a specific transaction and click View Transaction to view the transaction in greater detail. 34

35 1.4 Club Account Version 18.3 Note: When somebody updates a rain check, it is automatically tracked in the database by the user s login ID. It is also tracked in the General Ledger report Dining Minimum Policies By clicking on this tab, a table will appear that displays a listing of all existing policies (past or present). Note: All business days must be closed within the dining minimum billing period for the dining minimum policies to post to the applicable club accounts. Creating a new Dining Minimum Policy Click the New button. Select the appropriate club from the drop down menu. Select the item to be associated with this particular dining minimum from the drop down menu provided. Note: You will need to create an inventory item called Unspent Dining Minimum as a service with a zero retail price. This is the item that will be charged on the point 35

36 of sale for unspent minimum amounts. See Section for help with setting up inventory items. Type in the Dining Policy Name. Type in the Dining Policy Amount. Select the Dining Status (Active or Inactive) Select the Active/Effective Date from the available drop down menus. This date will dictate when the dining minimum policy will begin. Select the appropriate radio button next to the applicable frequency of the policy. If you select Weekly, you must then select the day of the week from the drop down menu. If you select Monthly, you must then select the date from the drop down menu. If you select Quarterly or Yearly, you must then select the month and day from the drop down menu. Note: The Frequency date should be set for the last day that you want to include in the dining minimum billing period. For example, if your dining minimum billing period goes monthly from the 1st of January to the 31 st of January, you are going to want to set the Frequency date as the End of Month. The batch job will run immediately after you run Business Day Close for the Frequency date that you set. Therefore, it would include all transactions done on the last day of the month. This job may take longer to run if you are closing multiple days at once. Click Add Policy when finished. Editing/Updating a Dining Minimum Policy Highlight the policy you would like to update/edit in the table. Click Edit Note: You will not be able to edit the Active/Effective Date. Change any necessary information (Dining Policy Name, Amount, Frequency, and Dining Status). Click Update Policy Accounts By clicking on this tab, a table will appear that displays a listing of all existing club accounts. Creating a new Club Account Click the New button. I. Bill To Type in the club account number, the first and last name of the person responsible for the club account, the status (Active or Inactive), and select a membership type to associate with the club account from the drop down list. These are the only required fields on the Bill To tab. Note: To display the club accounts in sequential order, you must create them with the same amount of characters in the club account number. For example 001, 002, 003, etc.. 36

37 Company, Address 1, Address 2, City, Country, State, Zip, Telephone, Cell Phone, , and Fax are all optional fields. II. Credit Info Select the date you would like the club account to become active from the drop down menus. It is defaulted to today s date. Type in any discount percentage that you would like for this club account to apply to items when purchasing. Check the tax-exempt box if the people belonging to this club account have tax exempt privileges. Note: Tax exempt is just an informational field. Their tax-exempt status must be applied from the point-of-sale page. Check the Enforce Purchase Limit box if you would like to ensure that customers do not exceed their credit limit. Type in the credit limit in the space provided. Note: Balance, Available, and Last Payment are strictly informational fields that become populated after the club account has some activity. 37

38 Select the dining minimum policy that you would like to associate to this club account from the drop down menu. If you don t want a dining minimum policy associated with this club account, don t select anything. To print an invoice for this individual account, click the Print Invoice button. This will open another small window for you to select which invoice type (summary or detailed) you would like to run. Note: The summary invoices will display the transactions associated to each club account only. The detailed invoices will display the transactions associated to each club account including the items associated to each transaction. Click the Create Invoices button. Left-click the Click to Download Report link to open the invoice. The invoice will open in another window. Note: The file is viewed in a PDF format and can be viewed in Adobe Acrobat Reader. If you do not have Adobe Acrobat reader on your computer, it may be obtained via the Links menu option located on the SPS GMS administration home page listed under the Utilities menu. See Section or for help with locating this link. III. Note Enter a note if necessary to associate with this club account. This information will be available to be viewed from the point-of-sale page. 38

39 Click the Add Club Account Information button. IV. Members This tab displays all members that are currently associated with this club account. For example, family members that may have charging privileges with this account. Note: See Section for information on how to associate a member to a club account. This page is strictly informational only. V. Transactions This tab displays a detailed listing of all the transactions that have occurred that are associated with that club account. 39

40 You may highlight a specific transaction and click View to view the transaction in greater detail. From this screen, you have the ability to print a duplicate receipt of this transaction. Make sure the current printer port is set to the correct name of the receipt printer that is loaded on your computer. If not, select the correct printer name from the Change To drop down menu and click the Update Port Configuration button. Click the Print Receipt button to print a duplicate receipt of the transaction currently being viewed. Update a Club Account After selecting the Accounts menu option from the Club Account menu, a listing will appear with all of the current club accounts. 40

41 Highlight the club account you would like to edit/update. Click Edit. Change any applicable information and click Update Club Account Information Print Club Account Mailing Labels While viewing your club account list within the Accounts menu, a Print Mailing Labels button will appear in the bottom right of the screen. Click either the text or envelope bubble. Click the Click to Download Labels button at the top of the page. Note: You will need Avery Labels (#8160) in order for these to print in the correct format. Note: The labels will download into Adobe Acrobat Reader. If you do not have Adobe Acrobat Reader, a link has been provided for you to download it for free underneath the Links menu on both the club and course home pages. See Section or for more information. Note: If your Acrobat Reader Version is 5.0 or later, please make sure 'Shrink Oversized Pages to Paper Size' is Unchecked in the print dialog box Recurring Charges By clicking on this tab, a table will appear that displays a listing of all existing recurring charges (past or present). Creating a new Recurring Charge Click the New button. I. Criteria Type in the name of the recurring charge. Note: You are given the option to associate a recurring charge with a membership type or specific club accounts. 41

42 To associate the recurring charge with a membership type, select the radio button next to Membership and select the membership type from the drop down menu. To associate the recurring charge with one or more club accounts, select the radio button next to Club Account and add the available club accounts to the recurring charge table. To associate a club account to a recurring charge, highlight the specific club account you would like to associate from the right column, then click the left arrow button. To disassociate a club account from a recurring charge, highlight the specific club account you would like to disassociate from the left column, then click the right arrow button. You must then select the appropriate radio button next to the applicable frequency of the policy. If you select Weekly, you must then select the day of the week from the drop down menu. If you select Monthly, you must then select the date from the drop down menu. 42

43 If you select Quarterly or Yearly, you must then select the month and day from the drop down menu. Select the Start Date of the recurring charge from the drop down menus. Note: The Start Date you set will be the date the recurring charge posts to the applicable club accounts. Select the End Date of the recurring charge from the drop down menus. Select the Status of the recurring charge (Active or Inactive). II. Charges Enter the quantity of the first item into the Qty box. Enter the item number Click the Enter Item button. Repeat the same process for any additional items you would like to include in the recurring charge. If you would like to remove an item from the list, click R underneath the word Action. To discount an item, click the D underneath the word Action. A separate table will appear. Enter the amount you would like to discount the item in the top yellow box and click Apply Discount. You also have the option to discount a percentage of the item s original price. To do this, enter the percent amount in the lower yellow box and click Apply Discount You also have the option of overriding a specific amount. Click on the (AMT/PCT) and enter the amount you want to override in the yellow box. Then click on the Apply Discount button. 43

44 To add a comment to a specific item, click on the C next to the item underneath the word Action. Enter the comment in the field provided. Click Apply Item Comment. When finished adding all of the items, click the Add New Recurring Charge button Payments/Adjustments This tab is where you go to apply payments to a club account or adjust the balance. I. Payments Highlight the club account you would like to apply a payment to and click Make a Payment. a.) Cash Enter the amount of cash included in the payment into the yellow box labeled Cash. Note: You may also make a correction to a previous payment by entering a negative amount. Select the payment date from the fields provided. Enter a comment into the Comment field if necessary. Click Add Payment to (Acct #) b.) Check Enter the amount of the check into the yellow box labeled Check. Note: You may also make a correction to a previous payment by entering a negative amount. Enter the checking account number, check number, and bank routing number into the fields provided (Optional). Select the payment date from the fields provided. 44

45 Enter a comment into the Comment field if necessary. Click Add Payment to (Acct #) c.) Credit Enter the amount of the payment into the yellow box labeled Credit. Note: You may also make a correction to a previous payment by entering a negative amount. Choose the POS Location from the drop down menu provided. Enter the approval code and reference code into the fields provided (Optional). Select the payment date from the fields provided. Enter a comment into the Comment field if necessary. Click Add Payment to (Acct #) The SPS GMS Credit Card Authorization screen (shown below) will appear. 45

46 When using an integrated credit card reader machine: Make sure that the Card Reader button is selected. Swipe the credit card. All of the necessary information will populate the fields within the credit card window. Click Complete to finalize the authorization process. Click Cancel at any time to cancel the authorization process. To enter the information manually: Click on the Manual Entry button. Select the Card Type from the drop down menu. Type in the credit card number in the Account Number field. Type in the expiration date in the Exp Date field. For example May 2004 would be typed in as Type in the name of the card owner in the Name On Card field. Type in the card owner s address in the Street Address field (optional). Type in the card owner s zip code in the Zip Code field (optional). Click Complete to finalize the authorization process. Click Cancel at any time to cancel the authorization process. To acquire authorization via phone linked credit card machine: Note: You would only need to use this option when one of the following two things occurs (1) Internet connection is disconnected, or (2) ETS is offline. Click on the External Process button. Select the Card Type from the drop down menu provided. 46

47 Enter the authorization number and reference number in the appropriate fields inside the Phone Authorization Information box. This information will be acquired from the receipt printed from the phone linked credit card machine. Click Complete to finalize the authorization process. Click Cancel at any time to cancel the authorization process. In the event that authorization is unattainable through ETS, SPS GMS, and the phone linked credit card machine, verbal authorization is your final option. Click on the External Process button. Select the Card Type from the drop down menu provided. Contact the credit card company via telephone and provide them with the necessary information. Enter the authorization number and reference number in the appropriate fields inside the External Process Information box. This information will be acquired from the representative over the phone. Click Complete to finalize the authorization process. Click Cancel at any time to cancel the authorization process. II. Make Bulk Payments Click the Make Bulk Payments button. Enter the club account number in the field provided. Enter the amount of the payment in the yellow box provided. Enter the check number in the Check # field (Optional.) Select the payment date from the drop down menus provided. Click Queue Payment. This will add the payment into a list directly beneath the button. It will provide the customer s last name in addition to all of the information you just entered in the list. 47

48 Click Add Payments when all necessary payments have been submitted into the list. III. Adjustments Highlight the club account you would like to adjust and click Make a Payment. Click on the Adjustments tab. Type in the adjustment amount in the yellow box provided. Note: To increase an account balance, type in a positive amount. To decrease an account balance, type in a negative amount or type in a positive amount enclosed with parentheses. Add a comment to the adjustment if necessary in the comment field. Click Add Adjustment to (Club Acct. #). IV. Transactions Click on this tab at any time to view the transactions associated to the selected club account. You may double-click a specific transaction to view the transaction in greater detail Preview Invoices As an administrator, you have the ability to preview your invoice batch job before you close your business day. This allows the user to view their invoices and gives them the ability to make any applicable changes to an account before finalizing the job. Creating a Preview Invoice Click New 48

49 Type in the name of the Invoice in the field called Batch Name. There are three different options to select from regarding to whom the invoice applies. I. All By selecting this option, you will apply this invoice to all of your memberships and club accounts. II. Membership By selecting this option, you will associate specific membership types to be applied to this invoice. Click the radio button next to Membership To associate a membership type to an invoice, highlight the specific membership type you would like to associate from the right column, and then click the left arrow button. To disassociate a membership type from an invoice, highlight the specific membership type you would like to disassociate from the left column, then click the right arrow button. 49

50 III. Club Account By selecting this option, you will be selecting specific club accounts to be associated with this invoice. Click the radio button next to Club Account To associate a club account to an invoice, highlight the specific club account you would like to associate, and then click the left arrow button. To disassociate a club account from an invoice, highlight the specific club account you would like to disassociate, and then click the right arrow button. Note: You may sort the Available Club Accounts list on the right side of the screen by the account status. The list will default to show All club accounts. You may select the radio button next to Active or Inactive to have the list display only accounts with that status. When finished selecting to whom the invoice applies, select a Through Date from the drop down menu. This date will include all charges on this specific invoice up to and including the through date selected. Note: Business Day Close is NOT a requirement for the Through Date when simply previewing your invoices. If you would like to finalize your batch job, then the Through Date must be a business date that has been closed. Note: If you want to include dining minimums on your invoices for the current month, you must set your invoice period end date at least one day after your dining minimum end date. Select a Due Date from the drop down menu. This will be the date the invoice is due. Note: This due date will be used in the calculation of past balances due. For example, your 30, 60, and 90 day past balances will be based on this date. 50

51 Type in a comment in the Customizable Comment field if necessary. This comment will be displayed on each invoice included within that batch. Note: This field will be pre-populated with a default comment if you choose to set one up on the invoice page. You can change this comment if you want it to more specific for this invoice batch. Click Create Invoice. After clicking Create Invoice, the status of the invoice will move to Waiting to be Processed. After a couple minutes the status will change to Trial Run Cannot Finalize. This page will automatically refresh every 5 minutes. To delete this invoice batch, highlight the invoice and click the Delete button. Note: You may only delete invoice batches with a Pending or Trial Run Cannot Finalize status. You cannot delete an invoice batch after the invoices have been finalized. Highlight the invoice batch in the list and click Preview. This will allow you to preview how the invoices will appear once they are finalized. 51

52 After clicking the Preview button you must select some invoice options or criteria to run the preview job. Select the Invoice Type (Summary or Detailed). The summary invoices will only display the transactions associated to each club account. The detailed invoices will display the transactions associated to each club account including all items within each transaction. Select whether or not you would like invoices with zero balances to be displayed. Leave this unchecked to show all accounts. You also have the ability to enter a club account number to run an invoice for a single account. Enter the club account number in the field provided. If this field is left blank, all accounts will be displayed. The last option is a sorting feature. Select the radio button next to Club Account Number or Last Name depending on how you want the invoices to be sorted. Click the Create Invoices button. This will load another page that allows you to download a preview version of your invoices. Click the Click to Download Preview link. The previewed version of your invoices will open in a PDF format Invoicing By clicking on this tab, a table will appear that displays a listing of all existing invoices (past or present). Creating a New Invoice Click New 52

53 Type in the name of the Invoice in the field called Batch Name. There are three different options to select from regarding to whom the invoice applies. I. All By selecting this option, you will apply this invoice to all of your memberships and club accounts. II. Membership By selecting this option, you will associate specific membership types to be applied to this invoice. Click the radio button next to Membership To associate a membership type to an invoice, highlight the specific membership type you would like to associate from the right column, and then click the left arrow button. 53

54 To disassociate a membership type from an invoice, highlight the specific membership type you would like to disassociate from the left column, then click the right arrow button. III. Club Account By selecting this option, you will be selecting specific club accounts to be associated with this invoice. Click the radio button next to Club Account To associate a club account to an invoice, highlight the specific club account you would like to associate, and then click the left arrow button. To disassociate a club account from an invoice, highlight the specific club account you would like to disassociate, and then click the right arrow button. Note: You may sort the Available Club Accounts list on the right side of the screen by the account status. The list will default to show All club accounts. You may select the radio button next to Active or Inactive to have the list display only accounts with that status. When finished selecting to whom the invoice applies, select a Through Date from the drop down menu. This date will include all charges on this specific invoice up to and including the through date selected. Note: All business days must be closed up to and including the Through Date for the invoices to run properly. If you have dining minimum policies included in your invoices and you close your business days late, then you will not be able to run your invoices until the following day. 54

55 Note: If you want to include dining minimums on your invoices for the current month, you must set your invoice period end date at least one day after your dining minimum end date. Select a Due Date from the drop down menu. This will be the date the invoice is due. Note: This due date will be used in the calculation of past balances due. For example, your 30, 60, and 90 day past balances will be based on this date. Type in a comment in the Customizable Comment field if necessary. This comment will be displayed on each invoice included within that batch. Note: This field will be pre-populated with a default comment if you choose to set one up on the invoice page. You can change this comment if you want it to more specific for this invoice batch. Click Create Invoice. After clicking Create Invoice, the status of the invoice will move to Waiting to be Processed. After a couple minutes the status will change to Processing. This page will automatically refresh every 5 minutes. When it has finished processing (time dependent on the amount of club account data that exists), the status will change to Pending. To delete this invoice batch, highlight the invoice and click the Delete button. 55

56 Note: You may only delete invoice batches with a Pending status. You cannot delete an invoice batch after the invoices have been finalized. Highlight the invoice batch in the list and click Preview. This will allow you to preview how the invoices will appear once they are finalized. After clicking the Preview button you must select some invoice options or criteria to run the preview job. Select the Invoice Type (Summary or Detailed). The summary invoices will only display the transactions associated to each club account. The detailed invoices will display the transactions associated to each club account including all items within each transaction. Select whether or not you would like invoices with zero balances to be displayed. Leave this unchecked to show all accounts. You also have the ability to enter a club account number to run an invoice for a single account. Enter the club account number in the field provided. If this field is left blank, all accounts will be displayed. The last option is a sorting feature. Select the radio button next to Club Account Number or Last Name depending on how you want the invoices to be sorted. Click the Create Invoices button. This will load another page that allows you to download a preview version of your invoices. 56

57 Click the Click to Download Preview link. The previewed version of your invoices will open in a PDF format. After you have viewed all of the invoices in detail and verified the data is correct, click Finalize Invoices at the bottom of the page. You must type YES (all caps, no quotes) in the window that appears. Finalizing the invoices is irreversible. Click OK. The status will be changed to Finalized. Highlight the finalized invoice batch job and click Invoice listed under the Reports title. The system will display your actual invoices for this batch job. This is time dependent upon the amount of club account data. An additional window will open for you to select your invoice options once again. Select the Invoice Type (Summary or Detailed). The summary invoices will only display the transactions associated to each club account. The detailed invoices will display the transactions associated to each club account including all items within each transaction. Select whether or not you would like invoices with zero balances to be displayed. Leave this unchecked to show all accounts. You also have the ability to enter a club account number to run an invoice for a single account. Enter the club account number in the field provided. If this field is left blank, all accounts will be displayed. 57

58 The last option is a sorting feature. Select the radio button next to Club Account Number or Last Name depending on how you want the invoices to be sorted. Click Create Invoices. Left-click the Download Report link to open the file from its current location. Note: The file is saved in a PDF format and can be viewed in Adobe Acrobat Reader. If you do not have Adobe Acrobat reader on your computer, it may be obtained via the Links menu option located on the SPS GMS administration home page listed under the Utilities menu. See Section or for help with locating this link. 58

59 1.4.8 Service Charges (Late Fees) This button will be used to apply service charges (late fees) based on the balances of previous invoice batches. Highlight the batch job that you would like to calculate the late fees from. This must be a Finalized batch job. Click the Late Payment button. Another window will appear for you to enter the applicable details of your service charges. Note: You may not apply a late fee job against an invoice batch that has already had a late fee job finalized against it. Select the Invoice Due Date from the drop down menu provided. The invoice due date will default to the selected due date of the invoice batch job that you previously highlighted. The account balance becomes delinquent after this business date has been closed. Note: The Invoice Due Date must be a closed business date. Note: To give your members a grace period, select another business date. For example, if the invoice due date defaults to June 24 th you may reselect the due date as June 27 th to give your members a 3-day grace period. The late fees will now be calculated from the outstanding balances after this new due date. All business days must be closed up to and including the grace period for the job to run. Select the Post Date from the drop down menu provided. This will be the date that the late fee charges will post to the applicable club accounts. Note: The Post Date must be an open business date. Select an item from the Select Item drop down menu. This will be the item that will be charged through the point-of-sale after the late fees have been calculated. This menu will be a listing of all existing Services within your club inventory. Note: See Section for help with creating inventory items. Enter a value in the Late Payment Fee field. This flat fee will be added to the late fee that was calculated by your percentage or minimum fee. This may be set at zero if you would like to only charge the percentage or minimum fee. Enter a value in the Min. Delinquent Balance field. 59

60 Note: Any balance on the due date that is less than or equal to the minimum delinquent balance value will not be charged a late fee. Any balance that is greater than the minimum delinquent balance value will be charged a late fee. This value may be set at zero. Enter a percent value into the Percentage field. This is the percentage of the delinquent balance that you want to be charged. This may be set at zero. Enter a value into the Min. Amount field. This fee amount will be charged if the percentage of the late balance is less than this amount. Therefore, the system will apply a late fee based on the percentage unless the percentage is less than the minimum amount in which case it will apply the minimum amount. Click the Process button. The system will calculate the charges from the invoice batch job selected and display them on a preview screen. If the charges are correct, click the Finalize button. This will apply the charges to the club accounts. A message will pop up that says: Transaction Completed Successfully. If the charges are incorrect, click the Cancel button to return to the previous screen Invoice Late Fee Report From the Service Charge preview screen, click the Print button. 60

61 This will open the Invoice Late Fee Report in another window. Note: The report will be opened and viewed in Adobe Acrobat Reader. If you do not have Adobe Acrobat reader on your computer, it may be obtained via the Links menu option located on the SPS GMS administration home page listed under the Utilities menu. See Section or for help with locating this link. An example is pictured below Invoice Preview Report The Invoice Preview Report can only be run after the invoice batch has been finalized. This report is a summary of the details of all of your club accounts balances. It includes aging balances, payments, adjustments, current charges, and total amount due for the invoice period. Click on the Invoicing tab under the club account menu. This will display all of the invoice batch jobs that have been run for your club. Highlight the batch job that you would like to run the report for. Click the Invoice Aging button. 61

62 An additional window will open for you to select your invoice preview report options. You may choose if you want to run the invoice preview report to show all aged records, 31+ only, 61+, or 91+ only. Select the radio button next to the appropriate criteria. Click Create Aging Report. After the system has processed your request, it will display a link to download and view the invoice preview report. You may left-click the Download Report link to open the file. Note: The file is saved in a PDF format and can be viewed in Adobe Acrobat Reader. If you do not have Adobe Acrobat reader on your computer, it may be obtained via the Links menu option located on the SPS GMS administration home page listed under the Utilities menu. See Section or for help with locating this link. An example is pictured below Invoice Comment This button is used to customize a comment to be displayed on the bottom of each individual invoice. Adding/Updating the default invoice comment Click on the Default button under Invoice Comment. Another window will pop-up for you to type in your customized comment. Type in the new comment or edit the previous comment into the Comment field. 62

63 Click the Save button when finished. Note: When creating a new invoice batch, the Customized Comment field will be pre-populated with the information entered here. You have the option of changing this message for each individual batch if necessary. 1.5 Loyalty Program Set Up I. Program Items This tab is used for an administrator to define which items members are allowed to redeem their loyalty points for at the point-of-sale to apply discounts. For example, specific greens fees or pro shop items. Members will not be able to apply a loyalty discount to any items that are not added to this list. First enter the item number of the item you would like to add in the Item Number field. Once you Tab or click out of that field, the item name will automatically show up. Then enter in the number of redemption points that you would like to apply to that particular item. 63

64 1.5.2 Campaigns Version 18.3 Click the Add Item button to add this item to the list. Repeat this process for all items that loyalty redemption can be applied to. To delete an item from the list, simply highlight the one you want to delete and click the Delete Item button. All loyalty redemption and accumulation transactions are processed immediately after the sale is complete. This tab is used to define the scale of member s loyalty point accumulation based on a particular item number. You have the ability to setup loyalty campaigns based on a date range as well as reservation type. Note: When doing a group reservation on the tee sheet (See Section 4.5), the member will only receive loyalty points for one reservation. Although, if you manually enter their member number in each golfer field and manually create every reservation (not using group reservation), the member will receive loyalty points for every reservation booked. Adding a Loyalty Campaign Enter the name of the loyalty program in the Name field. Select the date range that applies to this loyalty campaign. Campaigns can overlap dates. Enter the item number in the Item Number field. Once you Tab or click out of that field, the item name will automatically show up. Select the origin (All, Internet, Admin, or Phone) from the drop down menu provided. Note: By selecting Internet, for example, a member will only accumulate loyalty points when they are checked-in (using a pricing schedule in which campaign items are associated) from the tee sheet while being tied to a reservation that was booked over the Internet. By selecting All, a member will accumulate loyalty points when they checked-in (using a pricing schedule in which campaign items are associated) from the tee sheet while being tied to any type of reservation. Enter the number of loyalty points that a member will accumulate when this item is purchased via a check-in from the tee sheet. Click the Add button. Repeat this process for all items you would like to add to this campaign. 64

65 Version 18.3 Click the Add Loyalty Campaign when finished. Updating a Loyalty Campaign Select the loyalty campaign that you would like to update from the drop down menu provided. i. Edit a Current Item for existing campaign Click on the Modify button to the right of the item you need to update. This will highlight that item in yellow and populate the information for that item in the middle update section. This now gives you the ability to change the origin or point value for that item if necessary. Click the Modify button (in-between the Add and Delete buttons) to save any changes for that specific item within this campaign. Remember this change will apply for all days within that date range for that schedule. When you are finished making changes, click on Update Loyalty Campaign to save changes. ii. Add additional item for existing campaign To add an additional item to an existing campaign, simply enter the item number of the additional item in the Item Number field. Once you Tab or click out of that field, the item name will automatically show up. Select the origin (All, Internet, Admin, or Phone) from the drop down menu provided. Note: By selecting Internet, for example, a member will only accumulate loyalty points when they are checked-in (using a pricing schedule in which campaign items are associated) from the tee sheet while being tied to a reservation that was booked over the Internet. By selecting All, a member will accumulate loyalty points when 65

66 they checked-in (using a pricing schedule in which campaign items are associated) from the tee sheet while being tied to any type of reservation. Enter the number of loyalty points that a member will accumulate when this item is purchased via a check-in from the tee sheet. Click the Add button. Repeat this process for all items you would like to add to this campaign. The new item will now be displayed in the list as shown below. When you are finished making changes, click on Update Loyalty Campaign to save changes. iii. Delete item from an existing campaign To delete an item within a loyalty campaign, click the Modify button next to the item you would like to delete. This will highlight that day in yellow and populate the information for that day in the middle update section. Click the Delete button next to the Clear button. When you are finished making changes, click on Update Loyalty Campaign to save changes. Deleting a Loyalty Campaign Select the loyalty campaign that you would like to delete from the drop down box. Click on Delete Loyalty Campaign button. The system will ask, Do you wish to cancel this campaign? Click OK to finalize the delete Point Adjustment This page allows an administrator to adjust a member s loyalty point balance based on expiration date. Select the course from the drop down menu provided to display the loyalty point balances for the members of that course. Note: A member may appear in this list more than once. Every time loyalty points are processed they are given a specific expiration date. While these processed points are added into the member s ongoing total loyalty point balance, that specific amount each time they are processed are treated as a separate total. For example, if any given member accumulates 50 points on Monday (expiration of 3/5/04) and 50 points on Tuesday (expiration of 3/6/04) they will appear in the list twice. While they have a total point balance of 100, when you are doing an adjustment you will have to adjust each 50-point balance individually since they were processed separately. This allows for more user flexibility. You have the ability to adjust one set or batch of points for a specific expiration instead of adjusting one combined balance. Even if the expiration date is the same, the two point balances will still be displayed twice. Once you click on this menu, a listing will appear of any members that have had points processed for their membership. See description above for explanation of members showing up twice. 66

67 To adjust a specific member s point balance, highlight their name. Their information will automatically display in the above fields. Edit the value in the Accumulated Points field. This value may be increased or decreased. Change the expiration date in the drop down menu provided if necessary. Click the Update button to save any changes. 1.6 Utilities Purge Purchase Orders Delete purchase order records permanently. Select the date of the original purchase order. Click Preview of all Purchase Orders to be Purged. This will give you a list of all the purchase orders up to that date that have been closed but not yet purged. 67

68 Click Purge PO s to purge purchase orders on the selected date. Note: When Purchase Orders are purged, they will be permanently deleted from all reports. There will be no way to view these purchase orders again Purge Items Note: An item must meet 6 criterions in order to purge it. The item (1) must be inactive, (2) cannot be a part of an active kit, (3) cannot be coupled with any active purchase orders, (4) must have a quantity-on-hand equal to zero, (5) cannot be associated to any pricing schedules, and (6) must have been unused over the last 3 years. After you select the Purge Items tab, any items that meet the 4 criterions mentioned above will appear in a list. To purge a single item, highlight the item and then click Purge Selected Item button. To purge all the items in the list, click Purge All Items in the List button Release Locks When two users at different workstations select the same reservation, the user who selected the reservation last becomes locked. This prevents two users from processing the same transaction twice. The second user will receive the message shown below. By clicking the Release All Locks button, you release all current locks on users SPS GMS Update Run Gopher Initial Installation You will click on this link to set up every computer. This will only be used for the initial installation. Note: Follow the instructions within the installation wizard to fully load any of the three updates. 68

69 Run Gopher Update By clicking on this tab, it will allow your workstation to be compatible with the current version of SPS GMS. Run Gopher Offline Update By clicking on this tab, it will allow your workstation to be compatible with the current version of the offline applications. Run Microsoft XML 3 Update By clicking on this tab, you will be updating some files on your workstation that will be compatible with the current version of SPS GMS. Printer Driver Installation Click on this link to select the type of printer driver you would like to install on your workstation. The following page will be displayed. 69

70 Click on the specific printer driver you would like to install and follow the setup program that follows POS Setup I. Payments This tab gives you the ability to customize some of the Point-Of-Sale functions specifically for your courses. This tab allows you to name two payment keys. Currently there are two keys called Payment 1 and Payment 2. You have the ability to fill in the value box and the POS Button Example box. Click Update POS Information. Your new buttons will automatically update on your POS page. Note: See Section for help with setting up the general ledger numbers for these new payment types. Note: These two buttons should only be used for real payment types such as cashier s checks. Click Update POS Information. II. Receipt This tab allows you to setup your VAT tax (for courses located in the United Kingdom), select your course s currency, as well as add any comments to your sales receipts. Click the Use VAT tax checkbox if this applies to your course. Otherwise please disregard. If VAT tax does apply to your course, you will also need to provide a VAT tax number in the field provided. Select your currency type (Dollar, Euro, or Pound) from the drop down menu provided. 70

71 Version 18.3 You also have the option to type in a receipt comment (located at the bottom of every sales receipt). Click the Update Receipt Info button when finished making all of your updates. III. Gratuity This tab is where you set up the gratuity feature details used on the point-of-sale page. Enter the item number in the field provided. Note: The item number used for gratuity cannot be the same as an item number that already exists for your club. The system will automatically create an inventory item for gratuity based on this item number. Enter the gratuity percentage in the Gratuity (%) field. Note: This gratuity percentage amount will serve as the default percentage on the point-of-sale page. You may change this on an individual sale basis. Enter the general ledger number into the GL Account No. field. Click Create Gratuity. IV. Location This is where you set up the names of the locations of your workstations. You may also assign which credit card processor account number (if you have more than one) is associated to that specific location. Adding a New Location Type in the name of the location in the POS Location field. Select the applicable POS version, Touch Screen or Classic and then select the correct Credit Card Processor number, for this specific location, from the drop down menu provided. The credit card processor is only applicable if you are enrolled in the credit card processor program with ETS Corporation. 71

72 Click the Create POS Location button. Updating Location Select the Location that you would like to update, from the Choose POS Location drop down menu. Update the name or credit card processor number. Click the Update POS Location button. Deleting Location Select the Location that you would like to update, from the Choose POS Location drop down menu. Click the Delete POS Location button. Gift Card Setup If your course is enrolled in the gift card program with ETS Corporation, you must complete a short initial setup on this page. Select the Participant ID from the drop down menu provided. Enter the Department ID in the field provided. This is the department ID that is related to the department Ids setup within ETS. The URL to enter into the Alternate URL field will be given to you by ETS. V. Security This tab is used to set-up your cashier/administrator ID s as well as assign each of them security privileges for the point-of-sale. Select the administrator/cashier SPS GMS user name from the drop down menu. Note: Employees will only be displayed in the drop down menu once they have become a SPS GMS member and been given access by a SPS GMS staff member. 72

73 Enter the Cashier ID that will be used on the point-of-sale. Enter the Cashier Name in the field provided. This name will appear on the point-of-sale page as well as the sales receipts. Check the boxes next to the all of the point-of-sale functions that this particular administrator/cashier has access to. If a box is unchecked, this user will not have privileges to that particular function. Note: If the user has privileges to access discounts, you must also enter a percentage value. For example, if you want a cashier to be able to discount an item, but only be able to discount items up to a certain percentage, you must enter that percentage in the field provided after checking the box next to Discount Item to give them access. Note: If the user has privileges to access override, you must also enter a percentage value. For example, if you want a cashier to be able to override the price of an item, but only be able to override items up to a certain percentage, you must enter that percentage in the field provided after checking the box next to Override to give them access. You will always be able to override a price to a greater amount that the original up to any percentage desired. The percent value only relates to overriding a price decrease. Click Update Security. The new cashier profile will appear in the Current Cashier List on the right side of the screen. Click R to remove any cashier from the Current Cashier List. Note: See Section for help activating the employee tracking feature. See Section 5.3 for point-of-sale instructions using employee tracking. VI. Options 73

74 This tab allows you to activate or deactivate 3 areas of the system: (1) employee tracking, (2) the cash register preview function, and (3) the rain check payment type. (1) Select Yes from the drop down menu in the Employee Number Tracking section to activate employee tracking. Select No from that same drop down menu to deactivate employee tracking. Note: See Section 5.3 for help in doing a sale with employee tracking activated. See Section for help in setting up your cashier Ids. (2) Select Yes or No from the drop down box in the Cash Register Preview section. By selecting Yes, the system will allow cashiers to view their balances on the cash drawer before closing it. By selecting No, the user will only have the ability to close the drawer after entering the drawer amounts. Note: Refer to Section 5.19 for instruction on closing a register. (3) Select Yes or No from the drop down menu in the Rain Check section to activate or deactivate rain check functionality for your course. By selecting Yes, cashiers will be allowed to issue and redeem rain checks from the point-of-sale. Note: Refer to Section for information on how administrators can track rain checks. Refer to Section 4.11 for instructions on how to issue a rain check. Refer to Section for instructions on how to redeem a rain check Quick Items -This tab allows you to create or edit your quick item buttons for the point of sale 74

75 -Assigning Quick Items Using the button layout on the left side of the screen choose which button you would like to assign by clicking on it. Title the button using the three text areas to the right of the button layout. Each line represents a line of text on the button. For best results use one word per line. Assign an item number to the button using the Item Number box and/or the list of available items under the box. Note: You may narrow the available items by selecting the item type (Product, Service, Kit, Gift Certificate), located above the list box. You may also locate an item using the Search Items feature located on the lower right side of the list box. Click Apply Changes to attribute new information to the selected button. Repeat this process for all buttons you would like to assign. When finished click Update Quick Items 75

76 1.6.7 Business Day Close Version 18.3 To edit buttons currently assigned click on the button you would like to change. Change the information you would like and click Update Quick Items to save changes. This tab reconciles and settles revenue for a specific business day. Select the date of the business day you would like to reconcile from the calendar. Click Retrieve Session A listing will appear with all of the sessions (cash drawers) that occurred during that business day. Note: All sessions must be closed from the selected business day as well as previous business days to run the End of Day process. After the business day has been closed, you will not be able to change any business day information. Note: Only 7 days can be processed per night. If you run the business day close for more than 7 days, you will have to wait until the next night for those excess days to be reconciled. Highlight the session if you would like to make any edits. Click View If you would like to make edits to previously closed cash drawers, continue with the next three steps (If not, skip to last two steps): This will show you the cashier reconciliation amounts for that specific session. You have the ability to make any necessary changes. 76

77 Note: Click on the word Worksheet in the top left corner to get a table with a more detailed breakdown of the drawer amounts. Click Preview The preview field will give you the amounts reported in the system and will calculate the difference between the entered amounts and actual amounts. If the amounts are incorrect, you can go back and change them and click Preview a second time. Once the amounts are correct, click Close Register to reconcile revenue for that session on that specific business day. The system will display a message saying, You are about to close this register. Press OK to continue. Press the OK button. You session has now been successfully reconciled. Click the Reconciliation page link to return to the Business Day Close screen. Click the Retrieve Session button for the selected date. To end the business day, click Close Business Day. Note: The dates shown directly above the button are all the dates that will be included in the end of day process. Note: Once the business day is closed, you can no longer change any business day information. This includes reconciling cash drawers. Note: A batch job is run every night at midnight and it is capable of processing up to 7 business days. Therefore if you try to close 14 business days, it would take 2 days for the system to finalize the close for all 14 days. For this reason, it is recommended that business days be closed daily. If the register date is incorrect you may change the business date of the drawer by highlighting the drawer in question and clicking on the Change Date button. You will now have a window that lists the existing date of the drawer and a spot for the new date. Once the desired date is entered click Submit to initiate the change. Note: Registers may only be changed where the business day is still open. Click OK to finalize the End of Day process. 77

78 1.7 Reports Version User s Guide By clicking on this tab, you will be able to launch this User s Guide. You may view the User s Guide in Microsoft Word or Adobe Acrobat Reader. It is recommended to download it in Microsoft Word for best quality. If you do not have Microsoft Word or Adobe Acrobat Reader on your computer, a link is provided to download Adobe Acrobat Reader Links There are two links for free downloads of Internet Explorer and Adobe Acrobat Reader. Internet Explorer 6.0 or higher is necessary to take full advantage of the Next Generation Technology SPS GMS employs. The Acrobat Reader can be used to view the online version of the SPS GMS User Guide and to print mailing labels. Note: See Section 6 for specific examples of all SPS GMS reports Course Reports Course Reports Select the report group from the first drop down box. Each report is listed under one of four groups (Inventory, Membership, Reservations, and Sales.) Select the specific report you wish to view from the second drop down box. Choose Criteria It is mandatory to select criteria that are marked with an asterisk. Select or enter the criteria values from the options given. 78

79 Click Add Criteria button. Click Run Report button. The system opens up another browser window that displays the selected report. To print the report you will have to click the link at the top left of the report that says Printable Version. This will load the report in a PDF format. Some reports have the ability to be imported into Microsoft Excel as well. If this feature is available for your selected report, there will be a link at the top left (next to the Printable Version link) that says Excel Version. Click this link for the report to automatically load into Excel View Transactions Enter transaction number into the space provided (this number can be found on the sales receipt or in the Transaction Log report) and click enter trans # button, and it will displays the details of that specific transaction. 79

80 Click the Print Duplicate Receipt button to print an additional receipt of this transaction. 1.8 Log Out By clicking this, the user will log out of the system. You will then be prompted to enter a new user name and password to log back in. 2. Course Administrators/ Managers 2.1 Course Schedules Tee Time Schedule The tee time schedule interface is separated into three sub-sections: (1) Base Date Range Schedule, (2) Override Single Day Schedule, and (3) View Daily Schedule. I.) Base Date Range Schedule The base date range schedule page is intended to create tee time schedules for longer periods of time (such as seasonal, monthly, or yearly). Creating a base date range tee time schedule Enter the name of the schedule. Enter the date range that this schedule will cover. 80

81 Enter the time range of each day within the date range covered. Note: Dates of separate tee schedules may not overlap. Enter the increment (amount of time in-between each tee time) in minutes. Enter the alternate increment (amount of time in-between every other tee time) in minutes. If you do not want an alternate increment, enter a value of zero in this field. Click Add tee time schedule button. Note: If you create a tee time schedule with dates that conflict with another schedule already in the system, you will get the error shown below, and you will not be able to create the schedule. After clicking the Add Tee Time Schedule button, the system will now allow you to edit this base date range schedule by the days of the week. The schedule has been added so if no changes are necessary you are done adding the base date range tee time schedule. Updating a base date range tee time schedule Select the tee time schedule that you would like to update from the drop down box or you may already be in the update mode directly after adding the schedule. i. Edit base date range schedule by day of the week Click on the Modify button to the right of the day you need to update. This will highlight that day in yellow and populate the information for that day in the middle update section. 81

82 This now gives you the ability to change any of the information (crossover, shotgun, time range, increments) by day of the week if necessary. Click the Modify button (in-between the Add and Delete buttons) to save the changes for that day of the week. Remember that if you change Tuesday, you will be changing this information for every Tuesday within that date range for that schedule. To change a specific Tuesday, see Override Single Day Schedule in Section When you are finished making changes, click on Update Tee Time Schedule to save changes. ii. Add additional schedule for same day of the week You may add more than one schedule for the same day of the week within the same base date range schedule as long as the times don t overlap. To add an additional schedule for any given day of the week, choose the day of the week from the Day drop down menu. Select the checkbox next to crossover or shotgun to apply it to this schedule if necessary. See Section for help with setting up shotgun schedules. Enter the time range in the Start Time and End Time fields. The times may not overlap with the time range already in place for that day of the week on this base date range schedule. Enter the Increment and Alternate Increment in the fields provided. Click the Add button. This will now display two schedules for that day of the week within the base date range schedule as shown below. 82

83 When you are finished making changes, click on Update Tee Time Schedule to save changes. iii. Delete day of the week schedule within base date range schedule To delete a day of the week within the base date range schedule, click the Modify button next to the day you would like to delete. This will highlight that day in yellow and populate the information for that day in the middle update section. Click the Delete button next to the Clear button. When you are finished making changes, click on Update Tee Time Schedule to save changes. Deleting a base date range tee time schedule Select the base date range tee time schedule that you would like to delete from the drop down box. Click on Delete Base Schedule button. Note: You are not allowed to delete a tee time schedule with reservations already associated with it. If you attempt to delete a tee time schedule with reservations already associated with it, you will receive an error message (shown below) that explains a failure occurred trying to delete the tee time schedule. You must first either reschedule or cancel all reservations associated with that tee time schedule before you have the ability to delete it. Note: After clicking Continue, the system will then bring up a page (shown below) that shows all the current reservations associated with that schedule. At the bottom of the page, click Continue Operation to delete the tee time schedule. Note: If you decide to delete the schedule by clicking Continue Operation, the current reservations (shown in the previous picture) will continue to exist with the 83

84 times originally assigned to them. You are only able to delete open slots on your tee sheet on the days included within that specific tee time schedule. Or click Cancel Operation if you now decide that you don t want to delete the tee time schedule. II.) Override Single Day Schedule An Override Single Day Schedule is intended to supersede any base date range schedule previously created for any given date. Adding an Override Single Day Schedule Type in the name of the Override schedule in the field provided. Select the date that this schedule will apply to from the Date drop down menu provided. Note: There are two ways to add an override single day schedule: (i) by retrieving the base schedule data for that day and adding to it, or (ii) by creating a completely new schedule for that day. Retrieving a base schedule is beneficial if you are trying to override a day and you only want to change a small part of the schedule already in place for that day. By retrieving the data for that day, you don t have to re-enter everything again in the override schedule just to change one small part. i. Adding an Override Single Day Schedule via Retrieve Base Schedule The name and date field are the only two required fields to retrieve a base schedule. Click the Retrieve Selected Base Schedule button. After clicking this button, the new schedule will have been added (although it would have been added with the exact same details as the base schedule.) The system will take you to the update mode for you to make changes. ii. Adding a New Override Single Day Schedule After you have typed in the name and selected the date, do NOT click the Retrieve Selected Base Schedule button. Continue entering the other information. Enter the time range for the date selected in the fields provided. Enter the increment (amount of time in-between each tee time) in minutes. Enter the alternate increment (amount of time in-between every other tee time) in minutes. If you do not want an alternate increment, enter a value of zero in this field. 84

85 Click Add Single Day Override Schedule button. At this point, the schedule will be added, but the system will take you to the update mode for you to make changes. Updating an Override Single Day Schedule Select the override schedule that you would like to update from the drop down menu. You may already be in the update mode if you just added an override schedule. You may add another schedule for this date as long as the times don t overlap or you may edit the times that already exist. The day of the week that corresponds with the date selected will already be selected in the Day drop down menu. To add an additional schedule for any given day of the week, select the checkbox next to crossover or shotgun to apply it to this schedule if necessary. See Section for help with setting up shotgun schedules. Enter the time range in the Start Time and End Time fields. The times may not overlap with the time range already in place for that day of the week on the corresponding base schedule. Enter the Increment and Alternate Increment in the fields provided. Click the Add button. This will now display two schedules for that day of the week within the base date range schedule as shown below. To simply edit the override schedule, click the Modify button to the right of the day details. This will highlight that day in yellow and populate the information for that day in the middle update section. This now gives you the ability to change any of the information (crossover, shotgun, time range, or increments.) 85

86 Click the Modify button (in-between the Add and Delete buttons) to save the changes. When you are finished making changes, click on Update Tee Time Schedule to save changes. Deleting an Override Single Day Schedule Select the override schedule that you would like to delete from the drop down menu. Click the Delete Single Day Override Schedule button. The system will ask, Do you wish to delete this schedule? Click OK to continue with the deletion. III.) View Daily Schedule This page is used as a quick reference for the user to be able to view applicable tee time schedules based on a selected date. This page, by default, will display the tee time schedule that is being used for today s date. Click on the date that you would like to view on the calendar provided. To the right of the page the system will display the selected date, the name of the schedule that applies to that date, and schedule details for that date. 86

87 2.1.2 Crossover The system will also note if this schedule is an Override Schedule. It will be shown in red underneath the schedule name. This page can also be used to re-route the user back to the Base Date Range Schedule page or the Override Single Day Schedule page by clicking the Edit Selected Schedule button. If the selected schedule is a base date range schedule, it will take you back to that page with that schedule already selected. If the selected schedule is an override single day schedule, it will take you back to that page with that schedule already selected. Creating a Crossover Schedule Select the name of the schedule from the drop down menu that you would like to make a crossover. The details of that schedule will appear below. Click the Modify button next to the day of the week you would like to make a crossover schedule. Click the box under the Crossover column for that specific day. Click Update Tee Time Schedule Shotgun Creating a Shotgun Schedule Select the name of the schedule from the drop down menu that you would like to make a shotgun. The details of that schedule will appear below. Click the Modify button next to the day of the week you would like to make a shotgun schedule. Check the box under the Shotgun column for that specific day. 87

88 The box shown above will appear. This is where you enter the detailed information of the shotgun. Select the Start Time of the Shotgun from the drop down menu. Select the increment (in minutes) between shotgun tee times from the provided drop down menu. Select the number of golfers from the drop down menu. Click the box next to the words Crossover if you want the schedule to be a shotgun crossover. Click the Enter Shotgun Information button. Note: Based on the information you selected, the system will automatically calculate the time needed for the shotgun. It will auto populate the end time of that schedule for that day of the week. If you would like additional tee times either before or after the shotgun for that same day, you must create additional tee time schedules for those times Pricing Schedule Creating a Pricing Schedule Enter the name of the pricing schedule. Enter the priority of the pricing schedule. Note: PRIORITY - The system allows you to create up to and including 999 priorities. After the system has recognized an individual s membership type through their SPS GMS number, it then checks the priority numbers on the pricing schedules that are associated with that membership type. Based on the criterion (date and time) of your tee time, the system will match your tee time to the applicable pricing schedule within your membership type and apply those prices to your tee time. It will check the pricing schedule with the highest priority first. If that is not a match it will continue to the next highest priority. If none of the pricing schedules match, then a default pricing schedule will be applied to the tee time. Default pricing schedule always has a priority of zero. For Example, assume that a Gold membership at a golf course had these five pricing schedules associated with it: o Twilight Priority 100 Jan 1 Dec p.m. 6 p.m. o Early Bird Priority 80 Jan 1 Dec a.m. 9 a.m. o Summer/Spring Priority 60 Jun 1 Aug a.m. 6 p.m. o Fall/Winter Priority 40 Oct 1 Feb a.m. 4 p.m. o Default Priority 0 Jan 1 Dec a.m. 6 p.m PRIORITY: If a Gold member made a tee time for 10:00 a.m. on October 14, the Fall/Winter pricing schedule would apply to his tee time. The system would first check Twilight (time does not match), second check Early Bird (time does not match), third check 88

89 Summer/Spring (date does not match), and fourth check Fall/Winter (both date and time match). PRIORITY: If a Gold member made a tee time for 8:00 a.m. on April 5, the Early Bird pricing schedule would be applied. The system would first check Twilight and find that the time does not match and then it would check Early Bird where both the date and time match. Enter the date range for the price schedule. Enter the time range for the price schedule. Enter the prices for the number of holes and carts as they apply. Note: Cart prices will not be carried over to the tee sheet. You must also associate an item number with each pricing schedule for both 9 and 18 holes. You can select these from the drop down boxes. Note: You may associate services or kits with pricing schedules. Note: Item number and pricing may be changed by the day of the week if necessary. Then click Add pricing schedule. Updating a pricing schedule Select which pricing schedule that you would like to update from the drop down box. Click any or all of the Change buttons on the right depending on what changes you ve decided to make. This gives you the ability to change the prices for carts and greens fees for both 9 and 18 holes as well as the items that are associated with those prices. 89

90 When you are finished making changes, click on Update Pricing Schedule to save changes. Note: If you update the pricing schedule, the new prices will only apply to reservations made from that point forward. Any current reservations will keep the price that they were originally booked at. Deleting a pricing schedule Select which pricing schedule that you would like to delete from the drop down box. Click on Delete Pricing Schedule button. Note: You are not allowed to delete a pricing schedule with reservations or membership types already associated to it. If you attempt to delete a pricing schedule with reservations already associated with it, you will receive an error message (shown below) that explains a failure occurred trying to delete the pricing schedule. You must first either reschedule or cancel all reservations associated with that pricing schedule before you have the ability to delete it Reserve Block a. This function gives you the ability to block a group of tee times for a tournament or just make them unavailable for various reasons. Block tee times for Unavailable or Tournament Select the radio button next to where it says Unavailable or Tournament. You have the option of typing in a reason for the unavailability or giving the tournament a name. Note: You can only reserve a block for a maximum of 10 days. 90

91 Set the date range for the reservation block. Set the time range for the reservation block. Select the day/days the reservation block applies to within that date range. For example, if you select Monday, there will be a reserved time block every Monday within the time and date range specified. Select which side of the tees this block is for from the Sides drop down menu. This will default to All, but you may change it to Front Only or Back Only. When you have a crossover schedule, this option allows you to block only the front or only the back times if necessary. Select the number 4 for the reservation block on either 9 or 18 holes. Select an item number (i.e. Greens Fee) from the drop down list to associate with that reservation block. Type in the Round Cost. This cost will become the green fee for each person playing in the tournament. Click Reserve Block button Remove Block for Unavailable or Tournament Select the name of the block to be removed from the first drop down box. Select the day/days that you would like to remove the block. Select the date range of the block to be removed. Click the Remove this Reservation Block button. 91

92 2.2 Members Membership Type Add Membership Type Type in the name of the membership Select status from drop down list (active or inactive) Note: By making a membership type inactive, it becomes unavailable to the system. When a membership type is activated, its members regain the privileges associated with that membership type. Select the date range. Click Add Membership Type button. Note: To associate a pricing schedule with that membership type, you must reselect the membership type from the drop down list and click Update Membership Type button. Update Membership Type Select which membership type you would like to update from the drop down list. You have the ability to change any of the previous information. You can now associate one or more pricing schedules with this membership type, or you can remove existing pricing schedules currently associated with the membership type. Note: Simply highlight the pricing schedule to be added or removed and then select Add Schedule or Remove Schedule to change the pricing schedules associated with that membership type. 92

93 Click Update Membership Type button to save changes. Delete Membership Type Select which membership type you would like to delete from the drop down list. Note: A membership type may only be deleted if there are no members or pricing schedules associated with it. Click Delete Membership Type button. Click OK when it asks you if you would like to permanently delete this membership type Membership Policy Update Membership Policy Select the membership policy you would like to update from the drop down list. Enter data in each field to reflect your course policy for the selected membership type. Course open for membership type members to make Internet reservation: This option allows you choose whether a member within the membership type you selected can make an online reservation. Minimum Advance Tee Time (days): This option allows you to set the minimum number of days in advance for making an internet reservation. Maximum Advance Tee Time (days): This option allows you to set the maximum number of days in advance for making an internet reservation. Maximum Advance Tee Time Start Time: This option allows you to set the time of day that customers may begin booking reservations, over the internet, within their maximum advance tee time window. *This time is based on Eastern Standard Time. 93

94 Maximum Reservations Per Day: This option allows you to control the number of reservations a member can make in one day. Maximum Outstanding Reservations: This option allows you to set the maximum number of reservations a member may have simultaneously. Reservation Cancellation Without Charging a Fee (days in advance): This option allows you to set the number of days in advance a reservation may be cancelled without a penalty fee. Cancel Fee ($): This option sets the amount of the cancellation fee. No Show Fee ($): The amount charged if the member fails to show up for a reservation. Motorized Cart: Indicates if a motorized cart is available for golfers to reserve within that membership type. Allow Reservations for: Allows you to dictate whether your customers are also allowed to use the internet to book 18 and 9-Hole reservations, only 18-Hole reservations, or only 9-Hole reservations. Minimum Number of Players: Allows you to set the minimum number of players that you require to make a reservation. Click Update Policy button to save changes. Add Surcharges to Membership Policy Select which membership policy you would like to add a surcharge to from the drop down list. Click on Surcharge tab at the top of the screen. Enter a day range and dollar amount. Click Add Surcharge Enter another surcharge if necessary. If not, then just click Update Policy to save changes. Make Tee Times Unavailable by Membership Type You have the ability to block each of your membership types from booking certain tee times on your tee sheet for a particular date. You must first select the applicable membership type from the drop down menu provided within the General tab. After the policy page loads, click the Unavailable Tee Times tab. Select the date by clicking on the calendar provided. 94

95 A listing of available times will be displayed underneath the calendar sorted by the hour for that day. Expand the hour for the tee times you would like to block by clicking the expand sign. Using your mouse, click the Make Unavailable text next to each tee time that you would like to block from that membership type for that particular date. Note: If you would like to make all of the tee times for a given day unavailable, simply select the Make All Unavailable button. The selected tee times will be added to the Unavailable Times list next to the calendar. To unblock a tee time that was made unavailable (for a mistake or update), click the Make Available text next to each tee time you would like to unblock in the Unavailable Times list next to the calendar. Click the Update Policy button to save the changes. 95

96 Party Cancellation (Days in Advance) Note: This functionality is related to SPS Destinations software. User Defined Fields This tab allows administrators to customize their membership information. You are given the ability to define an informational field anything that you want assigned to each member within a membership type. Note: If this membership type is a part of a group, you must create, edit, and delete user defined fields at the group level. See section for help with group user defined fields. After the policy page loads, click the User Defined tab. A listing will appear of any existing user defined fields. To add a new user defined field, simply type the name of it in the Field Name field and click the Add to list button. Note: These user defined fields appear under the User Defined tab within each individual member s membership page (as seen below). See section for help with membership Membership To edit a user defined field, highlight the one you wish to edit and click the Edit Field Name button. Make the appropriate changes and click the Update the List button. To delete a user defined field, highlight the one you wish to delete and click the Delete from List button. A message will appear to confirm the deletion of this field. Press the OK button to complete the delete. Add Members to Membership Types Note: Customers must be a SPS GMS member with a valid address. If a customer is not a current SPS GMS member, you must add them via Quick membership function. Select a membership type from the drop down box. The following page will display all the members names and information for the people who belong to that membership type. 96

97 Note: The system will automatically display the first 500 members beginning at the letter A. To find a specific member, click on the letter of the member s last name you wish to view within the toolbar at the bottom. Note: Click the Send a Message to. link to send an to the members listed in the search results. See Section for help with sending s to an entire membership type. To add someone to that membership type, click Add a Member button. I. Member On the next page enter in the person s SPS GMS number, or click Search Members to search for a person (see Membership Search). Enter the number you would like to assign them under Course Membership Number. Select the status from the drop down list (Active or Inactive.) Select the Start and End Date from the drop down menus. 97

98 Note: The Start Date is the day you would like for this specific member to be added to this membership type. The End Date is the day you would like this person s membership to expire. Enter the person s first name, last name, , company name, and address into the fields provided. These fields are optional. Note: This course information is specific to your course membership. This membership information may be different for this person within their SPS GMS membership. When the member joins SPS GMS they create their member information. When adding this member to your course you must create the profile information that is specific to your course. The system is set up this way to give more flexibility and privacy. Click Add Member or continue to the Member Detail tab. II. Member Detail All member detail fields are optional. Enter the club account number you would like this member to be associated to. If you don t know the number, you can look it up by clicking on the Search Club Account link. Note: This association will be recognized on the tee sheet and point-of-sale pages so that members will be able to utilize their club account privileges. You can also view this association within the member s club account screen. See Section Enter the member s birth date in the fields provided. Select the appropriate radio button for the member s gender. Enter the spouse s name, home phone, work phone, cell phone, fax number, and note in the fields provided. Note: This course information is specific to your course membership. This membership information may be different for this person within their SPS GMS membership. When the member joins SPS GMS they create their member information. When adding this member to your course you must create the profile information that is specific to your course. The system is set up this way to give more flexibility and privacy. Select Yes or No from the Participate in Loyalty drop down menu. By selecting Yes this member will become enrolled in your course s loyalty program. See section 1.5 for detailed explanation of loyalty features and setup. 98

99 Click Add Member. III. Member History This tab is auto-populated historical information about the individual member selected. Note: The financial information will only update for business days that have been closed. The reservation information will only update for days that reservation end of day has been run. The information will update overnight when additional business days are closed. IV. Loyalty This tab is auto-populated historical loyalty information about the individual member selected. This page will be blank if this member is not enrolled in your course s loyalty program. This tab displays this member s remaining point balance, point accumulation and used history, and loyalty transaction history (transaction in which loyalty points were redeemed or returned.) Note: See Section 1.5 for detailed explanation of loyalty features and functionality. Note: You may click on a transaction number to view the details of that specific transaction. The details will open in another window. V. User Defined This tab is used to populate customizable field created by an administrator. Note: See section for help creating, editing, or deleting user defined fields 99

100 Populate the fields with the appropriate information. Update or Delete a Member Select a membership type from the drop down box. Highlight the member that you want to update or delete by clicking on his/her information. Click either Update Member or Delete Member. When Updating, change any necessary information and click Update Member. Note: This course information is specific to your course membership. This membership information may be different for this person within their SPS GMS membership. When the member joins SPS GMS they create their member information. When adding this member to your course you must create the profile information that is specific to your course. The system is set up this way to give more flexibility and privacy. When Deleting, click OK when it asks, Do you wish to remove this golfer? Change a Member s Membership Type Note: You may not change a member s membership type for a group member at the course level. For group members, you must change their membership type from the group membership type screen. See Section 3 for help with group level activities. Select a membership type from the drop down box. Highlight the member that you want to update or delete by clicking on his/her information. Click the Change Mem. Type button. Another window will appear. From that window, select the membership type that you would like to move this member to from the drop down menu provided. 100

101 2.2.4 Membership Search Search Criteria You may search for members using four different criteria: SPS GMS ID, Course Membership ID, Membership Type, or Last Name. After you type in the search criteria information, click Search Member to get the search results. Note: Click the Send a Message to. link to send an to the members listed in the search results. This option is not available when you search by Last Name. See Section for help with sending s to an entire membership type Print Membership Mailing Labels Within the Member Search screen, you may search for members using their SPS GMS ID, Course Membership ID or Membership Type. After your search results are displayed, click the Print Mailing Labels. Button. Click the Click to Download Labels button at the top of the page. 101

102 Note: You will need Avery Labels (#8160) in order for these to print in the correct format. Note: The labels will download into Adobe Acrobat Reader. If you do not have Adobe Acrobat Reader, a link has been provided for you to download it for free underneath the Links menu on both the club and course home pages. See Section or for more information. Note: If your Acrobat Reader Version is 5.0 or later, please make sure 'Shrink Oversized Pages to Paper Size' is Unchecked in the print dialog box Quick Membership Quick Membership is a feature that allows you to add members to your course while simultaneously creating a SPS GMS membership for them as well. I. Primary Enter the new member s course membership number in the Course Membership # field. Note: This number must be unique to any other membership number for your course. Select the membership type from the drop down menu that you would like to add this member to. Note: If you select a membership type other than SPS GMS Membership a Create Club Account checkbox will appear in the upper left hand corner. If you check this box, the system will automatically create a club account for this member as well with the same information entered here. Select the Start and End Date from the drop down menus. Note: The Start and End dates will default to the Start and End dates of the membership type selected. The Start Date is the day you would like for this specific member to be added to this membership type. The End Date is the day you would like this person s membership to expire. Enter the person s first name, last name, company and into the fields provided. The UserName, Password, and Password Confirm fields will be automatically populated. The system will auto-generate a randomized and unique user name and password for this member 102

103 to become a SPS GMS member. The password is defaulted to be the same as the user name. Note: You may change both the user name and password if you desire. Although it is no guarantee that the user name you select will be available (User names must be unique.) The member may change their password at any time by logging in to GMS.com and utilizing the Change Password link located within your My Profile page. Click Add New Member or continue to the Secondary tab. II. Secondary All of the fields within the secondary field are optional. Enter the Street, City, Country, State, Zip Code, Telephone number, and Estimated Annual Rounds Played 2.3 Course Details Click Add New Member Course Tips Through the SPS GMS website, individuals are allowed to visit your customized course home page as well as submit tips. The tips range in variety. Some might refer to general golf knowledge or strategic advice on how to play specific holes on your course. 103

104 Review/ Approving Tips Select a pending tip from the drop down list. Review the tip and make edits to the text or the tip category if necessary. Check the approved box to approve the tip. Click on the Update Tip Information button. The tip is then approved and available to be viewed by your customers on the SPS GMS website. b. Unapproving Tips Select an approved tip from the drop down list. This allows you to review the tip. You may Uncheck the approved box. Click on the Update Tip Information button to save changes. c. Deleting a Tip Select a tip from the drop down list. Click on Delete Tip Information button Course Information Note: When changing any course information, be sure to click the Update Course Information button to save changes. 104

105 Status Informational page. Displays Course Status (open or closed) as well as the current day s number of reservations and unapproved tips. Also displays the effective pricing schedules and tee time schedules associated with your course for the specific date. Click the Open Schedule Viewer button to be transferred to the Override schedule page for tee schedule editing on the current date. Note: See the Tee Time Schedule section, 2.1.1, for complete explanation on tee time schedule functionality. Details Gives you the ability to change the Course Name, Course Short Name, and the number of holes. Contact 105

106 Fields to enter point of contact information for your golf course. Includes name, phone number, fax number, and address. This information is displayed on purchase orders. The phone number shows up on the top of the customer s receipt. The address shows up on your course s website. Billing Fields to enter your billing address. Mailing Note: This mailing address will be displayed on your SPS GMS website and your clubs invoices. Fields to enter your mailing address, which will be viewed on your SPS GMS website. Remember to click Update Course Information button anytime you change your information Course Messages Reservation Message Text Any text that you type in this section will appear at the bottom of the customer s confirmation messages when they book a tee time online. 106

107 Click Update Messages button to save changes Customer Page This is your course s SPS GMS home page. This page is what the customers will be looking at on the SPS GMS website. It contains general information about your course including course policies and prices as well as photos of every hole and a scorecard. Fill in all the necessary information. Click Update Course Page button to save changes Tee Box Scorecard for your golf course displayed in the customer page. Add Tee Box Enter name and yardages for every hole. 107

108 Select the radio button next to the color that you would like to appear behind the numbers you ve just entered. Click Add Tee Box button. 2.4 Daily Update Tee Box Click on the small, white boxes to the left of the descriptions. The details of that tee box populate the fields beneath it. Change any information you wish. Click Update Tee Box Delete Tee Box Click Delete All Tee Boxes button Tee Sheet By clicking on the tee sheet," the system opens up another browser window that contains your course s daily tee sheet as well as your point-of-sale system. See Sections 4 and 5 for Tee sheet and Point-of-Sale information. 108

109 2.4.2 Customer Reservations Can t find a golfer? Or a specific reservation? You can search your tee sheet easier, faster, and at a much broader range. Search your tee sheet using a number of criterions including date, date range, golf course, golf course group, first name, last name, member number, username, reservation id, origin code, or reservation status. Search for a Reservation Select the date range of the reservations that you want to search for in the fields provided. Select the course or group of courses that you would like to search. Optional fields to search by include Name, Course Member Number, Reservation ID#, SPS GMS #, Reservation Status, SPS GMS UserName, and Origin Code. Click the Search Reservations button. 109

110 Your search results will be displayed in a window similar to the picture above. You can click on the link in any given reservation to view the reservation in greater detail Reservation End Of Day Reconcile the day Select the date of the day you would like to end tee sheet use. If you click Preview All Open Tee Sheets, it will give you a listing of all open tee sheets up to the date you previously entered. If you click the Close Selected Tee Sheet button, it will close the tee sheet of the previously selected day. This day will now show up on your historical reports. Note: You will not be able to change any information on the days you have reconciled Cashier Reconciliation This tab is used to reconcile any closed cash drawers or to make edits to previously closed cash drawers. Note: This functionality is not available once the business day has been closed. Enter the number of the session you would like to reconcile. This number can be found on any sales receipt or on the sales summary report. Click Retrieve Session. Note: The register must be closed in order to retrieve a session under cashier reconciliation. Enter Drawer Amounts in the appropriate boxes provided. 110

111 Enter comments if necessary. Enter a Cashier ID (Required). Click Preview. The preview field will give you the amounts reported in the system and will calculate the difference between the entered amounts and actual amounts. Click on Worksheet in the top left hand corner to enter more specific revenue amounts for your drawer. 111

112 If the amounts are incorrect, you can go back and change them and click Preview a second time. Note: The preview function is not always available. See POS Setup (Tracking) in Section to turn this function on or off. If the amounts are correct, click Close Register It will give you a message saying You are about to close this register. Click OK to continue. 2.5 Reports Note: See Section 6 for examples of all SPS GMS reports Course Reports Course Reports Select the report group you wish to select from the first drop down box. Each report is listed under one of four groups: Inventory, Membership, Reservations, and Sales. Note: See Section 6 for examples of each individual report. Select the specific report you wish to view from the second drop down box. 112

113 Choose Criteria It is mandatory to select criteria that are marked with an asterisk. Select or enter the criteria values from the options given. Click Add Criteria button. Click Run Report button. The system opens up another browser window that displays the selected report. To print the report you will have to click the link at the top left of the report that says Printable Version. This will load the report in a PDF format. Some reports have the ability to be imported into Microsoft Excel as well. If this feature is available for your selected report, there will be a link at the top left (next to the Printable Version link) that says Excel Version. Click this link for the report to automatically load into Excel View Transactions Enter transaction number into the space provided (this number can be found on the sales receipt) and click enter trans # button, and it will displays the details of that specific transaction. 113

114 Click the Print Duplicate Receipt button to print an additional receipt of this transaction. 2.6 Utilities Release Locks When two users at different workstations select the same reservation, the user who selected the reservation last becomes locked. This prevents two users from processing a transaction twice. The second user will receive the message shown below. By clicking the Release All Locks button, you release all current locks on users. 114

115 2.6.2 SPS GMS Update Run Gopher Initial Installation You will click on this link to set up every computer. This will only be used for the initial installation. Note: Follow the instructions within the installation wizard to fully load any of the three updates. Run Gopher Update By clicking on this tab, it will allow your workstation to be compatible with the current version of SPS GMS as well as the offline application. Run Microsoft XML 3 Update By clicking on this tab, you will be updating some files on your workstation that will be compatible with the current version of SPS GMS. Run Microsoft XML 4 Update By clicking on this tab, you will be updating some files on your workstation that will be compatible with the current version of SPS GMS. Printer Driver Installation Click on this link to select the type of printer driver you would like to install on your workstation. The following page will be displayed. 115

116 Click on the specific printer driver you would like to install and follow the setup program that follows User s Guide By clicking on this tab, you will be able to launch this User s Guide. You may view the User s Guide in Microsoft Word or Adobe Acrobat Reader. It is recommended to download it in Microsoft Word for best quality. If you do not have Microsoft Word or Adobe Acrobat Reader on your computer, a link is provided to download Adobe Acrobat Reader Links There are two links for free downloads of Internet Explorer 6.0 and Adobe Acrobat Reader. Internet Explorer 6.0 is necessary to take full advantage of the Next Generation Technology SPS GMS employs. The Acrobat Reader can be used to view the online version of the SPS GMS User Guide and to print mailing labels. 2.7 Log Out By clicking this, the user will log out of the system. You will then be prompted to enter a new user name and password to log back in. 116

117 3.1 Group Members Version Group Administrators/ Managers Group Membership Type Add Group Membership Type Type in the name of the membership Select status from drop down list (active or inactive) Note: By making a membership type inactive, it becomes unavailable to the system. When a membership type is activated, its members regain the privileges associated with that membership type. Select the date range. Associate which golf courses you would like to include within this group membership type by simply highlighting the golf course to be associated and clicking the Add Course button. Click Add Membership Type button. Note: When you add a membership type at the group level, the system automatically creates the same membership type at the course level, at all of the courses associated to the group membership type. Update Group Membership Type Note: When you update the membership type at the group level, the system automatically updates the membership types at the course level. 117

118 Select which membership type you would like to update from the drop down list. You have the ability to change any of the previous information (Name, Status, and Date Range.) Note: Simply highlighting the golf course to be added or removed and clicking the Add Course or the Remove Course button can change the pricing schedules associated with that membership type. Click the Update Membership Type button to save changes. Delete Group Membership Type Select which membership type you would like to delete from the drop down list. Note: A membership type may only be deleted if there are no members or golf courses associated with it. Click Delete Membership Type button. Click OK when it asks you if you would like to permanently delete this membership type. Note: This will delete the membership type at the course level as well Group Membership Add Members to Group Membership Types Note: Customers must be a SPS GMS member with a valid address. Select a group membership type from the drop down box. The following page will display all the members names and information for the people who belong to that membership type. 118

119 Note: The system will automatically display the first 500 members beginning at the letter A. To find a specific member, click on the letter of the member s last name you wish to view within the toolbar at the bottom. To add someone to that group membership type, click Add a Member button. I. Member On the next page enter in the person s SPS GMS number, or click Search Members to search for a person (see section 2.2.5, Membership Search). Enter the number you would like to assign them under Course Membership Number. Note: This course member number must be unique to any existing member s course numbers at any of the courses associated to the membership type. Select the status from the drop down list (Active or Inactive.) Select the Start and End Date from the drop down menus. Note: The Start Date is the day you would like for this specific member to be added to this membership type. The End Date is the day you would like this person s membership to expire. Enter the person s first name, last name, , company name, and address into the fields provided. These fields are optional. Note: This course information is specific to your course membership. This membership information may be different for this person within their SPS GMS membership. When the member joins SPS GMS they create their member information. When adding this member to your course you must create the profile information that is specific to your course. The system is set up this way to give more flexibility and privacy. Click Add Member or continue to the Member Detail tab. II. Member Detail All member detail fields are optional. Enter the club account number you would like this member to be associated to. If you don t know the number, you can look it up by clicking on the Search Club Account link. 119

120 Note: This association will be recognized on the tee sheet and point-of-sale pages so that members will be able to utilize their club account privileges. Enter the member s birth date in the fields provided. Select the appropriate radio button for the member s gender. Enter the spouse s name, home phone, work phone, cell phone, fax number, and note in the fields provided. Note: This course information is specific to your course membership. This membership information may be different for this person within their SPS GMS membership. When the member joins SPS GMS they create their member information. When adding this member to your course you must create the profile information that is specific to your course. The system is set up this way to give more flexibility and privacy. Select Yes or No from the Participate in Loyalty drop down menu. By selecting Yes this member will become enrolled in your course s loyalty program. See section 1.5 for detailed explanation of loyalty features and setup. Click Add Member. III. Member History This tab is auto-populated historical information about the individual member selected. 120

121 Note: It will only include information from business days that have been closed. The information will update overnight when additional business days are closed. IV. Loyalty This tab is auto-populated historical loyalty information about the individual member selected. This page will be blank if this member is not enrolled in your course s loyalty program. This tab displays this member s remaining point balance, point accumulation and used history, and loyalty transaction history (transaction in which loyalty points were redeemed or returned.) Note: See Section 1.5 for detailed explanation of loyalty features and functionality. Note: You may click on a transaction number to view the details of that specific transaction. The details will open in another window. V. User Defined This tab is used to create customizable fields by the administrator for collecting data. Populate the fields with the appropriate description Update or Delete a Group Member Select a group membership type from the drop down box. Highlight the member that you want to update or delete by clicking on his/her information. 121

122 Click either Update Member or Delete Member. When Updating, change any necessary information and click Update Member. Note: This course information is specific to your course membership. This membership information may be different for this person within their SPS GMS membership. When the member joins SPS GMS they create their member information. When adding this member to your course you must create the profile information that is specific to your course. The system is set up this way to give more flexibility and privacy. When Deleting, click OK when it asks, Do you wish to remove this golfer? Change a Member s Group Membership Type Select a membership type from the drop down box. Highlight the member that you want to update or delete by clicking on his/her information. Click the Change Mem. Type button. Another window will appear. From that window, select the membership type that you would like to move this member to from the drop down menu provided. Send a Message to Members Note: You may not send messages to course membership types at the group level. For course membership types, you must send the message from the course membership type screen. See Section 3 for help with group level activities. Select a membership type from the drop down box. Click Send a message to members of (selected group). Type in your message in the box provided labeled Member Message Text. Click Send Message. 122

123 Note: The message will be sent using the that was entered into the contact page from the course information menu Subscriptions This tab allows administrators to create a customized subscription program that can be created for 1 specific course or for a group of golf courses. Note: All courses assigned to a group must be done by the SPS Golf customer support staff, please call our customer support line for assistance. I. Program Detail Select the membership type in which you would like the subscription to apply to. For help on creating a membership type see section Select Add Subscription. Fill in the desired program name and select any of all of the golf courses within the group that you would like to participate within the subscription program. Then select the inventory item you would like associated to the program for revenue purposes. See section for information on how to add a group item. Note: The assigned inventory item cannot be a kit. Enter in the rest of the program information such as the program cost, if the program is available, if it will be available on the internet, credit card processor to use, if you want it to default to loyalty participants and any description you want the online user to see when purchasing it. After all of the information has been successfully filled in, click Add Subscription II. Program Duration Select whether the program duration will be static, where the beginning month and end month is chosen or floating, where the subscription runs for a specfic amount of months. 123

124 III. Updating a Subscription Program To update an existing subscription program select the membership type associated to the program you would like to update. Select the existing subscription you would like to edit and select Update Subscription. All of the current progam information will then be displayed allowing you to edit or update any of the fields. Once all of the updates have been made, click on Update Subscription. IV. Deleting a Subscription To delete an existing subscription program, select the membership type associated to the program. Select the existing subscription you would like to delete and select Delete Subscription User Defined Fields This tab allows administrators to customize their membership information. You are given the ability to define an informational field anything that you want assigned to each member within a membership type. Select the membership type for which user defined fields you would like to access. A listing will appear of any existing user defined fields. Add User Defined Field To add a new user defined field, simply type the name of it in the Field Name field and click the Add to list button. 124

125 Note: These user defined fields appear under the User Defined tab within each individual member s membership page (as seen below). See section for help with membership. 3.2 Reports Click the Save button to finalize changes. Edit User Defined Field To edit a user defined field, highlight the one you wish to edit and click the Edit Field Name button. Make the appropriate changes and click the Update the List button. Delete User Defined Field To delete a user defined field, highlight the one you wish to delete and click the Delete from List button. A message will appear to confirm the deletion of this field. Press the OK button to complete the delete Group Reports Group Reports Select the report group from the first drop down box. 125

126 Select the specific report you wish to view from the second drop down box. Select the course or combination of course you would like to run this report for. To select multiple courses, hold down the Ctrl key while clicking each course with your mouse. Click the Choose All Courses checkbox to select all the courses in the group. Choose Criteria It is mandatory to select criteria that are marked with an asterisk. Select or enter the criteria values from the options given. Click Add Criteria button. Click Run Report button. The system opens up another browser window that displays the selected report. To print the report you will have to click the link at the top left of the report that says Printable Version. This will load the report in a PDF format. Some reports have the ability to be imported into Microsoft Excel as well. If this feature is available for your selected report, there will be a link at the top left (next to the Printable Version link) that says Excel Version. Click this link for the report to automatically load into Excel. 126

127 3.2.2 View Tee Sheets This option allows an administrator to view the tee sheets of every course associated to the management group at the same time. Simply click this menu option and the tee sheets for each course will open in a separate window as shown below. 3.3 Log Out By clicking this, the user will log out of the system. You will then be prompted to enter a new user name and password to log back in. 127

128 4. Reservation Training General Guidelines not every Golf Course is going to follow these Steps. 4.1 Creating a Telephone or Walk-up Tee Time Reservation Select the date from the calendar on the right side. Today s date will appear as the default. Scroll down to the tee time you wish to reserve. Click on the appropriate Open slot for 1, 2, 3, or 4 players. The details for this tee time will open under the calendar. Select the number of holes to be played by each golfer. Type in the golfer s name, course membership number, or SPS GMS ID number in the Golfer/ID column. Note: If you don t type anything in the Golfer/ID column, the system will display golfer #1 as Walkon and any additional golfers as Guest on the tee sheet. Select the applicable membership type from the Member/Pricing drop down menu. Note: The system will have Use System Pricing selected by default. By typing in the golfer s SPS GMS ID number or course membership number in the previous step and selecting Use System Pricing, the system will automatically recognize their 128

129 name, membership type, and the pricing associated with them. If you do not type in a course membership number or SPS GMS ID in the previous step and Use System Pricing is selected, the default pricing will apply. There is also an optional field for any additional comments. Note: The comment field may be automatically populated by a member when making an internet reservation. The customer has the option to enter a comment on the customer side to be viewed by administrators on the tee sheet. Click Create Reservation. 4.2 Updating a Tee Time Reservation Select the date from the calendar on the right side. Today s date will appear as the default. Scroll down on the tee sheet and click on the tee time you wish to update. The details for this tee time will open under the calendar. Make whatever changes are necessary. Click on Update Reservation 4.3 Canceling a Tee Time Reservation Select the date from the calendar on the right side. Today s date will appear as the default. Scroll down on the tee sheet and click on the tee time you wish to cancel. The details for this tee time open under the calendar. Note: If this is a group reservation (if more than 4 golfers appear in the tee time details) canceling the reservation will cancel the entire group. Click on Cancel Reservation The reservation is now canceled and is removed from the tee sheet. 4.4 Moving a Tee Time Reservation You can move a tee time by the drag and drop method I. Drag and Drop Left click and hold on the reservation link (golfer s name) that you would like to move and drag the mouse down to the open slot that you would like to move it to. 129

130 Note: You may only move a reservation that is yet to be checked-in. Release the left mouse button. The system will automatically update the display on the tee sheet. 4.5 Booking a Group Reservation This function is useful when booking a reservation for more than four people within the same party. Click the Group Reservation checkbox on the tee sheet. Click on the Open tee time where you would like this group reservation to begin. Select the number of golfers from Choose Number of Golfers drop down menu that are included in this reservation. 130

131 4.6 Moving a Group Reservation Version 18.3 Select the number of holes to be played by each golfer. Type in the golfer s name, course membership number, or SPS GMS ID number in the Golfer/ID column. This name will apply to every golfer within the group reservation. Note: If you don t type anything in the Golfer/ID column, the system will display golfer #1 as Walkon and any additional golfers as Guest on the tee sheet. Select the applicable membership type from the Member/Pricing drop down menu. Note: The system will have Use System Pricing selected by default. By typing in the golfer s SPS GMS ID number or course membership number in the previous step and selecting Use System Pricing, the system will automatically recognize their name, membership type, and the pricing associated with them. If you do not type in a course membership number or SPS GMS ID in the previous step and Use System Pricing is selected, the default pricing will apply. There is also an optional field for any additional comments. Click the Create Group Reservation button to book the group reservation. This function is useful when you ve booked a large group of four or more people and you need to change their tee time. Note: Group reservations may not be moved if one or more golfers within the group has already checked-in. Group reservations can be moved within the same day or to a different day. Click on any foursome within the group reservation on the tee sheet. Note: Group reservations may not be moved all at once using the drag and drop functionality. The group reservation details will be displayed on the right underneath the calendar. Click the button. At this point the system saves this reservation in a buffer to be placed at any time. Click on the open tee time where you would like this group reservation to be moved to. Click the 4.7 Making Tee Times Unavailable/Available button. This function is intended to make specific tee slots unavailable for booking. This same function can be used as the reverse, making unavailable slots available. To make a tee slot unavailable, follow the instructions below: Click on the button. Click on the available time slots that you want to make unavailable. 131

132 A list of the times you selected to make unavailable will begin to build underneath the calendar. Enter any comments in the field provided. This comment can be viewed later by simply placing your mouse over top of any of the unavailable slots. Click the Make Unavailable button. Your tee slots will appear as shown below. To make a tee slot available, follow the instructions below: Click on the button. Click on the unavailable time slots that you want to make available. A list of the times you selected to make available will begin to build underneath the calendar. Enter any comments in the field provided. This comment can be viewed later by simply placing your mouse over top of any of the unavailable slots. 132

133 Click the Make Available button. Your tee slots will appear as shown below. 4.8 Search for a Reservation This function allows you to search your tee sheet easier, faster, and at a much broader range than the single day search on the tee sheet below the calendar. Search your tee sheet using a number of criterions including date, date range, golf course, golf course group, first name, last name, member number, username, reservation id, origin code, or reservation status. Search for a Reservation Click the button. The search reservation interface will open in a new browser window. Select the date range of the reservations that you want to search for in the fields provided. Select the course or group of courses that you would like to search. Optional fields to search by include Name, Course Member Number, Reservation ID#, SPS GMS #, Reservation Status, SPS GMS Username, and Origin Code. Click the Search Reservations button. 133

134 Your search results will be displayed in a window similar to the picture above. You can click on the link in any given reservation to view the reservation in greater detail. 4.9 Checking-In a Tee Time Reservation Select the date from the calendar on the right side. Today s date will appear as the default. Scroll down and click on the tee time you wish to check-in. Click on the boxes next to the golfer s name that are checking-in under the column. (You can click on the symbol also and the system will check in all the golfers in the reservations) Note: If it is a group reservation, more than four golfers will appear in the reservation details which will allow you to check-in an entire group at once. Enter the Golfer s name, course membership, or SPS GMS number in the Golfer/ID box. By typing in their course membership number or SPS GMS number, their membership will be automatically recognized after updating the reservation. Membership rules will be carried over to the point-of-sale while the golfer is being checked-in. Click Update Reservation. This will take you over to the point-of-sale page. See Section 4 for point-of-sale training. Note: If you have employee tracking turned on the system will prompt you to enter a cashier ID to continue on to the point-of-sale page. 134

135 Enter your Cashier ID in the field provided. Click the Continue button Creating a Multi Check-In Reservation This feature is used when one customer wants to pay for multiple golfers with different reservations. The reservations you would like to check-in, must first be already created on the tee sheet. Click the checkbox next to Multi Check-In. Select the first reservation to add it to your multi check-in buffer. A listing of reservations and golfers will begin to create on the right side of the tee sheet underneath the calendar. Click on the boxes next to each golfer that you would like to check-in and include within this transaction. Click the Update Reservation button. Note: When using this feature, you are also able to check in multiple golfers from 4.11 Issuing a Rain Check different days as well as different courses within the same club. This will then take the selected golfers and their applicable rates over to the point-of-sale so that the check-in may be completed. Note: To exit the multi check-in mode, simply uncheck the Multi Check-In checkbox. From the tee sheet, click on the golfer for whom you would like to issue a rain check to. Uncheck the Check-In box next to their name and click Update Reservation. 135

136 This will take you to the point-of-sale in a Return mode. The original price paid for the reservation will be the total amount of the return. Note: Use the Discount feature to change the price of the rain check. For example, if they originally had an 18-hole reservation and they will only be issued a 9-hole rain check because they already completed 9 holes, discount the total price of the return to the amount of a 9-hole round that is applicable to that tee time. See Section for help with the Discount feature. Once the total amount to be issued is accurate, click the Rain Check button displayed in the Payment column on the point-of-sale. The amount in the yellow Returning box will default to the total amount of the return. You may change this amount if necessary. Click the Apply or F4 button to issue the rain check. A Return receipt will print followed by a Rain Check receipt for you to issue to the customer. This Rain Check receipt will serve as the customer s hard copy. The system will assign this customer a randomly generated rain check number that will be printed on the receipt that you will use when they redeem this rain check (see section for information on redeeming rain checks) and will also be used for tracking purposes (see section for information on tracking your course s outstanding rain checks). This receipt will also include the date, time, and reservation id of their original reservation as well as the amount of the rain check Creating a Quick Member Quick Membership is a feature that allows you to add members to your course while at the same time creating SPS GMS memberships for them as well. Click on the tee time that your new member will be playing. 136

137 Version 18.3 Next to the Golfer slot you want him/her to be placed, click on the button. This will open a new window. I. Primary Enter the new member s course membership number in the Course Membership # field. Note: This number must be unique to any other membership number for your course. Select the membership type from the drop down menu that you would like to add this member to. Select the Start and End Date from the drop down menus. Note: The Start Date is the day you would like for this specific member to be added to this membership type. The End Date is the day you would like this person s membership to expire. These dates will default to the start and end dates of the membership type you are adding this member to. You can also click on End this year to quickly change the end date to the last day of the current calendar year. Enter the person s first name, last name, and into the fields provided. The Username, Password, and Password Confirm fields will be automatically populated. The system will auto-generate a randomized and unique user name and password for this member to become a SPS GMS member. The password is defaulted to be the same as the user name. Note: You may change both the user name and password if you desire. Although it is no guarantee that the user name you select will be available (User names must be unique. The system will prompt you if the user name is already taken). The member may change their password at any time by logging in to or and utilizing the Change Password link located within your My Profile page. Click Add New Member or continue to the Secondary tab. II. Secondary All of the fields within the secondary field are optional. Enter the Street, City, State, Zip Code, Telephone number, and Annual Rounds Played. 137

138 If available, the user can also select whether or not the member has the ability to participate in the golf course s loyalty program. Click Add Member. This will not only add them as a member for your course, but it will auto-populate the Golfer field on the tee sheet with their new SPS GMS number. Their name, membership, and pricing will now be recognized on the tee sheet 4.13 Using the Squeeze Function This function is used to add a tee time in between two current tee times. Click on the Squeeze tab under the calendar. Enter the time into the box that says Tee Time to Add Select am or pm with the radio buttons to the right. Select Front or Back with the radio buttons to the right. Select the 18 or 9 checkboxes next to each golfer in the reservation. Enter any other necessary tee time information (i.e. golfer name, membership type, etc.) Click Squeeze and the new reservation will appear on your tee sheet Using the Search Function This allows you to search for a specific golfer by using certain criteria. Note: This search only searches the date of the tee sheet you are currently on. You can search by Name, Course Membership Number, SPS GMS Number, SPS GMS User Name, and Reservation ID. 138

139 Note: Name is case sensitive. After you type the information into the space provided, click on the blue question mark box to submit your search. You may also search for a golfer by clicking on the green G button next to the golfer slots on each reservation time slot. This will open up another page (shown below) that allows you to search for a golfer by first name, last name, city, country or state. To only search for golfers that are members of your course, make sure the Course Members checkbox is checked. If you uncheck this box, the system will do a search, based on your criteria, of every SPS GMS member Other Tee Sheet Functions Multiple Courses When working with more than one course at the same club, you have the ability to view and manage all the tee sheets for each course by simply using the drop down box at the top of the calendar. 139

140 Click the arrow and select which course s tee sheet you would like to see and it will load it immediately. Set the Weather Rating Click the link in the upper right hand corner of the tee sheet to the left of the calendar. The tee sheet will now display a gray weather-rating grid. The system allows the user to rate the weather, on a 5-point scale, by the hour. Note: If the weather was the same for the entire day, you can click the black arrow above the applicable rating for that day and it will apply that rating for every hour of the day to save time. After you select the ratings, click the Update Weather Ratings to save. Expand/Collapse Tee Times The tee sheet will automatically collapse tee times that are more than 2 hours in the past. This occurs every time your tee sheet is refreshed and is based on the time displayed on your computer. 140

141 To view past tee times, click the the one-hour block. sign next to the time to expand To collapse past tee times, click the sign next to the time to collapse the one-hour block. To collapse or expand all of the tee times on your tee sheet, click the link or the link at the top left corner of your tee sheet. Scroll On/Off This feature allows the user to activate or deactivate the calendar scroll function. It is located on the top left of the calendar. As a default, this feature will be turned On. When this is turned On, the calendar will scroll up or down the page while the user is scrolling up and down. When this is turned Off, the calendar will stay still on the page while the user is scrolling up and down. Note: This feature is useful when trying to do large multiple check-ins. It will allow you to view all of the reservations in the list including the ones that are listed outside of the viewable area. Legend A guide that displays what each color means on the tee sheet. For example, on the date shown below there are 364 total openings on the tee sheet, 355 slots are open, 6 golfers who have reserved a time but have not checked-in, and 3 golfers who have checked in etc. Player Info Displays information regarding selected golfers. Type in the course membership number or the SPS GMS number of the golfer in the Golfer/ID field on the tee sheet. 141

142 Click on the red exclamation point next to a golfer s name to display the information. Show Today button Clicking this will automatically take you to the current day s tee sheet. Refresh Page button Gathers all the new reservations/information and reloads the page so it is updated in real time. If your system has been idle for a couple minutes, click this button and it will update any new information including reservations. Close Details button Hides the information being displayed underneath the calendar. Print Tee Sheet Allows you to preview, save, and print the tee sheet for the date displayed. Tee Sheet Note Gives you the ability to write any notes that you would like to have saved on your tee sheet for a given tee date. Click on Tee Sheet Note and enter the note into the field provided. Click Apply Note. The note will be displayed at the top left of your tee sheet. 142

143 Touch Screen Module 5. Point-Of-Sale Training 5.1 Switching between the Tee Sheet and POS When you re viewing the tee sheet, click the Register button. When you re viewing the POS page, click Tee Sheet or press F Opening a Register On the Tee Sheet, click the Register button. Select the business day that this drawer will be open for from the drop down list provided. Enter your Cashier ID in the field provided. See Section for help with setting up your cashier Ids. Enter the Amount of Starting Cash. Enter the Register # (can be alpha or numeric) 143

144 Select the POS location from the drop down menu provided. See Section for help with setting up POS locations. Make sure your receipt printer port configuration is correct. If it is incorrect, select the correct printer driver from the drop down menu and click Update Port Configuration. Click Start Register to continue on to the point-of-sale page. Click Start Register (Return to Tee Sheet) to open the register and return to the tee sheet. An additional window will appear to verify that the business date selected is, in fact, the correct date. Click OK if the date is correct to finalize the open register process. Click Cancel if the date is incorrect. You will then be directed back to the open register screen. Change the business date to the correct date and repeat the final steps of the open register process. 144

145 5.3 New Sale On POS page, click New Sale or F2. To associate a sale to a golf course member, enter in the Customer s Golf Course Member number or Global number if necessary in the Member # field, located in the top left of the POS. By entering their membership number here, the following sale will be associated with this person s membership. The system is then able to track sales by specific members. Click the Verify Member button. Note: If you are pulling over a member s reservation from the tee sheet, this information will be automatically populated with the golfer s member information. Note: If there is a club account associated with the specific member, then the club account rules and information window will be displayed to apply them to the current sale. Click the [clear] button if you entered an incorrect member. i. Review Membership Information To review an individual s membership information, click the [Info] button. This will display the membership information within a separate window in 5 tabs: Member, Member Detail, History, Loyalty and User Defined. See Section for explanation of these tabs. 145

146 Note: For example, this information can be used by a cashier to: verify a member s status, club account number, or year-to-date sales, rounds, and no shows. If you have employee tracking activated, you must enter your cashier ID in the field provided. Note: See Section for help with setting up cashier Ids and for instructions to activate employee tracking. Enter the quantity of the first item into the Qty box. Enter the item number. Click Enter Item button. Note: If you don t know the item number of the item you are trying to sell or cannot find it with the items on the right side of the screen, you can search for it in 2 ways: (1) enter a partial item number, or (2) search for it using the Find Item link. (1) Your first option is ideal if you know the first part of the item number (alpha or numeric). For example, if you know the item number starts with 2 and you type 2 and then click the Enter Item button (and a 2 doesn t exist in your 146

147 inventory), the system will automatically retrieve every item in inventory that begins with 2 (See screen shot Below). Select the item that you are searching for from the list and click the Enter Item button. Another scenario presents itself in the case where item #2 does exist in your inventory. In this case, to avoid actually ringing up item #2, click the S/W (Starts With) checkbox after you type the 2 in the Item # field. Then you may click the Enter Item button. This will retrieve the search list of items that start with 2 just as it did in the first scenario without accidentally ringing up item #2. (2) If you choose to use the Find Item link, click on the link and narrow down your search criteria from the drop down menus provided and then click the Retrieve button. Once you have found the item you re searching for, you can double-click it and the item will be added to the sale. Note: See Section for instructions for the extra steps involved when selling a gift certificate item. Repeat the same process for any additional items you would like to include in the sale Selling a Gift Certificate When selling a gift certificate as an item, you must enter in additional gift certificate details on the POS after you enter in the inventory item number of the gift certificate. After you enter in the gift certificate item number, a box will pop up prompting you for the gift certificate information. The first field will be the gift certificate number. This field is auto-populated and the new gift certificate will permanently have this number associated to it once the sale is complete. 147

148 The user has the option of entering the remaining information, which includes the name on the gift certificate, address of the customer, the event it was for, and any other descriptions. It is recommended to enter information for all of these fields for tracking purposes. The expiration date drop down menus will automatically default to one year from the current date. The user may also change this if necessary. The last field for the amount is the only field that is required. This field will default to the price that is associated with this gift certificate item within the club inventory. This is the amount you would like to issue the gift certificate for in this particular sale. Click Apply or press F4 when finished. Continue following the instructions within this section to complete the sale Quick Items On the POS page, click New Sale or F2. To utilize the Quick Items feature, click the button. Click the item that you wish to ring up by clicking the button. Note: Contact SPS Golf customer support for help with setup of your quick items UPC feature On the POS page, click New Sale or F2. To utilize the UPC feature, check the UPC box next to the Enter Item yellow button. Enter in the Customer s Golf Course Member # if necessary. 148

149 Enter the quantity of the first item into the Qty box. Using the bar code scanner, scan the UPC code on the back of your items. The items will automatically appear in the current sale. Note: See Ordering in Section for UPC set-up per item. Paying for the Sale (10 Payment Types) Cash Note: You have the ability to pay with multiple payment types. To select cash as your payment type, select Cash or press F8. Enter in the Amount Tendered in the yellow box. Note: If you enter an amount in the tendered box greater than the amount due, you will owe the customer change back. Click Apply or press + to process the payment Check To select Check as a payment type, select Check or press F7. Enter the Amount Tendered in the yellow box You have the option of entering the Routing Number, Account Number, and Check Number. Amount Tendered is the only required field. Note: You cannot enter an amount in the tendered box greater than the amount due for Check payment types. 149

150 When finished, click Apply or press + to process payment Credit To select Credit as a payment type, click Credit or press F9. The Amount Due automatically appears in the Amount Tendered box. You have the ability to change the amount if the customer is making multiple payments. Note: If you enter an amount in the tendered box greater than the amount due, you will owe the customer change back. Click Apply, and a separate Credit Card window will appear (shown below). 150

151 When using an integrated credit card reader machine: Make sure that the Card Reader button is selected. Swipe the credit card. All of the necessary information will populate the fields within the credit card window. Click Complete to finalize the authorization process. Click Cancel at any time to cancel the authorization process. To enter the information manually: Click on the Manual Entry button. Select the Card Type from the drop down menu. Type in the credit card number in the Account Number field. Type in the expiration date in the ExpDate field. For example May 2004 would be typed in as Type in the name of the card owner in the Name On Card field. Type in the card owner s address in the Street Address field (optional). Type in the card owner s zip code in the Zip Code field (optional). Click Complete to finalize the authorization process. Click Cancel at any time to cancel the authorization process. To acquire authorization via phone linked credit card machine: Note: You would only need to use this option when one of the following two things occurs (1) Internet connection is disconnected, or (2) ETS is offline. Click on the External Process button. Select the Card Type from the drop down menu provided. 151

152 Enter the authorization number and reference number in the appropriate fields inside the Phone Authorization Information box. This information will be acquired from the receipt printed out from the phone linked credit card machine. Click Complete to finalize the authorization process. Click Cancel at any time to cancel the authorization process. In the event that authorization is unattainable through ETS, SPS GMS, and the phone linked credit card machine, verbal authorization is your final option. Click on the External Process button. Select the Card Type from the drop down menu provided. Contact the credit card company via telephone and provide them with the necessary information. The automated verbal phone authorization phone number is Note: Make sure to inquire with ETS regarding their rules and processes when doing verbal authorization. You must also understand that verbal authorization does NOT charge the credit card. After acquiring the authorization and reference number from the representative, you must then provide that information to your bank. Enter the authorization number and reference number in the appropriate fields inside the External Process Information box. This information will be acquired from the representative over the phone. Click Complete to finalize the authorization process. Click Cancel at any time to cancel the authorization process Club Account To select Club Account as a payment type, select Club Account located under the Payment column. Note: If a member has already been verified in the member box (See beginning of Section 5.3 for explanation), and has a club account associated with their membership (See Section for help with associating club accounts to membership) their club account number will automatically default in this field so that the user does not have to type it. Enter the Club number into the field provided and click Retrieve Club Account. After you click Retrieve Club Account, the name on the club account will appear next to the club number field for the user to 152

153 verify that this is the correct account. You may also click the [Club Account Details] link to view more specific details of this club account. Note: If you don t know the club account for this customer/member, click the [Find Club Account] link. This will open a separate search window that will allow you to search by their last name or just simply retrieve a complete list of accounts for your club. The Amount Due will automatically be defaulted in the Tendered box. You may change this amount if necessary. Note: If you enter an amount in the tendered box greater than the amount due, you will owe the customer change back. i. Review Club Account Information To review the customer s club account information, click the [Club Account Details] button. A separate window will open to display their club account information in four tabs: Bill To, Credit Info, Notes, Members and Transactions. Note: For example, this information can be used by a cashier to: verify a club account s status, check their balance due, available balance, last posted payment, or view historical transactions charged to the account. The name on the account will appear underneath the Tendered box and next to the club number field for the cashier to verify the identity of the customer. When finished, click Submit or press + 153

154 5.3.8 Gift Certificate To select Gift Certificate as a payment type, select Gift Certificate or press F12. Type in the Gift Certificate number (prefix and sequence number) in the Certificate # field. Note: If you have the gift certificate number programmed into a card with a magnetic strip, you may swipe this card through your credit card swipe and it will automatically be entered into the field. Note: If you do not know the gift certificate number you can select [Find Gift Certificate], this will bring up a window for the user to allow them to select the given prefix for the gift certificate. All of the available gift certificates with that given prefix will be displayed for the user to look up the customer s specific gift certificate. Click Retrieve Gift Certificate. Note: This is disabled when working offline. The total Amount Remaining on that specific Gift Certificate will appear just below the Tendered field. Enter the amount the customer wants to redeem in the Tendered field. Note: If you enter an amount in the tendered box that is greater than the amount due, the customer will be owed change back. This must be returned in cash. If you enter an amount in the tendered box that is less than the amount due, the user must submit the remaining amount using a different payment type. When finished, click Apply or press + to process payment Coupon To select Manufacturer s Coupon as a payment type, select Coupon or press Shift F9. Enter the Amount Tendered in the yellow box. You have the option of entering the Coupon Number. Amount Tendered is the only required field. Note: If you enter an amount in the tendered box greater than the amount due, you will owe the customer change back. 154

155 When finished, click Submit or press Gift Card To select Gift Card as a payment type, click Gift Card. The SPS GMS Gift Card window will open. A username will automatically populate in the upper left corner of the window and the total amount due will default into the Amount field. Note: If you have employee tracking turned on, the username of the current cashier will be automatically populate the User Name field. If you have employee tracking turned off, the username of that you originally logged into the system with will automatically be displayed. You can change this username to anything you want, but it is our recommendation to keep it as something that is recognizable for tracking purposes from the ETS website. When using an integrated credit card reader machine: Make sure that the Card Reader button is selected. Swipe the gift card. The card number will be automatically entered into the field provided. Note: After the card number has been entered into the Card Number field, click Get Current Card Balance to check the current balance on the card at any time. 155

156 If you would like to submit the entire sale amount, click Complete to finalize the authorization process. If you would only like to submit a partial amount of the total sale on the gift card, change the amount at this point to the partial total before clicking Complete. Click Cancel at any time to cancel the authorization process. To enter the information manually: Click on the Manual Entry button. Type the gift card number into the Card Number field. Note: After the card number has been entered into the Card Number field, click Get Current Card Balance to check the current balance on the card at any time. If you would like to submit the entire sale amount, click Complete to finalize the authorization process. If you would only like to submit a partial amount of the total sale on the gift card, change the amount at this point to the partial total before clicking Complete. Click Cancel at any time to cancel the authorization process Rain Check To select Rain Check as a payment type, click the Rain Check button underneath the Payment column. Type in the Rain Check number (found on the Rain Check receipt) in the Rain Check # field. Click Retrieve Rain Check. Note: This is disabled when working offline. The total Amount Remaining on that specific Rain Check will appear just below the Tendered field. 156

157 Enter the amount the customer wants to redeem in the Tendered field. Note: If you enter an amount in the tendered box that is greater than the amount due, the customer will be owed change back. This must be returned in cash. If you enter an amount in the tendered box that is less than the amount due, the user must submit the remaining amount using a different payment type. When finished, click Apply or press + to process payment Miscellaneous 1 & 2 These two keys may be titled under the POS Setup tab. Click on either button to use these payment types. Enter the amount in the Tendered box. Note: If you enter an amount in the tendered box greater than the amount due, you will owe the customer change back. Click Submit or press No Charge To select No Charge as a payment type, select No Charge or press Shift F8 Type in the Authorization Number in the box provided. When finished, click Submit or press + Will apply a 100% discount to the sale. 5.4 Issuing a Gift Card On POS page, click Gift Card underneath the Action column. The SPSGolf Gift Card window will open. A username will automatically populate in the upper left corner of the window and the total amount due will default into the Amount field. Note: If you have employee tracking turned on, the username of the current cashier will be automatically populate the User Name field. If you have employee 157

158 tracking turned off, the username of that you originally logged into the system with will automatically be displayed. Enter the applicable password of the username that is displayed in the field provided. This is a required field. Note: The username and password entered here must be identical to a username and password from the ETS website for a user who has authorization to initialize a gift card. When using an integrated credit card reader machine: Make sure that the Card Reader button is selected. Swipe the gift card that you would like to issue. The card number will be automatically entered into the field provided. Type the name of the person this gift card is for in the Name on Card field. Enter the amount they would like to put on the card in the Amount field. 158

159 Click Initialize Gift Card Click Cancel at any time to cancel the gift card initialization process. You will be taken back to the point-of-sale to complete the purchase of the new gift card. A new sale will have already started for you with the amount of the gift card that you specified automatically rung up under the item number of GGGIFTCARD. The card number will be displayed in the item comment. See Section 5.3 for information about completing a sale with using the many different payment type options. Once the sale is complete, the card has been initialized and is immediately ready for use. To enter the information manually: Click on the Manual Entry button. Enter the card number into the Card Number field provided. Type the name of the person this gift card is for in the Name on Card field. Enter the amount they would like to put on the card in the Amount field. 159

160 Click Initialize Gift Card Click Cancel at any time to cancel the gift card initialization process. You will be taken back to the point-of-sale to complete the purchase of the new gift card. A new sale will have already started for you with the amount of the gift card that you specified automatically rung up under the item number of GGGIFTCARD. The card number will be displayed in the item comment. See Section 5.3 for information about completing a sale with using the many different payment type options. Once the sale is complete, the card has been initialized and is immediately ready for use. 5.5 Add Money to a Gift Card On POS page, click Gift Card underneath the Action column. The SPSGolf Gift Card window will open. A username will automatically populate in the upper left corner of the window and the total amount due will default into the Amount field. Note: If you have employee tracking turned on, the username of the current cashier will be automatically populate the User Name field. If you have employee tracking turned off, the username of that you originally logged into the system with will automatically be displayed. 160

161 Enter the applicable password of the username that is displayed in the field provided. This is a required field. Note: The username and password entered here must be identical to a username and password from the ETS website for a user who has authorization to add money to a gift card. When using an integrated credit card reader machine: Make sure that the Card Reader button is selected. Swipe the gift card that you would like to add money to. The card number will be automatically entered into the field provided. After the card number has been entered into the Card Number field, click Get Current Card Balance to check the current balance on the card at any time. The name on the card will also appear along with the balance. Enter the amount of increase requested for this card for in the Amount field. 161

162 Click the Add Value button. Click Cancel at any time to cancel this gift card transaction. You will be taken back to the point-of-sale to complete the transaction of adding money to a gift card. A new sale will have already started for you with the amount of increase to the gift card that you specified automatically rung up under the item number of GGGIFTCARD. The card number will be displayed in the item comment. See Section 5.3 for information about completing a sale with using the many different payment type options. Once the sale is complete, the value has been added to the card and is immediately ready for use. To enter the information manually: Click on the Manual Entry button. Enter the card number that you would like to add money to into the field provided. After the card number has been entered into the Card Number field, click Get Current Card Balance to check the current balance on the card at any time. The name on the card will also appear along with the balance. Enter the amount of increase requested for this card for in the Amount field. 162

163 Click the Add Value button. Click Cancel at any time to cancel this gift card transaction. You will be taken back to the point-of-sale to complete the transaction of adding money to a gift card. A new sale will have already started for you with the amount of increase to the gift card that you specified automatically rung up under the item number of GGGIFTCARD. The card number will be displayed in the item comment. See Section 5.3 for information about completing a sale with using the many different payment type options. Once the sale is complete, the value has been added to the card and is immediately ready for use. 5.6 Applying Level Pricing to a Sale On POS page, click New Sale or F2. Enter in the Customer s SPS GMS number or Golf Course Member number (required). Enter the quantity of the first item into the Qty box. Enter the item number. Click Enter Item button. Repeat the same process for any additional items you would like to include in the sale. 163

164 Note: You can only apply level pricing for items that have level pricing setup in your club s inventory. See Section for level pricing setup within inventory. Click the D Action button next to the item you would like to apply level pricing to. This will bring up the discount box underneath the sale total. Click on the Level tab. This will display the 4 different levels of prices that you may apply to this item. Select a price level to apply to the item. These values are setup by administrators. See Section for help setting up level pricing for each item. In the figure above, for example, this customer is purchasing a Cutter & Buck shirt at Level 2 pricing. Click Apply or press F Redeeming Loyalty Points and Applying Loyalty Discounts to a New Sale On POS page, click New Sale or F2. Enter in the Customer s SPS GMS number or Golf Course Member number (required). Enter the quantity of the first item into the Qty box. Enter the item number. Click Enter Item button. Repeat the same process for any additional items you would like to include in the sale. Note: You can only redeem loyalty points for select items. See Section for inventory item loyalty setup. If an item within your sale is part of your loyalty program, the D Action button will have an asterisk next to it. Click this D to redeem loyalty points and apply a discount to this item. This will bring up the discount box underneath the sale total. 164

165 Click on the Loyalty tab. This will display the total loyalty point balance for the member that is verified in the first step. It will also show you the amount of points that will be decremented when redeeming points against that particular inventory item, all redemptions will be for 100%. Click Apply or press F4. The discount has now been applied to the item. Repeat this process for any other items within your sale that you would like to redeem loyalty points for and apply loyalty discounts to. 5.8 Applying Club Account Rules to a New Sale On POS page, click New Sale or F2. Enter in the Customer s SPS GMS number or Golf Course Member number if necessary. Enter the quantity of the first item into the Qty box. Enter the item number. Click Enter Item button. Repeat the same process for any additional items you would like to include in the sale. Click the Club Account button at the bottom left of the POS (underneath payment types). Enter the Club Account number into the field provided. General information associated with the club account will be displayed. To apply any discounts associated with the club account to 165

166 5.9 Actions Per Item Version 18.3 the current sale, press the top button (Acct #) currently applied: No. Press to Apply. To pay for the current sale with a club account, see Section Remove R Discount D These actions appear on the right side of the item line for each item included in a sale. They are abbreviated as R D E C. Before you submit the sale by clicking the R next to each item, it will remove the item from that sale. By clicking the D next to each item, a yellow box will appear. You have three ways to discount an item. Note: If you have employee tracking turned on, you must assign discount privileges for each cashier. See POS setup (Security tab) in section for cashier privileges setup. To discount a specific dollar amount, enter in that amount in the first box underneath the first tab that says (AMOUNT/PCT) and then click Apply or press F4. To discount a percentage of the item s original price, enter the percent amount in the second box underneath the first tab that say (AMOUNT/PCT) and then click Apply or press F4. You also have the option of overriding a specific amount by clicking the second tab called OVERRIDE. 166

167 To override a specific amount, enter that amount into the box provided and click Apply or press F4. Note: You have the option of overriding the original amount to a greater or lesser value. This is dependent on your cashier privileges if you have employee tracking turned on Tax Exemption E If a customer is Tax Exempt, you can click the E next to each item and it will take away all taxes that were associated with that item. After clicking E you must enter the customer s tax-exempt ID number into the box provided (required) Item Comment C To add comments to an item, click the C next to each item. Type the comment into the Item Comment box. Click Apply or press F4. This comment will show up on the sales receipt as well as the POS screen beneath the item it was applied to Suspend The Suspend Button is located in the bottom left hand corner I. Suspend a New Sale After entering all of your items into a current sale, click Suspend. See Section 5.3 for help with entering items in a new sale. Type a label for the sale into the Marker field. 167

168 Note: It might be helpful to enter in the customer s last name or a ticket number into the marker field to serve as a reminder. The marker may be alpha or numeric. Click Suspend Current Sale. II. Retrieving Suspended Sales Click Suspend A list of all suspended transactions will appear. Click on the transaction you would like to retrieve. Note: If you have employee tracking turned on, you will only be able to retrieve the transactions that were done with the employee number that is currently entered into the Employee ID field. All other suspended transactions may not be retrieved unless the employee number used at the time of the original sale is entered into the Employee ID field. You may edit any part of the suspended sale after it has been retrieved (add items, remove items, discount, etc.) From this point, you may close the sale by submitting the applicable payment types, or you may suspend the sale again by clicking the Suspend button. Note: Once you submit one payment type, you will not be able to suspend the sale a second time. The system will ask you for a marker to apply to the sale once again. The marker will default to the original marker from before you retrieved it. Click Suspend Current Sale to suspend the sale a second time Gratuity The Gratuity button is located under the Action column. Note: See Section for help with setting up gratuity within POS Setup. You may apply gratuity to a sale by a percentage or a dollar amount. Click the Gratuity button when you have finished entering all the items to the current sale. Make sure the All Items radio button, located underneath Method, is selected. I. Percentage The system will select percentage as a default. The percentage amount will default to the amount that you set up on the POS Setup page on the administrator side. See Section for help with setting up gratuity percentage. 168

169 You may change the percentage amount at the time of sale if necessary. Click Apply or press F4. II. Dollar Amount Click the radio button next to Price. Type in the dollar amount of the total tip. Click Apply or press F4. To utilize the Auto Gratuity function, you must select the radio button next to Auto Gratuity Only. By selecting this option, the gratuity percentage that you setup in the POS Setup page (Section 1.6.5) on the administrator side will be applied to all items that have been marked as Auto Gratuity items. See Section for help setting up items as Auto Gratuity items Working Offline This function gives you the ability to run the system using most of POS even while you ve lost your Internet connection. It is located at the bottom left of the POS page. Once you click Work Offline, you are immediately sent to offline mode. The button will now be displayed in red and say Work Online. Note: While operating in offline mode, you will not be able to void, update inventory, pay with a gift certificate, pay with a club account, toggle between the tee sheet and point-of-sale, or close a register. You must reestablish your connection to the Internet for these functions to become available. Any transactions you do while in offline mode will now be stored locally. It will update all offline sales once you process your first sale online or close your register. 169

170 5.13 Update Inventory Anytime you change your inventory, you must click the Update Inventory button for the POS system to recognize those changes. Note: This is disabled when working offline Cancel and Back Cancel This button becomes active once New Sale is clicked. This feature cancels or erases the entire sale before any payment types are submitted. Click the Cancel button or press Shift F Back The Back button becomes active after selecting a payment type. This will return you to the selection of a payment type. Takes you back to the original sale. This button is disabled after one payment type has been submitted. Click the Back button or press Shift F Void and Returns Void Click Void or press Shift F11. Enter the Transaction Number in the box provided and click the Enter Trans # button. Note: The transaction number can be found on the original sales receipt. If the customer does not have the original sales receipt you will need to run the transaction log report for the business day the transaction took place to retrieve the transaction number. Voids can only be done on the same register session that the original transaction was done on. This will give you a summary of the details of the selected sale. 170

171 Click Apply or press F4 to void the sale. Note: This button is disabled when working offline Return Click Return or press Shift F12. Enter the quantity of the item to be returned in the Qty box. Enter the Item Number. Click Enter Item. This will display details of the item and will also show the Return Amount Total on the right side of the screen. Select the applicable payment type for the return amount. 171

172 Enter the amount being returned in the Tendered box. Note: You cannot enter an amount in the tendered box greater than the amount due for Returns. Returns can be done at any point in time by using the item number. Click Submit or press + and the sale is returned Drop and Payout Drop This function gives you the ability to add money to the register drawer. Click Drop on the right side of the POS page. Enter the Drop Amount in the box provided. Enter a comment in the field provided if necessary. Click Apply or press F4. Note: Drops are only intended to increase the starting bank of your drawer. Entering this information does not make any entry on the General Ledger report. Drops are also not intended to receive payment in any way Payout This function gives you the ability to withdraw money from the register drawer. Click Payout under the General column on the right side of the POS page. Enter a comment in the field provided if necessary. Click Apply or press F4. Note: Payouts are only intended to decrease the starting bank of your drawer. Entering this information does not make any entry on the General Ledger report. If 172

173 you use this button to pay a vendor or a cashier, you will have to run the drop/payout report and make a manual entry into your accounting package Print Ticket Print Ticket button is located at the bottom left of the POS page. By clicking on this button, it will print out a receipt that includes a subtotal, gratuity line, total line, and account number line (if applicable.) This is used for transactions that have not yet had a payment type submitted. This can be used for the current sale or suspended transactions Print Receipt Print Receipt button is located on the right side of the POS page. By clicking this button, it will print a receipt of the current sale shown on the left side of the POS page. This button will allow you to print a duplicate receipt for the last sale Close Register Click Close Register under the General column on the POS page. Another window will open that will allow you to enter in amounts for cash, checks, credit, and club account. Click on Worksheet in the top left hand corner to enter more specific revenue amounts for your drawer. Note: Remember to include your starting cash when accounting for cash. Click Use These Values if you entered in the amounts using the worksheet. 173

174 Click Preview Page if you don t want to use the Worksheet. This will take you back to the page seen below. Enter any comments in the comment field if necessary. Enter a Cashier ID. Click Preview. The preview field will give you the amounts reported in the system and will calculate the difference between the entered amounts and actual amounts. If the amounts are incorrect, you can go back and change them and click Preview a second time. 174

175 Note: The preview function is not always available. You must either have administrative privileges or been given permission by an administrator. If the amounts are correct, click Close Register. A message will appear that says: You are about to close this register. Click OK to continue. Click the OK button. A second message will appear stating: Your current register transactions for this drawer will be uploaded. This may take one to two minutes to complete. Press OK to start. Click the OK button to finalize the close of the register Offline Application You must run the Gopher Update to have the ability to use this functionality. Note: The offline application will allow the user to operate the point-of-sale screen in the event that an Internet connection cannot be established at any point during the day. After you have loaded the offline application onto your computer, you may double-click the Gopher Offline icon on your desktop to run the offline point-of-sale or tee sheet. 175

176 Click the applicable button depending on which application you would like the run (tee sheet or point-of-sale). I. Point-of-Sale If you do not have a register open on the specific workstation, you will have to open one while in offline mode. Click the Offline Point of Sale link. Select the business day that this drawer will be open for from the calendar provided. Enter you Cashier ID in the field provided. See section for help with setting up your cashier Ids. Enter the Amount of Starting Cash. Enter the Register # (can be alpha or numeric) Select the POS location from the drop down menu provided. See Section for help with setting up POS locations. Click Start Register 176

177 Note: While operating in offline mode you will not be able to void, update inventory, pay with a gift certificate, or close a register. You must reestablish your connection to the Internet for these functions to become available. When you regain your Internet connection, close the offline application and log back into the administration website. Load the tee sheet and continue business. Note: All transactions you have done offline will be saved locally to your computer. After you submit your first online transaction or close your register, all offline transactions will be uploaded as well. II. Tee Sheet After clicking the Run Offline Tee Sheet button, the system will load seven days of tee sheets. Note: These seven days will be based on what was current the last time the tee sheet was loaded. 177

178 If you have more than one course, you may view each course s tee sheet by selecting the appropriate course name from the Choose Course drop down menu. Note: While offline you will not be able to check-in, create, update, or cancel a reservation. This is used strictly for informational purposes only. You must regain your Internet connection to utilize full tee sheet functionality. To scroll between days, select the appropriate day from the bar at the top. Classic Screen Module 5.1 Switching between the Tee Sheet and POS When you re viewing the tee sheet, click the Register button. When you re viewing the POS page, click Tee Sheet or press F Opening a Register On the Tee Sheet, click the Register button. Select the business day that this drawer will be open for from the drop down list provided. Enter your Cashier ID in the field provided. See Section for help with setting up your cashier Ids. Enter the Amount of Starting Cash. Enter the Register # (can be alpha or numeric) Select the POS location from the drop down menu provided. See Section for help with setting up POS locations. Make sure your receipt printer port configuration is correct. If it is incorrect, select the correct printer driver from the drop down menu and click Update Port Configuration. 178

179 Click Start Register to continue on to the point-of-sale page. Click Start Register (Return to Tee Sheet) to open the register and return to the tee sheet. An additional window will appear to verify that the business date selected is, in fact, the correct date. Click OK if the date is correct to finalize the open register process. Click Cancel if the date is incorrect. You will then be directed back to the open register screen. Change the business date to the correct date and repeat the final steps of the open register process. 5.3 New Sale On POS page, click New Sale or F2. Enter in the Customer s Golf Course Member number or SPS GMS number if necessary in the Member # field. By entering their membership number here, the following sale will be associated with this person s membership. The system is then able to track sales by specific members. Click the Verify Member button. Note: If you are pulling over a member s reservation from the tee sheet, this information will be automatically populated with the golfer s member information. Note: If there is a club account associated with the specific member, then the club account rules and information window will be displayed to apply them to the current sale. Click the [clear] button if you entered an incorrect member. i. Review Membership Information To review an individual s membership information, click the [Info] button. This will display the membership information 179

180 within a separate window in three tabs: Member, Member Detail, and History. See Section for explanation of these tabs. Note: For example, this information can be used by a cashier to: verify a member s status, club account number, or year-to-date sales, rounds, and no shows. If you have employee tracking activated, you must enter your cashier ID in the field provided. Note: See Section for help with setting up cashier Ids and for instructions to activate employee tracking. Enter the quantity of the first item into the Qty box. Enter the item number. Click Enter Item button. Note: If you don t know the item number of the item you are trying to sell, you can search for it in 2 ways: (1) enter a partial item number, or (2) search for it using the Find Item link. (3) Your first option is ideal if you know the first part of the item number (alpha or numeric). For example, if you know the item number starts with 2 and you type 2 and then click the Enter Item button (and a 2 doesn t exist in your inventory), the system will automatically retrieve every item in inventory that 180

181 begins with 2 (See screen shot Below). Select the item that you are searching for from the list and click the Enter Item button. Another scenario presents itself in the case where item #2 does exist in your inventory. In this case, to avoid actually ringing up item #2, click the S/W (Starts With) checkbox after you type the 2 in the Item # field. Then you may click the Enter Item button. This will retrieve the search list of items that start with 2 just as it did in the first scenario without accidentally ringing up item #2. (4) If you choose to use the Find Item link, click on the link and narrow down your search criteria from the drop down menus provided and then click the Retrieve button. Once you have found the item you re searching for, you can double-click it and the item will be added to the sale. Note: See Section for instructions for the extra steps involved when selling a gift certificate item. Repeat the same process for any additional items you would like to include in the sale Selling a Gift Certificate When you are selling a gift certificate item, you must enter additional gift certificate details on the POS after you enter the inventory item number of the gift certificate. After entering the gift certificate item number, extra gift certificate detail fields will appear on the right side of the screen. The first field will be the gift certificate number. This field is autopopulated and the new gift certificate will permanently have this number associated to it once the sale is complete. 181

182 The user has the option of entering the remaining information, which includes the name on the gift certificate, address of the customer, the event it was for, and any other descriptions. It is recommended to enter information for all of these fields for tracking purposes. The expiration date drop down menus will automatically default to one year from the current date. The user may also change this if necessary. The last field for the amount is the only field that is required. This field will default to the price that is associated with this gift certificate item within the club inventory. This is the amount you would like to issue the gift certificate for in this particular sale. Click Apply or press F4 when finished. Continue following the instructions within this section to complete the sale Quick Items On POS page, click New Sale or F2. To utilize the Quick Items feature, click the button. Click the item that you wish to ring up by clicking the button. Note: Contact SPS Golf customer support for help with setup of your quick items. 182

183 To ring up a quantity of more than one of a particular item, click the Qty button. Click the number quantity that you want to ring up in the quantity calculator. Click the Use Qty (+) button and then click the item button that you want to ring up. Click the red Close button at any time to return to the main POS screen UPC feature On POS page, click New Sale or F2. To utilize the UPC feature, check the UPC box next to the Enter Item yellow button. Enter in the Customer s Golf Course Member # if necessary. Enter the quantity of the first item into the Qty box. Using the bar code scanner, scan the UPC code on the back of your items. The items will automatically appear in the current sale. Note: See Ordering in Section for UPC set-up per item. Paying for the Sale (10 Payment Types) Cash Note: You have the ability to pay with multiple payment types. To select cash as your payment type, select Cash or press F8. Enter in the Amount Tendered in the yellow box. Note: If you enter an amount in the tendered box greater than the amount due, you will owe the customer change back. 183

184 Click Apply or press + to process the payment Check To select Check as a payment type, select Check or press F7. Enter the Amount Tendered in the yellow box You have the option of entering the Routing Number, Account Number, and Check Number. Amount Tendered is the only required field. Note: You cannot enter an amount in the tendered box greater than the amount due for Check payment types. When finished, click Apply or press + to process payment Credit To select Credit as a payment type, click Credit or press F9. The Amount Due automatically appears in the Amount Tendered box. You have the ability to change the amount if the customer is making multiple payments. Note: If you enter an amount in the tendered box greater than the amount due, you will owe the customer change back. Click Apply, and a separate Credit Card window will appear (shown below). 184

185 When using an integrated credit card reader machine: Make sure that the Card Reader button is selected. Swipe the credit card. All of the necessary information will populate the fields within the credit card window. Click Complete to finalize the authorization process. Click Cancel at any time to cancel the authorization process. To enter the information manually: Click on the Manual Entry button. Select the Card Type from the drop down menu. Type in the credit card number in the Account Number field. Type in the expiration date in the ExpDate field. For example May 2004 would be typed in as Type in the name of the card owner in the Name On Card field. Type in the card owner s address in the Street Address field (optional). 185

186 Type in the card owner s zip code in the Zip Code field (optional). Click Complete to finalize the authorization process. Click Cancel at any time to cancel the authorization process. To acquire authorization via phone linked credit card machine: Note: You would only need to use this option when one of the following two things occurs (1) Internet connection is disconnected, or (2) ETS is offline. Click on the External Process button. Select the Card Type from the drop down menu provided. Enter the authorization number and reference number in the appropriate fields inside the Phone Authorization Information box. This information will be acquired from the receipt printed out from the phone linked credit card machine. Click Complete to finalize the authorization process. Click Cancel at any time to cancel the authorization process. In the event that authorization is unattainable through ETS, SPS GMS, and the phone linked credit card machine, verbal authorization is your final option. Click on the External Process button. The Manual Entry button will automatically be selected. Select the Card Type from the drop down menu provided. Contact the credit card company via telephone and provide them with the necessary information. The automated verbal phone authorization phone number is Note: Make sure to inquire with ETS regarding their rules and processes when doing verbal authorization. You must also understand that verbal authorization does NOT charge the credit card. After acquiring the authorization and reference number from the representative, you must then provide that information to your bank. Enter the authorization number and reference number in the appropriate fields inside the External Process Information box. This information will be acquired from the representative over the phone. 186

187 Click Complete to finalize the authorization process. Click Cancel at any time to cancel the authorization process Club Account To select Club Account as a payment type, select Club Account located under the Payment column. Note: If a member has already been verified in the member box (See beginning of Section 5.3 for explanation), and has a club account associated with their membership (See Section for help with associating club accounts to membership) their club account number will automatically default in this field so that the user does not have to type it. Enter the Club number into the field provided and click Retrieve Club Account. After you click Retrieve Club Account, the name on the club account will appear next to the club number field for the user to verify that this is the correct account. You may also click the [Click for Info] link to view more specific details of this club account. Note: If you don t know the club account for this customer/member, click the [Find Club Account] link. This will open a separate search window that will allow you to search by their last name or just simply retrieve a complete list of accounts for your club. The Amount Due will automatically be defaulted in the Tendered box. You may change this amount if necessary. Note: If you enter an amount in the tendered box greater than the amount due, you will owe the customer change back. i. Review Club Account Information To review the customer s club account information, click the [Click for Info] button. A separate window will open to display their club account information in five tabs: Bill To, Credit Info, Notes, Members, and Transactions. 187

188 Note: For example, this information can be used by a cashier to: verify a club account s status, check their balance due, available balance, last posted payment, or view historical transactions charged to the account. The name on the account will appear underneath the Tendered box and next to the club number field for the cashier to verify the identity of the customer. When finished, click Apply or press Gift Certificate To select Gift Certificate as a payment type, select Gift Certificate or press F12. Type in the Gift Certificate number (prefix and sequence number) in the Certificate # field. Note: If you have the gift certificate number programmed into a card with a magnetic strip, you may swipe this card through your credit card swipe and it will automatically be entered into the field. Click Retrieve Gift Certificate. Note: This is disabled when working offline. The total Amount Remaining on that specific Gift Certificate will appear just below the Tendered field. Enter the amount the customer wants to redeem in the Tendered field. Note: If you enter an amount in the tendered box that is greater than the amount due, the customer will be owed change back. This must be returned in cash. If you enter an amount in the tendered box that is less than the amount due, the user must submit the remaining amount using a different payment type. When finished, click Apply or press + to process payment. 188

189 5.3.9 Manufacturer s Coupon To select Manufacturer s Coupon as a payment type, select Mftr. Coupon or press Shift F9. Enter the Amount Tendered in the yellow box. You have the option of entering the Coupon Number. Amount Tendered is the only required field. Note: If you enter an amount in the tendered box greater than the amount due, you will owe the customer change back. When finished, click Apply or press Gift Card To select Gift Card as a payment type, click Gift Card. The SPS GMS Gift Card window will open. A username will automatically populate in the upper left corner of the window and the total amount due will default into the Amount field. Note: If you have employee tracking turned on, the username of the current cashier will be automatically populate the User Name field. If you have employee tracking turned off, the username of that you originally logged into the system with will automatically be displayed. You can change this username to anything you want, but it is our recommendation to keep it as something that is recognizable for tracking purposes from the ETS website. When using an integrated credit card reader machine: 189

190 Make sure that the Card Reader button is selected. Swipe the gift card. The card number will be automatically entered into the field provided. Note: After the card number has been entered into the Card Number field, click Get Current Card Balance to check the current balance on the card at any time. If you would like to submit the entire sale amount, click Complete to finalize the authorization process. If you would only like to submit a partial amount of the total sale on the gift card, change the amount at this point to the partial total before clicking Complete. Click Cancel at any time to cancel the authorization process. To enter the information manually: Click on the Manual Entry button. Type the gift card number into the Card Number field. Note: After the card number has been entered into the Card Number field, click Get Current Card Balance to check the current balance on the card at any time. If you would like to submit the entire sale amount, click Complete to finalize the authorization process. If you would only like to submit a partial amount of the total sale on the gift card, change the amount at this point to the partial total before clicking Complete. Click Cancel at any time to cancel the authorization process Rain Check To select Rain Check as a payment type, click the Rain Check button underneath the Payment column. Type in the Rain Check number (found on the Rain Check receipt) in the Rain Check # field. Click Retrieve Rain Check. 190

191 Note: This is disabled when working offline. The total Amount Remaining on that specific Rain Check will appear just below the Tendered field. Enter the amount the customer wants to redeem in the Tendered field. Note: If you enter an amount in the tendered box that is greater than the amount due, the customer will be owed change back. This must be returned in cash. If you enter an amount in the tendered box that is less than the amount due, the user must submit the remaining amount using a different payment type. When finished, click Submit or press + to process payment Miscellaneous 1 & 2 These two keys may be titled under the POS Setup tab. Click on either button to use these payment types. Enter the amount in the Tendered box. Note: If you enter an amount in the tendered box greater than the amount due, you will owe the customer change back. Click Submit or press No Charge To select No Charge as a payment type, select No Charge or press Shift F8 Type in the Authorization Number in the box provided. When finished, click Submit or press + Will apply a 100% discount to the sale. 5.4 Issuing a Gift Card 191

192 On POS page, click Gift Card underneath the Action column. The SPSGolf Gift Card window will open. A username will automatically populate in the upper left corner of the window and the total amount due will default into the Amount field. Note: If you have employee tracking turned on, the username of the current cashier will be automatically populate the User Name field. If you have employee tracking turned off, the username of that you originally logged into the system with will automatically be displayed. Enter the applicable password of the username that is displayed in the field provided. This is a required field. Note: The username and password entered here must be identical to a username and password from the ETS website for a user who has authorization to initialize a gift card. When using an integrated credit card reader machine: Make sure that the Card Reader button is selected. Swipe the gift card that you would like to issue. The card number will be automatically entered into the field provided. Type the name of the person this gift card is for in the Name on Card field. Enter the amount they would like to put on the card in the Amount field. 192

193 Click Initialize Gift Card Click Cancel at any time to cancel the gift card initialization process. You will be taken back to the point-of-sale to complete the purchase of the new gift card. A new sale will have already started for you with the amount of the gift card that you specified automatically rung up under the item number of GGGIFTCARD. The card number will be displayed in the item comment. See Section 5.3 for information about completing a sale with using the many different payment type options. Once the sale is complete, the card has been initialized and is immediately ready for use. To enter the information manually: Click on the Manual Entry button. Enter the card number into the Card Number field provided. Type the name of the person this gift card is for in the Name on Card field. Enter the amount they would like to put on the card in the Amount field. 193

194 Click Initialize Gift Card Click Cancel at any time to cancel the gift card initialization process. You will be taken back to the point-of-sale to complete the purchase of the new gift card. A new sale will have already started for you with the amount of the gift card that you specified automatically rung up under the item number of GGGIFTCARD. The card number will be displayed in the item comment. See Section 5.3 for information about completing a sale with using the many different payment type options. Once the sale is complete, the card has been initialized and is immediately ready for use. 5.5 Add Money to a Gift Card On POS page, click Gift Card underneath the Action column. The SPSGolf Gift Card window will open. A username will automatically populate in the upper left corner of the window and the total amount due will default into the Amount field. Note: If you have employee tracking turned on, the username of the current cashier will be automatically populate the User Name field. If you have employee tracking turned off, the username of that you originally logged into the system with will automatically be displayed. 194

195 Enter the applicable password of the username that is displayed in the field provided. This is a required field. Note: The username and password entered here must be identical to a username and password from the ETS website for a user who has authorization to add money to a gift card. When using an integrated credit card reader machine: Make sure that the Card Reader button is selected. Swipe the gift card that you would like to add money to. The card number will be automatically entered into the field provided. After the card number has been entered into the Card Number field, click Get Current Card Balance to check the current balance on the card at any time. The name on the card will also appear along with the balance. Enter the amount of increase requested for this card for in the Amount field. 195

196 Click the Add Value button. Click Cancel at any time to cancel this gift card transaction. You will be taken back to the point-of-sale to complete the transaction of adding money to a gift card. A new sale will have already started for you with the amount of increase to the gift card that you specified automatically rung up under the item number of GGGIFTCARD. The card number will be displayed in the item comment. See Section 5.3 for information about completing a sale with using the many different payment type options. Once the sale is complete, the value has been added to the card and is immediately ready for use. To enter the information manually: Click on the Manual Entry button. Enter the card number that you would like to add money to into the field provided. After the card number has been entered into the Card Number field, click Get Current Card Balance to check the current balance on the card at any time. The name on the card will also appear along with the balance. Enter the amount of increase requested for this card for in the Amount field. 196

197 Click the Add Value button. Click Cancel at any time to cancel this gift card transaction. You will be taken back to the point-of-sale to complete the transaction of adding money to a gift card. A new sale will have already started for you with the amount of increase to the gift card that you specified automatically rung up under the item number of GGGIFTCARD. The card number will be displayed in the item comment. See Section 5.3 for information about completing a sale with using the many different payment type options. Once the sale is complete, the value has been added to the card and is immediately ready for use. 5.6 Applying Level Pricing to a Sale On POS page, click New Sale or F2. Enter in the Customer s SPS GMS number or Golf Course Member number (required). Enter the quantity of the first item into the Qty box. Enter the item number. Click Enter Item button. Repeat the same process for any additional items you would like to include in the sale. 197

198 Note: You can only apply level pricing for items that have level pricing setup in your club s inventory. See Section for level pricing setup within inventory. Click the D Action button next to the item you would like to apply level pricing to. This will bring up the discount box underneath the sale total. Click on the Level tab. This will display the 4 different levels of prices that you may apply to this item. Select a price level to apply to the item. These values are setup by administrators. See Section for help setting up level pricing for each item. In the figure above, for example, this customer is purchasing a Cutter & Buck shirt at Level 2 pricing. Click Apply or press F Redeeming Loyalty Points and Applying Loyalty Discounts to a New Sale On POS page, click New Sale or F2. Enter in the Customer s SPS GMS number or Golf Course Member number (required). Enter the quantity of the first item into the Qty box. Enter the item number. Click Enter Item button. Repeat the same process for any additional items you would like to include in the sale. Note: You can only redeem loyalty points for select items. See Section for inventory item loyalty setup. If an item within your sale is part of your loyalty program, the D Action button will have an asterisk next to it. Click this D to redeem loyalty points and apply a discount to this item. This will bring up the discount box underneath the sale total. 198

199 Click on the Loyalty tab. This will display the total loyalty point balance for the member that is verified in the first step. It will also show you the amount of points that will be decremented when redeeming points against that particular inventory item, all redemptions will be for 100%. Click Apply or press F4. The discount has now been applied to the item. Repeat this process for any other items within your sale that you would like to redeem loyalty points for and apply loyalty discounts to. 5.8 Applying Club Account Rules to a New Sale On POS page, click New Sale or F2. Enter in the Customer s SPS GMS number or Golf Course Member number if necessary. Enter the quantity of the first item into the Qty box. Enter the item number. Click Enter Item button. Repeat the same process for any additional items you would like to include in the sale. Click the Club Account button under the General column. Enter the Club Account number into the field provided. General information associated with the club account will be displayed. To apply any discounts associated with the club account to 199

200 5.9 Actions Per Item Version 18.3 the current sale, press the top button (Acct #) currently applied: No. Press to Apply. To pay for the current sale with a club account, see Section Remove R Discount D These actions appear on the right side of the item line for each item included in a sale. They are abbreviated as R D E C. Before you submit the sale by clicking the R next to each item, it will remove the item from that sale. By clicking the D next to each item, a yellow box will appear. You have three ways to discount an item. Note: If you have employee tracking turned on, you must assign discount privileges for each cashier. See POS setup (Security tab) in section for cashier privileges setup. To discount a specific dollar amount, enter in that amount in the first box underneath the first tab that says (AMOUNT/PCT) and then click Apply or press F4. To discount a percentage of the item s original price, enter the percent amount in the second box underneath the first tab that say (AMOUNT/PCT) and then click Apply or press F4. You also have the option of overriding a specific amount by clicking the second tab called OVERRIDE. 200

201 To override a specific amount, enter that amount into the box provided and click Apply or press F4. Note: You have the option of overriding the original amount to a greater or lesser value. This is dependent on your cashier privileges if you have employee tracking turned on Tax Exemption E If a customer is Tax Exempt, you can click the E next to each item and it will take away all taxes that were associated with that item. After clicking E you must enter the customer s tax-exempt ID number into the box provided (required) Item Comment C To add comments to an item, click the C next to each item. Type the comment into the Item Comment box. Click Apply or press F4. This comment will show up on the sales receipt as well as the POS screen beneath the item it was applied to Suspend The Suspend button is located under the Action column on the point-of-sale page. I. Suspend a New Sale 201

202 After entering all of your items into a current sale, click Suspend. See Section 5.3 for help with entering items in a new sale. Type a label for the sale into the Marker field. Note: It might be helpful to enter in the customer s last name or a ticket number into the marker field to serve as a reminder. The marker may be alpha or numeric. Click Suspend Current Sale. II. Retrieving Suspended Sales Click Suspend A list of all suspended transactions will appear. Click on the transaction you would like to retrieve. Note: If you have employee tracking turned on, you will only be able to retrieve the transactions that were done with the employee number that is currently entered into the Employee ID field. All other suspended transactions may not be retrieved unless the employee number used at the time of the original sale is entered into the Employee ID field. You may edit any part of the suspended sale after it has been retrieved (add items, remove items, discount, etc.) From this point, you may close the sale by submitting the applicable payment types, or you may suspend the sale again by clicking the Suspend button. Note: Once you submit one payment type, you will not be able to suspend the sale a second time. The system will ask you for a marker to apply to the sale once again. The marker will default to the original marker from before you retrieved it. Click Suspend Current Sale to suspend the sale a second time Gratuity The Gratuity button is located under the Action column. Note: See Section for help with setting up gratuity within POS Setup. You may apply gratuity to a sale by a percentage or a dollar amount. Click the Gratuity button when you have finished entering all the items to the current sale. Make sure the All Items radio button, located underneath Method, is selected. I. Percentage The system will select percentage as a default. The percentage amount will default to the amount that you set up on the POS 202

203 Setup page on the administrator side. See Section for help with setting up gratuity percentage. You may change the percentage amount at the time of sale if necessary. Click Apply or press F4. II. Dollar Amount Click the radio button next to Price. Type in the dollar amount of the total tip. Click Apply or press F4. To utilize the Auto Gratuity function, you must select the radio button next to Auto Gratuity Only. By selecting this option, the gratuity percentage that you setup in the POS Setup page (Section 1.6.5) on the administrator side will be applied to all items that have been marked as Auto Gratuity items. See Section for help setting up items as Auto Gratuity items Working Offline This function gives you the ability to run the system using most of POS even while you ve lost your Internet connection. It is located under the General column on the right side of the POS page. Once you click Work Offline, you are immediately sent to offline mode. The button will now be displayed in red and say Work Online. Note: While operating in offline mode, you will not be able to void, update inventory, pay with a gift certificate, pay with a club account, toggle between the tee sheet and point-of-sale, or close a register. You must reestablish your connection to the Internet for these functions to become available. 203

204 Any transactions you do while in offline mode will now be stored locally. It will update all offline sales once you process your first sale online or close your register Update Inventory Anytime you change your inventory, you must click the Update Inventory button for the POS system to recognize those changes. Note: This is disabled when working offline Cancel, Back and Oops Cancel This button becomes active once New Sale is clicked. This feature cancels or erases the entire sale before any payment types are submitted. It is located under the Action column on the right side of the POS page. Click the Cancel button or press Shift F Back The Back button becomes active after selecting a payment type. This will return you to the selection of a payment type. Takes you back to the original sale. This button is disabled after one payment type has been submitted. Located under the Action column on the right side of the POS page. Click the Back button or press Shift F Oops The Oops button becomes active after selecting a payment type. Very useful if you accidentally selected the wrong payment type. Note: The Back button only allows you to go back to the original sale. It is disabled once one payment type has already been submitted. Oops will allow you to go back to the previous step. Located under the Action column on the right side of the POS page. Click the Oops button or press Shift F Void and Returns Void Click Void or press Shift F11. Enter the Transaction Number in the box provided and click the Enter Trans # button. Note: The transaction number can be found on the original sales receipt. If the customer does not have the original sales receipt you will need to run the transaction 204

205 log report for the business day the transaction took place to retrieve the transaction number. Voids can only be done on the same register session that the original transaction was done. This will give you a summary of the details of the selected sale. Click Apply or press F4 to void the sale. Note: This button is disabled when working offline Return Click Return or press Shift F12. Enter the quantity of the item to be returned in the Qty box. Enter the Item Number. Click Enter Item. This will display details of the item and will also show the Return Amount Total on the right side of the screen. Select the applicable payment type for the return amount. Enter the amount being returned in the Tendered box. Note: You cannot enter an amount in the tendered box greater than the amount due for Returns. Returns can be done at any point in time using the item number. 205

206 Click Submit or press + and the return is completed Drop and Payout Drop This function gives you the ability to add money to the register drawer. Click Drop under the General column on the right side of the POS page. Enter the Drop Amount in the box provided. Enter a comment in the field provided if necessary. Click Apply or press F4. Note: Drops are only intended to increase the starting bank of your drawer. Entering this information does not make any entry on the General Ledger report. Drops are also not intended to receive payment in any way Payout This function gives you the ability to withdraw money from the register drawer. Click Payout under the General column on the right side of the POS page. Enter a comment in the field provided if necessary. Click Apply or press F4. Note: Payouts are only intended to decrease the starting bank of your drawer. Entering this information does not make any entry on the General Ledger report. If you use this button to pay a vendor or a cashier, you will have to run the drop/payout report and make a manual entry into your accounting package. 206

207 5.17 Print Ticket Print Ticket button is located under the General column on the right side of the POS page. By clicking on this button, it will print out a receipt that includes a subtotal, gratuity line, total line, and account number line (if applicable.) This is used for transactions that have not yet had a payment type submitted. This can be used for the current sale or suspended transactions Print Receipt Print Receipt button is located under the General column on the right side of the POS page. By clicking this button, it will print a receipt of the current sale shown on the left side of the POS page. This button will allow you to print a duplicate receipt for the last sale Close Register Click Close Register under the General column on the POS page. Another window will open that will allow you to enter amounts for cash, checks, credit, and club account. Click on Worksheet in the top left hand corner to enter more specific revenue amounts for your drawer. Note: Remember to include your starting cash when accounting for cash. Click Use These Values if you entered in the amounts using the worksheet. Click Preview Page if you don t want to use the Worksheet. This will take you back to the page seen below. 207

208 Enter any comments in the comment field if necessary. Enter a Cashier ID. Click Preview. The preview field will give you the amounts reported in the system and will calculate the difference between the entered amounts and actual amounts. If the amounts are incorrect, you can go back and change them and click Preview a second time. Note: The preview function is not always available. You must either have administrative privileges or been given permission by an administrator. If the amounts are correct, click Close Register. 208

209 A message will appear that says: You are about to close this register. Click OK to continue. Click the OK button. A second message will appear stating: Your current register transactions for this drawer will be uploaded. This may take one to two minutes to complete. Press OK to start. Click the OK button to finalize the close of the register Offline Application You must run the Gopher Update to have the ability to use this functionality. Note: The offline application will allow the user to operate the point-of-sale screen in the event that an Internet connection cannot be established at any point during the day. After you have loaded the offline application onto your computer, you may double-click the Gopher Offline icon on your desktop to run the offline point-of-sale or tee sheet. Click the applicable button depending on which application you would like to run (tee sheet or point-of-sale). I. Point-of-Sale 209

210 If you do not have a register open on the specific workstation, you will have to open one while in offline mode. Click the Offline Point of Sale link. Select the business day that this drawer will be open for from the calendar provided. Enter you Cashier ID in the field provided. See section for help with setting up your cashier Ids. Enter the Amount of Starting Cash. Enter the Register # (can be alpha or numeric) Select the POS location from the drop down menu provided. See Section for help with setting up POS locations. Click Start Register 210

211 Note: While operating in offline mode you will not be able to void, update inventory, pay with a gift certificate, or close a register. You must reestablish your connection to the Internet for these functions to become available. When you regain your Internet connection, close the offline application and log back into the administration website. Load the tee sheet and continue business. Note: All transactions you have done offline will be saved locally to your computer. After you submit your first online transaction or close your register, all offline transactions will be uploaded as well. II. Tee Sheet After clicking the Run Offline Tee Sheet button, the system will load seven days of tee sheets. Note: These seven days will be based on what was current the last time the tee sheet was loaded. If you have more than one course, you may view each course s tee sheet by selecting the appropriate course name from the Choose Course drop down menu. Note: While offline you will not be able to check-in, create, update, or cancel a reservation. This is used strictly for informational purposes only. You must regain your Internet connection to utilize full tee sheet functionality. To scroll between days, select the appropriate day from the bar at the top. 211

212 6. REPORTS 6.1 Inventory Reports Inventory Adjustment 212

213 The inventory adjustment report displays the details of any inventory adjustment that was made on your course for a selected date range Inventory by Category The Categorical Inventory Report displays your entire inventory. This report is sorted by category, department, and sub-department. You have the option to run this report by specific criteria such as category, department, or sub-department name. You also have the ability to show or hide the item numbers when viewing this report. 213

214 6.1.3 Inventory by Period The Inventory by Period Report shows the activity of your inventory items over a selected date range. The items are sorted by item number within each category. This report enables you to view the cost of your ending inventory, cost of goods sold, and accounts for any adjustments done within the selected period. You must run Business Day Close for all days within the selected date range to run this report. 214

215 Note: You may also import this information into CSV format by clicking the CSV link Inventory Count Report 215

216 The Inventory Count Report displays your quantity on hand totals for your entire inventory. This report is used to compare with your floor count. This report sorts item numbers within each category. Note: To view quantity on hand select the criteria Show Item Count Yes Inventory Detail Report The Inventory Detail Report gives you a detailed listing of your inventory sorted by item number. You may run this report by sales, services, kits, gift certificates or any combination of the four. The report allows you to view your current dollar and percentage profit margin. This report also gives you your total costs and retail prices of your entire inventory. Note: You may also import this information into Microsoft Excel by clicking the Excel Version link. 216

217 6.1.6 Inventory Reorder Report The Inventory Reorder Report displays all inventory items where the quantity on hand totals are either equal to or below the reorder point you established when you created the item. The items are sorted by item number within each category, department, and sub-department. You may run this report by a specific category or department Kit Detail 217

218 The Kit Detail report gives you all of the details of your course s kits. You may run this report for a single kit, or all of your course s kits Manufacturer and Supplier Report The Manufacturer and Supplier report is an informational report that displays all information pertaining to the manufacturers and suppliers you previously set up in the system. You may run this report for a specific manufacturer/supplier as well as run it for all manufacturers/suppliers only or for both manufacturers and suppliers. 218

219 6.1.9 Purchase Order Detail Report The Purchase Order Detail Report displays a detailed listing of specific purchase orders. You are required to select a starting date to run this report. You also have the option of selecting a date range, a specific purchase order number, and specific purchase order status. Additionally, you have the ability to control the displays of subtotals and grand totals. 219

220 Purchase Order Summary Report For a selected date range, the Purchase Order Summary Report gives you a summary of the purchase orders within a specific date range. This enables you to quickly view your outstanding accounts payable. 220

221 Receiving Order Detail Report The Receiving Order Detail Report displays a detailed listing of specific receiving orders. You are required to select a starting date to run this report. You also have the option of selecting a date range, a specific receiving order number, and specific receiving order status. Additionally, you have the ability to control the displays of subtotals and grand totals. 221

222 Receiving Order Summary Report 222

223 For a selected date range, the Receiving Order Summary Report gives you a summary of the receiving orders within a specific date range. This enables you to quickly view your new inventory costs Receiving Resale The receiving resale report gives you the details of items that you have received within a selected date range. This report is sorted by supplier. It displays the totals for the item s unit costs and retail prices. 223

224 Receiving Voucher The receiving voucher report gives you a detailed view of specific receiving orders. You must run this report by a specific receiving order number. This includes not only the details of all the items included in the receiving order, but it 224

225 also shows any discounts that were applied as well as any applicable shipping costs Sale Price Detail The sale price detail report will display the details of any sales that fall within the report s selected date range. This report sorts by sale name. 225

226 6.2 Membership Reports Club Account Billing Information The Club Account Billing Information report is an informational report that displays general billing information about your course s club accounts. This report includes the club account name, company name, club account number, account status, address, telephone number, cell phone number, fax number, , 226

227 and membership type. You may run this report by club account name, number, company name, or status. Note: You may also import this information into Microsoft Excel by clicking the Excel Version link Club Account Credit Information The Club Account Credit Information report is an informational report that displays general credit information about your course s club accounts. This report includes club account name, company name, club account number, status, opening date, price level, discount percentage, tax exempt status, purchase limit enforced status, credit limit enforced status, account balance due, available balance, last payment date, and dining minimum policy associated to the club account. It also totals the balance due and available balance. This report can be 227

228 run by club account name, number, company name, dining minimum policy, price level, purchase limit enforced status, and club account status. Note: You may also import this information into Microsoft Excel by clicking the Excel Version link Club Account Summary 228

229 This report gives you a detailed summary of your club account information. Every transaction associated with the club account is displayed and totaled. It will show you the date of the transaction, the transaction number, the transaction type, charges, and credits. The club accounts are sorted by club account number. Note: This report may not be run for a date range greater than 31 days Dining Minimum Report 229

230 The dining minimum report is a summary of all club accounts that have a dining minimum policy associated to it. This report displays some general information about the club account as well as the details of the dining minimum policy (dining minimum name and amount) associated to them Golfer Ranking Report (Historical) 230

231 This report ranks your golfers according to the criteria you select and is an excellent tool for marketing to your golfers. This report can be run based on membership criteria of their estimated annual rounds, membership start and end dates, membership type, reservation type, reservation start and end date status, number of rounds the member has played for a date range and by zip code to view members based on demographics Loyalty Membership 231

232 This report gives you membership information of the member s currently enrolled in your loyalty program. You can run this report by a start and end age, start and end birthday, gender, start and end last play date, golf course where they joined, start and end join date, and/or zip code criteria. Your members are displayed in alphabetical order Loyalty Points Balance 232

233 The Loyalty Points Balance report allows the user to check member s points to view an accurate reading of all of the accumulated and used points. The user can use search criteria such as entering a date range and then selecting a beginning point balance for members, to see which members had a certain amount of points within a specific time period. The user can also search based on points earned and points used for a specific day or time period. The report also allows the user to down their search results by membership type Member Purchases by Manufacturer 233

234 The Member Purchases by Manufacturer Report allows you to view member s buying trends. You may run this report a specific manufacturer over a selected date range. This report will display each individual item sold, within the date range, associated to that manufacturer. See Section for help associating manufacturers to inventory items. The report sorts by manufacturer name and item name within the manufacturer. It displays the quantity of items each member purchased as well as the amount of money spent. To utilize this report you must use the member feature on the point-of-sale page in order for the information to be gathered by the system. There is also a link at the bottom of the non-printable version of the report that allows you to the members displayed on the report. This function is helpful to notify these members when your club is running sales on these items. Note: To utilize the function on this report, the members included on this report must meet two criterions: (1) they must have a valid address and (2) also enabled the option on their SPS GMS profile to receive s from third parties Membership Activity by Type and Reservation Status 234

235 This report shows your potential green fee revenue by membership type and reservation status for a selected date range (present of future date) Membership Activity by Type and Reservation Status (Historical) 235

236 This report shows your potential green fee revenue by membership type and reservation status for a selected date range (past dates only) Membership History Report 236

237 The Membership History Report shows historical information about the members of your golf course. This report may be run by a specific member or for all of your course s members. This report will include general information about your members including , birthday, spouse, member status, active date, expiration date, club account number, last course played, last date played, round year-todate, no-shows year-to-date, purchases year-to-date, and any notes. You may run this report by course membership id, SPS GMS membership id, or a date range of member s birthdays. Note: The financial information will only update for business days that have been closed. The reservation information will only update for days that reservation end of day has been run. The information will update overnight when additional business days are closed Membership Information Report 237

238 The Membership Information Report shows information about the members of your golf course. This report may be run by a specific membership type as well as membership status (active or inactive). Note: This report downloads into a PDF format and may be opened in Adobe Acrobat Reader. Adobe Acrobat Reader may be obtained by clicking on the Links tab. Note: You may also import this information into Microsoft Excel by clicking the Excel Version link Recurring Charge Detail 238

239 The recurring charge detail report is an informational report that displays the details of each recurring charge currently set up in the system. It subtotals by each recurring charge as well as gives you a grand total for all recurring charges. This report is sorted by recurring charge name if you run it for more than one recurring charge. Note: You may also import this information into Microsoft Excel by clicking the Excel Version link Tee Sheet Member Purchases by Manufacturer 239

240 The Tee Sheet Member Purchases by Manufacturer report displays historical purchase information for members on your currently on your tee sheet for days in the future. This report sorts by the manufacturer name. It also displays the names of the items purchased, as well as the quantity purchased, and number of customers that purchased the item. For this information to exist, you must associate member s numbers to sales on the point-of-sale. See Section 5.3 for help with member numbers on the point-of-sale Tee Sheet Member Purchases by Record 240

241 The Tee Sheet Member Purchase Record report displays historical purchase information for members on your currently on your tee sheet for days in the future. This report sorts by the member name. It also displays the manufacturer s name, the names of the items purchased, and the quantity purchased. For this information to exist, you must associate member s numbers to sales on the pointof-sale. See Section 5.3 for help with member numbers on the point-of-sale. There is also a link at the bottom of the non-printable version of the report that allows you to the members displayed on the report. This function is helpful to notify these members when your club is running sales on these items. Note: To utilize the function on this report, the members included on this report must meet two criterions: (1) they must have a valid address and (2) also enabled the option on their SPS GMS profile to receive s from third parties. 6.3 Reservation Reports 241

242 6.3.1 Daily Tee Sheet The Daily Tee Sheet report gives you the ability to print out a hard copy of your tee sheet everyday to use in the clubhouse or your starter shack. It gives a detailed listing of the players names by tee times, as well as the number of holes they have reserved to play. Additionally, you are given another column to manually enter in any cart information if necessary (Starter Shack version only.) Daily Tournament Detail 242

243 The Daily Tournament Detail report gives you a detailed breakdown of any tournaments for the given tee date you select in your criteria. It lists each tee time within that tournament. Within each tee time, there is a listing of the number of golfer slots, as well as the number of holes reserved to play, and the price per round per golfer No Shows and Cancellations Report (Historical) 243

244 This report gives you a detailed listing of any golfers that have canceled or not shown up for a tee time over a selected date range. Reservation End of Day must be run for the selected tee dates for the status of each golfer to change. This report also displays their credit card information and the fee amount applied to their no show or cancellation based on their membership type. If you would like to charge these golfers a no show or cancellation fee you would need to take this report to the point of sale page and run their credit card numbers for the appropriate amounts Percentage Utilization by Hour and Day 244

245 This report gives a snap shot of how you are utilizing your tee times by the hour. This report is run for dates in the future. You have the ability to run this report by a selected date range. You may also sort by reservation type. Note: You may also import this information into Microsoft Excel by clicking the Excel Version link Percentage Utilization by Hour and Day (Historical) 245

246 This report gives you a snap shot of how you are utilizing your tee times by the hour. This report is run for dates in the past. You have the ability to run this report by a selected date range. You may also sort by reservation type. Note: You may also import this information into Microsoft Excel by clicking the Excel Version link Price Schedule Summary Report 246

247 The Pricing Schedule Summary Report enables you to review all the information related to your pricing schedules. This report is run for a selected date range Reservation Placement by Type 247

248 The Reservation Placement by Type report will show you the details of your reservations for a selected date range. The reservation type shows how the reservation was made (A=Administrator, I=Internet, P=Phone.) This report also includes the average number of players by reservation type, the percent usage by reservation type and the total reservations by reservation type (all sorted by the golfer s membership type.) Reservation Type Detail Report 248

249 The Reservation Type Detail report will display any SPS GMS members that have made a reservation on your tee sheet for the date range selected. It will show their name, , reservation type, and address. The reservation type will be either A for administrative, I for Internet, or P for phone. This refers to the manner in which the reservation was made. You may also choose to run this report by only the reservation owner. If you don t select this criterion, the report will default to show all members instead of just the reservation owner. To the members on this sheet, click the Send and message to these SPS GMSs link (located on the non-printable version.) To a specific member, click on their individual address. Note: To utilize the function on this report, the members included on this report must meet two criterions: (1) they must have a valid address and (2) also enabled the option on their SPS GMS profile to receive s from third parties Reservations by Pricing Schedule Report 249

250 This report shows your reservation information for a selected tee date. You may also run this report by specific price schedule or membership type. This report also gives you the ability to control the display of subtotals and grand totals. You are also able to sort the report by reservation date, golfer name, and reservation number Reservations by Tee Time Schedule Report 250

251 This report shows your reservation information for a selected tee date. You may also run this report by specific tee time schedule or membership type. This report also gives you the ability to control the display of subtotals and grand totals. You are also able to sort the report by reservation date, golfer name, and reservation number Tee Schedule Summary Report 251

252 The Tee Schedule Summary Report gives you a day-to-day breakdown of all tee time schedules. By selecting a date range, this report gives you all the tee time schedules that apply to that range. It also differentiates between your base date range schedules and your override schedules Tournament and Unavailable Summary by Period Report 252

253 The Tournament and Unavailable Summary by Period Report displays a detailed listing of any reserved blocks for a selected date range Weather Rating Summary Report The Weather Rating Summary Report displays the average weather rating for a given date compared to the number of rounds completed for that day. The rating is calculated on the following scale: 1=Rainy, 3=Cloudy, 5=Sunny. Note: See Section 4.15 for help with defining weather ratings on the tee sheet. 6.4 Sales Reports Coupon Usage By Type 253

254 This report shows you a listing of the coupons redeemed over a selected date range. It gives you the coupon number and sales amount Demographic Report 254

255 This report is directly related to the demographic field on the point-of-sale. It will display the demographic that the user entered along the same line as the transaction it is associated to. The demographic field can be used, for example, to track the zip codes of your customers (as shown in the example above). You may also run this report by the subtotal of each individual demographic. If a demographic is used more than once, the dollar amount will be consolidated into one line item Deposit Report 255

256 This report displays the totals of payments made over a selected date range that need to be deposited. The report is separated into two sections: (1) Sales Deposits (payments made to sales), and (2) Club Payment Deposits (payments made to club accounts). These totals include cash, check, and credit (sorted by type) for both sales and club account payments Drop and Payout Report 256

257 The drop and payout report displays any drop or payout transactions done over a selected date range. You may click on any one of the transaction numbers to view them in greater detail. This report is sorted by transaction number. For every transaction, it displays the transaction type (drop or payout), the business date it was processed, the total amount, the cashier ID of the person who processed it, and the comment that was entered at the time of transaction if any. It also displays the total amount of drops and payouts at the bottom ETS Credit Card Balance Report 257

258 The ETS Credit Card Balance Report gives you a summary of all credit card transactions done over a selected date range. It also summarizes any credit card type used over a selected date range. It will display detailed listing of transactions as well as the total amount charged for each credit card type. You may run this report for a range of sale dates or business dates General Ledger Report 258

259 The General Ledger Report gives you the ability to view your various revenue, payment, and tax accounts for a single business day or selected date range. All transactions (sales, returns, voids, club account payments, adjustments, etc.) that relate to each individual general ledger account number are rolled up into one line item. This report can also be imported to the following accounting packages: QuickBooks, PeachTree, Lawson, MYOB, AccPac and BusinessWorks. See Section for import instructions. If (No GL#) shows up under Revenue that means that an item was sold which, at the time of the sale, did not have a general ledger number associated to it General Ledger Detail Report 259

260 The General Ledger Report gives you the ability to view your various revenue, payment, and tax accounts for a single business day or selected date range. Unlike the General Ledger report (on previous page) this may have multiple line items for the same general ledger number based on different transaction types. If (No GL#) shows up under Revenue that means that an item was sold which, at the time of the sale, did not have a general ledger number associated to it Importing the General Ledger Detail Report into your Accounting package On the course reports page after you have selected the General Ledger report from the drop down menu and selected all other applicable criteria, you must select the Export File Type criteria by left-clicking it with your mouse. 260

261 This will make available a Character Value drop down menu that lists all 6 ways of exporting this general ledger report. Select the accounting package that is applicable to you. Click the Add Criteria button. Click Run Report The system opens up another browser window that displays the selected report. You will be immediately prompted to save the export file. It is recommended to rename this file to something that you will remember and save it to an easily accessible location on your computer. Open your accounting software application (Quickbooks, PeachTree, etc.) and closely follow their instructions on how to import a file into a journal entry. When asked to select a file to be imported, you will be selecting the export file that was just saved GG Sales Report 261

262 The GG Sales Report will show you what your members have purchased at your course. The report will sort by the member s last name. It will provide you with a subtotal for each member as well as a grand total for all members over the selected date range. You may run this report by member ID, membership type, inventory category, inventory department, or inventory sub-department. You may also the members included on this report by clicking the Send an message to these SPS GMSs link (located on the non-printable version.) Note: You may also import this information into Microsoft Excel by clicking the Excel Version link. Note: To utilize the function on this report, the members included on this report must meet two criterions: (1) they must have a valid address and (2) also enabled the option on their SPS GMS profile to receive s from third parties Gift Certificate Activity Report 262

263 The Gift Certificate Activity Report gives you a detailed listing of any transactions associated with gift certificates over a selected period of time. The information includes details for Gift Certificates Sold, Gift Certificates Voided, Gift Certificates Redeemed (Sales), Gift Certificates Redeemed (Returns), and Gift Certificate Adjustments Gift Certificate Outstanding Report 263

264 The Gift Certificate Outstanding Report gives a detailed listing of all of your golf course s current outstanding gift certificates. For each outstanding gift certificate, you are given the gift certificate number, the date it was sold, the person s name, the event, the original sold amount, the amount remaining to date, the date it was last used, and the expiration date Gift Certificate Skipped Report 264

265 The Gift Certificate Skipped report will display any unused gift certificate numbers for your golf course over a selected date range. You must have your business day closed for the dates selected when running this report for the information to show up Gratuity by Cashier 265

266 This report totals all gratuities by Cashier ID. If employee tracking is turned on, it will apply the gratuity total to each individual cashier. If employee tracking is turned off, then it will total the gratuities under one Cashier ID (the ID used when opening the register.) Kit Detail Report This report will show any kit sales that occurred on the start date or between the start and end date that was selected as the report criteria. It will also show how many were sold of each item, the price it were sold for as well as a grand total of the current count of the item in the system Loyalty 266

267 The Loyalty report displays a summary of your club s loyalty campaigns. See Section for help with setting up loyalty campaigns Rain Checks - Activity Report 267

268 The Rain Checks - Activity Report displays all rain check transactions over a specified date range. This report will show the rain checks issued, rain checks redeemed, rain checks adjusted, and rain checks voided. The transaction number will also be displayed and click-able for transaction detail from the non-printable version Rain Checks - Outstanding Report 268

269 The Rain Checks Outstanding Report displays all rain checks that are currently outstanding as of the date specified. You may also select for this report to include or exclude expired rain checks. The grand total is also provided at the bottom Register Information Report 269

270 The Register Information report displays all register information for a selected date range. It will display the workstation ID that was entered when it was opened, the session ID that is was assigned, the timestamp of when it was opened/closed, the starting bank, the over/short amount, and the cashier id of the individual who opened the drawer and closed it. You may also run this report only for drawers that are still open Sales Report 270

271 The Sales Report shows you the costs, quantity sold, taxes, and profit margins for a given time period. This report enables you to track rounds of golf by category and the revenue received. Note: You may also import this information into Microsoft Excel by clicking the Excel Version link Sales Summary Report 271

272 The Sales Summary Report shows you a snapshot of your total sales. It also provides you a detailed breakdown of all returns, voids, drops, payouts, and payment types. The report separates cash drawers individually and then combines them into a grand total at the end of the report Transaction Log Report 272

273 The Transaction Log Report displays a detailed listing of all transactions that took place over a selected date range. You may run this report by transaction type, such as open register, close register, sales, returns, voids, payouts, drops, inventory adjustments, gift certificate adjustments, receiving orders, and discounts. Note: You may only run this report for a maximum of one week. Note: You may also import this information into Microsoft Excel by clicking the Excel Version link. 7. Helpful Hints 273

274 7.1 Return Gift Certificates Follow these steps when a customer requests to return a gift certificate. First, you must create an item number called Return Gift Certificate. This item number should be classified as a service and have a zero retail price. (See Section for help with setting up inventory items.) When a customer requests to return a gift certificate, ring up the Return Gift Certificate item number on the POS screen. The amount due will be displayed as zero. You will now use the gift certificate that the customer wants to return as the payment type. (See Section for help with gift certificate payment types.) The amount remaining on the gift certificate will be displayed in the Amount Tendered box. Click the Submit button to submit the total amount of the gift certificate. By doing this, the gift certificate balance becomes zero and the customer is due back the total amount in change. 7.2 Special Order Process Follow these steps when a customer requests a special order. First, you must create an item number called Special Order Merchandise. This item should be classified as a service and have a zero retail price. (See Section for help with setting up inventory items.) Then you must create a gift certificate called Special Order Gift Certificate with a prefix of SO. (See Section for help with creating gift certificates.) There are three ways to pay for a special order: (1) pay in full up front, (2) pay partial amount up front, or (3) pay in full when the item is received. Pay in full up front: When you ring up the Special Order Gift Certificate (which you previously created), type the item name and amount of the item in the Description field. Type the full amount paid in the Amount field. This is the amount you are selling the Special Order Gift Certificate for. (See Section 5.3 for help with a New Sale.) When the item is received, ring up the Special Order Merchandise item number that you created and change the price from zero to the full amount of the item. (See Section for help with discounts.) Note: Utilize the item comment function to type in any specifics of the sale that you might want to show up on the sales receipt. Select gift certificate as a payment type. Pay for the item with the Special Order Gift Certificate that they paid for earlier and you issued at the time of the order. (See Section for help with 274

275 paying with gift certificates.) This will bring the amount due down to zero. Click the Submit button to finalize the sale. Pay partial amount up front: When you ring up the Special Order Gift Certificate (which you previously created), type the item name and amount of the item in the Description field. Type the partial amount paid in the Amount field. This is the amount you are selling the Special Order Gift Certificate for. (See Section 5.3 for help with a New Sale.) When the item is received, ring up the Special Order Merchandise item number that you created, and change the price from zero to the full amount of the item. (See Section for help with discounts.) Note: Utilize the item comment function to type in any specifics of the sale that you might want to show up on the sales receipt. Select gift certificate as a payment type and pay for the item with the Special Order Gift Certificate that they paid for earlier and you issued at the time of the order. (See Section for help with paying with gift certificates.) Since the customer only paid a partial amount you will only be able to submit partial payment with the Special Order Gift Certificate. Submit payment for the remaining amount of the item with a payment type of the customer s choice. Pay in full when the item is received When the item is received, ring up the Special Order Merchandise item number that you created and change the price from zero to the full amount of the item. (See Section for help with discounts.) Note: Utilize the item comment function to type in any specifics of the sale that you might want to show up on the sales receipt. Submit payment for the amount of the item with a payment type of the customer s choice. 7.3 Setting up a Tournament Account This functionality is only available if club account is included in your package subscription. You will need to set this up if you are having a tournament and each individual golfer is going to charge their round to a specific account. You also have the ability to apply a deposit to an account or submit one bulk payment for the total amount. First you must set up a general ledger account for accounts payable. See Section for help with setting up general ledger accounts. Create a new club account for the tournament. See Section for help adding club accounts. Note: For the name on the club account, enter the name of the tournament. 275

276 For a deposit or down payment, go to the Payments/Adjustments screen under the Club Accounts menu. Make a payment to the account in the amount of the desired deposit. The account will now have a credit balance. See Section for help with making payments/adjustments to club accounts. Any transactions applied to this club account will now deduct from the total balance. See Section for help with using club account as a payment type for sales. If the total transactions exceed the credit balance (pre-paid deposit), then you must revisit the Payments/Adjustments page, located under the Club Accounts menu, and submit a payment for the remaining amount outstanding. 7.4 Using a Customer Card If your course uses Customer Cards, there are three functional areas where these cards can be used to input their customer number: reservations, tracking member purchases, and paying by club account. I. Reservations When on the tee sheet you can input the customer number by swiping the card while creating the reservation. By doing this, you don t have to type the number into the reservation. By entering the number into the reservation, the system recognizes the member s name, membership type, and applicable pricing. After clicking on the reservation slot the cursor will default to the first golfer s name. Swipe the customer card through the card reader. Tab the cursor down to any additional golfers within the reservation that have a customer card and repeat the process. Click Create Reservation or Update Reservation. The tee sheet will automatically update with the member s name, membership type, and applicable pricing. II. Tracking Member Purchases When on the point-of-sale page, place the cursor in the member box located on the top left corner of the page. Swipe the card through the card reader. This will input the member s number into the member number field. 276