Printed in the USA by: clubsystems group, inc.

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1 Copyright 2012 All rights reserved. This book is for the use of the clients and customers of clubsystems group, inc. in conjunction with their software. This book may not be duplicated in any way without the expressed written consent of clubsystems group, inc. except in the form of brief excerpts for the purpose of review. The information contained herein may not be duplicated in other books, databases, or any other kind of medium without the written consent of clubsystems group, inc. Printed in the USA by: clubsystems group, inc. Limits of Liability and Disclaimer of Warranty clubsystems group, inc. has used its best efforts in preparing this book. These efforts include the development, research, and testing of the theories and programs to determine their effectiveness. clubsystems group, inc. makes no warranties of any kind, expressed or implied, with regard to the instructions and suggestions contained in this book beyond those supplied with the software. clubsystems group, inc. shall not be held liable in the event of incidental or consequential damages in connection with, or arising out of, the furnishing, performance or use of the instructions and/or claims of productivity gains beyond the warranties already stated in the csg License Agreement. ClubConnect 2002 All Rights Reserved clubsystems group, inc.

2 User Guide ClubConnect Accounts Receivable 2 Call csg Education to schedule training!

3 ClubConnect Accounts Receivable User Guide Table of Contents ClubConnect Accounts Receivable Features Help Features Membership Maintenance Add a New Member Addresses Financial Information Minimums Fixed Billings Spending History Photos Delete a Member Member History Dependents Member Demographics Miscellaneous Member Information Member Inquiry Member Classes Member Class Counts Boat Information Horse Information Private Carts Special Credits Stock Certificates Proprietary and Confidential 3

4 User Guide ClubConnect Accounts Receivable Utilities Manual Account Balance Adjustments Purge Statement History Purge Member Audit Trail Delete Data Related to Members Spending Category Utilities Global Data Change Scan for Address Change Scan for Class Change Sales Transactions Payments Post a Batch Tip Pools Split Tickets Edit Transactions Void Transactions Transfer Transactions Edit Multiple Transactions Automatic Payment Plan Setup Generate Bank Draft Payments Generate Credit Card Payments Automatic Charges Fixed Billing Plans Installments Contract Billing Plans Call csg Education to schedule training!

5 ClubConnect Accounts Receivable User Guide Setup Automatic Charges Edit Automatic Charges Process Automatic Charges Manually Annual Deferred Dues Using the Second or Third Receivable as the Annual Dues Receivable Move Existing Dues Balance to Prior Year Define the Annual Dues Settings at the Club Level Re-post Transactions for Reassigned Revenue Codes Define the Annual Dues at the Class Level Override Annual Dues at the Member Level Process the Annual Dues Generate the Annual Dues Billing Create Manual Annual Transactions Annual Dues Statements Update Dues Information to Members Change Member's Dues Class or Dues Code Pricing Plans Pricing Plans in ClubConnect Accounts Receivable Pricing Plans in ClubConnect Retail End of Month Procedures Prepare files for End of Month Print and Verify Automatic Charges Print and Verify Month End Audit Reports Print and Verify Statements Close the Month Proprietary and Confidential 5

6 User Guide ClubConnect Accounts Receivable End of Month Troubleshooting POS Interfaces Revenue Code Setup POS Interface Setup Transfer Table Setup ClubConnect Food & Beverage ClubConnect Retail Springer-Miller SpaSoft Export Member Information Manual Import of Daily Transactions Reports Control File Setup General Club Information Statement Messages Aging Messages Miscellaneous Information Member Activity Status Minimum Information Default Information Departments Memo Descriptions Spending Categories Revenue Codes Packaged Events Employee Setup Call csg Education to schedule training!

7 ClubConnect Accounts Receivable User Guide Tip Pool Setup Mailing, Sports, and ProShop Options Locker Types Membership Demographics Template for Misc. Information General ClubConnect Setup Features Users Groups Messages Facility Information Company Information Proprietary and Confidential 7

8 User Guide ClubConnect Accounts Receivable 8 Call csg Education to schedule training!

9 ClubConnect Accounts Receivable User Guide Introduction Proprietary and Confidential 9

10 User Guide ClubConnect Accounts Receivable ClubConnect Accounts Receivable Features ClubConnect Accounts Receivable has many features and benefits that help you manage your membership accounts faster and easier. You have the ability to obtain information on transactional or demographic data to better serve your members and increase member value. Some of the main features include: Unlimited history Flexible dues, minimum, finance charge and assessment billings Unlimited user-defined member demographics Signature, picture, and comments available at the POS Account inquiry showing member balances, including end of period billings Manage all the automatic charges from one convenient window Statements are user-defined and can display transaction detail or a full or partial summary of activity by department A report writer allows for user-defined reporting and integration with Microsoft products Seamless transfer of reciprocal charges to AR from ClubConnect Accounts Payable Transfer of transactions to ClubConnect General Ledger as they are posted, voided, or changed 10 Call csg Education to schedule training!

11 ClubConnect Accounts Receivable User Guide Accessing ClubConnect Accounts Receivable 1. From your Windows desktop, double-click the ClubConnect Menu icon. The CC Login window appears. 2. In the User ID field, type your user ID. 3. In the Password field, type your password. Proprietary and Confidential 11

12 User Guide ClubConnect Accounts Receivable 4. Click Login. The CC Menu window appears. NOTE: The ClubConnect system automatically backs up all ClubConnect data the first time the CC Menu window is accessed each day. 12 Call csg Education to schedule training!

13 ClubConnect Accounts Receivable User Guide 5. Click Accounts Receivable. The CC Options window appears. NOTE: If more than one AR company is used, from the Select Company dropdown list, select the desired company. Proprietary and Confidential 13

14 User Guide ClubConnect Accounts Receivable 6. Click OK. The Scan for Address Change dialog box appears. NOTE: For additional information about the Scan for Address Change utility, please refer to the Scan for Address Change topic in this User Guide. 7. Click Yes. The Membership window appears. 14 Call csg Education to schedule training!

15 ClubConnect Accounts Receivable User Guide Help Features There are various help features available within ClubConnect Accounts Receivable. The options on the Help menu include: Contents and Index F1 provides a list and description of features available and step-by-step instructions for product use. csg C.A.R.E.S. Web Support provides a link to the csg call ticket database so you can log a web support ticket. csg Meeting Link provides a link to the csg Web Meeting site to allow a csg support representative access to your desktop. csg FTP site provides a link to the csg FTP site so you can upload or download large files. CC System Info generates a snapshot of your ClubConnect system information for support purposes. Windows System Info generates a snapshot of your Windows system information for support purposes. About provides the installed software version and license information, a link to the csg website, and a link to the available csg product versions (Check Latest Version). Accessing csg Help Features 1. From the menu bar, select Help and then select the desired help option. In this example, About is selected. The selected help option window appears. Proprietary and Confidential 15

16 User Guide ClubConnect Accounts Receivable 16 Call csg Education to schedule training!

17 ClubConnect Accounts Receivable User Guide Member Maintenance Proprietary and Confidential 17

18 User Guide ClubConnect Accounts Receivable Membership Maintenance Membership is where all aspects of member information are added and maintained. It tracks specific member and dependent information and member classes. You can also review existing member information, balances, and spending history. Add a New Member When a new member joins the club, you enter and assign basic required information (name, account number, class, etc.) and other optional information into ClubConnect Accounts Receivable. Adding a New Member 1. From the menu bar, select Options, Membership, and then select Member Maintenance. The Member File Maintenance window appears. 18 Call csg Education to schedule training!

19 ClubConnect Accounts Receivable User Guide 2. In the Number field, type the member s account number. The account number can be a maximum of nine (9) characters and it must be unique. It can be alpha, numeric, or a combination of both. 3. Press the Enter key. NOTE: If all the fields on the General tab remain blank, this is a new, unique member number and the new member information can be added. If an existing member number is entered, the existing member name and information appears for editing. 4. In the Name field, type the member s name. NOTE: The formatting for the Name field is defined in the Control Data Information window. Please refer to the Setup section of this User Guide for additional details. 5. In the Formal Name field, type a formal version of the member s name, including salutation and suffix, which can print on statements and labels. For example, Dr. & Mrs. Steven Alexander III. This is an optional field. 6. To search for a member class, click in the Class field. 7. Click the Search button. The Membership Class List dialog box appears. 8. Select the class from the list. The selected class automatically populates in the Class field. NOTE: If you know the correct class code for this member, type it in the Class field. Proprietary and Confidential 19

20 User Guide ClubConnect Accounts Receivable When a member s dues class code is changed and saved, ClubConnect AR automatically prompts for a minimum amount update confirmation with a dialog box. Click Yes or No to accept or change the member minimum information. 9. If applicable, in the Address field, type the member s address. 10. In the Birth Date field, type the member s date of birth. Use the MMDDYYYY format. 11. In the Anniv Date field, type the member s wedding anniversary or other special date. Use the MMDDYYYY format. 12. In the Join Date field, type the date the member joined the club. Use the MMDDYYYY format. 13. If the member is exempt from sales tax, in the Tax Exempt field, type 1, 2, 3, and/or 4 to indicate from which of the four possible taxes the member is exempt. Example: If a member is exempt from tax 2 only, a 2 is typed in the Tax Exempt field. If a member is exempt from all four taxes, a 1234 is typed in the Tax Exempt field. NOTE: If the member is not exempt from sales tax, leave the Tax Exempt field blank. 14. If the member is exempt from finance charges for a receivable, in the Fin Chrg Xmpt field, type the receivable number(s). Example: If a member is exempt from Receivable 1 finance charges only, a 1 is typed in the Fin Chrg Xmpt field. If a member is exempt from all receivable finance charges, a 123 is typed in the Fin Chrg Xmpt field. NOTE: If the member is not exempt from finance charges, leave the Fin Chrg Xmpt field blank. 15. In the Sponsor ID field, search for or type the account number of the sponsoring member. This is an optional field. 20 Call csg Education to schedule training!

21 ClubConnect Accounts Receivable User Guide 16. In the Valid Until Date field, type the sponsorship end date. Use the MMDDYYYY format. 17. If the membership is suspended for any reason, in the Suspense Date field, type the starting date. Use the MMDDYYYY format. 18. In the Reason field, type a suspense reason. The reason is a maximum of 20 characters. NOTE: The Suspense Date, when used with the Reason field, can be used for several different purposes. It can be used for actual membership suspension. It can also be used to indicate when the member leaves for a summer home, indicate the last date a delinquent letter was mailed, or simply act as a tickler date for a specific follow-up. The Member Suspense Date Listing report can be printed to view the member name, number, suspense date, and reason. 19. In the Status field, type or search for the member s activity status. NOTE: The status codes are defined in the Control Data Information window. Please refer to the Setup section of this User Guide for additional information. 20. In the Expire Date field, type the selected status end date. Use the MMDDYYYY format. 21. In the Social Sec field, type the member s social security number, including dashes. 22. In the Profession field, type the member s field of work. This field is a maximum of 24 characters. 23. In the Unit ID field, type a member s unit number. For example, a condominium unit or other property. This ID can be a maximum of 16 characters. 24. Click in the Locker 1 field. 25. Click the Search button. The Locker Type List dialog box appears. 26. Select the locker type. Proprietary and Confidential 21

22 User Guide ClubConnect Accounts Receivable The selected locker type automatically populates the Locker 1 field. 27. In the adjacent Locker 1 field, type the assigned locker number. 28. In the Locker 2 field, type or search for the locker type. 29. In the adjacent Locker 2 field, type the assigned locker number. 30. In the Bag Sto Loc field, type the bag storage location number. This is a maximum of four characters. The Mailing, Sports, and ProShop fields are used to track user-defined options. Please refer to the Setup section of this User Guide for additional details on field and option setup. 31. Click the Mailing, Sports, or ProShop ellipsis buttons. The Modify Options window appears. 32. Click the desired tab. 33. In the blank field for the desired tab option, type the applicable description code for this member. 34. Click Save & Close. NOTE: Please refer to the Setup section of this User Guide for additional information on Mailing, Sports, and ProShop setup options. 35. If the member automatically pays outstanding balances with a credit card, in the Credit Card field, type the member s credit card number. 36. In the Expire Date field, type the credit card expiration date in MMYY format. 22 Call csg Education to schedule training!

23 ClubConnect Accounts Receivable User Guide 37. In the Credit Limit field, type the limit for charges applied to that credit card number. This is an optional field. 38. To have the details of each check printed when this member s statement is generated, select Print Check Detail. 39. Click the Parking Information ellipsis button. The Parking Information window appears. 40. In the # Name field, type the parking lot name, number, or an alternate description. 41. In the Sticker Information field, type the parking sticker number. 42. In the Expiration Date field, type the date the parking sticker expires. 43. Click Save/Add. 44. Click Close. 45. If your club is set up to use an Annual Deferred Dues Receivable, the Annual Receivable Dues Code field is available. From the Dues Code drop-down list, select the applicable dues code for this member. NOTE: If your club is not set up to use Annual Deferred Dues, the Dues Code field does not appear in the Member File Maintenance window. Please refer to the Billing Plans section of this User Guide for additional information on setting up and using Annual Deferred Dues. Proprietary and Confidential 23

24 User Guide ClubConnect Accounts Receivable Addresses ClubConnect Accounts Receivable allows you to track up to 6 different addresses for each member. Mailing labels can be created using any of the addresses. There is also the option to automatically change from one member address to another on a particular date. For example, on February 25 th a member says he is leaving for the vacation home on May 15 th. You can enter the vacation home information on the Address tab with a change address date and let the software remember the change. Adding Member Addresses 1. From the Member File Maintenance window, click the Addresses tab. The Addresses tab appears. 2. In the appropriate address section, from the drop-down list, select the address type. 24 Call csg Education to schedule training!

25 ClubConnect Accounts Receivable User Guide 3. Click the address ellipsis button. The address fields appear. 4. In the Address field, type the member s street address. There are three lines available. 5. In the City field, type the member s city. NOTE: To select from a list of city, state, and zip code defaults click the ellipsis button. Address defaults are setup in the Control File. Please refer to the Setup section of this User Guide for additional information. 6. In the State field, type the state. 7. In the Zip Code field, type the zip code. 8. In the Country field, type the country. This is an optional field. 9. Click OK. The address field is populated. 10. In the Phone fields, type the member s phone numbers. NOTE: Each address can have a maximum of two phone numbers. 11. In the Billing field, type the address number (1 through 6) to use for member statements. This address prints on the member statements. 12. In the Social field, type the address number (1 through 6) to use for social correspondence with the member. 13. In the Roster field, type the address number (1 through 6) to use for roster list correspondence. 14. In the Newsletter field, type the address number (1 through 6) to use for newsletter mailings. 15. In the Other field, type the address number (1 through 6) to use for any other type of club correspondence. Proprietary and Confidential 25

26 User Guide ClubConnect Accounts Receivable ClubConnect Accounts Receivable can search for members with a date assigned in the Change Address Date field and process the billing and/or social address change automatically. 16. In the Change Address Date field, type the date the current Billing or Social address should switch to a new address. Use MMDDYYYY format. This is an optional field. NOTE: Please refer to the Utilities topic in the Member Maintenance section of this User Guide for additional information about scanning for address dates. 17. In the second Billing field, type the new address number (1 through 6) to use for the member s statement beginning on the date entered in the Change Address Date field. This is an optional field. 18. In the second Social field, type the new address number (1 through 6) to use for social correspondence with the member beginning on the date entered in the Change Address Date field. This is an optional field. 26 Call csg Education to schedule training!

27 ClubConnect Accounts Receivable User Guide Financial Information This tab displays the member s balance and aging balance information for each receivable. NOTE: The only time the fields on the Financial Info tab are available for modification is when a new member is added. Once the new member information is saved, the fields on this tab become read-only and cannot be modified. Adding New Member Financial Information 1. From the Member File Maintenance window, click the Financial Info tab. The Financial Info tab appears. 2. If there is any balance forward or payment amounts for this new member, type the amount in the appropriate field. Proprietary and Confidential 27

28 User Guide ClubConnect Accounts Receivable The Account 1 Information and Account 2 Information sections are where you can set up repetitive billing, such as assessments or prepaid dues. Billing information set up here is processed with the dues billing. If the billing should be handled independently of dues, then set it up using a different billing feature, such as fixed billings or installment billings. Please refer to the Billing Plans section of this User Guide for additional information. 3. To bill a fixed period amount until a total amount is reached, in the Total Amt Due field, type the total fixed amount. NOTE: Once this total amount is billed, ClubConnect Accounts Receivable automatically stops billing the period amount. 4. In the Monthly Amt field, type the amount to bill each period. 5. In the Month to Start field, type the period number in which to begin the billing. 6. In the Month to End field, type the period number in which to stop the billing. NOTE: ClubConnect Accounts Receivable bills only during the periods specified. If a total amount is set, but is not reached before the billing stops, it resumes again in the following year(s) and bills during the specified periods until the full amount is reached or until you clear the settings manually. 7. In the Revenue Code field, type the revenue code to which the charge, or credit for prepaid dues, is applied. NOTE: The revenue code description becomes the title for this billing. 8. In the Frequency field, type one of the following to determine the period amount (Monthly Amt field) billing frequency: M monthly Q quarterly S semi-annual A annual 28 Call csg Education to schedule training!

29 ClubConnect Accounts Receivable User Guide Minimums The Fixed Billing & Minimums tab displays the member s minimum spending information and coding for fixed billed items. The fixed billing information can be modified on this tab at any time for a new or existing member. NOTE: The only time the minimum fields on the Fixed Bill & Min tab are available for modification is when a new member is added. Once the new member information is saved, the minimum fields on this tab become read-only and cannot be modified. Adding New Member Minimum Information 1. From the Member File Maintenance window, click the Fixed Bill & Min tab. The Fixed Bill & Min tab appears. NOTE: The Minimum 1 and Minimum 2 names and billing (pre-billed or postbilled) information appear. Minimum information is set up in the Control File. Please refer to the Setup section of this User Guide for additional information. Proprietary and Confidential 29

30 User Guide ClubConnect Accounts Receivable 2. In the Cycl# field, type the number (1 through 12) of the minimum spending cycle in which the member participates. This number must correspond to one of the 12 positions on the Minimums tab in the Control File containing a start date for the minimum period and a frequency. In the Amount field, the total minimum spending obligation for the member is automatically populated from the Minimum Amount field in the member class. NOTE: To override the default amount, type a new amount in the field. This permanently overrides the class amount with a new individual amount for the member. The new amount is locked and will not change unless the field is manually cleared or changed on the Accounts Receivable Information window. Please refer to the Manual Account Adjustments topic in this section of the User Guide for additional information on the Accounts Receivable Information window. 3. In the Prior Spent field, type the amount applied to the minimum balance during the prior billing period. NOTE: The Prior Spent field is used to prorate the minimum for new members joining the club in the middle of a minimum period. Do not use the Amount field to reduce the minimum because that field permanently sets the minimum obligation to the reduced amount. Calculate the amount by which to prorate the member s minimum and type that value in the Prior Spent field. ClubConnect Accounts Receivable automatically subtracts this value from the Amount field and enters the difference (the reduced minimum balance) in the Unspent field. When the minimum period occurs again, the member s spending applies to the full minimum amount. The Current Spent field displays the dollars applied to the minimum balance during the current billing period. The Unspent field displays the remaining portion of the minimum obligation. [Amount Prior Spent Current Spent = Unspent] 30 Call csg Education to schedule training!

31 ClubConnect Accounts Receivable User Guide Minimum periods that begin in the middle of one month and end in the middle of another month require special consideration. If the start date of the cycle is in the middle of the month (for example, the 10 th, 15 th or 20 th ), then an amount appears in the Prior Spent field even if the frequency of that cycle is only one month. This happens because it reflects the dollars applied during those days in the minimum cycle that actually occurred in the prior month(s). Amounts in the Current Spent field reflect only those dollars applied during the remaining days of the minimum cycle for the current billing period. For example: Billing Period = 1/1/03 to 1/31/03 Minimum Cycle = 12/16/02 to 1/15/03 Minimum Amount = $50.00 Prior Spent = $10.00 (amount spent between 12/16/02 and 12/31/02 only) Current Spent = $20.00 (amount spent between 1/1/03 and 1/15/03 only) Unspent = $20.00 Proprietary and Confidential 31

32 User Guide ClubConnect Accounts Receivable Fixed Billings Fixed Billings is an alternative to the other recurrent billing types available in ClubConnect Accounts Receivable. It is a feature within Automatic Charges that allows you to define the revenue codes, amount, and billing frequencies in a central file and then code the participating member in the member file. The fixed billing fields on this tab display the positions set up and used to code the member for billing of those items. NOTE: Please refer to the Billing Plans section of this User Guide for additional information on setting up fixed billings. Adding Fixed Billing Information 1. From the Member File Maintenance window, click the Fixed Bill & Min tab. The Fixed Bill & Min tab appears. NOTE: If any of the Fixed Billing fields appear in red, the position is set up as a charge. Click in the field and a description appears in the status bar, including the months billed. 2. In the appropriate billing field, type the quantity of charges (1 through 9). Example: A four (4) is typed in position 01. That item is billed to the member four times during each applicable month. 32 Call csg Education to schedule training!

33 ClubConnect Accounts Receivable User Guide 3. When complete, click Save/Add. 4. Click Close. Spending History The Spending History tab displays the member s monthly and yearly spending in the spending categories. ClubConnect Accounts Receivable automatically calculates the spending information based on transactions associated with the revenue codes linked to the spending categories. All of the fields are display only and cannot be changed. NOTE: For additional information on spending categories, please refer to the Setup section of this User Guide. Viewing the Spending History Tab 1. From the Member File Maintenance window, click the Spending Hist tab. The Spending Hist tab appears. NOTE: The blank spending category is the default category where sales are accumulated for revenue codes that are not assigned to any category. 2. The current month is always displayed as the default. Use the scroll bar under the current month to view the other months. Proprietary and Confidential 33

34 User Guide ClubConnect Accounts Receivable Photos ClubConnect Accounts Receivable allows you to include electronic member photograph and signature files within the member s information. These pictures can be set up to transfer to the ClubConnect Retail and ClubConnect Food & Beverage point of sale. The Photos tab in the Member File Maintenance window only displays the photograph and signature files assigned to the selected member. Use the following steps to add a photograph or signature file to a member. Assigning a Photo or Signature File to a Member 1. From the menu bar, select Options, Membership, and then select Assign Photos. The Photo Assignment window appears. 2. From the Photo List, select the photo or signature to assign to a member. 3. From the Member/Dependent List, select the member to which the photo or signature belongs. 4. Click OK. 5. Click Close. 34 Call csg Education to schedule training!

35 ClubConnect Accounts Receivable User Guide Viewing Assigned Photos 1. From the menu bar, select Options, Membership, and then select Member Maintenance. The Member File Maintenance window appears. 2. In the Number field, type the member s account number to view. 3. Press the Enter key. 4. Click the Photo tab. The Photo tab appears. 5. View the information. 6. Click Close. Proprietary and Confidential 35

36 User Guide ClubConnect Accounts Receivable Delete a Member ClubConnect Accounts Receivable allows you to delete obsolete member records if there are no pending transactions associated with the selected member account number. Deleting a Member 1. From the menu bar, select Options, Membership, and then select Member Maintenance. The Member File Maintenance window appears. 2. In the Number field, type the number of the member to delete. 3. Press the Enter key. The selected member information appears. 4. Click Delete. A dialog box appears. NOTE: If there are transactions pending for this member account number, including any activated automatic charges, you receive and error message and you are not permitted to complete the deletion. 5. Click Yes. 36 Call csg Education to schedule training!

37 ClubConnect Accounts Receivable User Guide Member History Member History allows you to track personal member activities or events. Some examples of information typically tracked with Member History are committees, offices held, initiations, and assessments. You can add new entries, edit existing history entries, or delete entries that are no longer needed. There are five default history codes: A assessment M membership O offices held C committees I initiations Adding History for an Individual Member 1. From the Member File Maintenance window, in the Number field, type or search for a member number. The selected member information appears. 2. Click History. The Member/Dependent History window appears. Proprietary and Confidential 37

38 User Guide ClubConnect Accounts Receivable NOTE: The Member/Dependent History window can also be accessed using the menu path Options, Membership, History Maintenance or through the Enter/Edit Transactions window. These options allow you to maintain multiple members at one time since no member number is automatically populated. 3. In the Date field, type the date of the history item. 4. In the C field, type the code representing the type of history item or event. 5. In the Description of Event field, type a type a short description for the history item. 6. Click Close. 38 Call csg Education to schedule training!

39 ClubConnect Accounts Receivable User Guide Dependents A dependent is a wife, husband, or child of a new or current club member. ClubConnect AR recognizes this relationship by assigning the same account number to each member and dependent. For reporting and tracking purposes, each dependent is assigned a special twodigit extension, differentiating their activities within the system. For example, Joseph Smith s account number is His wife s account number is and his son s account number is Each member can have up to 99 dependents in ClubConnect AR. Adding Dependents 1. From the menu bar, select Options, Membership, and then select Dependent Maintenance. The Dependents window appears. NOTE: The Dependent window can also be accessed using the Member File Maintenance window. Select the appropriate member and click Dependent. The Member Number field populates automatically. Proprietary and Confidential 39

40 User Guide ClubConnect Accounts Receivable 2. In the Member Number field, type or search for the member account number to which this dependent is assigned. 3. In the Dependent Number field, type the unique number for this dependent. 4. In the Name field, type the dependents first, middle, and last name. 5. In the Address field, type the dependent s address. 6. In the City field, type the dependent s city. 7. In the State field, type the state. 8. In the Zip field, type the zip code. 9. In the Country field, type the country. 10. In the Phone field, type the dependent s telephone number. 11. In the Fax field, type the dependent s fax number. 12. In the field, type the dependent s address. 13. In the Profession field, type the dependent s field of work. This field is a maximum of 24 characters. 14. In the Bus Phone field, type the dependent s business telephone number. 15. In the Bus Fax field, type the dependent s business fax number. 16. In the Relationship field, type the letter corresponding with the relationship of the dependent to the member. H husband W wife S son D daughter NOTE: The Relationship field is optional and any alpha character can be used to define other relationship types. 17. In the Class field, type the membership class to which this dependent is assigned. If necessary, click Search to select the class from a list. 18. In the Social Security field, type the dependent s social security number, including dashes. 40 Call csg Education to schedule training!

41 ClubConnect Accounts Receivable User Guide 19. Click in the Locker field. 20. Click the Search button. The Locker Type List dialog box appears. 21. Select the locker type. The selected locker type automatically populates the Locker field. 22. In the adjacent Locker field, type the assigned locker number. 23. In the Birth Date field, type the dependent s date of birth. Use the MMDDYYYY format. 24. In the Date Joined field, type the date the dependent joined the club. Use the MMDDYYYY format. The Mailing and Sports fields are used to track user-defined options. Please refer to the Setup section of this User Guide for additional details on field and option setup. 25. Click the Mailing or Sports ellipsis buttons. The Modify Options dialog box appears. Proprietary and Confidential 41

42 User Guide ClubConnect Accounts Receivable 26. Select the appropriate tab. 27. In the blank field for the desired tab option, type the applicable description code for this dependent. 28. Click Save & Close. NOTE: The Proshop tab options are not available to dependents, even if description codes are entered on the tab. 29. In the Bag Storage field, type the bag storage location number. This is a maximum of four characters. 30. In the Unit ID field, type a dependent s unit number. For example, a condominium unit or other property. This ID can be a maximum of 16 characters. NOTE: If any of the Fixed Billing fields appear in red, the position is set up as a charge. Click in the field and a description appears in the status bar, including the months billed. 31. In the appropriate Fixed Billing field, type the quantity of charges (1 through 9). Example: A four (4) is typed in position 01. That item is billed to the member four times during each applicable month. 32. When complete, click Save/Add. 33. If necessary, click the History, Demograph, and MiscInfo buttons to add other dependent details to the system. NOTE: For additional information on the use of the History, Demograph and MiscInfo buttons, please refer to those topics in the Member Maintenance section of this User Guide. 34. Click Close. 42 Call csg Education to schedule training!

43 ClubConnect Accounts Receivable User Guide Member Demographics The Demographics option in ClubConnect Accounts Receivable is completely club-defined and allows you to view and track specific member data. Data is grouped by subject for quick and easy entry and review. Additional subjects can be added at any time. Please refer to the Setup section of this User Guide for setup details. Adding Member Demographics 1. From the menu bar, select Options, Membership, and then select Member Maintenance. The Member File Maintenance window appears. 2. In the Number field, type the member s account number. 3. Press the Enter key. The member s information appears. 4. Click Demograph. The Membership Demographic Data window appears. 5. From the Major Subject / Minor Subject list, select the desired subject. 6. Click Enter/Edit Data. 7. Beginning with the first blank row, type the demographic information related to the selected subject. Each entry can be 1 to 255 characters in length. 8. When complete, click Save. NOTE: To return to the subject list without saving any changes, click Back to Subject List. 9. As necessary, continue to select subjects and enter data. 10. When complete, click Close. Proprietary and Confidential 43

44 User Guide ClubConnect Accounts Receivable Miscellaneous Member Information ClubConnect Accounts Receivable allows you to track internal notes and miscellaneous information for each member. The Misc Info button displays a window with four tabs which groups the notes into Global, Administrative, Food & Beverage, and ProShop topics. Please refer to the Setup section of this User Guide for additional information on the Template for Miscellaneous Information. Entering Miscellaneous Member Information 1. From the menu bar, select Options, Membership, and then select Member Maintenance. The Member File Maintenance window appears. 2. In the Number field, type the member s account number. 3. Press the Enter key. The member s information appears. 4. Click MiscInfo. The member s miscellaneous information window appears. 5. Click the appropriate tab. 6. Type the information. 7. Click Save. NOTE: To delete an entire tab of information, click Delete. To delete individual lines of text, select the text and then press the Delete key on the keyboard. 8. When complete, click Close. 44 Call csg Education to schedule training!

45 ClubConnect Accounts Receivable User Guide Member Inquiry ClubConnect Accounts Receivable allows you to easily view individual member account and transaction activity for each receivable and any outstanding minimum obligation. If you are using ClubConnect Retail or ClubConnect Food & Beverage, you can also view specific check details for each POS ticket. NOTE: This Member Inquiry window can also be accessed through the Enter/Edit Transactions window using the Inquire button or using the Options, Membership, Member Maintenance menu path. Select the member number and click the Inquire button. Viewing Member Account Information 1. From the menu bar, select Options and then select Member Inquiry. The Member Inquiry window appears. 2. In the Member Number field, type the member number on which to inquire. Proprietary and Confidential 45

46 User Guide ClubConnect Accounts Receivable 3. Press the Enter key. The member information appears. NOTE: To search for a member number, click in the Member Number field and click Search. Each receivable appears with the associated transactions and totals listed for the current month. Unspent minimum amounts and aged balances appear at the bottom of the window. 4. To change the month or year of the inquiry, in the Month-Year field, type the period to review in MMYY format. 5. To change the date on a transaction, click the transaction line. 6. Click Change. 7. Modify the date. 8. Click Accept. 46 Call csg Education to schedule training!

47 ClubConnect Accounts Receivable User Guide 9. To view check details, when available, double-click the transaction line or select the transaction line and click Prt Chk Details. The actual check with the individual items purchased appears. 10. After reviewing the information, click Close. 11. To view the member s address information from the Member Inquiry window, click ViewAddr. The Member File Maintenance window appears. NOTE: Address changes cannot be completed on this screen. To make an address change, from the menu bar select Options, Membership, and then select Member Maintenance. 12. After reviewing the information, click Close. 13. When complete, click Close. Proprietary and Confidential 47

48 User Guide ClubConnect Accounts Receivable Printing a Statement from Member Inquiry 1. From the menu bar, select Options and then select Member Inquiry. The Member Inquiry window appears. 2. In the Member Number field, type the member number on which to inquire. 3. Press the Enter key. The member information appears. NOTE: To search for a member number, click in the Member Number field and click Search. 4. To print a member statement, click Prt Statement. A preview of the statement appears. 5. Click Print Page. 6. Click Close. The Member Inquiry window reappears. 7. When complete, click Close. 48 Call csg Education to schedule training!

49 ClubConnect Accounts Receivable User Guide Printing Inquiry Results 1. From the menu bar, select Options and then select Member Inquiry. The Member Inquiry window appears. 2. In the Member Number field, type the member number on which to inquire. 3. Press the Enter key. The member information appears. NOTE: To search for a member number, click in the Member Number field and click Search. 4. To print the member inquiry information, click Print/ . The Print Options dialog box appears. 5. From the Output To drop-down list, select Printer. 6. Click Send. The inquiry results are sent to the printer. 7. When complete, click Close. Proprietary and Confidential 49

50 User Guide ClubConnect Accounts Receivable ing Inquiry Information 1. From the menu bar, select Options and then select Member Inquiry. The Member Inquiry window appears. 2. In the Member Number field, type the member number on which to inquire. 3. Press the Enter key. The member information appears. NOTE: To search for a member number, click in the Member Number field and click Search. 4. To the inquiry results to another person, click Print/ . The Print Options dialog box appears. 5. From the Output To drop-down list, select In the User Name field, type your ClubConnect log in ID. 7. In the Password field, type your ClubConnect log in password. 8. Click Send. The Sending Information dialog box appears. 50 Call csg Education to schedule training!

51 ClubConnect Accounts Receivable User Guide 9. In the Address field, type the address to receive this information. 10. In the Display Name field, type the name to appear on the Click Done. NOTE: Depending on the software your club uses, a Microsoft Outlook dialog box may appear. If so, click Yes to continue. The unsent appears. 12. As necessary, adjust the Subject or add other text to the Send the . The Member Inquiry window reappears. 14. When complete, click Close. Proprietary and Confidential 51

52 User Guide ClubConnect Accounts Receivable Member Classes Membership classes allow you to categorize the different memberships offered at the club and track the members belonging to each class. Members can belong to only one membership class. NOTE: The Annual Receivable tab only appears if you are using an annual dues receivable. Please refer to the Annual Deferred Dues topic in this User Guide for additional information. Adding a New Membership Class 1. From the menu bar, select Options, Membership, and then select Membership Classes. The Membership Class window appears. 52 Call csg Education to schedule training!

53 ClubConnect Accounts Receivable User Guide 2. In the Class Number field, type the number or code for this membership class. This code must be unique and a maximum of three characters which can be alphanumeric. NOTE: If data appears in the other fields after the Class Number is entered and the Enter key is pressed, the class number entered is not unique and must be changed. To view a list of existing member classes, leave the Class Number field blank and click Search. 3. In the Description field, type a descriptive membership class name. 4. In the Member Class field, type one of the following: Y this class is an official membership class. N this class is not an official membership class. For example, employee account, reciprocal club, business account, in-house account. Non-member classes can charge and receive monthly statements, but may be excluded from labels, listings, and some billings. O this class contains accounts that are specifically used for outside income or other nonmember business. For example, non-member parties. C this class is specifically used for cash accounts. Coding cash accounts to this class allows you to suppress the printing of cash account statements at month end. 5. In the Dues Rate field, type the amount of the dues billed to each member belonging to the class per dues cycle. 6. In the Cycle field, type one of the following as the frequency for the amount in the Dues Rate field: M Monthly Q Quarterly S Semi-Annual A Annual NOTE: The Cycle field is required, however if anniversary dues billing is used then the cycle field is ignored because anniversary dues are billed on an annual basis. Any valid code can be entered without effecting the anniversary due billing. 7. In the Statement Message # field, type the number of the special message to appear on the member statements for this class. For the default message to appear, type 0 or leave the field blank. NOTE: The statement messages are created in the Control File. Please refer to the Setup section of this User Guide for additional information. Proprietary and Confidential 53

54 User Guide ClubConnect Accounts Receivable 8. If you are using Annual Dues, from the Default Dues Code drop-down list, select the dues frequency for the membership class. 9. If you are using Annual Dues, click Update Members to update your class dues information for each member. NOTE: Please refer to the Annual Deferred Dues topic in this User Guide for additional information on the steps to set up annual dues. 10. In the Class Change Method section, select a method for membership to move into or out of this dues class: None no restraints Age Only a specific age is required to move into or out of this dues class Membership Years Only a specific number of years as a member is required to move into or out of this dues class Both a specific age AND a specific number of years as a member are required to move into or out of this dues class Either a specific age OR a specific number of years as a member are required to move into or out of this dues class 11. If applicable, in the Minimum Age field, type the minimum age requirement for this member class. If age is not used for class assignment, leave the field blank. 12. If applicable, in the Maximum Age field, type the maximum age requirement for this member class. If age is not used for class assignment, leave the field blank. 13. If applicable, in the Membership Years field, type the number of years as a member required for this member class. If membership years are not used for class assignment, leave this field blank. 14. In the Advanced to Next Class field, type the class number to which this class advances based on the selected criteria. 15. If a dues GL credit account is established and the dues amount billed are allocated to separate GL accounts based on class, in the Dues GL Debit Account field, type the GL account number. 16. If a dues GL debit account is established and the dues amount billed are allocated to separate GL accounts based on class, in the Dues GL Credit Account field, type the GL account number. NOTE: If you are allocating dues to individual GL accounts by member class, then the Dues GL Debit Account for each class must be the same account as set in the Credit Account field in the revenue code for dues. The Dues GL Credit Account must be the individual GL account representing that class in the general ledger. If these are not set up properly they cause incorrect posting information on the GL Distribution Listing. 54 Call csg Education to schedule training!

55 ClubConnect Accounts Receivable User Guide 17. If applicable, in the Minimum 1 Amount field, type the dollar amount of the spending obligation. This amount is automatically applied to each member in the class. 18. If applicable, in the Minimum 2 Amount field, type the dollar amount of the spending obligation. This amount is automatically applied to each member in the class. NOTE: The Minimum 1 Amount and Minimum 2 Amount fields are linked to the information set up in Control File. Please refer to the Setup section of this User Guide for additional information. 19. To apply service charge calculations to this membership class during data entry, select Apply Service. If this field is not selected, the entire class is exempt from service charges. NOTE: If the Service Key field on the Misc Info tab in the Control File is set to 0, the Apply Service field appears as Apply Gratuity. 20. To exempt the class from finance charges, select Suppress Finance Charges. 21. To stop the default statement message from printing on the statements of members in this class, select Suppress Dflt Stmt Msg. NOTE: For a class-specific message to print on the member statement, type the appropriate number in the Statement Message # field in this window. The class-specific messages are set up in the Control File. Please refer to Setup section of this User Guide for additional information. Deleting Member Classes 1. From the menu bar, select Options, Membership, and then select Membership Classes. The Membership Class window appears. 2. In the Class Number field, type the membership class number to delete. 3. Press the Enter key. 4. Click Delete. NOTE: You cannot delete a member class with assigned members. When you click Delete, the members are scanned to verify there are no members assigned to this class. If member are assigned to the class, the deletion process terminates. Proprietary and Confidential 55

56 User Guide ClubConnect Accounts Receivable Member Class Counts ClubConnect Accounts Receivable automatically tracks the number of member in each class and the month-to-date and year-to-date spending history for each of those classes. Viewing Membership Class Counts 1. From the menu bar, select Options, Membership, and then select Membership Classes. The Membership Class window appears. 2. In the Class Number field, type the membership class number to view. 3. Press the Enter key. 4. Click the Membership Count and History tab. The Membership Count and History tab appears. 5. View and if necessary, modify the membership counts for each month. 6. View the class spending month-to-date and year-to-date information. 7. If changes are made, click Save/Add. 8. To exit the window, click Close. 56 Call csg Education to schedule training!

57 ClubConnect Accounts Receivable User Guide Boat Information ClubConnect Accounts Receivable allows you to track member boat information. This feature must be enabled in the Control File. Please refer to the Setup section of this User Guide for additional information. Tracking Boat Information 1. From the menu bar, select Options, Membership, and then select Boat Information. The Boat Information window appears. NOTE: If the Boat Information menu selection is not available, the option is not enabled in the Control File. Please refer to the Setup section of this User Guide for additional information. 2. In the Member Number field, type the member s account number. 3. Press the Enter key. The fields remain blank if no boat information exists for this member. The fields populate for editing if there is existing boat information. Proprietary and Confidential 57

58 User Guide ClubConnect Accounts Receivable 4. Use the following table to determine field usage: Field Boat ID Number Name Revenue Code Amount Total Amount at Start Start Date for Entry Stop Date for Entry 12 Month Composite Decrement Sail/Motor Number Description Type the number by which to identify the boat. Type the name or a description of the boat. This can be a maximum of 32 characters. Type the revenue code used to bill boat fees. Click Search to select the revenue code from a list. Type the amount billed at the assigned frequency. For example, $100 a month. If the boat fees are based on footage, leave this field blank or type Type the total amount to bill for the boat fee. If boat fees are based on footage, then leave this field blank or type For example: The member rents a slip for his yacht and the fee is $1200 for one year in 12 monthly payments of $100. The Amount field is $100 and the Total Amount at Start is set to $1200. The Decrement checkbox is selected. Type the date when the boat fee billing begins. No billing occurs until the date is reached. If there is no start date for billing, leave the field blank. Type the date when the boat fee billing ends. No billing occurs until the date is reached. If there is no end date for billing, leave this field blank. Select the checkbox for each month the boat fee is to be billed. If the fee is billed every month, select all the checkboxes. Select if the Total Amount at Start field has a value greater than This subtracts the period amount in the Amount field from the Total Amount at Start each time the fee is billed. Once the Total Amount at Start field reaches zero, the billing discontinues. Type the number identifying the sail or motor for the boat. This can be a maximum of eight characters. This is an optional field. 58 Call csg Education to schedule training!

59 ClubConnect Accounts Receivable User Guide Field Insurance Exp. Date Manufacturer Length Width Draft Height Square Footage Facility Length Location Waiting Date Description Type the expiration date for the boat s insurance coverage. This is an optional field. Type the name of the boat manufacturer. This is an optional field. Type the length of the boat. When boat fees are billed using footage by length, this field is used in fee calculation. The amount per foot is set in the revenue code and multiplied by the length or square footage to determine the fee. Type the width of the boat. This field is not used for any footage calculations. This is an optional field. Type the draft of the boat. This field is not used for any footage calculations. This is an optional field. Type the height of the boat. This field is not used for any footage calculations. This is an optional field. Type the square footage of the boat. When boat fees are billed using footage by square footage, this field is used in fee calculation. The amount per foot is set in the revenue code and multiplied by the length or square footage to determine the fee. Type the length of the slip where the boat is stored. When boat fees are billed using footage by slip length, this field is used in fee calculation. The amount per foot is set in the revenue code and multiplied by the length or square footage to determine the fee. Type a code representing the slip location the boat is stored. This is an optional field. Type the date when prime slip locations are expected to become available to the member. 5. When complete, click Save/Add. 6. Click Close. Proprietary and Confidential 59

60 User Guide ClubConnect Accounts Receivable Horse Information ClubConnect Accounts Receivable allows you to track member horse information. This feature must be enabled in the Control File. Please refer to the Setup section of this User Guide for additional information. Tracking Horse Information 1. From the menu bar, select Options, Membership, and then select Horse Information. The Horse Information window appears. NOTE: If the Horse Information menu selection is not available, the option is not enabled in the Control File. Please refer to the Setup section of this User Guide for additional information. 2. In the Member Number field, type the member s account number. 3. Press the Enter key. The fields remain blank if no horse information exists for this member. The fields populate for editing if there is existing horse information. 60 Call csg Education to schedule training!

61 ClubConnect Accounts Receivable User Guide 4. Use the following table to determine field usage: Field Horse ID Number Name Revenue Code Amount Total Amount at Start Start Date for Entry Stop Date for Entry 12 Month Composite Decrement Sex Date of Birth Breed Description Type the number by which to identify the horse. Type the name of the horse. This can be a maximum of 32 characters. Type the revenue code used to bill horse fees. Click Search to select the revenue code from a list. Type the amount billed at the assigned frequency. For example, $100 a month. Type the total amount to bill for the horse fee. For example: The member boards his horse and the fee is $1200 for one year in 12 monthly payments of $100. The Amount field is $100 and the Total Amount at Start is set to $1200. The Decrement checkbox is selected. Type the date when the horse fee billing begins. No billing occurs until the date is reached. If there is no start date for billing, leave the field blank. Type the date when the horse fee billing ends. No billing occurs until the date is reached. If there is no end date for billing, leave this field blank. Select the checkbox for each month the horse fee is to be billed. If the fee is billed every month, select all the checkboxes. Select if the Total Amount at Start field has a value greater than This subtracts the period amount in the Amount field from the Total Amount at Start each time the fee is billed. Once the Total Amount at Start field reaches zero, the billing discontinues. Type M for male and F for female. This is an optional field. Type the horse s date of birth in MMDDYY format. This is an optional field. Type the horse breed. This is an optional field. Proprietary and Confidential 61

62 User Guide ClubConnect Accounts Receivable Field Owner Vet s Name Vet s Phone # Insured Description Type the horse owner s name. Type the name of the veterinarian responsible for the horse s care. Type the veterinarian s telephone number. Select if the horse is insured. 5. When complete, click Save/Add. 6. Click Close. 62 Call csg Education to schedule training!

63 ClubConnect Accounts Receivable User Guide Private Carts ClubConnect Accounts Receivable allows you to track member private cart information. This feature must be enabled in the Control File. Please refer to the Setup section of this User Guide for additional information. Tracking Private Cart Information 1. From the menu bar, select Options, Membership, and then select Private Carts. The Private Carts Information window appears. NOTE: If the Private Carts menu selection is not available, the option is not enabled in the Control File. Please refer to the Setup section of this User Guide for additional information. 2. In the Member Number field, type the member s account number. 3. Press the Enter key. The fields remain blank if no cart information exists for this member. The fields populate for editing if there is existing cart information. Proprietary and Confidential 63

64 User Guide ClubConnect Accounts Receivable 4. Use the following table to determine field usage: Field Cart ID Number Location Manufacturer Gas or Electric Revenue Code Amount Total Amount at Start Start Date for Entry Stop Date for Entry 12 Month Composite Decrement Description Type the number by which to identify the private cart. Type a code or description to identify where the cart is kept at the club. The location can be a maximum of nine characters. Type the name of the cart manufacturer. Type G for a gas-run cart or E for electric cart. Type the revenue code used to bill private cart fees. Click Search to select the revenue code from a list. Type the amount billed at the assigned frequency. For example, $100 a month. Type the total amount to bill for the private cart fee. For example: The member leases his private cart and the fee is $1200 for one year in 12 monthly payments of $100. The Amount field is $100 and the Total Amount at Start is set to $1200. The Decrement checkbox is selected. Type the date when the private cart fee billing begins. No billing occurs until the date is reached. If there is no start date for billing, leave the field blank. Type the date when the private cart fee billing ends. No billing occurs until the date is reached. If there is no end date for billing, leave this field blank. Select the checkbox for each month the private cart fee is to be billed. If the fee is billed every month, select all the checkboxes. Select if the Total Amount at Start field has a value greater than This subtracts the period amount in the Amount field from the Total Amount at Start each time the fee is billed. Once the Total Amount at Start field reaches zero, the billing discontinues. 5. When complete, click Save/Add. 6. Click Close. 64 Call csg Education to schedule training!

65 ClubConnect Accounts Receivable User Guide Special Credits Special credits are typically used to provide incentives or rewards to new and existing members. A credit applied against dues to reduce them in the first year may be used as an incentive to entice new members to join the club, or a credit applied against dining room spending may be used as a reward to existing members sponsoring new enrollees in a membership drive. Special credits are set to apply against sales in specific departments. The total amount, usedto-date, and balance are stored by the system. Expiration dates can even be set so the application of special credits discontinues when those dates are reached. NOTE: To use the special credit feature, the option must be selected in the Control File. Please refer to the Setup section of this User Guide for additional information. Adding Special Credits 1. From the menu bar, select Options, Membership, and then select Special Credits. The Special Credits Information window appears. NOTE: If the Special Credits menu selection is not available, the option is not enabled in the Control File. Please refer to the Setup section of this User Guide for additional information. Proprietary and Confidential 65

66 User Guide ClubConnect Accounts Receivable 2. In the Member Number field, type the member s account number. 3. Press the Enter key. The fields remain blank if no special credit information exists for this member. The fields populate for editing if there is an existing special credit record. 4. Use the following table to determine field usage: Field Credit Number Department Issue Date Reason Code Revenue Code Total Amount Description Type the number to identify the special credit for the member. A maximum of 99 special credits can be established for any member. To edit an existing credit for this member, click in the Credit Number field and click Search. A list of the existing special credits for this member appears. Select the credit number for modification from the list. Search for or type the department to which the special credit applies. A single special credit may reference a maximum of nine different departments. Type the date when the special credit was established. This is an optional field. Type a one or two character code to identify the special credit. This is an optional field. For example, MD for membership drive. Search for or type the revenue code used to generate the credit transactions when special credits are processed. Type the total amount of the special credit issued to the member. Applicable transactions are subtracted from this amount until it reaches zero or until the expiration date is reached, whichever happens first. 66 Call csg Education to schedule training!

67 ClubConnect Accounts Receivable User Guide Field Used-To-Date Balance Expiration Date Include Tax Include SVC/Gratuity Description This field is maintained by ClubConnect AR. The amount is automatically increased as the member uses the credit. It is possible to modify this field, if necessary. For example, if the member s total credit amount is $500.00, but $ is already applied, then $ appears in the field. The unused portion of the credit is calculated and appears in this field. The Used-To-Date amount is subtracted from the Total Amount to determine this value. This field cannot be changed manually. If there is a limit on the length of time the special credit is applied, type the date in MMDDYY format. The special credit discontinues once the expiration date is reached, even if the balance (unused portion) is greater than zero. This is an optional field. Select to include tax in the credit calculation. Select to include service charge and/or gratuity in the credit calculation. 5. When complete, click Save/Add. 6. Click Close. Proprietary and Confidential 67

68 User Guide ClubConnect Accounts Receivable Stock Certificates ClubConnect Accounts Receivable allows you to track any stock certificates held by club members. This feature only tracks the certificates; there are no associated billing options. This feature must be enabled in the Control File. Please refer to the Setup section of this User Guide for additional information. Tracking Stock Certificates 1. From the menu bar, select Options, Membership, and then select Stock Certificates. The Stock Certificates window appears. NOTE: If the Stock Certificates menu selection is not available, the option is not enabled in the Control File. Please refer to the Setup section of this User Guide for additional information. 2. In the Member Number field, type the member s account number to associate with the stock certificate. 3. Press the Enter key. The fields remain blank if no stock certificate information exists for this member. The fields populate for editing if there is an existing stock certificate record. 68 Call csg Education to schedule training!

69 ClubConnect Accounts Receivable User Guide 4. Use the following table to determine field usage: Field Number Purch Date Stock Value Certificate No Certificate Type Description Type a number to identify the entire stock purchase. Type the purchase date in MMDDYY format. Type the amount of the stock purchase. Type the number identifying the individual certificate stock purchase. Type the certificate type or a description identifying the stock purchase. # of Shares Type the number of shares purchased. Redemp Coding Redemption Date Type a code to further identify the certificate. This is an optional field. Type the date the certificate is to be retired or paid by the club. This is an optional field. 5. When complete, click Save. 6. Click Close. Proprietary and Confidential 69

70 User Guide ClubConnect Accounts Receivable Utilities ClubConnect Accounts Receivable offers several different utilities to give you greater control over your membership. Manual Account Balance Adjustments ClubConnect Accounts Receivable allows you to make manual adjustment to a member s account balances and minimum usage balances. NOTE: It is very important to note that changes made using this utility are not sent to ClubConnect General Ledger. Only use this utility when inaccurate information cannot be changed through transaction entry, payment entry, or existing transaction edits. Adjusting a Member s Financial Information 1. From the menu bar, select Options, Membership, and then select Accounts Receivable Information. The Accounts Receivable Information window appears. 70 Call csg Education to schedule training!

71 ClubConnect Accounts Receivable User Guide 2. In the Member Number field, type the member number to adjust. 3. Press the Enter key. The member information appears. NOTE: To search for a member, click in the Member Number field and click Search to select the member from a list. 4. Modify the appropriate field information. 5. Click Save. 6. Click Close. Adjusting a Member s Minimum Information 1. From the menu bar, select Options, Membership, and then select Accounts Receivable Information. The Accounts Receivable Information window appears. Proprietary and Confidential 71

72 User Guide ClubConnect Accounts Receivable 2. In the Member Number field, type the member number to adjust. 3. Press the Enter key. The member information appears. 4. Click the Minimum Information tab. The Minimum Information tab appears. 5. Modify the appropriate field information. 6. Click Save. 7. Click Close. 72 Call csg Education to schedule training!

73 ClubConnect Accounts Receivable User Guide Purge Statement History A purge of statement history should be completed every three to five years, depending on your club s record retention requirements, to clean up the system records. NOTE: Be very cautious when purging information, this action cannot be undone! Backing up the data prior to a purge is recommended. Purging Statement History 1. From the menu bar, select Tools, Utilities, and then select Purge Statement History. The Purge Statement History window appears. 2. In the From field, type the starting date for the purge. 3. In the To field, type the ending date for the purge. NOTE: Double-check the dates entered because the purged data cannot be retrieved! 4. Click Process. The data for the selected dates is purged. Proprietary and Confidential 73

74 User Guide ClubConnect Accounts Receivable Purge Member Audit Trail This tool allows permanent changes to the audit trails of various activity types. This option should only be used when working with a csg Support Representative. Purging Member Audit Trail Information 1. From the menu bar, select Tools, Utilities, and then select Purge Member Audit Trail. The Purge Audit Trail dialog box appears. 2. In the UserID field, type the number of the user ID to purge. To purge the selected audit trail for all user ID s, leave this field blank. 3. In the Date From and To fields, type the audit date range to purge. This is a required field. If no date range is entered, the selected audit purge will not complete. 4. With the assistance of your csg Support Representative, in the Selection section, select the appropriate audit activity type to purge. NOTE: If you do not select any items in the Selection section ALL the items are purged!! Please be sure to work closely with your csg Support Representative. 5. Click Process. The selected audit items are purged. 6. Click Close. 74 Call csg Education to schedule training!

75 ClubConnect Accounts Receivable User Guide Delete Data Related to Members This tool allows you to delete all data by member class. All the files are scanned, for example, demographic, dependent, boat, and so forth, to delete all data related to members in the selected membership class. This option should only be used when working with a csg Support Representative. Deleting Data Related to Members 1. Complete a backup prior to using this utility. 2. From the menu bar, select Tools, Utilities, and then select Delete Data Related to Members. The Delete Data Related to Members dialog box appears. 3. With the assistance of your csg Support Representative, in the Member Class field, type the member class number of which the data is to be deleted. NOTE: Please use caution when typing the Member Class number, once deleted this action cannot be undone. 4. Click Process. A confirmation dialog box appears. 5. If correct, click Yes. The data is deleted and the dialog box is closed. Proprietary and Confidential 75

76 User Guide ClubConnect Accounts Receivable Spending Category Utilities ClubConnect Accounts Receivable gives you several utilities to manage your spending category information. Recalculate Spending Categories from History Detail processes all transactions (current and historical) and recalculates all spending category total amounts (key sales) in ClubConnect Accounts Receivable based on the entries in the revenue codes and membership classes. Initialize Spending Category Data allows you to zero all member spending and start fresh. NOTE: These options should only be used when working with a csg Support Representative! Recalculating Spending Categories 1. From the menu bar, select Tools, Utilities, and then select Recalculate Spending Categories from History Detail. A dialog box appears. 2. Click Yes. NOTE: Depending on the amount of historical data and the number of members, this process can take between 5 minutes and 2 hours. Initializing Spending Categories 1. From the menu bar, select Tools, Utilities, and then select Initialize Spending Category Data. A dialog box appears. 2. Click Yes. 76 Call csg Education to schedule training!

77 ClubConnect Accounts Receivable User Guide Global Data Change Global changes are changes made to all records or a range of selected records for the option selected. This feature is useful for making identical changes that affect each individual record, rather than manually entering the data individually for each record. NOTE: Because you are completing a change to all records, csg recommends you make a backup prior to the global data change. Processing a Global Data Change 1. From the menu bar, select Tools, Utilities, and then select Global Change Data. The Global Change Data window appears. NOTE: A warning appears when a selected member account has a status of Inactive, Resigned, or Expired. 2. Use the following table to determine radio button usage: Radio Button Alter a Position of Mailing, Sports, ProShop Options Modify Member s Minimum Obligation Description Select to change all the selected member s mailing, sports, and proshop options. With this option, you can select a member number range, a member class, or a member status. If the change effects all the members, leave the range, class, and status fields blank. Select to modify the minimum flat amount for all or a range of members or member class. Proprietary and Confidential 77

78 User Guide ClubConnect Accounts Receivable Radio Button Strip lead 0 s or Blank of Member Number Move Spending Categories Data Replace Prefix of Member Number Combine Multiple Receivables into One Clear Status Field Zero out Dependent in Transactions Convert Name/Addresses to Upper or Lower Case Modify State Code to Upper Case Quick Change GL Accounts in Class Quick Change GL Accounts in Revenue Quick Establish Fixed Billing Round Currency to Cent Recalculate Taxes and Services in Transactions Description Select to remove all the leading zeros and blank spaces from all the member numbers. Select to move spending categories data from one month to another. Select to change the current member number alpha prefix Select to combine all the receivables into one receivable. Select to clear the current status field entry for all members. Select to zero out all the dependents from all the existing transactions. Select to change the member name and/or address to either upper or lower case letters. Select to change the member s state information to upper case letters. Select to change the GL accounts for any member class. Select to change the GL accounts for any revenue code. Select to change the fixed billing option for any member. Select to round all the currency to a whole cent. Select to recalculate the taxes and/or service charges for a range of unposted sequence numbers. You can also select to include all posted transactions in the recalculation of the tax or service charge. 3. To process the selected change, click OK. The change is processed. 4. Click Close. 78 Call csg Education to schedule training!

79 ClubConnect Accounts Receivable User Guide Scan for Address Change ClubConnect Accounts Receivable can search for any members with a date assigned in the Change Address Date field and process the billing and/or social address change automatically. Each day the software is opened, the Scan for Address Change dialog box appears. Click Yes to process the changes automatically. To rerun the address change, use the following procedure. Processing Address Changes 1. From the menu bar, select Tools, Utilities, and then select Scan for Address Change. The Membership dialog box appears. 2. Click Yes. The changes are processed. Proprietary and Confidential 79

80 User Guide ClubConnect Accounts Receivable Scan for Class Change Membership classes can be set up so members are automatically moved from class to class based on age or membership length. For example, a Regular class member may move to the Senior class automatically at the age of 58. The criterion for an automatic class change is set up in the Membership Class window. Please refer to the Member Classes topic in this section of the User Guide for additional information. Processing Class Changes 1. From the menu bar, select Tools, Utilities, and then select Scan for Class Change. The Edit Class Change window appears. 2. In the Reference Date for Age or Membership Year Calculation field, type the date (past, present, or future) on which to base the class change in MM/DD/YYYY format. 3. Click Preview to view or print the list based on the criteria entered. 4. Click OK. The class changes are calculated and each member eligible for a class change appears. 5. To accept the changes, click Accept. All the affected member s classes are changed. NOTE: Be very careful using this utility! Once Accept is clicked, the change cannot be undone. 6. To rerun the calculation process, click Restart. 7. When complete, click Close. 80 Call csg Education to schedule training!

81 ClubConnect Accounts Receivable User Guide Sales and Payments Proprietary and Confidential 81

82 User Guide ClubConnect Accounts Receivable Sales Transactions ClubConnect Accounts Receivable allows you to enter transactions manually as batches. It is necessary to post a batch before the transaction information is transferred to the General Ledger or appears in member inquiry, statements, or some reports. When a sales transaction is accepted, it appears in the batch listing in the top portion of the window. The last five entries are visible and there is a scroll bar available to view all the batch transactions. The Sales Entry tab includes some time-saving options, including searches, fixed data entry, easy editing and voiding of transactions, and memo descriptions. NOTE: The Member Inquiry window can also be accessed through the Enter/Edit Transactions window using the Inquire button. Please refer to the Membership section of this User Guide for additional information on this window. Creating a New Sales Entry 1. From the menu bar, select Options, Data Entry, and then select Sales & Payment Entry/Edit. The Enter/Edit Transactions window appears. 82 Call csg Education to schedule training!

83 ClubConnect Accounts Receivable User Guide 2. Use the following table to determine field usage: Field/Button Member Dp Date Reference Rev Amount Service Taxes Add l Grat Count Emp PRev Description Type the member account number associated with this sales transaction. A warning appears when a selected member account has a status of Inactive, Resigned, or Expired. If appropriate, type the dependent number of the dependent associated with this sales transaction. Type the date of the transaction. Type a reference number for this transaction. It can be the chit number, check number, or any other alphanumeric character to a maximum of eight characters. Type the revenue code associated with this transaction. With the cursor in this field, click Search to select a revenue code from a list. Type the amount of the transaction. Negative numbers require a (negative) sign before or after the amount. The service charge is automatically calculated based on the selected revenue code. The tax is automatically calculated based on the selected revenue code. If necessary, type an additional gratuity amount. Type the count number associated with this transaction. This is an optional field. Type the employee number associated with this transaction. This is an optional field. If the item is pre-paid, type the payment code to back out the charge. If the item is a member charge, leave this field blank. Proprietary and Confidential 83

84 User Guide ClubConnect Accounts Receivable Field/Button Fixed Data Void Previous Auto Reference Restart Entry History Tip Pool Memo Description Description Click this button to toggle the fixed data option through Off, On, and Clear. The fixed data option gives you greater data entry speed. If you have a group of transactions where specific field values are the same, enter the data and toggle Fixed Data to On. Each time a transaction is saved, the fixed data fields become the default for each entry until it is cleared. Click this button to void the last completed entry in the batch. A V appears next to the entry number, indicating the voided entry will not be included in this batch when it is updated. If a transaction was voided in error, click the Void Previous button again to remove the V. Click this button to toggle On and Off the automatic reference number generation for each sales transaction. When On, the number entered in the Reference field is increased by one automatically for each subsequent sales transaction entry. Click this button to clear the entire current entry that has not been saved. Click this button to open the Member/Dependent History window. Click this button to open the tip pool window. Please refer to the Tip Pools topic in this User Guide for additional details. Click this button to add a memo to the current transaction. The memo is a second line on the member s statement which describes the transaction. Each memo can be up to 60 characters. ClubConnect AR stores each memo so an existing memo can be searched for and retrieved. 3. As each transaction entry is completed, click Accept to add the entry to the batch. 4. As necessary, continue to add entries to the batch. 84 Call csg Education to schedule training!

85 ClubConnect Accounts Receivable User Guide Payments With ClubConnect Accounts Receivable, payment transactions are entered in a separate payments batch. Entering a New Payment Entry 1. From the menu bar, select Options, Data Entry, and then select Sales & Payment Entry/Edit. The Enter/Edit Transactions window appears. 2. Click the Payments Entry tab. The Payments Entry tab appears. 3. Use the following table to determine field usage: Field/Button Member Date Reference Description Type the member account number associated with this payment transaction. Type the date the payment was received. Type a reference number for this transaction. It can be check number or any other reference code to a maximum of eight characters. Proprietary and Confidential 85

86 User Guide ClubConnect Accounts Receivable Field/Button Rev Amount Fixed Data Void Previous Auto Reference Restart Entry History Corp Payment Multi Receiv Pmt Description Type the payment revenue code appropriate for this payment. Each receivable has at least one payment revenue code. Type the total payment amount received. To populate the field with the total amount due, excluding current period transactions, press the Shift and + keys. Click this button to toggle through the fixed data options Off, On, and Clear. The fixed data option gives you greater data entry speed. If you have a group of transactions where specific field values are the same, enter the data and toggle Fixed Data to On. Each time a transaction is saved, the fixed data fields become the default for each entry until it is cleared. Click this button to void the last completed entry in the batch. A V appears next to the entry number, indicating the voided entry will not be included in this batch when it is updated. If a transaction was voided in error, click the Void Previous button again to remove the V. Click this button to toggle On and Off the automatic reference number generation for each payment transaction. When On, the number entered in the Reference field is increased by one automatically for each subsequent payment transaction entry. Click this button to clear the entire current entry that has not been saved. Click this button to open the Member/Dependent History window. Click this button to toggle the corporate payment mode on or off. Click this button to toggle the multiple receivables payment mode on or off. 4. As each transaction entry is completed, click Accept to add the entry to the batch. 5. As necessary, continue to add entries to the batch. 86 Call csg Education to schedule training!

87 ClubConnect Accounts Receivable User Guide Post a Batch It is necessary to post a batch before the transaction information contained in that batch is reflected in member inquiry, statements, end of period, and many of the reports within ClubConnect AR. Only posted transactions are transferred to ClubConnect General Ledger. The sales and payment batches can be posted immediately after data entry or they can be saved and posted at a later time. Transactions within the current, open billing period can be unposted and edited. Batches from closed billing periods cannot be unposted or edited. Posting a Batch 1. To review the batch totals, from the Enter/Edit Transactions window, on the Sales Entry tab, click the Batch Totals button. The batch total fields appear on the Sales Entry tab. NOTE: You can also use the Batch Total button the Payments Entry tab. Proprietary and Confidential 87

88 User Guide ClubConnect Accounts Receivable 2. Compare the batch totals against a manual tape total of all items entered in this batch. 3. To post the batch, click Post Sales. NOTE: The Payments Entry tab has a Post Pmts button which completes the same action as the Post Sales button on the Sales Entry tab. The Post Sales dialog box appears. 4. Use the following table to determine button usage: Button Report & Post Post Cancel Description Click this button to print an Edit Listing and post the batch. Click this button to post the batch without an Edit Listing. Click this button to return to the Entry/Edit Transactions window. 88 Call csg Education to schedule training!

89 ClubConnect Accounts Receivable User Guide Tip Pools ClubConnect Accounts Receivable allows you to enable tip pools for gratuity amounts on sales transactions. Each tip pool can have up to five different types of employees, by which the individual employees can be grouped. Each employee group can receive a percentage of the total gratuity. Each individual employee assigned to a group shares a portion of the total gratuity with the other employees in that section. For example, if the server group receives 60% of the total gratuity, and there are four servers, then each server receives 15% of the total. Using Tip Pools 1. From the menu bar, select Options, Data Entry, and then select Sales & Payment Entry/Edit. The Enter/Edit Transactions window appears. Proprietary and Confidential 89

90 User Guide ClubConnect Accounts Receivable 2. Click Tip Pool. The tip pool fields appear. 3. In the Date field, type the date for the transaction. 4. In the Share field for the appropriate employee group, type the percentage amount. 5. In the # of E field for the appropriate employee group, type the number of employees sharing the assigned percentage. 6. Continue to enter percentage amounts in the Share fields until 100 percent is reached. 7. In the Employee field for the appropriate employee group, click the Search button. A list of available employees appears. 90 Call csg Education to schedule training!

91 ClubConnect Accounts Receivable User Guide 8. Select the employee to add to the tip pool. NOTE: If the employee number is known, type it in the Employee field and press the Enter key. 9. Continue to add employee to the tip pool employee groups as appropriate. 10. When complete, click Done. The tip pool is activated and it now applies to all transactions entered while this tip pool is On. NOTE: Tip pools can also be added to existing transactions using the Edit Transactions tab. Split Tickets Split tickets allow you to split the cost of one transaction between two or more members. Splitting Tickets 1. From the menu bar, select Options, Data Entry, and then select Sales & Payment Entry/Edit. The Enter/Edit Transactions window appears. Proprietary and Confidential 91

92 User Guide ClubConnect Accounts Receivable 2. Leave the Member field blank. 3. Click Split Ticket. The Split Ticket ON message appears at top of window. 4. Complete the remaining transaction information. 5. Click Accept. The Split Ticket window appears. 6. In the Member field, type one of the member account numbers. 7. Press the Tab key. 8. Type the amount this member is charged from the Total Amount. 9. Press the Enter key. The member and the amount appear in the list. 10. Continue to enter as many members as necessary for the split ticket. NOTE: The Remaining Amount field reduces each time a member and their corresponding amount is added to the split ticket. Once the Remaining Amount equals zero, the Split Ticket window automatically closes and the transactions appear in the batch listing. 92 Call csg Education to schedule training!

93 ClubConnect Accounts Receivable User Guide Edit Transactions Any transaction within the current, open billing period can be edited. Transactions in closed billing periods cannot be unposted or edited. Editing Transaction Information 1. From the menu bar, select Options, Data Entry, and then select Sales & Payment Entry/Edit. The Enter/Edit Transactions window appears. 2. Click the Edit Transactions tab. The Edit Transactions tab appears. The Total field displays the total number of transactions in this batch. The User ID that entered the transaction also appears. Any batch transactions that are voided appear with Voided in pink to the right of the sequence number. The total number of unposted sales and payments are automatically calculated and display at the bottom of the window. 3. In the Member Number field, type or search for the member account number associated with the transaction. NOTE: A warning appears when a selected member account has a status of Inactive, Resigned, or Expired. The first transaction for the selected member appears. Proprietary and Confidential 93

94 User Guide ClubConnect Accounts Receivable NOTE: Press the Page Up or Page Down keys on the keyboard to scroll through the current batch transactions for the current member number. 4. Modify the appropriate fields. 5. When complete, click Save. 6. Click Close to exit the window. Void Transactions Batch transactions can be voided quickly and easily using the Edit Transactions tab. If a transaction is voided in error, it can also be unvoided. Voiding and UnVoiding Transactions 1. From the menu bar, select Options, Data Entry, and then select Sales & Payment Entry/Edit. The Enter/Edit Transactions window appears. 2. Click the Edit Transactions tab. The Edit Transactions tab appears. Any batch transactions that are voided appear with Voided in pink to the right of the sequence number. 94 Call csg Education to schedule training!

95 ClubConnect Accounts Receivable User Guide 3. In the Member Number field, type or search for the member account number associated with the transaction. The first transaction for the selected member appears. NOTE: Press the Page Up or Page Down keys on the keyboard to scroll through batch transactions for the current member number. 4. To void a transaction, click Void. The transaction is voided. 5. To unvoid a voided transaction, click UnVoid. The void status is removed. 6. When complete, click Save. 7. Click Close to exit the window. Proprietary and Confidential 95

96 User Guide ClubConnect Accounts Receivable Transfer Transactions ClubConnect Accounts Receivable makes it easy to transfer a transaction from one member to another. Transferring a Transaction 1. From the menu bar, select Options, Data Entry, and then select Sales & Payment Entry/Edit. The Enter/Edit Transactions window appears. 2. Click the Edit Transactions tab. The Edit Transactions tab appears. 3. In the Member Number field, type or search for the member account number associated with the transaction. NOTE: A warning appears when a selected member account has a status of Inactive, Resigned, or Expired. The first transaction for the selected member appears. NOTE: Press the Page Up or Page Down keys on the keyboard to scroll through batch transactions for the current member number. Any batch transactions that are voided appear with Voided in pink to the right of the sequence number. 96 Call csg Education to schedule training!

97 ClubConnect Accounts Receivable User Guide 4. To transfer a transaction from one member to another member, click Transfer. The transfer fields appear. 5. In the Transfer to Member field, type the member account number to receive the transaction. NOTE: Click Search to select the member from a list. 6. To transfer all the transaction records from the original member to the selected member, select All Data. 7. To transfer just the one selected transaction, select This Entry. 8. When complete, click Save. A dialog box appears. 9. Click OK. 10. Click Close to exit the window. Proprietary and Confidential 97

98 User Guide ClubConnect Accounts Receivable Edit Multiple Transactions ClubConnect Accounts Receivable gives you two different options to quickly edit multiple transactions at one time if a mistake or omission is made to multiple records. The date, revenue code, reference number, amount, service charge, tax, and employee number fields are all available for modification. Edits can only be performed for the current billing period. Once a billing period is closed, the transactions cannot be modified. Editing Multiple Transactions through the Edit Transactions Tab 1. From the menu bar, select Options, Data Entry, and then select Sales & Payment Entry/Edit. The Enter/Edit Transactions window appears. 2. Click the Edit Transactions tab. The Edit Transactions tab appears. 98 Call csg Education to schedule training!

99 ClubConnect Accounts Receivable User Guide 3. Click Modify. The Modify Transactions fields appear. 4. In the Select Field to be Modified section, select the specific field to be modified on each transaction. 5. In the Sequence From/To fields, type the range of transaction sequence numbers to modify. Leave the fields blank to modify all the transaction in this batch. 6. To change just those transactions associated with a specific User ID, select Specific User ID and type the user ID. 7. In the Old Value field, type the value to search for and replace. 8. In the New Value field, type the replacement value. 9. Click OK. The selected transactions are modified. Proprietary and Confidential 99

100 User Guide ClubConnect Accounts Receivable Editing Multiple Transactions through the Utilities Option 1. From the menu bar, select Tools, Utilities, and then select Edit Transactions. The Edit Transactions window appears. NOTE: All the fields on the dialog box can be used or left blank to properly narrow the transaction entry results. 2. To edit a group of transactions, in the Sequence From and To fields, type the transaction sequence number to modify. NOTE: A good use of the Sequence Number is if you discovered that all the tickets for a particular day were double-posted, then the entire range of duplicated tickets could be voided. 3. To edit all the transactions of a specific member, in the Member Number field, type the member account number. 4. To edit all the transactions from a specific date, in the Date field, type the date. 5. To edit all the transactions associated with a specific revenue code, in the Revenue Code field, type the revenue code. 6. To edit all the transactions with a specific reference number, in the Reference field, type the reference number to modify. 7. To further define the transactions for modification, select Payments Only or Sales Only to only modify those specific transactions. Select All to include all the transaction types. 100 Call csg Education to schedule training!

101 ClubConnect Accounts Receivable User Guide 8. Use the following table to determine button usage: Button Void UnVoid Post UnPost Description Click this button to void all the selected transactions. Click this button to unvoid all the selected transactions. Click this button to post all the selected transactions. Click this button to unpost all the selected transactions. After a button is clicked, a dialog box appears displaying the transaction search criteria. 9. If the criteria are correct, click OK. The system scans for transactions matching the selected criteria and processes the action. 10. When complete, click Close. Proprietary and Confidential 101

102 User Guide ClubConnect Accounts Receivable Automatic Payment Plan Setup ClubConnect Accounts Receivable gives you the option to electronically transfer payment from a member s bank account to the club s bank account or to automatically charge payments to a member s credit card. The bank drafts can be generated anytime after the member statements are mailed. If you are a first time user of bank draft payments, please contact csg Support for assistance with your bank requirement settings. Generate Bank Draft Payments Use the following steps to complete the process of generating member bank draft payments. Verifying Bank Draft Settings 1. From the menu bar, select Options, Control Information, and then select Automated Payment Setup Wizard. The Automated Payment Setup Wizard window appears. 2. Select Add a new automated payment type. 102 Call csg Education to schedule training!

103 ClubConnect Accounts Receivable User Guide 3. Click Next. The Automated payment options window appears. 4. In the Description field, type a description to appear on the member statements. 5. In the Message to appear on statement field, type a statement message for those members electing this automated payment type. Proprietary and Confidential 103

104 User Guide ClubConnect Accounts Receivable 6. Click Next. The Bank draft settings window appears. 7. In the DFI # fields, type the appropriate bank routing numbers. 8. In the Format code field, type the format code to identify the format of the records in the data. F fixed length V variable length U undefined length 9. In the File ID Modifier field, type the modifier code provided by your bank. 10. In the Service Class code field, type the service class code provided by your bank. 11. In the Club name field, type the club name to appear on the bank file. 12. In the Club tax number field, type the club s tax ID number. This is your IRS EIN number. 13. If the club is a government agency, select Are you a government agency. 14. If necessary, to separate the records within the file, select Add carriage return/line feed to each record. 104 Call csg Education to schedule training!

105 ClubConnect Accounts Receivable User Guide 15. From the How to calculate 9 record drop-down list, select the method to use when calculating the total record for the bank draft. This method varies according to your bank requirements. 16. In the Reference description for payment transactions generated field, type the reference description for the transactions that are generated for the payments. This description prints on the member statement. 17. Click Next. The Receivables window appears. 18. From the individual receivable(s) drop-down lists, select one of the following: Exclude this receivable no part of the receivable is relieved by the bank draft payment. Current balance forward (Beginning Balance) the bank draft payment relieves the total of the receivable balance forward and current transactions. Specific charges from prior period that relate to the group below define a transaction group that identifies specific revenue codes relieved by the bank draft payment. 19. From the Payment revenue code drop-down list for each receivable, select the appropriate revenue code. NOTE: For audit purposes, csg recommends unique payment revenue codes be established for bank draft payments. 20. Click Finish. Proprietary and Confidential 105

106 User Guide ClubConnect Accounts Receivable Generating Bank Draft Payments 1. From the menu bar, select Options, Data Entry, and then select Generate Bank Draft Payments. 2. Verify the Statement Date for which balances are to be drafted and modify if necessary. 3. In the Next Banking Date field, type the date of the next statement processing. 4. Click OK. The file BANK.dat is created and saved to the C: drive of the computer. This is the file you submit to the bank for payment processing. It contains one record per participating member. In addition to creating this bank file, all related payment transactions are automatically created in ClubConnect AR and may be viewed or edited using the Payment Entry tab of Sales/Payment Entry. To view, edit, or post these payment records, you must log into ClubConnect AR as the same User ID that generated the bank draft payments. WARNING! Generating the bank draft payments more than once per statement period does NOT duplicate the records in the BANK.dat file, but it DOES duplicate the Payment Transactions created on the Payments tab of Sales & Payments Entry/Edit. If you are unsure of the status, view the payment transactions for the User ID that generates the bank draft payments. If duplicated payment records exist, they can be voided using Tools, Utilities, Edit Transactions. Listing Payment Transactions Created Using Generate Bank Draft Payments 1. From the menu bar, select Reports and then select Print Report. 2. Select the Transaction Listing (With Tax Breakout) report. 3. From the report criteria window, in the Transaction Type section, select Payments Only. 4. In the Transaction Status section, select New Batch. 5. Edit any payment transactions as needed to match the BANK.dat file submitted to the bank. 106 Call csg Education to schedule training!

107 ClubConnect Accounts Receivable User Guide Use this procedure to view or alter the amount to be drafted from any member s account prior to transmission of the BANK.dat file to the bank. Editing Bank Draft File PRIOR to Bank Submission 1. From the menu bar, select Options, Data Entry, and then select Edit Bank Draft Payments. 2. Select the file to edit. 3. Edit the file information (amount or name) for any member and save when complete. NOTE: Editing the BANK.dat file does NOT automatically update the payment transactions in ClubConnect AR. This MUST be completed manually! 4. From the menu bar, select Options, Data Entry, and then select Sales & Payment Entry/Edit. 5. Select the Payments Entry tab and edit the appropriate transactions to match any changes to the BANK.dat file. Sending the Bank.dat File to the Bank 1. Using your bank s preferred method, transmit the BANK.dat file to your bank. For example, you could use or transmit the file through PCAnywhere. When the bank reports the amounts that clear from the BANK.dat file, you must then post the payment transactions. You must be logged in as the same User ID that processed the Generate Bank Draft Payments. Posting Payment Transaction Records 1. From the menu bar, select Options, Data Entry, and then select Sales & Payments Entry/Edit. 2. Select the Payments Entry tab and review the payment transactions for accuracy. 3. Click the Pst Pmts button to update the payment records for the current statement period. Proprietary and Confidential 107

108 User Guide ClubConnect Accounts Receivable Generate Credit Card Payments When a credit card charge is authorized, an unposted payment transaction is created in the current monthly transaction file. These transactions must be posted to appear correctly on the member s statement. This option must be run manually. You can run this option on a prearranged specific date, after printing and mailing your member statements. Those members who have elected to pay their balance with a credit card receive a message on their statement indicating their card will be charged on a specific date. Use the following steps to complete the process of generating member credit card payments. Verifying Credit Card Settings 1. From the menu bar, select Options, Control Information, and then select Automated Payment Setup Wizard. The Automated Payment Setup Wizard window appears. 2. Select Add a new automated payment type. 108 Call csg Education to schedule training!

109 ClubConnect Accounts Receivable User Guide 3. Click Next. The Automated payment options window appears. 4. From the Automated Payment Type section, select Credit card. The Credit card information fields become active. 5. In the Description field, type a description to appear on the member statements. 6. In the Message to appear on statement field, type a statement message for those members electing this automated payment type. 7. In the Server name field, type the name of the credit card server. 8. In the Journal Directory field, type the directory were the journal is stored. Proprietary and Confidential 109

110 User Guide ClubConnect Accounts Receivable 9. Click Next. The Receivables window appears. 10. From the individual receivable(s) drop-down lists, select one of the following: Exclude this receivable no part of the receivable is relieved by the credit card payment. Current balance forward (Beginning Balance) the credit card payment relieves the total of the receivable balance forward and current transactions. Specific charges from prior period that relate to the group below define a transaction group that identifies specific revenue codes relieved by the credit card payment. 11. From the Payment revenue code drop-down list for each receivable, select the appropriate revenue code. NOTE: For audit purposes, csg recommends unique payment revenue codes be established for credit card payments. 12. Click Finish. 110 Call csg Education to schedule training!

111 ClubConnect Accounts Receivable User Guide Generating Credit Card Payments 1. From the menu bar, select Options, Data Entry, and then select Generate Credit Card Payments. 2. Verify the Statement Date for which balances are to be drafted and modify if necessary. 3. Click OK. The credit card authorization report generates. In addition to creating this report, all related payment transactions are automatically created in ClubConnect AR and may be viewed or edited using the Payment Entry tab of Sales/Payment Entry. To view, edit, or post these payment records, you must log into ClubConnect AR as the same User ID that generated the bank draft payments. Posting Payment Transaction Records 1. From the menu bar, select Options, Data Entry, and then select Sales & Payments Entry/Edit. 2. Select the Payments Entry tab and review the payment transactions for accuracy. 3. Click the Pst Pmts button to update the payment records for the current statement period. Proprietary and Confidential 111

112 User Guide ClubConnect Accounts Receivable 112 Call csg Education to schedule training!

113 ClubConnect Accounts Receivable User Guide Billing Plans Proprietary and Confidential 113

114 User Guide ClubConnect Accounts Receivable Automatic Charges Automatic charges are fixed and special charges that can be set for automatic processing in ClubConnect Accounts Receivable. This feature is useful if you regularly need to produce a mid-month statement for some members, since the statement contains all fixed and special charges. This allows you to generate an accurate snapshot of a member s account at any time. Fixed charges are those charges billed to the same revenue code for the same amount using a consistent frequency. Some examples are dues, locker fees, and installments. Fixed charges can be billed every month, quarterly, semi-annually, annually, or any other designated frequency. Special charges are dependent on transaction details for proper calculation. Some examples are special credits, minimum spending, and finance charges. To set up automatic charges, follow these steps, which are explained in detail in this module: 1. Define the automatic charge names, types, and billing dates. 2. Enable the appropriate fixed billing options in the Control File. Please refer to the Setup section of this User Guide for additional information. 3. If applicable for your club, set up minimums. Please refer to the Setup section of this User Guide for additional information. 4. Create the appropriate fixed charges for each member. 5. Setup the appropriate automatic charges (fixed and special charges) to bill this month. 6. Review and edit, if necessary, the automatic charges. 114 Call csg Education to schedule training!

115 ClubConnect Accounts Receivable User Guide Fixed Billing Plans Fixed billing is billed to the same revenue code for the same amount using a consistent frequency. The revenue code, amount, and billing frequency are defined in one location and members are assigned to the fixed billing plan. This allows you to quickly change amounts or frequencies without changing each member. Creating a Fixed Billing Plan 1. From the menu bar, select Options, Control Information, and then select Fixed Billings. The Fixed Billings window appears. 2. In the Revn field, search for or type the revenue code associated with the fixed billing plan. The selected revenue code description appears in the Description field. NOTE: The description can be changed on the Revenue Codes window. Please refer to the Revenue Code topic in the Setup section of this User Guide for additional information. 3. In the Amount field, type the fee or charge associated with the item or service per billing cycle. 4. Type an * (asterisk) in the appropriate 01 through 12 fields to indicate in which months this fixed billing plan is to occur. NOTE: To bill this plan every month, select each field 01 through 12. If there are only certain months in which the member is billed, select only those months. Proprietary and Confidential 115

116 User Guide ClubConnect Accounts Receivable 5. Click Save/Add/Delete if Revenue Code is Blank. 6. Click Close. NOTE: For information on assigning members to these fixed billing plans, please refer to the Member Maintenance section of this User Guide. Installments Installment plans are used to define recurring charges or fees such as bag storage, handicap fees, or other fees that are billed on a regular frequency. The installment billing plans are created and maintained at the member level. Once the installment billing plans are properly set up, ClubConnect AR automatically creates the applicable charges. NOTE: This option must be enabled in the Control File. Please refer to the Setup section of this User Guide for additional details. Creating an Installment Plan 1. From the menu bar, select Options, Membership, and then select Installment Entries. The Installment Entry window appears. 116 Call csg Education to schedule training!

117 ClubConnect Accounts Receivable User Guide 2. In the Member Number field, search for or type the member account number to which this installment billing plan is applied. 3. Press the Enter key. If there is an existing installment plan, the information appears in the fields. If this is a new plan, the fields remain blank. 4. In the ID Number field, type the identifying installment number for this member. 5. In the Revenue Code field, search for or type the revenue code to bill the installment charges. 6. In the Amount field, type the amount to be billed at the defined frequency. 7. To bill a specific amount over a period of time, in the Balance field, type the maximum or total amount to bill for this installment plan. NOTE: ClubConnect AR automatically subtracts the period amount from the balance each time the fee is billed. Once the balance reaches zero, the billing for this item stops. 8. To start the installment billing on a certain date, in the Start Date field, type the date in MMDDYY format. 9. To stop the installment billing on a certain date, in the Stop Date field, type the date in MMDDYY format. 10. Select the appropriate 12 Month Composite fields to indicate in which months this fixed billing plan is to occur. NOTE: To bill this plan every month, select each field. If there are only certain months in which the member is billed, select only those months. 11. If there is an amount in the Balance field, select Decrement so every amount billed is subtracted from the total. 12. Click Save. NOTE: To delete an installment plan, click the Delete key. 13. Click Close. Proprietary and Confidential 117

118 User Guide ClubConnect Accounts Receivable Contract Billing Plans Contract billing plans allow you to maintain special billing items such as assessments or initiation fees that span a period of time. Contracts differ from installments because they allow you to specify an annual interest rate, frequency, number of payments, and allocate the principal and interest to separate revenue codes. You can even produce an amortization schedule using this information. The contract billing plans are created and maintained at the member level. Once the contract billing plans are properly set up, ClubConnect AR automatically creates the applicable charges. NOTE: This option must be enabled in the Control File. Please refer to the Setup section of this User Guide for additional details. Creating a Contract Billing Plan 1. From the menu bar, select Options, Membership, and then select Contract Billing. The Contract Billing Information window appears. 2. In the Member Number field, search for or type the member account number to which this contract billing plan is applied. 3. Press the Enter key. If there is an existing contract plan, the information appears in the fields. If this is a new plan, the fields remain blank. 4. In the Contract ID Number field, type the identifying contract number for this member. 118 Call csg Education to schedule training!

119 ClubConnect Accounts Receivable User Guide 5. In the Start Date field, type the date this contract billing begins. 6. In the Frequency field, type the billing frequency: A = Annual S = Semi-Annual Q = Quarterly M = Monthly 7. In the Financed Amount field, type the total dollar amount for the contract. 8. For new contracts, in the Balance field, type the amount remaining to be billed on the contract. For existing contracts, this field is maintained by the system. 9. To bill the entire remaining balance at the next scheduled frequency, select Bill Remaining. 10. If applicable, in the Annual Interest Rate field, type the annual interest rate percentage. 11. In the Number of Payments field, type the number of payments to be made to bring the contract balance to zero. 12. In the Principal Revenue field, search for or type the revenue code for the principal amount. 13. In the Interest Revenue field, search for or type the revenue code for the interest amount. 14. Click Save/Add. NOTE: Contract billing plans can only be deleted if the balance equals zero. The Delete button is not available until the Balance field reaches zero or is manually cleared. 15. Click Close. NOTE: While in the Contract Billing Information window, to view or print the payment schedule based on the amount, number of payments, and the interest, click Schedule. Proprietary and Confidential 119

120 User Guide ClubConnect Accounts Receivable Setup Automatic Charges ClubConnect Accounts Receivable gives you the option to select and manage the period to period automatic charges that are calculated. Once the automatic charges are selected, the applicable files are read and the charges (or credits) are processed automatically. Reset the information only when you wish to discontinue a certain billing type or need to change amounts or revenue codes. Some automatic charge types must be set up in advance before they can be selected for processing. Other charges are set up when they are selected on the Automatic Charges Setup window. If the Automatic Charge description is unavailable for selection, additional setup is required before it can be processed. NOTE: If you click the Preview button and the report is blank, additional setup is necessary. Setting Up Automatic Charges 1. From the menu bar, select Options, Control Information, and then select Setup Automatic Charges. The Automatic Charges Setup window appears. 120 Call csg Education to schedule training!

121 ClubConnect Accounts Receivable User Guide NOTE: The Billing Date field defaults to the next scheduled system billing period date. 2. In the Sort field(s), type one of the following by which to sort: A alphabetically by member name C by member class R by revenue code N by member number 3. Verify the Options section field information is correct for the billing reports. 4. Select any of the following which are applicable to your club for that period and complete the appropriate fields. Click Done when complete. NOTE: The following bullets outline each billing option available on the Automatic Charges Setup window. Only complete those steps for the charges which are applicable to your club for that period. Special Charges by Class is used to process billing plans based on membership class. Proprietary and Confidential 121

122 User Guide ClubConnect Accounts Receivable Field Memo Number Revenue Code Also Bill Dependents Class Amount Entry Description If applicable, search for or type the associated memo number. Search for or type the special charge revenue code. Select to bill dependents in addition to members for this special charge. In this section, type the appropriate special charge amount to bill for each class. Special Charges by Options is used to process billing plans based on the member s Mailing, Sports, and Proshop options. 122 Call csg Education to schedule training!

123 ClubConnect Accounts Receivable User Guide Field Also Bill Dependents Includes Non Member Class Revenue Code Mailing Options Sports Options ProShop Options Description Select to bill dependents in addition to members for this special charge. Select to include non-member classes in this special charge billing. Search for or type the special charge revenue code. Select the appropriate mailing option checkboxes to bill. In the Code field, type the specific code to bill. In the Amount field, type the specific amount to bill for that code. Select the appropriate sports option checkboxes to bill. In the Code field, type the specific code to bill. In the Amount field, type the specific amount to bill for that code. Select the appropriate proshop option checkboxes to bill. In the Code field, type the specific code to bill. In the Amount field, type the specific amount to bill for that code. Special Credits is used to process special credits during this billing period. No additional fields appear for this selection. Proprietary and Confidential 123

124 User Guide ClubConnect Accounts Receivable Installment Billing is used to process installment plans during this billing period. Field Billing Date Description Type the installment billing date. Boat Entries is used to process boat storage fees during this billing period. No additional fields appear for this selection. Horse Entries is used to process horse boarding fees during this billing period. No additional fields appear for this selection. Private Carts is used to process private cart fees during this billing period. No additional fields appear for this selection. 124 Call csg Education to schedule training!

125 ClubConnect Accounts Receivable User Guide Locker Billing is used to process locker fees during this billing period. Field Revenue Code Billing Date Also Bill Dependents Frequencies Applied to This Month Description Type the revenue code associated with the locker charge. Type the locker fee billing date. Select to bill dependents in addition to members for this locker fee. In this section, select the billing frequency. Proprietary and Confidential 125

126 User Guide ClubConnect Accounts Receivable Dues Billing is used to process dues billing plans. Field Revenue Code Billing Date Also Bill Dependents Description Type the revenue code associated with the dues billing. Type the dues billing date. Select to bill dependents in addition to members for this dues billing. 126 Call csg Education to schedule training!

127 ClubConnect Accounts Receivable User Guide Field Also Process Sub Accounts Description Select to calculate dues billing on sub accounts. The sub accounts are the Account 1 Information and Account 2 Information sections from the member file are where repetitive billing, such as assessments or prepaid dues are set up. Billing information set up in the member file is processed with the dues billing. Please refer to the Member Maintenance section of this User Guide for additional information on these fields. If the billing should be handled independently of dues, then set it up using a different billing feature, such as fixed billings or installment billings. Includes Members without Dues Frequencies Applied to This Month Select to include members without dues in the calculations. In the section, select the billing frequency. Proprietary and Confidential 127

128 User Guide ClubConnect Accounts Receivable Fixed Billings is used to process fixed billing plans. Field 01 through 45 Memo Description Select the appropriate fixed billing plans to calculate for this billing period. For the specific fixed billing plan, select to add a memo to the member statement for a fixed billing. NOTE: Fixed billings have their own billing schedule. Only those scheduled for the current month s billing are processed, so these selections do not have to be changed month to month. Minimum Spending is used to process established minimum spending plans during this billing period. No additional fields appear for this selection. 128 Call csg Education to schedule training!

129 ClubConnect Accounts Receivable User Guide Finance Charges is used to process finance charges during this billing period. Field Revenue for receivable #1 Revenue for receivable #2 Revenue for receivable #3 Description Type the revenue code associated with the finance charges for receivable one. Type the revenue code associated with the finance charges for receivable two. Type the revenue code associated with the finance charges for receivable three. Proprietary and Confidential 129

130 User Guide ClubConnect Accounts Receivable Contract Billing is used to process contract billing plans. Field Billing Date Description Type the contract billing date. 130 Call csg Education to schedule training!

131 ClubConnect Accounts Receivable User Guide 5. Use the following table to determine button usage: Button Clear Entry Restore Preset Preview Cancel Search Done Close Description Click this button to clear all the window selections and begin again. Click this button to return the automatic charge settings to where they were before changes were made. Click this button to print or view all the reports generated by the automatic charges, such as the Dues Billing report, Finance Charge report, Minimum Spending report, Special Charge by Class report, and the Contract Billing report. Click this button to cancel any changes made to an individual billing option. Click this button to generate a list of options from which to select for a specific field. If a field does not have a list of options available, the Search button is unavailable. Click this button to accept changes made to an individual billing option. Click this button to exit the Automatic Charges Setup window. Proprietary and Confidential 131

132 User Guide ClubConnect Accounts Receivable Edit Automatic Charges ClubConnect Accounts Receivable allows you to change any of the automatic charges that are calculated. The automatic charges are constantly calculated and re-calculated based on new transaction entries. Since the calculation of some charges, such as minimum spending, finance charges, and special credits is dependent on the existence of other data, existing transactions are constantly reviewed and recalculated based on that new information. Editing Automatic Charges 1. From the menu bar, select Options, Statement Processing, and then select Edit Automatic Charges. The Edit Automatic Charges window appears. 2. Use the following table to determine field usage: Field Member # Dp Description Displays the member account number for this automatic charge. This field cannot be changed. Displays the dependent associated with this automatic charge. This field cannot be changed. 132 Call csg Education to schedule training!

133 ClubConnect Accounts Receivable User Guide Field Date Reference Rev Description Amount Grat/Svc Sales Tax Description Displays the today s date for the automatic charge. The month end date is printed on the member statement. This field cannot be changed. Displays the source of the automatic charge. This field cannot be changed. Displays the current revenue code for the automatic charge. The revenue code cannot be changed. Displays the current revenue code description for the automatic charge. The revenue code description cannot be changed. Displays the calculated amount of the automatic charge. To change the amount, select the current amount and type the new amount in the field. When a new amount is entered, the S (status) column automatically changes to L to indicate the transaction is locked and will not recalculate. Displays the calculated service charge amount for the automatic charge. When the Amount field is changed, the Grat/Svc field is automatically changed. To change the service charge amount, select the current amount and type the new service charge amount in the field. When a new service charge amount is entered, the S (status) column automatically changes to L to indicate the transaction is locked and will not recalculate. Displays the calculated sales tax for the automatic charge. When the Amount field is changed, the Sales Tax field is automatically changed. To change the sales tax, select the current tax and type the new tax in the field. When a new sales tax is entered, the S (status) column automatically changes to L to indicate the transaction is locked and will not recalculate. Proprietary and Confidential 133

134 User Guide ClubConnect Accounts Receivable Field Total S Description Displays the total amount of the automatic charge. This field cannot be changed. Type the status of the automatic charge transaction: X excludes the transaction from the member s statement L locks the transaction and does not allow recalculation blank allows recalculation of the charge 3. Click Save. 4. Click Close. 134 Call csg Education to schedule training!

135 ClubConnect Accounts Receivable User Guide Process Automatic Charges Manually Processing automatic charges manually allows you to bill members multiple times in one month for special services or fees. The special charges can be billed manually by membership class or by member options. Use the By Class option to bill every member in a specific membership class (or group of classes) a fixed amount simultaneously. While the amounts may differ between classes, all members within each class are billed the specified amount. Use this option to bill the obligation amount up-front for pre-billed minimum spending plans. Use the By Options feature to select and bill members based on the codes set up on the Mailing, Sports, or ProShop tabs. While the amounts may differ between options, all members matching the specified criteria are billed. Use this option to bill hole-in-one fees to participating members. Processing Special Charges by Class 1. From the menu bar, select Options, Data Entry, and then select Process Automatic Charges Manually. The Process Automatic Charges Manually window appears. Proprietary and Confidential 135

136 User Guide ClubConnect Accounts Receivable 2. Select Special Charges by Class. The Special Charges by Class fields appear. 3. In the Memo Number field, search for or type the number of the memo to appear on the member statement for this special charge. This is an optional field. 4. In the Revenue Code field, search for or type the revenue code for the special charge. 5. To bill dependents included in this class, select Also Bill Dependents. 6. In the Class Amount Entry section, type the amount for the appropriate dues classes. 7. Click Done. 8. To view the report results for these charges, click Preview. 9. Click Create Transactions. The transactions are created and appear on the Sales Entry tab for posting. NOTE: Please refer to the Sales & Payments section of this User Guide for additional information on posting transactions. 136 Call csg Education to schedule training!

137 ClubConnect Accounts Receivable User Guide Processing Special Charges by Option 1. From the menu bar, select Options, Data Entry, and then select Process Automatic Charges Manually. The Process Automatic Charges Manually window appears. Proprietary and Confidential 137

138 User Guide ClubConnect Accounts Receivable 2. Select Charges by Options. The Special Charges by Options fields appear. 3. To bill dependents in addition to members for this special charge, select Also Bill Dependents. 4. To include non-member classes in this special charge billing, select Includes Non Member Class. 5. In the Revenue Code field, search for or type the special charge revenue code. 6. Select the option(s) Mailing, Sports, ProShop and specific field number to bill. 7. For the field number selected, in the Code field, type the specific code to bill. 8. For the field code entered, in the Amount field, type the amount to bill. 9. Click Done. 10. To view the report results for these charges, click Preview. 11. Click Create Transactions. The transactions are created and appear on the Sales Entry tab for posting. 138 Call csg Education to schedule training!

139 ClubConnect Accounts Receivable User Guide Annual Deferred Dues The Annual Deferred Dues feature enables clubs to create, maintain, and bill annual dues. This feature gives you the ability to create an annual deferred receivable for members dues. This receivable can be paid annually based on the plan established at the club, class, or member level. You can set the billing cycles, payment amounts, finance charges, service charges, and gratuities for this receivable. ClubConnect Accounts Receivable tracks how much of the Annual Dues receivable is paid for the current year, how much is outstanding for the prior year, and how much is remaining to be paid. You are able to review the Annual Dues information through the Standard Annual Statement, the Dues Receivable Report, and the Dues Billing Report. NOTE: To use the Annual Deferred Dues feature, you must have at least two receivables. You can have a maximum of three receivables. Using the Second or Third Receivable as the Annual Dues Receivable If the second or third receivable is already setup as a dues receivable and you want to continue to use it that way, you can use the current receivable setting. If the receivable is currently not set as the dues receivable or is a new receivable, you have to create the receivable and then set up the revenue codes to handle this new receivable. Any revenue code you associate with the Annual Deferred Dues Receivable, regardless if it is a dues revenue code or not, follows the rules set for the receivable. If you are planning to use your current second or third receivable as the Annual Deferred Dues Receivable and it has outstanding balances for any member, those balances must be moved to the prior year before you start using the receivable as the annual receivable. If the balances are not moved to the prior year, the annual dues billing amounts will be incorrect. Proprietary and Confidential 139

140 User Guide ClubConnect Accounts Receivable Creating an Annual Dues as the Second or Third Receivable 1. From the menu bar, select Options, Control Information, and then select Control File/Minimums. The Control Data Information window appears. NOTE: If you need to create a new receivable to use for your Annual Dues follow steps 2-7. If you already have the receivable created, skip to step Call csg Education to schedule training!

141 ClubConnect Accounts Receivable User Guide 2. Click the Misc. Info tab. The Misc. Info tab appears. 3. If the Annual Deferred Dues Receivable is the second receivable, select Separate 2nd AR Balances. If it is the third receivable, select Separate 3 rd AR Balances. Proprietary and Confidential 141

142 User Guide ClubConnect Accounts Receivable 4. Click the Default Info tab. The Default Info tab appears. 5. In the 2nd Receivable Desc. field, type the name of the Annual Dues Receivable. This name is used to identify the receivable throughout the system. NOTE: If the 3 rd Receivable was selected, the 3 rd Receivable Desc. field appears. 142 Call csg Education to schedule training!

143 ClubConnect Accounts Receivable User Guide 6. Click the General tab. The General tab appears. 7. In the Finance Charge Information section, type the appropriate information to charge finance charges for the second receivable. The finance charge is only assessed on the late unpaid portion of the receivable. 8. Select Use Annual Dues. 9. Select the Track Annual Dues From option for the correct receivable. 10. Click Save & Close. The receivable is saved as the Annual Dues Receivable and the Control Data Information window closes. Proprietary and Confidential 143

144 User Guide ClubConnect Accounts Receivable NOTE: If there is an outstanding balance, you receive a message warning you to move the balance to the prior year. Click OK and refer to the Moving Existing Dues Balance to Prior Year topic in this section of the User Guide. Associating the Receivable to Revenue Codes NOTE: Any revenue code associated to the Annual Receivable is billed based on the rules for the Annual Receivable. 1. From the menu bar, select Options, Revenues, and then select Revenue Codes. A Missing Default Value message for the new receivable appears. 144 Call csg Education to schedule training!

145 ClubConnect Accounts Receivable User Guide 2. Click OK. The Revenue Code window appears. 3. In the Revenue No. field, type a revenue code and press the Enter key. The revenue code information appears. 4. Select the appropriate Apply to option for your receivable. 5. Click Save/Add. The new settings are saved for the revenue code. 6. Repeat steps 3-5 until you have associated the necessary revenue codes to the receivable. NOTE: To create a new revenue code, please refer to the Revenue Codes topic in this User Guide for step-by-step procedures. Proprietary and Confidential 145

146 User Guide ClubConnect Accounts Receivable Assigning the Revenue Codes to the Receivable 1. From the menu bar, select Options, Control Information, and then select Control File/Minimums. The Control Data Information window appears. 146 Call csg Education to schedule training!

147 ClubConnect Accounts Receivable User Guide 2. Click the Default Info tab. The Default Info tab appears. 3. In the Default Revenue Code section, in the Payment field for the appropriate receivable, type or search for the default payment revenue code. 4. Click Save & Close. The payment revenue code for the receivable is saved and the Control Data Information window closes. Proprietary and Confidential 147

148 User Guide ClubConnect Accounts Receivable Move Existing Dues Balance to Prior Year Move Existing Dues Balance to Prior Year is only needed when you are setting up your Annual Deferred Dues Receivable for the first time and members have an outstanding balance for the receivable. If there are no outstanding balances for the receivable that you are designating as the Annual Deferred Dues Receivable, Move Existing Dues is not active. Once it is run, it becomes inactive. Moving Existing Dues Balance to Prior Year 1. From the menu bar, select Options, Annual Dues Processing, and then select Move Existing Dues Balance to Prior Year. The Move Existing Dues Balances dialog box appears. 2. Click Yes to move all outstanding balances to the prior year. The window updates the progress of the move and closes when complete. 148 Call csg Education to schedule training!

149 ClubConnect Accounts Receivable User Guide Define the Annual Dues Settings at the Club Level Once you have activated the Annual Dues you must define the settings for the annual receivable. Setting the Annual Dues Receivable 1. From the menu bar, select Options, Control Information, and then select Annual Dues Settings. A Missing Default Value message for the new receivable appears. 2. Click OK. The Annual Dues Settings window appears. Proprietary and Confidential 149

150 User Guide ClubConnect Accounts Receivable 3. Click in the Revenue Code field. 4. Click the Search button to lookup up the revenue code. The Revenue Code List window appears. 5. Select the appropriate revenue code. The revenue code appears in the Revenue Code field. NOTE: If you already know the revenue code, type the revenue code to which you want to bill the annual deferred dues in the Revenue Code field. 6. In the Auto Dues Billing Description field, type the description for the dues to use in reporting the dues charge at the item level. This is an optional field. 7. In the First Dues Month field, type the numeric value of the month that the dues are first billed. 8. In the Billing Date field, type the date used for generating the dues transaction. 9. Select Includes Members without Dues to include even those members who are not assigned dues amounts on the dues report. 10. Select Also Bill Dependents to bill dependents dues if they are part of a dues class that contains dues amounts. 11. In the Dues Billing % section, type the percentage to bill each month. NOTE: You do not have to enter a percentage for each month, but your total percentage must equal 100%. 12. Select Use Flat Amount Override for Dues Billing to bill flat amounts defined at the membership class level. The Member Dues Override Method field is now unavailable. The Annual Receivable tab appears in the Membership Class window. NOTE: You cannot override the dues billing at the member level if you select Use Flat Amount Override for Dues Billing. 150 Call csg Education to schedule training!

151 ClubConnect Accounts Receivable User Guide 13. From the Member Dues Override Method drop-down list, select one of the following: No Override do not allow the annual deferred dues to be overridden at the member level Percentage allow the annual deferred dues to be overridden at the member level by a percentage amount Flat Amount allow the annual deferred dues to be overridden at the member level by a flat dollar amount NOTE: If Use Flat Amount Override for Dues Billing is selected for dues billing, this field is not available and No Override is automatically selected. 14. In the Description for Dues Statements field, type the description for the dues to use at the total level in statements. 15. Click Save & Close. Your settings are saved and the Annual Receivable Settings window closes. NOTE: If the selected revenue code is not set up for your annual receivable, a message appears. Click OK. Assign a new revenue code to the Annual Receivable or go to the Revenue Code window and assign it to the Annual Receivable. Proprietary and Confidential 151

152 User Guide ClubConnect Accounts Receivable Re-post Transactions for Reassigned Revenue Codes If you assigned existing revenue codes to your new Annual Receivable, you must re-post your transactions. Before you re-post the transactions, you should clean and repair the revenue codes. Use the following procedure to clean up the transactions. Cleaning, Repairing and Re-posting Transactions 1. From the menu bar, select Files and then select Clean. 2. From the menu bar, select Files and then select Repair. 3. From the menu bar, select Options, Data Entry, and then select Re-Post Transactions. A warning message appears. 4. Click OK. The appropriate files are cleared, the transactions are re-posted, and then the files are updated with the new information. NOTE: Depending on the number of posted transactions this could take some time to complete. 152 Call csg Education to schedule training!

153 ClubConnect Accounts Receivable User Guide Define the Annual Dues at the Class Level Once you define the Annual Dues at the club level, you must define it at the class level. Annual Dues can be set at the class level as a percentage or by overriding flat amounts at the membership class. The Annual Dues can be billed as percentage amounts. The ClubConnect Accounts Receivable calculates the dues amount using the entered percentages from the total dues. Setting the Annual Dues at the Class Level using Percentages 1. From the menu bar, select Options, Membership, and then select Membership Classes. The Membership Class window appears. 2. Click in the Class Number field. 3. Click the Search button to lookup the class number. The Membership Class List window appears. Proprietary and Confidential 153

154 User Guide ClubConnect Accounts Receivable 4. Select the membership class to which you want to assign the Annual Dues. The class appears in the Class Number field and the class information displays. NOTE: If you already know the membership class, type the class number to which you want to assign the Annual Dues in the Class Number field. 5. From the Default Dues Code drop-down list, select one of the following billing frequencies for this membership class: Default use the frequency that you set in the Control File Monthly bill the dues monthly Semi-Annual bill the dues twice a year Every 4 Month bill the dues every four months Quarterly bill the dues every quarter None do not bill this dues class any annual dues Annual if you want to bill the dues annually 6. Click Update Members to update all the members of the selected class with the new dues information. The Membership dialog box appears. 7. Click Yes to update all class members. 8. Click Save/Add. NOTE: Repeat these steps for each class to bill the Annual Dues. 154 Call csg Education to schedule training!

155 ClubConnect Accounts Receivable User Guide Setting the Annual Dues at the Class Level with Flat Amounts NOTE: Prior to this procedure, Use Flat Amount Override for Dues Billing was selected on the Annual Dues Setting window. 1. From the menu bar, select Options, Membership, and then select Membership Classes. The Membership Class window appears. 2. Click in the Class Number field. 3. Click the Search button to lookup the class number. The Membership Class List window opens. 4. Select the membership class to which you want to assign the Annual Dues. The class appears in the Class Number field and the class information displays. NOTE: If you already know the membership class, type the class number to which you want to assign the Annual Dues in the Class Number field. Proprietary and Confidential 155

156 User Guide ClubConnect Accounts Receivable 5. In the Default Dues Code field, verify Default is the billing frequency. NOTE: If any other frequency is selected, the flat amounts are ignored. 6. Click the Annual Receivable tab. The Annual Receivable tab appears. 7. In the Flat Schedule Amounts fields, type the flat amount for each month that you want to bill the dues. As monthly amounts are entered, the flat amounts are totaled in the Flat Amount Total field and the variance between the dues rate and the flat amounts calculates. 8. Click Save/Add. NOTE: Repeat these steps for each class to bill the Annual Dues. 156 Call csg Education to schedule training!

157 ClubConnect Accounts Receivable User Guide Override Annual Dues at the Member Level Once you define the Annual Dues at the class level, you can then define it at the member level. Annual Dues can be set at the member level as a percentage or by overriding flat amounts. NOTE: If Use Flat Amount Override for Dues Billing is selected on the Annual Dues Setting window, you cannot override the annual dues at the member level. Overriding the Annual Dues at the Member Level using Percentages NOTE: Prior to this procedure, Percentage was selected from the Member Dues Override Method drop-down list on the Annual Dues Setting window. 1. From the menu bar, select Options, Membership, and then select Member Maintenance. The Member File Maintenance window appears. Proprietary and Confidential 157

158 User Guide ClubConnect Accounts Receivable 2. In the Number field, type the member number to override. The member information displays with the default Annual Receivable amounts from the member s class. 3. To override the frequency at which the Annual Dues is billed, from the Dues Code drop-down list select one of the following: Default use the frequency set in the Control File Monthly bill the dues monthly Semi-Annual bill the dues twice a year Every 4 Month bill the dues every four months Quarterly bill the dues every quarter None do not bill this dues class any annual dues Annual bill the dues annually 4. To override the amount the member is billed, type the percentage of the Dues Rate (set in the Member Class) the member is to be billed in the Dues Override % field. 5. Click Save/Add. 158 Call csg Education to schedule training!

159 ClubConnect Accounts Receivable User Guide Overriding the Annual Dues at the Member Level using Flat Amounts NOTE: Prior to this procedure, Flat Amount was selected from the Member Dues Override Method drop-down list on the Annual Dues Setting window. 1. From the menu bar, select Options, Membership, and then select Member Maintenance. The Member File Maintenance window appears. Proprietary and Confidential 159

160 User Guide ClubConnect Accounts Receivable 2. In the Number field, type the member number to override. The member information displays with the default Annual Receivable amounts from the member s class. 3. To override the frequency at which the Annual Dues is billed, from the Dues Code drop-down list select one of the following: Default use the frequency set in the Control File Monthly bill the dues monthly Semi-Annual bill the dues twice a year Every 4 Month bill the dues every four months Quarterly bill the dues every quarter None do not bill this dues class any annual dues Annual bill the dues annually 4. To override the total amount the member is obligated to pay for the year, type the amount of the dues rate the member is to be billed in the Dues Override Amount field. 5. Click Save/Add. 160 Call csg Education to schedule training!

161 ClubConnect Accounts Receivable User Guide Process the Annual Dues Once you have created the annual dues at the club level, membership class level, and made any overrides at the member level, process the dues. Processing involves generating the memo transaction for each member, confirming the correct amounts are generated for each member, moving the current unpaid dues amounts to the prior year and updating the members files with the new dues information. Processing can be broken down into five steps: 1. Generate the Annual Dues Billing Transactions 2. Create any Manual Annualized Transactions 3. Generate the Annual Dues Statement 4. Move Dues to Prior Year 5. Update Dues Information to Members Moving and updating member information (steps four and five) are done only once a dues billing year. You do not have to run steps four and five immediately after step three. There can be a span of time between the last steps and the first three steps. Run the step four and five processes in the month you entered as the First Dues Month field. You do not have access to Update Dues Information to Members unless it is the first dues month. Proprietary and Confidential 161

162 User Guide ClubConnect Accounts Receivable Generate the Annual Dues Billing This process creates the automatic charges associated with the Annual Dues Receivable. Transactions for each member with Annual Dues are created. These transactions are based on the settings in the Control File, Membership Class, and Member Maintenance. Generating Annual Dues Billing Transactions 1. From the menu bar, select Options, Annual Dues Processing, and then select Generate Dues Billing. The Edit Automatic Charges window appears and the annual dues calculate. Once the calculations are complete, the transactions appear. 2. Review the transactions. 3. To edit an amount, double-click the dollar amount in the Amount field. 4. Type the new amount and press the Enter key. The new amount is entered and that transaction is locked. NOTE: If you edit a transaction and then regenerate the Annual Dues Billing Transactions, the edited transaction is not regenerated. 5. Click Save. NOTE: If you do not click Save, the edited transactions are not saved when you close the window. 6. Click Close. 162 Call csg Education to schedule training!

163 ClubConnect Accounts Receivable User Guide Create Manual Annual Transactions The second step in processing the Annual Dues is to create manual annualized transactions. You can do this if you want to create non-dues transactions for the Annual Receivable billed using the Annual Dues Settings. If you do not want to create manual annual transactions, you can skip this step. You can create manual annual transactions at any time before moving balances and updating the member information. When Annual Dues Sales & Payment is selected, the transactions are automatically filtered to include only those with revenue codes assigned to the Annual Dues Receivable. Any transactions entered in this window are transferred to the member when Update Dues Information to Member is run. Editing an Annual Dues Transaction 1. From the menu bar, select Options, Annual Dues Processing, and then select Annual Dues Sales & Payment Entry/Edit. The Enter/Edit Transactions window appears. NOTE: When creating manual transactions, follow your normal data entry procedures. 2. In the Member field, type or search for the member number for whom you want to create the transaction and press the Enter key. Proprietary and Confidential 163

164 User Guide ClubConnect Accounts Receivable 3. In the Date field, type the date of the transaction and press the Enter key. 4. In the Reference field, type the reference number for the transaction and press the Enter key. This is an optional field. 5. In the Rev field, type or search for the revenue code for the transaction and press the Enter key. The selected revenue code must be assigned to the Annual Receivable. 6. In the Amount field, type the dollar amount of the transaction and press the Enter key. The Service and Taxes fields automatically calculate based on the revenue code settings. 7. If applicable, in the Add l Grat field, type the additional gratuity amount and press the Enter key. 8. In the Count field, type the count and press the Enter key. This is an optional field. 9. In the Emp field, type the employee number and press the Enter key. This is an optional field. 10. Click Accept. 11. When complete, click Close. 164 Call csg Education to schedule training!

165 ClubConnect Accounts Receivable User Guide Annual Dues Statements Running the Annual Dues Statements and mailing them to your membership before completing the last two steps in Annual Dues Processing allows you to make changes to members files before you commit the annual dues transactions to the members file for the new dues year. Running Annual Dues Statements 1. From the menu bar, select Report and then select Print Report. The Custom Reports window appears. Proprietary and Confidential 165

166 User Guide ClubConnect Accounts Receivable 2. If Standard Annual Statements is not in the list of available reports, click Add Report. The list of available reports appears. 3. Double-click Standard Annual Statement. The Standard Annual Statement is added to your list of available reports. 4. Click Done. The list of available reports close. 5. Select Standard Annual Statement from the list of available reports. 166 Call csg Education to schedule training!

167 ClubConnect Accounts Receivable User Guide 6. Click OK. The Standard Annual Statement window appears. 7. Make your report selections. 8. Click OK. The annual statements are processed based on your selections. Proprietary and Confidential 167

168 User Guide ClubConnect Accounts Receivable Update Dues Information to Members This process transfers the new dues transactions to the members current dues year. When the Update Dues Information to Members process completes, all Annual Dues billing cycle transactions are generated using the automatic charges set at the club, membership class, or member level. Updating Dues Information to Members 1. From the menu bar, select Options, Annual Dues Processing, and then select Update Annual Dues Transactions. The Update Annual Dues Transaction window appears. 2. Select one of the following: Transfer as Balance Forward a summed and calculated total for dues to be added to members balances. This total does not appear on members regular statements, only the memo statement, and it does not automatically update ClubConnect General Ledger. Transfer in Detail transfer the detail records for each transaction to members files. Members see a detailed line item on their regular statements and during the first month end update for the Annual Dues ClubConnect General Ledger is updated. 3. Click Yes to update members records and save. The window tracks the progress and closes when complete. 168 Call csg Education to schedule training!

169 ClubConnect Accounts Receivable User Guide Change Member's Dues Class or Dues Code To change a member's dues code or dues class before the Update Annual Dues Transactions option is run, follow these steps: 1. Change the member's dues class or dues code in the member's file. 2. From the menu bar, select Options, Annual Dues Processing and then select Generate Dues Billing. To change a member's dues code or dues class after the Update Annual Dues Transactions option is run, follow these steps: 1. Change the member's dues class or dues code in the member's file. 2. From the menu bar, select Options, Data Entry, and then select Sales and Payments Entry. 3. Enter a charge or credit to adjust the annual dues amount to a revenue code that applies to the Annual Receivable. This may be the revenue code to which dues are billed or a code setup for adjustments. 4. Post the entry. Proprietary and Confidential 169

170 User Guide ClubConnect Accounts Receivable Pricing Plans Pricing plans allow you to create two pricing plans in addition to the standard pricing plan within ClubConnect Accounts Receivable. You can then designate members to that plan. When those designated members purchase an item in a retail outlet (golf shop, tennis shop or fitness center) that is using ClubConnect Retail, they receive the special price. Pricing Plans in ClubConnect Accounts Receivable You can create, modify and delete pricing plans at the club level within ClubConnect Accounts Receivable. Once the plan has been created you can add and delete members. After you have created or modified your pricing plans in ClubConnect Accounts Receivable, you should export them as part of you normal data export process. Creating a Pricing Plan 1. From the menu bar, select Options, Control Information, and then select Mailing/Sports/ProShop Options. The Mailing, Sports, ProShop Options window opens. 170 Call csg Education to schedule training!

171 ClubConnect Accounts Receivable User Guide 2. Click the ProShop tab. The ProShop tab appears. 3. In the first available row in the Legend column, type Pricing Plan. 4. In the Description column, type the pricing plan number and description. The format for the entry is plan number=plan name. Example: If your club has three pricing plans: Standard, Member and Board Member type: 1=Standard, 2=Member, 3=Board Member. NOTE: You can only create three pricing plans. The first plan is always the standard pricing plan. Proprietary and Confidential 171

172 User Guide ClubConnect Accounts Receivable 5. Record the line number in which you created your pricing plan (in this example, it is 26). You need this information in the Control File. 6. Click the Save & Close button. The Mailing, Sports, ProShop Options window closes. 7. From the menu bar, select Options, Control Information, and then select Control File/Minimums. The Control Data Information window appears. 172 Call csg Education to schedule training!

173 ClubConnect Accounts Receivable User Guide 8. Click the Misc Info tab. The Misc Info tab appears. 9. In the Proshop line # for pricing plan field, type the line number from the ProShop options tab. NOTE: A zero in this field means there is no active pricing plan in place. 10. Click the Save & Close button. The pricing plan is added. Proprietary and Confidential 173

174 User Guide ClubConnect Accounts Receivable Adding a Member to a Pricing Plan 1. From the menu bar, select Options, Membership, and then select Member Maintenance. The Member File Maintenance window opens. 2. In the Number field, type the member number to add to the pricing plan. 3. Press the Enter key. The member information appears. 174 Call csg Education to schedule training!

175 ClubConnect Accounts Receivable User Guide 4. Click the ProShop ellipsis button. The Modify Options window appears. 5. In the Pricing Plan field, type the number of the pricing plan to which the member belongs. 6. Click the Save & Close button. The window closes. 7. Click the Save/Add button. The changes are saved to the member's file and the member s file closes. Proprietary and Confidential 175

176 User Guide ClubConnect Accounts Receivable Deleting a Pricing Plan 1. From the menu bar, select Options, Control Information, and then select Mailing\ Sports\ProShop Options. The Mailing, Sports, ProShop Options window appears. 2. Click the ProShop tab. The ProShop tab appears. 176 Call csg Education to schedule training!

177 ClubConnect Accounts Receivable User Guide 3. In the Description field, select the pricing plan information to delete. Only select the plan to be deleted. 4. Press the Delete key on the keyboard. The plan is removed. 5. Click the Save & Close button. A dialog box appears. 6. Click Yes to assign the deleted plan members to the standard plan. The members are reassigned. NOTE: Click No to assign the deleted plan members to the remaining pricing plan. The members are reassigned. Proprietary and Confidential 177

178 User Guide ClubConnect Accounts Receivable Removing All Pricing Plans Without Deleting the Plan from the System 1. From the menu bar, select Options, Control Information, and then select Control File/Minimums. The Control Data Information window opens. 2. Click the Misc Info tab. The Misc Info tab appears. 3. To inactivate the pricing plan, in the Proshop line # for pricing plan field, type 0 (zero). All members are charged the standard price. 4. Click the Save & Close button. Pricing Plans in ClubConnect Retail Pricing plans created within ClubConnect Accounts Receivable are active in ClubConnect Retail. The pricing plans are imported during the normal data import process. You can modify a customer s pricing plan within ClubConnect Retail. If you modify the member s plan within Retail and do not modify it in AR, the plan in Retail is overwritten the next time data is transferred. The member s pricing plan price automatically appears when an item is charged in ClubConnect Retail. You do not have to do anything differently when creating a ticket. 178 Call csg Education to schedule training!

179 ClubConnect Accounts Receivable User Guide End of Month Procedures Proprietary and Confidential 179

180 User Guide ClubConnect Accounts Receivable End of Month Procedures The ClubConnect Accounts Receivable month end close in is a simple, straightforward process. The basic steps are: Prepare the files Print and verify automatic charges Print and verify audit reports Print and verify statements Close the month Use the following step-by-step procedures to complete the end of month process. Prepare files for End of Month Verify that all transactions, payments, and adjustments have been imported or entered, and posted. Preparing files for End of Month 1. From the menu bar, select Options, Data Entry, and then select Sales & Payment Entry/Edit. The Enter/Edit Transactions window appears. 180 Call csg Education to schedule training!

181 ClubConnect Accounts Receivable User Guide 2. Click the Edit Transactions tab. The Edit Transaction tab appears. 3. Verify the Total Unposted amount equals zero. 4. Click Close. Proprietary and Confidential 181

182 User Guide ClubConnect Accounts Receivable Clean Files is designed to purge and compress unnecessary data from your files. This helps you keep your data in optimal condition and prevents data corruption problems. This process may take only a few seconds. Repair Files is designed to help repair file corruption due to a power failure or other system failure. NOTE: If you encounter file corruption errors after repairing the files, the existing data may be too corrupt to repair using this feature. Please contact csg Support for assistance. Cleaning and Repairing Files 1. From the menu bar, select Files and then select Clean Files. The files are automatically cleaned. 2. From the menu bar, select Files and then select Repair Files. The files are automatically repaired. Re-Posting Transactions 1. From the menu bar, select Options, Data Entry, and then select Re-Post Transactions. A dialog box appears. 2. Click OK. All the totals for Revenue Codes, GL Account Numbers, and Member Balances are recalculated using the current settings and posted transactions detail. This process may take a while to run. 182 Call csg Education to schedule training!

183 ClubConnect Accounts Receivable User Guide Print and Verify Automatic Charges Set up or verify the Automatic Charges to apply for the current month. Setting up Automatic Charges 1. From the menu bar, select Options, Control Information, and then select Setup Automatic Charges. The Automatic Charges Setup window appears. 2. In the Billing Date field, accept the default of the last day of the current period. 3. Verify the appropriate charges are selected. NOTE: Please refer to the Billing Plans section of this User Guide for additional details on field usage. 4. In the Reports Output section, select Screen or Printer. 5. Click Preview. The report generates. 6. Carefully review this report. Proprietary and Confidential 183

184 User Guide ClubConnect Accounts Receivable 7. Click Close. NOTE: If adjustments are necessary, select Options, Statement Processing, and then select Edit Automatic Charges. Please refer to the Billing Plans section of this User Guide for details on using this option. Print and Verify Month End Audit Reports Printing Member Summary & Aging 1. From the menu bar, select Reports and then select Print Report. The Custom Reports window appears. 2. Scroll down and select Member Summary & Aging Report. 184 Call csg Education to schedule training!

185 ClubConnect Accounts Receivable User Guide 3. Click OK. The Member Summary & Aging Report window appears. 4. Select the desired print options. 5. Click OK. The report is generated. 6. Click Close. NOTE: Verify the Beginning Balance Grand Total matches the Final Balance Grand Total on the previous month s report. Proprietary and Confidential 185

186 User Guide ClubConnect Accounts Receivable Printing Trial Balance 1. From the menu bar, select Reports and then select Print Report. The Custom Reports window appears. 2. Scroll down and select Trial Balance Report. 186 Call csg Education to schedule training!

187 ClubConnect Accounts Receivable User Guide 3. Click OK. The Trial Balance Report window appears. 4. Select the desired print options. 5. Click OK. The report is generated. 6. Click Close. Proprietary and Confidential 187

188 User Guide ClubConnect Accounts Receivable Printing General Ledger Distribution 1. From the menu bar, select Reports and then select Print Report. The Custom Reports window appears. 2. Scroll and select GL Distribution Listing. 188 Call csg Education to schedule training!

189 ClubConnect Accounts Receivable User Guide 3. Click OK. The GL Distribution Listing window appears. 4. Select the desired print options. 5. Click OK. The report is generated. 6. Click Close. 7. Click Close. Proprietary and Confidential 189

190 User Guide ClubConnect Accounts Receivable Reviewing the Reports 1. Compare Member Summary & Aging report to the Trial Balance report. Final Balance (from Member Summary & Aging) Beginning Balance (from Member Summary & Aging) = Activity for Month (Grand Total on Trial Balance) 2. Compare the Trial Balance report to the GL Distribution Listing report. The Grand Total on the Trial Balance should equal the Accounts Receivable Account Amount on the GL Distribution Listing. 3. If GL is set to autopost, the Final Balance Grand Total for each receivable on the Member Summary & Aging report should equal the Ending Balance of the AR Account in ClubConnect General Ledger. Be sure to take journal entries into consideration. If the amounts do not balance, preview the GL Journal Listing report in ClubConnect General Ledger. Compare the AR Totals by Account in the GL Journal Listing to the GL Distribution Listing from ClubConnect AR. 4. Verify all the reports balance. If they do not, re-post the transactions again. Then reprint the Member Summary & Aging report and the Trial Balance. If the reports are still not in balance, contact your csg Support Team. Reconciling Annual Receivable Amounts 1. The Annual Receivable total on the Sales Analysis Report equals the total on the Dues Billing Report. 2. The Trial Balance Total for Dues equals the Current column total on the Member Summary and Aging Report and the Due Cur Mo column total on the Dues Receivable Report. 3. The Dues Receivable Report equals the Member Summary and Aging Report as follows: In the first dues month: Last Year on the Dues Receivable Report equals Beg Bal on the Member Summary & Aging Report. Cur Balance on the Dues Receivable Report equals Fin Bal on the Member Summary & Aging Report. Each month of the dues year, Due Cur Mo on the Dues Receivable Report equals Current on the Member Summary & Aging Report. 4. Member Statements equal the Cur Balance column on the Dues Receivable Report. 190 Call csg Education to schedule training!

191 ClubConnect Accounts Receivable User Guide Print and Verify Statements If necessary, you can change the member statement messages. Changing Statement Messages 1. From the menu bar, select Options, Control Information, and then select Control File/Minimums. The Control Data Information window appears. Proprietary and Confidential 191

192 User Guide ClubConnect Accounts Receivable 2. Click the Stmt Msg tab. The Stmt Msg tab appears. 3. As necessary, in the first field of the numbered lines, type one of the following: L left justified text C center justified text R right justified text 4. As necessary, in the second field of the numbered lines, modify the statement message. Each line is a maximum of 70 characters, including spaces. 5. Click Save Message. 6. Click Close. 192 Call csg Education to schedule training!

193 ClubConnect Accounts Receivable User Guide Print Member Statements 1. From the menu bar, select Options, Statement Processing, and then select Print Statements. The Member s Statement window appears. 2. In the Statement Date field, type the date for the last day of the current month. 3. Use the following table to determine field usage: Field Print Member Name on Balance Line Print Unspent Minimums Description Select to have the member name print on the balance line of the statement. If cleared, the member name prints below the Total Balance Due field on the statement. Select to have the applicable unspent minimum information print on the statement. This includes the minimum description, remaining amount, and cycle end date. The information appears in the lower right portion of the statement above the Total Balance Due field. Proprietary and Confidential 193

194 User Guide ClubConnect Accounts Receivable Field Print Aged Balance Information Print Regular/Delinquent Messages Suppress body comments when New Page Print Amount Due on Statement Stub Suppress Member Number Print Formal Name Include Beginning Balance in Total Row Suppress Cash Accounts 0.00 Suppress No Activity Accounts Suppress No Activity Credit Balances Print Class Number Description Select to have the aged balances for the member print on the statement. This includes current, 30, 60, 90, and 120 balances. The information appears in the lower left portion of the statement. Select to have the applicable regular and delinquent messages print on the balance line of the statement. The messages appear in the lower left portion of the statement above the aging fields. These messages are set up in the Control File. Please refer to the Setup section of this User Guide for additional information. Select to suppress the new page when all activity for the member prints on the previous page(s) and only the body comments print on the new page. Select to print the total amount due on the remittance stub portion of the statement. If multiple receivables are in use, the subtotals for each receivable, followed by the grand total, print. Select to have the member number print on the body portion of the statement. Select to have the member s formal name print on the remittance stub portion of the statement. Select to have the beginning balance for the receivable included in the total row calculation for the receivable. Select to suppress the statement for all cash accounts which total zero. Select to suppress the statements for all accounts which have NO activity for the month. Select to suppress the statements for all accounts which have a credit balance and NO activity for the month. Select to have the membership class number print in the body portion of the statement. 194 Call csg Education to schedule training!

195 ClubConnect Accounts Receivable User Guide Field Print Locker Number Print Dues Description Print Class Description Print Spending Category Information Print Sub Account Information Description Select to have the locker number print in the body portion of the statement. Select to have the dues description print in the body portion of the statement. Select to have the membership class description print in the body portion of the statement. Select to have the spending history information print in the body portion of the statement. Select to have the sub-account information print in the body portion of the statement. 4. In the Output Method section, select one of the following: Detail list each record, sorted by date, as it exists in the transaction file. Partial Accumulation condenses the detail into fewer lines, combining transactions by date, reference number, and department. Full Accumulation condenses the detail into the fewest lines, combining transactions by date and reference number. This also excludes transaction with a net of zero (for example, cash) further reducing the number of printed lines. Proprietary and Confidential 195

196 User Guide ClubConnect Accounts Receivable 5. In the Output Device section, select where the statement should appear. 6. Click OK. The Standard Form for Laser Printer window appears. 7. To change the sort order of the printed statements from member account number, in the Primary Sort Key field, type a letter: A Name C Class F Sponsor Name L Last Name P Profession S Status Z Zip Code NOTE: Any other character or number in the Primary Sort Key field indicates no primary sort key and the statements print in account number order. 8. To sort in increasing order, select Ascending. 9. To sort in decreasing order, select Descending. 196 Call csg Education to schedule training!

197 ClubConnect Accounts Receivable User Guide 10. In the From field, type the lowest value to include in the statement sort. 11. In the To field, type the highest value to include in the statement sort. NOTE: To include a secondary sort on the statements, use the Secondary Sort Key fields. Please refer to the Primary Sort Key field descriptions if additional details are needed. 12. In the Address field, type the letter to indicate the member address to print on the statements: B Billing (this is the default) N Newsletter O Other R Roster S Social 13. To change the printer, click in the Printer field and then click the Search button to select the printer from a list. 14. To print the statements the length of the page (11 x 8 ½), select Landscape. NOTE: If you use pre-printed forms, do not select Landscape! The pre-printed forms are designed to print Portrait which is the default. 15. To print the statements using a dot matrix printer, select Dot Matrix. NOTE: To correctly print statements on a dot matrix printer you need dot matrix continuous forms. 16. To adjust the font type, in the Header Font and Main Font fields, type the font type name or click Search to select a font type from the list. 17. To adjust the font size, in the Size fields, type the size number. 18. Select Bold or Italic to change the header or main text accordingly. Proprietary and Confidential 197

198 User Guide ClubConnect Accounts Receivable 19. Use the following table to determine field usage in the Selection section. All of these fields are optional. Field Member Number Member Status Member Class Mailing Options Sports Options Proshop Options At least One is Matched Description In the From/To fields, type a member account number range to print. In the List field, type the individual member account number(s) to print, separated by commas. Select Exclude to indicate the values in the From/To and List fields should NOT print. In the From/To fields, type a member activity status range to print. In the List field, type the individual member activity status(es) to print, separated by commas. Select Exclude to indicate the values in the From/To and List fields should NOT print. In the From/To fields, type a member class range to print. In the List field, type the individual member class(es) to print, separated by commas. Select Exclude to indicate the values in the From/To and List fields should NOT print. For members and dependents, type the letter or number in the option to represent the group or category of members to include in the statement printing. For members and dependents, type the letter or number in the option to represent the group or category of members to include in the statement printing. For members and dependents, type the letter or number in the option to represent the group or category of members to include in the statement printing. Select this checkbox to have selection results match at least one of the Mailing, Sports, or Proshop Options entered in this section. 20. Click OK. The statements print. 21. Click Close. 198 Call csg Education to schedule training!

199 ClubConnect Accounts Receivable User Guide Verifying Statement Results 1. Select several statements and verify the following amounts are correct: Beginning Balances Activity Final Balances Aging (if applicable) Unspent Minimum information (if applicable) 2. Compare the statements to the Member Summary & Aging Report. The beginning balances, payments and credits, current charges, and final balances should match. NOTE: If data entry corrections are made, repeat the End of Month procedures from the beginning, reprinting only those statements affected by the corrections. Proprietary and Confidential 199

200 User Guide ClubConnect Accounts Receivable Close the Month When it is determined that all information is correct and balanced, close the month. NOTE: After statements are printed and all reports balance, do not make changes to the settings on the Automatic Charges Setup window. This causes the system to recalculate automatic charges before it processes the Month End Closing and your reports and statements may no longer balance. To change the automatic charges setup for the next month, do so after closing the current month. Closing the Month 1. From the menu bar, select Reports and then select Print Report to generate any necessary month end reports. NOTE: On the Custom Report window, click Create Group to group reports together. This can save you time each month when generating your month end reports. Please refer to the Reports section of this User Guide for details. 2. From the menu bar, select Options, Statement Processing, and then select Month End Closing. The Month Update window appears. 3. Select Month Update. 200 Call csg Education to schedule training!

201 ClubConnect Accounts Receivable User Guide 4. Verify the Start Date and End Date fields for the next billing period. 5. Click Process. The month end processes run and a dialog box appears when complete. 6. Click OK. NOTE: Preview another Member Summary & Aging report and verify the Beginning Balance Grand Total matches the Final Balance Grand Total on the report for the month just closed. Proprietary and Confidential 201

202 User Guide ClubConnect Accounts Receivable End of Month Troubleshooting Use the following steps if your reports do not balance: 1. Do NOT close the month. 2. Check to see if any changes have been made to the following: Balances Additional current month charges Additional payments posted Revenue codes 3. Run the Re-Post option to recalculate the data. 4. Reprint all reports and statements and verify the amounts again. 5. Verify that the GL accounts printed on the GL Distribution Listing are valid. 6. Verify that the GL accounts are defined in the proper fields in the Revenue Codes. The debit account is typically the AR trade account for both payments and charges. The credit account is typically an income account for a charge code and a cash account for a payment code. 7. Verify that the GL accounts are not defined in the membership classes, unless you are specifically allocating the dues income by member class in the General Ledger. If you are allocating dues to individual GL accounts by member class, then the Dues GL Debit Account for each class must be the same account as set in the Credit Account field in the revenue code for dues. The Dues GL Credit Account must be the individual GL account representing that class in the General Ledger. If these are not set up properly they cause incorrect posting information on the GL Distribution Listing. 202 Call csg Education to schedule training!

203 ClubConnect Accounts Receivable User Guide POS Interface Proprietary and Confidential 203

204 User Guide ClubConnect Accounts Receivable POS Interfaces ClubConnect Accounts Receivable interfaces with ClubConnect Retail, ClubConnect Food & Beverage, and ClubConnect Guest Billing programs. The programs communicate through the csg Gateway software relaying an accurate accounting of membership spending in ClubConnect AR and an accurate listing of members and guest at the POS terminals. Setting up the ClubConnect Retail and ClubConnect Food & Beverage interface is a simple process once the appropriate tender types, profit centers, departments, and revenue codes are set up in Retail and F&B. If you have been using ClubConnect Retail and ClubConnect Food & Beverage for awhile, these items are already in place. If you are new to Retail, Food & Beverage, or Guest Billing, your csg Installation representative will work with you to ensure proper set up. Revenue Code Setup Please refer to the Revenue Codes topic in the Setup section of this User Guide for detailed revenue code setup information. Assigning Revenue Codes 1. From the menu bar, select Options, Revenues, and then select Revenue Codes. The Revenue Code window appears. 2. In the Revenue No. field, type the revenue code number or click the Search button to select a revenue code from the list. NOTE: Check all fields for accuracy, especially Service %, Analysis Code, Name of Service, On Statement, and % counted towards Min1 and Min2. 3. Click Save/Add. 4. Click Close. 204 Call csg Education to schedule training!

205 ClubConnect Accounts Receivable User Guide POS Interface Setup The Control File allows you to identify the POS systems to interface with ClubConnect Accounts Receivable. For each system selected, ClubConnect Accounts Receivable stores setup information on how each transaction type is linked to a revenue code and how to handle each payment type. Setting Up the POS Interface 1. From the menu bar, select Options, Control Information, and then select Control File/Minimums. The Control Data Information window appears. 2. Click the Misc Info tab. The Misc Info tab appears. Proprietary and Confidential 205

206 User Guide ClubConnect Accounts Receivable 3. Click the External System Selection ellipsis button. The List of Available External Systems fields appear. 4. For ClubConnect Food & Beverage, select HSI F&B. 5. For ClubConnect Retail, select Retail POS. 6. For Springer-Miller SpaSoft, select Spa Soft. 7. Click Done. 8. Click Close. 206 Call csg Education to schedule training!

207 ClubConnect Accounts Receivable User Guide Transfer Table Setup Each POS interface requires a transfer table. A transfer table is a list of all possible transaction combinations and transaction revenue codes. ClubConnect Food & Beverage The ClubConnect Food & Beverage transfer table is a series of If/Then statements. For example, if it is between 10am-4pm, and the profit center is 1 (Patio), and the department is 1 (Food), then the revenue code is 101 (Patio Lunch Food). The correct number of transfer table entries must be created for the transfer to work properly. For example, if you have two serving periods, three profit centers, and four different departments, you need to have 24 table entries. Setting Up the Food & Beverage Transfer Table 1. From the menu bar, select Options, Data Entry, and then select POS Interface. The POS Interface window appears. Proprietary and Confidential 207

208 User Guide ClubConnect Accounts Receivable 2. From the POS Type drop-down list, select HSI F&B. The HSI F&B window appears. 3. In the Revn Center column, type the profit center number. 4. In the Serv Period column, type the serving period time range in military time format. 5. In the Group column, type the department number. 6. In the Revenue column, type the revenue code. The revenue code description appears. 7. In the Tender Type for Member Charges field, type the Food & Beverage payment type number for member charge. It is usually If you are using ClubConnect Guest Billing, in the Tender Type for Guest Charge, type the payment type number for guest charges. 9. If you using additional club charge types, in the Tender Type for Other Club Charge, type the payment type number for these charges. 10. In the Tender/Pmt column, for each tender/payment type to transfer to AR (except member charge), type the tender/payment number. 208 Call csg Education to schedule training!

209 ClubConnect Accounts Receivable User Guide 11. Press the Enter key. 12. In the Revenue column, type the corresponding revenue code. NOTE: Some examples of tender/payment types that transfer into AR include Store Credit Used, Gift Certificate Redeemed, Visa, and Cash. 13. Click Save. 14. Click Close. ClubConnect Retail ClubConnect Retail transactions usually only differ on transfer classes. Each inventory item belongs to a product class and each product class is assigned a transfer class. Setting Up the Retail Transfer Table 1. From the menu bar, select Options, Data Entry, and then select POS Interface. The POS Interface window appears. Proprietary and Confidential 209

210 User Guide ClubConnect Accounts Receivable 2. From the POS Type drop-down list, select Retail POS. 3. From the Name/Location drop-down list, select the appropriate Retail location. The Retail POS window appears. NOTE: The transfer table columns are specific to each interface type. The Retail transfer table contains Item Class (transfer class) and Revenue (AR revenue code) to which the item class is linked. 4. In the Item Class column, type the appropriate transfer class. 5. Press the Enter key. 6. In the Revenue column, type the appropriate revenue code. The revenue code description appears. 7. Verify the selected revenue code is correct. 210 Call csg Education to schedule training!

211 ClubConnect Accounts Receivable User Guide 8. Complete all necessary lines of the transfer table. NOTE: There should be one line in the transfer table for every transfer class. Some exceptions are Store Credit Issued and other transfer classes for items that are not billed using ClubConnect Accounts Receivable. 9. In the Tender Type for Member Charges field, type the Retail payment type number for member charge. It is usually In the Tender/Pmt column, for each tender/payment type to transfer to AR (except member charge), type the tender/payment number. 11. Press the Enter key. 12. In the Revenue column, type the corresponding revenue code. NOTE: Some examples of tender/payment types that transfer into AR include Store Credit Used, Gift Certificate Redeemed, Visa, and Cash. 13. Click Save to update the transfer table. 14. Click Close. Proprietary and Confidential 211

212 User Guide ClubConnect Accounts Receivable Springer-Miller SpaSoft ClubConnect Accounts Receivable offers an interface to Springer-Miller s SpaSoft software. Use the following procedure to set up the transfer table for successful data imports. Setting Up the SpaSoft Transfer Table 1. From the menu bar, select Options, Data Entry, and then select POS Interface. The POS Interface window appears. 2. From the POS Type drop-down list, select Spa Soft. 212 Call csg Education to schedule training!

213 ClubConnect Accounts Receivable User Guide 3. If necessary, from the Name/Location drop-down list, select the appropriate location. The Spa Soft window appears. 4. Press the Enter key. 5. In the Item Code field, type the SpaSoft item code. 6. Press the Enter key. 7. In the Revenue field, type the Accounts Receivable revenue code to use to track sales for this item. 8. Press the Enter key. The revenue code name appears in the Description field. 9. As necessary, continue to enter all the SpaSoft items. 10. Click Save. Proprietary and Confidential 213

214 User Guide ClubConnect Accounts Receivable 11. In the Tender Type for Member Charges field, type the SpaSoft payment type number for member charge. It is usually ACCT. 12. In the Tender/Pmt column, for each tender/payment type to transfer to AR (except member charge), type the tender/payment number. 13. Press the Enter key. 14. In the Revenue column, type the corresponding revenue code to track the payment. 15. Press the Enter key. The revenue code name appears in the Description field. 16. As necessary, continue to enter all the SpaSoft payment types. 17. Click Save to update the transfer table. 18. Click Close. NOTE: The Delete button deletes ALL items in both the items and payments tables. To delete an individual item, delete the text in the individual fields (Item, Tender/Pmt, Revenue) using the Backspace or Delete keyboard keys. Click Save to update the transfer table. Export Member Information When member information is exported, the following information is created in a file for the POS systems: Member Name and Account Number Membership Class Birthday, Anniversary Date, and Join Date Age Any miscellaneous information entered through the Miscellaneous Information template in AR Exporting Member Information 1. From the menu bar, select Options, Data Entry, and then select POS Interface. The POS Interface window appears. 2. From the POS Type drop-down list, select the POS interface to receive the member export. 214 Call csg Education to schedule training!

215 ClubConnect Accounts Receivable User Guide 3. If the selected POS Type has multiple locations, from the Name/Location dropdown list, select the location to receive the member export. 4. Click Export Member. The Export Member Information fields appear. 5. Verify the Data Path for the Gateway is correct. For SpaSoft, type any data location for the member file. 6. To exclude a membership class from the export, in the Exclude Member Class field, type the membership class number. To exclude multiple classes, separate them with a comma. NOTE: You can also exclude individual members from SpaSoft by status. Please refer to the Member Activity Status topic in the Setup section of this User Guide for additional information. 7. To export dependent to the POS system, select Export Dependents. 8. Click Export. The membership information is exported. 9. Click Close. Proprietary and Confidential 215

216 User Guide ClubConnect Accounts Receivable Manual Import of Daily Transactions There may be times when you cannot wait for the automatic transfer process to execute overnight. ClubConnect Accounts Receivable makes it possible to quickly import a batch of transactions from one specific day through a manual process. Manually Importing Transactions 1. From the menu bar, select Options, Data Entry, and then select POS Interface. The POS Interface window appears. 2. From the POS Type drop-down list, select the POS interface from which to import. 3. Click Import Transactions. The Import Sales & Payments Transaction fields appear. 4. Verify the Data Path for the Gateway is correct. For SpaSoft, type the data location of the SpaSoft import files (W_InvoiceReport.csv, W_TransactionsReport.csv, W_PaymentsReport.csv). 216 Call csg Education to schedule training!

217 ClubConnect Accounts Receivable User Guide 5. In the Date field, type the date of the transactions to import. This field does not appear for a SpaSoft import. 6. In the Extension field, type the appropriate import file extension. For example, PRN or CSV. 7. In the Default Member field, type the account number to use to import any transactions without a matching member account number. NOTE: To search for an account number, click in the Default Member field and click Search. 8. To preview the list of all the import transactions with any possible errors. 9. Once any errors are corrected, click Import or Report & Import. The transactions for the selected date import and appear on the Sales Entry tab. 10. Click Close. NOTE: For SpaSoft users: The Import Report transactions print and subtotal by ticket number for verification against the SpaSoft invoices. The last page of the report shows the totals by revenue code. Packages received from SpaSoft appear in ClubConnect AR as a single line for one revenue code. This is the code set up in the transfer table for the package item. To have package items with separate revenue codes for general ledger tracking, set up the revenue code as a package code in ClubConnect AR. The item breakout appears on the General Ledger Distribution and the Monthly Package reports which print immediately after the Trial Balance report. Proprietary and Confidential 217

218 User Guide ClubConnect Accounts Receivable 218 Call csg Education to schedule training!

219 ClubConnect Accounts Receivable User Guide Reporting Proprietary and Confidential 219

220 User Guide ClubConnect Accounts Receivable Reports ClubConnect Accounts Receivable provides a number of different reports and listings to help you track the membership data. Many reports offer different sorting and printing options. You can also create report groups to categorize the reports you use most often. For example, all the reports typically printed at the end of the month, such as the GL Distribution List, Member Summary, Trial Balance, and Statement Report can be put together in a report group. Generating a Report 1. From the menu bar, select Reports and then select Print Report. The Custom Reports window appears. 2. From the report listing, select the report(s) to print. 3. Click OK. The specific report criteria window appears. 220 Call csg Education to schedule training!

221 ClubConnect Accounts Receivable User Guide 4. If necessary, set up the desired report criteria. NOTE: If multiple reports are selected to print, no report criteria can be set for any of the reports. 5. Click OK. The report is printed to the selected output device. 6. To close the Custom Reports window, click Close. Creating a Report Group 1. From the menu bar, select Reports and then select Print Report. The Custom Reports window appears. Proprietary and Confidential 221

222 User Guide ClubConnect Accounts Receivable 2. Click Create Group. The group fields appear. 3. In the Group Name field, type a name for the report group. 4. In the Description field, type a description of the report group. This is an optional field. 222 Call csg Education to schedule training!

223 ClubConnect Accounts Receivable User Guide 5. Click OK. The group name appears with no reports listed. 6. Click Add Report. The report listing appears. Proprietary and Confidential 223

224 User Guide ClubConnect Accounts Receivable 7. From the report listing, select the report to add to the list. 8. Click OK. The selected report appears behind the report listing. 9. Continue to select reports to add to the group. 10. When complete, click Done. The selected group reports appear. NOTE: To remove a report from a group, select the report and click Remove. 11. Select the reports to print. 12. Click OK. The reports are printed to the selected output device. 13. To close the Custom Reports window, click Close. 224 Call csg Education to schedule training!

225 ClubConnect Accounts Receivable User Guide Setup Proprietary and Confidential 225

226 User Guide ClubConnect Accounts Receivable Control File Setup The Control File is the area that defines the club membership requirements. The control file is initially setup by your csg Installation professional. General Club Information The General tab in the control file defines basic club address information, billing periods, and finance charge information. Setting Up the General Tab 1. From the menu bar, select Options, Control Information, and then select Control File/Minimums. The Control Data Information window appears. 226 Call csg Education to schedule training!

227 ClubConnect Accounts Receivable User Guide 2. Use the following table to determine field usage: Field Club Name Address City, State, & Zip Phone Fax Begin Month in Fiscal Year Start Day in Billing Period End Day in Billing Period Last Payment Day in Month to Count Phone Format Current Billing Period Use Annual Dues Finance Charge Percentage Base Finance Charge Amount FC on 30, 60, 90, 120 Balance Type the club name. Description Type the club street address. Type the club city, state, and zip code. Type the club s main phone number. Type the club s main fax number. Type the club s address. Type the number of the month starting the fiscal year. For example, 10 for October. Type the starting date for the current billing period. Type the ending date for the current billing period. Type the last day of the month for payments to apply toward aged balances before a finance charge is assessed. Type the telephone number format to use throughout ClubConnect AR. Displays the current billing period. Select to use the annual dues option. The Track Annual Dues From fields appear. Please refer to the Billing Plans section of this User Guide for additional information. If finance charges are applied as a percentage, type the percentage for the finance charge applied to each receivable. If the finance charges are applied as a dollar amount, type the amount of the finance charge applied to each receivable. Type the earliest aging period balance eligible for finance charges applied to each receivable. Proprietary and Confidential 227

228 User Guide ClubConnect Accounts Receivable Field Min Balance Subject to FC Track Annual Dues From Description Type the minimum dollar amount balance subject to a finance charge applied to each receivable. Select the radio button for the dues to track annually. Please refer to the Billing Plans section of this User Guide for additional information. 3. Click Save & Close. 228 Call csg Education to schedule training!

229 ClubConnect Accounts Receivable User Guide Statement Messages The Stmt Msg tab in the control file allows you to create and apply messages to member statements. The Standard statement format is the only format currently available and prints the statements on an 8 ½x11 form in portrait orientation with one statement per sheet. Messages can be printed in the body of statements after the member charge and payment details. A default message for all members or specific messages by class number can be created. There can be up to 99 different class-specific messages which all override the default message. Setting Up Statement Messages 1. From the menu bar, select Options, Control Information, and then select Control File/Minimums. The Control Data Information window appears. 2. Click the Stmt Msg tab. The Stmt Msg tab appears. Proprietary and Confidential 229

230 User Guide ClubConnect Accounts Receivable 3. To create a general message for all members, leave the Message # field blank or type a zero (0). 4. To create a class-specific message, in the Message # field, type a number between 1 and 99. NOTE: If a class-specific message is used, the number in the Message # field must be assigned to the appropriate member class(es). Please refer to the Member Maintenance section of this User Guide for additional information. 5. In the first field of the numbered lines, type one of the following: L left justified text C center justified text R right justified text 6. In the second field of the numbered lines, type the statement message. Each line is a maximum of 70 characters, including spaces. 7. Click Save Message. NOTE: To delete a statement message, type the appropriate number in the Message # field and click Delete Class Msg. 230 Call csg Education to schedule training!

231 ClubConnect Accounts Receivable User Guide Aging Messages The Aging Msg tab in the control file allows you to create statement messages specific to aged balances that print at the bottom of the member statement. ClubConnect Accounts Receivable also allows you to establish default aged balance amounts at which the message is applied. Setting Up Aging Messages 1. From the menu bar, select Options, Control Information, and then select Control File/Minimums. The Control Data Information window appears. 2. Click the Aging Msg tab. The Aging Msg tab appears. 3. In the Regular Comments fields, type a general statement to print at the bottom of all statements if no aging messages are established. Each line is a maximum of 36 characters. NOTE: If no 30, 60, 90, or 120 day messages are entered, this message prints on all statements. If aged messages are entered, this message appears only on those member statements with no aged balances. Proprietary and Confidential 231

232 User Guide ClubConnect Accounts Receivable 4. In the Default Amount for Triggering Delinquent Messages section, for each aging period, type the dollar amount needed to trigger the appropriate aged message to print on the statements of those members who meet or exceed the default balance amount. NOTE: Leave the Default Amount for Triggering Delinquent Messages fields blank if the aging message must print on all statements with a corresponding aged balance, regardless of amount. 5. In the 30 Day Delinquent Comments fields, type a specific message to print on the statements of members with an aged balance of 30 days. Each line is a maximum of 36 characters. 6. In the 60 Day Delinquent Comments fields, type a specific message to print on the statements of members with an aged balance of 60 days. Each line is a maximum of 36 characters. 7. In the 90 Day Delinquent Comments fields, type a specific message to print on the statements of members with an aged balance of 90 days. Each line is a maximum of 36 characters. 8. In the 120 Day Delinquent Comments fields, type a specific message to print on the statements of members with an aged balance of 120 days. Each line is a maximum of 36 characters. 9. Click Save & Close. 232 Call csg Education to schedule training!

233 ClubConnect Accounts Receivable User Guide Miscellaneous Information The Misc Info tab in the control file allows you to enable different software features and set up the operating format. Setting Up Miscellaneous Information 1. From the menu bar, select Options, Control Information, and then select Control File/Minimums. The Control Data Information window appears. 2. Click the Misc Info tab. The Misc Info tab appears. Proprietary and Confidential 233

234 User Guide ClubConnect Accounts Receivable 3. Use the following table to determine field usage: Field Dues GL Distribution Method Service Key Allow Dependent for Data Entry Description Select one of the following: Regular the billing is based on the dues amount and frequency assigned in the member class. Anniversary the billing is based on the member s anniversary, billing annually using the month in the Date Joined field on the Member File Maintenance window. If you are using ClubConnect General Ledger, select one of the following options to post the sales and payment transactions from ClubConnect Accounts Receivable: Detail by Transaction Line to view the detail listed by individual transaction lines in the GL. Summary by GL Acc & Revenue to have the entries posted to GL consolidated and summarized by account and revenue code. This produces fewer entries in GL. Summary with Payments by Date to have entries posted to GL summarized by payment revenue code and then by transaction date. Type one of the following: 0 gratuity is collected by the club and paid back (100%) to the employees. 1 the percentage collected is considered a fee for services. The club may retain a portion of the service charge, and/or a sales tax may be assessed on the service charge. This field determines the billing format. Type one of the following: Y dependent charges are permitted and they are grouped and listed by dependent name on the corresponding member statements. N dependent charges are not permitted. 234 Call csg Education to schedule training!

235 ClubConnect Accounts Receivable User Guide Field Country Put PST on Separate Stmt Line Template for Mailing Options Template for Sport Options Template for ProShop Options Separate (2 nd Receviable) Balances Separate (3 rd Receivable) Balances Description Type one of the following: 0 the club is in the USA 1 the club is in Canada. This activates the Put PST on Separate Stmt Line field. This field is only available when 1 is entered in the Country field. Select to separate the PST and print it on a separate statement line. This field holds the 12 character positions of the Mailing Options field in the member file. Type the codes (A through Z or 1 through 9) to use as the default mailing options for all new members. This feature is useful when a majority of the members have the same mailing options. This default can be changed at any time for any member. This field holds the 12 character positions of the Sport Options field in the member file. Type the codes (A through Z or 1 through 9) to use as the default sport options for all new members. This feature is useful when a majority of the members have the same sports options. This default can be changed at any time for any member. This field holds the 12 character positions of the ProShop Options field in the member file. Type the codes (A through Z or 1 through 9) to use as the default proshop options for all new members. This feature is useful when a majority of the members have the same propshop options. This default can be changed at any time for any member. Select to track and print 2 nd Receivable balances separately from the 1 st Receivable. Select to track and print 3 rd Receivable balances separately from the 1 st Receivable. Proprietary and Confidential 235

236 User Guide ClubConnect Accounts Receivable Field Back out Svc. Charge and Tax on Entry Disable Recalc Svc and Tax on Entry Advanced Locker Checking Enable Statement History Enable RRS Info in Transaction Entry Automatic Post Sales & Payments to GL External System Selection Description Select to enable the service charge and sales tax back out option. When this option is enabled, type the total amount of an individual sale to a revenue code in Sales Entry and ClubConnect AR automatically calculates and backs out the service charges and sales taxes. The service charge and sales tax amounts are entered in the appropriate fields on the Sales Entry tab, leaving a net dollar amount in the Amount field for that transaction. A field is also added to the Revenue Code window so each appropriate, individual revenue code can be set up for back out. Please refer to the Revenue Codes topic in the Setup section of this User Guide for additional information. Select to stop the automatic recalculation of service charge and tax each time the base amount of a transaction is changed. Select to activate the advance locker tracking option. This allows you to keep specific information about the locker, such as locker number, combination, and number of people using the locker on hand. Up to four different members can share a locker. Select to save the prior month s activity and allow prior month statement reprints from within Member Inquiry. In the # mths field, type the number of historical months to store. The default number of months is 99. This option is only used with the CCS Room Reservation System. This field appears if the GL Company field on the Default Info tab contains a number 1 through 99. Select to have your sales and payment data automatically post to ClubConnect General Ledger each time a new batch is posted in AR. Click this ellipsis to select the applicable programs to interface with ClubConnect AR from the list that appears. 236 Call csg Education to schedule training!

237 ClubConnect Accounts Receivable User Guide Field Proshop line # for pricing plan (0 or 25-26) NSF Check Fee Amount Charged Revenue Code Description Type the line number from the ProShop options tab. A zero in this field means there is no active pricing plan in place. Please refer to the Pricing Plans topic in the Billing Plans section of this User Guide for additional pricing plan setup information. Select if you charge a fee for checks returned by the bank due to non-sufficient funds. A transaction can be automatically created for the non-sufficient funds charge when a negative payment is entered on the Payments Entry tab. When the system asks if this is a returned check, click Yes to have the NSF transaction created for this member. This field appears if NSF Check Fee is selected. Type the dollar amount charged to the member for a returned check. This field appears if NSF Check Fee is selected. Type the revenue code to which the check fee is billed. 4. Click Save & Close. Proprietary and Confidential 237

238 User Guide ClubConnect Accounts Receivable Member Activity Status The Status tab in the control file allows you to setup different member activity status descriptions and cash account information. Twenty-six status description codes are available. These codes are used to notify a club staff member about a specific situation concerning the member. The status code is entered and tracked in the Status field of the member file. Please refer to the Membership section of this User Guide for additional information. The status description for each letter is user-defined, except for I, X, and Y which are preset and cannot be changed. Codes I (Inactive), Y (Expired Membership), and Z (user-defined) exempt the members from all automatic charges except finance charges. Members with a status code that does not have Xfer selected or with status code X (Exclude from POS), are not transferred to ClubConnect Retail or ClubConnect Food and Beverage. Setting Up Member Statuses 1. From the menu bar, select Options, Control Information, and then select Control File/Minimums. The Control Data Information window appears. 2. Click the Status tab. The Status tab appears. 238 Call csg Education to schedule training!

239 ClubConnect Accounts Receivable User Guide 3. In the Description field for the appropriate member status, type the description. 4. To transfer all members with this activity status to the POS, select Xfer. NOTE: Status J is the designated status for disabling a member in SpaSoft. If you are using SpaSoft, type Disable in SpaSoft in the Description field. If a member is already exported to SpaSoft and you now wish to disable them in SpaSoft, change the status for the individual member on the Member File Maintenance window. 5. In the Cash Account fields, type the cash account numbers or cash account prefix numbers. 6. If the number in the Cash Account field is the cash account prefix, select Prefix. 7. Click Save & Close. Proprietary and Confidential 239

240 User Guide ClubConnect Accounts Receivable Minimum Information Minimum billings are used to define specific dollar amounts a member must spend in certain club areas, such as Food & Beverage, Greens Fees, etc. ClubConnect Accounts Receivable gives you two different minimums for setup and use. Up to 12 different cycles can be established for each minimum. Cycles within a single minimum may operate with different frequencies. Setting Up Minimums 1. From the menu bar, select Options, Control Information, and then select Control File/Minimums. The Control Data Information window appears. 2. Click the Minimums tab. The Minimums tab appears. 240 Call csg Education to schedule training!

241 ClubConnect Accounts Receivable User Guide 3. In the Min1 Name field, type the name of the first minimum. 4. From the Type drop-down list, select the minimum type. Post-Billed spending accumulates and the unused minimum amount is billed after the spending occurs Pre-Billed the member is billed before spending occurs and credits are issued for spending each period If Post-Billed is selected, the Exclusion Amount field appears. 5. If applicable, in the Exclusion Amount field, type the unspent minimum balance amount waived or excluded from unspent minimum billing. If the member s unspent minimum balance meets or falls below this value at the end of the minimum period, the member is not charged for their unspent minimum amount. 6. In the Revenue Code field, type the revenue code associated with billing the unspent minimum or issuing the minimum spending credits. 7. To apply service charges toward the minimum amount, select Include Svc. 8. To apply tax toward the minimum amount, select Include Taxes. 9. In the Cycle Start Date fields, type the start date for each minimum billing cycle. 10. In the Cycle Freq fields, type the duration in months (1 through 12) for each cycle. NOTE: ClubConnect Accounts Receivable automatically resets the dates at the appropriate time when the period has ended and the month is closed. 11. Click Save & Close. Proprietary and Confidential 241

242 User Guide ClubConnect Accounts Receivable Minimum Example As an example, here is a description of the four different cycles in the minimum plan shown below: Cycle 1 the start date is January 1, The frequency is 12. The system automatically determines the minimum period for cycle 1 ends on December 31, When the month is closed after December 31, 2003, the system automatically resets the date for this cycle to 1/1/04. Cycle 2 the start date is October 1, The frequency is six. The system automatically determines the minimum period for cycle 2 ends on March 31, When the month is closed after March 31, 2004, the system automatically resets the date for this cycle to 4/1/04. Cycle 3 the start date is February 1, The frequency is one. The system automatically determines the minimum period for cycle 3 ends on February 28, When the month is closed after February 28, 2004, the system automatically resets the date for this cycle to 3/1/04. Cycle 4 the start date is January 1, The frequency is three. The system automatically determines the minimum period for cycle 4 ends on March 31, When the month is closed after March 31, 2004, the system automatically resets the date for this cycle to 4/1/ Call csg Education to schedule training!

243 ClubConnect Accounts Receivable User Guide Default Information The Default Info tab in the control file allows you to setup default information, enable different membership options, and manage some financial and billing information. Setting Up Default Information 1. From the menu bar, select Options, Control Information, and then select Control File/Minimums. The Control Data Information window appears. 2. Click the Default Info tab. The Default Info tab appears. 3. In the Member Name Format section, select one of the following for data entry: Salutation First Middle Last Generation (for example, Mr. Robert C. Bull III) Last Generation, Salutation First Middle (for example, Bull III, Mr. Robert C.) 4. In the Default City, State & Zip Code fields, type the most common city, state, and zip code combinations so these choices automatically appear when new members and dependents are added to the system. 5. In the GL Company field, type the ClubConnect General Ledger company number where the journal entries are to be posted. Proprietary and Confidential 243

244 User Guide ClubConnect Accounts Receivable 6. In the Debit field, type the General Ledger account number to use as the default debit account. Amounts allocated to this account appear on the General Ledger report. 7. In the Credit field, type the General Ledger account number to use as the default credit account. Amount allocated to this account appear on the General Ledger report. NOTE: If amounts appear in either of these default accounts on the General Ledger report, it should alert you to either make corrections to the revenue codes or post the membership to the GL and then create journal entries to redistribute the amount from the default debit/credit accounts to the proper A/R debit/credit accounts. 8. To include pictures in the membership file, select Show Member/Dependent s Photo. 9. To always include dependent names in member name searches, select Include Dependent in Member Search. 10. In the Main Receivable Desc field, type a name to identify the accounts receivable balances tracked as the primary receivable. 11. If applicable, in the 2 nd Receivable Desc field, type a name to identify the accounts receivable balance tracked as the secondary receivable. 12. If applicable, in the 3 rd Receivable Desc field, type a name to identify the accounts receivable balance tracked as the third receivable. 13. In the Default Revenue Code section for each defined receivable, type the default revenue codes to be used for payments, gratuity, service charges, and taxes. 14. Use the following table to determine check box usage: Check Box Enable Boat Info Enable Horse Info Enable Installment Info Enable Private Carts Enable Special Credits Description Select to have the Boat Information option appear in the Membership menu. Select to have the Horse Information option appear in the Membership menu. Select to enable the Installment Entries option and allow non-specific recurring charges billed to members. Select to have the Private Carts option appear in the Membership menu. Select to have the Special Credits option appear in the Membership menu. 244 Call csg Education to schedule training!

245 ClubConnect Accounts Receivable User Guide Check Box Enable Contract Billing Enable Stock Certificates Description Select to enable the Contract Billing option and allow contract billing of members. Select to have the Stock Certificates option appear in the Membership menu. 15. When complete, click Save & Close. 16. Click Close. Proprietary and Confidential 245

246 User Guide ClubConnect Accounts Receivable Departments Departments are used to group similar revenue codes for the purpose of generating subtotals by area or revenue center on the Daily Sales Report and the Trial Balance Report. Departments are usually established to reflect the cost or revenue centers defined at the club. A maximum of 99 different departments can be created. Adding Departments 1. From the menu bar, select Options, Revenues, and then select Departments/Memos. The Department and Memo window appears For the desired department number, in the Description field, type the description for the new department. 3. In the Rpt Group field, type a number by which to group related departments. This is an optional field. NOTE: The report group number summarizes the departments coded to the same group on the Daily Sales Report. 4. Click Save/Delete if Description is Blank. NOTE: If you change or delete department numbers, be sure to reassign departments for the applicable revenue codes. 5. Click Close. Call csg Education to schedule training!

247 ClubConnect Accounts Receivable User Guide Memo Descriptions Memo descriptions are used to provide additional information about individual transactions and automatic billing charges, such as fixed billings. On a typical member statement, transactions are labeled using the descriptions set in the revenue code (or the department, if statements are summarized). A memo description allows you to attach a short line of more specific information to an individual transaction, and the memo is printed directly below its corresponding transaction on the statement. Individual revenue codes can be set to automatically suggest a memo. A maximum of 999 different memo descriptions can be created. Memo descriptions can also be added on the Sales Entry tab in Data Entry. Please refer to the Sales and Payments section of this User Guide for additional information. Creating a Memo Description 1. From the menu bar, select Options, Revenues, and then select Departments/Memos. The Department and Memo window appears. Proprietary and Confidential 247

248 User Guide ClubConnect Accounts Receivable 2. Click the Memo Description tab. The Memo Description tab appears. 3. In the No field, type a number between 1 and 999 to represent this memo. 4. In the Description field, type the memo. The memo can be a maximum of 60 characters. NOTE: If you modify an existing memo description, do not change the associated number if transactions already exist associated with that memo. If you change the number, it is necessary to edit each transaction to correct the number referenced. 5. When complete, click Save/Delete if Description is Blank. 6. Click Close. NOTE: Do not delete a memo description associated with a transaction. If you do, the memo is omitted when the statements are printed. 248 Call csg Education to schedule training!

249 ClubConnect Accounts Receivable User Guide Spending Categories Spending categories are used to track member spending by revenue center or type. Assigning a single revenue code or group of similar codes to a spending category enables ClubConnect Accounts Receivable to total the sales to that category. A Spending Category Analysis Report shows individual member spending within these categories and a summary by class on a month-to-date and year-to-date basis. Up to nine different spending categories can be created. Once the categories are created, they can be assigned to revenue codes. Please refer to the Revenue Codes topic in the Setup section of this User Guide for additional information. Creating Spending Categories 1. From the menu bar, select Options, Revenues, and then select Spending Categories. The Spending Category Information window appears. NOTE: The Code 0 spending category is used to track the totals for revenue codes that are not assigned to a spending category number. 2. In the Description field, type the spending category name. This name appears on the Spending Category Analysis report and on the members Spending History tab. NOTE: The Month to Date and Year to Date fields are automatically populated and display the total sales for the current month and the year for each defined spending category. 3. Click Save & Close. Proprietary and Confidential 249

250 User Guide ClubConnect Accounts Receivable Revenue Codes Revenue codes represent items or services that are billed or credited to members. They direct the distribution of sales to ClubConnect General Ledger and the taxation and application of sales to the different receivables. Creating Revenue Codes 1. From the menu bar, select Options, Revenues, and then select Revenue Codes. The Revenue Code window appears. 2. In the Revenue No field, type the revenue code number. Revenue codes can be one to three characters in length. 3. Press the Enter key. NOTE: If the revenue code already exists, the existing information appears on the General Information tab. To search for and modify an existing revenue code, click Search. 250 Call csg Education to schedule training!

251 ClubConnect Accounts Receivable User Guide 4. Use the following table to determine field usage: Field Name of Service On Statement Department Spending Category Service % Minimum Service Serv % for Club Analysis Code Description Type the description of the item or service the code represents. This description prints on statements printed in detail format unless an alternate description is typed in the On Statement field. Type an alternate description to appear on the member statements. This is an optional field. Type or search for the department number to which this revenue code is assigned. Type or search for the spending category to which this revenue code is assigned. Type the service charge percentage associated with this revenue code. For example, type 15.0 for 15%. Type the minimum service charge amount to automatically apply to the transaction when this revenue code is used. Type the percentage of service charge retained by the club. This rate is deducted from the regular rate that is calculated. For example, if the Service % field is 17% and the Service % for Club field is 2%, then 15% is distributed to the servers. Type one of the following to specify whether covers (the number of items sold or individual served) and/or gratuities are tracked for this revenue code: 0 or blank = None 1 = Covers 2 = Gratuities 3 = Both Proprietary and Confidential 251

252 User Guide ClubConnect Accounts Receivable Field Footage Factor Price (Pkg events) State Liquor Coding Catering Control Debit Account Credit Account Memo Account Description This is used for footage based boat fee calculations. Type the amount per foot. Please refer to the Membership section of this User Guide for additional boat information. If this revenue codes is a package, type the total price of the package. The Treat as Pkg Events field must also be selected and a Packaged Event must be set up. If you are required to print a special alcohol sales report for your state, type one of the following: A = Liquor B = Wine C = Beer & Malt Liquor This field is only used with ClubConnect Catering. Type the appropriate code for ClubConnect Catering to use to organize and subtotal the bar charges on event function sheets. N = default F = Food L = Liquor W = Wine B = Beer Type the General Ledger debit account for this revenue code. Type the General Ledger credit account for this revenue code. Type the General Ledger account to track counts on financial statements for departments to which this revenue code applies. 252 Call csg Education to schedule training!

253 ClubConnect Accounts Receivable User Guide Field Service Account % counted toward Min1 % counted toward Min2 Memo Description Memo Number Description Type the General Ledger account to credit the service charges calculated on the sales posted to this revenue code. This field should only be used if there is more than one service charge income or liability account in GL. Otherwise, the GL is debited and credited based on the default service charge revenue code stored in the Control File for each receivable. If minimums are used and this revenue code applies to the minimum, type the percentage amount of this revenue code to apply to the reduction of the first minimum obligation. If the full amount charged to this revenue code applies to the minimum, type A 0.00 or blank field indicates the revenue code does not apply to the minimum. If minimums are used and this revenue code applies to the minimum, type the percentage amount of this revenue code to apply to the reduction of the second minimum obligation. If the full amount charged to this revenue code applies to the minimum, type A 0.00 or blank field indicates the revenue code does not apply to the minimum. Select this check box to suggest a memo description for this revenue code. Type or search for the memo description number to use with this revenue code. Please refer to the Memo Descriptions topic in the Setup section of this User Guide for additional information. Proprietary and Confidential 253

254 User Guide ClubConnect Accounts Receivable Field Back Out Control Post with Future Date Treat as Pkg Events Treat as Payment Credit Revenue Code Apply to 2 nd Receivable Apply to 3 rd Receivable Description This field only appears if Back out Svc Charge and Tax on Entry is selected in the Control File. Please refer to the Miscellaneous Information topic in the Setup section of this User Guide for additional information. Select this check box to enable the revenue code for service charge and tax back outs. Use this feature if sales transactions applied to this revenue code need service charges and taxes backed out. Select this check box to allow transactions with this revenue code to be dated in the future and post in the current month. Select this check box to use this revenue code as a package. A Packaged Event must also be set up. Select this check box if this revenue code is used as a payment code to apply to aged balances and print in the payment column on statements. Cash payment revenue codes for cash sales should not have Treat as Payment selected. Select this check box if the revenue code is for a payment or credit. Select this check box to post transactions with this revenue code to the 2 nd Receivable. Select this check box to post transactions with this revenue code to the 3 rd Receivable. 5. Click Save/Add. NOTE: You cannot delete a revenue code with associated posted transactions. 254 Call csg Education to schedule training!

255 ClubConnect Accounts Receivable User Guide 6. Click the Taxes Information and History tab. The Taxes Information and History tab appears. 7. In the Tax 1 Rate field, type the primary tax rate for this revenue code. For example, for 6% type In the Tax 1 Excl Amt field, type any amount to exclude from the tax. 9. To apply the Tax 1 rate to the service charge associated with this revenue code, select Apply to Svc. 10. If there are additional tax rates for this revenue code, in the Tax 2, 3, and 4 fields complete the applicable Rate and Excl Amt fields. 11. If Tax 2, 3, or 4 applies to the service charge or the other taxes, select the appropriate check boxes. 12. Click Save/Add. NOTE: The revenue code tax history can also be viewed on the Taxes Information and History tab. To view this information, on the General Information tab in the Revenue No field, type the revenue code and press the Enter key. Click the Taxes Information and History tab to view the month-to-date and year-to-date tax information for the selected revenue code. 13. Click Close. Proprietary and Confidential 255

256 User Guide ClubConnect Accounts Receivable Packaged Events ClubConnect Accounts Receivable allows you to setup and bill packages or events to members using just one revenue code to represent the entire package. Only one line entry is produced on the member statement for that charge. The package revenue code is actually made up of multiple revenue codes allowing the sales to be broken down by component and posted to the appropriate individual income accounts for each revenue code. Creating a Package Revenue Code 1. From the menu bar, select Options, Revenues, and then select Revenue Codes. The Revenue Code window appears. 2. In the Revenue No field, type the revenue code number. Revenue codes can be one to three characters in length. 3. Press the Enter key. 4. Complete all the appropriate fields for this revenue code. NOTE: Please refer to the previous table in the Creating Revenue Codes topic for specific field information. 5. In the Price (Pkg events) field, type the total package amount. This appears as the Original Price amount on the Package Entry screen. 6. Select Treat as Pkg Events. 256 Call csg Education to schedule training!

257 ClubConnect Accounts Receivable User Guide 7. Click Package. The Package Entry fields appear. 8. In the Rev field, type the revenue code for each item in the package. The revenue code description automatically appears. 9. In the Amount field, type the portion of the packaged charged to this revenue code. 10. In the Service and Tax fields, type any applicable service charges or taxes. 11. Continue to add the revenue codes and amounts until the Remaining Amount is Click Done. 13. Click Save/Add. 14. Click Close. Proprietary and Confidential 257

258 User Guide ClubConnect Accounts Receivable Employee Setup ClubConnect Accounts Receivable allows you to maintain an employee list for tip pool, service charge, and gratuity disbursements. Setting Up Employees 1. From the menu bar, select Options, Data Entry, and then select Employee/Tip Pool. A dialog box appears. 2. To recalculate the tip totals for the employees, click Yes. The Employee File Maintenance window appears. 258 Call csg Education to schedule training!

259 ClubConnect Accounts Receivable User Guide 3. Use the following table to determine field usage: Field No Name Nick Name MTD Unit TD Amount Description Type the employee number. This number can be one to three digits in length. Type the employee name. Type an employee nickname. This name can be a maximum of eight characters. This is an optional field. System generated number. The total month-todate counts appear for each individual employee listed. This field cannot be changed. System generated number. The total month-todate sales amounts appear for each individual employee listed. This field cannot be changed. 4. Click Save/Add/Delete if Name is Blank. 5. Click Close. Proprietary and Confidential 259

260 User Guide ClubConnect Accounts Receivable Tip Pool Setup Tip pool records contain the employee numbers and percentages directing the distribution of gratuities to employees in a tip pool. Tip pools are normally created at the POS, but they can also be created in ClubConnect Accounts Receivable. NOTE: Do not setup a tip pool using these procedures unless it was forgotten during data entry. Please refer to the Sales & Payments section of this User Guide for additional tip pool information. Setting Up Tip Pools 1. From the menu bar, select Options, Data Entry, and then select Employee/Tip Pool. The Employee File Maintenance window appears. 2. Click the Tip Pool tab. The Tip Pool tab appears. 3. Click New. 260 Call csg Education to schedule training!

261 ClubConnect Accounts Receivable User Guide 4. Use the following table to determine field usage: Field Pool Number Work Station ID Date Service % Bus % Maitre d % Other % Service Count Bus Count Description Type a number between 101 and Each tip pool must have a unique number. Tip pools from the POS are automatically assigned a unique number. Type the number of the workstation where the tip pool was originally created. Tip pools from the POS are automatically assigned a workstation ID. Type the date the tip pool is created in MMDDYY format. Tip pools from the POS are automatically assigned a date. If applicable, type the percentage of the tip pool distributed to service personnel. Tip pools from the POS are automatically assigned a percentage. If applicable, type the percentage of the tip pool distributed to bus personnel. Tip pools from the POS are automatically assigned a percentage. If applicable, type the percentage of the tip pool distributed to the maitre d. Tip pools from the POS are automatically assigned a percentage. If applicable, type the percentage of the tip pool distributed to other personnel. Tip pools from the POS are automatically assigned a percentage. Type the number of service employees in the tip pool to share the assigned percentage. Type the number of bus employees in the tip pool to share the assigned percentage. Proprietary and Confidential 261

262 User Guide ClubConnect Accounts Receivable Field Maitre d Count Other Count Empl Name Description Type the number of matire ds in the tip pool to share the assigned percentage. Type the number of other employees in the tip pool to share the assigned percentage. Type or select the employee number to include in this tip pool. The total number of employees listed must equal the Count fields. The employee name for each selected employee number selected appears. 5. Click Save. 6. Click Close. 262 Call csg Education to schedule training!

263 ClubConnect Accounts Receivable User Guide Use the Allocate Tip tab to print a tip report to verify the tip data accumulated. Allocating Tips 1. From the menu bar, select Options, Data Entry, and then select Employee/Tip Pool. The Employee File Maintenance window appears. 2. Click the Allocate Tip Information tab. The Allocate Tip Information tab appears. 3. Select one of the following options: By Pool Date search and list the tip information by the tip pool date. By Pool Number search and list the tip information by the tip pool number. 4. If applicable, in the Start Date field, type the beginning date for the specific range of information. 5. If applicable, in the End Date field, type the ending date for the specific range of information. 6. If applicable, in the Date List field, type specific dates by which to search. 7. To exclude the dates listed in the Date List field, select Xcl. Proprietary and Confidential 263

264 User Guide ClubConnect Accounts Receivable 8. To view the tip pool report information on the computer screen, select View Report on Screen. NOTE: If View Report on Screen is not selected, the report automatically prints to the default printer. 9. Click Start. The report either prints or appears on the screen. 10. To export the tip pool information to a file, click the Data Path ellipsis button. The Browse for Folder dialog box appears. 11. Navigate to the desired location for the tip pool data export file. 12. Click OK. 13. In the FileName field, type the name for the tip pool data export file. 14. Click Export. 15. Click Close. 16. Click Close. 264 Call csg Education to schedule training!

265 ClubConnect Accounts Receivable User Guide Mailing, Sports, and ProShop Options Mailing, Sports, and ProShop Options are used to track information about members, such as committees, associations, activities, clubs, preferences, and so forth. You can set up a maximum of 12 Mailing, 12 Sports, and 12 ProShop options. Each option has a description and a one-character (alpha or numeric) identifying code. You determine which codes to use and the definition associated with each code. Each individual letter or number represents one option. Once the options are setup and members are assigned, reports and labels can be created using the options as selection criteria. ClubConnect Accounts Receivable also allows you to bill specific members based on these options. Example: The club designates the first position of the mailing options field to identify members on the Board of Directors. The letter B is chosen as the code used to signify active participation on the Board, and is entered in row 1 of the Mailing tab for those members only. Listings, labels, or special billings can be generated by requesting all members with a letter B in position 1 of Mailing Options. Only the members on the Board of Directors are retrieved. NOTE: Please refer to the Membership section of this User Guide for additional information on using these options. Setting Up Mailing, Sports, and ProShop Options 1. From the menu bar, select Options, Control Information, and then select Mailing/Sports/ProShop Options. The Mailing, Sports, ProShop Options window appears. Proprietary and Confidential 265

266 User Guide ClubConnect Accounts Receivable 2. In the Legend field, type the description of the information to track. 3. In the Description field, type the different options available for the legend. Use the format of Value=description; Value=description and so forth. 4. As necessary, click the Sports and ProShop tabs. 5. Complete the appropriate legend and description fields for those tabs. 6. When complete, click Save & Close. 266 Call csg Education to schedule training!

267 ClubConnect Accounts Receivable User Guide Locker Types ClubConnect Accounts Receivable gives you the ability to bill locker fees on a monthly, quarterly, semi-annual, or annual basis. Before locker numbers can be assigned to members and locker fees billed, the Locker Types must be set up. Up to 99 different locker types can be defined. NOTE: Please refer to the Automatic Charges topic in the Billing Plans section of this User Guide for additional information on locker billings. Setting Up Locker Types 1. From the menu bar, select Options, Control Information, and then select Locker Types. The Locker Type window appears. 2. In the Description field, type a descriptive title for the locker. 3. In the Rate field, type the dollar rate for this locker type. 4. In the Cycle field, type one of the following billing rates: A = Annual S = Semi-Annual Q = Quarterly M = Monthly 5. Click Save/Add/Delete if Description is Blank. 6. Click Close. Proprietary and Confidential 267

268 User Guide ClubConnect Accounts Receivable Membership Demographics Member demographics are miscellaneous pieces of information that can be stored for every member and dependent. This information is completely user-defined and can cover any topic you want to track such as college information, employment, military activity, family history, and so forth. You define primary headings (major subjects) and secondary headings (minor subjects) for the demographics. Variable data associated with those subjects are typed at the member/dependent level. The major and minor subjects are constant among all members and dependents, while the variable data is unique to each member and dependent. Examples of primary headings (major subjects) are Education, Employment, and Military Activity. Examples of secondary headings (minor subjects) within Education are Colleges Attended, Degrees Earned, and Years Attended. NOTE: This information can be maintained for each member using the Demograph button on the Member File Maintenance window. Setting Up Membership Demographics 1. From the menu bar, select Options, Control Information, and then select Membership Demographics. The Membership Demographics window appears. 2. In the Major Subject field, type a primary demographic to track. 3. In the Minor Subject field, type a secondary demographic to track. 4. To save and exit, click Close. 268 Call csg Education to schedule training!

269 ClubConnect Accounts Receivable User Guide Template for Misc. Information Define and store special information such as emergency contact, credit rating, cash only status, food preferences or allergies, clothing sizes, or tee time preferences for members and their dependents. Miscellaneous information is divided into four categories: Global use for emergency contacts, doctors, or other general information. Administrative use for sensitive information such as credit rating, or delinquency notification. Food & Beverage use for food and table preferences or other general Food & Beverage information. ProShop use for clothing or tee time preferences or other general ProShop-related information. NOTE: This information can be maintained for each member using the MiscInfo button on the Member File Maintenance window. Creating the Miscellaneous Information Template 1. From the menu bar, select Options, Control Information, and then select Template for Misc. Information. The Miscellaneous Information Template window appears. 2. On each appropriate tab, type the information to track. 3. Click Save. 4. Click Close. Proprietary and Confidential 269

270 User Guide ClubConnect Accounts Receivable General ClubConnect Setup Features The ClubConnect accounting software gives you the ability to maintain certain system functions. Only users with the appropriate security clearance can access the setup menu option from the main CC Menu window. Use the Setup feature to: create or maintain individual software users and user groups and assign security levels and passwords maintain a system message to appear each time the software is accessed maintain the system backup settings maintain club name information associated with each database within the software Users You can create or modify a unique ID for each person using the ClubConnect accounting software. Having each user with a unique ID and password allows the system to track all the additions, changes, and deletions to the accounting records by user ID. Maintaining User Information 1. From the main CC Menu window, click the Setup button. The CC Setup window appears. 270 Call csg Education to schedule training!

271 ClubConnect Accounts Receivable User Guide 2. To locate an existing user, click Find. A list of existing users appears. 3. Select the appropriate user from the list. 4. Click Accept. 5. Use the following table to either maintain an existing user or create a new user: Field User ID Name Password Home Phone Group Focus Color Clear After Save Auto Save Super User User Access Levels Description Type the user ID for this user. The ID can be a maximum of three digits. Type the user name to appear with this ID number. Type the password for this User ID. The password can be a maximum of eight digits. This is not a required field. Type the home phone number for the user. In the #1 through #5 fields, type the groups to which this individual user ID belongs. These are optional fields. This is the background color for the cursor location. Select to clear a record after updating or saving. Clear the checkbox to show the last record. Select to have the system prompt the user to save modifications made to existing records if the window is exited without saving. Select to allow the maximum security clearance in all areas of the software, including the setup section. In the Level column for each of the applicable accounting software packages, type the security level number. Type 1 as the lowest security access through 5 as the highest non-supervisor access. The highest security access is 9 for the supervisor. Proprietary and Confidential 271

272 User Guide ClubConnect Accounts Receivable NOTE: To delete an existing user, display the user information on the User tab and click the Del button. 6. When complete, click Save. 7. Click Close. Groups Groups can be set up with default security levels to simplify the process of adding individual users. If a user is assigned to a group, he or she assumes all the security level clearances assigned to that particular group. Security levels can be modified and individualized for each user on the User tab if necessary. Groups are most useful if you have a large number of users. Maintaining Group Information 1. From the main CC Menu window, click the Setup button. The CC Setup window appears. 2. Click the Group tab. The Group tab appears. 3. In the Group Name field, type the name for this group. 272 Call csg Education to schedule training!

273 ClubConnect Accounts Receivable User Guide 4. In the Level column for each applicable accounting software package, type the security level for the group access. NOTE: The lowest security level is 1. Use numbers between 1 and 5 for the group. The supervisor level of 9 should not be used for group access. 5. Click Save. 6. Click Close. Messages ClubConnect allows you to post a global message for all users when they login. Maintaining Messages 1. From the main CC Menu window, click the Setup button. The CC Setup window appears. 2. Click the Message tab. The Message tab appears. 3. In the Global Message field, type the message to appear on the Login window. NOTE: Click the Clear button to remove an old message quickly. If a message is cleared by mistake, click the Load button to restore the last message. 4. Click Save. 5. Click Close. Proprietary and Confidential 273

274 User Guide ClubConnect Accounts Receivable Facility Information You can use the Facility Info tab to update address or telephone information for your club. NOTE: Do NOT make any changes to the Name, Address 1, Address 2, City, State, Zip Code, License #, Backup Directory, or # of Stored Backups fields!! If you change the club name or address in ANY way, no matter how minor, the license number is deactivated. The license number is associated with the name and address fields. Maintaining Facility Information 1. From the main CC Menu window, click the Setup button. The CC Setup window appears. 2. Click the Facility Info tab. The Facility Info tab appears. 274 NOTE: Do NOT make any changes to the Name, Address 1, Address 2, City, State, Zip Code, License #, Backup Directory, or # of Stored Backups fields!! If you change the club name or address in ANY way, no matter how minor, the license number is deactivated. The license number is associated with the name and address fields. 3. Modify the appropriate telephone or internet address fields. 4. Click Save. 5. Click Close. Call csg Education to schedule training!

275 ClubConnect Accounts Receivable User Guide Company Information You can track and name each separate company you may have. You can have a maximum of 99 different companies. Each company requires a description. The password column is optional. If you only have one company, do not alter this information without assistance from csg Support. Maintaining Company Information 1. From the main CC Menu window, click the Setup button. The CC Setup window appears. 2. Click the Company tab. The Company tab appears. 3. If any changes are made, click Save. 4. Click Close. Proprietary and Confidential 275