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Item Rules and Standard Icons

Item Rules:

The Item Setup consists of three tiers: Items, Categories, and Groups. All Items belong to a Category, all
Categories belong to a Group.

Example of a Tier: 

  •      Food (Item Group)
    •  Entrée (Item Category)
      • Lobster Ravioli (Item)
      • 8oz Steak (Item)
      • Trout w/Crab Sauce (Item)

 

An Item can only belong to one Category and one Group. You can have unlimited number of Items in a Category
and you can have unlimited number of Categories in a Group.

The Tax and Service Charge percentages are determined by either the Item Category or Item Group (not the
Item level)

You can enter the GL Sales Account on the Item, Category, or Group level; one of the most important rules to
remember is the:

  •  Item overrides the category and group settings
  • The Category can override the Group settings (only if the Override Group Settings is checked)
  • The Group settings will be used if there is no override on the Item or Category setting
Standard Icons 

Above all grids is a toolbar listing the standard icons:

 

New, Edit, Delete,Export to Excel, Refresh, Clear Filter, Active/Inactive Items, Help Icon, and the Search field

 

In all maintenance screens is a toolbar listing the standard icons:

 

  • Save - Saves the record and remains in the screen
  • Save & New - Saves the record and clears the screen for a new record 
  • Save & Close - Saves and exits the maintenance screen
  • Audit Logs- that shows date of last change, old/new values, and user who made the change

Item Module & Overview

Select the Items Module from the left Menu.

When you select the Items module; the top left corner will list the Item Options menu that we will cover in this manual.

 

Items open on the Manage Items tab.

Manage Item Groups

1- Select Items > Manage Item Groups

 

NOTE:

  • The Grid that displays will vary from user to user; if the user is only allowed to see Retail items they will not see FNB or Billing Items

  • Customize the grid to display different columns.

     - To do so, right click anywhere on the grid and select Customize Columns.  A list of Columns will appear and can be added to the grid by simply double clicking or dragging and dropping the column in question. The columns available will vary by module.

     

  • Click on the column heading to sort by any column or use the funnels to filter the information listed.

2- To edit an Item Group highlight the Item Group and double-click or select the Edit icon on the toolbar

To add new groups click the New icon 


3- The Item Group screen will appear

 

Name – Enter the name of the group
Description – Additional description of the group; this is optional for internal viewing only
Folio Grouping – Relates to Guest Room Items
Select the Group Category that relates to the Items that will be associated with the Group
          -Select FnB Category if the Group is for Food & Beverage POS or Banquet Items
          -Select Retail Category if the Group is for Retail POS Items
          =Select Billing Category if the Group is for Billing Items (these items will not be available in POS)

Area Overrides

This section will list all the Areas that have been set up in System > Areas.   

Highlight the Default Area and enter the Account information to the right of the screen (this is required).

Each Area can have different Account allocations by highlighting the Area name and entering the accounts.

Select the Accounts for General Ledger allocations:

  • Sales Account – Select the revenue account that will be credited when items are sold
  • Comp Account – Select the account that will be debited for the amount of comps made at POS
  • Discount Account – Select the account that will be debited for the amount of discounts made at POS.
  • Rewards Account – The field is related to a future enhancement and currently not used; you can use any
    account but it is required before you can save and exit
  • Asset Account – For Retail Items only: select the account that should be debited when inventory is
    received and credited when inventory is sold.
  • Asset Adjustment Account – For Retail Items only: Select the account that will be used when making
    Inventory Adjustments (can be a debit or credit based on the adjustment)
  • COGS Account – (Cost of Goods Sold) For Retail Items only: select the account that should be debited
    when inventory is sold (that offsets the credit to the inventory asset account).
  • COGS Adjustment Account – For Retail Items only: select the account that will be used when making
    Inventory Adjustments (can be a debit or credit based on the adjustment)
  • Tax Code – The tax code selected will determine the amount of tax and service charge that will be added
    to items when sold. 

4- When done select Save & Close icon

Manage Item Categories

1- Select Items > Manage Item Categories

 

NOTE:

  • The Grid that displays will vary from user to user; Example: if the user is only allowed to see Retail items
    they will not see FNB or Billing Categories.
  • Customize your grid to display different columns.
  • Click on the column heading to sort by any column or use the funnels to filter the information listed.
  • Above the grid is a toolbar listing the standard icons: New, Edit, Delete, Refresh, Export to Excel, and
    Active/Inactive Items, and Help.

2- To edit an Item Category highlight the Item Category and double-click or select the Edit icon on the tool bar.

    

    To add a new Category click the New icon.

    

3- The Item Category screen will appear.

 

NOTE:

  • At the top of the screen list the standard icons: Save, Save & New, Save & Close, and the Audit Log
  • In the middle of the screen are Tabs; we will cover each Tab’s function in this section.

 

  • Name – This field is required. Enter the name of the Category
  • Description – Additional description of the Category; this is optional for internal viewing only
  • Ticket Message – this is optional, select a ticket message that will print on POS receipts each time this item is
    charged. For example, if your club is having an upcoming scotch tasting, you might attach a Ticket Message to a
    category that includes your scotch items that provides details of the event. 
                        NOTE: The same type of settings can also be set at the Item level.
  • Item Group – This field is required. Click on the search icon to see available Item Groups. If you need to setup a
    new Item Group click on the Quick Add button
  • *Percent Cost – You can add a theoretical cost percentage for this category. This cost percent will be applied to all
    items associated with this category and report on the Interactive Reports > Inventory > Gross Margin Report.

                            NOTE: the Item level allows a cost dollar; if you have a percentage on the category level the Item cost dollar will override the category cost percent.

  • Display at POS – Check this box if the items in this category are to displayed at Point-of-Sale. This is a default
    setting and can be overridden on the Item level.
  • Tipable – Check this box if items associated with this Category can have a tip or service charge applied. This is a
    default setting and can be overridden on the Item level.
  • Rewards Eligible – This feature is a future enhancement and is not currently available
  • Override Item Group Settings – If this box is checked the system will use the Category settings and ignore the
    Group settings. The Override Tab will be activated and required if this field is checked.
  • Auto-Increment Cover Count – Applies to F&B POS Only. When an item in this category is sold at POS it will
    automatically increase the cover count by one. This only applies to F&B Area’s that track covers. This is a default
    setting and can be overridden on the Item level.
  • Auto-Increment Seat – Applies to F&B POS Only. When an item in this category is sold at POS it will automatically
    increment the seat number. This only applies to F&B Area that are setup for Seat Position. This is a default setting
    and can be overridden on the Item level.
  • Category: Select the Category Type that relates to the Items associated with this Category
                        -Select FnB Category if the Group is for Food & Beverage POS Items and Banquet
                        -Select Retail Category if the Group is for Retail POS Items
                        -Select Billing Category if the Group is for Billing Items such as Minimums, Dues, Scheduled Billings,
                         etc…(items in this category will not be seen at POS)
  • Default Course - Applies to F&B POS Only. If you have POS Areas in your club that use coursing it is recommended
    that you set the default course for the food Categories being sent to the kitchen. The Category level is only the
    default and can be overridden on the Item level and overridden at POS.
Item Selection Tab

The Selected Items box will list all Items setup for this Category. This section gives you the ability to organize the items how you want them to appear in the POS button. 

 

  • Move Up/Down Arrows; highlight an item and click the Up or Down Arrow to move the item one line at a time.

  • Always Alphabetize; Check the Always Alphabetize flag to list alphabetically A to Z. If checked, the move up and move down feature will be removed.

  • Select Items Lookup will list all items in the system from all categories. 

    You can move an item from another category to the displayed category by clicking the item to select, and then clicking Select on the bottom of the Lookup value.

Available Item Combos 

To display a list of combos in the system from all categories, change the Source to Item Combo and select the Item Lookup. 

Notes  

  • Another way to change the Item’s Category: Go to the Manage Items module and change within the item itself.

 

Area Tab

Select the Areas in which the items in this Category are allowed to be sold


  • If the Area is not checked, the items in this category will not be seen at POS  

  • Employee must be given security rights to each Area; if they do not have permissions they will not see the Area at POS, reports, and searches 

  • The two buttons to the far right of screen: top button is Select All the bottom button is Unselect All 

  • The last column is called POS Navigation (the column is too narrow so all you see is a P); if you put a check mark for the Area it will create a buttons at the top of the POS ordering screen for quick selection  (see below POS screenshot)  

Override Tab

The Override Tab is only available if there is a check mark on Override Item Group Settings. When this field is checked the Item Group settings will be ignored and the Category settings will override the Group settings.


NOTE:

  • If the Accounts are grayed out like the screen shot above the Override Item Group Settings is not checked  
POS Button Style 

The POS Button Style is where you can change the button size or font size.

 

 

  • Button Image – you can upload an image to display on the button instead of text > you cannot see the button but if you hold your mouse at the end of the line or just click the end of the line you can browse to the  image file

  • Background Color – click the down arrow and select the color you want for the background

  • Foreground Color – click the down arrow and select the color you want for the text

  • Caption H Align – click the down arrow and select the horizontal alignment of the text

  • Caption V Align – click the down arrow and select the vertical alignment of the text

  • Image H Align – click the down arrow and select the horizontal alignment of the image

  • Image V Align – click the down arrow and select the vertical alignment of the image

  • Font Size – enter the font you want the text size to be. This is not the text for the category but for the button text in POS for the items associated with this category.  You will not see the font change in the preview box since this is pertaining to the size of the Items not the Category text 

  • Image Height – you can change the image height; 100 is a good starting point

  • Image Width – you can change the image height; 100 is a good starting point

  • POS Button Preview – this box will give you a preview of what the alignment and colors will look like 

NOTE: 

  • All the fields related to Color and Text are the default settings for the Item buttons associated with the category for example: I might have a POS button on my screen group design that is set to list all the items that belong to the Appetizer Category. The system will look at the button style settings and create buttons for the items based on these settings

  • All the fields related to Image pertain to the Category

  • The category settings are the defaults and can be overwritten on an Item level  

POS Behavior

 

  • Print on Pay – If checked, Items in this Item Category will print on Pay Receipts. A Pay Receipt is the receipt the server presents to a member for signature (or payment method and additional gratuities to be added)

  • Print on Settle – If checked, Items in this Item Category will print on Settle Receipts.  A Settle Receipt is the Receipt that is printed after the sale is tendered to Member Charge, Cash, etc...It will print the final total with additional tip and payment method.

  • Do not print modifiers – Consider the following:

    (1) If this field is checked and the modifier has a price, the price will add into the base price and the modifier WILL NOT print on the member receipt. 
    Example: if a pizza is 10 and three additional items were added at 1 dollar each the check will show 13.00 pizza total 

    (2) If the field is unchecked the modifiers will be listed individually on the member receipt.   

NOTE:

  • If Print on Pay and Print on Settle are not check the Items will not be listed on the receipts. The only time a club should choose not to print an item on a receipt is if it is a zero priced item. 

    Example: The club might want to track Member Green Fees that are not charged or towels; they will ring up the item at POS for reporting purposes but do not want it on the member receipt.  

  • Do not print modifiers is usually unchecked for food but is checked for Liquor. 

    Example:  if there are additional charges for food add-ons most clubs want to show that on the receipt. However if there are extra charges for Liquor on the rocks or up most clubs don’t want that listed on the receipt and prefer to add the extra charge into the base price.   

Print Configuration Tab


This tab applies to FnB Item Categories Only and does not apply to Retail or Billing Categories.

The Print Configuration Tab is where you tell the system which Prep-Printer the items in this category are sent
(Hot, Cold, Bar, etc...). The F&B Items will inherit the print configuration but can be changed on an item level.

1- Message Type is always set to ItemCategory

2- The From Type works in conjunction with the From field; these fields are used if the club has more than one kitchen or bar. Click the down arrow to get a list of options >

From Type  

  • POSDevice – Is used if the item is to print to a specific prep printer (kitchen/bar) based on the Terminal location 

    From click the down arrow and chose a Terminal Device (the system will list all devices but you must select a Terminal device not a Printer device) 

Example; you have an upstairs and downstairs kitchen, if an item is sent from a POS terminals upstairs it will always print to the upstairs kitchen no matter what Area was selected 

 

  • Area – – Is used if the item is to print to a specific prep printer (kitchen/bar) based on the Area the ticket was open. 

    From click the down arrow and chose the Area

Example: you have an upstairs and downstairs kitchen, if an item is sent from the Dining Room it always prints to the downstairs kitchen even if it was sent form an upstairs terminal.  

Note: If Area is selected ALL Areas that send orders must be setup > to Add another Area configuration click the *asterisk; this will create another line 

 

  • Area Category – works the same as Areas except it looks at the Area Category instead of individual Areas 

  • Anywhere – if you have only one kitchen or bar you will select this option   


FROM - The list will vary from club to club

  • If POSDevice was selected the list will be all devices (both printer and terminal)
  • If Area was selected the list will be All the Areas setup in your system. You must setup and configure the
    print for each Area that prints orders to a remote printer
  • If Area Category was selected the list will be All the Area Categories setup in your system
  • Anywhere will only give the option Anywhere

3. The To Type works in conjunction with the To field 

To Type

  • POSDevice – Devices are both terminals and printers
  • POSDevice Group – this is the preferred setup; using groups makes it easy to reroute orders to a different
    printer if a printer dies or orders need to reroute to a different kitchen or bar.

To

  • If POSDevice was selected the system will list all Terminals and Printers setup in your system.
  • If POSDevice Group was selected the system will list all device groups setup in your system.

4- Start Time & End Time

This is used when an Area of the club uses more than one kitchen or bar in the day. 

                  Example: the Area Grill orders prints to a grill kitchen from 8am to 3pm and from 3:01pm to closing the orders print to the Main Kitchen.

  •    It is recommended that this be made to make a 24-hr loop. Using the previous example, the start time will be 8:00 am to 3:00pm for the grill kitchen. Then
    the next line would be set up to print to the Main Kitchen from 3:01pm to 7:59 am. This is to prevent the possibility that an item is ordered, but isn't sent to a prep
    printer to be created.

 

5- Day Of Week 

This is used if only certain days Areas of the club use more than one kitchen or bar > if this applies to more than one day each day will need to be setup separately.


6- Message 

The Category setup should always be sNameOnOrder: this tells the system to default the send name to what the item description is. The Send Name can be changed on the item level.

NOTE:

  • Do not leave the Message field blank or None; if blank or None no Item description will print on the prep-printers unless you manually enter the name on the item level.
  • If you accidently clicked None and want to fix; highlight the line by clicking the pencil on the left of the line and hit your delete key on the keyboard.

7- Click Save & Close when done.


The print configuration is setup by the Clubessential Trainer during implementation.

Manage Item

1- In CMA > select Items > Select Manage Items

NOTE:

  • Grids are user defined; the available custom fields are determined by your employee security rights.
    Contact your administrator to inquire about your employee security settings if you have questions.
  • Clubessential employees are not allowed to change employee security rights; only a club administrator is
    allow to make these changes
  • You can customize your grid to display different columns and use the funnels to filter information

There are three types of Items, each have different requirements and capabilities. In the following sections we will
cover each separately.

 

  • Billing Items: in this section we will cover setting up items to be used for billings such as Dues, Initiation Fees,
    minimums, etc…these items are not available at POS.
  • FnB Items: in this section we will cover the fields that apply to the Food and Beverage Point of Sale
  • Retail Items: in this section we will cover the fields that apply to the Retail Point of Sale such as Golf, Tennis,
    Spa…

Manage Billing Items

To Edit an Item:

   1- Highlight the Item and double-click or select the Edit icon on the tool bar

To Create a New Item:

1- Click the New Icon 

2- The Item Maintenance screen will appear

 

 

  • Billing Item must be checked
  • Active – the system defaults to Active
  • Name – give the item a Name
  • Description – is not used for billings, but is for back office notes
  • Price – typically there is no price on the item level for billing items, the prices are setup in the billing setup. 
    The item is mainly used to direct the transactions to the correct Debit or Credit Ledgers. 
    If this item will not be used as a reoccurring billing item and manually charged through Member Charge you can add a price
  • Item Category – click the search icon and select the appropriate Item Category
  • A/R Override - click the search icon and select the GL Accounts Receivable Debit Account
  • Sales Account – click the search icon and select the GL Credit Account for income

Manage F&B Items   

To Edit an Item: 

1- Highlight the Item and double-click or select the Edit icon on the tool bar

To Create a New Item:

 1- Click the New Icon

2- The Item Maintenance screen will appear: the fields in the Red boxes can be applied to F&B Items

1. FnB Item must be checked

2. Item Setup Options

NameThis field is required. Enter the name of the Item > use the Tab key on your keyboard to advance to the Description field      

Notes:  

-     When you tab out of the name box, you will receive a prompt Would you like to set the Order Name and Button Caption fields to the new value.


ALWAYS click YES to have the system automatically populate the Descriptions for the following  

      1. A.     Order Name (the name that prints on the prep ticket sent to the kitchen or bar)  
      2. B.     POS Receipts (Member Receipt)
      3. C.     Button Caption (the name that appears on the POS Button)

Retail Price – Enter the non-member price (see notes)

Member Price – Enter the member price

Notes:

      • If you have a Member and Non-Member Price you will need to identify member/non-members in
        the Member Type Rule/Use Member Pricing setup; check with your controller or authorized
        person
      • If both members and non-members are charged the same price you only need to enter a Retail
        Price

Item Category – This field is required. Click the search icon and select the appropriate Item Category.

Average Cost – The average cost for F&B Items is a theoretical cost. The Clubessential system does not have an
F&B Inventory system but you can manually enter the cost. Items that have a cost in the setup will be added
to the Gross Margin Report.

Ask For Price – If this box is checked the POS system will prompt the user to enter a price each time this item
is ordered. This is usually used for Items such as Market Price or Open Food.

Ask For Name – When checked the POS system will prompt the user to enter a name for the item each time
the item is ordered. This is usually used in conjunction with Ask for Price on items such as Open Food. The
name entered will print on the prep tickets and Member Receipts.

Ask For Quantity – When checked the POS system will prompt the user to enter a quantity each time the
item is ordered 

Credit Book Eligible – If the item can be paid with the member’s Credit Book (sweeps), you will want to
check this box. Mainly used for retail items but can be used for F&B too

Track Countdown – Checking this box allows you to enter a quantity limit to be sold at POS. If all fields are
setup it will show the countdown on the Item Button.

                    Example: you only have 10 Steaks and want the system to show the remaining steaks available at POS on the item button.

This feature also disallows the item to be sold once it reaches the countdown limit. The count will change to X86 on the button.

Example of what the button looks like at POS

Setup: When you check Track Countdown two new fields will appear: put a check on Show QTY Countdown
on POS Button and enter QTY in the QTY Countdown box


NOTE:

This feature is also available in POS > System Tools > Items tab > check Change Countdown

******Daily Special – If this field is checked 

A. If you have a Button Type setup as Special on the screen group design it will automatically add the Daily Special Item to the button choices

B. The Item will be listed in the Main POS screen > Specials Tab.

     NOTE:     

     This works well in conjunction with Track Countdown. If the Track Countdown Item also has the Daily
     Special checked it gives the server the ability to see what the current countdown is before
     approaching the table and will display a X86 once it reaches its limit (see POS screenshot below)


Auto Increment Seat – When this is checked the POS system will auto-increment the seat number. Checking
this is not advised if the server does not take the order in sequential seat order

Disable Ability to Discount - When checked the item will not be eligible for Discounts or Comps in POS

Active – System defaults to Active. Uncheck this box ONLY if the item is no longer available. You will still see
the Item at POS but it will not let you ring it up. This is used if items are temporarily not available.

Don’t Display at POS – When checked the Item will NOT be displayed at POS

NOTE:

      • If the Item is marked as Active it still will not display at POS if this field is checked.

Tax Inclusive – put a check only if the price includes Tax and Service Charge and you do not want the system
to break it out on the Member Receipt.

Allow Fractional Quantity & Price – designed for Yacht clubs that sell gasoline and need fractional pricing

Auto Increment Cover – if this box is checked when the item is sold at POS it will automatically increase the
cover count. Typically for this feature only Entrees might have this checked. If your members often
choose salads or appetizers as their entrée it is advisable not to check this field.

See your accountant before entering Account information. If there is an account on the Item level it will
override the Item Category and Group setting. Typically for F&B Items the GL Accounts are setup on the
either the Item Category or Item Group level, not the Item level.

      • Sales Account – Select the revenue account that should be credited when items are sold
      • Comp Account – Select the account that should be debited for the amount of any comps made at POS.
      • Discount Account – Select the account that should be debited for the amount of any discounts made at
        POS.

      • Rewards Account – The field is related to a future feature. Just select the clearing account.

3. Point of Sale Option

Default Send – This is the description that will print on the Prep-printers (kitchen or bar). Do Not leave the
field blank if the item needs to print to a remote printer.  See notes below.

Notes:  

If you have Expanded Print turned on the Default Send description can only be 10 characters including spaces.   

The information you entered in the Name field will automatically populate the Default Send if you answered Yes to the below message when entering the name.

Ticket Message – If necessary, select a ticket message that will print on POS receipts each time this item is
charged. For example, if your club is hosting an upcoming scotch tasting you might attach a ticket message
to each scotch item that provides details of the event. (The same type of setting can also be set at the Item
Category Area).

Bin Number – Used if the club has Bin numbers on the wine list. The servers will be able to look up Wine by
Bin Number at POS. This is very useful if the club has a large wine list.

Cook Time – Not currently used

Default Course – If your club enters orders by Course it is advisable to assign a default course to the Item. 

    • This Default Course can be changed at POS

Print on Pay –When checked, the item will print on the Pay Receipts. A Pay Receipt is what the server
presents to a member before closing the ticket to a settlement type.

Print on Settle –When checked, the item will print on the Settle Receipt. A Settle Receipt includes
everything that the Pay Receipt displays but also includes the form of payment and additional gratuities.

NOTE:

    • The only time Print on Pay/Settle should not be checked is if the Item is a zero price
    • If the item has a price and one of these two fields are not checked; the total on the ticket will
      be correct but the item will not be listed

Do not print modifiers – two things to consider before checking or unchecking this field

(1) If this field is checked and the modifier has a price the price will add into the base price and the modifier WILL NOT print on the member receipt.

Example: if a pizza is 10 and three additional items were added at 1 dollar each the Pizza will show as 13.00 dollars

(2) If the field is unchecked the modifiers will be listed individually on the member receipt with associated price.

Example: the pizza will be 10 dollars with 3 additional line items @ 3 dollars

Typically this is not checked for Food Items but is checked for Liquor Items.

Example: if the club charges an additional 1.00 for Liquor on the Rocks, they do not want the additional charge of 1.00 to print on the receipt as "Rocks 1.00" and prefers to add the charge into the base price.

 

4. Button Style

This area allows you to change how the item button will appear in POS

 

Name on Screen – This is the description to display on the POS button.  The information you entered in the Name field will automatically populate this field if you answered Yes to the below message 

Graphic File Name – you can upload an image to display on the button > if you hold your mouse at the end of the line a light gray box will appear or just click the end of the line to browse to the image file

Background Color – click the down arrow and select the color you want for the background

Foreground Color – click the down arrow and select the color you want for the text 

Caption H Align – click the down arrow and select the horizontal alignment of the text

Caption V Align – click the down arrow and select the vertical alignment of the text

Image H Align – click the down arrow and select the horizontal alignment of the image

Image V Align – click the down arrow and select the vertical alignment of the image

Font Size – enter the font you want the text size to be

Image Height – you can change the image height; 100 is a good starting point

Image Width – you can change the image width; 100 is a good starting point

POS Button Preview – this box will give you a preview of what the alignment and colors will look like

 

5. Print Configuration 

If the POS Item needs to be sent to a prep printer (kitchen or bar) the settings in this section is what determines
where the order will be sent.  

The print configuration is set on the Item Category level; the Item inherits the Category settings. The default
Category Print Configuration lines will appear in purple. Nothing needs to be done unless you want to
override the Category settings.


To Change the Print Configuration on the Item level

  • If you want to change the Print Configuration > click the Icon with the red circle >
  • This will put a strikethrough on the line cancelling the default category settings and will add another line
    in yellow > leave as is, if the Item is not to print anywhere

NOTE:

  • To revert back to the default Category settings click on the Purple ball

6. Modifiers 

The Modifiers give the ability to set modifications or choices for additional prep instructions on the item such as Meat Temperatures, side choices, etc.

Every time the item is rung up in POS, the modifiers will prompt the server to select from the modifier group.

Select the LookUp value to get a list of available Modifier Groups.

Click to select the Modifier Group to be added, and choose Select on the bottom of the Lookup to add Modifier Group to the Item.

On the Right side of the screen will list all the Modifier Groups > highlight the Modifier Group and click the arrow pointing to the left > the Modifier Groups will move to the Left Box; groups listed in the Name box will be forced at POS.

NOTE:

 

  • Use the UP/Down Arrows to arrange the order

 

  • If the modifier group you want does not exist > click the green plus sign; this will take you to the
    Maintains Modifier Group screen to add a new modifier. You can refer to Modifier Groups section of
    this manual for further instructions
Recipe

The Recipe can be seen in the main POS screen by clicking the Recipe Button and searching for the item. 

Enter the recipe in the blank area of the Recipe Box > at the top of the Recipe Box is an Editor Toolbar listing
some basic MSWord functions

NOTE:

  • Only servers in an Employee Group with security rights will see the Recipe button; go to Employees >
    Employee Groups > double click on the Group > put a check on Display Recipe Buttonat POS
    Terminal (see your accountant or authorize person; Clubessential cannot change employee security rights)

Manage Retail Items

To Edit an Item: 

1- Highlight the Item and double-click or select the Edit icon on the tool bar

To Create a New Item: 

1- Click the New Icon

Item Setup Option

The Item Maintenance screen will appear: the fields in the Red boxes can be applied to Retail Items

Retail Item must be checked

 Retail Price – Enter the non-member price (see notes)

Member Price – Enter the member price

NOTE:

 

  • If you have a Member and Non-Member Price you will need to identify member/non-members in
    the Member Type setup; check with your controller or authorized person
  • If both members and non-members are charged the same price you only need to enter a Retail
    Price

 

Item Category – This field is required. Click the search icon and select the appropriate Item Category

Average Cost – The average cost is calculated by the system and cannot be changed if the item is checked as
Inventoried Item (see Inventoried Item notes)

Member History – This no longer applies; all sales are now tracked for history

Ask For Price – If this box is checked the POS system will prompt the user to enter a price each time this item
is ordered. This is usually used for Items that do not have a set price such are repairs.

Ask For Name – When checked the POS system will prompt the user to enter a name for the item each time
the item is ordered. This is usually used in conjunction with Ask for Price for example repairs, you can add a
more specific description of the repair. The name entered will print on the Member Receipts.

Ask For Quantity – When checked the POS system will prompt the user to enter a quantity for the item each
time the item is ordered.

Credit Book Eligible – If the item can be paid for with a member’s Credit Book (sweeps), you will want to
check this box.

Inventoried Item – check this box if this item will be tracked as part of the perpetual inventory tracking

NOTE:

  • If this field is checked the cost field will be grayed out. Only through Item Receipts can the
    Cost be calculated and only through Inventory Adjustments can the cost be changed

Disable Ability to Discount - When checked the item will not be eligible for Discounts or Comps in POS

Active – System defaults to Active. Uncheck this box ONLY if the item is no longer available. You will still see
the Item at POS but it will not let you ring it up. This is used if items are temporarily not available.

Don’t Display at POS – When checked the Item will NOT be displayed at POS

NOTE:

  • If the Item is marked as Active it still will not display at POS if this field is checked.

Round of Golf – If you have our Links Tee Sheet this does not apply to your club. The Rounds report will be
tracked by the Tee Sheet sign in’s. If you do not have the Links Tee Sheet and would like to track this item as
a round of Golf check this field

NOTE:

  • When this field is checked the option Golf Rounds Setup will be activated

Ask for Guest – when checked the user will be prompted to enter the Guest Name each time this item is sold
at POS. This feature is commonly used for items such as Guest Green Fees

NOTE:

  • This allows the shop to track the number of visits of individual guest

Tax Inclusive – put a check only if the price includes Tax and Service Charge and you do not want the system
to break it out on the Member Receipt.

Allow Fractional Quantity & Price – designed for Yacht clubs that sell gasoline and need fractional pricing

See your accountant before entering Account information. If there is an account on the Item level it will
override the Item Category and Group setting. Typically for Retail Items the GL Accounts are setup on the
either the Item Category or Item Group level, not the Item level.

  • Sales Account – Select the revenue account that should be credited when items are sold

 

  • Comp Account – Select the account that should be debited for the amount of any comps made at POS.

 

  • Discount Account – Select the account that should be debited for the amount of any discounts made at
    POS.
  • Rewards Account – The field is related to a future feature. Just select the clearing account.
Golf Rounds Setup

If Round of Golf is checked it will activate this option where you can setup the different types of play. If you
have our Links Tee Sheet this does not apply to your club. The Rounds report will be tracked by the Links Tee
Sheet sign in’s. If you do not have the Links Tee Sheet and would like to track this item as a round of Golf check
this field

Click the down arrows for choices; the choices are hardcoded and cannot be changed

Number of Holes

 

  • Full
  • Half
  • Other

Time of Week

  • Weekday
  • Weekend
  • Holiday
  • Other

Round Type

 

  • Member
  • Guest
  • Jr
  • Tournament
  • Comp
  • Outside tournament
  • Member Event

 

  • PGA
Inventory

Only If the field Inventoried Item is checked does the information need to be entered

SKU Number – The system will automatically create a SKU Number

NOTE:

  • The SKU will not be generated until you SAVE
  • You can create your own SKU if you do not want the system generated SKU; we highly recommend that if
    you want your own numbering system that you use the UPC code

Preferred Vendor – The vendor you purchase the Item > click the search Icon and select the Vendor

UPC Code – You can scan or enter the Item UPC code

NOTE:

  • You can also create your own Numbering system; some shops want to use their old SKU so they do not
    have to re-label all their merchandise
  • When you scan the item in POS the system will first look at the UPC code, if there is no UPC code the
    system will look at the generated SKU

EPIC Code – This field is not currently used

Default Vendor Ref – Enter the number the supplying Vendor uses to refer to this item

Re-Order – This field is not currently used

Allow To Be Sold Without Qty Available – If this field is NOT checked the system will look at the QTY on hand, if
the item has a zero QTY you will not be not be allowed to sell the item at POS.

NOTE:

  • If the shop wants the item immediately available to sell but does not enter the inventory receiving’s the
    day it arrives it is highly recommended that this field is checked
Labels

This Label option will display the Item label format and QTY On Hand; you can print a label for a single item
in the maintenance screen

Label Display Format

  • Top is the description of the Item
  • The price
  • Bar Code
  • Bottom Right is the SKU
  • Bottom Left is a cost code: the shop can use this code to see the purchased date and cost

Using the cost code 107052134 as an example:

 

    • 134 is the month and year the item was received backwards 4/13

    • 7052 is the cost backwards 25.07

    • 10 represents nothing and is just a filler (the month could be 1 or 2 digits and the amount could be in the thousands)

QTY field defaults to the total on Hand; you can change the QTY if you wish to print less or more labels > click Print

Pictures

You can upload a Pictures of the Item; the picture can only be seen in this screen and nowhere else in the
system

Point of Sale Option

The Point of Sale screen is where you will specify if the item is to print on the POS Receipts

Print on Pay –When checked, the item will print on the Pay Receipts. A Pay Receipt is what is presented to
the member before closing the ticket to a settlement type.

Print on Settle –When checked, the item will print on the Settle Receipt. A Settle Receipt includes
everything that the Pay Receipt displays but also includes the form of payment and additional gratuities.
Typically the Retail Shops do not print a Pay Receipt and only Prints a Settle Receipt

NOTE:

  • If Print on Pay and Print on Settle are not check the Items will not be listed on the receipts.
    The only time a club should choose not to print an item on a receipt is if it is a zero priced
    item. 
    • Example: The club might want to track Member Green Fees that are not charged or
      towels given at the Pool; they will ring up the item at POS for reporting purposes but do not
      want it on the member receipt.
  • If the item has a price and one of these two fields are not checked; the total on the ticket will
    be correct but the item will not be listed
Button Style

This area allows you to change how the button for the Item will appear in POS

 

Name on Screen – This is the description to display on the POS button. The information you entered in the Name
field will automatically populate this field if you answered Yes to the below message.

Graphic File Name – you can upload an image to display on the button > if you hold your mouse at the end
of the line a light gray box will appear or just click the end of the line to browse to the image file

Background Color – click the down arrow and select the color you want for the background

Foreground Color – click the down arrow and select the color you want for the text

Caption H Align – click the down arrow and select the horizontal alignment of the text

Caption V Align – click the down arrow and select the vertical alignment of the text

Image H Align – click the down arrow and select the horizontal alignment of the image

Image V Align – click the down arrow and select the vertical alignment of the image

Font Size – enter the font you want the text size to be

Image Height – you can change the image height; 100 is a good starting point

Image Width – you can change the image width; 100 is a good starting point

POS Button Preview – this box will give you a preview of what the alignment and colors will look like

Vouchers

Before you setup an Item as a Voucher you should understand how it works. In the first section will give
instructions on how to Sell and Redeem Voucher:

  1. Sell the Voucher: In POS sell the Voucher Item and close the ticket (once a voucher has been sold it is
    immediately ready to be redeemed)

  2. Redeem the Voucher: When an item associated with the Voucher is sold the system will see the member has
    purchased the Voucher and will prompt Member John Doe has a voucher for Item X; Would you like to use
    the Voucher? > 

 

A. If you select YES - The system charges the item on the ticket and credits the amount; the ticket total will
    be zero. It also credits any difference between the Item Price and the Voucher Price. This allows you to
    use existing POS Items at a different price when setting up Vouchers.

NOTE:

  • The income is recorded at the time you sell the Voucher Item; the system uses Credit Item when
    redeeming the Voucher to reduce the amount remaining

B. If you select No – The item will be added to the ticket as normal. The members can chose to use or not
     use one of their vouchers

Voucher Rules
  • Once you sell a voucher, changes to the voucher setup will not affect any Vouchers previously sold.
    Only vouchers sold after the changes will contain the new setup. 
    • Example: 
      • Let’s say you set up a voucher to use items 1, 2 and 3. Days later you decided that item 4 should also be included. Any
        member that bought the voucher set up with items 1, 2 and 3 will not get credit when they buy item
        4. Anyone who buys the voucher after the changes will include items 1, 2, 3 and 4.
  • The vouchers can only be sold through POS. You cannot sell or redeem them through member
    charge
Voucher Setup

1 – Credit Item - create a POS item just like any other item; set the price at 0. This item will be used to credit
the sale. The GL and Tax Code need to match the Voucher Item being sold; to ensure the setup is correct,
point the Credit Item to the same Category as the Voucher Item

NOTE:

  • The income is recorded at the time you sell the Voucher Item; the system uses Credit Item when
    redeeming the Voucher to reduce the amount remaining

2 – Voucher Item – create a POS item; enter a Name, Price and Category >

NOTE:

  • The Price is the total value of the Voucher

3 – Select the Voucher option

 

  • Voucher Item – check this box to activates the Item as a Voucher
  • Allow Family Use - check this box if all family members can redeemed the voucher
  • Quantity – enter the number of full QTY to redeem
  • Credit Item - enter the item you created in Step 1

 

  • Expiration Date – Select the Expiration method
    • Expiration Date – select the calendar date

    • Expiration in Days – select the number of days to expire

4 – Voucher Items - these are the items that will be available to be redeemed (there is no limit to how many
you can have)

          4a - Select the New icon

                

          4b – The voucher detail box will display; enter the first Item

              

 

    • VoucherPOSItem - is one of the item available to redeem
    • Price - this is the value to be reduced from the total value of the Voucher. 
      • Example: if the total
        voucher value is sold for $800 and the Item price is $40 the remaining after redeemed will be 800 –
        40 = 760
    • Quantity – this is the QTY to be reduced from the Voucher QTY total. 
      • Example: if the Voucher had a
        QTY total of 10 to be redeemed and the Item QTY is set at .5 the remaining after redeemed will be 10
        – .5 = 9.5

          4c – Click Save & Close

          

          4d – If more than one item qualifies; repeat steps 4a to 4c until all items have been setup

5- Save & Close when done

Manage Item Combos

Combos allow you to sell multiple items with a single transaction. The Combo transaction sales can be broken out
on the GL Financials or summarize

1 – Select Item > Manage Item Combos >

To Edit a Combo:

     2- Highlight the Item and double-click or select the Edit icon on the tool bar

          

To Create a New Combo: 

     2- Click the New Icon

          

3- The Combo Maintenance screen will appear

Name – give the combo a Name

Description - Additional description of the Combo; this is optional for internal viewing only

Category – click the search Icon and select the associated category

Price – enter the total price for the Combo

Split Price Evenly – click this button if you want the system to evenly distribute the amount to the items

No Modifier Upcharge – if the item you are selecting has modifiers with prices; do you want the combo not
to apply the additional charge

Auto Increment Seat – for F&B only if using seat position (CLICK HERE for more details on Managing F&B Items)

Increment Cover – for F&B only if using Cover Count (CLICK HERE for more details on Managing F&B Items)
Select FnB for F&B POS sales, Retail for Retail sales, or Billing for member billing (POS will not see Billing
Combos)

4- Item Selection tab > Available Items will list all items in the system (FB, Retail, and Billings) > using the
Search field or scrollbar find the item to add to the Combo > click the Arrow pointing left  to move the
item to the Selected Items box > to enter a price highlight the Item >

NOTE:

  • If you need to add a new item click the green + sign  (see  the Table of Contents on adding needed item)

5- In the Item Overrides box > enter the highlighted item Price >

   

   Ledger; enter the GL Account

   

NOTE:

 

  • If there is no GL Account listed, the system will use the Combo Category selected to determine the GL (it is
    not based on the Item setup). The Combo setup overrides the Item setup; it is important that you check
    with your accountant to ensure the sales are hitting the correct GL
  • The total of all the items must equal the total of the Combo Price; you will not be able to save until the
    Difference amount no longer displays

 

  • Use the Up/Down Arrows to rearrange the order the items are listed

6- POS Behavior tab

Do not print modifiers:

 

  • Check these fields if you do not want the itemized detail to print on the member receipt. If this field is
    checked it will only print the Combo Name on the member receipt
  • Leave Unchecked if you want all items to print on the member receipt; it will print the Combo Name
    in addition to the itemized detail

NOTE:

  • Billing Combos –this field does not apply and always show itemized detail 

7- POS Button Style tab – set the settings to change the botton appearance (CLICK HERE to see the POS Button Style for more
instructions)

Manage Item Modifier Groups

If an item has choices or prep instructions you can add a modifier to the item setup; modifiers are added to a
modifier group and attached to an item

1- Select Item > Manage Item Modifier Groups >

     To Edit a Combo:

             2- Highlight the Item and double-click or select the Edit icon on the tool bar

                  

      To Create a New Combo: 

             2- Click the New Icon

                  

3- The Item Modifier Group maintenance screen will appear

Name – give the Modifier Group a name

Description - additional description of the Modifier Group; this is optional for internal viewing only

Min – enter the minimum allowed to select from the group;

  • If you enter 0 they are not required to order anything from the group and can move to the next order
  • If you enter 1 or more they will be forced to select from the group (number specified) before moving to the
    next order

Max – what is the maximum limit allowed to be ordered from the group?

  • Example 1: Meat Temperature might have both a Min and Max of 1; we can only select one temperature
  • Example 2: Wings Sauce might have a Min 0 and Max 2; we can skip the screen if we don’t want any sauce or
    choose up to 2 sauces. On the 2nd choice the system will move to the next order

FnB Modifier Group – for FB POS items (modifiers are typically used for FB items)

Retail Modifier Group – for Retail POS Items

No Charge – will turn off the option to enter a price on the modifier

4- Selected Item Modifiers > you can use the Available Item Modifiers or the Available Items to add items to
the group

5- Using the Search field or scrollbar find the item > click the Arrow pointing left  to move the item to the
Selected Items Modifier box >

6- If a price is to be added to the Modifier Item highlight the item and enter the price in the Price Adjustment

NOTE:

  • You can use Menu Items as modifiers and overwrite the item price using the Price Adjustment
  • If you need to add a new Menu Item click the green + sign  (see Table of Contents on adding needed
    item)
  • If you want the Modifier to be added to the sales reports you will need to select from the Available Items.
    If you select from the Available Item Modifier, modifiers are not included on the sales reports
  • Use the Move Up/Down Arrows to arrange the order of the modifiers

          

Assign the Modifier Group to an Item

7- See Manage F&B Items > Modifiers

Manage Price Scheduling

Price Scheduling is where you can setup various automatic discounts such as Specials Promos, Member Type
discounts, Marketing Promos, Happy Hour discounts, Employee discounts, etc… The price schedule can be
perpetual or a limited time offer.

1 – Select Items > Manage Price Scheduling

To Edit a Combo:

2- Highlight the Item and double-click or select the Edit icon on the tool bar

To Create a New Combo: 

2- Click the New Icon  

3. The Price Schedule maintenance screen will appear > enter a Name for the price schedule

4. The Who tab; select the criteria for who will get the discount > once you select from the Who options select
from the detail associated with the criteria

NOTE:

  •  The top button will select all; the bottom button with unselect all.

5 – The Where tab; where in the club can the discount be applied > once you select from the Where options
select from the detail associated with the criteria

NOTE:

  •  The top button will select all; the bottom button will unselect all.

6 – The What tab; what items are eligible for this discount to apply > once you select from the What options
select from the detail associated with the criteria

NOTE:

  •  The top button will select all; the bottom button will unselect all

7 – The When tab; what date range does the discount apply> Enter the Start Date and End Date or check
Perpetual if there is no end to the discount

8 – The Price tab; enter how the system will calculate the discount

  • Price – If all items are to have the same price 
    • Example: all domestic beers are sold at 1.00
  • Percent Off – if the items are to be discounted by a percentage
  • Or Dollar Off – if items are to be discounted by a flat amount 
    • Example: subtract 1.00 from item price
  • Use Member Price – if the system is to use the Item Member Price; 
    • Example: if your club does not offer Member Price for all members then you can select from the Who tab which Member Types
      receive the Member price. The Member Type setup will not use member pricing

9 – The Advance tab

  • Day(s) of the Week to apply – select the days (or All) the discount will apply
  • Round Up Options – select the preferred rounding method
  • When Schedule applies – enter the Start Time and End Time the discount applies
  • Price Adjustment to apply – system will look at the cost and apply the percent markup. Commonly
    used in Retail shops for Employee discounts such as cost + 10 percent. This will not work if the Item
    does not have an associated cost.

Ask for Guest – when checked the user will be prompted to enter the Guest Name each time this item is sold
at POS. This feature is commonly used for items such as Guest Green Fees

Downloadable Guide

Office - Items Manual