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Please Note: A new version of this guide will be available soon. (as of 12/6/17)

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.

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  •  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:

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  • 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.

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Items open on the Manage Items tab.

Manage Item Groups

1- Select Items > Manage Item Groups

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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.   

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4- When done select Save & Close icon

Manage Item Categories

1- Select Items > Manage Item Categories

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  • 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. 

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  • 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

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  • 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.

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  • 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.

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  • 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.   

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  • 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.

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

Manage Item

1- In CMA > select Items > Select Manage Items

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  • 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

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  • 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

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  • 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. 

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  • 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

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  • 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

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  • Outside tournament
  • Member Event

 

  • PGA
Inventory

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

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  • 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

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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

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  • 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

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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:

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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

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          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

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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)

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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

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Assign the Modifier Group to an Item

7- See Manage F&B Items > Office - Items Manual 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.

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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