5. Membership Types.

clubMINDER®
clubMINDER
Maintenance Manual
®
Maintenance Manual
This manual is designed to give you a
step by step pictorial guide to how you
may configure the operation of the
ClubMinder system.
Prepared by
Telephone
Email
Web
Location
Version
Date
April 2004
Training and Documentation Manager
Highcraft Services Limited
313 Regents Park Road
Finchley
London N3 1DP
087 0162 4991
[email protected]
www.highcraft.co.uk
www.highcraft.co.uk/CM2docs/CM%20Maint%20V100.pdf
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Table of Contents
1.
2.
3.
4.
5.
6.
7.
8.
Back Up.................................................................................................................. 3
Card Status Codes................................................................................................ 5
Departments. ........................................................................................................ 9
Information About The Club............................................................................. 15
Membership Types. ............................................................................................ 19
Operators. ........................................................................................................... 28
POS Configuration. ............................................................................................ 29
Unit Configuration.............................................................................................. 34
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1. Back Up.
Click On:
Maintenance / Backup
Click On:
Back Up
and follow the on screen instructions.
You must back up your files regularly.
It is important that you contact Highcraft if you are not sure about backing up.
Make sure clubMINDER is not open on other PC’s in the office.
Click On:
OK
VERY IMPORTANT NOTE: Backing up your data is the most important task in the
system. When you run a swipe card system, you are turning the Club into a bank. You are
looking after members money. Also, you should be aware that a backup is immediately out
of date as soon as someone has performed a transaction on a till.
We recommend that you back up your data on a daily basis. So you should have a disc, tape
or CD named MONDAY; TUESDAY; WEDNESDAY; THURSDAY; FRIDAY; SATURDAY;
and SUNDAY. Make sure that backups do occur daily. When complete, take the media out
and keep it in a safe place. If necessary put in the following days media ready for an
automatic backup (if scheduled). If the backup process has been automated then you must
check that the backup has taken place on a regular basis (maybe once a week).
Once a month, take a full backup and keep for archival purposes.
Any problems then please call the Highcraft Helpdesk immediately on 087 0162 4991
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A box similar to the one above will appear on screen.
Place your disc in drive A and
Click On:
OK
Once the back up is complete, close the window and the system will now say
Click On:
OK
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2. Card Status Codes.
Click On:
Maintenance / Card Status Codes
Gives a list of all the statuses you can allocate to a card.
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Member Card Status Codes
Type
Name
A
Active +
Bonus
B
Idle +
Bonus
I
Inactive
M
Card
holder
O
OK
T
TAB
V
VIP
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Description
accounts are those, which are already in
use by a card holder and where the club
has decided (maybe because the card
holder has paid his/her subscription on
time) to award a pre-defined bonus
amount when the card holder next uses
his/her card.
accounts are those accounts where the
club has decided (maybe because the
card holder has paid his/her subscription
on time) to award a pre-defined bonus
amount when the card holder first
lodges money with the club or first uses
his/her card in the club.
accounts are activated by the Card
holder making a payment into the
system, which is at least as large as the
minimum payment allowable. When
this is done the card status changes to
OK.
accounts provide associated card
holder’s discount for cash transactions.
The card is swiped when money is
requested and a discounted balance is
calculated which should then be
requested, in cash, from the card holder.
accounts are those in general usage
with available money.
accounts are special accounts, which
are able to go 'overdrawn' to a pre-set
value. They are used to allow a tab to be
run up WITH THE ASSOCIATED
ACCOUNT DISCOUNT, which will
then be paid at the end of the day.
accounts allow the card holder with that
status to go 'overdrawn' to a pre-set
level determined by the VIP Overdraft
Limit.
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Expiry
type
Date
O/D
N
Account
Discount
Y
Cash
Discount
N
Date
N
Y
N
Date
N
Y
N
Date
N
Y
Y
Date
N
Y
N
Date
Y
Y
N
Date
Y
Y
N
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Non-Member Card Status Codes
Type
Name
D
Day
E
External
Visitor
G
Group
L
Lock
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Description
accounts may be used to gain access
and to pay for goods if there is value on
the card. No discount is given and the
card can not go overdrawn. These cards
would be issued to Society card holders
or card holders of the public. These
cards are active until the expiry date is
reached. Hence, they should be
invalidated, by changing their status to
S (for Suspended), if they are not
returned at the end of a day. (For
automatically invalidated cards use
External Visitor cards)
accounts are special day cards, which
may be activated for a particular
number of days. Activation may occur
either at the back office PC or on a
Security Controller. The card is
automatically deactivated when the
number of days expires.
accounts allow overdrafts but do not
give discount. These cards are normally
given to visiting society captains where
the bill will be settled at some time after
goods have been purchased. The credit
limit is set to the VIP Overdraft Limit.
Once a card has been used, it should not
be placed back into circulation until its
balance has been cleared.
accounts are special Day accounts
which, when used for the first time,
allocate an amount of money to the card
for use in the Clubhouse. If the money
is not used than it is deducted from the
card account during the 5am end of day
routine.
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Expiry
type
Date
O/D
Disc.
N
N
Cash
Discount
N
Number
of Days
N
N
N
Date
Y
N
N
Date
N
N
N
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Control Status Codes
Type
Name
C
Cancelled
H
Hot
S
Suspended
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Description
accounts are Cancelled accounts. When
a card is used which has this status it
should be collected by the club official,
passed to the club's manager and
destroyed. ONCE A CARD IS
CANCELLED, IT IS DELETED
FROM THE TILLS MEMORY AND
SHOULD NOT BE RE-USED.
accounts are those accounts where card
holders have reported their cards as
being stolen or lost. The card, when
offered, should be 'captured' when
possible and returned to the rightful
owner.
accounts are Suspended cards which
may be re-instated at a later date. If one
is used at a Till it will display the fact
the card is Suspended. This is useful for
the club’s management to deactivate
card holders’ cards, maybe because they
have not paid their subscriptions.
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Expiry
type
Invalid
O/D
Disc.
n/a
n/a
Cash
Discount
n/a
Invalid
n/a
n/a
n/a
Invalid
n/a
n/a
n/a
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3. Departments.
Click On:
Maintenance / Departments
This will give you a list of all the departments that have been set up for the products.
This is where the nominal codes for each department are allocated.
When the product list is created, we allocate a group of products a Department.
As an example of typical departments, see the above box.
A department has to have a number; we use numbers 1 – 99 and a name.
It is the department that will hold the nominal code.
Where the club operate accounts, which allocate income to nominal codes, you are able to
link these with the clubMINDER system.
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Example
Description
Bar Income
Tobacco Income
Food Income
Green Fee Income
Social Income
Nominal Code
1001
1002
1003
1004
1005
To allocate these codes,
Click On:
Change
You can type in the appropriate
nominal code for the department.
These fields are case sensitive.
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In the example you can see above that the appropriate nominal codes have been allocated
to the correct departments.
Allocating Nominal Codes To The Control Accounts
Click On:
Maintenance / Information About The Club / Accounts
Click On:
Accounts
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The nominal codes for the control accounts can be typed in here.
If you do not have control accounts for all the fields you can enter the written description
of the account.
All the nominal codes you have entered will now show on the nominal accounts posting
summary report. As you can see in the example below, all the income for the period set,
has been allocated to the nominal codes.
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You will see that the control accounts have been allocated the movement of the money for
the set period.
The Journal Total being blank means that all the money in the system has been allocated
correctly.
Unallocated Amounts
In the example below, there is an unallocated amount showing on the nominal summary
report.
The system will ask,
Would you like to print diagnostics?
Click On:
Yes
This report will show you why you have an unallocated amount.
You can see here that a PLU number has been deleted.
You must reinstate the PLU number in:
Product Sales Maintenance. Once this is done the unallocated amount will allocate itself
to the correct nominal code.
If there is not the option to print diagnostics, it is best to contact Highcraft Support.
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4. Information About The Club.
Click On:
Maintenance / Information About The Club
Field Name
Club Number
Description
This will be automatically entered onto the system. It cannot be
changed. This number appears on the front of the cards.
Club Name
Type in the Club name.
Address
Type in the Clubs address.
Postcode
Type in the Clubs postcode.
Short name
Type in an abbreviated Club name where applicable.
VAT Number
Type in the Club VAT Number.
Manager
Type in the Secretary / Managers name.
Manager Phone Type in the Clubs phone number.
Remote Phone Type the number that Highcraft can use to help remotely.
Fax Phone
Type in the Clubs fax number.
OK
Click On OK to save the information.
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Click On:
General (2)
Field Name
Period Start Date
Period End Date
Stock Start Date
VAT 1
OK
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Description
These fields will show the period of time that has been entered
into the system.
This relates to Clubs operating stock from the system.
This is entered as the standard VAT rate. In product sales
maintenance each product is allocated a VAT rate. These fields
allow you to set differential VAT rates.
Click On OK to save the information.
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Click On:
Accounts
See above Departments / Nominal Codes
Click On:
Cards
This is the fax message for the Card Order List. This can be changed when necessary.
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Click On:
Messages
This is where you can type messages to appear on the till receipt.
Click On:
Passwords
This is for Highcraft use.
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5. Membership Types.
Click On:
Maintenance / Membership Types
This will give you a list of all the categories of membership.
Highlight a category and
Click On:
Change
The box as below will now be on screen.
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The categories of membership are set up at initial installation.
The Discount Override letter gives you an option on the level of discount the category
receives at the point of sale.
You will see that the majority of categories are associated with the letter D.
This letter is associated with a factor times the discount of each product.
D=1
This means that each category, which is associated to D, will receive 1 x the discount at the
point of sale.
The factors are set up in:
Maintenance / POS Configuration / Discount Adjustment Parameters
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Click On:
Change
Click On:
Discount Adjustment Parameters
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As you can see
D = 1.
So the categories linked to D will get 1 x the allocated discount.
You are able to allocate a different level of discount to a group of members or to an
individual member by using this method.
For Example:
You wish to give the Captain a different level of discount each year.
Firstly you should set up an account for the Captain.
You do this in:
Members / Member Details
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Look for the last account number in the 9000 account numbers.
As above we can use account number 9072.
Click On:
New
You can now fill in all the relevant fields for the account.
A/C Number =
9072
Category
=
where the category box is blank, press the return key and a list of the
categories will appear.
Scroll down the list and highlight the appropriate category for this account
Click On:
Select
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A list of statuses will appear scroll down to the appropriate status for this account
Click On:
Select
If you want the account to run in overdraft select V.
If you do not want the account to run in overdraft select O.
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Once you have filled in all the relevant fields as above.
Click On:
OK
to save the information.
Now go back to:
Maintenance / Membership Types
You can see that we have associated the Captains Tab Category with the letter C.
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By clicking in the circle
next to the letter C.
OK to save the
information.
Click On:
Update Member Categories
Click On:
Update
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Click On:
OK
You now need to go to:
Maintenance / POS Configuration / Discount Adjustment Parameters
In the box C = you need to enter a factor x the associated discount that you want the
Captain to receive.
If we enter 3 here the Captain will receive 3 x the associated discount.
You can enter here any factor you require.
Then
Click On:
OK
To save the information.
You can use the fields A, B and C for different levels of discount.
D must always be one for the basic level of discount.
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6. Operators.
Click On:
Maintenance / Operators
Here you can Insert, Change or delete operators.
These names will appear on the Operator list on
the till.
Changes made to the list will only appear at the till
when you update the till.
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7. POS Configuration.
Click On:
Maintenance / POS Configuration
Click On:
Change
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Click On:
Payment Details
This allows you to set certain parameters for your point of sale.
Minimum Payment = the minimum amount a member can pay in to his account. Once an
amount has been set in here the point of sale will not accept a lower amount.
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Members O/D Limit = you can set a maximum amount where members account can not go
more than this over drawn.
VIP O/D Limit = you can set a maximum amount where an account with the VIP status
cannot go more than this overdrawn. This Field also applies to Kitty and Society Cards.
Bonus Amount = this is where you can enter an amount when operating the Bonus reward
system
Click On:
Payment Uplifts
This is a scheme to encourage members to pay into their accounts large sums at one time.
The scheme will run over a given period and relates to every pay in a member makes over
that period of time.
You are able to set the levels here.
So, a member will pay in a certain amount of money into his account and the Club will
allocate him a %.
Pay Uplift Limit 1 = 500
%=5
When the member pays in £500.00 the Club automatically will pay into his account 5%.
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Click On:
Discount Adjustment Parameters
We have already looked at A, B, C and D.
See above.
Bands and Rates is a reward scheme, which relates to the amount a member spends in a
given time, usually a calendar year.
You are able to set a band, which would be a factor times the associated discount and a
rate at which this would happen.
For Example:
A club are giving their members a 13% discount for under £500 spent.
A 15% discount when they spend more than £500
A 17.5% discount when they spend more than £1000.
So 1.00 is in the 1st column under Bands for £0 - £500.
1.15 (15/13) is in the 2nd column under Bands for Spends between £501 - £1000.
1.35 (17.5/13) is in the 3rd column under bands for spends over £1001.
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In the 1st Rate column there should be a 0
In the 2nd Rate column there should be 501
In the 3rd Rate column there should be 1001
At the end of the year the Year Spend must be zeroed this is done by Highcraft.
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8. Unit Configuration.
Click On:
Maintenance / Unit Configuration
This shows the units set up.
Highcraft staff on installation sets these up.
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