Version 5.8 is coming Fall 2015. What is in store for you in this update? Keep reading below to get more details.

 

Highlights

EMV Credit Card Support - In Version 5.8 we have made major enhancements to credit card processing to add support for EMV card readers through both ETS and OpenEdge (formerly PayPros). EMV processing requirements are coming in October 2015. To get more information about EMV and the requirements for your club, please click here to read more.

Additionally, we have added support for multiple merchant processing tokens through out the system to help clients with multiple physical locations that need to have card payments be deposited in to different bank accounts. Ie. Clubs with multiple companies in one system.

 

Clubessential Unification 2.0  -  With our 5.7 release we brought a full unification of the ClubSoft Office product to the Clubessential web product. With Version 5.8, we are adding even more unification components, including additional configuration options to help streamline the member roster sync. Additionally, we continue to expand the information we are able to push from the Office system into your Clubessential website. 

 

Integrated Dynamic Help Features (Knowledge Base) - Throughout the entire Club Management Application, new "help" icons will be available. When you click on any of the help icons on a edit form, management grid or wizard, you will be directed to the Clubessential Knowledge Base website where additional help will be provided.

 

Member Dynamic Groups w/Sync - The system now allows you to define membership groups based on specific criteria, instead of selecting specific members. For example, you could create a group that always contains your male members between the ages of 45 and 55, who are not resigned. That is just one example, but many other options exist. Check the new Dynamic Member Group editor when you are upgraded.

Additionally, any dynamic groups you create will automatically be synced with your Clubessential Roster.

 

Data Genie Enhancements - The Data Genie has been updated to allow for "Public Views" to be saved so that you can share a personal genie view with any other employee in the system. The shared view will be read-only, so rest assured that your view will not be modified. Additionally, you can now schedule a Genie View to be delivered automatically to you by email just like existing Interactive Reports.

 

AP Invoice Entry Enhancements w/ Prepaids - We have updated the AP invoice entry process to minimize the number of window interactions presented to the user. Instead of selecting from a potential list of Item Receipts, the user will select the vendor first, and only if there are open Item Receipts will the system ask you to select one or more. This will dramatically cut down on the invoice entry time for vendors that never have Item Receipts. 

Additionally, we have added support to process an invoice as a "pre-paid expense". This will allow you to specify how much of the invoice is current expense, with the option to have the system automatically reclassify remaining pre-paid expense on a schedule you define.

 

Point of Sale Performance Improvements - Just like our User Interface update in Version 5.6 dramatically changed the look and feel of POS, we have now gone back into the POS system and given the back-end system a huge overhaul. The goal of these changes should be to improve response time during order entry, discount and price calculations, sending/firing speed to prep printers and settle / pay ticket performance. Each one of these areas was laser targeted to improve performance and remove any unneeded communication with the database. This should result in a much snappier interaction for users during the normal course of operation in the system.

 

Avalara Tax Integration - The system now support integration with the 3rd Party tax calculation service Avalara. This allows the system to determine tax on billing schedules based on the members primary address instead of the club address in the event that a tax nexus exists outside of the clubs home state. Please contact support for more information if you believe that this would be helpful for your club.

Mobile Food POS Integration - TBD

 

Accounts Payable

New Features

  • Pay Bills - Discount field is now editable.
  • Enter Vendor Invoices/Invoice Import - Added support for flat file import.
  • Manage Purchase Orders/Grid - Added Sales Areas as an option under Customize Columns.
  • Manage Item Receipts/Grid - Added Sales Areas as an option under Customize Columns.
  • Enter Vendor Invoices/ Prepaid - Added Prepaid option to the Invoice entry screen.  Once selected the Configure button will enable for set up, and once posted the system will create the appropriate journal entries available under Approve Journal Entry Batches.
  • Enter Vendor Invoices - Updated the invoice entry process so the Open Item Receipt screen doesn't display for vendors that don't have any.  Also added Find Item Receipt button for quick lookup.

 

Fixes

  • Payment Terms - Corrected an issue where the Discount Percentage field would not accept a 0.
  • Manage Vendor Invoices - Changed system so that all Vendor Invoices created in version 5.8, that are tied to an Item Receipt, will report the Item Receipt Number and Item Receipt Date on the Manage Vendor Invoices Grid.

 

Classic Web

Fixes

  • Club Roster - Corrected an issue where the system was not honoring the Hide flag in the member Profile for the Photo.

CMA

New Features

  • Addresses - When creating an address the system will default in an Address Category, for Members the Member Grid Default in System Settings, for all others the first category of that type in the system.
  • Multi-Area Inventory - Updated Item Receipts and Inventory Adjustments so the Area defaults to the Area used on the last entry by the current User, if the user no longer has rights to that Area the system will default to (None).
  • Multi-Area Inventory - Updated Inventory Count Wizard to default area to the Default Area in System Settings, if the user doesn't have rights to that Area the system will default to (None). 
  • Phone grids - Added 'Is Default' option to the Column Chooser for Member, Employee, and Vendor phone grids.
  • Help Icon - A help icon was added throughout the system, which is linked to Clubessential's online help.
  • Email Addresses - Added support for all suffixes two characters or longer.
  • Event Integration - The system will now use the Event Name as the Invoice Description instead of the Area name.
  • Tax Codes - Added support throughout the system for multiple Service Charge, Tax Codes.  Please check your system to verify that you do not have multiple Service Charge, Tax Code Items selected by mistake.  The system would have ignored it before but will begin charging them after the update.

Fixes

  • Grids - Removed all unnecessary columns from the grids throughout the system.

 

Employees

New Features

  • Timekeeping Export - Added support for Doherty Payroll System.
  • Timekeeping Export - Settings will now be saved and used to populate the screen the next time the user selects it.
  • Groups - Added Department tab.  Employees can now inherit Department rights from the Employee Group.
  • Manage Employees - Area is now required.
  • Manage Employee/Security - Added ne Role, 'Allow Negative Quantity and Returns' under the POS Terminal Category.  This role defaults to off.

Fixes

  • Employee - Corrected an issue where the Ledger setting on the Job Code screen would not save properly if the same account was listed with multiple departments.  The system was defaulting to the first department regardless of which one was selected.

 

General Ledger

New Features

  • Budgets - Updated error message so it states specifically which lines in the import file cannot be imported.  In addition, the error message is automatically being saved to the Windows Clipboard so it can easily be pasted into a word processing program.
  • Bank Reconciliation Wizard - Added 'Out of Balance' feature which will display the amount the Bank Reconciliation is out of balance.
  • General Ledger Transactions - Formatted Budget column to reflect the normal balance of each account type. 
  • General Ledger Transactions/Print Grid - Added Summary Totals when printing the grid.
  • Journal Entry Wizard/Import from CSV - After importing, the lines in the Journal Entry screen will be in the same order as the import file.

Fixes

  • Year End Wizard - Corrected grid formatting issues with extra columns and missing headers.

 

Guest Rooms

Fixes

  • Cancel Room - System will no longer allow a user to cancel a room if there are charges on the folio.

 

Items

New Features

  • Manage Items/Grid - Added Average Cost as an option under Customize Columns.
  • Manage Items/Grid - Added Preferred Vendor as an option under Customize Columns. 
  • Manage Items - When an item does not have a Preferred Vendor set, the system will set it based on the Vendor selected for the next Purchase Order or Item Receipt entered.  Once set the field will not be overwritten by any other Purchase Order or Item Receipt.
  • Manage Item Categories - When creating a new Item Category Print on Pay and Print on Settle will default to enabled.
  • Inventory Adjustment Wizard - Added 'Exclude Items With Zero Variance'.  When enabled items with zero variance will not report on the Inventory Count Summary Report.
  • Inventory Count Wizard  - 'File Has Header' option will now save per user.
  • Manage Item Combos - Save and New will now copy the following settings from the original Item Combo, Combo Type, No Modifier Upgrade, Auto Increment Seat, Auto Increment Cover, Do Not Print Modifiers, and all settings on POS Button Style tab.
  • Manage Item Categories - When an Item Category has 'Always Alphabetize Items' checked on the Item Selection tab, and that Item Category is selected from the Item screen, that item will automatically alphabetize when viewing the Item Category.

Fixes

  • Inventory Count Wizard - Corrected an issue where the system would not accept fractional counts for items that were set to Allow Fractional Quantities. 
  • Deleting - Changed the system so it does not allow the Delete of Items, Item Combos, Item Categories, or Item Groups if they are used in configuration fields throughout the system.

Marketing

Fixes

  • Marketing Wizard/Clone Existing Campaign - Corrected an issue where the system did not prompt correctly when the Name being used was previously used on another Campaign.

 

Membership

New Features

  • Billing Schedule - Changed system so the screen defaults to 'Use Item' when creating a new Billing Schedule.
  • Import Starting Balances - Updated error message so it states specifically which members in the import file can not be imported.  In addition, the error message is automatically saved to the Windows Clipboard so it can easily be pasted into a word processing program.
  • Manage Members - Removed Total Due column.
  • Manage Members - Changed Voucher screen so the two previous grids are combined into one, displaying each Voucher with drill down to redeemed detail.
  • Member Payments - The system now blanks out the Ledger field and requires the user to populate it for Non-Member payments.
  • Member Credit Book - Added ability to edit credit book batches in the same way all other membership batches can be edited.
  • Types/Grid - Added multi-edit for several fields on the grid.
  • Member Statements - Added ability to report up to seven credit book balances and the total credit book balance on the member Statement.
  • Member Groups - Added Dynamic option to the Member Group screen.  When enabled the Member Group can be set up with specific criteria and all members who meet that criteria will automatically be added to the group.  The system will check each night for any new members that meet the criteria, and add them at that time.
  • Manage Members/Statements - When printing or emailing statements from inside the member file, the system will now include detail based on the 'Include Statement Details on Statement' setting in the member file.
  • Member Payments - Added warning prompt when no credit card is selected during a manual credit card payment.
  • Member Groups - Added sync with Clubessential.
  • New Member Wizard - Added support for numeric suffixes through the Member Number Mask in System Settings, Membership.
  • Print Member Statements - When emailing statements through the Statement Wizard the system will check to see if the spouse member has an email address set with the Statement, Notification Type and will send a copy of the statement to that email address as well.
  • Statement Messages - Updated html editor to use the new editor being used throughout the rest of the system.
  • Member Type - Added 'Is Spouse' flag.  When a member is set to a Member Type with this field set, the system will 'link" them to the Spouse field on the Billing Member, if the Spouse field on the Billing Member is currently set to (None).

Fixes

  • Manage Members/New - Changed system so the gender field on all new members defaults to blank.
  • Manage Member - Corrected a problem where the system would allow the user to enter a space as the Member Number field and Save it.
  • Minimums - Corrected an issue with leap year minimum charges.
  • Club Essential Sync - Changed the system so that regardless of the format used when entering a phone number in the Member Profile in Club Essential it will pull into Office as (xxx)xxx-xxxx.

 

POS

New Features

  • Guest Lookup - Added Guest Type, Annual Visit and Monthly Visit columns to the grid.
  • Manage Ticket Templates/Raw Text Control - Added Condition and Text, the system will look for the Condition in the ticket and if found will print the Text.
  • Settle Ticket/Receipt Details - Added Display Property, 'ShowServiceChargeDetail'.  When set to true, if multiple service charges applied to the ticket, the ticket will break out each service charge into it's own line.
  • Service Charge Exempt - Added Service Charge Exempt and Tax and Service Charge Exempt options to the Close Ticket screen.
  • Gift Card/Credit Book - Changed the way POS handles available balances for Gift Card and Credit Book to increase performance.
  • Manage Ticket Templates/Pay Ticket - Added Control,  Credit Card Trans Failed, which will print the last message or all messages when a credit card is declined.  This feature requires that the body of the template, and the control itself, have a width of at least 40.
  • Manage Ticket Templates/Settle Ticket - Added Control, EMV Credit Card, which will print the required EMV fields.  This feature requires that the body of the template, and the control itself, have a width of at least 40.
  • Charge Tab - The Charge Tab feature is not supported with Open Edge credit card processing, so in Areas where the Tab Payment field  is tied to an Open Edge token, the Charge Tab button will not display in POS.
  • Ticket Audit Report - Added logging for  changes to a ticket's Tax Exempt and Service Charge Exempt status.
  • System Tools/Utilities - Added 'Only show Gift Cards with exact match' option.  When enabled the available Gift Card list accessed from the Close Ticket screen will only display Gift Cards that are an exact match to the Track or Card Number entered.
  • Tee Times - Added support for 'Reserve As a Person' option in Club Essential.  When selected during creation of tee time, the member selected will be added to the list of Paying Members in POS.
  • Manage Ticket Templates - Added 'Tee Time' ticket control.

Fixes

  • Events/Member Charge All - Changed programming to speed up processing when using the Member Charge All button.
  • Events/Clubessential - Corrected an issue where the system was always using the price from Club Essential.  Now it will look at the POS Item and if the POS item does not have a price, then it will use the Club Essential price.
  • Screen Group Designer - Corrected an issue where the BackColor feature was not working.
  • Edit Area Layout - Added diamond Area Object.
  • Return From History/Tax Inclusive Items - Corrected an issue where the system was not properly refunding the tax when using the Return From History feature with a Tax Inclusive Item.
  • Transfer Tickets - Changed system to increase performance for this feature.
  • Prefs button - Corrected an issue where the Prefs button was not blinking when the member had one or more Preferences.

 

Reports

New Features

  • Data Genie - Added 'Make Layout Public' option.  When checked the layout will be available for all users to view.
  • Data Genie - Added Schedule Email option.
  • Data Genie/Sales Summary View - Added Ticket and Ref to the Field List.  These fields will only be available for new Layouts.
  • Member Minimum Activity Report - 'Include Pending' filter will now default checked.
  • 1099 Summary Report - Added Recipient and Tax ID columns.
  • Trial Balance - Added full department and company to the Account# column.
  • Member Type Count Audit - Added Resigned Date column.
  • Member Type Count Audit - Added Member Groups parameter.
  • Member Roster Export - Added Email Note and Phone Note to filter criteria.
  • Sales By Tender Type - Added Folio column.
  • Custom Field List - Added Type and Status filters.
  • Member List Report - Added Status filter.

Fixes

  • Inventory Transaction Summary Export - Corrected an issue where the report was not including transactions that occurred on the End Date.

 

System

New Features

  • System Settings/Membership - Changed system so new installs will default 'Display Member Info Banner' to selected.
  • Areas/POS Options - Added Gratuity Override.
  • System Settings/Reserve Anywhere -  Added 'Cover Count Item' field under System Settings, Partner Products, Reserve Gateway, Receivable Settings.  The system will add this item to all events from Reserve and populate the quantity sold with the attendee count from Reserve to allow for reporting on attendees.  Please note, the system is expecting this to be a zero dollar item.
  • Clubessential Sync - Added "Visible on Web Roster' and 'Restrict Web Login' fields from the Member Type and Member Status to the sync.
  • Clubessential Sync - Changed sync so critical information in Office cannot be overwritten by information on the website.  Changes made on the website to Member Name fields, birthdate, gender, etc will not be pulled into Office unless the field is blank in Office.  Changes, not Deletes, to address, email and phone will be pulled into Office. 
  • System Settings/Clubessential - Added Item Category tab.  Selected Item Categories will sync with Clubessential.
  • System Settings/Clubessential - Added Member Type tab.  Selected Member Types will sync with Clubessential.
  • System Settings/Clubessential - Added Resigned Member Status tab.  Member's with selected Member Status' will not be able to log into the website.
  • System Settings/Clubessential - Added Log tab which will display items pushed to, and pulled from Clubessential.
  • System Settings/Clubessential - Added Sync tab which displays Last Sync Dates and will allow Manual Sync by Item, Area, Member, Member Type, Member Status, Member Groups and Online Order Items. 
  • System Settings/General - Added Report Font field to allow the customization of the font on all reports.
  • Areas/Ticket Options - Added 'Auto-Print Pay Ticket After Failed EMV Transaction'.

Fixes

  • Meal Periods - Corrected an issue where the All flag under Day of the Week would not save.