Highlights

Global Transaction Search - Added a new global transaction search to the Office application. The system will search for any ticket #, invoice #, dollar amount or posting memo and return all the results in an easy search screen. When you double click on a search result the system will automatically navigate you to that item in the system.

 

Enhanced Grid Security - Previously, when a user had rights to a management grid, but one or more of the items listed was not available to them due to security filters, it was very hard to figure out if that record was missing or why the user was unable to find it. We have updated the "All Records" button to show the user all records, even if they do not have rights to edit them, but by highlighting the row, the system will tell them why they do not have access to that record.

 

Scheduled Member Type/ Status Changes - You can now pre-schedule a member type or status change to occur automatically at some point in the future. This will allow easy maintenance of a seasonal membership, pending resignation, or leave of absence memberships.

 

Bulk Maintenance Notification Types - The application has been updated to include two new grid views available to users with the appropriate roles. These grids allow a user to manage at a bulk level the notification types (Statement, etc) linked to physical mailing addresses and email addresses. For example, being able to determine all the members who have Statement notifications linked to an address. Alternatively, you might want export a list of addresses or emails that are not configured for any notification types.

Axis Unification Changes - The application has been updated to allow for unification between one Office database to multiple Axis websites. This will allow clients with a single database hosting multiple clubs unify with stand alone Axis reservations systems. Additionally, sync support has been added for the following:

• Selected Member Groups

• Employees with Type and Statuses

• Optional Photo Sync

Player Type / Golf Play / Rounds Items - The application now has a new member field called "Player Type". This is a reporting field that can be used in conjunction with the Golf Play Data Genie View. In addition, the previous Golf Round configuration has been updated to be completely dynamic for all values. This allows a client to configure any rounds reporting and Genie analysis based on their own requirements. See the Membership Menu for (Player Types, Golf Fee Categories & Golf Fee Types)

Multi-Select Lookup Lists - A new User Interface element has been added to Office to replace two older controls. This would be used anywhere that a user needed to select multiple items from a search-able list. For example, in previous versions, in interactive reports, all multi-select fields were done with a drop down combo box. This was very difficult to use when the lists had any significant number of items in them. Additionally they were not able to be searched or filtered. The new Multi-Select lookup list allows for both.

Allocate Shipping- Added a quick method to allocate shipping expense to the receipt of inventory items.

Kiosk Mode - Added a new POS operating mode for Kiosk. This allows the POS terminal to be configured for use directly by members in a self-service style environment. For example, a check-in screen at the fitness center would allow a member to check with just the swipe of a card. Alternatively, the pool area could be configured for member's to check-in and optionally select if they are bringing any guests.

 

ReServe Cloud Integration - Added full integration support for the ReServe Cloud Product. 

 

Accounts Payable

New Features

• Enter Vendor Invoices/Imports - Added Memo as an import field.

• Manage Vendors/Grid - Added Email as an option under Column Chooser to be added to the grid.  It will display the Default email address for the vendor.

• Manage Item Receipts - Added Allocate Shipping button.  When used, the system will calculate the percentage of the total of each line in the Item Receipt and then disburse the amount allocated to each line based on that percentage.
• Manage Item Receipts - Simplified the Print Inventory Labels screen.

• Manage Vendors - Added 'Use Tax Vendor' flag.  When enabled the system will prompt with a reminder on the Enter Invoice Screen that the Vendor is a Use Tax Vendor.
• Manage Vendors/Vendor Setup - Added VCard Payment field.

• Manage Vendors/Grid - Added 'Use Tax Vendor' as an option under Customize Columns. 

• Manage Vendors - Added ability to set AP Ledger, Expense Ledger and Terms Discount Ledger to (None).

• Payment Terms - Added support of fractional quantities in the Discount field.

• Quick Check - Added Reciprocal Check option to this feature.

Fixes

• Entry Screens - Corrected an issue where the system would lose focus when the user tabbed through the lines on the Vendor Invoice, Quick Check, Purchase Order and Item Receipt screens.

• Enter Vendor Invoices/Departmental Split - Corrected an issue where the system was not always rounding correctly.  Now if the system cannot create a balanced entry it will split the invoice amount without rounding and prompt the user to make the correction where they see fit.

 

Club Intelligence

Fixes

• Events Dashboard - The system will not display the Events Dashboard for clubs that do not have the Events Module.

 

CMA

New Features

• Dynamic Help - Update Help feature so it loads in a tab inside CMA instead of launching a web browser.

• Help/License Activity - Added License Activity option to allow Administrative Users to Delete active sessions to free up licenses.

• Selection Boxes - Updated many of the selection boxes throughout the system for speed of use.  This change effects, but is not limited to, the following screens, Manage Item/Modifiers, Item Combos, Item Category, Item Modifier Group, Contests, Text Message Blast, Print Member Statements, Enter Vendor Invoices, Quick Check, and Manage Item Receipts.

• Batch Reports - Added posted date and time and who the batch was posted by to the header of all batch reports.

• Grids/Active button - On all grids, when the Active button is set to All Records, the system will now display everything that the user doesn't have rights to view in grey.  When the user double clicks on something that displays as grey, the system will tell them what rights they need to be able to view it.

• Transaction Search - Added Transaction Search field to the top left of the CMA screen.  It will search all of  the ID, Description, Amount, and Memo fields in the system.
• Multi-Company - Add support for breaking out the Membership by Company.

Fixes

• Addresses - Corrected an issue where the system would place a '_' in the State field if the State was deleted from an existing address. 
• Grids/Last Modified By - Corrected an issue where the Last Modified By field was not updating when a batch was posted.
• Grids/Last Modified Date - Corrected an issue where the Last Modified Date field was not updating when a batch was posted.

Employees

New Features

• Manage Employees/Security - Added alternating row color for easier use.

• Manage Employees/Security - Added new role, 'Service Charge Exempt' to POS Terminal Category.  Employees without this role will not be able to use the Service Charge Exempt options in POS.

• Manage Employees/Security - Added new role, 'Tax Exempt' to POS Terminal Category.  Employees without this role will not be able to use the Tax Exempt options in POS.

• Manage Timekeeping - This feature has been re-instated and updated with new controls that are consistent with the rest of CMA.

 

Events

Fixes

• Recurring Events - Corrected an issue where the time range was not displaying for recurring events.

 

General Ledger

New Features

• Accounts - Added MICR field to the Banking tab.  Also added it as an available field to Check report.

Fixes

• General Ledger Transaction Grid - Corrected an issue where the system was not recognizing permissions grated at the Employee level and was filtering the grid incorrectly.

 

Guest Rooms

New Features

• Reservation - Added Save and Close button to the Reservation screen.  

Fixes

• Reservation - Corrected an issue which allowed a reservation to be created that overlapped an existing reservation.

• Reservation - Corrected an issue where using a Named Guest wouldn't save correctly.

• Block - Corrected an issue causing an error to be thrown when using Cancel Changes to exit a Block.

 

Items

New Features

• Inventory Adjustment Wizard/Import From CSV - Added ability to import by SKU.

• Manage Items/Golf Rounds Setup - Replaced Number of Holes with Golf Fee Category.

• Manage Items/Golf Rounds Setup - Replaced Round Type with Golf Fee Type.
• Manage Items/Button Style - Changed system so that if the 'Override Category Style' flag is enabled, when the Item Category is changed on that Item the system will prompt asking if the user would like to update the button settings.  When the users says Yes, the system will disable the 'Override Category Style' flag and change the Button Style to match the settings from the new Item Category.

• Manage Items/Inventory - System will now allow the use of duplicate sku numbers.  The user will be prompted that the sku is already in use, and asked to verify that they wish to duplicate it.

• Manage Price Scheduling/Prices Tab - Added 'Exclusive' option, when enabled, if multiple price schedules apply to an item, the system will apply only the Exclusive Price Schedule that gives the largest discount and ignore all others. 

Fixes

• Manage Items/Voucher - Added ability to set Credit Item to '(None)' as long as the Voucher Item flag is not checked.
• Manage Items/Print Configuration - Corrected an issue where the system was creating new print lines with the Message field defaulting to (None) instead of the Item Name.

 

Membership

New Features

• Cash Receipt Types - Added 'Post to G/L With Detail' option.  When enabled the system will post the batch with one line per cash receipt so that the Bank Reconciliation Wizard will list each cash receipt instead of a lump sum for the entire batch.

• Cash Receipt Types - Added 'Default AR Account' which when set will override the Primary AR Account in System Settings.

• Manage Members/Grid - Updated Member Grid so the Join Date column for dependent members is populated with the main member's Join Date.

• Manage Members/Grid - Added 'Has Photo' option to the Customize Column list.

• Manage Members/Grid - When using Multi Edit for Member Type and Member Status with Change Reason enabled, the system will prompt asking if the selected Change Reason should be used for all of the members.

• Manage Members/Scheduled Changes - Added ability to schedule changes to Member Type and Member Status.

• Manage Members/New Member Wizard - Corrected an issue where the Save and New button on Phones was not displaying the New Phone screen.

• Golf Fee Categories - Located under Membership in the menu at the top of the screen, Golf Fee Categories allow the Club to set up their own fee categories to be used in the Golf Rounds Setup section of Items.

• Golf Fee Types - Located under Membership in the menu at the top of the screen, Golf Fee Types allow the Club to set up their own fee types to be used in the Golf Rounds Setup section of Items.

• Player Types - Located under Membership in the menu at the top of the screen, Player Types allow the Club to set up their own Player Types to be used in the Member file.  This feature replaces the Golfer Type field in previous versions.

• Member Charge - The Service Charge column will allow an edit to $0.00 but any other changes will revert back to the calculated amount after leaving the field.

Fixes

• New Member Wizard - Corrected an issue where creating a dependent/spouse member with an 'Is Spouse' Member Type was not setting the Spouse field on the Billing Member.
• Approve Charge Batches - Changed the system so that tickets originating from Tee Times, Activities or On Line Orders cannot be deleted through CMA.

 

POS

New Features

• Messages - Added 'Enable Area Filters' option which will display an Areas tab and allow for the message to be configured to only display on selected Areas.

• Online Orders - Added Notes button that will display if the member enters Special Instructions during ordering through Mobile Menu.

• Edit Area Layout - Added scroll bars.

• Manage Ticket Templates - Added new Control, 'Credit Book', which will print total credit book available for the member in the ticket area.

• Ticket List - Added Member Charge All button to the bottom of the Ticket List.  The button will default to 'Enabled' for all Check-In Areas and can be enabled for any other area by selecting the option in the manage Terminals list in Office.

• System Tools/Re-Opening a ticket - Added warning prompt when re-opening a refund ticket settled to credit book reminding the user that the credit book will remain and must be manually adjusted.

• System Tools/Utilities - Added 'Print To Screen' option.
• System Tools/Transfer All Tickets - Added confirmation.

• Consolidated End Of Shift Report - Added Subtotal.

• Tee Times/Member Charge All - Updated feature so any charges for Guests in the reservation will be charged to the Member.

 Fixes

• Shift Summary by Server - Corrected an issue where tickets that were re-opened and closed again would report based on Closed Date and not with the original shift.

• Ticket Entry/Upcharge Item - Corrected an issue where if the Upcharge Item feature was used on a Combo Item and then the Change Qty was applied the system was reverting the item price back to the original amount.

• Change Quantity - Corrected an issue where Using the Change Quantity button with a negative quantity on an  item with a Flat Service Charge would result in the service charge being applied as a positive amount.

• Tee Times - Correct an issue where an error would be thrown when re-opening a tee time ticket and trying ot close it again when the system is configured to use Axis tee times.
• Tee Times - Added support for exporting reports from the Admin Dashboard.
• Return from History - Corrected an the return price calculation that is exposed the second time you return an item when the original item quantity is greater than 1. 
• Order Entry/Send - Corrected an issue where the system was not recognizing unsent items when there were multiple tickets on one table.
• Tee Times/Activities - Corrected and issue where setting the Auto Refresh to '0 Minutes' would cause an error to be thrown.  The' 0 Minutes' option has been replaced with 'Disable Timer'.

Reports

New Features

• Saved Report Criteria - Added 'Make Public" option which allows Saved reports to be shared.  Once that option is selected and the Report Settings are saved, other users will have those Report Settings available to select that report criteria as if they had saved it themselves.

• Accounting/Balance Sheet - Added 'Show Prior YTD' option.

• Accounting/Balance Sheet - Added ability to select multiple companies.

• Accounting/Balance Sheet - Added Total Liabilities line.

• Accounting/Balance Sheet Drill Down - Added Prior YTD totals at the Account and Period level.

• Accounting/Balance Sheet Drill Down - Added ability to select multiple companies.

• Accounting/Balance Sheet Drill Down - Added Total Liabilities line.

• Accounting - Added Currency Format option to all Balance Sheet and Income Statement reports.

• Account/Balance Sheet and Income Statement - Set all Balance Sheet and Income Statement reports so the account number will wrap instead of being cut off.

• Accounting/Sales Tax Detail - Added breakout for multiple service charges.

• Employee/Employee Hours - Changed the report so that results will include Employees whose Area and Department security comes from the employee level not just the employee group level.

• Membership/Installment Billing - Added From and To to the header of the report.

• Membership/Installment Billing - Added Adjustment Column.

• Membership/Member Voucher Transactions - Added totals.

• Point of Sale/Golf Rounds - Updated  report options to use new Golf Fee Category, Golf Fee Type and Player Type.

• Point of Sale/Exempt Sales - Added new Exempt Sales report which will give Invoice Number, Area, Employee, Member, Exempt Types and Invoice Total. 

• Vendor/Check Register - Added Department to Account filer.

• Vendor/Aged Open Invoice Report - Added multi-select to Vendor Categories and Vendors.

• Vendor/Aged Open Invoice Report - Added 'Print Each Vendor on New Page' option.

• Data Genie/Vendor Purchases - Added Due Date.
• Member Lookup- Added support for company level filtering based on Device selected, which can be toggled on and off based on the 'Show Company Toggle On Member Lookup In POS' setting at the Area level.

 

Fixes

• My Saved Reports- Updated so list is alphabetized.

• Point of Sale/Daily Sales - Corrected an issue where the Hours Worked was being inflated.  Changed the rounding to two decimals and reformatted the report for better export.

• Membership/Projected Member Billing Monthly - Corrected the report so that Billing Schedules that have been Customized to $0 are included in the report.
• Aged Open Invoices - Corrected the report so column headers print on all pages.

System

New Features

• System Settings/Services/File Export/API Push -  The File Export settings in System Settings now allow users to specify a URL to POST to. The results of the SQL Query that a user specifies will now be converted to JSON and posted to the CRM endpoint the user specifies.

• System Settings/Web Site/Clubessential - Added ability to specify which Member Groups are synced.

• System Settings/Services/File Export - Added ability to Include Header.

• System Settings/Accounts Payable - Added 'Disable vendor auto-population from previous vendor invoice' option.

• System Settings/Partner Products/ReServe Gateway - Added full integration support for the ReServe Cloud Product.
• System Settings/Partner Products/VCard - Added integration support for CSI VCard.  Working in conjunction with the VCsrd Payments setting in the Vendor file.

• Area/POS Options - Added 'Require Comp Selection' option.  When enabled POS will require that the user select from the list of Comp Reasons and will not display the option to type.

• Area/POS Options - Added 'Allow Employees To Change Display Order in POS' option.  When enabled 'Move Up' and 'Move Down' buttons will display on the Order Entry screen below the list of selected items which can be used to re-order the list of items.  The Pay and Settle tickets will print in the same order as the display order on the Order Entry screen.

• Area/POS Options - Added 'Group Like Items in POS' which will group identical items with identical modifiers together on the order entry screen and increment the quantity.

• Area/Ticket Options - Added 'Guest Pay Ticket' and 'Guest Settle Ticket' when set the system will use these ticket templates when printing tickets for the Guest Member in POS.

• Member Addresses Bulk Edit - Will display every member address for each of the Address Notification Types and allow Administrator users to Multi Edit, Address Category, Is Selected (Notification Type), Start Date, End Date, Is Perpetual, and Share with Dependent. 

• Member Emails Bulk Edit - Will display every member email address for each of the Address Notification Types and allow Administrator users to Multi Edit, Address Category, Is Selected (Notification Type), Start Date, End Date, Is Perpetual, and Share with Dependent.

• Tax Code Items - Added new Tax Type, Automatic Gratuity.  This is a Service Charge type and will be grouped in with Services Charges throughout the system but will not be included during tax calculation when the Tax is based on Base + Service Charge.

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Food & Beverage 101
Monday, March 14th, 20162:00 PM

Byte Size Learning - Live Education Session

New to your Club's F&B Department or just need a refresher on F&B basics with your Clubessential system? Join implementation specialist Carlie Smith as she walks you through the following:

1. Configuring your POS Screens: Tablets & Desktop
2. Setting up Groups
3. Setting up Items and Combo Items
4. POS System Settings
5. And More!

SIGN UP

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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. 

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Version 5.6 Service Pack 1 is just around the corner. What is in store for you in this update? Full unification with Clubessential, automatic database maintenance, multi-record edit and much more. Read more below to get more details.

 

Highlights

Clubessential / ClubSoft Platform Unification - The ClubSoft Office and POS products have been fully unified with the Clubessential product suite. This will allow existing Clubessential clients to link their ClubSoft membership database to their Clubessential online roster with out any manual processes. Additionally, users of the NetCaddy reservation products will have access to a fully integrated POS experience, where activity charges can be processed live in the POS from reservations made in NetCaddy and Event Manager. 

Automatic Database Maintenance - The ClubSoft Service will now attempt to perform basic database maintenance automatically each night. Previously, maintenance plans were only available for users of SQL Standard, and were difficult to configure and manage. In Version 5.6 SP1, those maintenance plans are built into the product for all users and will execute nightly to update commonly used table indexes. 

Conditional Grid Formatting - All of the main management grids have a new feature to allow for conditional formatting. This allows a user to define a condition for a column value and a display format for that cell or row. For Example: Highlight all members in red that have a balance in the over 90 column. These conditional formats are included when exporting the grid to Excel.

Multi-Record Edits - The following grids have been updated to allow a user to modify a single field on multiple records at one time without opening the main record. To access, select the "Multi-Edit" option on the grid, and then select the field and value you wish to change. This is a bulk operation and will affect all records selected on the main grid.

• Member Fields: Approval Date, Birthday Date, Elevated Spouse Privileges, Gender, Join Date, Late Fee Exempt, Member Groups, Member Status, Member Type, Minimum Adjustment Amount, Print Statement Details, Renew Date, Resignation Date, Tax Exempt, Web Restrict, Web Roster Visible, Wedding Anniversary Date

• Employee Fields: Birthday, Employee Groups, Employee Status, Employee Type, Gender, Hire Date, Locked, Release Date, Salaried Employee, Training Mode

• Vendor Fields: Inactive, On Hold, Terms, Vendor Category, Vendor Status

• Item Fields: Active, Allow Inventory Override, Apply Member Discount, AR Account, Ask For Name, Ask For Price, Ask For Quantity, Ask Guest Member, Asset Account, Auto Increment Cover, Auto Increment Seat, CO GS Account, CO GS Adjustment Account, Comp Account, Credit Book Eligible, Daily Special, Disable Discount, Discount Account, Fractional Qty, Golf Round, Hide In PO S, Inventoried Item, Inventory Adjustment Account, Item Category, Item Price, Item Price For Member, Preferred Vendor, Print On Pay, Print On Settle, Print Same Line, Rewards Credit Account, Sales Account, Tax Inclusive, Track Member History, Track Qty Countdown

• Item Category: Asset Account, Auto Increment Cover, Auto Increment Seat, Category Type, CO GS Account, CO GS Adjustment Account, Comp Account, Cost Percent Of Price, Default Course, Discount Account, Inventory Adjustment Account, Item Group, POS Display, Print On Pay, Print On Settle, Print Same Line, Rewards Account, Rewards Eligible, POS Message, Sales Account, Tipable

• Item Group: Asset Account, Category Type, COGS Account, COGS Adjustment Account, Comp Account, Discount Account, Inventory Adjustment Account, Rewards Credit Account, Sales Account

• Item Combos: Auto Increment Cover, Auto Increment Seat, Combo Type, Item Category, No Modifier Upcharge, Print Same Line

 

 

New Inventory Transaction Summary Report (Buyers Report) - A new report as been added to make it easier to account for inventory activity over time. The new Inventory Transaction Summary report is designed to be an Excel exported report with details to display beginning balance, receipts, adjustments, sales, cost and margin. 

• Report Fields: Beginning Quantity, Beginning Cost, Beginning Extended, Received Quantity, Received Cost, Received Extended, Adjustment Quantity, Adjustment Cost, Adjustment Extended, Sales Quantity, Gross Sales, Sales Discounts, Net Sales, Sales Cost, Margin $, Margin %.

 

Comtrol / Lodging Link Interface - A new system integration has been added to allow the POS application to settle ticket to a 3rd party PMS folio (guest room) using a the Lodging Link device by Comtrol.

• Compatible PMS Systems: A full list of compatible PMS systems is available at the following link. Supported Comtrol Property Management Systems

• New Charge Settlement Type: A new charge settlement type has been added to support posting charges to the PMS. When selected at POS, the system will prompt the server for a room number. Once provided the POS will contact the PMS system to retrieve a list of valid guests for that room number and the POS user can then select which guest to settle the transaction to. If the room is invalid, or none of the guests are allowed to post charges then the POS system will inform the user.

  

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Release Notes for Update 1.37

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IMPORTANT NOTICE

We know you are going to love the new features in our 5.6 Release. In order to start preparing to use these new tools, it is time to make sure you are up to date on your technical requirements. 

All workstations running ClubSoft CMA and ClubSoft POS will need to have Microsoft .NET 4.0 Full Framework installed by September 22nd.

For clients who have elected to have their ClubSoft server and database files hosted in our data center, this requirement will not effect you as our staff will handle the .NET upgrade for you.

For those of you who are not hosted clients, you must ensure ALL workstations are updated to .NET 4.0 in order for the 5.6 release to work on your system. To determine if you are running .NET 4.0 or not, we have created a link that will check your workstation to verify if you meet the required version. 

As always if you have question please contact our support team at support@clubsoftnorthamerica.com.

Click here to start the process 

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Release Notes for Update 1.36

New Features                                                                                       

• Dining: Quick Add + Date Sort

• Tournament: Join & Invite + Waitlist

• Tee Times Lottery: Enhanced Notification

• Mobile: Edit Tee Time + View Tee Sheet 

Performance Enhancements and Bug Fixes

• Tournament: Enhanced Code Structure + Team Add Fix

• Miscellaneous: SSO Enhancements

• Photo Gallery: Image Shift

• User Management: Ext. Field

• System: IOS8 Block

• Events: Child-Only Max RSVP

• Club News: Image Upload and Insert

 

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