User guide. July 2018

Transcription

1 User guide 1

2 Table of Contents System settings Employees Tee sheet and green fees Customer tab Orders tab and shopping cart Product tab Marketing tab Reporting tab

3 System settings Location system settings Main section General Settings Areas and Cash Registers Equipment Tee Sheet Settings Customer Tags Packages Membership Plans Auto-Gratuity Settings User Security Sub-sections Cancellation Policy, Payment Settings, Customer Payment Types, Tax Types, Merchandise Taxes, Security, Product Hierarchy, Quick Add Settings, Raincheck Settings, GL Accounts and more. New Area and Cash Registers New Equipment System Configuration, Configure Tee Sheet, Green Fee Rates, Reservation Types, Messages on the Tee Sheet, Player Slot Coloring and more. New Tag New Package New Membership Plan and Membership Settings New Auto-Gratuity Employees, Logins and Roles Updating business information 1. Navigate to System Settings, then Location Info. 2. Click the pencil icon to update the following information: Facility demographics Primary contact Secondary contact Hours of operation Closed dates Setting up GL codes Location-based 1. Navigate to System Settings GL accounts. 2. Enter in the GL codes, COGS account numbers, and Inventory account numbers. Please be sure to reference your Chart of Accounts to properly assign GL codes within the system. 3. Click Save. Brand-based 1. Log in at the Brand level. 2. Navigate to System Settings GL accounts. You will see a Brand Specific tab. 3. Enter in the GL codes, COGS account numbers, and Inventory account numbers for your Product Hierarchy items. Please be sure to reference your Chart of Accounts to properly assign GL codes within the system. 4. Click Save. 3

4 System settings Setting up taxes Navigate to System Settings Tax Types and/or System Settings Merchandise Taxes. Enter in the following: Name of the tax Rate of the tax If the tax is applied to green fees Category and subcategory Allow flexible: Gives you the ability to change the tax rate on a per product basis Click Save. Hours of Operation Adding hours of operation To enter your hours of operation for the first time: Go to System Settings Location Info. Click the pencil icon next to Hours of Operation to edit. This will open your Regular Schedule. You can also select specific weeks from the select week drop down menu. Select Open Times and Closed Times from the drop down menus for each day of the week. You can also use the Copy Previous Day links for faster entering. If your business is closed on a day, just leave the day blank. Click Save. Add closed dates Your closed dates are any special days outside of your regular schedule in which your business is closed, like national holidays. No reservations can be booked when your business is closed that day. It s a good idea to enter closed dates at the start of each year. To add closed dates: Go to System Settings Location Info. Click the pencil icon next to Closed Dates to edit. The Edit Closed Dates page will open. Click Add Closed Date. Select your first closed date from the Closed Date calendar. Enter a description for the closed date, such as the name of the holiday. This will appear to customers. Click Save. Repeat for each day your business will be closed. Update hours of operation / closed dates You can add or edit closed dates and change your hours of operation any time in System Settings Location Info. For Hours of Operation, you can change your Regular Schedule or select a specific week from the drop down menu. Please note, if you change your hours of operation or add closed dates, be sure to update each employee s schedule in the Schedules tab or in their employee profile so they will not be available when your business is closed. Creating/editing areas and registers To setup and utilize this feature, please reach out to GolfNow Cares at

5 Employees Creating a new employee Step 1: Employee information 1. Go to System Settings then Employees. 2. Click New Employee. 3. First Name: Enter the employee s first name. 4. Last Name (Optional): Enter the employee s last name. 5. Gender: Select the employee s gender Enter the employee s address. If you want this employee to receive notifications from the system, this is the address that GolfNow One will use. 7. Create Login for this Employee (Optional) Recommended: Check the box to create a login that connects the employee to a GolfNow One user account. If you check this box, you ll add login information in Step 5. Logins can also be created separately and connected later. 8. Type: Select Scheduled if the employee has set working hours and performs services, or select Freelancer. The Freelancer type is unrelated to compensation. If employees are on contract, 1099, or rent space, but want to be booked online, they should be listed as Scheduled, not Freelancer. 9. Status: This field is useful when an employee leaves your business. For now, just leave this as Active. Specify Employment End Date 10. Maximum number of appointments staff member can have each day (Optional): Enter the maximum number of appointments this employee can be scheduled for in a day. If a maximum is entered, the system will not allow an appointment to be scheduled with an employee if the maximum is reached. This setting overrides the universal Max # of appointments staff member can have each day setting in General Settings. 11. Photo (Optional): Upload a profile photo that will appear to customers in online booking. Recommended image size: 640px x 640px Profile Description (Optional): Enter a brief bio or description that will appear to customers in online booking. Employee Notes (Optional): Use this field to store additional information or notes about the employee for Admin use only. 12. Service Type (Optional): Select if the employee is Staff, House, or Front Desk. 13. Contact Information (Optional): Enter the employee s contact information. To send the employee SMS internal notifications, enter a Mobile Phone Number, check SMS, and choose a Provider. Click Continue. Step 2: Compensation and benefits The Compensation & Benefits page that appears next is where you set up how the employee is paid. The information entered in this tab determines how data is calculated in the Payroll Report. G1 has many ways of handling compensation, the most popular methods being Flat Hourly and Commission. Want to skip this section? If you are not using G1 to track payroll, select None in Pay Type and click Continue. 1. Group: Select the Group the employee belongs to, if any. 2. Pay Type: Select one and enter amounts. 3. Pay Type Classes/Workshops: Complete this section if you offer classes and/or workshops. 4. Pay Type Products: Complete this section if you offer commission for retail product sales. 5. Vacation Days: Enter how many vacation days the employee can take in a year. 6. Sick Days: Enter how many sick days the employee can take in a year. 7. Personal Days: Enter how many personal days the employee can take in a year. 8. Employee ID: Enter the employee ID for payroll purposes. The information entered in this field will populate in payroll reports. 9. Exemptions: Select Has Dependents and enter the number of dependents or select Exempt. 10. Click Continue. 5

6 Employees Creating a new employee, continued Step 3: Select services 1. Select all of the services the employee can be scheduled to perform. New services can be entered in System Settings > Services. Click Continue. Note: You can skip this step by not checking any services and clicking Continue. When adding services to G1, you will have the opportunity to select which employees can perform each service if necessary. Step 4: Default schedule This section is where you add the employee s regular weekly schedule. The page contains a line for each day of the week where you can enter his/her hours for that day. Please note, this is for scheduled employees only. 1. Day Type: Use the Day Type drop down menu to select Workday or Day Off. Vacation Day, Personal Day, and Sick Day are also available, but are more likely used for week-to-week schedule changes. 2. Work Hours: Use the Start Time and End Time drop down menus to select working hours. For example, if the employee s works from 9 a.m. to 5 p.m. that day, select 9:00 AM from Start Time and 5:00 PM from End Time. 3. Lunch: You don t have to enter the employee s lunch hours here. You can always block out time day-by-day if it suits your business. If this employee does have regularly scheduled lunch hours, use the Start Time and End Time drop down menus to enter the time. This time will be blocked out on the calendar and labeled Lunch. 4. Click Continue when the employee s schedule is completed, if Create Login for Employee was selected in Step 1. Otherwise, click Finish. Step 5: Create login Create a login for the employee. Appears if Create Login for Employee was selected in Step First Name: Enter the user s first name. 2. Last Name: Enter the user s last name Enter the user s address. 4. Roles: Select user role(s) that best fit the employee s responsibilities and how he/she will use GolfNow One. 5. Optional Permissions: After selecting user role(s), set optional permissions that appear below. Some roles do not have optional permissions. 6. Default Page: Select the starting page the user will be directed to once logged in. 7. Username: Create a username. 8. Password: Create a password. 9. Retype Password: Retype the password for security. 10. Allow Universal Login: Select Yes to allow the user to log in from any location. Select No to restrict access the user can only log in from the IP address(es) specified in System Settings > Security. 11. Require password change at next login: Check this if the user is not present to set their own password and you would like it to be changed the next time he/she accesses the system. 12. Click Finish. Step 6: Application setting This section allows users to do three things: designate a server name that will display within the tablet as well on their receipt print outs, assign a 4 digit pin number used for Quick Login, and assign a specific register. 1. Server Name: Enter a name the Employee is comfortable with displaying within the tablet and on their guest receipts. 2. Pin Number: Enter a unique, 4-digit pin to be used for Quick Login. 3. Assign Register: Select the register that was created for the employee. 4. Select Continue to complete the employee creation. 6

7 Employees Changing a user s password 1. Navigate to System Settings, then Logins. 2. Find the user in the list and click Edit in the Actions column. 3. Scroll down to the Login section. From this section, you can change the username and password.* 4. Check User must change password next login if you ll allow the user to set his/her own password after they log in with the password you just entered. 5. Login 6. Click Submit. *If you change the user s password using this method, the system will not send an automated with the new password. Be sure to give the user his/ her new password. Creating employee groups Step 1: Create a group 1. Navigate to System Settings User Security Groups. 2. Click on New Group. 3. Enter in the following: Name, Description, Status. Step 2: Add employees to the group 1. Select an employee to add to the group from the Add Employee drop down. 2. Click Add. 3. Repeat the steps for all employees. Navigate to your Employee group list through System Settings Employees. You can filter and sort your employee list by group using the Search criteria drop down menu. Setting up role securities 1. Navigate to System Settings Roles. 2. You can create a new role or edit an existing role from this screen. 3. By checking the boxes in the ACCESS LIST, you will enable the section of the software for that role. 4. The next step is going through the PERMISSIONS LIST. By checking the boxes in the PERMISSIONS LIST, you will enable that role to be able to perform the action defined. 5. You then are able to assign users to the roles via the System Settings User Security Section Logins. Follow the steps: Find the login Edit Assign the role for that login via the role drop down. 7

8 Employees Utilizing the time clock feature 1. After logging into the system, navigate to the Schedules tab. 2. Click Time Clock. 3. Click Clock in now. 4. A new time stamp is now created. 5. To clock out, navigate back to the time clock screen and click Clock out now. Admins can see a history of each employee s time clock entries in the Schedules tab. This is the best option if you re checking clock-ins and clock-outs for the day or week, but do not need comprehensive reporting on entries. You can also correct an error in an employee s time clock using this method. 1. After logging into the system, navigate to the Schedules tab. 2. Click Time Clock. 3. Click the Today tab to see each employee s entries for today. 4. Toggle to the History tab to search for time clock entries for the current or previous weeks. Employee Time Clocks report The Employee Time Clocks report, in the Reports tab, offers a view of each employee s clock-in and clock-out for the days in the selected date range and total hours worked based on those times. It also includes their break times each day. 8

9 Tee sheet and green fees Configuring the tee sheet 1. Navigate to System Settings Tee Sheet Settings Configure Tee Sheet. 2. The calendar at the top will indicate which days are configured (days have a white or gray background), as well as which days are not configured (days have a purple background). To configure a specific date or date range that is NOT currently configured, locate the Configure Tee Sheet box below the calendar and follow these steps: 1. Select an option within the Operation drop down menu that you wish to perform. If you have the same tee time intervals throughout the day (example: 8 minutes), select Configure one or more multiple days with the same tee time interval. If your tee time intervals alternate every tee time throughout the day (example: 7 minute/8 minute), then select Configure one or more multiple days with alternative tee time intervals. 2. Select the year, start month and start day of month, and end month and end day of month. 3. Select your tee time interval(s). 4. Select the first tee time hour and first tee time minute. You will want this to be the earliest tee time you want to see on your tee sheet when days are the longest. The system is designed to adjust this time based on the sunrise in your area. 5. Select the last tee time hour and last tee time minute. You will want this to be the latest tee time you want to see on your tee sheet when days are the longest. The system is designed to adjust this time based on the sunset in your area. 6. Check the box next to Do not add tee times before: sunrise. Additionally, you also have the option to add tee times 1 hour before sunrise. 7. Check the box next to Do not add tee times before: sunset. Additionally, you also have the option to not add tee times 1-3 hours before sunset. 8. Select the day(s) to be configured. 9. Click the Configure Tee Sheet button to save the configuration. Creating green fees and utilizing the green fee rate tool To create a green fee: Navigate to System Settings > Tee Sheet Settings > Green Fee Rates. Click Add a Green Fee. You can also setup the following through the Green Fee Rates section of the software. Multiple availabilities per Green fee In G1, you can create multiple availability slots within one green fee rate. This will provide more flexibility to have different rates for different times of the day without the need to have separate green fee rates. Overrides Overrides give you the ability to change the rate of a green fee for a particular time or date without having to edit the existing green fee. An override will always supersede the rate it is overriding. This is particularly useful when you may want to change a rate for a public holiday - providing you with more control over your green fee rates, while also allowing you to manage them in a quicker, easier fashion. 9

10 Tee sheet and green fees Creating green fees and utilizing the green fee rate tool, continued Default rate You can also set a default green fee rate within the G1 system. This is the rate that will be added to players on the tee sheet, by default, if there are no other rates setup for the player based on the customer group or membership type. This feature has been added to streamline the process of adding players to the tee sheet. You can only have one default rate setup at any given time, otherwise, the tee sheet would not be able to auto select an appropriate green fee rate. Associating a cart to a green fee The ability to associate a cart directly to a particular green fee is also available. Selecting the drop down from the Include Cart option will allow you to specify a cart for that particular green fee rate. When a cart has been associated to a green fee rate, the designated price of the green fee will include the price of the cart product in the order. Please note, in order for cart(s) to be available for selection, the Cart must be created as a product. There are two different ways to book a tee time: directly in the tee sheet (In-Grid editor) or using the Master Row. Booking a tee time 1. Navigate to the Tee Sheet tab. 2. Ensure you are on the correct date. 3. Click on a tee time to enter in your player. Once the cell turns yellow, you can edit the following information: Number (#) of holes: This is the only reservation setting that cannot be edited after being saved. Res. Name Res. Type drop down Enter in Player Names: Please note, you can utilize the Enter button on your keyboard to quickly create guest names after filling in the name of the first golfer. This feature is only applicable when booking a tee time using the In-Grid editor method. Assigning the Green Fees: Apply green fee rates for each golfer by selecting the yellow box below the golfer s name, if applicable. Carts: Select the number of carts this booking will need from the Cart drop down menu, if applicable. Booking notes: Click on the booking notes icon, located at the top right of the In-Grid editor, to enter in notes pertaining to this booking, if applicable. 4. Click Add to save the reservation. 10

11 Tee sheet and green fees Booking a tee time using the Master row 1. Navigate to the Tee Sheet tab. 2. Ensure you are on the correct date. Select the check box next to the tee time that you want to edit. 3. Click on the Master Row at the top of the tee sheet to enter in your players. Number (#) of holes: This is the only reservation setting that cannot be edited after being saved Res. Name Res. Type drop down Enter in Player Names: Please note, you can NOT utilize the Enter button on your keyboard to quickly create guest names after filling in the name of the first golfer. The Enter button will save your work and book the tee time. Assigning the Green Fees: Apply green fee rates for each golfer by selecting the yellow box below the golfer s name, if applicable. Carts: Select the number of carts this booking will need from the Cart drop down menu, if applicable. Weeks: This function can be utilized for quickly booking reoccurring tee times by selecting the number of weeks you want the tee times to repeat, if applicable. 4. Click Add to save the reservation. Booking a tee time: Additional reminders Copy / Cut / Paste functionality 1. Select the check box next to the tee time that you want to cut / copy. 2. Click the Copy or Cut button located above the Master Row. 3. Select the check box next to the tee time that you want to paste the tee time. 4. Click the Paste button located above the Master Row. Additionally, you can also book tee times by scanning in customer / member cards into the tee sheet. Booking a league/multiple tee times To book multiple tee times, you will NEED TO USE the Master Row. 1. Navigate to the Tee Sheet tab. 2. Ensure you are on the correct date. 3. Check the starting tee time check box. 4. Hold down the SHIFT key and click the last tee time check box to select multiple tee times. 5. Once the multiple tee times have been selected, use the Master Row to fill in the booking information. 6. In the Res. Name box, type in the name of the tournament / league. 7. In the Res. Type box, select the League reservation type. 8. Select the Add button to add the league or multiple tee times to the tee sheet. Please note, keep the player slots OPEN so league players can book online. 11

12 Tee sheet and green fees Blocking tee times 1. Navigate to the Tee Sheet tab. 2. Ensure you are on the correct date. 3. Check the starting tee time check box. 4. Hold down the SHIFT key and click the last tee time check box to select multiple tee times. 5. Once the multiple tee times have been selected, use the Master Row to fill in the booking information. 6. In the Res. Type box, select the Closed reservation type. 7. For each player slot, type in an X. 8. Select the Add button to block the tee sheet. Booking recurring tee times 1. Navigate to the Tee Sheet tab. 2. Ensure you are on the correct date. 3. Check the starting tee time check box. 4. Hold down the SHIFT key and click the last tee time check box to select multiple tee times. 5. Once the multiple tee times have been selected, use the Master Row to fill in the booking information. 6. Next, utilize the Weeks column to select the number of weeks you want the tee times to repeat. Please note, if you are reserving times in the early morning or afternoon and select 52 weeks out, you may receive an error stating that times are not available. If you do, this most likely is due to Daylight Savings Time and those time are not available. If you do receive this error, none of your reservations will be made. Please make sure the times exist before making multiple week bookings. Canceling a tee time reservation There are two methods to canceling a tee time: 1. Click into the tee time reservation, select the Cancel Booking button. 2. Click into the Details screen by clicking on the starting tee time, select the Cancel Booking button. Modifying a tee time reservation 1. Click into the reservation to modify the tee time. 2. Make your preferred modifications, as needed. 3. Click Modify to save. 12

13 Tee sheet and green fees Adjusting player quantities 1. Click into the reservation to modify the tee time. 2. Delete the player(s) from the player slots to remove quantities, or add a new player(s) to the player slots to add quantities. 3. Click Modify to save. Assigning a green fee to a reservation 1. Navigate to the Tee Sheet tab. 2. Click into a reservation. 3. Click the box located below each of the player slots to prompt the green fee drop down list. 4. Select the applicable green fee rate that applies to that specific golfer. Repeat for each golfer in the reservation. Please note, green fees will need to be assigned to a golfer before they are checked in. Additionally, members will have a defaulted green fee. Creating a second group booking to an existing tee time Utilize this functionality when you are looking to book a second/separate group booking within the same tee time. You can accomplish this by using the In-Grid Editor or the Booking Details Screen. Using the In-Grid Editor: 1. After making your first reservation, you will see a tab with + next to the Booking 1 tab. 2. A New Booking Tab will appear where you can now reserve your new group. To save the reservation, click Add. 3. Once saved, you will see a line in the far right row, informing you that there is a booking with two separate bookings. Reservations will also be highlighted by the group number to the left of the name (1 or 2). 4. Click on Booking Details to see the two groups separated. Using the Booking Details method: 1. Navigate to the Booking Details page. 2. After you fill in the first booking information, click the Create a 2nd Booking on this Tee Time button. 3. Select Players to add to your group, which will prompt you to fill in a name and Green Fee category. 4. To save the reservation, select Update. 5. Selecting Update will save your information and take you back to the tee sheet. Apply will save your work and keep you on the Booking Details page. 13

14 Tee sheet and green fees Checking in & collecting fees for a customer 1. Navigate to the Tee Sheet tab. 2. Click on tee time to check in your player. 3. Select the check mark above the player s name indicating that the player has arrived but not paid for the round. 4. For individual payments, click Pay above the player you want to check in. To pay for the group, select Multi-Pay. 5. After you click Pay, you will be brought to the Orders tab to complete the transaction. 6. Select your payment type by utilizing the payment buttons on the right hand side of the screen. 7. Click Add Payment. 8. Select one of the following to place the order: Without Receipt, Receipt, or Print Receipt. 9. To return to the tee sheet, click the Tee Sheet tab. Utilizing Group Pay Sequential tee times 1. To pay for sequential tee times, click the check boxes using the block feature or manually click next to the correct tee times. 2. Click the Group Pay button in the Master Row. 3. Select a customer from any of the tee times selected. The user is able to de-select any of the tee times that were selected. 4. Click Pay. 5. Selected tee times populate the point of sale. 6. Process the payment. Non-Sequential tee times 1. To pay for tee times that are non-sequential, select the check boxes next to the correct tee times. 2. Click the Group Pay button in the Master Row. 3. Select a customer from any of the tee times selected. The user is able to de-select any of the tee times that were selected. 4. Click Pay. 5. Selected tee times populate in the point of sale (Orders tab). 6. Process the payment. Multiple groups 1. To pay for multiple groups within the same tee times, select the check boxes next to the correct tee times. 2. Click the Group Pay button in the Master Row. 3. Select a customer from any of the tee times selected. The user is able to de-select any of the tee times that were selected. 4. Click Pay. 5. Selected tee times populate in the point of sale (Orders tab). 14

15 Tee sheet and green fees Utilizing Multi-Pay 1. Multi-Pay allows for users to pay for multiple players within a group. 2. Select the booking row in the tee sheet and choose Multi-Pay. 3. Verify the players that are being paid for by checking or unchecking the player names. 4. Select Pay when you are ready to process the order. 5. After you click Pay, you will be brought to the Orders tab to complete the transaction. 6. Select your payment type by utilizing the payment buttons on the right hand side of the screen. 7. Click Add Payment. 8. Select one of the following to place the order: Without Receipt, Receipt, or Print Receipt. Tee sheet payment symbols $ Red: Outstanding balance, course is expecting payment at check-in i Blue: More information has been provided about the reservation $ Purple: Remaining balance on the group reservation. This happens when one person in the tee time has checked in and the rest of the group has not. $ Green: Everyone in the group has checked in and paid. There is no outstanding balance. Utilizing squeeze times 1. Navigate to the Tee Sheet tab. 2. Click the Squeeze Tee Time button located above the Master Row. 3. Please note, if that button is not shown, you will need to enable this feature through the following: System Settings System Configuration Toggle Yes to enable Squeeze Times. 4. Fill in the information for the squeeze time. If you d like to create a squeeze time for all 18 holes, check the Create Turn Time box when creating the squeeze time. 5. Click Add. Setting up cart count 1. Navigate to System Settings Tee Sheet Settings System Configuration Cart Booking. 2. You can assign the number of carts when making a tee time, which means the total number of carts will decrease on the tee sheet as carts as being used and increase when returned. 15

16 Tee sheet and green fees Utilizing the tee sheet blade 1. Navigate to the Tee Sheet tab. 2. Click on person icon located next to a player s name on the tee sheet. 3. The customer tee sheet blade appears on the right hand side of the screen. You can view / edit the following: Current tags associated to the customer / add new tags to the customer Membership(s) purchased Upcoming booked rounds Recent rounds played YTD total sales Billing / shipping address Add a credit card on file 4. Click Close to exit the blade, or View Profile to view the full customer profile. Player slot coloring This features uses assigned tags to determine the slot coloring within the tee sheet. 1. Navigate to System Settings Tee Sheet Settings Player Slot Coloring. 2. Click New. Select the color you want to designate to the tag. 3. Type in your customer tag. Please note, you must have your customer type created prior to assigning. 4. Click Add Tag. Click Save. 5. Your new tag will automatically be placed at the bottom of the list. To move the priority of the tags, drag and drop within the list. Reservation types 1. Navigate to System Settings Tee Sheet Settings Reservation Types. 2. In this screen, you can edit, create new and adjust colors. 3. Additionally, ensure the support check box is active. Adding booking notes to a reservation 1. Navigate to the Tee Sheet tab. 2. Click the Booking Notes button located in the top far right of the In-Grid editor to enter in notes pertaining to this booking. 3. Enter in the booking notes and click Apply to save. 4. To save the reservation, click Add or click Modify. You will see the Booking Note icon, which acts as a visual that there are notes pertaining to that booking. Additionally, the staff will be able to hover or click on the Booking Notes icon to access the notes. 16

17 Tee sheet and green fees Previous transactions through Booking details 1. Click on the tee time. 2. At the bottom you will find Previous Transactions. 3. Select Click Here to View. Please note, this will provide you the history of the tee time. You can see who made the reservation and if there were any prior reservations that were booked then canceled. Title for the tee sheet 1. To add a title for the tee sheet, navigate to the following: System Settings Tee Sheet Settings Title for Each Day. 2. Create a title that will live at the top of the tee sheet. 3. Scroll down and click Update to save your work. Adding a message on the tee sheet 1. Navigate to System Settings Tee Sheet Settings Messages on the Tee Sheet. 2. Click on Messages on the Tee Sheet. 3. Select the Tee choice from the drop down. 4. Select Start/End Date. 5. Select Message Time Hour & Minutes. 6. Assign the Days of the Week. 7. Check off Members or Visitors, if applicable. 8. Type in the Message. 9. Click the Add button to save the message to your tee sheet. Weather widget 1. Navigate to System Settings Tee Sheet Settings System Configurations. 2. In the System Configuration section, enable Display Weather Feature. Please note, the latitude and longitude must be filled out correctly in order for the correct data to appear. 17

18 Customers tab Creating a new customer 1. Navigate to the Customers tab. 2. Click the New Customer button. 3. Fill in the required fields: First Name Last Name or Phone number 4. Fill in additional information about the customer. 5. Click Save. Searching for an existing customer 1. Navigate to the Customers tab. 2. Use the Find a Customer search box to find an existing customer. Please note, when searching via name, you will be able to search by first or last name. Customer information within the profile You will find the following information about a customer within their profile: Summary Tab: Membership Benefits Upcoming Rounds Recent Rounds Recent Orders Products Purchased Details Tab: Edit the customer s contact information Tags Tab: Shows you the tags associated to this customer You have the ability to add/remove tags as needed Notes Tab: Add Customer Notes Rounds Tab: Upcoming Rounds Recent Rounds Orders Tab: List of the orders associated with that customer Billing Tab: Add a credit card on file Enable a credit account View credit account statements Membership Plans Tab (this will only be active if the customer has a membership): Shows active and inactive memberships You can purchase a new membership for that customer through this tab as well Merging duplicate customers 1. Navigate to the Customer Tab Find Duplicates Button. 2. Enter in a name, or phone number to search for the duplicate customers. 3. Use the check boxes to select which customers to be merged. 4. Select the fields that will be retained after the merge. 5. Click merge at the bottom of the page to finalize. 18

19 Customers tab Marking a customer as inactive/deleting Navigate to the Customer Tab Search for Customer. If the customer has a red X next to their name, you can delete them (if they DO NOT have history). If the customer does not have a red X next to their name, navigate to the Details Tab Mark as Inactive. Viewing a customer s membership 1. Navigate to the Customer Tab Search for the customer Membership Plans Tab. This tab will only appear if the customer has a membership. 2. You can complete the following on this tab: View the Membership History Suspend the Membership Cancel the Membership Change the Membership Purchase a New Membership View Benefits Creating a credit account for a customer 1. Navigate to the Customers Tab Search for Customer Billing Tab. 2. Complete the following: Select YES for Enable Credit Account. Select YES to make the credit account the default payment type for this customer s order. Enter in the credit limit. Enter in the % of the customer s credit limit to reach. This will be utilized when you charge the customer for the outstanding balance. NOTE: capacity must be between 5% and 95%. Enter a credit card that will be used to charge customer. Checking a customer s account balance You can quickly retrieve a customer s account balance in their customer profile. The account balance can be found on the left sidebar: Credit Limit: the amount listed here is the available line of credit that your business has granted to the customer. On Account: the amount listed here is the customer pre-paid funds that your business is holding for redemption. Please note, if the account balance is a positive number, then the customer has overpaid, prepaid or added more credit to the account. On Credit: the amount listed here the line of credit that the customer has used. Available Credit: the amount listed here shows the outstanding amount that a customer can charge based on the assigned credit limit and what has currently been charged. Viewing an account statement for a customer 1. Navigate to the customer s profile. Select the Billing Tab. 2. Click View Statement. 19

20 Customers tab Creating a customer tag 1. Navigate to System Settings, then Customer Tags. 2. Click the New Tag button. 3. Fill in the following information: Name and Description of the tag 4. Click Save. To assign a tag to a customer: 1. Go to the customer profile you want to edit. 2. Click the Tags tab. 3. Type in the tag name, and click Add. 20

21 Orders tab and shopping cart Assigning a customer to an order Navigate to the Orders tab. To add a customer to an order, click the pencil icon next to Walk-In Customer. Search for the customer by Customer name or Membership card #. Select an existing customer from the drop down or click the person icon to add a new customer (must have first name, last name, phone or ). Creating an order 1. Navigate to the Orders tab. 2. Add a new product either from the Quick Add list, scan your item, or use the search filters. Search filters method (pictured, below): Utilize the search filters to find an item. Click Add to Order once you have found your item. Repeat those steps, as needed, for multiple items to be added. Scan barcode method: Once the item has been scanned by the barcode, the sales item will appear in the shopping cart. Quick Add list method: This list is utilized to easily access the items you sell the most. This is the defaulted view on the Orders tab, and you can navigate to your Quick Add list through the Department drop down menu. To add the item to the shopping cart, click on the Add to Order button associated with the item. Saving an order for later 1. You can save an order at any time by completing the following steps: 2. Click the blue Save for Later button, located at the bottom of the order screen, to save the current order. 3. Utilize the Saved Orders drop down on the top right of the Order screen to pull that order back into the shopping cart. 21

22 Orders tab and shopping cart Paying for an order 1. Once all items have been added to the shopping cart, select your payment type by utilizing the payment buttons on the right hand side of the screen. 2. Click the Add Payment button. 3. Select one of the following to place the order: Without Receipt Receipt Print Receipt 4. If there are any additional changes that need to be made, click Make Changes. 22

23 Orders tab and shopping cart Overriding the price of an item 1. Click the pencil icon in the item row on the Order screen. The field will become editable. 2. In the Final Price Column, enter a new final price or use the % option in the drop down menu to enter a discount. 3. If a percent override is entered, the price adjusts automatically to reflect the discount. Click Save. Overriding tax 1. Click on the tax amount in an order to override the tax. 2. Only items with a tax type set to Flexible can be overridden in an open order. Applying specials / discounts to an order 1. Add an item(s) to the Orders tab. 2. Select the special from the drop down menu or enter in the special code. Please note, only the specials that are applicable to the items in the shopping cart will appear. 3. The special will then be applied to all applicable items. 4. To remove, click the X next to the special. Adding tips after choosing a payment method 1. Navigate to the Orders tab. 2. Add your payment to the current order, and on the Final Actions screen you can add in a tip. 3. Enter in the tip associated to the order in the Add Tips section. 4. Close the order. Please note, this needs to be completed before selecting the receipt option and finalizing the transaction. You will not be able to go back and add a tip if the transaction has been placed. 23

24 Orders tab and shopping cart Refunding/voiding a transaction 1. Navigate to the Orders tab Manage Orders. 2. Use the Find an Order section on the left side of the screen to locate the order. 3. Select the Order #. 4. Click Void Order or Refund Order. Void Order Orders can be voided the same day as the credit card has not been batched (integrated credit cards). Refund Order Click the Refund button. Select the refund item. Select the refund method. Leave a refund note as applicable (internal notes on the order history). Click Submit Refund. 24

25 Orders tab and shopping cart Setting up the Auto Gratuity feature Auto Gratuity is setup and managed within the System Settings screen within G1. 1. Select Auto Gratuity Settings to manage existing auto gratuities or New Auto Gratuity to open the Auto Gratuity creation wizard. 2. Next, fill in the name and description of your Auto Gratuity. As a note, use a description that includes a detail of exactly how the auto gratuity will be utilized. 3. Click the Next Button. 4. The next screen allows a user to specify rules that will be applied to the auto-gratuity by filling in the following forms: How much would you like the gratuity percentage to be? Apply to Discounted or Original Price? This indicates whether auto-gratuity will be calculated based on discounted or original item price in the event that a special discount is applied to an order. Should auto-gratuity apply to a minimum number of guests? This allows the user to specify a minimum party size in order for auto-gratuity to be applied. Ex. Indicating a minimum number of guests as 5 would be that this auto-gratuity will only apply to parties of 5 or more. Do you want to set up a minimum for an order? This allows the user to specify a minimum order total that must be reached before auto-gratuity will apply. Ex: Indicating a minimum amount of $100 would mean that auto-gratuity will only apply to orders of $100 or more. 5. Click the Next Button. 6. The following screen allows the user to specify whether or not the auto-gratuity is taxable. Selecting Yes prompts the user to choose which taxes apply to the auto-gratuity. Different tax types can be configured and managed through Tax Types within the System Settings Menu. 7. Click the Next Button. 8. The following screen prompts the user to select whether the auto-gratuity applies to all customers or only certain member types. Selecting Yes allows the user to specify which memberships the auto gratuity will apply to. Different Membership Levels can be configured and managed through Membership Plans within the System Settings Menu. Selecting All indicates that all members will receive this auto-gratuity. Selecting Some allows the ability to highlight which memberships auto-gratuity will be applied to. Selecting None indicates that no members will be subject to this auto-gratuity. Instead, nonmembers will be subject to the auto-gratuity. 9. Click the Next Button. 10. The following screen allows the user to designate which products and/or services the auto-gratuity will apply to. Different Packages and Services can be configured and managed through System Settings. Select Add New Option Set to begin the process. The user is able to specify All, Some, or None when selecting categories of items. In the example to the right, you can see some products selected, which them allows the user to specify that All Food & Beverage products should be included. 11. When finished, the user will be prompted to name the group of products and/or services selected. 12. Selecting Done completes the auto-gratuity set up process. 25

26 Orders tab and shopping cart Issuing a Raincheck There are two ways to issue a raincheck: Tee sheet 1. Click on the reservation name within the tee sheet. Click View. 2. Click Issue Raincheck. Enter in the dollar amount or number of holes played. 3. Print the raincheck. Orders Tab 1. Select the Orders tab, then select the Manage Orders sub-tab. 2. Use the Date Range or Find an Order filters on the page to search for the particular Order. You can also use the Customize View option to provide further filtering on the Orders results. 3. Select the Order Number that you wish to issue the Raincheck on to move to the Order. 4. Select the Issue Raincheck option under the Order Items screen. 5. Enter in both the amount and quantity of Rainchecks to be issued. If desired, update the number of days before the Raincheck(s) will expire. If no expiration is desired, enter Select Submit Raincheck. Please note: Each Raincheck issued will have a unique code that begins with RC followed by 8 digits. For example: RC Redeeming a Raincheck 1. Starting from the tee sheet, check in the golfer. This will open the Orders tab. 2. Place additional items in the cart, if applicable. 3. Select the Gift Card or Series payment button on the right hand side of the screen. 4. Under the drop down, select Raincheck. 5. Enter in the Raincheck number you d like to apply by scanning or by manually entering the raincheck. 6. Click Lookup raincheck. 7. Select Add this Payment, and close the order. Raincheck settings 1. Select the System Settings link. 2. Under General Settings, select Raincheck Settings. 3. Users can edit the default number of days that a Raincheck will default to for their expiration date. This is the value that shows when issuing a Raincheck in the Orders tab, but can be updated for each Issued Raincheck. Editing receipt messages 1. Navigate to System Settings Areas and Cash Register. 2. Click on the pencil icon next on the Receipt section to adjust settings & messages. 26

27 Orders tab and shopping cart Utilizing gift cards/gift certificates Issuing a gift card 1. Navigate to the Orders tab. 2. Assign the customer to the order (if applicable). Add Items. 3. Click the GC/Series/Account tab. 4. Select Gift Card on the left side panel. 5. Enter in a message, To and From fields (if applicable). 6. Fill in the required items: Assign an expiration date Assign the Gift Card # Assign the Amount 7. Click Add to Order. Pay out the transaction as normal. Issuing a gift certificate 1. Navigate to the Orders tab. 2. Assign the customer to the order (if applicable). Add items. 3. Click the GC/Series/Account tab. 4. Select Gift Certificate on the left side panel. 5. Fill in the required items: To and From fields Select a style from the drop down Assign an expiration date Assign the Amount 6. Click Add to Order. Pay out the transaction as normal. 7. Once you have completed the order, click to Print or the gift certificate. Redeeming a gift card / certificate 1. Put in the items being sold into the Orders tab. 2. Click the Gift Card or Series payment button. 3. Scan or enter the Gift Card/Certificate #. 4. An available amount message will appear if the card/certificate has applicable balance. 5. Click Add Payment. Pay out the transaction as normal. Checking the Balance 1. Navigate to the Orders tab. 2. Click the Gift Certificate/Cards button located at the top. 3. Scan or enter the number to find the current balance, or search from the criteria drop downs. Viewing gift certificate / card history 1. Navigate to the Orders Tab Click the Gift Certificates/Cards button located at the top. 2. Use the search fields to find the gift card/certificate. 3. Click History in the Actions column. Reprinting a gift certificate 1. Navigate to the Orders Tab Click the Gift Certificates/Cards button located at the top. 2. Use the search fields to find the gift certificate. 3. Click Print PDF or in the Actions column. Voiding a gift certificate / card 1. Navigate to the Orders Tab Click the Gift Certificates/Cards button located at the top. 2. Use the search field to find the gift/certificate. 3. Click Void in the Actions column. 27

28 Orders tab and shopping cart Paying order using a credit account 1. Navigate to the Order tab. 2. Assign the customer to the order. 3. Add items into the shopping cart. 4. Click the Credit Account payment button on the right hand side of the screen. Click Apply. 5. Place the order and choose the applicable receipt option. Paying a deposit to a credit account 1. Navigate to the Orders tab. Assign the customer name. 2. Add items to the shopping cart. 3. Click the GC/Series/Account tab. 4. Select Credit Account and type in the amount. 5. Click Add to Order. 6. Pay out as normal. Selling a membership 1. Navigate to the Orders tab. 2. Assign the customer to the order. 3. Click on the Membership tab. Toggle from the drop down to find the correct membership being sold. 4. Enter in the membership card number, if applicable. Click Add to Order. 5. Complete the order. Recurring payments 1. Navigate to the Orders tab. 2. Assign the customer to the order. 3. Click on the Membership tab. Toggle from the drop down to find the correct membership being sold. 4. Select Prorated or Full Fee. 5. Prorated: Automatically reduced the first month s fee 6. Full Fee: Charges the full fee of the membership 7. Select the day of the month to charge the recurring membership fees. Select Auto Renew if your business automatically renews membership and charges to credit cards once the plan expires. 8. Enter in the membership card number, if applicable. Click Add to Order. 9. Complete the order. 28

29 Orders tab and shopping cart Billing memberships Bulk charging Navigate to the Reports tab Bulk Charge Membership Billing. Filter the report as needed. Adjust the Charge To column by selecting from the drop down where to charge the membership to. Click the box to indicate who you will be charging. Click the Charge Selected button. Individual Member charges Navigate to the Customer tab Search for the customer/member. Navigate to the Membership Plans tab. Click More Details. Click Charge located in the Actions column. This will direct you to the Orders tab to complete the transaction. Paying off an account 1. Navigate to the Customers tab. 2. Search for a customer utilizing the search box. 3. Once you are on the customer s profile, select the Billing Tab. 4. Click View Statement. This will show the customer s account balance statement. 5. Select Take Payment. This will automatically bring you to the Orders tab for the customer to pay out. 6. Select a payment type by utilizing the payment buttons on the right hand side of the screen. 7. Click the Add Payment button. 8. Finalize the transaction. 29

30 Orders tab and shopping cart Tournament pay-in and pay-out Create a Gift Card - i.e. credit book (pictured, top right) 1. Create an order with no customer associated. 2. Add a $0 gift card to the order, then close the order. Please note, the number field accepts alphanumeric characters, and should be used to name your gift card. For example: Gift card #: MENSLEAGUE. Pay-in (pictured, middle right) 1. In this example, each golfer that is checking in will pay $5 towards the prize fund. 2. While checking in the golfer, select the GC / Series / Account tab. Select Gift Card. 3. Enter in the applicable number (i.e. MENSLEAGUE), the amount, then check the box labeled Add to existing card. Click Add to Order. Select your payment type, then close the order. 4. The gift card now have $5 assigned to it. Repeat these steps as more golfers check in for the tournament. Pay-out (pictured, bottom right) 1. Locations can choose to pay out to credit accounts, gift cards, or free products. In this example, we will pay out to a new gift card. 2. Add the customer to an order, then select the GC / Series / Account tab. Select Gift Card. 3. Enter in the new gift card number and the pay-out amount. 4. Next, select Add to Order. 5. You will now select the Gift card / series payment button (present icon). You will now be prompted to enter in the gift card number (i.e. MENSLEAGUE). 6. Click Lookup GC number. Enter in the payment amount, then select Add Payment. 7. Repeat this process to payout the remaining winners from the prize fund. Please note: Gift card (credit book) balances can be checked via the Orders tab Gift certificates / cards. Create a gift card Pay-in Pay-out Cash close procedure 1. Navigate to the Orders tab and click into the Cash Register button. 2. Choose End of Day tab and confirm the Close Out To date. 3. Select Run. 4. Enter in your Starting Cash that the register opened with, the End of Day Cash that is in the register (includes the opening amount), and the Next Day Starting Cash that the register is expected to open with for the next shift. 5. Click OK. 6. Click Close Out to finalize the cash close. 7. You have the option to Print a cash close receipt, if applicable. 30

31 Product tab Creating a new product 1. Navigate to the Products tab. 2. Click on the New Product button. 3. Enter in the Name, Department, Category and Subcategory of the product. You can additionally add the description and sales tax. 4. Click Continue. 5. Enter in the SKU, Barcode, Vendor, Buy Price, Sell Price, Commission, Stock number and Quick Add-On if you want the item in your quick add list. 6. Click Save. Additionally, you can add stock level and inventory alerts: When enabled in System Settings Internal Notifications, G1 can send automatic alerts to help keep track of inventory. To ensure inventory alerts are delivered, set appropriate permissions in System Settings Internal Notifications. Creating a Quick Add folder 1. Navigate to the System Settings tab. 2. Select Quick Add Settings from the General Settings section. 3. Either create, edit or delete folders: To create a new folder, select New Folder, then enter the folder name. Please note, duplicate names are not permitted. To change an existing folder name, select Edit. To delete a folder, select Delete. Please note, when a folder is deleted, all products within a folder will be removed from the quick add widget. Adding products to the Quick Add folder 1. To add products to a Quick Add folder, navigate to the Products tab. 2. Find the product you want to add utilizing the search menu, or by selecting a product from the list. 3. In the Product options menu, you can add the selected product by clicking the Quick Add check box from the Options section. 4. Select the folder from the drop down menu adjacent to the check box. Please note, selecting Default from the drop down menu will place the product in the Quick Add widget without appearing in a folder. 5. Select Save. Adding products to the Quick Add list 1. Navigate to the Products tab. 2. Add a new product, or edit an existing product. 3. Under the inventory section, check Quick Add. 4. Click Save. 31

32 Product tab Sorting products and folders 1. Navigate to the System Settings tab. 2. Select Quick Add Settings from the General Settings section. You will see a section called Quick Add Sorting. 3. To sort the order of the products and folders in the quick add widget, select Sort. 4. Drag and drop the items and folders to change the order. 5. To change the order of the products within a folder, select Sort adjacent to the folder icon on the expanded Quick Add folder you are updating. 6. Drag and drop products to change their order within the folder. Please note, only products with inventory and folders containing products will appear in the Quick Add widget. Creating product packages 1. Navigate to System Settings Packages New Package. 2. Fill in Package Information. 3. Select Add Product, Add Service, Add Series, or Add Green Fee. 4. Choose from the drop downs and select the items included in the package. 5. Discount the items, as applicable. 6. Save and Confirm. Making items that are non-taxed Navigate to the Product Tab Scroll down to make the tax box 0%. If that tax box is not showing up, you will need to enable it. Navigate System Settings Tax Type True must be set within the Flexible section. Creating open priced items Set up item as $0.00 and override the price through the shopping cart. Add the sales item into the Orders screen. Click on the price and type in the price intended. Select the Override reason form the drop down. Setup Override Reasons: Navigate to System Settings Payment Settings. Scroll down to Override Reasons Click the pencil icon to add/edit override reasons. Printing labels 1. Navigate to the Products Tab. 2. Select Products. 3. Click on the Print Inventory Labels button. 4. Assign the different Print Options settings: Product Name, Price and Label Type (Select DYMO 450). 5. Select the QTY to print for each sales item. Preview the labels (if applicable). 6. Print labels. 32

33 Product tab Product Hierarchy Location vs. brand Product Hierarchy can be managed at either an individual course location or at a larger brand level. As a note, if your course is part of a larger multi-course operation (MCO), your course is most likely managed at a brand level. Where to find location managed Product Hierarchy For individual courses, with no centralized management, Product Hierarchy is managed from within System Settings under the General Settings menu. You will now notice an option titled Product Hierarchy at the bottom of the list. Where to find brand managed Product Hierarchy Product Hierarchy, for larger multi-course operations, is managed in one location from within Brand Settings under the General Settings menu. With this setting, all of the courses will have a brand managed Product Hierarchy. Additionally under System Settings, you will see the following message: The product hierarchy for your facility is managed at the brand level. Please note, all changes made to the Product Hierarchy for brand managed courses will affect ALL courses associated to that brand. While you can view the Hierarchy in System Settings, changes MUST be made at the brand level. How to utilize the Product Hierarchy tree The following actions can be performed from within the Product Hierarchy tree: View G1 users are able to view existing Departments, Categories and Sub-Categories When Product Hierarchy is first selected, the Departments are all collapsed. Click on the plus sign next to the Department to expand the list. Categories will be nested under the various Departments. If you click the plus sign next to the Category, you will expand the list to show Sub-Categories. Please note, there are Departments, Categories, and Sub-Categories with lock symbols next to them. These are required Hierarchy levels within the G1 software. They cannot be modified or deleted. Create and edit G1 users are able to create new Departments, Categories and Sub-Categories, in addition to edit the name of these three levels. Please note, Departments, Categories and Sub-Categories with lock icons next to them cannot be modified or deleted. These specific levels are required for G1 functionality. Adding a Department Ensure you select the heading Departments. The Add Department section will appear to the right. Type in the name of the new Department. Click Save. Once you click save, the new Department will appear in the Hierarchy tree to the left, in addition to displaying a success message. Editing a Department name Ensure to select the Department you want to edit. The Edit Department section will appear to the right. Clear out the text, and type in the new Department name you would like to use. Click Save. Once you click save, the Department name will be updated, in addition to displaying a success message. 33

34 Product tab How to utilize the Product Hierarchy tree, continued Adding a Category or Sub-Category To add a Category, select the Department where the Category will be added. The Add Category section will appear under the Edit Department section. To add a Sub-Category, select the Category where the Sub-Category will be added. The Add Sub-Category section will appear under the Edit Category section. Type in the name of the new Category or Sub-Category. Click Save. Once you click save, the new Category or Sub-Category will appear nested under the respective Department or Category, in addition to displaying a success message. Editing a Category or Sub-Category name Ensure to select either the Category or Sub-Category name you want to edit. The Edit Category or Edit Sub-Category section will appear after the page reloads. Clear out the text, and type in the new Category or Sub-Category name you would like to use. Click Save. Once you click save, the Category or Sub-Category name will be updated, in addition to displaying a success message. Move G1 users are able to move Categories to be under different Departments, and Sub-Categories to be under different Categories. Please note, any assigned product will move with the Category or Sub-Category. In addition, Departments, Categories, and Sub-Categories with lock symbols next to them cannot be edited. Moving a Category Ensure that the Category you want to move is selected. In the Edit Category section, you will now see a drop down titled Department. The drop down will list the current Department that the Category is nested under. From the drop down menu, select the Department you want the Category to be nested under. Once selected, click Move to Department. The Category (and assigned Sub-Category) now appears in the Hierarchy tree under the selected Department. A success message will display. Moving a Sub-Category Ensure that the Sub-Category you want to move is selected. In the Edit Sub-Category section, you will now see a drop down titled Category. The drop down will list the current Category that the Sub-Category is nested under. From the drop down menu, select the Category you want the Sub-Category to be nested under. Once selected, click Move to Category. The Sub-Category now appears in the Hierarchy tree under the selected Category. A success message will display. Delete G1 users are able to delete Departments that do not have Categories assigned to them, Categories that do not have Sub-categories assigned to them, or Sub-Categories that do not have products assigned to them. Please note, Departments, Categories, and Sub-Categories with lock symbols next to them cannot be edited. Deleting a Sub-Category Ensure that there are NO products assigned to that Sub-category. Click into the Sub-Category you want to delete, and click Delete. A dialog box will appear, asking to confirm the deletion process. Once you click OK the page will reload and the Hierarchy tree will reflect the change. Deleting a Category or Department Ensure that NO Sub-Categories are assigned to that Category, or Categories are assigned to that Department. Click into the Category or Department you want to delete, and click Delete. A dialog box will appear, asking to confirm the deletion process. Once you click OK, the page will reload and the Hierarchy tree will reflect the change. 34

35 Product tab Adding a new vendor 1. Navigate to the Products Tab Manage Vendors. 2. Click Add Product Vendor. 3. Enter in the basic information of the Vendor Information page. The address and address entered on this page will populate in purchase orders you send to the vendor through G1. 4. Click Save and Continue. 5. Enter the vendor s primary contact information, including First Name, Last Name, Phone, and . These fields are required because the information entered here will populate in purchase orders. 6. Click Save and Confirm New Vendor. Editing a vendor 1. Navigate to the Products Tab Manage Vendors / Product Brands. 2. Click the Edit button next to the vendor. Complete any edits, as needed. Associating vendors to products Existing Products The fastest way to do associate vendors is to use the bulk override products feature on the Manage Products page: 1. Navigate to the Products tab, then select Manage Products. 2. Check off all products needed. 3. Click Edit Selected. 4. Use the drop downs to make a bulk change. 5. Click Save once complete. New Products You will need to create the new vendor first (if applicable). If you re adding a new product to your account that you receive from the new vendor, select the vendor from the drop down menu in Step 2. Creating a new purchase order 1. Navigate to the Products Tab Manage Products. 2. Ensure the following has been completed correctly: Vendor has been added Associate Products with Vendors Add Buy Prices for each Product 3. Use the Search fields to narrow down the product list. 4. Use the check boxes to select products to orders. 5. Click Order Selected. 6. A new page will open with an overview of the Purchase Order(s). If you re ordering products from multiple vendors, the page is organized by vendor. Each vendor has a separate purchase order. 7. Modify order amounts in the Reorder Quantity column. 8. Click Generate All Purchase Orders or Generate Purchase Order to finalize. ing a Purchase Order: 1. Click P.O. 2. In the Purchase Order window, enter a From Name, To Name, and vendor Address. 3. Click Send. A PDF of the purchase order will be ed to the vendor. Print/Mail a Hard Copy of the Purchase Order: 1. Click Print P.O. 2. The system will generate a PDF of the purchase order. 3. Save and/or print the PDF. 35

36 Product tab Managing purchase orders 1. Navigate to the Products Tab Manage Purchase Orders. 2. This page lists a record of every purchase order created in G1. From this page, you can retrieve products against a sent order, edit or void an unsent order and view any order. Finding a Purchase Order: Use the drop downs on the top of the page to filter the orders or use your barcode scanner Sort the Purchase Order: The Purchase Order can be sorted by P.O. #, Status, Order Date, Ordered By, Amount, Vendor, Sent Date, Received Date and Received By Action View P.O. Reopen Receive Edit P.O. Void Result Open the purchase order to see all of the details of the order, including vendor information, date ordered, order items, and if it was partially or fully received. From this page, you can click P.O. or Print P.O. to resend or print a copy for your records. Reopen a purchase order that was marked as sent. Receive all or some products in the order to update your inventory counts. Edit an open purchase order. Void an open purchase order. Receiving a purchase order If All Products Arrived: 1. Navigate to the Products Tab Manage Purchase Order. 2. Find the purchase order from the list. 3. Click Retrieve in the Actions Column. 4. Check the QTY Received box check box which will populate the ordered totals. 5. Adjust the Buy Price if it is different than the amount shown. 6. Click Submit and Update Inventory. 7. The product quantities will be added to your inventory. Missing Some Products Need to Back Order: 1. Navigate to the Products Tab Manage Purchase Order. 2. Find the purchase order from the list. 3. Click Retrieve in the Actions Column. 4. Enter in the quantities received for each product in the QTY Received fields. 5. Adjust the Buy Price if it is different than the amount shown. 6. Click Submit and Update Inventory. 7. Click Update and Create Back Order for Remaining. This will create a new purchase order. 8. Find the order in the Manage Purchase Orders page. 9. Click Edit P.O. in the Actions column. Click P.O. or Print P.O. Setting up inventory alerts Customers can send automatic and/or SMS alerts to help their business keep track of inventory & stock levels. Check Employee Profiles for phone numbers and addresses. Every employee who will receive inventory alerts should have a profile in System Settings Employee with a phone number and address. Each profile should be tied to a login. 36

37 Product tab Setting up inventory alerts, continued Change Internal Notification Settings. Navigate to System Settings Internal Notifications. Find the Inventory Alerts section and check the types of user roles who will receive inventory alerts and select if they will receive by and/or SMS messages. You can also enter an outside address. Add Stock Levels and Inventory Alert Settings for Products. Find your products within the Products Tab. Fill out the applicable information: Low, Reorder, PAR, and Out of Stock check box. Click Save. Repeat for each product that needs an inventory alert. NOTE: Use the bulk override products feature to set alerts for multiple products at once! Completing inventory Option #1 Printable Inventory Forms Please note, this acts as a partial inventory. The quantity will remain the same for items not edited. 1. Navigate to the Products tab Take Inventory. 2. Click Enter Inventory Manually. 3. Use the filters, as needed. 4. Click Print Current View. This generates an inventory form you can preview, print and hand to anyone who will be will counting the inventory. 5. Back in G1, enter the written inventory amounts in the empty fields in the Inventory Column. 6. Click Submit Inventory Now. Option #2 Upload a CSV file 1. Ensure you have your current inventory levels to record. 2. Open a new file in EXCEL. 3. In Column A, list every barcode of every product in your inventory. Please note, you can quickly copy/paste the barcodes for each product by running and exporting the Inventory Valuation Report. 4. In Column B, list your current inventory count for each product. 5. Save the file as CSV file type. 6. Back in G1, go to the Products Tab Take Inventory. 7. Click Choose File. 8. Find the CSV file and click Upload File. 9. Click Import and Replace Stock Levels. 10. You will be taken to an inventory upload page with the status of your upload. The upload should take a few minutes depending on a number of products being uploaded. If the status hasn t changed in a few minutes, refresh the page. 11. The software will indicate when the upload has been completed. 12. Any errors, or products that did not successfully update, will be counted in the INVALID field. To review those unsuccessfully updated products click View Errors. An EXCEL file will download where you can resolve those errors and attempt the upload again. 37

38 Product tab Completing inventory, continued Transferring / Adjusting Inventory (quick inventory adjustment): 1. Navigate to the Products tab. 2. Search and locate the product you will be transferring to a different location. 3. Select the product. 4. Click Adjust Inventory. 5. In the Adjustment drop down, select Remove. 6. In the amount box, type in the amount that you are transferring. 7. From the drop down, select the reason Transfer to Location (or another applicable reason). 8. If transferring inventory to a new location, you will need to select the location it is moving to. 9. Click Adjust. Please note, keep in mind that inventory will need to be adjusted at the other location to show the new inventory. 1. Repeat the beginning steps at the location receiving the inventory. 2. Select the item and click Adjust Inventory. 3. In the Adjustment drop down, select Add. 4. In the amount box, type in the amount you are receiving. 5. From the drop down, select the reason Transfer From Location. 6. Select the location that you are receiving the inventory from. 7. Click Adjust. 38

39 Marketing tab Creating specials 1. Navigate to the Marketing Tab Specials New Special. 2. Fill out the information to create a special. 3. Select the Date Range (if applicable). 4. Select Applicable Date Range. NOTE: Selecting an applicable date range limits the special so it can only be redeemed if the customer checks in/out within the range. An applicable date range is useful if you want to provide an incentive for reservations/orders completed at slow or off-season times. 5. Select Time of Day Dependency (Optional). NOTE: Selecting a time of day dependency limits the special so it can only be redeemed at certain times of the day. This is useful if you want to drive business during off-peak times. 6. Select Day of Week (Optional). 7. Select Special Items. 8. Enter Discount Information. 9. Set Combination Rules. 10. Confirm Special. Reporting Specials They are automatically reflected in the sales reporting. You can track how many times a special is used by running the Special Code Usage Report. Rainchecks 1. Navigate to Marketing tab Rainchecks. 2. This will give you an overall look at all rainchecks including valid, redeemed, and voided. Editing gift certificate templates 1. Navigate to Marketing tab Gift Certificate templates. 2. You can now edit, add and delete gift certificate templates. Loyalty rewards 1. Navigate to Marketing tab Loyalty Rewards. 2. This will give you an Loyalty program overview. 39