ClubSelect Accounts Receivable Meeting Member Needs with Special Services

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Priscilla Jones
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1 Meeting Member Needs with Special Services Webinar Topics Special Services... 2 Service Types... 2 Create a Drop-down List... 6 Special Service Setup... 8 Assign Special Services... 13

2 Special Services Special Services can be used to track additional member information and also bill members based on the specific service. Some examples of Special Service types include lockers, marina, bag storage, stables, carts, units, parking, and stock certificates. You can track the information for field values and then bill the members for these services. Reports for each special service are also available. Service Types Service types allow you to group similar services together. For example, you may have the service type Lockers with individual service names of Men s Full Locker, Men s Half Locker, Women s Full Locker, and Women s Half Locker. Creating Special Service Types 1. From the menu bar, select Setup, Codes, and then select Special Service Types. The Special Service Type Setup window appears. NOTE: To edit an existing Special Service Type, select the item and click Edit. To delete a Special Service Type, select the item and click Delete. 2

2. Click New. The Details section activates. 3. In the Service Type field, type the name of the service type. A maximum of 30 alphanumeric characters are allowed and each service type must be unique.

3 2. Click New. The Details section activates. 3. In the Service Type field, type the name of the service type. A maximum of 30 alphanumeric characters are allowed and each service type must be unique. 4. Click Save. A dialog box appears. 5. Click OK. The Additional Fields tab appears. NOTE: The Unit Status field is automatically created for each special service. The drop-down list includes the options Available and Not Available. Available is the default for all units. 3

4 6. Click New. The Special Service Additional Fields window appears. 7. In the Field Name field, type the field name as it should appear to the software user. A maximum of 30 alphanumeric characters are allowed and each field name must be unique. 8. From the Field Type drop-down list, select one of the following: TextBox creates a text field. A maximum of 30 alphanumeric characters are allowed. Currency creates a field formatted for a currency amount ($ ), no alphabetic letters are accepted. Number creates a field where only numbers are accepted and allows two decimal places. ( ) Date creates a field formatted for the date. MM/DD/YYYY Dropdown List allows you to create a list of options from which the appropriate item can be selected. Please refer to the Create a Drop-down List topic for additional information for using this option. Checkbox creates a checkbox field with the Field Name as the label. 4

5 9. In the Priority (Sort Order) field, type the order in which the additional fields appear in the Special Service Setup window and Member windows. A one (1) appears first, a two (2) second, and so forth. Each priority must be unique for the Special Service Type. NOTE: The additional fields are sorted with billable fields first, based on their assigned priority number. Non-billable fields are next, based on their assigned priority number. 10. To input values at the service level, select Service. 11. To input values at the member level, select Account/Unit. NOTE: Both Service and Account/Unit can be selected. If a value is entered at the service level, it automatically populates that value at the member level. The value can be overwritten at the member level. 12. To use this field name in the lookup, select Use in Special Service Lookup. 13. For a field with a Numeric or Currency type that also has Account/Unit selected, select Use For Billing. This creates a field on the Billing Setup tab that can be used to calculate the billing amount based on a field value and a multiplier field. 14. Click Save. A dialog box appears. 15. Click OK. 16. As necessary, continue to add Special Service fields. 17. When complete, click Save. 18. Click Cancel. 19. When complete, click the Close button to exit the window. 5

6 Create a Drop-down List 1. From the menu bar, select Setup, Codes, and then select Special Service Types. The Special Service Type Setup window appears. 2. Click New. The Details section activates. 3. In the Service Type field, type the name of the service type. A maximum of 30 alphanumeric characters are allowed and each service type must be unique. 4. Click Save. A dialog box appears. 5. Click OK. The Additional Fields tab appears. 6. Click New. The Special Service Additional Fields window appears. 6

7. In the Field Name field, type the field name as it should appear to the software user. A maximum of 30 alphanumeric characters are allowed and each field name must be unique. 8.

7 7. In the Field Name field, type the field name as it should appear to the software user. A maximum of 30 alphanumeric characters are allowed and each field name must be unique. 8. From the Field Type drop-down list, select Dropdown List. 9. Click Edit. The Dropdown List Values window appears. 10. Click Add. 11. In the Dropdown List Value field, type an option to appear in the drop-down list for this field. 12. Click Save. 13. Continue to type drop-down list options in the Dropdown List Value field. 14. When complete, click Close. 15. Complete the Special Service Additional Fields window and save the entry. Please refer to the previous procedure if additional information is required. 7

8 Special Service Setup ClubSelect Accounts Receivable allows you to create individual services within a specific service types. For example, you may have the service type Lockers with individual service names of Men s Full Locker, Men s Half Locker, Women s Full Locker, and Women s Half Locker. Setting Up Special Services 1. From the menu bar, select Setup and then select Special Services. The Special Services window appears. NOTE: To edit an existing service, select the service from the list and click Edit. To delete an existing service, select the service from the list and click Delete. 2. Click New. The Details section activates. 3. From the Service Type drop-down list, select the appropriate type for this special service. NOTE: If the necessary service type does not appear in the list, please refer to the Service Types topic for additional information. 8

9 4. In the Service Name field, type the name for the service. A maximum of 30 alphanumeric characters are allowed and each service name must be unique. 5. In the Location field, type the location for this service. This is an optional field. A maximum of 50 alphanumeric characters or symbols are allowed. The Allow Sharing field determines the number of rows in the table for items in this range. For example, Allow Sharing is selected for a locker type and the number of shares allowed is two (2). The table on the Assign Members tab displays the same locker number twice (one with a -1 at the end and one with a -2 at the end). If two or more members rent the locker, the billing amount is split between the members. If the amount is not evenly divisible by the # of shares, the last share would get the remainder of the amount. 6. If applicable, select Allow Sharing and in the field, use the up and down arrows to select the number of shares allowed. The maximum number of shares allowed is To display a graphic link on the Membership and Member Inquiry windows, select Link a Graphic and click Browse to navigate to the graphic file location. 8. If the unit codes are alphabetic, in the From Alpha field, type the starting unit code. It is a maximum of two alphabetic characters in length. The field is not case sensitive. 9. If the unit numbers are numeric, in the From Numeric field, type the starting unit number. It is a maximum of six numbers in length. 10. If the unit codes are alphabetic, in the To Alpha field, type the ending unit code. It is a maximum of two alphabetic characters in length. The field is not case sensitive. 11. If the unit numbers are numeric, in the To Numeric field, type the ending unit number. It is a maximum of six numbers in length. NOTE: Either the Alpha or Numeric fields are required. These fields are used to fill the unit numbers. Zero (0) is a valid number. 9

12. From the Options drop-down list, select one of the following: All Numbers in Range all the numbers, both odd and even, are used in the range. Odd only odd numbers are used in the range.

10 12. From the Options drop-down list, select one of the following: All Numbers in Range all the numbers, both odd and even, are used in the range. Odd only odd numbers are used in the range. The range (From and To Numeric) must begin and end with an odd number. Even only even numbers are used in the range. The range (From and To Numeric) must begin and end with an even number. 13. Click Save. A dialog box appears. 14. Click OK. The Additional Fields tab appears. 15. If additional fields were setup at the service level, complete the fields. NOTE: Please refer to the Service Types topic to add or modify fields on this tab. 10

16. Click Save. A dialog box appears. 17. Click OK. The Billing Setup tab appears. 18. In the Revenue Code to Bill field, type the billing revenue code for this service.

11 16. Click Save. A dialog box appears. 17. Click OK. The Billing Setup tab appears. 18. In the Revenue Code to Bill field, type the billing revenue code for this service. You can also click the lookup button to search for a revenue code. 19. In the Payment Revenue Code field, type the payment revenue code for this service. You can also click the lookup button to search for a revenue code. 20. From the Plan Start Date drop-down list, select the date to start billing members for this service. 21. From the Frequency drop-down list, select the frequency at which the billing for this service is generated. The Frequency tab populates based on the Plan Start Date and Frequency field selections. 22. From the Bill Based on drop-down list, select one of the following: Amount generates the billing frequency amounts based on the value in the Amount field. Additional Fields generates the billing frequency amounts based on additional field values. This selection creates the Additional Fields Billing tab. 23. If Amount is selected in the Bill Based on field, in the Amount Per Period field, type the amount to bill for this service at each frequency. 24. From the Reference No. drop-down list, select either None or Unit No. If Unit No. is selected, the unit number associated with the member appears in the reference number field of the transaction. If None is selected, nothing appears in the transaction reference number field. 11

12 25. As necessary, on the Frequency tab, modify the period number or billing date information. 26. If Additional Fields is selected in the Bill Based on field, on the Additional Fields Billing tab, type the multiplier to use when calculating the service amount for an individual member. 27. Click Save. A dialog box appears. 28. Click OK. 29. When complete, click Cancel. 30. When complete, click the Close button to exit the window. 12

Assign Special Services ClubSelect Accounts Receivable allows you to assign individual members to specific services available at your club.

13 Assign Special Services ClubSelect Accounts Receivable allows you to assign individual members to specific services available at your club. You can also assign multiple members to a special service at one time. Setting Up Special Services for an Individual Member 1. Click the Special Services tab. The Special Services tab appears. NOTE: To edit an existing special service for this member, select it from the list and click Edit. To delete an existing special service for this member, select it from the list and click Delete. To edit or delete an entire special service from ClubSelect AR, please refer to the Special Service topic. 13

The Location field automatically populates based on the Service Name selection. 5.

14 2. Click New. The General tab fields activate. 3. From the Service Type drop-down list, select the special service for this member. 4. From the Service Name drop-down list, select the name of the special service. The Location field automatically populates based on the Service Name selection. 5. In the Unit Number field, type or search for the appropriate unit number for this member. For example, locker number, slip number, etc. NOTE: Units with a status of Unavailable cannot be assigned to a member. 6. Click Save. A dialog box appears. 7. Click OK. The Special Service Detail tab appears. 14

8. To override the standard amount billed for this special service, click Override. 9. If Override is selected, in the Amount field, type the new amount for this member.

15 8. To override the standard amount billed for this special service, click Override. 9. If Override is selected, in the Amount field, type the new amount for this member. NOTE: The other detail fields vary based on the Special Service setup. 10. Click Save. A dialog box appears. 11. Click OK. 12. Click Cancel. Assigning Multiple Members to Special Services 1. From the menu bar, select Membership, Members & Dependents, and then select Special Services. The Special Services window appears. NOTE: The Special Services listed vary based on what is setup in ClubSelect AR. 15

16 2. To assign members, select the special service from the list. 3. Click Edit. NOTE: The Unit No. column is automatically populated with the range selected in the Special Services window. If there are shares allowed, multiples lines appear for each unit number. By default, only those units with Available in the Unit Status column appear. To see all the units or those marked as unavailable, select the appropriate option from the Unit Status drop-down list. 4. For the specific Unit No., in the Account No field, type or search for the member s account number. The Account Name field automatically populates. NOTE: Units with a status of Unavailable cannot be assigned to a member. A unit can be changed from unavailable to available at any time. A unit with a member assigned cannot be changed from available to unavailable. 5. Complete all the applicable fields for this special service type. NOTE: The specific fields for each Special Service varies based on how the Special Service is setup in ClubSelect AR. 6. To change a calculated amount for a member, click Override and modify the Amount field. 7. Click Save. A dialog box appears. 8. Click OK. NOTE: Click Clear Overrides to clear all the Override checkboxes and recalculate all the amounts. 9. When complete, click the Close button. 16

Invoice QuickStart Guide

Invoice QuickStart Guide Table of Contents Working with Payment Requests Manually Creating a Payment Request from an Existing Vendor Creating a Recurring Payment Request Adding Distributions to a Payment