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Enhancements
Accounts Payable - Approve
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Batches Grid
Added a "Has Private Note" column option to the Invoice Detail view on the Approve Batches Grid.
Use Case: Previously, Batch notes Previously, the “Has Private Note” details were not easily visible when viewing the Approve Charge Batches Gridgrid. Now, easily identify and view batches with notes Has Private Note. If Notes Has Private Note column is not visible, remember to right-click on grid, select Customize Columns, and move Notes Has Private Note column into grid for viewing.
Interactive Reports
Employee Security Reports
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Accounts Payable - Approve Vendor Invoice Batch
- Updated the Delete/Voids/Discount/Comps Ticket report to add a filter option by Reason Code
Improved rendering of Custom Field controls in the Vendor/Employee/Member/Guest -> Custom Fields node.
Use Case: Previously, it was not possible to view all employees with their assigned security levels in a report or a grid. Now, easily view all employees by role, (View, Edit, Create, and Delete), and/or use report filters to find a specific employee and their roles, employee groups and their roles, or employees with a specific role. Also view the method in which the security role was issued (Group, Area, or Individual level). Remember: Best practice is to apply security roles at the Group level, rather than at an individual level. This report should improve overall user experience when reviewing role security.
Check Register Report
Updated the Check Register report to now display similar detail to vendor invoices/credit memos. Expanding to the lowest level will now display the Line Item Type, Name, and Description.
Use Case: Previously, it was not possible to view the line item details associated with an invoice on the check register. Previously, details of G/L Accounts, or Assets were available, but not line item details. Now, easily drill-down from a check level to identify line Item Type, Name, and Description.
Delete/Voids/Discount/Comps Ticket Report
Previously, the custom fields node displays in these various modules were inconsistent, and depending on field length, would wrap causing misalignment of the fields. This update improves the viewability and consistency with which these fields display.
Items
Manage Price Schedules
Added the ability to link a Price Schedule Discount to a POS Reason Code in order to override the discount ledger.
Use Case: Previously, the G/L code on a Price Schedule could not be overridden. Now, link a Price Schedule to a Reason Code, to have G/L account overridden for the price schedule.
Inventory Count Wizard
Added click and drag support to the Inventory Count Wizard grid.
Use Case: Previously,
the report did not contain the ability to filter by reason codes. Now, for Clubs looking to leverage the Require Void Selection and Require Comp Selection settings described in the System-Areas enhancement below, easily filter this report by the Reason codes designated at the POS when the Void or Comp was selected.
Added tracking of which employee authorized a Comp, Discount, or Void and shows them in the Delete/Voids/Discount/Comps Report and the Ticket Audit Reportthe grids within the Inventory Count Wizard did not support drag and drop features. Now, easily rearrange/reorder columns by clicking on the header, and dragging to desired location.
Membership
Billing Schedules
Added support for Deferred Dues Billing to Billing Schedules.
Use Case: Previously
unavailable, now quickly see who Deleted Tickets or authorized the use of Comps, Discounts, or Voids to improve auditing and reviewing capabilities.
Member Voucher Transactions Reports
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Membership - Financial Information - A/R
Added an AR threshold value to members so that a club can configure an AR balance limit for a member. Any charges at POS over the limit require manager approval.
Use Case:
Previously, a limit could not be applied to the Member’s ability to generate charges. Now, if populated with an amount >$0, the AR threshold value will require approval from an Employee designated with the Allow Exceed Member AR Threshold role once the threshold would be exceeded (for instance, $5,000). If left at $0, A/R threshold will not apply to Member.
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This feature is also available for Multi-Edit.
System - Areas - Global Reason Codes
Updated the Area POS Settings Configuration to add Global Void, Comp and Discount reason codes with optional % or $ fixed amounts and GL override.
Use Case: Previously, Area POS Settings contained the ability to add Buttons to the POS and assign a POS Settings Type to the button, which would then open a free-form field, and allow input to describe a reason for its use. Now, in addition to having the option for a free-form field, a Club may also define a Global list of reason codes for Voids, and for Comp and Discounts by enabling the Require Void Selection or Require Comp Selection settings. When global codes are established, and settings are turned on to require selection from the list, collection of data and analysis then becomes possible. For example, when a Comp button is selected, Clubs may decide to use their Various Departments as possibilities for the list. Therefore, they can capture whether the Comp was due to Member Relations, or Promotions, for instance. This function opens up the ability to gather data consistently, and then to address trends and analyze club operations pertaining to these features. When Global Reason Codes are used, remember that they can now be seen on the Delete/Voids/Discount/Comps Ticket Report.
Bug Fixes
Fixed an issue with the Golf Play Data Genie View including the time portion on the Date field.
Fixed an issue with the new Quick Check form not properly creating Batch Preview Detail records for the payment batch on posting.
Fixed an issue with the General Ledger Transactions grid not showing Vendor Invoice batch details due to the employee not have direct access to the departments.
Fixed an issue with the new Pay Bills form not immediately launching the Print Checks form after posting the batch if Quick Print Checks is checked but Quick Post Batch is unchecked.
Fixed an issue where entering a % in the item combo form was using the combo's price when the combo was opened, not what it currently is.
Fixed an intermittent issue with lookup layouts erroring when using the Journal Entry Wizard.
Fixed spelling of received in Item Receipt form.
Fixed an issue with the Barefoot API Endpoint using an older URL.
Fixed an issue with the Custom Field Values report only showing one selection for multi-select-enabled Choice custom fields with entities that had multiple choices selected.
Fixed an issue with the online ordering system where it is not sending items correctly if the quantity is greater than 1.
Fixed an issue with Reserve where negative events were not syncing, Revenue that had to be deferred over a future period (like annual billings) needed manual Journal Entries to allocate the revenue properly. With this new powerful feature, indicate that the billing is a Deferred Dues Billing, and associate a Liability account with the deferral on the new Deferral tab. The system will then auto-generate batches for each of the periods needing to have revenue allocated, and the liability relieved properly.
Pre-Bill Example: For $12,000 Annual Dues billed in December 2017 to be recognized January - December 2018, indicate pre-bill with a start month of January. Use Billing Item tied to Dues Income. December Entry would be full amount ($12,000) in Dec 31 2017 to AR/Deferred Dues(Liability Account). Jan - Dec 2018 monthly entries for $1,000 Deferred Dues(Liability Account)/Dues Income.
Regular Example: For $12,000 Annual Dues billed in January 2018 to be recognized January - December 2018, indicate start month of January, but NOT pre-bill. Use Billing Item tied to Dues Income. Jan 2018 entry would be $11,000 Deferred Dues(Liability Account) + $1,000 Dues Income / $12,000 AR. Feb - Dec 2018 entries would be $1,000 Deferred Dues(Liability Account)/Dues Income.
Credit Book Expiration/Gift Card Expiration Wizards
- Added support for sorting and filtering on the Credit Book and Gift Card Expiration Wizards.
Use Case: Previously, the Credit Book and Gift Card Expiration Wizards grids did not have these features, and therefore did not allow for easy searching/filtering. Now, easily target the specific records you need utilizing these new sorting and filtering features in the wizards.
POS - Shift 4 - Tab Processing
Added support for Charging Tabs in POS with Shift4.
Use Case: Previously, when utilizing Shift 4 for credit card processing, tab payment functionality was not yet integrated. With this upgrade, easily process tab payments when utilizing Shift 4 as your processor.
Bug Fixes
Fixed an issue where viewing a custom field value without making any changes would still prompt the user to save.
Fixed an issue with the Inventory Transaction History report sometimes not including transactions that occurred on the end date.
Fixed an issue with scrolling regions in the Member, Employee, Events and Items forms where the bottom would sometimes get content cut off if the screen resolution is too low.
Fixed an error when attempting to load a saved Chart of Accounts report layout.
Fixed the Member Charge Wizard warning about exceeding a member's AR balance threshold even if the member's AR balance threshold is set to zero.
Fixed an issue when discounting an item multiple times with a required POS Reason Codes that includes an overridden GL account.
Fixed an issue in Retail POS when adding a discount to an item when the area is set to Require Comp/Discount Selection and the POS Reason Code does not have a predefined amount.