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Enhancements
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Employees
Manage
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Employees
Updated the system to allow for negative quantity item receipts and vendor invoicesthe new employee process to require the selection of a group, job code and department.
Use Case: Previously, negative quantities could not be received in item receipts, and therefore, the only way to reduce inventory and related payable to a vendor was to enter a credit memo. This is no longer the case. Instead of using credit memos, enter negative quantity item receipts when sending merchandise back to a Vendor, and then receive it on a Vendor Invoice to have negative amounts flow through to the Vendor’s account. For instance, when sending a putter back to a Vendor, enter a -1 received to generate a credit to be applied to a future invoice.
Seamlessly apply the credit in the Vendor Invoice process to ensure credits are utilized and properly deducted from payment to Vendor.
No Credit Memos
Updated the system to disable the ability to create new credit memos or update existing ones.
Use Case: While previously generated Credit Memos are still able to be viewed, no new Credit Memos can be created. Instead, enter a negative quantity item receipt as discussed above.
Employees - Manage Employees
- Updated the "Account is Locked Out" option on employee edit form to better describe its function.
General Ledger - Periods
Updated the stock database to include Ledger Period for 2017 and removed default period for 2014.
Use Case: When creating new databases, stock database now includes 3 years of historical financials, and 2017 is now the base year.
Interactive Reports
Member Voucher Transactions
Added Member Types to Member Voucher Transaction report.
Use Case: Now view Voucher Transaction data by Member Type to assist with further analysis of spending habits based on Member Type.
Note: If checkmarks are not displaying properly, right-click on grid, and choose Reset Layout.
Vendor Address Labels
Updated the Vendor Address Labels report to allow multiple vendors to be selected at one time.
Use Case: Instead of selecting 1 or all Vendors, now select any number of vendors for this report.
Items - Manage Item Categories
Updated the POS Item printing configuration rules that are inherited from category to display as italicized now instead of showing with a strike-through.
Use Case: Within an Item, easily view printing configuration settings inherited (and overridden) from the category with this change from strike-through to italics. Previously, users were confused by the override of the category. With the strike-through visual, users thought these instructions do not apply to the item. However, if printing instructions are only overridden for certain areas, area categories or devices, the category (purple) instruction will still apply to areas, categories or devices not overridden.
Membership
Addresses
Added Country field to Member bulk Address management grid.
Use Case: Now view Country in addition to other previously viewable fields in Member address grid for further Membership analysis.
Member Statement Wizard
Updated Print Member Statement wizard to allow an option to include copies of any folio with activity in the statement month.
Use Case: Previously, when a Club Member would sponsor a Guest to stay at the Club, a detailed view of the charges were not available electronically from Club to the sponsoring Member. Now, include the detailed folio with the statement wizard to ensure Members have the details of their sponsored guests.
Edit Invoice
Updated the ticket display on the invoice edit form to be wider.
Use Case: Now, more easily view tickets displaying within the invoice edit form with this improved wider display.
Other - Multi-Select
Updated all multi-select lookup forms to allow for Shift Clicking for ranges of values.
Use Case: Previously, when multiple consecutive items needed to be selected, users would need to individually check each item, rather than multi-select the items by clicking the first item, holding the shift key, and selecting the last item to indicate selection of all items within that range.
POS - Manage Ticket Templates
Added Suggested Gratuity ticket element to ticket templating system that will allow a ticket to print with a precalculated gratuity guideline for specified percentages of the ticket total.
Use Case: Now, help Members quickly view gratuities at various calculated percentage levels (defined by the Club) directly on their receipt for their reference.
System - System Settings
Guest Room Settings
Updated the Guest Room System Settings Email Confirmation template in System Settings to use a rich content editor instead of a text box. Additionally added several new snippets related to guest rooms.
Use Case: Now customize confirmation email templates without the assistance of Clubessential support. Use the new editor to tailor the message and incorporate snippets where applicable such as Confirmation #, Start Date, End Date, Sponsor Name, etc.
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Partner Products - ReServe Gateway
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Updated the ReServe Cloud Sync tab in CMA to allow users to clear the last member sync date, which allows re-syncing all members.
Use Case: Oftentimes for support purposes, a complete re-sync is necessary, and with this new functionality, this step can be easily performed.
Website - Clubessential
Added 'Ignore Duplicate Email, Phone, Address' setting to Clubessential Endpoint form in CMA to prevent the system from creating records that would be duplicates.
Use Case: Now when syncing from the Website to Office, this behind the scenes functionality prevents duplicate emails, phone, and address lines from being re-imported into the database.
Updated website sync process so that when a system user pulls a changed member it will automatically push that member back to the website.
Use Case: With this behind the scenes functionality, the system now prevents duplicate Member creation, by telling the Website that it has already received the update when syncing a changed Member, and therefore there is no need to re-import it.
Bug Fixes
Fixed an issue where the web sync would not update members/employees if their type was not configured to sync.
Fixed an issue where the ordering of years in the Balance Sheet report combo box was incorrect.
Fixed an issue with the Print Member Statement Wizard erroring when attempting to print for a member with a blank member number.
Fixed an issue with the General Ledger Budget report sorting differently when choosing (All) budget types versus a specific budget type.
Fixed an issue where the system would allow you to select transaction dates in closed periods.
Fixed an issue where the Month End Wizard did not include all possible days in the selected month when processing late fees.
Fixed an issue with the Inventory Adjustment Wizard not allowing 4-decimal places for costs.
Fixed an issue with the 1099 Misc box showing an invalid Box 12 entry Previously, these fields could be left blank, and as such, employees would be inadvertently omitted from reporting, views, etc.
Groups - Security (POS Related)
Updated the system to add a security role that disables a user’s ability to enter a negative price for "Ask for Price" items.
Use Case: Previously, users had the ability to enter any price for an Ask for Price Item (including negative values), which could allow for an unauthorized discount to be taken. Now, users must receive permission to enter any value less than zero for an ask for price item.
General Ledger - Budget
Updated the Budget Import system to show a notification dialog box when the import is complete.
Guest Rooms
System Settings - Guest Room Settings
Updated the Guest Room system to allow for significantly more complex email notifications.
Use Case: Previously, email notifications were standard confirmation messages with little room for customization. With new updates, automate and customize the following (5) types of emails: Confirmation, Reminder, Change, Cancel, and Check Out.
- Updates the Guest Room notification editors to allow for an image link to be included.
Use Case: Previously, images could not be included in email template. Now, use imagery to help attract attention to your message and convey meaning when using any one of the new templates.
- Updated the Guest Room notification editors to allow additional fields to be included for Room Type, Average Nightly Rate and Tool Rate.
Use Case: Previously, available snippets for Guest Rooms included only Start Date, End Date, Sponsor Member Number, Sponsor Name, Sponsor Phone, Sponsor Email, Confirmation Number, Room Number, Room Name, and Reservation Status. Now customize templates with additional pertinent details to add to the Guest’s booking experience
Guest Room Dashboard
- Updated the Guest Room system to show a Print Preview for the Folio instead of directly printing it to the printer.
Use Case: Previously, reviewing a Folio could only occur by printing it to a printer and reviewing the hard document. Now, pull up a folio, review, and then choose whether to print or not. Additionally, file may be saved as a pdf for easy electronic distribution to Members who may have questions and/or would like a copy in their email.
- Updated the Guest Room system to show the sponsoring member on the Guest Room search list.
Use Case: Previously, Sponsoring Member could be searched, but results would not display the Sponsoring Member in the Search results screen for easy review.
Items - Manage Item Categories
- Updated the Item Edit form to add a warning when you change the Item Name that the print configuration might need to be updated as well.
Use Case: Previously, when the name of an Item was edited (for example, when a Daily Special would change from Salmon to Baked Tilapia), if the printer settings were not changed, it was possible that an individual could order Salmon, and their ticket would say, Baked Tilapia. Now, when an Item name is changed, a reminder message prompts to consider printer settings.
Membership - Approve Payment Batches
- Update the system to allow users to delete a NACHA cash receipt batch from the Approve Payments Batch grid.
Use Case: Previously, a generated NACHA file could not be deleted. While individual payments within the batch still cannot be deleted, the entire batch can be deleted, and payment wizard may be re-run in the event of an error.
Other - Multi-Select
- Updated Multi Select Lookups to have additional sorting and filtering capacity when applicable.
Use Case: Previously, these grids did not have the ability to sort or filter. Now, easily find the items you are looking for by utilizing these new features.
System - System Settings
Partner Products - Reserve Gateway
- Updated the Banquet system to aggregate all Service Charge values on import instead of just the last one.
Use Case: Previously, the import did not distinguish between service charge types, therefore, all amounts came over under the last listed charge type. Now, amounts are properly aggregated by service charge type, and reflect as such in the Office system.
Services - File Export
- Updated the File Export JSON exporter to allow a page size for pushing large number of records to a remote API.
Use Case: Used mainly for the CE CRM interface, this behind the scenes upgrade to functionality ensures timely processing of significant levels of data transactions.
Bug Fixes
- Fixed an issue where returning items paid for with Credit Book would not refund balances to the original credit book type used for the original purchase.
Fixed an issue where the statement month end day is set to the 1st, the member activity grid does not show a dropdown for the current period.
Fixed an issue where a member type change would not always sync to the website properly.
Fixed an issue with the Guest Room Reservation system that would result in a reservation disappearing if you click Cancel after Save.
Fixed an issue where the Settle Folio process didn't ignore invoices that had been deleted.
Fixed an issue with the Item Receipt editor that would prompt a user to print labels for a negative item receipt.
Fixed an issue where the Item Category print configuration override would print the wrong message for "Name on Order".
Fixed an issue with Modifier Items that contain a $ in the display name.
Fixed an issue where ReServe events were not linking to the correct member when creating invoices.
Fixed an issue with the web roster sync process that would not properly remove a member when their Type changed to one that doesn't sync.
Fixed an issue with the Batch Posting process where if another user Cleared Batch Preview while another user’s batch was open, it would post with no GL Transactions.
Fixed an issue with the Outstanding Gift Card report would not properly save the selected type.
Fixed several issues with the Financial Report Writer custom functions for non-fiscal year end configurations.
Fixed an issue with the Balance Sheet Drilldown report including Year End entries in the Previous Year column.
Fixed several small alignment issues on 1099-MISC and 1099-INT forms.
Fixed an issue with using countdown items and the countdown item is a fractional quantity item with a non-integer value.
Fixed an issue with the Event Calendar not properly displaying certain recurring events.
Fixed an issue with wait-listed guest room reservations not sorting properly on the guest room dashboard.
Fixed an issue with the Inventory Adjustment Wizard repeatedly warning about cost variance exceeding threshold when Finishing the wizard.
Fixed an issue where users could click the "Account is Temporarily Locked Out" checkbox on the employee form if the employee is not already locked out.
Fixed an issue with the Financial Report Writer using wrong start/end date when calculating a Total Year or Remaining Year when the Year End Month is not December.
Fixed an issue with the Void Check Wizard not working when entering a specific check number.