Overview
Item configuration points transactions to the General Ledger Account for financials. All POS and Billing Items are linked to an Item such as: Scheduled Billings, Installment Billings, Store Credits, Gift Certificate, POS Transactions, etc. In this guide you will learn how to setup Item Groups, Item Categories, and Items. Items can be used in various ways such as combos, vouchers, etc. This guide will teach the different usages of items.. Use Case(s)
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Content
Accessing the Tool
The Items Module is located in the left hand navigation. See image to the right for detail.
When you select the Items module; the top left panel will list the Item Option menu(s) that we will cover in this guide. Items will open in the Manage Items tab.
Item Rules
The Item Setup consists of three tiers: Items, Categories, and Groups. All Items belong to a Category, all Categories belong to a Group.
Example of a Tier:
Food (Item Group)
Entrée (Item Category)
Lobster Ravioli (Item)
8oz Steak (Item)
Trout w/Crab Sauce (Item)
An Item can only belong to one Category and one Group. You can have unlimited number of Items in a Category and you can have unlimited number of Categories in a Group.
Please Note: The Tax and Service Charge percentages are determined by either the Item Category or Item Group (not the Item level).
You can enter the GL Sales Account on the Item, Category, or Group level.
Please Note:
Item overrides the category and group settings.
The Category can override the Group settings (only if the Override Group Settings is checked).
The Group settings will be used if there is no override on the Item or Category setting.
Standard Icons
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The toolbar above all grids list the standard icons:
New, Edit, Delete, Export to Excel, Refresh, Clear Filter Active/Inactive Items, Help (Navigates to Client Facing Knowledge Base), and the Search field.
On all maintenance screens the above toolbar lists the standard icons:
Save
Remains on the screen.
Save & New
Saves the record and clears the screen for a new record.
Save & Close
Saves and exits the maintenance screen.
Audit Logs
Shows date of last change, old/new values, and user who made the change.
Manage Item Groups
Select Items, then Manage Item Groups.
The Grid that displays will vary from user to user. For example, if the user is only allowed to see Retail items they will not see FNB or Billing Items.
To customize your grid to display different columns:
Right click anywhere on the grid and select Customize Columns. A list of Columns will appear and can be added to the grid by simply double clicking or dragging and dropping the column in question. The columns available will vary by module.
Click on the column heading to sort by any column or use the funnels to filter the information
listed.
To edit an Item Group:
Highlight the Item Group and double-click or select the Edit icon on the toolbar.
To add new groups, click the New icon.
The Item Group screen will appear. See details below.
Name
Enter the name of the group.
Description
Additional description of the group; this is optional for internal viewing only.
Folio Grouping
Relates to Guest Room Items.
Select the Group Category that relates to the Items that will be associated with the Group
Select FnB Category if the Group is for Food & Beverage POS or Banquet Items.
Select Retail Category if the Group is for Retail POS Items.
Select Billing Category if the Group is for Billing Items (these items will not be available in POS).
Area Overrides
Within System, then Areas:
Highlight the Default Area and enter the Account information to the right of the screen (required).
Please Note: Each Area can have different Account allocations by highlighting the Area name and entering the accounts.
Select the Accounts for General Ledger allocations:
Sales Account
Select the revenue account that will be credited when items are sold.
Comp Account
Select the account that will be debited for the amount of comps made at POS.
Discount Account
Select the account that will be debited for the amount of discounts made at POS.
Rewards Account
The field is related to a future enhancement and currently not used; you can use any account but it is required before you can save and exit.
Asset Account
For Retail Items only: select the account that should be debited when inventory is received and credited when inventory is sold.
Asset Adjustment Account
For Retail Items only: Select the account that will be used when making Inventory Adjustments (can be a debit or credit based on the adjustment).
COGS Account (Cost of Goods Sold)
For Retail Items only: select the account that should be debited when inventory is sold (that offsets the credit to the inventory asset account).
COGS Adjustment Account
For Retail Items only: select the account that will be used when making Inventory Adjustments (can be a debit or credit based on the adjustment).
Tax Code
The tax code selected will determine the amount of tax and service charge that will be added to items when sold. (You may refer to the Tax and Service Charge Setup Manual for more information).
When finished select Save & Close.
Manage Item Categories
Select Items then Manage Item Categories.
Please Note:
The Grid will vary from user to user. Example: if the user is only allowed to see Retail items they will not see FNB or Billing Categories.
You can customize your grid to display different columns (Please click Here if you need a refresher on how to customize Grids).
You can click on the column heading to sort by any column or use the funnels to filter the information listed.
Above the grid is a toolbar listing the standard icons:
New, Edit, Delete, Export to Excel, Refresh, Clear Filter, Active/Inactive Items, and Help.
To edit an Item Category, highlight the Item Category and double click or select the Edit Icon on the toolbar.
To add a new Category:
Click the New icon. The Item Category screen will appear. At the top of the screen are the standard icons: Save, Save & New, Save & Close, and the Audit Log.
In the middle of the screen are various Tabs; we will cover each Tab’s function in this section.
Name
This field is required. Enter the name of the Category.
Description
Additional description of the Category; this is optional for internal viewing only.
Ticket Message
This is optional, select a ticket message that will print on POS receipts each time this item is charged.
For example, if your club is having an upcoming scotch tasting, you might attach a Ticket Message to a category that includes your scotch items that provides details of the event.
Please Note: The same type of settings can also be set at the Item level.
Item Group
This field is required. Click on the search icon to see available Item Groups. If you need to setup a new Item Group click on the Quick Add button (click here for more on Manage Item Group).
Percent Cost
You can add a theoretical cost percentage for this category. This cost percent will be applied to all items associated with this category and report on the Interactive Reports > Inventory > Gross Margin Report.
Please Note: The Item level allows a cost dollar; if you have a percentage on the category level the Item cost dollar will override the category cost percent.
Display at POS
Check this box if the items in this category are to displayed at Point-of-Sale. This is a default setting and can be overridden on the Item level.
Tipable
Check this box if items associated with this Category can have a tip or service charge applied. This is a default setting and can be overridden on the Item level.
Rewards Eligible
This feature is a future enhancement and is not currently available.
Override Item Group Settings
If this box is checked the system will use the Category settings and ignore the Group settings. The Override Tab will be activated and required if this field is checked.
Auto-Increment Cover Count
Applies to F&B POS Only. When an item in this category is sold at POS it will automatically increase the cover count by one. This only applies to F&B Areas that track covers. This is a default setting and can be overridden on the Item level.
Auto-Increment Seat
Applies to F&B POS Only. When an item in this category is sold at POS it will automatically increment the seat number. This only applies to F&B Area that are setup for Seat Position. This is a default setting and can be overridden on the Item level.
Category
Select the Category Type that relates to the Items associated with this Category.
Select FnB Category if the Group is for Food & Beverage POS Items and Banquet
Select Retail Category if the Group is for Retail POS Items
Select Billing Category if the Group is for Billing Items such as Minimums, Dues, Scheduled Billings, etc…(items in this category will not be seen at POS).
Default Course
Applies to F&B POS Only. If you have POS Areas in your club that use coursing it is recommended that you set the default course for the food Categories being sent to the kitchen. The Category level is only the default and can be overridden on the Item level and overridden at POS.
Items Selection Tab
The Selected Items box will list all Items setup for this Category. This section gives you the ability to organize the items how you want them to appear in the POS button.
Move Up/Down Arrows
Highlight an item and click the Up or Down Arrow to move the item one line at a time.
Always Alphabetize
Check the Always Alphabetize flag to list alphabetically A to Z. If checked, the move up and move down feature will be removed.
Select Items Lookup
This will list all items in the system from all categories. You can move an item from another category to the displayed category by clicking the item to select, and then clicking Select on the bottom of the Lookup value.
Please Note: Another way to change the Item’s Category: Go to the Manage Items module and change within the item itself.
Available Item Combos
To display a list of combos in the system from all categories, change the Source to Item Combo and select the Item Lookup.
Area Tab
Select the Areas in which the items in this Category are allowed to be sold.
If the Area is not checked, the items in this category will not be seen at POS. Employee must be given security rights to each Area; if they do not have permissions they will not see the Area at POS, on reports, and in searches.
The two buttons to the far right of screen: top button is Select All the bottom button is Unselect All.
The last column is called POS_Navagation; if you put a check mark for the Area it will create buttons at the top of the POS ordering screen for quick selection (see below POS screenshot).
Override Tab
The Override Tab is only available if Override Item Group Settings is checked. When this field is checked, the Item Group settings will be ignored and the Category settings will override the Group settings.
Please Note: If the Accounts are grayed out like the screenshot above the Override Item Group Settings is not checked.
POS Button Style
POS Button Style allows for the change of the button size or font size.
Button Image
Upload an image to display on the button instead of text. You cannot see the button but if you hold your mouse at the end of the line or just click the end of the line you can browse to the image file.
Background Color
Click the down arrow and select the color for the background.
Foreground Color
Click the down arrow and select the color for the text.
Caption H Align
Click the down arrow and select the horizontal alignment of the text.
Caption V Align
Click the down arrow and select the vertical alignment of the text.
Image H Align
Click the down arrow and select the horizontal alignment of the image.
Image V Align
Click the down arrow and select the vertical alignment of the image.
Font Size
Enter the font you want the text size to be. This is for the button text in POS for the items associated with this category. You will not see the font change in the preview box since this is pertaining to the size of the Items not the Category text.
Image Height
Change the image height; 100 pixels is a good starting point.
Image Width
Change the image height; 100 pixels is a good starting point.
POS Button Preview
This box will give you a preview of what the alignment and colors.
Please Note:
All fields related to Color and Text are default settings for the Item buttons associated with the category. For example, I might have a POS button on my screen group design that is set to list all the items that belong to the Appetizer Category. The system will look at the button style settings and create buttons for the items based on these settings.
All the fields related to the Image pertain to the Category.
The category settings are defaults and can be overwritten on an Item level.
POS Behavior
Print on Pay
If checked, Items in this Item Category will print on Pay Receipts. A Pay Receipt is the receipt the server presents to a member for signature (or payment method and additional gratuities to be added).
Print on Settle
If checked, Items in this Item Category will print on Settle Receipts. A Settle Receipt is the Receipt that is printed after the sale is tendered to Member Charge, Cash, etc. It will print the final total with additional tip and payment method.
Do not print modifiers
If this field is checked and the modifier has a price, the price will add into the base price and the modifier WILL NOT print on the member receipt. Example: if a pizza is 10 and three additional items were added at 1 dollar each the check will show 13.00 pizza total. If the field is unchecked the modifiers will be listed individually on the member receipt.
Please Note:
If Print on Pay and Print on Settle are not checked the Items will not be listed on the receipts. The only time a club should choose not to print an item on a receipt is if it is a zero priced item. Example: The club might want to track Member Green Fees or towels that are not charged; they will ring up the item at POS for reporting purposes but do not want it on the member receipt.
Do not print modifiers is usually unchecked for food but is checked for Liquor. Example: if there are additional charges for food add-ons most clubs want to show that on the receipt. However if there are extra charges for Liquor on the rocks or up most clubs don’t want that listed on the receipt and prefer to add the extra charge into the base price.
Print Configuration Tab
Please Note: This tab applies to FnB Item Categories Only and does not apply to Retail or Billing Categories.
The Print Configuration Tab tells the system which Prep-Printer the items within this category are sent (Hot, Cold, Bar, etc.). The F&B Items will inherit the print configuration but can be changed on an item level.
Message Type is always set to ItemCategory.
The From Type works in conjunction with the From field. These fields are used if the club has more than one kitchen or bar. Click the down arrow to get a list of options.
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From Type Options:
POSDevice
If the item is to print to a specific prep printer (kitchen/bar) based on the Terminal location,click the down arrow and choose From a Terminal Device (the system will list all devices but you must select a Terminal device not a Printer device).
Example: The club has an upstairs and downstairs kitchen, if an item is sent from a POS terminal upstairs it will always print to the upstairs kitchen no matter what Area was selected
Area
Is used if the item is to print to a specific prep printer (kitchen/bar) based on the Area the ticket was open. From click the down arrow and choose the Area.
Example: you have an upstairs and downstairs kitchen, if an item is sent from the Dining Room it always prints to the downstairs kitchen even if it was sent from an upstairs terminal.
Please Note: If Area is selected ALL Areas that send orders must be setup > to Add another Area configuration click the *asterisk; this will create another line.
Area Category
This option works the same as Areas except it pulls from the Area Category instead of individual Areas.
Anywhere
If there is only one kitchen or bar select this option.
From Column Options:
Please Note: The list will vary from club to club.
If POSDevice was selected the list will populate all devices (both printer and terminal).
If Area was selected the list will populate all the Areas setup in your system. You must setup and configure each Area that prints orders to a remote printer.
If Area Category was selected the list will populate all the Area Categories set up in your system.
Anywhere will only give the option Anywhere.
To Type Options:
The To Type works in conjunction with the To field.
To Type:
POSDevice – Devices are both terminals and printers.
POSDevice Group – this is the preferred setup; using groups makes it easy to reroute orders to a different printer if a printer dies or orders need to reroute to a different kitchen or bar.
To:
If POSDevice was selected the system will list all Terminals and Printers setup in your system.
If POSDevice Group was selected the system will list all device groups set up in your system.
Start Time & End Time
Used when an Area of the club uses more than one kitchen or bar in one day.
Example: The clubs orders print to a grill kitchen from 8am to 3pm and then from 3:01pm to close the orders print to the Main Kitchen printer.
Day Of Week
Used only if certain days Areas of the club use more than one kitchen or bar, if this applies to more than one day each day will need to be setup separately.
Message
The Category setup should always be sNameOnOrder: this tells the system to default the send name to what the item description is. The Send Name can be changed on the item level.
Please Note:
Do not leave the Message field blank or None; if blank or None no Item description will print on the prep-printers unless you manually enter the name on the item level.
If you accidently clicked None and want to fix; highlight the line by clicking the pencil on the left of the line and hit your delete key on the keyboard.
Click Save & Close when done.
The print configuration is setup by the Clubessential Trainer during implementation.
Downloadable Guide
Inventory Adjustment Wizard - Guide
