Overview

• Each morning, Batches of Point of Sale transactions from the previous day need to be posted to the General Ledger, as well the Club’s respective Membership Accounts.  In this guide, we will discuss how to properly review and post these daily Point of Sale Batches, as well as how to Edit POS Tickets within a Batch.

Required Permissions

• Membership

• Approve Charge Batches

• Add/Edit/Delete

Accessing the Tool

Point of Sale Batches are posted and edited via Approve Charge Batches.

To access Approve Charge Batches:

1. Navigate to the Membership menu and select Approve Charge Batches.

2. The Approve Charge Batches Grid will launch.

Approve Charge Batches Grid

The Approve Charge Batches Grid can be customized and filtered in the same manner as any Grid within the Office System.  The most commonly used Column Headers are shown in the screenshot above. They include: 

1. Transaction Date - Date in which transactions in the Batch occurred.

2. Batch Control Number - Used as a reporting tool to reference the Batch of transactions for a specific day.

3. Posted - If checked, the Batch has been posted to the General Ledger. If unchecked, the Batch still needs to be posted.

4. Amount - The Total Sales comprised of each transaction within the Batch.

5. Batch Location - Location at the Club in which the transaction occurred. Please see the POS Batch Grouping section of this document for more information on how Batches are grouped.

6. POS Batch - If checked, the Batch originated from the Point of Sale. If unchecked, the charge was entered via the Member Charge Wizard or Month End Billing. For more information on the Member Charge Wizard, please see our Member Charges guide. In addition, for more information on Month End Billing, please see our Month End guide.

7. Posted Date - Date the Batch was posted.

If these Columns are not currently present on the Grid, right-click and select Customize Columns.

A window will populate with available Columns on the bottom right corner of the screen.

Double-click or Drag and Drop to add Columns to the Grid.

For more information on filtering and sorting Grids, please see our Grids guide.

POS Batch Grouping

The System can separate Point of Sale transactions in a number of different ways. Depending on your preference, the System can be setup to group all transactions into a single batch each day, or separate transactions into 2 or more Batches.

For some people, separating each days Food and Beverage transactions from other types of sales, such as Golf Shop sales, makes the daily process of reconciling the transactions easier.

By default, the system is setup to group Point of Sale transactions by Area Group. This keeps POS Batch Reporting clean and easy to track. For instance, by creating a Food & Beverage Area Group that is linked to all F&B Areas, the user will only have one batch of Food and Beverage transactions to post at the end of the day, rather than numerous Batches. As you will see, the Area Group shows as the Batch Location within the Approve Charge Batches Grid.

Area Groups are configured during Implementation, however for more information on Area Groups, please see our Area Groups guide.

Ticket Drill Down

To view a list of POS transactions within a specific Batch, select the (+) sign to the left of the Batch to expand its details.

A Batch’s expanded view opens a second Grid that can also be customized and filtered in the same manner as all Grids within the Office System. Simply right click and select Customize Columns to add your preferred columns.

Edit POS Tickets

In this section, we will discuss how to Edit Point of Sale transactions directly from a Batch’s expanded view.

• Important: Please note that only Tickets within an Unposted Batch can be edited in this manner.  If a Ticket within a Posted Batch needs to be edited, the user will need to Unpost the Batch. Please see the Unpost POS Batch section of this document for more information on Unposting Batches.

Delete Ticket

To delete a Ticket from a Batch:

1. Expand the appropriate Batch, click to select the Ticket, and select the Delete icon on the toolbar.

   • Note: Please note that Credit Card Tickets cannot be deleted from a Batch’s expanded view. Tickets settled to Credit Card can only be deleted from the Point of Sale. For more information on Credit Card Transactions, please see Credit Card Transactions guide.

2. Select Yes, on the confirmation prompt.

Edit Invoice in POS

In many cases, during Batch review a Point of Sale Transaction needs to be edited.

• Note: Please note that Credit Card Tickets cannot be edited from a Batch’s expanded view. Tickets settled to Credit Card can only be edited from the Point of Sale. For more information on Credit Card Transactions, please see Credit Card Transactions guide.

To edit a Point of Sale Transaction from a Batch’s expanded view:

1. Expand the Batch and double-click the appropriate Ticket.

2. A window will populate with additional details about the transaction. Select Edit Invoice in POS and choose Yes to the confirmation prompt.

3. The Ticket opens directly in Point of Sale. Thus, the user has the ability to make any of the necessary adjustments needed. Once adjustments have been made, close the transaction as normal.  For a full overview of the Point of Sale, please see either our F&B POS Manual, or our Retail POS Manual depending on the Ticket’s Batch Location.

4. Once the transaction is closed, the user is brought back to the Batch with the changes to the transaction applied.

Additional Details

As mentioned, the user can expand a Batch and double click on a particular Ticket to view additional details about the transaction.

Below is a description of each available detail:

Invoice Details

1. Batch - This is the Batch number in which the transaction resides.

2. View Batch Report - Select this to view the Batch Report of the Charge Batch associated with this transaction.

3. Invoice Date - The date of the Invoice

4. Posted Date - The date the Batch was posted (This field will be blank until posted).

5. Bill To - The Member the transaction will be billed to.

6. Charged By - The Member who made the charge. This is used to reference Dependent Members who charge to a Primary Member’s Account.

7. Server - The Employee who entered the Transaction.

8. Area - Area at the Club where the transaction occurred.

9. Description - This is the Description that will show on the Member’s Statement. If necessary, the Description here can still be edited. Be sure to select Save & Close after adjusting the Description.

10. Don’t Display on Statement - For more information on hiding transactions from a Member’s statement, please see our Member Charges guide. 

11. Totals - To the right of the Invoice Details is a snapshot of the Subtotal, Discounts, Service Charge, Tax, Gratuity, and Total of the transaction.

Ticket Details

Ticket Details provides the user with a summary view of the POS Items charged on a particular transaction. This tab also includes the Subtotal, Service Charge, Tax Amount, and Discounts associated with each Item.

In addition, a Totals Row for each of these columns is present at the bottom of the screen.

Tax & Service Charge Details

The Tax & Service Charge Details tab displays a list of the Tax Code Items, the Tax/Service Charge Amount, as well as the GL Account being hit by the Tax Code Items.

For more information on Tax Code Items, please view our Tax and Service Charge guide.

Settlement Details

The Settlement Details tab displays a list of the Settlement Types used to settle the transaction.

For more information on Settlement Types, please view our Charge Settlement Types guide.

Export Image/Print POS Ticket

If necessary, the transaction’s Settle Ticket, Pay Ticket, and