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.

Required Permissions

• Add/Edit/Delete All items permissions.

Accessing the Tool

The Items Module is located in the left hand navigation:

Image: Accessing Items Options

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1. Select the Items module.

2. 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:

1. Food (Item Group).

2. Entrée (Item Category).

3. Lobster Ravioli (Item).

4. 8oz Steak (Item).

5. 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: 

1. Item overrides the category and group settings.

2. The Category can override the Group settings (only if the Override Group Settings is checked).

3. The Group settings will be used if there is no override on the Item or Category setting.

Standard Icons

The toolbar above all grids list the standard icons:  

Image: Grid Action Icons

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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 following standard icons will be available:  

Image: Maintenance Screen Action Icons

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1. Save - Remains on the screen.

2. Save & New - Saves the record and clears the screen for a new record.

3. Save & Close - Saves and exits the maintenance screen.

4. Audit Logs - Shows date of last change, old/new values, and user who made the change.

Manage Item Groups

To access Item Groups:

Image: Accessing Item Groups

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1. Select the Items Module.

2. Select 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:

1. 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.

Image: Accessing Column Chooser

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2. Click on the column heading to sort by any column or use the funnels to filter the information
   listed.

   1. For more information on grids, please click here to navigate to Clubessential’s Client Resource Center. Grids can be found under the Interactive Reports Module.

3. To edit an Item Group: Highlight the Item Group and double-click or select the Edit icon on the toolbar.

4. To add new groups, click the New icon.

5. The Item Group screen will appear. See details below.

   1. Name - Enter the name of the group.

   2. Description - Additional description of the group; this is optional for internal viewing only.

   3. Folio Grouping - Relates to Guest Room Items.

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6. Select the Group Category that relates to the Items that will be associated with the Group

   1. Select FnB Category if the Group is for Food & Beverage POS or Banquet Items.

   2. Select Retail Category if the Group is for Retail POS Items.

   3. 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:

1. Sales Account - Select the revenue account that will be credited when items are sold.

2. Comp Account - Select the account that will be debited for the amount of comps made at POS.

3. Discount Account - Select the account that will be debited for the amount of discounts made at POS.  

4. 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.

5. Asset Account - For Retail Items only: select the account that should be debited when inventory is received and credited when inventory is sold.

6. 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).

7. 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).  

8. 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).

9. 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).

10. When finished select Save & Close.

Manage Item Categories 

To create/edit Item Categories:

Image: Accessing Item Categories

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1. Select Items.

2. Select 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.

Editing Item Categories

To edit an Item Category,

1. Highlight the Item Category and double click or select the Edit Icon on the toolbar.

Creating a New Item Category

To add a new Category:

1. Click the New icon.

2. 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.

Image: Item Category Options

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• 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.

• 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.

Image: Selected Items Tab

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1. Move Up/Down Arrows - Highlight an item and click the Up or Down Arrow to move the item one line at a time.

2. 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.

3. 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.

4. 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

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 the employee does not have permissions, they will not see the Area at the POS, on reports, and in searches.

Image: Area Tab

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1. Select the Areas in which the items in this Category are allowed to be sold.

   • The two buttons to the far right of screen: top button is Select All the bottom button is Unselect All. 

2. The last column is called POS_Navigation. It is specific to Classic POS. If you put a check mark for the Area, a button for the Item Category will be created and placed at the top of the Classic POS ordering screen for quick selection.

Override Tab

The Overrides 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.

Image: Overrides Tab

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Please Note: If the Accounts are grayed out, then 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.

Image: POS Button Style

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1. 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.

2. Background Color - Click the down arrow and select the color for the background.

3. Foreground Color - Click the down arrow and select the color for the text.

4. Caption H Align - Click the down arrow and select the horizontal alignment of the text.

5. Caption V Align - Click the down arrow and select the vertical alignment of the text.

6. Image H Align - Click the down arrow and select the horizontal alignment of the image.

7. Image V Align - Click the down arrow and select the vertical alignment of the image.

8. 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.

9. Image Height - Change the image height; 100 pixels is a good starting point.

10. Image Width - Change the image height; 100 pixels is a good starting point.

11. 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

You can control how an item that lives within this Category will act in the the POS.

Image: POS Behavior Options

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1. 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).

2. 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.  

3. 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.

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. 

Image: From Type Options

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1. 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 

2. 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.

3. Area Category - This option works the same as Areas except it pulls from the Area Category instead of individual Areas

4. 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.

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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.

Day and Time of Day Options

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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.

Manage Items 

In CMA, select Items then select Manage Items.

Image: Accessing Manage Items

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Please Note: Grids are user defined; the available custom fields are determined by your employee security rights. Contact your administrator to inquire about your employee security settings if you have questions. Clubessential employees are not allowed to change employee security rights; only a club administrator is allowed to make these changes. You can customize your grid to display different columns and use the funnels to filter information

There are three types of Items, each have different requirements and capabilities. In the following sections we will cover each separately.

1. Billing Items: In this section, we will cover setting up items to be used for billings such as Dues, Initiation Fees, minimums, etc. These items are not available at POS.

2. FnB Items: In this section, we will cover the fields that apply to the Food and Beverage Point of Sale.

3. Retail Items: In this section, we will cover the fields that apply to the Retail Point of Sale such as Golf, Tennis, Spa. 

Manage Billing Items

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1. Edit an Item - Highlight the Item and double-click or select the Edit icon on the toolbar.

2. Create a New Item - Click the New Icon. The Item Maintenance screen will appear, details below.

3. Billing Item - Must be checked.

4. Active - The system defaults to Active.

5. Name - Give the item a Name.

6. Description - This field is not used for billings.

7. Price - Typically there is no price on the item level, the prices are set up in the billing setup. The item is mainly used to direct the transactions to the correct Debit or Credit Ledgers. If this item will not be used as a recurring billing item and manually charged through Member Charge you can add a price.

8. Item Category - Click the search icon and select the appropriate Item Category.

9. A/R Override - Click the search icon and select the GL Accounts Receivable Debit Account.

10. Sales Account - Click the search icon and select the GL Credit Account for income.

Manage F&B Items 

Image: F&B Item

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1.  Edit an Item - Highlight the Item and double-click or select the Edit icon on the toolbar.

2. Create an Item - Click the  New Icon. The Item Maintenance screen will appear, the fields in the Red boxes can be applied to F&B Items.

3. FnB Item - The FnB radio button must be selected to designate the item as a Food and Beverage item.  

4. Name - This field is required. Enter the name of the Item. Use the Tab key on your keyboard to advance to the Description field.

5. Description - The Description field will automatically populate with the Item Name entered. You have the ability to change the Description if desired. 

6. Retail Price - Enter the Non-Member price (see Member Price note below).

7. Member Price - If there are different prices for Members vs. Non-Members, enter the Member price.  If both Members and Non-Members will be charged the same price, enter only a Retail Price and leave the Member Price set to $0.00.  Note: When charging different prices for Members vs. Non-Members, you will need to identify Member/Non-Members in the Member Type Rule/Use Member Pricing setup; check with your Controller or authorized person. 

8. Item Category - This field is required. Click the search icon and select the appropriate Item Category.

9. Average Cost - The average cost for F&B Items is a theoretical cost.  The Office system does not have an F&B Inventory system but you can manually enter the cost. Items that have a cost in the setup will be added to a the Gross Margin Report.

10. Ask For Price - If this box is checked, the POS system will prompt the user to enter a price each time this item is ordered.  This is usually used for Items such as Market Price or Open Food.

11. Ask For Name - When checked, the POS system will prompt the user to enter a name for the item each time the item is ordered. This is usually used in conjunction with Ask for Price on items such as Open Food. The name entered will print on the prep tickets and Member Receipts.  

12. Ask For Quantity - When checked, the POS system will prompt the user to enter a quantity each time the item is ordered.  

13. Credit Book Eligible - If the item can be paid with the member’s Credit Book (sweeps), check this box. Mainly used for retail items but can be used for F&B too.

14. Track Countdown - Checking this box allows you to enter a quantity limit that can be sold via the POS device. When checking Track Countdown, two new fields appear. The first field is the Countdown field where the item quantity is entered. The second field is the Show Qty Countdown on POS Button checkbox. When checked, the item's remaining quantity will be displayed within the Item Button on the POS device.   

    • How Track Countdown works within Classic POS when the Show Qty Countdown on POS Button is checked: There are only 20 Filet Mignons available to serve and 3 orders have already been placed. The item button within the POS device will show that there are only 17 remaining Filet Mignons available. Setting the Track Countdown for an item also prevents it from being sold once the countdown limit is reached. The remaining quantity for the item will change to (0) on the POS Item Button.  If the server attempts to add the Filet Mignon to a ticket when then count is (0), the following error will be displayed. 

    • How Track Countdown works within Mobile POS when the Show Qty Countdown on POS Button is checked:: There are only 20 Filet Mignons available to serve and 3 orders have already been placed. The item button within the POS device will show that there are only 17 remaining Filet Mignons available. Setting the Track Countdown for an item also prevents it from being sold once the countdown limit is reached. The remaining quantity for the item will change to (0) on the POS Item Button.  If the server attempts to add the Filet Mignon to a ticket when then count is (0), the following error will be displayed. 

    • How the Countdown Amount can be adjusted within Classic POS: The Track Countdown setting can be turned on or off amount can be adjusted within the Classic POS device by navigating to System Tools > Items and then changing the Countdown amount.

    • How the Countdown Amount can be adjusted within Mobile POS: The Countdown amount can be adjusted within the Mobile POS device by navigating to System Tools > Item Lookup and then changing the Countdown Quantity amount.

15. Daily Special - This is specific to Classic POS. When checked, the item will automatically be listed as a featured special under the Specials Tab of the Main Classic POS screen. If the item also has Track Countdown checked, the server will also be able to see the current countdown of the item from the Specials Tab. Servers have the ability to check the count before approaching their table to inform the member of the daily specials. Once the item's limit is reached, it will show either a count of 0 or x86. 

16. Auto Increment Seat - When checked, the POS system will auto-increment the seat number. Checking this is not advised if the server does not take the order in sequential seat order.

17. Auto Increment Cover - If this box is checked when the item is sold at POS, it will automatically increase the cover count. Typically, with this feature, only Entrees might have this checked. If your members often choose salads or appetizers as their entrée it is advisable not to check this field.

18. Disable Ability to Discount - When checked the item will not be eligible for Discounts or Comps in POS 

19. Active - System defaults to Active. Uncheck this box ONLY if the item is no longer available. You will still see the Item at POS but it will not let you ring it up. This is used if items are temporarily not available.  

20. Don’t Display at POS - When checked the Item will NOT be displayed at POS. Note: Even if the Item is marked as Active, checking the Don't Display at POS will prevent it from being displayed on the POS device. 

21. Tax Inclusive - When checked, this setting will include Taxes and Service Charges on the Member receipt unless the Ticket Template has been changed to not show Taxes and/or Service Fees.

22. Allow Fractional Quantity & Price - Designed for Yacht clubs that sell gasoline and need fractional pricing.

23. Please Note: See your accountant before entering Account information.  If there is an account on the Item level it will override the Item Category and Group setting. Typically for F&B Items the GL Accounts are setup on the either the Item Category or Item Group level, not the Item level.

24. Sales Account - Select the revenue account that should be credited when items are sold.

25. Comp Account - Select the account that should be debited for the amount of any comps made at POS.