2008 Procedure 12 Tournaments

There are many different tools in Fore! Reservations to manage tournaments. Following is an example of hosting a tournament for important customers, not about companies hosting outings. This procedure uses Fall Scramble as an example:

Recording and Reporting Tournament Entries

Create an entry fee for the tournament under a tournament category and a tournament specific subcategory. Create them if they do not already exist.

Fall Scramble sales item example appears above. Notice that this is not a green fee or a cart fee. This entry is a holding account for tracking incoming revenue. Create this item weeks in advance to allow customers to submit their entries at their leisure. It is important to enter their names when ringing them in the shopping cart. An entry for Mr. Ipema is entered as follows:

Run the Sales by Item by Customer report from Fore! Sell at any time to see who has paid. Make sure to select the tournament sales item and a date span that matches the tournament entry period. Fill in the detail radio button to display each customer.

On the day of the tournament, run the Sales by Item Subcategory Report to identify the total value of the entries taken. Make sure to select the entire date span for entries, the correct item subcategory, and the detail radio button. In this example, there are 80 entries:

Day of the Tournament

On the day of the tournament, create a tournament expense sales item with a -$999.99 retail value, 100% discount, tournament category, and Fall Scramble subcategory.

This sales item represents the tournament expenses while distributing the revenue to the appropriate general ledger accounts. You are then accounting for the green fees, cart fees, range balls, golf balls (given as a tee gift) and food on the day of play for a more accurate representation of your business. In this example, a tournament green fee and cart fee are used, but if you do not want to track additional sales items, use your everyday fees. Use the Fall Scramble Expense to offset the income in the following transaction:

To see how much money is left for prizes, run the Sales by Item Sub Category report again:

The goal for this tournament is to break even. Therefore, there is $800 left for prizes. In this example, a $50.00 gift card is issued for each of the two, long drive holes. Following is an example of how to record awarding a gift card to Mr. David Beckwith:

For simplicity in this example, assume only one team gets the remaining $650.00 prize money or $175.00 each in golf shop credits (see Golf Shop Credits on page 393). Following is an example awarding the prize to Harry Ipema:

And at the end of the tournament, reconcile the tournament by running the Sales by Subcategory report again.