2008 Procedure 24 Golf Shop Credits

Golf Shop Credits is a feature that allows you to keep a tab of merchandise credits for your members or distinguished customers. It is managed directly through the shopping cart and the customer profile. This makes it more convenient for customers to spend their credit and more efficient for the facility to manage their accounts. There is always a real time balance of that customer‟s outstanding credit.

The Golf Shop Credits feature is not designed to manage gift certificate balances. The Golf Shop Credits feature is designed to manage credits issued to a specific customer, such as tournament winnings, advanced purchases of green fees, membership fees that apply to green fees, etc.

It is important to note that a customer must be identified in the shopping cart to use golf shop credits.

Fore! Sell Set Up

For facilities that have previously set this category and these items, this procedure may not be necessary:

1) Create an Item Category for Golf Shop Credits.

2) Create a Subcategory for the year of the golf shop credits, such as 2008 Credits.

3) Create a Golf Shop Credit Issued Item, a non-inventory item with a retail price of $9,999.99 and a maximum discount of 100%.

4) Create a Golf Shop Credit Redeemed Item, a non-inventory item with a retail price of -$9,999.99 and a maximum discount of 100%.

Set Up Golf Shop Credit Option

1) Log into Fore! Reservations, and go to View | Fore! Sell.

2) File | Setup | Options.

3) In the Credit Subcategory field, click on the pull-down menu and select the previously created 2008 Credits subcategory.

4) Click on the Receipt tab.

5) Check the Print Golf Shop Credits option.

6) Click the OK button.

7) Close Fore! Reservations with File | Exit.

Issue Credit

1) Log into Fore! Reservations.

2) View | Shopping Cart.

3) Identify the customer in the Name field by searching by last name, phone number or pull-down menu.

4) Delete any items on the shopping cart screen.

5) Click on the pull-down menu and select Golf Shop Credit Issued.

6) Type in the appropriate amount in the unit price.

7) Either offset the amount with a second item, such as a negative tournament fee, or click OK to tender the transaction with some form of payment.

8) The player has now been issued golf shop credit.

Redeem Credit

1) Log into Fore! Reservations.

2) View | Shopping Cart.

3) Identify the customer in the Name field by searching by last name, phone number, or pull-down menu.

4) After purchases have been placed on the screen, pull up the Golf Shop Credits Redeemed item.

a) If the balance of the customer‟s golf shop credits account is equal to or greater than the total of the transaction, then the full amount of the transaction appears as a negative value in the unit price of the golf shop credits redeemed item, thus zeroing out the transaction. To see the available balance of the golf shop credits account, hold your mouse over the Redeemed item to see the balance in a balloon.

b) If the balance of the customer‟s golf shop credits account is less than the total of the transaction, the full amount available from his/her account appears as the unit price for the golf shop credits. This leaves a balance to be carried out as normal. To see the available balance of the golf shop credits account, hold your mouse over the Redeemed item to display the balance in a balloon.

5) At any point the cashier can change the price of the credit being used. If there is any balance question, click on the Customer tab, then the Sales tab, and then the Credits subtab to see the invoices where golf shop credits have been earned or used. You can also print a report from that screen.

6) Carry the transaction through as normal, tendering a payment, if necessary, for any amount due.

7) If a customer does not use all of the golf shop credits and wants to know the balance, go back to the shopping cart screen, place the name in the Name field, click on the Customer tab, then the Sales tab, then the Credits subtab to see the golf shop credits invoices. You can also print a report from this screen.

Golf Shop Credit Balances and Reports

1) Identify the customer in the Name field by searching by last name, phone number or pull-down menu. Click on the Customer tab, then the Sales tab, and then the Credits subtab to see the golf shop credit invoices as shown above.

2) Hold your mouse over each receipt to see the details of each transaction.

3) If a customer wants a print out of the balance, click the Print Credits Report button at the bottom of the screen.

4) The report appears in the print preview window. Click on the Print button to print the report. The report shows the date, amount, and invoice number of all golf shop credit transactions.

5) Close the print preview with the Windows close button in the upper right corner.

6) If further detail of a specific transaction is necessary, click the Invoices tab, click on the receipt, and click the Print Receipt button at the bottom.

7) If all customer balances are needed, run the gscredit.xls spreadsheet report.

Clearing Golf Shop Credits at Year End

Without intervention, Golf Shop Credits carry over year to year. To set them back to zero at the year end, perform the following procedures:

1) Create a new subcategory for the next year of the golf shop credits, such as 2008 Credits and deactivate the old subcategory.

2) Create a new Golf Shop Credit Issued and a new Golf Shop Credit Redeemed Items and discontinue the previous year.

3) Change the Golf Shop Credit subcategory to the new one in the Options window, as described earlier in this procedure.