Golf Computer Systems Membership Management - Functional Overview -
Golf Computer Systems PO Box 177, ASHGROVE, QLD 4060 Tel: 07 33666696 Fax 07 33667110 firstname.lastname@example.org
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“Great software……. great support”
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GCS Membership Management System is a powerful solution for the professional management of your membership resources…. The function of the GCS Membership Management System is to provide a comprehensive and highly flexible recording, reporting, categorizing, communication, billing and accounting system for your members and your prospective members alike. We believe that the scope, quality and flexibility of this software sets it apart from its immediate competitors, as does its ability to interface seamlessly into external 3 rd party systems such as point of sale, and our willingness to make modifications to ensure that the software performs optimally to your membership environment.
FEATURES AT A GLANCE To give you an overview of the scope and functionality of the system, features incorporated in the software include:
Any number of members Corporate members as well as individuals Non member / prospect recording Multiple membership numbers available per member Unlimited addresses per member Multiple contacts per address per member Multiple mailing lists per address per member Multiple e-mailing lists per address per member Silent telephone number flagging
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Preferred contact number flag Family member linking displays family members on each members record Family relationships display on member records Marketing information such as member interests are fully user-definable Member category change history, date and comments are automatically recorded Address change history automatically recorded. Significant member detail changes automatically recorded to member history User definable member history categories Members can be grouped in any number of groups for reporting purposes Private Waiting List maintenance Highly flexible member billing Multiple ledgers available per member Ledger view by transaction entry date, posting date or transaction date Matched transactions can be hidden in the ledger view to limit the view to only outstanding and unmatched transactions User designable invoice, statement and receipt layouts Periodic billing may be yearly, half-yearly, quarterly, monthly etc.. Family billing allows a single, itemised family account incorporating all family member charges Ability to apply non-standard billing across membership outside of billing cycle Selected categories may be billed based on anniversary of individual member joining dates Manual billing calculates pro rata charge through a partial billing period Pro rata fee calculation can be set on a per fee basis Non-standard fees can be applied to any manual invoice as necessary Ability to alter fee amounts on manual invoices Any fees can be applied on pro-rata basis Automatic tax calculation included where applicable (GST, VAT) Ability to exclude selected fees from tax charging Taxes can be applied on a fee by fee basis Comprehensive fee instalment billing and tracking Automatic billing of instalment administration fees Journal entries can be assigned to multiple members to reduce input time Comprehensive periodic Direct-Debiting of member bank or credit card accounts Direct-Debit fees may be automatically charged for set up, billing and dishonours of direct debit transactions Direct-Debit rules may be applied to individual fees, transaction types, or members. BPay processing Generation of BPay customer reference numbers Automated import and receipting of BPay transactions Limited-fees such as levies can be limited to a number of times charged or a total value charged over time per member Early payment/settlement discounts may be incorporated on invoices Charging of penalties for late payments Charging of penalties or fines on overdue fees can be limited to selected fee types Fines can vary based on period aging of overdue transactions Automatic overdue letters can be varied based on aging of overdue transactions Interest charging at fixed or annual rates Credit card surcharge automatically charged when payment is by selected payment methods Variable surcharge rate per credit card type per ledger Gratuity charging rules may be applied by fee and/or by member category Receipt printing - user-definable layout Receipt and invoice reprinting back to any prior period Bank deposit documentation may be produced from receipting data Billing address hierarchy may be applied Cash or accrual financial reporting Summary or detailed reconciliation reporting Detailed revenue analysis available both on billing and receipting transactions Copyright 2001-2009 Golf Computer Systems - +61 7 33666696 – www.golfclub.com.au Page - 4 -
Aged debtor balance includes future instalments owing, outside of aged balances Ability to adjust transactions in user-specified time frame (security controlled and audited) User definable messages for printing on invoices POS transactions can be processed live and in real time and managed from within the membership accounting modules (POS specific) POS credit limit control from within MMS Ability to disable POS charging per member from within MMS Usable Advance tracking for house account levies Forfeiture of unspent house levy balances or retrospective billing of levy shortfall in arrears Electronic Wallets for POS transactions Linking of members to Electronic Wallets (family members for example) Uplift facility on Electronic Wallet receipting in lieu of POS discounts E-wallet and Usable Advance/House Account balances passed back to POS receipts Member spend analysis Member visit frequency reporting Plastic membership cards with mag stripe can be produced from within the system for use at POS etc (requires card printer hardware) Card swipe recognition of member Health records Proposer, seconder and referee details recorded, including reference information provided Category rules may be applied to: - prevent further members being added to a category - restrict category participation by gender - restrict category participation age range - restrict the number of members in a category - determine billing frequencies - prevent a category from being billed - transfer all members from a category to another category - resign all members from a category - delete all members from a category Teams and games recording and management Player games history Wide variety of reports and report filtering E-mail broadcasting from within the system Mailing labels Instant envelope printing Report designer incorporated to allow user-definable/designable report layouts SQL explorer and reporting tool available ODBC connection available Data export features for use in spreadsheets and mail merges Login security and restrictions to system and data per staff member Fully multi-user
UNPARALLELED FLEXIBILITY Membership systems have traditionally held a relatively static set of information about members, often offering little flexibility in the depth of detail able to be recorded against each member. The needs of clubs vary greatly based upon factors such as levels of technology employed, operational issues, club policy and staffing, and accounting procedures. Recognising this, we have endeavoured to build our membership system with the flexibility to mould around your membership environment and thereby suit your varying operational needs. Flexibility is a key factor in the success of MMS. Examples of this flexibility are many and varied. They include the ability to record any number of different addresses against each or any member, multiple contact names or numbers against each of these addresses, define any number of mailing lists and link them to the appropriate member address, build groups for members such as corporate groups, family groups etc., and see the relationship and Copyright 2001-2009 Golf Computer Systems - +61 7 33666696 – www.golfclub.com.au Page - 5 -
details of members of these groups against each memberâ€™s record. Member information that is selected from pick lists such as membership category, address types, marital status, title etc. is not determined by us, but instead is built into the system to enable you to compile these pick lists yourself. The information presented to your staff is then fully appropriate and meaningful to your operation specifically. With the changing composition of club membership often incorporating a variety of member categories - restricted access members, country members, overseas members, reciprocal members, social members, gaming members, husband and wife members etc. - we have ensured that the varying requirements of maintaining these membership category types have been fully addressed. Any number of member categories can be established in the system, and statistical reporting by category can be produced, incorporating the number of each gender and percentage per category, age ranges, average ages etc.. Assigning a member category to a member then introduces a range of category-related rules and fees to apply to the member for ease, speed and consistency of set up and maintenance of the memberâ€™s record. The scope of information held for each member is vast, and is displayed on the screens displayed later in this document. Despite this wealth of information being available for collection, it is not necessary to store more than the bare minimum of information on a member record, so you have the choice of the depth of detail per member. Non-members can be stored in the database and can have similar reporting to that available for members. Coupled with the marketing functions of the system this expands the scope and functionality of MMS into a prospect and contact management system. For organisations with waiting lists, a private waiting list is managed by the software, and can be kept secure from staff not authorised to deal with waiting list issues. Identification of members at point of sale or any other point of interaction with the clubs' technology may be via magnetic stripe card, barcode, proximity device, member number, name and so on. The membership system allows you to record multiple member numbers or card types against each member, so any recorded member card will identify a member. These multiple member number types can be made available to POS applications. Membership cards can be produced by the system, either via direct output to a plastic card printer, or via an export file that can then be fed into card production software. We offer a membership card production bureau service if required. Mailing list features of the membership system are especially useful and flexible. Any number of mailing lists may be set up within the software. Mailing lists are identified by name, so for example you might elect to call one list "Monthly Newsletter" or another list "Annual Report". Every member can be attached to any or all mailing lists, and because you can record multiple addresses per member, you can then select to which address each mailing list item is delivered per member. Just as mail can be generated to a physical address, so too can mailing lists or general correspondence be generated via e-mail from within the system. Individuals can be e-mailed from within the member maintenance area, or from within the reporting module individual members, member categories, or the entire membership can be e-mailed via an e-mail broadcast facility. An opt-out option allows you to prevent individual members being included in broadcast e-mails if required. In the reporting modules, selection of member records can be "filtered" by a host of methods category, gender, age, duration of membership, family group, corporate group, areas of interest, outstanding balance, to name a few - and each of these filters can be applied in combination with each other, allowing extensive profiling of your membership base. This provides for varied opportunities in marketing and promotion and of course in understanding the patterns of usage and preferences of your members. A marketing module within the membership system allows you to create lists of information against which members can be profiled. By way of example, a list may be established for Sporting Interests, and contain areas of interest such as Biking, Bush Walking, Camping, Golf, Sailing, Skiing, etc.. This Copyright 2001-2009 Golf Computer Systems - +61 7 33666696 â€“ www.golfclub.com.au Page - 6 -
list is then displayed on the marketing page of each members record, with a check box alongside. Where a member has identified himself as having one or more of these interests, the check box is ticked and the interest thereby recorded against the member. You can then attach a mailing list to an area of interest and instruct the computer to generate letters or mailing labels to each applicable member. Any number of marketing categories (Sports, General, etc) can be established, and any number of interests can be established beneath each category. The marketing opportunities that can be implemented via this feature are almost limitless. When members leave they may be transferred to a resigned member category, in which case the category transfer is automatically logged, or they may be deleted. Deleted members are still held in the system, can be reported upon and historical details viewed. Should a deleted member re-join, the member can be reinstated, in which case their entire history is restored to active member status. Deleted members are still maintained within the system but are flagged as being deleted, preventing them from being billed and preventing them from being included in active member reports. A member can not be deleted if they have a non-zero account balance. The system includes safeguards to ensure that deceased members are not sent correspondence or accounts inadvertently. Security is built into the software to allow restriction to various areas and data per staff member. Each operator has a login username and password, and based on this the system knows what restrictions have been imposed. This results in menu items being hidden, access to areas being denied, or screen fields being hidden from view and therefore being inaccessible to users without necessary authority levels.
EXCEPTIONAL ACCOUNTING FEATURES The accounting functions incorporated into the system are extensive, and cover the important areas that are typical to membership billing and debtor management. The system operates a formal debtors or accounts receivable ledger, and generates member subscription or dues notices. Subscriptions may be charged periodically, (yearly, half-yearly, quarterly, monthly etc.) or may be generated based on the anniversary of the joining date of each member. Or you may operate a combination of both billing cycles whereby some membership categories are billed annually while others are billed based on member joining dates. You may also prevent a membership category from being billed at all if you wish. In addition, monthly statements of account may be produced where transactions are frequent. Where MMS is interfaced to Point of Sale for member account charging for example, monthly statements are generally required. The component parts of the accounting system are: Invoicing -
Manual â€“ individually generated invoices Automatic â€“ periodic subscription billing
Credit Notes Cash Receipting Debit Journals Credit Journals Statements of account Interest charging Settlement discounts Installment tracking Direct Debits Usable Advances / E-wallets / House Levies BPay processing Bank deposits
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Fees are established within the system and are linked to membership categories and/or to members individually. Fees may include subscriptions, nominations, affiliations, levies and so on. There is no limit to the number of different fees and fee types you can establish in the system. A fee that is linked to a membership category will be charged to all members in that category. A fee linked to an individual will be charged to that individual. Fees linked to categories may be exempted from being charged to individual members also, or limits set on the number of times charged to any member. Fees may be charged on a pro rata basis and the automatic calculation of the pro rata amount may be varied to suit your policies and requirements. You may elect to have your membership year divided into 12 periods for pro rata calculation, or you may prefer the year to be divided into weeks or days rather than months for example. The pro rata calculation can be varied from fee to fee. Fees may be set to charge to only one gender of member if required, and may be set to round up or down to a specified multiple, thereby removing cents from calculations for example. The frequency with which a fee is charged is similarly definable to accommodate half yearly fees or monthly fees that may be applied outside of the usual annual billing process. Fees may also be flagged as non-taxable, optional, or may be temporarily disabled from charging. Because the fee “rules” can be applied on a fee-by-fee basis, the billing flexibility is substantial. Periodic billing is extremely easy to run and is presented in a “wizard” format wherein the operator simply answers a series of questions relating to the billing run, and the accounts are then generated. Typically we see annual billing of membership around 1000 members completed in a matter of 5 to 10 minutes, excluding printing time. Invoices generated can be previewed prior to committing them to the member’s ledger and the entire billing run can be abandoned and rerun should the need arise. Invoice layouts are user designable so may incorporate remittance advices, messages, logo’s, BPay details, - almost any information you like. An invoice could vary from the traditional form to incorporate or have an accompanying document displaying member details for the member to verify and return for example. We provide you with a variety of invoice layouts with the system to give you a starting point. Invoices may also be itemised rather than summarised on member account statements. Member category changes can necessitate calculation of pro rata charges and credits to account for partial periods in each category. These are easily handled within MMS and the calculations are generated by the software rather than requiring manual calculation. The accounts receivable ledger operates on an “open item” or matching system, wherein transactions are matched with their transaction counterparts. Invoices may be matched by credit notes, cash receipts or credit journals, and in some instances by negative invoices. Similarly debit journals may be matched by or with credit journals or receipts. While the ledger operates under this “open item” system, member statements of account may be presented in a manner that appears to operate as a “balance forward” system. The financial period commences with an opening balance, then all transactions for the period are listed in date sequence, and a closing balance is recorded. The closing balance for any period is the opening balance for the following period. As with invoices, the layout of statements is user designable and we provide a variety of formats for you to choose from, or can customize a design to your specific requirements. A statement can be printed for any selected date range. Journals enable any transactions at all to be created to the ledger and posted against a member’s account. These may include bar charge chits, function fees – in fact anything at all. Journal transactions may be given their own descriptions that appear on member invoice/statements. Journals require the operator to specify the general ledger account description to post the transaction against for account reconciliation purposes. Journals can be multi-assigned so a single journal entry can be created and then posted to the accounts of multiple members to reduce user input. A journal can also be assigned to multiple ledger codes. General ledger codes can be set up and assigned to all transactions. A single report can then be produced for a selected date range to give GL postings in summary or detailed format. This information can be imported into the General Ledger where your accounting software provides transaction import functionality.
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Fees may be paid in instalments within the system. These can include subscriptions payable over the billing period (a yearly subscription broken down into 4 quarterly payments for example) or may include a fee payable over a number of years such as an entrance fee. Each instalment is created as a future transaction and can be reported upon, either as a schedule of future payments due per member, or across your membership as a whole. This reporting mechanism can be limited by date range to provide the revenue due from instalments year-by-year if required, or due each quarter as in the earlier subscription example. Individual fees may be flagged as being eligible for payment by installment, and the user is prompted for instalment details when receipting a partial sum against an installable fee. Fees not flagged as installable may not be incorporated in to instalment calculations. Instead they are included into the charges for the first payment required from the member. A surcharge can be added on a per installment basis or applied on the first, last, or all but the first installment. A highly comprehensive direct debit system is incorporated into the account functions, allowing you to process periodic direct debit charges against member's bank or credit card accounts for payment of subscriptions or other charges. Fees or fee types can be selectively tagged for direct debit payment, or all fees can be applied for direct debiting. Fees can be separated from journals to allow differing behavior for direct debit purposes. All point-of-sale transactions can be directly debited in the period in which they occur or the following period, while subscriptions can be billed over the period remaining until the member's renewal for example. Direct debit payment holidays can be applied to selected members by placing the member "on hold". The held over charges can then be applied to the next direct debit processing, or can be apportioned over the remaining direct debit periods up until the member renewal date. Direct debit authorization forms can be generated by the system, as can direct debit payment schedules per member. In the case of credit card direct debiting, credit card numbers are automatically validated upon entry into the system to ensure that keying errors do not affect the bank processing. Credit card surcharges may be automatically added when receipting against a credit card payment. In fact a surcharge can be set to automatically apply to any selected payment type, but credit cards are the most common. The surcharge rate can be varied per credit card type, and per ledger. This means that if you are running multiple ledgers in MMS you can have a different credit card surcharge rate per card type and per ledgerâ€Ś. VISA may be 2% surcharge on the main subscriptions ledger but 3% on the House Account ledger for example. Surcharges are applied through the receipting system and recognize a receipt via credit card and whether that receipt is to be processed inclusive or the applicable surcharge, or whether the surcharge is to be added to the memberâ€™s account separately from the amount being receipted. Again, this can be applied across multiple ledgers from a single receipt, however the one receipt must either be totally inclusive or exclusive of the surcharge. Surcharges may also be applied to BPay and Direct Debit receipts made by credit card. Interest may be charged on overdue accounts. You may select certain fees on which interest is chargeable and exclude others. The annual rate of interest may be set per fee, or you may set a fixed rather than an annual rate. Interest may be excluded from being taxed when charged. Interest may also be excluded from being charged on previous outstanding interest charges. Discounts may also be offered for prompt or early settlement. Discounts may be limited only to selected fees if required, and the discount percentage may be varied fee by fee. Invoices may be set up to show a total amount of billing, less a calculated discount, and then display a net amount and an early settlement cut off date. Overpayments are accepted by the system and can be reported separately. Overpayments are held over for matching against charges made at some future date. Pre-payment of future fees can also be accepted, in which case the member renewal date can be set to a future date, years beyond the general renewal date if necessary. These members can then be excluded from billing until that renewal date is reached.
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Point of Sale transactions can be passed to the membership accounting modules via live real-time transfer of data or manual batch input. By gathering POS transaction into MMS a single statement of account can be produced incorporating subscriptions, accommodation, food & beverage and retail merchandise transactions for the member. A live POS processing interface exists for Generate Point of Sale meaning that POS transactions transfer to the member’s account the moment the sale is completed. Full drill down in the member’s ledger allows POS transactions to be viewed at item level, showing each line item charged on a POS transaction. The use of multiple ledgers within MMS offers the option to isolate POS transactions from the main ledger, while being able to consolidate them back for printing of statements if desired. Transactions may be adjusted in the system, and is a feature you can activate or turn off completely. Transaction adjustment requires sufficient user access rights through the staff security system. You may specify the number of days after creation of a transaction that that transaction may be altered or adjusted. This assists in reducing journal adjustments to member accounts. You can elect to close transactions during end-of-period processing in which case they cannot be subsequently adjusted. Access to the ability to allow or disallow transaction adjustment is security protected and all adjustments are recorded to the transaction audit log. All transactions generated in the system are recorded in an audit trail as they are posted to the member’s ledger and include details of the responsible staff member. Any transaction adjustments are also recorded to the audit trail. Bank deposit documents and summaries may be produced within the system and their layout amended to suit the requirements of your financial institution. You can report on past bank deposits. Many of our clients journal non-membership revenue to a receipting account so that their bank deposit documentation is fully generated from MMS. In the financial reporting arena the system allows reprinting of past invoices, statements, and in fact most reports can be produced for historical periods. A debtor’s trial balance can be produced for past periods for example. End of period processing is recommended within the system to lock down financial periods and prevent further transaction being posted to those periods. A detailed set of reconciliation reports accompanies the system providing excellent end of period and reconciliation documentation. Reconciliation detail can be produced by General Ledger code if GL codes have been set up against fees in the system. This can save many hours of calculation and provides GL journal summaries for end of period transfers to control accounts. Transaction export is available at end of period, however we find that this is seldom used as the end of period provides a point of review and control and the resultant entries to the General Ledger control accounts are minimal. Reports are user-definable/designable in their layout and to a large extent in the details presented on the reports. Most financial reports incorporate summary information and/or extensive transactional detail. Well over 100 different report layouts are provided with the system.
MARKETING FUNCTIONS The Membership Management System incorporates many features to assist in marketing to your membership and prospecting for new members. Members may be grouped into a wide variety of group types, and into areas of common interests. Once grouped, the system provides a range of reports and data export facilities to allow you to make use of this information. With reports being userdefinable within the system, you can incorporate personalized form letters, mailing labels, statistical reports, email broadcasts and much more. Prospects can be categorised and targeted specifically, as can member groups. You can establish any number of marketing categories within the software, and any number of marketing interests beneath each of these categories. Members can then be added or removed from categories and interests as applicable. Copyright 2001-2009 Golf Computer Systems - +61 7 33666696 – www.golfclub.com.au Page - 10 -
MEMBER MAINTENANCE Member: The member screen records the member’s name and contact details, together with preferred name, membership status and membership category. Any number of addresses may be kept on file per member, and any number of mailing lists may be attached to the appropriate addresses to enable mailings to be directed correctly. Unlimited contacts can be defined in the system and attached to the required address types. When a member address is highlighted the attached contacts are automatically displayed. Examples of contacts may include emergency contacts, next-of-kin, secretary name and telephone, spouse, data phone etc.. Emails can be sent to a member directly from this form. Personal: Personal details and health conditions may be recorded per member, and member photographs may also be kept on file. Items such as Marital Status and Company Type are selected from drop down pick-lists, the contents of which are user-defined elsewhere in the membership system. This ensures that the choices available to staff are choices that suit your membership environment, and can be changed at will rather than requiring additional programming. This flexibility extends throughout the membership system.
Memberships: Members may have an unlimited number of member-number types recorded against them, and any of these can be used to search for a member within your records. Member numbers can include lockers, credit cards (which may be encrypted to prevent direct access to numbers)… in fact any type of number you choose. The number “types” you record are also user-definable, maintaining the flexibility of the system to suit your specific operation and environment. Member proposer, seconder and referee details may be stored, together with reference details provided by these people.
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Groups: Members may be grouped into various group “types” to suit your recording requirements. Groups may include family groups, corporate groups, committee or board member groups, shareholders, etc. Group types and the groups themselves are user-definable. When a member is added to a group and that group is highlighted on the member record, all other participants in the group are displayed on the member’s record, together with their relationship to the member. Relationships are once again user-definable. The head group member may be identified in the system and you may elect to have group correspondence sent only to the group head.
History: Unlimited history may be recorded against each member. The type of history recorded may be grouped into logical groupings as defined elsewhere in the system. Once userdefined, they then appear as choices in the drop-down pick-list of comment-types. The history of member category changes is recorded automatically by the system, displaying the category changed from and to, and recording a user comment alongside of the change. Address changes are similarly recorded automatically, as are email broadcasts to the member.
Marketing: A marketing module allows you to define any number of marketing categories, and any number of marketing interests beneath each category. All categories and interests display against each member record, and commence with an “X” displayed. You may click on the X to change it to a tick, denoting that it is applicable to the member displayed. This allows you to group members by interest type, and a Member Interests report enables you to print reports of members with like interests, or produce mailing labels or letters. This module has a wide variety of uses over and above simply recording areas of interest, and provides a powerful grouping and recording tool.
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Account: The accounting functionality of the Membership Management System is very strong and comprehensive. Manual and automatic member billing, pro rata billing, instalment payment plans, credit notes, journals, settlement discounts, interest charging and direct debiting are all incorporated, together with detailed reporting for reconciliations and banking. This screen displays basic financial details such as aged balances and dates of billing and payments. Members may be linked to other members for billing purposes, as in the case of family billing for example. The linked members are listed on this screen when the member record is displayed.
Ledger: The “Ledger” button on the Account screen is used to display a detailed view of the member’s ledger as shown here. All transactions are listed in chronological order, and can be expanded to display their component parts by clicking on the “+” alongside the transaction.
Ledger expanded: Individual transactions may be expanded on the ledger to display the line items and the matching of payments against each line item of the transaction. The ledger may be printed in summary or detailed format per member, and of course there are a range of detailed financial reports for further transaction analysis and auditing.
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Other: Rather than presume that we have covered all of your recording requirements in the member screens, we have provided a screen into which you can record information against user-defined fields. There is no limit to the number of user-defined fields you can establish in the system, thereby providing complete flexibility in the type of information available for collection. Once defined, the fields are selected from a drop down pick-list. The pick list changes as your choices of defined fields changes.
Golf: Selected golf details held on the system may be viewed on the member’s screen for ease of access. The golf tab can be turned on or off to suit. The various golf management modules that integrate with the Membership Management System update most information on this screen. Members can be prevented from booking into tee times by flagging them here as “bookings denied”. Booking categories can be assigned to members here also, and these categories carry rules that then apply to the member bookings such as number of days out that the member can book, or days of the week he can book.
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MEMBER FEES The definition of fees and charges within the Membership Management System provides for a very flexible and powerful billing structure. The philosophy behind the fee definition process has been to allow you to have full control over the behaviour of each and every fee within the system rather than treating all fees as having the same sets of rules applying to them. Fees may be taxable, optional, pro rated, rounded, discounted, paid by instalment, paid by direct debit, restricted by category, restricted by gender, and so on. Fees are linked to member categories such that all members in the category are billed the fee in question. Fees may also be linked individually to members as in the case of locker fees for example. A member may be exempted from selected fees linked to the memberâ€™s category. Fees: Member fees may be categorised into logical groupings called classes or sub-classes. In defining a fee you may specify the description as it is to appear on member invoices, whether or not the fee is taxable, and whether it is optional as in the case of a donation for example. A fee may be restricted to being charged to a particular gender, and can be given a frequency at which it is billed. A discount rate and period may be applied to allow settlement discounts against individual fees, and an interest rate and interest charging period may also be assigned on a per-fee basis. Gratuities may also be charged on selected fees to selected member categories.
Pro Rata Limits: Fees may be charged on a pro rata basis for members who join part way through the financial year. The method of calculating the pro rata amount may be varied to suit your club policy, allowing you to alter the pro rata period base and divisor to adjust the calculation accordingly. Fees may be rounded to prevent odd cents being charged on your billing, and may be limited to a number of times charged or a dollar amount over time such as in the case of a levy. A fee can have another fee attached to it to cause it to be repaid or partially repaid on a billing run as in the case of inscribed stock for example. Fee may optionally be assigned a specific ledger to which they are to be charged, enabling separate ledgers to be operated per member for subscriptions, house accounts and so on.
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CASH RECEIPTS Cash Receipts: The cash-receipting module collects full details of monies received and method of payment, and passes this to the bank deposit module if activated. Partial payments can be accepted, as can overpayments and payments in advance. You may click on individual outstanding invoices to allocate payments against them in the manner you choose, or you may have the system automatically allocate payment against the line items that form the invoice. In the case of multiple outstanding invoices the computer will automatically allocate from the oldest aged balance forward unless you specify otherwise. Receipts can be printed automatically as a cash receipt is processed, or may be batched for printing at a later time. Printing of receipts is not mandatory. Receipt entry is processed in real-time to the ledger, (as are all transactions in the system) however receipts may be adjusted while in the processing batch if they are entered incorrectly. Thereafter receipts can be adjusted only if the user has the required security clearance and an end-of-period has not been run for the accounting period to which the receipt belongs. This adjustment process and rule-set is also available for invoices and journals.
MANUAL BILLING Manual Billing: Manual billing allows you to produce an invoice for any selected member. Fees linked to the member or his/her category are automatically displayed on screen, and extra fees and charges can be manually added to appear on the invoice. Fees can also be unlinked from the manual invoice as required, or can be altered prior to printing. Invoices can be printed immediately, or saved and batch printed at a later date. Any invoice or range of invoices may be reprinted if required.
AUTOMATIC BILLING Automatic Billing Wizard Automatic billing is performed via a “Wizard”. The wizard approach presents a variety of questions through a few screens, the answers to which form the requirements for your billing run. Automatic invoicing can be done annually, half-yearly etc., or may be performed to coincide with the anniversary of members’ joining dates such that all members who joined in a given month are billed in that month. Automatic invoicing can also pick up instalments that have fallen due such as entrance fee payments for example. Billing can be performed in an accounting period prior to the billing date in order to get accounts out well ahead of the due date if required. This approach to the task of annual or periodic billing makes the process quick, easy and painless. Copyright 2001-2009 Golf Computer Systems - +61 7 33666696 – www.golfclub.com.au Page - 16 -
DIRECT DEBIT INTERFACE â€“ ADD ON The Direct Debit Interface (DDI) module is an add-on to Golf Computer Systemsâ€™ Membership Management System (MMS). MMS is therefore a prerequisite for installation of the DDI. As an add-on module the DDI is sold separately to MMS and is not included in the base MMS pricing. We maintain a library of modules to suit different banking institutions as the file format requirements of each can vary. Where there is requirement for a new bank file format this is included in the module price. It is the responsibility of the client to liaise with their bank to get the data file specification documentation and forward this to us. While we will assist with this, some institutions require that this be a client-driven request. Please contact us to check whether or not your bank is currently supported. Direct debit data transfer to your bank may also require software supplied to you by your bank. FUNCTIONAL DESCRIPTION The DDI maintains a schedule of charges to be applied against member bank or credit card accounts via an electronic interface to your banking institution. You can directly debit bank accounts for some members and/or credit cards for other members, so both account types are included in the software and can be run independently or in conjunction. Members can be added to or removed from the direct debit facility individually. When adding a member, the system requires details of the bank or credit card account to be charged and the pattern of charging to apply. The pattern of charging can vary from member to member, allowing some to be charged at differing intervals to others, and allowing charging to be put on hold for a number of charging periods for any member if required. Just as member charging patterns can be varied, so too can charging patterns per fee. Selected fees can be processed in instalments over time, while other fees can be forced to be charged in full when their billing cycle coincides with the applicable direct debit processing date. An example of how this may be applied is with point-of-sale transactions. You may elect to have subscriptions paid over the life of the direct debit agreement while debiting all POS transactions charged to the member account early in the month following the period in which the transactions occurred. Therefore the amount directly debited from the member account can be variable based upon their POS spending for the month. If you have an open or indefinite direct debit agreement with members then the creation of a direct debit schedule for those members can be generated automatically from the automatic subscription billing run(s) performed in MMS. Where a direct debit agreement with a member has a finite completion date, an individual schedule can be created as each agreement is renewed. In creating the manual direct debit schedule, charges and dates can be varied if required, ensuring maximum flexibility within the system. The system generates a batch of direct debit transactions based on those members with DD agreements, the bank account type being charged, and the charging rules to apply for each member and/or fee. This batch is sent to your bank via your banking software. Upon creation of a batch you can nominate to update the member accounts with the payments generated, or you can cancel the update allowing you to create a batch that can be used for testing purposes. Should a member default on their payment you can simply retrieve the direct debit transaction batch and flag the defaulting member(s). Their payments will be reversed, their default history updated, and any administration fees charged for a default on payment. You can elect to apply the defaulting payment fee amount to the next direct debit batch or you may wish to apportion it across the remaining direct debit batches in the members schedule. Similarly you can delay processing of charges for any member if required, and again can elect to balloon the amount held over to a following charge date or apportion it across the remaining charges.
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DIRECT DEBIT SCHEDULE A direct debit schedule report can be produced to display all members with current direct debit agreements, their account details, date their next DD processing is due and amount to be charged. DIRECT DEBIT BATCH REPORT A report can be produced listing all transactions processed in a direct debit batch. Direct debit transactions can also be isolated and reported upon in detail via the system reconciliation-reporting module. ADMINISTRATION FEES Administration fees can be added to the member’s account manually or automatically. Administration fees fall into 3 categories:
Direct Debit setup fee Direct Debit per payment fee Direct Debit default fee
Each of these fees can be activated independently of one another, so there is no compulsion to charge any or all. The setup fee charges a fee to the member account upon setup of a direct debit facility for the member. This fee is added manually as and when required. The “per payment” fee is charged to the member account automatically each time a direct debit transaction batch containing a transaction for the member is processed. The default fee is charged automatically to the member account on any occasion that a default on payment is recorded against the member.
BPAY™ INTERFACE The BPay Interface (BPI) module is an add-on to Golf Computer Systems’ Membership Management System (MMS). MMS is therefore a prerequisite for installation of the BPI. As an add-on module the BPI is sold separately to MMS and is not included in the base MMS pricing. We maintain a library of modules to suit different banking institutions as the formatting requirements of each can vary. Where there is requirement for a new bank file format this is included in the module price. FUNCTIONAL DESCRIPTION The BPay Interface is used to electronically import and process BPay payment transactions from a file sent to you by your bank, against member accounts. This process removes the need to manually enter receipts into MMS for each of the BPay payments. To process BPay transactions you need to be a BPay merchant. You must organize this through your bank. You will then get a BPay Biller Code that members use to identify you when making BPay payments. Members are given a BPay Customer Reference by our Membership Management System that identifies them on the BPay file provided to you by your bank. The BPay Customer Reference number is calculated from the member’s membership number using a formula provided by the bank. When invoices are generated in MMS a BPay symbol, Biller Code and Customer Reference Number are displayed on the invoice. This is all that is required to enable the member to make his payment via BPay. Upon receipt of a BPay data file from the bank you simply identify its location from within MMS and can then preview the transactions to be imported. Should the import system not be able to find any members matching the data in the bank file, you will be alerted of this.
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BPay numbers can be generated per ledger where multiple ledgers are being operated. This means that a separate BPay payment can be made for charges from one ledger as against another. This may apply to the member’s house account versus his subscription ledger for example. When you import BPay transactions they are applied from the oldest outstanding balance forward. Transactions generated from the BPay import batch are identifiable as having originated from a BPay batch and can be reported upon separately.
POS INTERFACING – ADD ON
We have adopted the approach that we can provide a more comprehensive solution to our clients by allocating development funds to develop interfaces into some superb POS systems that offer the highest standards of food & beverage and retail merchandise point of sale, rather than develop point of sale in house. This “best of breed” approach allows us to focus on similar levels of excellence in Membership Management, while allowing us to provide a solution with extremely good POS functionality from specialist POS developers and seamless data transfer between the applications. You really do get the best of both worlds via this approach. The Membership Management System interfaces with POS systems from Sydney-based Generate Group. The interfaces are live and real-time over a TCP/IP connection allowing instant member validation by POS from the MMS database and instant transaction transfer from POS to MMS. From the operators point of view there is no indication that there are two systems or databases in operation. Point of sale transactions can be brought across from POS into MMS in summary format or in full detail. When brought across to MMS in full detail the member’s ledger in MMS provides drill down in each transaction to item level, so all account queries are then very easily handled from the one ledger in one location – MMS. Member statements include subscription and POS transactions on the one document. Where direct debiting is invoked, POS transactions can be debited at a differing frequency to subscription transactions. For example you may wish to allow subscriptions to be directly debited over the course of the membership year while directly debiting all POS charges in the month following the month in which they were incurred. MMS does this, and more. Reports isolate POS transactions to allow you to easily reconcile the MMS ledger with POS. These can also be in summary format or in full detail. Spend analysis reporting highlights spending levels across your membership, identifying the better spenders versus the least prolific spenders. The POS interface incorporates extensive logging of data between the systems, and also has an email alert feature should any hardware or networking errors occur that affect the interface. In the event of the interface going down, POS transactions are held at POS terminals and are transferred to MMS as soon as the interface is back up and on line without disruption to point of sale. E-WALLETS / USABLE ADVANCE / HOUSE ACCOUNTS MMS offers a facility for managing advance payment of POS charges by members and also retrospective calculation of spending against house account levies. There are differing methods by which this can operate – either as a Usable Advance, House Levy or Electronic Wallet system. Usable Advance, House Levy and E-Wallet transactions can be maintained independently from subscription and general debit transactions in a virtual sub-ledger or separate ledgers so can be viewed independently.
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Usable Advance features allow you to bill your members a sum that is to be used at selected POS outlets for purchasing of selected products or product groups. These transactions are generally isolated to a time period, and any remaining balance unexpended can then be forfeited from the member account. Forfeiture of unspent funds under the usable advance model is automated and recognises current usable advance balances distinctly from future usable advance funds. Member POS receipts can display current usable advance balances. A variation on the usable advance billing process allows billing of an annual amount over 2 or more periods. The second period billing can look to the spending pattern of the member in the first period to determine the amount of the second or subsequent charges, automatically calculating reduced charges if the member is ahead of his spending requirements in the prior period(s). House Levies calculate the member’s spend retrospectively across a specified date range and will bill the member for any shortfall against his required spend over the period. The current balance of the member’s spend is available from the system and can also be passed to the POS receipt to keep the member informed ahead of the levy charge. Electronic Wallets allow members to put funds into their account for use at POS outlets without a time restriction on spending. This balance can be passed to POS to give the member a discount level, or an uplift option is also available to top up deposits to the member’s advance account by a fixed percentage. An uplift of 10% would place an additional 10% of funds deposited to the member’s account. Just as members can be linked to other members for subscription billing ( family billing for example ), members may also elect to link family members ( or others ) to their E-wallet, thereby allowing the advance funds to be used by authorised members or guests. E-wallet linking is independent of subscription linking. The transactions are noted with the details of the member for whom the sale was originated, and a statement can be produced noting all e-wallet movements on the member’s account. POS transactions exceeding the e-wallet balance can be rejected at the time of the sale as POS can retrieve the member’s wallet balance when commencing a transaction, or alternatively excess charges can be passed to the member’s debit account. E-wallet and usable advance balances can display on member POS receipts.
POINTS BASED MEMBERSHIPS The Membership Management System can operate a system of membership that allocates a member a parcel of points which are then expended by the member as he uses club facilities. A points-based membership can operate in conjunction with a standard subscription-based membership, with some members on subscriptions and others on points if required. Points are maintained in a formal accounting ledger and encompass the standard accounting features such as production of account statements, reconciliations, journal adjustments and aged trial balances. An opening points balance is written to a members ledger upon receipt of his payment and then the points balance is reduced via transactions that originate from our facilities management software as members use the club’s facilities. Generally this applies to use of golfing facilities but is by no means limited to this. If the member’s use of facilities causes him to run low on points he can purchase further parcels of points, with parcels able to be of varying sizes and costs to suit the club’s and member’s requirements. If the member runs out of points entirely, then his membership lapses and he loses his membership rights. Points membership can operate to a fixed date for all members, at which point all current points expire and new points need to be purchased for the next period. Optionally points can operate to the anniversary of the individual member’s joining date or points purchase date rather than having all members points expire together. While points will generally last for a 12 month period, you can easily set points to operate over any nominated period, with points becoming immediately unavailable once their expiry date has been reached. At this point you can formally forfeit any unused points that are applicable to a prior period by processing a forfeiture transaction to the member’s points ledger.
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Points may be carried forward on selected membership categories. You can specify the number of points that may carry forward, in which case these will not forfeit and may be used in the following period. Unused points beyond the “carry forward” amount will be forfeited. MMS allows you to establish a special fee type termed a “points fee”. When a points fee is established in MMS, a ledger is nominated to which a points balance will be automatically transferred upon receipt of payment. Using our facilities management software, FACTS, members have points deducted from their ledger as they use the club’s facilities. Whether these be the golf course, lessons, hire of items such as carts, trolley or clubs, or use of tennis courts and so on…. all can write a transaction to the member’s points ledger to reduce his points balance. Points memberships offer an alternate model for attracting and managing memberships and have proven to be very successful in their appeal and their operation.
REPORTS The Membership Management System is supplied with a wide variety of reports already in place, and also incorporates a report designer. This allows you to modify existing report layouts and save them as new reports, or to design entirely new reports from scratch. Dozens of report designs are provided with the system Examples of report modules supplied with the system include, but are by no means limited to: Membership Statistics - member numbers by category, gender, age range etc Member Listings - general membership lists, address lists, address labels Fee lists - report of fees defined in the system Category lists - lists of member categories and members by category Invoice report - summary or detailed lists of invoices produced over date ranges Receipts report - summary or detailed lists of receipts over date ranges Credit notes - summary or detailed lists of credit notes over date ranges Journals - summary or detailed lists of journals over date ranges Debtors balance - summary or detailed transactional trial debtors report Member’s Ledger - print the entire ledger for selected members Number types - lists of members by various member-number types Member interests - members by interest types/marketing categories Member category changes - members who have changed category over a date range, and why Statements - statements of account Bank deposits - summary and/or detailed bank deposit documents Direct Debits - details of direct debit processing, by batch and by member Reconciliation Report - detailed account reconciliation reporting Usable Advance - various reports on usable advance balances and transactions Linked Members - details of who is linked whom for billing and/or E-wallets Audit Trail - formal accounting audit trail Each report module can have an unlimited number of report designs associated with it. Invoices and statements are also treated as a report type, so their layout is fully user-designable. Reports may incorporate graphics, so logos may be placed on reports, or member photographs included on member reports. Reports can be produced as lists, or a report may be a document such as a letter that is personalised as information is merged into it at the time of generating the report. Reports may be output as .CSV files for import to Excel spreadsheets.
COMMUNICATING WITH YOUR MEMBERS Communication with members can be done in a variety of ways.
Touch screen kiosk messaging Internet messaging Email messaging
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Messages may be entered in to the system for notification to individual members, or to all members in a specified category or range of categories, or simply to all members. We offer a touch screen kiosk/terminal that can be located in a public area of the club to enable members to interact with information on the database as the club sees fit. This includes presentation of messages for the member. Messages can also be displayed on a member area on your Web site via member login. We can provide the necessary software to incorporate into your Web site to facilitate this live interaction with your membership database. Individual and broadcast Emailing facilities built into the system make email communication quick and easy.
LET YOUR MEMBERS KEEP YOU UP-TO-DATE A further Internet-based module allows your members to see basic details such as their address and contact details via member login on your Web site. We provide you with web pages into which members can make changes to their personal information if it is inaccurate. Changes are fed back to MMS to allow staff to accept or reject individual data changes. An automatic email is generated to the member when changes are committed to the database. This module does not alter your data until staff instruct it to do so, so there is no risk of changes being made externally.
E-MAIL Members can be e-mailed from within MMS, either individually from the member maintenance screen, or in bulk via the member listing report. An opt-out option is available to prevent members being included in bulk e-mailings if required. Bulk e-mailing may be filtered by member category, mailing list types, gender, age, name, account balance, joining date, and so on.
TECHNICAL REQUIREMENTS Membership Management System is a multi-user 32-bit client/server Windows application. There is no practical limit to the number of users. Operating System:
Windows 2000, Windows XP, Windows 7
Pentium IV processor @ ~3GHz or better preferred 1MB or greater RAM preferred Minimum screen resolution of 1024 x 768 in 16-bit high colour or above
Windows 2003 Server, or Windows 2008 Server preferred, but will run on peer-to-peer or domain-based networks. Dedicated network file server preferred.
Nexus â€“ client/server - SQL compliant
Laser printer for reporting purposes
SUPPORT In order for us to provide you with excellent support we prefer to have remote access to your system over a TCP/IP connection using such tools as pc-Anywhere, Terminal Services or a Virtual Network Client. Access into your system can be granted to us on a case-by-case basis if necessary. All GCS applications are provided with 12 months support and maintenance covering ongoing software support together with all modifications made to the software over the maintenance period. We provide considerable value in additional features and functionality during the course of the maintenance period.
SOFTWARE MODIFICATIONS We are happy to discuss any specific requirements you may have, and to look at software modifications that will enhance the utility of the software for you. Charges may apply for modifications. Copyright 2001-2009 Golf Computer Systems - +61 7 33666696 â€“ www.golfclub.com.au Page - 22 -
NEWSLETTERS We produce a periodic newsletter, generally bi-monthly to quarterly, detailing software modifications and features added to our various applications to keep you informed of changes.
DOCUMENTATION MMS is supplied with a 300+ page user manual.
GOLF COMPUTER SYSTEMS Golf Computer Systems commenced software development in 1984. While golf operations have been our primary focus, our membership system has been developed to encompass the needs of a wide variety of membership environments. The nuances of membership requirements from varying styles of golf operations ranging from resort through to private member through to municipal, has resulted in a system with immense flexibility to mould around varying client needs and methods of operation. MMS operates in many of Australia’s finest golfing properties and does so very well. We are proud that the success of MMS enables us also to be servicing the membership needs of organisations internationally. GCS clients include: Kingston Heath Golf Club Commonwealth Golf Club The National Golf Club Cypress Lakes Hope Island Resort Royal Pines Resort Mt Lawley Golf Club Killara Golf Club Noosa Springs Kingston Links Heritage Golf & Country Club Pacific Golf Club Queanbeyan Golf Club
Contact us at: Golf Computer Systems PO Box 177, ASHGROVE, QLD 4060 AUSTRALIA
Bowral Golf Club Kalgoorlie Golf Course The Links – Kennedy Bay Castle Hill Country Club Eagle Ridge Golf Course Spring Valley Golf Club Sea Temple Resort – Port Douglas University Ski Club - Melbourne Federal Golf Club Macquarie Links
Tel: +61 (0)7 33666696 Fax +61 (0)7 33667110 Email: email@example.com
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Membership Management System overview of function, features and benefits