Index
What is this integration?
The Prodelfi integration connects Golfmanager with Prodelfi vending machines (for example, ball dispensers at the driving range or product machines). The customer identifies with their phone number and, from the machine, can recharge their balance (wallet) or buy products that are deducted from that balance.
Everything is recorded in Golfmanager as recharges and sales, with the customer's balance always up to date.
The balance (wallet) is a money-type voucher linked to the customer. The machine recharges it (the customer adds money) and consumes it (when buying). This way the customer pays without a card or cash at the machine, only with their phone.
What problem does it solve?
Self-service: the customer recharges and buys without going to reception.
Simple identification with the phone number, without physical cards.
Prepaid: the customer spends from their balance, without handling cash at the machine.
Everything in sync: recharges and sales are recorded and the balance is always up to date.
How does it work?
Operation | What happens |
Identification | The machine sends the phone and Golfmanager returns the customer and their balance. If they don't exist, they can be registered automatically. |
Recharge | The customer adds money to their balance; it is recorded as a recharge (regular or promotional). |
Product purchase | On machines that sell, the purchase is charged by deducting from the customer's balance. |
Which systems does it connect and in which direction does the data flow?
It connects the Prodelfi machines with Golfmanager:
The machine asks Golfmanager about the customer (by their phone) and receives their data and balance.
The machine reports each recharge or purchase, and Golfmanager records them and updates the balance.
Each request is signed with a shared secret key (hash) to guarantee it comes from an authorized machine.
Prerequisites (before activating the integration)
Have Prodelfi vending machines installed.
Have the Prodelfi module installed, together with the customers and billing modules.
A product for Prodelfi sales (with no stock control) and a money-type voucher for the balance.
The secret key (hash) shared with the machines.
That customers have their phone on their record (and that it is unique).
How to set it up (step by step)
Step 1 — General configuration
Log in to Golfmanager with a user that has billing permission.
Go to Prodelfi > Settings.
Enter the Secret key (hash), which must match the one configured in the machines.
Review the Collective, Tariff and Mobile tariff codes (default, 1).
Select the Product for Prodelfi sales (with no stock control) and the money Voucher type for the balance.
(Optional) Select the Point of sale and fill in Notify errors to with one or more emails.
Save the changes.
Step 2 — Register the machines
Go to Prodelfi > Machines.
Add each machine with its Description, Number and Location (site).
Check "Generate sales" if the machine should charge products from the balance; leave it unchecked if it only reports usage without billing.
Save the changes. (The combination of location + number must be unique.)
Step 3 — Customer phone numbers
Check that each customer has their Phone on their record (it is their identifier at the machine).
Make sure it is not repeated across customers.
🔒 The secret key (hash) protects the communication with the machines: each request is signed with it. Keep it secure and make sure it matches the one on the machines.
Explanation of each field
Below is a description of each field in the integration: where it is, what it means, its impact on the system, and a usage example (what happens when it is used and how the system behaves).
A) General configuration (Prodelfi > Settings)
1. Secret key (hash)
Description: the secret key shared with the machines, with which each request is signed.
Impact on the system: it is mandatory. It guarantees that requests come from authorized machines.
Usage example: you enter the same key that is configured on the machines.
What happens when it is used: correctly-signed requests are accepted and processed.
System behavior: if it does not match, requests are rejected with "The signature is incorrect".
2. Collective, 3. Tariff and 4. Mobile tariff
Description: codes that Golfmanager returns to the machines when identifying the customer.
Impact on the system: informational for the machine; their default value is 1.
Usage example: you leave them at 1 unless your Prodelfi installation requires other values.
What happens when it is used: the machine receives those codes together with the customer's data.
System behavior: they do not affect the balance or the sales; they only travel in the response.
5. Product
Description: the product used in Prodelfi sales (both recharges and purchases).
Impact on the system: it is mandatory. It must not manage stock.
Usage example: you create a generic "Prodelfi" product and select it here.
What happens when it is used: each operation generates a sale on that product.
System behavior: if it is not configured or does not exist, the transaction fails ("The product does not exist").
6. Voucher type
Description: the money-type voucher where the customer's balance is stored.
Impact on the system: it is mandatory. It is the wallet that is recharged and from which money is deducted.
Usage example: you create a money voucher type (for example, "Prodelfi Balance") and select it.
What happens when it is used: recharges add balance and purchases subtract it.
System behavior: if it is not configured or does not exist, the transaction fails ("The voucher type does not exist").
7. Point of sale
Description: the cash register/POS associated with the transactions.
Impact on the system: optional; it helps frame the operations.
Usage example: you select the cash register you use for Prodelfi.
What happens when it is used: the transactions are associated with that cash register.
System behavior: if you leave it empty, the integration still works.
8. Notify errors to
Description: one or more emails to notify if a transaction fails.
Impact on the system: optional; it enables email notifications on errors.
Usage example: you set the email of the cash desk lead or support.
What happens when it is used: when a transaction fails, an email is sent with the error detail.
System behavior: if you leave it empty, no notifications are sent (but the failure is still recorded in Transactions).
B) Each machine's data (Prodelfi > Machines)
9. Description, 10. Number and 11. Location (site)
Description: they identify the machine. The Description is a friendly name; the Number and the Location are the ones the physical machine sends.
Impact on the system: the number and the location are mandatory and their combination must be unique; they are used to recognize the machine in each request.
Usage example: you register "Range machine 1" with its number and location.
What happens when it is used: Golfmanager recognizes which machine each operation comes from.
System behavior: if the machine is not registered, the transaction fails ("The machine does not exist").
12. Generate sales
Description: it indicates whether the machine charges products from the customer's balance.
Impact on the system: if it is checked, purchases generate a sale paid from the wallet; if it is unchecked, the machine only reports usage (it does not charge).
Usage example: you check it on a machine that sells products and leave it unchecked on one that only dispenses balls recording usage.
What happens when it is used: with "Generate sales", the purchase is deducted from the balance.
System behavior: without "Generate sales", the operation is recorded but does not create a sale or deduct balance.
C) Customer phone (customer record)
Field name: Phone.
Description: the number with which the customer identifies at the machine.
Impact on the system: it is the identifier in Prodelfi and cannot be repeated across customers.
Usage example: you fill in the customer's phone on their record.
What happens when it is used: the machine recognizes it and shows their balance.
System behavior: if you try to save two customers with the same phone, "A customer with that phone number already exists" appears; if the machine does not find it, it does not identify the customer.
How to use it day to day
The customer approaches the machine and enters their phone number.
The machine shows their balance (Golfmanager returns it). If they are new, they can be registered automatically.
The customer recharges balance or buys a product (which is deducted from the balance).
Golfmanager records the operation and updates the customer's balance.
Recharges can be regular or promotional (with their own payment method), depending on what the machine indicates.
Reviewing the transactions
In Prodelfi > Transactions you will see all the operations received from the machines (identifications, recharges and sales), with their detail and result (successful or with error). It is the first screen to review when something doesn't add up. You can also receive an email notification if a transaction fails (if you configured it).
Limitations to keep in mind
The customer is identified by phone, which must be on their record and be unique.
Only machines with "Generate sales" enabled charge products.
The secret key (hash) must match the one on the machines, or requests are rejected.
Purchases are paid from the balance: if there is not enough balance, you cannot buy.
Duplicate transactions are ignored (same machine, customer and date) so they are not counted twice.
It depends on the Prodelfi machines and their connection.
Frequently asked questions
The machine does not identify the customer.
Almost always it is because the phone is not on their record or does not match the one they enter. Check that the customer has their phone saved, correct and without spaces. If it does not exist, "No customer registered with that number" appears.
All requests from a machine are rejected.
It is usually because Golfmanager's secret key (hash) and the machine's are not the same; in that case "The signature is incorrect" appears. Make sure both keys match exactly.
The product sale is not created.
The machine does not have "Generate sales" enabled. Edit it in Prodelfi > Machines and check that option so purchases are charged from the balance. Without it, the operation is recorded but does not generate a sale.
The purchase is rejected due to balance.
The customer does not have enough balance; "Insufficient voucher balance" appears with the required and the available amount. The customer must recharge balance before buying.
"The machine does not exist" appears.
That machine is not registered or its number/location do not match. Add it in Prodelfi > Machines with the exact number and location it sends (the combination must be unique).
When saving a customer it tells me the phone already exists.
"A customer with that phone number already exists" appears. The phone is unique in Prodelfi: two customers cannot share it. Find the customer that already has it and correct whichever one applies.
Can a new customer be registered from the machine?
Yes. If the machine allows it (auto-registration), a customer that does not exist is registered when they identify, with their phone and, if they provide them, name and email. From then on they can recharge and buy.
What is the difference between regular and promotional recharge?
Both add balance, but they are recorded with a different payment method ("Prodelfi Web" for the regular one and "Prodelfi Web Promo" for the promotional one). This way you can tell them apart in reports. The machine decides it based on the type of recharge.
How is a product purchase paid?
From the customer's balance (their wallet). The sale is paid with the voucher balance, not with the recharges; that is why there must be balance first.
Where do I review what happened at the machines?
In Prodelfi > Transactions are all the operations (identifications, recharges and sales) with their result and, if there was an error, the detail. It is the reference screen for diagnosing.
An operation seems to have been counted twice. Can that happen?
It should not: the system detects and discards duplicates (same machine, customer and date-time), so the same movement is not recorded twice even if the machine retries it.
Does the Prodelfi product need stock?
No. The product configured for Prodelfi must not manage stock, because it is used for all sales/recharges.
What voucher type should I use for the balance?
A money-type voucher. It is the customer's wallet: it is recharged when adding balance and deducted when buying.
Do the machines need an internet connection?
Yes. The machines query and report to Golfmanager in real time; if they lose connection, they will not be able to identify customers or record operations at that moment.
Recommended best practices
Keep customers' phone numbers up to date and without duplicates.
Keep the secret key (hash) safe and check that it matches the machines.
Configure the email notifications to find out about failed transactions right away.
Review the transactions periodically to spot issues.