Index
Introduction:
General :
Products:
Dynamic pricing:
Dynamic pricing page:
xxxxxx
Families :
Subfamilies :
Bonus types:
Bonus Types Page:
Payment Methods:
Taxes :
Tax Page:
Invoice types:
Invoice Types Page:
Invoice series:
Invoice Series Page:
Companies :
Introduction. Rate architecture.
Products are the key pieces when configuring the application. But, to avoid having reports with 500 products and having to add them up, we usually group them into subfamilies and these in turn into families. This way the reports will be more readable.
- Family . Group the different subfamilies for better reports (Golf, Tennis, Restaurant, Shop).
- Subfamily . Group the different products for better reports (Visitor Green Fees, Member Green Fees, Gloves Store, Accessories Store...).
- Product . The key piece of the billing architecture. When you sell something with a price, it will always be linked to a product. The previous concepts have a grouping role to generate more attractive reports. The product will contain class information: prices and taxes (among other parameters). So we now know where to go when we want to check or change a price: to the product.
- Customized prices . Within a product there is a default rate, but you can add dynamic rates depending on the day of the week, time, type of client, etc.
Introduction. Billing connection with other modules.
The products belong to the billing module and, therefore, can be sold and invoiced directly from said module. But we can also connect the billing module with others (e.g. reservations or installments) and we will do this through the product . When creating a type of reservation or a type of quota, we will assign a product to it and, in this way, the reservation and billing modules will be connected so that, every time you make a reservation, the sale is generated automatically. After the sale, the billing module is in charge of accompanying you until the end, but any modification to the sale or reservation will be automatically synchronized.
In other words, the product is responsible for prices and vital accounting information (account, taxes, etc.) and these products can be sold in many ways: through a reservation, a fee receipt, in the store, etc. The product collects very little information, but very important, and the other modules are responsible for managing specific parameters of that module. For example, in the reservation module in each type of reservation, crossings, available days of the week, which facilities can be reserved, reservation limit rules, etc. will be managed. Things that only interest the reservation module and not billing. In this way we can improve and evolve much faster.
General. Sales.
Prices with taxes included . Activate this option if you want the price you assign to the products to be with taxes included.
For example, if you want the customer to pay for a Coca Cola for €5 (tax included), activate this option and put “5” on the product.
If you want the client to pay €200 + VAT for Consulting Services , deactivate this option and put “200” on the product .
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General. Subscriptions.
Automatic issuance of receipts . The system will look every day to see if there are receipts to issue that day, like any human would have to do, and will automatically generate them. This will result in significant time savings for the club.
Generate invoices . If you want an invoice to be issued after issuing automatic receipts, even if they are not paid.
Send invoices by email . If you want that after issuing the invoices, they are automatically sent by email to each client .
Bills
Show discount column . Activate if you want the invoice to show a column with the discount.
Company . Company with which invoices will be generated. It is doubtful to see how the product has a company and that is what rules.
Default type . Type of invoice/series with which invoices will be generated by default. Then, when issuing an invoice, you can manually choose the type.
Type when paying sales . Type of invoice that will be generated when paying for sales from the POS or quick payment of the reservation.
Type when leaving pending payment . I think it doesn't make much sense now because the invoice type has been put in the collection pop-up.
Invoice footer text . Custom text to be added to the bottom of the invoices.
Products. Product concept.
The products are key concepts in the club configuration since the rest of the configurations will depend on it: reservation types, fees, store. The product is responsible for collecting information on prices/rates, taxes, and families for reports.
Read the introduction of this article to learn more about the product architecture.
Products. General section of a product.
Name , or description of your product. It will appear like this on the POS, on the invoice, on the ticket, in reports...
Subfamily . Group your products into subfamilies for more grouped reports.
price with taxes included. Then you can customize the rates according to different variables (day, time, etc.) with the plugin .
Taxes for this product. In this version you can put several taxes and withholdings on the same product.
Labels to be able to quickly create lists and reports.
Guy :
Normal as default option.
Hourly product for those rates that vary the price according to the duration of the reservation (e.g. padel 60' and 90').
Product with variants for store products that have sizes, colors, etc.
Products. Stock section of a product.
This section will be visible if you have the stock module downloaded. Fill out this section if the product you created is a store item.
SKU code (optional). Barcode of this product. This will be the one that is printed on the label that is printed.
Provider (optional). Select the supplier that supplies you with this product. This will mean that, when generating an order, they will only show you the products from one supplier, which will make your work easier.
Supplier barcode (optional). So that the supplier better recognizes your orders.
Manage stock (optional). Activate this option if you want this product to be visible in stocks, orders, delivery notes and inventories.
Allow selling without stock (optional), if you want the system to allow you to continue selling this product even if you have 0 or negative stock. This option can be useful because sometimes we make a mistake, the stock does not show reality, we see the product in front of us and we want the system to let us sell it without problems that there is no stock and solve it later.
Dynamic pricing. Dynamic pricing concept.
Dynamic Pricing is a tool to calculate price automatically based on season, time, customer, etc.
Dynamic pricing page. General.
Name to be able to recognize this rate in listings.
Priority for this rate. Please note that a product can have multiple dynamic prices. The system will scan each of the dynamic prices in order of priority and, as soon as it finds a dynamic price that should be applied, it will stop scanning more prices and choose this one. Most rate errors and doubts come for this reason. Sort the dynamic prices by priority and check that the order is configured correctly.
Value for this dynamic price, which will depend a lot on the next option. To understand it better let's take the example of *20”.
Value type :
Fixed price if you want the final price to be €20.
Amount to be discounted from the price if you want this price to deduct €20 from the standard price of the product.
Percentage to be discounted from the price if you want to apply a 20% discount to the standard price of the product without rounding the price.
Percentage to be discounted from the price. Round if you want to apply a 20% discount to the standard price of the product by rounding to 0 decimal places .
Dynamic pricing page. Product.
Product . Product to which you are applying dynamic pricing.
Product label . This dynamic pricing will be applied to products containing this tag. Very useful for examples like “10% for members in the restaurant or store . ”
Dynamic pricing page. Customer.
This section filters that this dynamic price is applied only if the following rules are met depending on the customer who is purchasing:
- Customer tag . This price will only apply to those customers who have this label in their customer file.
- Customer . This price will only apply to this customer.
- Minimum age . This price will only apply to those customers who are at least this age. The system looks at the date of birth on the client's record.
- Maximum age . This price will only apply to those clients who are at most these years old. The system looks at the date of birth on the client's record.
Note . If a field is empty it means it applies to everyone.
Dynamic pricing page. Date.
This section filters that this dynamic price is applied only if the following rules are met depending on the date on which it is being purchased:
- Start date . Dynamic pricing will apply from this date. Ex. I want to apply this discount from January 1st.
- Ending date . Dynamic pricing will apply until this date. Ex. I want to apply this discount until December 31.
- Start time . The dynamic price will be applied from this time. Eg. I want to make this offer after 4 p.m.
- End time . Dynamic pricing will apply until this time. Eg. I want to make this offer until 12 noon.
- Weekdays . Dynamic pricing will apply on these days of the week. Eg. I want to make this offer for business days.
- Holidays . Dynamic pricing will be applied on holidays or not. E.g. I want this offer not to apply on holidays.
- Season . Search and select a previous calendar created in the system to save a lot of manual process. Instead of putting the date range per season in all the rates, you can put it only once in Calendars and select it with one click in this step. Eg. High season, low season, twilight high season.
- Maximum advance notice . The dynamic price will be applied depending on how many days in advance you are purchasing. Eg I want to reward if you reserve more than 60 days in advance. You can choose seconds, minutes, hours and/or days.
- Limit before start . Dynamic pricing will apply until this time. Once this moment has passed before the reservation, the dynamic price does not apply. Eg I want to make this offer but more than 24 hours in advance. You can choose seconds, minutes, hours and/or days.
Families. Family concept.
A family groups one or more subfamilies and serves only to group income and generate more intuitive reports.
Family Page. General.
Name of the product family. Golf, tennis, restaurant.
Code for this family. It will be displayed in the settlement report and can be useful for your accounting department.
Subfamilies
Section: Main Menu > Billing > Subfamilies
A subfamily groups one or more products and serves only to group income and generate more intuitive reports. These subfamilies in turn belong to a family.
General Section
Family to which this subfamily belongs.
Code for this subfamily. Ex. 01. This will be reflected in the reports and can be useful for accounting.
Name of the product subfamily. For example, green fees for members, green fees for visitors, etc.
Company with which this product is invoiced. This field is useful for centers that invoice with more than one company and want to ensure that a product from one company is not invoiced to another. If your app has only one company, leave this field blank.
Order Printers Section
If you have the restaurant module activated, the printer section for orders will appear. In this section you can tell the system where you want the orders for the products within this subfamily to be printed. For example, you will want products from the Foods subfamily to be printed on the kitchen printer, and products from the Beverages subfamily on the bar printer.
Select the New button
POS. To create the rule when orders are sent from that POS. Example: Restaurant.
Printer. To which the order must be sent if you are sending from the POS of the previous point. E.g. Bar Printer.
Do you copy. What do you want to print? Default 1.
Select the Save button
With this data model the system allows you to:
Print your meals or drinks on your corresponding printer.
Print meals on both the kitchen and bar printers.
Print the number of copies you want.
You have just configured a command print rule. Every time you are at that POS and click “Send order”, the system will scan if there is any product from that subfamily in the cart and will send it to print. In this previous example, the Coca-Colas will only be printed on the bar printer and not in the kitchen.
Note: There are times when managers want to print the drink and also the food at the bar. To do this, in the food subfamilies you can create two printing rules, one rule that prints in the kitchen, and another rule that prints in the bar. In this case, every time you send an order, the meals will be printed in both places.
Note:. With this data model we can also cover the fact that the same product is printed on a different printer depending on whether I am working in the restaurant room or in the pool. Creating two rules in the drinks subfamily, one that if I am working on the room POS is printed there, and another if I am working on the pool POS is printed there.
Order printers.
If you have the restaurant module activated, the printer section for orders will appear. In this section you can tell the system where you want the orders for the products within this subfamily to be printed. For example, you will want products from the Foods subfamily to be printed on the kitchen printer, and products from the Beverages subfamily on the bar printer.
- POS . Here you will mark that if I am working from a specific POS, it will be sent to a specific printer.
- Printer where the order will be printed.
- Copies to be printed.
With this data model, the system allows you to:
- Print your meals or drinks on the corresponding printer. - Print the meals on both the kitchen and bar printers. - Print the number of copies you want.
Types of bonus. Concept.
A voucher is a preload by the client on their token that will help them obtain a better price and pay in the future with these virtual “vouchers.” These bonuses can be virtual money or units, such as the wallet bonus or the class bonus. When paying for a product or service with a voucher, the system will generate a negative sale for the same value, generating a ticket with a value of €0 but at the same time giving visibility to the original price of that service and balancing the accounting perfectly.
Bonus Type Page. General.
Name your bonus type, for example Wallet Bonus , Green Fees Bonus , or Classes Bonus .
Guy :
Wallet if this bonus is going to contain virtual money. The balance will be, for example, €40.
Units if this bonus is going to contain units: green fees, classes, chips, etc. The balance will be, for example, 8 units .
Product that will be invoiced when reloading the voucher.
Label assigned to the client when contracting this type of bonus .
Bonus Type Page. Filters.
Payment with the remaining balance of this type of bonus can be made according to the following time filters:
- Expiration . This relative amount of time will make the new bonuses valid for X seconds, minutes, hours and/or days depending on your convenience. Ex. Recharge this special bonus and you have 3 months to consume.
- Days of the week in which you can pay with this bonus. Ex. Bonus working classes.
- Time since . From this time you can pay with this voucher. Ex. Bonus for late classes.
- Time until . You can pay with this voucher until this time. Ex. Class bonus tomorrow.
We must use each of these filters if we want to filter. If we do not want it to filter by any of these, you can leave it blank and it is as if it did not exist. If we left this section completely empty, this type of bonus would not expire, it could be used every day of the week and at any time.
Bonus Type Page. Recharge prices.
In this version you will be able to define the prices with which this bonus can be recharged.
- Recharge Amount . For example, 20 euros if it is a purse voucher or 20 classes if it is a class voucher. We will only enter the number and it is the amount that will be loaded into the bonus.
- Price that we are going to charge the customer for this recharge. Ex 200 euros. Special mention to the purse bonus. Some may wonder why to top up €20 in the wallet bonus I have to put 20 in the previous field and in this one. Well, that's because some businesses have offers like "Recharge €100 and we'll give you €20." Thanks to this data model, this offer is possible.
- Filter label . The price will only be visible to those customers who have this label in their customer file. Thanks to this functionality you can recharge Classes where the member costs less than the visitor and each of them automatically gets their price online. If left empty, this price will be available to all customers.
- Available online . If we want this price to appear online to our customers. There are cases in which you do not want this price to appear as it is an offer that is used from administration only.
Bonus Type Page. Valid products.
In this section you can add the products that can be paid with this bonus. You can leave it empty and it means that there is no limitation so you can pay for any product with this type of bonus. Eg. Purse bonus is usually used for any club service.
In this list you can add one or more products. Ex. GF 18 holes and GF 9 holes. Which would mean that with this type of “green fees” bonus you could pay only for those products and not others, such as a golf lesson. You can also choose the ratio to be deducted from the bonus. If you leave it empty, every time you pay a unit 1 unit will be subtracted from the bonus. But there are times when you need to remove amounts with decimals, for example, with a 9-hole green fee. It is normal to find golf courses that offer a bonus of “10 GF for 18 holes” to their clients and, if they want to play 9 holes, 0.5 is subtracted from the balance. For these cases we would choose the allowed product of 9 holes with a ratio of 0.5 and the system will automatically act correctly.
Payment Methods. General.
Name for your payment method. This will be visible in the POS and in the quick payment. On the website you can personalize the name using the following field.
Name Consumer. Name for this payment method on your website. Sometimes the “Redsys” gateway is not completely commercial on the web, so you can customize it to what you like best.
Color for the button on the POS when paying.
Runway: ??
Observations on invoice . V3 allows you to put comments on the invoice in each payment method. This way, when a client, for example, goes to pay an invoice by Bank Transfer, they will see these observations with instructions and account number at the bottom of their invoice. The text you type here will automatically be added to invoices that have this payment method programmed .
Payment Methods. Availability.
Automable: ??
Available online: If we want this payment method to be available online for your customers' purchases.
POS: If we want this payment method to be available at the POS for payments from your employees.
Virtual: A virtual payment is one that is not made with real money. Eg. a green fee voucher or wallet.
Return at POS: ??
Returns Provider: ??
Priority: Order in which we want the payment methods to appear in the POS collection sale. Priority “1” will come out before “10” for example.
Taxes. Introduction.
Taxes are a simple concept. In this table we are only going to put the name and the percentage. This tax will be visible when creating the product.
Tax Page. General.
Name for this type of tax.
Percentage for this type of tax.
Invoice types. Invoice architecture.
In order to generate invoices to one or several companies, managing different series or counters, you will need to understand how the types of invoices, counters and companies are configured.
Invoice types. First you have to create the different types of invoices that you want to skip, official or internal.
Accountants. Once you have your types of invoices, you can generate your counters, their prefixes, etc.
Companies. Once you have your accountants and their types of invoices, you can create your company(s) and associate with each one which accountants you want to use .
With this data model you can work with multiple companies without having to duplicate invoice types. Look at the graph and its example and you can see that both companies use the same type of invoice, but different accountants.
Invoice types. Introduction.
The V3 system allows you to generate invoices from previously created sales and from 0. This new system allows you to quickly create different types of invoices so that they act in the way the club wants and thus adapt easily.
Invoice Types page. General.
Name for this type of invoice. Ex. Proforma invoice.
It's receipt. Check if this type of invoice will be receipt type (Portugal) or simplified (Spain). This will cause a document of this type to be generated automatically when collecting quick payment or POS. The invoice is a receipt at the same time.
Maximum limit. Maximum amount that can be paid with this type of document. Useful for simplified invoices in Spain.
It's internal. Check if you want this type of invoice not to be tax obligatory. Ex. Proforma.
It is corrective. Check if you want this type of invoice to be of the “corrective” type. Eg. Simplified corrective invoice.
Cancellation by. Choose what type of invoice you want to generate when you cancel an invoice of this type. Eg. Simplified invoice for corrective simplified invoice.
Convertible into. Choose what type of invoice you want to generate when billing this type of invoice. Ex. Simplified invoice for complete invoice .
Invoice Types page. Customer
Mandatory customer. Check this option so that when billing this type, there must be a customer. In Spain, the simplified invoice does not require you to have it, while the complete invoice does.
Invoice series. Introduction.
A series of invoices is a table where the consecutive numbering of your invoices is managed. You can have all the series you want and then associate them with your company (one or more).
Invoice Series page. General.
Company for which this invoice counter will be available.
Invoice type for this meter.
Format in which the next number will be assigned to your invoice. Ex. FP/####/ for proforma invoices.
Zeros on the left. If you want the system to pad the invoice number with zeros. If you enter 5 , the result for invoice 123 would be 00123 .
Prefix. ??
Initial value. Invoice number with which you want the system to issue the first invoice. This is useful for clubs that migrate to V3 and are already on invoice 123 of the year, for example.
Last value. The system simply informs you of the last number issued for this type of invoice.
Last date. The system simply informs you of when the last invoice of this type was issued.
Restart. Select Year if you want each year to change the year prefix and start numbering from 0 automatically.
Companies. Introduction.
The system allows you to operate with one or more companies. This information will be visible in invoices and reports.
Note , when a new company is created the system will add the accountants automatically.
Companies. General.
Name of the company and what will appear on the invoices.
NIF of the company and that will appear on the invoices.
Company address and which will appear on invoices.
Company email that will appear on invoices.
Company telephone number that will appear on invoices.
Company website and that will appear on invoices.
Fee types
A fee is a service that the club offers to its clients.
These fees can be charged to the client in different ways: a single payment at the beginning, or recurring (subscription). The issuance of these fees can be manual or the system can generate them automatically, including collection, billing and shipping to the client. of these. These quotas may add labels to clients who hire it, which will give them benefits in availability, prices, etc.
Flow of installments
Types of quota. General
Name for your quota. Ex. Annual fee.
Frequency of your fee: monthly, quarterly, semiannual or annual.
Product . Every time you issue a receipt for a fee, a sale will be created with this product that you must have previously created. The product is where you are going to put the price for this type of fee.
Proration or not. Here I explain the cases:
Proration YES. The system will issue customer receipts using natural dates: the 1st of each month, quarter, semester or year. Therefore, the price of the first receipt will be a calculation from today until the first day 1 on a proportional basis. Example, if the monthly fee costs €100 and I sign up for the club on the 15th, I will only pay €50, which is the proportional part of the month, and the next receipt would be on the 1st of the following month for €100.
Proration NO. The system will ignore calendar dates and count from the registration date. Continuing with the previous example, if the monthly fee is €100 and I sign up for the club on the 15th, I will pay €100 and the next receipt will be on the 15th of the following month for €100.
Client label that will be added when contracting the quota. This label can give you benefits for always being a member. And when the quota is active. As soon as the quota comes to an end, this label will disappear from your file and you will no longer have the privileges of being a member. This entire labeling process, if everything is configured correctly, is automatic and saves the club a lot of time and errors.
Beneficiary label . Same case as the previous point but with the beneficiary of the fee. V3 allows you to create a quota associated with an owner, and also allows you to add one or more beneficiaries to the same quota. Well, the label is automatically added to the beneficiaries whenever the quota is active. On some occasions you may be interested in the label being different from that of the owner.
Issue day . This field is visible if you have the previous Proration option checked . When you choose proration, we have said before that the system does the calculation until the next day 1. It will work like this if you leave this field empty, but perhaps your club would like to start counting on day 5. This change will affect two very important things:
The proration calculation will be done until this day and not until day 1.
The receipts will be generated that day and not on day 1. Therefore, do not be confused with “when I generate the Q19”. The most normal thing is that it works with day 1, and then you issue the receipts whenever you want (day 28, day 3...) but always calculating the prorations until day 1.
Promotions
Section: Main Menu > Billing > Promotions
Definition
A promotion is a discount that the system applies (today it does so automatically) if certain rules are met in the same cart.
This option is configured from the system but is only applied on the web.
Example:
2 green fees + buggy
4 green fees + 2 buggies
7+1 green fees
Play 3 times in a week and get 10%
Etc...
General configuration
Name of your promotion. Ex. 2 Green Fees + buggy
Maximum period of your promotion. For example 7 days. The system looks at the date of use of the cart sales to apply or not apply the promotion. For the example of “play 3 times in a 7-day period and get 10%”, the system will apply the promotion if the use (or play) dates are within that period of days. For the “2 GF + buggy” promotion you can put in 1 day
Priority: the system will choose a promotion from among all those created, and will begin checking in order of priority starting with the lowest number (e.g. 1). If the promotion does not apply, you will move on to the next one. If an application applies, it will stop checking other promotions and apply that
Promotion Products
In this section we will put all the products that have to be found in a cart for the promotion to apply. If you want to make the offer of “2 GF + buggy” you would have to enter the GF product twice and the buggy product 1 time.
Product that you want to be included in the promotion. Ex. GF 18 holes
Product tag that you want to be included in the promotion. Eg. Green fees. If you want the promotion to be applied to any type of green fee
Type of value that you want the promotion to apply. Could be:
Amount to be discounted from the price. If you want me to discount a fixed amount of euros for this product in the cart
Percentage to be discounted from the price. If you want me to discount a percentage for this product in the cart and not round up
Percentage to be discounted from the price. Round out. If you want me to discount a percentage for this product in the cart and round up
Value that you want the promotion to apply according to the parameter chosen in the previous step. Example: 10. I would remove 10 euros from that product if you chose the first option in the previous step.
NOTE. You can choose to make a linear discount on all products, or have the discount applied to the last one for example. To do this, fill in the value only on the desired lines.
Examples:
