Chapter 25 Packages FrontDesk v4.1.25 362 – 363 Creating Packages for Customers
Packages 364 – 368 Creating Packages for Members 369 – 371 Editing Member Package Information 372 – 373 Other Available Package Functions 374 – 381 Use Package (Package Check In)
Revised on: 05/28/2009
381 – 385 Chapter 25: Packages Packages
Packages have many purposes. Packages may be used for tanning, personal training, daycare, lockers, etc.
There are many steps for setting up packages. How they will be used determines how they will be set up.
Packages are set up as Point of Sale Inventory. If they are going to be part of a signed contract agreement,
they will also have to be attached to the appropriate contract template in the contract template manager.
Creating Inventory
Open the Point of Sale Application and click on the “Open Inventory” Button. This will open the Inventory
Manager.
Figure 25-1.
Members: Someone who has signed a contract.
Customers: Walk-ins who do not have a contract record.
Inventory items are grouped by categories for reporting purposes. Each inventory item must be assigned to
an inventory category. Click on the “Category Manager” Button to create a new inventory category.
362
Chapter 25: Packages Figure 25-2.
Click on the “New” Button
to add a Category. A package will have a Category Type of Inventory.
Remember that once a category has been created and saved, the Category ID cannot be
changed. After all information has been entered, click on the “Save” Button
to save the record.
Figure 25-3.
363
Chapter 25: Packages Creating Packages for Customers
Now that a package category has been created, the packages may be entered into the system. These are
entered in the Inventory Manager. Click on the “New” Button
to add an inventory item.
Figure 25-4.
Remember that once an inventory item has been saved, the Inventory Id and
Category cannot be changed.
Enter the Inventory Id, Description, Category, Tax Code, and Price on the Product Information Tab. The
price is relevant to the type of package being created. If the package is unlimited, the price will be the total
price of the package. If the package is for a specified number of visits, the price will be divided by the
number of visits in the package. See below.
Example 1: The package has unlimited visits. Enter the full price of the package in the price section.
Check the lock price box if the price should not be allowed to be changed at time of sale.
364
Chapter 25: Packages Figure 25-5.
Example 2: The package is for 5 visits with a total price of $40.00. Enter the price per visit. The price per
visit in this example is $8.00. This will be the Item Price on the Product Information tab.
Figure 25-6.
After the product information has been entered, the package information must be set. Click on the
“Package Information” Tab.
365
Chapter 25: Packages Figure 25-7.
Item Sold as a Package: Check this item if the inventory item is a package.
Track Usage: Package will appear in the Package Check-In Window. If this option is not checked, the
package will only show in the Point of Sale Reports.
Members Only: Only members in the system can purchase the package. If not checked, anyone can
purchase the package. Do not check this option if walk-in customers may purchase the package.
Package Type: Choose the type of package being entered. The package may be normal, tanning, pt, class,
day care or test fees.
Figure 25-8.
Usage Type: Choose how the package will be used. It may be as sessions, credits, minutes, or unlimited.
366
Chapter 25: Packages Figure 25-9.
Package and usage type must be selected when creating a package.
Default Length: This field is not required. Use this field to enter a default length of time for each package
check-in.
Default Quantity: Amount of visits allowed with the package. If the package is unlimited, make this
number 1. Otherwise, enter the number of visits the member receives with the package.
A walk-in customer purchases 10 visits with a total price of $40.00. The default quantity
will be 10 and the item price (product information tab) will be $4.00. When the package is
sold, point of sale will multiply the visits by the item price. This will make a total sale of
$40.00.
367
Chapter 25: Packages Figure 25-10.
Item Expiration: Enter an expiration date if the package will be sold to a customer or a member who is
buying the package in addition to their contract. Enter the number and then choose the frequency (days,
weeks, months, or years).
Restrict Times for This Item: Check this box to restrict the days and times of the week the
member/customer may enter the facility to use the package.
368
Chapter 25: Packages Creating Packages for Members
Packages set up for customers may be used for members as well. If the member is buying the package in
addition to their membership, they may be sold the same package a customer would be sold. However, if
the member is signing a contract for a particular package and it will not be sold in addition to the contract
itself, the package needs to be set up differently.
There are two steps for setting up packages used in conjunction with contracts. First the package must be
created and then the package must be attached to the appropriate contract template.
Creating a Member Package
Member package creation is set up just as described in the previous section. There are two fields that will
be done differently.
On the Product Information tab, enter the Item Id, Description, Category, and the Tax Rate as done
previously. The price will be zero dollars (0.00) because they are being charged for the package through
their contract.
Figure 25-11.
369
Chapter 25: Packages On the Package Information tab, check all three boxes and choose the package type. Then make sure the
Usage Type is Unlimited. The Default Quantity will be 1. Default Length and Item Expiration do not apply.
Then save the inventory item.
Figure 25-12.
After the package has been created, it must be attached to the appropriate contract template. This attaches
the package to the member automatically when they are added in the Contract Wizard application.
To open the Contract Template Manager, click on the “Configuration”
“Members”
“Contract
Templates”. Once the Contract Template Manager has opened, a new record may be added or an existing
record may be edited.
Figure 25-13.
370
Chapter 25: Packages To edit an existing record, click on the “Locate” Button
Then click on the “Edit” Button
“Add” Button
and choose the template that will be edited.
. Packages are attached by clicking on the Packages Tab. Click on the
to add a new Contract Template.
Figure 25-14.
Make sure the default quantity is added when attaching packages to a contract template. Only add the
packages the member should have when signing the contract. See Below.
Figure 25-15.
371
Chapter 25: Packages Editing Member Package Information
Once a member has been attached to a package, their package may be edited. Click on the “Member”
Menu and choose “Edit Package”.
Figure 25-16.
Select the member whose package needs to be deleted or edited from the Select Member Screen by
highlighting the member in blue and clicking on the “Select” Button. The Packages Available window will
open.
Click on the “Locate” Button
to lookup and change another member’s package information.
Figure 25-17.
Edit a package.
Save package changes.
Undo package changes.
Delete a package.
Print package information.
Close the screen.
372
Chapter 25: Packages After the proper member is showing in the Packages Available window, highlight the package to be edited or
deleted in blue by left clicking on it once. Click on the “Edit” Button
to edit the Quantity Available, Effective
Date, or Expiration date of a particular package. Click on the “Delete” Button
package.
to delete the selected
Figure 25-18.
to finalize
Remember to hit enter after changing a date or the quantity. Then click on the “Save” Button
changes. Click on the “Delete” Button to remove a member’s package. Once a package has been deleted, it
cannot be retrieved. Make sure the right package is being deleting before confirming the deletion.
Figure 25-19.
Figure 25-20.
373
Chapter 25: Packages Other Available Package Functions
Many functions are available for members with multiple packages. These functions may be accessed
through the Edit Package Window by clicking on the “Package” Menu.
Figure 25-21.
Cleanup
Use this function to delete all expired packages and zero quantity packages from the selected member.
Click the “Locate” Button to select a member. Then click on the “Package” Drop-Down Menu and choose
“Cleanup”.
Figure 25-22.
The message shown below will appear confirming that cleanup should be performed on the member. If yes
is selected, all expired and zero quantity packages will be deleted.
Figure 25-23.
374
Chapter 25: Packages Figure 25-24.
Combine
If two packages are alike, their quantities may be combined by using this function. Locate the member that
needs packages combined by clicking on the “Locate” Button. Click on the “Package” Drop-Down Menu
and then choose Combine.
Figure 25-25.
A confirmation message will appear asking if you want to combine all packages of the listed type. Click
“Yes” to combine and No to cancel out.
Figure 25-26.
After Yes is has been chosen, the quantity will be the sum of all packages of that type. Only one package
will be listed.
375
Chapter 25: Packages Figure 25-27.
Comp
Use this function to add complimentary packages to a member at no cost to them. Locate the member that
is receiving the complimentary package by clicking on the “Locate” Button.
Figure 25-28.
Once the member’s packages are showing, click on the “Package” Drop-Down Menu and choose Comp.
Figure 25-29.
On the next screen, select the package the member will receive and then click on the “Select” Button.
376
Chapter 25: Packages Figure 25-30.
The package will appear in the Packages Available Screen. Click on the “Edit” Button
quantity they will receive. After the package has been edited, click on the “Save” Button
package.
to enter the
to finalize the
Figure 25-31.
Click “Yes” on the save prompt to save the package change.
Figure 25-32.
377
Chapter 25: Packages Figure 25-33.
Move
Transfer a package from one individual member to another. Click on the “Locate” Button
to find the
member in which the package is being transferred from. Then click on the “Package” Drop-Down Menu
and choose Move.
Figure 25-34.
A new lookup screen will open. Choose the member in which the package is being transferred to by
highlighting it in blue and clicking on the “Select” Button.
Figure 25-35.
378
Chapter 25: Packages A confirmation window will open confirming the transfer. Choose “Yes” to transfer the package and No to
cancel out of the Share function.
Figure 25-36.
After “Yes” has been selected, the transferred package will appear under the selected members list of
packages. It will not be seen on the package list of the member from whom it was transferred.
Figure 25-37.
Share
Link a package to more than one customer or member by adding them through this function as shown
below. This will allow more than one member to access the package for use.
Locate the member whose package will be shared by clicking on the “Locate” Button. Then click on the
“Package” Drop-Down Menu and choose “Share”.
Figure 25-38.
379
Chapter 25: Packages Click the “Add” Button to browse through a list of members in the system.
Figure 25-39.
Choose the member who will be sharing the package with the originally chosen member.
Figure 25-40.
1.
Click the “Select” Button and the member will appear in the Share Package screen.
Figure 25-41.
2.
Click the “Close” Button to return to the Package Edit Screen. The member in which the package is
being shared with will have a star to the right hand side of the package name. The original member will
look as it always did.
380
Chapter 25: Packages Figure 25-42.
3.
As each member sharing the package checks in, the quantity available is updated for viewing on all
members sharing the package.
Use Package (Package Check-In)
Use this function to check members in for package use. If their name is not in the member section of AAC
Point of Sale, a list of members will open when the “Use Package” Button
is selected.
Figure 25-43.
located in the upper left
Highlight the member to be viewed and then click on the “Select” Button
corner of the screen. A new screen will open showing the selected member’s packages.
Viewing Packages
Use the Available Package Screen to view current and inactive packages. Current packages will
automatically be listed. Check the box labeled Show All Packages to see inactive packages as well.
Packages that are expired or that have no available sessions will appear with red.
381
Chapter 25: Packages Figure 25-44.
Checking a Member into a Package
Select the package being used by the member by highlighting it in blue.
Figure 25-45.
Enter the number of minutes and choose the bed type if the member is tanning. Then click the “Select”
button
. Otherwise click the “Select” Button
to check the member into any other type of package.
382
Chapter 25: Packages Figure 25-46.
The quantity will decrease if the package is not unlimited, and the top left of the screen will show how long
it has been since their last package check-in.
Figure 25-47.
383
Chapter 25: Packages View a Member’s Package History
To view a member’s package history, click on the “View History” button located at the top right hand side
of the screen.
Figure 25-48.
Reports may be previewed and printed from the Attendance History Screen as well. Right click on any
attendance record and choose Preview or Print Report. A date range window will open. Enter the desired
date range and then click Preview or Print.
Figure 25-49.
The report will preview as shown below. It will only show package check-ins for the selected individual and
for the selected date range.
384
Chapter 25: Packages Figure 25-50.
The screen may also be refreshed at any time by clicking on the “Refresh” Button.
Figure 25-51.
385