Manage Inventory Categories
Inventory categories are a convenient way to describe, compartmentalize and configure like groups of inventory items. For example the category Dues will contain all dues items which are to be billed to members. In another example the category Retail Merchandise might have subcategories for hard goods, soft goods and services. There are no rules as to how you set up your category structure. Build and use it to meet the specific business and reporting needs of your club.
Launch Inventory Manager
From the Payables and Inventory group, click on Inventory Manager. The following form will load:
The tree view control on the left facilitates navigation through the category structure to the the inventory items. Top level categories have a gold arrow beside them, sub-categories have blue arrows and inventory items have a green ball.
Add/Edit Category
To add or edit a category, click on the applicable button on the Tool Bar. Complete the form below and then Save. Detailed explanations are provided below.
Category Information
| Item | Description |
| Description | This field contains a descriptive name for the category. |
| Type | Select an Inventory Type (as described below). |
| Text Display | Set the alignment for the name of your category in the image field. |
| Image Button | The Image Button displays how the image will appear on the POS screen |
| Set Img | Set an image associated with this particular inventory category. |
| Is Cart? | Check this field if the items in the category are golf cart rentals and you want to print a waiver on the sales receipt. |
| Qualify Credit Book? | Check this field, if the purchaser can use their credit book balance to purchase the items in this category. |
| Qualify Minimum? | Check this field if the purchase of items in this category apply against the member's food & beverage minimum. |
| Is Green Fee? | Check off Green Fee items |
| Shift Report Roll up? | |
| Non Inventory Item? | Leave the check-box unchecked, if you will be tracking the purchase and sale of inventory items. As an example, if you are tracking the purchase and sale of golf balls, leave this un-checked. On the other hand, if you are creating a sales item for member dues or golf lessons, check off this field. |
| Is Prepaid Package | Check this box if the items in the category will be a prepaid package |
| Retail Tax One | Select the retail tax rate which will apply to the items in this category. |
| Retail Tax Two | If there are two taxes in your jurisdiction, select the tax rate for the second tax. |
| Purchase Tax | In jurisdictions where there is Value Added Tax (VAT) and you are entitled to input tax credits, select the applicable tax rate. |
| Service Charge Rate | In the event you charge different service charge rates for certain categories you would use Category based service charges and set the rate in this box. i.e.. Banquets attract a 20% SC whereas Regular Dining attracts a 18% SC. |
| Course | Coursing is used in a fine dining environment where you would create courses such as appetizers, entrees and desserts and apply them them to each of your sub-categories. |
| Accounts | Select the applicable account for the general ledger account types below |
| Inventory Account | When inventory items in the category are purchased, the purchase transaction will debit the account selected. When the items are sold, this account will be credited with the applicable amount for cost of goods sold. |
| COGS Account | When Inventory items in this category are sold, this account will be debited for the cost of goods sold and the Inventory account will be credited with an equal amount. |
| Sales Account | When Inventory items in this category are sold, this account will be credited with the sales amount. |
| Adjustment Account | Whenever there is adjustment made to an item this difference will be applied this GL account. |
| Internal Rewards Program (Buz Rewards) | The rewards program allows the club to run a rewards system through their POS (similar to a retail rewards program). That checkmark indicates whether or not the sub category qualifies for the rewards program. |
| Banquet and Catering | |
| Item Type | The item type designation will determine the placing of the items in the BEO report |
| Banquet and Catering Resource | Check this box if the items in the category are resources used in the Banquet and Catering module. |
| Printer Assignments | This used for F&B categories to designate to which prep printers orders will be sent |
| Extra Information | If this field is populated, servers will be able to view the information on the POS screen when they hold their finger on the button. This can be very useful when using tablets as table side POS stations. |
| Internal Rewards | |
| Rewards Earned? | Check this off if the sub category is eligible for points earned. |
| Rewards Redeemable? | Check this off if the sub category is eligible for points redeemed. |
NOTE: When editing a category and then saving the changes, the changes will be highlighted.
You can turn on or off the changes using the check boxes or the Se;Select All and None buttons. For your convenience you can Update Sub-Categories as well.
Be careful using the Update Sub-Categories option as it will apply all of the changes to all child categories of the category you are updating and may have unexpected consequences
Category Types
There are four category types, with each type fulfilling a specific function.
- Food and Beverage. Food & Beverage items are used in conjunction with the Food & Beverage point of sale system.
- Member Billing. Member Billing items are used in conjunction with the Billing Manager and are used to bill members for items such as dues and assessments.
- Retail. Retail inventory items are used in conjunction with the retail point of sale system.
- General Expenses. General Expense has been deprecated
Category Hierarchy
Each inventory category can spawn a child category. This provides a great deal of flexibility in designing and building your inventory tree.
NOTE: When adding a child category, it will inherit all of the characteristics of its parent. You need only change those those characteristics which will be different from its parent.