The administration of products and merchandise management can be found under the menu item Product Management.
This includes sub-items such as delivery notes, order forms, inventory list, etc.
The menu
Product overview / Edit product
ATTENTION! IF YOU PURCHASE GOODS FROM NEW SUPPLIERS AND WANT TO MONITOR THE STOCK, YOU MUST CREATE THE SUPPLIER UNDER ARTICLE / INVENTORY MANAGEMENT / SUPPLIERS BEFORE YOU CREATE THE GOODS!
You can access the product overview via the menu item 'Product Management' and 'Overview', or via the 'Quick search' (as explained under General information#Menu guidance).
Here you see the possibilities to sort the products by main category, product category, or both combined.
For help on sorting and explaining the buttons, see General Information#Tables(Grid).
Product Reference: You can assign this yourself. If you select a category when creating the product whose product reference is assigned by the number generator, you see the last number assigned:
The article numbers must be unique, we recommend that you use the number generator as standard.
It is not recommended to change or reuse "old" article numbers. This only leads to confusion when exporting data, coordination with the accounting department (BMD), etc.
These article numbers are internal, for the club and not to be confused with the article number of your suppliers.
Name: Name of the product
Description: Here you can enter further information to complete the product.
Price: You define the unit (for example, euro) and payment type (gross/net) in which it is created.
VAT: Here you can see the tax rate that applies to this product.
Stock: The current stock level of the product.
Main category/category: Here you sort by the respective selection.
Facets: Here you can see whether characteristics for this product are stored (e.g. color: red, pattern: squared, size: XL, etc.)
Seller: This seller is the one who sells this item from a business point of view.
: Creates a new product.
Creating Products
Preparations
Please note that in order to successfully create a product, you will need to have the following things prepared:
- The product category - see how here - Product Category
- The product supplier - see how here - Suppliers
- The storage location - what is coming up! If you need a new storage location please contact us!
In the upper area you see menu guidance, which gives us 2 important information:
- ... where you are
- ... missing information necessary to complete the product (green = input OK or not necessary, orange = required information missing).
Background Green: This page was called once + the information is OK.
Font Green: You do not have to edit this page, but you can still enter information about the product.
Font Orange: The necessary information about the product is missing here, which is why the product cannot be created in this state.
With basic information and stock levels, there is enough information to create an item.
The explanations for all steps (create a product) are as follows:
Area - Basic Information
A - General information
(the following logic is applied to the entire product flow: With save, the product is created at any time, with Continue you always jump to the next area).
Seller: This field assumes that a seller has already been created. (separation of employee/product/statistics/authorisations etc.)
Product category/Category: Separates products, e.g. at the POS for better listing (categorically), are used for evaluations.
Display name/Name: is a required field.
Product number/Product Reference: Depending on the selected product category whether it is a mandatory field or not (if no number generator is stored, it is a mandatory field).
B - Price information
Price: The actual value of the item is defined here.
Currency: Choose your desired currency.
Price base: net/gross.
Tax/VAT: The corresponding tax rate must be selected here.
C - Other information
Unit: Here you can select existing ones. With the 
button it is possible to create a new unit in the workflow.
Availability (Allow): Options are divided into Deny, Allow and Backoffice (here a product can be created and only released later e.g. = Deny)
Area - Additional Information
A - Additional information:
POS Display: What should be displayed on the POS for this product?
Description: Description of the product.
Memo: Memo about the product.
Bundle: The bundle that the product belongs to (if any)
B - Codes:
Product Barcode: The barcode of the product is stored here. With a barcode device, this product can now be recognized and selected.
Booking reference: This would overrule the product category reference, so please be mindful of this if you add a booking reference for the product itself.
C - Display Options:
Color & Icon: is for visual display at the cash desk (the short name is displayed in this color and/or symbol).
D - Classification:
Product Type: is currently divided into 'Greenfee' and 'Other'.
By specifying 'Green fees' you can create groupings in the TeeTimes. This makes it possible for you to specify a 9-hole booking in more detail in further steps, for example.
(more information: TeeTimes - Tee times#Book tee times)
Area - Stock information
Here you differentiate whether you want to maintain a stock level or not (this information is therefore necessary).
Keep inventory
If you want to maintain a warehouse stock → Select Activate Stock Management:
After you have done this, you still have the option described under point A to enter order information for the product.
A - Stock control: Used to cleanly manage information to make the inventory and ordering more efficient. When enabling this, the page will expand to show the following new input fields:
Low Stock Quantity: This will determine at what quantity a new order should be triggered.
Order Quantity: What quantity should be ordered when the low stock quantity has been reached.
Minimum Order Quantity: Optional, but here you can input the minimum order quantity for this item.
Maximum Order Quantity: Optional, but here you can input the maximum order quantity for this item.
B - Storage locations/Stock: Specifies where the item will be stored. You can add the stock and a storage location by pressing to the right.
Stock monitoring is again available under the storage location. You can therefore only monitor stock for this warehouse.
Location: The storage location for the product.
Stock Quantity: The current quantity of the product at the storage location.
Blocked Quantity: The quantity of blocked products in this stock.
Do not keep inventory
If you do not want to keep a stock → Select 'Do not activate stock management' (the 2nd option after 'Activate stock management'):
Period: If applicable, choose a period.
Center: If you have activated profit centers in your golf club, you should pick which profit center this item belongs to.
Business Section: For smaller golf clubs there may only be one business section. For larger, they may have several, for example, food and drinks, pro shop, etc.
Once you have entered this information, you can complete/create a product (if all other information has been entered).
Area - Price Information
Here you add the supplier for this product by pressing the in the right corner.
Supplier: Here you specify who delivered this product to you.
Supplier product number: You can use this product number to place an order (internal product number with the supplier).
Supplier Barcode: As an alternative to the supplier's product number, there is also a 'supplier barcode' (internal barcode number at the supplier).
Price/currency/price base/tax: Here you enter the actual data for the purchase of the product from your supplier.
Area - Facets
All characteristics for the product are stored here.
If these do not already exist (color, clothing size, etc.) you can create them with the Button (in the process). The same applies to the facets (red, yellow, X Large, XX Large, etc.).
When you enter the facets, the bottom left-hand corner shows whether this product has already been created.
If such products already exist, you will see a small table showing how they already exist (this will help you to avoid duplicates).
IMPORTANT
Please note that you can only add 1 facet to each product per characteristic.
So if you have created a sweater in red, you have to create a new product for another sweater in yellow!
However, you do not need to enter all the data again here. The automatic copy/paste logic creates a duplicate here, for which you only have to enter the product number + storage location.
Duplicate product
To duplicate a product, you must create a new product. You can do this via the Button. You will then immediately see the product search on the left-hand side.
Specify the item you want to duplicate. Afterward, you can use the 
Button, all information for the new product, except the product number + the storage location incl. quantity (these must be entered manually because different information could exist).
Area - Overview
The summary of the data entered. If incorrect entries are found, you can switch between the areas at any time and correct, change or supplement them.
Processing of the product
After you have created one or more products, you can revise them at any time. To do this, simply select a product and overwrite it in the lower area.
You also conclude this change(s)
. This procedure is independent of the division and is applied in the same way everywhere.
Area - Supplier
Currently there are 2 possibilities:
- Enter the actual purchasing information for the product by pressing
- Indication (if desired) of the "product in the name of" / "on account of" by clicking the
(for more information see POS - Cash#Deputy).
Inventory information - stock movements
Here you can see the stock level of the products and add stock management in case you did not add this when you created the product.
As a further function, the stock movements can be found under this menu item.
Here you can see all movements - after selecting the product and the desired warehouse - a detailed log:
Select product → Select inventory and location and then you will see the information about the selected product:
Restore deleted items
If you have deleted an item and need to restore it, you can do so with the button 
.
In the course of this, you see all product that have been deleted.
You can easily restore them with 
(see screenshot above).
Please note this:
All information about the item will be saved before it is deleted. This information is restored in the 'Restore' process in exactly the same way.
This also includes the main and product categories if these have been deleted in the meantime.
However, this does not apply if the main category/product category has been renamed "only". In this case, they will be added to the category with the "new" name.
Product Collections
Under this point, it is possible to store products as a package.
Thus it is possible, for example, to create several products at once for a collective invoice through a collection.
First, you would need to add a collection with a name and description of the collection. When your new collection is marked, you can add products to it.
Rental Subscriptions
Rental Subscriptions - Overview
These products are clearly separated from the usual products since these are usually charged annually.
Here more flexibility is offered as well as e.g. paid lending. This can also be terminated at any time.
Usually, the rental products are charged in the annual account. The settings for this must be entered in advance, such as the settlement category.
First of all, you create a new rental on and enter the details for the settlement including what you want to name the category.
Once you have input this information, you get the chance to either manually create rental objects one after the other, for the system to automatically generate a certain amount of some kind of rental object or to not create any rental objects.
A - Manually: When you choose to manually create rental objects you have to fill out the following information:
B - Automatically: When you automatically add rental objects, you also have to specify how many objects are for rent. Otherwise, the information needed is similar to above.
C - No rental objects: If you chose these options, no rental objects will be created and you will go straight to adding a rental season.
Rental Season
After you have added, or chosen not to add any rental objects, you get the choice to set a rental season for the rental object. If you choose yes, you need to fill out the following information:
Locations
Here you can specify where these rental items are located, e.g. 'men's wardrobe above'.
Rental categories
Here you can create a category that is only used to manage rental items. These are clearly separated from the general category management of the products.
Creates new rental categories, which will be needed to create a rental item.
Inventory management
Supplier
Path. Product management → Inventory management → Supplier
Here you create the vendor from whom you procure the goods using .
The supplier is also used for the delivery notes. All the orange input fields need to be filled out, but the more is filled out the better.
Delivery notes
Access: Product management → Inventory management → Delivery note
First you are in the overview where you can see completed delivery notes (if available). You can continue to create a document by clicking on the button.
After opening a new page, you can create a new document. Otherwise, the page will be empty.
The search will now be split here:
- Type of document (currently delivery note available) and
- according to the seller
In the screenshot (above) 'Cengiz' was filtered according to the delivery notes of the seller (result: 1 delivery note). All delivery notes listed here are saved, but not yet completed.
Create the delivery note
With the button 
you can now start the creation of a document, then select the desired document.
Deliverer + recipient
As usual, all mandatory fields are highlighted in color.
First enter a supplier and then the seller.
General Information
In the next part, you can enter an internally managed delivery number (which is managed by you), and you can also enter an external delivery number (which is managed by your vendor).
Next, specify when the delivery was expected and when it arrived.
Contents of the delivery note
Finally, add the contents of the delivery:
You can start creating them with the button . First you will see the font 'Select product'.
Click here and enter the product - available in the database - and adjust the quantity.
Here you specify the items that were delivered.
Items
Only items that the specified seller, whom you have specified under 'Recipient', is allowed to sell are displayed here.
Save
You can save in any step you like. This allows you to continue processing at a later point in time.
Complete
You can only complete your order if you have added at least 1 product to the list and have filled in all mandatory fields.
Please note that the data of the supplier are available. You can edit the address range after specifying the supplier by expanding it with 
.
Delete the selected delivery note: The selected delivery note is deleted from the database.
Reset all entries: All data since the last saving process will be reset or deleted.
Add: All mandatory fields are filled in and there is at least 1 product. You can now create the delivery note (it can now only be found in the overview menu item Product → Delivery note).
Save the document: The document (in this case the delivery note) is saved temporarily.
Inventory count
The access takes place over Product management → Inventory management → Inventory count.
The process is begun with the usual button in the table view left down (more to the table view under general information#tables (Grid)).
First the indication of the location is sufficient, in order to be able to continue. All other information can also be entered at a later time.
After "Create", all items assigned to this warehouse are created with the following information:
After completion, this process can no longer be undone. However, repairs can be made at any time during the running process.
If the inventory was inadvertently completed and it is nevertheless desired to make corrections within the scope of the inventory, a new inventory must be started.
Stock Information
You can access the final report via the print symbol (see illustration below - left outside) right before the name of the storage location.
Print icon
The physical inventory report is not available until you have completed your physical inventory. Before this, you have the option of changing the description, description and entry date.
Furthermore you have the possibility to export the continuous inventory via XLS e.g. (Select the stock inventory at the top and then the XLS symbol at the bottom left).
Legend. EK = purchase price: PP & EK = purchase price, SP = sales price, TQ = target stock/quantity, AQ = actual stock/quantity, QD = stock/quantity difference, TQ = total quantity
Stock Information
The access takes place over Product management → Inventory management → Stock Information
This gives you an overview of your storage locations, their respective inventory and the stock movement for each item to give you an overview of the input and output of goods.
Inventory only shows once you have picked a storage location.
Stock movement is first shown when you choose a product.
Units
The access takes place over Product management → Inventory management → Units
This is where you will need to insert the possible units of products, for example liter, pieces, bottles, etc.
Product Categories
This is where you manage the main category, including the category below it in the hierarchy.
First you start by creating a main category. Here you can enter the following information:
Booking reference: currently no function.
Pos-symbol, colour & POS-designation: Representation, how the category should look like in the classical search at the POS.
Number generator: All products that you create at a later date and assign to this category are assigned - automatically generated - a product number.
Tax rate: If you select this main category or the category below it, this tax rate will be filled in for the products. However, you can overwrite it at any time.
We will then create a category below:
We would like to bring the following fields closer to you:
Tax: If you enter a new tax rate here, it will be 'overwritten' (if available) in the main category (the one that is closer to it always applies, seen hierarchically).
Seller: Here you specify which seller may sell the items in this category.
Number generator: As with the tax rate, if one is defined in the main category above it, it will be 'overwritten' (the one closer to it will always take effect hierarchically).
Section: Linking will follow.
Booking reference: currently no function.
Main product category: Here you specify to which main category this category should be assigned. Is selected automatically.
Now try to search for the category while creating a product:
As you create an item, you specify which category to assign it to. Meanwhile, the main category in which the category is located is also automatically assigned in the background.