The menu

Customers & CRM

This is the main menu for managing and editing your customer's record.

You may change anything in between personal data, bank accounts and depositing ID-cards, enabling remote access and payment for our IoT-Devices.

Personal Information

Here you may change all information of a certain customer. You can also change the 'Customer sub category' here (= the color displayed next to the customer when searching or booking this specific player).

Important informations are typically Salutation, First Name, Last Name and Birthday, so you may narrow down your search via filters or, as another example, register a player locally for a tournament (if given the option to do so).

You may only change one entry, save and then change another.

: Once you click on this button, you will be able to view changes done to this customer's record.

The Caddy Master Service is an optional setting for you to activate for a certain customer.

: Clicking on this button next to the Customer Sub Category will open the dialog window to add another sub category.

You may also click on the buttons to remove or change an existing sub category directly.

Clicking into the picture frame will let you upload a picture, if you have the Data Storage (separately sold) enabled in your GolfSuite. You may also start the Camera to take a picture directly (if Data Storage is enabled).

Communication channels

The button Accept Change/Create is only displayed when a change or entry has been made. It is only possible to delete an entry if, for example, it is no longer defined as a billing address.

The customer's E-Mail address or telephone number is only used if you define it as the standard communication channel. There are 2 options.

: If there is a blue background, it Is currently in use.

: If there is a grey background, it is currently not in use.

Clicking on the -button lets you add a specific address and a communication channel. Clicking on the will open a dropdown-menu to change/view already existing data and to show the geo data.

Geo Data

Defining a country and a legit postal code will lead to the system automatically calculating the geo data. Please ask a support member if you want to recalculate geo data for your Golf Club's customers.

Postal Code

If you want to enter an address for a location of which you do not know the postal code (e.g. abroad), you can bypass this with 'Unknown'.

Marketplace Handling - How to create a User and change the E-Mail address

There are a few measurements you can take. You may create, edit and update information of your customer's marketplace account.

Once an E-Mail address is defined, you are given the option to create a Marketplace-User by pressing the -button . Once you created an user, your options will change and it will look like this:

This shows you successfully created an account on the Nexxchange.com Marketplace. Please do not forget to send a -button so your customer gets notified and can set a password.

In case your customer wants to change the E-Mail address, you can add a new address and set it as a standard. Click on the -button to set is as the primary E-Mail address.

Afterwards, you can change the customer's E-Mail address on the Marketplace by clicking the -button.

Marketplace Account

The account on the Marketplace and the main E-Mail address must be identical to ensure correct functionality. You can keep the old E-Mail address, but be sure to mark it as not-Standard.

Membership

Under Customers > Customers & CRM > Membership, you can create and edit an ongoing (or past) membership, terminate and reactivate it.

You also have the option to link a membership to a Golf Club not directly linked with your association.

You can create a membership by pressing the-button. A player can only have one membership in your Golf Club (1 / Business Unit).

You may define:

Golf Club
Customer (you may select a different customer here)
Memo (a notice)
Membership no. (if blank, the number is automatically generated by our deposited number generator)
Start Date (the official start of this membership)
End Date (optional)
Type (the type of membership is defined here)
Subcategory (the displayed sub-category)
Position (optional input, written on the membership card you order)
Create billing template (if a billing template is supposed to be created)
Mark current year as paid (if the current year has already been payed)
Create POS Ticket (a ticket will open in the POS)
Payment Method (the category your generated invoices will be shown as, standard is "Invoice")
POS Group (if you choose to create a POS Ticket, you should set the appropriate POS for the Seller of the memberships)

Membership Number

The Membership no. can be freely defined by you, or automatically generated by our number generator. We recommend leaving this field blank, so our number generator automatically generates one number after another for your members.

After creating a membership, you have several options available to edit the membership. This includes the following options.

Editing Membership no.: You may define a new membership number. The number must always be unique.

Type: Change the type, adapt the billing template, mark the current year as paid and define a Subcategory.

Handling memberships

To properly manage your memberships, be sure to terminate old memberships to define an End Date. Changing it will not set the old membership as ended nor define a new Start Date. Be sure to terminate old memberships and start new ones in this case.

Use this option to change the type to correct a mistake when setting up a membership (e.g. you picked the wrong membership type).

Start Date: Can be defined here.

Status: If the membership is active or inactive.

Position: You may define a Postion here. This will be printed on the member card.

: Federation Upload off/on (if on, this member will be uploaded under National golf association > Sync with the golf association, if selected/filtered)

: Federation Download off/on (if on, this member will be downloaded under any sub-menu of National golf association)

: Shows you the history of this membership (what has been changed, by whom and when).

Federation Up- and Download

Click on the red symbol to activate the up- or download, click on the green symbol to deactivate the up- and download of this member.

Terminating and reactivating a membership

You may terminate a membership by pressing on the -button. This will open a new dialog window:

You have the option to define a specific End date (default is the end of the period), a new Subcategory and to adapt the billing template. Press the -button to terminate the membership.

Perhaps a member wants a new type of membership or wants to be part of your Golf Club again. Then, you may choose to reactivate the membership by pressing the-button.

This will open the following dialog window:

Once your desired parameters are set, you may reactivate the membership by pressing on the -button.

Dynamic membership

If you want to know about the Dynamic membership, you can read detailed information about it on the following page: How to Add a Dynamic Membership Group Type.

Golf Data

Here you can manage the association of your golf players, including:

Manually assign, change and delete the association of a golf player.
Downloading the latest data of your player from your association.
Upload your member's data to the association.
Enter an EDS (this will link you to your association's login).

You may add a Memo, which you can define to be exported using our Export configuration.

Regarding Handicap

As soon as you correctly link your player's data to your association, you will not be able to change the player's Handicap manually. You have to download the recent data using . This is especially important for Guests regularly playing tournaments in your Golf Club.

Memo

Here you can create/edit/delete any kind of note about your customer. Examples could be notes about the membership, changes which have happened recently, tracking of pro lessons, etc.

To add a Memo, please click the -button.

If you enable the Memo to be shown in greenfee overview, you will be able to view the Memo while booking a tee time:

If you enable the Memo to be shown in the tournament overview, you will be able to view the Memo in the overview of your tournament:

Exporting Memos

You can export Memos via the Export Configuration as a recent addition to our software.

Rented Articles

A rental article (subscription) is the regular purchase of a service (in this case, an article - for example, a crate or a spin) against payment.

You can add a rental article to a customer by pressing . Please note that in order to do this, you need to already have created the rental and its rental objects. You can read more about Rentals in Rental Subscriptions.

You have to define the Rental (for example Locker) and the Rental Object itself (001/002/etc). The Start Date is today and not changeable, but the End Date can be defined (for example, terminate the renting by the end of this year).

You may also update the Billing Template with the Billing Item, you may check or uncheck to mark this year as paid, define a Billing Template Category or Create a Ticket for the POS.

Bookings

All Bookings for this player are recorded here. The number next to the Booking Tab is a counter for how many Bookings have been done by this player, under his name.

Clicking on the tab opens a new sub-menu. You also have the option to filter Bookings with our adaptive filter-system.

Here, you may click on a booking to see a detailed view below it (Order item) with several parameters (Product, Quantity, Amount, VAT, Cancellation Date, etc).

There are various things that can be done with an unpaid booking. A compact table to serve as an overview of the multiple options you have for any booking which is not paid.

Paid Bookings

If a booking is paid, you will only see the buttons Show and Edit.

Show

Edit

Mark as settled

Create POSTicket for Deposit

Create POS Ticket

Check detailed informations of a specific booking.

Edit the order (change paying customer, check order number, etc).

Mark an order as payed. Careful, this is local only!!!

You can create a POS Ticket as a deposit for your booking

--Attention: Currently not functional--

Create a POS Ticket, send it to the POS and pay (You will create a POS-Ticket).

Mark as Settled

This function will settle any outstanding amount of a booking. Under normal circumstances, this should not be done. This could be used for very specific customers or if a Booking is invalid but you still want a golf player to play without having to do an additional booking.

Screenshots of how the User Interface looks when you click on one of these buttons, are shown below:

Available options you may view/change:

Order number - the Order number can not be changed and is assigned automatically by the system, whenever a new Booking is created
Customer - the Customer this Booking will show up in Customers & CRM → Bookings
This means you can assign any Booking to another Customer if you choose to do so
Order Memo - an optional Memo you can define for your co-workers
External Order Number - if defined, it will be shown next to Booking
This could be used for specific orders placed by 3rd party tools not directly booking in Nexxchange, but with a unique reference
Booking Segment - if a Booking Segment is defined, you can assign this Booking to it
Booking Segments can be filtered under Bookings
Deposit - if you require a Deposit for this Booking, you can enter the amount here
Deadline - the Deadline until which the Deposit is supposed to be payed
Deposit Received - the date which the Deposit has been received

Deposits

Please note the functions around Deposit are currently not linked with the POS correctly but may be utilized to manually manage Deposits (if required).

&

Please be aware - POS-Deposit tickets will not settle the Booking. Use this function only for specific purposes, but not to settle a Booking.

Use the Create POS Ticket function in order to do so.

Invoices

All invoices generated for your customer are listed here. These range from annual membership fees and greenfees to individual invoices with set price rules, SEPA-transactions or even Pro Shop articles paid.

If you press on the - or-Button, you will have the option to send emails with the filtered invoices. You may insert Templates, Placeholders, define a Subject, set a CC, add attachments and format your Email.

If you press on the -button, a drop-down menu will open. There, you will have the option to choose from your templates defined to be sent by letters (like payment reminder or a seller dunning). You may then print the new invoice with the letter-layout.

If you press on the -Button, you will pair the selected invoices with a defined template. You do not have to generate each invoice separately. Use our filters to generate selected invoices with one simple click on .

If you press on the -button, you may add or remove tags from your selected invoices.

Invoices - Actions

You may choose to perform several actions unter the tab Invoices. Here is a small (grid-)overview about the tools at your disposal.

Edit	Send per Email	Generate Invoice	Settle	Void	Create POS Ticket
		/
Set the Due date, Pmt. date or add a Remark.	Send the invoice per Email after generating it using the Generate Invoice button.	Generate an invoice and pair it with a template. You may preview the invoice. Blue = is generated.	Settle an invoice using the back-office	Void an invoice or mark it as not collectible. Be sure to Refund any amount payed beforehand.	Create a POS-Ticket for this invoice, paying or refunding an amount you specify at the POS.

Here you can remove the payment date, change/write a Remark and adjust the due date.

.

/

As shown in the screenshot below, you have the option to:

Select the desired template
Add text modules
Preview the invoice
Generate/print invoice

Print invoice

No changes are made to the invoice or the content itself. Here you can make changes or adjustments to the template.

E.g.: You generate an invoice for a friend of the club management and want to add a more personal text at the beginning of the invoice. A text module is required here.
This text module is a placeholder for the area where an additional text can be integrated. Text modules can be created under 'Template' and can be found under the placeholders:
(Path: Club management / Templates / Templates)

/

Pressing on the -button next to a customer will send an E-Mail, including the corresponding invoice as an attachment, to your customer.

If you press on the -button, you will have the option to send multiple E-Mails, adding the invoice as an attachment.

You may insert Templates, Placeholders, define a Subject, set a CC, add attachments and format your E-Mail.

Adding a CC Recipient

You may only send a CC to one additional recipient.

Sending an Invoice via E-Mail

The customer needs an active E-Mail defined before you can send anything via E-Mails, including invoices, explained here in detail: Customers & CRM Communication Channels.

Before you can send invoice as an E-Mail, you have to make sure the -button is blue. This means that an invoice has a layout assigned to it, so it may be send.

This needs to be the case for all invoices you want to send via E-Mail.

This is not the case if you want to print a Letter, using the-button, since it overrides the layout of the invoice - Thus, it does not require one prior to its generation.

This can be used to void an invoice or mark it as unobtainable. Always add a Remark as a reason for your accounting co-workers so they know why this has been done.

Send a ticket towards the point of sale (POS), opening a new ticket connected to this invoice.

Void and Not Collectible

If marked as void, the invoice will be voided. Not Collectible is an option you may choose if an invoice is laid out, but for whatever reason, the customer can not pay (illness/emigration/etc.)

Send a ticket towards the point of sale (POS), opening a new ticket connected to this invoice.

Invoices Back-Office

A Back-Office settled invoice can be voided at any time, but will be hard to track if done so. Please doubly check when adding payments or creating invoices, as to avoid confusion and keep the Financial Report accurate.

Data Export

Pressing the -button will open a new dialog window called "Data Export". These can be modified to suit your needs. This tab is found under Club management > Export configuration.

You may choose one of the following formats:

PDF
XLS
ODS
CSV
XML

If you need to edit or merge 2 data exports, we always recommend to use the .XLS-Format. This allows you to freely merge different configurations to create your desired result.

After you click on an invoice, the Billing Info sub-tab will synchronize with your selected invoice, looking like this:

Clicking on the blue -button next to a specific product lets you settle this product. This is the same window which opens up in the invoice-menu, but only settles 1 product. Useful if an invoice-item needs to be settled specifically for various purposes.

The tabs other than Invoice Items you will find in here are:

History log: Shows you the history/changes/adjustments done with this invoice.
Payments: Pressing the green -button opens the same window as if you were pressing on the -button under Invoice Items. The amount can be tracked under Financial Reports.
Cash Receipt: If an Invoice was settled or a part of it was settled using the POS, POS-Tickets linked to this invoice, with the appropriate details, will be displayed here.
Collective Invoices: If this is a collected invoice, single invoice will be displayed. Currently this tab is primarily used for Agents, which usually receive monthly, collective invoices made out of multiple single invoices.
Debit mandate: If a SEPA direct mandate has been established for this invoice, its individual fees + mandate will be listed here.
Invoice Tags: An overview of the Invoice Tags assigned to this Invoice or use the -button to manually add a tag.

Payments

If you want to settle invoices (for instance, you received a bank transaction), please do so under your selected invoice → Payments to avoid mistakes. This is the correct and easiest way to settle an invoice so it will be shown in the Financial report, without sending it to the POS (Point of Sale).

Invoice - Payments & Settling an Invoice (without sending it to the POS)

After selecting an invoice, navigate to the sub-tab "Payments", as shown in the Screenshot, and press on the-button to open a new dialog window.

Put in a corresponding amount and a Payment Method to be able to press the -button. Everything else is optional.

Invoices & Payments

More about invoices and your ways of managing, voiding and settling them will be explained in Billing CRM.

Periodic Billing

Under this tab, you can assign and manage the periodic billing templates of a customer. There are several options at your disposal to change your view and take actions.

Under "Billing for the customer Mustermann Maxi", you can change the Payment Method (which will be shown under invoices). Trying to change something will show you 4 buttons.

: Revert any change without saving it.

: Update the changes, saving them.

: Remove the billing template of this customer. If you do so, you may click the -button to create a new billing template.

/ : This button opens a new dialog window. If greyed out, there are no products to create an invoice with.

Payment Method

The Payment Method will be shown under Invoices, but does not define nor restrict how you can settle the invoice. Changing the Payment Method helps to order and set up invoices.

Clicking on the -button will simplify the Billing Template Rule overview, clicking on the-button will minimize this overview.

Individual Articles

Clicking on the -button will open a new window:

The customer Template can not be changed. You can define:

a Product (= Article)
a Business Unit (if you have more than one, you may set the specific unit)
the Quantity (obligatory)
the Period (very important for one-time offers)
Next payment due (necessary to create invoices)
Expiration Date
Billing Category (useful for the invoice creation)
Description
Storage Location
Memo

Clicking on the -button will open a new window:

The "Customer Template" can not be changed. You can define:

Product collection (= Article Collection, for instance a starter pack)
Business Unit (if you have more than one, you may set the specific unit)#
Qty. (=Quantity)
Period (very important for one-time offers)
Next Payment due (necessary to create invoices)
Expiration Date
Billing Category (useful for the invoice creation)
Description
Storage Location
Memo

After adding an individual article, you will be given 4 options for every individual article:

: Edit - This re-opens the same dialog window as if you were adding a new product/product collection

: Delete - Delete one individual article.

: Add Price Rules - Define a Price Rule.

: SEPA withdrawal - Mark an article to be payed with a SEPA-mandate.

SEPA

To export the SEPA-Transactions in your Golfsuite (Debit mandates), then download the .xml-file for Online-Banking, you have to add the Bank Information correct and complete.

Else you will be notified of an error when trying to Export transactions for customers with lacking Bank information. Adjusting Bankdetails can be done anytime under Customers & CRM#Bankdetails of the specific customer.

Individual articles

Individual articles can be adjusted to suit your Golf Club's accounting needs. For instance, a player wants to pay with SEPA, but only half of the price. This can be done by adding the specific article, setting the Period to monthly and add a price rule (1/24th of the article price).

Afterwards, pressing on the -button, define the Period to Monthly and click on -button. This will generate 12 Mandate Transactions, but only with half the price - which will be billed each month.

Automated Billing Templates and Process Billing

These are generated once you assign a membership and articles are defined for a billing template (Golf Club > Managed Golf Clubs > Billing templates). Unless you specify to not adjust the billing template when creating the membership, it will look similar to our example.

Pressing the -button will show you a more detailed overview of this specific article. You will only have the option to add a price rule or apply a SEPA withdrawal with set billing templates linked to your membership.

Price Rules and Period

If a member has been ill and only needs to pay half, but wants to do this monthly, you have to adjust the price and also the period.

The period can not be changed for a set invoice position, here because the Period is defined under Golf Club > Managed Golf Clubs > Billing templates.

You have to add an individual article in which you define the desired period and adjust the monthly fee accordingly.

If you press the -button, the billing template will move below the red line, which will not be invoiced. To revert this, click the -button and set the period to the previous year's 31st of December (if annual) or any desired date (depending on your defined Period).

After you have made the settings and adjusted the template's positions, you can create an automated transaction for the annual accounts. This is also referred to as collective invoice/annual prescription.

Detailed information can be found under: Invoices - Backoffice - Annual Accounts/Processes

Creating an invoice using a billing template

If you get a new member, you will have to generate a single invoice for this member. To do this, press on the -button. This will open a new dialog window.

Be sure to check the following things beforehand:

Description (and the article itself it is referring to via the-button)
Quantity
Period
Price
Paid till
Next billing
Billing Category (if needed)

In this example, we wanted to create an invoice with a specified price rule of 84€, for July. The Period is set to Monthly. The next billing should be in August.

The overview has been simplified using the -button.

Taking a look at this example, we can see that we successfully created an invoice with 84€. But what does the Next billing say? At which date is the next payment overdue?

It correctly displays the Next billing period starting with the date of 2022-08-01, meaning we were able to create a monthly invoice with a price rule, with the next overdue payment starting in August.

We can now create more invoices until the end of the year for each month, or create one invoice every month.

The Invoice Due date should also be adjusted for each invoice (2 weeks or a similar timespan are standard).

An invoice was created or not?

If done correctly, in the upper right corner, you will be notified that an invoice has been created:	If not, you will get notified that none has been created:

Share certificates

The term share certificate is used in two ways. A share certificate in the narrower sense is a document that documents a claim against an investment company (fund) to the holder.

A share certificate in the broader sense is a certificate of membership in a capitalist association.

The overview has been simplified by using the -button.

To manage your created entry, you will have 3 options at your disposal:

: Show information about this certificate.

: Edit this entry - reopens the same dialog window as if you were adding a new entity.

: Delete this entry .

Pressing on the-button will open a new dialog window, with which you can configure the share certificate. A requirement is to set a certificate up via Customers > Share certificates > Stock certificate options.

After defining a certificate, by pressing on the -button, you will open a new dialog window.

Here you can define:

Number
Type (defined via Stock certificate options)
Issue Date
Value
Remark
Active
Buy Back
Beneficiary

Customer Tag

Here you can check assigned tags, create tags and/or assign them to several customers. Administering a tag towards a customer allows you to filter for this customer using the specified tag.

The process is simple: for a selected customer (in customers & CRM) you navigate to customer tag.

There are 2 buttons:

You select an existing tag to assign or
You create a new tag to assign.

Tags can also be used for tournaments. Read more about this under Tournaments.

Groups

Groups allow you to connect customers and describe their relation towards each other defined under group configuration/group positions. Each customer can have multiple groups.

For instance, a family configuration allows you to set a specific customer (mother/father) to pay for the rest of the family.

Groups are mostly used in combination with the collective invoice (e.g. the annual account).

If you are planning to create a new group, we recommend that you first check, modify or create an entry under Group Configuration.

This ensures a smooth setup during the Group definitions.

Group Configuration - How to set up a Group Type and Group Positions

Navigate towards Group configuration the following way: Customers > Click on the -button > then click on Groups.

Below Groups, click on Group configuration:

Here, you will be able to configure a new type of Group Type, with the according Group Positions.

Press on the -button below Group Types to add another Group Type, type in a name and press the -button. If the button is greyed out, you will not be able to use this name (e.g. name already in use).

Choose "Group Type", then define a name for this type and press on the -button.

Dynamic Membership

"Dynamic Membership Group Type" will be explained in the following section: How to Add a Dynamic Membership Group Type (WiP).

Afterwards, you may add positions to this new group type:

Once you click on the -button, you will add the new position to this Group Type.

Group Definition

Here you will have to define the "Person paying", if desired. The invoices of all members of this group will be payed by the person defined in this step.

You may just create a group to reference customers and their relationships (for example, a family). This will serve no function and will be purely cosmetic.

If "Group payment activated" is ticked for the "Person paying", this person can pay for additional group members.

Group Definition

A group can have an indefinite amount of members, but it can not discern between different groups.

E.g., you have to create a group for each family and their members you want to link with each other. The Group Type can be used as often as you want in different groups.

After you defined the group type and a "Person paying", you can then proceed to add additional members to this group.

Press on the -button to save your selection. Checking the "Group Payment" option will set the invoices to be payed by the previously defined "Person Paying" of this group (e.g. in our case, Mustermann Maxi).

We also added Musterfrau Martina as the "Mother" of this group. Her invoices will also be payed by Mustermann Maxi.

You will have 3 options at your disposal to manage your created entries:

: Show Information about this entry.

: Edit this entry - reopens the same dialog window as if you were adding a new entity.

: Delete this entry .

After setting up your Group Type, search for one of its members under Customers & CRM and click on the Groups tab. If set up correctly, the person defined as the payer will always be shown next to the creditcard-symbol:

You have several options available under this tab:

: Pressing this button will provide you with the option to manually delete this group membership. Simply press the -button to cancel its association with this group.

: Pressing this button will provide you with the option to check/uncheck Group Payment and to change its Group Position. Press the-button to apply your changes.

: Pressing this button will open the same dialog window as in Group Definition (html) - create group definition.

: Pressing this button will open the same dialog window as in Group Definition (html) - adding a group.

If you set this up correctly, billing templates will be marked to be specifically payed by the paying customer in the upper left corner under billing templates.

If we take a look at the billing template of our payer (Mustermann Maxi), it will look like this:

This shows us that every billing template, including individual articles, are being paid by Mustermann Maxi, thus we correctly set up the group.

Groups and Periodic billing process

If Group Payment is enabled, you will not be able to create this invoices automatically using the Periodic billing process. Rest assured, our system will notify you of this circumstance while creating the invoices under Process Step Details.

Agent Agreement

Nexxchange offers agents the choice of being able to book players and be responsible for the payment themselves.

The first step is to sign up as agent using this link: http://nexxchange.com/signup/agent

The required fields are marked in red. The other fields are optional.

Press on Signup as Agent to create your account. You will be notified if your creation was successful by a message displayed in the upper right corner.

Agent Signup & Contacting Support

After an agent has registered himself, his account needs to be activated and authorised by our support-team. If you have any questions or inquiries, do not hesitate to contact us.

Once an agent is activated, you may login and send an inquiry via the user-account of this agent to any Golf Club you choose. To do this, either use the Search-Function or press on the upper right corner on your profile's name:

Pressing on the -button forwards you to the menu where you can offer a Golf Club your partnership.

Specify a text and send the message.

Afterwards, you, the Golf Club, has to accept the proposal. Click on the -button to open a new dialog window.

Several options are available for you under this tab:

: Show information about this notification.

: Accept the task.

: Reject the task.

: Delegate (forward) the task to another user.

You may choose to accept the new partnership directly or click on the -button. If you choose to do so, a message will be displayed in the upper right corner.

Pressing the -button will send you directly towards the new customer record under Customers > Customers & CRM > Personal information.

To accept the proposal, you have to press the -button under "Task overview" or, if you press on the Overview-button, under Notifications. This is important to accept the proposal.

By doing this, you will also "activate" this record for the Suite, marking it as searchable via Quick Search.

You may find the new customer record on top of the Grid View. Afterwards, press on the tab "Agent agreement". Click on the -button to create a new Agent agreement.

Click on the -button to create a new Agent agreement.

There will be a table explaining the settings in detail. After you have made your selections, press the -button to create the Agent agreement.

Seller	Specified to know who the prospective buyer's contract partner is.
The invoice is generated on the...	Specifies on which day of the month the invoices for the previous month are generated.
Billing Period	Sets the time interval generating invoices (Monthly/Weekly/...).
Automatic collective invoice	Activate the automated invoicing here.
No immediate billing	If checked, booking online will not automatically create an invoice.
Credit Limit	Define the Credit Limit for your cooperation partner, e.g. 10000. This includes open bookings and created Invoices with outstanding amounts.
Lower Limit	An invoice is created if the Lower Limit is reached, e.g. 10000.
Payment Method	The payment method used. Standard is Invoice.
Currency	The currency in which the agent will pay.
Days till due date	When the amount has to be paid by the agent, specified in days.
Agent acts as trustee	If selected, the invoice is generated by the agent in the name of the seller, otherwise by the seller directly.
Invoice only for the last period	The invoice is generated only for the last period, which is defined under Billing Period.
Exclude existing collective incoices	Already collected invoices are not getting collected again.
Periodic billing - Settlement day	Specify on which day of each month an invoice is created.
Agent book as Customer	Agents can book online in the name of customers, but is responsible for the due payment.
Allow payment on agent side	If this option is enabled, the bookings of this Agent will be externally paid (e.g. no Invoice will be created) and bookings placed by this Agent are always set as payed.
Special deal vouchers	If you have special vouchers which can be used for this agent, you can set it active with this option.
Affiliate booking allowed	If checked, customers can book with this agent as reference in the placed order
Show as partner in market place	When checked, this agent will be shown as official partner on the Nexxchange.com Marketplace.

Once you have defined the conditions for the interested party, you can check your options and change them freely.

If you have multiple sellers, you can create additional Agent agreements by clicking on the white space next to your already created agreements.

Credit Limit

Agents differ from Corporate Customers because you can set a specific Credit Limit for these entities.

Please be aware this includes open Bookings and created Invoices with any outstanding amount to be payed.

In case your Agent can not book, upper the Credit Limit or notify your Agent to settle a specific amount of Bookings already placed.

If you create or change an Agent agreement, it will be updated in your GolfSuite, but the conditions are not automatically sent towards the Marketplace. You have to press on the -button to send the updated conditions towards the Marketplace.

Afterwards, the agent has to accept your conditions. The agent has to accept your proposal under Agent Overview.

Afterwards, press the -button.

The conditions will be listed here. Please make sure to check both checkmarks and to Accept the proposed conditions.

You will receive another notification, asking you if you really want to accept the proposed conditions. Press ok to finish setting up the Agent agreement.

Now, you may book tee times via Agent overview or if you directly search for the Golf Club of your choice using our search tool - Now as certified agent.

Customer History

If you may have questions or simply want to know about the changes done to a certain customer account, you can check this under Customer history.

These entries always generate automatically after a change has been made and saved:

You may also check who created this entity and when.

Communication Log

This functions as a storage of all the communication you have had with this customer, including emails, newsletters, tournament SMS, etc.

This way, you can keep track of your outgoing communication.

Document Safe

Here you can upload any document belonging to this customer as long as you have our data storage service, which you can read more about in the section Document Storage.

Examples of documents which you could upload:

Membership contracts
Certificates
Offers

You may override existing documents. Finish uploading a Document using the -button.

Customer ID Card

You can deposit Customer ID Cards under this tab using the -button. This will open up a new dialog window.

Here you can define:

ID code (an actual code is a set character string unique for each ID-Card)
Name
Identification Type
Issuer
Identification Document (uploading a file, if our Document Storage is enabled)
Sanitize (untaxed)

To finish setting up your Customer Identification, press the -button.

ID-Card and Electronic wallet

To activate and synchronize an Electronic wallet, you need an ID-Card. Meaning, for the customer to use the Electronic wallet, you need to deposit an ID-Card for each customer separately and then activate the Electronic Wallet.

If you have a new member and he or she does not yet have an association card (e.g. it was just recently ordered), you can deposit any ID-Card(s) for this customer record.

This, in fact, is always a possibility, so you can relay any amount of RFID-/NFC-/magnet-cards you may wish per customer. If a customer would rather use their Credit card (which can be scanned at an IoT-Device) - simply add it!

The information from the reading strip (ID code) is a combination of character strings (these cannot and will not be encrypted).

Replacing a reader

Please note that each device has its own way of interpreting the character string. Contact your supplier (if your reader needs to be replaced) for information if the ID can not be scanned.

After adding an ID-Card, the overview will update accordingly.

There will be an "Issue Date" of the creation of this specific entity. You now have the following options available:

: Add another ID-Card.

: Pair an Electronic wallet logically with this ID-Card as shown in the screenshot. Press the -button again to synchronize these two entities.

: Logically unpair the Electronic wallet from this ID-card.

: Disable the ID-Card, so it can not be used anymore to pay in your Golf Club or access any IoT-Security-Objects.

: Delete this ID-Card. We do not recommend deleting but disabling.

: Add access to an IoT-Security-Object.

Pressing on the -button lets you add access towards a pre-defined IoT-Security-Object. Add an optional Memo to relay information towards your co-workers as to why you did this.

After adding access to a certain object, it will look like this, giving you 2 options for each entry you add.

: Open a new dialog window to edit the existing assignment.

: Open a new dialog window to delete this entry.

Electronic Wallet

An electronic wallet can be set up for every customer for every seller. The Electronic wallet works in two different ways:

As an account holding a digital currency which can be charged up by you or by the customer, provided you are using our online credit card service, enabling remote charging or/and paying.
Used with your ID-card to pay independently, e.g. at the ball machine, until the Account Limit is reached.

How to set up an Electronic Wallet

In order to use the electronic wallets, you first need to activate a card by filling out the following information:

To create the Electronic wallet for this Seller, press the -button.

Activate vs. Active

Activating an Electronic wallet is not the same as enabling it. Right now, this specific wallet is merely created, but not able to be used!

After we created the wallet, we have to set it active. Right now, it will show us [Blocked], to signal us we still need to take action. This is done by pressing on the -button to, giving us more options to add or edit this Account, including the option to activate this specific Electronic wallet.

This will change the user interface accordingly. Pressing on the -button lets you open a new Account for this seller.

There are several options to edit here, but some of it can not be changed:

Account Number (serves as internal reference).
Status (this can be changed using the -button).
Seller (defined when creating the Electronic wallet).
Account Balance (to avoid potential misuse).
Date Created (this shows the creation date of this wallet).
Date Opened (this will be changed using the -button).
Opened By (this will be changed using the -button).
Date Closed (this will be changed using the -button).
Closed By (this will be changed using the -button).
Last Updated (changes anytime this entity is changed).

If you close an account, it will look like the following example.

Closing an Account

If you close an account, it can not be reactivated. Please do proceed carefully if you want to close an account = Electronic wallet for a specific reason. You may open a new account once the old one is closed.

The options that can be changed:

Account Name
Currency
External account no. (e.g. the external reference used by accounting)
Business section
Limit Amount (50 means as soon as this wallet hits any value past this number, it will be unusable for payment)
Soft Limit Amount
Wallet balance expires
Identify with Card Required
Account for market place payment enabled
Expiration Date

You may choose to create multiple Accounts for the same Seller, but you will have to mark the main account by clicking on the -button, which will turn , after you clicked it, visually notifying you it is set as the primary account.

Multiple Sellers and Electronic wallets

You may choose to create an Electronic wallet for each of your Sellers, if you have multiple ones. These need to be opened separately and also synced with the Marketplace, if you want them to be shown online.

Enable the Electronic wallet for the Marketplace-User

Marketplace-User

You need to create a Marketplace-User beforehand or link the correct customer record with its Marketplace-Account. Check the First Name, Last Name and the E-Mail of your customer, which need to match with the data of the Marketplace-Account, to create a connection.

If you require our professional help, our IT-Support is happy to offer you assistance, e.g. wrong Marketplace-User or the Electronic Wallet is not shown on Nexxchange.com.

After we set up the Electronic wallet successfully, now we want it to be shown on the Marketplace. To do this, you have to set the checkbox next to "Account for market place payment enabled" and press the -button.

This will cause your GolfSuite to communicate with our Marketplace, syncing new changes and adjustments, like a new Electronic Wallet.

If done successfully, you will be able to view it on the Marketplace, as shown in the following example. Click on the profile in the upper right corner, then on "Customer Accounts".

Press on the -button to show your current balance.

Here, you will see the name of your Customer Account, the Balance and the Status. If you want to add funds, you have to press the -button.

Afterwards, you can choose a specific amount or enter a unique amount and charge additional funds independently.

Adding Customer Account funds

If you want your customers to be able to add their funds independently, the Golf Club needs to set credit card payment as enabled on the Marketplace and a valid credit card has already been added, either manually, by the account-holder or in the CRM-System of your Golf Club.

Customers Statistics

Under this tab, you can see the statistics specifically for this customer, e.g. how many bookings,

In the customer specific statistics, you can see the invoiced tee times, the customer value (an evaluation of all the bookings), the tournaments they have participated in and how often they have visited your pro-shop, restaurant, etc., including how much money they have spent in your Golf Club for a set period of time. Typically, this is shown with a one year interval, but you may choose any range you require.

Tee Time Customer Value - Color

The color shown under Tee Time Customer Value depends on the color set in Bookings > Available golf courses < (course_name) > Color at calendar.

After changing the date(s), you have to click the -button to refresh the overview.

Accounting

Account numbers for each member (or even day guests) can be set up for the Accounting export, which can be set up for Nexxchange.

Accounting export - Support

An Accounting export can be set up for your managing accounting company or for your intern accounting team. We are happy to provide help and you may book an appointment with our Support-Team, if you require our assistance.

Since this is a complex setup, we have to charge you for the time we need to set it up and check its referencing. We need each individual, specific Accounting Number/Reference, so we set it up exactly how you require it.

We typically recommend either to keep each of the accounting numbers unique for each person, or, alternatively, to keep it unique for members, and use the same standard number for all day guests.

A bookkeeping account needs to be added for each Seller individually, if you want to perform an Accounting export for this specific Seller.

You add an account by defining a Seller and then entering an Account Number, as seen below:

Open the bookkeeping account by pressing on the -button. You may change the Account Number and then press the -button to change the Number anytime you wish.

Bank details

Here you can add and check the Bank details of your customers . Add new Bank details by pressing on the -button.

Then fill out the necessary data including display name, account holder, bank name, BIC and IBAN. Then, it will look similar to this, but we forgot to add a Country Code - So let us change that.

You may choose to edit or delete information here, but a valid IBAN and a Display Name are mandatory. After you edit the changes, press the -button save your changes.

Adding Sepa Mandates

SEPA

To export the SEPA-Transactions in your Golfsuite (Debit mandates), then download the .xml-file for Online-Banking, you have to add the Bank Information correct and complete.

Else you will be notified of an error when trying to Export transactions for customers with lacking Bank information. Adjusting Bankdetails can be done anytime under Customers & CRM#Bankdetails of the specific customer.

After you have set up Bank details, we are able to add Sepa Mandates. This allows us to use SEPA as a payment method when generating invoices under Customers & CRM#PeriodicBilling.

Simply choose the Creditor (it needs to have Direct debit activated in its Seller's options). Define a Mandate ID or, if there's a SEPA mandate ID number-generator, it will be generated automatically. Then, add a Mandate Date.

Mandate Date

The Mandate Date is the Date the customer signed the form giving your Golf Club the right to charge its bank account using a Sepa Mandate.

Press on the-button to create a Sepa Mandate.

Now the Sepa Mandate is generated. In case you want to add another Mandate (for a different Seller), click on the "Add Mandate"-text.

Recurring Sepa Mandate

If checked, this Mandate Id will be used for every following invoice which is marked to be paid with a Sepa Mandate. In case you only want this Mandate to be used once in the Billing Template, uncheck the "Recurring" option.