RanceLab Software User Help

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Implementation Guide: Club or Amusement Park

RanceLab facilitate you for subscribing club membership periodically as well as subscribing for other services / products.

You can charge fixed subscription or fluctuating after deducting the sale made by the member in the corresponding subscription period.

You can offer services/products at a discounted rate to the members throughout the subscription period.

Also you can offer services/products on hourly and minute basis to the causal customers / members.

Set Periodical Subscriptions for members

Set Periodical Subscriptions for the members

Steps are as follows:

1.From main menu go to the Customer Master (M > O > C)

2.Press ALT + L to select any Customer

3.Press ALT + Enter at “Card Type Name” field to edit the old Card Type OR

4.Press CTRL + N at “Card Type Name” field to create the new Card Type

5.In the Card Type go to the Enter Subscription field then hit the Enter key

6.Now enter the Subscription details as explained below:

Enter Subscription:

Press Enter key to set the periodic membership fee along with the subscription ledger account and tax ledger account, with an option to charge subscription either at the beginning or at the end of the period.

You can also define a fixed subscription amount or a fluctuating subscription that will be charged after deducting the sale made by the corresponding member during the subscription period.

Column Name	Particulars
Ledger	Set the ledger for periodical membership charges e.g. Membership Charges A/c.
Periodicity	Set subscription period Monthly / Quarterly / Half Yearly / Yearly. Monthly = If the subscription is to be charged after every month. Quarterly = If the subscription is to be charged after every quarter (every three months after). Half Yearly = If the subscription is to be charged after every half year (every six months after). Yearly = If the subscription is to be charged after every year (every twelve months after). Note: •If the Financial Year Starts From 1stApril then: oSubscription Period for Monthly will be start from April (current year) and continue up to March (next year). oSubscription Period for Quarterly will be Apr-May-Jun, July-Aug-Sep, Oct-Nov-Dec and Jan-Feb-Mar. oSubscription Period for Half Yearly will be "April to September" and "October to March". oSubscription Period for Yearly will be “1st April to 31st March”. •Auto posting of the subscription voucher will be done periodically in a predefined manner. •No bifurcation will be allowed in the Periodicity and Subscription amount defined here. For the members who are joining mid or end of the subscription period, you can pass subscription voucher manually for the discounted subscription amount.
Rate	Set the subscription amount to be charged for each subscription period as selected above.
Tax	Set tax ledger e.g. Service Tax @10.3%.
Cover Chgs	Set No if subscription charge is fixed, set Yes if subscription charge is fluctuating after considering the total sale made by the corresponding member during the subscription period. Yes: 1.If the total Sale (Sale – Sale Return) made by the member less than Rate above then subscription will be charged after deducting the sale amount. 2.If the total Sale (Sale – Sale Return) made by the member greater than or equal to Rate above then nothing will be charged as subscription. For instance: •If Rate = 1000, Cover Chgs = Yes, Periodicity = Monthly and total sale made by the member during the subscription period Rs.500/- then balance (1000 - 500)= Rs.500/- will be charged as subscription. •If Rate = 1000, Cover Charges =Yes, Periodicity = Monthly and total sale made by the member during the subscription period Rs.00.00/- then balance (1000 - 00.00)= Rs.1000/- will be charged as subscription. •If Rate = 1000, Cover Charges =Yes, Periodicity = Monthly and total sale made by the member during the subscription period Rs.2000.00 or Rs.1000.00 or Rs.1001.00, then nothing will be charged as subscription. No: For instance: If Rate = 1000, Cover Charges = No, Periodicity = Monthly and total sale made by the member during the subscription period Rs.500.00 or Rs.00.00 or Rs.1000.00 or Rs.1001.00 or Rs.2000.00, then Rs.1000/- will be charged as subscription every time irrespective of whatever sale made by the corresponding member. Note: •Total sale amount for the subscription period will be calculated after deducting sale return. •In case dependent member(s) added to a main member account then it will not consider the sale value of the dependent member(s) while calculating the sale amount of the main member. •The system will check for sale made by the member during the current subscription period as on the date and time of the subscription voucher. For instance: If Posting = End, Cover Chgs =Yes, Current Period =Quarterly (Mar-April-May) and I am passing auto voucher entry for membership charges on dated 20th May then it will check for sale from 1st March to 20th May for the corresponding member.
Posting	Set Beginning if the subscription voucher is to be posted at the beginning of the period, set End if the subscription voucher is to be posted at ending of the period. Beginning: •Monthly = Posting can be done on any day but from 1st to 15th day of the corresponding subscription month. •Quarterly = Posting can be done on any day but only during the first month of the corresponding subscription quarter. •Half Yearly = Posting can be done on any day but only during the first month of the corresponding subscription half year. •Yearly= Posting can be done on any day but only during the first month of the corresponding subscription year. End: •Monthly = Posting can be done on any day but from 16th to Last day of the corresponding subscription month. •Quarterly = Posting can be done on any day but only during the last month of the corresponding subscription quarter. •Half Yearly = Posting can be done on any day but only during the last month of the corresponding subscription half year. •Yearly = Posting can be done on any day but only during the last month of the corresponding subscription year.

Post accounting voucher for membership subscriptions

Steps are as follows:

1.From main menu go to the Voucher Entry (F > T > V)

2.Press F7 to open the Journal Voucher

3.Press ALT + A to pass subscription vouchers automatically for all the active members

4.Now Auto Journal window will appear

5.In the Auto Journal window enter the voucher date at "Voucher Date" column

6.Set Journal at "Journal" column

7.Then press ALT + C

8.Subsequently, it will pass journal vouchers separately for every active members holding a membership card.

Sample Journal Voucher:

By A. R. Rahman A/C Dr...

To Membership Charges A/C Cr...

To Service Tax @10.3% Cr...

Note:

•Ledger "Membership Charges A/C" will be picked up from the Ledger field in the M > O > C > Card Type Name > Enter Subscription.

•Tax ledger will be picked up from the Tax field in the M > O > C > Card Type Name > Enter Subscription.

Offer services / products on a discounted rate to the members throughout the subscription period

Steps are as follows:

1.From main go to the Product Management (M > I > P)

2.Press ALT + L to select the Product / Service

3.Go to the Other Information and then select Yes

4.In the Other Information under the Subscription portion set the following details:

Column Name	Particulars
Service Item	It has to be service item. If you select a non-service item, it will not function. For Instance: If a member wants to buy a monthly subscription for badminton then you need to create a product for subscription named “Badminton Monthly Subscription” and a service item for daily sale named “Badminton”. Here, you have to set the service item for daily sale e.g. “Badminton”. The service item Badminton will be offered on daily sale rate basis to the casual Guests. For the club members same will be offered on below rate throughout the subscription period. And beyond the subscription period if the subscription amount is not deposited by the member then it will be offered on daily sale rate as other casual guests.
Rate	Set the rate of the product / service to be offered at a discounted rate to the members throughout the subscription period. Set ZERO if you are offering products / services in ZERO rate throughout the subscription period.
Periodicity	Set the period Monthly / Quarterly / Half Yearly / Yearly throughout which the Service Item selected above will be offered at above rate. System will count 30 days as a standard month.

Sample Product Master:

Note:

As per above Product Master if:

•A customer buys the product Badminton Half Yearly Subscription on dated 1st Jan 2013 then he will be entitled to have the service item Badminton totally free throughout the period from 1st Jan 2013 to 29th June 2013.

•A customer buys the product Gym/Health & Spa Monthly Subscription on dated 1st Jan 2013 then he will be entitled to have the service item Gym/Health & Spa totally free throughout the period from 1st Jan 2013 to 30th Jan 2013.

•A customer buys the product Rowing Quarterly Subscription on dated 1st Jan 2013 then he will be entitled to have the service item Rowing totally free throughout the period from 1st Jan 2013 to 31st Mar 2013.

•A customer buys the product Badminton Yearly Subscription on dated 1st Jan 2013 then he will be entitled to have the service item Badminton totally free throughout the period from 1st Jan 2013 to 26th Dec 2013.

Restrict your Junior Members to be served with one or more specific products / services as you wish

Steps are as follows:

1.From main menu go to the Customer Master (M > O > C)

2.Press ALT + L to select the Customer from the list

3.Press ALT + Enter at “Card Type Name” field to edit the old card type OR

4.Press CTRL + N at “Card Type Name” field to create the new card type

5.In the Card Type go to the “Restricted Sub Groups” field then press the Enter key

6.Now press ALT + L to select the sub-groups to be restricted to sell to the certain Members / Card Holders as shown in the picture below.

7. Click OK then press CTRL + S to save.

For instance:

Suppose you have junior members holding card type "Junior Member", to whom you don't want to sale liquor.

For the above scenario you can choose all the sub groups of liquor items in the “Restricted Sub Groups” as explained above. Now if a junior member asks for liquor then the system will restrict to sell those products / services automatically and show a message as below:

Maintain services as per hour and minute basis

Scenario: In my club casual members can avail certain services like Snooker, Swimming, Horse Riding, Gaming etc. They are charged on hourly and minutes basis. How can it be implemented in RanceLab?

Answer: You can easily maintain services on hours and minutes basis through RanceLab. Please follow the instructions given below to implement the task.

Step1: Create the following Service Items:

1.Go to Main Menu > Master Data Management > Inventory > Product Management (M > I > P)

2.Type the 1st Service Item name Rent by Hour at "Product Name" field.

3.Set “Sub Group = Rent”

4.Enter other details and then save pressing ALT + S.

5.Type the 2nd Service Item name Rent by Minute at "Product Name" filed.

6.Set “Sub Group = Rent”

7.Enter other details and then save pressing ALT + S.

Step 2: Create the Modifier:

1.Go to Main Menu > Master Data Management > F&B > Modifier Management (M > F > O)

2.Type the name of the modifier at "Name" field, e.g. Rent

3.Click on "Product" column and then press ALT + L to get the list of all Service Items

4.Select “Rent By Hour” and "Rent By Minute" from the list

5.Set Rate for both of the Service Items

6.Set "Type = Rent By Hour" for the Service Item "Rent By Hour"

7.Set "Type = Rent By Minute" for the Service Item "Rent By Minute"

8.Press ALT + S to save.

Step 3: Add the above modifier with Menu Service Items:

1.Go to Main Menu > Master Data Management > F&B > Menu Management ( M > F > M )

2.Press ALT + L at "Name" field to open an already created Menu in modify mode

3.Set "Modifier = Rent" for the Service Items to be sold on Hourly / Minute basis

4.Set "Rate = ZERO" for the Service Items to be sold on Hourly / Minute basis

5.Press ALT + S to save.

Step 4: Sale Entry (Quick Mode):

1.Go to Main Menu > Sale Management > Transactions > Sale Invoice (Touch POS) (S > T > T)

2.Select the Service Item

3.Select modifier "Rent By Hour" for hourly service and enter required quantity for it, e.g. for two hours enter Qty 2

4.Select modifier "Rent By Minute" for service on minute basis and enter required quantity for it, e.g. for 15 minutes enter Qty 15

5.Tender then Finish to save the transaction.

Note:

If you are using Tables for assigning a particular game to the customers then you do not need to put quantity for the modifiers Rent By Hour or Rent By Minute like above, here the system will calculate the quantity automatically as per the duration time of the said table, and the amount will be charged accordingly.

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RanceLab Software User Help