Setup

Company Information - Go to the Sales/Invoicing tab in the Company Information section of the Setup/Utilities tab and select Professional Invoice as the default style.

Inventory Items - Create a list of the inventory items that you will be charging for and assign a one character code to each item (example: C=Cart Storage, P=Premium Membership, etc.). When establishing your inventory be sure to set them up as "Services" in the Type field. This will allow you to define a retail price for the item without entering a quantity on hand.

Customers - When entering your customers define their charges by putting the appropriate inventory codes in the Type field on the customer record (example: A premium member that is storing his cart at the Country Club would have PC in the type field of their customer record). Also on the Customer record assign the type of recurring invoice this customer should receive, Manual or Computer.

Creating Recurring Invoice

Once the setup is complete on the Customer and Inventory records and you are ready to create recurring invoices, click on the Sales tab and then select the Recurring Invoice icon. You will receive a dialog box that displays the last time the invoices were created and provides you with an area to enter the invoice date you want on the new invoices. Enter the appropriate invoice date and then type a standard message that will appear on all invoices (example: Spring is almost here, make your plans early!). Once you have entered the invoice date and the optional message to appear on each invoice, simple click on the Generate Invoices button at the bottom of the screen. You will receive a system message that advises you how many invoices are about to be created. Click YES to proceed or NO to abort this process. 

Print Invoices

After the Invoices have been created you will receive a confirmation message, click OK and the system will return you to the Sales Menu. To print the invoices you have just created, click on the Invoice icon. When the invoice screen appears it will display the last invoice the system generated, from there just click on the Print button at the bottom of the screen. In the Print dialog box select to print the appropriate style of invoice (Pre-Printed or Letterhead) and then click on the radio button next to the Date Range option. Two date fields will appear and default to containing today's date. Change these dates, ONLY IF NECESSARY, tot he invoice date you created the recurring invoices. Then select the desired order option for printing the invoices (Invoice #, Date, customer Number). Now all you need to do is click the Print button at the bottom of the dialog box. The system will ONLY print the invoices that have been designated as Computer on the customer record. 

Posting Invoices

Once the Invoices have been generated and printed, verify the charges are correct and make any changes necessary by clicking the Find button at the bottom of the invoice screen and locating the desired invoice. Make the changes and then print this invoice only by selecting the Current Record Only on the print dialog box. When all of the invoices have been created and printed to your satisfaction, go to the Sales tab and click on the Batch Post icon. All of the invoices you just created will be listed. Click the Select All button at the bottom of the screen and then click the Post Selected Transactions button. This will send all of the invoices to the General Ledger. Once you have posted these invoices you can only make changes to them by un-posting them with the defined password, so be sure the invoices are correct. 

Incidental Charges can be entered two ways. Once the recurring invoices have been created you can go to the Invoice screen and click the Find button at the bottom of the invoice. Locate the desired record and add the appropriate line item and dollar amount. If you have more than one invoice to change simply repeat these steps. OR you can enter new invoices on-going during the month by simply going into Invoices and clicking the New button at the bottom of the screen. Enter the appropriate charges to the correct customer and post the invoice right from that screen. 

Statements - Go to the Customer tab and click on the Print Statements icon. Follow the on screen prompts.