YEAR-2020

INTEGRATED CLUB MANAGEMENT SYSTEM.

ICMS USER MANUAL

 ICMS USER MANUAL

Table of contents

 GETTING STARTED .................................................................................................. 7

 SETUP ............................................................................................................................. 8
 CLUB STRUCTURE .................................................................................................... 8
o Club Organization Structure ................................................................................. 9
o Designation ...........................................................................................................11
o Employee Master .......................................................................................................... 11
o Employee Status .......................................................................................................12

 GROUP AND USERS ........................................................................................................13

o GROUPS ............................................................................................................ 14
o USERS ....................................................................................................................16

 ROOMS ......................................................................................................................... 18
o ROOM ........................................................................................................... 18

 BANQUETS .............................................................................................................. 18
o Banquets ....................................................................................................................19
o Banquets Cancel Config ................................................................................... 19
o Banquets Menu Set ..............................................................................................20
o Banquets Slot Charges ........................................................................................20
o Banquets Caterers ................................................................................................21
o Banquets Decorators............................................................................................22
o Banquets Function Type .................................................................................. 22
o Banquets Seating Style ........................................................................................23

 GENERAL ................................................................................................................. 23
o Affiliation Clubs ................................................................................................ 24
o Requisition Authorization Level Config .......................................................... 25
o Bank ................................................................................................................................. 26
o Cheque Configuration ..........................................................................................27
o Coast Center ..............................................................................................................28
o Location ................................................................................................................ 29
o Member Guests ....................................................................................................30
o Members Smart Card Account Info ...................................................................30
o Table Master .................................................................................................................. 31
o Session Master .............................................................................................................. 32
o Printer Configuration ...........................................................................................32

 INVENTORY ................................................................................................................. 34
o Caterers .................................................................................................................34
o Daily Item Stock Update .....................................................................................35
o Item Category .......................................................................................................35
o Item Group ....................................................................................................... 36
o Item Promotion ................................................................................................ 38
o Items ..................................................................................................................... 38
o Rate Contract Master ................................................................................................... 42
o Stores .................................................................................................................... 43
o Sub Item Category Type ................................................................................. 45
o Supplier..................................................................................................................45
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o Unit of Measurement ...............................................................................................48

 TAX STRUCTURE .................................................................................................... 50

o Tax Structure ........................................................................................................50
o Tax Slabs ...............................................................................................................52

 ACCOUNTS.......................................................................................................... 53
o Account Types ......................................................................................................53
o Ledger Group Type.......................................................................................... 54
o Ledger Group List ................................................................................................55
o Ledger Sub-Group List ........................................................................................56
o Ledger List ............................................................................................................57
o Narration .............................................................................................................. 59

 AFFILATED DEBIT CARD CREATION ..................................................................... 60

o Issue Affiliated Debit Card ..................................................................................60
o Affiliated Debit Card Refill ...................................................................................61
o Affiliated Debit Card Debit Usage ......................................................................62
o Card Charges Account Category ........................................................................62

 BULK SMS \ EMAIL ...................................................................................................... 64

o Send Bulk E-mail ..................................................................................................64
o Send Bulk SMS......................................................................................................64

 MEMBERS ...............................................................................................................................65
o Charges ............................................................................................................................. 65
o Check Member Card ........................................................................................................ 66
o Dependant Member Facility Details .............................................................................. 67
o Dependant Member List ................................................................................................. 67
o Dependant Member Search ............................................................................................... 68
o Member Category ............................................................................................................ 70
o Member Designation ....................................................................................................... 71
o Member Details ................................................................................................................ 72
o Member Facility Details .................................................................................................. 77
o Member List...................................................................................................................... 78
o Member Search .................................................................................................................... 79
o Member Smart Account .................................................................................................. 81
o Non Member Details ....................................................................................................... 81
o Flat Master ................................................................................................................................... 82

 INVENTORY ................................................................................................................. 83

o Bar code Generation ........................................................................................................ 84

o Goods Received Notes .................................................................................................... 84
o Indent Issue Details ........................................................................................................ 85
o Issue Details ..................................................................................................................... 86
o Item Consumption ........................................................................................................... 86
o Item Indent ...................................................................................................................... 87

o Purchase Order ................................................................................................................ 87

o Purchase Requisition ....................................................................................................... 88
o Service Order .................................................................................................................... 89
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o Stock Adjustment Details ............................................................................................... 89

o Stock Transfer .................................................................................................................. 89
o Goods Return Note .......................................................................................................... 90
o Sales Return Note ............................................................................................................ 91
o Sales Return Refund........................................................................................................ 91

 FINANCE MODULE ...................................................................................................... 92

 ACCOUNTS.......................................................................................................... 92
o Cheque Print .........................................................................................................92
o Monthly Notice ......................................................................................................93
o ECS Receipts .................................................................................................................. 94

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 ACCOUNTING VOUCHERS ......................................................................................... 95

o Bank Reconciliation ..............................................................................................95
o Bill Settlement ......................................................................................................96
o Bill Transfer ...........................................................................................................97
o Contra Entry ..........................................................................................................98
o Debit / Credit Note (Multi Ledger) .....................................................................98
o Debit / Credit for Member to Member ........................................................... 100
o Journal Voucher ................................................................................................ 101
o Monthly Invoice Generation ............................................................................ 102
o Member Ledger Receipts ..................................................................................... 103
o Purchase Invoice ............................................................................................... 105
o Payment Voucher .............................................................................................. 107
o Receipts ................................................................................................................... 109
o Receipts (Multi) .................................................................................................. 110
o Member Subscription ........................................................................................ 112
o Member / Waiting Member Tax Invoice ....................................................... 118
o Member/ Waiting Member Tax Invoice Receipts .......................................... 118
o Non Member Tax Invoice ................................................................................ 119
o Non Member Tax Invoice Receipts .................................................................. 119
o Transaction Entry AR ........................................................................... 119
o Utility Bill ............................................................................................................ 119

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 ACCOUNTING BOOK ................................................................................................ 122

o BACK BOOK .................................................................................................... 122
o CASH BOOK ................................................................................................... 122
o CHART OF ACCOUNT REPORT .................................................................... 122
o CREDIT NOTE REGISTER ................................................................................ 122
o DEBIT NOTE REGISTER .................................................................................. 122
o DAY OF BOOK REPORT ................................................................................ 122
o GENERAL LEDGER REPORT.......................................................................... 122
o JOURNAL REGISTER ........................................................................................ 122
o PURCHASE REGISTER...................................................................................... 122
o SALE REGISTER ................................................................................................ 122

 FINANCEAL STATMENT OF ACCOUNTING ....................................................... 122

o BANK RECONCILIATION STATMENT........................................................ 122
o BALANCE SHEET ............................................................................................... 123
o BALANCE SHEET SHEDULE............................................................................. 123
o INCOME AND EXPENDITURE ACCOUNT ................................................ 123
o INCOME AND EXPENDITURE ACCOUNT SHEDULE .................................... 123
o RECEIPTS AND PAYMENT ACCOUNT..................................................... 123
o TRAIL BALANCE. ........................................................................................ 123
o

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 BANQUETS ............................................................................................................ 123

o Party Hall Booking .........................................................................................................123
o Party Hall Debit / Credit Note ......................................................................................130
o Party Receipts ..................................................................................................................... 131

 CHEMBER ....................................................................................................................... 133

o ROOM RESERVATION ........................................................................................... 133
o ROOM BLOCKING ..........................................................................................................139
o ROOM CANCELATION ....................................................................................... 140
o ROOM REFUND ..............................................................................................................142
o DEBIT CREDIT NOTE ............................................................................................ 143
o ROOM RESERVATION RECEIPTS ...............................................................................145

 POS BILLING ................................................................................................................. 148

o READ CARD F6................................................................................................................... 148
o NEW F3................................................................................................................................. 148
o OT SAVE/PRINT F7 ........................................................................................................... 148
o VIEW OT F10..................................................................................................................148
o TRANSFER OT F8 .............................................................................................................. 149
o OT RE-PRINT F9 ................................................................................................................ 149
o SETTLED BILL F5 ............................................................................................................... 149
o LIST F2 ................................................................................................................................. 149
o VIEW PENDING BILLS F11 ...........................................................................................149
o CHANGE POS F4 ................................................................................................................ 149
o CLOSED ...................................................................................................................... 149
 MEMBER CHECK IN INFO ............................................................................................ 149
 READ CARD ....................................................................................................... 149

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 REPORTS.................................................................................................................... 150
 MEMBER DATA .................................................................................................. 150
 INVENTORY ............................................................................................................... 150
 POS ........................................................................................................................ 150

 FINANCE .................................................................................................................... 150

 DEILL DOWN REPORT ..................................................................................................150
 CHEMBER REPORTS ................................................................................................. 150
 LIBRARY ..........................................................................................................................151
 PARTY HALL .......................................................................................................... 151
 CANCELATION REPORT........................................................................................... 151
 MIS PAYROLL REPORT .................................................................................................151

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GETTING STARTED

GETTING STARTED:-

STEPS:-

1)-Open the Internet Explorer browser.

2)-Type the URL in the address bar and press enter.
3)-The application opens.

Login:-
1)-Click on the login button
2)-Enter the username and password and click on OK.
3)-The application opens

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SETUP

CLUB STRUCTURE

CLUB ORGANIZATION STRUCTURE

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DESIGNATION

EMPLOYEE MASTER

EMPLOYEE STATUS

Club Organization Structure

CLUB ORGANIZATION STRUCTURE:-

SETUP:-

1)- Clickon setup.

2)- Club organization structure.

(Note-Use this window add outlet and departments of the club to the system).

ADD:-

3)- Click on add button.

4)-Enter code , Name ,Abbreviation, and select is department.
5)-For sports section if subscription is applicable , click is subscription true,

(below images for reference only).

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EDIT:-

1)-Select particular outlet click on edit button , change subject and save ,

DELETE:-

1)-Select particular outlet and click on delete button ,

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Designation

DESIGNATION:-
(*Note-Use this windows to add Employees designation present in Club)
.
Example:

Waiter, Stewards, Clerks, Accounts, Managers, Accounts Clerk, Etc.

This designation will have to assigned in Employee master, to know more click here

STEPS:-

1)-To add new designation, click on Add button

2)-Enter Designation Name

3)-Enter Designation Description

4)-Click on Save & Add to save record and start entering new record.

5)-Click on Save & Done to save record and close the window.

(below images for reference only).

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Employee Master

EMPLOYEE MASTER:-

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(*this window to create employee master. Details of all employee should be added on these page.)

(Note : Details of all employee should be entered here. Employees are not users. All users can be
employees, but all employees not compulsory will be users.)

STEPS:-

1)-Click on add button.

(Below images for reference only).

2) - Select Person Status,

3) - Enter employee ID and if is steward then select Is steward check box,
4) - Fill all mandatory filed,
5)-Click on Save & Add if more than one employee number otherwise click on Save & Done button,

Employee Status

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EMPLOYEE STATUS:-
(*Note-Use this window to add Employees status present in Club.).

Example:

Permanent, Contract, Auditors

This Status will have to assigned in Employee master, to know more click here,

STEPS:-

1)-To add new status, click on Add button

2)-Enter Employee status Name

3)-Select is Employee check box if required

4)-Click on Save & Add to save record and start entering new record.

5)-Click on Save & Done to save record and close the window.

(Below images for reference only).

GROUP AND USERS

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GROUP AND USERS

GROUPS
USER

GROUPS

GROUPS:-
(*Note-Use this window adds Users Groups of the club to the

system). Example:-Admin, Cashier, Billing, Attendant, Accounts

STEPS:-

1)-To add new Group, click on Add button

2)-Enter Group Name

3)-Select is admin check box for admin rights to specify group.

4)-Click on Save & Add to save record and start entering new record.

5)-Click on Save & done to save record and close the window.

6)-Click on Delete to delete specify group.

7)-Click on Permission to give group permission.

8)-Click on POS Permission to give group POS permission.

(Below images for reference only).

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Group Permission

Group POS Permission

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USERS

USERS:-
(Note-Use this window adds Users of the club to the

system).

1)-To add new User click on Add button

2)-Click on Save & Add to save record and start entering new record.

3)-Click on Save & Done to save record and close the window.

4)-Click on Delete to delete specify group.

(Below images for reference only).

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ROOMS

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ROOM

ROOM:-

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BANQUETS

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Banquets

BANQUETS:-
(Use this screen to Add/Edit or Delete the Party Hall Type.)

To add Party Hall, Click on Add button and fill the form. Once hall details are updated, click on save and
close.

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Banquets Cancel Config

BANQUETS CANCEL CONFIG:-

(Use this page for defines cancellation policy as per Club's cancellation

rules.)

To add cancellation policy Click on adds. And enter details below

· From Days
· To Days
· Cancel Percentage

if the cancellation charges are fixed then, select "is Fixed Charges" and enter value under Fixed Value in text
field.

Note: if "Is Fixed Charges" is selected Cancel Percentage will be disabled.

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Banquets Menu Set

BANQUETS MENU SET:-

Clubs with in house food and beverages kitchen facilities can utilize this feature, Menu set is list of all food
items which Member/Guest can use to select menu items for party.

Use this page for define Menu set for Example: Veg Lunch, Veg Dinner, Veg Breakfast, Non Veg Brunch,
etc

To add new Menu Set, Click on Add option and enter following details

· Menu Set Code

· Menu Set Name
· Menu Set Type
· Price
· GST

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Banquets Slot Charges

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BANQUETS SLOT CHARGES:-

Use this window to define Party Hall wise, Slot wise Charges.

To add Slot Charges click on Add and enter below details.

· Select Hall Type

· Slot Name
· Slot Start Time
· Slot End Time
· Member Charges
· Guest Charges

Click on Save & Done.

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Banquets Caterers

BANQUETS CATERERS:-
(Use this window to enter Banquets Caterers. Any Club with inhouse decoration services also needs to be
update clubs name in the list for proper).

Enter Following Details

Caterer Code
Caterer Name
Email ID
Mobile No
Contact Person
Address

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Banquets Decorators

BANQUETS DECORATORS:-
Use this window to enter Banquets Caterers. Any Club with in-house decoration services also needs to be
update clubs name in the list for proper.

Enter Following Details

· Decorators Code
· Decorators Name
· Email ID
· Mobile No
· Contact Person
· Address

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Banquets Function Type

BANQUETS FUNCTION TYPE:-

Use this window to add types of Functions to the system. This types can be selected during banquet
booking.

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To add Banquets function type.

Click on Add option and enter below details.

· Function Type Name

· Function Type Code

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Banquets Seating Style

BANQUETS SEATING STYLE:-

Use this window to add types of SEATING STYLE to the system.

To add Banquets seating style, click on add and enter below details

· Seating Style Name

· Seating Style Code

Click on Save and Done.

# Reference Image for example only.

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GENERAL

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Affiliation Clubs

AFFILIATION CLUB:-
Use this window to add Affiliated Club details to the system.

to Add Club details click on Add button

To add affiliation clubs click on add and fill all affiliation club details in below form.

Select is member charges applicable checkbox if any additional temporary membership charges applicable
for specify club.

Click on Save & Add to save record and start entering new record.

Click on Save & done to save record and close the window.

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Requisition Authorization Level Config

REQUISITION AUTHORIZATION LEVEL CONFIG:-

(Use this window to configure authorization level for requisition of the club to the system.)

Click on add to add User who authorize requisition

There is many types of level

Example:

Level 0 = New

/Request Level 1 =

Approved

Fill 1 in level field for approved authorization for authorized User.

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Bank

BANK:-
(Use this window to add Bank name in the system).

1-Click on add to add bank name with bank code.

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Branch code has to be added for Bank created above, these branch code will be used during receipts of
cheque deposited in bank..

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Cheque Configuration

CHEQUE CONFIGURATION:-
Click on add to add cheque book details

Enter Following Details

· Select Cheque bank Name

· Cheque number From (First cheque number of cheque book).
· Cheque number To (Last cheque number of cheque book).

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Coast Center

COAST CENTER:-
(Use this window to add Coast Center name to the system.)

To add new Group, click on Add button

1-Click on Save & done after adding coast center name.

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Location

LOCATION:-
Use this window to define Locations where sale of food is done and Tables are required.

For Example: Restaurants, Lawns with Tables.

To add Location Click on Add and enter below details.

· Location Code
· Location Name

Click Save & done to save the record.

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Member Guests

UNDER CONSTRUCTION

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Members Smart Card Account Info

UNDER CONSTRUCTION

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Table Master

TABLE MASRER:-
1)-Click on add to add Table number for particular out-late.

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Session Master

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Printer Configuration

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PRINTER CONFIGURATION:-
(Use this window for configuration of printers at various outlets.)

To add printers for specific outlet click on Add, and enter below details.

Name: Billing / Receipt / Room Receipt

Printer Type
- T for Thermal Printers
- D for Dot Matrix
- L for Laser Printer

Function Name: Billing

POS: Select

Select Item Type for which printer needs to be selected.

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INVENTORY

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Caterers

CATERERS:-

(Use this window to enter Caterers details, (Who is provide services for club. Example: Food caterers)

Enter Following Details

.Caterer
.Name GST
number TIN
.number ST
.number
.Address
.Description

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Daily Item Stock Update

DAILY ITEM STOCK UPDATE:-

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Item Category

ITEM CATEGORY:-
(Use this window to enter Item category).

Example:

Sports Item
Music
General
Social
Food
Liquor

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To add new category, click on Add button

Enter Category Name

Select is Stock Check required box if required

Select is Discount required box if required

Click on Save & Add to save record and start entering new record.

Click on Save & Done to save record and close the window.

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Item Group

ITEM GROUP:-
(Use this window to enter Item Group).

SETPS:-

1)-Click on “Setup” in the Home page, navigates to the respective page.

2)-Select Item Group under INVENTORY in the Setup.

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3)-Click on Add button, Fill all the fields and select the Tax code from the drop down.
4)-Enter Group Code and Name.

5)-Specify Purchase and Sales Account for that particular group.

6)-Select is Discount required box if required

7)-Click on Save & Add to save record and start entering new record.

8)-Click on Save & done to save record and close the window.

EDIT:-
· To edit, select a row from the table to be edited.
· Click on edit button, displays the contents of the selected row in the edit mode.
· Make required changes under edit mode and click on “Save & Done” button to save the changes.
CANCEL:-
· On clicking Cancel button, the changes will be discarded.
DELETE:-
· To delete, select row to be deleted and click on Delete button.

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· Once clicked on Delete button, a message pops up for delete confirmation.

· On clicking OK button, the selected row will be deleted.
· On clicking Cancel button, the delete action is discarded.
· On clicking Refresh button, the page gets refreshed.

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Item Promotion

ITEM PRAMOTION:-

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Items

ITEMS:-
(Use this window to add Items)

STEPS:-

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1)-Click on “Setup” in the Home page, navigates to the respective page.

2)-Select Items under INVENTORY in the Setup.

3)-Click on Add button,

(*Note: Enter Unique Stores code ,Fields mark with asterisk (*) are mandatory).

4)-Fill all required fields and select the item category and if the item is a salable, non salable or a
consumable item.
5)-Click on Save & Add to save record and start entering new record.
6)-Click on Save & done to save record and close the window.

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EDIT:-

7)-To edit, Select row from the table to be edited.

8)-Click on edit button, displays the contents of the selected row in the edit mode.
9)-Make required changes under edit mode and click on “Save & Done” button to save the changes.
CANCEL:-
10)- On clicking Cancel button, the changes will be discarded.
DELETE:-
1)-To delete, select a row to be deleted and click on Delete button.
2)-Once clicked on Delete button, a message pops up for delete confirmation.
3)-On clicking OK button, the selected row will be deleted.
4)-On clicking Cancel button, the delete action is discarded.
REFRESH:-
1)-On clicking Refresh button, the page gets refreshed.
STOCK OPNING BALANCE:-
1)-Select the item and click on Stock opening balance to add item stock opening balance value.

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2)-Stock opening balance pop up opens. Select opening balance date and fill all the fields.
3)-Click on save button
4)-On clicking Cancel button the action is discarded.
UPLOAD IMAGE:-
1)-Select item name from item grid ,
2)-Click on upload image.
3)-Select item image from local desktop, click on save and done button,

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Rate Contract Master

RATE CONTRACT MASTER:-

(Note-Rate contracts are mutual agreement between Club and Vendors.To operate set of chosen items,
during given period of time for fix price or price variation).

1)-Fill required details for Rate contract Master.

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Stores

STORES:-

(Use this window to add Department or Outlet).

STEPS:-

ADD.

1)-Click on “Setup” in the Home page, navigates to the respective page.

2)-Select Stores under INVENTORY in the Setup.

3)-Click on Add button, Fill all the fields and select the item category from the drop down.
4)-Click on “Save & Done” button.
(Note-Enter Unique Stores code. Fill General Information as per clubs requirement and Fields mark with
asterisk (*) are mandatory).

(Below images for reference only).

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EDIT:-
1)-To edit, select a row from the table to be edited.
2-)Click on edit button, displays the contents of the selected row in the edit mode.
3)-Make required changes under edit mode and click on “Save & Done” button to save the changes.
CANCE:-
1)-Click On Cancel button, the changes will be discarded.

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DELETE:-
1)-To delete, select a row to be deleted and click on Delete button.
2)-Once clicked on Delete button, a message pops up for delete confirmation.
3)-On clicking OK button, the selected row will be deleted.
4)-On clicking Cancel button, the delete action is discarded.
REFRESH:-
1)-On clicking Refresh button, the page gets refreshed.

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Sub Item Category Type

SUB ITEM CATEGORY TYPE:-

(Note-Use this to create sub item category)

STEPS:-

1)-Click on add to add new category.

2)-Enter code and name type,

(Below images for reference only).

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Supplier

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SUPPLIER:-
STEPS:-

· Click on “Setup” in the Home page, navigates to the respective page.

· Select Supplier under INVENTORY in the Setup.

· Click on Add button, Fill all general information in add supplier form.
· Click on “Save & Done” button.
(Note: Fields mark with asterisk (*) are mandatory. and after add supplier Automatic ledger is created while
creating new supplier).

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EDIT:-
· To edit, select a supplier (row) from the table to be edited.
· Click on edit button, displays the contents of the selected row in the edit mode.
· Make required changes under edit mode and click on “Save & Done” button to save the changes.
CANCEL:-
· On clicking Cancel button, the changes will be discarded.
DELETE:-
· To delete, select a supplier to be deleted and click on Delete button.
· Once clicked on Delete button, a message pops up for delete confirmation.

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Unit of Measurement

UNIT OF MEASUREMENT:-

STEPS:-

· Click on “Setup” in the Home page, navigates to the respective page.

· Select UOM under INVENTORY in the Setup.

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· Click on Add button, Fill all the fields.

· Click on “Save & Done” button.

EDIT:-
· To edit, select a row from the table to be edited.
· Click on edit button, displays the contents of the selected row in the edit mode.
· Make required changes under edit mode and click on “Save & Done” button to save the changes.

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· On clicking Cancel button, the changes will be discarded.

DELETE:-
· To delete, select a row to be deleted and click on Delete button.
· Once clicked on Delete button, a message pops up for delete confirmation.
· On clicking OK button, the selected row will be deleted.
CANCEL:-
· On clicking Cancel button, the delete action is discarded.
· On clicking Refresh button, the page gets refreshed.

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TAX STRUCTURE

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Tax Structure

TAX STRUCTURE:-
(Use this window to enter Tax structure.)

STEPS:-
· Go to Setup.
· Click on TAX STRUCTURE.
· Then select Tax Structure.
· Tax Structure page will be displayed.

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· To Add, Click on the add button.

· Specify all charges and Taxes.
· Click on Save & Add or Save & Done button.

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· Tax Structure added successfully.

· To Edit, Select the Tax and click on View button.
· Make necessary changes and click on Save & Done button.
· To Delete, Select the Tax from grid and click on Delete button.
· On clicking Refresh button, the page gets refreshed.

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Tax Slabs

SETUP >> TAX STRUCTURE >> TAX SLABS

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Use this window to enter Tax slabs.

Example :

6%
9%

Click on Save & Add to save record and start entering new record.

Click on Save & Done to save record and close the window.

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ACCOUNTS

ACCOUNT TYPES
LEDGER GROUP TYPE
LEDGER GROUP LIST
LEDGER SUB-GROUP LIST
LEDGER LIST
NARATION

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Account Types

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ACCOUNT TYPE:-
(Use this page to select the ledgers created for various purposes, example - Bank A/c, Cash A/C, Club A/C,
ECS A/c, Bank Card A/C, etc.)

STEPS:-
· Go to Setup.
· Click on Accounts.
· Then select Account Type.

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Ledger Group Type

LEDGER GROUP TYPE:-

Steps:-

SETUP >> ACCOUNTS >> LEDGER GROUP TYPE

(Use this window to create Ledger Group Types).

1)-To add new Ledger Group Type, Click on Add and entry Group Type Code and

Description. Click on Save & Done.

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Ledger Group List

LEDGER GROUP LIST:-

Steps:-

SETUP >> ACCOUNTS >> LEDGER GROUP LIST.

(Use this window to create Ledger Group List, for each item created selected Group Type.)

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Ledger Sub-Group List

LEDGER SUB-GROUP TYPE:-

Steps:-

SETUP >> ACCOUNTS >> LEDGER SUB-GROUP TYPE

(Use this window to create Ledger Sub-Group Types).

1)-To add new entry, Click on Add and enter Sub-Group Type Code, description and Select Group Type.

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Ledger List

LEDGER LIST:-

(Use this window to add Ledger List Items).

Steps:-

SETUP >> ACCOUNTS >> LEDGER LIST

1)-To add Ledger List Click on Add and Enter Ledger name,

2)-ledger type Select ledger group, Sub-Group cost center,

3)-And select Tax % Yes if is Applicable of particular ledger,

(Note: Field Marked with Asterisk (*) are mandatory and While

configuring Tax% make sure input tax output should be correct).

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4)-ledger Item where tax is applicable, Select Taxable Option as Yes and select SGST and CGST percentage.

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Narration

NARRATION:-

(Use this window to add default Narration in the system).

Steps:-

SETUP >> ACCOUNTS >> NARRATION

This narration can be used to save time during transactions. Most common narrations can be added here
and called by entering code mentioned in Narration Code.

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AFFILATED DEBIT CARD CREATION

ISSUE AFFILIATED DEBIT CARD

AFFILIATED DEBIT CARD REFILL
AFFILIATED DEBIT CARD DEBIT USAGE
CARD CHARGES ACCOUNT CATEGORY

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Issue Affiliated Debit Card Creation

Issue Affiliated Debit Card Creation:-

(Use this window to create / Assign cash card for affiliated club members.)
Steps:

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SETUP >> AFFILIATED DEBIT CARD CREATION >> ISSUE AFFILIATED DEBIT CARD

To issue card to new Affiliated Club Members

1)-Click New,

2)-Place fresh smart card on card reader and click on Read Card,

3)-Enter account number, member name, Mobile Number, Unique Smart Card No

4)-Enter Amount and click on Issue.

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Affiliated Debit Card Refill

AFFILIATED DEBIT CARD REFILL:-

SETUP >> AFFILIATED DEBIT CARD CREATION >> AFFILIATED DEBIT CARD REFILL

(Use this window to Refilled cash card already assigned to affiliated club members).

1)-To Refill card

2-Click New,

3)-Place smart card on card reader and click on Read

4)-Card, Member details will be displayed

5)-Enter Amount and click on Refill, Receipt will printed after successful Refill.

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Affiliated Debit Card Debit Usage

AFFILIATED DEBIT CARD DEBIT USAGE:-

SETUP >> AFFILIATED DEBIT CARD CREATION >> AFFILIATED DEBIT CARD DEBIT USAGE

(Use this window to view cash card usage assigned to affiliated club members).

1)-Place the card and click on Read Card,

2)-Once card is read, click on Debit Usage.

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Card Charges Account Category

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CARD CHARGES ACCOUNT CATEGORY:-

Steps:-

SETUP >> AFFILIATED DEBIT CARD CREATION >> CARD CHARGES ACCOUNT CATEGORY.

(Use this window to add default Category Charge Account Category wise charges).

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BULK SMS \ EMAIL

SEND BULK MAIL:-

Steps:-

SETUP >> BULK SMS/ MAIL >> SEND BULK MAIL:-

(Use this window to add sends bulk mail to member with subject and attachment doc).

1)-Click on Send bulk Mail option.

2)-Select All Members either you can send particular members just click on member email id check box.
3)-Enter Subject.
4)-File name Email text & browse attachment from your local file,
5)-Click on send bulk mail.

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Send Bulk E-mail

SEND BULK SMS:-

Steps:-

SETUP >> BULK SMS/ MAIL >> SEND BULK SMS:-

(Use this window to add sends bulk SMS to members).

1)-Click on Send Bulk SMS.

2)-Select all members or select particular member is for send SMS.
3)-Type SMS Text, click on send SMS

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Send Bulk SMS

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MEMBERS MODULE:-

CHARGERS
CHECK MEMBER CARD
DEPENDANT MEMBER FACILITY DETAILS
DEPENDANT MEMBER LIST
MEMBER CATEGORY
MEMBER DESIGNATION
MEMBER DETAILS
MEMBER FACILITY DETAILS
MEMBER LIST
MEMBER SEARCH
MEMBER SMART ACCOUNT
NON MEMBER DETAILS
FLAT MASTER

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Charges

CHARGES:-
Various Member charges can be configured here.

· Cover Charges
· Surcharges
· Service Tax A/C
· Dependent Charges
· Spouse Charges
· Postal Charges

*Select respective ledgers and enter the required values or % in adjacent text fields.

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Check Member Card

CHECK MEMBER CARD:-

Steps:-
Already activated cards assigned to Main Members and Dependents can be checked here, non activated card will
show message Invalid Card.

For informationon activating new or duplicate card for member or dependent here.

Note: Club Debit Cards activated will not show Invalid Card message.

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Dependant Member Facility Details

DEPENDENT MEMBER FACILITY DETAILS:-

Steps:-

(Use this option when multiple charges has to be applied to dependent member).

Any charges applied on this page will reflect in monthly statement and members individual report.

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Dependant Member List

DEPENDENT MEMBER LIST:-

SEPTS:-

· Go to Setup.
· Click on Members.
· Then select Dependent Member List.

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(Use this screen to find and activate new or Duplicate Smart Card for member's dependents).

· To activate the Smart card for the dependent member, select the dependent name and click on
Activate Smart Card.

· To check the Smart card for the member, select the member and click on check Card

(*Note:- Dependent Member status should be active in member details dependent information page ,
before activating smart card for any dependent members).

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Dependant Member Search

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Dependent Member Search:-

· Go to Setup.
· Click on Members.
· Then select Dependent Member Search.

· Enter Member ID and click on Search option

· The Member is displayed in the Pop up.
· Double Click on the entry the details of the member is automatically filled.
· Now to view the details, click on View button.
· To clear the content, click on Clear button.

(*Note: Search can be done with First Name, Account number or Relation and No modifications can be
done from this windows. For any modification refer member detail help document by clicking here.)

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Member Category

MEMBER CATEGORY:-
(This document will give to brief information about Member category and During Initial phase how to Add type
of Member Category, which will be required to assign to each main member).

STEP:-
· Go to Members.
· Then select Member Category.

· To Add, Click on the add button.

· Specify member type and Member Name. If the member is permanent. Check in “Is permanent
Type”
· Click on Save & Add or Save & Done button.
· Member category added successfully.
(*Note-you also can edit and modified or delete existing member category).
(Below images for reference only).

(*Note-you also can edit and modified or delete existing member category).

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· To Edit, Select the entry and click on Edit button. Make necessary changes and
Click on Save & Done button.
· To add Subscription Charges.

. Click on Add button and select the Charge account type category, specify the amounts and click

on Save & Add or Save & done button.

· To Delete, Select the Member Type and click on Delete button.
· To Refresh, Click on refresh button to refresh the page.

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Member Designation

MEMBER DESIGNATION:-
Steps:-

1)- Use this window to add designation for member that will be added in icms.

2)- To add new designation click on Add and enter details and click save.

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Member Details

MEMBER DETAILS:-
ACCOUNT DETAILS,

· Click on Members.
· Then select Member Details.

· There are four tabs. i.e. Account Info, Member Details, Payment Details, Dependent Details
· In Account Info, Fill in all the details * All mandatory filed.
· Select the member category from the combo box
· To upload the photo or signature, click on Browse button.
· Browse and upload the Photo or Signature.

(*Note-To change membership status, profile password needs to be updated).

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MEMBER DETAILS,

· To enter Member details, click on member Details Tab.

· Fill in all the details,
· Personal details, Notification Details, Liquor Permit Details can be updated here .
· If Credit check provision is provided, check in the Credit check required check box and enter the
credit limit.

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PAYMENT DETAILS,
Details regarding Members enrollment can be updated here.

· To enter the payment Details, click on Payment details tab

· Fill in all the specified fields.

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DEPENDANT DETAILS,
Information of dependent members can be entered here.

· To enter members Dependent Details, click on Dependent Details Tab.

· Click on Add button, the pop opens.
· Fill in all the details and click on Save & Add or Save & Done button.
· Upload dependent image,

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Member Facility Details

MEMBER FACILITY DETAILS:-

STEPS:-

· Go to Setup.
· Click on Members.
· Then select Member Facility Details.

· Enter member ID
· The facility details are displayed.
· Check in the facility and click on save button.

(*Note:-Use this option when multiple charges has to be applied to Main member. Any charges applied on
this page will reflect in monthly statement and members individual report).

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· The facilities selected are displayed as Subscription details in the Member Details Dependent tab
page.

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Member List

MEMBER LIST:-
STEPS:-
· Go to Setup.
· Click on Members.
· Then select Member List

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· To view the details, select the member from the grid and click on View Button.
· To activate the Smart card for the member, select the member and click on Activate Smart Card
· To check the Smart card for the member, select the member and click on check Card.
(*Note:- Members should be active before activating smart card. and if Debit Cards / Cash cards which are
activated for rooms module or affiliated club guest members, will display message "Invalid Card").

· To activate the Duplicate card for the member, select the member and click on Duplicate Card
· If the Duplicate card is returned, click on Duplicate card Return and fill in the details.

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Member Search

MEMBER SEARCH:-
· Go to Setup.
· Click on Members.
· Then select Member Search.

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This window will enable you to search member information either by first name last name, mobile number, and
mobile number.

User can only view the details of members and no modifications can be done from this window.

· Enter Member ID and click on Search option

· The Member is displayed in the Pop up.
· Double Click on the entry the details of the member is automatically filled.

· Now to view the details, click on View button.

· To clear the content, click on Clear button.

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Member Smart Account

MEMBER SMART ACCOUNT:-

SEPTS:-

· Go to Setup.
· Click on Members.
· Then select Member smart Account.

Smart Cards assigned to members and dependent can be used as Debit cards and can be recharged from
this window.

For recharging the card follow below steps:

· Click on "New" to proceed.

· Click on "Read card" to display information of the member for whom the card has been activated.

· For first use, enter the amount and other details and click on "Fill", the amount will be loaded in the
card.

· For cards which are already filled, only "Re Fill" option will be available.

· Use Reprint option to print the fill/refill receipts.

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Non Member Details

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NON MEMBER DETAILS:-

SEPTS:-

· Go to Setup.
· Click on Members.
· Then select Non member details..

Use this window to create Non members profile like temporary members.

To add new non member click on "Add" button.

Entered required information.

Please select required Accounting Ledger that will be debited or credited.

Click on Save & done to complete the task or click on Save and Add to add new record to the system.

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Flat Master

FLAT MASTER:-
SEPTS:-

· Go to Setup.
· Click on Members.

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· Then select flat Master.

*Residential Flats based Clubs can enter details Flats under member details .To configure masters click on
Add and enter details of the Flat and click on Save & Done to save and close the window., or Click on Save
& Add to add multiple records at a time.

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INVENTORY MODULE

BAR CODE GENERATION

GOODS RECEIVED NOTES
INDENT ISSUE DETAILS
ITEM CONSUMPTION
ITEM INDENT
PURCHASE ORDER
PURCHASE REQUISTION
SERVICE ORDER
STOCK ADJUSTMENT DETAILS
STOCK TRANSFER
GOODS RETURN NOTE
SALES RETURN NOTE
SALES RETURN REFUND

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Bar code Generation

UNDER CONSTRUCTION:-
Steps:-

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Goods Received Notes

GOODS RECEIVED NOTE:-

Steps:-
SETUP >> INVENTORY >> GOODS RECEIVED NOTES.

(Goods Received Note is the record of goods received by the store manager/Users. After receiving
the goods, inventory ledger is updated mentioning the GRN number along with the date.
This document is used to confirm whether all goods mentioned in the purchase order (PO) have been
received.
1)-Open Goods Received Note screen.
2)-Select Store / Godown , and then select Purchase order (Note-Purchase order should be
approved against for same store , then only PO number and supplier name will display other it won’t
come )
3)-Enter Bill number bill date Goods received note date, and others information
4)-Click on save button.
(Note: Fields mark with asterisk (*) are mandatory).

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Indent Issue Details

INDENT ISSUE DETAILS:-

(Use this window to issue indent that is raised by Users).

Steps:-

INVENTORY >> INDENT ISSUE DETAILS

1)-Click on Select Indent to Select particular Indent from Pending indent

2)-Double click on issue quantity filed , then enter issue qty. issue

remarks .

3)-Click on post button to issue selected Indent.

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Issue Details

ISSUE DETAILS:-

(Use this window to direct Item issue. From store to outlet without item indent (Manual indent))

INVENTORY >> ISSUE DETAILS

1) - Open issue Details page enter manually indent number.

2)-Select issue from Store name too issue to,
3) - Select All issue item with help of search (?) shortcut,
4) - Save issue details..
5)-Also can use modified exiting issue details from modified button or can cancel issue details

(*Note: Fields mark with asterisk (*) are mandatory).

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Item Consumption

ITEM CONSUMPTION:-

(Use this window to add consumption item ).

Steps:-

INVENTORY >> ITEM CONSUMPTION

(Goods or material consumed in the manufacture if item, or which loose their individual identity when
attached to or incorporated into another item).

1)-Enter Consumption reference number and date.

2)-Select Department then Add consumption item and qty.

3) - Post item Consumption,

(*Note-In setup master item group and Item should be configure is stock check required and in department
item should be available then while adding consumption item name will load otherwise no item name found )
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Item Indent

ITEM INDENT:-

(Use this to order required items from specify club store)

Steps:-

INVENTORY >> ITEM INDENT

1)-Fill Department / Outlet details and Store name in item indent

2)-form. Click on add to add required item.

3)-Click on post to save Item Indent.

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Purchase Order

PURCHASE ORDER:

(Use this window to make purchase order)

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Steps:-
(A purchase order (PO) is a commercial document and first official offer issued by a
buyer to a seller indicating types, quantities, and agreed prices for products or services. It
is used to control the purchasing of products and services from external suppliers).

Fill all details in Purchase order form,

1)-Select Vendor name, Store name.

2)-Fill others terms of condition if required.

3)-Select item by code or find list of purchase

item by help of Search option (?)

4)-Enter item quantity .click on save button.

5)-After Save PO , for approval select

approved and enter remarks and again click

on save button .

After filling all required details. Click on

modify to view saved purchase entry.

(Note-Approval level should be configure in

setup master then it will allow to approved )

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Purchase Requisition

PURCHASE REQUISITION:-

Steps:-

(Use this window to raised Purchase requisition).

INVENTORY >>PURCHASE REQUISITION

Purchase requisition is a Internal request sent to purchased Department.

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1)-Select all required details in requisition form.

2)-Click on add to add required Item.

3)-Save requisition,

(*Note-Requisition approval level should be

configuring in setup master)

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Service Order

SERVICE ORDER:-

Steps:-

(Use this window to raised Service order).

INVENTORY >>SERVICE ORDER.

1)-Select vendor name or service provider name.

2)-Enter remarks or term of condition for services order,
3)-Select ledger (Ex , repaired of maintenance ) .
4)-Enter Amount, (Note- If tax is applicable on order, then on particular ledger it should mapped)
5)-Save SO details, then approved, (Approval level is configurable in setup master its permission base)

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Stock Adjustment Details

STOCK ADJUTSMENT DETAILS

Steps:-

(Use this window for stock adjustment details ).

INVENTORY >>STOCK ADJUSTMENT.

1)-Enter adjustment reference number. Select Date

2)-Select Store name where you want to adjust stock then select item name and qty.
3)-post the stock adjustment details

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Stock Transfer

STOCK TRANSFER:-

Steps:-

(Use this window for stock transfer to one store to another store or one department to another dept.).

INVENTORY >>STOCK TRANSFER.

1)-Enter stock transfer reference number. Select Date

2)-Select from Store to where you want to transfer stock to store , then select item name and qty.
3)-post the stock transfer,

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Goods Return Note

GOODS RETUN NOTE:-

Steps:-

(Use this window to passed goods return note, against pos sales bill,).

INVENTORY >>GOODS RETURN NOTE.

1)-Enter GRN number, then automatically all purchase item load in item list grid , Select particular item
against which item want to return enter return qty.
2)- Enter reason or remarks of returning item,
3)-Click on save button

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Sales Return Note

SALES RETUN NOTE:-

Steps:-

(Use this window to passed sales return note, against pos sales bill,).

INVENTORY >>SALES RETURN NOTE.

1)-Enter BILL number, then automatically all sales item load in item list grid , click on check box , for
particular item against which item want to refund money to the members.,
2) - Enter reason or remarks of returning item,
3)-Click on save button

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Sales Return Refund

SALES RETUN REFUND:-

Steps:-

(Use this window to refund amount against sales return).

INVENTORY >>SALES RETURN REFUND.

1)-Select sales return entry, then automatically sales return load on page ,
2)-Select mode of payment.
3)-Click on post button,
4)-If want to check old sales refund then find refund details give from date too to date click on find button.

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FINANCE MODULE.

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ACCOUNTS.

CHEQUE PRINT

MONTHLY NOTICE

ECS RECEIPTS
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Cheque Print

CHEQUE PRINT:-

(This document will give to brief information about how to print set cheque print for
vendors/suppliers/members/etc),

STEPS:-

FINANCE >> CHEQUE PRINT

Use this window to print the cheque for vendors/suppliers/members/etc

· Select the bank from which cheque needs to be printed.

· Enter Favoring Name
· Select Cheque number from the drop down list.
· Select the date that needs to be printed on the cheque.
· Enter Amount in cheque amount column.
· Select is A/c Payee if required.

(Below images for reference only).

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Monthly Notice

MONTHLY NOTICE:-

(This document will give to brief information about how to add and generate monthly notice for Members.),

STEPS:-

FINANCE >> MONTHLY NOTICE

Use this window to add/generate monthly notice for Members.

to generate monthly notice click on Add.

Select Month and Year

Select Notice Date and click on Save & Done

(Below images for reference only).

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ECS Recepts

ECS RECIPTS:-

(This document will give to brief information about how Use this window to generate ECS Receipts),

STEPS:-

FINANCE >> ACCOUNTS >> ECS RECEIPTS

Use this window to generate ECS Receipts.

Select Month and Year to generate the list of members for ECS Receipts.

Click on Post, after click in post, click on Generate Report.

(below images for reference only).

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ACCOUNTING VOUCHERS

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Bank Reconciliation

BANK RECONCILIATION:-

(This document will give to brief information about how to Reconciliation online , cheque , and card receipts
entry, after received payment in bank as per bank statement ).

STEPS:-

FINANCE >> ACCOUNTING VOUCHERS >> BANK RECONCILLATION

Use this window to Reconcile Cheque, Post Reversal Entry, Charge Back Charges to members.

POST RECONCILE

Enter Cheque Number, select Bank Account and receipt No, Select Realisation Status.

Select From Date and To Date and Click on Search

Once details are displayed in grid, select the entry and click on Post Reconcile

POST REVERSAL ENTRY

In case of cheque reversal happens for any reason then reversal Entry needs to be done.

Enter Cheque Number, select Bank Account and receipt No, Select Realisation Status.

Select From Date and To Date and Click on Search

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Once details are displayed in grid, Select Reversal Entry Checkbox and click on Post Reversal Entry

(Below images for reference only).

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Bill Settlement

BILL SETTLEMENT:-

(This document will give to brief information about how to settle bill POS wise if direct auto-settled option not
applied in store master ).

STEP:-

FINANCE >> ACCOUNTING VOUCHERS >> BILL SETTLEMENT

Use this windows to settle POS - Outlet based bills pending for settlement.

To settle pending POS bills, select POS from the drop down Menu, select Bill Date- From Date and To
Date and click on search.

List of unsettled bills from Billing Manager will be listed here.

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Select the bill from the list that needs to be settled, and click on Settle Bill.

(Below images for reference only).

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Bill Transfer

BILL TRANSFER:-

(This document will give to brief information about how TRANSFER bill from one mode of another mode of
payment ).

STEP:-

FINANCE >> ACCOUNTING VOUCHERS >> BILL TRANSFER

Use this window to change the Pay mode of the bills settled in Billing Manager.

For example

IF any bill is settled in Membership account then such bills pay mode can be changed from Membership
Account to Cash/Bank Credit/Debit Card

To change Bill pay mode.

Enter complete Bill no, and click on Search.

Select the new Pay-mode that needs to be applied and click on Transfer Bill.

(below images for reference only).

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Contra Entry

CONTRA ENTRY:-

(This document will give to brief information about how Deposit and withdraw amount in bank ).

STEPS:-

FINANCE >> ACCOUNTING VOUCHERS >> CONTRA ENTRY

This is typical contra entry similar to most of the accounting packages

To perform contra entry select Debit Account Bank and Credit account Bank, enter amount and Narration
and click on save button to perform Contra Entry

(Below images for reference only).

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Debit / Credit Note (Multi Ledger)

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DEBIT/CREDIT NOTE (MULTI LEDGER):-

(This document will give to brief information about how Debit/Credit multi ledger on in one entry ).

STEP 1

1)-Select type of Debit/credit >> Regular >>Party >>or Ledger , And select Debit or Credit and enter
Member ID.

2)-Select Debit/Credit Ledger name throw the ?

3)-Enter Debit/ Credit Amount .and click on done button ,

4)-Give narration details of transaction and press on F5 or click on save button .

5)-Print automatically will come on default printers,

6)-If you want to check Debit/Credit entry or modified click on modified option check list and select for
modification cancellation same transaction,

(below images for reference only).

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Debit / Credit for Member to Member

DEBIT/CREDIT FOR MEMBERTO MEMBER:-

(This document will give to brief information about how debit one member to another member ).

Step -1.

1)- Select Debit / Credit member to member option ,

2)-Select Debit from <Membership ID> Credit to <Membership ID>.
3)-Enter Debit/ Credit Amount . and narration.
4)-Click on save button. take print page,

(Below images for reference only).

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Journal Voucher

JOURNAL VOUCHER:-

(This document will give to brief information about how to pass JV ).

STEP:-

1)-Select type of transaction Debit/ Credit ledger, Sub Group type , and cost center " if required" ,
otherwise find ledger name and code by help of (?) search option .
2)-Enter Debit / Credit Amount.
3)-Give Narration , and click on save Button.

Note- All * Mandatory Filed.

(Below images for reference only).

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Monthly Invoice Generation

MONTHLY INVOICE GENERATION:-

(This document will give to brief information about how to generate member monthly bill ).

Step-

1)-Select Charge Type, Monthly bill , delayed charges , Subscription ,

2)-Select due Date (Note- Whatever due date given while generating monthly bill name due date will come
on monthly statement page).
3)-Select Month and year of BIll , Date of bill Generation .
4)-Before Click on Generate & Post , you can set Monthly Note ,
5)-Once you click on Generate & Post , it will take some time , after completing the process you get

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conformation sms "Monthly bill Generated successfully"

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Member Ledger Receipts

MEMBER LEDGER RECIPTS:-

(This document will give to brief information about how to raise direct ledger receipts from member ).

STEP:-

1)-Enter Membership Number , and Select Mode of Payment .

2)-Select Ledger Code with Help of search option ( ? ).
3)-Enter Amount , and give Narration code or type narration ,
4)-Click on save Button .after that check processing details membership number and amount if its correct ,
click on OK .
5)-Receipts will save successfully , and ask for print , if you required print then give print command .
6)-After receipt you can check receipts details on list option,

(below images for reference only).

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Purchase Invoiice

PURCHASE INVOICE "WITH PO":-

(This document will give to brief information about how to do raise different-different type of purchase
invoice and service bill ).

STEP:-

a)-Select type of purchase invoice , "WITH PO",

b)-WITH PO>> Select supplier name then select PO number,
C)-Select PO number, and then select check-box entry form stock summary page ,
d)-Give narration and click on F5 button or save button .

(Below images for reference only)

PURCHASE INVOICE "WITHOUT PO":-

Step:-

a)-Select type of invoice “WITHOUT PO" option ,

b)-Search supplier name, once you select supplier name and enter name, automatically GRN
grid come for selection select particular GRN number which you want to raise purchase invoice ,
(You can select multi GRN at time by check box).
c)-Give narration code and click on save button ,

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PURCHASE INVOICE "SERVICE",

Step:-

a)-Select type of Debit ,Enter ledger code or find ledger name and code with of of (?) in Acc code
filed , then type description of invoice . and enter service bill number and bill date and bill amount
click on done button,
b)-Select type of credit ,Enter supplier ledger code or find supplier name and code with of of (?)
in Acc code filed , then type description of invoice . and enter amount click on done button ,
(Note-* Debit /Credit amount Should be match).
c)-If on service bill TDS is deducted , then select supplier details row and select D/C as
TDS(Credit). and search Acc code by (?) option , Whatever TDS% mapped against supplier
automatically come on grid , then select particular TDS %, , after that Automatically TDS
Amount calculate and come tds value in amount, click on done button TDS amount come on
credit side,
d)-Check Debit/Credit amount , both value should match ,(Note-In case if debit credit side not
match then please select round off ledger as per difference value and match total amount ).
e)-Give narration and press f5 or click on save button ,

PURCHASE INVOICE "SERVICE WITH PO".

Step:-

a)-Select supplier name , and service PO number ,debit/credit amount ,

b)-Give narration and click on save button.

Printout of all Purchase Invoice:-

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Payment Voucher

PAYMENT VOUCHER:-

(This document will give to brief information about how to do payment to vendor or any other parties or
member payment ).

STEP:-

1)-Select type of payment <GRN>,<Purchase Invoice>,<Advance>,<others> payment.

2)-Select mode of payment Card , Cheque, Online, Cash,(Note- If your mode of payment is
Cheque, online, or card then please select your bank account which bank you want to give
payment).
3)- Select type of Debit , Sub group , cost center and enter party ledger code or find ledger name
or code with help of search (?) option , (Note- If you want give payment to member then please
enter membership number before Debit/Credit type).

(Below images for reference only)

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4)-Once you select supplier name , automatically all invoice details page will come for find
invoice details , by date ,
5)-Click on below of settle amount row and enter total settlement amount ,
6)-After entering settle amount click on select option .

7)-Invoice details will display on payment voucher page, Give cheque number , online card
reference number if your mode of payment is cheque or card.
8)-Click on save button , or press F5.
9)-After save payment voucher and print , its will ask for cheque print if you required you can take
cheque print .

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Receipts

RECEIPTS:-

(This document will give to brief information about RECEIPTS (multi) how to credit amount in membership
account).

Step-1)

a)-Select Account type as its Member (Note- For ledger type receipts payment you can
change account type ledger and raise payment receipts by name of recipients ).
b)-Enter Membership number , and mode of payment , Cash , Cheque ,Card, online ,
Petty cash,
c)-If mode of payment is Cheque , Card, Online , then select club account number in
which Bank your want receive payment.
d)-Enter Amount .and click on done .
e)-Select Narration code or type narration as per your special remarks,
f)-Enter receive cheque number or card , bank name and branch if mode of payment is
Cheque ,Card, online,
g)-Click on Save button or press F5,

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h)-For list of receipts or re-print click on list or press of F2. Button.

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Receipts (Multi)

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RECEIPTS (Multi):-

(This document will give to brief information about RECEIPTS (multi) how to credit amount in multi
membership account throw one receipts number,)

STEP:-1

a)-Select Mode of payment.

c)-Enter Total receive amount by Cheque , card , cash , online ,
d)-Enter first Membership number and credit amount click on done button .then select
other membership account and credit amount ,and click on done button (Note- All
membership credit amount should be match of total receive amount )
e)-Select Narration code or type narration as per your special remarks,
f)-Enter member cheque number or card , bank name and branch if mode of payment is
Cheque ,Card, online,
g)-Click on Save button or press F5,
h)-For list of receipts or re-print click on list or press of F2. button.

(Below images for reference only)

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Member Subscription

MEMBERS SUBSCRIPTION:-
(This document will give to brief information about the Sports Subscription Module and step with related reports).

NOTE : Before applying subscription to members respective Menu Item has to be added in the
system, to add item under members subscription refer ITEM MASTER help document.
(Below images for reference only)

STEP 01
1)-To charge subscription to members Login to ICMS portal and navigate to Finance.

2)-ACCOUNTING VOUCHERS > Member Subscription

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STEP 02

Select BILL TYPE option,

RECEIPT : Select this option to receive payment via CASH / CHEQUE / BANK CARD / ONLINE

BILL : Select this option to settle bill in membership account, which will be displayed in member
individual report and Members Monthly Statement.

STEP 03

Select Department for which subscription needs to be applied.

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STEP 04

Select main subscription type/ledger.

STEP 05

Select Subscription Item for which member wants to opt.

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STEP 06:-

Once subscription is selected, than select for whom the subscription shall be applied.

For Non Members: Select ACCOUNT TYPE as "Non-Member" and Enter Guest /Non Member's Name.

Subscription for Members or Dependent Members:

Select Account Type : Member and enter membership number, as soon as membership no is entered
Member Name will be displayed.

Click on "Done" button to load selected subscription in Grid Box. New subscription for any other
department can also be added to the subscription grid.

Flexibility of punching Multiple subscription for one member/dependent at a time is available.

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To punch subscription for any specific dependent, select the dependent member from the drop down
list and click on Done Button

STEPS 7:-

DISCOUNT AND DURATION

If duration is pre configured in Item Master then select From Date before selecting duration, TO DATE will be
automatically updated based on selection of duration.

Amount, Net amount and tax amount will update automatically if duration is increased or decreased.

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Discount options are pre-configured and discount value are loaded as per configuration done for specific
subscription menu item.

To apply Subscription for Multiple dependents with main members, select Family Package option
and select dependents willing to opt for the selected subscription.

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Click on DONE button to load data in grid.

To save the transaction select the payment method and enter details of the payment mode and
Click on SAVE Button

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Member / Waiting Member Tax Invoice

MEMBER / WAITING MEMBER TAX INVOICE:-

(This document will give to brief information about How to raise invoice for Waiting membership).

STEP:-1

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Member/ Waiting Member Tax Invoice Receipts

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Non Member Tax Invoice

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Non Member Tax Invoice Receipts

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Transaction Entry AR

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Utility Bill

UTILITY BILL:-

(This document will give to brief information about how to raise utility bill against member and ledger account ).

STEPS:-

· Go to finance module.
· Select Accounting Vouchers and select Utility Bill.

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1)-Enter POS code As per Department (Ex. if your department is Account then enter POS code of
Account).
2)-Enter Membership number, (Note- Please note while doing utility bill member will debit and ledger should
be credit).
3)-Select facility code or ledger name with help of search (?) option .and select cost center and number of
quantity.
4)-Enter transaction Amount, and click on done option,
5)-Enter narration or describe transaction details and click on save button.

(Below images for reference only).

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6)-To modify, select the entry from the grid and click on save button.
7)-To delete the entry, select an entry from the grid and click on Delete button.
8)-To clear the entry, click on Clear button.

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ACCOUNTING BOOK.
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BANK BOOK REPORT.

BANK BOOK REPORT:-

Steps:-

(A bank book report is a financial journal that contains all Card/Cheque/Online receipts and
disbursements, including bank deposits and withdrawals. Entries in the bank book are then posted into the
general ledger)

FINANCE>>ACCOUNTING BOOK>>BANK BOOK.

1)-Click on bank book report. Select date from date and to date.
2)-Once all bank list will come with current debit/credit and Closing balance.
3)-Click on particular bank name, on second drill down you gets all transaction of related bank
4)-if you want daily backup, then right side we are providing option of days wise breakup just click on daily
breakup.

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CASH BOOK.

CASH BOOK REPORT:-

Steps:-

(A cash book report is a financial journal that contains all cash receipts and disbursements, including cash
deposits and withdrawals. Entries in the cash book are then posted into the general ledger)

FINANCE>>ACCOUNTING BOOK>>CASH BOOK.

1)-Click on cash book report. Select date from date and to date.
2)-Once cash list will come with current debit/credit and Closing balance.
3)-Click on particular cash option, on second drill down you gets all transaction of related cash
4)-if you want daily backup, then right side we are providing option of days wise breakup just click on daily
breakup.

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CHART OF ACCOUNT REPORT.

CHART OF ACCOUNT REPORT:-

Steps:-

(A chart of accounts (COA) is list of all the financial accounts ledger, where
you can check Main group, group, sub-group Account code Account name who
is mapped for financial entries ),

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1)-Click on chart of account report.

2)-Generate Report.

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CREDIT NOTE REGISTER.

CREDIT NOTE REGISTER:-

Steps:-

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(Credit Note Register report where we can check all credit transaction passed by user against members or
ledger,)

1)- Click on credit note register report , Select from date too to date .
2)-Click on second drill –down.
3)-On right side of credit note register report have extract option , if required you can click on extract and
check report.

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DEBIT NOTE REGISTER.

DEBIT NOTE REGISTER:-

Steps:-

(Debit Note Register report where we can check all debit transaction passed by user against members or
ledger,)

1)- Click on debit note register report , Select from date too to date .
2)-Click on second drill –down.
3)-On right side of debit note register report have extract option if required extract report you can click and
extract option and check report.

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DAY BOOK REPORT.

DAY BOOK REPORT:-

Steps:-

(In DAY BOOK REPORT where we can check all type of day transaction including sales, receipt, payment,
debit/credit or any others type of transaction)

1)-Click on Day Book report, Select date and generate report.

2)-For details click on second drill-down and view details of vouchers number.

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GENERAL LEDGER REPORT.

GENERAL LEDGER REPORT:-

Steps:-

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(A General ledger report is where we can check all transaction against of particular ledger with Opening and
closing balance)

1)-Click on general ledger report, Select from date too to date.

2)-Type name of ledger and select particular ledger and just generate report
3)-Click on particular and check details on second drill down.

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JOURNAL REGISTER.

JOURNALS REGISTER REPORT:-

Steps:-

(A journal register report is where we can check all journal voucher entry transaction against of vendor ledger
and account ledger)

1)-Click on journal register, Select from date too to date.

2)- Generate report , click on second drill-down, get details of transaction.
3)-For extract report on right side have option just click on extract option get extract details report.

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PURCHASE REGISTER.

PURCHASE REGISTER REPORT:-

Steps:-

(Purchase register report is where we can check all purchase invoice entry against of purchase order, or
goods received note).

1)-Click on purchase register, Select date,

2)-Generate report, click on second drill-down,

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SALES REGISTER.

SALE REGISTERS REPORT:-

Steps:-

(Sales register report is where we can check all department wise sales vouchers with member’s details and
type of sales).

1)-Click on sale register, Select sales type,

2)-Generate report, click on second drill-down,
3)-And also can Check with with extract report.

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FINANCEAL STATMENT OF ACCOUNTING.

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BANK RECONCILIATION STATMENT.

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BALANCE SHEET.

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BALANCE SHEET SHEDULE.

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INCOME AND EXPENDITURE ACCOUNT.

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INCOME AND EXPENDITURE ACCOUNT SHEDULE.

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RECEIPTS AND PAYMENT ACCOUNT.

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TRAIL BALANCE.

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BANQUETS MODULE.

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Party Hall Booking

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PARTY HALL BOOKING:-

Book:-

STEPS:-

· Go to Banquets Module.
· Select Party Hall Booking.

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· Enter start date, End date, Year and select the month from the combo box.
· Click on Search. The grid gets displayed according to the start and end date defined for the
particular month and year.

· Click on the cell for a particular date against the Party Hall required for booking.
· Click on Book button,

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. The Party Hall Booking pop up opens. Select the type of Book ing as Tentative waiting or Confirm.

· Enter the Member ID, the member details gets displayed automatically.
· Enter party for, type guest details if party booked for guest ,party type , party planner , caterer name
.* function date and then Select the slot Name. On selecting the slot name the Party Hall charge
details gets displayed automatically.
· Now click on Done button. The entry is displayed in the grid.
· In order to remove the party hall details added. Select the entry and click on Remove button.
· If the type of Booking is Tentative, then click on Save button.
· If the type of Booking is Confirm, then the Confirmation details are displayed. So, fill in the all the
details.
· Click on Save button.

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· To view the slot details, click on the cell the details of the selected party hall is displayed on the
right hand side.

View:-

· To view the Booking status and details. Click on View button.

· The Status of all the Party Hall is displayed.

· The status in the view mode is displayed as “Tentative”, if the booking done is tentative.

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· The status in the view mode is displayed as “Confirmed”, if the booking done is confirmed.
· The status in the view mode is displayed as “Settled”, if the party Hall amount is settled.
· The status in the view mode is displayed as “Due”, if the party Hall amount is Partially Settled.

· To search the Party hall details specifically.

· Enter the Member ID, specify date and click on Search.

· For Cancellation the Party Hall, Select booking details and click on check box food amount refund
, sec. amount refund , give cancellation narration click on save button,

· For Settlement party hall , double click on booking details,

· The details are displayed. select on Other charge if others facility use by members.

· And search facility code with help of (?) search option .

· Food and Bar billing done gets reflected in the Total food Amount and Total Bar Amount.

· If there are any extra guests, enter the Extra guest count in the text box.

· The total amount and settlement amount is calculated automatically.

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(*Note- For facility code in setup master account in ledger list , ledger type should be party account ).

· After applied other charges , check settlement details .

· Select Payment details and mode of payment , fill all requirement details if mode of payment is
cheque , card ,online or cash.

· Click on save button , and take receipts print ,

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· For banquets bill go to view page and select booing number and click on bill option

Banquets Menu :-

(*Note- For party menu we are providing tow option either from banquets view page you can define menu set
and menu rate as per below screen short , otherwise we can create one Banquets outlets and from billing
manager against the booking number can applied food and liquor charges).

Step:-

1)-Select booking number from view page and click on set Menu option.
2)-Select Menu name ,(*Note- Before selecting Menu Name , make sure banquets menu set should be define in
banquet setup master *PLEASE REFER STEPS SETUP BANQUETS MANEU SET).

3)-Select Menu set name , If any discount want to applied on existing rate, click on discount ? new rate and
give discount reasons ,
4)-Select main item Group (All Item automatically display in item gird ) ,or can search one by one item

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name as per selected menu by member or member guest ,

5)-Select check box and click on add button , modifier can put by double click on modifier filed by users ,
6)-After selection menu set click on save button ,
7)-Go to view page double click particular booking number .there total food amount will come as per
number of pax count ,or generate provisional bill there also item name with menu rate group will displayed ,

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Party Hall Debit / Credit Note

PARTY HALL DEBIT/CREDIT NOTE:-

STEP:-
· Go to Banquets,
· Select Party Hall Debit/Credit Note.

· The Canceled party hall booking are displayed in the grid.

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· Select the entry which has to debit or credit.

· Select the mode of payment and fill the details accordingly.
· Click on Save button.debit number generated,
· On clicking Refresh button the page gets refreshed.

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Party Receipts

PARTY HALL RECEIPTS:-

STEP:-

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1)- Go to Banquets module

select party receipts.
2)- Enter booking number or find
booking throw membership
number ,
3)- Select advance type "party
hall advanced ","party food
advance","party security
deposit”, “party others advance" ,
and if payment given by guest
then select guest name, choose
single receipts or disconsolate .
4)- Enter advance amount , and
mode of payment ,
5)- If mode of payment online ,
cheque , card , then fill all
requirement details Ex. Cheque
number , Bank Name, Branch
Name , etc.
6)- Enter narration and click on
post button,

View:-
1)-For exciting receipts click on
view option.
2)-Select from date and to date
Find party receipts or enter bill

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Voucher/invoice number.
3)-View receipts or take re-print .
or can canceled transaction.

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CHEMBER

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ROOM RESERVATION

ROOM RESEVATION:-

STEPS:-
1)- Click on Chamber Module.
2)- The following page will be shown.

As seen in the above image, the room numbers are shown on the left hand side and the days in a
month are shown on the right hand side.

a)-The partially booked rooms will showup in yellowcolor.

b)-Rooms occupied will beshown in red.

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c)-The rooms ready to be occupied willbe shown in green.

3)- To book room, select a particular cell in the layout and click on the book button,
4)- The following screen will show up. This is the booking screen.

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4)- Select booking status and booking source and arrival date, booking date, departure date. roomtype
,number of rooms,

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5)- The room can be booked for a member, affiliated member, and for member guest ,
6)- To select a member, type the member ID or the name in the text box given. A bunch of entries will
show up.( but If room book for any Affiliation club member click on Affiliation checkbox , and
select affiliated club name and enter affiliated club member , membership number ).
7)- If room book for member , guest then enter all guest details as per available filed . and bill settled
by whom member or guest if bill will pay by guest then select guest and enter guest name.
8)- click on save button .
9)- A message ‘Booking done successfully along with the booking number will be shown
10)-After message ‘Booking done successfully', one more massage will display for advance payment . you can
click on yes or cancel popup if advance payment not submit by guest .

Room Waiting/tentative:-

1)-To block room, double click on a particular cell, select the status waiting/tentative from the drop down
menu and click on save. The respective room can be booked earlier.

Check In Room:-

1)- Checkin will be done when the guest arrives.

2)- Select a particular booking number and click on View.
3)- The page will show the details of booking. select and Click on the CHECK IN button.

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4)-Fill Room type checkin – *Booked Room Type , Room number guest name number of persons,and if guest
taking extra bed, date and number of extra bed, click on save button.

Number of persons : Enter the number of persons that are checking in to the room
▪ Extra bed : If extra bed is needed, enter the number of extra beds needed and the number of days they are
needed for

. 5)-Click on the CHECK IN button. A message ‘ Check-in done successfully will be down

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6)-Once the CHECK IN is done, the status will show OCCUPIED and in view page OCCUPIED room
number and details will displayed.

Check Out Room:-

1)-Checkout will be done when the guest is leaving

2)-Select a particular booking number and click on view.
3)-The page will show the details of booking select booking details . Click on the CHECK OUT button as
shown in the image below. A message ‘Please confirm that member is checking out ,

4)-A pop up will open asking the user to select the CHECK OUT room number , and Click on view details ,
(*Note- Before checkout room please check rent tariff and if guest want to company name and GST number then
fill details details )
5)-If member/guest want to see provisional bill click on provisional bill print and bill verify details ,
6)- Before checkout room, if any others charge want to applie like key loss, damaged charge then select room
type charge , room number and amount, otherwise skip the details and click on save button.
7)-After save checkout details .automatically room bill generate , take print page and give to guest or members,
and Room bill can be obtained after CHECK OUT,
8)-To obtain the room bill print, click on ROOMBILL PRINT button.
9)-A copy of the room bill can be received at the printer.

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 ICMS USER MANUAL

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ROOM BLOCKING

ROOM BLOCKING:-
STEPS:-
1)- Click on Chamber Module.
2)- Select room ROOM blocking option.

3)- To block room, click add select from date and to date , type of room , status as blocked, and then
select unblocked filed click on add and save. The respective room will be booked.

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ROOM CANCELATION

ROOM CANCELATION:-
STEPS:-
1)- Click on Chamber Module.
2)- Select room cancellation option.

(Note-A room booking can be canceled only before CHECK IN).

1)- Select a booking entry from the booking layout and click on canceled room button, or find booking details
search by from arrival and to departure date or by booking number, and membership number,

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2)-The following screen will showup. Click on the CANCEL ROOM as shown.
3)-Select the number of cancel room and cancellation policy, after that as per policy total
cancellation amount will calculate grand total then provide a reason and then click on the
cancel button. The booking will be canceled.

(*Note- Before cancel room please check Cancellation policy it's should be configured in room
setup master , )

4)-After cancellation room, on view canceled room button you can check current date all canceled room
and also can generate cancellation print,

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ROOM REFUND

ROOM REFUND:-
STEPS:-
1)- Click on Chamber Module.
2)- Select room refund option.

3)-Enter the booking number and press TAB.

4)-Select the refund date , mode of payment , check total refund amount click on post button.

5)-To viewthe entry, click on the VIEW button as shown,

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6)-To view/ modify an entry, select a particular row from the grid and click on the SELECT

button. 9)-Make the necessary changes and then save.

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DEBIT CREDIT NOTE

DEBIT CREDIT NOTE:-

STEPS:-
1)- Click on Chamber Module.
2)- Select DEBIT / CREDIT NOTE

3)-Enter the booking number and press TAB.

4)-Select the type of transaction DEBIT or CREDIT. Select the charge account category. Enter
the amount and click on save.

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5)-The debit/ credit note will be saved and a number will be generated of the format 2020CDN0000001

6)-To view the entry, click on the VIEW button as shown,

7)-A list of all entries will show up.

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8)-To view/ modify an entry, select a particular row from the grid and click on the SELECT
button. 9)-Make the necessary changes and then save

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ROOM RESERVATION RECEIPTS

ROOM RESERVATION RECEIPTS:-

STEPS:-
1)- Click on Chamber Module.
2)- Select room reservation receipts.

3)-On the RECEIPTS page, enter a booking number as shown in the image below and press TAB.

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4)-The details of the booking will be shown along with the total amount.
5)-Enter the amount or check total paid amount put narration and click on the POST button .

6)-The receipt will be saved and an auto generated number will be shown that has the format REC00000001.
7)-Take receipts print ,

VIEW RECEIPTS:-
1) Click on the VIEWbutton.

2)-The following page will be

shown.

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3)-Select a receipt entry from he

grid and click on the SELECT
button any wrong receipts
account team can canceled
room receipts from here,

4)-That particular receipt

entry will showup.
5)-Make the necessary
charges if any and then POST
again. The changes made will be
saved.

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POS BILLING INTRODUCTION:

POS Billing is an Module that process and controls the operations of Bar/Restaurant/any other facility.
The POS automates and simplifies Order taking, transaction processing through debit to
Account/Cash/Card/Cheque/Pre Paid Cards etc, selling of on-demand drinks like cocktails and mock
tails and inventory management along with other regular operations. The first and foremost thing any
facility irrespective of Bar/Restaurant need is a quick software which meets its pace. Our POS system is
fast in Performing and managing the club operations around day-to-day transactions, such that you can
handle the crowd without a hitch. Your bar’s inventory management becomes completely systematic.
You get a real-time count on inventory and stock usage based on the sales. The POS lets you configure
as many menus however you like. Each POS can be configured for Table wise billing. The POS let's you
to take table-wise orders. Admin/Stakeholders can grant privileges of the POS operations to your staff
as per their roles. So, your important data remains secure. Perform bar’s/Kitchen/Main Store day close
(audit) in quick steps and get day’s overview from our POS system manage the stock effectively The
Billing module allows robust management of billing activities in user friendly manner and provides a
strong audit trail of all billing related data changes

OV

POSP
POS BILLING:-

STEPS:-

Billing POS Screens:-

 Super Admin/User with POS Permission are allowed to do the Billing

 Any Bills raised for dependants are tagged to the Primary Account Number.
 Affiliated Member can enjoy the Facility using Prepaid Cards
 Prepaid Cards works in two ways
a) Card can be activated and issued against the Affiliated Member with amount Filled in it and
also with the validity period set

b) Card can be activated and issued against the Affiliated Member as only identity. Affiliated
Member can settled the Amount at POS using Cash/Credit Payment Mode

Any one of the above Process can be Configured and set up as part of initial business rules
configuration and is one time set up

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 Prepaid Cards can also be issued to Member's Guest but the Guest details and issue of Card
gets tagged to the Member

Read Card:-

 Different type of Card Read at the POS are Member Smart Card, Dependants Card (Spouse
and Children), Day Cards
 Member Smart Card can be used as a Regular Debit Card or it can be used as Prepaid Card
where Member can Prefill the amount and use as long as the balance available
 Smart Card are used an identity to identify Members, Dependants, Affiliated Members
 While Raising OT/Invoice the Billing Operator can read the Card. Once System
Authenticates and validates OT /Invoice are allowed to raise
 On Authentication Member Profile Screen opens and all the member Information including
Balances and Dependants are shown for the Billing Operator to check whether the right
Member has given the Smart Card and the card is not misused by someone

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Manual Entry of Account Number:-

 This is allowed till Club activates Smart Card to all the Member's and Dependants and
makes it Mandatory to carry the Smart Card
 Once the Member Account Number is Validated and authenticated Billing is allowed
 On Authentication Member Profile Screen opens and all the member Information including
Balances and Dependants are shown for the Billing Operator to check whether the right
Member has given the Smart Card and the card is not misused by someone

OTP Generation:-

 In case if Member Forgets to Carry Smart Card, then OTP can be triggered to the registered
Mobile Number of Member
 OTP received by member is validated in system. So the Authentication of the Member
happens via the generated OTP and post authentication Member is allowed to bill

New:-

 New Button Refreshes the Screen and Lets the user to raise a New Bill

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OT save/print:-

 If OT Type is configured and Enabled in the POS/Store Master then Save Order and View
Order button get enabled in the POS else only Settle Bill option will be available
 Once the Member Account Number is Validated and authenticated.
 Bearer, Table Number can be chosen
 Item Can be chosen either from the Image Gallery, Item Code Search in the Grid , Item Name
Search in the Grid
 If any Discount is configured to an Item category then the Discount Percentage auto
populates and accordingly Discount gets calculated or if the POS is enabled for Discount
punching then the User can apply Discount
 If any Promotions are configured then the Free Items with 0 charges and highlighted in
different color in the grid gets loaded
 If Member Credit Limit Check is enabled then the Validation is checked before Punching
Items. It works similarly for Prepaid or Day Cards. if balance not available in the Card then
the system Validates and doesn't allow to punch the Items
 If Pax Count is configured as mandatory, then Pax Count gets validated
 Similarly if Table wise Billing is enabled for POS then Table Number would be mandatory to
choose before punching the items
 Only Configured Item Category related Items are allowed for Billing
 To Increase the Quantity of Item, either the user directly can edit in the grid or can click on
the + icon which increase by 1 or can click on Calculator icon where bulk Quantity can be
updated
 To Decrease the Quantity of Item, either the user directly can edit in the grid or can click on
the - icon which increase by 1 or can click on Calculator icon where bulk Quantity can be
updated
 on Updating Quantity or adding New Item to the Bill, total invoice value gets validated
against the Member/Prepaid card balance and not allowed to add Item or increase the
Quantity if enough balance not available
 if any instruction to be sent out to the chef, then the instructions can be typed in the
Narration
 Any Modifier requested by the Member can be chosen against each Item at the time of
Raising OT
 The Modifier can be a Predefined Modifiers or it can be Free Flow
 Enabling and Disabling of Item Code Search and Item Name Search in the POS is
configurable

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OT Summary:-

 If any OT is already raised for the Member for the same day, then the summary of the OT are
shown to avoid any kind of duplications

View OT:-

 All the Save OT for a POS can be seen under View OT

 This also shows all the running table, the OT can be searched either by Account Number,
Table Number or by OT Number
 In case if Member has changed to a different table then there is a Provision to change the
Table
 If Member request for a Provisional Bill, then provisional Bill can be generated
 In case if user wants to add an New OT to the existing OT it can be done either by clicking on
New Button or by double Clicking on the OT in the grid
 In case if member request to void the Item, then by double Clicking the OT it loads all the
Item in the POS Bill and user can void the Item. Voiding of Item can be done only if user has
permission
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Transfer OT:-

 This enables to transfer OT from One Member to another Member or From one table to
another table

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OT re-print f-9:-

 Due to any of the reason if user wants to take the reprint of the OT or if kitchen request then
it can be taken via OT Re-Print.
 The Screen displays the List of OT raised. OT Re-print can be taken by selecting required OT

SETTLED BILL:-

 All the saved order can be loaded and Settled by clicking on Settle Bill

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 In case of POS where OT is not applicable, Member details can be authenticated and items
are punched and directly the Bill can be settled by clicking on Settle Bill
 On Clicking Settle Bill, the system asks to choose the Payment Modes.
 The Payment Modes populates based on the Payment Modes enabled in the Store Master
 On Submission, an Invoice Number is auto generated based on the Sequential Number
Configured

List f2:-
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 All the generated Invoices are available in the List

 Re-print of any of the Sales Invoice can be taken at any given point of time

View Pending bill :-

 If any OT remains unsettled or not closed by day end then those OT's are shown under
Pending Bill
 All the Pending bills can be settled either by Admin or by any of the stakeholder who is
granted with the permission

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Change POS :-

 If user has multiple POS permission then user can switch from one POS to Another POS by
clicking on Change POS and choosing the POS.

Tax Exemption:-
 This is allows to waive off Service charges and its associated tax from the Bill before
settlement of the Bill

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 This is required if any Service Charges are applicable on the Items and Member has an
Certificate from the government related to Service Charges Exemption then the feature can
be use.

Member Checkin Info:-

 Member Attendance/Member Visit to the Club can be Captured

 When Member taps the Card at the reception or at the Entrance the Member Photo and
Spouse Photo are displayed
 Visit gets captured and at the same time Member at the reception can physically validate by
checking the Member and Dependants Photo

Member Guest details:-

 If any Member walks into the club with Guest

 Guest details can be captured.
 This will also validates number of time Guest can visit the Club with Member count
configured

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Tablet Based Billing:-

 Tablet Billing covers all the Features available in the Web POS
 Tablet Device Registration is done and is tagged to the User
 Smart Cards can be read by placing the card behind the tablet if it has NFC inbuilt
 If the device is not NFC in built then a separate reader has to be connected externally to the
device
 Final Print can be triggered to the Bluetooth Printer which is handy and Steward can carry
along with him

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Contact Less Menu Card and Order:-

 Member on Visiting the Club can load the Menu card of the POS in the Eclub App by
Scanning the QR Code placed on the Table
 Member Can Place the Order by adding the item to the cart and submit

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REPORTS

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MEMBER DATA
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INVENTORY.

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POS
POS Reports:-
There are multiple reports are available. Below are the list of the reports available

1. Bill View
2. Cover Analysis Report
3. Bill Details
4. Billing Discount Report
5. Bill transfer Details Report
6. Complimentary Report
7. Cost Center Wise Bill Report
8. Daily Sale Report
9. Item Fast-Moving Report
10. Item Group Wise Sale Report
11. Item Popularity Report
12. Item POS Wise Rate Details Report
13. Item Store Wise Sale Report
14. Item Sub-Group Wise Sale Report
15. Item Wise Bill Details Report
16. Item Wise Sale Report
17. Liquor Sale Report
18. Member Account Item Sale Report
19. Outlet Wise Food sale Report
20. Outlet Wise Liquor Sale Report
21. Outlet Wise Tax Exemption Report
22. OT Cancel Report
23. Pending Bill Report
24. POS Bill-KOT Wise Report
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25. POS Wise Sale Quantity Summary Report

26. Store Wise Item Sale Report
27. Session Wise Sale Report
28. User Wise Report
29. Void Item Report
30. Void Bill Report
31. Waiter Wise Report

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FINANCE
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DEILL DOWN REPORT

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CHEMBER REPORTS

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LIBRARY
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PARTY HALL
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CANCELATION REPORT
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MIS PAYROLL REPORT

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