Sportsman  Golf  Course  Manual

 

Sportsman Software provides Golf Course Management technology including the ability to configure multiple courses, online tee time reservations, cart rentals, pro shop inventory and sales, and reporting.     The module also lets you define no-show fees, allow tee time ‘squeezes’ with or without administrative override, set up minimum and maximum golfers per reservation, and set up for 9 or 18 hole green’s fees among other specific settings.  Golf management requires several other Sportsman modules to be licensed including: Membership Management, Point of Sale, Inventory Control, Core and ActivityReg Website for online reservations.

 

Before configuring your courses, we suggest you start by setting up your GL accounts, fees, rentals, lessons and merchandise.  GL Accounts are important to consider up front as they will determine the financial reporting detail you will have available.    You may wish to set up one or more GL accounts such as Greens Fees Course A, Golf Lessons, Golf Cart Rentals, Golf Merchandise Sales  etc.  

The next step would be to set up fees in Financial Tables – these might include golf cart fees, club repair et.   You can choose to set up golf lesson as a program with classes or time slots in Sportsman or you could set them up as a fee.  You may also want to set up your golf related merchandise in the Inventory Control module.

 

Prerequisite:  You must have the Golf Course module and other associated modules licensed, you will also need administrative permissions in Sportsman.

Other Resources:  Tables: Financial-Fees, Inventory Control Set Up and Management, Defining Activities, Set up and Manage Your ActivityReg Website

 

This Document will cover:

ü  Getting Started

o   GL Accounts

o   Fees

o   Inventory Location And Merchandise

o   Rentals

o   Golf Lessons

o   Site Configuration

ü  Setting Up A Course

o   Course and Tee Time Definitions

o   Cancellation Reasons & No Show Fees

ü  Setting Up Cash Register To Show Tee Times

ü  Reserving Tee Times On ActivityReg

ü  Taking Payments For Tee Times

ü  Reporting

 

 

Getting Started

GL Accounts

Before configuring your courses, we suggest you start by setting up your GL accounts.    If you would like Golf revenue to be reported on specifically you may wish to set up one or more GL accounts such as Greens Fees Course A, Golf Lessons, Golf Cart Rentals, Golf Merchandise, etc.  

You can set up your GL account from File>Maintain Tables>Financial>GL Accounts.  Click [Add] to create new GL account and enter the information on the ‘Add/Edit GL Account’ screen.  

 

Fees

The next step would be to set up golf specific fees in Financial Tables – these might include Club Repair, No-Show Fees etc.    Navigate to File>Maintain Tables>Financial>Fees and click [Add] to set up a new fee.  Notice that each fee must be associated with a GL account and multiple fees can be associated with the same GL account.

 

Inventory Location and Merchandise

You will likely be using a separate location or workstation/computer for your Golf sales and your Golf cash register and that will also be an inventory location. 

Set up an Inventory Location by navigating to File>Maintain Tables>Inventory>Inventory Locations.   Select [Add] to add one or more locations.   Later you will connect your Golf cash register to this inventory location.

 

 

You can also add and manage inventory and merchandise by navigating to File>Maintain Tables>Cash Register and selecting one of the Merchandise choices.   We suggest you set up Merchandise Categories, Color Definitions and Sizes before defining specific items (which you can do using the “Merchandise” selection).

 

On the ‘Add/Edit Merchandise’ screen you can add your Golf merchandise, add or assign categories of merchandise,  set prices, assign a GL account, track inventory and reorder information  and set discounts.  You will also want to be sure to receive the inventory into stock before you can sell it.  Please see Inventory Control documentation for more information on that module. 

 

 

After defining your items you may need to add your inventory of each item (or you may want to do this later when new supplies arrive).  This is done in Action>Inventory>Receive Inventory then select the [Add Item] button.  Here you can add stock to the merchandise you have already defined.  Note that on the ‘Receive Inventory’ screen you must select either a Vendor or an Inventory Location from the drop down to find your merchandize items to add or adjust the stock.

 

Rentals

If you rent items other than golf carts, such as golf clubs or hand carts, you can define those under Define>Rentals.  Click [Add New Category] to define a category of items, then highlight that category and click [Add Rental Item] to list specific rental items with their prices and availability. 

 

 

Golf Lessons

If you offer golf lessons, either group or private, you should set that up via Define>Activities for Registration.   You might set up group lessons as a program with classes and your private lessons could be set up as time slots.   See specific documentation for more instructions to define activities.    

 

Site Configuration

You may want to add a few items to your Site Configuration ‘Golf’ tab and ‘Inventory’ tab. 

Start by navigating to File>Administration>Site Configuration.   Select your Sportsman database site and click [Edit] and then navigate to the ‘Golf’ tab.  Here you can set default golf cart fees and no show fees,  determine “tee time squeeze” authorization and set restrictions on last morning and afternoon tee time requests.

 

Now navigate to the ‘Inventory’ tab where you can enter Bill To and Ship To addresses and contact information if you do not already have that information set up.  Click [OK] to save your changes.

 

Setting Up A Course

Course And Tee Time Definitions

To set up your courses and associate tee times tart by navigating to File>Maintain Tables>Golf>Course, Tee Times and Green Fee Definitions.  Click [Add] on the ‘Add/Edit Golf Course’ screen and type a name and add basic settings on the ‘General’ tab.  On the Internet Settings panel you can permit tee time reservations on your ActivityReg website and set parameters for number of golfers and default number of holes.  You can also enter text such as cancellation policies or weather policies.

 

On the ‘Tee Times’ tab (to the right) you will define your Tee Times.   Click [Add] for the ‘Add/Modify Tee Time Schedule’ screen.   In the Tee Time box, put your earliest tee time, choose your schedule preferences, days for that tee time and the season parameters.   

Then click the [Replicate] button and below that choose the intervals for your tee times and the time the last tee off will begin.   This will create all the tee times with those intervals automatically.   Click [Create xx Tee Times] button to generate the Tee times.   

Your ‘Tee Times’ screen will now show all the Tee Times and you will be able to set the Max # Players Per Group, how many days in advance to accept reservations,. You can also add Tee Time Exception Days if you need to block of days for course maintenance, tournaments and other events.

 

Now you will enter your Greens Fees on the next tab.  Here you can [Add] or [Edit] your greens fees and require a cart rental if required.

 

Click [Add] to create a new greens fee – you can set up all the fees you want including 9 hole, 18 hole, back 9 etc.  Notice that you can also include or not include a golf cart in the fee and you can establish different fees for different days of the week.  If you have memberships and provide different prices for or require membership privileges you can establish those here.  Notice that you can assign GL accounts to these fees which allows you to set up and track different greens fees for each of your courses if desired.

 

Cancellation Reasons & No Show Fees

Now navigate to File>Maintain Tables>Golf>Cancellation Reasons.   If desired, here is where you can [Add] or [Edit] cancellation reason codes for use if cancellations and refunds are issued.

 

You can also navigate to File>Maintain Tables>Golf>No Show Exclusion Codes to add any reasons why the no show fee would not apply.

 

Setting up Cash Register to Show Tee Times

Now you will want to set up and customize a cash register.  We have additional documents on setting up Custom Cash Register Key Sets but it is important to highlight a few settings specific to the Golf Module.  It will be important for you to have a register that is specific to your golf reservations, rentals, programs and merchandize.   First you will create a custom keyset and then you will attach that keyset to the workstation computer(s) you are using at the golf facility and you will also initiate the Tee Time Cash Register integration features.

 

First you will set up a custom Keyset definition, this can take some time and creativity and it will be helpful to already have your fees, rentals, merchandise lessons and tee times set up in Sportsman.   

 

Start by navigating to File>Maintain Tables>Cash Register>Cash Register Key Definitions and then clicking [Add] on the ‘Cash Register Keysets and Layouts’ screen.   When prompted you MUST select the choice I want to define a Keyset only (Legacy) as these are the keysets that will work with the integrated Tee Times features in your new Golf cash register.

 

This will open up a keyset editor where you will name your keyset and then define custom buttons and attach them to specific fees, merchandize, programs and rentals.  Note that you do not need to define all the buttons, only the defined buttons will show on your register.  To define a button just click on it and then select the Type of charge, enter the button Text and then you can associate it with items you have set up previously.  Notice you can also set up button background and text colors or even add your own icon to these buttons.  Click [Ok] to save your settings.

 

 

Once you have finished your keyset click [Close].

 

 

Now you will need to add a cash register Station Definition by navigating to File>Maintain Tables>Cash Register>Cash Register Station Definition.     Click [Add] then type a  Definition (name of your new cash register), choose what time your til will close and choose the Inventory Location that you set up previously for your Golf Merchandise.  

 

Now you will need to connect the keyset and cash register you just defined to work on the workstation/computer(s) that are located in your Golf facility or area. You must do this from the computer you are using for Golf.   Start at File>Workstation Configuration and then go to the ‘General Settings’ tab.   In the Financial Processing area on the right side select the  Register and Key Definition you just defined from the drop down list.  Be sure to select the check box next to Use Cash Register With Integrated Golf Tee Times. 

 

We suggest you review and test your custom Golf cash register by opening it from the Cash Register button on the main Sportsman screen.   It may look something like below with tee times to the left and your custom merchandise, lesson and rental buttons

 

Reserving and Paying for Tee Times

Online Reservations – Patron Experience

Generally your customers will make no-fee reservations for Tee Times on your ActivityReg website.  We recommend you put a button or image widget on your homepage that links to your Tee Times page.   The default place for the Tee Times link is from Register>Tee times, however adding a button (as shown below) will make finding this area more efficient for your patrons.

 

New widget buttons are added from the Define>Website feature in the desktop application.  Click [Edit] on your current Production website and then choose [Edit] Homepage.  You can then select [Add Widget],  choose a Button Bar and then link it to your ActivityReg “Golf Tee Times” page.  Please see our ActivityReg specific documentation for help editing your ActivityReg site.

 

Patrons will make reservations from the Tee Times page.  They can select the course they want to plat along with the day and time preferences on the left and then they will click [Search] at the bottom.    From there a list of available times will be posted on the right side for them to choose from.  

 

Once they select a time and are logged in they will see their reservation screen with the Reservation Details area where they can select the number of golfers, holes and whether a cart will be needed.  Clicking [Reserve] will complete the transaction and provide a confirmation.

 

 

 

In-House Reservations and Payments

All in-house golf tee times reservations and all payments are done thru the Tee Time integration in the cash register.  You will not be using the same process used to register a patron from a new program or class. 

 

New Reservation

You can reserve a new Tee Time for a walk in patron using the integrated tee time list in the Cash Register.  Choose the course and date and then double click on an open tee time from the list  This will bring up the ‘Golf Reservation’ screen.  Click on the [Player 1] button to bring up the patron Look Up screen and find your patron.  Clicking on the patron name will add it to the Name field back on the ‘Golf Reservation’ screen. 

 

Taking Payments for Reservations

Whether you are taking payment for a new reservation made in-house or want to take payment for an existing reservation made online the [Pay Now] button on the ‘Golf Reservation’ screen will move the charges to the cash register.

 

There are two ways to find an existing tee time reservation in Sportsman to take a payment  – via the patron Look Up screen or from the integrated Tee Time screen within the Cash Register. 

 

Method 1:  Look up a Patron, select the ‘Golf’ tab from their account and then select the Tee time from the list and double click or select the [View/Edit Reservation] button.   

 

This brings up the ‘Golf Reservation’ screen where you can select the [Pay Now] buttons for the patron you looked up along with their guests to add the charges to the cash register.   Notice that you can also add another player by changing the # In Party field, change the # of holes to play and select the Players Want A Cart check box to add a cart to the reservation.  You can even [Reschedule] and [Cancel Reservation] from this this screen. The [Pay Now] button will change to “Paid” and you will see the charges in your cash register.

 

Method 2: The second way to look up and take payment for existing reservation is to start in the cash register, find the tee time reservations by selecting the course and date from the filters at the top and then looking for the patron’s last name next to a tee time on the left panel.  Double clicking the line with their name will bring up the same ‘Golf Reservation’ screen where you can make changes to the reservation and click the [Pay Now] buttons to processes payments.

 

 

 

Reporting

Sportsman includes Tee Time, Cancellation, No Show and other reporting.  Start at Reports>Golf and  select the type of report from the Available Report list then click [Run Report].  

 

From the next screen select the parameters and filters you wish (the Tee Time Report parameters are shown below for example) and click [Report] to run your report.   Reports are separate for each Golf Course you have set up in Sportsman.

 

Sportsman also has Golf Financial Reporting. If you set up Golf specific GL accounts you can run many of the  Reports>Financial>Financial Activity on each GL account.   If you run the Financial Activity (GL) report and use the Report Format GL Summary for example, all your Golf GL accounts (including all your Golf specific GL accounts) will be listed each as a separate line item. 

 

 

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