Super User Support Guide
Super User Support Guide
CONTENTS CONTENTS 1.
1. Legend Control Panel... 4Legend Control Panel... 4 1.1.
1.1. Add New Workstation ... 4Add New Workstation ... 4 1.2.
1.2. Global / Region / Club Settings ... 4Global / Region / Club Settings ... 4 2.
2. Cost Cost Centres Centres & & General General Ledger Ledger Configuration Configuration ... ... 55 2.1.
2.1. Cost Centres ... 5Cost Centres ... 5 2.2.
2.2. GenerGeneral al LedgeLedger r ... . 55 3.
3. InventoInventory ry ManagemManagement ent ... ... 77 3.1.
3.1. Add / Edit Inventory Item ... 8Add / Edit Inventory Item ... 8 3.1.1. 3.1.1. General ... 9General ... 9 3.1.2. 3.1.2. Availability ... 9Availability ... 9 3.1.3. 3.1.3. Pricing ... 9Pricing ... 9 3.1.4. 3.1.4. Tax...10Tax...10 3.1.5.
3.1.5. Optional discount ...10Optional discount ...10 3.1.6.
3.1.6. Automatic Discount ...10Automatic Discount ...10 3.1.7.
3.1.7. Patronage ...11Patronage ...11 3.1.8.
3.1.8. Stock control ...11Stock control ...11 3.1.9.
3.1.9. Access Control Management ...11Access Control Management ...11 3.2.
3.2. Copy Inventory ...11Copy Inventory ...11 4.
4. Additional Inventory Configuration ...12Additional Inventory Configuration ...12 4.1.
4.1. Inventory Categories ...12Inventory Categories ...12 4.2.
4.2. Selling Periods ...12Selling Periods ...12 4.3.
4.3. Configure Discount Types ...13Configure Discount Types ...13 4.4.
4.4. Mass Add Inventory Discounts ...13Mass Add Inventory Discounts ...13 4.5.
4.5. Mass Add Inventory Prices ...14Mass Add Inventory Prices ...14 4.6.
4.6. Mass Change Inventory Items ...14Mass Change Inventory Items ...14 5.
5. Vouchers ...14Vouchers ...14 Last Updated By:
Last Updated By: Jonathan BarlowJonathan Barlow – – 14 14 th
th July 2017 July 2017
Document Author:
5.1.
5.1. Creating a countdown voucher ... 14Creating a countdown voucher ... 14 5.2.
5.2. Creating a Sales Voucher ...15Creating a Sales Voucher ...15 6.
6. Agreement Management ...16Agreement Management ...16 6.1.
6.1. General ...16General ...16 6.2.
6.2. Member Access ...17Member Access ...17 6.3. 6.3. Inventory ...17Inventory ...17 6.4. 6.4. Pricing ...18Pricing ...18 6.4.1. 6.4.1. General ...18General ...18 6.4.2. 6.4.2. Scope ...19Scope ...19 6.4.3. 6.4.3. Fees ...19Fees ...19 6.4.4. 6.4.4. Terms ...20Terms ...20 6.4.5.
6.4.5. Price Changes...20Price Changes...20 6.4.6. 6.4.6. Commission ...20Commission ...20 6.4.7. 6.4.7. Add-on ...20Add-on ...20 6.4.8. 6.4.8. Prorate ...20Prorate ...20 6.4.9. 6.4.9. Document ...20Document ...20 6.4.10. 6.4.10. Inventory ...21Inventory ...21 6.4.11.
6.4.11. Booking Rules ...21Booking Rules ...21 6.4.12.
6.4.12. Demographic Upgrades ...21Demographic Upgrades ...21 6.4.13.
6.4.13. Restriction Rules ...21Restriction Rules ...21 6.5.
6.5. Upgrades ...21Upgrades ...21 6.6.
6.6. Online Paths ...22Online Paths ...22 6.7.
6.7. Documentation ...22Documentation ...22 6.8.
6.8. Restriction Rules ...22Restriction Rules ...22 6.9.
6.9. Booking Rules ...22Booking Rules ...22 6.10.
6.10. Demographic Upgrades ...22Demographic Upgrades ...22 7.
7. POS Setup (Point of Sale) ...23POS Setup (Point of Sale) ...23 7.1.
7.1. Buttons ...24Buttons ...24 7.2.
7.2. Bestsellers ...25Bestsellers ...25 7.3.
7.3. Assign a Assign a POS POS scheme scheme to to a a Region, Region, club or club or workstation ....workstation ...2626 8.
8. Legend Bookings ...27Legend Bookings ...27 8.1.
8.1. Configure Resource Sub Types ...27Configure Resource Sub Types ...27 8.1.1.
8.1.1. Activity (Physical Resources) ...27Activity (Physical Resources) ...27 8.1.2.
8.1.2. Human (Instructors) ...28Human (Instructors) ...28 8.1.3.
8.1.4.
8.1.4. Activity (Drop In Class) ... 29Activity (Drop In Class) ... 29 8.2.
8.2. Configure Resources ...30Configure Resources ...30 8.2.1. 8.2.1. General ...31General ...31 8.2.2. 8.2.2. Linkage ...34Linkage ...34 8.2.3. 8.2.3. Availability ...35Availability ...35 8.2.4.
8.2.4. Advance Notice ...35Advance Notice ...35 8.2.5.
8.2.5. Online ...35Online ...35 8.2.6.
8.2.6. Misc...35Misc...35 8.2.7.
8.2.7. Sector Linkage ...36Sector Linkage ...36 8.3.
8.3. Create new resource group ...36Create new resource group ...36 8.4.
8.4. Find a cancelled class ...36Find a cancelled class ...36 8.5.
8.5. System booking ...37System booking ...37 9.
9. Booking Settings ...38Booking Settings ...38 9.1.
9.1. Member Member swipe swipe automatically automatically attend attend bookings bookings ...38...38 9.2.
9.2. Class & Legacy Courses waiting lists ...39Class & Legacy Courses waiting lists ...39 9.2.1.
9.2.1. Waiting List Configuration ...39Waiting List Configuration ...39 9.2.2.
9.2.2. Disable Waiting Lists ...39Disable Waiting Lists ...39 9.3.
9.3. Advanced Booking Penalties ...39Advanced Booking Penalties ...39 10.
10. Bulk Administration Tool ...41Bulk Administration Tool ...41 11.
11. User Management ...47User Management ...47 11.1.
11.1. General ...47General ...47 11.2.
11.2. Other tabs ...47Other tabs ...47 12.
12. Security Management ...47Security Management ...47 13.
1.
1. LEGEND CONTROL PANELLEGEND CONTROL PANEL The Legend Control Panel is where
The Legend Control Panel is where you’ll be able to configure / setup most of you’ll be able to configure / setup most of the aspects of your system. Mostthe aspects of your system. Most of which is covered in this guide.
of which is covered in this guide.
1.1.
1.1.ADD NEW WORKSTATIONADD NEW WORKSTATION
Open Legend Control Panel >> File (Menu) >> New >> New Open Legend Control Panel >> File (Menu) >> New >> New Workstation.Workstation.
Enter theEnter the workstation name in the “NetBIOS Name” field.workstation name in the “NetBIOS Name” field.
Enter a friendly name for the worEnter a friendly name for the workstation in the description. E.Gkstation in the description. E.G – – Managers PC. Managers PC.
Click the Next button until you’re asked Click the Next button until you’re asked to pick a location and then select to pick a location and then select the primary location that youthe primary location that you
intend to use this workstation at. intend to use this workstation at.
At the end of the wizard check the box to “Create and activate a register for this workstation”.At the end of the wizard check the box to “Create and activate a register for this workstation”.
The workstation will now have permission to logon to the LegeThe workstation will now have permission to logon to the Lege nd desktop.nd desktop.
1.2.
1.2.GLOBAL / REGION / CLUB SETTINGSGLOBAL / REGION / CLUB SETTINGS If you’re unsure about anything in t
If you’re unsure about anything in these settings, please contact our support tehese settings, please contact our support te am for guidance. We stronglyam for guidance. We strongly recommend not changing anything unless you’re confident you know the effect
recommend not changing anything unless you’re confident you know the effect it will have on the system.it will have on the system. As we continue to add new feat
As we continue to add new featuresures you’ll find instructions on how to enable &you’ll find instructions on how to enable & configure these in our release configure these in our release notes.
2.
2. COST CENTRES & GENERAL LEDGER CONFIGURATIONCOST CENTRES & GENERAL LEDGER CONFIGURATION 2.1.
2.1. COST CENTRESCOST CENTRES
A cost centre is a
A cost centre is a grouping of general ledger codes used for grouping of general ledger codes used for accounting purposes. Typically each departmentaccounting purposes. Typically each department within an organisation
within an organisation would have a different cost centre. For would have a different cost centre. For example- example- Swimming, Camps, POS etc.Swimming, Camps, POS etc. Add/Edit Cost Centre:
Add/Edit Cost Centre: Open Legend Control Panel >> Data Open Legend Control Panel >> Data tab >> Cost Centres.tab >> Cost Centres.
NewNew: After clicking this button enter the : After clicking this button enter the short and full descriptions, both of these are internalshort and full descriptions, both of these are internal
descriptions and will appear on financial reports. Ignore any prompts that appear asking for
descriptions and will appear on financial reports. Ignore any prompts that appear asking for a reason fora reason for change, this is not logged anywhere.
change, this is not logged anywhere.
EditEdit: Select the cost centre you want to edit and then enter the number for this cost centre, this will: Select the cost centre you want to edit and then enter the number for this cost centre, this will
appear on financial reports. appear on financial reports.
2.2.
2.2.GENERAL LEDGERGENERAL LEDGER Add/Edit General Ledger:
Add/Edit General Ledger: Open Legend Control Panel >> Data tab Open Legend Control Panel >> Data tab >> Cost Centres >> Edit >> Accounts tab.>> Cost Centres >> Edit >> Accounts tab. If you select ‘Add’ first, yo
If you select ‘Add’ first, you’ll be prompted to enter descriptions before you u’ll be prompted to enter descriptions before you can do anything else. Once you’vecan do anything else. Once you’ve done this you can proceed to edit
done this you can proceed to edit the GL.the GL. When you select ‘Edit’ you’ll have the
When you select ‘Edit’ you’ll have the following fields / options.following fields / options.
Short Description / Full Description / On-lineShort Description / Full Description / On-line DescriptionDescription: These should all be exactly the : These should all be exactly the same forsame for
consistency, they will only be used internally for reporting purposes. consistency, they will only be used internally for reporting purposes.
Account CategoryAccount Category: Used to define where t: Used to define where this GL Account can be used.his GL Account can be used.
o
o POS:POS: Can be used for the majority of GL’s.Can be used for the majority of GL’s. o
o Bookings:Bookings: Used for Used for booking related GL’s.booking related GL’s. o
o
o Membership Payments:Membership Payments: Allows the GL to be used for manually clearing / writing off outstanding Allows the GL to be used for manually clearing / writing off outstanding charges / payments.
charges / payments.
Account LabelAccount Label: This is where you enter the GL Account code, in the example below you can see I have: This is where you enter the GL Account code, in the example below you can see I have
set the GL to report to code 4001. set the GL to report to code 4001.
SubcodeSubcode – – Not used. Not used.
Security tokenSecurity token: Not used.: Not used.
Invoice Nominal CodeInvoice Nominal Code: If you use Legend : If you use Legend Invoice Management then you can link your pre-existingInvoice Management then you can link your pre-existing
Nominal codes from the invoicing system to the GL
Nominal codes from the invoicing system to the GL Account within Legend.Account within Legend.
Active / Inactive DateActive / Inactive Date: Used to phase out / : Used to phase out / in the ability to use this GL in the ability to use this GL account.account.
Inventory Used For Tax Rate (Manual Inventory Used For Tax Rate (Manual Charge)Charge): When raising manual charges in Membership: When raising manual charges in Membership
Management, this GL can be linked to
Management, this GL can be linked to an inventory item that has a specific tax can inventory item that has a specific tax c ode. For example, youode. For example, you might want raise a charge
might want raise a charge for a child camp that is tax exefor a child camp that is tax exempt, the inventory item controls this.mpt, the inventory item controls this.
Advanced documentation for cost centres and GL
3.
3. INVENTORY MANAGEMENTINVENTORY MANAGEMENT
Inventory items are used across the whole of
Inventory items are used across the whole of the Legend system, they’re attached to the Legend system, they’re attached to POS sales, Courses,POS sales, Courses, Programs, Rentals etc. They can be
Programs, Rentals etc. They can be setup on a global, region or csetup on a global, region or club (facility) level. If an inventory item is set at lub (facility) level. If an inventory item is set at aa region or club level, it will be
region or club level, it will be restricted and will only allowed to be restricted and will only allowed to be used in those regions and/or clubs.used in those regions and/or clubs. In most cases it’s best practice to create all of the inve
In most cases it’s best practice to create all of the inventory items at the global level to ntory items at the global level to avoid duplication ofavoid duplication of items and to be able to
items and to be able to report on sales with more efficiency.report on sales with more efficiency. Please note:
Please note:You should never rename / reuse You should never rename / reuse an inventory item that has previously been sold.an inventory item that has previously been sold.
To access this module: Open Legend Control Panel >> To access this module: Open Legend Control Panel >> Inventory Management.Inventory Management.
Inventory HierarchyInventory Hierarchy: On the left you’ll see : On the left you’ll see the inventory hierarchy of Global, Regions and Clubsthe inventory hierarchy of Global, Regions and Clubs
(Facilities). The best practice is to setup all
(Facilities). The best practice is to setup all new inventory items at the global level and manage tnew inventory items at the global level and manage t hemhem centrally.
centrally. o
o Global Global : Inventory item is available to be use: Inventory item is available to be use d at any region or club.d at any region or club. o
o RegionsRegions: Inventory item is only available to be : Inventory item is only available to be used at the clubs within the selected reused at the clubs within the selected re gion.gion. o
o ClubsClubs: Inventory item is only available to be used : Inventory item is only available to be used at the selected club.at the selected club.
Show Inactive ItemsShow Inactive Items: At the top left you have a check box to show Inactive Items.: At the top left you have a check box to show Inactive Items.
o
o In most cases inventory items aren’t deleted, they’re made inactive.In most cases inventory items aren’t deleted, they’re made inactive. o
o Check this box to include any inventory items Check this box to include any inventory items that have previously been made inactive.that have previously been made inactive.
Inventory FilterInventory Filter: At the bottom right you’ll see a text box where you can enter y: At the bottom right you’ll see a text box where you can enter your search criteria toour search criteria to
narrow down the inventory list to what you
3.1.
3.1.ADD / EDIT INVENTORY ITEMADD / EDIT INVENTORY ITEM
Open Legend Control Panel >> Inventory Management >> Open Legend Control Panel >> Inventory Management >> New.New.
Inventory ItemInventory Item: : The text entered here will appThe text entered here will appear in the basket and ear in the basket and on the receipt.on the receipt.
DescriptionDescription: Best practice would be to use the same as the inventory item name.: Best practice would be to use the same as the inventory item name.
CategoryCategory: This is mainly used for reporting on the use / : This is mainly used for reporting on the use / sale of inventory.sale of inventory.
SubcategorySubcategory: As above.: As above.
General LedgerGeneral Ledger: Select the default GL : Select the default GL account that you would like to attach taccount that you would like to attach t o this inventory.o this inventory.
Item TypeItem Type: This defines where the inventory will appear and can : This defines where the inventory will appear and can be used.be used.
o
o POSPOS: Is typically used for any items you would sell through Front : Is typically used for any items you would sell through Front of House or online as an extraof House or online as an extra or part of a bundle.
or part of a bundle. o
o BookingBooking: Is used for classes, programs, courses, rentals etc.: Is used for classes, programs, courses, rentals etc. o
o Voucher Voucher : You must setup a voucher inventory to link to : You must setup a voucher inventory to link to a voucher, this is covered later a voucher, this is covered later in thein the guide but the inventory needs to be created to determine the price.
guide but the inventory needs to be created to determine the price. o
o ServiceService: Only inventory with the type of Service can be attached to contact services, these are: Only inventory with the type of Service can be attached to contact services, these are covered in detail later in this guide.
covered in detail later in this guide. o
o Online Ticket Online Ticket : Only inventory with this item type can be : Only inventory with this item type can be used when configuring tickets in theused when configuring tickets in the back office website.
back office website. o
o CampCamp: Only inventory of this type can be used when : Only inventory of this type can be used when configuring camps in the back officeconfiguring camps in the back office website.
website. o
o Camp ExtraCamp Extra: Only inventory of this type can be used as a : Only inventory of this type can be used as a camp extra when configuring camps incamp extra when configuring camps in the back office website.
the back office website. o
o Membership FeeMembership Fee: Optionally used as part of the configuration when creating : Optionally used as part of the configuration when creating new agreements.new agreements.
Patronage CategoryPatronage Category: The category is used to : The category is used to group the type of item for group the type of item for reporting purposes.reporting purposes.
Patronage ValuePatronage Value: This is the value you would like to : This is the value you would like to record when a customer purchases / record when a customer purchases / uses thisuses this
inventory item. For example,
inventory item. For example, if the item was ‘Badminton’ you’d typically setif the item was ‘Badminton’ you’d typically set the number to 3 as this the number to 3 as this isis the average number of people you’d
the average number of people you’d expect to attend this activity.expect to attend this activity. Once you’ve created the inventory, find it o
Once you’ve created the inventory, find it o n the list and double click on it or n the list and double click on it or select it and click ‘edit’. You’ll nowselect it and click ‘edit’. You’ll now be able to complete the
3.1.1.
3.1.1. GENERALGENERAL
Additional General LedgerAdditional General Ledger: For certain Item : For certain Item Types you can add additional GL accounts so splitTypes you can add additional GL accounts so split
percentages or fixed amounts between two or more GL’s. percentages or fixed amounts between two or more GL’s.
Wholesale PriceWholesale Price: Can be used to : Can be used to add the suppliers price, not used for the add the suppliers price, not used for the actual selling price.actual selling price.
BarcodesBarcodes: If this is a POS item : If this is a POS item you can enter it’s barcode heryou can enter it’s barcode here, when scanned in FOH it we, when scanned in FOH it will automaticallyill automatically
add this inventory to the basket. add this inventory to the basket.
Requires MemberRequires Member: This is used for POS items to : This is used for POS items to only allow the purchase of this item if only allow the purchase of this item if there is a contactthere is a contact
in the member passport in FOH. in the member passport in FOH.
Is Block Booking ItemIs Block Booking Item: This should be checked for block booking / a: This should be checked for block booking / a d-hoc inventory items in order tod-hoc inventory items in order to
enable the manual recording of attendance within the
enable the manual recording of attendance within the Legend Bookings module.Legend Bookings module.
Supports Additional PrinterSupports Additional Printer: This is used if you want the : This is used if you want the till receipt to print to 2 till receipt to print to 2 different receiptdifferent receipt
printers, this is often used for café inventory items where the kitchen also requires a receipt. printers, this is often used for café inventory items where the kitchen also requires a receipt.
Disallow On Account Transactions:Disallow On Account Transactions: Some memberships might allow customers to purchase items andSome memberships might allow customers to purchase items and
pay for them later by adding the
pay for them later by adding the debt onto their account, if this option is selected it debt onto their account, if this option is selected it will disable thewill disable the option for this inventory item.
option for this inventory item.
Capture Notes:Capture Notes: This will request the user to e This will request the user to enter notes when selling the POS nter notes when selling the POS item through FOH. Youitem through FOH. You
can also force the note
can also force the note format using RegEx (regular expressions). These notes are reportable.format using RegEx (regular expressions). These notes are reportable. Several options are not included in this list because
Several options are not included in this list because they’re no longer used.they’re no longer used. 3.1.2.
3.1.2. AVAILABILITYAVAILABILITY
ScopeScope: This is normally set to All Clubs (Global Inventory), if you w: This is normally set to All Clubs (Global Inventory), if you w ant the inventory item to be ant the inventory item to be createdcreated
at region or club level you can
at region or club level you can select it here. It select it here. It is worth noting that if you set the is worth noting that if you set the inventory item to Allinventory item to All Clubs then you can still set individual prices per re
Clubs then you can still set individual prices per re gion or club / facility, this is covered gion or club / facility, this is covered in the nextin the next section.
section.
Date Scope:Date Scope: - Active and Inactive dates - Active and Inactive dates for the inventory can be set, this will for the inventory can be set, this will be used to set a be used to set a date whendate when
an inventory may not be sold anymore.
an inventory may not be sold anymore. If you wish to make an inventory item active again just deleteIf you wish to make an inventory item active again just delete the date in the inactive
the date in the inactive field.field.
Age And Gender Restrictions:Age And Gender Restrictions: Here you can re Here you can re strict the sale of this item based strict the sale of this item based upon age and/or gender.upon age and/or gender.
3.1.3.
3.1.3. PRICINGPRICING
Inventory Price HierarchyInventory Price Hierarchy::
o
o EnterpriseEnterprise: Setting a price at : Setting a price at this level will be the selling price of this level will be the selling price of this item unless overridden.this item unless overridden. o
o RegionsRegions: Setting a price : Setting a price at this level will override anything set at eat this level will override anything set at e nterprise.nterprise. o
o ClubsClubs: Setting a price at this level will override anything set at region or enterprise.: Setting a price at this level will override anything set at region or enterprise.
Ask For Selling Price:Ask For Selling Price: This option can be selected for POS This option can be selected for POS item type inventory. When selling this itemitem type inventory. When selling this item
through FOH it will prompt for the user to enter the price. through FOH it will prompt for the user to enter the price.
New / Edit:New / Edit: Will allow you to add or edit Will allow you to add or edit a price.a price.
o
o General > Selling Price:General > Selling Price: Enter the selling price.Enter the selling price. o
o Availability > Scope: Availability > Scope: Set the scope of the inventory price as per the inventory price hierarchy.Set the scope of the inventory price as per the inventory price hierarchy. o
o Availability > Date Sc Availability > Date Scope:ope: You can create multiple prices with You can create multiple prices with different active / inactive dates,different active / inactive dates, this is the easiest way to manage
this is the easiest way to manage price rises for individual inventory items.price rises for individual inventory items. o
o Availability > Selling P Availability > Selling Period:eriod: You can define the selling period of t You can define the selling period of t his price. For example, at Peakhis price. For example, at Peak time it might be one
3.1.4.
3.1.4. TAXTAX
Every inventory item will use the default tax Every inventory item will use the default tax code that has been configured for each code that has been configured for each club / facility.club / facility.
If required these can be If required these can be overridden in the ‘Override Code’ overridden in the ‘Override Code’ drop down.drop down.
You’llYou’ll need to click the ‘Save’ button and need to click the ‘Save’ button and then ‘Apply’ to save your changes.then ‘Apply’ to save your changes.
Please refer to our S
Please refer to our S ales Tax Manager documentation for the configuration of Tax Profiles.ales Tax Manager documentation for the configuration of Tax Profiles. 3.1.5.
3.1.5. OPTIONAL DISCOUNTOPTIONAL DISCOUNT
Optional discounts are manually applied in the Front of House application. When you add this inventory item to Optional discounts are manually applied in the Front of House application. When you add this inventory item to your basket > Select ‘Options’ in your basket
your basket > Select ‘Options’ in your basket > Select ‘Discount’ > You’ll see > Select ‘Discount’ > You’ll see anyany optional discounts setup for this optional discounts setup for this inventory item, clicking on them applies them to the
inventory item, clicking on them applies them to the selected inventory.selected inventory.
General > Discount TypeGeneral > Discount Type: Select the discount type you w: Select the discount type you wish to be optionally available (discount typesish to be optionally available (discount types
are covered later in this guide). are covered later in this guide).
Availability > ScopeAvailability > Scope: Sets the level : Sets the level as to which this discount will be available for use.as to which this discount will be available for use.
Availability > Date Scope:Availability > Date Scope: Enter active / inactive dates Enter active / inactive dates for this discount to be available.for this discount to be available.
Availability > Selling Period:Availability > Selling Period: Allows you to define periods that this discount will be available for use.Allows you to define periods that this discount will be available for use.
Availability > Age Based Availability > Age Based Discount:Discount: Allows you to restrict the discount for an age range. Allows you to restrict the discount for an age range.
Availability > Discount Application Scope:Availability > Discount Application Scope:
o
o Discount Source:Discount Source: Agreement based or Service based.Agreement based or Service based. o
o Agreement Type: Agreement Type: If you select the source as ‘Agreement’, it will allow you to pick the agreementIf you select the source as ‘Agreement’, it will allow you to pick the agreement type that the discount will apply to. Leaving this set
type that the discount will apply to. Leaving this set to <All> will set the discount to be to <All> will set the discount to be availableavailable to all agreements but will still take
to all agreements but will still take into account any other settings configured on the into account any other settings configured on the availabilityavailability tab.
tab. o
o Agreement Price: Agreement Price: If you select the source as ‘Agreement’ and select an ‘Agreement Type’ it willIf you select the source as ‘Agreement’ and select an ‘Agreement Type’ it will allow you to pick the agreeme
allow you to pick the agreement price type that the nt price type that the discount will apply to. Leaving this set todiscount will apply to. Leaving this set to <All> will make the discount available to all agreements for the
<All> will make the discount available to all agreements for the selected agreement type but willselected agreement type but will still take into account any other sett
still take into account any other sett ings configured on the availability tab.ings configured on the availability tab. o
o Service:Service: If you select thIf you select the source as ‘Service’, it will allow you to select the service that thise source as ‘Service’, it will allow you to select the service that this discount is available for.
discount is available for.
3.1.6.
3.1.6. AUTOMATIC DISCOUNTAUTOMATIC DISCOUNT
Automatic discounts are applied automatically in Front of House and online depending on the
Automatic discounts are applied automatically in Front of House and online depending on the discount criteriadiscount criteria that is setup in this area.
that is setup in this area.
General > Discount TypeGeneral > Discount Type: Select the discount type you wish : Select the discount type you wish to be automatically applied (discount typesto be automatically applied (discount types
are covered later in this guide). are covered later in this guide).
Availability > ScopeAvailability > Scope: Sets the level : Sets the level as to which this discount will be applied.as to which this discount will be applied.
Availability > Date Scope:Availability > Date Scope: Enter active / inactive dates for Enter active / inactive dates for this discount to be available.this discount to be available.
Availability > Selling Period:Availability > Selling Period: Allows you to define periods that this discount will be available for use.Allows you to define periods that this discount will be available for use.
Availability > Age Based Availability > Age Based Discount:Discount: Allows you to restrict the discount for an age range. Allows you to restrict the discount for an age range.
Availability > Discount Application Scope:Availability > Discount Application Scope:
o
o Discount Source:Discount Source: Agreement based or Service based.Agreement based or Service based. o
o Agreement Type: Agreement Type: If you select the source as ‘Agreement’, it will allow you to pick the agreementIf you select the source as ‘Agreement’, it will allow you to pick the agreement type that the discount will apply to. Leaving this set
all agreements but will still take into account any other settings configured on the availability all agreements but will still take into account any other settings configured on the availability tab.
tab. o
o Agreement Price: Agreement Price: If you select the source as ‘Agreement’ and select an ‘Agreement Type’ it willIf you select the source as ‘Agreement’ and select an ‘Agreement Type’ it will allow you to pick the agreeme
allow you to pick the agreement price type that the discount will apply to. Lent price type that the discount will apply to. Le aving this set toaving this set to <All> will make the discount available to all agreements for
<All> will make the discount available to all agreements for the selected agreement type the selected agreement type but willbut will still take into account any other sett
still take into account any other sett ings configured on the availability tab.ings configured on the availability tab. o
o Service:Service: If you select the source as ‘Service’, it will allow you to select the service that thisIf you select the source as ‘Service’, it will allow you to select the service that this discount is available for.
discount is available for. 3.1.7.
3.1.7. PATRONAGEPATRONAGE
Patronage CategoryPatronage Category: The category is used to : The category is used to group the type of item for rgroup the type of item for reporting purposes.eporting purposes.
Patronage ValuePatronage Value: This is the value you would like to : This is the value you would like to record when a customer purchases / record when a customer purchases / uses thisuses this
inventory item. For example, if the
inventory item. For example, if the item was ‘Badminton’ you’d typically set the number to 3 as item was ‘Badminton’ you’d typically set the number to 3 as this isthis is the average number of people you’d
the average number of people you’d expect to attend this activity.expect to attend this activity. 3.1.8.
3.1.8. STOCK CONTROLSTOCK CONTROL
This tab enables you to indicate which inventory items are
This tab enables you to indicate which inventory items are to be monitored, for those you wish to to be monitored, for those you wish to monitor, youmonitor, you should tick enable stock control and decrement stoc
should tick enable stock control and decrement stoc k.k. 3.1.9.
3.1.9. ACCESS CONTROL MANAGEMENTACCESS CONTROL MANAGEMENT
There are 2 parts to the ACM tab.
There are 2 parts to the ACM tab. The fast access options are for kiosks. It is important to select the receipt typeThe fast access options are for kiosks. It is important to select the receipt type
as this will be what is printed out by the kiosk when the item is selected / purchased via the kiosk.
as this will be what is printed out by the kiosk when the item is selected / purchased via the kiosk. Kiosk text willKiosk text will
allow a site to put some text on the receipt that prints out of the kiosk.
allow a site to put some text on the receipt that prints out of the kiosk. There is also an option to set aThere is also an option to set a
maximum amount of usages in one day for a ce
maximum amount of usages in one day for a certain inventory item.rtain inventory item.
3.2.
3.2.COPY INVENTORYCOPY INVENTORY
The fastest way to setup a new The fastest way to setup a new inventory is to first find an item that is inventory is to first find an item that is setup similarly to the new itemsetup similarly to the new item
you want to create. you want to create.
Open thOpen the inventory item and select the ‘Ce inventory item and select the ‘Copy’ button (located to the bottom left of the opy’ button (located to the bottom left of the General tab).General tab).
You’ll receive a popup notifying you that it’s been copied.You’ll receive a popup notifying you that it’s been copied. Click the X or Cancel button to return to theClick the X or Cancel button to return to the
inventory list. inventory list.
Search for ‘Copy of’ Search for ‘Copy of’ and you’ll see youand you’ll see your new inventory item that you cr new inventory item that you can now edit.an now edit.
Please note
4.
4. ADDITIONAL INVENTORY CONFIGURATIONADDITIONAL INVENTORY CONFIGURATION 4.1.
4.1.INVENTORY CATEGORIESINVENTORY CATEGORIES
Main and Sub Categories are required when
Main and Sub Categories are required when configuring inventory items.configuring inventory items. Add/Edit Main Category
Add/Edit Main Category: Open Legend Control Panel >> Dat: Open Legend Control Panel >> Dat a tab >> Inventory/POS > Main Category (reporting).a tab >> Inventory/POS > Main Category (reporting).
Short Description:Short Description: Enter a short description for the category.Enter a short description for the category.
Description:Description: Enter the full description for the category.Enter the full description for the category.
Display Order:Display Order: Set to 0.Set to 0.
GL Account:GL Account: This should always be set to n/a. This GL is This should always be set to n/a. This GL is not used anywhere in Legend.not used anywhere in Legend.
Add/Edit Sub Category
Add/Edit Sub Category: Open Legend Control Panel >> Data tab : Open Legend Control Panel >> Data tab >> Inventory/POS > Sub Category (reporting).>> Inventory/POS > Sub Category (reporting).
Name:Name: Enter the name of the category.Enter the name of the category.
Description:Description: Enter the full description of the category.Enter the full description of the category.
Main Category:Main Category: Select the main category that this is relates to.Select the main category that this is relates to.
GL Account:GL Account: This should always be set to n/a. This GL is This should always be set to n/a. This GL is not used anywhere in Legend.not used anywhere in Legend.
4.2.
4.2.SELLING PERIODSSELLING PERIODS
Selling periods are used to define the
Selling periods are used to define the days / times that different rates days / times that different rates of prices apply.of prices apply. Add/Edit Selling Period
Add/Edit Selling Period: Open Legend Control Panel >> Data tab >> : Open Legend Control Panel >> Data tab >> Inventory/POS >> Configure Selling Periods.Inventory/POS >> Configure Selling Periods.
Priority:Priority: Set the priority of this selling period to Set the priority of this selling period to 1 if it’s the highest priority or 1 if it’s the highest priority or 0 if it’s the lowest0 if it’s the lowest priority.priority.
If two selling periods overlap it will define which t
If two selling periods overlap it will define which t akes priority.akes priority.
Standard Days/Times:Standard Days/Times: Define your selling period here by selecting tDefine your selling period here by selecting t he day of the week and all he day of the week and all day orday or
specific times. specific times.
4.3.
4.3.CONFIGURE DISCOUNT TYPESCONFIGURE DISCOUNT TYPES
Discount Types are most commonly attached to inventory items to
Discount Types are most commonly attached to inventory items to provide automatic or optional discounts.provide automatic or optional discounts. Add/Edit Discount Types:
Add/Edit Discount Types: Open Legend Control Panel >> Data tOpen Legend Control Panel >> Data t ab >> Inventory/POS >> Configure Discountab >> Inventory/POS >> Configure Discount Types.
Types.
Discounts use the standard Legend hierarchy of Global, Region or
Discounts use the standard Legend hierarchy of Global, Region or Club. These options define where the discountClub. These options define where the discount will be available for use.
will be available for use.
Selecting New or Edit will open a Selecting New or Edit will open a window with 3 tabs.window with 3 tabs.
General > Description:General > Description: Enter the description of the Enter the description of the discount.discount.
General > General Ledger:General > General Ledger: Best practice is to m Best practice is to m ake sure all discounts use the default 00ake sure all discounts use the default 00 -005-, Discount-005-, Discount
GL. GL.
General > Apply To All ItGeneral > Apply To All Items Within Scope:ems Within Scope: This will enable the discount type to be This will enable the discount type to be manually applied formanually applied for
any item in FOH, regardless of
any item in FOH, regardless of if it’s been configured on the inventory item or if it’s been configured on the inventory item or not.not.
General > Shade Discount In POS:General > Shade Discount In POS: Should be ticked to bet Should be ticked to better highlight an applied discount in FOH.ter highlight an applied discount in FOH.
Discount Setup > Discount Amount:Discount Setup > Discount Amount: Set the percentage, exact amount or overridden price for this type.Set the percentage, exact amount or overridden price for this type.
Discount Setup > Discount Rounding:Discount Setup > Discount Rounding: Set the rounding type down or Set the rounding type down or up and to the closet amount.up and to the closet amount.
Scope > Scope:Scope > Scope: Set where you want Set where you want the discount to be available for use.the discount to be available for use.
Scope > Inventory Scope:Scope > Inventory Scope: Specify the number of items reSpecify the number of items required before the discount will be applied.quired before the discount will be applied.
For example, this could be use for
For example, this could be use for 2 for 1 offers where 2 for 1 offers where 2 items must be added to 2 items must be added to the basket to apply thisthe basket to apply this discount type.
discount type. 4.4.
4.4.MASS ADD INVENTORY DISCOUNTSMASS ADD INVENTORY DISCOUNTS
This allows a single discount to be applied against multiple inventory items, e.g. 100% discount applied to This allows a single discount to be applied against multiple inventory items, e.g. 100% discount applied to allall classes for Gold agreements. Users will require the security token CP_BULKADDDISCOUNTS in order to access classes for Gold agreements. Users will require the security token CP_BULKADDDISCOUNTS in order to access the feature.
the feature. Mass Add:
Mass Add: Open Legend Control Panel >> Data >> Inventory/POS >> Mass Add Open Legend Control Panel >> Data >> Inventory/POS >> Mass Add Inventory Discounts.Inventory Discounts.
Please note that using this tool can cPlease note that using this tool can create duplicate discountsreate duplicate discounts – – Make sure to inactivate any curr Make sure to inactivate any currentent discounts by selecting the checkbox.
4.5.
4.5.MASS ADD INVENTORY PRICESMASS ADD INVENTORY PRICES Mass Add:
Mass Add: Open Legend Control Panel >> Data >> Inventory/POS >> Mass Add IOpen Legend Control Panel >> Data >> Inventory/POS >> Mass Add I nventory Prices.nventory Prices.
Please note that using this tool can crPlease note that using this tool can create duplicate priceseate duplicate prices – – Make sure to inactivate any current price by Make sure to inactivate any current price by selecting the checkbox and/or setting an activate date in the future.
selecting the checkbox and/or setting an activate date in the future.
4.6.
4.6.MASS CHANGE INVENTORY ITEMSMASS CHANGE INVENTORY ITEMS Mass Change:
Mass Change: Open Legend Control Panel >> Data >> Inventory/POS >> Mass Change IOpen Legend Control Panel >> Data >> Inventory/POS >> Mass Change I nventory Items.nventory Items.
5.
5. VOUCHERSVOUCHERS 5.1.
5.1.CREATING A COUNTDOWN VOUCHERCREATING A COUNTDOWN VOUCHER
Before creating a voucher, y
Before creating a voucher, you will need to create a ou will need to create a new inventory item with the voucher item type, new inventory item with the voucher item type, thisthis inventory item cannot be linked to any existing voucher.
inventory item cannot be linked to any existing voucher. Add/Edit Vouchers
Add/Edit Vouchers: Open Legend Control Panel >> Data tab >> : Open Legend Control Panel >> Data tab >> Configure Vouchers.Configure Vouchers. Enter in the General tab:
Enter in the General tab:
Name:Name: Identify the voucher. Identify the voucher.
Voucher TypeVoucher Type: Select Loyalty as these are the type that count down.: Select Loyalty as these are the type that count down.
Sellable Qty:Sellable Qty: How many usages of this voucher t How many usages of this voucher t he customer will receive.he customer will receive.
Linked inventoryLinked inventory: Select the inventory item you : Select the inventory item you have created for this voucher to link have created for this voucher to link to. The scope ofto. The scope of
the inventory will need to match the
the inventory will need to match the scope of the voucher otherwise it won’t scope of the voucher otherwise it won’t be selectable.be selectable.
GL Account:GL Account: You can safely select ‘Generic’ here as the GL Account is reported from the inventory itemYou can safely select ‘Generic’ here as the GL Account is reported from the inventory item
rather than the voucher. rather than the voucher.
ScopeScope: Select where yo: Select where yo u want the voucher to be u want the voucher to be available for use.available for use.
Applies tab:Applies tab: Select any categories and/or individual inventory items that this voucher will apply to. ThisSelect any categories and/or individual inventory items that this voucher will apply to. This
will define which
will define which items they can ‘purchase’ for free items they can ‘purchase’ for free by redeeming this voucher.by redeeming this voucher.
It is importantIt is importantto make sure that you don’tto make sure that you don’t select the voucher inventory item select the voucher inventory item in the applies tab,in the applies tab, otherwise you’re just enabling the purchase of
otherwise you’re just enabling the purchase of this vothis voucher to purchase more vouchers.ucher to purchase more vouchers.
5.2.
5.2.CREATING A SALES VOUCHERCREATING A SALES VOUCHER
If you sell gift vouchers through a POS
If you sell gift vouchers through a POS button and you want to redeem tbutton and you want to redeem these as a payment method, you need hese as a payment method, you need toto add a sales voucher. Go to Leg
add a sales voucher. Go to Legend Control Panel > Data > Configure Vouchers. Then add new end Control Panel > Data > Configure Vouchers. Then add new and call theand call the voucher the denomination required, ie: £10 voucher.
voucher the denomination required, ie: £10 voucher. When someone now comes in with the v
When someone now comes in with the v oucher they have bought from you and you have roucher they have bought from you and you have r ung through the POSung through the POS screen as a button when you come to pay for the item go to pay > click exact > then click on the voucher
screen as a button when you come to pay for the item go to pay > click exact > then click on the voucher required.
6.
6. AGREEMENT MANAGEMENTAGREEMENT MANAGEMENT
Agreement management allows you to setup your m
Agreement management allows you to setup your m embership schemes for use within Legend.embership schemes for use within Legend. Add New Agreement Type:
Add New Agreement Type: Open Legend Control Panel >> File >> New Open Legend Control Panel >> File >> New >> New Agreement.>> New Agreement. This is only needed if you wish to add a completely new
This is only needed if you wish to add a completely new type of membership, not just a new type of membership, not just a new price type.price type.
Agreement Name:Agreement Name: This is a short description that isonly used internally.This is a short description that isonly used internally.
Agreement Description:Agreement Description: This is what the customer will see on tThis is what the customer will see on t heir account and online.heir account and online.
Agreement Type:Agreement Type: Should always be set to Membership.Should always be set to Membership.
Once this has been created you c
Once this has been created you can find the agreement in tan find the agreement in the Agreement Management module in Legendhe Agreement Management module in Legend Control Panel.
Control Panel.
6.1.
6.1. GENERALGENERAL
Agreement Name:Agreement Name: This is a short description that is only used internally.This is a short description that is only used internally.
Agreement Description:Agreement Description: This is what the customer will see oThis is what the customer will see o n their account and online.n their account and online.
Agreement Type:Agreement Type: Should always be set to Membership.Should always be set to Membership.
Allow Passback:Allow Passback: If using access control, you can allow members If using access control, you can allow members to use their access carto use their access cards more thands more than
once within a defined period (within Club Settings). once within a defined period (within Club Settings).
Is Quick Add:Is Quick Add: Select this if you want this agreSelect this if you want this agreement and any price types to appear ement and any price types to appear in Front of House as ain Front of House as a
QuickAdd agreement (Casual / PAYG). QuickAdd agreement (Casual / PAYG).
Allow On Account Transactions:Allow On Account Transactions: If selected members can pay If selected members can pay in FOH by adding the debt to theirin FOH by adding the debt to their
account to be paid at a later date. Can be overridden per agreement price type. account to be paid at a later date. Can be overridden per agreement price type.
Set On Account Limit:Set On Account Limit: If you choose to allow on account transactions you can limit the amount that canIf you choose to allow on account transactions you can limit the amount that can
be tendered. be tendered.
Billing Methods:Billing Methods: Select all available billing methods to allow when configuring the agreement Select all available billing methods to allow when configuring the agreement priceprice
types. These options will not be available to customers unless you create
types. These options will not be available to customers unless you create a price type using a specifica price type using a specific billing method. See the Pricing tab sect
billing method. See the Pricing tab sect ion for more detail.ion for more detail.
Booking Advance Limit:Booking Advance Limit: This option only applies to Legend Class bookings, if you choose to overrThis option only applies to Legend Class bookings, if you choose to overr ide theide the
advance limit it will ignore the limit that is
advance limit it will ignore the limit that is set on the activity and instead use this value.set on the activity and instead use this value.
Force Booking Payment:Force Booking Payment: If you allow book & pay later options for bookings you can select If you allow book & pay later options for bookings you can select this option tothis option to
make sure that anyone on this agree
make sure that anyone on this agreement is always prompted for payment. Most commonly used forment is always prompted for payment. Most commonly used for casual or pay as you go QuickAdd agreements.
casual or pay as you go QuickAdd agreements.
Support Online Interest Groups:Support Online Interest Groups: See the relevant documentation for setting up this feature.See the relevant documentation for setting up this feature.
Display at Risk Members on this Agreement in CDisplay at Risk Members on this Agreement in C RM:RM: Tick thisTick this box if you’re using or intending to use obox if you’re using or intending to use o urur
CRM module. CRM module.
Member Eligibilities:Member Eligibilities: This area will show if the member will be automatically grThis area will show if the member will be automatically gr anted any eligibilities,anted any eligibilities,
these are configured within the ACM module. these are configured within the ACM module.
Patronage Category:Patronage Category: n/an/a
Default Status for Online Joiners:Default Status for Online Joiners: When a member registers onto this agreement type you can set theirWhen a member registers onto this agreement type you can set their
default membership status, by default it’s recommended to set
default membership status, by default it’s recommended to set as Pending.as Pending.
Gantner Integration:Gantner Integration: See the relevant See the relevant documentation for setting up this integration.documentation for setting up this integration.
6.2.
6.2. MEMBER ACCESSMEMBER ACCESS
Select the days /
Select the days / times that a customer on this membership can acctimes that a customer on this membership can acc ess facilities.ess facilities. 6.3.
6.3. INVENTORYINVENTORY
The inventory items for each process type
The inventory items for each process type can be assigned here. If set can be assigned here. If set at this level, they will automatically applyat this level, they will automatically apply to all agreement price types that are setup under this agreement. These can be overridden on the agreement to all agreement price types that are setup under this agreement. These can be overridden on the agreement price type (Pricing >> Inventory tab).
When creating inventory items for use here, the item type needs to be set to ‘Membership Fee’. When creating inventory items for use here, the item type needs to be set to ‘Membership Fee’.
6.4.
6.4.PRICINGPRICING
This tab is where you define the ty
This tab is where you define the ty pes of membership that are available at an epes of membership that are available at an e nterprise, region or club level.nterprise, region or club level. Selecting a specific region or
Selecting a specific region or club will mean that the membership is only available for sale at club will mean that the membership is only available for sale at that specific club orthat specific club or clubs within the region.
clubs within the region.
Duplicate:Duplicate: After you’ve setup your first agreement After you’ve setup your first agreement price type, it’s best practice to price type, it’s best practice to duplicate it and edit.duplicate it and edit.
Add/Edit:Add/Edit: Clicking either of these will open Clicking either of these will open up another window with a new set of tup another window with a new set of t abs.abs.
6.4.1.
6.4.1. GENERALGENERAL
DescriptionDescription: Change the price type : Change the price type description.description.
Payment CyclePayment Cycle: How often the member will : How often the member will be billed.be billed.
Default Billing MethodDefault Billing Method: Pay in Full (Cash), Credit C: Pay in Full (Cash), Credit Card or Direct Debit (EFT).ard or Direct Debit (EFT).
Club AccessClub Access: If your company has multiple sites you can restr: If your company has multiple sites you can restr ict access.ict access.
Enterprise Wide BookingEnterprise Wide Booking: Members on this agreement will : Members on this agreement will be able to book at any club.be able to book at any club.
Include agreementInclude agreementin the “hard count”:in the “hard count”: Included in the hard count r Included in the hard count report, selected by default.eport, selected by default.
Is a Is a “short term” membership price“short term” membership price: N/A: N/A
Allow On Account TransactionsAllow On Account Transactions: If selected members can : If selected members can pay in FOH by adding the debt to tpay in FOH by adding the debt to t heir accountheir account
to be paid at a later date. to be paid at a later date.
Allow Opt Out of Allow Opt Out of InductionInduction: N/A: N/A
Allow upgrade to change billing methodAllow upgrade to change billing method: N/A: N/A
Enable additional upgrade feesEnable additional upgrade fees: After configuring the Upgrade Paths t: After configuring the Upgrade Paths t ab, selecting this will look for theab, selecting this will look for the
additional fees you’ve set. additional fees you’ve set.
Allow On Account TransactionsAllow On Account Transactions: If selected members can pay in FOH : If selected members can pay in FOH by adding the debt to their accoby adding the debt to their accountunt
to be paid at a later date. Can be overridden per agreement price type. to be paid at a later date. Can be overridden per agreement price type.
Set On Account LimitSet On Account Limit: If you choose to allow on ac: If you choose to allow on ac count transactions you can limit the amount that cancount transactions you can limit the amount that can
be tendered. be tendered.
Max “Linked” MembersMax “Linked” Members: Defines how many members you can link to : Defines how many members you can link to this price type.this price type.
Max “AddMax “Add--on” Memberson” Members: Defines how many members you can a: Defines how many members you can a dd-on to this price type.dd-on to this price type.
Default Status for Online JoinersDefault Status for Online Joiners: Can inherit from the head agreement or be set per price type.: Can inherit from the head agreement or be set per price type.
6.4.2.
6.4.2. SCOPESCOPE
Scope:Scope: You can set the agreement You can set the agreement price type to be available at all clubs, specific groups price type to be available at all clubs, specific groups or just anor just an
individual club. There is an option to set the price
individual club. There is an option to set the price type to become available or unavailable on a specifictype to become available or unavailable on a specific date.
date.
Active/Inactive Date:Active/Inactive Date: These options allow you to set when the These options allow you to set when the agreement is available for sale.agreement is available for sale.
AvailabilityAvailability: You can set the agre: You can set the agre ement price to be available in house only, online only or ement price to be available in house only, online only or both.both.
Online DescriptionOnline Description:: Customers will see this when browsing / purchasing this membership online, it’sCustomers will see this when browsing / purchasing this membership online, it’s
useful to include the benefits they receive, payment terms etc. useful to include the benefits they receive, payment terms etc.
Online Sales TagOnline Sales Tag: As above, appears underneath the online descr: As above, appears underneath the online descr iption.iption.
6.4.3.
6.4.3. FEESFEES
This is where you enter the
This is where you enter the fees for this membership.fees for this membership.
Cycle Fee:Cycle Fee: This is the main fee for the membership. E.G- If This is the main fee for the membership. E.G- If this was an annual membership you wouldthis was an annual membership you would
enter the full amount for the
6.4.4.
6.4.4. TERMSTERMS
Auto BillAuto Bill: If this is selected t: If this is selected t he agreement will not lapse reghe agreement will not lapse regardless of any last use or renewal dates,ardless of any last use or renewal dates,
typically used for direct debit (EFT) or c
typically used for direct debit (EFT) or c asual / pay as you go agreemeasual / pay as you go agreements.nts.
Usage Months / DaysUsage Months / Days: Defines the length of the agre: Defines the length of the agreement, for example 12 months, 0 ement, for example 12 months, 0 days.days.
Billing Months / DaysBilling Months / Days: Defines how often they will be billed, so : Defines how often they will be billed, so if you have 12 months usage and youif you have 12 months usage and you
want to bill the member monthly then
want to bill the member monthly then you would also select 12 in here, alteyou would also select 12 in here, alte rnatively if it’s an annualrnatively if it’s an annual agreement that they pay in one
agreement that they pay in one lump sum you would select 1.lump sum you would select 1.
Min Months In AdvMin Months In Adv: How many months payment you require up front: How many months payment you require up front
Flat Cancellation FeeFlat Cancellation Fee: Charge the member for cancelling the agreement.: Charge the member for cancelling the agreement.
Percentage Cancellation FeePercentage Cancellation Fee: Charges the member a percentage of the agreement based upon the: Charges the member a percentage of the agreement based upon the
usage months / days. usage months / days.
Waived Billing DaysWaived Billing Days: If you have selected : If you have selected usage or billing days then you can waive these.usage or billing days then you can waive these.
Renewal Months / DaysRenewal Months / Days: How often is the renewal of the agreement.: How often is the renewal of the agreement.
Bonus MonthsBonus Months: Gives the member free mo: Gives the member free months.nths.
Use CountUse Count: N/A: N/A
Test DatesTest Dates: Will show you how your terms relate : Will show you how your terms relate to member agreement dates.to member agreement dates.
Enforceable ContractEnforceable Contract: If enabled the member cannot lapse the agreement during until the agreement: If enabled the member cannot lapse the agreement during until the agreement
term has been reached. term has been reached. 6.4.5.
6.4.5. PRICE CHANGESPRICE CHANGES
This box will show you any future and historical prices. This box will show you any future and historical prices.
6.4.6.
6.4.6. COMMISSIONCOMMISSION
You can enable the agreement to
You can enable the agreement to calculate points to be awarded to tcalculate points to be awarded to the user who sells this membership to he user who sells this membership to aa customer.
customer. 6.4.7.
6.4.7. ADD-ONADD-ON
This price supports “global” addThis price supports “global” add-ons as children:-ons as children: If enabled this would be the If enabled this would be the head agreement for anhead agreement for an
add-on based agreement. add-on based agreement.
This price is a global add-on priceThis price is a global add-on price: If enabled this would act as : If enabled this would act as the child (add-on) agreement.the child (add-on) agreement.
6.4.8.
6.4.8. PRORATEPRORATE
If setting up a direct debit (EFT) agreement, then you can select here whether or not you want to waive any If setting up a direct debit (EFT) agreement, then you can select here whether or not you want to waive any prorate fees.
prorate fees. 6.4.9.
6.4.9. DOCUMENTDOCUMENT
At the end of the
At the end of the New Member Wizard and Termination Wizards within Membership Management you areNew Member Wizard and Termination Wizards within Membership Management you are presented with options to print documentation. Here you can select
6.4.10.
6.4.10.INVENTORYINVENTORY
This works in exactly the same way as referred to on the head agreement,
This works in exactly the same way as referred to on the head agreement, only it’s set on the individual priceonly it’s set on the individual price type instead of all agreements under the
type instead of all agreements under the main head agreement.main head agreement. 6.4.11.
6.4.11.BOOKING RULESBOOKING RULES
If you have configured booking penalties, you can select
If you have configured booking penalties, you can select if you wish to exempt this agreement from if you wish to exempt this agreement from specificspecific booking types.
booking types. 6.4.12.
6.4.12.DEMOGRAPHIC UPGRADESDEMOGRAPHIC UPGRADES
Setting an option at this level will apply to only this agreeme
Setting an option at this level will apply to only this agreeme nt price type, you can set nt price type, you can set these options to apply tothese options to apply to all agreement price types on the head agreement.
all agreement price types on the head agreement.
These options allow automation of agreement changes based upon the cr
These options allow automation of agreement changes based upon the cr iteria defined below:iteria defined below:
Agreement Change on Age Restriction Agreement Change on Age Restriction Reached:Reached: This option can only be used if you have setup ageThis option can only be used if you have setup age
restrictions on the ‘Restriction Rules’ tab. restrictions on the ‘Restriction Rules’ tab.
Agreement Change on Member Lapse:Agreement Change on Member Lapse: This option is commonly set on paid memberships so that when This option is commonly set on paid memberships so that when
they
they’re due to lapse they automatically move onto ’re due to lapse they automatically move onto a casual / pay as you go membership. This allowsa casual / pay as you go membership. This allows them to continue making purchases without any previous membership benefits.
them to continue making purchases without any previous membership benefits.
6.4.13.
6.4.13.RESTRICTIRESTRICTION ON RULESRULES
Once configured this will allow you to restrict t
Once configured this will allow you to restrict t he purchase / upgrade onto this he purchase / upgrade onto this agreement for a specific ageagreement for a specific age range.
range.
The rules are setup in the
The rules are setup in the Legend Control Panel >> Data Tab >> Agreement >> Legend Control Panel >> Data Tab >> Agreement >> Agreement Restriction Rules.Agreement Restriction Rules.
6.5.
6.5. UPGRADESUPGRADES
If you don’t want to restrict
If you don’t want to restrict your membership upgrade / downgrade paths, tick the your membership upgrade / downgrade paths, tick the ‘Membership’ option as per‘Membership’ option as per
the screenshot below. If this option isn’t selected,
the screenshot below. If this option isn’t selected, you won’t be able to change a you won’t be able to change a customers membership.customers membership.
Allow upgrades only to Allow upgrades only to the following agreements:the following agreements: Select this if you want to specify which memberSelect this if you want to specify which member shipship
a customer can change onto. This effects
a customer can change onto. This effects in house (Membership Management) only.in house (Membership Management) only.
Add/Edit:Add/Edit: Select the ‘To Agreement’, this is the agreement you’re allowing this agreement to change to.Select the ‘To Agreement’, this is the agreement you’re allowing this agreement to change to.
Repeat until you’ve added all possible agreement change /
Repeat until you’ve added all possible agreement change / upgrade paths.upgrade paths.
Price:Price: This price is an additional upgrade fee, make sure This price is an additional upgrade fee, make sure to tick all of the previous options for this toto tick all of the previous options for this to
make sure it’s active. make sure it’s active.
6.6.
6.6. ONLINE PATHSONLINE PATHS
This tab allows to you specify online upgrade paths. See the
This tab allows to you specify online upgrade paths. See the previous ‘Upgrade Paths’ section for more detail.previous ‘Upgrade Paths’ section for more detail. 6.7.
6.7. DOCUMENTATIONDOCUMENTATION
You can specify which agreement or te
You can specify which agreement or te rmination documentation to relate to the wizards in Membershiprmination documentation to relate to the wizards in Membership Management. There is also a box where you c
Management. There is also a box where you c an write a description for this agreemean write a description for this agreeme nt that appears onlinent that appears online when a member is going through the
when a member is going through the signup process.signup process. 6.8.
6.8. RESTRICTIORESTRICTION N RULESRULES
Once configured this will allow you to restrict t
Once configured this will allow you to restrict t he purchase / upgrade onto this agreemehe purchase / upgrade onto this agreeme nt for a specific agent for a specific age range.
range.
The rules are setup in the
The rules are setup in the Legend Control Panel >> Data Tab >> AgreLegend Control Panel >> Data Tab >> Agre ement >> Agreement Restriction Rules.ement >> Agreement Restriction Rules. 6.9.
6.9. BOOKING RULESBOOKING RULES
If you have configured booking penalties, you can select
If you have configured booking penalties, you can select if you wish to exempt this agreement from if you wish to exempt this agreement from specificspecific booking types.
booking types. 6.10.
6.10. DEMOGRAPHIC UPGRADESDEMOGRAPHIC UPGRADES Setting at this level will apply to all
Setting at this level will apply to all agreement price types, unless overridden on the agreement price types, unless overridden on the individual price type. Theseindividual price type. These options allow automation of agreement changes based upon the criteria de
