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APHELION START-UP GUIDE & INSTRUCTION MANUAL for

1. 64 MnM Member Services Services can be used to log usage in different areas of the facility or to restrict access to these different areas based upon membership category Setup activities for those areas that you wish to monitor usage or for those areas that require restricted access If you want to track which service a member uses when he checks in select Always prompt for activity on regualr check in under Check in options Configuration gt Station gt Check in Settings gt Always prompt for activity on regular check in This feature allows tracking member check ins for services with an A facility area attribute Up to 16 different services may be configured While setting up the services you can also set default pricing for Visit sales The default pricing is used when you sell a Visit for the service from the ProShop Check in to a particular service can be restricted by member type Configuration gt Member gt Type For each membership type any combination of services can be selected as an allowed entry If a member is not assigned to an allowable service the Front Counter will be alerted If activity tracking is enabled and if the Check in screen is operating in Attended mode the complete set of activities with an A attribute will be displayed in a selection window when a member checks in If tracking is disabled uncheck the box Always prompt for activity on regular che
2. Bescripfion Power Bar Quanity rit Prica jns Amunt jus Angst priedi Tak Status R Ratel C Raiez C Both C Hne 137 You can control the ability of your front counter personnel to edit the pricing on the Register screen by turning on password protection for pricing changes To Change Prices Quanities and Discounts from the Register 1 Inthe Front Counter Module select Areas Register from the menu bar 2 Press a Department quick key then press an item key 3 Press on the selected item in the receipt window this will bring up the Edit Inventory Transaction screen 4 Enter the necessary changes and press lt OK gt Miscellaneous Sales If the item does not have a code or the code is not available the clerk may wish to not enter any code The Miscellaneous item function will allow you to sell any item and the user can change the description as necessary by typing a descriptive phrase Any sales transac tions that do not have product ID numbers are stored as miscellaneous sales items If the operator wishes to sell an item that has not been entered into the inventory database the procedure is as follows Press lt Enter gt with the cursor positioned on the ID field with no ID number entered Change the description price quantity and tax status of the item in the Miscellaneous sale window Press OK when finished editing the item Sales transac tions of this type are tracked for accounti
3. Account Defaults Although changeable at the time of sale default values of the income account and billing categories that apply to certain invoices can be established Configuration gt Accounting gt Account Defaults When using the Contracts module for selling membership contracts an income account and a billing category must be assigned to the sale Select from the user configured list of income accounts the account that tracks membership sales e g Membership Dues or similar Also select from the Billing category list to set the billing account for Contract sales A similar process is followed when creating an invoice in the member screen in the Data Entry module If a sale using the POS is completed and placed on the member s account a billing category must be specified for the sale This is necessary to separate billing activities between member dues and POS charges Billing categories can be established for Pro Shop and or Juice Bar invoices to assist in on account billing of items purchased in these areas of your facility The Billing categories are only used for identifying the proper invoices for billing and are not credited with sales payments received during billing are credited to the original invoice items income accounts The POS system is capable of selling items that are not entered into the retail inventory database These items are considered Miscellaneous items Sales from this type of item
4. m Note that when entering the secondary account information the Bill to ID last name address and other fields are defaulted to the Primary member s information To Add a New Member To Your Database 1 In the Data Entry Module select Data Entry Members 2 Click lt ADD gt and select type of member and then click lt OK gt 3 Enter Barcode ID This can be set to automatically enter the next available number in the Configuration Module To do this select Member Barcode ID Assignment 4 Enter Agreement This optional field is used to record the agreement number of the member contract if it is different from the customer ID 5 Enter member information in remaining fields 6 Click on the General tab at the top of the window and enter applicable member informa tion 7 Click on Billing tab 8 Choose a billing cycle by clicking on the pull down arrow 9 Set Next Billing date 11 Choose a form of payment by clicking on the pull down arrow 12 Select Bank Name from the pull down menu 13 Enter member information in remaining fields 14 Click Renewal tab to enter Join date Contract Expire date and renewal fees 15 Ifthe member being added is not responsible for payment of dues click the Responsibil ity tab to select responsible billing party 16 Use the Custom tab to enter additional member information optional 17 Click on the N
5. punchcards for each member Visits and Personal Training sessions are sold from the ProShop screen and decement each time the member is checked in for a particular session at the Front Counter When you sell a Visit or Personal Training session to a member the system will add the appropriate amount of visits or personal training sessions to the member s record The Visits 146 o are then used to track the number of times a member can attend different club services or obtain Personal Training Members can purchase a certain number of visits to each service in the club This is useful for selling usage of your tanning beds nursery visits or special memberships where facility usage is limited Members can purchase a certain number of Personal Training sessions also This is useful for selling and commissioning the Personal Training segment of your club One fundamental difference between visits and personal training is that the personal training is tracked by instructor so commissions can be paid Visits are to areas of the club and are not tracked by instructor Visits and Personal Training are sold to a member and then counted down when the member is checked in The number of visit units required for entry will be compared to the number of visit counts remaining in the member database If the member has enough visits remaining the check in will proceed If the member does not have enough visits an alert screen will be display
6. Billing Accounts and Income Expense Accounts The program uses Income and Expense Accounts to track the income and expenses that is generated by sales The program uses Billing Accounts to differentiate between different types of charges Income accounts are used to track sales of your inventory and memberships by account As the items are sold whether they are membership contracts or retail inventory the Income account will reflect the sale The Income accounts are defined by the user in the Configura tion module of the software system The Income accounts once defined are associated with the inventory items in the Database module When an item is sold either through the POS or Contracts program the income account is credited Expense accounts behave in a similar manner to Income accounts except they are used to track discounts or credits that are applied to a member s account Billing accounts are defined by the user in the Configuration module of the software system The Billing accounts are used to differentiate charges when billing is performed A Billing account is associated with each Invoice as it is created When billing your members you can select the Billing account therefore billing only for charges associated with that account The default Billing account is defined in the Configuration module It may be necessary to separate billing activities For instance you may conduct EFT billing for membership dues but want to
7. There are two main types of billing for your members e On Account e Dues Payments The mechanism for billing your members is the same for both types The program recog nizes two types of billing to give you flexibility when you bill your members On Account billing is associated with charges created when a member purchases an inven tory item or membership and obligates the payment These charges have a unique dollar amount and a due date On Account billing refers to your accounts receivable The On Account is ideally suited for Enforceable Contracts ProShop charges initiation fees or just a few payments The Dues Payments area uses a single dollar amount and a recurring billing cycle Dues billing is associated with a recurring fee This fee is collectable in a cyclical pattern usually monthly but it can be weekly every 2 weeks quarterly semi annually yearly etc The Dues billing typically can be cancelled by the member with appropriate notice Dues 169 Payments area is ideally suited for recurring charges of the same amount or when a contract is complete and rolls over into monthly billing While the program has the flexibility to bill your members separately for the Account charges and the Dues payments most clubs choose to bill for both at the same time We ll discuss the differences in the following sections Dues Payments DUES PAYMENTS is used to conduct recurring billing The recurring billing uses a dues
8. When a new member or prospect record is created or when a membership contract is sold the program can track the discovery method The discovery method is the way the new member found out about your club You may want to track the method the new member found out about your club for statistical purposes or to focus on the most effective method Several reports are available for this purpose Since every club utilizes different advertising methods the Sources screen allows you to track your promotions by defining them in this area The Set Sources option is used to allow you to select and track the method a member finds out about your club Suggested entries include walk in member referral radio newspaper mail etc Enter the methods that are appropriate for your club m To Set Sources 1 In the Configuration Module select Member gt Sources from the menu bar 2 Click lt ADD gt and enter appropriate description of the source 3 Click lt OK gt Prospect Defaults When entering a new prospect into the system certain items can be defaulted to make the data entry process faster and easier Every prospect is prioritized via a Priority number with 1 being the highest and 9 the lowest You can set the default call back day as the number of days after the record is added This field is called Days until call back If you are using the Prospect module the contact manager portion will expect you to set
9. ETE EEEN Pepin 40 00 40 00 Check I hohde payments jor cask reasacons Flat 1221 ub 1 Station 1 achiie cancelled payors ee ee When you highlight an Invoice the items that were sold on the selected Invoice will be displayed in the lower window on the Invoice Details tab To view the items that were sold on any Invoice select the Invoice in the upper window The Invoice details will appear in the Invoice Details tab below The Charges Payments tab can be selected to view the payment history for the Invoice The Charges reflect the schedule of expected payments for the account If payments have been made they are shown in the Charges Payments list To View Member Invoice History 1 From the Front Counter or POS screen click on the card deck icon 2 Select members name and click lt SELECT gt 3 Click on the member s name in the check in box at the upper left hand side of the screen This opens the Member Information screen Click on the account status icon Member Account Status screen opens 5 Click on lt Invoices gt to view Invoice History screen Payments The Payments button provides a list of all payments made by the member to his account Payments are listed in the order of the Post Date and include the amount of the payment as well as the amount applied to invoice charges This window provides the functionality to 163 apply a payment unapply a payment and appl
10. PEMEAN Ca Hew Finesse Club Cipm 40 paN ENNE H ranma Te a TuilakaJumi Failaka Jumi Yun inm Tini mml Yumi Fide nimni a a T p p De ee pe oe omens 15 Scheduling Select the Schedule icon to make an appointment for a member Schedules are maintained in groups These groups are setup in the Data Entry module Groups should be similar for the types of schedules such as a group for tanning beds or a group for the managers To examine the various schedules maintained by the program select the schedule group on the left side of the screen As you select the group from the left side of the screen the right side displays all of the schedules within the group Select the specific schedule from the right side Hanayoru Depending on what type of schedule you are selecting you may want to see all of the schedules at one time or only 1 specific schedule If you are looking for an open tanning bed for example you will probably want to see all of the beds at one time to search for an open time If you are looking at a manager s schedule you will probably want to see only the manager s schedule not all the employees within the group To handle these cases you can choose to view a specific schedule or all schedules at the same time Choose the schedule of interest or choose the ALL button to view all schedules of the same type A window will be displayed that lists all of the schedules of the same type or t
11. There are a variety of reports to help you manage your membership data These reports will help distinguish sales trends give information about your memberships visit habits tell you 202 when members have become inactive list members by sales person and counselor Reports on member interests will help marketing strategies In the report called All Members the entire database can be viewed and printed Most of the member reports can be further divided by several descriptive categories Mailing lists can be generated to help improve retention rates from these reports There is even a report listing members birthdays by month You will find the following reports under the General menu e General Member Information e All Members e Members by Membership Type e Members by Level e Members by Status e Member Notes e Members by Counselor e Members by Salesperson e Member Dues by Salesperson e Frozen Members e Members with expired Lockers e Members Birthdays for a Month e Records that have changed e Member Statistics e Members with Interests e Zipcode Distribution Facility This section of reports pertains to facility usage You can configure the software to coincide with the different areas of your club By assigning these areas with specific titles you can generate reports that will tell you where and how your facility is being used Knowing how your membership is using the facility will aid in developing s
12. This field allows the user to select various payment options including automatic drafting invoice billing or credit cards Required entry field Note for EFT users only If you select EFT as the form of payment a prompt will appear This prompt will ask if you wish to send a pre notification to the bank for the new entry Generally all new entries should be pre noted In some cases this is a bank requirement Note that you are only flagging the member to be pre noted You must select Billing then Pre note from the Billing menu to actually generate the Pre note file for your new members DUES AMOUNT Enter the amount of the dues that corresponds to the billing cycle selected above This is the amount that will get used when performing the billing operation Ticeesg Daley cyte EEE E Forma of Payara Gotement Caapees E ikisi fanus ee sors sled Hasi Hamm j pi ih Ci aT Hah aj Lasag Hyi ii hea IN Basi Apresa ft LP rater a P damara aqibry F Areobici Chivan maa bhi E Daia Seige re O Comte how bho BLT titi Eim Drai Cael rr E Taas re n Tapana earviepp penrem T cosa ama rapa aa kis D Tawel 00 0 00 re a Veta dae nm vibes i issza Arma femal Secma it EF Are O Spey edotion at pa sa E fegzreall Note that this amount is intended to be a recurring or cyclic billing amount i e monthly quarterly etc Do not add tax to the amount as the tax rate is set in the Configure section
13. can be used If an inventory stock is below the reorder threshold value the item is highlighted to call attention to the need to reorder these items To Enter inventory items into your database 1 In the Data Entry Module select Data Entry Inventory 2 In the Browse Inventory window click lt ADD gt and enter the ID number assigned to the retail item Note If the UPC barcode label contains six numbers in length instead of 10 you should use the scanner to input the ID number With the cursor in the Barcode ID field scan the package UPC label Enter the description of the retail item Click on the pull down arrow choose an income account and click lt SELECT gt Enter the sales price in the Price field Click the up down arrow button to select a number in the alert when below field if you want to be alerted when the inventory falls below a certain amount ea PF ad N Click on the Discount Item box to reduce the selling price by a specific percentage 8 Click on the applicable sales tax button Sales tax rates are entered in the Configuration module under Configuration Site Note If you select None the item is tax exempt on the POS screen 9 Click the box labeled Skip restocking alert on POS if you do not want to be alerted when selling this item 10 Click the box labeled Apply membership discounts to this item if applicable to this retail item 11 Click on t
14. database entry defaults and member billing defaults information are entered in this Configuration menu selection Clubs If you are operating a company with multiple clubs this configuration option allows you to specify the names of the clubs along with tax rates and EFT information The club information is used at the corporate office to conduct member billing It is also used within the clubs to define which clubs receive data and to select which information is sent to the remote sites The specific information about each club is available when you press the lt Change gt icon Since several of your clubs may be similar you can copy a club when setting up the system rather than entering the information again If you use the copy command you will need to change the club name in the copy and any information that is different at the new club The ID Banner field is used to print a header on the membership cards if you are using this option Note that the field will allow you to enter up to 30 characters The local tax rate is entered in this section Up to two local tax rates can be entered and will automatically calculate tax on items sold through the ProShop module If your dues payments are taxable select this option Tax will be computed for each member dues payment and added to the monthly total Tax rate number is used for dues payments Entering the tax rate here will allow you to quickly modify the pricing of your
15. 52 must be assigned an income account since the information is not stored elsewhere in the computer Establishing an income account such as Misc is recommended for this purpose Credit Memos can be created against an existing invoice The effect of a Credit Memo is to reduce accrual sales by applying a negative invoice amount Credit Memos can be used to reduce to zero if necessary the amount of an invoice Therefore when a Credit Memo is created it must be attached to an existing invoice This operation is performed from the Account Status screen in Data Entry When creating the Credit Memo an account must be specified This account can either be an income account or an expense account An income account is used when the Credit Memo reduces the amount of an invoice and you wish to subtract the credit amount from the income account sales For instance if a member owes 100 00 on his membership contract and you have agreed to reduce it by 25 00 A Credit Memo can be issued with an income account of Membership Dues specified Accrual sales reports will reduce the amount in the income account for Membership Dues by the 25 00 contained in the Credit Memo Alternately an expense account such as Bad Debt can be used as a means of paying off uncollectable charges In this case the amount reflected on the Credit Memo adds a positive value to the Bad Debt account The account attached to the Credit Memo is set at the
16. After entering the interval times use the mouse to click the fields that correspond to the time intervals and the days of the week If you wish to NOT allow the member of this category to be admitted during a specific interval switch the Allow field off by clicking A check mark indicates the member will be allowed during the time interval As an example you may wish to set up a Non Prime membership The member will only be allowed to check in early in the morning or late at night The member can enter before 8 AM or after 7 PM Sequentially turn off the check mark that indicates a member is allowed to enter during the time frame of 8 AM to 7 PM Use the mouse to toggle the checkmark When you are done all items in the middle column should be unchecked signifying the member is not allowed to check in in this time frame Note that you can also restrict the days of the week that a member can enter the facility By Allowing all times on Monday through Friday and Disallowing all times on Saturday and Sunday you can effectively create a membership that cannot attend on weekends Set Allowed Services Once activated a table of allowable services is displayed Note that you must have previously setup the services If your services are not displayed in the window setup your services in the Services menu Refer to menu item Members Services The services shown reflect all the available services that you have configured Us
17. Declined payments can also be manually cancelled through the member data entry module Select a member by either double clicking or highlighting and selecting the Change button To manually Cancel a payment select the Payment History button The resulting window displays the payments that have been made to the account Highlight the payment to be cancelled and press the Cancel button You will be prompted to verify your intentions to cancel the payment After continuing the payment will vanish from the display indicating that it has been removed from the member s account leaving an open charge Reviewing Prior Billing If you would like to see the billing that was performed for a prior period two views are provided To view a specific member choose the lt Member History gt button Enter the member ID and the range of dates you wish to view A report will be created that details every billing transaction for the member To view the billing at the club level choose the lt Club History gt button A list is displayed in the window that shows each billing that was performed When you highlight a specific billing cycle the lower part of the display will show each member that was billed in the cycle that is highlighted If you need to re run the billing press the lt Duplicate gt button This will recreate an identical billing so you can reprocess z it Uiga cose If you press the lt Print
18. These defaults are used to save repetitive typing and speed data entry The Formatting tab sets the format for phone numbers zip codes and Social Security numbers To Set Default Settings In the Configuration Module select Site gt Default Settings from the menu bar Enter the default values for member s city state zip code and area code Click the Formatting tab Choose the preferred formats for phone numbers zip codes and social security numbers 5 Click lt OK gt Poe NS Next Receipt Number Receipt settings simply specify the next receipt number To Set Next Receipt Number 1 In the Configuration Module select Site gt Next Receipt number 2 Enter receipt number 3 Click lt OK gt Next Receipt E Appointment Types Define all available appointments for scheduling in the Front Counter module Select lt Add gt to add a new appointment type or highlight an existing one and select lt Change gt Type in a description for the new appointment and select a foreground and background color scheme for easy identification E Browse Appointment ppt CON ee Tc Unavailable Hums OC TUG s M To Set Appointment Types In the Configuration Module select Site gt Appointment Types from the file menu Click lt ADD gt Enter description for the appointment Use the pull down arrows to choose foreground amp background colors Click lt OK gt CeO ee a J_ ag 50
19. and TERMINATE status operate similarly to each other except members flagged as TERMI NATE can be deleted from the database all at one time using a special Utility in the Manager module Members flagged as FREEZE can be thawed from the Utility menu in the Manager module i 448 4448 To Configure Member Status From the file menu select Member gt Member Statuses In the Browse Member Status click lt ADD gt Enter description of each member status appropriate for your club Click Alert on check in box if option is desired Click lt OK gt of ONS 1 654 62 Note Actions Whenever a note is entered in the member s record an action is assigned to the note Actions can be used to categorize membership notes or to tag a note so its purpose is evident When you enter a note in the membership record the Actions menu will appear with your pre defined Actions Since notes can be entered into the member s record in several modules you may want to create actions that will be applicable to all of the types of notes you may enter Notes can be created for Prospects Members Collections and Front Counter To Set Note Actions 1 In the Configuration Module select Member gt Actions from the menu bar 2 Enter appropriate action notes 3 Click lt OK gt 40 a bps Bol Peco Himbeer Rielicinal Phona bn Radin Tele viii Walk in Yellow Papen Sources
20. form or strip Choose Statement form plain paper letterhead or form Click on Strip Receipt tab Enter message to appear on receipt if desired Enter periodic message on receipt with repeat intervals if desired Click lt OK gt OoN AON a 33 34 Station Hardware The STATION HARDWARE selection is used to select the port the cash drawer and turnstile are connected to If you are using a combination cashdrawer and receipt printer you should set the cashdrawer option to use the receipt port The default character is ASCII 28 which should work for most models of cashdrawers To Configure Station Hardware 1 Inthe Configuration Module select Station gt Hardware 2 Choose options for your cashdrawer turnstile and signature capture pad if available 3 Set receipt type cash drawer default string to ASCII 28 Enclose lower ascii characters with carets e g lt 28 gt 4 Click lt OK gt Paths and files Paths are directory maps used by computers to locate desired data files It is necessary to define these paths for specific functions of the Fitness Manager Path to Member Pictures is used to locate the folder containing all member picture files attached to member records Path to Member Pickers Path to Image and icon files for POS and S nem a services display is used to locate the Path to image and icon Wes for POS and services diaplay folder containing all icons us
21. members If a prospect purchases a membership the lt Convert gt button will use the prospect record information to construct a member record The billing information not available in 77 78 the prospect record will need to be updated by the user in the new member record to complete the conversion process To Convert a Prospect to a Member 1 In the Data Entry Module select Data Entry Members 2 Click on the guest prospects name and then click the lt Convert gt button 3 Choose Member and click lt OK gt Account A member s account records can be displayed from the member database browse window To view a history of account information of a member highlight the member then press the lt Account gt button A window will be displayed that lists all account transactions for the highlighted customer A similar function can be activated from the Register screen A thorough description of the account history browse window is given in the Billing section Print To make a hard copy of the member s information record select the Print function This function will print out the record field information for the highlighted member in the browse window Check In To view all the times a member has checked into the club select the lt check in gt button Schedules To view the scheduled appointments for a highlighted member select the lt Appointments gt button Member Database Fields As mentione
22. or class And you can even count down visits for a trainer or the nursery This TT 95 26 BN Marketing pa Data Entry count down punchcard ability will track and count down the number of times a member uses an activity within the club Use the ProShop to sell your inventory items open the cash drawer obtain credit card authorization and print a receipt The system will automatically monitor par levels sales performance profit margins and print a cash reconciliation for each shift If you have the touchscreen monitor the quick key buttons make it extraordinarily fast and easy to sell your most common items The front counter system provides scheduling calendars These calendars allow you to schedule your managers trainers courts or any item you desire You can setup an unlim ited number of calendars and design the start and stop times Use the system to print calendars of events activities or employee schedules with the touch of a key Marketing The marketing system is a full featured contact management system You can track every guest or prospect and create follow up and call reports for your salespeople You can improve the sales performance of your salespeople with call back lists and performance reports This module is used to track and provide follow up for Guests and Prospects Use this module in the Sales office to record the notes and next action for all your sales calls or run it at another statio
23. or to enter additional member information REFERRALS Enter a number corresponding to the number of referrals a member has provided This information can be used to motivate your members to provide referrals LOCKER LOCKER EXPIRES If you use lockers enter the locker number and expiration date in these two fields This information is printed on reports INTERESTS This data field is configured in the Configuration program It is used to store the activities or events that are of interest to this member This information is useful for selective mailings of particular Pro Shop sales items or special class event promotions Select all the interests for this particular member SOURCE Select one of the choices originally set up in the Configuration section for the method by which the prospect member discovered your club This is used to track the effectiveness of various marketing techniques SALES PERSON ID Enter the salesperson ID number This allows the responsible em ployee the ability to track prospect follow ups Reports are printed and sorted by ID so each employee can have a current callback sheet COUNSELOR ID If the member is assigned a training counselor enter the ID number of that employee Press F6 to select the ID number from the list of employees Highlight the desired employee then press lt Enter gt to select 1 4 82 Percaz Generel Diky naereni Meapesnitday oaren owe Pere THAWS ALLOWED Since some
24. the icons are for the Check in screen the POS screen the Prospect and Guest tracking Class enrollment Scheduling and employee Timeclock If you allow the mouse to linger over any icon the tool tip will describe the function If you want to check members into the club use the Check in icon A check in window will be displayed You do not have to exit one window to view another For example you can view the POS screen by touching the POS icon When you touch the Check in icon you are returned to the check in screen exactly where you left In this manner you can easily switch between front counter operations Information Windows Many of the front counter screens have similar capabilities including searching for more information about your members If you want more information about a member a screen is available that provides a snapshot of most of the member information This screen is available from several areas in the Front Counter module 416 aSa The member information screen shows a snapshot of the member record including all of the member s accounting transactions and account balance a list with the most recent check ins a video image of the member and any secondary accounts as part of the membership To view this information click the mouse or touch anywhere on a member s name You can touch a name for more information on the member history screen and in the area where you enter a member s ID When you do a pop
25. without impacting your club data When you are finished training you can switch back to the club s regular data directory If you have multiple clubs you may wish to create a dataset for each club Using this technique you can view each club s data independently To switch between different datasets select File Datasets from the menu of any module A screen will be presented that will allow you to choose which set of data you want to use The dataset that you are using is displayed at the top of every screen This will insure you don t inadvertently utilize and conduct business using the wrong set of data Login Security Fitness i Terminal 1 Training dataset Every module can be protected to insure only the appropriate employees have access to the system The login security can be implemented in a variety of methods depending on the type of club The system can be configured to operate with little access control or with maximum control and at various stages between You should analyze your club to deter mine how much access control you need Don t implement more than you need as you ll constantly be typing in access codes 1 9 30 The security is implemented at the employee level Each employee is assigned a password along with access to various areas of the system When an employee logs in by typing his security code the system will only allow access to those screens areas and modules for which he has pr
26. ACCOUNTING The accounting menu allows you to customize the program to meet your accounting and reporting requirements Billing Categories The Billing Catagories section of the Configuration module allows you to set up the various billing partitions within the accounts receivable system You may wish to set up a billing catagory for membership dues NSF declines and POS charges This will allow you to perform EFT billing for membership dues while creating mailed statements for ProShop charges In this case you would set up a billing catagory for Membership Dues and one for ProShop allowing you to bill separately for those charges Set up the number of billing partitions that are needed that will allow you to select the appropriate invoices during your billing process Hmb hip Ducs HSF Declines PeoSthop Henewals Set Income Expense Accounts The Configuration menu contains a menu selection called Income and Expense accounts that must be set up prior to using the software These settings are important for establishing income and expense accounts as well as default accounts for certain invoice processes The Set Accounts option allows you to establish income and expense accounts as well as the GL code required for export to certain accounting packages An expense account should be set up to pay off delinquent uncollectable member accounts such as Bad Debt Another expense account is needed when provi
27. ALT key and the T key at the same time we ll designate it like this lt Alt gt lt T gt Keyboard Conventions Whenever we want you to enter text the text will be between brackets Any keys we want you to press will be between lt these symbols gt also known as greater than and less than symbols Thus if we want you to type the word WIN you ll see our instruction like so Type WIN That means type the word WIN but don t type the word type and don t type the brackets or the period When we want you to press or click an icon we ll say Click lt Icon gt For example if we want you to press the OK icon you ll see our instruction Click lt OK gt When we say click lt OK gt it means we want you to select the button within the lt gt symbols Generally a click will be one click however many times you will need to double click the item You ll double click for example when you are starting a program This manual will not differentiate between a single click and double click When we want you to select a menu item you ll see our instruction to select First Item Sub Item 3rd item This means to select the First Item then the Sub Item and then the 3rd item Menus are displayed at the top of every screen Once you have selected the First Item another menu is displayed We want you to select the Sub Item from the next screen that is displayed When you select
28. Cheat lower pectoral Chest pjer pectoral Delioid tront Dehioid raar Dad side ElEmas Anrobics 1 Aerobics Beginner cass Aerobics hey Toray Anrobecs Steg Up Bench press declines Bench prega fla Bench press inclines Bicycle Secondary Aerobic 156 Now you are ready to create Workouts Workouts are created using the exercises that were setup in the prior step An unlimited number of workout types can be created and saved The program allows you to define every muscle group in the body Using the muscles you define different exercises And using these exercises you ll group them together to form a workout When you add a member you assign a workout Every member will get a workout Each workout can be easily changed to provide a custom workout for each member Plotting Workouts On a daily basis members will use the system to print their workout for that day and track their daily progress The system will save workout information and personal information including height weight measurements and medical information Once several days workouts are saved the software will print and graph trends and the progress for each member including their exercises and personal characteristics lamng Ares Leerche uence press tiak i Veen esse E Be foni F Ji eE 157 BILLING amp ACCOUNTING Overview The accounting system within the Fitness
29. DOS file name for the exported delimited data file to be created in Any existing file with this name will be overwritten Added Since Optional specify a date here to limit the exported records to those that have been added member since field from the specified date forward The date can be specified in mm dd yy or mm dd yyyy format You can also set this entry to a value of LAST or AFTER A setting of LAST will limit the export to records added from the date of the last member export A setting of AFTER will limit the export to records added from the date of day after the last member export The last member export date can be edited from within the import export program from Import Export Dates under the help menu Updated Since Optional specify a date here to limit the exported records to those that have been updated from the specified date forward The LAST and AFTER keywords work here just like in the Added Since entry If the above 2 entries are used they should be used in conjunction If only one of these is set all member records will get exported Notes and Limitations Exclusive access to the Fitness Manager database files are required to perform the import and export operations This means that no users should be accessing the Fitness programs when running the scripts Only a subset of the member fields are currently supported by the import export program This limits which information can be transferred between club
30. Discount Coupons Discount coupons such as 1 OFF can be accomplished by entering a part number ID code user designated into the Inventory database The description can be COUPON and m the price a negative number The quantity of coupons issued can be entered into the Inventory database to allow tracking of the number of coupons or the discounts offered and redeemed Enter the description of any coupons you may offer into the Inventory database You may wish to enter an easy to remember code here For instance you might select 1000 for the ID code Enter other information in the appropriate fields such as the total number of coupons printed and a description Enter a negative dollar amount for the sales price This negative price will be added to the Invoice when a 1000 coupon is sold redeemed on the POS screen As coupons are redeemed the inventory amount will be counted down allowing you to review the number of coupons that have been redeemed When a coupon is to be redeemed select the item on the Register screen Enter the ID code you have selected In this example enter 1000 at the prompt for the ID code This automatically recalls the description and the negative price discount you have entered into the Inventory database Commission Tab COMMISSION SALES ITEM Note that there are three levels of commissions available for each Inventory Item providing extreme flexibility for your compensation sch
31. For example Standard Filters can compile a list of members whose form of payment is equal to draft A query can generate a list of mem bers whose form of payment is equal to draft and dues total is greater than 50 Query statements can be as simple or complex as you wish The Query function has been integrated into several areas of the software to focus searching for specific members or employees The functionality can be found in customized reporting and member tagging from the Reports Module or Member and employee browsing from the Data Entry module 207 Creating and Saving a Custom Query 1 The Query Wizard is accessible by selecting the Query button in many browse windows For example from the Data Entry module it is available in the Browse Members window 2 Selecting the Query button opens the Saved Queries window 3 Select Insert to add a new query Change to edit an existing query 4 Follow the on screen directions and use the following documentation to set up your desired query 5 After all parameters are defined select Finished and Yes to save the query Aphelion Fitness Center 1100 NASA Rd 1 606 Houston TX 77058 DATE Dear NAME FIRST NAME LAST Thanks for joining our facilities on Date Join We hope you enjoy your membership It will expire on Date Termination Thanks Mr Manager 6 Assign a descaiotion ta ihanien ea aeler
32. INVCHG 12 06 1997 50 INVCHG 1 06 1998 50 INVCHG 2 06 1998 50 PAYHDR 1 001478 11 06 1997 Downpayment 50 2 PAYDTL 50 ENDPAY ENDINV Because the payment detail does not include the charge ID field the program will attempt to apply it It looks for the charge in the current invoice with the matching amount of the payment detail If it doesn t locate a match it then takes the charge due the earliest that has an amount greater than the payment detail For this case the 50 payment is simply applied against the earliest charge for 50 227 INVHDRJID CLUB DATECUSTBARCODETAXRATELAMOUNTTAXLACCNTID INVDTLITEMTYPEJTEMBARCODE DESC AMOUNT QNTY TAXABLE1 INVCHGID DUEDATE AMOUNT PAYHDR CLUB CUSTBARCODE DATE DESC AMOUNT PAY METH PAYDTL CHGID CHGCLUB AMOUNT INVHDR 1016 1 11 06 1997 001478 8 0 1 INVDTL O New Membership 200 1 N INVCHG 2100 11 06 1997 50 INVCHG 2101 12 06 1997 50 INVCHG 2102 1 06 1998 50 INVCHG 2103 2 06 1998 50 ENDINV PAYHDR 1 001478 11 06 1997 Downpayment 50 2 PAYDTL 2100 1 50 ENDPAY Example 2 Importing a new member contract using IDs to relate transactions This example shows the identical invoice to the first example However in this case the internal identifiers transaction Ids and club numbers are supplied for the invoice headers and invoice charges It is not necessary to nest payments within invoices since the payment detail is directly link
33. If the member s name was recorded during the transaction the member s name is shown in the window at the left If the member s name was not recorded during the transaction the Invoice is recorded as a Cash Sale To view the details of a specific Invoice highlight the desired Invoice in the left window The details will be displayed on the right window As you scroll through the Invoices additional information is displayed relative to each Invoice including the transaction details salesperson which workstation completed the transactions the subtotal tax and total If you wish to Void an Invoice highlight the Invoice then select the lt Void gt button If you need to reprint an Invoice highlight the Invoice then select the lt Print gt button 1 4 49 Prospect and Guest Tracking Guest or club Prospects can be entered into the system to track potential new members Prospects are tracked similarly to members but are shown and tracked separately in the data browsers Prospects entered at the front counter will be visible in all other modules including the Marketing module Our icon for guest tracking is a prospector mining for gold as every guest is a potential member Select the GUEST PROSPECT icon a screen with several tabs will be displayed to enter tracking information As you add a new Prospect you can enter only a minimum amount of information such as name and address Or you can enter more details suc
34. Info tab by using the pull down arrow If you are using existing membership cards that have leading 0 s in the ID number you should turn on the option to treat the ID as numeric This will allow the program to utilize your existing ID cards If you do not have the older type ID cards leave this option turned off Since some clubs limit the number of times a member may FREEZE his membership the system allows you to preset the member database with a given number of THAWs You set the default number under the THAW configuration option Each time a Freeze is used the number of Thaws available is decremented When 0 Thaws are available the program will not allow you to Freeze a member account without an override Since member notes can be entered at the Front Counter a note action is also created when the note is created To insure consistency in the type of note action that is selected by front counter personnel in Configuration choose Site gt Site Info gt General Tab to default the type of note created Secure employee passwords by checking the box Mask Employee Passwords Astericks will appear in the password field when editing employee records ProShop Tab The ProShop screen allows you to define certain options for the ProShop operations If you decide that you must have an employee name assigned with each ProShop transaction select the option that requires that the salesperson must be set to complete invoice If
35. Many capabilities are available in the Aphelion software Details on how to use the system are contained in this and subsequent chapters For those of you in a hurry here s a quick summary of some of the main capabilities available in the system that you shouldn t miss 10 File Card Icon When you check in members to your facility don t forget that you can use the File Card icon during check in to pop up the member roster if a member forgets his card or ID number or just type the last name instead of the ID number Use the mouse to click on various areas of the check in and POS screen Just about every area will display more information when you click on it For example if you click on the name of a member on the recent check in list details of the member s account will appear Visit Counter The Visit Counter will let you sell visits to an activity within the club and then it will count down as the activity is used This feature is similar to a punchcard use it to sell nursery visits tanning beds Apex c ourt usage etc Monitored Mode If the check in activity is not very high set the Front Counter to Monitored mode check in This allows you to monitor the check in visually without having to type anything on the keyboard This mode is very helpful if there is only one person behind the counter POS Register When selling ProShop items the point of sale Register screen provides revenue and profit reports by d
36. Recurring Dues amount from Version 2 In addition each Version 2 Activity is converted into a Service and tagged with Area and Visit attributes You can then upgrade each Service to include the Dues attribute if you wish to charge as separate recurring dues To create a Member Service Configuration In the Configuration module select Member gt Services Select the Add button Under the General tab assign a barcode ID description and income account Set the attributes visit costs and tax rates if applicable Under the Image tab set an icon image to be displayed during check in for area type services SP Ore 6 Under the Commissions tab set any desired commissions information Set recurring dues for Member Services Data Entry 1 In the Data Entry module highlight a member record and select Change 2 Select the Billing tab 3 In the Recurring Billing box place a check mark next to all desired services to attach to the member record 4 Double click the dollar amount associated with the desired service and enter an amount The Dues column is for active recurring dues the Freeze column is specific to the Member Status Frozen Batch adjustment of Recurring Dues amounts Reports In the Reports module select Utilities gt Batch change Member dues Select a member record filter type Select the service to adjust from
37. Smart Update Optional version only allowable values are Y yes N no or blank The default is no When set to yes the program will only import records with a TRANS ACTION DATE field greater than the locally stored Last Post Date This last post date value is stored in the local APHELION INI file and is updated by both the smart update and calibration imports Note the smart update and calibrate flags should not be set to yes for a single import Usually a full set of transaction data should be available for import and either the smart update or calibrate options can be used with it Be careful when importing version payment information that you do not import the same data more than once If you do you can end up with duplicate payment records resulting in invalid billing information You can use the Reject Duplicates setting to avoid this problem Transaction data export Entries Source Required a valid DOS path name specifying the location of the source Fitness Manager dataset Target Required a valid DOS file name for the exported delimited data file to be created in Any existing file with this name will be overwritten Added Since Optional specify a date here to limit the exported records to those that have been added post date field from the specified date forward The date can be specified in mm dd yy or mm dd yyyy format You can also set this entry to a value of LAST or AFTER A
38. The system can be configured to use different sounds for many types of events such as OK Entry No Entry Account Balances expired contract etc The sound files make it easy to hear messages and alerts when the club is busy or noisy You cannot hear the sounds through the standard speaker that is installed in most computers __ To hear the sounds sound must be enabled in your Windows System Setup before the program will play the sounds Refer to the Windows Control Panel of your Windows manual to setup sound The sounds are assigned in the Configuration module under the Station menu selection Technical Support We are sure you will be pleased with the dependability and reliability of your new system We have a variety of services designed to help you get the most out of your new software When you become a registered user you are entitled to PRODUCT UPDATE NOTICES You ll be notified when APHELION introduces new releases These releases will be available at a nominal fee Our Technical specialists are ready to answer your questions by mail or phone 281 333 9897 9 00 AM 4 00 P M CENTRAL TIME MONDAY FRIDAY You may call within 30 days of your purchase date at no charge Technical service calls not covered under the standard service policy are billable at our service rate If you prefer you may write or fax our technical service group at no charge We are also available to answer your questions at Aphelion n
39. To use these reports be sure to com plete the Tour Scheduled and Tour Completed date fields The report will give a good snapshot of salesperson performance and plot trends Analyze Demographics Tracking the source of your prospects makes good business sense The Prospect tracking software will track the source of every guest or prospect and provide a concise image of where the leads are coming from Be sure to setup and use the Source fields Every time you add a new prospect set the Source field so that it matches the way the prospect found out about your club 106 Later you can print reports that describe the source of your leads and the number of sales as a result of the source You ll quickly determine the best source for leads and the best source for sales To Add New Prospects 1 Inthe Marketing Module select Prospects gt Add 2 Enter the appropriate prospect information in the fields of the New Prospect screen 3 Click on the tabs at the top of the New Prospect screen to add additional prospect information Info Followup Marketing Personal Picture To Browse Prospects 1 Inthe Marketing Module select Prospects gt Browse 2 The Browse Prospects screen will pop up This screen allows you to add change delete and convert prospects To Change Prospect Information 1 Inthe Marketing Module select Prospects gt Browse 2 Click on the name of the prospect that you want to chang
40. Training Tracking Personal Training sessions are very similar to the Punchcard capability whereby a member purchases sessions from the ProShop and uses them as he she checks in to the club A distinct difference is the capability to track and pay commissions for training since training is normally commissioned and the instructor is tracked Reports can be run to determine commission levels Commissions can be paid when Personal Training is sold reflecting the individual who conducted the training 129 Every member can purchase any number of Personal Training sessions The program manages the account keeps track of sessions remaining and sessions used When a session is used the software tracks who conducted the training type and time When you initially setup the Personal Training session to be sold you specify an instructor When a Personal Training session is used the instructor is defaulted to the instructor that was originally setup Since this instructor is not always available you can change the instructor by clicking on the lt Card Deck gt icon To add Personal Training sessions to a member s account Sell a Personal Training session from the POS screen Refer to the POS Register section to learn how to sell Personal Training To add Personal Training sessions so they are available for sale add training sessions in the Database module Use the Configuration module to setup the quick buttons on the POS screen so the ses
41. additional member information such as name of physician and insurance provider These fields are setup in the Configuration module Notes Tab NOTES This field is a free form note field and can be used to enter any information regarding the member that you choose a E Peranal Garsai Siting Haaren Peapincindiy Coane Haaa Pipa Feel Fanaa mi a ot EFT at oe Connect Egar E mm Api revere in ppur yrr Padar p The following follow up fields are also available Priority Last Contact Next Action and Next Contact These fields can be used for follow up purposes and are similar in nature to the fields in the Prospect module If a note is created that you wish to display when the member is checking in check the box labeled alert at check in If this box is checked the note will be displayed when the member checks in Each note is color coded so you can determine the module where it was originally created Green bordered notes are created in the Prospect module Blue bordered notes are created in the Data Entry module Yellow bordered notes are created from the Front Counter module Red bordered notes are created in the Collections module Picture Tab PICTURE This tab allows the taking of a picture of the member providing the optional Video Image Capture System is available This area also permits the deletion of an existing picture and replacement with an updated one Just click on the dele
42. all of the charges and payments in the account As with the simplified screen the originating invoice and its charges as well as the applied payments can be viewed by selecting the Invoice button Access to the simplified interface or the full interface is determined by the access privileges that are assigned to the employee Access privileges are assigned to each employee in the Data Entry module Credit Memo The Credit Memo is used to reduce the amount of an invoice A Credit Memo can be issued if you wish to reduce the amount outstanding on a member s account Also if a member moves from the local area and quits paying you may want to credit the member s account The importance of the Credit Memo is in accrual reports In accrual reports invoices are used to determine sales A Credit Memo is used during accrual reporting to act as a nega tive invoice therefore reducing the amount of the original sale This allows adjustments to the member s account without affecting any cash side accounting A Credit Memo can be created from the Credit Memo button displayed on the Account Summary screen A list of invoices associated with the member is displayed in a browse window format To create the Credit Memo highlight the desired invoice select the 166 account from the Apply against account field set the amount of the Credit Memo in the Amount field type a description purpose for the Credit Memo and set
43. amp o o o Employee on Lirit Jamon E Apply basting Creditsof th THH fo Appiy it Hapaly apph amounts Linapplaad Amiant hi W VOLAY Gym Eag Every Wear EFB EAE Show ugad charges onky Tots hib LIEI hi jii goe E Print rorsiipl lat Or x Tancoal Depending on your access level you will see either a detailed entry screen or a simple entry screen The screen that is displayed is based on your access level The simple access screen will not allow you to apply a discount or to apply payments to a specific charge only as an open payment The detailed access screen allows discounts and payments to be applied to a specific charge Typically you will provide access to the simple screen for your front counter personnel while the manager may have access to the detailed screen The simple access screen only allows payments to be made against the account and does not allow you to designate which charge the payment is for After entry of the dollar value of the payment the user is asked to enter the effective date usually this will be the current date which is already shown in the field A Memo field is provided for the user to enter any special notes regarding the transaction wo Discounts When selling a ProShop item you may wish to provide a discount to your member The discount function allows you to quickly discount the selling price by a fixed percentage or by a dollar amount To discount th
44. call backs on the screen A comprehensive list of the calls that need to be made can be printed Each salesperson using these reports will have the tools needed to effectively manage their prospects Simplify Follow up Every time a prospect is contacted place a detailed note in the prospects record Each note is tagged with the date the salesperson and an action item With unlimited notes you ll have a comprehensive record of each call which salesperson spoke to the prospect and the result of the call These notes remind your salespeople of the results of the last call and provide a sophisticated quality image to your call A detailed record of each conversation allows you to escalate each call to the next sales level Track Performance Tracking performance of your salespeople is important By analyzing the results of every call a salesperson makes the program provides comprehensive information regarding a salesperson s accomplishments Salesperson performance can be monitored by tracking the number of calls a salesperson makes along with the number of appointments the number of prospects that visit as a result of appointments and the number of prospects that turn into sales Though most good managers can quickly determine if a salesperson is effective this tool provides the hard facts Display call performance by number of calls tour efficiency by number of completed tours and sales efficiency by number of completed sales
45. employer types When ating up mn tieki one of Getic aibei can bt delected and then ciglomined If desired you can have each member and prospect record begin with a certain prefix For example you may want all customer ID s to begin with a C while prospect ID s may begin with a P While this is not recommended it is available for those clubs that require it Data Exchange ID Assignment The Data Exchange ID is intended to be used as a unique identifier for exchanging data with external data sources i e billing companies or other clubs using Fitness Manager The Data Exchange ID field is numeric and must be a unique number within your member table Fitness Manager offers several options for initializing this field as you add new member records Baread agerceneat it iets Enciatege tt Che kamar Geld aoeply aipborcemaese vakos Ube eld HeeiMember beads O F Aakers iea hadaa hieer weber tons G ksiprereir Preapedd hore T pia mair age treks p Hemera bisha MENG a 0 70 Options include Do not auto generate value Generate based on club number and incremented number ideal for Aphelion multi club replication Generate based on prefix and barcode this option is used by some billing companies a WA a ie Gti coc Pe Ah og op n peerless pe ee pin Be TE tice mel To Set Data Exchange ID 1 in the Configuration Module select Member gt ID Assignments gt Data Exchange
46. few If your Front Counter is always attended you may want to replace the different types of alerts with one general alert that notifies the front desk clerk The system is configured with standard voice announcements that we have recorded in our Houston facility You can record your own using a Windows or Windows 95 sound card Video Check In If you have purchased the video image option the member picture will be displayed on the check in screen You must first configure the system for your graphics adapter and monitor Use the Configure module to setup your system to display the pictures 124 OO Once the camera is setup and working three methods of capturing an image of your members are available One method is to use the utility available from the Aphelion Club Management Program Group This is referred to as the picture capture utility Another method is to click the camera icon that shows on the check in screen The camera icon will be displayed as a member checks in and on several pop up information screens The third method is to view the member using the Data Entry module A tab is provided to display and retake a member photo from this area The picture capture utility available from the Aphelion Club Management Program Group is the best method to take all of the pictures of the club members The database of members is displayed so it is easy to match the member to his her picture Once you are using the system it will be
47. fields under special circum stances You need to update a pre existing transaction For instance if you want to update an invoice in the database to a voided status you can re import it with the void date and time fields set Another example may be that you want to correct the amount of a payment In each of these cases the ID and CLUB fields would need to be set to the proper value to allow the import program to identify that it is updating an existing transaction You need to link a payment to a pre exisiting invoice The payment detail CHGID and CHGCLUB fields must be set to associate the detail with a specific charge If these fields are omitted or assigned zero values the payment will be set up as unapplied You need to link a payment to a new invoice You can either chose to supply the linking fields or you can nest the payment record within the invoice record As an alternative to specifying the ID related fields to update existing transactions the import program allows you to clear out all existing transactions originating from a given club You can choose this option and re import all of those transactions along with the changes to them Detailed Examples The following examples are typical of the usage of the data exchange facility in importing account transactions 226 Example 1 Importing a new member contract nesting related trans actions This example shows an invoice consisting of 4 charges due a month apart and
48. for member tagging 8 Select Finish Billing Declines History Each member record retains a history of billing declines This feature displays a listing of the date amount and reason for the decline In order for the history to develop it is necessary to use the Declines Processing in the Billing module How to access the Declines History window Data Entry 1 From the Browse Members window highlight the desired member 2 Use the icon to open the Account Status window 3 The Billing Declines history is located under the Declines button Improved Credit Memo Credit Memos are independent negative invoices They are applied through the Data Entry module or through the Point of Sale via an item return credit As independent invoices Credit Memos do not need a previously created positive invoice to be applied to All credit memos are visible under the invoice history as negative invoices 193 To issue a Credit Memo Data Entry 1 From the Browse Members window highlight a member and select the View Account Status icon 2 Select the Credit Memo button 3 Fill in the form for the appropriate credit amount Any returned items will affect inventory accordingly Use the Salespersons button to split the credit amount among involved sales staff See Split Sales Credit above Accounting Period Closeout By setting a closeout date all transactions on or before
49. gt 4 Click on the additional service s required and then click lt SELECT gt Active Voided and Expired contracts can be upgraded A new plan must be selected for the new Upgrade contract The basic required and default plan service add ons will automatically be added to the upgraded contract in the same way as for selling a new contract Other add ons in the previous contract will be added too if that add on is available in the new plan When an upgraded contract is approved the previous contract will be marked as upgraded not active any more The new upgraded contract will remain as the only active contract The user can choose to create a credit memo against the unpaid invoices In an upgraded contract the primary member is not allowed to be changed lookup button is disabled To Upgrade a Contract In the Sales Module select Contracts Upgrade contracts Click on a member s name and click lt SELECT gt Make any necessary changes to the membership plan then click lt OK gt Pon gt Click on a payment option then click lt OK gt To View Existing Contracts 1 Inthe Sales Module select Contracts Browse contracts 2 Inthe Member Contracts window you can use the tabs to view contracts by type Active Voided Expired Upgraded Unapproved Rejected All Contracts 3 Choose a member by clicking on a name and then click lt View gt 4 After viewing the member contract click lt OK gt to
50. have been imported by running reports over the same date range used when exporting the data from the Fitness Manager Detail Interface This section describes the export import of Fitness Manager v2 0 information to Quickbooks using the Detail interface option Members In the Detail interface all active members contained in member database file of the Fitness Manager are exported to Quickbooks Prospects are not included in the export process Once imported each member will be in the Quickbooks Customer list Inventory Items All retail inventory items personal training membership plans and activities sold by visits such as tanning etc are exported from the Fitness Manager into the Items list in Quickbooks This allows Quickbooks to properly associate items sold on the invoices with items in Quickbooks The income account for each item is also transferred to Quickbooks for proper internal association of the item with the Quickbooks income accounts Income accounts The complete list of income accounts from the Fitness Manager is exported for inclusion in the Quickbooks Chart of Accounts Expense accounts The complete list of expense accounts from the Fitness Manager is exported for inclusion in the Quickbooks Chart of Accounts 238 Invoices Each sales invoice is exported to Quickbooks This includes all invoices created during billing processes as well as all POS activity Credit Memo These it
51. if you are in the Data Entry module or by selling an item On Account from the ProShop When this is complete you can bill with the On Account method Forms Of Payment Some members may pay on a statement while others are using EFT and others use a credit card You ll need to separate these members by different Forms of Payment Aphelion provides a variety of methods to bill your members There are 4 different Form of Payment FOP options to bill your members Not Billed Statements EFT or Credit Card The payment type is created for each member in the member data entry screen on the Billing tab The payment type is selected from a pop up window Select Statement Not Billed cash EFT or one of the credit card types The EFT option should be selected for either Electronic Fund Transfer EFT or printed draft The same holds true for the credit cards where they can be sent electronically or printed You choose the printed option or electronic method when conducting billing not when setting up your members If you choose to print drafts you will need a laser printer with a special font and toner If you choose to print credit cards you can use a standard impact printer To set the Form of Payment select the Member Database and then select the Member from the roster Highlight or add the member of interest Press the Change or Add key while highlighting the member s name Once you have the record displayed change the billing
52. important when you are importing data Transaction Data Exchange file specifications Fitness Manager allows details of invoice and payment transactions to be exported from or imported into it s data files This data exchange utilizes a comma delimited text file Fitness Manager uses this same file format to perform data replication services The following presents a brief overview of the how accounting transactions are represented in Fitness Manager and a detailed specification for the exchange files 224 Accounting Transactions in Fitness Manager Before discussing the specifications of the data exchange format it is helpful to have a general understanding of how Fitness Manager logically structures its accounting informa tion Member account transactions are grouped into invoices and payments Whenever you sell something the system creates an invoice The invoice consists of several parts a invoice header containing common information to the invoice like date and time and information to indicate who if anyone that the sale was made to one or more invoice detail records corresponding to each line item in the invoice one or more invoice charge records each containing an amount and a due date Whenever a payment is made against an invoice whether at the time of sale or at a later date the system creates a payment Generally a payment is applied against a single invoice charge but a payment can also be applied against m
53. instance an invoice header consists of a different set of fields than an invoice detail The different record types supported correspond to those discussed in the previous section Each record type supports a set of fields that can be included some of which are required and some are optional For each type of data record a header record not to be confused with the invoice header or payment header term specifies which fields are included in the data Special keywords at the beginning of a header or data record identify the record s type A header line starts with an exclamation character and is followed by the the data type keyword and a list of the included field identifiers A data line starts with the data type keyword and is followed by the values for the fields listed in the header For example the following is a simplified representation for an invoice header containing 2 fields 225 INVHDR DATE TIME INVHDR 9 30 1997 2 19PM ENDINV The INVHDR keyword identifies both the header and data line as corresponding to the invoice header data type A header record for a specific record type does not need to be repeated in the file It should always appear earlier in the file than its corresponding type of data record If the list of included fields for a specific data record or the order of those fields change then a new header line should be included prior to the newly formatted data record Since both invoices and payments are logi
54. is displayed Once the workout is complete the member records their workout into the system so the information can be tracked and graphed A PIN number can be assigned to each member to protect the confidentiality of the information A touchscreen monitor can be used to simplify the data entry process on the club floor The touchscreen monitor provides utmost simplicity and quickest training time Members just touch the screen to work the system Each member can easily log his or her daily exercises and personal information by touching the screen The mouse and keyboard are not necessary 155 Workout Prescriptions The software will provide workout prescriptions for your members Your trainer pre designs the workouts using a template When a member joins the trainer chooses the best workout plan for the member When assigning a workout each prescription can be individually modified to tailor the workout to the exact needs of the member This allows each member to receive a custom plan built just for him or her Setting Up the System The Workout Partner module will store different muscles exercises and workouts You should initially setup each muscle group that you will be tracking This information is provided as default but you can modify or add more muscles Once the muscles are setup you create exercises Each exercise you create uses the muscles that you setup in the Muscle area Aue oferty anr Calves outer
55. lt OK gt Continue steps 2 thru 5 until all schedules are added Click lt Close gt ps 2 SD i ade E 102 MARKETING One of the most effective ways to grow your club is via a systematic approach to marketing Effective sales marketing can pull thousands of dollars and plenty of new members into your club over and over again each month Systematic prospecting is one of the simplest ways to generate new members yet it is one of the least used methods of club marketing Why Because the skills necessary to be effective at prospecting are hard to come by Plus the overhead and paperwork are usually burdensome O Denakdson Sam ME T 0 Hitti Brian EE k T av F998 Lorin 5 Epic Paul EEEE 2011997 Employer A D Young Linda wees 999 BOTT Lewis sa ol of vB fost sh Add 2 range palate a Home Phone 73326 3456 Work Phone 713 409 2400 oO convert J Ting All Ueteg Ad g7 Luni Togs B Bove Topi Shoe Tegged This prospect tracking program provides a proven method to track prospects It reduces the time and paperwork necessary to be effective at prospect marketing This program is a comprehensive approach to marketing developed by one of the most successful groups in the country The effectiveness of this marketing system will pay dividends in new members higher retention and increased cash flow Now before we discuss the system let s define what we
56. made when you run the Billing program The Billing module will update the member s account automatically when you perform certain types of member billing When you bill your members for Dues Payments the program will add a paired charge and a payment to each member that pays automatically EFT or credit card For Dues Pay ments that are invoiced the program only adds the charge record thus enabling you to keep track of the receivable For Invoiced members you must record each payment manually when the member pays you When you bill your members for On Account charges the program will automatically add a payment for each member that pays via EFT or credit card For On Account billing via an Invoice you must manually record each payment when the member pays his Invoice Selling A Membership From the Point of Sale Now that you have an understanding of the relationships between Account billing and Recurring Dues billing lets discuss how to sell a membership Generally there are three different choices that you will have to enter a new member for billing Sell a membership from the front counter using the ProShop Sell a membership from the sales office using the Contract program Process a membership from the management office using the data entry module UW Sell A Membership From The Front Counter Some clubs will sell a membership from the front counter One advantage of this process is that the sale is processed as an invent
57. messages which would require their atten Check in aptions tion A report can be printed later in the day f Aa promed bor activity on regular checkin F Ahina peompa ior Haasta on check in that will display those members that should CV Prim peosip for iraiming or visit checkin not have checked in The Attended Unattended or Monitored Deisult checkin soith General Paciliby modes are default choices only and you can override these selections from the Check in if k x Cancel screen The check in options allow you to default the way the check in screen operates If you want to track which activity a member uses when he checks in turn on always prompt for activity selection This feature allows tracking member check ins on an activity basis If you wish to always check in to a class turn on the always prompt for classes selection Check in to a particular activity can be restricted by member type For each member type any combination of activities can be selected as an allowed entry If a member is not assigned to an allowable activity his check in is denied This option is setup under the Member menu selection If tracking is disabled all members are checked into the General Facilities area If tracking is enabled when a member is checked in with the program operating in attended mode the complete set of activities are displayed in a selection window Allowed activities bas
58. more convenient to use the camera icon from the check in or data entry modules 125 Advanced Check in Options The system will perform additional tracking in addition to just checking member s status during the check in process The system can track Punchcard Visits Classes and Personal Training sessions available The default mode whether on or off is setup in the Configure module but a manual over ride is available on the Front Counter screen During check in the system can monitor a member s account and notify the clerk if the member has personal training sessions visits or is enrolled in a class If an activity is found a screen is displayed allowing the operator to decrement an activity check in the member to a class or use a personal training session herio rphom F The system can be setup to always show the activity selection screen never to show it or only show it if a member has an activity An icon is provided on the Front Counter screen that will allow you to toggle to any of the three modes The icon is a three position switch and will allow either On Off or Next During busy times of the day it may be preferable not to delay all of the check ins to display the member activities If you don t want to display activi ties choose the OFF mode which mex ee Lee is selected by clicking the icon al until it shows OFF During slow times of the day you may wish to check every member as th
59. old type name will be changed to the new type name For example certain members might be in the LADIES membership type if you change the category name from LADIES to COED all of the previous LADIES members will now be categorized as COED members Clearly you should exercise caution when changing type names If your gym s particular configuration does not require multiple types for members you must enter at least one name for the member type a TeleCheck Heira Jede nin tli T ipi rmn deara srei lene tee eR tow ee aerate pari I Rri mrmr bm rmlieciions eer ies ee 7s To Configure Membership Types 1 2 3 4 5 6 7 8 9 From the file menu select Member gt Membership Types Click lt ADD gt in Set Membership Types window Enter type of membership in Description field Click on Prospect Member or Both Click lt Day amp Time gt and choose appropriate options to set access restrictions Click lt OK gt Click lt Services gt and then choose applicable boxes Click lt OK gt Click lt Clubs gt and choose either All Clubs or Selected Clubs from the pull down menu 10 Click lt OK gt 11 Click on pull down menu for Point of Sale discount 12 Click on description and then click lt SELECT gt 13 Click lt ADD gt 14 Enter discount level description 15 Click lt OK gt 15g 60 Set Restricted Time
60. operates similar to a mechanical punch clock Provision is made to track the time an employee works by logging the check in and check out time When you click the timeclock icon a window will appear prompting for the employee s password Enter the password for the employee using the keyboard or touchscreen To complete the clock in or clock out operation select the in or out option and a record will be made of the time along with the employee s ID number To modify the date and or time that is displayed on the check in check out screen the manager s password is required If for example an employee forgot to clock in you will need to change the time Enter the password that has appropriate access and then change the time Then remove your password and replace it with the employee s password then continue to clock in or out The manager can exercise complete control over the timeclock records from the Manager Reports module To obtain a list of employee hours worked and in out times select the appropriate report from the report module 154 OO WORKOUT PARTNER The Workout Partner software is designed to be placed on the workout floor and to be used by the members to track their workouts The software displays every member s workout and can take the place of workout cards Members can use the system to print out each days daily workout A list of each exercise along with the number of sets reps
61. or mm dd yyyy format You can also set this entry to a value of LAST This will only limit the export to records added from the date of the last contract export The last contract export date can be edited from within the import export program from Import Export Dates under the help menu Updated Since Optional specify a date here to limit the exported records to those that have been updated from the specified date forward The LAST keyword works here just like in the Added Since entry If the above 2 entries are used they should be used in conjunction If only one of these is set all contract records will get exported Include Approved Optional allowable values are Y yes N no or blank The default is yes Set this value to no to exclude exporting approved contracts Include Unapproved Optional allowable values are Y yes N no or blank The default is yes Set this value to no to exclude exporting contracts which are not yet ap proved Club Number Optional specify a numeric value here to limit the exported contract to those assigned to the specified club number A blank setting or a value of 0 results in the program not filtering by contract club number The default value is zero A contract is assigned a club number based on where it originates 233 Healthcalc data export Entries Source Required a valid DOS path name specifying the location of the source Fitness Manager dataset Target Required a valid
62. output from export operations can be optionally placed in compressed archive files allowing for faster transmission of your data between sites To accomplish this specify a file name with an extension of LSP for your export Target entries For example C TEMP EXPORT LSP You can specify the same archive name for multiple export operations in a single script For import operations specify the LSP extent for the Source entries For both export to and import from an archive the intermediate text files which result from the export import operations will be placed in the same directory as that specified for the archive file The following filenames are used Member Export MEMBERS TXT Transaction Export TRANS TXT Contract Export CONTRACT TXT Healthcalc Export HCALC TXT Sample script file for IMPTEXPT program To use a script set up the name of the script on the program s command line using SCRIPT For example IMPTEXPT EXE SCRIPT C FITNESS SCRIPT1 INI Include Import Members section to specify a member import Include Import Transactions to import customer account transactions Import Members Source A CUSTOMER TXT Target C FITNESS DATA CUSTOMER DAT If record action field is not specified in the import file record will be added Default Action A The following setting tells the program to update the index on the fly set to Yes for importing a complete new file Build No Set the followi
63. payment dollar amount and repeatedly bills the member for this amount How often the member gets billed for the Dues Amount is a function of his billing cycle weekly monthly quarterly annually etc Dues Payments are recurring billing amounts designed to be conducted on a set billing cycle such as monthly There are several methods used to setup a member for the Dues Payments type of billing Dues payments can be created when you sell a member a contract via the Contract Sales module or you make an entry directly on the billing page of the member Data Entry module In either case the recurring dollar amount to be billed is shown in the DUES PAYMENT field in the Member database on the billing page Since this is a recurring cycle the billing will be the same amount each cycle You can separate your members into different groups for billing purposes Separating your members allows you to conduct billing for each group separately Several fields are available to separate your members These fields include the membership category the billing cycle and the next payment date One method to separate your members is to use different billing types The billing type referred to as Form of Payment FOP determines how the program will process the billing Choose from EFT Invoice or Credit Card types Dues Payments billing uses the Category Billing cycle and next payment date to determine which members will be billed Othe
64. prints the contract displays the contract for review by the manager then places the information into the data entry area For a full discussion of this module please refer to the Contract Sales chapter in this manual Process A Membership From The Management Office Many clubs will conduct a paper transaction with new members then enter the membership information into the system from the back office This process essentially involves entering the new member information directly into the Data Entry module When you enter a member using this process you will ADD a new member to the member database then add account information related to the membership type and duration For a full discussion of the data entry process for a member please refer to the Data Entry chapter in this manual 173 Configuring the Billing Module Billing your members is designed to be straightforward The design of the Billing module is to configure a template that is used to select which of your members are to be billed Billing information is stored in the member s database record and individual account The billing program searches each member record to determine which members need to be billed You configure different billing templates to determine which members you want billed with the Setup key Thereafter you simply run the billing for each type you have created lt Setup gt is used to configure different billing templates You
65. recurring dues payments should the local tax rate change Each fitness club that you operate will be entered into the system separately If you have more than one site repeat steps 1 10 for each club To Configure Club Sites From the menu bar select Site gt Clubs Click lt ADD gt Enter club information banner prints as header for membership cards Click Taxes tab at the top of screen Enter tax rates Click EFT Settings tab at the top of screen This screen will change according to the EFT format selected in Site gt Site Info gt EFT Format ea Pen N Enter your club s banking information 8 Click Credit Card Merchant IDs tab at the top of screen If you select TELECHECK as your combined credit card bank draft file format in Site gt Site Information gt Billing a box will appear to input your 4 digit TELECHECK account number 9 Enter your club s credit card information This list of credit cards can be changed under the file option Accounting gt Credit Cards 10 Click lt OK gt when all information is entered a 3 42 Site Information Information about the site is contained in the Site Information screen of the Configuration module The screen is divided into seven tabs General Information ProShop Check in Billing EFT Format and Credit Cards which allow different configurations for each site General Information Tab Choose the site you wish to configure on the General
66. s License Dues Responsible Party EFT Renewal Dues Responsible S a EFT Renewal Email Emergency Emergency Contact Coe Employer Employer Emergency Emergency Phone Phone First Contact First Contact First Name First Name Form of Form of Payment Pee Full Name Full Name Future Balance Gender General Notes Guest Period Future Balance Gender General Notes Guest Period Locker Expiration 5 W 7 te fe i cker Marital Status Medical Note embership Type 5 iddle Name z onth of Birth Next Action Next Contact Date Next Dues Billing New to Fitness Occupation Open end Membership Past Due 30 Past Due 60 Past Due 90 Past Due 120 Renewal ama ee a Locker Expiration Salesperson s Social Security Locker Marital Status ocial Security Medical Note ource Source iii Medical Risk Nn pouse Name Spouse Name Membership n Statement Renewal Amount Status Effective tatement Renewal Middle Name n 5 tatus Effective Month of Birth Status Ends Status Ends Next Action Next Contact Date Next Dues State State Status Status o 5 Status Reason Status Reason wW a Tour Completed New to Fitness Tour Completed Occupation Tour Date Tour Date Open end Mem
67. select the lt Clear Alert Status gt button If a member has many notes that are selected to alert upon check in you can view only those notes by selecting the lt Display only alerted notes gt check box This will allow you to view only those notes that are alerted for Front Counter check in 120 Hobos for BORE BORA Adding Notes to Member Records Frequently a member will have a status problem or issue of some sort when checking in An easy way to let the back office know of the problem or issue is to attach a note to the member s record The lt Memo gt icon will allow you to attach a note to a member s record so the back office or manager can review it When you select the lt Memo gt icon you can add a free form note The note is permanently attached to the member record All of the notes that are entered from the front counter can be viewed from the back office at a later date To enter a memo simply type the note in the New Note area Select lt OK gt when you are finished A note type can be associated with a note This will allow easy differentiation of the notes later For example you can tag a note as a problem referral status etc When you run reports the information can be filtered to show only the notes of a specific status Because many of the issues and problems that are seen at the Front Counter are similar in nature you can create standard notes Standard notes can be used inste
68. select the group from the existing Group database Type the name of the member s group and then press lt Tab gt If the Group doesn t already exist a window will be dis played that shows the Groups Highlight the desired Group then press OK The group information will be automatically transferred to the member s database record This information includes the group name address city state and zip code Keeping an up to date group database will greatly assist in the entry of new members OCCUPATION This field is used to track information about the occupation of a member This information is used in the report section INCOME This function is used primarily to identify potential member prospects and support the membership sales function _ GENDER This field is used to track the gender of your members DATE OF BIRTH The Date of Birth for your member is stored here LAST VISIT This date field stores the most recent date the member checked in to the club The user cannot edit this field HEIGHT WEIGHT Enter the height and weight of the member This information is displayed on the check in screen as a quick identification of the member If no Video Image Capture MEDICAL RISK Click next to this field if the member has a medical risk This informa tion is stored alerted on check in and printed on reports MEDICAL NOTES This note field can be used to store special notes about the member s medical record
69. send statements to the member for Pro Shop or Juice Bar charges Or you may wish to bill separately for the NSF Declines The Billing accounts are used as a filter that allows the software to perform billing against specific types of invoices A billing account is established for each invoice that is placed on the member s account Cash sales are not included since they represent paid invoices and are not part of the billing process Income accounts are used to track sales Expense accounts are used to track discounts and credit memos Billing accounts can be established to allow billing for a particular type of charge i e membership dues NSF fees Pro Shop sales etc Each invoice can have only one Billing account associated with it An invoice may contain items of various income accounts such as juice and clothing Since only one Billing 4 copgrt Shotae hi Honni Karny 131 Araun Aging me 0 30 days 4000 Total max 378143 J cose JI hers 40 Una pled credits S00 61 3 des 40 0 Current balance 5201 43 s g Invoices 0 120 days an Future paymanta EALS SL 120 days ITAJ Sa414a Value of account IEE Total Due 281 43 Payanents Contract Eepiration Obi Opern end Dues 14 00 Ques Resp Party self Anoount Resp Part sati 160 Last Reneweck TI ext Biling Pete 040141999 ta Get Pint Renmaa EFTSHFIF 0 iini Lasi Biling Date GAMAT lt Innes account can be selected for an Invoice you can sele
70. setting of LAST will limit the export to records added from the date of the last payment export A setting of AFTER will limit the export to records added from the date of day after the last payment export The last payment export date can be edited from within the import export program from Import Export Dates under the help menu The LAST keyword can optionally be followed by an arithmatic modifier in the number of days as follows LAST 10 LAST 2 Included Categories Optional this is a list of the member categories for which associated payments are to be exported If left blank or not included payments for all member categories will be included The list should be the category numbers separated by commas e g 1 3 4 6 Club Number Optional specify a numeric value here to limit the exported payments to those assigned to the specified club number A blank setting or a value of 0 results in the program not filtering by payment club number The default value is zero Lookup Method Optional allowed values are A agreement number B barcode number or left blank The default is B If set to agreement number the BILLTO ID and BILLED FROM ID fields are populated using member agreement number values rather than barcode 232 IDs If you use the agreement lookup method be sure that each member s agreement number is a unique value The Fitness Manager program does not enforce this requirement Contract data import Entries So
71. statements 209 creating amp saving 208 field selection 207 operation selection 208 running 209 value entry 208 Quickbooks export to 237 R Recurring Dues 170 Reports Customized 211 crosstabs 213 spreadsheets 212 Filters 211 Invoice History 149 Memorized 211 Personal Training Batch Adjustments 131 Recurring Dues Batch Adjustments 66 Visits Batch Adjustments 131 Z out 149 Reports Module 199 utilities 215 Requirements Hardware 9 Returns 142 S Scheduling 101 152 Add appointments 153 Adding Groups 101 Security Login 29 95 Services Add to Contract 110 Create New 66 Recurring Dues 66 batch adjustment 66 setting 66 Signature Capture 112 Sound 14 Support Technical 15 T Touchscreen 13 Calibration 20 Vv Visits Batch Adjustments 131 Credit Adjustment amp History 130 Selling 146 W Workout Partner 27 setup 156 Z Z out 149 250
72. summaries and member status In a nutshell the program is designed to totally automate your facility First Look The Aphelion software is a system that consists of several modules These modules isolate the tasks and make it easier to operate the system The modules include Marketing Sales Front Counter Check in and POS Workout Tracking Reports Data Entry Con figuration Expert Billing Collections and Commissions Also you may have the optional Data Exchange software or several special utilities These modules are designed to automate the different work areas of the club The modules will be discussed in detail further in this guide You will find the word database used throughout this manual The database area of the program is the information storage area of the system Data entered in one module flows to all other modules Information regarding the members inventory employees classes etc is entered into each database via the Data Entry module As transactions occur the information in the databases is automatically updated The software references this infor mation and uses it during the generation of reports and during a Point of Sale POS transaction You can add new information to the databases or modify information that is already present Aphelion records all information in the various databases and allows you to have access to current member and product information The Reports module is used to view the bus
73. system Reports are available to list invoices charges and payments over any range of dates For security purposes reports are also provided to review voided POS transactions removed cancelled payments and credit memos applied to invoices on a member s account All transactions performed on a member s account can be listed in this section of reports Payments that are unapplied to invoices can be listed in these reports These payments should be reviewed and applied to open invoices charges through the Get Payments function available from the Account Summary screen EFT The EFT reports provide information relative to the accurate creation of EFT files A list of members currently set for pre note can be made from these reports Also if you have members that pay their accounts by credit card a list of members whose credit card has expired or is about to expire is available Other reports provide information regarding your bank listings that ensure your transit route numbers are properly assigned Query Integration A query performs an evaluation against a chosen data field or fields to determine if a member record will be included in the results This filtering capability differs from Stan dard Filters by offering customizable evaluation functions Standard Filters offer a limited number of on off switches while the query provides for Boolean AND OR statements to perform multi leveled filtering tasks
74. the club are utilized Additionally you can restrict access to certain services based on membership types Traini i Training Tii ar ae e Punchcard i a Training e Classes Change the miraio ifia defaulled nsiretor is mi avalable Fie Inebructor Johon Lica in fx iv ak K oma When operating in Attended Mode and if tracking is enabled the complete set of services are automatically displayed in a selection window once the membership ID is entered into the check in window Allowed services based on the membership type are shown with a Yes in a Pop up window Choose the service with the Up Dn arrow keys and then press lt Enter gt If a restricted service is selected the operator is prompted with by an alert that says that a restricted service is selected He should decide whether to continue the check in For each membership type any combination of services can be selected as an allowed entry Ifa member is not assigned to an allowable service his check in is denied The configuration modulewill let you assign the defaulted service by workstation The default service is setup in the Configuration module If a terminal is usually used for a specific service then you should set that service as the default so you don t have to use the up down arrow keys to find the proper selection each time a member is checked in If tracking is disabled all members are checked into the General Faci
75. the cursor When editing the DEL key will delete the character at the cursor When displaying a list the DEL key will delete the record highlighted by the highlight bar The HOME and END keys move the cursor to the beginning of the field the cursor is in currently Similarly the END key will move the cursor to the end of the text in the high lighted field The Backspace key is always located in the upper right hand corner of the alphabetic portion of the keyboard It may be labeled Backspace BkSpc or even just have a left pointing arrow Don t confuse this with the left arrow cursor control key The back space key deletes any character to the left of the cursor FUNCTION keys are usually arrayed across the top and or side of the keyboard They re labeled F1 F2 F3 and so on Function keys are so named because their function changes from program to program and even within a single program Some function keys work everywhere and always do the same thing There are several additional special keys available to control other operations on the keyboard Each of these special commands uses an Alt key or Ctrl key sequence To use these commands the ALT key or Ctrl key must be held down while simultaneously pressing the second key When we want you to press an Alt key combination we ll denote the keystrokes like this lt Alt gt lt KEY combination gt or lt Ctrl gt lt KEY combination gt For instance if we want you to press the
76. the data from the central site You should use this process to update the accounting information at the clubs thus only account transactions associated with members at that remote clubs should be imported Localized data entry amp billing This scenario may apply to where there are multiple clubs in the same area and members are allowed to float between locations In this case it may be desirable to maintain a common set of members at each club and maintain the ability to make changes at each site As an example consider a case with 2 clubs numbered 1 and 2 Both clubs would be routinely exporting their own club s data and importing the other club s data This would ensure that new members added at each club would get merged with the other club s members If billing will be run at each club the process will require some additional precautions You will want to segregate members that will be billed at each location in some way probably using separate member categories would be the best approach This would allow each club to export payments posted locally to the other club but will avoid sending the member multiple bills It will also allow the member to place pro shop charges on account at any of the locations If the billing will only be run from one of the clubs you may still want to move each club s new account transactions to the other club This will allow both clubs to properly identify members with outstanding ac
77. the sale of all items associated with the income account If no sales are recorded for a given income account no invoice is created in Quickbooks The invoice for each income account is sold to the Membership customer in Quickbooks 239 Credit Memo These items are not exported from the Fitness Manager and need to be manually created in Quickbooks using the Create Credit Memo Refunds option in the Activities menu Payments A single payment record for each income category is exported to Quickbooks that summa rizes all payments received against that income category The payment is received from the fictitious customer Membership created in Quickbooks Payment Discounts These items are not exported and will need to be manually applied in Quickbooks through the Discount button on the Receive Payments window 240 APPENDIX General System Information This chapter is designed to provide you with technical information about the system The information is this chapter may be useful when troubleshooting the system or to determine more information about the installation Program Version And Installed Options To determine your program version and installed options select the Utilities module Select Utilities Installed Options The version number plus a list of the options that are installed in your software version will be displayed Installed Directories Program files are located in the A
78. the specified date cannot be modified This includes voiding invoices and applying un applying payments This date is set in the Configuration module and needs to be moved manually to accommodate your accounting system To set the Accounting Closeout Date Configuration 1 From the Configuration module select the menus Accounting gt Close out 2 Set your closeout date and select OK Printing Drafts To print your checks you will need to select the billing option to print drafts Selection of this option will start the Draft printing software load the MICR font into your HP Laser Printer and print drafts The Draft Printing Module has only two options on the opening screen a Print Drafts option and a Setup option It is a good idea to make sure your setup is configured correctly The printer offset should be set to three The printer memory should correspond to the amount of printer memory you have available The last configuration option is the font type The font type should be set to A which stands for the Aphelion MICR font The other font types are only used in special circumstances COLLECTIONS One of the most effective ways to collect outstanding overdue payments is via a systematic approach to member follow up Effective sales collections can pull thousands of dollars into your club over and over again each month Systematic collections is one of the simplest ways to collect overdue payments and it is
79. this report 5 Select Preview or Print lt OK gt Active Contracts This report identifies a list of active or unexpired members The report program reads each member in the database and looks for members that have an expiration date greater than or equal to the Active as of date A member is also included in the report if the expiration date is blank not set or the auto renewal box is checked The auto renew to open end check box is located on the Billing tab of the member record Data Entry Checking this box indicates that the member is on an open ended contract that does not expire unless notice is given These members for the sake of this report are considered active The report prints a list of all members that meet the expiration date criteria The list includes the member ID the member name home phone expiration date last visit check in recurring dues amount and the text written in the General Notes field The report does not include Prospects but does list members that are Frozen Terminated or in Collections To Print Active Contracts Report 1 Inthe Reports module select Contracts gt Active Contracts 2 Select the membership types to be included in the report The report initializes with all categories selected 3 Click on any membership type de select that you wish to remove from the analysis 4 Enter the date range that you wish to test the expiration date field a
80. time it is created however the default value is set up in this configuration setting Credit Memos act on the invoice side of the accounting system On the cash side a Dis count function is available that creates a pseudo payment against an invoice The Dis count function is accessible from the Get Payments window on the Account Summary screen The Discount is generally used to zero a member s account balance when small Contact salen ecuniing dues bing calepoiy Dn accent piuchop tales biling cobeuey Priha 2 ioe non database iem sakes otc oum Diei Meme ancou daissi aom a Acun account ficou Aj HSF fate changes belie category NSF Deeckne Fa ASF fate charged ttil SF Decime P residual amounts exist after payments have been received The Discounts only effect the cash method reporting and are not reflected in accrual reports Typically the account used by the Discount will be an expense account such as Dis counts This expense account is set up under this configuration setting and is not change able at the time of applying the Discount function Declines received after completing a billing process must be entered into the accounting system These can be performed manually through the Debit function available through the Data Entry module or if received electronically processed automatically The manual process will allow you set the Billing and I
81. to print coupons is available from the Register screen When you are finished conducting an Account transaction to a member account you are prompted to print a receipt or alternately to print coupons Batch Change Member Fields The batch change member fields utitlity allows you to change information for several members in one step For example you can change the membership status from OK to Freeze for several of your members with one action Batch Change Member Dues This utility provides a way to change all tagged member s dues to a new amount or change their dues by a percentage Batch Change Visit Counts Use this utility to batch change visit counts for club services You can change the visit count by adding to the current value or changing the current value Check Required Member Information This utility will allow the user to check the member database for missing and required informa tion The program requires a minimum amount of data to be present in the member database to operate correctly This utility checks the member database records for missing information that is required for proper operation Missing information includes missing credit card numbers expired billing dates bank information categories etc You should run this report periodically and add any information to the member record that may be missing Apply Late Fee To Accounts If you charge a late fee for overdue accounts this utility
82. up a next action for every new prospect The default next action is defined in the next action field 63 To Set Prospect Defaults 1 In the Configuration Module select Member gt Prospect Defaults from the menu bar 2 Use the up down arrows to set defaults 3 Click lt OK gt Prinrity Daye until cell bare Deini guest period jdaye Next Action No Action Koco Preset Check in Notes The program accommodates the entry of membership notes from the Front Counter Since the Front Counter area can be busy and since many of the notes that the Front Counter personnel will enter are routine we have provided an area where you can setup standard notes The standard notes can be selected from a menu when the note is created at the Front Counter thus saving time if the note is concerning a routine item Enter the text of the note and a Note Action for as many standard notes as you might need To Set Check in Notes 1 In the Configuration Module select Member gt Preset Check in Notes from the menu bar 2 Click lt ADD gt and enter appropriate note 3 Choose an action from the pull down arrow menu 4 Click lt OK gt Brig ot ba a igs Miamba Sissa hambar isid the accor hea heen pali vablcm Homicr oad haabe sould Ske ba opeek with weer ol Haling Place tibet ob weg etze Miamba Sistee leiereciad in uppa ding meorierchip tape Mo ich The Betes thet ore in ihis area me configurable by you
83. up screen will be displayed that will show additional member information If a name is not visible you can use the card deck icon to search for the member Use the lt Card Deck gt icon to view additional information 8 Check In Basics Select Check in by clicking on the check in icon When you select the Check in icon the program will display the check in window The system is then ready for you to enter the ID number of the member There are several methods to enter the ID number in the highlighted field The simplest method is to type the ID from the keyboard then press lt Enter gt Alternately you can use a barcode reader to electronically read a member s bar coded ID card Or you can search for a member by last name by clicking the Card deck Icon located next to the ID input field CE 117 To Check in Members In the Front Counter Module select Areas gt Check in from the menu bar Using barcode ID s for member check in 1 Type in the member number in the ID field and press lt Enter gt 2 Ifthe alert is minor press the green traffic light icon to complete the member check in 3 Ifthe alert is substantial press the red traffic light icon to log in the member having a problem Checking in Members without the ID 1 Click on the card deck icon 2 Click on the member s name and click lt SELECT gt 3 Click on the green traffic light icon to admit the member into the club When you check a memb
84. will be of service to you This utility is designed to automatically sort through the member accounting records and detect delinquent accounts When a delinquent account is found a late fee is assessed to that account The late fees can be either a fixed fee or a percentage of the late amount To operate select the report filtering method default settings or select filters Choose to set tags from reports results and or Clear tags before running report Check the box to apply late fee If this box is not checked late fees will not be applied to the members you designate Select fixed amount or fixed percentage If the fixed late fee is selected you must enter the dollar amount of the late fee Similarly if a percentage is desired for late fee computation enter the percentage in the appropriate field Select a date for accounts Past Due since field Enter a minimum dollar amount for past due accounts Enter the late fee due date Enter the late fee description Click lt OK gt Preview or print the report Add Charges To Members This utility will allow the user to manually add charges to all tagged members accounts For example you could apply NSF fees to a group of members by using this utility Non Active Members Selecting this utility option causes a submenu to appear with further utilities for maintaining your member database with respect to inactive members Inactive member maintenance is recommen
85. you have several employees at the ProShop terminal you may want the name to reset after each transaction thus forcing the name to be entered each time While taking more time this will insure that each transaction is assigned to the proper employee Many times you will allow a member to purchase items from the ProShop On Account When purchasing items a charge is created in the member s account The program has flexibility when determining the due date of the charge If you wish to provide a certain number of days until the charge is due select the set ahead by specified days option Then set the number of days ahead that the charge will be due If you conduct billing on a certain day of the month such as the Ist you may want to make all charges due on a certain day If so select the based on day of the month option then select the day of the month the charges will be due Check in Tab The check in tab allows you to configure two fields displayed on the check in screen Use the pull down arrows to select a preconfigured item from the lists To configure the Check in tab 1 In the Configuration module select Site gt Site Information 2 Select the Check in tab 3 Use the drop down menus to select the desired fields Billing Tab The billing tab allows you to choose between processing your own checks and credit cards or a service company that combines the processing of checks and credit cards Selec
86. you complete the query you will be prompted to perform an action for each run time value you entered If you saved the query each time you select the query you will be prompted for the values again In addition to the special run time values described above you can use a number of other field expressions from the Clarion programming language that Fitness Manager is written in The table below lists the most useful of these Field s Value Action Any date field TODAY Uses current date when query is executed To use these fields follow the same steps as above However with these expressions you will not be prompted for a run time value Memorized Custom Reports The memorized reports process is twofold member filtering and report layout It is necessary to first filter the member records to extract data from and then display it in a chosen format Filters The filtering process can be accomplished through the use of standard filters queries or tags Standard filters contain a list of general criteria used to limit your data search Queries perform a specific evaluation against a chosen data field Running Standard Reports or individually selecting records can set member Tags Set member record Tags for memorized reports Reporting 1 Select a desired member or prospect listing report to run available under the Members or Prospect menu 2 In the Member Tagging boxes select Set tags fro
87. you have set up and on the EFT Settings tab 1 Place your company name in the Company Name field this will value appear in the export under the batch control 5 record from columns 5 to 20 2 Place your CheckFree client ID in the Your IRS employer number field batch control header 5 record columns 41 to 50 also batch control 8 footer record columns 45 to 54 The billing program produces a single transaction detail 6 record for each member billed It also produces an address verification 7 record for each member billed EFT Tab The EFT tab is used to configure the appropriate Electronic Funds Transfer format The US format is the default setting Since EFT file formats are federally regulated there is only one format choice for facilities operating in the U S This format is called the NACHA file format The Aphelion software also supports the Canadian banking file formats Canadian clubs mm S have several options If you operate your club in Canada check with your bank to determine which EFT format your bank uses The options at the bottom of the screen change depending on which file format you choose Basic payment transaction code is an option only available with Canadian Royal Bank Standard Transaction Type is only an option for Canadian CIBC Canadian Toronto Dominion Canadian Bank of Montreal and New Zealand DeskBank Check the Include Club Deposit box if you want to inclu
88. 0tt S Giiaar paaa fs J r T apistion daa amrer E Dipa tan fa y F heg 2 wrteme e nmaa ff oe conma The New Prospect screen is displayed The five tabs at the top of the screen Info Followup Marketing Personal and Picture take you to additional screens where more prospect information can be entered When you enter a new note at the Followup tab a screen is displayed that will ask for the note taker and the note action The note action will serve to remind and categorize the types of notes you are adding Actions and salespeople can be configured Set the call back date field to the day you wish to be reminded to call or contact the pros pect There are two date fields that you can use to conduct analysis of the performance of 105 your salespeople The Tour Date and Tour Completed dates are used in the reporting area to compute the ratio of calls to scheduled tours and the ratio of scheduled tours to completed tours These ratios are used in the reports to compute salesperson performance Print Call Back Lists The software will print a variety of useful reports Each report provides important informa tion to your salespeople Each day you can print lists of prospects that need to be called These lists can be sorted by sales priority call back date action required and salesperson The call back lists include all the information needed to contact and sell your prospects Or display a list of
89. 1 2 3 4 Select a department Quick Key by pressing on it When you select the inventory item in this fashion the item is displayed in the Receipt area of the screen Press on an item Quick Key Press lt TOTAL gt Press a payment button As you sell items the Receipt area scrolls to show each item As you sell items you are creating an Invoice to handle the transaction If you enter a member s name on the Invoice it will be logged and tracked by member ID If a member s name is not recorded the 136 Invoice will be tracked as a cash sale There is no limit to the number of items you can sell on one Invoice When using the Card Deck icon you may see a keyboard icon This icon is for those users that have a touchscreen and do not have a keyboard The keyboard can be used instead of a keyboard a Once the product code has been entered Aphelion software will supply the description of the product in the receipt area of the Register Changing Prices Quantities And Discounts To change the quantities or pricing click on the item description in the Receipt area When you click or touch on the item description a window appears that will allow you to edit the transaction You can change the quantity of the item default value is 1 add a discount or change the price The sales price which is obtained from the inventory database record shows the total dollar amount for that particular item
90. 5 every week Your billing program assuming it is configured to scan this billing cycle is run once a month When it is run it creates the necessary invoices and charges to the account If four billing cycles have past since the last billing four sets of invoices and charges are created and attached to the appropriate records Likewise if the billing cycle for a recurring dues service is 100 per quarter the billing program will only generate the necessary invoices and charges based on the last time the service was actually billed not the last time billing was run To set up Responsible Party billing rules Data Entry 1 From the member record in the Data Entry module select the Responsibility tab 2 For Recurring Dues responsibility select the arrow icon or F2 to select a responsible member 188 3 Create the responsibility rule for the cumulative recurring dues amount Any amount above the limits of the rule will be charged to the Account responsible party 4 For Account responsibility select the arrow icon or F3 to select a responsible member Account responsibility is for the entire account balance a m Family Memberships Members can be setup so that their charges are billed to another member This is useful for A family memberships and for groups that want to share fees The member that will be responsible for the billing is called the Primary account while other members that will be billed to the Primar
91. 8 188 Member setup 169 On Account 170 Process running 182 Recurring Dues 170 Tips 185 Billing Module Configuration 174 Browser Database 73 C Cash vs Accrual 159 Charges 158 Add to member account 168 Check in 118 Activities 127 Alerts 132 Classes 131 History 123 Personal Training 129 Punchcard 129 Unattended Mode 120 Visits 129 CheckFree 44 Class 99 Adding 99 Collections 27 Tracking 196 Commissions Classes 149 Inventory Settings 89 Splitting sales credit 148 Configuration 27 Accounting period closeout 194 Discount Levels 57 Member Services 66 Configuration Menus 31 ACCOUNTING 50 FILE 32 FRONT COUNTER 90 MEMBER 58 SECURITY 71 SITE 41 STATION 32 Contract Sales 26 Contracts Add ons 114 Management Approval 113 Plans 109 Sales 111 113 Templates 108 111 Coupons 88 Credit Memo 166 D Data Entry 26 Adjust P T amp Visit credits 130 Credit Memo 194 Declines History 193 Member Status History 122 Record Browsing 73 Record Editing 74 Record Searches 74 Recurring Dues 66 Status Date Range 123 Data Exchange examples 226 Export 222 file formats 223 healthcalc export 234 quickbooks export 237 scripting 228 transactions 224 Data Restoration 242 single file 242 total restoration 243 Data Set 28 Discount Levels applying 57 creating 57 Discounts Point of Sale 145 E Employee Timeclock 154 Employees 93 Access Settings 95 Additional 94 Commission Levels 89 General 93 F Features
92. 9 Form Letters 214 Contracts 111 keywords 215 member filter 215 Front Counter 25 Adjust P T amp Visit credits 130 applying Discount Levels 57 Classes commissions 149 selling 149 Member Status History 123 P T amp Visit Expiration Dates 131 Splitting sales credit 148 Status Date Range 124 G Groups 98 Adding 98 I Icons 23 Installation 12 Hardware Keys 13 Network 12 Inventory Adding 86 Commissions 89 Coupons 88 General 87 Restock 88 Invoice 163 Charges 158 Member History 163 L Login 29 M Mail Merge Fitness Manager macro installation 213 using 214 printing 214 setup 214 Templates creating 213 testing 214 Marketing 26 See also Prospect 249 Call Back Lists 106 Member Account 78 Adding 76 Delete 77 Editing 77 Records 75 Member Records 78 Billing 82 169 Contract History 115 Custom 84 General 80 Notes 84 Personal 79 Picture 85 Renewal 84 Membership Sales atPOS 145 N Notes Add Check in 121 View Check in 120 P Payments Apply 164 Cancelled 164 History 163 Personal Training 100 Adding 100 Batch Adjustments 131 Credit Adjustment amp History 130 Selling 146 Picture Capture 14 Point of Sale 135 Change price quantity 137 Inventory Sale 136 Misc sales 138 Split Tender 141 Using Quick Keys 136 Program Group 24 Prospect Add via Front Counter 150 Adding 107 Browsing 107 Conversion 77 Edit 107 Tracking 105 Prospect Records Prospect 85 Q Query compound
93. APHELION START UP GUIDE amp INSTRUCTION MANUAL for Windows Club Management Program Suite Version 3 0x TABLE OF Contents INTRODUCTION scicscvessccsssccey Jadeise saecsesd cass azivcttecccenescessescauetetectaveccesetsatels 5 First LOOK iteniitetenssntecntaaenendvadnavaidvdnavdadaus aces aaa aa ara Paaa raara aara aariaa aieiaa aiaiai iaiaaeaia 5 GOING Started weiisiscaceniccecsstecienswccidadenesauasaunedvavavmdtauandsdeveneautautuedecedssnaeeenninduneand 9 Oeo a a EEEE ETETETT TETEE TEE 12 Technical SUPDOMN siwsstaeeicctecstata casecwcseasedieuanduwcsiasavnvatandswcceuacauadcncndacaedsnmaaralede 15 WELCOME TO APHELION SOFTWARE eeeeeeeeeeseeeesseeseeeees 17 Starting and Stopping the System ccccssesssseeeeeeeeeeeeeeeeeeeeeeeseeseeeeeeeeeeenees 17 MOY DOAN EPEE a A E E 17 MOUSE eanan aa eaae Nea aa narina eean AEA a ENE ai aaia 19 TO CHSCr M ci iiiieisanrecaiacansercawitinaecsnabichuncdedieoiaaathduandelgeniataladuideduhenainieientuntaadas 20 Men s a d ICONS aieiaieo onenen aaa aranana aeaaaee yeh sesbaccusweusaiiencustwedoeninntiiins 21 Software St andardS vciiciiacaaiescavecwniinesededandeiedanvacuedectineniacbiasacnnanwescaciaesasueduutaune 22 Programi Gro p sriain aaa aana eaae aai eea a raaa naaa Nasen a n e eN aeania 24 GOnTIQUIING th SYStOM siiviccnisaciieiinessensteccuiinanvisddaddeawienanentasanecidewsadiaboatedeiuunias 28 SOFTWARE CONFIGURATION ccccccessseeseeceeeeeeeeeeeeeeeeneen
94. Choose initial check in mode Attended Unattended or Monitored Choose a default check in type Choose check in option s Choose a default check in option from the pull down arrow Click lt OK gt NRUN Credit Card Settings If you are using IC Verify to send credit card transactions directly from the POS screen you should configure the system to conform to the IC Verify settings Refer to your IC Verify manual to obtain the correct settings for this area To Set POS Credit Card Settings 1 Inthe Configuration Module select Station gt POS Credit Card Settings 2 Enter IC Verify settings 3 Click lt OK gt 36 Visual Card Reader The visual card reader is a unique device that can write a dynamically changing message on the member s ID card whenever it is used The visual card reader is a membership card reader and writer The message that is written to the member s ID card is configurable and can display a variety of messages As with other POS peripheral devices the port that the device uses can be selected Serial Port Since this device will write to a membership card the font size can also be defined Font Size You should experiment with the different font sizes until you find the look that you like The check in display message screen will allow you to define the messages that are written to the membership card when it is used Since there are up to 3 lines that are available for a message the config
95. FAMILY as the record type This has the effect of copying all pertinent information from the highlighted record to the new record and assigning the billing ID to the primary account Combining Recurring Billing And On Account Billing A combination of Recurring Billing and On Account Billing can be used for each member There are several ways to use both billing types An example may be to use On Account billing for the first 12 months of a fixed contract which will roll over to an open end month to month billing Set up the member account for the first 12 months as described in setting up on account billing Set up the recurring billing with the monthly dues amount but set the next billing date one year in the future The On Account entries will be billed for the first year and then the recurring dues amount will start in 12 months Temporary Billing Suspension You can temporarily suspend billing using the Status field By changing the Status field in the member database to FREEZE you instruct the system to bypass billing for a period of time When you change a member status to Freeze you are prompted to enter a THAW date and a Next Billing Date The Thaw date is the date you want to re activate the membership Next Billing Date is the date you want to resume billing the member You can limit the number of Freeze Thaws for a member The Freeze limit is set on the General page of the database recor
96. Guest Letter gt icon the program will print a predefined welcome letter for the guest you just entered To Convert a Prospect to a Member 1 In the Data Entry Module select Data Members 2 Press on the guest prospects name then press on the lt Convert gt button 3 Choose Member and then press lt OK gt 150 The Welcome letter capability uses Microsoft Word and merges fields from the prospect record to produce the Welcome letter We provide a sample letter called welcome doc located in the Fitness Letters directory You can use this letter to produce a temporary membership card with barcode coupons for your ProShop or membership rules You should use Microsoft Word to edit or change this document so it fits your club s requirements While the content can change the program requires the name to remain welcome doc unless the file name is changed in the Configure section ekoe to Hear Fitness Chub Exa Jobo That mu fo boom ommha ol iew fon Clb Oa beon dogi qu ll po bme eb mo amp b r daim ew Awn Clb mba pamod ion cnn Moog balbh ad mon oparoan hogleca beech Wr achot o mtu fed m como m obl by mreng op quomm pu a b r od bdp mulan Launo od sooo Sow pou vill fed pou ose oobi cod ad oo oppo cod a bop to paia o pu orrian hagle Asocpeooubsood wo mp de aul orb wb u ma begro Aa be ue ad acbauleqa miena gg vb boib w apo paadi oad oui lad uma H r die o coll loam Lono pou bors oop quum chow be dh
97. ID Assignment tab 2 Select one of the generation options 3 Click lt OK gt SECURITY The Aphelion software can restrict access to the program modules as well as to various areas within each module The protection system is based on a password Passwords are used as a method to deny access to users who are not authorized to view the protected areas of the program Since several types of users may have access to the program ranging from Front Counter clerks to seasoned managers each area of the program can be protected Some areas may contain sensitive information so by using the password the owner or manager can restrict access to these areas Areas of the program such as the databases the Configure section Accounting functions and the Reports can be protected If an area is protected the employee must enter his password to view or access the information The system provides for virtually unlimited levels of password protection Every employee can be assigned a password The areas of the program each employee can access are defined in the employee s record in the Data Entry module Each employee s record is tailored to allow or deny access to the various areas of the program The process of assigning the specific areas an employee can view is unique to each employee Since you may have several employees with similar access rights templates can be created that contain the access rights for a class of employee Using the templ
98. In the Reports Module select Utilities gt Membership Cards 2 Select a starting postion This refers to where the first card will print on the page 3 Select the sort output by either name barcode or zipcode Click lt OK gt If you choose to sort by name the cards will be sorted alphabetically When you sort by barcode or zipcode the cards will appear in numerical order when printed on the page 4 Select the type of card stock you wish to print the card on Click lt OK gt 5 Select a method to filter member names Standard Filters Select the members you wish to include in the label output Query Select a saved query or define a new query Tags Select members by manually tagging them None Selects all members in the database Click lt OK gt 6 Select Preview or Print labels Click lt OK gt Numbered Barcode Labels Use this utility to print barcodes when you don t want the member name or other demographic information attached Choose any number to begin the numbering process You can also choose a three digit prefix to be added to the number The starting position refers to where the first label will be printed on the page Coupons Coupons can be printed using two methods This utility will allow you to print coupons for a single member a range of members or a member category Yov ll enter the total dollar amount and the number of payments and the software will print coupons three to a page An alternate method
99. Inthe Adda Guest Prospect window enter the prospect s information in the fields 3 Click on the Followup tab and use the pull down arrows to choose a category source call back date etc Click on the Notes tab to add any additional notes concerning the guest or prospect To send a welcome letter click on lt Guest Letters Double click on the letters folder to choose a letter Click on the printer icon 7 95 NO oa Inventory Database 86 The retail inventory database holds all of the information associated with a particular retail item Access the inventory database by selecting Data Entry Inventory from the menu or by selecting the lt Browse Inventory gt button In this display the column headings include the ID code product description retail price discount percentage and current price includes discount From this display several menu options are available The Search function enables the user to query the database to find a product not displayed in the current window Using the keyboard just type the first few letters of the record you want to find Searches are based on the description field of the database record The highlighted cursor bar points to the active retail item in the inventory browse window Use the UP DOWN arrow keys or mouse to move the cursor to the item of interest Once the cursor is highlighting the item of interest any of the menu selections described above
100. LLING amp AGCOUNTING n sssssssnssnnnnnnsnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn aa 158 OVETVIEW a ccccdcasitaaeuauauavannranasauiuduavewcsadutndamacaeeasaceudues eaaa ainra raTa apasae Sawi Lase aueia En 158 Setting Up Member Billing sisisiccsccissiesassassiuenteccetadscscutecvassnaasadeuesvaraerneaducwindads 169 Configuring the Billing Module cccccssseeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 174 Billing MM DETS iis sidiiassctaisicecndsaiitnasewacscadsnetenatenedsnasntaataaasd wctdupadadnndsedaacudceveeawan 182 Biling TIPS seadctcaiesesutnanawauisinudvavdniaecusaencnautiendaduucviuandveuiveudvaudvauiandeaddieedeacsieanedard 185 Responsible Party Bilin iis cccidvcnsavenaniinits sencsaveadvdsavengacveueususiauiwsneewaucwenevendwes 188 Improved Declines Processing cccccceeeeeeeeeseeeeeeeeeeeeeenseeeeeeeeeeeessees 193 Billing Declines HIStory scstudsdecastsiscsideaidenudeciiisatsnacdeacdnanssdetiaesid tides inenaatdnands 193 Improved Credit Memo wi ciisieisiinciccsssescecececudecseneantonduiverenevansrandviweeseu eanensdducesens 193 Accounting Period Closeout wiiei ieesiesastsaseccucccseacecuastadedseuenvasuannedecsssserenduenseds 194 COLLECTIONS iranere aaao aaie enea te paataan eaae iaaa 195 Collections ThA CKIAG sciiscnsieiiasacesantdenndantiwiecnciinuhiaaaawescueauaancdbawandenidnindoabonudanie 196 REPORTS bes Soca eee ccc et a tere a tite a ee lag 199 Members RED OMS weictishintinesinnthicnhindsnteretaahlatinwsh
101. Manager program provides flexibility for cash or accrual reporting The data structure takes advantage of the technology in PC mass storage components that allow for fast retrieval of large amounts of data The model used in the development of the accounting system closely resembles that of many commercial accounting packages including Quickbooks Matching these data structures improves the fidelity of the data exported to these programs and subsequent reporting and analysis The accounting system provides a method to track the Accounts Receivable for each member and allows you to bill the members for amounts that are due Structure The fundamental structure of the accounting system is comprised of Invoices which document sales Charges that schedule payments and Payments against charges The following diagram shows the flow for the basic structure of the accounting system Charges reflect scheduled erts to pay For the pm p oe Payments are recerved and mwvoicel sala A Invoices are created for applied against invoiced every sale charges An Invoice is created whenever a sale is completed A sale can be made through a POS transaction or as a membership contract in the Contracts module An Invoice can also be created directly through the Member Data Entry screen The Invoice data is composed of information regarding the purchaser date of sale form of payment and detail records of the
102. None and enter the dollar amount Enter any descriptive note in the DESCRIPTION field Enter the cash payout amount positive value in the PRICE area Now press the Return function The AMOUNT field will show the negative amount reflecting cash removed from the system Clear Use the lt Clear gt button to erase all lines entered on the receipt The Clear command allows the user to remove all of the transaction lines on the Receipt and start over with a blank Register screen If you wish to cancel the one transaction line click on the item A screen will appear allowing you to modify the transaction including deleting it altogether Payments The PAYMENTS key is used to record payments to a member s account This is useful to track walk in payments for each member handle checks or accept payments for a member s account Payment bey will only ibt Mable of ab we ehram in the Sold as a i 143 In order for the Payment key to be visible you must have a member visible on the screen If a member is not on the screen enter a member ID The Payment icon should now be visible The Payment key is used to accept a payment for the member s account When you press the Payment key the Receive Payment window is displayed ps Fiscrene peneman rame dhan Abbermee 15 manant Hathi m 20 OCOCO r Gash mount TG T Check Toot noo r Cherge Data po ania parir Fame o Hoferance
103. OK gt At the Reports screen choose to print or preview the report To Preview Print Custom Reports Custom reports allow you to filter the member data by date employee assignment membership type and membership status You can also sort reports by zip code name call back date next action sales person priority or telephone 1 Inthe Collections Module choose gt Custom Report 2 Enter the inclusive dates for reporting period 3 Choose Assigned To category Membership Type and Membership Status from the pull down menus 4 Choose a category to sort by Click lt OK gt 5 Atthe Reports screen choose to print or preview the report 197 To Preview Print Payments by Member report 1 In the Collections Module choose gt Reports gt Payments by Member 2 Enter the inclusive dates for the reporting period 3 Check one or more of the Include payment options against Cash invoices against charges place On Account Unapplied generated by billing 4 Click lt OK gt 5 Atthe Report screen choose to print or preview the report Click lt OK gt To Preview Print Member Collections Worksheet 1 Inthe Collections Module choose gt Reports gt Worksheets 2 Tag the members for collection worksheets You can choose one or more Click lt Close gt 3 Atthe Report screen choose to print or preview the report Click lt OK gt 4 To v
104. P displayed on the left side of the entry Members with a status message are displayed in red Members in Collection status have a C displayed in the left column Additional commands that are not common to the other browsers are available on the Member database browser These additional commands will let you view a member s 75 76 account ACCOUNT convert a prospect record to a membership record CONVERT view recent check ins Check ins and view family or secondary accounts FAMILY Convert Convert a prospect record to a member record Form Selects a form letter to be sent to the member Account Displays account history for the member Family Displays family or secondary members Check ins Displays up to 50 of the most recent check ins Print Prints a summary of the record information Adding A Record The lt Add gt function is used whenever you wish to add a new member or Prospect to the database Lest Hames fe J Chee Fires Bertie I Agremenntd i iiaia Pachanga ee wini Hena Panan Ahibeiben Marra iz 5 E arcuteer Gene End Fee Fido oe Plon ath 138 HAS WE SHAU heritage pma End Aime 1a 8 Amando IHI 148 E nape BAO BABE 281 oA Amando Tenth 10 ry Coapla BAO BA FR Aaililghini Saas 1 1 Spaniard VOSA FMP FI A Aakers Reith Bs FREEZE Sendat OO TAANA IA Ha Beget iHi 142 1 Eercutrer 2A EAS Set ae eRe Barrett tan 47 oz Single gee End BAe EiS Beinen Bathin i om Sparial TAMOD EAM tiia C Gea
105. Services allow you to attach one or more recurring dues categories to a member record The recurring dues amount for a given service is set in the member record For example two members can have the General Dues Service but Member 1 pays 15 per month while Member 2 pays 20 per month In addition multiple Services can be attached to a member s record making the total monthly recurring dues composed of indi vidual Services the member has elected to use For example a member s monthly dues may consist of a General Dues service a Towel service and a Wet Area service 1 65 66 Finally the term Services allows for a different amount to be charged for members with a Frozen status Member Services can have any combination of these attributes area visits or dues These attributes define how Services are used in your club An Area allows the service to be checked into by subscribing members A Visit is a sold metered service and Dues allows you to attach a recurring charge to a member s record In addition a Dues service has an active property When this property is selected the service becomes a default service attached to all new member records If you used the Recurring Dues feature from Version 2 the upgrade process creates a General Dues Service to represent it in Version 3 It then sets each dues amount in the member records equal to the
106. TION No zZ ojo a 5 z Hh mm Invoice post time 3 No No 3 Yes americ No a Table 3 Invoice Header keywords No CUSTBARCODE No CUSTAGREE No BILLEDBARCODE No BILLEDAGREE No Z le EES z JE 5 z used to uniquely identify invoice detail CLUB No Interer Club number where invoice was 8 posted Tdentifes assoc Invoice header Item type 0 non database 1 Yes Integer regular inventory 2 personal training 3 visits TAXABLE2 Y N Charged tax at 2nd rate LINENUMBER Table 4 Invoice Detail keywords 245 charge CLUB Yes Club number where invoice was posted ONTY Table 5 Invoice Charges keywords used to uniquely identify invoice credi Club number where payment was aim DATE Mm dd yyyy Invoice credit post date Table 6 Invoice Credit keywords Club number whi t Minfddhyyyy Payment post dat Payment method 1 cash 2 check 3 coupon 4 gift certificate 5 PAYMETH No Nomen discount 11 15 credit card types corresponding to those configured in Fitness Manager If not supplied this default to check 2 FLAGS iternal use onl VOIDDATE Munday Table 7 Payment Header keywords 246 t i i i t Table 8 Payment Detail keywords 247 mo 3 9 m x 9 o 3 3 o e oO Ke c ol lt oo Kol on Membership Pr
107. Terms Amount End Date ETI Za s inance Rate FOP Available Max Free Extension Months in Contract Open end Membership PIF Terms Amount Proration n tart Date n tatement Dues Statement Terms Amount La CONT Total Payments CONT Total Proration CONT Total Sale Price CONT Total Tax CONT Void Date CONTWeight CONT Work Phone CONT Zipcode PLAN Billing Account PLAN Billing Cycle PLAN Billing Starts PLAN Default Membership Type PLAN Descriptio n PLAN EFT Dues Amount PLAN EFT Terms Amount PLAN End Date PLAN Finance Rate PLAN FOP Available PLAN Max Free Extension PLAN Months in Contract PLAN Note PLAN Open end Membership PLAN PIF Terms Amount PLAN Proration PLAN Start Date PLAN Statement Dues Amount PLAN Statement Terms Amount PLAN Type Member Add on List CONT Member Add on List ee E Member Service Add on List CONTMbr Service Add on List Ea Contract Federal Disclosure CONTFEDERAL DISCLOSURE SSS enn Plan Service Add on List PLAN Service Add on List lio i Table 2 Contract Related mail merge fields and lists 244 Data Exchange Scripting Reference The following tables document available keywords for Data Exchange scripting purposes No imere used to uniquely identify invoice header posted A RCPTNUM EMPLID STA
108. a Terminated status To set the status date range Data Entry 1 Select a member record from the Browse Members window 2 Select the New Status button on the Personal tab 3 Select anew status and enter effective and ending dates 123 To set the status date range Front Counter 1 Open the Member Information window of a checked in member 2 Select the Status button 3 Select New 4 Select a new status and enter effective and ending datesAudio Alerts Audio alerts are available to alert the front desk clerk if a member has a status problem When a member checks in the system will announce one of several different announce ments depending on the status of the membership Audio Alerts Audio alerts are available to alert the front desk clerk if a member has a status proglem When a member checks in the system will announce one of several different announce ments depending on the status of the membership You can choose which message the type of status announces Alerts are setup in the Configuration module Voice annunciation is available for Account Balance Scheduled appointment today Membership status Birthday Expiring soon or expired membership Welcome to the club See the manager Rescan your card Frozen terminated or time restricted memberships And several more Depending on your club you may want to use the full compliment of audio alerts or only a
109. a list of the assigned instructors and the sales prices When you highlight and select a class two tabs pages of information are presented GENERAL and COMMISSIONS The General tab contains a Description field Instructor field Sales Price and Income Account fields as well as the Sales Tax option fields The Commission tab contains information pertaining to sales commissions to be com puted based upon a fixed dollar amount or a percentage of the sale price It also contains a field for Instructor Commission To Enter Personal Training Information Into Your Database In the Data Entry module select Data Entry Personal Training from the menu bar In the Personal Training Items window click lt ADD gt Enter the personal training information in the appropriate fields Click on the Commissions tab Note You may use one two or all three levels to compensate different levels of manage ment To view the commission rate information look up the Employee Record in the database To ensure proper tracking of employee commissions be sure your employees enter their Sales Person ID when selling an item on the Register screen Pena 100 Scheduling The schedule browser operates in a similar fashion to other browsers A list of the sched uled groups that you have created is displayed along with the start time ending time and the duration of each time slot that is to be scheduled When you get ready
110. ab BARCODE ID This is the ID number assigned to the retail item This ID code can be any combination of numbers up to a maximum of 10 characters long It MUST be unique from all other retail inventory items in the database It is recommended that you use the UPC barcode label number as the ID number Then when selling this item you can use a bar code scanner to read the ID number from the package A word of caution If the UPC barcode label contains six numbers in length instead of 10 you should use the scanner to input the ID number With the cursor in the BARCODE ID field scan the package UPC label Some scanners will pad the six digit UPC with imbedded zeros to yield a ten digit code If you have the six digit code in the database record and you scan the UPC on the invoice yielding a ten digit code the proper item will not be located in the database DESCRIPTION Enter the description of the retail item in this field Itis recommended that you do not use the manufacturer s name as the first name in this field Aphelion will search alphabetically by this field when attempting to locate or display items in the retail database If the same manufacturer is on many records you will get an alphabetical list based on the manufacturer and not on the item INCOME ACCOUNT Select the income account retail inventory income accounts are entered in the Configuration section you wish to assign to the retail item After highlight ing the proper inco
111. ad of typing a free form note Standard notes are setup using the Configuration module The standard notes allow the front counter to select a note rather than having to type it in As an example many members may say their dues have already been paid when the system alerts that they haven t paid The Front Counter personnel will typically allow the member into the club but should send a message to the back for someone to check on the dispute To Add a Note to a Member s Record In the Front Counter Module select Areas gt Check in from the menu bar After checking in the member click on the note icon Type the message in the New Note area Click lt OK gt Select a note type by clicking on the pulldown arrow on the action field Select a standard note by clicking on one of the options Click lt OK gt NO aP oN gt Browse Member Information Member information can be obtained at the front counter for any member To view member information select the lt Card Deck gt icon When the Member Browser screen appears you can check in a member by clicking on lt Select gt or view more informa tion about the member by clicking on lt INFO gt Addition ally you can change the sort order to help you find a member by selecting the appropriate tab below the list of members Member Status History The Member Status History function records all status changes to a member s record This fe
112. after the date you set here The Updated since input will restrict any records that have been changed to those before that date Most likely you will want these dates to be identical and set to the date value based on the last time you ran the export function at this location The Include Member types setting is combination box choice which can be toggled using the space bar A check mark indicates that prospect records customer records or both should be included in the export The customer export allows you to specify which fields are to be included A list of all exportable fields is displayed on the export screen You can also limit the records that will be exported based on either the date the record was first added or when it was last updated Leave these fields blank to export all records You can specifically choose which member fields will be exported or you can choose all of the fields Once you are satisfied with your inputs select the OK button The program will warn you if any of the inputs are invalid Once the export process is started a display will indicate it progress Importing data You will choose to Import data in order to move information from another location into the local club s data You will need to have the file from the other club that has been exported by the same release of the Data Exchange module You must tell the program where the import data should be read from by setting impor
113. amiliar to your club and so that the choices are appropriate to your facility Recurring Dues Use Recurring Dues to quickly setup payments for open ended contracts Recurring dues are used when the same dollar amount is to be billed over and over again The billing is in a cycle Using the Recurring Dues saves you from having to enter repeti tive dollar amounts and due dates into a member s account It is a handy billing method for open end contracts where the same amount is billed until the member drops out When entering recurring dues you ll enter the information into the member database or use the Contract module To use the Recurring Dues capability five major items are required Each member is assigned to a membership category a billing cycle i e monthly quarterly etc a payment type EFT statement credit card a dues amount and a next billing date When you are setting up the billing you select the member category a billing cycle and a form of payment for dues collection The selections you make in the billing menu while conducting Billing correspond to the fields that are setup in the member record For example if you want the billing system to produce EFT payment type for all COED members member category on a MONTHLY billing cycle you would select those items in the billing menu Only those members that match all these criteria would be selected for billing Once you have assigned the c
114. an existing set of invoices and charges that were created at the time of contract or POS sale During the billing process payments are created for the charges that match the income accounts selected that are due These payments are automatically applied to each charge used to compute the amount billed Since there are two main methods to bill your members Recurring Dues and Account Balances the Billing configuration program allows you to select which method to use For most billing situations you should make one template that includes both types of billing This will insure that any recurring dues and account balances get billed in one step If you have a unique club requirement or just wish to create separate templates you can disable either the Recurring Dues or Account Balances on the template Selecting both types will combine account and recurring dues into one billing transaction 176 If you want to conduct billing for Recurring dues and Account Balances separately toggle only one selection on for each template When using the dues payments menu selection the Match on Next Billing Date is used to calculate which members will be billed The month is compared against the next billing date in the member database and only those members with a match will be billed The Billing Description is used to describe the charge transaction in the member s account The Payment Description is used to describe t
115. and automatically added to the billing amount APPLY CREDIT LIMIT OF The software allows you to set a credit limit for each member for On Account sales This limit can be overridden by an authorized individual NEXT BILLING DATE This field is allocated for the billing program to determine which members need to be billed within a billing cycle Only those members with a billing date contained within the current billing month will be billed by this utility Change this date to start billing on a date in the future or to temporarily suspend billing Required entry for members being billed LAST BILLING DATE When the member account is billed the date of billing or drafting is automatically entered into this field by the billing drafting program CONTRACT EXPIRATION This date field stores the expiration date of any membership contracts active for the member Reports can be printed using this date BUT automatic billing does NOT cease when this date is passed If the membership will not expire check the AUTO RENEW TO OPEN END Checking this will cause the software to not alert on the contract expiration date when checking members in at the Front Counter BILL TO ID When performing the billing function the program uses this field to bill to a different member If the member s dues are to be paid by a third party such as parents the ID of the person paying the account should be entered in this field If a membership is billed to
116. another member a number of the billing related fields will be disabled and set from the master record If you enter any other member ID in this field the record will be considered a secondary All secondary accounts are related to a primary account Tthe primary account is the billing account BILLING NAME This data field identifies from whom a dues or on account payment is to be expected BANK ACCOUNT NUMBER Enter the member s account number for which all automatic drafting will be directed BANK NAME Enter the member s bank name in this field Select this number from the existing bank database Type the name of the member s bank then press lt Tab gt If the bank is not already setup you will be asked to setup the bank or choose from a list Highlight or select the desired bank then press lt OK gt The bank information will be automatically transferred to the member s database record This information includes the bank name address city state and zip code Keeping an up to date bank database will greatly assist in the entry of new members SOCIAL SECURITY NUMBER Enter the member s SSN in this field DRIVER S LICENSE The member s driver s license number can be stored in this field CREDIT CARD NUMBER This field contains the credit card number for the credit card selected in the FORM OF PAYMENT FOR DUES field If a credit card is selected as the form of payment this field requires a card number input If o
117. ard Expiration CONTDate of Birth CONT Dues First Due Date CONT Dues Responsible Party CONT Effective Date EFT Renewal Expiration Date Finance Charge Tj irst Name yj OP Choice Form of Payment Free Extension Months Full Name Gender roup Name eight ome Phone Last Name Medical Note Medical Risk embership Type Occupation Payment First Due oO PIF Renewal ecurring Dues Total f Renewal Amounts ale Date alesperson Name n u n oO tatement Renewal n otal Discount Total Downpayment ti 3 Total Dues CONTEFT Renewal Amount CONTExpration Date CONTFinance Charge CONTFirst Name CONT FOP Choice CONTForm of Payment CONTFree Extension Months CONTFull Name CONT Gender CONT Group Name CONTHeight CONT Home Phone CONTLast Name CONTMedical Note CONTMedical Risk CONTMenmbers hip Type CONT Occupati on CONTPayment First Due Date CONTPIF Renewal Amount CONTRecurring Dues Total CONTRenewal Amounts CONTSale Date CONTSalespers on Name CONTState CONTStatement Renewal Amount CONT Total Discount CONT Total Downpayment CONT Total Dues Total Payments Total Proration Total Sale Price Total Tax oid Date eight Work Phone ipcode iling Account wW ERRE iling Cycle Billing Starts Default Membership Description EFT Dues Amoi 5 EFT
118. are using this type of interface If you select the camera icon from the Front Counter the member s picture will appear in a small box that overlays the check in screen When you save the image the picture is transferred to the screen and will always appear whenever the member checks in If you want to replace the existing picture simply click the camera icon again If you select the CAPTURE utility from the Aphelion program group the program will display an alphabetical list of your members This is your membership roster Members with a picture will show a check mark in the right most column The CAPTURE program can be operated with a mouse or with keyboard input Use the up down arrow keys to highlight a member of interest Alternately you can just type part of the desired name then search Click on the menu option to display an existing image for a highlighted member or click on the appropriate menu option to capture a new image for the highlighted member The images will be captured in the GIF Graphics Interchange File file format We have found that the GIF file format offers savings in space requirement Fitness Manager will also allow you to use existing PCX files if you have images already stored Sound If your computer has a sound board installed the system will play sounds for several types of events The system uses standard WAV files and is compatible with most sound blaster or equivalent boards
119. art of the membership on the new member s account and to accept the down payment as cash check or charge When the transaction is complete a receipt is printed and the future membership payments will appear in the member s account Later you will use the Data Entry program to convert the new Prospect into a Member or to add additional information to the new member s record You can add the rest of the mem bership information such as billing information account numbers etc To Sell AMembership From Front Counter POS Register 1 While in the Front Counter Module POS screen select Areas Register from the menu bar 2 Click in the upper left hand area of the screen where member information usually appears The cursor will change to crosshairs 3 The Member Will Be Added screen will pop up Type in the appropriate new member information Click lt OK gt Click the card deck icon in the Choose Item area of the screen Select a membership type and click lt SELECT gt Click on a form of payment button NOMS Selling Visits and Personal Training Visits and Personal Training units are similar in that they operate similar to a punchcard that is punched each time a member uses his card The member purchases visits to a club service or personal training and the system counts down each usage until all purchases are used The punchcard in this case is electronic and the system keeps track of many
120. at indicates when reorder of item is required When the inventory level falls below this number the operator will be warned on the POS screen when selling this item Also a report is available that lists all retail items that have inventory quantities below this level ITEMS ON HAND This value reflects the current number of this item in stock When an item is sold on the POS screen the quantity sold is subtracted from this value to track current stock status This number is an automatically computed value Note the Restock Sales and Locations buttons at the bottom of the Browse Items screen These buttons allow you to add items to stock view the History of item sales and set club locations for this inventory item ii eel bea Chewnped he ji Giral commnessicnes inm T Garcode ID E aiiin Heni Descriptor jia Prolin Shake Siaavherry m pta j r gt Plate 2 income Account uote amp amp lal ice Her me Fike iz 4 Ahir Winn Baka p 3 aie liami on harri T Ship restocking alert on Pos r Decon am P Apply pembaraihip dhcmonis bo fobs Han sem S jaon pa t Restock To replenish your inventory items use the lt Restock gt button When you select lt Restock gt a browse window is displayed that shows the history of every addition you have made to stock This information is used to calculate the Cost of Goods Sold and to provide accurate reporting of profit margins
121. ategory cycle and FOP to each member you need to enter the Dues Amount The Dues Amount should be entered on the Billing page of the member record Do not add tax to the dues amount The tax rate is set in the Configuration along with a flag to tell the program whether dues are taxable or non taxable By setting the tax rate separately you can quickly change the total dues billing if your tax rate changes 187 Lastly enter the Next Billing Date The Next Billing Date is used only when conducting Recurring Billing and will be matched against the date you set in the billing screen Members will be billed only if the Next Billing Date matches the date set on the billing screen You may want to enter a Contract Expire Date Billing will continue for each member even if the contract has expired as long as the status is set to OK If you want the expired members to stop being billed you ll need to set the member s status to Terminate rather than OK A utility is provided to periodically change the status of expired members Use the utility Terminate Expired Members to search through the database and find all expired members This utility will change the member status to Terminate for all expired members Members that have a status set to terminate will not be billed Responsible Party Billing Responsible party billing takes full advantage of our invoice tracking system Invoices are at
122. ates you create can speed the task of assigning the access rights for each employee The Security menu of the Configuration module is used to create the security templates 71 72 Access Defaults Select Access defaults to create or change the access templates The access settings browser window will be displayed Assigning access defaults is straightforward and protection directly corresponds to the selections listed After adding or changing a template from the window the password protect selection window is displayed Three default templates are provided with the system These three defaults are Manager Personnel and No Login If desired the access settings for these areas can be modified or you can add your own templates in addition to the defaults To Set Access Defaults In the Configuration Module select Security gt Access Defaults from the menu bar Click lt ADD gt to enter name of access level Set restrictions for individual modules by clicking on the appropriate boxes Click on the tabs at the top of the screen to set access restrictions for other areas of the program 5 Click lt OK gt D oO No2 Liptaie the dahat soper eetieuqe Bao Level Name Er Front Coumter pos Reponing Contracts Sales Modules Data Entry Member Editing Accounting Maeketing Contract Salys Front Counter Data Entry Ailing Collections Repos Commis ahaa Configuration Utilities lima
123. ation in the databases without leaving the current screen This is useful when obtaining ID numbers for members or checking on the price or availability of a retail product The information available in these windows can be used to answer many questions during the transaction The Pop Up window can be used to view information in the member inventory and employee databases You can search for a name of the member employee or product to be displayed This process initiates a search to find the name entered by the user Enter as many or as few characters as desired However the more characters entered the more reliable the search will be When you need additional information press INFO the card deck icon Here are some examples of the INFO key in action e While checking in members you may need to find a member name e While selling a ProShop item you want to find the item number A member inquires about his account from the front desk ACCOUNTS ICON This icon is used throughout the program to provide information on member account history and payments If you select the account key you ll get a snapshot of the member account value and the account transactions The Value of Account field represents the current total dollar value of the members account This means the total of all debits posted on the members account minus any credit payments The Future payments field reflects the dollar value of all payments expec
124. ature is accessible through both the Data Entry and Front Counter modules From the Status History window you can add a new status change the existing status or delete a previous status When adding or editing select an available status attach a reason for the status define an effective date range and attach any desired comments To access the Status History window Data Entry 1 Inthe Data Entry module select a member from the Browse Members window 2 Under the Personal tab select Status History in the Status box 3 Add Edit or Delete desired status 122 To access the Status History window Front Counter 1 Open the Front Counter and select a checked in member 2 From the Member Information window select the Status button 3 Add Edit or Delete desired status Note regarding Member Status History if a member status is changed using the Edit button the selected status is replaced by the edited one The effect is the edited status is no longer available in the Member Status History To record the change of a member status it is necessary to select New Check In History The main check in screen shows a list of all members that have recently checked in To filter the list to show only those members that had alerts click the tab labeled ALERTED which is located directly below the check in list This is helpful Racemi Cheekins to show those members that ha
125. bership Past Due 30 Past Due 60 Past Due 90 Past Due 120 Tour Time Tour Time Trainer Name Weight Work Phone Zipcode Trainer Name Weight Work Phone Zipcode Dues Services Secondary Members Interests Status History Remaining Visit Units DUES SERVICES LIST SECONDARY MEMBERS LIST INTEREST LIST STATUS HISTORY LIST VISIT UNITS LIST Table 1 Member Related mail merge fields and lists 243 Account Responsible Party Additional Downpayment Address Address 2 Age Agreement Amount Financed Annual Percentage Rate Approval Date Approval Status Bank Account Bank Account Type Bank Address Bank City Bank Name Bank Route Bank State Bank Zipcode Barcode ID Barcode ID Label Billing Name Q a Credit Card Credit Card Expiration Date of Birth Dues First Due Date Dues Responsible Party Effective Date CONT Account Responsible Party CONT Additional Downpayment CONT Address CONT Address 2 CONT Age CONT Agreement CONT Amount Financed CONT Annual Percentage Rate CONT Approval Date CONT Approval Status CONTBank Account CONTBank Account Type CONTBank Address CONT Bank City CONTBank Name CONTBank Route CONTBank State CONTBank Zipcode CONT Barcode ID CONT Barcode ID Label CONTBiling Name CONTCity CONTCredit Card CONTCredit C
126. bership contracts To Sell a Membership Plan PON 11 12 13 14 15 16 In the Contracts module select Contracts Sell Contract from the menu bar Select a membership plan by clicking on it View all plans by clicking on the All Plans tab at lower left hand side of screen Use the up down arrow keys of the Add ons field to automatically compute the charges of the membership plan if additional family members were added to the plan Set the number of additional members click on lt Show plans resfresh pricing gt Notice that the fee totals change when you click the refresh button Once you have chosen the membership plan to sell click on lt SELECT gt You will be given the option to continue by choosing lt YES gt or you may choose lt NO gt if you want to go back and select a different membership plan When you choose lt YES gt a New Contract window displays Click on the card deck to choose the prospect s name Click on the prospect s name then click lt SELECT gt Choose a Form of Payment FOP by clicking on EFT Statement or PIF If the member wants to add a family member to this contract click on the lt Family gt button enter the family member s name click lt OK gt If you want to add services fees to the contract click on the lt Service Fee gt button and choose the appropriate options s Enter the contract sales date and effective date Enter number of fr
127. c credit card formats These formats include Tele Money Transnet MDI PC Batch Mapp Personal Ticket Capture Batch Pro 4 Sure Fast Batch and others If your bank utilizes one of these credit card processors the pro gram will format the credit card information in a format that can be read electronically and sent directly to your bank If your bank cannot accommodate one of the preformatted transactions Aphelion has made arrangement to translate your electronic credit card transactions to the format your proces sor uses Aphelion utilizes a 3rd party program that is designed to interface with almost every credit card format This program is called ICVERIFY The Aphelion program will format the credit card information in a format that can be read by the ICVERIFY translating program which in turn will work with most of the credit card processing agents Aphelion is not affiliated with ICVERIFY However we can provide information to you on the system If you are performing credit card billing and your processor is not listed on the output screen choose the ICVERIFY format EFT When conducting an EFT transaction you must send the file to the clearing house or processor before it is due to be deducted from the member s bank accounts The effective date is the bank processing date and should be at least 3 business days later than today s date to allow the bank time to send the file to the Federal Reserve Aphelion can provide in
128. cally represented as groups of information the data exchange format supports grouping the various types of data records together An invoice always starts with an INVHDR data record and ends with and ENDINV record It would typically contain an invoice header data line as well as multiple details and charges Similarly a payment group starts with a PAYHDR payment header data record and ends with an ENDPAY record A payment group can also be nested within an invoice group to express a payment s relationship to that invoice See the Appendix for a list of the data record types and the field identifiers The field indentifiers listed in italics are of special importance These are used to uniquely identify data records and their associated data records As an example an invoice header is uniquely identified by a combination of its CLUB and ID fields When a new invoice is created the program determines its ID value from the next available number The CLUB value comes from the value assigned in configuration for the home club In exchanging data between multiple Fitness Manager locations there can be no collision between this combination of fields as long as the home club numbers are different An invoice detail is linked to a specific invoice be a combination of its CLUB and INVID fields Except for the CLUB field in the invoice header and a payment header if it is not nested with an invoice group you only need to specify the ID related
129. can also provide a grace period before alerting that there is an account balance This can be used to provide a few day grace periods for the members to pay prior to a Front Counter alert If you are sending your credit card transactions electronically and you have a magnetic stripe reader you should turn on the alert for card swipe for credit card billed members This will allow you to alert the Front Counter to swipe the member s credit card The electronic information will be stored and sent with each transaction thus qualifying for a lower credit card rate m To Configure Check in Alerts In the Configuration Module select Site gt Check in Alerts Set contract expiration advance warning days Set number for alerts on accounts over a specified dollar amount Set alert for credit card expiration date Click on the Alerts 2 tab Set locker expiration date alerts Set alert for inactive member on check in Check box if you want to be alerted for multiple check ins by a member on the same day 9 Click lt OK gt ONO oe oO NS Default Settings The values you enter in DEFAULT SETTINGS are used when you add a new member or prospect The default settings screen is divided into two tabs Values and Formatting The Values tab is used to enter the city state and zip code most commonly used by your mem bers Information entered here will automatically be entered into the new member database entry screens
130. ccount When you sell an item on a member s account the program checks to see that you have not exceeded the credit limit that you have specified for the member If you have exceeded the credit limit and if you don t have the proper security level the program will alert you and not allow you to proceed If you have the appropriate security level you can override the credit limit To Sell Inventory Items On Account Press on the card deck icon to select a member Press on a member s name and press lt SELECT gt Select an inventory item for sale and press lt Total gt Select the lt On Account gt button as the form of payment This will bring up the Account Debit screen for the member 5 Press lt OK gt gt O p Split Tender Split Tenders are necessary when the customer wants to pay for the purchase with more than one type of payment For example he may wish to place 25 of the purchase price on a credit card and the balance to be paid by check Credit Cond Gash Poymer Total Due 651 42 Gredit Gard Payment 20 00 Credit Card Reterence 123456709 X cance Cash Payment 31 47 Change 0 00 F Print Receipt m When you select Split the system prompts you to enter the first form of payment then the second form of payment When you have selected the payment types the Receive payment screen is displayed and allows you to enter the amounts for each type of payment The transaction is co
131. cessary to create it see below Available filtering tools are the same as Customized Reporting filters See above for descriptions Installing the Fitness Manager Macro The Fitness Manager provides a Microsoft Word macro to make inserting data fields into the newly created template easier To take advantage of this macro it is necessary to copy the file FM Form Letters dot located in the Aphelion Letters directory into the Program Files Microsoft Office Office Startup directory assuming default installation directory Once the FM Form Letters template is located in the Office Startup folder it is necessary to restart Microsoft Word The macro is located on the bottom line of the Insert menu Mail Merge Templates Fitness Manager uses Microsoft Word templates for Mail Merge Templates contain the body of a given form letter and embedded tags that specify member record data fields All embedded tags are then replaced with appropriate member record data and printed The following is an example of a simple form template Creating Microsoft Word Templates 1 From the Word menu bar select File gt New 213 2 Select the radio button Template and click OK 3 Write the letter as desired using the Fitness Manager macro to insert embed data field tags where needed An example of text that contains embedded data field tags is Dear Mr Mrs Last Name as of today your account balance is C
132. ch as PROCOMM can be used in conjunction with a modem During the EFT process a file is created on the disk The Output File field contains the name of the EFT file as it is stored on the disk Defaults are used but you can name the file any valid filename EFT files are named ACHPPDO1 xxx on the disk The PPD within the file designates a drafting deposit and the number following designates the 182 number of files that have been generated today xxx represents the day of the year ranging from 001 to 365 These files are named using the above convention However feel free to rename these files to any other file name with which you feel comfortable To send the file start your communication program call your clearing center and send the file per their instructions The file name is always displayed during the billing generation The file sent should be the same file you generated in the above steps Printing Drafts The setup menu provides options for printer types printer memory and check alignment If you are using the Digital Design printer select D for the type of printer Other applica tions should select the Aphelion option unless you have been directed to select another option by your dealer If your checks are skewed high or low on the paper you may wish to adjust the printer offset The program defaults to 3 Other numbers will move the check up or down on the paper Printer memory should be set t
133. ch for any record that is not displayed by using the Search function To search enter as many or as few characters as desired in the Search field Press the lt Tab gt key to start the search The program will search the database and find the closest match to the name given The screen will be filled with the alphabetical records starting from the closest match This screen is called the database browser Buttons are displayed along the bottom of the browser consisting of options to make changes to the database and to show more information about a highlighted record The browser allows you to search for an alternate entry to order the entries in numeric rather than alphabetical order and to add delete or change each record The following commands are available while displaying any of the data entry browsers ADD CHANGE and DELETE These commands are summarized below TTT 73 74 Add Add a new member employee inventory bank class personal training or group Change Change a record after it has been previously entered Delete Remove a record from the file Close Exit from the database browser To add a new record use the mouse or tab keys to position the cursor on the Add button To delete an existing record use the mouse or up down arrow keys to position the cursor on the desired record then select the DELETE button To modify an existing record use the mouse or up down arrow keys p Cc to p
134. charge that is due immediately is created that is associated with the Invoice As payment is received at the time of sale the payment is applied against the charge and indirectly the corresponding invoice When a POS sale is made and a portion or all of the sales amount is placed on the member s account a schedule of charges is created The charges are based on the total amount of the sale and the number of payments The income account that will be credited at the time of collected payment is also specified a o o Bamoa San a Se Exp Lent Viia Hame Phonan H ASheifen Menina ee LIF Laney mn pen bel Wi e J is oe NI Aire isih 18 HAS Mi Serre Open Geel Paie Fis re Amadon ial 149 OK Cougin SC oes 21 ea Amneeadaon Tere i OK Taupin BC AEA PAT Aali lyheni S1 a Gr Silvana oe cl TORE Syn F a Athair Kerh Ea EL HELT GAA Be Fia A Bagge fa H OK Eeeculhn Aba A a Ph B r fen ha OK Single Open Eri SPS ee Pad 2 9685 Bohn Eikin i i BE Special PAE i Se Pe ee es E Beary Pinal oe SEE MANAG Standesd GCE Al RoR Foe Beams Pen lain Te RHIRAN Hennsge GPT SE Tea P Bishop TTET 11K Farmby Aa oa fT H P Binkeg Senin hae OK Farmy Te 1 AVE Tia a ode wl td ial aad ey 167 All invoices charges and payments are reflected in the individual member s account This provides a complete history of all sales and payment activity for each member that includes membership contracts and POS type sales Account Transactions from Membersh
135. ckin located in Configuration gt Station gt Check in Options all members will be checked into the General Facilities area The configuration module lets the default service be selected for each terminal Station gt Check in Settings In attended check in mode this is the service that will be initially highlighted in the selection window In unattended check in mode the first service selected for a membership type is the service the member will be checked into This default service allows a club with multiple terminals to better control entry to areas of the facility For instance if a turnstile is set up by the pool area the activity tracking can be set up to restrict members from entering that area The Visit Price field is used to allow you to enter a default dollar value to be used when you SELL a visit Whenever you sell a visit from the ProShop screen the value you enter here will be used for the visit pricing You can override this value from the Register screen To sell a visit to an activity you must configure the ProShop POS screen in the Configure module This process is discussed later in this chapter You can setup Quick Keys that are assigned to the different activities which will allow the sale of the activity to a member As these visits are used the program keeps track of the remaining balance This is discussed in more detail in the ProShop chapter and in this chapter Front Counter gt POS buttons Member
136. cle to 1 When you assign a member to the blueberry cycle and then subsequently bill the member the program will operate on a monthly billing cycle incrementing the bill date by one month The cycle name is for your convenience only whereas the number of months in the cycle is the information the software uses in the billing To Set Billing Cycles In the Configuration Module select Accounting gt Billing Cycles from the menu bar Click lt ADD gt Enter billing cycle in Description field Click up down arrows to select number in Billed every field Choose Weeks or Months in Frequency Click lt OK gt Repeat steps 1 thru 5 until all billing cycles are entered Ce oF PS oO YS Set POS Dincounl level ns 5 56 Payment Schedules The Payment Schedules section of the Configuration module is used to tell the system how many payments the member will be making to the total invoice allows you to set up various payment schedules for membership dues and fees Some examples include Paid in full Biweekly for a year Monthly for 3 months Monthly for a year etc Bihi Foi a Muerte Minn hi y hn a Tem Hras the Payment o chadules Chiesa Porman Sheth Arsen rd a 1 1 Evpl Hona fiz El beymeants apocnd fi p apart To Set Payment Schedules 1 In the Configuration Module select Accounting gt Payment Schedules from the menu bar Click lt ADD gt En
137. close the window Contract History The history can be ordered by member name bar code ID or by Agreement number There are six tabs of information which can be viewed for any member All Contracts Unap proved Active Upgraded Expired and Voided Additional information is viewable by selecting the lt Customer gt and lt Contract gt icons located at the bottom of the screen for account status information and contract sale information To View Member Contract History 1 Inthe Sales Module select the lt History gt icon at the top of the screen to view the contract history for any member FRONT COUNTER fia Front Counter The front counter module will provide the functions necessary to automate the front counter The following sections will describe the module in detail To start the program from the Aphelion Club Management Program Group double click on the Front Counter icon Overview There are six major areas within this module represented by icons at the top of the screen These areas are the Check in Screen Point of Sale Prospect Tracking Class Enrollment Class Scheduling and Timeclock The Login icon is available in all modules These icons are visible along the top of the screen at all times You can quickly switch from one screen to another at any time by clicking the appropriate icon bey pitim Mansger Fras Courter Demenciratien Meade Attended Checkin Taken in order from left to right
138. clubs limit the number of times a member may Freeze his membership the system allows you to set a given number of THAWS Each time a Freeze is used the number of Thaws available is counted down When 0 Thaws are available the program will not allow you to freeze a member s account LEVEL This field can be used to designate different levels of participation or ability A number between 0 and 99 can be entered to separate member skill or fitness levels For example the user may wish to designate Beginning Intermediate and Advanced fitness levels If you do not wish to utilize this feature set this value to 0 Note the Account and Invoice buttons on the bottom of the Browse Members screen These buttons allow you to view the member s Invoices Invoice History Invoice Detail Charges Payments Account Aging and even allow you to create an Invoice for this member from the Data Entry program Billing Tab The Billing page of the member record pertains to the recurring billing or drafting of members A description of the entry fields for billing the member record follows BILLING CYCLE FOR DUES Select the dues billing cycle for the member Billing cycles are initially entered for your site in the Configure section The billing cycle that you enter here will be used when the member billing occurs Required entry field FORM OF PAYMENT FOR DUES Select the desired form of payment for the member
139. count but not assign it to a specific charge This action places the payment in an unapplied status for later attachment to a charge The complete payment entry window is designed for management level use and provides the ability to apply the payments to specific charges when the payment is received In the Management module a report can be generated that lists all unapplied payments This list can be used when applying payments to charges The simplified payment entry screen Front Counter allows the user to enter the amount of the payment received and the form of the payment e g cash check or charge A memo field is used to describe the payment in the account A reference number is available to record a tracking value such as check number The date field provides the date that the payment will be posted to the account The lower section of this window shows the list of gt Rene payment from Acaeld Bonne 10 dene Bie head Amount Check Disgount avo i harge Date insna Memo Payment aj Beference E Apply Fisting Gradits af 0 00 Tatal figs Appi 30 00 F Manual apply ameurits Unapplied Amount 0 00 ae 10 Executive Menmbership 40 00 40 00 5A SMS Executive Membership 40 00 B40 00 S099 SANDI Profien Powder anon sridi iaut BAY Executive Mombership 40 001 40 00 S09 AOD Executie Membership 40 00 40 00 nw 1099 Executive Membership 40 00 540 00 saway 90009 Executive Membership saidi 40 00 j F Sh
140. count balances Data Exchange File Formats Aphelion has standard file import and export functions that are used for data conversions and for moving data between sites running the Fitness Manager software 223 The files used in the import function must be in standard comma delimited text files formats A comma separates each field with string fields surrounded by double quotes Each record in the file is ended with a carriage return line feed pair A following is an example of a 4 record comma delimited file consisting of a string numeric and string field John Doe 34 713 651 6487 Mary Sutton 42 334 4078 Bob Smith Al Currey 14 123 456 7890 The fields in the customer import must be defined in the first line of the file using a header record This line consists of the included field names in a comma delimited format The field names should exactly match the allowed field names for the customer file You can view a list of these in the program under the menu item Help Member Import Field List In addition a utility is provided to check the field names in the header of your customer import file under Import Check Member Import File Header The lines following the header line should include values for the fields included in the header and in the same order The customer import allows you to add new records update existing records or delete existing records Yo
141. ct the Billing account at the time of sale If an Invoice is placed on the member s account i e by selecting On account as the form of payment the user can specify the Billing account that will be used by the billing system to collect the outstanding charge Billing accounts are specified in the Configuration module in a separate list from the income expense accounts Default Billing accounts are also specified in the Configuration module This allows the system to default to the most used Billing account and prevents the front desk personnel from having to change the Billing account Member Account Summary The previous sections described the automatic actions taken on a member s account when performing different operations within the software The following sections describe the manual interfaces that can be used to interact directly with the accounting system and the member s account specifically The Account Summary screen is available from the Front Counter Data Entry and Collec tions modules as part of the information selection buttons for a member Clicking on the member s name in the check in box on the Front Counter module provides a summary of the member information with options to select from additional sources of information One of these data sources is the member s account summary The icon is shown at the right Selecting this option will display the Account Summary screen In addition when an outstanding acco
142. curring Dues Details tab to see the specific billing for the member If the totals are what you expect click on the Process button If the totals are not what you expect click on the Cancel button to evaluate why the results are not what you expected Unexpected Results If you try to conduct billing and get unexpected results there are several common solu tions If you are processing Recurring Dues be sure the Next Billing Date for the members you have selected corresponds to the billing date requested The Next Bill Date field in the member record must match the billing date in the billing process Usually when you run the billing the next billing date gets moved forward ready to be billed during the next cycle If the Next Billing Date does not seem to be right for a group of members a utility is provided to change the Next Billing Date for members within a billing cycle This utility is selected from the Manager Utility menu selection and is called Reset Billing Dates Follow the prompts to change the Next Billing Date for all Cycles or to change the Next Billing Date for all members within one billing cycle Sending Files Many billing options produce a file on the disk These files must be transmitted to your bank credit card processing center or clearing house You must make arrangements with your clearing center on the method to be used for sending this file Generally a communi cation program su
143. d and can be set to any number The default number of Freezes is setup initially using the Configure program Freeze is only active for Recurring Dues billing and does not affect the On Account billing Thawing of members is not automatic You must select the Thaw function from the Utility menu to reactivate members with a Freeze status EFT EFT means electronic fund transfer The program creates a standard file which most banks and clearing houses can process The file is called a NACHA file Be sure your bank can read this type of file before sending it for processing Before you can bill your members using EFT you must prenote each member Prenote stands for Prenotify The prenote process sends a test transaction to the bank to verify the information A prenote is a test transaction with the bank to verify that the transit routing and account numbers are correct As new members are added to the database the program flags the member automatically recording the need to be prenoted The prenote process creates a zero dollar amount transaction to test the information in the database Once the 192 prenote process has been completed the flag on individual records signifying the need for a prenote is automatically cleared EFT billing and Prenote require two dates to be entered The billing date is the first date entered and is used to match the member s next billing date The second date entered is the effective dat
144. d EN Amandan problems The check in problem Monica Abbotien 12AM OW so gt Linda Young EMAA Proep 1 dapa is listed next to the member s Bin decknan JAPA TERMINATE name in order of priority Ronald Benny EHPM Bak p201 43 Susin Bishop tP OF Brian Eliott 1J ORK To filter the list to show those Kaihie Belson 4 28PM Restricted Time Bill mandson zih OK members that were denied entry Linda Young PIDPA Preap 70 days click the tab labeled DENIED Salh White 2410Ph OK ueo Renald Benny FIP b Gal 201 43 which is located directly below Reginald Bhimenstein 3 01PM Bal 855 00 the check in list This is helpful Kaibir Bilson 21APhl Restricted Timir to show those members that were al All Checking Alert ed I Denied Type fe uriy denied entry To show a graphical representation of the number of check ins click the graphics icon above the check in list This will toggle the screen to show a graphical representation of check ins by member category check in by hour or a history list Once a graphical screen is displayed click on the graph to show several different types of graphical information screens Status Date Ranges This feature allows the status of a member to be set to a specified range of dates in the future For example you can set a member s status to Freeze beginning one week from the initial date entered and automatically thaw after a three week period There is no end date with
145. d earlier information is entered into the database record in separate data fields These fields correspond to the information required to identify the member at the time of transaction and ensure traceability if bad checks or other member problems arise The member database record is split into multiple tabs The first tabs deal with personal information regarding the member This information includes items such as name and address of the member Other tabs contain information necessary to process dues billing or drafting The Prospect database and the Member database share the first page of information Since a prospect does not need billing information the billing tab is different for a Prospect The prospect fields are described later When completed with new member entry or existing member changes press the OK button to save all changes Selecting OK completes and terminates the data entry procedure Personal Tab BARCODE ID This is the ID number assigned to the member This ID code can be any combination of numbers up to a maximum of 10 characters long It MUST be unique from all other members in the database Frequently telephone driver s license membership contract number or social security numbers are used Required entry field If you wish to select a new ID choose the lt New gt button located adjacent to the ID field AGREEMENT This optional field is used to record the agreement number of the member contract if it is d
146. data onto a printed sheet it will not process any fields outside the printable area Next choose a sort order Default sort order refers to the order data fields were selected Pre defined sort order allows you to choose from a drop down list Custom sort orders allow you to sort by a maximum of four data fields and choose an ascending or descending order If you select a Custom order you can choose group heading and footing options based on your sorting levels To create customized reports layouts Reports 1 From the Reports module select Memorized gt Members gt Reports 2 Select the filtering method you wish to use 3 In the Custom Reports window select New to create a new report or Modify to edit an existing one Define the new Report description Define the Report column layout by selecting listed data fields Select Next Select a sort order for the output Follow any on screen instructions Select lt OK gt 0 00 GM E SOV 2 Spreadsheets give more flexibility for displaying data than Reports Because they are an electronic format a printable area does not limit the number of selectable fields In addi tion the Spreadsheet layout offers multiple destination formats Creating a Spreadsheet layout is similar to creating a Report layout First select data fields for output and then select a sort order Sort order options are the same as the Reports layout however there are no group header foo
147. date of the sale Station Cash Drawer This report provides information required to reconcile the cash in the drawer against sales The actual currency in the drawer is compared to the amount sold to produce an over under value Sales Summary Sales summary reports provide information on all payments received and club sales within the range of dates you specify It is possible to filter the information based on the club location where the transaction was entered or by the member s home club Income by Account A table of accounts is displayed with sales values shown in the income accounts Expense accounts are shown to summarize amounts placed in these accounts through payment discounts and credit memos Select the date range of interest prior to executing the report Income by Membership Type This report provides income reports by membership type You can choose to sort by the cash or accrual method as well as by billing categories 205 Sales Tax Sales tax reports include taxable sales or non taxable sales for a specified time period Cost of Inventory Goods Sold This report provides a detailed assessment of retail inventory for costs and profitability The report lists each item in the inventory along with its income account The total number sold and the total revenue for each item is also listed with tax values separated The COGS Cost of Goods Sold is computed based on a First In First Out FIFO approach The comp
148. de your deposit in the EFT file Typically clubs want to have their deposits included in the EFT file If this is the first time to bill customers the batch number will be 1 The software will assign batch numbers sequentially thereafter If you have already been billing customers ask your bank for the next batch number Enter the Basic Payment Transaction Code or the Transaction Type These numbers are for Canadian clubs only and can be obtained from your banking intitution Credit Card Tab The information on the Credit Card tab is necessary if you are using a credit card processor If you are not using MDI CIBC or ICVerify do not enter any information on this page MDI is a credit card processing company CIBC is a Canadian bank that will process credit cards ICVerify is a software program designed to interface with almost every credit card format The User Terminal name is a required field for MDI or CIBC If you don t know what the user terminal name is call your credit card processor to obtain the appropriate value If you use ICVerify or CIBC check the box next to Place Settlement Command in Export File The credit card processor determines the format you must use Aphelion software supports the following electronic credit card formats Tele Money Transnet MDI PC Batch MAPP Global Retail PC Personal Ticket Capture Batch Pro 4 Sure and Fast Batch If you bank 45 46 utilizes one of
149. ded to preserve good performance in the system since unused information tends to clog the computer s throughput Terminate Expired Member This utility will search through the member database records and find members with expired contracts When a member is found with an expired contract the member status is set to Terminate You can select whether you want the data sorted alphabetically or by barcode ID number When you use this utility the program will prompt you for some date param eters to govern the execution of the utility Purge Terminated Members Select this option to delete all members that have their status set to Terminate Members are set to terminate by changing the STATUS field in the member s record This can use the TERMINATE status rather than deleting your members so that they can remain in the member database This will allow you to keep them on mailing lists etc without conducting billing 218 You can select the order of the listing to be either alphabetical or by member ID number The parameter field to be entered is the Terminate before date Members will be purged from the database if the termination date in the data record falls before the date entered in this field This field can be used to purge only those members that have been terminated for an extended period of time by setting this date six months one year etc in the past Deleted Expired Prospects Select this opti
150. der to take advantage of the high quality imaging capabilities Also if you are using one of the new popular golf ball cameras then you will want to make sure that the video mode set for the camera is Video for Windows Barcode Scanners Barcode scanners are usually very reliable If the scanner has never worked check to see that you are connecting it properly Be sure it is properly connected to the computer and keyboard Scan the Reset barcode in the manual to re initialize the reader 241 If the scanner has been working but suddenly stops be sure you are reading valid barcodes Try to scan a barcode from the manual or from a product rather than from one that you have printed If you are using a laser scanner try placing the scanner on its stand This type of scanner uses a sensor to determine when a barcode is placed in it s field of view If the scanner is lying on the counter top then the sensor may fail to detect the barcode Computer Lock Ups If the computer appears to be locked and not processing data you should reset the machine If you are using Windows95 briefly hold down the Ctrl Alt Del keys An end task box on the desktop will be displayed This box will show all of the programs that are currently running on your machine Generally one of the programs will have in brackets to the right of it the message Not Responding Select that program then left click on the lt end task gt button This will e
151. devcessstencassedssucansecesadasastmevedenecensdsendunsesstsnaons 237 APPENDIX siccceeecs sceccecasnecite cin T E 241 General System Information ssiccccccciccisssisecissecsnssaconuaesenceasssencaascseadeastanasusiaiest 241 Mail Merge Keyword Tags ccccsssseeeeeeeeeeeeeneeeeneeeeeeeeeneseeeeeeeeeeeenseeeeneeeeeeeees 242 Data Exchange Scripting Reference c seccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeneeees 245 a Ce gt ea a rr eee 249 INTRODUCTION Aphelion appreciates your business and welcomes you to our family of satisfied customers Aphelion has written this introductory manual for you to use as a reference while training to use the software You will find that the system is easy to use and most of the keystrokes are intuitive The system is designed to utilize as few menus as possible This makes the system easy to use and quick to learn Aphelion software is designed to manage your facility The system is designed to automati cally track member check ins prospects ProShop sales and transactions and allows you to bill your members Aphelion software prints ProShop receipts and reports stores detailed data pertaining to the members and keeps the member records current with accurate accounting information The system provides for the printing of special reports including those that detail the day to day activities of the club Reports include sales information cash reconciliation for the ProShop member billing details and
152. ding a discount at the time of payment such as Discount This is a general discount function used when apply ing payments to invoices and acts like a non cash pseudo payment This function will pay on the invoice but is charged to this expense account nei bic b aparan Amocuede Cs lyp ELE Oooo a AET Fagencs HI E Income accounts should be set up that partition the sales items for profit tracking An account for Membership Dues might be used to accumulate sales of member contracts Other income accounts should be established to separate sales of Pro Shop or Juice Bar items The retail inventory database consists of information such as description price and other pertinent information regarding the retail item Itis often convenient to separate the retail inventory into groups for purposes of business analysis Aphelion allows the manager to select names for the different inventory income accounts In addition the program will use these income accounts for management business reports IMPORTANT When an income account is changed all of the database items with the old income account name will be changed to the new income account name For example if you should change the CLOTHING income account to MISC miscellaneous after you have set many items to the CLOTHING income account all of the CLOTHING products will become MISC products Clearly you should exercise caution when changing income account names
153. e 3 Make appropriate changes to the information contained on each screen by clicking on the tabs at the top of the screen Info Followup Marketing Personal Picture 107 CONTRACT SALES The contract sales module is used to sell memberships One method of entering members into a system is to use a process that is called data entry Each member s information is entered into the data entry area along with contract payment amounts expiration dates renewal amounts membership type and various other information Another easier method Serene RUST is to setup a contract for a type of membership one time and then use that information over Sale gi and over again when selling memberships This is the concept behind the Contract Sales Bman mme module A contract template is created for each type of membership When you sell a contract the information that is associated with the template gets transferred to the member s record when you Approve the contract You enter the payment types expiration dates renewal amounts etc in the Contract template only one time When you sell a specific type of contract the information is transferred automatically into the membership record The Contracts module is divided into three broad areas represented by the icons on the opening screen The lt Sell gt icon is used in the day to day selling of the plans This is where you will select the plan to be sold The lt Contracts gt
154. e authorization field the system automatically places the information about the member into the billing system This process reduces the mistakes made during the data entry process Best of all the billing information gets entered exactly the right way for every member every time Salespersons can display details of each plan and quickly provide payment options to the prospect in the Contracts module To Browse Membership Plans 1 Inthe Contracts module select Plans Browse Membership Plans from the menu bar 2 Use this window to add a membership plan You may also change delete copy or print information in the membership plans from this window To Approve a Membership Plan 1 Inthe Sales Module select Contracts Approve Contracts 2 Inthe Select Contract for Approval window click on the member you wish to approve 3 After viewing the contract for correctness click on the Contract Approved box then click lt OK gt Contract Add ons amp Upgrades The Add on Contract option permits adding services to an active approved contract The existing add ons cannot be changed or deleted The new add ons will not be effective until Approved Original add ons will still be active To Add on a Contract In the Contracts module select Contracts Add on contract Select the member contract to be added to and click lt SELECT gt Click on lt Services Fee gt to choose additional services eh
155. e This date refers to the date which the bank processes the electronic fund transfer Some banks require the effective date to be set two to three days from the billing date Funds are usually available to you one day after the effective date Improved Declines Processing The Declines processing feature has a more intuitive interface than before Use the wizard to step through the process Additions include the ability to enter a customized description and due date for declines related charges Note for declines processing the program looks for records in the member s billing history to match a decline record If found the newly created declines charge containing an amount and due date will match the original charges to preserve the member s account aging If a match is not found and you choose to process declines the generated decline record will have a single charge due on the date specified To process Declines Billing 1 From the Billing module select the Declines button Specify the path of the decline file and choose whether or not you will continue the declines process if a matching invoice is not found Select Next N Review and or print the Declines process summary report If correct select Next Choose the checkbox to update member records Set a decline description and due date for generated invoices and charges for unmatched declines Do the same for match declines DARY N Select reports options
156. e lt Apply gt button The Get Payment screen will be displayed and allow you to apply the payment to an invoice charge If you wish to change the charge to which a payment was applied you must first Unapply the payment The amount Ap plied for the highlighted payment will be turned to 0 00 and the corresponding invoice charge will be unpaid With the same payment highlighted press the lt Apply gt button The Get Payment window will be displayed with the amount that you unapplied shown in the Apply Existing Credits of field Click on the Manually apply amounts and the Apply Existing Credits of boxes The Unapplied amount and the Total to Apply 164 OO values will reflect the amount of the unapplied payment Double click on the desired invoice charge to apply the payment Get Payments The Get Payments screen is available from the Account Summary window The purpose of this screen is to manually receive payments from a member If the member responds to your mailed account statement or is paying for an outstanding balance the payment must be entered into his account through this screen There are two versions of this screen based on the security privileges extended to the operator The simple payment entry screen is designed for employees that have entry responsibilities but not account editing privileges With this screen front counter personnel can receive the payment into the ac
157. e the system will only allow access to those screens areas and modules for which he has privileges Since access control is determined at an employee level every employee can have independent access authorization For those modules where this feature is enabled an employee will be asked to enter a login ID whenever they attempt to start one of the modules Access control can be turned off at the module level If the employee has access authorization he will be allowed to continue Depending on the employee s access privileges many screens within the modules may not be available to him her Some windows may be displayed with a simplified view prevent ing the employee from accessing information sensitive detail views Alternately a function may be depicted on the screen without the employee having authorization to perform that function The Login Security system allows authorized access to the programs for a particular employee to be configured dynamically based upon privileges Furthermore the em ployee may be granted limited access to certain modules and be given specific authorization 1 5 96 to perform certain tasks functions within those modules The Manager or System Admin istrator can setup unlimited templates Defaults for their employees and then customize those templates for each individual To access the Login Security system select Browse Employees Access Settings The r
158. e ID Use the quick keys that you set up with your most sold items Lookup items in the database browser if the barcode is missing Selling Inventory The program is designed to read UPC barcodes using a barcode reader or laser scanner To sell an item by scanning the UPC code 1 2 3 4 In the Front Counter Module select Areas gt Register Enter the UPC code by scanning the barcode ID When you scan the UPC code the item is displayed in the Receipt area of the screen Press lt TOTAL gt Press the form of payment button To sell an item without a scanner Enter the item ID in the ID field Press lt Enter gt When you manually enter the ID code the item is displayed in the Receipt area of the screen Press lt TOTAL gt Press the form of payment button To sell an item without item ID 1 3 4 Press on the card deck icon A brows window will be displayed allowing you to see the entire inventory of the ProShop Press on the item and press lt SELECT gt When you find the ID code in this manner the item is displayed in the Receipt area of the screen Press lt TOTAL gt Press the form of payment button The fastest method to sell an item is to use the Quick Key departments and Items Each Quick Key is linked to specific inventory items that you have in your ProShop Use the Configure module to setup these keys for your facility To sell an item using the Quick Keys
159. e Sales Membership Sales x Pro shop Sales Accounting Transactions X n etup Personal Training etup Classes n etup Inventory Items n etup Quick Add Form nin etup Member Types etup Paymt Schedules etup Services Visits Fees nin etup Check in Defaults etup Station Hardware etup Site Ckin Fields nin n etup POS Discounts etup Income Accts n n etup Expense Accts n etup Billing Categories etup Change Statuses reate POS Dept Keys nin O etup Custom Fields n etup Security Access Print Guest Pass Print Member Photo IPrintBarcodes ID si Barcodes ID xX n Create Mailing Labels Create Coupons ignature Capture cheduling Classes etc n n etup PT Commissions X Billing EFT Statem ents n NINO DIF OsAinN iw U Peeke TTT TT SUDEES 00000 S0E0R0000 200000002 SURERROROROOROOZONCARRRDGO RE E EERE T BRETT BUTTE Ree Pe COTTE TT Hee Weee A A PUDUUN00 0000 200000000000 RREEEERERORODSOORORORDR Goo 1 COUT TT TT Hee TTT REET EEEE E TTT Reb e TRUITT PERCE Re BRITT E E TTT TTT Hee PELL TTT TTT TTT TTT TT TPCT PERCEPT E PLETE e X Index A Account Summary 161 Accounting Period Closeout 194 Accounts Billing 160 Income Expense 160 Alerts Check in 124 132 B Backup 9 Bank 97 Billing 27 Charges 188 Credit Memo 193 Declines 184 history 193 Invoices 15
160. e selling price when you are selling a ProShop item double click on the item on the Receipt area of the screen The Edit Transaction window will appear Enter the desired percent discount when entering the discount percentage use 10 for a 10 discount not 0 10 If the password protection is enabled to limit price changes the user will be required to enter a password before he can apply a discount Seller The program automatically tracks which salesperson has conducted each transaction Each salesperson is assigned an employee ID number in the employee database When you login to the Front Counter the program assumes that this is the employee that is conducting the sale A record of the transaction is made that includes the employee s ID number This field may be used to trace which salesperson completed a particular transaction or to track productivity of the sales personnel All sales by a particular salesperson as well as commissionable sales can be tracked and commissions paid on selected items This func tion allows tracking of which salesperson completed a transaction Selling A Membership From The Point Of Sale Some clubs will sell a membership from the front counter One advantage of this process is that the sale is processed as an inventory item The payment or partial down payment can be collected and processed as all other inventory sales Selling a membership in this fashion is very quick however much of the data t
161. e the mouse to choose the fields that correspond to the member services If you wish to NOT allow the member of this category to be admitted for a highlighted service switch the field off by clicking with the mouse EZ cs Ea F iii aja Member Status Similar entry methods can be used to configure the member status messages These status messages can be used to categorize members by membership status Additionally the status can alert the operator of special conditions when a member is checked in When a status is defined the user can specify whether the Check in personnel are alerted at the time of admission If set to alert a warning message will be displayed on the Check in screen For example if the user wishes to be prompted at the time a member checks in of a problem member a status message BAD STANDING might be entered in this configure option Whenever the problem member checks in the user will be alerted via a voice message and a pop up window containing the member status The first 4 types of Status messages are fixed and cannot be changed by the user In these status entries only the alert at Check in selection can be changed HAS MESSAGE is used as a general message status and can cause an alert upon check in FREEZE and TERMINATE will also cause an alert to be displayed at check in and will suspend the automatic billing of membership dues not the on account The FREEZE
162. eate contract templates These templates will be used when you select the lt New gt icon To setup your own plans use the PLANS menu selection to view the contracts Then select ADD to add a new plan If you have many plans that are similar use the COPY icon to duplicate an existing plan and then make minor changes Contracts can be broadly divided into those that are for new members and those that are for renewal members Filtering tabs are provided if you wish to view membership contracts grouped by the terms of the contact The Sales Maker module will store all of your membership plans You setup different types of membership plans and select which variable terms can be changed by the salesperson If enabled a salesperson can change the downpayment discount amount and number of payments in the plan The payments are automatically calculated and displayed General Conte ial Poyrers Saraceni een hice Eed acme Tim cd Piipiteie CPT Avie freaks From animes a Tx wines dl E Sisiane Avnilable Mes gump poe Wareber bip Dates peeberskp hee i fuore St t dCiS t tem me Bice The contract template allows you to setup the membership contract defaults The informa tion is available on several tabs The General tab is used to categorize the membership and default the form of payment A contract can be printed every time a membership is sold The contract can use merge fields from the softwa
163. eclock Records If timeclock records were incorrectly entered or if an employee neglected to clock in or clock out the records can be changed by the manager Use this utility to enter the correct clock in or clock out time Inventory The inventory utility allows the user to print barcode labels for inventory items Two options are available Quantity update labels or Barcode Labels Choose Quantity update labels when you wish to update the number of items in your inventory and print additional barcode labels for those items You can also change the barcode number on an existing inventory item The barcode labels option allows you to batch print barcode labels for existing inventory items 219 220 DATA EXCHANGE Overview The Data Exchange module is designed to allow you to have free access to your data and to allow the exchange of data from other software programs This module will move informa tion out of the Fitness Manager program export into ASCII files or move data into the program import from ASCII files Additionally the software will export data in a format that is unique to other types of programs including accounting fitness assessment and restaurant POS The import and export of data can be used to move information between clubs to send accounting information to your accounting package and to share information with other fitness related software packages The module is organ
164. ed Before you can sell Personal Training you must have your Personal Training sessions defined Personal Training sessions are setup using the Data Entry module Before you can sell Visits you must have different services defined You sell visits to the different services that you have setup for your club Services are setup in the Configuration module To sell Personal Training setup the training items in the Data Entry module then setup the POS buttons in the Configuration module To sell Visits setup your club services in the Configuration module and then setup the POS buttons in the Configuration module Before you can sell Visits or Personal Training you must configure the POS buttons for each Visit or Training item To setup the POS buttons for visits or training use the Config ure module To sell a Visit or Personal Training session from the Front Counter 1 Inthe Front Counter module select Areas gt Register 2 Select the Quick Key icon for the appropriate item To sell multiple sessions or visits simply change the quantity or touch the Quick Key again to add another item to the Receipt TT _ 147 3 Enter the member s ID number and press lt OK gt or press on the card deck icon click on the member s name and press lt SELECT gt 4 Press lt TOTAL gt and then press a payment key If a member is not selected in the Sold To area of the screen the system will prompt you for amember s ID A memb
165. ed for these events Since the program will operate in Attended and Unat tended modes you have the option of providing different sounds for each type of check in For ex ample if the system is Attended the sounds may be short messages such as Check Status For the Unattended mode you may wish to play a longer message such as Please see the Manager To have the system play a message during one of the selected events put the full path and sound file name in the appropriate field You can listen to the message by clicking on the speaker icon located next to the file name For your convenience Aphelion has recorded messages that are available for different types of events Optionally you may wish to record your own messages The following messages are examples of the sound files that are available from Aphelion e Welcome e Welcome Have a nice workout e Enjoy your workout e Please re scan your card e Please see the manager e STOP e Happy Birthday e Member has an Account Balance e Member has an Expired Membership e Member has a message e Member has a Frozen Account e Member has a Terminated membership e Member s Contract expires soon e Member has Restricted access e Member has scheduled activity e Thank you Additionally there are several derivatives of the above sounds that are shorter which can be used in the Attended mode SITE Your facility name bank information
166. ed on the individual s membership type are displayed If a restricted activity is selected the operator is alerted and must decide whether to continue the check in The configuration program lets the default activity be selected for each terminal In attended check in mode this is the activity that will be initially highlighted in the selection window In unattended check in mode the default activity selected for that station is what the member will be checked into This default activity allows a club with multiple terminals to better control entry to areas of the facility For instance if a turnstile is set up by the pool area the activity tracking can be set up to restrict members from entering that area 7 95 If desired you can store your member pictures in an area other than the default location directory Path to member pictures This is helpful if you are running low on disk space because you can store the pictures on another drive When you enter a new guest or prospect from the Front Counter module you can print a temporary membership card club rules coupons for the ProShop etc The program works in conjunction with Microsoft Word to create the document that will be printed The path and file name of the file that is to be printed from the add a guest screen is defined in the Front Counter Guest letter selection area To Configure Station Check in In the Configuration Module select Station gt Check in settings
167. ed to represent member services attached to EvE sakes a member records and inventory depart Strie file for member tonm latinare ments items used as quick buttons in the CAAFHELIONY etenei iiness Styte r POS Style file for member form letters locates ra x ia the source rich text file RTF that contains the output formatting of all list tags status history interests services available in form letter processing To Configure Paths and Files 1 From the Configuration Module select Station gt Paths and Files 2 Press the file icon to choose the path to the appropriate picture and or letter 3 Click lt OK gt Check in Settings CHECK IN SETTINGS provides a method to set the initial start up mode of the check in screen Set unattended check in if you do not wish to have the system pause when a member in bad standing is checked in This is useful if the front counter is not attended or a barcode reader is used to check members in as the system will not stop when a a uM member in bad standing is encountered a l G 7 bs P m Baended Select attended check in for this item if 7 Unien you manually check in your members or if F bdantiored there is an attendant at the front counter Dekial checkin ype Select the monitored mode so that front F Mone counter employees can attend to other D see Visit basod on dolault ectivity business while listening for any alert C mee Persaani Training
168. ed to the associated charge Import Export Scripting The Import Export program supports a scripting facility to assist you in automating an exchange of data between sites running the Aphelion Windows software The syntax for running the program using a script is IMPTEXPT SCRIPT lt complete file name including path gt The scripts are text files in a Windows standard INI format INI files are divided into sections with the section name enclosed in square brackets followed by one or more lines of entries An entry consists of a setting name followed by an equal sign and a value A line starting with a semi colon is ignored and can be used for commenting the script The following is an example of an INI formatted file some section name entry value another entry another value The import export scripts currently supports 7 different functions Member data import Member data export 228 Account transaction data import Account transaction data export Contract data import Contract data export Healthcalc data export Each of these function groups has its own section in the INI script The function entries are described below and are current as of release 2 0 of the program Member data import The following entries are supported Source Required a valid DOS file name specifying the source data in a delimited ascii format Target Required a valid DOS path name specifying the location of target Fitness Manager da
169. ee extension months if applicable Enter the Dues First Due Date Enter additional down payment if applicable Click on lt Sold by gt button to enter sales commission percentages Click lt OK gt TEL Her SS l arin Jee Chaar Momherebip ANIOS I aria Jaama vanerser biarmkasiahiij BA loris dasma biari tr binrih iiith laris dsam Charter Hambier sbip E Latter ai a E Cee Clipe Aden S class Approve Sold Plans On a case by case or daily basis the manager can view the plans that were sold A special screen shows membership contracts which can be filtered to show just the new plans These new plans are called unapproved Though the membership information is stored when a contract is sold each plan must be approved before the information is transferred into the system The approval process is used to validate the sale After the manager has checked that the appropriate information has been entered into the contract the contract can be approved This process reduces the mistakes made during the data entry process When the contract is approved the system automatically places all the information about the member into the billing system Ba Using the Approve button the manager approves each plan The approval process is used to validate the sale The manager should check that the appropriate information has been entered into the contract When you place a check box in th
170. electronic data file consistent with bank standards for data process ing Special arrangements should be made with your bank or the Aphelion clearing house prior to using this method of dues collection During the course of adding new EFT members it is necessary to conduct a test transaction with the bank to verify that the transit routing and account numbers are correct This test 175 transaction is called prenotification and must be conducted before you transmit the EFT files Before you can bill your members using EFT you must prenote each member The prenote process sends a test transaction to the bank to verify the information A prenote is a test transaction with the bank to verify that the transit routing and account numbers are correct As new members are added to the database the program flags the member automatically recording the need to be prenoted The prenote process creates a zero dollar amount transaction to test the information in the database Once the prenote process has been completed the flag on individual records signifying the need for a prenote is automati cally cleared RECURRING DUES When performing recurring dues billing open ended cyclic billing i e fixed amount each month an invoice charge and payment is created for the amount of the recurring dues value due on the billing date refer to the Billing tab in the Member Data Entry form Billing performed for account balances operates on
171. embers for Pro Shop charges Alternately if all income accounts are selected an assessment of all amounts due are computed and billed collectively When conducting the On Account billing you II need to tell the program what date to search for accounting transactions The date you enter will be used as the program searches through the accounting database If a transaction is due before the date you enter it will be used in calculating the member s balance You may want to refer to the prior discussion regarding the On Account transactions Select a day and month for the field labeled Account Balance Through Day This is the day the program uses to determine if a member owes you money For Statement billing the screen will display a start and stop date for details These dates are used to display account details on the statement This date does not change the amount due With the Details From date and Details To date a range is created to display the account transactions on the statement This technique produces a statement similar to a credit card statement which shows prior balance current details and ending balance A prior balance line will be printed for the sum of all transactions due before the range you selected If you select billing via EFT or Credit Card a slightly different screen will appear for Account Balances This screen allows you to describe the Payment that is automatically added to the membe
172. eme These levels of commission can be selected based upon either a fixed dollar amount or a percentage of the sales price You may use one two or all three levels to compensate different levels of management Whenever an item is sold that is commissioned the commission amount will be credited to the sales person To view the commission rate information lookup the Employee Record in the database To ensure proper tracking of employee commissions be sure your employees enter their Sales Person ID when selling an item on the Register screen 1 9g 90 FRONT COUNTER POS Button Configuration The Data Entry menu selection is used to configure the Front Counter POS quick buttons The POS quick buttons are displayed on the Front Counter POS screen and are used to quickly sell an inventory item The POS quick keys are divided into two main areas Departments and Items The Item buttons are specifically assigned to an inventory item Pressing an Item button allows the user to quickly sell the inventory item to which it is assigned Department buttons are groups of Item buttons Department buttons are used to categorize the Item buttons and allow the user to select from different sets of Item buttons This section of the program will allow you to select icons for the Department buttons and to assign inventory to the Item buttons ss a tine cn etn oma is ial THa v Pos Buttons When you select POS Buttons from the Data Entry
173. ems are not exported from the Fitness Manager and need to be manually created in Quickbooks using the Create Credit Memo Refunds option in the Activities menu Payments All payments received by the Fitness Manager are exported to Quickbooks This includes payments applied to invoices as well as payments that are unapplied Payments for billing activities as well as POS are included in this export Payment Discounts These items are not exported and will need to be manually applied in Quickbooks through the Discount button on the Receive Payments window Summary Interface This section describes the export import of Fitness Manager v2 0 information to Quickbooks using the Summary interface option Members A single customer is created in Quickbooks called Membership to represent sales to all members of the club Inventory Items A single inventory item is created in Quickbooks as a non inventory part for each income account This inventory item represents all items in the Fitness Manager that are associated with that income account Income accounts The complete list of income accounts from the Fitness Manager is exported for inclusion in the Quickbooks Chart of Accounts Expense accounts The complete list of expense accounts from the Fitness Manager is exported for inclusion in the Quickbooks Chart of Accounts Invoices A single invoice is created in Quickbooks that summarizes
174. en click lt ADD gt 17 Inthe Browse Services Fees window click on the Services tab or the Fees tab depending on which fee you want to add 18 Choose a service or fee by clicking on it then click on lt SELECT gt The Plan Service Fee Add on window will display At this point you can review the charges for the service fee and click lt OK gt or make the necessary changes to the fields 19 Click on the Note tab if you want to attach a note to the membership plan e g This is a Charter Membership This plan can only be sold during pre sale 20 Click on the Word Document tab if you want to print a plan or contract Selling Membership Plans A unique capability is the ability to view each plan and offer the prospect different payment options With the proper authority the salesperson can provide discounts change down payments and alter the number of months in the plan When you setup each plan you decide which options are to be changed during the sales process For instance you may want the maximum discount to be 100 or the minimum down payment to be 50 These and other plan options are setup when you create your plans Bs AO E Pee raara ee eb ii if kiomhiy Hei ENEE ayn i Morty Unt TAS Iaa Lk fl biai Hai PEE ammm EFT Sira IF ELTE PU Pde i Bea FiF F Boshi 150m TA E ENEH CI EFTA Nimi Pir dca Unt Tha in Charie hirer Can oniy bee roid iing pranka During
175. epartment cash reconciliation and Z out Schedule Appointments Use the View Appointments icon in the Front Counter module to schedule appointments for tanning beds trainers courts managers etc You can view each calendar by month or by individual schedules Voice Messaging If you have a sound card for your PC be sure to setup the voice messaging This can be used to provide vocal alerts during the check in and sales process Remember you can customize these so they use your personalized alerts Classes Setup classes using the database module From the Front Counter module the Class function will track member enrollment class capacity and create standby lists Addition ally you can create a printout if you want to post class schedules Club Restrictions Setup Club Services Time of Day check in restrictions and Club Privileges in the Configu ration module Each member can then be setup to restrict access to the club by time Peak and Off Peak memberships and type of Activity Group Database The Group database available in the Data Entry module will let you track corporate members groups or affiliations Setup groups in the Group database and bill each com pany directly You can even setup minimum club usage for each member in order to be billed to the company Printing Receipts Printing customer receipts from the Front Counter Register can be turned on off or you can be prompted after each sale is co
176. er Select the Family option from the new member type screen This has 189 the effect of using all of the information in the member s record that was highlighted when you pressed the Add button Note that when entering the secondary account information the Bill To ID last name address and other fields are defaulted to the Primary member s information Viewing Family Members To view the accounts that are secondary to the Primary account choose the Family button This button is available on many information windows in the Register and in the member database area Selling A Proshop Item On Account ProShop items memberships initiation fees etc can be added to the member account To sell an item and add the purchase to the member account conduct your ProShop sale as normal When you complete the sale choose On Account as the form of payment The create Invoice account screen will appear with the sale total Note that by entering initiation fees and various membership types into the inventory database you can sell these items and then place them directly into a member account The Account option will not be available on the Form Of Payment screen unless the member s name has been entered prior to totaling a sale Club Charges And Contracts On Account The software provides an account for each member The account is used for contracts club charges from the ProShop and non cyclical charges Use On Accoun
177. er at the point of sale will alert you to low inventory levels that you have specified in Configura tion The General Lists menu will provide a report which will list your entire inventory Another report will alert you to low inventory levels and aid you in restocking your inven tory The Value of Inventory report will help control inventory and avoid over and under stocking of goods The following is a list of the reports that can be accessed from the Inventory menu Lists e General Lists e To Reorder e Restocking e Value of Inventory Sales e Itemized Sales e Ranked Item Sales e By Member Training The training menu allows the user to preview and print reports concerning personal training Select the Lising menu to print a report that lists all personal training available during a specified time period The Remaining by Member option allows you to print a list of personal training units remaining for all members Choose Instructor Commissions to view commissions accrued for personal training during a specified time period Submenus included under the Training menu are e Listing Remaining by Member e Instructor Commissions Employee Reports It is good business practice to keep accurate and professional employee records Fitness Manager will help keep those records In addition to a basic employee phone list there are several reports that will assist in tracking employee
178. er into the club the system automatically checks the member status several user set alerts and several internal program alerts If the member has any alert flags associated with his record such as an expired contract account balance due membership due to expire etc the alert message will be displayed along with a red and green traffic light icon If the alert is minor press the Green Traffic light icon to complete the member check in If the alert is substantial press the Red Traffic light icon to log the member having a problem When you check in a member the program checks the member s status The software will look for account balance a user message several user set status flags expiration date contract information and several internal alerts If the member has any problems the message will appear on the check in screen When a member is checked in the name is added to the history window The history window will be discussed later in this section The CHECK IN window will remain visible waiting for you to enter the next member ID for check in When an alert appears click on any of the alert icons for more information For example if a member has an account balance the Account Balance icon will appear When you click on the Account Balance icon the member s accounting information is displayed Several additional capabilities are available from the check in screen to allow you to determine more information about a
179. er must be selected to sell Visits or Personal Training sessions When the transaction is completed the member s account will reflect the total number of visits that were credited to his account To check a member in using either the Visit or Personal Training sessions be sure the check in screen is set to display the Visits or Personal Training mode You can manually set the check in screen to display Activities and Personal Training by selecting the lt Next gt icon prior to each check in Alternately turn the system to smart mode whereby it only displays the activity or Personal Training if a member has purchased these units Commissions When creating and editing inventory personal training classes and services you will notice a new Commission Type field on the Commissions tab This field communicates with the Commissions module only Other commissions related fields are used in the same manner as in Version 2 The available reports for commissions systems not using the Commissions module are from the Reports module Instructor Commissions under the Training menu and Sales by Salesperson both Cash and Accrual under the Employee menu Split Sales Credit For commissions purposes up to three employees can split a single invoice total by percent ages To split sales credit Front Counter 1 At the Point of Sale select the Sold By button before payment is tendered 2 Enter the Employee numbers of
180. eral of the primary capabilities are to compress or rebuild your data files which will compress the data files into a compact form for faster operation by removing unused space in the database files Additionally you can execute test utilities to verify the operation of your hardware such as the cashdrawer and POS display pole Access Utilities from the Start button The system can be configured via the telephone if you wish to add program options such as additional workstations on the network This capability is included in the Utility module as well Workout Partner The workout partner module is used to track member workouts Members can use the system to print out each days daily workout A list of each exercise along with the number 27 of sets reps is displayed Once the workout is complete the member records their workout into the system so the information can be tracked and graphed This system can be used with a touchscreen monitor and will replace member workout cards with an automated system One advantage of electronically monitoring a member s workout is that graphs can show workout progress in a highly visual and easily printed form Configuring the System 28 You must Configure the system before you enter data or use the system To configure the program select Configure from the Aphelion Club Management Program Group Before the system is ready for use the system must be configured for your health club s part
181. ers being billed The cycle selection is used to filter your member billing cycles For most billing situa tions you should probably select the default ALL CYCLES Selecting the default ALL cycles will not restrict the members getting billed Generally the default selections of ALL CYCLES need not be changed unless you want to separately bill your members by different 179 cycles The cycles shown in the pop up window reflect all available cycles If you wish to NOT allow the member of a specific billing cycle to be billed switch the selection off by UN checking the cycle The category selection is used to filter your member categories For most billing situa tions you should probably select the default ALL CATEGORIES Selecting the default ALL categories will not restrict the members getting billed MAL z E zal irs BE E a F Generally the default selections of ALL CATEGORIES need not be changed unless you want to separately bill your members by different categories The categories shown in the pop up window reflect all available categories If you wish to NOT allow the member of this billing category to be billed switch the selection off by using the mouse to click on the category Generally the default selections of ALL Status should not be changed unless you want to separately bill your members by different membership status The Status selection is used to filter your
182. es under the help menu Number these entries consecutively starting from 1 The ordering of the fields in these entries is of no consequence These entries should be used in conjunction with the Field Handling entry Field Handling Optional allowed values are I include E exclude N none or left blank If blank the entry defaults to N This option specifies how the Field entries are used If set to include then only the specified fields from the Field entries that are also present in the import file will be used when updating an existing member record If set to exclude then all fields included in the import file will be used to update a member except those specified in Field entries If set to none or left blank and Field entries will be ignored Member data export Entries Source Required a valid DOS path name specifying the location of the source Fitness Manager dataset Target Required a valid DOS file name for the exported delimited data file to be created in Any existing file with this name will be overwritten Added Since Optional specify a date here to limit the exported records to those that have been added member since field from the specified date forward The date can be specified in mm dd yy or mm dd yyyy format You can also set this entry to a value of LAST or AFTER A setting of LAST will limit the export to records added from the date of the last member export A setting of AFTER will limit t
183. es They may be different or the same as you desire to set them up If the Per member apply charge method is selected another tab of information must be completed This tab is labeled Family member Complete the information in the same manner as in the Primary member tab The service fee pricing reflected in this page of information is for each additional family member added to the Plan Notes Freeform notes can be added to a membership plan for the purpose of clarifying items unique to a plan or to aid the sales team in their membership sales efforts During the sales process as each plan is highlighted the pertinent notes will appear in the display window Word Documents V1 The membership agreement can be printed during the sales process using Microsoft Word You must setup the membership agreement document for the printed contract or contract letters In every plan you can define a Word document template and style files for both the plan and the contract In the template the user can add useful fields into the document All the available fields are stored in fitness letters RptField ini file They are grouped in several categories such as Member Contract Plan Lists etc The Browse Membership Plan window is divided into six tabs General Payments Services Fees Note and Word Document The General tab is used to categorize the membership and default the form of paymen
184. es during startup or restoring invoices that were inadvertently deleted credited or otherwise removed from the computer To perform the manual entry highlight the member in the browse window and select the Change option From the entry form the lt Invoice gt button is available After clicking on this button a Create Invoice entry window is displayed Enter the total amount of the debit and a description into this form Set the due date for the first charge associated with the Invoice Next set the number of payments and the calendar spacing for scheduling the charges The Billing account and the Income account must also be set Select the applicable tax rates associated with this Invoice and click on the lt OK gt button to complete the debit entry This will create an Invoice and a schedule of charges as defined in the entry form in the member s account This operation is similar to an on account sale to the member from the ProShop Setting Up Member Billing A fundamental component of the system is the ability to automatically keep track of each member s dues and account balances The system will effortlessly handle EFT and credit card transfers The program will print credit card vouchers invoices and bank drafts This section outlines the different standards supported by the program and methods for performing billing of your members To conduct member billing select Billing from the Aphelion Program Group
185. esulting screen display contains tabs that correspond to the various modules and to areas of authorization within the pro M iiai piris gram Modules General sckditional gertitication Moses Front Counter E er POS Reporting Contracts Data tort Contes ema Entry Member P Actos Editing and Accounting Power Access to the Hourly wage mE Gommiscion Lewet fp i different software modules is controlled via the Module tab In ACCES each of the other i kadali ha ki tabs there are functions related to the tab title that are selectable within each tab At the bottom of the Modules tab note the lt Default Settings gt button Selecting this button will show the default access settings or templates in the system defaults are created in the Configure module The default access templates can be used to quickly setup the access rights for each employee Once the default is loaded for the type of employee you can tailor unique privileges by turning on or off individual selections Banks The bank database holds the information associated with a bank used by a member The purpose of storing this information is its usefulness when entering banking information into a member s account A typical site will contain relatively few banks when compared to the total number of members Keeping a bank database and using it to enter banking informa tion into the member database on the accounting screen wi
186. et Send e mail to Tech Aphelion net An optional support plan called Premium Support provides specialized technical support You can have immediate answers to your technical questions quickly and conveniently throughout the year With our Premium Support plan you get e Fast phone support Extended support hours e Product updates Periodically we issue updated releases of software that incorporate new features and functions Premium Service customers will receive these updates at no charge as they become available Major version changes are not included but are available at a nominal charge PF 16 If you have difficulty in using the software or it does not operate as described in your instruction manual please follow these steps First check this manual You ll find the answers to most of your questions in this book When calling for technical help have the following information ready Serial Number and Version Number of the software found on the main menu display screen when you access the Help menu e Computer make and model amount of RAM type and make of hard disk e Printer information make model speed etc e Windows version e Types of memory resident programs and any other programs you are running at the same time e Specific details of the events that led to your question WELCOME TO APHELION SOFTWARE This section will describe the way the software works with your computer We ll discuss t
187. eusable you can use special values for some of the query fields so that when you select that query the program will prompt you to enter that value at the time of running the query rather than when you created the query The following is a list of the current run time values you can use Field s Value Action Any date field PROMPTFORDATE Select a date from calendar Bank Name PROMPTFORBANK Select from a list of banks Billing Cycle PROMPTFORBILLINGCYCLE Select from a list of billing cycles Club Number PROMPTFORCLUB Select from a list of clubs Salesperson ID Employee ID PROMPTFOREMPLOYEE Select from a list of employees Group Name PROMPTFORGROUP Select from a list of groups Membership Type PROMPTFORMEMBERSHIPTYPE Select from a list of membership types Form of Payment PROMPTFORFORMOFPAYMENT Select from a list of form of payments Status PROMPTFORSTATUS Select from a status list To set up a query using one of these special run time values take the following steps When creating a query select one of the fields listed in the above table For example select Join Date and press the Next button Set your comparison operator and press Next again Click on the Expression choice Then in the entry field below it type the appropriate run time expression In our example we would type PROMPTFORDATE the capitalization is not important but the spelling must match exactly Complete and optionally save the query When
188. ey arrive to see if they have activities and to ask if they would like to use one when they check in This mode is referred to as the smart mode To choose smart mode toggle the icon until it shows the check mark In this mode the program will check every member as they are checked in and display activities if they are available During busy times it may be necessary to toggle to the activity mode from time to time To do this toggle the icon until Next is displayed The activity display will only show for the next check in This will be helpful for example if a member alerts you that he wants to use a personal training session or count down a visit he has purchased Toggle to the Next mode then check in the member The activity screen will only display for the member then revert back to the Off mode ACTIVITY TRACKING If you want to track which service a member uses during check in turn on the use activity tracking selection in the Configuration module This feature allows tracking member check ins on an activity basis Services are defined in the Configuration module Eberi pete far WITE BEL eo Courts Tarning Beds Nureery tx Acmbics Chirica Eii Fane Massage Sauna ei ATES Gurst Piit Puncheard C Training e i a J E 7T awe C passe 127 When this mode is selected the Regular mode check in will require a service to be selected This allows you to monitor which services within
189. f prior conversations and know how to escalate the collection activity to the next level 195 Ferera E Wo Sqypeemeal F pan o i Pirni Haimar Binaaii T hanane Iai Mii Eana E Cay Frese Emir fre ain 9 TL i Eurei fF Heme Pier ride Werk ieee MFT amien riana fofa A Leng Emerg Panes aed i Ema byun El Temi Sac F nr raaa sha Leni call ber peed ka orate pe bry Pen Bismis ene Aisi Cowher Tb pees fa 2 piam Gaina ee ee het ts ay biem tp aara A Bek HEE ee aj a Celorires Eem Arry EE ara Eai E cee Terr Arrariky Misg Here Permai teary Lesi Wim ami Dart Accomst aes Bam orion copes aj Creda Cand A emmers Cond Cupis I meem Pieri ty Tye ioe Jeo Des Seria a Cart etd laibenis ih a z baiiia Ay ia COT F ales ia Cai Heck pen metten r oa cm Effective collection tracking is a system By effective tracking and follow up of your non paying members you ll see your cash flow increasing This program provides the frame work for an effective system Use it and you ll find your collection efforts pay dividends Collections Tracking The Aphelion Collection software is a specialized Contact Manager software package The system is uniquely designed to track members that are overdue in paying This program operates in a manner that is similar to the Prospecting module instead tracking your members that are overdue rather than guests Tracking The program will track a member that is
190. follow up of your Prospects you ll see your sales increasing This program provides the framework for an effective system Use it and you ll find your membership sales multiplying Info Enltewup Marketing Pexeenal Picturn Last Gomari This fold qan be usad ber ary asjas you my winih ieee D leave ahasi the prospect Tou can track welt oimasion telephone calle prospect obj timi A g Eby miang The call hock and expirolien dales Maa Aten epects cen bn becka irom fire contact tn thn Gall Bach Ha in date Call Gack Dayu r Alenon checkin By ionnas al Priority Jnkesan Lian fs qj r Sent Cord 2211896 Current action No Action E Snlaaparian Fr mplirpe al Trainor al tote 2 ieme a eee cea X comet Communications The Marketing module can utilize the workstation s modem to perform automated dialing of prospective members Modem parameters must be configured to utilize this functionality Set the COM port number initialization string dialing prefix and hang up string used by the modem It may be necessary to check manufacturer documentation for these values Standard settings are COM port 2 initialization string ATDT dialing prefix is the number dialed for outside line hang up string ATH 104 OO How to Track Your Prospects The Marketing module is a specialized Contact Manager software package The system is uniquely designed to track prospects in the Health and Fitne
191. formation are displayed in scrolling browse windows These windows provide a method to view records such as members or to view lists of items such as member categories To view an existing record double click the item with the mouse Or highlight the item with the block cursor using the up down arrow keys then click the lt CHANGE gt icon to view gt Add 2 cance Delete the record To make changes to a record view the record then position the cursor to the field you want to change Make the desired changes To insert a new item into a browse window use the menu selections There are several methods to add a new record Usually you ll click the lt ADD gt icon To delete a highlighted item from a browse window press the Delete key or alternately click on the lt DELETE gt icon You will be prompted before deletion to see if you really want to delete the record H H PET 1 2i m P D a STANDARD ICONS There are some keystroke and screen conventions used throughout the program Following is an overview of these icons KEYBOARD ICON This button is used when you are using a touchscreen and do not have access to a keyboard This KEYBOARD Icon will pop up a numeric or alphanumeric keyboard so you can enter information into the system CARD DECK ICON This icon directs the software to display the Pop Up windows containing database informa tion The pop up windows allow the user to view inform
192. formation on a national EFT processor that is independent of your bank EFT transactions are transferred to your bank on the business day following their receipt The EFT output produces an electronic data file consistent with bank standards for data processing Special arrangements should be made with your bank or the Aphelion clearing house prior to using this method of dues collection 18 Billing Members To bill your members select the Billing icon from the Aphelion Monthy Credit Cares Monthly EFT Monthy Vo Gredi Cards Monthy ta CFT Monthy Statements umieri Club Management Group Select the Billing button from the menu to perform the billing for your members You should have configured several billing types in the previous chapter To perform the Description aac ae Adler Typ Electronic Creda Cand billing select one of the billing Macaig Dens Fas AJOISSA we fai jase types from the choices then click Accam Hoinaces Thoegh Emi 1995 Run Hente Caleg 15 Selo Bilieg Oycia T Selected When you select a billing type Member iia Selected Chiba 1 Selected Efectos iher 1 Ole searches the members then Drip Part Capan fee W wariy and click Run the program shows a list of the members that will be billed When you highlight a member name in the list the display will show the recurring dues and account balances that are billed for that member Click the On Account Details or Re
193. gainst Active as of Tags can be cleared and set from the output of this report o N 201 Member Contract Statistics The purpose of this report is to summarize the member database into classifications of active members active contracts renewed contracts and terminate expired contracts The report prints a summary by membership type and billing cycle that includes the number of active members active contracts renewed contracts and terminated or expired members Average monthly and yearly dues are also computed in the report The summary also prints a breakown of the active contracts by form of payment and if the contract is associated with an individual or family member An average value for monthly and annual recurring dues is also computed in the report The Active criteria for this report is defined as all members that do not have the Status field set to Freeze Terminate or the members are in Collections Members designated as active must also have either a blank expiration date or the expiration date value must be after the date range entered Members set to auto renew to open end on the Renewal tab of the member record are considered active as long as the Status field is not set to Freeze Terminate or the member is not in Collections The difference between the values for Active Contracts and Active Members is the family or primary seconday relationships Primary members are th
194. ge Capen Expert Dats Exchange yaana y oo x cones Protection Individual modules plus various other areas of the program can be protected via access restrictions Select the different tabs to view the protected areas for each template If the box is not checked next to an item the employee will not have access to that item when he logs in The manager or owner should have all the items checked thus allowing access to all areas of the program The Front Counter personnel may only have several items checked on the Front Counter tab thus restricting him her to the Front Counter activities In the event he she must have access an employee with the correct access rights must over ride the security restrictions DATA ENTRY Overview E Data Entry The Data Entry module is an area that is used by the system to save member prospect Pro Shop retail inventory employee bank class schedule and group affiliation information The information is organized in separate data entry areas The computer s file structure is similar to an office file drawer containing eight file folders The eight file folders in our imaginary file drawer are analogous to the eight files within the Data Entry area These files are labeled Members Items Employees Banks Groups Classes Personal Training and Scheduling To view or enter data into an area select the appropriate button from the top of the screen o
195. gt button a 1 Geah Ganda detailed report will Leal kinabii EFT H b inited for th T1199 kheri Siatamenis Li rita 4 e printed tor the 1119S Minihy 15 Creat Carda Bil ba Has TMi orth 15 EFT SLi or ido i i highlighted billing cycle TAVA pakod tod pretal nol loud Billing Tips This section is designed to review the billing and to answer commonly asked questions about the billing Billing Types The software provides two different methods for processing member dues and payments The first type of billing is what we call Recurring Dues This form of billing is used to collect ongoing dues from your members Recurring Dues are usually used if you bill your members on an open ended contract An open ended membership typically gets billed until the member tells you to stop billing his account Dues of this type typically are members being billed month to month or those members who were on an annual contract that has rolled over to a monthly type Recurring Dues are the same dollar amount each time on a fixed cycle The second type of billing is what we call On Account billing On Account billing is used when there is not a cycle for the billing On Account billing is used for enforceable contracts to create an Accounts Receivable or when billing should stop after a period of time On Account is used when there are a fixed number of payments Use On Account when a member is on a con
196. h as follow up information The program will automatically assign an ID number These ID numbers can be numbered separately from the member ID numbers and are defined in the Configure module Once a Prospect has been entered into the system the Prospect can be checked in to the front counter in a fashion similar to members If a prospect purchases a membership the information that has been entered can be auto matically transferred to the membership record The CONVERT button in the Data Entry module and the lookup icon in the Contract Sales module will utilize the prospect record information to construct a member record The billing information not available in the prospect record will need to be updated by the user in the new member record to complete the conversion process To Add a Guest or Prospect to your Database 1 Inthe Front Counter Module select Areas Add a Guest 2 Inthe Adda Guest Prospect window enter the prospect s information in the fields 3 Press on the Followup tab and use the pull down arrows to choose a category source call back date etc 4 Presson the Notes tab to add any additional notes concerning the guest or prospect If you have a laser printer you can print a Guest Letter when you have completed entering the Prospect or Guest To Send a Welcome Letter 1 Press on the lt Guest Letter gt icon after entering the guest prospects information When you press on the lt
197. hat can be captured with a membership sale is lost as the program is really only selling an inventory item called membership To sell a membership from the Front Counter you must have a name in the sold to area of the POS screen If the new member has been previously entered into the system as a prospect enter the prospect ID If the new member has not been entered into the system previously you must first place some information about the new member into the system To add a new member record from the Front Counter touch the blank area of the POS TT 4 45 screen that normally contains member information A screen will appear to add a minimum amount of member information Now that you have a prospect or new member in the sold to area of the POS screen you can complete the transaction by selling a membership inventory item Prior to this step you should have entered several of your membership types into the inventory area to allow you to sell these items When you sell a membership from the POS system it will have the effect of processing the membership as an inventory item and allow tracking and reporting of the membership sale later by using the POS transaction reporting As you complete the transaction choose the SPLIT function for form of payment Split the membership into an On Account portion and a cash check or credit card portion depending on how the down payment is paid The split will allow you to put p
198. hat will provide account details check in history family members scheduled appointments personal training sessions and more Program Group This section will describe the various program modules how they work together and how to use the modules to best manage your club Aphelion software is designed to automate just about every area of your club Just as good exercise machines are designed to isolate muscle groups we think good software should be just as focused That s why our software is designed to isolate the requirements of different areas of your club We ve designed the 240 system to match the floorplan of amp Aphelion Linh Managemen Yd Ba Edt Wew Go Favomes Help a o fe o a your facility with specially de signed software modules for each area These specialized modules are provided for the front counter ProShop the sales office the manager and even the workout floor The software provides focused operation for the special ized requirements of these areas The Program Group contains the icons that will run the various aspects of the program This program group is provided auto matically when you install the program The program group collects all of the icons needed to run the system and associated inni i Gil hte Gb agement y Address Aah Marking Sabos Front ownior A z Prepoets Daa Eni Configuration a gt A Filing Collections Commi
199. he Commissions tab and enter the appropriate commission level Note You may use one two or all three discount levels to compensate various levels of management To view the commission rate information look up the employee record in the database To ensure proper tracking of employee commissions be sure your employees enter their ID number when selling an item on the register screen 12 Click on the pull down arrow to select a commission type and click lt SELECT gt 13 Click lt OK gt Inventory Database Fields Retail inventory database information is entered and stored in the database record in separate data fields These fields correspond to the information required to specify the proper retail item at the time of transaction In addition inventory information may be useful in making ordering reports or for reconciliation of stock inventories m Inventory database fields are accessed by highlighting an item in the browse window and then either double click on the item or select the ADD CHANGE or DELETE buttons located at the bottom of the display window Note that there are two tabs corresponding to the inventory database fields GENERAL and COMMISSION The following sections detail the data entry fields for the retail inventory database Decvorksthon Allen Monon CEEE Cee P For tires kotiro anhy Hi Pioli Ske arian HES olein Stuur Docs Hi olein akte Hirea Hai ahe Tkr General T
200. he billing operation This can occur if a member purchases a Pro Shop item and pays by check If the check is returned i e NSF etc the payment should be removed Doing so will leave the corresponding invoice open until it is paid through another payment or collected during the billing process When a payment is removed the computer retains the payment for security purposes A list of these removed payments can be made in the Management module Payments made at the time of POS sales may be removed cancelled through the Pay ments window of the Account Summary screen This may be necessary if a member purchases an item with a check that subsequently is returned for NSF or other reasons Removing the payment will cause the original invoice to become open unpaid In this case the billing account that is entered into the Configuration module for retail sales is automatically assigned to the invoice With the billing account set this invoice is eligible for collection as part of the billing process Of course if the member provides a direct payment the new payment can be attached to the invoice i e using the Get Payments window on the Account Summary screen The Invoice will then be paid and will not be included in future billing activity Changing the Payment Application to a Different Invoice Charge If a payment is displayed that has not been applied to an Invoice charge highlight the payment and click on th
201. he menu conventions the keyboard using the mouse and the touchscreen system Starting and Stopping the System To start the Aphelion Software do one of the following Locate and open the Aphelion Club Management V3 folder on your desktop and select a module From the Start button choose Programs Aphelion Club Management V3 and select a module or open the program group on your desktop Once your session is complete you ll want to exit the program The easiest method to exit is to select the lt Exit gt icon from the menu Click on the lt Exit gt icon to close the software application Alternately select File Exit from the menu You ll be prompted Are you sure you want to exit Answer YES Please be sure to shut the system down using the proper Windows shut down procedure Do not just turn off your computer as this will cause file errors on the hard disk thus possibly corrupting your data files Keyboard Though there are many types of computers and keyboards all will allow you to navigate through the system with the following keys You ll always know where you are on the screen if you look for the cursor The cursor is the small flashing line on the screen It indicates where on the screen text will appear when you type something at the keyboard When there is not a cursor on screen there will be a button that will be highlighted to indicate which of several choices will be selected when yo
202. he export to records added from the date of day after the last member export The last member export date can be edited from within the import export program from Import Export Dates under the help menu Updated Since Optional specify a date here to limit the exported records to those that have been updated from the specified date forward The LAST and AFTER keywords work here just like in the Added Since entry If the above 2 entries are used they should be used in conjunction If only one of these is set all member records will get exported Include Prospects Optional allowed values are Y yes N no or left blank If blank the entry defaults to Y Set this to no to exclude exporting prospects Included Categories Optional this is a list of the member categories for which associated members are to be exported If left blank or not included all member categories will be included The list should be the category numbers separated by commas e g 1 3 4 6 Club Number Optional specify a numeric value here to limit the exported members to those assigned to the specified club number A blank setting or a value of 0 results in the program not filtering by member club number The default value is zero Field lt N gt Optional Use this entry to limit the set of exported fields Each entry should consist of the word Field followed by a number and an equals sign and finally by a valid member field name The field names are l
203. he number of advance days to be alerted of impending contract expiration 133 Other Alerts Various other alerts are provided for other types of status messages When a member checks in to the club and it occurs on the member s birthday an icon of a birthday cake is displayed For those members that have an expired Credit Card on file when they check in the icon that is displayed resembles a credit card sliced in half When a Membership has been put on hold or is on Freeze status the icon is an ice cube When a potential member Prospect checks in the system will display a welcome mat icon For those members that have a locker that will expire or has expired the status icon is a lock When a member tries to check in more than one time in a day we show the dual check in icon note that this can be configured so that the program will not check for dual check ins Terminated members display an icon that resembles a headstone And for those members that haven t been in for awhile an icon of a couch potato is dis played 134 OO Point of Sale amp Cash Register The Register screen serves as the major focus for the Pro Shop sales All ProShop sales are handled on the Register screen The Register screen will conduct sales transactions calculate sales charges sales tax and change Information on the display is used to update the databases the area where all information is kept and to store the transaction f
204. he payment transaction in the member s account Both are useful when you view a member s account history The income account field is used to allocate income to the appropriate income category Income from the billing is displayed on reconciliation reports The Dues Payment Description field is used to specify the descriptive entry that is automatically made in the member s account ACCOUNT BALANCES The primary function of the billing process is to collect payments for outstanding balances and membership dues To determine if a payment is due from a member two methods are used The first method examines the recurring dues information in the Billing tab of the member data entry forms If an appropriate match of the billing criteria is made the amount recorded on the Billing tab is processed for billing This method was discussed in the previous section The second method involves a query of the accounting system to determine if any charges are due for a specific member When assessing a member s account balance for billing payments only the income accounts specified are queried For example if you wish to only perform EFT billing for the membership dues you will select the Membership Dues or similar income account in the billing settings screen aa Selecting the income accounts for billing provides the flexibility to perform EFT billing for membership dues followed by the mailing of statements to m
205. he previous screen Insert Toggles Insert character ON OFF Del Deletes current character Enter Complete the data entry save the record and return to the browser Tab selection Moves between different fields in the record Home Moves the cursor to the beginning of the field End Moves the cursor to the end of the line Saving Your Data Data is entered into the record one field at a time After the desired data has been typed press the lt Tab gt key to advance the cursor to the next field The data does NOT get stored on the computer s hard disk at this point in the process All data in the record is stored at one time This occurs whenever the OK Button has been selected If you don t want to make changes to the record press the lt Esc gt key Member Database The member database holds all of the information associated with your members The member database also contains the optional Prospect tracking information Access the member database by selecting Data Entry Members from the menu or by selecting the lt Members gt button The database browser displays the records in the database The browser displays members in different colors to differentiate them from each other Members who are in good standing OK are displayed as green Members who have been Terminated are displayed as gray and members who are in Freeze status are black Prospects are displayed in blue and have a
206. he specific schedule you have selected You set up the schedules in the Data Entry module If you choose a single schedule a calendar of the current month will be displayed with today s date highlighted The appointments are listed along the right side of the window If you choose ALL calendars all calendars of the same type will be displayed for today s date Move to the selected calendar and time before making an appointment As you move the cursor the appointments and appointment notes are shown in the right side of the window 152 To Add a New Appointment From the Front Counter Module select Areas Appointments Select the schedule group on the left side of the screen Select the specific schedule from the right side of the screen by pressing on it Select lt New gt Make any necessary date and time changes Press lt OK gt ea PPoen If you would like to attach a special note to the appointment be sure to enter a note as you make the appointment The note will be displayed when the appointment is viewed To print a calendar be sure you are viewing an individual calendar rather that the group as shown above Use the lt Print gt button located on the bottom of the window Alternately you can print a calendar from the report module or from the data entry module When you use either of these approaches you are offered several print formats for the calendar 153 Time Clock The time clock function
207. heck in box at the upper left hand side of the screen AO N gt Click on the account status icon ii 7 rip E r 1 r a m j ji 3 i TIE Lod Pro Step Ma LNT Membership Dues anean m ee cica Dota haana Invoice 1045 dated 5 30 1999 for 26 06 The Description displayed with each charge is taken from the first line of the associated Invoice Once the summary screen has been expanded the user can select the Credit Memo button to apply a credit to the member s account The Credit Memo feature is not available in the Front Counter module for security purposes 162 The Invoices Payment and Get Payment windows are also available from this screen These items will be described next Invoices The Invoice History screen is available through the Account Summary screen The purpose of this screen is to provide a detailed view of all sales activity for the member This is achieved through the Invoice browse window top portion of the window From this window each Invoice that was created from membership or POS sales activity is shown Once a specific Invoice is highlighted in the upper window it will cause the details of the Invoice to appear in the window below Items purchased on a specific Invoice and the charges and payments for the Invoice will be shown in the lower window b Pipam hitess hor Ranald Bara 110 ITS Pesan by pedi card 17I R 7 099 40 00 4000 bia TOR CART
208. icon allows you to view the membership contracts that have been sold These plans are categorized as approved or unapproved Approved plans have been reviewed by management staff while unapproved plans have not been reviewed The lt Plans gt icon allows you to create contract templates These templates are used when selling a membership These areas will be discussed in detail further in this chapter The Aphelion Sales Maker software is designed to be placed in a salesperson s office and to be used as a tool during the sales process Alternately the module can be used as a tool to quickly enter new contracts instead of using the Data Entry module Once you setup each contract template the software displays all of your membership plans in a browse window Each contract and additional information about each plan is available to assign to a new member Salespersons can use the system to display details of each plan and quickly provide payment options to the prospect le Lai HE TINE MIONE EFI ritt H Moh 1th Cala ie Wapiti beg Fiaa Ma EJA EFT Fotai FIF W Eo cute Memb rshep ri rr ERI Sane 1 Manthiy ini Co ee Tye ba BO Fae EFT AAF i kiibis 5 Srqhex Gecunng Cues The Drima EF Ter I Monthly Iri SesderdMermbeeskin erapeid F GEINSG Bimi jinga EFT AF 1 Tnrderd Hanrani EE ME Sie 12 Bonin 15th aiar Siei Sat fhe Hossein ERT oar 1 Sagnthdy ji Plans The lt Plans gt icon allows you to cr
209. icular requirements This includes configuring for items such as member and inventory categories password protection and hardware configuration NOT ALL FEATURES WILL WORK PROPERLY UNTIL THE SYSTEM IS CONFIGURED For example you will need to set up the inventory categories before entering the inventory products into the database and you will need to setup Activities before you can restrict the type of activities a member can attend The Configure section of this manual provides detailed instructions on how to setup the program For detailed information on all of the Configure options reference the Configura tion section in this manual Create New Data Files The program will allow you to maintain two sets of data The first is your live data to be used to manage the club The second is a training data set You can switch to the Train ing data when you want to train your employees Any transactions or changes you make will not affect your live data Be sure you are in the live data set when operating the system Once running you can copy the live data to the training dataset so you can practice Data Sets Several unique sets of data can be stored on your computer These different sets of data can be used at different times depending on your requirements For example you may wish to create a set of data that will be used to train new employees This training data can be used to show new employees how to work the system
210. ie Hara ee AT Hi reena Heera Eec hery F i rinm Appiy Condi Limi u ar Drean Liceeam rp io tie rrp ee To manually add a charge to a member s record you must use the Data Entry module The member Data Entry module provides complete member data management for your mem bers including viewing and modifying the account The Data Entry module will be discussed in detail in later sections of this manual While in the Data Entry module highlight the member in the member database browse window The member highlighted in the browse window can be explored by selecting the Account information icon shown at the right As discussed previously when you select the lt Account gt button the screen will display the Account summary screen complete with aging and other account information 168 To add charges to a member s account double click on the member of interest in the browse window Alternately select the lt Change gt button from the menu below the list of member names Once you are viewing the member s record select the lt Invoice gt button to manually add an invoice A manual invoice charge entry might be used if your membership sales process produces a paper contract that hasn t been entered into the computer In this case the membership sale and the schedule of payments may be entered directly into the member s account This manual entry system to add Invoices may also be useful for adding Invoic
211. iew the next report click the Next Page icon on the menu bar 198 REPORTS The reports module provides a window into the performance of your facility This module includes reports which can make Reports the most valuable module in the system The reports module is comprised of several functional areas One area consists of preformatted reports These reports have been designed and refined over several years to provide you with the management information required to profitably manage your club With these reports the user will have available all of the information required to make and implement proper business decisions pertaining to the site Another area allows you to define your own custom reports using our Memoritzed Reports The drop down menu asks you for the type of information you want on the report and allows you to create the layout on the page You can modify and save your favorite reports so you can quickly run them again You can also group several of your favorite reports and run them at the same time with one key stroke The preformatted Reports section is subdivided into separate sections These sections include Member Prospects Inventory Training Employee Accounting Memorized Letters Utilities and Settings The following section details the uses and purposes of the reports in each of these sections The system will also allow you to create a list of tagged members Tagging your members al
212. ifferent from the customer ID STATUS The items in the list are entered initially in the Configuration program Use the OK status if no particular messages or warnings are associated with the member If set in the Configuration program other status selections may cause alert messages to appear to the user when the member checks in or attempts to purchase a retail product Danasa jeeered pakaq tenran Para miany ieri Hees liata ew mikes O jira Hr Aprea F T Fig Di beri Wit Dry iat Lont inihation Lintra l Eyassej hares Aidem j 167i Charcot Da Hewes eme T HAEN en en se Dry Saka Pig Fenian fi rras I rigena Pager mad j E empa y ope Additional selections for the member status include FREEZE and TERMINATE Selection of either of these options will suspend periodic billing of the member s account FREEZE is designed to be used to temporarily suspend billing while TERMINATE is designed to permanently suspend billing When you select FREEZE a small window will appear asking for the THAW date and the next billing date When you select Terminate an extra field will appear displaying the terminated date If you select TERMINATE as the status there is no need to delete the member s record Batch deletion of members whose status is set to TERMINATE is handled under the Utility menu Batch THAWING of members whose status is set to FREEZE is also handled under the Utility menu No
213. ihQnpiate Field Selection To set up a query it is necessary to select fields to evaluate The query Wizard lists all data fields available for comparison Field selection can be considered the subject of the statement Using the above example the Field Selection is Form of Payment Operation Selection After a field has been selected it is necessary to choose how it is to be evaluated Opera tions determine how a record will be evaluated and whether or not it will be included in the results Available operations are dependent on the data field selected The selected opera tion of the above example is is equal to Value Entry Value entry gives options for comparison Comparison can be based on a constant value another field or expression Constant values can be numeric or alphanumeric depending 208 on the initial Field selection Once Value entry is selected the Query Wizard moves into a Current Query summary screen Additional Condition Statements Additional statements can be added to the query This creates a statement with dependent conditions By highlighting the initial statement Form of Payment Is Equal to DRAFT add a related statement by choosing from the lt AND gt or lt OR gt buttons This will return you to the Field Selection window to create a second statement dependent on the first The Query Wizard also supports complex statements containing multiple independent conditions Dues Total is grea
214. in the Collections process Your collectors can track phone calls and promises and make a note of each call s results Designed to allow quick entry of each call the tracking screen allows you to track member information including the name address account balance suggested call back date and the notes from every phone call When you enter a new note a screen is displayed that will ask for the note taker and the note action The note action will serve to remind and categorize the types of notes you are adding Actions and employees can be configured Set the call back date field to the day you wish to be reminded to call or contact the member Print Call Back Lists The software will print a variety of useful reports with each providing important information to your collectors Each day you can print lists of members that need to be called These lists can be sorted by priority call back date action and employee The call back lists include all the information needed to contact the members with overdue accounts Or display a list of call backs on the screen A comprehensive list of the calls that need to be made can be printed Each employee using these reports will have the tools needed to effectively manage their collection list 196 Simplify Follow up Every time a member is contacted you should place a detailed note in the member s record Each note is tagged with the date the employee and an action item With unlimited
215. inaldcisanshatetainbstepeabimaltaduoathsnets 200 Prospect Reports siasiacses cicetcadvicas ceanwaandeaustatscanewaracvanaseavtcttcessiuandetndtue Cedzsienduiie 203 Inventory Reports chicet tists dihaisiccntanthanmlenemuahinabiulitosbiea arehanalentiatmsinsadmashiesteanly 204 Ae aTe TE ATTAT 204 Employee ReportS nnnnssssunneennnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnmn nnnnn nnnm 204 Accounting Reports ssceccauccas eaisaaendvtedsveuninasesicaat deacasabduaaccavecnnnonesumcntiadbonmdedne 205 Query Integration a2 sie nce bes ce cetsace tacts ante stnvedta at icabtak Sanesanhanatentuaddcabpabaneiankinneps 207 Query Wizard Run time Expressions ssssessseeseeeeeee 210 Memorized Custom Reports cccccssssseeeeeeeeeeeeeeeeeeeeeeeeeeseeseeeeneeeeeeeeseeeeeneeees 211 Mail Merge aici isscsineianaicancwescdudaataetedectinistuasacuedacmnaniinaeaaednuiaiadansdeaudaciiauneanaamnncaebs 213 RTGS iia aaa a a a a aaa AE aaa Eea 215 DATA EXCHANGE a ee ah ced ceed eee 221 OVOIVICW a E 221 Multiple Site Data Exchange sss eeeeeeeeeeeeeeeeeeeeeeeeneeeeeeeeeeeeeeeeeeeeeeeeeeeeees 221 Using The Data Exchange module eceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeseneees 223 Data Exchange File Format cccccesssseeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 225 Import Export Scripting siieisicrescccvivessnsecivedsvednvendeuwesisavewessusneanecssieranssnieenieadas 228 QUICKBOOKS EXP Ort ssssivissssiscessiseba
216. individual items sold To support the accounts receivable character of a membership sale a list of charges is created This will record the schedule of obligated payments For example a 1 year membership contract of 480 may be split into 12 equal charges of 40 In this example an Invoice will be created for 480 to record the membership sale and 12 charges will be associated with the Invoice to schedule the payment obligations The charges show the amount of the obligation along with a due date for the corresponding payment 158 When a member pays an amount that is due a payment is created In each case payments are applied to the charges not to the Invoice directly In the case of POS transactions that are paid at the time of sale referred to as cash sale a single charge that is due on the same day is created The payment received at the time of sale is tied directly to the charge and indirectly to the invoice via the charge record It is within the capabilities of the software to schedule the payment that is due for any sale in the future by setting a due date This capability supports house charges for Pro Shop items where payment is not due until the end of the month or another date As payments are received either through automatic EFT or Credit Card methods or by the member providing some form of payment check cash charge the user will designate the charge s to which the payment is to be app
217. iness management reports The reports include preformatted database query and accounting reports The preformatted reports are grouped together in menus corresponding to the type of report For example membership reports are separated from the inventory reports in separate menus The Aphelion system also provides a method for you to create your own custom reports The Report Wizard will allow you to create a custom query and a custom layout for the printed report Queries and Layouts are combined to create named reports that can be printed on demand Additionally the system will output all of the information that is contained in each report to Form aie E gt Ble Est Yew Go Frades tee ee oe x mn if on F iy Copy b V amp i eukebng Sales Front Courter Workout tem Enin Contgquration Experi Biling Collacions Gorvia gior Mamber sendces eran Servings sah x Managament 14 object s ps 2 hidden Sy vty Con Aphelion Program Group letters using Microsoft Word or Excel For example this capability will let you view the list of 30 day delinquent accounts and then send a customized form letter or create a spread sheet The Front Counter module is provided to check in the members access account or member details sell ProShop items schedule classes log employee work hours and track personal training This module is designed to provide all the tools needed to automate the Front Counter or ProSho
218. information on the billing tab Move the cursor to the Form of Pay field then choose the FOP from the selection window Membership Types Members can be divided into separate membership types These categories allow you to separate the members when you conduct reports and billing As above the membership category is set in the membership record Billing Cycles Members can be divided into billing cycles These cycles allow you to separate the mem bers when you conduct billing and print reports The billing cycle is also selected in the member s record To set a member in a billing cycle highlight the Billing Cycle field in the member s record on the Billing page Choose the cycle from the selection window How Do Fops Billing Cycles And Categories Work Together Many clubs like to separate their members into different groups for billing and reporting purposes The membership Category can be used to separate your members when you are billing or printing reports For example if you have some members in the Executive category and others in the Heritage category you can bill or print reports for all mem bers just the Executive members or just the Heritage members Billing cycles can also be used to divide your membership into convenient billing periods You can place some members in a monthly first cycle others into a monthly fifteenth and others into a quarterly cycle Whe
219. ing the credit memo can be thought of as a negative valued invoice The discount provides a means for reducing the amount of a charge Discounts are a non cash payment and are reflected in cash accounting reports The discount is used when a payment may leave a small residual account value that you wish to nullify Cash versus Accrual Throughout this manual we will discuss the cash reporting capability and the accrual reporting capability of the system The software supports either type to produce reports for your club When you run a cash report the figures reported are based on income This type of report uses the payment information that has been entered into the system to determine the income that has been received Reports will reflect only the amount of money that has been received regardless of the amount of sales A cash report for a membership sold over a 12 month period will only display the actual payments that were received for the membership while ignoring income that has not been received When you run an accrual report the figures reported are based on invoices This type of report uses the invoice information that has been entered into the system to determine the 159 sales that have been completed An accrual report for a membership sold over a 12 month period will utilize the payments that are scheduled when the report is produced Your accountant can tell you which system is preferable for your club
220. ion Contract Custom Number Convert Date E Custom Number 2 7 uom Number Corporate Custom Number 3 Credit Card Credit Card Custom Number 4 ae mee Credit Card Credit Card Credi Link Cument Banco Custom Date 1 Custom Tex 2 Custom Text 36 Custom Text 4 Past Due Current Past Due Days PIF Renewal Custom Text 5 Custom Text 5 Group Name Group Name Past Due Current Custom Text 6 Custom Text 6 Height Height Past Due Days PIF Renewal Custom Text 7 Custom Text 7 Home Phone Home Phone 3 5 5 J Join Date E Preferred Name Preferred Name Last Checkin Pe aera Date Prenotify Prenotify Last Contact sas ee Date Priority Priority en Last Dues A Last Dues Billing Billing Promotion Promotion Last Name Last Name Recurring Dues Total eee Total Last Renewal Date Cikas erena Referrals Referrals Date Last Update 2k Remaining Last Update Date Date Remaining Thaws Thaws Custom Text 8 Custom Text 8 oin Date Custom Text 9 Custom Text 9 Last Checkin Date Custom Text 10 Custom Text 10 Last Contact Date Custom Text 11 Custom Text 11 Custom Text 12 Custom Text 12 Custom Text 13 Custom Text 13 Custom Text 14 Custom Text 14 Custom Text 15 Custom Text 15 Level Custom Text 16 Custom Text 16 Data Exchange ID CDen Ersange Date of Birth Date of Birth ii Driver s License Driver
221. ion software modules use merge fields The merge fields allow you to automati cally update your document with current information If you add an address to your docu ment with the address merge field from the program the address is always up to date Keywords A comprehensive list of available keywords is located in the Appendix at the back of this manual Since the program is constantly upgraded you may find more keywords in the pull down menu than on the list Choosing Members For Your Form Letters The Aphelion software has the capability to tag members Tagging members allows you to send a form letter to a member or a group of members Tags are flags on a member record that indicate that they ve been marked for a special purpose Reports act as a filter on the member database and are used to select which members or groups of members are tagged The Reports are used to select the subset of the members that will be tagged When you run a report you have the option of tagging all of the members that are included in the report It is useful for example to tag all members that have delinquent accounts or those that just joined the club To tag members in this manner run the report that will provide the information that you are looking for and then select the report option that tags the members for example new members that have joined since the first of the month When the members have been tagged select Letters gt Prin
222. ip Contracts The Contracts module provides a powerful method for defining and selling membership contracts When the membership sale new member or renewal is completed and approved an invoice is created with the number of associated charges that are defined in the contract For example if a one year contract is sold with 12 scheduled monthly payments a single invoice is created for the full amount of the sale and 12 monthly charges are assigned The creation of the invoice and charges is similar to the POS transactions However the charges are not created until the management approves the contract When the membership contract is sold by the salesperson the contract is stored as unap proved The contract remains in this status until the assigned management personnel review and approve the contract At the time of approval the corresponding sales invoice and schedule of account charges are created in the member s account A payment that documents the downpayment initiation fee is also created at the time of the contract approval Manually adding a Charge to a member s account Panay May z Fore of Peperoni aa PAH FEIRE E ns E Feet ieg Uasi hassa Henen Copri t j Lem eg Hy flesk h GREE bk Desh Aprop F jiz IAS Gomi Facdity Aarabice Clouse hoo tiia B miki F Praagi E hesr O Coote hoo hoo O Harsia 0 00 jom Deita iaaanirrraa a CT i m my pnn n Expres dmna aana T deia emi men om Ale O Trai ha bhi b
223. ir Complete the report by selecting the saved crosstab layout and a destination format same as Spreadsheet layout To create customized crosstab layouts Reports 1 From the Reports module select Memorized gt Members gt Crosstabs 2 Select the filtering method you wish to use 3 Inthe Cross tabs Layouts window select New to create a new report or Modify to edit an existing one Define the new Crosstab description Select the data elements for each axis and Next Select the data operations and plotting options and Next NO go Select a format style and Finish Mail Merge Mail Merge is a process similar to customized reporting Specified data fields from member records are merged with a layout Word document template you create The purpose of mail merge is to create personalized letters for promotional or account balance information Mail Merge is a feature of Microsoft Word that the Fitness Manager incorporates to create a seamless interaction making this feature easier to use Mail Merge is performed in two steps first select a document template that contains embed ded member data fields next use filters to select member records The Mail Merge feature of Microsoft Word creates a Word document doc file for each selected member and auto matically replaces embedded data fields with actual values If you do not have a document template containing embedded merge fields it is ne
224. is is the quickest easiest method to operate the software A touchscreen will simplify the operation of the system and reduce training time The touchscreen works in a fashion similar to the mouse You touch the screen instead of using the mouse When you lift your finger from the screen the cursor is positioned to where your finger was pointing The contact point is where your finger is when you removed it from the screen To demonstrate this selection process place your finger on the screen and without remov ing it from the screen surface move your finger along the screen You ll see the arrow icon move along with your finger When you remove your finger from the screen surface the mouse will be positioned where you removed your finger Calibration Calibration defines the dimensions of the image area of the screen determines the edges of the screen image and locates the center of the touch screen You may need to calibrate the touch screen if the cursor does not follow the movement of your finger or if you adjust the size resolution of the screen image When you calibrate the touch screen the controller stores the touch points You do not need to calibrate the touch screen each time you start your system To Calibrate the Touch Screen 1 Open the Touch Screen control panel 2 Select the Calibrate button A calibration target appears in various corners of your screen 20 OT 3 Touch the target as instructed on the
225. isted in the program from Member Import field names under the help menu Number these entries consecutively starting from 1 Cur rently the exported file will contain the fields ordered alphabetically rather than in the order specified by the list of field entries 230 Transaction data import Entries Source Required a valid DOS file name specifying the source data in a delimited ascii format Target Required a valid DOS path name specifying the location of target Fitness Manager dataset Any missing tables will be created as necessary Format Optional allowable values are VER1 VER2 or blank The default is VER2 for the current version 2 transaction import format This tells the program which data format is to be expected The program still supports the version 1 payment import file format which is much simpler but does not take advantage of some the of new capabilities in the version2 accounting Club to Skip Optional Specify a numeric value to skip importing payment records with the matching club number A blank or zero value the default setting will not exclude any records When a payment is added by Fitness Manager the club number field is set to the value configured for the club where that payment is added This entry is used to ensure that payments originating from a club will not be re imported into that location resulting a double entry To avoid this be sure each location has been configured with a
226. ivileges Since access control is at an employee level every employee can have independent access restrictions For those modules where this capability is enabled you will be asked to enter a login ID whenever you start one of the modules Access control can be turned off at the module level If you have the appropriate access you will be allowed to continue Depending on your access privileges many screens within the modules may not be available to you Some may be shown with a simplified view preventing you from accessing detail views or more capability Alternately a capability may be shown on the screen but you may not be able to modify it We suggest you learn to use the system with the security off thus allowing access to all screens Once you understand the system you may wish to prevent others from viewing or accessing some information at which point it would be appropriate to enable the access controls As a manager you may want to have access to all capabilities For a front counter em ployee you may wish to restrict access to all but the simplest functions Since many screens change based on access privileges the front counter personnel will operate the system with limited simpler screens while the manager will have access to more detailed screens Setting security and enabling access control is discussed elsewhere in this manual SOFTWARE CONFIGURATION The Configuration module allows you to set up your sy
227. ized with an import and export menu These menus provide for moving data into and out of the databases A setup menu is also provided to define the format of the date fields Multiple Site Data Exchange This section describes the utilities that are available to move data from one site to another and the programs that can be used at the central site As new members are added at the clubs data can be moved from each site to the central site Billing membership changes and accounting can be performed at the central site and updated information can be moved back to the clubs Moving Data New and changed contracts can be moved between sites without overwriting local changes While only a subset of the data files handled in Fitness Manager are moved these files are sufficient for billing purposes The files available for import export include member records member account information and membership contracts The exported files can be transferred between sites via modem or using disks The Data Exchange module can be operated interactively via the menu selections The program can also be automated via a scripting language which will allow the program to automatically move information in and out of the club databases on a schedule Setup your sites Each site should be running the same revision of Fitness Manager and have a copy of the Data Exchange module available You will want to assign each club a separate club number s
228. kstation If you are installing the software to the Server then choose that option If you choose the option to install to a network Workstation you will be asked for the network Server drive letter Be sure to install the software on your Workstations as such not as a Server The reason this is important is because a full installation of the software is only done on the network Server The Workstations are mapped to the Server so that customer information will be shared by all of the computers within the network While technically possible to fully install the software on every Workstation a long term maintenance benefit is better achieved by installing one copy of the software on the Server and our Workstation software on the stations P Hardware Keys Along with the Aphelion program disks most versions of the software package include a hardware key The hardware key is a small black plastic device with a male 25 pin connector on one side and a similar female connector on the other The key is to be inserted in series with the printer cable To install the key remove the printer cable from the back of your computer plug the key onto the exposed parallel port and secure with the screw fasteners Plug the printer cable into the exposed port on the key and secure This completes the installation of the key onto your computer system The installation and use of the hardware key is provided for security purposes and will not inte
229. l for choosing which icon to use Tool Tips is available when you place the mouse over an icon for more than one second Tool Tips is also available for many menu items Training Training allows you to get the most from the software Training can be performed at your site or in our facility in Houston Our courses in Houston are taught every month and are highly recommended License Agreement APHELION Inc s application software is protected by the copyright laws that pertain to computer software The Software contains trade secrets and in order to protect them you may not decompile reverse engineer disassemble or otherwise reduce the software to human perceivable form The Software is provided in the form of non exclusive Licenses granted in connection with the furnishing and use of APHELION Inc s Software products Purchaser agrees to i use the Software products only on the number of computer system s for which a license has been purchased ii not modify adapt translate rent lease or create derivative works based upon the Software or any part thereof You are encouraged to make a backup copy of the software for your own use however you shall not provide or otherwise make available the Software or any part or copies thereof in any form to any third party except your employees or agent directly employed with your use of the Software without APHELION Inc s written consent Documentation including user manuals and pr
230. lass selected the operator is prompted with an alert and should decide whether to continue the check in When operating in Attended Mode and if tracking is enabled the Class Attendance choice is automatically highlighted in a selection window once the membership ID is entered into the system Classes are shown for the day only If a class doesn t appear it may be because it is not held on today s date A provision is made to check in to a prior class by changing the date E Seated a class io celle M Aaivanced fuer oh DLA i A a Adhanced Welghilitting J00PM A A A x Mf Bait Aerobics 2 00PM x x xX x Baginnnqg Waolght Training 3 00PM x x x x ay Clese individhial Instruction 1AM X X X HHHX Spinning SIPH x x x Step Aerehics I200PM Ox x x Shove Bieypdao Training TORAH x Trevis i200 Ox X x Webg tinting inie T00PM x a A ped E T T 131 132 Check In Alerts Alert messages are used by the program to inform the user of special situations when a member checks in These messages are displayed on the screen and are enunciated by a beep from the computer If you have a sound board in the PC voice messages can be played to enunciate various check in alerts Various alerts are available For instance incorrectly scanning a member s ID number will cause the message Please re scan your card to be played Other types of alert messages warn the operator of an unusual status regarding a member As an icon is di
231. lied Attaching the payment to a specific charge indirectly associates a payment with a particular invoice since charges are linked to invoices The software can be set to either automatically apply payments to the oldest outstanding charge or provide the user with the ability to assign the payment to a specific charge If you manually apply the payments each payment can be applied to a single or multiple charges Each payment can be applied to a charge as partial or full payment The flexibility to selectively attach payments to charges provides the capability to separate Pro Shop charges payments from member dues payments Also this system provides a more accurate depiction of accounts receivable aging Although payments that are received are normally applied to the outstanding charges payments can be entered into a member s account without being applied to a charge These payments are referred to as unapplied or open payments and are reflected in the account summaries Unapplied payments can be received into a member s account by front counter employees and later applied to the appropriate charges by management level personnel There are two secondary data components to the accounting system credit memos and discounts Creating a credit memo allows the user to provide credit to a member s account The credit memo documents a reduction in account balance and is reflected in accrual reports Since it only affects accrual report
232. lities area If the activity tracking is configured off in the Configuration module the service filter is skipped To Turn On Activity Tracking 1 Inthe Configuration Module select Station gt Checkin Settings from the menu bar 2 Choose always prompt for activity and or always prompt for classes 3 Click lt OK gt 128 Checkin aa r Regular dubiae leo hie A Basic Aerobecs kidal siruclon ag T hik Punchcard Bag t m Training Tasses are shown ior today s dabe when Classes wing chas chicka Atiemdance Date oss p to a ca Punchcard Check In Punchcard check in is used to check in members when they have purchased a certain number of visits to an activity This type of check in will be useful for tanning beds Apex court time or special memberships where facility usage is limited This type of countdown is called Punchcard or Visit Units because the system will count down visits VISIT UNITS are sold to a member from the ProShop Each member can purchase a number of visits to club services This visit account is then decremented when the member checks in to an activity The number of visit units required for entry will be compared to the number of visit counts remaining in the member s visit account to verify a sufficient balance To add visit units to a member account use the VISIT function key available on the POS screen Refer to the POS Register for more information Personal
233. ll simplify entering the banking data Bank Database Fields As mentioned earlier information is entered into the database record in separate data fields These fields correspond to the information required to identify the bank for reports and sales tracking BANK NAME Enter the member s bank name in this field BANK ADDRESS Enter the street address for the member s bank in this field BANK CITY Enter the city in which the member s bank is located in this field BANK STATE Enter the state in which the member s bank is located in this field BANK ZIP Enter the mailing zip code for the member s bank in this field PHONE Enter the bank officer s telephone number OFFICER Enter the name of the person you contact when calling the bank for questions or services aun a i quar uy To Enter Banking Information Into Your Database 1 In the Data Entry module select Data Entry Banks 2 Inthe Browse Banks windows click lt ADD gt 3 Enter the banking information in the appropriate fields and click lt OK gt 7 Groups The group database tracks the organizations or companies that purchase memberships for their employees The group is used to track which members belong to a company or organization The purpose of storing the group information is twofold First it is useful when entering group information into a member s account A typical site will contain relatively few gr
234. lling source and does not use the Dues information that has been entered into the member database On Account billing uses the Type Billing cycle and information in the accounting area to determine which members will be billed When you get ready to bill your members the program searches for the membership type billing cycle and due date of each charge for each member just like it does for Dues Payments Those members that match these three criteria are what the program uses to determine which members will be billed but the program uses the information in the accounting area instead of the dues payment amount Each member s account is available via a pop up window You can view the accounting transaction entries from various areas in the system The most basic method of adding charges to a member s account is from the Data Entry area See the previous chapter Adding charges to a member s account Automatic Accounting Entries Charges and Payments are recorded in the member s account Charges and Payments can be added manually by the user or automatically by the program A manual entry is made when charges are added into the member s account for example when you sell an item from the ProShop and you select On Account as the form of payment Manual entries are also made for example when you sell a membership contract from the Contract module that has been setup for account payments Automatic account entries are
235. lment gt button A browser will be displayed showing all members that have enrolled for the class To Enter Class Information Into Your database In the Data Entry module select Data Entry Classes In the Browse Classes click lt ADD gt In the Update Class window click on the General tab Enter the information for your club s classes and click lt OK gt Click on the Sales tab to enter sales price and sales tax amount if applicable Click on the Commissions tab to enter commission level and type Click lt OK gt NO gap oN gt a1 gg Personal Training Personal Training is handled in the software in a manner similar to Visits That is you can sell Personal Training sessions and then count down the sessions as they are used The fundamental difference between Personal Training and the Visits is that Personal Training allows you to track commissions when the session is used By default the instructor that is assigned when you setup the Personal Training session is shown on the check in screen but you can change this if the specified instructor is not available Personal Training is sold via the Front Counter POS screen Note that the Configuration section must be used to setup the POS Quick Keys thus enabling the user to sell Personal Training sessions The personal training browser operates in a similar fashion to the other browsers The browser contains a description of the classes
236. lows you to print form letters mailing labels or export to third party spreadsheets Tagging members can be performed as you run a report or as a user defined query The capability to save modify and create multiple tagged sets of members allows flexibility to use other software tools to manipulate your data 199 The system is tightly integrated with Microsoft Word Merge fields can be created directly in any Microsoft Word document You won t have to struggle with typical mail merge as unlimited specialized form letters are supported Members Reports Check in The Check in section of the Reports Module will allow the user to keep track of the member ship Data can be obtained related to how and when your members are using the facility Additional reports will provide information on members who have not recently visited your facility as well as reports showing which members are inactive A report will give a complete list of every member that has been entered into the database The information displayed includes the identification number member name membership type and entry date It is recommended that the manager keep a listing of the members on file for refer ence and data security purposes Depending on the traffic of new members a new listing should be made monthly The following reports can be accessed from the Check in menu e History Lists members who have checked in within a range of dates e Totals Lists total
237. ly Yearly etc These values are used when setting up the billing system for automated processing of your accounts receivable To conduct Billing use the Billing module This module can be used to filter your members by different billing cycles You may have members that are billed at different times of the year i e monthly quarterly yearly etc and need to process these payments at different times Enter up to 20 different billing cycles in this configure option It is important to set the number of months in each billing cycle When you conduct billing of your members this information is used to update the next billing date for each mem ber You can have up to 20 billing cycles As an example your billing cycles and the months in the cycle might be as follows MONTHLY FIRST 1 month in cycle MONTHLY FIF TEENTH 1 month in cycle QUARTERLY 3 months in cycle SEMI ANNUAL 6 months in cycle YEARLY 12 months in cycle SPECIAL 0 months in cycle Note that with the Special category set up as above with 0 months in the cycle the next billing date will not be updated for members in this cycle Note that the names that you enter correspond to a cycle It is the number of the months in the cycle that affect the billing not the name of the cycle To illustrate this point you can fet PS Discount levels name the first cycle blueberries instead of monthly first and set the number of months in the cy
238. m report results and Clear tags before running report 3 After the report is run the member tags are set Set individual member record tags Reporting 1 In the Reporting module select the Utilities gt Show Edit tagged members 2 Select the members you wish to tag Layouts Layouts select and format specific data fields for output to Reports Spreadsheets and Crosstabs Reports creates a hardcopy printable format of selected data fields Spread sheets incorporate selected data fields into a spreadsheet file Crosstabs provide a cross Aphelion Fitness Center 1100 NASA Rd 1 606 Houston TX 77058 11 01 97 Dear John Doe Thanks for joining our facilities on 11 01 97 We hope you enjoy your membership It will expire on 11 01 99 Thanks Mr Manager The above is an example of the results after template has been processed tabulation of summary information sum average or count for a selected data field The Reports layout is limited in the number of available data fields it can process due to paper size Spreadsheets and Crosstabs can be formatted into various versions of Excel spreadsheets HTML documents or ASCII tab delimited files All layouts can be saved for repeated use Reports prints a hardcopy of the selected data field results To create a Reports layout first select data fields to print Limit the layout to 5 or 6 selected fields If the report is unable to fit
239. may want to bill one type of member on the first of the month while billing other types of members on the 15th The lt Setup gt button is used to filter your members by billing types membership categories form of payment etc You can create and name a billing type using the lt Setup gt key When you press the lt Setup gt key you will see a series of screens that allow you to filter which members to bill and the type of billing to perform You will name and save your settings To actually perform the billing that you have created use the lt Billing gt button from the main menu To change a Billing type that already exists select the Setup Edit button To create a new billing type select the Setup New button We ll discuss the different pages tabs you can use to filter your billing types in the next few sections TYPE Complete the settings on this screen to determine which form of payment you wish to produce and to name the billing type for future use Be sure to enter a description for the type of billing you are creating such as EFT Monthly Ist or Quarterly Credit Cards 74 a You should create and name a template for each type of billing you will conduct For example if you want to bill members on the Ist and 15th via credit card you will create two billing profiles Each profile will bill for credit cards but one will be on the Ist and the 2nd will be on the 15th As you select a type of billi
240. me account press lt OK gt to complete the selection The selection window will not display all of the income accounts at one time Use the PgUp PgDn keys to display the other income accounts The Up Down arrow keys will allow you to scroll down the complete list of retail inventory income accounts SELLING PRICE Enter the item sales price into this field When an item is sold from the inventory database the value in this field will be displayed in the amount column of the invoice TT 87 88 TAXABLE ITEM Sales tax will be charged whenever this item is purchased on the POS screen The sales tax charge will correspond to the tax rate 1 2 or both as is common in Canadian provinces or larger metropolitan areas which are entered in the Configuration area refer to Configuration Site Information A NONE selection means that the item is tax exempt on the POS screen DISCOUNTED ITEM If you wish to put a particular item on sale by reducing the selling price by a specific percentage click on the Discount item box A pop up window will appear for you to enter the discount percentage When sold on the invoice screen the price will reflect the value of the Selling Price field reduced by the percentage entered in this field Leaving the Discount item box without a check mark will cause the price to reference the Selling Price field without applying any reduction ALERT WHEN BELOW Enter the value into this field th
241. mean by marketing Sales marketing is the process by which salespeople identify potential sales prospects initiate contact with them qualify the prospect as to their level of interest and then follow up Several factors distinguish the marketing process from other activities such as advertising and selling Marketing is an active process and is very personalized Advertising is usually done on a very broad scale to a mass market with the intention of generating prospects Selling in health clubs is usually done in a one on one situation and usually in response to a Prospect expressing interest in the club 103 The key is to generate more Prospects You probably have many qualified Prospects that you lose track due to lack of an effective process to track these leads For maximum success you should follow a systematic strategy Here is the system as used by successful clubs You can use this system to log your prospects keep detailed notes of every call track follow up dates and call back when you say you will When you use this system you ll find it provides a process to set a call back date for every Prospect You can run call back reports each day to find which Prospects need to be called back By viewing the notes from each record you ll be reminded of prior conversations and know how to escalate the Prospect to the next level Effective Prospect tracking is a system By effective tracking and
242. member When you want more information about a member click on the member s name A window will pop up that allows you to view more member information 418 ge ag a a aE ee The More Information window will let you see additional member information You can zoom in to a specific area of interest by clicking an icon on the screen The icons located along the bottom of the screen will show in order from left to right Account information Recent check ins including date time and status Personal training sessions remaining and used Class enrollment e Scheduled appointments Family members Heeni E Agreement 17H00 Haa Raith Alieni 86518 Brook Forest Hessian TX TH Nome Miyim Ware TIT aa a Ct a Locker J4 Locker mpi ATI Lani renewed fi Hemberdince GUA fonts pies GENT Ferman FIM m P ETF ee TT 119 Monitored Check In In many cases it may be desirable for each member to check themselves into the club There may be an attendant near the counter to monitor the check ins however the clerk may be attending to other duties and not be right at the computer screen In this circumstance you should use the monitored check in mode When configured for monitored check in the display will not pause when there is a status problem with a member s account The display will allow the check in to proceed however the member s account will be flagged and the screen will display an ale
243. members by status For most billing situations you should probably select the default ALL STATUS Selecting the default ALL status will not restrict the members getting billed The club selection is used to filter your members by club When conducting EFT or Credit Card billing club banking information is included in the file that is produced If you select more than one club the club banking information will be obtained from the home club configuration If you select only one specific club the banking information will be included for the club selected 180 OUTPUT Output formats vary and will range from a File or specialized output for one of the elec tronic formats The choices on the Output screen will change depending on the type of billing you have selected on the Type screen Statement billing which generally is printed on white paper will provide options for the statements while Credit Card billing which has many types of outputs provides a larger selection list For Statements the Date on Statement Courtesy Message and Due Message are printed on the forms for information only and have no effect on the billing Electronic Credit Card There are over 50 major credit card processors and dozens of secondary credit card proces sors Unlike the EFT which is governed by the Federal Reserve there is not a standard for credit card transfer The program supports many types of electroni
244. ment discounts will be allowed up to that amount during the sales process The enforceable payments are used to create an Account Receivable when the membership is sold Using this area you can create an enforceable payment schedule for the member ship Changing the number of months for the contract in this area will cause the program to use the base cost information to calculate the monthly payments The Debit description field is used when adding charges to the member s record It provides a description of the type of charge and is used in the account browsers or printed state ments Services Fees Select the lt Add gt icon to add availability of a service or fee to this plan Note that these services and fees are initially setup in the Configuration module Upon selection the Browse Services Fees window will appear Choose an item by highlighting it and clicking the lt Select gt icon A Plan service fee add on window will appear Select the Add on Type Apply charge and Number of visits if V checked If Terms select the Schedule for payments Note that Payment Schedules are also setup in the Configuration module to be used for this add on Also assign the pricing to be used depending upon form of payment EFT Statement or PIF enter the maximum discount if any permitted by sales persons for selling this plan and renewal pricing if desired If Dues enter the pricing to be used for EFT Dues and Statement Du
245. module a window is displayed that will allow you to assign icons to each department and inventory items to the Item buttons You can create Departments icons which will appear on the Front Counter POS screen For each Department you can create items which will define the inventory products that will be sold To begin setting up the POS system decide which items you want to sell with the Quick Keys Note that all items in the inventory can be sold via barcode scanning or the card filelookup The Quick Keys augment the barcode and lookup capabilities and allow the selected inventory items to be sold with just one touch When you have decided which items you want to sell with the Quick Keys group them into Departments or groups of items Each Department can contain any mix of item buttons they need not be grouped by type For example your Juice Bar Department might contain Items for juice vitamins and drinks Once you have defined the departments and the items that will be contained in each Depart ment you are ready to enter the information into the system _ Departments Each Department button can be assigned a descriptive label and an icon The icon is optional The icons are selected for each Department using the icon entry field We have provided several icons that you may wish to choose from when designing your ProShop departments These icons are available in the Fitness icons subdirector
246. mpleted Os Installation If you purchased a complete system from Aphelion you can safely skip this section If you are installing the software locally follow these steps 1 Start Windows 2 Insert the Aphelion Software distribution CD into your CD ROM drive Auto run should bring up a menu 3 From the main menu select Install Software 4 Select the type of installation server or workstation based on your needs and the given description 5 Follow the on screen instructions to complete the installation process That s it The software is installed on your system If you have purchased optional software such as the Data Exchange Utilities you will have additional icons Network Installation If you are installing the program on a network you should select a unique terminal number for each Workstation These terminal numbers should be numbered starting at station 1 and incrementing for each additional station on the network The install program should be used to install the software for each Workstation When installing to a network certain precautions must be taken First you must determine if you are installing the software on a computer that is acting as the network Server or one of the Workstations Second you must know the assigned network drive of the server s hard drive within the network When you are installing the software you will be asked if the installation is to the network Server or Wor
247. mpleted normally at this point To Enter Split Tender Sales 1 Inthe Front Counter Module select Areas gt Register from the menu bar 2 Select an inventory item for sale and press lt Total gt 3 Select the lt Split gt button 4 Press payment 1 button 5 Press payment 2 button and enter payment amount Returns It may be necessary to return an item previously sold to the customer To return merchandise scan the item enter the ID or touch click the item in the Quick Key area The item will appear in the Receipt area as if you were selling it Press the lt Return gt key A message will appear asking if you want to return the item to stock If you press lt Yes gt the program will add the item back to the stock and increment the inventory quantity for the returned item If you select lt No gt at this prompt it will cause the program to assume the merchandise is defective and not add it to the existing inventory The item will show as red on the receipt area Complete the transaction by pressing the lt Total gt key Select the Form of Payment to return to the customer The Receive payment screen will be shown but the amounts will be negative indicating you should return the appropriate amount to the customer The cash reconciliation will be updated accordingly wo Cash Out To track cash removed from the cash drawer sell a Miscellaneous item Modify the description of the transaction change the tax status to
248. mport record treating the BILL TO ID and BILLED FROM ID as member barcode numbers If the lookup method is set for agreement number the program treats these import fields as agreement numbers instead If looks for a database record where the agreement number matches the import BILL TO ID If found the transaction is created and linked to this member If you use the agreement lookup method be sure that each member s agree ment number is a unique value The Fitness Manager program does not enforce this requirement Reject Duplicates Optional version 1 only always yes for version2 allowable values are Y yes N no or blank The default is yes When set to yes the program checks each import record for a matching record in the target database based on the following field values BILL TO ID TRANSACTION DATE DUE DATE AMOUNT and CLUB Ifa complete match is found the import record is skipped S a6 ae 231 Calibrate Optional version only allowable values are Y yes N no or blank The default is no Use a value of yes for this option to import a full set of transaction data If you have existing data you will want to also set the Club to Clear option to a value of 0 to remove existing data The calibrate option writes a Last Post Date setting the local APHELION INI file based on the latest TRANSACTION DATE field in the import file This last post date is used in conjunction with the Smart Update option
249. n it comes time to bill your members you can 186 select only those members that correspond to one of the billing cycles You can also select All Cycles to bill everybody at the same time The FOP form of payment is used to specify which type of billing each member will use for example EFT credit card or statements When you enter member information in the data entry area you can add a member using any combination of membership category billing cycle and FOP The combination of categories cycles and FOP is used primarily when you are taking information out of the system when you bill members and when you print reports When you bill members or print reports a filter is used to select membership category billing cycle and the FOPs and limits the output to only those that you have selected Combo Boxes Many areas of the program provide pull down choice boxes from selection fields These pull down choices are context sensitive and accessed while on the appropriate field Most of the selections in the combo boxes can be configured from the Configure module An example is the membership categories When choosing a category for a member a list is displayed This list is initially setup in the Configure module The Configuration program allows you to setup your own choices for member categories billing cycles payment types and many others This capability allows you to configure the system so it uses descriptions that are f
250. n to keep up with guests and prospects while performing other tasks Sales The contract sales module is designed to provide a tool to the salespeople that will help close more sales Using this module your salespeople can sell membership contracts that are error free The member s signature is captured at the time of sale meaning the entire contract can be stored electronically reducing your paper storage The system will print a standard membership contract for each type of membership plan At the salesperson level this module provides what if screens with pricing options and automatically provides proration information When the sale is complete a laser printed custom contract is produced The information that is entered in the Contract module is automatically moved into the member database when a membership contract is approved Data Entry Since a lot of the information regarding members is automatically entered when you sell a Contract this area is primarily used to enter information for ProShop items employees classes and schedules Full membership information is also contained in the data entry area This module is used to enter a new member view or change existing members or manage the inventory class and employee information that is in the program a E 3R Contigurat A Billirig tn Collections la WorkoLt Partner Configuration This module will allow the user to customize the system exac
251. nager Select the File menu Choose Run Type A setup or B setup then click OK Follow the instructions that appear on the screen The Install program will automatically copy the files from the disks to your hard disk The program will give you step by step directions as it installs the touchscreen software NOP amp That s it The software is installed on your system TT 43 14 Picture Capture For Aphelion customers with the ScreenPics option Aphelion has developed a simple method to capture your members images To use the video capture utility you must have a camera and special Aphelion software There are two methods to take member pictures By far the easiest is to click on the camera icon when the member checks in to the club The camera icon is displayed on the check in screen When you click the camera icon the member s image is displayed on the screen and permanently associated with the member every time he checks in To manage all of the images at one time or to set up a workstation to take pictures on initial club startup use the Capture utility Select the PICTURES icon from Aphelion Club Management Program Group rather than from the Front Counter module The first time you execute the Picture CAPTURE program it will prompt you for the type of video input source that is connected to the interface board For most applications the correct response will be Composite Video Select the S Video option if you
252. nce you have the printing centered on the labels the automatic printing can begin Start the printing process and stop it after approximately 10 labels have been printed Use the barcode reader to sample the 10 labels printed If the successful read rate is high continue printing the labels It is recommended that you periodically every 250 labels or so stop the printing process to check the labels with the barcode wand and make any changes to the Lighter Darker adjustment on your printer Also this gives the print head a chance to cool During label printing you can select the database record you desire to print Note that you can print an individual barcode a sequence of barcodes or all barcodes Printing can be aborted by pressing the lt ESC gt key After pressing this key you must wait while the printer buffer clears before the printing actually stops Once you have determined that the labels are working properly restart the batch printing process If the labels are not reading properly you should check several potential problem areas First see if the ink is spreading from the dark lines into the white spaces The print head can be adjusted away from the platen surface check your printer user s manual Also verify that the ribbon is installed properly and that it uses a carbon or black dye based ink 216 Membership Cards Membership cards must be printed with an indelible ink based ribbon To print membership cards 1
253. nclude and because it is easier to change information than to develop it from scratch Once you have made your initial selection from the menu a secondary menu window will appear with specific information screens Enter the requested information into the appropri ate fields You will either enter the required information or select from predefined options In many cases you ll indicate your choice by placing a checkmark next to an item If you wish to leave the configuration screen you are presently editing press the lt ESC gt key If you leave the selected configuration screen in this manner the program will disre gard your changes to this particular configuration option The following sections describe some of the Configuration options 1 34 32 FILE The files menu is primarily used to setup the default report printer that will be used with the program A receipt printer can be physically attached to any one of the parallel ports on the computer or on any computer on the network The receipt printer is setup under the Site menu If in addition to your receipt printer you have a laser printer you can set which printer port to use when printing Select the PRINT SETUP to set the printer you are using with the system The system will use the default Windows printer unless you setup a different printer using the Specific Printer option The PRINTER SETTINGS option can be selected to designate printer con
254. ncome accounts for the NSF fees however if the process is automatic the account information is retrieved from the configuration settings In this area of configuration set the Billing and Income accounts to be used to apply NSF late charges declines to the member s account Late charges are extra service fees associate with returned check type items and can be set during the automatic import of the declines file uote MASTER CARD x Cancel AMERICAN EPRS DISCOVER Merchant De are cel under SitefClub Settings gt _ gt ee FR Credit Cards Up to 5 different credit card forms of payment can be entered by the manager into this section of configure If you are doing any type of credit card billing you must enter your merchant ID in the space provided The merchant ID field is used when you print your credit cards or during the generation of electronic credit card billing It is suggested you retain the order that is provided in the description for Visa Master Card American Express and Discover This will insure the Front Counter icons match the credit card descriptions To Set Credit Card Types 1 In the Configuration Module select Accounting gt Credit Cards from the menu bar 2 Enter the names of the credit cards accepted by your club 3 Click lt OK gt 5 54 Billing Cycles The Billing Cycles represent the repeat frequency of your billing activities such as Monthly Ist Monthly 15th Quarter
255. nd of this section HOURLY WAGE Enter the hourly wage for this employee CLUB NUMBER Enter the Home Club number for this employee COMMISSION LEVEL Enter one of three Commissions levels available for inventory items See Commission tab in Browse Items area As a commissionable inventory item is sold at the POS Register screen the commission amount will be automatically computed to reflect the appropriate commission level for this employee To Enter Employee Information Into The Database 1 In the Data Entry Module select Data Entry Employee and click lt ADD gt 2 Onthe General tab screen enter employee information Click on lt Access Settings gt Note The lt Default Access gt button can be used to quickly setup the access rights for each employee Once the default is loaded for the type of employee you can tailor unique privileges by turning on or off individual selections Click on the Additional tab to enter additional employee information Click on the pull down arrow and select the employee s department 4 5 6 Click on the up down arrow buttons to select the Home Club number 7 Use the arrow up down buttons to enter the start date 8 Check the Active box if the employee is currently working for you 9 Enter a unique Alphanumeric password for the employee in the Password field 10 Click the Certification tab to add employee s certification informa
256. nd the particular application and will usually free up the computer If this continues to happen or you start getting Windows error messages then a reinstallation of the Windows software may be required Demo Mode If you suddenly get the message that the computer is running in Demo Mode one of several things may have happened The most common problem is that you have an older printer plugged into the security key that is provided and it is either turned off or is off line If it is turned on check to see if the printer prints properly If it does then go into the Aphelion Utilities Module and select the Utilities keytest option If you get the message No Key Detected call Aphelion Technical Support Mail Merge Keyword Tags The following tables are a list of available keywords that can be inserted into your Microsoft Word templates for use with the mail merge functions These keywords are accessible through the Microsoft Word macro in the keywords dot file located in the Aphelion Letters folder Account Responsible Account Party Responsible Party Account Value Account Value Address Address Address 2 Address 2 Age Age Agreement Agreement Bank Account Bank Account Bank Account Bank Address Bank Address Bank City Bank City Bank Name Bank Name Bank Route Bank Route Custom Date 2 Bank Sate Cisiom Date 3 Club Zipcode Club Zipcode Custom Date 4 Contract Expirat
257. necessary 3 Click lt OK gt POS Pole Settings The system can utilize a standard POS display This type of device has a display that is visible by the member The display is about 3 high and is contained on a pole that the member can view as the POS transaction is conducted The pole shows progress during POS transactions or messages during the check in process To utilize a POS display pole select the serial port that you have the device connected to Also choose whether you want the display to be active on check in during POS transac tions or both The messages that are shown on the display can be selected There are two lines available for your message The POS pole can display different messages for unattended and attended check in modes Enter the message in the appropriate area The quiet mode is the message that appears when there has been no activity on the system for several moments This should be a message such as Welcome to Club Aphelion or Family memberships 1 2 price To Set POS Pole Settings 1 Inthe Configuration Module select Station gt POS Pole Settings from the menu bar 2 Choose a serial port and usage location 3 Click on the Messages tab and enter appropriate check in messages 4 Click lt OK gt 1 gh Sound Settings The program will play sounds for several types of events during the check in and POS process The sounds menu is used to select which sounds are play
258. nection infor mation as well as paper form selection STATION LE oe nAi cimer 5 r aidaa This configuration option allows the user to specify the options to be used by each station running the program Highlight the STATION option from the menu to make the hardware choices for your system Printer Settings The program can be configured to your requirements when printing receipts invoices and mailing labels The default for printing a ProShop receipt can be set to on or off Receipt Printing If set to on the software will assume you want to print a receipt unless you turn it off at the time of sale If set to off the receipt will not be printed at the time of sale unless you override the default Choose the type of forms you are using for Invoices Invoice form The Plain Paper receipt is selected for laser printers using plain white paper The program will print a standard form on the plain paper that includes all transaction information If you are using your letterhead for Statements select the format for letterhead If you are using preprinted forms select the Form options For both letterhead and form options you should print a sample on plain white paper to view the output to decide which format to use The printed receipt that is produced at the Point of Sale Receipt form can be selected in a similar manner The receipt can be printed on plain white paper using a laser p
259. neeeeeeeeeenees 31 Configuration MenuS ssssusenensunennununnununennunnnnunennununnnnununnunnnnunnnnnnnn ennum ennum nnmnnn nnna 31 Member Services ssssssnnnnsennnnnnnnennnnnnnnnnnnnnnnnnnnnnnn nn nnnnnnnn nn nnnnnnnnnnnn nnmnnn nnmnnn 65 DADA ENTRY A T E te EEE A E 73 QvervieW suscaassinsacedeccatsenessitues sutetvanandeausviudvenanavinade cusdceinaneuastnasadecenmatauneieane 73 Member Database i aisuiiisicscscccacucacvascecsteatvesieuentuatansccdancectscnareaducedasnmatauedsesiveends 75 Inventory Database ici ciscccccctascecictcenasandecedvanaedeavdusededectdewewewededewtememasinetiniessiees 86 EM Ploy CCS siisiinntsaintsandaacdnandnacdannansaaua aaa aa aaraa aran ara ara ara araara ananda iaaa iniaiaiai aiaiai 93 BRINKS sccuadaaudauiuaedaninaaate ta eutdenasentdewanducusavindveudueneboususeiivedecvieust anara kakan arauka isiu Sainas 97 COUPS aiaa Aana araea aa aaraa eaaa a dra arasa aaea ai raaa PA Ana Aa SaSao Wasana adna aaisan Eana 98 AECL E E E E A E E T 99 Personal Trailing x trissssdisssinasisacdnandamreatasisaaed esis anes sbedd sacdnewenaddnaddesavasayadavasamanedne 100 SOM CCUG is sitsi sits sasse ce nctaeacecstencawacdvsavanduasaceaduwasisnacscacasacecasasaeaaien suavaneeiunsaanduaaies 101 MARKETING wsssscccccateccustetsetesitcnsenctastsrrnacteetenattnsneesttachtectaadiccoeansceccetees 103 How to Track Your Prospects cs eeccccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeseeeeeeeeeeeees 105 CONTRACT SALES 55 ssc ceecissicdsicccess
260. nformation can be singled out for operator prompting The message that you entered into the Status Message field in the Member s record in the Data Entry area is also displayed at the time of check in Restricted Times Or Restricted Activity An alert window will appear if the member checks in during restricted hours The restricted hours are setup in the Configure section as part of the Member Category Each membership category can have hours that are allowed and disallowed When a member checks in during disallowed hours the alert screen will appear Insufficient Visits The Insufficient Visit alert will appear if an attempt is made to check in a member requiring more visits than are available in the member account 3 Expired Membership If the member s contract expiration date has been passed an alert will appear on the screen when the member attempts to check in The expiration date of the contract will be dis played Members can be set to open end contracts if you wish this alert to be avoided Expiring Soon When a member s contract expiration date is within a preset number of days of the current date an alert is displayed on the screen when the member attempts to check in This alert is used as a member retention reminder and can be used as a signal to sell the member a new contract The number of advance days can be set from the Configure section under the Site menu A field is displayed allowing you to set t
261. ng the selections on the other tabs may change depending on the selection you make on the Type page For instance it is not appropriate to select an output file if you choose to print Statements so that selection on the Output section will not be visible if Statement is selected on the Type section Note that as you select the type of billing the bottom of the page displays the form of payment that you have selected The form of payment display is gray and cannot be changed for all billing types other than Statement If you select Statement billing you can override the default to send a statement to those members that are normally billed via credit card or bank draft The Statement that is produced will reflect the recurring dues amount that has been entered into the member database record along with any account balance If you select Credit Card or EFT the program will produce an electronic file to be used to send to a clearing house or bank If you are exporting the data electronically you should contact your bank for the proper communication link If the member is set up for automatic drafting from his her account for dues payment you have the option of printing a bank draft for the member Printing checks requires the use of a special printer for producing the Magnetic Ink Character Recognition MICR font for the bank If you are transmitting EFT files to your bank or clearing house select the EFT option The EFT option produces an
262. ng purposes as miscellaneous inventory sales To Sell an inventory item by scanning the UPC code 1 Inthe Front Counter Module select Areas Register from the menu bar 2 Enter the UPC code by scanning the barcode or manually enter the barcode ID and press enter When you scan the UPC code the item is displayed in the Receipt area of the screen 3 Press lt TOTAL gt 4 Press payment button Low Inventory Quantity When you sell an item that is low stock an Inventory alert will appear indicating the inventory quantity of an item is below the reorder threshold This will remind the user to reorder the item before it s stock is depleted Reorder thresholds are setup when you enter your inventory Reorder reports can be produced that will list all items that are below the reorder threshold 138 Pana irs e hinas zn fold by Poet ion T S Completing The Sale Total Key The Total key directs the program to complete the Invoice The Total key does more than add the amounts on the Register This key directs the system to store the information contained on the display in the computer and to update the database with this new informa tion The Total key is displayed only after an item appears on the Receipt area of the screen The transaction is not complete until the Total key has been pressed When you press Total the screen changes to display the form of payment cash check credit card
263. ng to limit which fields are used to change existing mem ber data This example never changes a member s status message or birthday even if that data is included in the import source file Field Handling Exclude Field1 Status Message Field2 Date of Birth Import Transactions Source A CREDIT TXT Target C FITNESS DATA CREDIT DAT only set the following to delete payments for a specified club prior to import otherwise omit or leave blank Club to Clear set to skip records with the indicated club number this can be used to avoid importing your own records back in exchanges between multiple clubs Club to Skip 1 gt The following setting tells the program to update the index on the fly set sto Yes for importing a complete new file Build No Import Contracts Source A CONTRACT TXT Target C FITNESS DATA CONTRACT DAT Build No Export Members Source C FITNESS DATA CUSTOMER DAT Target A MEMBEXPT TXT limit export to new records added after last export date Added Since AFTER don t export updated members Updated Since 12 3 1 2099 export only members in selected categories Included Categories 1 4 5 export a subset of the member fields Field1 ID Number Field2 First Name Field3 Last Name Field4 Last Updated An additional entry is available for the export sections to support the archival option Clear Archive Optional allowed values are Y yes N no or blank The default is no Set this
264. notes you ll have a comprehensive record of each call which employee spoke to the member and the result of the call These notes remind your employees of the results of the last call and provide a sophisticated quality image to your call A detailed record of each conversation allows you to escalate each call to the next level To Place a Member in Collections from Data Entry Module 1 In the Data Entry Module choose gt Data Entry gt Members 2 Highlight the member s name and click lt Convert gt 3 Choose Collections and click lt OK gt and lt Close gt Members in Collections will have a red C by their name in the Browse Member screen To Place a Member in Collections from Collections Module 1 Inthe Collections Module choose gt Browse gt Collections 2 Click lt New gt and then click in the box next to the member s name to add the member to Collections lt Close gt To Preview Print Call Back Lists 1 Inthe Collections Module gt Reports gt Call Back Reports 2 Enter beginning and ending call back dates 3 Choose an action from the pull down menu To Preview Print Notes Reports 1 In the Collections Module gt Reports gt Notes Reports 2 Enter the inclusive dates for desired reports 3 Choose Assigned To category from the pull down menu Choose All if you want to see all notes for that time frame 4 Click the box if you want a detailed report 5 Click lt
265. ntract can be seen in 16 this window If the member is billed on an open ended recurring dues basis the dues amount along with the next and last billing dates are shown The account aging summary is shown to indicate delinquent payments All debits in a member s account in which the due date has passed are sorted into one of five aging categories Current Past 30 Past 60 Past 90 Past 120 days based on the difference between the current date and the due date Each aging category is individually summed to show the amounts past due by the days reflected in the category i e 60 days The Total due field is the sum of all outstanding balances In other words the sum of all aged account balances from the Current through the 120 days Additional information is available by selecting the Details button from the displayed options This button can be protected by the password security system Once this option is selected the summary screen is expanded to display the complete schedule of unpaid charges To see all account charges including those that have been paid click on the check box to de select the Show unpaid charges only option The browser will display every charge that has been made on the member s account To View Member Account Summary From the Front Counter Data Entry or Collections modules click on the card deck icon Select a member s name and click lt SELECT gt Click on the member s name in the c
266. nu is a display containing various selections These selections are located along the top of the screen or in a pop up window They are called pulldown menus because subsequent selections appear to drop down from your choice on the menu The second type of control procedure is called an ACTION BUTTON We ll call this type of menu an ICON in this manual The default icon appears on the screen with a small shadow behind it These icons are usually used to perform a simple action or are used in conjunction with scrolling data windows where the up down arrow keys scroll a browser Each icon has a label We ll refer to each icon in this manual by placing its name within brackets lt gt 1914 MENU CONVENTIONS Throughout this manual we will reference various areas of the program To facilitate your navigation through the different menus we will represent subsequent menu selections with this symbol For example the sequence of keystrokes used to view the check in reports while in the reports module is represented as follows Reports Members Check in In English this means Select the Reports option from the menu selection bar then select Members from the list that appears then find and select the Check in menu selection Software Standards 22 Aphelion software maintains consistency by following standard procedures no matter what module you may be working in MODIFYING RECORDS Many types of in
267. number of member checked in within a range of dates e Totals by Area Lists total members checked in different areas of the club e Members Visited Since a Given Date e Members Checked in With Non Ok Status e Members Checked in For Status e Members Whose Entry was Denied e Inactive Members Punch Card Punch card reports will display members checked in using visit units This report will allow management to guage how well visit sales are performing A second report will list all members with visits remaining Visit reports are especially useful if you are selling large quantities of personal training babysitting service court time or tanning Punch Card visits can be sold through hot buttons at the front counter Point of Sale screen From the Punchcard menu you can access the following reports e Members Checked in using Visit Units e Members with Visit Units Remaining Groups If you have memberships that are associated with a sponsoring group you can generate reports that will monitor your member s affiliation with a group The report will list the members checked in by group affiliations The following submenus are listed under the Groups menu e Members Affiliated with a Group e Members Checked in by Group 200 Contracts This group of reports deals with contracts that are developed in Configuration Contract reports will provide you with pertinent information regarding active or expired contrac
268. nus or additional database browsers Filtered searches are conducted by selecting the appropriate items from the Filter window Record Editing Each record has been subdivided into smaller areas containing specific information These smaller areas are called fields Fields are used throughout the program as areas for the user to enter information into the system The editor allows you to add or change the informa tion within these fields The editor allows you to move the cursor within an entry field add or change text or move to the next field Hot Keys are setup for each field to facilitate easy navigation throughout the record Each field name has an underlined letter indicating the hot key er OT O U o4ai o Use the lt Alt gt key along with the underlined letter to move directly to a field Alternately use the mouse to go directly to the field New records can be added by selecting the Insert or Add function from the menu The following table is a summary of the methods that are available to change the record Note that the system utilizes the Windows conventions for moving between fields the lt Tab gt key is used to move between fields The lt Enter gt key is used to save the record Editing Commands Up Dn Arrow Move to the next field Tab Moves cursor to the next field Shift Tab Moves cursor to the previous field Back Space Deletes the last character entered lt ESC gt Aborts and returns to t
269. o 256 initially Performance will be enhanced if you have more printer memory as more data can be stored at the printer for formatting Printing checks requires the use of a laser printer using the Magnetic Ink Character Recog nition MICR font for the bank Receiving Payments from Mailed Statements When processing payments received from a mailed statement to the member use the Get Payment function available from the Front Counter or Data Entry modules Enter the amount of the payment received The amount will be applied to the oldest matching charge If you wish to apply the amount to another charge select the Manually apply payment option and double click the desired charge 183 Billing Declines Processing declined payments is typically necessary after completing a billing function If the declines are returned as part of an EFT activity they will be in the form of a text data file that can be automatically processed by the software In this case the declined payment is found in the member s account record and cancelled In effect the payment is rescinded restoring the account balance to the pre billed state Late fees etc can also be attached to the member s account during this process For these fees an invoice and charge is created and added to the member s account To automatically process returns that have been received from your EFT processor select the Process Declines option from the billing menu
270. o speed the data entry process and reduce errors Aphelion software also supports an electronic cash drawer POS printer visual card reader display pole and a turnstile To get the most from your system a touchscreen monitor should be added to the front counter or member workout tracking workstations A touchscreen monitor provides the fastest transaction times and simplifies training This type of monitor is recommended since it has been proven to reduce operator fatigue and simplifies operation of the system Data Backup Before you get started we would like to insert an editorial comment just once You have purchased a software package that is complete comprehensive and tested You can t hurt it and it won t lose your data unless you deliberately delete records Computer hardware on the other hand does fail Failures do not occur very often but when they do it s always at the most inappropriate time We feel that one of the most important sections of this manual is the DATA BACKUP section The importance of backing up your data cannot be empha sized enough Significant hardware failures can be trivial if you have a data backup Without a backup trivial failures can become major catastrophes Hardware can and does fail particularly with the heavy use that occurs in a Point of Sale environment so Please Please Please backup your data on a regular DAILY basis Thank You Trust us it s worth the time Major Features
271. oftware programs 237 Payments from the cash sales at the POS counter are exported in this process However these payments must be manually Grouped with other Undeposited Funds in Quickbooks for them to appear in the Make Deposits window This can have significant work impact if a large number of POS sales payments are exported from the Fitness Manager to Quickbooks Export Process Prior to performing the export import process make a current backup of your Quickbooks data To export the accounting information from the Fitness Manager to Quickbooks the Import Export utility program must be executed Select the Export menu and highlight the option for Export to Quickbooks A window will be displayed that allows you to enter the range of dates for information to exported Specifying the date range is critically important to accurate information transfer The importance is derived from the fact that Quickbooks does not recognize duplicate invoices Therefore if you overlap the date range with earlier exports duplicate invoices will be created in Quickbooks resulting in corrupted data files It is recommended that a specific export frequency e g daily weekly monthly etc be used to avoid duplication of data within Quickbooks Once the file has been created start Quickbooks and select the Import function under the File menu Provide the path and filename for import and process the file Verify that new invoices etc
272. ogram listings if provided shall be non transferable Purchaser shall not copy reproduce disclose duplicate or allow to be copied in whole or in part any licensed program or any information deemed proprietary by APHELION Inc Copyright NOTICE This software and system has been provided pursuant to a License Agreement that contains restrictions on its use This product contains APHELION proprietary and trade secrets that are protected under federal copyright law It is UNLAWFUL to COPY or DISTRIBUTE this product in any form or medium or to disclose to any third party or to use in any manner not provided in said License Agreement except with the prior written permission of APHELION Getting Started This section will describe the method used to install the program on your computer In structions are provided on the method used to run the program after it is installed Hardware Requirements Certain minimum hardware is required to run the software A Pentium P150 class com puter about 5 GB or larger hard disk one CD ROM Windows 95 or later and 32 Mbytes of memory are the minimum system requirements For best performance or for multiple workstations or networked applications a Pentium 300 class machine with large hard disk and at least 64 Mbytes of memory is preferred Networks such as Windows 98 and Windows NT are ideally suited for networking the software To enhance the system a barcode reader can be added t
273. on to delete old inactive prospects When entering a Prospect record in the member database you can enter an expiration date to support deletion of old prospects The utility uses this date to look for expired prospects and delete them from the Prospect database Any prospects that are older than the user set date are deleted Choose the listing order either by member ID or alphabetical by last name Then enter the reference date for deleting old prospects Each prospect record will be examined and the expiration date compared to the date entered If the expiration date in the prospect record is before the date entered in this field the prospect record will be deleted from the database Purge Use this utility to delete check in data time clock data member notes and paid transactions Select the data you wish to purge and then set the date parameters List Members w Duplicate Agreement Numbers Agreement numbers are entered in the database at the time the sales contract is entered Any number can be entered into the agreement number field The List Members w Duplicate Agreement Numbers utility prints a list of the members with duplicate agreement numbers Set Values For Blank Member Agreement Numbers This utility will set all blank agreement numbers from the member s existing barcode IDs You can choose either prefix or postfix values to place before and after the barcode ID in the resulting agreement number Edit Tim
274. or record keeping purposes Ba pi jem omen eee eee hee Try amp a HB O ww E Si eel Ses bs ae Se ajea Ej a A a Wa mias b ae wy ioe z um ap m muer The information that is required to complete the Register is entered into areas of the Register called fields A field is an area for data entry When a field is available for modification or data entry it will be highlighted and the cursor will be positioned within the highlighted field Enter the desired information into the field via the keyboard then press the lt Enter gt key to move to the next field The Register screen is separated into distinct areas on the display These areas divide the screen in a logical fashion and separate the different areas of use The Register is graphi cally displayed as a receipt portion on the lower left department buttons in the middle of the screen items within a department on the right side and a manual item entry area at the top right Information pertaining to the member is displayed on the top left portion of the screen display Tracking the member Information is optional and displayed in this area to support the transaction 135 Register Operation The Register has several ways that can be used to sell an inventory item The software is designed so that you can sell items with different methods depending on the circumstances To sell an item you can Scan the UPC code Manually enter a barcod
275. or the names in your database Printing mailing labels is a two step process You must first choose the way the labels are sorted when they are printed Second you must choose the members you want selected for printed labels There are various ways to filter your members standard filters queries tags or none When you select none you will get labels for all of the names in your member database To Print Mailing Labels 1 In the Reports Module select Utilities gt Mailing Labels 2 Select a starting postion This refers to where the first label will print on the page 3 Select the sort output by name barcode or zipcode Click lt OK gt If you choose to sort by name the labels will be sorted alphabetically When you sort by barcode or zipcode the labels will appear in numerical order on the page 4 Select a method to filter member names Standard Filters Select the members you wish to include in the label output Query Select a saved query or define a new query Tags Select members by manually tagging them None Selects all members in the database 5 Select Preview or Print labels Click lt OK gt Barcode Labels Selecting the Barcode Labels option from the Utilities menu prints client barcode labels To print the cards insert the card stock into the printer The label utility will print the barcode identification labels on single column mailing label stock of 15 16 inch height by 3 or 3 1 2 inches wide O
276. ory item The payment or partial down payment can be collected and processed as all other inventory sales Selling a membership in this fashion is very quick however much of the data that could be captured with a membership sale is lost as the program is really only selling an inventory item called membership To sell a membership from the Front Counter you must have a name in the sold to area of the POS screen If the new member has been previously entered into the system as a prospect enter the prospect ID If the new member has not been entered into the system previously you must first place some information about the new member into the system To add a new member record from the Front Counter touch the blank area of the POS screen that normally contains member information A screen will appear to add a minimum amount of member information Now that you have a prospect or new member in the sold to area of the POS screen you can complete the transaction by selling a membership inventory item Prior to this step you should have entered several of your membership types into the inventory area to allow you to sell these items When you sell a membership from the POS system it will have the effect of processing the membership as an inventory item and allow tracking and reporting of the membership sale later by using the POS transaction reporting As you complete the transaction choose the SPLIT function for form of payment S
277. ose member that are responsible for paying the dues and other charges for themselves and other members such as family members A Secondary member has the Bill To field on the Responsibility tab of the member record set to whomever is responsible for payment A Primary member has this field set to self Active Contracts is a count only of primary members whereas the count of Active Members includes both primary and secondary members The values reflected in the Renewed Contracts are the number of members that have the Last Renewed Date field on the Renewal tab of the member record set to a value within the date range entered to start the report The count reflected in the terminated expired contracts column includes all member that have a value for the Deletion date field or an expiration date that falls in the initally entered date range The report does not include Prospects but does include members placed in Collections Please note that the report will also be affected by the club filter set from the Settings menu under the Select clubs menu You can choose to include members from All Clubs or only from selected clubs To Print Member Contract Statistics 1 Inthe Reports module select Members gt Contracts gt Statistics from the menu 2 Enter a date range for the contract statistics you wish to review 3 Select Preview or Print lt OK gt General
278. osition the cursor on the Aad Change Delete Convert desired record then select the CHANGE button Additionally the Member database contains a lt Convert gt button This button is used to convert a prospect to a member or a member to a prospect Some records are too large to display on one page so they are divided into multiple screens other data entry records are displayed on one screen For records that contain more information than can fit on one page the program groups the data into several pages of information These pages of information can be viewed by selecting the appropriate tab button along the top or bottom of the display Record Searching The system is designed to allow you to quickly find any record in the system To find any record in the database position the cursor in the Search field then type a partial name or description Once you have entered enough characters to find the record press lt Tab gt There may be multiple ways to search for a record in each browse window For example in the member database you can select between the ID Number Agreement Number and Last Name sort orders To search for an ID number be sure you are viewing the records in ID number order To search for a name alphabetically make sure you are viewing the records in alphabetical order Filtered Searches Filtered searches allow you to view a subset of the database Filtered searches reduce the need for extra me
279. otes tab to enter additional member information in a free form note field 18 Click on the Picture tab if you have Video Image Capture capabilities and want to take a picture of a member To Add a member using Quick Add 1 From the Data Entry Module select Data Entry Quick Add Add Member 2 Enter the member information in the appropriate fields 3 Click lt OK gt Changing A Record To change information in an existing member record select the lt Change gt option The entry window showing the existing member information for the highlighted member will be displayed Deleting A Record The lt Delete gt option should be selected if you wish to remove the highlighted member from the database If you attempt to delete a member that has an account balance a warning window will be displayed Select the proper Yes No response to the warning and proceed Prior to deletion of a member you will be asked to confirm the deletion If you wish to continue with the member deletion answer Y Yes to this prompt otherwise select No Prior to deletion the user will be asked if the member information should be printed such that the information may be retained in a paper file Again select Yes if hardcopy is desired select No if the deletion is to proceed without printing the record information Convert Prospects to Members As mentioned earlier Prospects are displayed on this browse screen to identify potential
280. oups when compared against the total number of members Keeping a group database and using it to enter grouping information into the member database will simplify entering the group data Perhaps more important is the ability to track which groups are active how many members are in a group and the facility usage The group tracking capability will provide this information Group Database Fields As mentioned earlier information is entered into the database record in separate data fields These fields correspond to the information required to identify the group for reports and sales tracking GROUP NUMBER This is the ID number assigned to the group This number can repre sent your own internal numbering scheme or the program can assign an ID GROUP NAME Enter the group name into this field ADDRESS Enter the group street address CITY Enter the group city of business STATE Enter the two digit abbreviation for the state ZIP CODE The 9 digit Zip Code is entered into this field If only the first 5 digits are known enter these digits PHONE Enter the group telephone number This number will be displayed on the initial group browse window CONTACT Enter the name of the person you contact when calling the group for questions or services To Enter Group Information Into Your Database 1 Inthe Data Entry module select Data Entry Groups 2 Inthe Browse Groups window click lt ADD gt 3 Enter the group informa
281. ow unpaid charges onty Totals HALAI MlA 0 00 outstanding charges with the posted and due dates a description and the amount Only the unpaid charges are visible in this window Past due amounts are shown in red amounts currently due are in black and future charges are in green The originating invoice for any of the charges shown in the browse window is visible by highlighting the charge and clicking on the Go to button The individual items sold on the originating invoice are 165 displayed in the invoice details browse window Selecting the Charges Payments tab will display the charges associated with the invoice and any payments made against those charges To receive a payment in the simplified window the user enters the amount of the payment received selects the form of payment enters a description in the memo field and clicks on the OK button This will record the payment to account but it will be left in an unapplied status These unapplied amounts are shown in the Unapplied Credits field of the Account Summary screen The unapplied payments will need to be applied to the appropriate charges at a later time by management level personnel The complete payment entry screen is similar to the simplified screen but includes addi tional capabilities for applying the payment to the list of charges In this screen the payment amount form of payment and description are entered in the same fashion as the simplified sc
282. p of the club The Configuration module is provided to tailor the system to each health club s individual needs Since no two clubs are alike minor changes need to be made to the system to accommodate differences from club to club This area includes provision for different tax rates types of printers cash drawers membership types setting the passwords etc The Configuration module allows the user to customize the system to each site s particular needs Be comfortable with the system You can t hurt it The system will always ask for a confirmation before it allows you to delete any information so don t hesitate to experi ment Pressing the wrong key usually results in a beep or message The message indi cates that a wrong key has been entered but no damage has been done Just press the correct key and continue m What s In This Guide This manual will show you how to operate the Aphelion Software and take full advantage of its features In it you ll find An overview of the system capabilities An introduction to timesaving techniques Advice about how to get your work done efficiently Aphelion offers varied and abundant assistance in learning to use the program You can learn about the software features the way that s most comfortable to you Here are the options Manual Tells you the benefits of a feature and provides conceptual information Tool Tips Tells you what each icon does This is helpfu
283. phelion directory Several sub directories are created when you install the software The DATA directory contains all live club data Other important directories are Pictures if you are using video imaging this directory contains all of you pictures Sounds if you are using audio messaging this directory will contain all of your wave files Letters any form letters contracts etc written with our word processing will be stored here Icons any icons used for the POS buttons will be stored here Workout Workout Partner files are stored here Networks The Aphelion software works with all network platforms that support the NETBIOS standard such as Lantastic Novell and Microsoft Windows all versions 3 xx and above As was mentioned in the installation guide the software is fully installed on only the computer acting as the Server and is only partially installed on the Workstations If you are using a network system it is highly advisable that you have someone locally that can help maintain your network There are may times that what appear to be software problems are really network problems and can be fixed very easily Most computers sold today are provided with Windows95 a very good stable network platform that is easy to work with Video Imaging Optimum display settings for this function are at least 256 colors at 800 x 600 super VGA If your video card only supports 16 colors then it will need to be replaced in or
284. plit the membership into an On Account portion and a cash check or credit card portion depending on how the downpayment is paid The split will allow you to put part of the membership on the new member s account and to accept the down payment as cash check or charge When the transaction is complete a receipt is printed and the future membership payments will appear in the member s account Later you will use the Data Entry program to convert the new Prospect into a Member or to add additional information such as billing informa tion account number etc To Sell AMembership From POS Register 1 While in the Front Counter Module POS screen select Areas gt Register from the menu bar 2 Click in the upper left hand area of the screen where member information usually appears The cursor will change to crosshairs 3 The Member Will Be Added screen will pop up Type in the appropriate new member information 4 Click lt OK gt 172 5 Click the card deck icon in the Choose Item area of the screen 6 Selecta membership type and click lt SELECT gt 7 Click on a form of payment button Sell A Membership From the Sales Office To sell a membership from the sales office you will be using the Contract sales module This process uses the Contract program to find an appropriate membership contract for a prospect including duration and price The program creates the contract electronically laser
285. ployee pass word discussed later LAST Name Enter the employee s last name FIRST Name Enter the employee s first name MI This field is reserved for entry of the initial of the employee s middle name PREFERRED If the employee uses a nickname or a shortened version of the first name that name can be entered into this field 1h ADDRESS Enter the street address of the employee CITY The employee s city of residence can be entered into this field STATE Enter the two letter abbreviation for the state ZIP Enter the zip code of the employee to complete the mailing address HOME PHONE Enter the employee s home telephone number EMERGENCY Enter the telephone number of the person to contact in case of an emer gency with the employee SOCIAL SECURITY Enter the employee s SSN into this field This information is recommended to manage tax records Additional Tab START DATE Enter the start date for employee in this field ACTIVE If the employee is currently working for you check the active box When the employee is terminated uncheck the active box This entry is used to determine which employees are currently active in the club and is helpful when viewing or filtering lists of employees PASSWORD Enter a unique Alphanumeric password for each employee This password will be used when logging into the system and when using the employee timeclock See Login Security section at the e
286. r methods to separate your members include the membership category and billing cycle When you are ready to conduct the billing for your members the program searches for the member category billing cycle and next payment date that you select Those members that match these three criteria are what the program uses to determine which members will be billed When you use the Dues Payments billing method the program uses the next billing date to determine which members get billed The Dues Payments function is cycle sensitive If you wish to bill certain members on the first of the month and others on the fifteenth of the month you should set these members up in different Billing Cycles or different mem bership Categories On Account ON ACCOUNT is designed around non recurring charges i e charges with a specific dollar amount and a due date This will accommodate members wishing to pay for membership over the course of a few months or ProShop sales Use this type of billing to bill members with an enforceable account balance 170 On Account billing is ideally suited for members that are on a fixed or enforceable contract The On Account billing method keeps track of every payment due date all credits to a member account and will compute the remaining balance for a contract Additionally the On Account will keep a record of every transaction made to or from a member s account ON ACCOUNT billing uses account entries for its bi
287. r select Data Entry from the menu If you allow the mouse to linger over any of the icons the tool tip will appear reminding you of the function of the icon To obtain information about the members items employees banks groups classes personal training or schedules the appropriate area must be displayed Select the area from the menu or button Each data entry area contains all of the information about similar items For example the Members data entry contains all the information about the members The information from the data entry area is displayed in a browse window The browse windows display a scrolling list of all the items in a data entry area These windows contain a list of the items members employees retail inventory items banks schedules personal training classes or groups Each item in the list is called a record A record is like an index card in the file folder described earlier Each of the index cards records contains information about an individual member employee or inventory item and is stored in their respective files Once you have selected a specific data entry area you ll see the Browser with the records from the selected database displayed Database Browser Once you have selected the desired data entry area from the menu you ll be ready to view the records in the database The screen displays an alphabetical list of the records in the database You can sear
288. re creating a custom printed contract for each member Errors on the contracts can be minimized in this fashion To use this capability you must first create a contract that corresponds to the specific type of membership you are setting up All of your contracts may be similar or you can create a different contract for each type of membership Use the word processing capability described in the Form Letter section to create your contracts Once you have created a Microsoft Word contract document specify the name of the document in the field titled Printed contract file name This document will be printed along with the merge fields during the sales process A similar capability is provided to produce temporary membership cards club rules welcome letter etc A Word document can be created with this type of information and can 109 be printed in a similar manner as the membership contract at the time of sale This docu ment is designated in the field titled Printed letter file name Payments The payments tab is used to enter the basic information about the cost of the contract including down payment taxes and finance rates The minimum down payment is used to allow the salesperson leeway during the sales process to discount the membership If the minimum down is set to the same amount as the standard down payment no discounts are allowed If the minimum down payment is set to an amount less than the standard down pay
289. reen however when the amount is entered and the Tab key is pressed the payment is automatically applied to the oldest charge If the user wishes to apply the payment to a different charge click the Manually apply amounts box With this box checked the payment that was placed against the oldest charge can be removed by double clicking on the charge line This will remove the payment that was applied and place the payment in the Unapplied amount field Double click on another charge and the amount will be applied to the new charge If previous payments were received but not applied to a charge the amount of those payments will be reflected in the Apply existing credits field Click the box next to this field to apply those previously received payments The Discount field provides the user with the ability to create a discount for an Invoice The discount amount is applied in a similar fashion as the payment and can be used to negate residual amounts on the member s account The amount entered into the discount field acts as a cash input and is not reflected in accrual reports Cash basis reports will reflect the discount amounts along with the other payments applied to the Invoice charges The default view of charges in the browse window includes only unpaid charges To view the complete member account click on the box for Show unpaid charges only to remove the checkmark in the box The charge browse window will show
290. rfere with the normal operation of the printer Automatic Start Up If desired the system can be configured to start a selected module automatically upon system power up At a minimum you should have the Front Counter module start auto matically when you turn the front counter computer on To do this you should place the appropriate program icon into the Windows Startup Program Group Right mouse click on the program that you want to start automatically Select Copy from the menu that is displayed Open the Startup folder Place the mouse pointer within the folder then click the right mouse Select Paste Shortcut from the menu Consult your Windows manual for detailed instructions on adding items to the Startup folder The Front Counter can be configured to open directly to check in or POS Put the Check in or POS command extension after the program name on the properties Touchscreen If you purchased a complete system directly from Aphelion you can safely skip this section If you need to install the touchscreen locally you ll need to follow these directions The touchscreen software is installed in a similar fashion to the main software 1 Close any Windows programs that you may have open N Start Microsoft Windows 95 or a later release of any of these operating systems if you are not running it already Insert the Touchscreen software disk labeled Disk 1 into the A or B drive From the Program Ma
291. rinter on a pre designed form or on a 3 strip printer Of these options the strip printer is preferred If you select the Strip printer several additional options are available to control the printed receipt When using the Strip printer you can setup a message that will print at the end of every receipt Message at receipt end This message can be used as a thank you note or to describe club promotions Additionally you can add a message that prints periodically Periodic message The purpose of this message is to offer incentives to your members for requesting a receipt for ProShop purchases If your members ask for a receipt the ProShop purchases tend to get entered into the system thus minimizing theft by employees This system will help insure the club staff ring up of ProShop purchases You can use this message to provide a gift for the winning receipt A typical message might be to provide a free T shirt or tanning session You can set the periodic message to print as often as you like from every time to once every 999 times Set this item to 0 if you want to disable this feature HERE S SOFTWARE THAT WORKS Fran yoe Prieade mi Aphelia f Yau WIH s PREE tanning measimiit JEE j To Configure Printer Settings In the Configuration Module select Station gt Printer Settings Click on the General tab Choose Receipt Printer default setting on or off Choose Receipt Form plain paper
292. rs account when billing is conducted 178 OPEN PAYMENTS During the course of accepting payments from your members you may accept a payment and not apply the payment against specific charges Accepting payments into the member account without applying it to a specific charge will create on open payment that is a payment made on a member s account that has not been placed against a specific charge These payments are categorized as open payments Open payments can occur when the Front Counter accepts a payment without applying it against a specific charge or if you allow a member to keep a credit balance in their account for ProShop purchases Komen The Open Payments screen allows you to use the member s open payment against Recurring Dues charges or against a specific Billing Account To allow a member to charge in the ProShop against a credit balance apply the credit as an open payment Setup this screen to apply the balance only to Billing Accounts for the ProShop such as the ProShop billing account Do not apply the open payment to Billing Accounts such as Recurring Dues or Membership Dues FILTERS Filters are used to select members of a certain status membership category billing cycle and club The default is for all cycles clubs status and membership categories to be billed However you may wish to selectively bill certain types of members Use the Filter page to limit the memb
293. rt if appropriate for a short period of time The Front Counter attendant can visually monitor the check in without having to touch the computer This can be useful if the front desk attendant is called away temporarily or the front desk is not attended due to a slow time of day If you have the audio messaging enabled a voice message will announce if there is a problem The unattended mode is also useful if a turnstile is configured as the turnstile will not open if there is a problem with the account If you wish to configure the system to permanently startup in unattended check in mode use the Unattended Mode option found in the Configu ration module Browsing Member Notes Frequently it will be necessary to view the notes that are associated with a member from the Front Counter The Note Browser screen allows you to view the notes that have been attached to the member s record Press the lt Next gt lt Previous gt buttons to page through the notes An icon is available to lt Add a Note gt which will cause the software to display a screen that allows you to add a new note to the member record Since member notes can be specially flagged to display an alert and the message when a member checks in the alert flag can be cleared when viewing the notes Clearing the alert flag will prevent the message from displaying when the member checks in To clear the alert flag and prevent the note from displaying when a member checks in
294. rtiy YO F is gnid m s meire earvice Wiel DOF th sold ei eamp Daes P Deut ss arike Bey panaga Gor pra arabiera Wish sede price finan k egr iki C Reef P h To Set Account Closeout Date 1 in the Configuration Module select Accounting gt Closeout from the menu bar 2 Enter the date and click lt OK gt gt Tat Accom ar a La Transactions of or before this date con net be mofle This includes welding yokes sad emnceling and anapphiig piyiiemti a M A MEMBER The Member menu selection allows you to setup terms to describe your members and memberships that are familiar to you Member Types It is often convenient to separate your members into groups or types for billing purposes for instance multiple membership types or for reporting purposes The program allows the manager to select names for the different membership types Aphelion will use these types for management business reports and dues payment When you select this menu option a list of up to forty member types will be displayed The order that you enter types is important Enter the type names on the screen in the order they are most used As you select types in the data entry areas of the program they will be m displayed in the order that they are entered on this Configuration display It is recommended that you enter the most used types first to minimize keystrokes later IMPORTANT When a type is changed all of the items with the
295. ry Paaki 14 SLE MAHACI Tiandand BTA BAe 614 1 Mama hae 145 TDA Hartaga BAIS MODNA 713 30 11 P Bishop Seale 167 w Family IRE TSS BOE T111 Pilah lajeni 17 TLLA RE S55 Haring 2A FAM 1a welll cel aa ed a id ad Geen eta i ujajajele A small pop up window will appear asking if you want to add an ACTIVE member FAM ILY member or PROSPECT If you choose ACTIVE a blank member record will be displayed for you to enter the pertinent member information Use the Editor Commands mentioned earlier to control the cursor when entering the member data If you select PROSPECT a blank prospect record will be displayed for you to enter the pertinent prospect information The Prospect and Member databases are similar except the Prospect record does not contain billing information The prospect record contains information related to call back and prospect tracking while the member record displays appropriate membership information The FAMILY option is used to add a secondary record for a family member When you press the Family Member button this has the effect of using all of the information in the member s record that was highlighted when you pressed the lt Add gt button Depressing FAMILY button copies pertinent information from the highlighted record into a new record to save time upon entering the new record When you add a family record secondary account the billing for the account will be handled by the primary account
296. s it is necessary to add new credits with expiration dates then adjust the account with the appropriate amount of negative credits to balance the account 130 To set an expiration date at the Point of Sale Front Counter 1 Select a Visit or Personal Training item to sell in the Front Counter Register 2 Click the displayed item in the Receipt window to display transaction details 3 Locate the Expires on field and set the date Batch adjustment of member Visits credits and Expiration Dates Reports In the Reports module select Utilities gt Batch change Visit counts Select a member record filter type Place a check next to the visit service s to update Select how you wish to modify the existing visit count Enter the modifying number Enter new expiration date Select OK NO aP oN gt Class Tracking If you always want to track which class a member attends when he checks in turn on the use activity tracking selection in the Configure menu This feature allows tracking member check ins on a class basis If you want to track classes on an occasional basis use the lt Tracking gt icon to turn on tracking as needed Classes are first setup in the Database area of the program Check in to a particular class can be restricted by prior enrollment in the class If a member is not enrolled in a class his check in is alerted Choose the class by scrolling in the class list If a member is not enrolled in the c
297. s or the member s account You can also choose from several quick cash keys When you choose the form of payment all items that have been sold are added together The program calculates the subtotal adds tax and then computes the total Form of Payment The form of payment information is tracked separately and is displayed in the cash recon ciliation report Once you select the form of payment you will be prompted to enter the amount tendered The default value that appears in this field is the amount due If an amount is entered into this field that is different from the amount due change will be automatically calculated and the transaction will be completed A receipt will be printed and the cash drawer will open when the transaction is complete The Payment screen for cash check and credit cards are similar The payment screen for a check includes a field to add a reference number such as the check number The payment screen for the credit card includes a similar field 139 If you are transmitting your credit card payments electronically to the bank a second window will appear when selecting credit card as the form of payment This will allow you to swipe the credit card and transmit the transaction to the bank Credit Card Paymeril TEN redt Card Reference Total Dus 045 hor I Chang S000 I Print fieenipt E If you enter a credit card that is invalid the program will alert yo
298. s that are automatically organized to take advantage of bulk mailing rates HOME PHONE Enter the member s telephone number and area code in this field WORK PHONE Enter the telephone number of the member s place of employment If there is no business telephone enter a daytime telephone number in this field EXTENSION Enter any extension required to contact the member at his work telephone EMERGENCY PHONE Enter the telephone number to be used in case of emergency concerning the member EMERGENCY CONTACT Enter the name of the person to contact in case of an emer gency This name should correspond to the telephone number entered in the previous field GENERAL NOTES Any comment regarding the member can be typed into this field Use this area for recording any notes you may need regarding the member This field is printed along with the Status and Status Message on reports HOME CLUB This optional field is configured in the Configuration program It can be used in a multiple club organization to identify the Home Club of this individual member It can also be very useful for health and fitness centers utilizing reciprocal memberships or to ensure the data integrity among multiple club configurations General Tab GROUP NAME Frequently members belong to a group such as a large corporation in the area To track these members as a group or a corporate affiliation enter the name of the group to which they belong You can
299. s when using this mechanism All of the contract and payment fields are currently included The program can only handle 1 function of each type in a single script For example only a single member file export will be processed from a script If you want to export multiple member files perhaps based on club number you will need to set up multiple scripts For a script with multiples function included exports will be processed before imports If you need to process the imports first set them up in a separate script and excute it first Specifically the script functions are processed in the following order 1 Member Export 2 Payment Export 3 Contract Export 4 Healthcalc Export 5 Member Import 6 Payment Import 7 Contract Import If you are using the LAST or AFTER keywords for setting dates in your scripts there are a number of special precautions you must take Use LAST if imports and exports are performed before the start of your business day This ensures that you won t lose any changes made during that day Use AFTER if you perform the imports and exports at the end of your business day This ensures that succeeding process doesn t include that day s 234 changes Finally there may be a need to manually reset the last export dates that are picked up by these keywords You can edit these fields from within the import export program from Import Export Dates under the help menu Compression Archival Options The
300. screen When you touch the target you ll find that you can calibrate and use the system more easily if you aim just over your fingernail 4 Perform the calibration in the position sitting or standing you expect to use the touch screen 5 Touch the calibration targets slowly and accurately 6 After you touch all of the targets a dialog box prompts you to test the calibration by moving the cursor with your finger Testing the Calibration 1 Touch the center of the screen and check that the cursor is located underneath your finger 2 Drag your finger across the screen and check that the cursor follows your movements 3 Move your finger to each corner and edge of the screen Check that the cursor follows your finger and reaches the edges of the screen image 4 If you cannot reach the edges of the image or the cursor is not located underneath your finger select No and re calibrate the screen Menus and Icons The Aphelion software system operates using the Windows conventions The advantage of this type of interface is that the common look and operation of software programs using this interface allow you to quickly navigate through other programs using the same type of interface Pulldown menus and the mouse are supported as the primary menu system and provide the access method to various portions of the program Controlling the system is accomplished via two primary methods The first uses pull down menus A pull down me
301. se an image file then click lt OPEN gt Enter item name in the second Label field e g Burger Click lt Style gt to change font style size and color then click lt OK gt Click lt Next Item gt Repeat steps 5 thru 8 until all department items are entered Click lt Next Dept gt Repeat steps 2 thru 10 until all departments and items are entered Click lt OK gt PNnNoa Pond m O Employees A database for employees is included in the Data Entry area This option allows the manager to keep records on club employees The POS Register tracks the identification number of the employee Once an employee logs in the program will retrieve the name of the employee and display his her name on the POS Register E Sinod record tor Hi Smine Shoke Streeters RAFE Tota A I For this location andy pa ee The menu selections available to the user upon entering the employee database Browse window are Add Change and Delete There are four tabs pages available for entering employee information GENERAL ADDITIONAL CERTIFICATION and NOTES An option is available to show only those employees that are active This will allow you to view employees that are currently working for you and to filter out employees that are no longer active General Tab ASSIGNED ID Enter the unique employee ID into this field This ID number is used by the system for reporting purposes Login and logout are governed by the em
302. ser to manually apply payments to invoices Unapplied payments in Quickbooks will disrupt cash accounting methods and inaccurately depict customer account balances in Collections reports This limitation can be particularly burdensome if the Detail interface is selected and payments that result from a billing process are exported since a payment will be created for each member This can create a significant manual process of linking these payments with the membership sale invoice previously exported to Quickbooks These difficulties are miti gated if an accrual method is used since Quickbooks will read invoices and not payments for sales information The Summary interface is recommended for most users This approach will provide accurate financial reports and minimize the amount of manual work imposed by the limita tions in the Quickbooks import utility The Fitness Manager will provide all of the detailed account information for each member The Detailed interface can be considered if your POS activity is small and you have outsourced your billing function to a third party service company Other Quickbooks Import Limitations Quickbooks can accept invoiced sales for retail inventory items contained in the Items list However the import utility does not allow for restocking quantities to be added to inventory Therefore to maintain proper inventory levels in the Fitness Manager and Quickbooks restocking values must be entered into both s
303. sions can be sold Personal Training Visit History and Adjustment The Personal Training Visit window displays a history of purchase usage dates and remaining credit for a selected member This window is accessible from both the Data Entry and Front Counter modules In the Data Entry module the Personal Training Visits window allows you to adjust a member s credit without creating an invoice Personal Training and Visits credits cannot be manually adjusted from the Front Counter module Automatic adjustment of member credits is performed through the Front Counter Point of Sale to increase total and a visit tracking enabled check in to deduct To access the Personal Training Visits window Data Entry 1 From the Browse Members window highlight the desired member 2 Select the View Training Visit icon 3 Use the Adjust button to add or remove visits and or training To access the Personal Training Visits window Front Counter 1 Open the Member Information window by selecting a checked in member 2 Select the Personal Training icon to view the history window Personal Training and Visit Expiration Set expiration dates for sold or adjusted Personal Training or Visit credits Expiration dates are set during the Point of Sale or by adjusting a member s Personal Training and Visit credit in Data Entry see above To apply an expiration date to existing training or visit credit
304. splayed click on the alert icons to find more information about the alert For example the Account Balance icon will alert if a member has an outstanding balance Click on the alert icon to see the account transactions amp E Message Double Weloome or Mote Check in Prospect D gy g Appointment Birthday Frozen Today Acom Account atahis Medical Balance Messaze Alert EXPIRE Ge Locker Credit Card Membership Expired Expired Expired Restricted Access i Terminated Account Z i Inactive member Meribership Will Expira soon cs Account Balance If a member owes money from previous charges or membership dues the program will alert the user at the time of the transaction The window displayed includes a message that there is an outstanding balance and shows the balance and 30 60 90 120 day aging Status Alert If a member s status is not OK an alert will be displayed You can set the Alert names for the alert messages in the Configure section You can set each member s status in the v Member s record in the Data Entry module or from the PopUp window in the Front Counter module Status changes can be accomplished by choosing a different status in the Status field of the member database record The member status can be used to alert employees to take specific action with regard to certain members i e do not accept personal checks from the member etc Also members that need to update their member i
305. ss industry The program will track every guest and prospect that expresses interest in your club or services Your salespeople can track phone calls and visits and make a note of each call s results Designed to allow quick entry of each call the tracking screen allows you to track all contact information including name address interest suggested call back date sales person and the notes for every phone call or visit This specialized contact manager is designed to provide the type of reports tracking and analysis you need to manage your club When you start the Marketing Module the opening screen displays the Configuration options on the left side of the screen the Report options on the right side of the screen and the Marketing icon in the middle These buttons and icons are menu shortcuts The menu along the top of the screen provides all of these options plus a few more You should explore the menu to see all of the capabili ties of the program By this time you have probably used the Configure module to setup different membership types activities and discovery methods If you have not configured your software already you will need to setup the program before you can use it To start marketing press the Marketing icon at the top left side of the screen iaia tabewup Hariring Parco Picture Piri Mame Emir Da OD mi SSS A mS Hera Fhe bee Gey Your Ciy Sasi Ate Wort Pass ipo im tmt
306. ssansesessacteccescucecscsaunnsseesecectbeonaseccers 108 PlaNS iniinis araara a odes watts wand ua uans mal ede ccd ecude cudecwaecuasutaaaannetnd 109 Selling Membership Plans ccc iccciisessisssiccivarscevaisnsnssedsasecsssneneesecureassvannienduuness 111 Approve Sold Plans sncisisicesiiescscscweacudscceacaduenaveisisieasstanccadsevtucuanaudedwertueaseabaweas 113 Contract Add Ons amp Upgrades ccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeseeneeseeneeeees 114 Contract HISTORY se caxccatredevancwes vec naear aonda aaan aaraa a aada ea p irani cutacinecutueaeeaeutedas 115 FRONT COUNTER iiaaaeaoe iaaio be ot Secccateaccece ato enna dcteedees 116 Advanced Check in Options cccccsseseeeeeeeeeeeeeeeeneeeeeeeeeeeseeeeeeeeeeeeenseneeneees 126 Point of Sale amp Cash Register ccccccsssssseeeeeeeeeeseeseeeeeeeeeeeeesseeeeeeeeeeeseenees 135 Sell ClaSSOS E EE E TT 149 Prospect and Guest Tracking cccccssssssseeeeeeeeeenseeeeeeeeeeeeeeeeeseseeeeeeeeeenenees 150 Saee a EE E E 152 TIME Clot K ission a a a e ne aaa A aa aaaea 154 WORKOUT PARTNER nsnassaanssnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnana 155 Workout PreSCriptiON wii ciccisiscsisciieiccasissnsewsinccdsenesinanssnwissesierdasnnaverdeinermennee 156 Setting Up the SYStOM srissesssssscsicciscsesceecisectcisnessesnienssnnersennscamacesnansoncenwwesses 156 Plotting WOrKOUNS wiiiviiecciiccicesisecainnisadsvanesissanunsecinsvinennswadinedsveanvetaseiwcnseniwssun 157 BI
307. ssions Deana Exchange i2 objects plus 2 hidden Workcet ae Erp rn ETE utilities The following sections will describe the various selections in turn This section can be used as a reference section to gather more information about the program selections Front Counter The Front Counter module handles all of the requirements for the front counter The front desk system includes ProShop sales member check in employee timeclock scheduling and class tracking Counter The Front Counter module is used to check in members and sell ProShop items The optional scheduling capability can be used to make appointments and provide visual scheduling calendars The optional timeclock function can be used as an employee timeclock to clock in and out employees Class tracking is used to enroll members in classes and to track which classes the members are using When you check in members the system will alert you to every membership problem including when the member owes money birthdays status problems contract expired or frozen and many others and the information is always current The program will monitor Peak and Off Peak memberships track class attendance and log activity usage The system provides easy enforcement of entry rules The check in system will display a high quality color image of your members using the built in video imaging system You can check each member into the facility specific activity
308. stem to conform to your club Configurable selections menus and windows are used throughout the program These selections such as membership types billing cycles etc are designed so that the system can use terms that are familiar to you Others such as tax rate are set up to allow the program to properly compute local taxes To start the Configuration module select the Configuration option from the Program Group Each new user is strongly advised to run Configuration before entering any data in the program Selections that you set up one time in the Configuration module will be used over and over again in the main program Many features in the software can be configured with user defined items or are affected by these settings Examples include the membership types billing cycles schedules addi tional member status selections services inventory categories or departments credit card types prospect referral selections prospect to do lists and others Configuration Menus When performing the initial setup for your club you should systematically view each configuration option to be sure that you setup the options to conform to your club require ments Go to each menu item in turn view the selections or information that is present and make changes so that it represents your club Most of the fields are defaulted in the initial setup These defaults are provided to give you an idea of the type of information to i
309. t None if you are going to process checks and credit cards yourself EFT format informa tion can be obtained from your bank Your credit card processor can tell you the format required for credit card information If you are planning to use a combined credit card bank TTT ag 44 draft service company select either CheckFree TeleCheck or Toronto Dominion Enterprise for Canadian facilities You will also need to select the type of Member Identifier to include in billing export files Select either Barcode ID Agreement Number or Data Exchange ID The Barcode ID is used most often however since your third party processor determines this information ask them which member identifier they require Telecheck users often use the agreement number CheckFree This billing format can include entries for both credit card and bank drafts within a single file Setup instructions Before billing general setup must be completed with the Configuration module Under the Site Site information menu item on the Billing tab 1 Set the Combined credit card bank draft file format to CheckFree 2 Specify the Member Identifier to Include in billing export files to the appropriate value The exported value should be unique for each customer and should not change for that member We recommend the Data Exchange ID but you must be sure that each member has a value set for this field Under the Site Clubs menu edit each club record
310. t To Create Contract Templates 1 From the Sales Module select Plans Browse Membership Plans and click lt ADD gt 2 Select a plan type Open ended Terms or Terms w Roll over and click lt OK gt 3 While at the General tab screen enter the plan description i e Charter Membership Executive Membership etc Use the pulldown arrow keys to choose the default membership type Click on the form of payment available with this contract Click on the up down arrows to set the effective starting and ending dates of the contract Click on the box if you want to require the salesperson to enter billing information PNnoa gt Click on the lt Available Locations gt button to choose club locations where this type of contract is available 9 Click on the Payments tab and click on the pulldown arrow to choose a billing account 10 Click on the up down arrow keys to set the finance charge amount 11 Choose one of the following options Use Proration Move Billing Date Only and Proration Fee 12 Click on Use Proration if you want to charge for a portion until the next billing period 13 Click on Move Billing Data Only if you want to prorate the billing date only no charges for the prorated days 14 Click on Proration Fee if you want to prorate the fee 15 Inthe Dues section click the pulldown arrow to choose a billing cycle 16 Click on the Services Fees tab and th
311. t file name As the import process is taking place a screen will show its progress A file will be created in startup directory named IMPORT LOG This is a text file that will note any errors or conflicts that occurred during the import process You may want to print or edit this file for a detailed explanation of the import results 222 Using The Data Exchange module There are 3 basic multiple site scenarios that the Data Exchange module is intended to satisfy Entering modifying contracts at a central site and distributing the information down to the club level Entering modifying contracts at local sites and moving the changes to a central site for billing purposes Entering modifying contracts at multiple local sites and distributing changes between them to maintain common sets of members Centralized billing Each club location will add and modify their own member data and post payments On a regular basis these sites will export data for their club All of the exported data will be transferred to the central site where each set will be imported The central site will perform the billing for the merged data from all of the clubs If account payments are posted at the central site then member payments should be ex ported for the remote club locations The central site should have a unique club number such as 1 Be sure to export using the club number assigned to the central site At the remote club sites import
312. t Form Letters from the menu Look in the Aphelion folder for the form letter you want to use Sending The Letter As outlined previously members can be tagged via the reports or via a manual process Regardless of how you tag the members receiving the letter you would want to have a form letter previously written Each form letter will be written specifically for the type of situation required For example one type of letter may be a membership letter and another type of letter may be a late fee payment letter You choose the specified form letter every time you run the utility to print form letters The members that are tagged will receive the form letter Utilities Utilities are provided to support the convenient operation of the Fitness Manager Utilities will make recurring work and database maintenance easier allow you to clear special counters delete terminated members update the Pro Shop selling prices modify billing dates and print membership cards 215 Select Utilities from the Reports module Reports gt Utilities Following is an overview of the utilities provided Show Edit Tagged Members This utility allows the user to browse the member database by last name barcode ID number or agreement number Members can be tagged for use in other applications of the program You have the option of tagging all members or a select few Mailing Labels Use the mailing labels utility to print mailing labels f
313. t Level to a Membership Type Configuration 1 2 3 4 In the Configuration module select Member gt Membership Type Select an existing Membership Type or create a new one The Point of Sale Discount is located on the last line of the Update Membership Types window Select an existing Discount or create a new one To apply a Discount Level during a Point of Sale transaction Front Counter 1 2 Before totalling a transaction select the Discnt button Select which dicount level to apply and how to apply it Decline Reasons Each billing company uses a unique set of decline codes for returned items Enter the decline codes and descriptions in the Configuration module using the list provided by your check processor Several of our transaction partners are setup already To Configure Decline Reasons 1 In the Configuration Module select Accounting gt Decline Reasons from the menu bar Click lt ADD gt to enter return code and description Check Apply Status Change to Member to activate remaining fields and enter appropriate information Enter NSF fee amount if applicable Click lt OK gt TE BT Closeout The account closeout screen is used to insure that transactions on or before a specified date cannot be modified This includes voiding invoices and canceling and unapplying payments Gereral image Commiestans Ban COC oe ee dpibetes A F ih on gccepaiile Aina af fe a
314. t to enter enforceable contracts variable payments or miscellaneous charges The member s account provides for scheduled payments of any dollar amount on any date Use the On Account to schedule a membership payment over the course of a few months or to allow purchase from the ProShop on a member s account Staggered billing variable payments and contracts are handled using On Account billing ProShop items can be sold and charged to a member s account For example let s say you want to bill your member 40 month for the next 12 months starting on the first of the month To enter this into the system set the Current amount to 480 40 x 12 the first Due date to the first of the month the number of payments to 12 and the number of months between payments to 1 Also note that you can add a comment to the accounting database such as Manual Debit The program will divide the 480 into 12 equal payments one month apart The comment will say Manual Debit 1 Manual Debit 2 Manual Debit 3 etc The recurring billing and On Account can be used in conjunction with each other to provide total flexibility in the methods used to bill your members Viewing An Account The on line ACCOUNT HISTORY browser provides a summary of accounting information about each member The detail Account history screen shows each transaction a member 190 has conducted along with his account balance the total amount due in
315. tabase The default behavior is for the program to use the ID Number field from the member import record and search for a matching barcode ID in the member database If a match is found the member database record is updates otherwise a new member record is added If the agreement lookup method is specified the import process use the import agreement number field and looks for a match on the agreement number field in the member database If you use this method be sure that each member s agreement number is a unique value The Fitness Manager program does not enforce this requirement Force Barcode Update Optional allowed values are Y yes N no or left blank If blank the entry defaults to N This option is only used when the lookup method is by agreement number By default when a mathcing agreement number is found and the member fields are updated the barcode ID field is not updated Set this option to Y to force the program to update the barcode field with the barcode value from the import file The barcode field will always be set from the import value when a record is added Field lt N gt Optional Use this entry to limit the which fields from those included in the import file will be used in updating member records Each entry should consist of the word 229 Field followed by a number and an equals sign and finally by a valid member field name The field names are listed in the program from Member Import field nam
316. tached to the member who initiates a transaction Charges are generated from invoices and attached to the member record responsible for payment Charges or percentages of charges can be directed to a responsible third party if the charges originate from recurring dues or account transactions form of payment is on account The Billing module bills member records for charges that are due based on the responsibility rules you create in a member s record For example Member 1 has all monthly recurring dues paid for by Member 2 All invoices created by Member 1 whether on account or recurring dues appear under Member 1 s billing information All charges generated from recurring dues invoices are forwarded to Member 2 s billing record When browsing Member 2 s charges a reference to Member 1 is given as the source for these charges Member 1 s billing record retains all invoices Member created Only the charges that are above and beyond the responsibility rules set in the member record appear on Member 1 s bill Charges are automatically created from invoices Recurring dues invoices and the charges from those invoices are automatically created when the Billing program is run The Billing program scans member records for any attached recurring dues Based on Billing Cycle and Next Billing information see below it will generate both invoices and charges For example a recurring dues service is set to charge
317. tarting from 1 Each site number should be unique The club number is setup in the Configure program at each club If you set the club number to 0 all records in the database will be displayed Each member record and member payment record is tagged with a club number When the club adds a new member or accepts payment against a member s account the club number is stored with the transaction This will allow the Data Exchange module to distinguish where that data came from when shifting the information between locations 221 In order to maintain consistent member information between sites it is also important that configuration settings are consistent at each location This would include the member types and billing cycles and the forms of payment If you are using activity tracking make sure that the activities are configured identically For prospecting ensure that the source categories and actions are consistent Running The Data Exchange module This section will explain the operations that the Data Exchange module can perform The next section will explain how to use these operations to handle various multi site scenarios Exporting data Select Export data to extract data from a local club to move to another location The following inputs are date fields that will determine which records will be exported The date labeled Added since will filter the records and only export records that have been added on or
318. taset Any missing tables will be created as necessary Default Action Optional allowed values are A add M modify D delete or left blank If left blank it defaults to M If the source file contains a record action field this entry is ignored When the record action is to modify the record the program will attempt to retrieve a record with the ID Number field from the import file If the record is found the fields specified in the import record will update those in the database record If the match ing database record is not found a new record will be added using the import fields Build Optional allowed values are Y yes N no or left blank If blank the entry defaults to N This option determines whether the member database is indexed after the import is process build value of yes or on the fly as the records are imported Setting build to yes can speed up the processing of large import datasets but should be used with caution In this case the import can result in duplicate key values as some testing of the imported data does not occur as the records are processed If you are relying on the pro gram to test whether to modify or add the records than be sure that this option is set to no Lookup Method Optional allowed values are A agreement number B barcode number or left blank The default is B This setting determines how records in the import file are related to any existing member records in the target da
319. te button and then camera button to enable this feature Prospect Database Fields Prospect Tab The prospect tab replaces the billing tabwhen viewing a prospects record A description of the entry fields that are different for the prospect record follows PRIORITY Assign a priority from 1 to 9 for each prospect Lower numbers indicate high priority higher numbers indicate low priority Reports can provide a printout of prospects sorted by priority FIRST LAST CONTACT Enter the date that contact was first made with the prospect and the date that you last spoke or visited with the prospect EXPIRE DELETE DATE Enter the date the offer for the prospect expires or a date to delete the prospect record You can use the utility menu to automatically delete prospects that have expired or are old TOUR DATE This field can be used as a specific note for setting up appointments for the prospect to see the club Enter the date and time of the scheduled visit NEXT ACTION The window displays a list of next activity selections Note that the selections in this window are user set in the Configuration section Reports are generated and can be sorted by the next activity field NEXT CONTACT Set this date to designate the date the action in the previous field should be conducted To Add a Guest or Prospect to your Database from the Front Counter Module 1 From the Front Counter Module select Areas Add a Guest 2
320. te that a member must have enough FREEZES available to be able to set the status to FREEZE The number of freezes thaw cycles that are available are set on the second page General Tab of the member database A default number of freezes available can be set from the Configuration Site menu though you can change the number when entering the member s record LAST NAME Enter the member s last name A maximum of 25 letters can be used Required entry field TT 7 80 FIRST NAME Enter the member s first name Usually this will be the legal name or the name on the member s checking account or credit card A maximum of 25 letters can be used Required entry field MIDDLE INITIAL Enter the initial of the middle name of the member PREFERRED NAME Enter the name or nickname preferred by the member The name typed in this field will appear on the Register screen when the member checks in or pur chases retail products and on all mailings sent to the member ADDRESS Enter the member s street address A maximum of 30 characters is allowed CITY Enter the member s city of residence A city can be entered into the configure section refer to Configuration section This city is automatically displayed when entering a new member STATE Enter the two digit abbreviation for the state ZIP CODE This field supports the 9 digit zip code for the mailing address of the member The program uses this information to sort mail out
321. ted or due in the future In other words this field shows the value of the remaining payments to be made by the member 23 W Gane i All credits and debits for each member currently on record can be examined through the account history browser Refer to the Billing section On Account for additional informa tion PICTURE This icon is used to take a video image of the member The image is used during the check in process to visually identify the member to be sure the member is the same person that purchased the membership CHOOSE FROM LIST This icon is always positioned to the right of an entry field This icon is shown when you are entering information into an entry field or have an option to choose information from a list box When you select the down arrow a drop down a list of choices will appear for you to make a selection SELECT When you choose the Select icon the choice that you have highlighted with the cursor will be selected This icon is available on many browse windows and will appear for example when searching for a member s ID during check in CANCEL The Cancel icon will allow you to continue without making a selection This is useful if you have chosen the wrong function or wish to exit without making a selection or changes INFO The Info icon provides additional information about the highlighted choice While in the check in module this icon provides access to additional information screens t
322. ter name of payment schedule in Description field i e Paid in full Biweekly for a year Click arrow keys to select number of payments and payment spacing Click arrow key to select Months Click lt OK gt Configuring POS Discount Levels Point of sale discount levels are set in the Configuration Module The Set POS Discount levels screen allows you to categorize discount levels Discounts can be applied by mem bership type Assign a discount to a membership type then apply the membership type to the member For example you can set a discount level for all club employees corporate discounts or preferred clients To Configure Discount Levels 1 Oo SON In the Configuration Module select Accounting gt Discount levels from the menu bar In the Set POS Discount levels window click lt ADD gt In the Description field enter name of discount In Discount field use arrow keys to enter discount amount Click lt OK gt Repeat steps 2 thru 5 until all club discounts are entered Membership Discount Levels Varying Discount Levels redeemable at the Point of Sale can be assigned to specified Membership Types The discounts are automatically applied to qualifying inventory items sold through the Front Counter In addition during a Point of Sale transaction you can access this list of Discount Levels and apply one to a specific line item or total invoice To attach a Discoun
323. ter options After the layout has been selected a destination format is required View edit the results save results as a Microsoft Excel spreadsheet versions 4 5 or 7 display results as an HTML document or save as an ASCII tab delimited text file To create customized spreadsheet layouts Reports 1 From the Reports module select Memorized gt Members gt Spreadsheets 2 Select the filtering method you wish to use 3 In the Spreadsheet Layouts window select New to create a new report or Modify to edit an existing one Define the new Spreadsheet description Define the Spreadsheet column layout by selecting listed data fields Select Next Select a sort order for the output Follow any on screen instructions 9 Select lt OK gt oN O oe Crosstabs provide summary cross tabulations for selected data fields For example this layout will create a table that calculates an average dues total data point per salesperson columns per zip code rows Create a Crosstabs layout by selecting a data field you wish to summarize data point and two plotting criteria rows and columns Next select an 212 operation for the data point sum average or count and plotting options limit output to the highest value row column pairs if desired When the cross tabulation is complete the intersection of a row column combination represents the overall sum average or count for that row column pa
324. ter than 50 and zip code is equal to 77058 OR Dues Total is less than 50 is a combination of a dependent statement and an independent statement separated by OR The results of this query list member records with both a dues total greater than 50 and a 77058 zip code and all members with less than 50 dues total regardless of zip code To create a statement independent of previous statements highlight the blank space below the last statement and choose your additional conditions Queries can also be saved using special Run time expressions See the appendix for more information Runa single Query 1 Locate and select the Query button from a Browse window i e Browse Members window in Data Entry 2 Highlight a desired query and press the Select button Run Joining multiple Queries 1 Run a single query see above 2 Select the Query button again to open the Saved Queries window 3 Select the desired query and how you wish to have it joined and or 209 Query Wizard Run time Expressions A query condition consists of a field a comparison operator and a value to compare that field against For instance the condition Join Date gt 1 01 1999 has the field of join date the operator of greater than and the comparison value of January 1 1999 Normally when you create and save a query you used a fixed value for comparison In order to make the saved query more r
325. the document To increase computer performance place a check in the checkbox Delete the document after it is printed After member records are selected through the filter process Word will begin the merge process and directly print each document created Letters The software provides the capability to print custom form letters to send to your members and prospects The form letter generation is sometimes referred to as mail merge though this term is incorrect for the method we use Mail merge requires you to export a file and then merge it using your word processor We make it simple Form letters allows you to set up a letter that includes a common message or information and add information that changes such as a member s name to each letter In this manner you can create your letter one time and sequentially print the same letter to your members right from the program You can set up as many form letters as you want and they can be adapted for whatever situations you require 2144 OO The program utilizes Microsoft Word as the editor You must have Word installed on your computer to utilize the Form Letter capability The form letters use Dynamic Data Exchange DDE is part of the windows environment which makes it possible to exchange data between different windows programs The dynamical thing about it is that when data is updated in the Aphelion program it is auto matically refreshed in the document The Aphel
326. the Sub Item another screen will appear We want you to select the 3rd item from this screen In this manner we will lead you through every menu selection or keystroke we want you to make For example when we say select Configure Site Check in we mean to start the Config ure module then select Site from the menu then select Check in from the next menu that is displayed See the section titled menu conventions for more details Mouse It s easy to navigate the menus with a mouse When you place the mouse cursor on any item on a pulldown menu you may CLICK to select it Its associated menu box appears to allow selection of another menu item within the menu When you CLICK the mouse on a BUTTON it immediately executes a A 1 Pulldown menus were designed to be used with a mouse which is why mouse use is so direct and simple Using hot keys There are also hot keys associated with each menu item Each menu item has one highlighted letter which identifies its hot key Most pull down menu selections and Icons have one letter underlined usually the first letter but not necessarily You select your desired choice by holding down the ALT key while typing the letter on your keyboard that corresponds with the underlined letter in the menu Touchscreen The touchscreen is used to operate the system without a mouse With a touchscreen instead of using the mouse you ll just touch the screen Th
327. the date Selecting the proper account is necessary for proper recording of credits against sales If you are crediting a membership sales invoice select the income account used when the membership contract was sold Selecting an income account causes the Credit Memo to record a negative value against the account The effect of this Credit Memo would be to reduce the amount shown in accrual sales reports Alternately an expense account such as Bad Debt may be selected In this case a positive value is added to the expense account as a means for tracking the credit against the invoice This approach can be used in cases where unsuccessful collection activity results in an outstanding balance in the member s account Accrual sales reports will reflect the total amount of invoiced sales but the Bad Debt account must be subtracted to reflect the taxable sales amount Details of the individual item sales associated with the invoice are displayed by selecting the Details button Reviewing the items sold on an invoice through the Details button is useful when selecting the account used for the Credit Memo A complete history of all charges and payments against this invoice are available through the Charges Payments tab Account Transactions from POS When conducting a simple POS transaction e g purchase of a Pro Shop item an invoice is stored by the computer that contains all of the information regarding the sale A single
328. the drop down list Select which dues to adjust Standard or Freeze Enter the adjustment type and amount If desired set the service to active status Select OK to run DO OF BON is Interests Interests are used within the program to track each member s interest within the club Setup Interests that correspond to your club To Configure Member Interests 1 In the Configuration Module select Member gt Interests from the file menu 2 Enter interests that correspond to your club s activities 3 Click lt OK gt 67 68 Custom Fields Fitness Manager provides sixteen text fields four numeric fields and four date fields for customized data tracking with each member record This window is used to title each available field To Configure Custom Fields 1 In the Configuration Module select Member gt Custom Fields from the file menu 2 Enter titles based on club requirements 3 Click lt OK gt ID Number Assignment The program can automatically assign ID numbers for Prospects and new Members If you want to assign numbers manually uncheck the box labeled Auto generate If you want the program to assign ID numbers automatically place the beginning ID number into the appropriate field The next sequential number will be assigned the next time you add a new record Apiau Safirgys Dalsi BAA The talicwing entice siew you in pesei various sccess ertaga for differest
329. the future and payment or aging summary You can view any member account from the Register or Data Entry area To view an account select the Account button Setting Up A Contract Payments can be automatically entered into a member s account by using the Contract Sales module This module allows you to setup membership plans including duration dollar amounts down payments and other contract options When a plan is sold to a member the payments for that plan are automatically entered into the member s account along with the membership information See the section on the Contract Sales Module for more information Late Fee For Delinquent Accounts Late fees are charged to overdue accounts using the apply late fees utility This utility allows you to set a fixed amount that will be added to the member account or set the fee as a percentage of the outstanding balance Using the utility late fees are automatically added to accounts that are greater than 30 days past due Setting Up Paid In Full Members Paid in full members can be entered by setting their full dues amount into the dues field and then setting their next bill date to their expiration date The member will not be billed until the next billing date which corresponds to the renewal rate Setting Up Members For Continual Billing Continually billed members are members are those who are on an open ended contract This type of member will pay continuo
330. the sales process the salesperson can change these parameters and an affordable monthly payment can be quickly computed The system automatically computes finance charges down payments and contract terms when any parameter is changed When a member agrees to a plan the salesperson only has to enter the member s name address and other appropriate information onto the screen form The system will calculate all dollar amounts tender and reconcile cash check and charge and automatically print a legally binding contract This system reduces errors miscalculations and contract problems by printing the contract automatically The system can be setup to print an exact copy of the contract you are using now You can setup the program to print a different type of contract with different terms for every type of contract you sell Signature Capture The members signature can be captured when viewing the General tab The program will automatically capture the member s signature when a new contract is sold The system will store the signature and a copy of the contract A legally binding contract can be printed complete with the member signature This system will reduce the amount of storage and allows you to quickly find a copy of every contract issued Check with your legal advisor to be sure that your contracts can be legally binding if the signature is captured electronically The lt Contracts gt icon is used to display the list of mem
331. the salespeople to be split 3 Set percentages of credit for the individual salespeople 148 OO Sell Classes Class attendance can be sold through the Point of Sale In addition you can set commis sions information regarding it s sale To take advantage of this feature it is necessary to set the sales information for each class in the Data Entry module To set sales commissions information for classes 1 Inthe Data Entry module select the Classes icon 2 Select a desired class and Change 3 Under the Sales tab enter a sales price tax information and income account 4 Under the Commissions tab enter commission levels and type Z Out The Z OUT function provides a method to zero the cash reconciliation for each shift that is working the front counter The Z OUT function does not affect the cash reconciliation for the day or the system total To Z OUT click the lt Z Out gt button The station cash reconciliation will be zeroed and ready for the next shift Z OUT will be password protected if you have selected in the Configure section Invoice History And Void The Invoice History screen is provided to view void or reprint prior Invoices When you press the lt History gt button a window is displayed that contains a list of today s Invoices Each Invoice is sequentially listed in the window on the left while the details of the Invoice that is highlighted are shown on the window on the right
332. ther methods of payment are specified i e invoice billing entry in this field is optional CARD SWIPE ON FILE This box will be checked if the member s card has been swiped Swiping a member s credit card allows the program to store additional credit card informa tion This additional information is sent with the file that is generated when you perform billing and can generally be used to obtain a lower processing rate A configuration option 1 93 84 is provided to alert the Front Counter if the card has not been swiped thus allowing the Front Counter personnel to swipe the card CREDIT CARD EXPIRATION DATE Date of expiration for the card described in the FORM OF PAYMENT FOR DUES and CREDIT CARD ACCOUNT NUMBER fields This field requires input if a credit card has been selected for the form of payment Renewal Tab RENEWAL This tab contains additional information about the member contract specifi cally regarding the renewal rate The screen contains the date the member joined the club and the expiration date In addition it displays the dollar amounts needed to renew the contract using various forms of payment EFT Statement or Paid in Full Responsibility Tab RESPONSIBILITY This tab contains billing information when the member s dues are to be billed to someone other than the member For example the dues could be billed to a third party such as the parents of the member Custom Tab CUSTOM This tab is used for
333. these credit card processors the program will format the credit card informa tion in the format that can be read electronically and then send it directly to your bank Reports Tab The Reports tab is used to configure the Member ID field printed on reports Select either Barcode number Agreement number or Data Exchange ID Check in ID window The Check in ID window can be configured to display two defined fields of a member record The fields are displayed in the lower right corner of the ID section of the Front Counter check in screen Check in Alerts The Front Counter check in module will alert when a member checks in with one of several pre defined status These include contract expiration account balance credit card is expiring locker expired inactive member and multiple check in on the same day These alerts can be tailored to your club s exact requirements via the Alerts screen The advance Notify contract expiration option allows you to set the number of days in advance to be alerted when a membership expires An alert will be displayed if a member checks in within the preset number of days of his expiration date This feature can be used to notify members when their contract will expire and sell a new contract while they are using the club Account balances can be provided with a minimum threshold so as not to below a minimum level This is useful to eliminate alerting a member with a very low balance The system
334. tion 11 Click the Notes tab to add messages to the employee s file Check the alert box to alert the employee upon log in or clock in Certification Tab Certification Enter the name starting date and expiration of each certification held by the employee Notes Tab Enter information that you want communicated to an employee Check the toggle box if you wish the employee to be alerted at front counter log in clock in Login Security Every module can be protected to insure only the appropriate employees have access to the system The login security can be implemented in a variety of methods depending on the hunting Paul Frant Cees Employten Anny Janitorial 74523 4537 Johnson Lina Shift Managers Josshes Debra k Front Dusk TTT A Lewat Kristin Sales BrO 274 300 LorinJdasen 1 Wirginii 512 496 5907 MARAGER Th MAHAER Managen Piri nnelA PERSONNEL Salna eoma scm oe gery eset oo sa ef type of club The system can be configured to operate with little access control with maximum control or to varying degrees between these extremes You should analyze your club to determine how much access control you need Don t implement more than you need as you ll be constantly typing in access codes The security is implemented at the employee level Each employee is assigned a password along with access to designated areas of the system When an employee logs in by typing his her security cod
335. tion in the appropriate fields Click lt OK gt Note The group database tracks the organizations or companies that purchase memberships for their employees The group is used to track which members belong to a company or organiza tion 98 n Classes Classes can be used to track enrollment class capacity attendance and standby lists As with previous databases add classes with the lt Add gt button Enter information for capacity name of the class instructor and start and stop times You will also need to enter the days of the week the class is conducted Instructors are assigned for each class using the employee names that have been entered in the employee database Access this list by clicking on the pull down menu next to the instructor field Members can be enrolled in a class Depending on the class capacity each member is assigned an enrolled or standby status Members enrolling before the capacity is reached are assigned an enrolled status Members enrolling after capacity is reached are assigned a standby status Once information is entered into the Class database the members can be enrolled from the Front Counter module The defaulted value of the enrollment status is based on the current class enrollment when the member is enrolled The class and enrollment capacity is displayed from the main database area and from the Front Counter screen To view the enrollment press the lt Enrol
336. tly to the needs of the facility Use this module to enter information that is specific for the location For example the Configure module will allow you to enter local tax rates your club name create member categories and set up income accounts You will run the Configure module initially when you install the system Thereafter run Configure whenever you need to change or add a new item Billing This module is designed to allow you to automatically bill your members It will produce a specially formatted NACHA file to send to your bank or clearing house for EFT transac tions produce statements electronic credit card transactions or printed bank drafts Use this module to bill your members for monthly fees and items that were charged in the ProShop Collections This module is used in conjunction with the billing module It will allow you to efficiently manage delinquent members and collect dues in a timely fashion through a systematic follow up plan When members become delinquent in their membership dues or ProShop account they can be tagged to be placed into the Collection module The Collection module will allow you to set follow up dates produce call back reports and prioritize the members for collection Utilities Utilities executes a file utility program for managing the status of the files This program can be used to enhance system performance as well as clear database errors that result from hardware irregularities Sev
337. to add appointments to the individual scheduling calendars you use the Register screen The individual scheduling calendars are displayed on the Register screen when you touch the Calendar Icon There are several tiers associated with the calendars These tiers are as follows scheduling groups each containing one or more and scheduling calendars each containing one or more appointments Scheduling calendars are sorted according to type For example you may wish to view your courts combined but your staff separately The program handles this by sorting each schedule in a group These groups are called Schedule Groups A Schedule Group can contain any number of scheduling calendars but only the first 10 can be displayed on the Register Quick Key buttons A Schedule Group contains a common starting time stopping time and scheduling interval for all the calendars within the group Each group has a tab that displays the individual calendars that are in the group When you touch the schedule tab another browser is displayed that shows the individual scheduling calendars Each of these calendars can be named for easy identification To Enter Schedules Into Your Database In the Data Entry module select Data Entry Schedules In the Schedule groups window click lt ADD gt Enter the schedule description e g Tennis Courts Enter the start time interval and end time by clicking on the up down arrow buttons Click
338. to an open ended type of contract where the member is paying a specified amount each month for an indefinite term The reports will provide summary information as well as a detailed list of billing information for each member Monthly Totals This utility is found under Accounting gt Billing gt Monthly Totals It allows the user to generate monthly totals reports You can filter the information by member type billing cycles and form of payment Dues Receivables This option allows the user to print dues receivables within a specified date range 206 Four Year Billing Prediction This utility generates a four year prediction of income generated by periodic dues pay ments The report lists barcode number member name billing cycle amount due each billing cycle accumulated values and total values of the dues for the next four years Form of Payment Summary This utility generates a report which lists the forms of payments billing cycle number of memebers using each type and cycle and the total amount due for each billing cycle Members Not Billed R Dues This report helps identify members that due to an improper data profile will not be billed The report prints the member ID the Bill To name status category form of payment next billing date last billing date recurring dues amount and the current account balance Transactions The reports in this section detail activity within the accounts receivable
339. totalling 200 with a single payment of 50 by check made against it There is one line item in the invoice and for a non database item with the description New Membership This example includes some fields that aren t needed for this case but would typically be included For example the this invoice isn t taxed but the tax related fields are included because a typical file would include some taxable invoices Also the invoice detail includes item type and barcode fields If an inventory database items was involved the type would be set to 1 and the barcode to the item s barcode number While the example payment header record includes the club number the customer barcode and the date these can be omitted and will get the values from the invoice header data that the payment is nested within Comments can be placed anywhere in the file As long as the line does not start with a recognizable token the line is ignored To improve readability of your comments you may want to start them with a stan dard character as is done here All the header specifications are placed at the top of the file in this example IINVHDR CLUB DATE CUSTBARCODETAXRATE AMOUNTTAX1 ACCNTID NINVDTL ITEMTYPE ITEMBARCODE DESC AMOUNT QNTY TAXABLE1 INVCHG DUEDATE AMOUNT PAYHDR CLUB CUSTBARCODE DATE DESC AMOUNT PAY METH PAYDTL AMOUNT INVHDR 1 11 06 1997 001478 8 0 1 INVDTL O New Membership 200 1 N INVCHG 11 06 1997 50
340. tract where his payments stop when the contract expires when an item is sold from the ProShop or when you will have the member pay his initiation fee over the course of a few months On Account billing will bill your members any dollar amount on any date or over a range of dates On Account billing places charges and a payment due date into the member s account You can use either type of billing or a combination of both depending on your require ments How Do Bill My Members The first step is to add members to the member database This is done using the Data Entry or Contracts module Member and billing information is entered into the membership record You will need to enter a minimum amount of member information such as name address membership ID member category etc The program will not allow you to save a member s record unless the minimum amount of information has been entered You will also need to enter a basic amount of billing information such as method of billing Form of Payment and frequency billing cycle To bill members with the Recurring Dues method two additional fields must be completed For Recurring Dues you need to enter the Dues Amount and Next Billing Date Once this billing information is entered into the member databases you can conduct Recurring billing called Dues Payments 185 The next step if desired is to setup payments in the member s account with the Invoice button
341. trategies These strategies can range from staff scheduling to facility maintenance The Facility menu includes the following submenues e Facility Usage Summary e Activity Usage Summary Classes This section lists information pertaining to classes These reports can help you better manage your class and instructor schedules The following reports can be accessed from the Classes menu e Enrollments e List by Instructor e Calendar e Attendance by Members Prospect Reports Selling new memberships is of paramount importance for your club to profit Prospect reports generated here will enable you to increase membership sales You will be able to track prospect visits send correspondence and develop sales strategies Your marketing 203 plan to attract new members will be aided by the information generated by these reports Information on who and where new memberships are coming from can be charted Sales strategies can be developed to enhance how members and prospects are being discovered The following reports can be run using the Prospect menu in the Reports module e Prospect Call List e Prospect About to Expire e Prospects First Visit List e List Prospects that Converted e Prospects Members by Source Inventory Reports In order to run an effective and profitable Pro Shop you will need to control your inventory Inventory control can lead to better Proshop sales and additional profits Fitness Manag
342. ts The report will help monitor members who are current and those who are not There are additional reports that will list members who have signed contracts or who have been terminated A statistical overview of all contracts by category will provide useful manage rial information The following reports can be generated from the Contracts menu Expired Contracts Active Contracts Members Renewed over Range of Dates Members Terminated Over Range of Dates Members Terminated by Reason Members Joined Over Range of Dates Member Contract Statistics Expired Contracts This report provides a list of all members whose contracts will expire within a specific date range It is useful if a sales process for these members needs to be initiated to renew the contract The report prints a list of all members with an expired contract It is sorted by barcode ID and includes the member s name home phone contract expiration date last visit check in recurring dues amount and the renewal amount To Print Expired Contracts Report 1 Inthe Reports module select Contracts gt Expired Contracts 2 Select the membership types to be included in the report The report initializes with all categories selected 3 Click on any membership type de select that you wish to remove from the analysis 4 Enter the date range that you wish to test the expiration date field against Expired from to Tags can be cleared and set from the output of
343. u can specify which action the program should take by including a Record Action field in each data line Alternately if you don t include this field you can specify a default action on the import options screen You also specify the location of where the customer data file for import is located If the file does not exist in that location it will be created The Record Action is discussed in the next section When a Delete record action is taken the program will delete records related to the specified member as well as the main member record This can include check in history account payments class enrollments etc Care should be taken when specifying this option The member account transaction import and export requires the comma delimited data in a fixed format You can view the list of these fields under Help Account Transaction Field List For import the header field is optional All included records in the import file will be added to the existing or newly created account transaction file Both the member and account import functions have a checkbox setting to Build indexes at end This can be used to speed up the import function when a large number of records are being imported However it is best to only turn on this option when populating a new database The program allows you to specify how dates are formatted on import and export See the Settings Field Formatting menu item This is particularly
344. u press the lt Enter gt key This is called the BLOCK CURSOR The ESCAPE key is sometimes labeled ESC This manual will refer to it as lt ESC gt The ESC key usually moves to a prior menu selection or stops the current function It allows you to exit from a field or a screen without accepting the information entered The Enter key is labeled Enter but sometimes labeled e on older keyboards This manual will refer to it as the ENTER key or as lt Enter gt Enter accepts the information from which ever field the cursor is in and moves the cursor to the next field The lt Enter gt key plays a critical role in Windows CURSOR CONTROL keys are the up down left and right arrows as well as the keys labeled Page Up or PgUp Page Down or PgDn Home End Insert or INS and 47 18 Delete or DEL The arrow keys move the cursor or the highlight bar up down left and right The PgUp amp PgDn Page Up amp Page Down keys work to move the highlight bar up and down one full page of text or to display a second data entry screen INS amp DEL INSERT amp DELETE keys toggles the keyboard between Insert and Overwrite mode When the keyboard is in Insert Mode any character you type will be inserted at the cursor and will push to the right characters to the right of the cursor When the keyboard is in Overwrite Mode any character you type will be inserted at the cursor and will replace whatever character was previously at
345. u that you may have an invalid credit card On Account All sales that are conducted from the Front Counter can be placed on a member s account To place a sale on the member s account select the lt On Account gt button as a Form of Payment The lt On Account gt button will not be available unless you have entered a member on the screen If lt On Account gt is selected as Form of Payment the account debit window will be dis played This window will show the member s current account balance prior to the current transaction and the total amount due on the current invoice The operator is prompted to enter any changes and a due date 140 FOF When the Account Debit screen is displayed there may be an option to change the number of payments and the due date between payments This option will be displayed if you have the appropriate security level If you don t have the proper security level you will not be able to change the number of payments or the time between payments Hemar AccHunt Acc nant Yasht iba v ok Oored alana Fik Total Due 5 Account Debt or First Payment ue E Ej A Hane yn Humi ol ohars i 4 With h 4 betent j r Werts iing itrnt Prestige r Prin Parco A default Billing Account is also displayed Again if you have the appropriate security you will be able to change the Billing Account If you don t have the proper security level you will not be able to change the Billing A
346. ultiple charges from one or more invoices Fitness Manager even allows you to create a payment for a member that is not applied against any specific charges This is referred to as an open or unapplied payment A payment consists of the following parts a payment header containing common information to the payment similar to the invoice header zero Or more payment detail records each linking a part of the payment against an invoice charge an unapplied payment has no details In addition to invoices and payments Fitness Manager also allows a user to create a special credit against an invoice known as a credit memo As used in Fitness Manager a credit memo applies to a specific invoice and represents a credit to that invoice where no actual payment is reflected when running a cash accounting report For example a credit memo could be used to eliminate an uncollectable balance against an invoice Logically a credit memo is represented by a single group of information that is always related to a invoice Data Exchange File Formats As mentioned previously the data exchange uses a simple text file of lines or records each containing multiple fields delimited by commas The records are arranged in a structured manner which allows certain types of information to be grouped together for instance an invoice header with it s details and charges The exchange file can contain different record layouts for different types of information For
347. unique club number and when importing payments set this field to the local club number Club to Clear Optional Specify a numeric value to delete account transaction with this club number before the data is imported If the club number is set to zero then all existing transactions will be cleared If the entry is omitted or left blank no action is taken Check for Transaction Member Optional version only if version2 can not locate member transactions are associated with cash customer allowable values are Y yes N no or blank The default is no Set this to avoid importing transaction records into a database where there is no matching member record Build Optional version 1 only ignored for version2 allowed values are Y yes N no or left blank If blank the entry defaults to N This option determines whether the transaction databases are indexed after the import is process build value of yes or on the fly as the records are imported Setting build to yes can speed up the processing of large import datasets and unlike importing the member data is always safe Lookup Method Optional allowed values are A agreement number B barcode number or left blank The default is B This setting determines how records in the import file are related to any existing member records in the target database The default behavior is for the program to directly create an account transaction record based on the fields from the i
348. unt balance is detected during check in an alert is issued to the operator Selecting the account icon from the alert list will also display this window Account States for Annki Berry 131 RE Account Aging 0 40 days 40 00 Total Due smaa M Gose J1 60 daya GUE Unappbej credits 000 61 90 days and Current balance Pe a 31 120 days ana Future parymenis 16000 E 120 days 14d sae a Value of account a Tatal Crue 261 43 Eaymenits Coniract Expiradicn Are Open end Duss laiii Last Renewed T Het Elling Date owog Aa gel Pmi Renewal EPVSYAIF S00 i0 Last Billing Date Gaana Duas Rasp Party salf Account Aesp Pari sei Emoe Pogban aty a Descripii Aih An pie Eo Srat Memo ara S285 Vitamins G1 LIES Eaa He ee 4004 Bessutive Membersiig Mie 40 0 aay SOS Emecuthve Membership S400 240 00 Be E See Profien Powder S20 i BMI Eemcutive Membsersivip 40 09 400 araw9 MW Executive Membership pelina EAU DA Declines nee GA Eeeculive Membership 009 Hi a Totals Sa mE Show unpaid charges onby The Account Summary window includes a complete aging analysis with total amount due The total value of the members account is shown that includes the outstanding balance minus any unapplied payments plus the total of future scheduled payments Other informa tion regarding the member is also included in this screen The contract expiration date the date of last contract renewal if any and the amount of the renewal co
349. urce Required a valid DOS file name specifying the source data in a delimited ascii format Target Required a valid DOS path name specifying the location of target Fitness Manager dataset Any missing tables will be created as necessary Update Existing Optional allowable values are Y yes N no or left blank If blank the entry defaults to Y This option determines whether records which already exist in the target database will be updated by values from the source import file Set this entry to N to limit the import to only adding new records Build Optional allowable values are Y yes N no or left blank If blank the entry defaults to N This option determines whether the contract database is indexed after the import is process build value of yes or on the fly as the records are imported Setting build to yes can speed up the processing of large import datasets but can result in dupli cated records if you import the same data more than once Contract data export Entries Source Required a valid DOS path name specifying the location of the source Fitness Manager dataset Target Required a valid DOS file name for the exported delimited data file to be created in Any existing file with this name will be overwritten Added Since Optional specify a date here to limit the exported records to those that have been added member since field from the specified date forward The date can be specified in mm dd yy
350. ure module allows you to setup the messages in this area For the Ist and 3rd lines you have the option of writing a software generated message rather than your own defined message Line 1 if selected will print the number of points the member has Points are earned for check ins and other defined promotions Line 3 can be used to print membership alerts instead of the message feren promien Visual Card Reader Settings In the Configuration Module select Station gt Visual Card Reader Select the appropriate serial port and font size Click on Check in display message tab Enter appropriate line messages Click lt OK gt oP ONS _ Oe 87 38 Serial Port Card Reader Requires an available serial port on the computer and can be a card swipe or laser barcode reader The serial port card reader is most commonly used in situations where a club wishes to use one computer for both check in and POS A laser barcode reader would be attached through the keyboard keyboard interface for POS transactions while at the same time the serial port card reader would be used for check in EL ietlings for Seiad Pott Card Reade Serial Por C Cem 1 C Cam x Caneel Baud Rate asan l Dota B s 7 Parity Even To Set Serial Port Card Reader Settings 1 Inthe Configuration module select Station gt Serial Port Card Reader 2 Select the appropriate COM Port Data Rate Data Bits and Paring as
351. urrent Balance Data field tags are surrounded by the symbol For this example they are also italicized Sample document templates are located in your Fitness Letters directory How to use the Fitness Manager macro in Microsoft Word 1 Place your cursor where you wish to insert a data field 2 Select Insert gt Fitness Mgr Fields If the macro is not available from this menu it is not installed properly See Using the Fitness Manager Macro for installation instructions 3 Select the field you wish to insert 4 Exit the macro Mail Merge Setup The Mail Merge Setup window is accessible through the menu bar by selecting Letters gt Setup in the Reports Module In this window select your local version of Microsoft Word and other preferences as follows Testing the Mail Merge Before printing hardcopies of your merge results you may wish to test their appearance To do so place a check in the checkbox Show the document after processing and remove checks from Print the document and Delete the document after it is printed When the Mail Merge is processed you will be able to look at each Word document created from the selected template You can edit each file and print as normal Direct Printing Mail Merge Mail Merge can also directly print the created documents To do so in the Setup window uncheck the checkbox Show the document after processing and check the boxes Print
352. usly until the member tells you to stop billing their account To set up these members set each member s next billing date and dues amount in the appropriate area of the member database Setting Up Members With A Contract Contract members are members that have a contract that will end at a date in the future These members have fixed payments and the billing is set to stop when the payment term expires To set up a contract set the next billing date to the contract expiration date The dues amount should be set to 0 but generally is not important as you will not be using recurring billing with this member Apply a debit to the member account or make a sale to their account Once the debit or sale is recorded to the member account members are ready to be billed using the On Account system Billing A Corporate Account Or Group To bill a corporate account or group the group needs to be set up in the group database and the member database 19 All members that are to be billed to the corporate account or group should have the bill to ID in the database set to the group which is recorded in the member database as a member All dues will be billed to the corporate location and name Use the same technique to bill a family membership to a primary account Setting Up A Family Membership A family membership is entered the same as an individual membership When adding a new record you ll select
353. usually ignored or farmed out to 3rd party collection services Why Because the skills necessary to be effective at collections are hard to come by Plus the overhead and paper work are usually burdensome Most clubs just don t know how to be effective at bill collections The Aphelion collection program provides a proven methodology to track members that have overdue payments It reduces the time and paperwork necessary to be effective at collecting overdue payments This program is a comprehensive approach to collections developed by one of the most successful groups in the country The effectiveness of this system will pay dividends in faster payments better tracking and increased cash flow ame cos Name Priocty Cal Back Date Barcode Bhumenstein Heginald E Roe Sc Couns balances assigned lo Lorin J Lasi Coll eras Ona aoe il ee SR pan Beet vf el ebe e For maximum success you should follow a systematic strategy This system is used by successful clubs You can use this system to categorize members with outstanding pay ments keep detailed notes of every call track follow up dates and call back when you say you will When you use the Aphelion collection module you ll find it provides a process to set a call back date for every member in collections You can run call back reports each day to find which members need to be called back By viewing the notes from each record you ll be reminded o
354. uter maintains a complete restocking history of inventory This information is com bined with the sales history for each item to computer the COGS A net dollar margin is also shown for each retail inventory item that reflects the difference between total revenue and COGS A percent of total profit is shown for each item in the list This column reflects the items contributing most to retail profitability Receivables A series of reports that analyze the member account receivables are provided under this menu heading Aging of the account receivables is provided in current due as well as 30 60 90 120 days overdue The accounts are grouped by member category and show a complete summary for each member A Value of Accounts report is provided to show the receivables that are currently due along with the amount to be billed in the future This report is useful when assessing the total value of membership contracts on record An Open Invoices by Member report shows all unpaid invoices charges for each member This report displays the total amount of the invoice the amount that is currently due and the remaining balance on the invoice Aging in days from the invoice date is shown for each open invoice Billing The Billing reports in the Accounting section focus on details associated with members paying recurring dues These amounts and due dates are controlled in the Billing tab of the member data entry forms Recurring dues apply
355. value to yes to delete the archive file if it exists before export This can provide an improvement in speed over updating an existing archive Sample script file Quickbooks Export The Quickbooks accounting program utilizes data structure very similar to the v2 0 Fitness Manager Therefore this information can be exported from the Fitness Manager to Quickbooks through specially formatted text files There are two type of interface to Quickbooks supported in v2 0 of the Fitness Manager Detail and Summary The Detail interface exports all sales invoices and payments individually to Quickbooks The Summary interface exports a single summary invoice for each income account A single merged payment that summarizes all payments received into an income account is also exported to Quickbooks The choice between these two options depends on the accounting functions you wish to perform in Quickbooks Selection of Detail vs Summary Quickbooks Interface A combination of your business operations and Quickbooks limitations must be considered when selecting the proper Quickbooks interface Several factors regarding limitations imposed by Quickbooks should be considered Also whether you use a cash or accrual accounting method needs to be factored into the interface selection process Quickbooks does not provide the facility to link payments with invoices during the export import process This is a significant limitation because it forces the u
356. wages The Earned Wage report lists each employee the time they checked in and out and earned wage calculations The 204 Sales report lists employee sales over a prescribed time period The listing includes any items that are configured as commissioned The following reports can be found under the Employee menu e Phone List e Time Clock Over Range e List Timeclock Records Earned Wages e Sales by Attendant e Sales by Salesperson Cash e Sales by Salesperson Accrual e Certifications e Certifications by Employee Accounting Reports The Accounting reports within the Reports module provide detail and summary information regarding sales and member accounts receivables Activities performed through the ac counting system can be monitored through these reports Accrual reporting examines invoices to determine sales while cash reports view the payments that have been received Many of the Accounting reports have the option of Cash or Accrual method reporting The Cash method examines the payments made against invoices charges to determine sales values The Accrual method examines the invoices directly to compute sales values In Cash reporting a one year membership contract that has 12 monthly payments will only show sales based on the portion of the payments made by the member In Accrual method reporting the full amount of the membership sale is reported on the
357. y Note that you can also use your own icons Icons are available from several sources notably the internet which is generally free and commercial vendors The lt Style gt button is used to define a font style color and size for the Department descrip tion The description is displayed in two areas on the ProShop screen The Department button can display the description The description will always be displayed above the Items as each Department is selected If you choose not to display an icon on your Department button the description that you enter in the Label area will appear instead of the icon on the Department button If you want to display your description in color you should choose the Clear icon The Clear icon is provided as one of the Aphelion standard icons If you are setting up several buttons in one work session you may want to setup the default font style size and color The default is set up for each work session using the Setup gt Default Font menu selection u aij as erT Hamiri Arrant Perel ajal Pawar i E treated perm D L a fi a r Items The Items that are associated with each Department are setup in the Items area of the screen There are three types of items that can be assigned to an Items button You can assign Inventory Visits or Personal Training sessions to each button To assign an inventory item select the item from the Inventor
358. y account are called Secondary accounts Billing To Another Account If you have already entered information into the data entry area and wish to designate the member as a secondary member you ll change the Bill To field The Bill To field is used to designate which member is responsible for the dues and account balances Normally the Bill To is the same membership ID as the member s ID If you want to have another member responsible for the Recurring Dues and Account balances place that member s ID into the Bill To field located on the Billing page of the member record This will cause the account to become a Secondary account Member Arcam af bE Arom Yaba Mat farrent Dalance e008 Total bus Hike A Caneel Heccouan Debi hD Fired Payee Caan finm init i A 7 Henths Humber of charges with beteren e r Weeks Eiig iiil Henitersnip Cents P Brink Receipt The Form of Payment Billing Name and payment information for the secondary account is obtained from the primary billing account and cannot be changed from a secondary account Adding Family Members When adding a new member you can choose to have the account setup as a secondary account automatically To setup a secondary account highlight the primary member on the member roster in the data entry area When you press the Add Member button a selection screen is displayed prompting for the type of memb
359. y browser that appears when you press the pulldown arrow button located next to the Item area In a similar manner 1 92 choose a Personal Training session or Visit from the appropriate tab to assign one of these items to the button To assign a Personal Training item to a button you must first setup the Personal Training items in the Data Entry module Personal Training items must be setup before you can see them on the Personal Training tab in this area To assign a Visit to a button you must first setup the Visit in the Configuration module Visits are treated the same as services Visits should be setup as services using the Member gt Services menu as detailed earlier in this chapter Personal Training or visits can be sold to a member via the Quick Keys They can also be manually added directly to the member s record in the Data Entry module Provision is made to provide discounted pricing for a group of items A group of items might include three training sessions or four visits etc To provide discounted pricing for quantity purchases use the extended pricing area This entry field allows you to sell quantities of the selected item at a price of your choosing To Configure POS Buttons In the Data Entry Module select Data Entry gt POS Buttons Enter a department name in the first Label field e g Food Click on lt Style gt to change font style size and color Click on the Folder icon and choo
360. y it to a different Invoice charge or remove the payment altogether If a payment is removed inadvertently a new payment must be created and applied to the proper Invoice The payments window does not normally display payments made to cash transactions such as Pro Shop POS type sales In these cases the payment is automatically applied at the time of sale and therefore is not normally re applied to another invoice If you wish to see the cash payments in the payments browse window click on the include payments for cash transactions box With this box checked all payments made by the member will be displayed Cancelled Payments To cancel a payment highlight the payment and then click the lt Unapply gt button If a payment is cancelled removed that was associated with a POS sale the billing account is automatically applied to the resulting open Invoice that is specified in the Configuration module This setting is established in the Accounting section of Configuration under Sales accounts defaults Within this configuration option the item labeled Default billing account for on account retail sales is used to set the proper billing account When the payment is removed from a completed POS transaction the corresponding Invoice reverts to an on account type of payment Payment for this Invoice can then be collected during the next billing cycle by including the default retail sales billing account when specifying t

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