Contract Templates - Affiliated Acceptance
Contents
1. be used Checks 0 00 EFT 0 00 Phase Breaks in Days CreditCards 0 00 30 60g 20 ii 120 i 160 Figure 6 7 Account Late By Number of days a payment must be late before any late fees are applied This only applies to your In House members Warning After A warning message will appear during check in if a member s payment is late by this many days The following areas are controlled by AAC for AAC billed members For consistency In House accounts should be set with the same values as those billed by AAC Return Fees Checks The amount you wish to charge for a returned check EFT The amount you wish to charge for a returned EFT Draft Credit Cards The amount you wish to charge for a returned credit card payment Late Fee Percentage The Default is the percentage you want to charge on late payments The Minimum and Maximum amounts limit the amount you can actually charge for late fees If the Late Fee is calculated to be less than the Minimum the Minimum amount will be charged If the Late Fee is calculated to be more than the Maximum the Maximum amount will be charged Late Fee Amount Use this if you have a flat dollar amount you charge for late payments instead of calculating them based on a percentage If you specify both a Late Fee percentage and a Late Fee Amount only the Late Fee Amount will be used Phase Breaks These phase breaks are used to determine the timelines of an account2. Attached list You may attach as many classes or groups as you like When entering a new member with this contract template the new member will be automatically added to all of the Attached Classes and Groups for this contract template Add or edit your classes and groups by clicking on the Class Manager or Group Manager buttons Classes and groups are discussed in more detail in their respective sections of this User Manual Personal Training I nformation The Front Desk Personal Training module allows you to maintain all of your Personal Training information Entering Personal Training information here in the contract template will soeed up new contract entry reduce input errors and allow you to control the range of Sessions Session Rates and Processing Fees for new contracts 82 Chapter 6 Contract Template 3 Contract Template Manager EDIT File GoTo Help lel Save Undo ft close General Fees Returns Renewal Attd Comm Client s Contract ID MONTHLY Personal Training Information Any Default values entered here will be automatically placed in a new contract The Minimum and Maximum values will control what can be entered on a new contract Enter the number of hours the Personal Trainer will get credit for when training someone with this contract type Default Sale Price 10 00 Default Minimum Maximum Sessions Contracted o Session Rate 0 00 Processing Fee Add On Sessions o Personal Trainer
3. Credit 0 00 hours Use Personal Training Schedule C Must Use Personal Training Sessions Figure 6 13 Sessions Contracted The total number of sessions contracted for this type of contract If this is a TERM type of contract this is the number of sessions for the entire term If this is an OPEN END type of contract this is the number of sessions for each payment period The Default amount is what will be automatically filled in for you when entering new contracts The Minimum and Maximum amounts will limit the number of sessions that may be entered into the Total Sessions field of a new contract Any amount entered that Is less than the Minimum or greater than the Maximum amount will not be allowed in the actual contract entry Leaving these fields to 0 will allow you to enter any amount in the actual contract entry Session Rate This is the amount of each personal training session for this type of contract The Default Minimum and Maximum amounts are used just as in the Sessions Contracted fields described above Processing Fee The amount you will charge as a Processing Fee for this type of contract The Default Minimum and Maximum amounts are used just as in the Sessions Contracted and Session Rate fields described above The Processing Fee is only available for personal training type contracts Personal Trainer Credit hours The number of hours that a trainer will receive credit for each time he trains a member
4. are still attached to Honth 1 a member All deleted templates still attached will reappear during the next download or end of day process Default Minimum Maximum j Valid Payment Types Payment 20 00 20 00 20 00 Invoice Number of Pmts 0 o o Credit Card Down Payment 10 00 10 00 10 00 EFT Special Payment 0 00 0 00 0 00 Use Default Payment Type of Special Pmts 0 o o Payment Frequency ONCE A MONTH Length of Contract L O months Check to make this contract template unavailable for new contract entry Word Document Disable Figure 6 6 78 Chapter 6 Contract Template Fees Returns and Phases Control when the system considers an account late The system will warn employees during the check in process 43 Contract Template Manager EDIT File GoTo Help save Undo G Close General Fees Returns Renewal Attd Comm Class Group Pers Training Packages Client s Contract ID MONTHLY Fees Returns and Phases The information on this page has a Global effect Any changes made to these fields will affect past as well as present contracts Account Late By gi days Default Minimum Maximum i Late Fee Percentage 0 00 0 00 0 00 Warning After O days l LateFeeAmount 0 00 ifyou specify both 2 Late Fee Percentage and a Late Fee Return Fees Amount only the Late Fee Amount wil
5. only packages that are not selected in the screen below Select All I tems All packages listed below will be attached to the contract template Clear All Items All packages listed below will be deselected and none will be attached to the contract template Package Id This is the system identifier for each individual package Package Description The description is entered when the package is created through the Inventory Manager and it gives more information to identify the package Quantity This is the number of default packages a person assigned to the contract template will be given Normally you want the quantity to be 1 Selection If the selection box is chosen for a package then it is attached to the contract template you are viewing Any customer entered through Contract Wizard with the contract template will be attached to the selected packages You can attach packages to in house AAC billed and non responsible members If the member is buying a package for a single month you will be better off added them as a customer through the point of sale application and selling the package to them through point of sale Adding customers through point of sale will be explained in greater detail further on in the manual 86 Chapter 6 Contract Template Client s When entering a new contract template it must be attached to the appropriate AAC Client Number or in house account and or department Use the Client numbers t
6. with this type of contract This allows you to track the number of hours that your trainers are giving personal training sessions Must Use Personal Training Sessions f this option is checked this contract will only be used for personal training and will not be able to be used for any other type of agreement Use Personal Training Schedule Check this box to schedule the number of sessions a member can use in a month This will allow them to use sessions before they have been paid for Each member will only be able to use the amount of sessions set up per month in the personal training schedule on each contract template A program option must be set in the Front Desk Configuration to allow personal training check ins over the paid amount of sessions The allowed number of sessions can be set per contract template as well as globally for all personal training members 83 Chapter 6 Contract Template A Setting up the Personal Training Schedule per Contract Template 1 Check the box labeled Use Personal Training Schedule 2 Click on the PT Schedule Button The monthly training schedule will open 3 Click on each individual month so it is highlighted in blue and type the number of sessions they will be able to use for each month As each month s sessions are entered the total sessions will be shown on the right hand side of the window 4 Ifthe no rollover box is unchecked the member will have the ability to use avail
7. Allow Alternates Check this if you would like to be able to add Alternate members for contracts of this type Alternate members will only have one identification number and you will have to choose them from a list at time of check in It is our Suggestion that you use non responsible members when having multiple members on one contract This way each member will have their own identification number for checking in Attendance reports will be more accurate You may assign cards or pin numbers to each member if they are entered as non responsible members To add a member as non responsible use the contract wizard Prompt for Class List Check this if you would like members with this type of contract to get a pop up list of all available classes when they check in This will be an entire list If this is not checked and members are attached to classes only the classes they are attached to will show up in list format at time of check in Employee Commissions Commission Percentage The Default is the commission percentage you want to give an employee for selling this type of contract The Minimum and Maximum amounts limit the commission amount that the employee can receive If the commission is calculated to be less than the Minimum the Minimum amount will be given to the employee If the commission is calculated to be more than the Maximum the Maximum amount will be given to the employee Commission Amount Use this if you have a flat dol
8. Chapter 6 Co nt ra ct Te m p l ate FrontDesk v4 1 25 Contract Template Manager 76 77 General Information 77 78 Fees Returns and Phases 79 Renewal Information 80 Attendance and Commissions 80 81 Attaching Classes and Groups 82 Personal Training Information 82 85 Packages 85 86 Client s 87 Contract Templates Revised on 03 13 2009 Chapter 6 Contract Template Each member entered into the software has a Member Type This is the member s contract name or Contract ID Before you can start entering members into the software you will need to set up at least one contract template in the Contract Template Manager The Contract Templates section can be found in both the AAC Check In and Point of Sale drop down menus Open either application and click Configuration Members gt Contract Templates as shown in Figure 6 1 Add view edit and print out contract template information here 43 Contract Template Manager Check In File Member Reports Configuration FrontDesk Help File GoTo Hep i a me E EN BPT FrontDesk Configuration v K 4 gt PL Alocate New C7 Edit L Preview Print gt lt Delete f Close P da AEN Employees z mm r Employ L Fees Returns Renewal Attd Comm Class Group Pers Training Packages Client s Club Number Inventory gt Class Check In Contract ID Type The Contract Template Manager a
9. They are very similar in concept to A R aging breaks These are used in various functions to group together your accounts 79 Chapter 6 Contract Template Renewal I nformation Define the default renewal method and payment amount for this contract 48 Contract Template Manager EDIT 3 Contract Template Manager ADD fel Save 9 redo laj Save Undo f gt Close General Fees Returns Renewal Attd Comm Class Group Pers Training Packages Client s Gonteal Fins Polos Renewal Ald i Gane Classi Group Pers Tainig Packoges Chini is Contract ID Renewal Information Conactifc MONTHLY Renewal Information Renewal Type Fharritsanal Typi MA A renewal type of MAS will prevent the contract frorn renewing A renewal type of N A will prevent the contract from renewing MONTH TO MONTH 12 MONTH TERM 2 MONTH TERM 3 MONTH TERM 4 MONTH TERM 6 MONTH TERM A renewal type of MONTH TO MONTH will renew into an Open manewel Paman A hrial bye ol MENTAH TE BAJN TH wall riran onto an lpn End contract with only a monthly renewal payment amount required 70 00 End contract wih only a monthly renewal payment armount required When the contract goes into renewal the renewal payment becomes the new payment amount and the renewal total becomes the new balance Firea Talal When the conact gops mbi neral i nenial payme betores 1e sloss new paymanmi amount and the renewal total be
10. Y OPEM ENL Gone jipii changes can athe arani meres a Oran khk CONAS Template Changes Can MTAA Gunen members Oescipgon Gono dieiehe anny caniad benpiotes thal anc sill taco io Descipion GAD ot GES etry CONEA bempeies Theat ane HA ethene th amemba Al deleted fonda id afar vel ean A erie Al deteied bempisies 4a aleched wil cape Bonthiy a am Boorbly briag Bee rral id or erucl nt a Curing Tre neat dyer of end of day process riaj Bee fetal creer tr piii there patit Detault Minin Maxim Walid Payer Types Default Minirtigir Mairia Yad Finmar Trey r f 5 5 1 z a ao da Parren 720 00 320 00 320 00 Finales Partant q20 00 220 000 920 00 FF invoice Humber of Pos F o F Cnedit Gard Humber of Prva E Le 1 fe Credit Card Down Payarrent 10 00 eIEFT Eiran Pirareint 10 00 Elert Special Payment 50 00 Special Parrini 0 00 Utse Dersu Payne Tye Vee Default Paymari Type F of Special Pris J i of Special Pris oO o Payment Fnequinncy eS A Parmer Frequency ONCE A MONTH k ALE A MUNTAH EVERY 7 MONTHS Chick bo cabs bat oinaz jirga EVERY 7 MONTHS Lasisi toe nea condeeel eiry Word Obtuireint EVEAY 4 MONTHS Dteable Vird Cisturetnt EVERY MONTHS ONCE A YEAR Figure 6 4 Figure 6 5 Length of Coninact L rgth of Carira t O mn Length of Contract The default length for this type of contract It is used to calculate the expiration date when entering a new contract of this type Some examples include one 24 months 12 months 6 mont
11. ab to assign contract types 4 Contract Template Manager Fie GoTo Help K 4 gt OW ALocate _ New C7 Edit Preview J Print gt lt Delete ff Close Contract ID MONTHLY Contract Entry Client Numbers Select the Client Drop record s from the list that are allowed to enter contracts with this Contract ID Down Payment Split Defaults l Client Drop Name Description Department 0001 01 IN HOUSE Figure 6 20 Check the Use Box next to the appropriate client numbers z Click the Save button when finished entering all information 87
12. able sessions from previous months If checked then sessions will have to be used by the member in the specified months 5 After all information has been entered click Okay to return to the Contract Template Manager screen 8 Contract Template Manager EDIT E m PT Monthy Training chedi AR x File GoTo Help la Save Undo i Close et Sessions General Fees Returns Renewal Attd Comm Class Group i Packages Client s Contract ID MONTHLY Personal Training Information Cancel Any Default values entered here will be automatically placed in a new contract The Minimum and Maximum values will control what can be entered on a new contract Enter the number of hours the Personal Trainer will get credit for when training someone with this contract type Mo Rollover Default Sale Price 10 00 Sessions Default __ Minimum Maximum Sessions Contracted Session Rate l Processing Fee 00 00 Add On Sessions O Personal Trainer Credit 0 00 hours Cl Use Personal Training Schedule C Must Use Personal Training Sessions 0 0 0 0 0 0 0 0 0 0 0 0 Figure 6 14 Figure 6 15 84 Chapter 6 Contract Template B Turning on Program Options for the Personal Training Schedule 1 Open the AAC Front Desk Configuration by clicking on the Configuration drop down menu in AAC Check In or Point of Sale amp Point of Sale File Pos Customer Reports Con
13. comes the new balance Figure 6 8 Figure 6 9 Renewal Type You may choose to renew into a monthly agreement or you have many term choices to choose from The way you do business will determine how your renewals are set up You may select N A if you do not want contracts of this type to automatically renew Renewal Payment This amount will become the new Payment amount when the contract goes into renewal Renewal Total f the contract will renew into another term agreement you will enter the full sale of the renewal in this section This will be the balance owed when the contract goes into renewal Attendance and Commission Usage restrictions may be set for entrance to the facility as well as for entering employee commission information per contract template 3 Contract Template Manager EDIT fl fX f A Contract Template Manager EDIT id Seve Undo Gi oe fel Seren Lire General Fees Reums Renewal ABJ Comm Class Group Pers Training Packages Cheni s s General Fens sAietums Renewal ASd Comm GlssrGroup Piers Training Packages Gln Fs ContactiO MONTHLY Valid Attendance Days F Sunday Monday 7 Tuesday Fl Wednesday v Thursday Friday v Saturday F7 Allow Alternates Prompt for Class List Figure 6 10 Attendance and Commission Restricted sage Frequency NIA v Aligeed Visits o Emploves Commissions Defaut Minimums Maximum Commission Perce
14. ear L during the next download or end of day process Default Minimum Maximum valid Payment Types Payment 20 00 20 00 20 00 Invoice Number of Pmts o o m V Credit Card Down Payment 10 00 10 00 10 00 VJ EFT Special Payment 0 00 0 00 0 00 f C Use Default Payment Type of Special Pmts 0 0 Payment Frequency ONCE A MONTH Length of Contract E months Check to make this contract template unavailable for new contract entry Word Document C Disable Figure 6 3 General I nformation Contract I D This is a unique identifier for each template It represents the contract s name and will be shown as member type during the contract entry process The contract id can be up to 10 characters long and use any combination of numbers letters and spaces This field is required for each contract template Type Each template must be one of two types TERM a specific number of payments or OPEN END a recurring payment with no specified end date This field is required for each contract template Description Enter a description for the contract This is not required but may be used to better identify the contract templates Payment This amount represents the payment amount paid over the desired frequency The Default amount is what will be automatically filled in for you when entering new contracts The Minimum and Maximum Payment amount
15. figuration FrontDesk Help wf Make Sale Q Open Drawer uf FrontDesk Configuration Employee Customer Lookup Fir Inventory i Members References Item Id 24 mel i Regular Member Quantity Price 0 00 Discount Discount Item Id Description Qty Price Discount Amount A Sub Total Tax Total Tendered Figure 6 16 2 Click on the Program Options Tab Expand the Personal Training Section so that all Personal Training program options are shown gt is Front Desk Configuration gt i Front Desk Configuration File System Setup Help la Save exit Fie System Setup Help la Save exit Corporate DBA Data Settings EFT Banking Security Program Options Installed Modules Corporate DBA Data Settings EFT Banking Security Program Options Installed Modules Program Options Program Options Program Options allow you to customize your FrontDesk software for your specific needs Personal Training Program Options aliow you to Yes Allow Normal Check In Along With Personal Training customize your FrontDesk Yes Allow Both Types Of Check In For The Same Member ofiware fOr Your apecnic needs Yes Allow Only One Training Session Per Day No Allow Sessions That Have Not Been Paid For Number Of Unpaid Sessions Allowed Term Reset All Options to Default 4 Number Of Unpaid Sessions Planes open End Yes Show Session Rate On Personal T
16. hs and 3 months Valid Payment Types Check only the Payment Types that you will allow for this type of contract This only applies to In House contracts where the club is responsible for billing Valid Payment Types for contracts sent to AAC for billing will be determined by your AAC client setup Use Default Payment Type Check this and select a Payment Type from the drop down list if you would like the software to automatically default to this type when entering a new contract of this type You can see the choices above Disable This option is used when a contract template will no longer be available to members You will not want to delete the template because existing members may still be attached to it By checking the disable box you will still see the template but it will no longer be available for selection during contract entry Microsoft Word Document Attach the proper word document to use for the contract template 3 Contract Template Manager File GoTo Help K 4 gt PI ALocate _ New C7 Edit Preview z Print gt lt Delete f Close General Fees Returns Renewal Attd Comm Class Group Pers Training Packages Client s Contract ID Type The Contract Template Manager allows entry and editing of OPEN END your contract templates Use care with this option as MONTHLY NEN contract template changes can affect current members Description Do not delete any contract templetes that
17. lar commission amount you give your employees for selling this type of contract instead of calculating it based on a percentage If you specify both a Commission Percentage and a Commission Amount only the Commission Amount will be used 81 Chapter 6 Contract Template Attaching Classes and Groups Automatically assign new members to classes and groups when entering their contract 43 Contract Template Manager EDIT File GoTo Help la Save Undo Gt Close Contract ID MONTHLY Attach Classes and Groups Groups and Classes can be automatically attached to this contract template Available Classes Description Classes Attached A A Class Manager Available Groups Groups Attached Group Manager Figure 6 12 The software allows you to create an unlimited number of classes and groups for your members To create groups or classes open the Reference File Manager Application and click on the groups or classes buttons In this location you may define your groups and classes as well as add existing members guests or templates to the group or class If a class or group is attached to a contract template then each member attached to that template during contract entry will be automatically attached to the selected class s or group s To do this select the class or group from the Available list then click the _ gt _ Add class group button This will put the selected class or group into the
18. llows entry and editing of Member Name pe 7 your contract templates Use care with this option as References Account Manager MONTHLY OPEN END contract template changes can affect current members F Classes Description Do not delete any contract templetes that are still attached to Responsible Member Name Monthl a member All deleted templates still attached will reappear Contract Templates Monthly d during the next download or end of day process Balance To Be Current Next Due Date FitTrak 0 00 0 00 fi f Groups Default Minimum Maximum Valid Payment Types Member Type Effective Date Expiration Date Ranks Payment ao JL Invoice i F f _ NumberofPmts O o Credit Card Status Age Prior Visits Last Attended _ Down Payment 10 00 10 00 ERT 0 0 Special Payment 0 00 0 00 r i Use Default Payment Type Problems of Special Pmts 0 Payment Frequency ONCE A MONTH Length of Contract o months Check to make this contract template unavailable for new contract entry Word Document Disable Slide Card Enter Last Name Figure 6 1 Figure 6 2 Contract templates allow you to minimize your data entry After you setup each of your templates the default values will be automatically filled when entering new contracts in the Contract Wizard This will dramatically reduce the time it takes to enter a contract as
19. mtage 0 00 0 00 0 00 Com n ssion Amount 0 00 N yow apecty both 2 Commission Percentage and 2 Commission Amount only the Commission Amount nil be used C nmi l iD MOMTHLY Walid Ahandance Darg k Sunday Monday Tuesday eo eine setiny Thursday r Fridsy Sagurday Allow Altemmates Prompt for Class List Figure 6 11 Attendance and Commission Resiicied Wea Frequency a Allgertd Visits E Cea Minimu Marira Commission Fermeniage 0 00 p0 00 0 00 Connie sion Arria 70 00 F pye ipagi bolh 2 Comedians Bercenlage ond 2 Commiwon Ami only Lie G mmiiisan Amid moll bee ect 80 Chapter 6 Contract Template Valid Attendance Days Check all of the days that members with this contract type are allowed to check in Restricted Usage Enter any usage limits for this type of contract Frequency Set this to the frequency in which you want to restrict check ins Allowed Visits Enter the number of allowed check ins for the selected frequency If the Frequency is set to anything except N A and the Allowed Visits are set to 0 member s with this type of contract will not be able to automatically check in For Example Billy signs a contract where he can only enter the facility 10 times per month You would set the frequency to monthly and the allowed visits to 10 Once Billy checks in for the 10 time he will not be allowed to check in anymore until the next month
20. raining Screen No Hold Last Month Sessions Until Paid EJ Name of Employee Type 1 Name of Employee Type 2 Section Background Reset All Options to Default Section Background Description Description Figure 6 17 Figure 6 18 3 Choose this option Allow Sessions That Have Not Been Paid For The option will allow the Personal Training Scheduler to be used for contract templates as well as for Change the value to Yes 85 Chapter 6 Contract Template Packages The packages tab is used to attach packages that the new member will automatically be using at the time of entry For example a member is signed up for a year contract with unlimited tanning for the standard tanning bed You may create a package to log their tanning sessions and attach it to the contract template so the member automatically has the package to check into 4 Contract Template Manager File GoTo Help KH 4 gt OW ALocate New C7 Edit Preview Print gt lt Delete ff Close General Fees Returns Renewal Attd Comm Contract ID MONTHLY Attach Package Items All Packages Packages Selected Packages Not Selected Package ID Package Item Description Quantity Selected 10 STANDUP SESSIONS Figure 6 19 All Packages View all packages available in the screen below Packages Selected Shows only selected packages in the screen below Packages Not Selected Shows
21. s will limit the amount that may be entered into the Payment amount of a new contract If the amount entered is less than the Minimum or greater than the Maximum you will not be allowed to use the amount in contract entry Leaving these fields to 0 00 will allow you to enter any desired amount during the actual contract entry Down Payment This is the amount that the member will be paying upfront The Default Minimum and Maximum totals work the same as they do in the Payment fields described above Number of Pmts The amount of payments that this contract is scheduled for The Default Minimum and Maximum amounts work the same as they do in the Payment and Down Payment fields described above Payment Frequency How often the member will make payments Some examples include monthly weekly bi weekly semi annually and yearly A partial list is shown below 77 Chapter 6 Contract Template 3 Contract Template Manapar EDIT Contract Template Manager EDIT lire 2 Urei h ka il ave undo General Peesi Rebane Renewal Ald Comen Clases Group Pers Training Packages Client s General Fersi Rebane Renewal ANd Come Claes Group Pers Training Packages Cieni is Contract if Ta The Contract Template Manaper alow iry and diling l Contract iD Type The Contract Tempiste Manager aiw entry and editing gi Tau GHE AA bengiaies Lice care wilh es optur at your Connect emea Use para wth fas opts ai MONTHL
22. well as reduce the chance of data entry errors You can override most fields during actual contract entry so not all fields in the Contract Template are required If you are utilizing the Package feature you should enter packages through the inventory i manager prior to creating contracts with Packages To add a new contract template click the Add new record button _ or use your Insert key Then enter the contract template information then click the Save button inl or use your F3 key to save To edit an existing contract template click the Edit Record button Ej or use the F11 key You will be able to edit all fields except for the Contract Id and Type Click the Save button inl or use your F3 key to save 76 Chapter 6 Contract Template The title bar will show which mode you are in by displaying add or edit at the top of the screen as shown in Figure 6 3 4 Contract Template Manag r EDIT Fie GoTo Help la Save Undo Gi Close General Fees Returns Renewal Attd Comm Class Group Pers Training Packages Client s Contract ID Type The Contract Template Manager allows entry and editing of OPEN END your contract templates Use care with this option as MONTHLY l contract template changes can affect current members Description Do not delete any contract templetes that are still attached to a member All deleted templates still attached will reapp
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