Tally.ERP 9 for club management

© Tally Solutions Pvt. Ltd. All Rights Reserved

Tally.ERP 9 For Club Management

© Tally Solutions Pvt. Ltd. All Rights Reserved 2 2© Tally Solutions Pvt. Ltd. All Rights Reserved

Agenda

• Club Management – An Overview

• How Club Operations are Structured

• Tally.ERP 9 For Club Management

• Business Process Flow

• Primary Requirement

• Tally.ERP 9- Fitment


Club Management –An Overview

CLUB MANAGEMENT An Overview

GUEST ROOM

ManagementACCOUNTSManagement

DEPARTMENT

ManagementMEMEBERSHIP

Management


How Club Operations StructuredClub Management

Membership AccountsDepartments Guest Room

Receipts and payments

Cash voucher printing

Bank payment voucher printing

Member outstanding report

Debit & credit note report

Supplier ledger report

Income and expenditure

Balance sheet

Subscription report

Intimation & termination letter

Reminder letters

Confirmation of accounts

Sales register

Stock statements

Purchase register

Room reservation and cancellation details

Income from departments(Restaurant, BAR, Gym, Billiards etc.

Interest calculation on members outstanding.

Prospective member enquire for club membership.

Sales executive/ Customer representative verify the filled

application and collect the required documents along with application fee.

Based on the membership criteria (first come first serve) club member ship will be issued, and the tentative

waiting period may get communicated.

Once the membership criteria matches the customer service team explain the security deposits details,

subscription fees, rules and regulations of the club

Once the club member pay the membership fee and security deposit receipt will be issued along with ID

card

Sales executive/ customer representative explains the different

types memberships available and provide/ send the admission form.

Prospect fill the application form and submit the same with complete

information ( including family details and the type of membership).

Sales executive/ customer representative issues the receipt

with registration number.

Depends on the membership type, members can avail the various services (Restaurant,BAR,GYM,

Billiards etc.)

Members can also bring their friends as per the norms.

Members will have the flexibility to make the payment immediately (By

cash/ Card) or carry forward the same.

Members enjoy the facilities in the club for Eg. Restaurant, BAR, GYM,

Billiards etc.

The final bill will be generated and submitted to the Member.

I f the member bring the guests, need pay additional charges for the facilities being used by guest. The same receipt needs to be produced

in the counter for utilizing the facilities.

Club member will enquire the guest room availability and tariff details.

Front office check the room availability

Club member book the Room

Bill will be generated on number of days room occupied and the

facilities utilized.

Member makes the payment (cash/card/ partial payment) immediately

or carry forward the same.

Depends on the room category(deluxe room, super

deluxe room, Suit etc.) front office inform the tariff details and explain

the rules and regulations to club member.

Member occupy the room or cancel the room


Club Management –Membership Management


GUEST ROOM


DEPARTMENT


Management


Business Process Flow - Membership ManagementProspective member enquire for

club membership.

Sales executive/ customer representative verify the filled

application and collect the required documents along with application

fee.

Based on the membership criteria (first come first serve) club

member ship will be issued, and the tentative waiting period may

get communicated.

Once the membership criteria matches the customer service

team explain the security deposits details, subscription fees, rules

and regulations of the club

Once the club member pay the membership fee and security deposit receipt will be issued

along with ID card

Sales executive/ customer representative explains the

different types memberships available and provide/ send the

admission form.

Prospect fill the application form and submit the same with

complete information ( including family details and the type of

membership).

Sales executive/ customer representative issues the receipt

with registration number.


Primary Requirement –Membership ManagementCategory/Module

Major Requirement Explanation

Club Membership Management

Members profile creation Creation of members profile and their dependent data base is very important. Their profile include, personal profile with photo, business profile with photo, family profile with photo.

Type of membership The membership type vary from club to club. There will be different type of membership available for members. Regular members, life members, corporate members, honary members, dependent members etc. Handling of different type of membership and collecting the membership fee as per the type of membership is also very important.

Membership upgrade or conversion of membership

The member ship can be upgraded or converted. Access to different facilities isbased on membership type. Later members can upgrade or convert his membershiptype.

Membership subscription management

Depends on the membership type, members will have to subscribe for themembership. It is necessary to pay the subscription amount every month.

Periodical subscription posting

Monthly subscription will be billed every month and shall be payable on or before endof every month.

Minimum usage posting In case the users have not availed any facilities/services from the club during the month, then a minimum monthly charges are applicable as non usage charges.


Tally.ERP 9 Fitment- Membership Management Sl No Requirement Tally.ERP 9 Customisable/

Integration

1 Member database Yes

2 Members family database(Dependent Creation) Yes

3 Photo management of members Yes

4 Type of membership creation Yes

5 Membership fee collection Yes

6 Membership security deposit collection & receipt Yes

7 Subscription creation Yes

8 Membership upgrades Yes

9 Membership termination Yes

10 Membership fee outstanding's Yes

11 Membership transfer fee or upgrade fee Yes

12 Members credit limit Yes

13 Membership fee receipt Yes

14 Member ID cards and tracking Yes

Contd..


Tally.ERP 9 Fitment- Membership Management Sl No Requirement Tally.ERP 9 Customisable/

Integration

15 Periodical subscription posting Yes

16 Minimum usage posting Yes

17 Additional charges Yes

18 Interest charges Yes

19 Member list with address and contact details (data Validation) Yes

20 Membership status (Active/Inactive) Yes

21 Subscription status (Active/Inactive) Yes

22 Bill booking for guest visitors Yes

23 Bill booking for game charges Yes

24 Daily collection register department wise Yes


Club Management – Department Management


GUEST ROOM


DEPARTMENT


Management


Business Process Flow –Department ManagementDepartments

Members will have the flexibility to make the payment immediately (by cash/ card) or

carry forward the same.

The final bill will be generated and submitted to the member.

Restaurant Swimming Pool Billiards GYM

Waiter attend the club member and guests.

Waiter takes down the order, and deliver the items to

particular table.

Member and visitors will show the ID card and receipt in the

counter

Members will have the flexibility to make the payment immediately (by cash/ card) or


Members will have the flexibility to make the

payment immediately (by cash/ card) or carry forward

the same.

I f the member availed any additional facilities

(refreshments), the same will send for final billing


counter


counter



Members will have the flexibility to make the payment immediately (By cash/ card) or




BAR

Waiter attend the club member and guests.

Waiter takes down the order, makes the KOT and deliver the

items to particular table.

Each order will be treated as single KOT and all KOT’s will be clubbed and final bill will

generated

Member has the flexibility to make the payment immediately

(by cash/ card) or carry forward the same.

Members can avail the services


I f the member bring the guests, need pay additional

charges for the facilities being used by guest. The same

receipt needs to be produced in the counter for utilizing the

facilities.





facilities.

Members can avail the services of swimming pool





facilities.

Members can avail the services of billiards





facilities.

Members can avail the services of GYM


I f the member bring the guests, need to pay

additional charges for the facilities being used by guest. The same receipt needs to be produced in the counter for

utilizing the facilities.

Members can avail the BAR services


Primary Requirement-Department Management

Category/Module


Department Management

Kitchen order ticket (KOT)

Preparation of KOT is very important in department like restaurant and bar. Each orderfrom member will be treated as single KOT. All the KOT will be send for final billing.Therefore handling of KOT is one of the major requirement.

Billing KOT need to be converted into final bill along with the waiter’s details and submitted tothe member. The member has the flexibility to make the payment immediately or thesame will be added to his outstanding's and need to pay at the end of the month.

Multiple payment modes

Member can make the payment in multiple modes. They makes the payment by cash,debit/credit cards, coupons, partial payments etc.

Waiter wise KOT details

Each KOT should contain the waiter name, table details and counter name.

Department wise profit

Club will be categorized into different department. For example BAR, canteen, swimming pool etc. Calculation of department wise profit is very important. This will help the management to find which department is giving more business. Also need to track department wise expenses, and which department is more profitable.

Purchases of inventory (department wise)

Inventory handling is another requirement in club. Each department will havedifferent requirement of items. Preparation of purchase order or indent, multiple suppliermanagement, preparation of GRN and purchase Invoice are very important.

Department wise members usage report

In case the users have not availed any facilities/services from the club during the month, then a minimum charge is collected as non usage charges. Since this gives an additional revenue to the club, this is one of the major requirement.


Tally.ERP 9 Fitment- Department ManagementSl No Requirement Tally.ERP 9 Customisable/

Integration

1 KOT entry Yes

2 Billing Yes

3 Multiple payment modes Yes

4 Member usage posting Yes

5 Bill status(paid/non paid) Yes

6 Cash sales Yes

7 Credit sales Yes

8 Coupon sales Yes

9 Waiter wise KOT details Yes

10 Cancelled KOT list Yes

11 Cancelled bill list Yes

12 Daily collection report (Cash/Cards/Coupon) Yes

13 Counter wise sales report Yes

14 Booking bills and expenses Yes

15 Transaction summery Yes

Contd..


Tally.ERP 9 Fitment- Department ManagementSl No Requirement Tally.ERP 9 Customisable/

Integration

16 Member wise bill(Usage wise) Yes

17 Member final bill Yes

18 Member wise visitor details Yes

19 Cash receipts Yes

20 Multiple payments/receipt mode Yes

21 Adding to member outstanding list Yes

22 Department wise visitors details Yes

23 Department sales details Yes

24 Department wise billing details Yes

25 Department wise collection report Yes

26 Department wise multiple payment summery Yes

27 Consolidated department report Yes

28 Booking expenses for the services consumed Yes


Club Management – Guest Room Management


GUEST ROOM


DEPARTMENT


Management


Business Process Flow - Guest Room ManagementGuest Room management

Club member will enquire the guest room availability and tariff

details.

Front office check the room availability

Club member book the room

Visitors may or not use the facilities (Restaurant, Bar,

Gym etc.,)

Bill will be generated on number of days room occupied

and the facilities utilised.

Member makes the payment (cash/ card/ partial payment) immediately or carry forward

the same.

I f the member wants to upgrade/ change the room, depends on the

availability of the room, front office will facilitate

the same

Update the guest room enquiry in the records and based on

cancellation the availability will be informed.

Depends on the room category(deluxe room, super deluxe room, suit etc.,) front office inform the member the tariff details and explain the

rules and regulations.

Available Not available

Cancellation of rooms Occupy the rooms Upgradtion/ change of rooms

I f the member cancels the room, the

cancellation charges will be collected

Member has the flexibility of making the payment immediately or

end of the month. Member has the flexibility

of making the payment immediately or end of the

month.


Primary Requirement- Guest Room Management

Category/Module


Guest Room Management

Room availability checking

Checking the availability of rooms and informing the member while booking is one ofthe major requirement in guest room management.

Room reservation and cancellation

According to the availability of rooms, the front office/customer support executive willbook the room and inform the member. In case of any cancellation, the same will have to recorded in the register and collect the necessary charges as applicable.

Room change/ upgrade If the member want to change the room or they require an additional bed, handling of such requirements should be possible.


Tally.ERP 9 Fitment- Guest Room ManagementSl No Requirement Tally.ERP 9 Customisable/

Integration

1 Room booking Yes

2 Room releasing Yes

3 Room cancellation Yes

4 Room check-In Yes

5 Room transfer Yes

6 Daily room wise bill updating Yes

7 Extra bed charges Yes

8 Room service booking Yes

9 Room check-out Yes

10 Receipt of cash/debit card/credit card Yes

11 Transfer of bill amount to members account Yes

12 Room availability status Yes

13 Room reservation status Yes

14 Day wise room transfer details Yes

Contd..


Tally.ERP 9 Fitment- Guest Room ManagementSl No Requirement Tally.ERP 9 Customisable/

Integration

15 Sales register(Cash/Card) Yes

16 Unbilled room rent/services Yes

17 Daily room collection Yes

18 Invoice generation for guest Yes

19 Cash paid receipt Yes

Contd..


Club Management – Accounts Management


GUEST ROOM


DEPARTMENT


Management


Tally.ERP 9 Fitment- Accounts ManagementSl No Requirement Tally.ERP 9 Customisable/

Integration

1 Material inward and purchase Invoice Yes

2 Stock transfer from stores to departments (to Kitchen, BAR etc.)

Yes

3 Stock return from departments to stores Yes

4 Stock adjustment (Handling damage, pilferage, theft etc.) Yes

5 Billing Yes

6 Receipt ( cash/card) Yes

7 Daily cash sales Yes

8 Daily cash/card sales Yes

9 Daily credit sales to member Yes

10 Cash book Yes

11 Bank book Yes

12 Payments Yes

13 Receipts Yes

14 Purchase register Yes

Contd..



Integration

15 Expenses register Yes

16 Supplier/Customer account Yes

17 General ledger report Yes

18 Balance sheet Yes

19 Trial balance Yes

20 Income and expenditure Yes

21 Outstanding payables Yes

22 Outstanding receivables Yes

23 Total receivable from all members Yes

24 Attendance register Yes

25 Pay slip Yes

26 Pay sheet Yes

27 Pay register Yes

28 Reminder letters Yes

Contd..



Integration

30 Confirmation of accounts Yes

31 Security control Yes

32 TDS deductions Yes

33 Interest calculation Yes

34 KOT entry Yes

35 Unbilled KOT Yes

36 Cancelled KOT Yes

37 Cancelled bill list Yes

38 Stock returns Yes


Thank You

For any queries please contact :- [email protected]

mailto:[email protected]

Documents

Tally.ERP 9 for club management