The Credit Book Maintenance program allows you to adjust a member's Credit Book balance.
The credit book feature is generally used by private and semi-private golf clubs as a means to track a member's winnings from a pro shop tournament or other events. For Example: The pro shop gives a dollar amount for tournament prizes (i.e. 1st, 2nd, 3rd place, long drive, closest to the pin, etc…) and these winnings are payable as a credit book credit. The member who wins can then use the credit towards a purchase of pro shop inventory. The credit book is completely separate from the household balance; it is essentially "money" that can be spent only at the golf course and only the family member with the credit book balance can use it for payment.
To Update a Member's Credit Book Balance
- Lookup and select the Member in the Credit Book Maintenance Lookup field.
Note: The Credit Book Maintenance Family Member DataGrid lists only those Family Members who are eligible for Credit Book. To be eligible for Credit Book, a Family Member must have the Allow Credit Book option enabled. In the Default VSI Design, this setting is maintained in Family Member Update • Member Details • Additional Settings.
- The Family Member's Current Balance, if any, will appear in the corresponding field.
- Enter the amount of the Credit Book adjustment in the Change Amount field.
- To Increase the Value - Enter a positive value equal to the amount by which you wish to increase the member's Credit Book. For Example: A member's Current Balance is $50.00. You wish to increase the value to $100.00. You would enter "50.00" in this field.
- To Decrease the Value - Enter a negative value equal to the amount by which you wish to decrease the member's Credit Book. For Example: A member's Current Credit Book is $50.00. You wish to "zero it out." You would enter "-50.00" in this field.
- Enter a note in the Reference field to explain, if desired. This note will appear in the Credit Book history.
- Expand the Drop-down list and select the Payment Code you wish to use to record the adjustment. VSI recommends using a Miscellaneous Type code. You might also opt to use a JournalType code.
- When you Process a Credit Book adjustment, entries are made for this Payment Code to the GL and Cost Center (if any) accounts listed in their respective fields on the Static Parameters profile • Financial Settings group.
- The Credit Book Payment Code Type does NOT appear in this list. Credit Book Payment Codes are designed for tracking Credit Book payment transactions, such as recording a Member's purchases made with Credit Book funds.
- Leave other fields at their default value.
- Click Process to complete the action. The family member's Credit Book balance will be adjusted accordingly. You will be returned to the Family Member Lookup screen where you can repeat this process or Exit back to the main menu.
Notes: You can use this program to manually adjust a Credit Book balance, if needed by entering a positive (+) or negative (-) value in the Change Amount field. Click Process to complete the adjustment. Changes take effect immediately.
At this time, there is no "Bulk Purge" for Credit Book balances. To purge/initialize/zero out a member's Credit Book balance, use this program and zero out the balances member by member using the steps outlined above.
From the bottom of the screen…
Click Process to run the Credit Book update. When you Process a Credit Book adjustment, entries are made to the GL and Cost Center (if any) accounts listed in their respective fields on the Static Parameters profile • Financial Settings group.
Click Cancel to return to the previous screen.
To exit this program, click 'X' on the title bar. You will be returned to the Main Menu or the previous program.
CreditBook_Tab1
Current Balance (CreditBook_CurrentBalance)
You will not visit this field.
This field displays the Family Member's current Credit Book balance if any.
Note: Step-by-step instructions for running this program are in the Header Help. Click the "i" Information icon and scroll to the top of the page.
Change Amount (CreditBook_ChangeAmount)
Enter the amount by which you wish to change the selected Family Member's Credit Book balance. To increase a Credit Book balance, enter a positive number and click Process To reduce a Credit Book balance, enter a negative number and click Process.
For Example:
- To Increase the Value - A member's Current Credit Book is $50.00. You wish to increase the value to $100.00. You would enter 50.00" in this field.
- To Decrease the Value - A member's Current Credit Book is $50.00. You wish to "zero it out." You would enter "-50.00" in this field.
Note: Step-by-step instructions for running this program are in the Header Help. Click the "i" Information icon and scroll to the top of the page.
Reference (CreditBook_Reference)
Enter a note in this field to explain the adjustment, if desired. This note will appear in the family member's Credit Book history.
DeletePay Code (CreditBook_Paycode)
Expand the Drop-down list and select the Payment Code you want to use to record the Credit Book adjustment. VSI recommends using a Miscellaneous Payment Code Type or a Journal Code Type. Your Department's procedures may vary.
Payment Codes are maintained in Payment Code Maintenance.
Notes:
- When you Process a Credit Book adjustment entries are made to the GL and Cost Center (if any) accounts listed in their respective fields on the Static Parameters profile • Financial Settings group.
- The Credit Book Payment Code Type does NOT appear in this list. Credit Book Payment Codes are designed for tracking Credit Book payment transactions such as recording a Member's purchases made with Credit Book funds.
Cash Drawer (CreditBook_CashDrawer)
Accept the default entry (the Cash Drawer to which your User ID is linked) or overwrite with another Cash Drawer, if necessary.
Note: The ability to update this field is controlled by the Payment Drawer field setting on your Permissions profile.
User Name (CreditBook_UserName)
Accept the default entry (your User ID) or overwrite with another User ID, if necessary.
Note: The ability to update this field is controlled by the Payment User field setting on your Permissions profile.