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 event. 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 Amountfield.
- 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 Family Member to run the lookup.
Click Exit to leave the program.
CreditBookLookup_Tab1
Lookup (CreditBookLookup_LookupFillin)
Enter all or some of a family member's last name in this field, then click Family Member or press the <Enter> key to run the lookup.
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.