how2ar03.htm

Club Office Pre-Paid Minimums Setup and Operation

  1. Create a level 1 liability G/L account named PPD Minimums Holding.
  2. Create another level 1 liability G/L account named PPD Minimums Used. It’s a good idea to use the next available G/L number to keep them together in the G/L.
  3. Go to A/R configuration and type a Y into the Ppd? box adjacent to the minimum number (1, 2 or 3) to which prepaid minimums will apply. Another box will open.
  4. Type the G/L account number for the Prepaid Minimums Used.
  5. Click the Update A/R from G/L button to load the list of A/R departments. Click OK and then click MODIFY.
  6. Find the sales items that will apply to the prepaid minimums. This are likely the same items that are coded to minimums in general. In the grid, they will be highlighted in yellow, so they’ll be easy to find.
  7. In the Ppd# column, type the number of the prepaid (1, 2, or 3) to which this applies. When you change it, the cell being changed will change in color. Important: If you use prepaid dues and prepaid minimums, do not set the minimum to the same one as the dues, or money that is allocated to dues will be taken to satisfy the minimum. When done, be sure to click OK to save all settings and exit configuration.
  8. If you are setting prepaid minimums up after chits have already been keyed for the current month, you should use the EOM Editor to "revalidate" minimums. This will also reset the transactions that have already been accepted so that they’ll apply to prepaids, too. (Procedure: go to the A/R module, select EOM Editor, click YES to load the chits, then click FILE – Revalidate Minimums" to reset these items.)
  9. Go into the member’s account, then into the member’s financial record. If you have more than one member who uses prepaid minimums, you’ll have to do steps 9-14 for each member account separately.
  10. Select EDIT OPTIONS.
  11. Answer Yes to the ""Do you wish to modify prepaid/installment balances" question.
  12. Edit the PREPAID VALUE for the prepaid balance that the prepaid account is set to use (from step #7 above). The amount to type is the CREDIT BALANCE equal to the unused amount to date.
  13. Be sure that the member has minimums turned on – the member’s minimum setting can be seen at the bottom half of the screen.
  14. Click SAVE.

For this account, the system will total the amount of BASE SALE charges that are linked to the prepaid number and create an offsetting prepaid credit transaction until the credit balance in the member’s prepaid balance field is zero. If it should happen that there is not enough money left in the prepaid balance to create the full prepaid entry, the system will use whatever is left in the member’s prepaid balance as the prepaid amount. Remember that minimums apply only to the base sale, not to any sales tax or service charges.

Optional: You may want to set up a Total Prepaid Minimums account in the G/L to give you a net total of those sold and already used. This would be a level 2 totaller right after the prepaid dues used account. If you do this, be sure that there are no other level 1 detail accounts that would total into the Total Prepaids level 2 totaller or your Total Prepaids total won’t be correct.

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