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Tally.ERP 9 For Club Management. 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. DEPARTMENT - PowerPoint PPT Presentation
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© 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
© Tally Solutions Pvt. Ltd. All Rights Reserved 3 3© Tally Solutions Pvt. Ltd. All Rights Reserved
Club Management –An Overview
CLUB MANAGEMENT An Overview
GUEST ROOM
ManagementACCOUNTS
Management
DEPARTMENT
ManagementMEM
EBERSHIP
Man
agem
ent
© Tally Solutions Pvt. Ltd. All Rights Reserved 4 4© Tally Solutions Pvt. Ltd. All Rights Reserved
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
I ntimation & termination letter
Reminder letters
Confirmation of accounts
Sales register
Stock statements
Purchase register
Room reservation and cancellation details
I ncome from departments(Restaurant, BAR, Gym, Billiards etc.
I nterest 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
© Tally Solutions Pvt. Ltd. All Rights Reserved 5 5© Tally Solutions Pvt. Ltd. All Rights Reserved
Club Management –Membership Management
CLUB MANAGEMENT An Overview
GUEST ROOM
ManagementACCOUNTS
Management
DEPARTMENT
ManagementMEM
EBERSHIP
Man
agem
ent
© Tally Solutions Pvt. Ltd. All Rights Reserved 6 6© Tally Solutions Pvt. Ltd. All Rights Reserved
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.
© Tally Solutions Pvt. Ltd. All Rights Reserved 7 7© Tally Solutions Pvt. Ltd. All Rights Reserved
Primary Requirement –Membership Management
Category/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 Solutions Pvt. Ltd. All Rights Reserved 8 8© Tally Solutions Pvt. Ltd. All Rights Reserved
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 Solutions Pvt. Ltd. All Rights Reserved 9 9© Tally Solutions Pvt. Ltd. All Rights Reserved
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
© Tally Solutions Pvt. Ltd. All Rights Reserved 10 10© Tally Solutions Pvt. Ltd. All Rights Reserved
Club Management – Department Management
CLUB MANAGEMENT An Overview
GUEST ROOM
ManagementACCOUNTS
Management
DEPARTMENT
ManagementMEM
EBERSHIP
Man
agem
ent
© Tally Solutions Pvt. Ltd. All Rights Reserved 11 11© Tally Solutions Pvt. Ltd. All Rights Reserved
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
carry forward the same.
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
Member and visitors will show the ID card and receipt in the
counter
Member and visitors will show the ID card and receipt in the
counter
I f the member availed any additional facilities
(refreshments), the same will send for final billing
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
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
Members can also bring their friends as per the norms.
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.
Members can also bring their friends as per the norms.
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.
Members can avail the services of swimming pool
Members can also bring their friends as per the norms.
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.
Members can avail the services of billiards
Members can also bring their friends as per the norms.
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.
Members can avail the services of GYM
Members can also bring their friends as per the norms.
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
© Tally Solutions Pvt. Ltd. All Rights Reserved 12 12© Tally Solutions Pvt. Ltd. All Rights Reserved
Primary Requirement-Department Management
Category/Module
Major Requirement Explanation
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 Solutions Pvt. Ltd. All Rights Reserved 13 13© Tally Solutions Pvt. Ltd. All Rights Reserved
Tally.ERP 9 Fitment- Department Management
Sl 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 Solutions Pvt. Ltd. All Rights Reserved 14 14© Tally Solutions Pvt. Ltd. All Rights Reserved
Tally.ERP 9 Fitment- Department Management
Sl 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
© Tally Solutions Pvt. Ltd. All Rights Reserved 15 15© Tally Solutions Pvt. Ltd. All Rights Reserved
Club Management – Guest Room Management
CLUB MANAGEMENT An Overview
GUEST ROOM
ManagementACCOUNTS
Management
DEPARTMENT
ManagementMEM
EBERSHIP
Man
agem
ent
© Tally Solutions Pvt. Ltd. All Rights Reserved 16 16© Tally Solutions Pvt. Ltd. All Rights Reserved
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.
© Tally Solutions Pvt. Ltd. All Rights Reserved 17 17© Tally Solutions Pvt. Ltd. All Rights Reserved
Primary Requirement- Guest Room Management
Category/Module
Major Requirement Explanation
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 Solutions Pvt. Ltd. All Rights Reserved 18 18© Tally Solutions Pvt. Ltd. All Rights Reserved
Tally.ERP 9 Fitment- Guest Room Management
Sl 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 Solutions Pvt. Ltd. All Rights Reserved 19 19© Tally Solutions Pvt. Ltd. All Rights Reserved
Tally.ERP 9 Fitment- Guest Room Management
Sl 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..
© Tally Solutions Pvt. Ltd. All Rights Reserved 20 20© Tally Solutions Pvt. Ltd. All Rights Reserved
Club Management – Accounts Management
CLUB MANAGEMENT An Overview
GUEST ROOM
ManagementACCOUNTS
Management
DEPARTMENT
ManagementMEM
EBERSHIP
Man
agem
ent
© Tally Solutions Pvt. Ltd. All Rights Reserved 21 21© Tally Solutions Pvt. Ltd. All Rights Reserved
Tally.ERP 9 Fitment- Accounts Management
Sl 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..
© Tally Solutions Pvt. Ltd. All Rights Reserved 22 22© Tally Solutions Pvt. Ltd. All Rights Reserved
Tally.ERP 9 Fitment- Accounts Management
Sl No Requirement Tally.ERP 9 Customisable/ 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..
© Tally Solutions Pvt. Ltd. All Rights Reserved 23 23© Tally Solutions Pvt. Ltd. All Rights Reserved
Tally.ERP 9 Fitment- Accounts Management
Sl No Requirement Tally.ERP 9 Customisable/ 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
© Tally Solutions Pvt. Ltd. All Rights Reserved 24 24© Tally Solutions Pvt. Ltd. All Rights Reserved
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