Inventory Control
User’s Guide
VERSION 51
a product of
COMPUTER GOLF SOFTWARE, INC.
1700 S.W. 12th. Avenue
Boca Raton, FL 33486
(561) 392-6740
www.computergolf.com
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INTRODUCTION
LEGAL ISSUES
LIMITED LIABILITIES
Computer Golf Software, Inc. provides this package and licenses it for use. You, the
licensee, assume responsibility for the selection you have made as to whether it
applies to your needs or not. This is a corporate unit license to be used by a single
company or facility. This license does not give you the right to copy, modify or
transfer this system in whole or in any part, except for the purpose of an archive
system integrity.
DISCLAIMER OF ALL WARRANTIES AND LIABILITY
Computer Golf Software, Inc. makes no warranties, either expressed or implied with
respect to this manual or with respect to the software described in this manual.
Computer Golf Software, Inc.’s software is licensed “as is”. The entire risk as to its
quality and performance is with the buyer. Should the software prove defective
following its license, the licenser (and not Computer Golf Software, Inc., its
distributors, or its retailers) assumes the entire cost of all necessary servicing,
repair, or correction and any incidental or consequential damages resulting from any
defect in the software, even if Computer Golf Software, Inc. has been advised of the
possibility of such damages.
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OVERVIEW OF THE SOFTWARE
GENERAL DESCRIPTION
The Computer Golf Software, Inc. Inventory Control system is an interactive
business tool which is designed for easy user-customization. This design maximizes
the performance of the software for total customer satisfaction. As you will see later
in this manual, numerous existing features can be quickly converted to
accommodate any specific requirements you may have.
As you begin familiarizing yourself with this system and find yourself in unfamiliar
territory, press the [ESC] key repeatedly until you are once again in comfortable
surroundings.
The Computer Golf Software, Inc. Inventory Control program is menu-driven which,
as the name implies, allows you to select an option from a listing or menu on the
screen. All user responses take place at the keyboard and follow a computer
PROMPT for your choice.
Note: In the Inventory Control program and manual the ENTER or RETURN key will
be referred to as [ENTER].
FEATURES AND BENEFITS
CGSI Inventory has been designed to fit the needs of today’s golf club. It has many
features that will help simplify the transfer of information the inventory system to CGSI
Accounts Receivable, and will increase your efficiency during the month.
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HIGH CAPACITY STORAGE

The Number of Items in your Inventory is limited only by disk storage

Your Inventory can be divided into up to 9 different departments

Your Inventory can be further divided into up to 255 different class codes,
each with its own tax rates and accounts receivable tracking account
number.

Your Inventory can be divided by up to 640 different vendor codes

The number of months of sales activity detail in the history system is limited
only by disk storage.

Point of Sale tracks every sales transaction by sales person, type of payment
and item sold.

It offers salesman security such that no salesperson can enter transactions
under another salesperson’s id number.

It offers multiple cash drawer control so that no salesperson can have access
to another salesperson’s till.

It offers administrative passwords so that unusual events such as voids and
merchandise returns require the floor manager to enter their password as
authorization. In this case, the system reports both passwords on the end of
day report.

The system summarizes each day’s activity in an end of day report, so that
sales activity can be reconciled in small, manageable batches.
SECURITY
INTEGRATION
CGS Inventory integrates with several other software products to produce a
complete country club solution.

It Sends Credit Card Transactions to the Nova bank system.

It Sends Expenses and Revenues to Great Plains General Ledger via the
CGS A/R Package.

It Sends Member Charges to almost any Resort/Hotel System in real-time via
an emulation of the serial interface of the Micros Point of Sale System.

It Sends Member Charges to CGSI’s Accounts Receivable (or Centennial, or
Flex-Screen) in Batch-Mode.

It Sends Daily/Monthly and Yearly Sales Totals to Lotus-compatible
spreadsheets via the FREEDOM Package.
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UNDERSTANDING MENU NUMBERS
Another feature which this system offers, is a clear and simple numbering system
through which options can be referred to by location as well as name. The
numbering system works like this...
If an option is a submenu, it is referenced by the submenu number appearing on the
Main Menu followed by a period and a zero.
If an option is listed on a submenu, it is referenced as the submenu number followed
by a period and the option number on the submenu.
Some examples may help make this concept clearer:
The File Maintenance Menu can be referred to as [4.0] because it is the forth option
on the Main Menu.
The Quick Item Editors Option is known as [4.8] because it is the eighth option on
the File Maintenance Menu which is the fourth option on the Main Menu.
As you will see, this numbering system can be helpful in determining where you are
in the system at any time. Each options screen shows its reference number to the
right of the title, on the top line. From this number, you can look on your table of
contents and very quickly trace through the menu options to the function you are
using at that time.
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GETTING STARTED
Welcome to Computer Golf Software, Inc.! Whether you are computer literate or a
beginner, this manual will help you get started.
THINGS YOU SHOULD KNOW
REQUIRED HARDWARE
Computer
ENVIRONMENT
 Pentium 133 or greater
 VGA color monitor
 16MB of memory (RAM)
 Windows’ 95 or 98
 at least 2.0Gig hard disk Space
PRINTERS
Epson Report Printer: Reports printer necessary for the End of Day print out and for
historical and information report generation.
Epson Slip/Journal Printer: Slip printer used for printing of chits\tickets in the golf pro
shop or the restaurant. Journal printer are used for restaurant kitchen printing or when
continuous roll printing is desired.
CASH DRAWER
System supports up to 4 cash drawers.
POLE DISPLAY
Two types of pole displays are supported, please consult your Software Support
Representative for details.
BARCODE READER
The software supports handheld scanners and wands, please consult your Software
Support Representative for details.
CHERRY KEYBOARD
This is the standard keyboard used with the system. It is necessary for magnetic card
reading functions, such as credit cards processing and membership file reading.
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COMPANY OVERVIEW
Computer Golf Software, Inc., based in Boca Raton, Florida, has been automating
golf shops and country clubs since 1966. Today CGSI offers software and services
ranging from handicap posting sheets to back office accounting to interactive voice
mail/tee times systems.
Computer Golf Software, Inc. (CGSI) currently offers eleven software modules:

SnapCap (Handicapping for Windows)

Compete (Tournament Management for Windows)

Tee Times Reservation

Inventory Control/Point-of-Sale/Purchase Orders

C.A.T (Customer Activity Tracking) for Windows

Debit Card/Credit Card Verification

Freedom Spreadsheet Interface from POS

Accounts Receivable/Membership Management

Tele-Time (Interactive Voice Response)


Tele-Tee (IVR Tee Times)

Tele-Cap (IVR Handicapping)

Tele-Mail (IVR Voice Mail)

Tele-Fax (Fax out capabilities)
Miscellaneous interfaces to other products
ACKNOWLEDGE THIRD PARTY COPYRIGHTS
Throughout this manual wherever the letters IBM are referred to, please be aware of
the following:
IBM
Centennial
GPS
Lotus
Nova
Squirrel
Micros
is a registered trademark of International Business Machines, Inc.
is a registered trademark of Centennial, Inc.
is a registered trademark of Great Plains Software, Inc.
is a registered trademark of Lotus Development Corp.
is a registered trademark of Nova, Inc.
is a registered trademark of Squirrel Software, Inc.
is a registered trademark of Micros Systems, Inc.
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GENERAL REFERENCE GUIDE
ABOUT THIS SECTION
The general reference guide will assist you with the basics of the inventory control
system. It outlines the Inventory Main Menu, gives details about each main menu
option, and provides an overview of the daily and monthly inventory processes.
STARTING THE SYSTEM
To access the Inventory\Point-of-Sale program type:
INVBAT
and press the [Enter] key. If passwords are active, the Inventory Log-on Screen will
appear as described on the next page. If passwords are not active, the Inventory
Main Menu screen will return.
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LOG-ON SCREEN
When passwords are active, the LOG-IN screen returns upon initial access to the
system.
INVENTORY LOGON SCREEN
USER NAME: ____________
PASSWORD: ____________
By activating passwords in the system (menu [I4.6.5]), you can control access to the
system and various functions. Passwords are either administrative or nonadministrative. Administrative passwords should be given to those people who
require total access to the inventory system. Non administrative passwords allow
access only to the Point-of-sale and End-of-Day processes.
INVENTORY MAIN MENU
The Inventory Main Menu is the central point for the Inventory Control System.
From this menu, you can select to go to Point of Sale (The primary function of the
system) or into any of the other, secondary functions.
Note :
If you have logged in the Inventory Control System using a nonadministrative password, this menu will not display Non-administrative
passwords go directly to the Point-of-Sale screen.
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The following options are available from the Inventory Main Menu.
Point of Sale
This function allows for the entry, review and adjustment of sales transactions.
controls a cash drawer and produces sales receipts as needed.
It
Purchasing/Receiving
This group of functions provide complete control of the purchase order process,
adjusting inventory as needed.
Inventory Reports
This group of functions produce all of the analytical and historic reports for the
inventory control system. These reports include: Stock Analysis, Reorder Point,
Stock Tickets, Inventory Taking Sheets, System Setup Listings, and various
Historical Reports.
File Maintenance
This group of functions allows for system setup and maintenance of the inventory
structure through Departments, Classes, and Vendors. It also allows for the
addition, modification and deletion of the inventory items.
End-of-Day
These functions report on and summarize the current days transactions. This is also
the function group where the End-of-Day posting routine is found. End-of-day
posting makes a day’s sales transactions permanent, updating your stock levels and
sales history file. This menu also contains options for consolidated reporting if on a
network and historical end-of-day reporting..
Administrative/Month-End
These functions handle the taking of a physical inventory (counting your stock) and
also offer the start of cycle function which reconciles the system on a monthly basis.
Profile/Credit Book
One of country club specific features which the CGSI Inventory Control system
offers, is the maintenance of a credit book. This golfer profile system allows you to
record tournament winnings and other merchandise credits to a golfer’s account so
that they can be used as a form of payment in the Point of Sale system.
CGS Product Catalog
Take a look at all products CGS has to offer including our new Windows applications
such as C.A.T., SnapCap and Compete.
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THE DAILY PROCESS
When you access the system, it will return the log-in screen or the main
menu. Whether it goes to one screen or the other depends on how security
which has been defined. Once you enter beyond those screens, you can
proceed to the point of sale. At this screen, the daily activity begins. The
system will return the current date. The chit\sale number will be at it’s
starting point. Once you have entered past these two prompts, you can
begin entering sales into the POS station.
1)  A customer approaches with merchandise to purchase. If security is active, the
salesperson must identify themselves
2)  The item number, or its abbreviation is entered either manually or with a barcode
scanner.
3)  The customer indicates how they wish to pay for the purchase and the system collects
the money or handles the charge process. If a cash drawer is attached and needed, it
opens.
4)  The receipt prints and the transaction is complete.
5)  When it is time to close out, press F4 from the point of sale screen. This will access
the end of day menu.
6)  Print [5.1] Shift Totals and balance your cash drawer against it. The shift totals print
on your receipt printer so you can print it from your register, even if the rest of the end
of day process happens at an administrative station.
If your point of sale register has access to an full sheet size printer, you can perform
the next steps from that register. If it does not, then an administrative unit exists on
your network which must be used instead.
7)  You may print [5.2] Supplemental Analysis reports, but it is not required. These
supplemental reports list every chit on a check list, so that you can figure it out when
your shift totals don’t match your drawer. They also summarize your transactions by
the hour of the day for identifying your busy times. As stated before, these reports are
not required in order to close out. If your club management requires it, print them
each time. Otherwise, print them only when you have trouble balancing your drawer.
Additionally, this report can be printed during the day to review the day’s activity.
8)  Once you have balanced the day’s totals, it is time to run option [5.3], Post
Transactions to History. This produces a detailed report of the day’s activity, breaking
it out in various ways. This report is a backup to the computer’s storage, so it should
be filed carefully. Once this report has printed, the system will ask you if you wish to
post transactions to history . If you answer ‘y’es, the day’s transactions will be
permanently recorded in the history file.
9)  At the end of the posting process, an additional section will be added to the end of
the report. If the posting was successful, the word “Success” will be print at the end
of the report. If for any reason it was unsuccessful, “Failure” will print on the report.
At that point you should contact your Software Support Representative.
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THE MONTHLY PROCESS
The computer manages the majority of your inventory management
automatically. It is important however to have some event which happens
periodically and consistently. The inventory system relies on an end of
month procedure to provide this consistent periodic event. At the end of
each month, perform the following steps.
1)
 Finish your activity for the last day of the month and complete the end of day
2)
 You may want to run some sales history reports at this time. If you run a sales
processing. Make a complete backup of your system and store it someplace safe.
history for the entire month without sorting or breakpoints, it will list every transaction
which occurred that month. This can be an extremely lengthy report and is not very
useful since all of the information on it was already printed on the end of day reports
during the month. If however, you use sorting and breakpoints, some useful reports
can be created during this end of month event.
Try sorting by Date of Sale, breaking on Date of Sale, and printing only the
breakpoints. It will produce a report listing the sales totals for each day.
Try sorting by Item Number, breaking on Item Number, and printing only the
breakpoints. It will produce a sales total for each item which sold this month.
3)  You may want to run a stock analysis report at this time. This will provide you with
current quantity on hand information and help you to evaluate your inventory on the
floor. Again, sorting and breakpoints can be used creatively. If you sort the report by
Value and request no breakpoints, you will receive the report with your most valuable
items (quantity-on-hand times unit-cost) listed at the end of the report. Try sorting
the report by PTD Revenue and request no breakpoints, you will receive the report
sorted such that your biggest revenue producers are listed at the end of the report.
4)  It is recommended that you run a physical inventory count regularly. To do this, run
option [6.3], Begin Physical Inventory. This will freeze the current quantity on hand.
for the inventory items and print an inventory taking sheet. Now count the items on
the floor before you open the register for the next day’s business. You do not have to
enter the counts into the computer before starting tomorrow’s business, but you must
finish the counting before sales begin again. Once the counting is complete, enter
the actual quantities on hand for each item using the [6.4], Enter Taken Count option.
Finally, when the actual quantities on hand have been entered, run [6.5], End
Physical Inventory, to unfreeze the items’ quantity on hand, update those quantities
to the taken count, and then adjust that count by any sales which have occurred
since the count was taken.
Running a physical inventory periodically, allows the system to correct for improperly
entered inventory receipts, clerical errors, and shoplifting. A variance report printed
during option [6.5] lists the effects which these errors and thefts have on your
inventory stock and profit margin.
5)
 MANDATORY! Run option [6.6] Start of Cycle. This function produces a report like
stock analysis report, listing value on the floor as well as month to day revenue
values. You must run this function before any sales begin for the new month.
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