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What is involved

The Pro Shop Module allows to sell products and services at the pro shop as well as keeping a strict control over the producs' inventories, minimizing stock-outs, reducing inventories, lowering costs and automating the replenishment process.

It is a fully operational point-of-sale system that automates counter sales and manages inventories.

The Pro Shop Module is fully integrated with all TennisDirector functions so that court rental payments can be combined with private lessons, tennis balls an a drink on the same shopping cart so that one single payment is processed for the whole activity.

A sepparate subsystem to deal with stringing is also part of the Pro SHop Module. Stringing differs from the other sales since it keeps on the database string tensions and brands so that the information is available on the next sale.

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Enabling Inventory Management

Although a standard part of TennisDirector, the Inventory Management subsystem is optional so facilities can opt for manging their inventories manually.

But, if the facility decides to use the Inventory Managemnt, the subsystem nedds to be enable by going to "Facility setup" and "Rules and policies". There, look for:

Turn the switch on or off (Yes or No) whether you want (or not) to use the Inventory Management subsystem.

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Enabling credit card payments

Although it is possible to accept credit card payments outside TennisDirector, only when TennisDirector is used, the full integration takes place. When using TennisDirector, facilities will process court reservation, private lessons and tennis programs through the system. It is part of TennisDirector functionality to control payments for all services processed. Processing those same payments through TennisDirector will avoid duplication of efforts.

To process credit card payments through TennisDirector, you need to:

Enter all required information paying special attention to the following:

  1. Open a merchant account. Whatever bank you currently do business with will allow you to open a merchant account. However, since credit card processing rates vary between banks, you may want to shop around.
  2. Create an account with a TennisDirector approved gateway company. Credit card transactions are generated by TennisDirector and then need to be sent to the bank that will process them. The gateway will do exactly that.

Note that TennisDirector does not store credit card information on its database. It simply collects the information and passes it along to the gateway.

Once the gateway account is open, a set of access keys will be issued by the gateway and need to be stored in TennisDirector

To activate credit card payments and enter your gateway keys, you need to sign in as a corporate owner and, as such, go to "Facility setup" and "Rules and policies". There, look for:

Activate the integrated credit card processing switch by setting it to "Yes" and enter gateway access keys under the selec ted gateway (Authorize.net in the example above).

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Creating shop items and services

To use the point-of-sale system you need to create item records for all products and services that are not part of TennisDirector management system.

For example, there is not need or purpose in creating a court reservation service record or a private lesson one. These are servioces managed by TennisDirector are are already defined in the system. But, services such as stringing and products such as drinks, gear, attire and other need to be creted item by item.

Item categories

In order to facilitate navigation through all items and services and also to report sales information in meaningful groups, each shop item needs to be part of a category or group.

To setup categories, go to "Facility setup" and "Transaction categories".

Create a category by clicking "New category":

  1. Title. Name of the category (Tennis balls, Attire, Accessories...)
  2. Class. Category. You may later place this item under another group.
  3. Inactive/Active. Active. Make it inactive if you stop selling this product.
  4. Category Type. Must be "Pro shop" in order to be recognized by the point-of-sale system.
  5. Grid color N/A (only resevant for services
  6. Tax on sales Indicate sales tax type is applicable.
  7. Account number, Account title & Project # Parameters required to interface with the accounting system.

Click "Process" button to finalize creating a category.

Shop items and services

To create a shop item or service, go to "Pro shop". Click the "Shop items" link.

You can see all pro shop categories with an indication of how maby items were created for each one of them. To see those items, just click on the (+) link.

To create a new line item, click tyhe "Add" link on the category line that the item belongs to.

And enter the following information:

  1. Description. That identifies the item or service being created
  2. Lead time. This is the time (in days) that it takes to reorder this item, from placing the order to receive it and place it ready for sale. Only shows if inventory management was activated.
  3. Safety stock. What is the absolute minimum that you must have in inventory that guarantees that you never run out of it? Only shows if inventory management was activated.
  4. Price. Retail price to the public.
  5. Service? Its this a service or a physical item?
  6. Strings? Tennis director has a separate subsystem that deals only with strings. To use this subsystem all string items must be identified as such.
  7. UPC code. Or bar code, identifies the item with a vendor issued unique 12 digit code. You may ignore it but, if you create it, the item may later be scanned at the time of sale avoiding it's search on the item tables.
    To enter the UPC code, you do it manually or scan the bar code:

And the final result is:

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Stringing module - Create string items and services

Stringing is a popular service that most facilities provide to their customers. The service is usually sold as a combination of an item (the string) and a service (stringing). With the help of TennisDirector, facilities can store the string brand and tension so players don't have to remember.

To operate the stringing module all strings available and the stringing service have to be created as pro shop items.

Go to "Pro shop". Click the "Shop items" link.

Create all string making sure that you enter "Yes" on the "Strings?" question.

And now we create the stringing service, making sure that we say "Yes" to both the "Service?" and the "Strings?" question.

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Stringing module - Sell a stringing service

To sell a stringing service, go to "Pro shop". Click the "Stringing info and orders" link.

First, locate you client. Clients must be registered. For a new client just use the "New player" button to register him or her.

Second, locate you client by searching first or last name using first leading letters. In the example above, we searched for all clients whose surname starts with "da".

Third, locate the right string and the right tension for the client in question. We may just click the "Update" radio button to store the info in the database for later usage or click the "Order" radio button to generatea stringing order:

If the point-of-sale system is NOT being used, once the job is done just click "Cancel"

If the point-of-sales system is being used, click "Invoice" and the complete service is placed on the shopping cart (See "Loading the shopping cart" section):

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Loading the shopping cart

Looking at the point-of-sale general diagram:

We see that the shopping cart can be loaded from any subsystem in TennisDirector.

We saw how it is loaded from the stringing module (see "Sell stringing services")

But it can also be loaded from:

Court reservations and private lessons subsystem

Tennis programs subsystem

And, of course, the point-of-sales subsystem itself for all other sales.

To load the card from the POS subsystem, go to "Pro shop". Click the "Pro shop sales" link.

You can see the stringing job, the court reservation and the program all in the same shopping cart. Now, let's throw a T-shirt into the sale by either:

Scanning the bar code

Searching for the item onthe item list

Manually entering the item description

This method will not allow for inventory control.

What happend if categories are grouped?

If categories are grouped, the shopping cart will show the groups instead of the categories. Clicking on the (+) sign on the left of each group, the categories under that group will be listed and then each category can be expanded into its shop items:

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Processing shopping cart payments

From the shopping cart, click the "Payment" button on top:

You may now choose "Cash" (or check) and "Credit Card". If credit cards are not processed through TennisDirector the process between "Cash" and "Credit card" payments is basically identic, except for the sales report showing "Cash" and "Credit cards" in separate columns.

Credit card payment processed through TennisDirector

Click the "Credit card" button:

Once the credit card is successfully processed, the credit card receipt is shown. You may:

  1. Ignore it. Just click the "Return" button.
  2. Print it. By clicking on the printer icon.
  3. Email the receipt. By clicking the "Email receipt" button.

In the last case (Email receipt), a popup window will show:

That shows the name of the card holder, an empty box to input the email and a series of possible emails used in the past that can be used now. Entering an email or using an existing one will trigger a confirmation email to be sent and an entry is created on the mailing list.

Cash and credit card payments processed outside of TennisDirector

In this case, the system simply process the updates and strats a new shopping cart.

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Printing invoices and issue refunds

To print invoices or issue refunds, we must access the sales invoices database. For that, go to "Pro shop". Click the "Invoices and refunds" link:

Enter the day when the invoice was processed and click "Go". A list of all invoices created that day will be listed. To see all invoice lines for a specific invoice, click the (+) sign next to the amount:

You may now:

  1. Print invoices.
  2. Resend credit card payment email confirmation
  3. Process refunds. Note that refunds for court reservations, private lessons and tennis programs must be executed in the subsystems that originated these transactions. At pro shop level, only pro shop items and serves my be refunded.

Print invoices

Click on the "Inv" link after the invoice date:

Click on the printer icon to print the invoice.

Resend credit card payment email confirmation

Click on the "CC" link after the invoice date:

Click on the printer icon to print the invoice.

Process refunds

Check the boxes on the lines that you want to refund. Click "Process refund"

The process now flows as if you were making a payment.

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Replenish inventory

If you are using the Inventory Management module, you need to create an inventory of shop items. For that, go to "Pro shop". Click the "Inventory replenishment" link:

Identify the item that you want to replenish by either:

  1. Locate it on the drop dow box.
  2. Scan the UPC code
  3. Loacte it on the items list on the left. And click "Select".

Enter the quantity a,d total value purchased and clcik "Submit":

When all purchased lines are entered just click "Done' to end the task.

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Inventory status and physical count

As part of managing inventories, it is necessary to be able to physically count it on the shelves and storage spaces as well as adjust quantities in case that differences are found.

To do so, go to "Pro shop". Click the "Inventory status & physical count" link:

To start with an inventory count, check the "Physical count" box and select the category that is to be counted (or "All"):

A list is produced with empty boxes that allow for writing down the counted quantities. . This list is to be printed and handed out to the counting people.

Once the count is concluded, we may now make adjustments. For that, print the list without checking the "physical count" box:

Locate the item to be adjusted and click the "(Adj)" link:

Enter the adjusted quantity and click "Submit".

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Inventory transactions

As part of a strick control over inventories, every transaction that is processed by the system and affects inventory levels can be listed.

Go to "Pro shop". Click the "Inventory transactions" link:

Select the period you want to audit (in the example above we have chosen "This month"):

A list of inventory transactions value sums for each category is shown. For a list of items, click on the "(+)" link next to the category chosen:

A list of inventory transactions value sums for each item is shown. For a list of transactions, click on the "(+)" link next to the item chosen:

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Manage inventory levels and reorder

When using the inventory management module, TennisDirector has the capability of calculating the most cost efficient order points and order quantities. These calculations are based on proven industry standards and aim at reducing handling and financial costs of having an inventory as well as minimizing stock-out's and safeguarding customer service.

To accomplish that, once per daday go to "Pro shop" and click the "Inventory levels and reorder" link:

And, besides category and item description, the following information is shown for each item:

  1. On hand.
    The quantity currently on hand.
  2. Week sales
    Average weekly sales calculated over a 12 month period cycle.
  3. Month sales
    Average monthly sales calculated over a 12 month period cycle.
  4. Lead time
    Time it takes to have the new quantities ready for sale once an order is placed. (see "Creating shop items and services")
  5. Safety
    Safety stock. It's the minimum quantity to have in inventory that caters for variances in the sales forecasts and guarantees that the item is always available (see "Creating shop items and services").
  6. Inv weeks
    According to the sales forecasts and the on hand inventory this figure represents the number of weeks (in sales) that are currently in inventory.
  7. Order point
    Quantity on hand below which it will trigger a purchase order.
  8. Reorder
    Economical order quantity calculated by a simplified version of the Wilson formula where handling costs are set to $2 per order and carrying costs are set to 4% of the unit cost.

For the items to reorder, you may adjust the quantities proposed by the system and check the reorder box. Click "Print reorder list" button and...

A list is show with the items to orde for the day.

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Creating a ticket event category

Selling event tickets is different from selling other shop items in 2 very important points:

  1. All units are different.
    We may have 1,000 tickets for sale but each ticket has a different number that makes it unique and every number sold cannot be resold
  2. Can be sold from any facility.
    In the corporation and not only the one that holds inventory as it happens with other items.

We start the process by creating a category specifically for event ticket sales. For that, we go to "Facility Setup" and we take the option "Transaction Categories". Then create an "Event Tickets" category.

A list is show with the items to orde for the day.

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Creating an event as a sellable shop item

For event tickets, we create a different shop item for each event. Let's say that we have two different events in two different dates. Each even will be a different shop item.

As we will see later, to make ticket sales very simple at the counter, we need the system to recognize the event just by entering the ticket number. This is accomplished by never having two events being sold at the same time with the same ticket number ranges. If Event A has tickets from 1 to 5,000 then Event B may have tickets from 10,000 to 15,000. Once Event A is over, we cancel Event A and next Event C may now have tickets from 1 to 5,000 again,

To create an event, we go to "Pro Sho" and then to "Shop Items".

There, click the "Add" link on the "Event tickets" category line. The following page will show:

On the description put the name of the event. Then it is important that the line "Tickets" is set to "Yes" and the other types (Strings and Service) are set to "No". Click "Submit".

Again, every event will have to have a shop item.

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Entering ticket numbers available for sale

Next step, we need to tell the system what range of tickets was issue to each event.

To do that, we go to "Pro Shop" and then take "Enter tickets for an event". The following page will show:

Enter the ticket number range (e.g. from 1 to 5,000) and click "Update".

And that's it. You are ready to sell tickets.

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Selling even tickets at the pro shop

We now have all we need to start selling tickets at the front desk.

To do that, go to "Pro Shop" and then take "Pro shop sales". The following page will show:

No item selection is needed or is permitted to take place. All that needs to be done is to scan or type the ticket number. Automatically, the system will identify the event and creates an invoice line:

And that's all it takes.

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