Legend Release Notes Location to be installed: Date prepared: Implementation Date/Time: Prepared by: Application Name and Version

No: Release No: Specification Requirement Document: Legend Servers

Ben Mathers Legend Application Suite 10.9.7 Feature Pack 2

10.9.7 Feature Pack 2

Front of House 1. Ref # 81586 - FOH Stock Control The legend stock control feature enables users to process stock in different ways and allows users to keep on top of the stock levels.

The feature is mainly based in Legend FOH with some additional settings that can be configured in Legend Control Panel. The stock control feature can be split down into 8 areas. Below is guide on each of those areas. 1.a Configuration - Enabling/Disabling Stock Control Functionality It is possible to enable Stock Control functionality at Enterprise Level or at Club level. This setting is accessed through the Legend Control Panel in Global Setting and Club Settings respectively.

Fig 1.1

The settings can be found on the POS tab of both Global and Club settings. The global setting configuration has two tick boxes; Enable Stock Control and Blind Stock Take. The enable Stock Control enables the feature at all sites, the Blind Stock Take box disables certain information when completing a stock take, please see the Stock Take section for more information. The Club Settings option is very similar with the option to inherit the settings and disable Stock Decrement. The Disable Stock Decrement option is primarily designed for use to manage stock levels via stock takes, although can be used during configuration to stop users selling stock whilst it is set up. 1.b Configuration Enabling Inventory Stock Control Stock control is required to be enabled individually on inventory items.

Fig1.2 As seen in Fig 1.2 a user can enable stock control on an inventory item by going into the required inventory > Stock Control Tab and then ticking Monitor stock. Given that Monitor stock is enabled for an inventory item, there will be a second option available, as seen in Fig 1.2; Stock Decrement. This is to cover items where stock isnt decremented when it is sold. 1.c Configuration Stock Boxes Set Up Each inventory item that has stock control applied can have a number of boxes associated with them. This allows stock take and restock processes to be a number of boxes rather than a total number of items. This option is also configured via the control panel. The option can be found through the menu, Data > Inventory/POS > Stock Box Sizes. Clicking on new will bring the image seen in fig 1.4.

Fig 1.4

Fig 1.5 Each box size can also be edited by simply double clicking the required box.

1.d Configuration Customize Adjustment Reasons The adjustment reasons can also be configured via the Legend Control panel. The menu can be found from the Data > Inventory/POS > Stock Adjustment Reasons. These reasons are used when writing off stock as an administrative value and can be seen in reporting. To create a new Adjustment Reason click on New and then enter the reason, click OK to save.

2. Stock Decrements on Sales When an item is run through the POS section of FOH, the current stock level will be adjusted automatically. The user will not see any change; however, if the user highlights an inventory item using the FOH question mark, they will be able to see the current stock level.

Fig 2.1 The stock will only decrement if the configured inventory item is set to do so and the location hasnt had decrement stock disabled. 3. The Stock Control FOH Menu

Fig 3.1 The stock control FOH menu can be seen in fig 3.1 and is accessed via the options menu in FOH. There are six buttons in total; Stock Take, Add Stock, Write Off Stock, Transfer In, Transfer Out and Set Stock Warning Levels.

4. Stock Takes Stock Take can be accessed from the options menu seen in Fig 3.1. The stock take process involves entering the stock physically available into the system. See below in Fig 4.1 for the system stock take screen. If the actual stock entered differs from the levels in the system it will be possible to enter an adjustment as long as a reason is entered against. There is also an option to complete a Blind Stock Take which doesnt show the totals listed in the system. This is an optional setting and can be changed at any point.

Fig 4.1 The left hand sided is the stock that is currently being monitored. A green icon indicates that the item has been dealt with and the current selected item will be highlighted. On the right hand side there are options to enter stock for each box size and for single items. The total listed is the stock take, if doing a blind stock take this will be the only total shown. If not doing a blind stock take the system stock and difference will also be shown. Once accepting the stock take all values will be updated, ay differences will be re-calculated and corrected in the system stock. 5. Restock Restocking or adding stock can be done via the options menu in Fig 3.1 using the Add Stock button. Once inside the restock option there is the option to enter a reference number for the restock and then input boxes for all the inventory items that stock is currently being monitored against. If an inventory item has been set up to use different box sizes there will also be an input box for each box side including single items. Once all stock has been entered clicking accept will update the system stock.

Fig 5.1 6. Stock Warning Levels Setting stock warning levels can be done for each inventory item on a per-site basis, the option can be found on the same menu as seen in Fig 3.1. When the stock falls lower than the set stock Warning level the item will show on the Restock Report. The default warning level for a stock item will be 0. (i.e. dont re-order until we have run out of the item). See Fig 6.1 below for the stock warning levels screen.

Fig 6.1

7. Write-Off Stock To complete a stock write-off us the write-off stock button from the menu in Fig 3.1. Once inside there will be an option to select an inventory item, give a write off reason, as set up in section 1.d. There is also an option to choose the amount of stock to be written off, entering a number against a box size or a single item, the system will give you a total amount of stock due to written off.

Fig 7.1 8. Stock Transfer The transfer stock options can be found from the Transfer In/Transfer Out buttons on the stock menu seen in Fig 3.1. The options allow for single inventory to be transferred one at a time, input of a reference number and to enter the stock amounts by box size or single items. See Fig 8.1 below for the Transfer In screen. The Transfer Out screen is the same apart from the text.

Fig 8.1

9. Refunds When applying a refund in FOH, sometimes the item may need to go back into stock and sometimes it may not, (i.e. damaged). When processing a refund the user will be presented with a choice whether or not to restock the item.

This is controlled via a security token, POS_STOCK_REFUNDRESTOCK. If the stock is restocked, the stock levels will be increased accordingly and an audit record taken. If the item is not restocked the above is done with the addition of a second audit to write off the stock. 10. Reports These reports are available in the FOH reporting services. Current Stock Level Columns: Location, Item, Inventory Name, Main Category, Sub Category, Current Stock Level, New Stock Level, Restock Level, Decrements? New Stock Summary Columns: Location, Item No, Inventory Name, Main Category, Sub Category, Current Stock Level, New Stock Restock Report Columns: Location, Item, Inventory Name, Main Category, Sub Category, Current Stock Level, New Stock Level, Restock Level, Difference, Decrements? Stock Adjustment Columns: Location, Timestamp, Item No, Inventory Name, Main Category, Sub Category, Adjustment Type, Adjustment Reason, Notes, User Name, Number of items 11. Security Tokens POS_STOCK_ADDSTOCK Can Add stock POS_STOCK_EDITADJUSTMENT - Can edit adjustment reason POS_STOCK_EDITBOXES Can edit box sizes POS_STOCK_REFUNDRESTOCK Can return refunded stock POS_STOCK_SETWARNINGLEVELS Can set stock warning levels POS_STOCK_STOCKTAKE Can perform a stock take

POS_STOCK_TRANSFERIN Can transfer stock in POS_STOCK_TRANSFEROUT Can transfer stock out POS_STOCK_WRITEOFF Can write off stock

Bolt-on Services 1. Member Bolt-On Member Bolt-on or Member recurring fees has been enhanced in this feature pack. The enhancements affect three modules of the Legend applications, Control Panel, Membership Management and the New Member Wizard. Control Panel Additional tabs have been added to the Member Recurring Fees section of the control panel. This will now enable support of Active/Inactive dates and scope, which can be found in the Availability tab. Payment methods, fees, waivers and usage period have also been included on the Price tab.

1. General Bolt-on tab

2. Availability tab

3. Price tab

Security tokens for Bolt-ons; Edit_Members_Bolt-on Allows the user to edit a members bolt on in Membership Management Membership Management There is now a new menu item in Membership Management to support adding Bolt-On services to a member. The button can be found under the File section of the left hand side menu. Once the button is selected a user can add bolt-on services to the selected member. If a member has a Bolt-on service connected to the account the icon shown below will become active to switch between agreements and bolt-on services.

To view or edit a bolt-on service unlock the member record and double click the required bolt on.

New Member Wizard The new member wizard includes new workflow to facilitate the extra details required for Bolt-on services. If a Direct Debit member signs up to either a Direct Debit Bolt-On or a Paid in Full BoltOn the appropriate billing or charges are raised. Prorate is also calculated for the Direct Debit Bolt-Ons.

Online Member Services 1. Online Sign Up This feature pack includes additions to the online member services. The Online Sign Up feature will allow people to sign up and buy a membership online without the need to register on the website first. Online signup now facilitates paperless AUDDIS/DD, allowing the member to save and print their own Direct Debit mandate. The online sign up process is an alternative 5 step process to the existing online registration process. The existing online registration and online member services remain and can still be used along with the new online registration work flow. Step 1: Select desired club, select agreement and contract start date Step 2: Enter profile details. This stage collects personal details such as email, name and address. This stage also allows for configurable questions in a pre-activity questionnaire and user defined goals. The pre-activity questionnaire questions and user defined goals are also viewable via the member info tab in FOH; a new section has been added to house the question responses. If the member defines a personal goal the question list will show User Defined, these goals can be found on the events tab of member information or in membership management events tab.

Step 3: Summary, this step lists details entered up until this point. Terms and conditions can also be added per club which members need to acknowledge before continuing. Step 4: Payment. This option will change depending on the agreement selected by the user. If the agreement is a paid in full agreement this step will ask for card details and give a payment detail. Once the payment is accepted the user will be sent to step 5. If this is a free agreement the user will go straight through to step 5. If the user has selected a direct debit agreement the process changes as the new online sign up allows for paperless direct debit.

The first stage of a direct debit agreement will ask the user for the direct debit details, the next step of the process will ask the user for card details to take any fees that have risen as part of the sign up process (admin fees, pro rota, etc). If these card details and payment are accepted the user will be sent to step 5. Step 5: Confirmation. This step will also change depending on the agreement selected. If the user selected and paid in full or free agreement they will be shown a summary of details collected and what to do next. If the user selected a direct debit agreement they will be reminded to save or print their direct debit mandate, this is for the paperless Direct Debit. Then the user will be presented with a summary of details collected, a link to download the direct debit mandate and instructions on what to do next. The process is now complete. The new member will be sent an email that includes details of what they have signed up to and a link to define their online password. This password and email they provided will allow them to log into the online member services. Note: This process will not affect the current online member registration process. Both can work side by side or on their own. If you would like to find out more about the online member services or wish to utilise the online member signup process please contact Legend. Kiosk Solution: If paperless DD is enabled for online member services then there is an extra step in the online membership purchase work flow. When the DD details page loads a pop up will appear explain the Direct Debit mandate terms and conditions which the user has to accept before continuing. Once a member agrees then their mandate will become available in the My Memberships section of the online member services. 2. Member Bookings Calendar A member booking calendar has been added to the Online Member Services member home page. The calendar currently shows all members bookings for the next four weeks. Clicking on each booking event will give a breakdown of what is scheduled for the member to attend to on that day. If a member has no bookings the calendar will not show.