Club Management System

Iterate is offering a Club Management System which is very helpful for end to end operational functionality of Clubs / Hotels / Resorts / Banquets etc. The software will help in to get the business intelligence for better decision making and controlling the expenses of the club / hotel / resorts, once the system is online.

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Overview

Iterate is offering a Club Management System which is very helpful for end to end operational functionality of Clubs / Hotels / Resorts / Banquets etc. to control the operations like:

  • Membership Management
  • Front Office Management
  • Point of Sale Management
  • Back Office Management
  • Store Inventory Management
  • Accounting Management

The software will help in to get the business intelligence for better decision making and controlling the expenses of the club / hotel / resorts, once the system is online. The built-in business intelligence within the system provides you with the vital information needed to manage your business. We are sure the efficiency of club working will increase and the Management of the club will have better grip on information with immediate access to it.

The Club Management Systems is designed by the professionals, who hold vast experience in this domain. They make use of latest technology to design these systems. The software has been developed in ASP.NET and C# and works on MS SQL database back end. The system is designed in such a manner so that, it will handled operations for multiple outlets or franchise.

Details

Our product is known as Club_M – Club Management Software. The Club_M is total computing solution for managing the end to end operations of a Club, resorts and Hotel. MIS / Statistics provided by the system can play a vital role in decision making activity. Following area of operations of the club / hotel / resorts can be computerized by implementing the Club_M product.

The Club and Hotel Management software comprises of following modules:

  • Front Office Reservations
  • Account Handling
  • Store and Inventory Management

Front Office Reservations, Point of Sale and Account Handling

The Front Office module will facilitate the club in managing their membership accounts, membership billing, room bookings and banquet bookings along with billing of facilities and foods. Once the module is installed, the user needs to enter the membership details with opening outstanding balance of the member. Thereafter, the club facility usage can be entered on daily basis for recreation activities, food consumptions etc. Monthly bills can be generated for members based on their monthly usage and consumption of club facilities. Also room bookings for members and their consumption of foods and usage of facilities can be billed on room bill which can be paid by the member on settling their room bill.
 
Banquets module will provide for booking of banquet halls and billing of the same. At the time of booking, membership number, number of guests, food menu details can be entered and a booking voucher can be printed.
 
The Front Office module will provide following transactions and reports. All data entry will be done through transactions screens which will serve as front end of the software. The main options for front office module will be provided as follows:

Club Membership Management
  • Member Enrolment
  • Cancellation of Member
  • Reactivate cancelled members
  • Change of Membership Type
Club Membership Subscription and Facility Billing
  • Recreation Slip
  • Monthly Bill and Statement Generation
  • Extraction of Subscription Bill
  • Interest Calculation
  • Mailers to members on outstanding and billing
  • Complementary billing
Point of Sale – Kitchen Order Ticketing
  • Kitchen Order Ticket (KOT) Transaction
  • KOT cancellation
  • KOT Billing
Banquet booking and billing module
  • Banquet Booking
  • Banquet release
  • Banquet Menu
  • Kitchen Order Ticket (Banquet)
  • Banquet Billing
Room Reservations
  • Room Booking
  • Room Charges
  • Room Billing
  • Room Release
Payment Receipts
  • Receipts
  • Debit Note
  • Credit Note
  • Pay in Slip
  • Cheque realization

Account Handling

Financial Accounting software module is part of Club_M main software. It can be used to record and maintain the books of the Club. The sale bills and purchase vouchers entered in the inventory software module and front office module will get directly updated in the financial accounting software module. Same will apply for receipt collection at point of sale and front office. Voucher entry till generation of trial balance with balance sheet can be managed through financial accounting module of Club_M software.
The options of Financial Accounting software are stated below:
TRANSACTIONS
  • Journal/Cash Voucher
  • Bank Voucher
  • Purchase Voucher
MASTER REPORTS
  • GL code list (Alphabetically)
  • A/C List (With all levels)
PERIODIC REPORTS
  • Accounts Ledger
  • Trial Balance – for a Month / As on Month
  • Party Trial Balance
  • Party Ledger
  • P & L Reports
  • Schedule Statement
  • P & L Statement
  • Balance Sheet
  • Account Schedule Details
MIS REPORTS
  • Bill Wise Outstanding
  • Age Wise Outstanding
  • GST Billing Report

STORES and INVENTORY

The Stores and Inventory module will facilitate the club in managing their inventory of stores effectively. Both the type of inventories, kitchen as well as general items can be maintained through this module. Once the module is installed, the user needs to enter the opening balance along with value of all items in addition to other field like item rate, item category that need to be captured. While receiving items, the purchase or store- in transfer will be required to be entered and while issuing the items, the issues or store out transfers need to be entered.
 
For Kitchen inventory all receipts will be captured through purchase whilst all issues will be entered thru issues. If required each ingredient with quantity can be mentioned per plate and, the same can be used to multiply by number of plates supplied through KOT. The total quantity derived from this can be considered as issue of each item from the kitchen inventory. In such a working full piece will be considered and not portion of it, especially for items like egg etc. Similarly Banquet KOTs can be used for issue of items from the kitchen for consumption.
 
The Stores and Inventory module will provide following transactions and reports. All data entry will be done through transactions screens which will serve as front end of the software. The main options for front office module will be provided as follows:

Kitchen Inventory Receipts
  • Receipt Voucher
  • Receipt (Adhoc) Voucher
  • Receipts on Loan Slips
  • Indent Request
Kitchen Inventory Issues
  • Indents Receipt
  • Issues Voucher
  • KOT Issue Voucher
  • Loan Slips Voucher
  • Spoil/Damage Voucher
Stores Inventory Purchase
  • Purchase Order
  • Cash Purchase Receipts
  • Material Receipt Note
  • Store Receipt Note
  • Receipts on Loan Slips
  • Indent Request
Stores Inventory Issues
  • Indents Receipts
  • Issues to Departments and Kitchen
  • Loan Slips Voucher
  • Spoil/Damage Voucher
  • Material Return Note
Physical Stock
Physical Stock entry option is for checking the computer stock with the actual physical stock in the stores. This may be required at the year end to check the stocks for the kitchen and stores. Process for physical stock is to generate a list of items in the stores without quantity. Count the items physically and write it on the sheet.
  • Physical Stock Checklist
  • Physical Stock Entry
  • Stock Variation
  • Stock Adjustment Note – SAN

Special Features/Advantages

  • User access control for Add, Edit & Delete separately
  • Reports - Printer Friendly and Exportable to Pdf, Excel etc
  • Integrated Accounts Modules
  • Integrated with Sms/Email

Licensing
(IPR of Iterate India Private Limited)

On-Premise Hosting

  • Unlimited Transactions are allowed
  • License is only sold for On-Premise
  • The license fee is a one time license fee for the product
  • This product license is sold client based per computer web server
  • Annual Maintenance Contract is available for annual support
  • The warranty is for 6 months from the date of sale
  • The product supports up to 100 users depending upon the client hardware infrastructure and the database and other supporting software (Windows) etc procured and installed by the client on their server

Cloud

  • One time setup charges
  • Cloud hosting usage subscription for 6 months in advance
  • Access of Software on cloud and no sale of Software
  • Licensing is per location / per user based
  • Unlimited Transaction are allowed
  • License is not sold
  • Monthly data download option
  • Data on cloud in stored as per Govt. of India procedure

Product Support

Iterate provides Support on this product through:-

  • Installation Training at the time of installation of the software.
  • Remote Login Support from IIPL Office.
  • Email/ NetChat and telephonic interaction.
  • On Site visit support (at client request).
  • Handholding training and support (at client request).

(All Support during office working day and office timing of Iterate.)

Frequently Asked Questions

Licensing or hosting one time or recurring annual?

Answer: One time purchase and annual hosting.

Feature upgrade will be provided or not?

Answer: Yes, provided the product is under AMC.

Whether product can be customized?

Answer: Customization is not applicable. However it may be considered case to case basis.

Will you provide the application training?

Answer: Yes, training will be provided at the time of installation. We will also provide group trainings for new staff.

Can it be hosted on cloud?

Answer: Yes.

Can it be hosted on Linux?

Answer: No, It can be hosted only on windows server. It can be run from only client OS.

Will you migrate our existing data?

Answer: Master data like member, room and parts/items can be migrated. Customer will need to provide the data in fixed templates to migrate the master data. Transaction data like bills, purchases, vouchers and order etc will not be migrated.

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Iterate India Private Limited