CMS – Club Management System
The process of admitting a new member to managing the monthly statements of members’ expenses is a complex activity, which could lead to ennui and errors. CMS is a web-based application designed to meet the vagaries of a club’s operations ranging from an exclusive membership of under 100 to a highly popular one that boasts of tens of thousands of members.
Key features of ShawMan CMS
1) Membership Management Module
- Member Form Generation used to generate the forms for new members.
- Member Pre- Profile used to enter the details for creating pre-profile member.
- Member Profile detailed Information of the Members is stored here.
- Other Information Module enables user to create user defined fields in Member Profile to capture additional information of their Members.
- Member Sub Profile restricts the users to use limited fields of Member Profile.
- Member Profile Explorer used to View The Complete Details of Members
- History of Members is maintained, providing log of editions done in Member Profile.
- Member Photograph ability to store Photographs of Members their Spouse and dependents.
- Member Class Master used to create Membership Categories.
- Member Sub Class Master use to create Membership Sub-Categories.
- General Masters allows creation of various masters like Locker Master, Committee Master, Designation Master, etc.
- Member Registration/Guest Entry Module: record the Members footfalls in the club with Guest information, rules can be set to restrict No Of Guests/Member/Month. Auto billing possible for Guest Charges.
- Letter Master & Processing facilitates the users to create mail merge within the system using system parameters
- Label Printing is available for printing labels for all the members based on criteria
2) Electronic Card Management Module
- Card interface with RFID/Magnetic Swipe Card/Smart Card/BarCode, etc
- Details such as Registration of Card, Expired Card, Issue of Card.
- Export Card Data: Details for Membership Card which needs to sent to Card Vendor
3) Accounts Receivable Module
A) TRANSACTIONS
- Journal Voucher used to enter Journal Vouchers for rectifications of Accounts, Debit Notes, and Credit Notes to members.
- Receipts On-Line receipts can be made in the system after receiving Cash or Cheque from the Members and copy of receipt will be printed instantly and given to the Members.
- Payments to members like deposit refunds etc. can be entered in the system.
- Revenue Import used to import revenues from third party Software.
- Revenue Posting Booking Revenues for third party Software.
B) PROCESSING
- Revenue JV Generation for booking revenue from operational systems of the Club in CMS.
- Charge Processing Modules allows user to define charges based on user formulas, charges like Subscription, Interest, etc. can be build using this module.
- Invoice Processing & Printing modules are used to generate Invoices for all the members based on their usage of the club. Selective invoices can be printed based on the criteria in Invoice printing.
- Member Minimum Usage Charges can be applied based on different parameters for Members Club Usage.
- ECS Enabled (Electronic Clearance System) help in electronic clearing from the member bank accounts reducing the manual receipt entries.
- New year Routine allows you to open a New Financial Year in the system
- Opening Balance Transfer facilitates you to transfer the Opening balances of all the Members are Accounts to the new financial year.
C) MANAGEMENT INFORMATION SYSTEM
Invoicing Reports
- Debtors Invoices prints the Monthly Invoices of the Debtors with all the details.
- Invoice Listings provides the details of the Invoices Processed in the system.
- Invoice Summary generates summarized information of Invoices processed.
- Debtors Ledger detailed & summarized formats available for debtor account details.
- General Ledgers provides details of all the Account codes.
- Outstanding List provides Debtor wise list of defaulter Members, helps in recovering dues.
- Debtors Wise Ageing helps in analyzing the age of Outstanding.
- Debtors Trial Balance makes available Debtor wise summary of all Debtor accounts (Opening Balance, Debit, Credit, and Closing Balance).
- Reminder Letters generated to send reminders for Outstanding
- Balance Confirmation Letters generated to confirm balances.
- Label Printing is available for printing labels for all the members based on criteria.
- AGM Report use for Annual General Meeting.
Book Of Accounts
- JV Book used for Journal entry log.
- Cash / Bank Book gives details of Cash & Bank Accounts
- Account Trial Balance provides group wise summary of all the account heads (Opening Balance, Debit, Credit, and Closing Balance).
D) INTERFACE WITH A/C PAYABLE
- Interfaced with Tally, Sun Financial, Alif and Navision.
4) Sports Management Module
- Game Master used to create various Games Locations with their details.
- Game booking allows to do the booking for time slots.
- Fitness Module – used to maintain the Gymnasiums information of the Members.
- Progress Card – Progress of member in form of month wise report.
- Body Measurement Master – allows to create the different parts of the body.
- Routine Master – used to capture various details of member’s exercise routine with diet plans, etc.
5) CMS POS Module
- POS Master used to create POS in CMS
- Item Master allows to create Items for billing
- Settlement Master allows to create different settlements
- Tax Master facilitates to create & configure different taxes for billing
- POS Biller allows to make bills from CMS.
6) Interface with ShawMan Softwares
- POS Interface Billing.
- PMS Interface for Room Bookings.
- S&C Interface for Banquet advance Booking.
- Retail Magik Interface for Billing.
7) Reporting Tools
- Members Club Usage Tool helps analysis Member spending Membership Class wise, POS wise, Department wise, Age wise etc.
- User Defined Reports using this module, users can create custom reports as per their requirements by specifying the fields and criteria for the reports or can direct type SQL statements. These reports can also be exported to Spreadsheets for further analysis.
- Debtor Ledger Flash is available to access fast and easy Members Information from any Machine, gives interactive & quick information of the Account Details of the Members.
- Debtor Ageing Tool helps in analyzing the age of member outstanding with different parameters for generation.
8) Admin Module
- User Management allows to create the users of the system and set their passwords
- Security Shell used to setup user security parameters. The security shell defines the areas in which users are allowed to work.
- Mandatory Master used to enforce the user to input the mandatory fields while creation of Members Profile.
- Parameter Master used to do the system settings for CMS like transaction, invoicing & mailing etc.
