Item Types


				

Contents

Overview

The Item Type drop-down list is a hard coded list that determines which additional fields display in the bottom right corner of the New (or Edit) Item page. This is a critical feature in determining the specific details and attributes of the Item you are configuring.

  • If you select Fee, no additional fields display in the bottom corner of the page.
  • Once an Item has been sold for the first time, the Item Type on that Item can not be changed.
  • If you select Gift Card, you may also configure the Gift Card Restrictions during the Item Pricing step. This feature is a tab in the Item Price section and will only activate for the Gift Card Item Type. If the item is not a Gift Card, that tab will be inactive (grayed out).

    The Item Type drop-down list

Access

If you select Access, the following displays:

Access selected in the Item Type drop-down list

To Enter the Access Items:

  1. Select the type of access for this item from the Access Type drop-down list. These are configured in Check-In Types.
  2. The Valid For fields determine the length of Time and Units that the Member/Customer has to redeem this Access Item.
    1. Use the up and down arrows to select the Duration Count. This is the numeric length of time for the Unit length you select in the next field.
    2. Select the Unit length from the drop-down list (see Valid For Setting section below for an example of how this setting affects billing in a recurring Agreement!!!).
    3. For example,, if you selected "Month" in the drop-down list with "3" as your duration count, the Member/Customer would have "Three (3) Months" from the date of purchase to redeem this Access Item.
  3. Select the appropriate GL code from the Redemption GL Code drop-down list.
  4. Select a Redemption Restriction from the drop-down list.
    1. This links the Redemption Rule to this Access item.
    2. Redemption Rules are restrictions on when, where, or what day and time this Access item can be redeemed.
  5. If you would like this Access Item to be redeemed immediately at check-in, select the Auto Redeem at Check In check box e.g. a guest pass.
  6. If this access type has no specific amount of units, select the Unlimited Units check box e.g. perpetual or any recurring Agreements, annual or lifetime full access Agreements.
  7. If you do not select the Unlimited Units check box, the Units field will activate and you can use the up and down arrows to select how many units with this access type are available for redemption.
  8. On Expiration Date (click this link)
  9. Click Update.

Fee

Gift Card

If you select Gift Card, the following displays:

Access selected in the Item Type drop-down list

To Enter a Gift Card:

  1. In the Type field, select Monetary. (NOTE: This is currently the only available option. The ability to purchase a Gift Card for a specific Item will be coming in a future release.)
  2. The Valid For fields determine the length of Time and Units that the Member/Customer has to redeem this Gift Card i.e. in this case, this is an expiration date.
    1. Use the up and down arrows to select the Duration Count. This is the numeric length of time for the Unit length you select in the next field.
    2. Select the Unit length from the drop-down list.
    3. For example,, if you selected "Year" in the drop-down list with "1" as your duration count, the Member/Customer would have "One (1) Year" from the date of purchase to redeem this Gift Card i.e. the Gift Card has an expiration date one (1) year from the date of purchase.
  3. Select the Rechargeable check box if you would like to add the ability to recharge the Gift Card i.e. add additional money, at any point or when it expires. Note this is future functionality that is not yet available.
  4. Select the Restrict Redemption to Purchase Member check box if you would like to add the ability to restrict the redemption of a gift card to only the person it was issued to. If the setting is enabled, then a check occurs within POS and on the member invoice payment screen. Note that this setting is tied to the 'Member Required' option which is auto-selected when the 'Restrict to Purchase' member selection is enabled.
    1. In POS, when redeeming, the purchasing member must be selected and must match the member assigned to the gift card. If it does not match, the following alert is displayed: "Error - Entered gift card must be redeemed by the purchasing member."
    2. On the Member Invoice Payment Screen, when redeeming, all the invoices for the payment must be linked to the bill account of the purchasing member. If it is not the same member, the following alert is displayed: "Error - Entered gift card must be redeemed by the purchasing member."
  5. Click the Save button.

For more information, go to the Gift Cards page.

Product

REMEMBER...

  1. This section is only required if this Product will be included in Inventory Management.
  2. If you select the Track Inventory check box it CANNOT be turned off!!!
  3. The Inventory Management tab in Item Setup is activated for Products ONLY.

If you select Product, the following displays:

Product selected in the Item Type drop-down list

To Enter Product Inventory Information:

  1. Select the Track Inventory check box. Selecting this check box activates the remaining fields.
  2. Select the appropriate GL Code in the Cost of Goods Sold GL Code drop-down list.
  3. Select the appropriate GL Code in the Damaged Goods GL Code drop-down list.
  4. The quantities you select in the next three (3) fields display in the Inventory Management tab.</p>
    1. The Default Min on Hand and Default Max On Hand fields are primarily for setting baseline reporting numbers.
    2. The quantities you enter here are the default quantities for that item at EVERY Business Unit in your Enterprise. You can adjust the quantities for each individual Business Unit, in the Item Management tab.
      1. Default Max on Hand - This sets a baseline maximum for the number of units of this product that you will typically have on hand.
      2. Default Min on Hand - This sets a baseline minimum for the number of units of this product that you will typically have on hand.
      3. Default Reorder Count - This gives you an alert that the item count is low for the purpose of reordering.
  5. In the POS Sales Rule drop-down list, select either:
    1. Allow sale if no quantity on hand - This allows you to sell the product if the Inventory count shows no quantity on hand. This situation will most likely occur when Items are physically available in your shop but have not been properly received in the application.
    2. Do not allow sale if no quantity on hand - If you select this option, this product can not be sold if there are no available quantities in the application.
  6. In the POS Return Rule drop-down list, select either:
    1. Return item to stock - This automatically puts any returned item back into inventory.
    2. Do not return item to stock - This automatically does not put any returned item back into inventory. This will often be used if the item is no longer being carried or has other characteristics, or has been inactivated.
    3. Prompt to return to stock - A pop-up window will display when the item is returned prompting (yes or no) you as to whether you want this item returned or not to Inventory.
  7. Click the Update button.

Service

A Service Item is typically either an:

  • Appointment or
  • Event

If you select Service, the following displays:

Service selected in the Item Type drop-down list

To Enter Service Items:

  1. Select the duration of the service from the Valid For drop-down list. This is the unit of time (Day, Hour, Month, etc.) this service will be available to be redeemed by the customer after purchase.
  2. The Valid For fields determine the length of Time and Units that the Member/Customer has to redeem this Service Item (see Valid For and Billing below for additional information).
  3. Select the Require Provider to Redeem check box if you want a Service Provider required to redeem this item. (This is recommended for most PT sessions so that each session is properly attributed to the proper trainer.)
  4. Select the Accelerate Start on Early Payment check box if you want to accelerate the redemption of this item, primarily PT sessions, prior to their first or next billing date. (NOTE: Pending on your screen resolution and/or width of the window, "Payment" may not display)
    1. This primarily applies to PT packages with multiple sessions and to Service Agreements with a definite number of sessions per invoice period (e.g. 10 sessions per month). In many PT Service Agreements with a firm count of sessions, the sessions for the next designated invoice period, typically monthly, are not available for scheduling and redemption until that invoice date.
    2. Selecting this option gives you the ability to schedule and redeem sessions ahead of the next scheduled invoice date for a Service Agreement. For example:
      1. The next invoice date on your Service Agreement is Nov 1 ("Monthly on the 1st") and the Agreement includes 10 sessions.
      2. You use all 10 of your October sessions in the first two weeks of the month.
      3. If you select this check box, the next series of available sessions (10)" in your Agreement are immediately available for scheduling and redemption.
      4. Previously, these sessions would not have been available until Nov 1, after the next invoice date was satisfied.
  5. Schedulable section:
    1. Select Appointment or Event (IMPORTANT NOTE: A Service Item must be marked EITHER as an Event or an Appointment (i.e. scheduled by appointment only) it can NOT be both). When you select one of these check boxes, the other is automatically inactivated.
      1. Appointment - The service can only be scheduled by Appointment in the Scheduler.
      2. Event - The service can only be scheduled as an Event e.g. group fitness class, yoga.
        1. If you select the Event check box, the Template check box further down the page is activated.
        2. This check box gives you the ability to use this item and pricing as a template for this event and and to set up multiple occurrences of this Event in the Scheduler.
        3. You can ONLY use the template feature when adding a NEW Service Item, not when you edit a current item. If you select both and Save the item, BOTH of these check boxes become read-only at that point.
        4. The Name of the item now also becomes the name of the template and can be selected in the
  6. If this Item is for Childcare Services, you MUST select the Allow Childcare Check-In check box. This will ensure that this Item, if purchased by any Member or Qualified Member, is available in Dependent Check-In.
  7. If you select the Alert at Check In check box, a reminder that the member has this service available for redemption will display on the primary Check-In screen of the club.
  8. If you select the Allow Sharing check box, this makes the units (or sessions) within the item shareable with other Members in Activity Management.
  9. Select a Redemption Restriction from the drop-down list.
    1. This links the Redemption Rule to this Service item.
    2. Redemption Rules are restrictions on when, where, or what day and time this Service item can be redeemed.
  10. Unlimited Units check box
    1. If this check box is selected it overrides any selections you made in the Valid For and Units fields.
    2. If this service type has no specific amount of units, select this check box e.g. unlimited tanning for a specified amount of time.
  11. Units
    1. Enter, or use the up and down arrows to select, how many units apply to this service type.
    2. For example,, if you selected "Month" in the drop-down list with "1" as your duration count, the Member would have "One (1) Month" from the date of purchase to redeem this item.
    3. IMPORTANT NOTE...This setting does not affect billing for unit based items. (see Valid For Setting section below for an example of how unit base items affect billing in a recurring Agreement!!!).
  12. If you are using Performance Commissions and want to add this item to a Performance Schedule, select the schedule from the drop-down list. (NOTE: Performance Schedules must already be configured for this list to populated. If not, this list will be empty.)
  13. In the On Exp Date (On Expiration Date) drop-down list, select either:
    1. Expired - This simply expires the service item at the end of the duration length.
    2. Expired-Forfeit - This expires and the service is forfeited by the Member.
    3. Both of these are primarily for PT sessions or other schedulable appointments or services such as massage.
  14. Click the Save button.

(NOTE: The Redemption GL Code field is currently not operational. This drop-down list will be removed and replaced with other functionality in a future release.)

Valid For and Billing

The Valid For setting in Item Setup does not affect billing for unit based items in Agreements on a recurring billing schedule.

Subsequently, you can you can overlap the availability of Activities within a billing schedule. For example:

  • Item: Agreement that includes PT-5 Pack
  • Purchase Quantity: 2 (TWO)
  • Valid For setting for that Item: 2 MONTHS i.e. you have 2 months from the date of purchase to uses the FIVE (5) units.
  • Agreement Billing Schedule: Monthly on the 1st
  • Purchase Date: January 1st

The Billing and Availability would look like this:

  • Billing runs Monthly on the 1st so the first payment is picked up on January 1st.
  • You now have 10 Units available (remember you purchased TWO 5-Packs) for use from January 1st through February 28th.
  • The NEXT Billing runs on February 1st.
  • At that point, you now have an additional TEN (10) Units from February 1st through April 30th.

In this scenario, if you did not use any of your units in January, you would have twenty (20) available units from February 1st through April 30th (the 10 original units you have not used, and the next 10 units that are activated with the February 1st billing), hence the overlap.

On Expiration Date

This feature sets the status of an Access or Service item sold at POS after it expires. It also defines the subsequent permission levels for who can reintsate an expired activity.

  • This feature is only applicable for items configured with a specific number of units. It does NOT apply to items configured with Unlimited Units.
  • The feature is controlled by the On Exp Date drop-down list.If a selection is not made in this list, the feature functionally defaults to Expired, though the actual drop-down list does not populate.

There are two (2) options in the On Exp Date drop-down list.

  • Expired - Select this option if you want the Access or Service item to simply expire on the configured expiration date.
  • Expired-Forfeit - Select this option if you want the Access or Service item to expire and be forfeited by the customer on the configured expiration date. This means only Users with the proper permissions, most likely at a Manager level, will be able to reinstate an activity with this status (see below).

These same Activities sold through an Agreement on a recurring basis (e.g. Personal Training 10-pk billed monthly) are forfeited at the end of a calendar month or billing cycle. To have the ability to reinstate Activities with these statuses, you must have the following permissions:

  • For Expired activity status: Reinstate Expired Activities
  • For Expired-Forfeit Activity status: Reinstate Expired-Forfeit Activity permission.

Having distinct permissions for each of these operations further distinguihses and limits the actions different level Users and Work Roles can take regarding expired activities.

Rental

This only applies to Locker Rentals.

If you select Rental, the following displays:

Rental selected in the Item Type drop-down list
  1. The Rental Type drop-down list is hard coded and preselected for you since renting a "Locker" is the only available option.
  2. Select the duration of the rental from the Valid For fields.
    1. Use the up and down arrows to select the Duration Count. This is the numeric length of time for the Unit length you select in the next field.
    2. Select the Unit length from the drop-down list. This is the unit of time (Day, Hour, Month, etc.) of the rental period
    3. For example, in the screen shot above, if you selected "Month" in the drop-down list with "1" as your duration count, the Member/Customer would be renting the Locker for "One (1) Month" from the date of purchase.
  3. Select the Locker "Values" from the appropriate drop-down lists (see RECOMMENDATION below).
  4. Click the Add button.

RECOMMENDATION...Be careful when making selections in the Locker drop-down lists. When you make a selection, this will limit the rental of this item to those specific Values ONLY!

For example, using the screen shot above, only "Large" lockers are available for the Monthly Locker Rental item you created. If you would have also selected a Locker Area (e.g. "Men's Locker Room"), only Large Lockers in that Area would be available for this Rental Item.

Valid For Setting

The Valid For setting does not affect billing for unit based items in Agreements with a recurring billing schedule. This gives you the ability to overlap availability of Activities within a billing schedule. For example:

  • Item: Agreement that includes PT-5 Pack
  • Purchase Quantity: 2 (TWO)
  • Valid For setting for that Item: 2 MONTHS i.e. you have 2 months from the date of purchase to uses the FIVE (5) units.
  • Agreement Billing Schedule: Monthly on the 1st
  • Purchase Date: January 1st

The Billing and Availability would look like this:

  • Billing runs Monthly on the 1st so the first payment is picked up on January 1st.
  • You now have 10 Units available (remember you purchased TWO 5-Packs) for use from January 1st through February 28th.
  • The NEXT Billing runs on February 1st.
  • At that point, you now have an additional TEN (10) Units from February 1st through April 30th.

In this scenario, if you did not use any of your units in January, you would have twenty (20) available units from February 1st through April 30th (the 10 original units you have not used, and the next 10 units that are activated with the February 1st billing), hence the overlap.

Technical Information

Related Information

Inventory, Activities & Related Settings

Agreements
Agreement Templates
Agreement Groups
Agreement Classifications
Portal Configuration
Past Due Batch Cancel
Cancellation Reasons
Bundle Setup
Category Setup
Access Types


Discounts/Adjustments
Item Setup
Reinstatement Reasons
Vendors
Suspension Reasons
Redemption Rules
Inventory Receiving
Inventory Adjustments
Inventory Adjustment Reasons


System Configuration
The MosoMRM User Interface
The MosoMRM Glossary
Setting Up Your MosoMRM System
The MosoMRM Modules
Operation Security
Feature Security Agreement Writer


Rentals Configuration | Enterprise & Location Setup | Inventory, Activities & Related Settings | Data Management | Financial | Sales & Prospecting | Workstations & Devices | Employees & Staff | Tax | Scheduler | Childcare Configuration & Settings | System Maintenance |