Removal of Action Damage:
- Action damage should be removed to streamline the process.
Dealing with Faulty Tanks:
- If a member requires a new tank due to a fault, the 'faulty tank' option should be used.
Payment for Dependent Tags:
- Payment for dependent tags is processed via the main member's profile.
- Tag fees for dependents are linked to the main member.
- To pay for dependent tags:
- Search for the main member in the payment profile.
- Process the payment for all children’s tags.
- Check each child’s details through the main member’s profile.
- Advice to Communicate with Parents:
- It is recommended to confirm dependent details with the parents (mom and dad).
Promotional Items Distribution:
- Promotional items (e.g., top bags, sweat towels) must be issued to members upon receipt.
- Members receiving promotional items must sign for them.
- Example: If a member comes to collect a hoodie, receptionist follows these steps:
1. Search for the member's profile.
2. Check add-on products for promotional items.
3. Select the appropriate item (e.g., medium hoodie).
4. Member signs for the item and submits the transaction.
Verification of Promotional Items:
- Each promotional item must be checked out individually to avoid duplications.
- Example: If processing a hoodie and a bag together, it must reflect as two separate items in the system.
- Failure to check out individually may result in incorrect inventory tracking.
Cash Up Process
Pre-cash Up Requirements:
- Banking must be completed prior to cash up procedures.
Daily Banking Process:
- At day end (e.g., 09:00), the banking process is initiated:
1. Navigate to Reports.
2. Locate Points of Sale and pull daily session report.
- Ensure the session report for non-payment transactions is for the next day; otherwise it won't pick up today's data.
3. Generate PDF version of session report.
- Save reports with appropriate labeling (e.g., session_reports_1.pdf).
4. Use two PCs (or browsers) to effectively manage the reports.
- Issues with multiple browsers create complex session issues.
5. File an IT ticket for consolidation of browsers to avoid multiple sessions.
Receipt Report:
- After the session report, generate the receipt report:
- This report contains all generated receipts with corresponding monetary values.
- Access updated reports and export to create Excel spreadsheet for further processing and auditing.
Utilizing SharePoint for Documentation:
- Access SharePoint, locate working document section and scan to the specific club folder.
- Create a new folder corresponding to the day of documentation (e.g., day 22).
- Upload relevant saved PDF files into this directory for compliance and record-keeping.
Digital Receipts and Cash Up Finalization
Filling Digital Receipt Reports:
- Essential to fill out the Total Rand Values daily as part of the cash up process.
- Example Total: R2,354.50.
Identifying Missing Payments:
- Compare receipt reports with session reports to identify any discrepancies in payments.
- Example: If certain payments are unaccounted for in the receipt report, check against session reports for reconciliation.
Adherence to Report Templates:
- During cash up, refrain from altering the standard templates provided by head office for consistency and compliance.
- Specific procedures for FNB Receipts:
- Ensure copies of all FNB receipts are scanned and saved appropriately in the designated SharePoint folders.
Questions and Clarifications
Clarification on Eligibility for Promotional Items:
- If a member completed the kick-start program before becoming an employee, they are still eligible for their promotional items (like top bags and sweaters).
- Member feedback suggests a review on handling eligibility to avoid confusion.
Inquiries Encouraged:
- Members are encouraged to ask any questions or seek clarifications related to the payment process or receipt handling.