IN BRIEF
Recording Pro Shop and merchandise sales in iClassPro is handled through charges and payments on a family ledger when the Point of Sale (POS) feature is not in use. By using specific Programs, Charge Categories, and Custom Charge Titles, businesses can accurately track non-tuition sales for reporting and reconciliation purposes.
Overview
While iClassPro offers an integrated Point of Sale (POS) feature, some businesses choose to record Pro Shop and merchandise sales manually. In these cases, sales are tracked by creating non-tuition (“Other” line item type) charges and applying payments directly to a family ledger. This approach allows sales data to be included in financial reports, even without inventory tracking or pre-set pricing.
To ensure accurate reporting, each charge requires:
- A Line Item Type of "Other" for non-tuition items.
- An assigned Program to identify the general area of income.
- A Charge Category to further define the type of sale.
- An optional Custom Charge Title for added detail.
Accessing the Feature
Charges and payments for Pro Shop and merchandise sales are recorded through the family ledger.
- From the main navigation menu, go to FAMILIES.
- Search for and select the appropriate family or student.
- Open the family ledger to create charges and payments.
Step-by-Step Instructions
Understanding Charge Elements
Before recording a sale, it is important to understand how charge elements are used for tracking and reporting.
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Line Item Type
- Use "Other" for all non-tuition items, such as Pro Shop or merchandise sales.
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Program
- Identifies the general area of income for reporting purposes.
- It is recommended to create one or more dedicated Programs for Pro Shop sales, such as:
- Pro Shop
- Uniforms
- Accessories
- Warmup Clothing
- Accounting or bookkeeping staff may advise on the best Program structure for your business.
-
Charge Category
- Further defines the charge within a Program.
- Used in reports to break down income into more detailed categories.
- Examples include:
- Using a Program called Pro Shop with Charge Categories like Uniforms or Accessories.
- Using a Program called Uniforms with Charge Categories such as Recreational, Junior Team, Senior Team, or Competition.
-
Custom Charge Title
- Displays on reports such as the Category List Report.
- Can be used to add descriptive details, including:
- Color or size of an item
- Event, show, or competition associated with the purchase
- Many businesses develop a standard list of Custom Charge Titles for staff to reference.
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Amount (Price)
- Prices cannot be pre-programmed unless the POS feature is used.
- Consider including pricing details in:
- Custom Charge Titles used by staff
- Charge Category titles, if generalized pricing is used
Creating Charges
All charges in iClassPro must be associated with a family account.
- Open the appropriate family ledger.
- Select New Charge.
- Enter the charge details, including:
- Line Item Type set to "Other"
- Program
- Charge Category
- Custom Charge Title (if applicable)
- Amount
For customers who already attend classes, charges are typically added to their existing family account.
Recording Sales for Non-Customers
- Create a dedicated family account to record sales for walk-in or casual customers.
- To reduce data volume and improve lookup speed:
- Create a new non-customer family each financial quarter.
- This approach simplifies future tasks such as:
- Locating transactions
- Processing refunds
- Reviewing historical sales
Creating Payments
After creating a charge, apply payment on the same family ledger.
- Select New Payment.
- Enter the payment amount.
- Choose the payment method, such as:
- Cash
- Check
- Credit card (swipe or manual entry)
- Select the checkbox next to the outstanding charge.
- Select Process Payment to apply the payment.
Troubleshooting & FAQs
-
Can I pre-set prices for Pro Shop items without using POS?
- No. Prices must be entered manually when creating each charge. Including prices in Custom Charge Titles or Charge Category names can help staff enter charges more quickly.
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How do I record sales for customers who do not have a family account?
- Create a dedicated family account for non-customers. For higher sales volume, create a new family each financial quarter to keep records manageable.
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Can iClassPro calculate change for cash payments?
- Yes. When using the cash payment method, select the option to calculate change owed to the customer.
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How do I provide a receipt for a Pro Shop sale?
- Receipts can be printed or emailed. Emailed receipts require a valid email address in the family’s primary email field at the time of payment.
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Is there a faster way to record Pro Shop sales?
- To streamline the process, create the charge first and select "Save & Make Payment" to immediately open the payment window. Be sure to apply the payment to the charge before processing.