Easy Club Manager by SKC Consulting

 

Overview

Are you having a hard time organizing the finance of your club? Are you loosing track of your members' contributions? Easy Club Manager is perfect for managing financial transactions between members of clubs, church groups, social communities and simple strata management. Forget about learning the complex accounting systems - this is a simple yet effective program to do the necessary things.

Club Manager captures and stores information of each member and their transactions with your club. Members can be assigned to different Membership Categories, which can be created as required. All of these information can then be displayed on many different Reports of different formats. In particular, reports can be produced in HTML format and therefore can be published easily and timely on club websites or intranets. Everything will become crystal-clear to your members.

The idea of this program is to keep things as simple as possible. If you require a function that this program does not currently offer, simply contact our team of friendly consultants and we will happily customize it for you at very competitive prices.

 

1.     Main Menu

 

2.     Manage Member Details

 

2A.    Add a Member

To add a member, fill in First Name, Last Name, Member Category, and Email (optional).


 

Click Add Person, and a message confirms that the new member has been added.


 

New member has been added and is shown in the Members List. A Member ID is automatically assigned to the new member by the program.

 

2B.    Update Member Details

To update details of a member, firstly select the member from the Members List. Details of that member are shown automatically in the text boxes.


 

Change any of the member's details as required.


 

Click Update Details, and a message pops up asking the user to confirm the changes.


 

Click Yes to confirm the changes, and a message confirms changes have been made successfully.


 

Updated details of that member is immediately shown in the Members List.

 

2C.    Delete a Member

A member can only be deleted if his/her balance is $0 (i.e., he/she does not owe anything to the club and the club does not owe anything to the member). If user attempts to delete a member and the balance of the member being deleted is not $0, an error message will pop up:


 

To delete a member, select the member from the Members List.


 

Click Delete Person, and a message pops up asking the user to confirm to delete.


 

Click Yes to confirm to delete, and a message confirms that the member has been removed successfully.

 

2D.    Export Members List to Excel

Members List can be exported to Excel. This is useful for integration with your other club software, and also as an alternative method of entering vouchers (please refer to the Create a Voucher section).

To export Members List to Excel, click on the Export Name List to Excel button. A file browser window will come up, asking user to select a location to save the Excel file to.


 

Enter a name for the Excel file and click Save.


 

A message confirms the successful export.


 

Open the Excel file from the location in which it has been saved. The Excel file now has details of each member. The Amount column (column E) is used as an alternative method to create vouchers.

 

3.     Manage Membership Categories

This window lets user setup and delete membership categories.

 

3A.    Add a Membership Category

To add a membership category, enter a name for the new category into the text box.


 

Click Add Category, and a message confirms that the new category has been added.

The membership category is added, and is included in the Membership Categories List.

 

3B.    Delete a Membership Category

Membership categories can only be deleted if it contains no members. Therefore, before you delete any membership category, all members in that category must be transferred to another category.

To delete, select the membership category from the Membership Categories list.


 

Click Delete Category, and a message pops up to confirm that the category has been deleted.

 

4.    Manage Transaction Types

This program provides the flexibility to allow users to setup transactions and assigning them to a transaction type (e.g. whether its an income or disbursement).

 

4A.    Add a Transaction Type

To add a transaction type, enter a name for the new Transaction into the text box.

Then select whether it is an Income or Disbursement from the Transaction Type drop-down list.


 

Click Add Transaction Type, and a message pops up to confirm that the transaction type has been added.

 

4B.    Delete a Transaction Type

To delete a transaction type, select the transaction type from the Transaction Types list.


 

Click Delete Transaction Name, and a message pops up to confirm that the transaction name has been deleted.

 

5.    Vouchers

Transactions between the club and its members are recorded by the program as vouchers. Vouchers can be either Income (to the club) or Disbursement (from the club). A voucher can be created for 1 or more members.

 

5A.    Creating a Voucher

Click New Voucher, and a Voucher ID will be assigned. Voucher Date is set to the current date by default, but can be over-written if required.


 

Complete voucher details by selecting a Transaction Type, Descriptions (optional) and Total Amount of the voucher.


 

Select the member from the Members List and enter the member's amount into the text box.


 

Click Apply Amount, and the amount will be immediately shown next to the member's name. The Unapplied Amount figure also gets updated according.


 

Repeat the previous 2 steps to apply amounts to other members in the same voucher until the Unapplied Amount is $0.


 

Click Save Voucher, and a message will pop up to confirm that voucher has been saved successfully.

 

5B.    Import Voucher Details

This function is useful when a voucher includes a lot of members at once. Before importing voucher details, firstly click New Voucher, and complete the voucher header section, i.e., Voucher Date, Transaction Type, Descriptions (optional), and Total Amount.


 

Open the exported Excel file (refer to Section 2D) and complete column E with the members' allocated amounts. Save the Excel file.


 

Click on the   button, browse and locate the Excel file.


 

The allocated amounts will be shown next to the members and the Unapplied Amount should be $0. Changes can still be made here to any of the details.


 

Once all details are confirmed to be correct, click Save Voucher. A message will pop up to confirm the voucher has been saved.

 

5C.    Edit Existing Voucher

A voucher that has been entered into the program can be edited at a later date if required.

Click Load Voucher, and a window will pop up allowing you to choose the voucher you wish to edit.


 

Select the voucher and click Load Voucher. Voucher is now loaded and any changes can be made before clicking Save Voucher to save the updates.

 

6.    Reports

There are 3 main reports that can be produced by the program. The program gives the options to allow the user to choose to report for either all members, a member category, or an individual member.

 To display a report, follow these steps:

i.      Choose a Report Year;

ii.     Choose a Report Type;

iii.    Choose a Report Group;

iv.    If All Members is chosen as Report Group, click Run Reports to display the Report;
       If Member Category is chosen as Report Group, choose a Category from the last drop-down list then click Run Reports;
       If Individual is chosen as Report Group, choose a Person from the last drop-down list then click Run Reports.

 

6A.    Creating HTML Reports

This program can generate reports in HTML formats to allow clubs to share information on their websites with their members.

To generate HTML reports, firstly select a Report Year.


 

Click on the button to choose a location to save the HTML files into.


 

Click HTML Reports, and a message will confirm that HTML files have been created successfully.


 

Open Windows Explorer and go to the location in which the HTML files have been saved. There are a number of HTML files created, of which 3 of them are viewable reports.


 

i.     Accounts Balances - Accounts.html

This report displays member's account balances. The menu on the left allows you to choose to display the report in different ways.


 

ii.    Monthly Summary - Summary_Report.html

This report displays the balances of each transaction type by month. The grand total figure at the bottom right shows the net financial position of the club.


 

iii.   Transactions Report - Transactions.html

This report displays the transactions between the club and its members. Clicking on an option in the left menu allows you to see transactions for either All Members, a particular Member Category, or an individual only.

 

6B.    Emailing Members

This program can send emails out to all members via Microsoft Outlook to notify them that reports are ready.

Firstly, complete the Email Subject and Email Message text boxes.


 

A message will pop up seeking confirmation that the email should be sent out to all the members.


 

Before the message is sent, Microsoft Outlook will display the following message asking you to confirm the email is good to be sent out. Click Yes.


 

Below message confirms that the email has been sent successfully.


 

You can see a copy of the email from your Microsoft Outlook Sent Items folder.

 

For questions, changes or other development projects, please contact us at:

gycheng@hotmail.com