Understanding Tenders & member balances in ePosNow

Movement of funds by tender

Tenders are a way of recording the different sources of money flowing through the system. There is a report in ePosNow that shows turnover over any chosen period of time. Log into the ePosNow Back office system and choose the Reporting main menu followed by the Banking sub-menu and then choose Tenders.

The resulting screen shows the total flow of funds through each of the tenders set up in ePosNow. You can select a date range. You may also choose a specific cash register that then only shows totals relating to funds that were recorded on that particular register.

It is important to note that the totals represent volume - not sales (contrary to the title of the report). For example, the Cash tender will show the net total of cash given out or received (normally received). Cash receipts are recorded on a till most often as payment for goods sold. So the total of cash volume will be close to the total of goods sold with cash. But they do not have to match up. For example, you can receive cash and credit a members club account with it. This would be included in the total of cash funds received but no goods have been sold. Similarly you could give a member cash (cash out) from the till and debit the club account.

Here's a summary of the tender types in ePosNow when working in conjunction with ManageMyMatch:

Credit is the only item where the total represents net sale of goods. The figure is NOT a net total movement of funds across member's balances. The total net movement of funds would be credits made into members club accounts less debits taken from members club accounts - which would typically net off to a smallish figure in any particular period on average. The Cash tender reconciles with the till. Card, Stripe & Bank tenders should be reconcilable with the club's bank account.

Apart from the sale of goods against members accounts, members accounts can be credited and debited from a mixture of funds flowing from the other tender types. The MMM Tender types (Stripe, Bank & Transfer) exclusively and fully account for debit and credits into member accounts. However additional debits/credits can be achieved on the till via either the cash or card tenders.

So, on this particular report, the Credit tender total tells us the total goods sold from members accounts. But the other tender types tell us how much money has flowed through the system via these tenders - NOT necessarily just goods sold. For example, the Stripe tender shows us how much money flowed from members cards via stripe into their club balance - it does not show "Sales made via stripe". Indeed there will always be no sales made using the Stripe tender. On the other hand most of the cash tender total will be accounted for by sales, but not necessarily all. As mentioned before, the cash total could include a receipt of cash that went to credit a members balance.

Summary sales report by category

In ePosNow choose the Reporting main menu followed by Sales report and Reporting categories. Select a time period and you will see the total of club sales broken down by major category. This the principle report to be used when entering sales figures into the club's accounting system on a periodic basis. The categorisations are flexible and can be set by the club by creating custom reporting categories and assigning these to existing categories. You can see through which tenders these sales were achieved by listing the accounting transactions in ePosNow as follows: From the Reporting menu, choose Accounting and then Bookkeeping. If you select a similar time period as before, the total of all sales listed in the report will match the total of sales in the category report (subject to the below). On either you can filter to just show sales on a particular till. Additionally, you can select the bookkeeping report to filter by tender as well so that you can identify how the sales were paid for. These two reports need not tally exactly as the sales by reporting category report does not include miscellaneous products (they are uncategorised) and does not include past sales on products that have now been deleted.

The sales by reporting category report can also be matched with the sales by tender report in terms of MMM sales; On the former, note the Total price figure and then filter the sales report by device choosing Till and subtract the Total price now shown. This represents total sales through MMM (anything not transacted on the till must be transacted through MMM)

In the Sales by tender report (as discussed previously), select the same time period and note the Credit tender total (not the full total of all tenders). Then filter by device again choosing the till and subtract the till-only Credit total. This gives the total MMM sales through member accounts.

These two numbers will match because MMM sales are ALWAYS transacted from a members account.

The total Sales By tender will match the sum of Customer Credit report and the Book keeping report because the former is concerned with the Credit Tender and the latter concerned with all other tenders.

Changes in total member balances

The total of credits (and non-sales related debits or adjustments) to members balances as a whole can be obtained from the Customer Credit report. In ePosNow choose the Reporting main menu item and then the Customer sub menu followed by Customer Credit. Choose a time period and note the amount total at the bottom of the page. Subtract from this the total sales from credit as reported in the Sales by Tender report described above. This will represent the net change in total membership balance for that period. Positive meaning that total member balances have increased over that period.

Using this analysis allows us to ascertain the total of all outstanding membership balances as of any date in the past. Here's how:

1. In ePosNow choose the Reporting main menu item and then the Customer sub menu followed by Customer Report. Note the current as-of-now total membership account balance at the bottom of the page under the column Current Balance.
2. Get the net change in member balances from your chosen date in the past to now using the method as described above.
3. Subtract this from the total noted in step 1 and this will be the outstanding member balance total as of the date chosen.