What do I get with AISA?

• AISA is designed for organizations that rely on managing information about people and money, particularly:
  
  • Golf and Country Clubs
  • Yacht Clubs
  • Ski Clubs and Hills
  • Health and Fitness Clubs
  • Sports Leagues
  • Direct Marketing Oriented Businesses
  • Service Businesses

• It features a completely user-definable touchscreen capable point of sale system that:
  • fully supports member account management including account settlements and payments on account
    
    
  • is suitable for both pro shop and food and beverage operations.
    
    
  • For the pro shop:
    • tracks both stock and non-stock items - gloves and balls, green fees and cart rentals
      
      
    • is barcode scanner ready
      
      You can define touchscreen buttons for non-stock items, and scan the barcode on stock inventory items. You can use both methods in the same sales transaction.
      
      
    • optionally tracks serial numbers for items
      Where serial numbers are required for inventory items the operator is prompted to scan (or manually enter) the serial number for an item being sold (or returned) from within the POS interface. Stock is relieved or adjusted as appropriate.
      
      
    • handles specialty items like gift certificates, cart rental discount cards, green fee passes and related items effortlessly
      No more time-consuming manual procedures.

      Gift certificates, cart rental discount cards and green fee passes are recorded in their own databases. All the details of all three types of transactions are instantly available to the appropriate staff.

      Partial redemptions of gift certificates are fully supported. Your customer can use the gift certificate to purchase a round of golf in the pro shop today and a meal in the restaurant tomorrow.

      Cart rental liability clauses are printed directly on the customer receipt printer, signed and returned by the customer.

      Cart rental history and gift certificate redemption history can be printed on the customer receipt. With our standard receipt definition your customer knows exactly what has been redeemed, when it was redeemed, and you've got signed copies acknowledging the redemptions.

    • makes rain check management a snap.
      Rain checks can be automatically generated for the balance of the golfer's play. The dollar value is calculated as a proration of the amount actually paid for the round and can be used like a gift certificate - in the pro shop, the restaurant, the lounge or wherever else you decide is appropriate. All these calculations are handled automatically by the system in less than a second. Issuing a rain check takes less than 10 seconds in total.
      
      
    • allows or disallows price overrides and returns/refunds on a user-by-user basis
      
      
    • prints price tags for items.
      Price tags can include a bar code if you use a scanner.
      
      
  • For the restaurant and lounge:
    
    
    • allows unlimited numbers of servers to be defined
      
      
    • supports up to 999 open checks per server
      
      
    • transfer checks from server to server, server to manager, manager to server in real time
      
      
    • allows servers to split and merge items on different checks at will
      
      
    • allows servers to log into a workstation with a simple card swipe or servers can log in manually
      
      
    • for workstations on the restaurant floor, servers can be automatically logged out after a manager-defined period of inactivity
      
      
    • unlimited numbers of buttons definable as menu items, food prep items or other specialty items
      
      
    • unlimited numbers of touchscreen definitions - screens can be cascaded or nested to any level
      
      
    • recipe management for prepared items - inventory levels are relieved for ingredients.
      
      
  • For the back office:
    • all activity from the front of the house automatically flows through to the back of the house in real time
      
      
• integrates the functions of contact management programs and accounting systems and significantly augments these capabilities
  • Every business needs to track sales and accounting ledger information for each customer, clubs have additional requirements not met by traditional accounting systems. While golf clubs need to track a member's class of membership, a yacht club might need to track the dock or mooring number, the boat name, length and beam and similar information. No matter what information you need to track, you can.

    You can create entire databases of information that relate to individuals or organizations. You can relate individuals or organizations to each other, (employers to employees, spouses to each other, children to parents) and to other entities that you define (team rosters to teams, crew lists to boats, etc.)

  • Health and fitness clubs need to control access to the facility. In AISA access control is a snap. You can record images (.jpg's .gif's or .bmp's) in the database and use them in the point of sale or on a separate display so that when a club member is selected at the point of sale, his or her picture can pop up. Since the system supports member logins via a card swipe, you can have the member's picture pop up on a display for validation by front desk staff. You could even implement a process that would automatically unlock the door to the facility based on the card swipe.

  • Both programs have an email client built-in that can use either MAPI (the interface to Microsoft products like Exchange and Outlook) or POP3/SMTP (the direct interface to the Internet) to send mail. You can send an email from the program to a member, but more importantly, you can send the same email to every member, or every member with a particular interest. This means you can advise members about things that affect them like course conditions, maintenance issues, opening and closing dates and similar items. You can also use this facility to market your operation.

    For example, if you've got a tournament that isn't filling up the way you'd like, in seconds you can let your members know what spaces are available when.

    There are a lot of ways that you can use email to stay in touch with customers, generate customer loyalty and interest and by extension, your revenue, without incurring expenses.

• extensive drill-down and drill-through capabilities means you can find any transaction in seconds - from the g/l account, from the customer or vendor ledger, from the inventory item sales record.
  
  
• Powerful user-definable extensions can automate data collection and dissemination, perform calculations, generate accounting transactions, import and export data from other systems, monitor and respond to serial port data, internet packets and more.
  
  • The programs have special capabilities to monitor and respond to traffic on any serial port. This means that they can talk to other legacy systems like cash registers with posting inquiry/authorization capabilities (like systems from Micros©, Sweda© and others)

  • Both Society Manager and AISA have a to-do list built in. No surprise there - any self-respecting system in this class will have a to-do list. However, we've taken to-do lists to a whole new level.

    To-do list items have alarms and have a field to indicate a user-defined function that executes when the alarm is triggered. The field can contain the name of any of the functions in the system.

    One of the functions available in the system is called ExecuteReport which can execute any user-defined report in the system. Report forms can do much more than simply print things on a piece of paper. They can write information to a file, create transactions (event registration, sales order or ledger), read information from a file, even communicate with any other computer on the Internet.

    Assume that you have a report defined which collates all the sales information from a sales office or remote site and writes it to a summary file and then sends that file to an Internet address. All you have to do is create a to-do item that calls the ExecuteReport function at 3am each day, have that function execute the report and you've got an automatic sales reporting system implemented. With this simple functionality, the possibilities are endless.
    

  
  
• the programs are Internet aware and capable
  
  • Communicating on the Internet in Windows is done via a mechanism called a socket. AISA knows all about sockets, which means that it knows how to talk to (and listen to) the Internet. In fact, you can designate a user code for the automatic Internet Server process. When this user code is logged on to a specific machine, that machine becomes a server on the Internet. Each time the machine sees data from the Internet, it calls a user-defined report. That report can use standard string manipulation functions to decode the contents of the data and extract messages from the data and then:
    • inquire about the availability of inventory items or event spaces;
    • create sales orders;
    • create or modify records in the master list itself;
    • write information out out to the computer that sent the data;
    • communicate with any other computer on the Internet.

• gives you have total control over your data - what is collected, how it is reported, and who can see it.
  
  • AISA is designed to give you maximum control over the information in your organization. You know what information you need to track and how you would like to use it. We give you the ability to track absolutely anything, find it and report it.

  • Each piece of information in the system can have its own access level, so sensitive information can remain confidential while at the same time useful information is instantly available to those who need it.

  • You can search the database for any combination of your own data elements, our pre-defined data elements, or any of the inventory, accounting or event registration transactions that exist in the system. More than that, you can search the database for people that don't have a particular sales order or don't have some other characteristic.

  • You can create your own reports which can not only generate information on a piece of paper, but can perform unlimited numbers of calculations on your data, create new data elements and change or delete existing data elements in the database, create accounting transactions, create and send images of the report by fax, create and send e-mail messages and much, much more.

  • You can define your own data entry screens (unlimited numbers of them, in fact) using any combination of the data elements you have defined and our pre-defined data elements. Simple validations of a field like comparing the data entered in the field to the contents of a table or ensuring that the user entered a valid date are handled for you automatically. More extensive scripting capabilities are built-in to the system.

    We've used this scripting technology to automate membership renewals for an association where a clerk simply scans in a bar code printed on the member's renewal form and the system finds the member's record, records the accounts receivable transaction for the membership fees, updates the subscription expiry date for the publication, modifies (or confirms) the class of membership chosen for the next year, and prints a receipt and/or a membership card, all automatically, and all in less than a second.

• Extensive program security -- users can be granted or denied access on a function by function basis
  
  • There are over fifty different permissions that can be granted to each user defined in the system.

  • You can define different menus for different classes of users, and different touchscreen interfaces called by those menus. This means that when pro shop users log on, they get a menu that is unique to them and a pro shop POS system, but when a restaurant server logs in, the system displays the restaurant POS system.

• Allows you to treat your staff and volunteer time as a resource and record their time for different activities or projects
  
  • Many clubs rely on volunteerism on the part of the membership to accomplish special projects throughout the year. Now you can accurately track the time contributed by members and other volunteers to projects. This in turn allows the recognition of significant but not necessarily high-profile contributions to the welfare of the club, which goes to encourage yet more volunteerism.
    
    
  • You can also track staff time spent on different projects in the club, allowing you to derive accurate labour costs for those projects. Combine this with the project accounting functionality already built in to AISA and you get accurate net income figures for each project undertaken.
  
  
• Assess the success of projects in real time - income statements and even balance sheets are available for every project defined in the system.

Society Manager and AISA Affordable, Powerful Solutions for Small Business Please contact us at Asseance: sales@asseance.com