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Version 4.60 (database version 1.151) - 04/26/2005

Official Release Notes for V4.60 of Aphelion

o Billing: A new filter setting has been added to the settings for performing billing events. The billing process can now selectively include invoices (and as a result, charges from those invoices) that are assigned to specified clubs. The billing process has always allowed filtering against member home clubs, and this new filter does not affect that capability. The new filter setting appears on the billing setting's 'Balances' tab and allows setting club tags in a list titled 'Assigned to Clubs', which is within a group box labeled as 'Include charges, based on the following Invoice settings'.

All existing billing presets will have all clubs selected and the saved billing presets do not need to be altered if you do not wish any change to how you process your billing.

This new filter setting is intended to handle a situation where a member makes an on-account purchase at a club other then their assigned home club, via the point of sale interface. In this scenario, the invoice is assigned to the club where the sale took place. When this invoice is processed in a draft billing, you may prefer that the generated payment is assigned to that same location. This can be accomplished by billing for a single invoice assigned club (the new setting) and selecting the 'assign each payment to' setting to the same location under the 'Specified Club' choice.

o Billing: When posting dues, the post date assigned to generated invoices is now editable. The dues posting presets have a new setting which allows selecting whether to use the current date or to prompt for a value. If the latter option is selected, the user is prompted for the post date value when the dues posting is processed (from the dues preview screen). For 'manual' dues post settings, the invoice post date value is edited directly in the dues posting settings. Previous program versions always set the dues posting date to the current date; existing presets will default to this behavior.

o Billing: When running a draft billing from a preset, the prompt for the draft effective date now occurs when the 'Process' button is pressed from the billing preview. Earlier version prompted for this date when executing the preset (before generating the billing preview).

o Billing: There are several billing processes that can provide a list of warnings prior to displaying the preview results :dues posting, billing, insurance billing, decline notifications. When displayed, this warning dialog now has an option to generate notes for the listed members. A single member can have one or more associated warnings and a single note is generated for each member which includes the combined text from all of the warnings for that member.

o Billing: Added support for Blue Cross Blue Shield (BCBS) insurance billing. The BCBS export requires 3 types of identifiers for each member: (1) 'Subscription ID', (2) '2 digit Member ID number' and (3) 'Group Number'. As with the other supported insurance provider exports, the group number is set in the group record associated with the member and the insurance provider. Both the subscription ID and member ID number should be set in the individual member 'Insurance ID' fields. The member ID number is derived from the last 2 characters of this entry and the subscription ID is derived from all of the proceeding characters. For example a member insurance ID value of A12345678 would be interpreted as a BCBS subscription ID of A123456 and a member ID number of 78. For convenience, a trailing dash is ignored in the subscription ID, so you could also enter this value as A123456-78.

o Billing: Added new 'Eligible' field in Group records which is applied when the insurance billing function is used. When processing insurance billing, only members linked to membership groups associated with the specified insurance provider and also marked as eligible are considered. Any members that would otherwise be included in the results, except for the associated group being marked as ineligible, are now included in the list of warnings that are displayed prior to show the candidate list of members for processing.

The new group field simplifies the insurance billing process as selecting a tagged set of membership groups for processing is no longer required. The Group 'eligible' field can be edited manually in membership groups which are associated with an insurance provider.

o Billing: Split off loading of eligibility file for processing Medica insurance billing into a separate and more flexible process. The new process is located in Billing under the menu item of 'Run' and 'Process Medica Eligibility file'. It includes the option to mark all Medica-associated groups which are not in the loaded file as not 'Eligible'.

o Billing: Added option to include 'Not Billed' members when generating decline notification statements.

o Configuration: Added a new setting to specify payment categories assigned to payments made using gift cards. This is set under the menu of 'Accounting' and 'Account defaults' and falls on the 'Payment Categories' tab, labeled as 'Payments made using Gift Cards'. If you have not purchased the gift card program option, this setting is not applicable and will not be visible.

o Data Entry: The member, employee, product and other browse screens no longer use tabs to apply different sort orders. Instead, the column headers can be clicked on to apply a sort order. Multiple columns can be sorted against by clicking on a column while holding down the control key. If a column header is involved in the current sort sequence, clicking on it will reverse that components order (from ascending to descending back to ascending).

Some columns in the list may not be sort-enabled (for technical and performance reasons) and no change will occur when these column headers are clicked. An example is the 'Status' column in the member browse. It is also important to understand that some sort orders may require extra time to refresh the screen. This is particularly true when large number of record are involved. However, the sort orders selected by clicking on a tab in the older interface should run just as fast using the new interface and most other sort orders should result in satisfactory performance.

o Data Entry: The layout of the member browse screen can now be saved. This includes specifying which columns are displayed and the column sequence in the list. You can also set up multiple layouts. This capability is available by right clicking over the member list and selecting the 'List Formats' menu entry. This capability does not currently provide full control over width of the displayed columns.

o Data Entry: When browsing members, can now display a list of auto-dial phone calls to a member, as generated by the 'Chatterbox' application. To see this display, select 'Autodial Call History' from the 'View' menu. This display can also be accessed when editing a member, by pressing the 'Autodial Call History' button on the 'Notes' tab.

o Data Entry: The utility which allows adjusting employee access settings for multiple employees at a time, under the menu entry of 'Data Entry/Employees/Set access for employees', has been extended. Perviously, it only allowed setting the entire set of access settings at once for the selected employees. It now has options to individually turn selected switches on or off for the selected employees.

o Data Entry: The 'Family member' display now shows the following additional information as each member record is highlighted: current status, membership type, and date of birth.

o Data Entry: The 'Invoices batch entry' utility has been enhanced to allow greater control over what member is responsible for the added charges when dues or account responsibility is assigned to other members. A new setting allows choosing whether charges are billed to the entered member or their account or dues responsible party. Previously, this utility would always apply charges against the entered member's account, except if the both member's dues and account responsibility was applied to another party; in that case, the operator was prompted on which member would be responsible.

o Data Exchange: Added support for exporting and importing customer 'Title' field.

o Front Counter: Fixed bug - when enrolling a member in a class, the system now alerts if the member is already enrolled. Previously, the system would add a duplicate enrollment.

o Front Counter: Fixed bug - when returning a gift card, did not automatically toggle the sign of the gift card redemption value. Unless this was adjusted manually by editing the sale line item, the gift card value was increased rather then decreased to $0.

o General: This new version no longer tiles grpahical textures against screen backgrounds. Instead, it the applications now have a Windows XP look when running under version of Windows with 'Desktop Themes' enabled. Desktop Themes are supported under Windows 2003 and Windows XP.

o General: Added a new 'loyalty points' feature which allows rewarding members points based on various criteria and redeeming these points for selected products. These new loyalty related functions are available as an optional program feature, so if they are not available in your version, please contact Aphelion sales for more information.

Points rewards are tied to specific members and can be viewed within the main member editing screen on a new 'Loyalty' tab. The tab displays the history of points transactions against that member's account, and allows apply manual adjustments (additions or reductions) against the member's point balance. The adjustment feature is protected by a new employee access switch under the access settings' 'Member Editing' tab, labeled as 'Add loyalty point adjustments'.

Within the Data Entry module, you can specify which products can be redeemed for points. This is always configured on a product and club-specific basis. When editing an individual product, press the 'Club Over-rides' button to edit any club-specific settings for pricing, points redemption, and quantity on-hand alerts (quantity alerts apply to inventory-type products only). From this dialog you specify if the product is redeemable for points and the required redemption points at the selected location.

There is a new Front Counter module function, the 'Rewards Center', which acts like a point of sale for points redemption. This is available from the 'Areas' menu or by pressing F4. The rewards center only allow selecting products which are marked as redeemable at the current club location and requires a member to have a sufficient points balance. On completing the rewards process, the program deducts the required points from the member's point balance and can optionally print a strip-printer receipt. Employee access to the rewards center function is based on the new access setting under the 'Front Counter' tab, and labeled as 'Rewards Center'.

There are a number of new Reports module utilities that are used to post points to member accounts, under the menu of 'Loyalty' and 'Utilities'. The activities these utilities are based on include:

- Number of allowed check-ins over a specified range dates; you can limit which check-in areas are included
- Number of visit usages over a specified range dates; you can limit which visit types are included
- Number of personal training usages over a specified range dates; you can limit which training types are included
- Number of class attendances over a specified range dates; you can limit which class types are included
- Amount or quantity of sales over a specified range dates; you can limit which products and invoice categories are included
- Number of referrals over a specified range of dates; this utility optionally allows posting credit memos instead of points

Access is restricted to these utilities using the same access switch as is applied to the other reports utilities under the main 'Utilities' submenu. This setting is available when editing access settings on the 'Reporting' tab, and is labeled as 'Utilities'.

There are also several new reports under the Reports module 'Loyalty' menu:

'Member Points Balances' - list members based on having various points balances
'Rewards by Members' - list rewards over a range of dates, grouped by member
'Redemption Details' - list details of redemptions of a range of dates, involving all or specified products
'Redeemable Products List' - list the products that are set as redeemable for a specified club
'Product Redemption Summary' - summarize redemptions over a range of dates by product
'Cost of inventory good redeemed' - similar to the cost of goods sold report, this lists products redeemed over a range of dates and calculates the tot product cost based on average costs values at the time of redemptions. It also includes an 'Unrealized Revenue' column which is derived from the 'base' product price (ignoring any discounts or on-sale prices) at the time of redemptions.

Several customer query wizard expressions have been added to support the new loyalty feature:

'Last Points Redemption' - the date of the last points redemption
'Last Points Reward' - the date of the last points reward
'Points Balance' - the current balance of loyalty points

Also, the customer 'Reports Wizard' and 'Spreadsheet Wizard' functions now support outputting a 'Points Balance' field.

o General: Aphelion includes a number of entry fields which also maintain a history of entered values that can be selected from a lookup list. These fields are:

Customer-related fields: 'Custom Text' fields (numbered 1 through 16), 'Medical Note', 'Occupation', 'Promotion', 'Title'

Other fields: customer status 'Reason', payment 'Description', product 'Size'

Earlier versions of Aphelion would automatically add to the field's history list as new values were entered. While the list values could be manually edited, neither the entries nor the field values could be controlled. Following customer requests, we now provide control of how these fields are managed, that can be set for each individual field type.

The new specifications include the following checkbox values:

'List selections are pre-defined' - when this item is checked, the field values must come from the 'pick list' for that field. A lookup button is provided adjacent to the field allowing display and selection of the field value. When focus is on the field, the program will match any existing history entries as the entry is typed or entries can be scrolled through using the up and down arrows.

'Automatically add new entries to list' - when this item is checked, any new field value is added to that field's pick list, if it is not already present.

These 2 items can be configured in 3 different combinations:

1) The 'pre-defined' checkbox is checked. This un-checks the 'add new entries' value and precludes checking it.
2) The 'pre-defined' checkbox is not checked, and the 'add new entries' checkbox is checked. This matches prior program behavior and will be the initial default as of this update.
3) Neither value is checked. In this case, any values can be typed in the field. The value will not be automatically added to field's pick list, although it can still be added manually.

In support of this new feature, there is a new employee access setting under the 'Member Editing 2' tab, and labeled as 'Update pre-defined selections for pick list fields'. This access restriction only applies to fields configured with 'List selections are pre-defined' as checked. In this case, if an employee does not have this access, they can view and select from the list, but not change any of the history entries. This makes the field behave similarly to a number of other configurable lists in the program, such as Membership Types and Billing Cycles.

You can configure the behavior of these types of fields within the Configuration module, under the 'Member' and 'Customer and Pick List fields' menu entry. Configuring these settings has been combined with the setting of labels for the member 'custom' fields, and replaces the earlier versions' 'Custom fields' configuration dialog.

o General: Added new member fields to mark members where email or phone contact is not desired. Within the member editing Data Entry module, these fields are edited on the 'Personal' tab and are labeled as 'Do not email' and 'Do not phone'. Members for whom the 'Do not email' entry are checked will be excluded from batch emails. Members for whom the 'Do not phone' entry are checked will be excluded from phone calls made from the optional Aphelion phone dialer program - 'Chatterbox'. Query Wizard expressions have been added to allow querying against both of these new fields.

o General: Added a 'Referrals' tab on the member editing screen. This displays and allows editing both who has referred the current member as well as who the current member has referred. The program only allows a member to be referred by a single person, but an individual member can make multiple referrals.

Employee access to the referrals tab is controlled by a new access control switch. This is found within the access settings under the 'Member Editing 2' tab and is labeled as 'Referral information'. This setting allows controlling both whether the tab can be viewed and the information edited.

Earlier releases did not allow maintaining structured information on referrals. There was simply a numeric 'Referral count' field that was used to track the number of referrals. This field is no longer available and the referral count, which can be queried using the 'Referral Count' query wizard expression, now is calculated based on the number of referral entries listed for a member.

Several new customer-related query wizard expressions have been added to support the new referral capabilities:

'Last Referral Date' - the date of the last referral made
'Referred By Barcode' - the barcode of the member that referred the 'queried' member
'Referred Date' - the date of the referral of the 'query' member

A new report has been added related to referrals, under the menu entry of 'Members', 'General' and 'Referrals'. This lists referrals over a range of dates, grouped by the referring member.

o General: Added the following new member query wizard expressions: 'Account Responsibility Count' and 'Dues Responsibility Count'. The expressions count the number of members a member has account (or dues) responsibility for. Prospects are excluded from this count, but no other factors are involved other then the responsibility settings.

The following are examples of how these query elements work:

If a member was billed to another member and responsible for no other members, the count would result in a value of 0. If a member is billed to 'self' and responsible for no other members, the count would result in a value of 1. If you wanted to find all members who have primary dues responsibility for 3 or more members, you could implement a query clause of 'Dues Responsibility Count Is Greater Than or Equal To 3'.

o General: The 'Query Wizard' function has been enhanced.

A key improvement is the ability to group logical clauses. For example, take the case where A, B, and C are logical expressions. You could have a query where (A AND B) OR C. Alternatively, you could have A AND (B OR C). These 2 cases can provide different results. Previously this level of control could only be applied by creating a 'manual' query and setting the parentheses. To apply a logical grouping, you simply click on a logical expression (either 'AND' or 'OR') on the 'Review and Group' tab and press the 'Group' button.

The new Query Wizard also supports several new operations including the 'Is Between' and 'Is Not Between' operators which can be applied to numeric or date-type fields.

o General: The 'Report Wizard' function has been enhanced, including the following improvements:

- You can change the fonts of various report components:
Changes at the report level affect detail and column headings
Full font control over break headings
Change typeface, color, size, and style

- You can introduce line breaks between report fields, allowing up to 9 rows of data per detail record.

- You can specify Group Counts and Grand Total Record Counts.

- You can override column settings:
Column description
Override color and bold settings for heading, data, and/or totals
Width of column in characters (approximate for proportional fonts)

- Amount fields are now decimal aligned, which results in readable results when using a proportionally spaced font.

- In addition, you can add notes to your report definitions and the program track when a report is first created and last modified.

o General: Fixed bug - Capturing a member image where the member barcode was longer then 11 characters would result in a general protection fault (GPF) error.

o General: The program now requires membership group names to be unique. Any non-unique group names already in the system are automatically modified as part of this update.

o General: Added a second address line in membership groups and lengthened the other address fields to be consistent with employees and member address specifications.

o General: When printing strip receipts for credit card-based sales, the program no longer prints the full credit card number under any conditions, and instead prints the value substituting 'X' characters for digits except for the last 4 digits. Previously, the program would print the full card number where only a single copy was printed or on the first copy when multiple copies were set to be printed. Also, the program will now only print the card expiration date on the first copy (the 'store' copy) when multiple copies are set to be printed. The expiration date is not printed when only a single copy is to be printed.

o General: When gift card numbers are printed on receipts (for sale of gift cards or payments by gift card), the numbers are masked with 'X's except for the last 4 digits.

o General: Fixed bug - when printing multiple copies of the strip receipt, where discounts were applied, the discount total would be incorrect on the 'customer copy' receipt.

o General: Fixed bug - when printing multiple copies of the strip receipt using the 'logo printer' support, the logo would only be printed on the initial receipt copy.

o Member Services: Added support for processing change requests for member billing cycle.

o Reports: Added new report, 'Top Revenue Producers', under the 'Accounting' submenu. This report allows you to list your top revenue producers based on sales and filtered by a number of criteria until invoice post date, charge due date, invoice categories, income accounts and the 'standard member filters'.

o Reports: Added new report, under the menu of 'Accounting', and 'Earned Income Monthly Summary'. This report summarizes total (or paid or unpaid) charged amounts on a per-member and per-month basis for 12 months starting from a specified month and year. The listed members are selectable using the standard member filtering facility. Included transactions can be limited based on invoice categories and assigned clubs. The report results can also be sent to a delimited file.

o Reports: Added new report, under the menu item of 'Products', 'Gift Cards' and 'Adjustments'. For a specified range of dates, this report lists details of all gift card adjustments along with the current gift card value, the purchasing member and date and the gift card expiration date.

o Reports: Added new report, under the menu item of 'Members', 'Check-out', 'History by Member'. This report lists check-in records which have corresponding check-out times for a given range of dates. The results are ordered by member name and date.

o Reports: Added a utility to purge paid transactions through a specified date, under the menu of 'Utilities', 'Purge' and 'Paid Transactions'. This utility looks for 'active' (not cancelled) invoices that are completely paid where all payments against that invoice are from the same payment entry and associated payments were also posted on or before the specified date. Running the process initially generates a message which indicates the number of invoices and payments that will be removed by the process. The user is then given the opportunity to continue or cancel out of the process. If the process is completed then the invoices and associated payments are completely removed from the system. The results of the purge will affect your accounting and commission reports, but will not alter accounts receivables or inventory on-hand calculations.

o Reports: Improved performance of the 'Gift Card Redemption Rate' report

o Reports: The 'Inventory Activity' report now reflects redemptions as well as sales and restocking entries.

o Reports: Added an option to the 'Transaction by Member' report to determine whether invoice and charge related information is listed with the member that originated the invoice or the member that was billed for the charge(s). Typically this is the same person, but it does not have to be. For instance, when dues are posted and another member is responsible, these roles will fall to different members. The report title will also reflect the selection for this new input option. In previous releases of version 4, this report grouped results based on the billed responsibility.

o Reports: Fixed bug - The switch to 'Clear tags before running report' in the 'Member Billing Relationships' report did not work.

o Reports: Fixed bug - the delimited output from the 'Sales by Product' report did not report the proper account name and GL code.

o Reports: The 'Batch change Visit counts' and 'Batch change Training counts' utilities have been re-implemented using a wizard-type interface. This new interface provides a preview of the results that would be posted allows selecting which members in the list will be updated. The preview list can also be printed and saved to a CSV file.

The new interface does add a restriction that was not in the prior version: only a single product can be selected to be processed. This restriction was applied so that the preview can show precisely how many units (of the specific product) will be add to each selected member.

o Reports: Moved the members' 'Mailing Labels' function from the 'Utilities' submenu to the 'Letters' submenu. This is a more logical location for this function and avoids having to grant access to the 'Utilities' menu area in order to generate mailing labels.

o Reports: Added the ability to print employee mailing labels under the menu item of 'Employees' and 'Mailing Labels'. The function prints labels based on tagged members. In support of this, a new function to set, edit and save employee tags is under the menu of 'Employees' and 'Show/edit tagged employees'. Also, employee tags can be set based on a query under the menu item of 'Employees' and 'Set tags from query'.

o Reports: Added the ability to print member group mailing labels under the menu item of 'Members' and 'Groups' and 'Mailing Labels'. The function prints labels based on tagged groups.

o Reports: Can now specify font for printing member and group and employee mailing labels, when using a 'user-defined layout'. Also, when printing mail labels, the program now split the 'City, State, Zip' address line into separate 'City' and 'State, Zip' lines when the total length is over 35 characters.

o Reports: Added option to 'Decline History' report to limit results to members with a specified minimum number of declines over the selected period. The report now allows sorting the results by either member name or decline date, as well as grouping the results by member home club.

o Reports: Added option to include results for 'Cash Customer' in the 'A/R Snapshot' report.

o Reports: Updated the following inventory-related reports to reflect some internal changes in how inventory counts and average costs are maintained:

- 'Inventory Listing'
- 'Inventory Reorder List'
- 'Cost of Goods Sold'
- 'Inventory Activity'
- 'Inventory Value'

o Sales: When displaying a list of contracts, you can now set and save tags for the listed customers by right clicking over the contracts list and selecting the popup menu option to 'Set tags for listed customers'.

o Sales: When marking a contract as 'rejected', the program no longer alerts if billing-related information is missing.

o Sales: The 'Daily Revenue' report now allows specifying the date the report provides results for and also allow filtering the results for specified clubs. In addition, this report no longer lists contracts multiple times, when multiple sales persons are associated with the contract.

o Sales: The 'Daily Revenue' and 'Daily Sales' reports now exclude contracts which have been voided.

o Sales: The 'Daily Sales' report now allows specifying the date the report provides results for and also allow filtering the results for specified clubs.

o Sales: When selling a new contract, updating the 'This is a renewal' checkbox triggers an automatic refresh of the pricing values based on the renewal setting and membership plan pricing values.

o Sales: The behavior when 'Upgrading' an existing contract has been reworked. Previously, on approving the new contract, the operator was offered the option to create and apply a credit memo against the original contract's unpaid charges. The option to create the credit memo has now been moved to the beginning of the 'Upgrade' process.

o Sales: Removed the 'Member Contract History' function ('History' button on toolbar) as it was redundant with the recently added flexibility in searching for and displaying contracts.

o Sales: Enhanced the 'Contract Product Sales' report (under the menu of 'Reports' and 'Sales Report') by adding input options of what types of contracts are to be included in the results: 'Approved', 'Unapproved' and 'Rejected'. Also, this report now excludes listing any voided contracts.

o Sales: Added a new report, under the menu of 'Reports' and 'Monthly Sales Summary', which sums contract sales and commission units by month, club and plan over a specified range of dates.

o Technical note: On program startup, a check is now performed against the database server to verify that the server option to allow 'nested triggers' is properly configured as allowed. This setting is critical to the proper behavior of the Aphelion applications. The Microsoft SQL Server default configuration defaults to the proper value. If it has been changed, Aphelion now detects this and displays the following warning on startup:

'Your database server must be configured to allow nested triggers! Please consult with your database administrator or contact Aphelion to avoid data issues!'

If you see this warning, it is critical that corrective action is taken as soon as possible. Consult your database administrator, if possible. The setting can be corrected with SQL Server Enterprise Manager within the server properties on the 'Server Settings' tab. Make sure the 'Allow triggers to be fired which fire other triggers (nested triggers)' option is checked. Alternatively, you can run the following Transact SQL script using SQL Server Query Analyzer or the Aphelion DBUtil application:

sp_configure @configname='nested triggers', @configvalue=1

Category: Release Notes

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