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Inventory: How to Associate Inventory with Greens-Fee Rates

This article explains how to associate inventory items with greens-fee rates so rounds are recorded under the correct department and reporting reflects the intended green fee and cart fee items.

Why inventory matters
  • Rates that do not have inventory associated with them will post to the Tee Time department (often labeled as "Tee Time" or appear as unassigned tee bookings in accounting exports).
  • The Tee Time department includes outing rounds, league check-ins, and any rate that lacks an associated inventory item.
  • To have a rate show up under your regular Golf/Green Fees reporting (or a specific GL code), you must associate the rate with the appropriate inventory item (for example, a Green Fee inventory item and, if applicable, a Cart Fee item).
How to associate inventory with a rate
  1. Go to Settings -> Rack Rate Management.
  2. Find the rate you want to change and click Edit.
  3. On the second page of the rate editor, associate the rate with the appropriate inventory item(s):
    • Attach the green fee inventory item (e.g., "Resident Green Fee").
    • If the rate includes cart charges, also attach the cart fee inventory item.
  4. Save the rate.
Notes on reporting and historic transactions
  • Reporting and exported transaction lines will reflect how a rate was configured at the time the sale was rung in.
  • Changes that associate inventory to a rate are not retroactive; past transactions will continue to show under the department or memo that applied when they were originally processed.
  • If you see transactions under "Tee Time" that should be under Golf/Green Fees:
    • Verify the specific rate used for those transactions in Rack Rate Management.
    • If the rate has no inventory associated, edit the rate and add the correct green fee/cart fee inventory items.
    • Understand that existing historical transactions will not move; future transactions will post to the newly associated inventory/department.

Example use cases

  • A Member Guest - 9 rate that already has inventory associated will post to the green fee item and appear under Golf/Green Fees.
  • A Resident - 9 rate without inventory will post to Tee Time; attaching the Resident Green Fee inventory item will correct future postings.
Troubleshooting tips
  • If rounds or fees appear under "Tee Time" or as "Unassigned":
    • Verify the rate used for those rounds has inventory tied to it in Rack Rate Management.
    • If the rate has no inventory associated, add the correct Green Fee and/or Cart Fee inventory items on the second page of the rate editor.
  • If prior transactions show under the wrong department after you update a rate:
    • Understand that reporting will not update retrospectively; past transactions will continue to display based on how they were recorded at the time.
  • If an outing or league check-in should post to a specific department, ensure the rate used for the check-in is tied to the desired inventory item.