Welcome to DiveShopSoftware.com FAQs (frequently-asked questions)

From the main menu click " Diving " Select the dive from the tabs. " Morning Dive" "Afternoon Dive" or "Night Dive"

Note: The difference here is more from the organizing side. It has no influence on invoices provisions or whatsoever. In the "Morning Dive" tab you can enter up to 5 dive sites (for e.g. day-trips) In the "Afternoon Dive" you can only enter 3 dive sites and in the "Night Dive" tab is only one dive site.

Start the dive roster by selecting the date from the calendar. Than select the boat from the list. Enter the departure e.g. 'harbor' and the departure time.
Now select the Divemaster of the day from the list.
Enter the dive sites 1 - 5 or as many as you plan for today's diving.
Now select the staff from the list by clicking into an empty row in the staff list
When all your staff is aboard, repeat it for the customers. Done
You may have noticed that by selecting the dive site a little "Print" icon and an "Edit" icon appeared next to the name of the dive site. You can print the dive roster for each dive by clicking on the "Print" icon or view and edit it with the "Edit" icon.

Note: If you run more than one boat, you can not accidentally have the same customer or personnel planed on two boats. If you look for a customer and you can't find it in the pop up list, you may have planed him/her in on another boat.

Nothing easier than that. From the main menu go to " Diving " look for the dive roster (dive site) you want to bill for and click on the " Edit " icon next to the " Print " icon.
Now take the dive roster that you have got back from your divemaster of the day and fill in the additional data, click the little green hook now. Done

Note: all fun dives will be billed, provisions accounted and the customers log book will be updated automatically upon clicking the green ok hook. If a customer was planed in and did not dive simply remove him/her from the dive roster by clicking "X".

After you have added all staff and customers to the dive roster click the " Edit " icon next to the " Dive Site " . Click in the " Extras " column of the dive roster next to the name of the diver you want to add an extra surcharge.

To edit the list of extra charges or add additional extra charges that might occur in your dive resort, please refer to the " Courses " section of this faq database or go to main menu -- > courses, in your software.

These are editable lists for your convenience. You can add or delete dive sites and departure points here to have them in your list when you enter the dive roster data.

Another value-list with the difference that you will have to give your boat a name and an amount of availlable seats on the boat. This will be set up for you in the dive roster for the particular boat.

Discounts for courses are given in the customers invoice part "Diving" you can add discounts to each course and to the fun dives separately. See also Chapter 4.3 Invoice Diving in the manual.

The fun dives have a function to reduce the price per dive with a certain amount of dives.
That would lead to your dive masters/guides to have their salary reduced accordingly.
I honestly don't know a single dive resort where this is handled that way but there is always a first time for everything.
In case you really need percentage for fun dives we can build it in for you. Please contact ProData Software Support

1. "Firstly I understand can put packages in the articles section which is fine for invoice purposes" Than lets do it that way for now and see where it leads.
2. "but then want to reserve the room time and will be billed again on there invoice but is included in the package" Check them in as you would any other customer and give 100% discount on the hotel bill. Note the package (the one you selected from the article list) in the comment field.
3. "As if then add in there dives on the dive roster during there stay as these would be prepaid dives." Same solution as above. since the dives are prepaid and accounted for in the package you selected previously in the sales section, the fun dives themselves have been made on 100% discount.
4. "other other items that may later appear on the invoice" Please specify if there is still need for.
5. "How can this be done so one price is charged but all these services etc can be listed on the invoice?" The package will be listed, the hotel will be listed as 100% discounted and the fun dives will be listed at 100% discount. The listing is correct and the price is also correct now. Everything is just like in real life. They pay all together and therefore they get discount. How much discount you give where is entirely up to you. Believe me we have had a lot of brainstorming about this with highly professional people from both sides and no one came up with a better solution. Except as you mentioned, pen and paper. But on the other hand pen and paper than would not automatically assign the fun dives to the staff wages, create a dive log, a pack list, a pick-up list and keep track on the amount of dives made? (I'm going ahead here to your next question...gotta slow down) The Discount has to be give shortly before you are about to print/close the invoice to make the point below work.
6. "Could the package clients be highlighted in some way? So know how many pre dives they have paid for when working out there dive roster?" - Just select the customer from the customer list, look at his/her invoice and you can see in the "Invoice Diving" how many dives are made. You can see in the main invoice what has been pre-paid. Furthermore you can also check the invoice list, where you have a list view of all invoice that shows if money is owed or not.

They need 1. to be active, 2. have a job e.g. instructor and 3. an instructor number to show in the list for staff. If they need to show in office related lists like the cash box, they also need office permission all to be set in each staff page.
If a staff or customer does not show in the dive roster lists and all the above is set correctly, you have most properbly opened a new dive roster before you added the customer or staff to the database. Therefor we added the refresh button on the dive roster. E.g. Your dive roster is ready to go and a customer drops in last minute. Check him/her in, open the dive roster and click "Refresh" for the customer to show and be added to the dive roster.

* You make 2 dives in the morning
* You have one boat for both dives
* You have one divemaster for both dives
* You make the dives on two dive sites

I think i got them all besides of the customers who are going to be the same i assume. And if not it doesn't matter to the calculation.

If i got it right, do the following:

1. Open the dive roster
2. Select the date
3. Select the boat you are going to use
4. Select the Dive Master of the Day
5. Select your staff who is going to be on the boat
6. Select your customers who are going to be on the boat
7. Select dive site 1
8. Select dive site 2

Now when you click on the printer icon next to the dive site you can print a dive roster for each dive.
After the dive, the DM of the day brings back the dive roster and you click on the edit icon behind each dive site and fill in the data from the dive roster.
Here is where you fill in dive 1 and dive 2 of both, staff and customer.
By clicking the green hook next to each entry each dive will be booked towards the customers invoice and the staff's account.
You can have up to 5 dives, using the morning dive roster (for day trips) 3 dive in the afternoon dive roster plus on dive on the night dive roster.

The only occasion where a staff can't be added is if you try to ad him/her to two morning dives on two different boats.
That won't work because of the physiology of the problem.

It can!
There are different ways that all lead to Rome here.

To solve your problem with the dive masters you could use

* 07:30 Dive = Morning Dive Roster
* 10:00 Dive = Afternoon Dive Roster
* 14:30 Dive = Night Dive Roster

Since you don't seem to make a lot of night dives, that might just work out fine.
And this way you can ad your staff to all three dive rosters as well as the customers.

For your shore dives you can use the 'Boat' section.

1. On the dive roster go to Boats
2. Click 'New Boat'
3. Name it 'Shore Dives

Now you can select 'Shore Dives' from the boat list and create a dive roster for those dives.

For your staff yes or no situation on shore dives you will have to create a "Dummy Staff".
This is because the dive roster needs a staff to be filled in to each dive to be validated.
Additionally the Dummy Staff can also be used for DMT's and other unpaid guides who dive with paying customers.

1. Go to the 'Staff Section' on the preferences page
2. Click 'New Staff'
3. Give it a name like "Shop-Dives" (dives guided by the 'dummy' will not be accounted to any staff wages while still accounted to the customer 's invoice)
4. Ad a Function and a Instructor Number (select Dive master and enter any number e.g. 123, to make the Dummy show up in the lists)

That works like this:

1. Enter the fun dives to each individual diver like you always do. (to assure the wages of the guiding staff, print a log book and keep control)
2. After all dives are done, select the 10 customers from the invoice list (accessible from any customer invoice) by marking each of them with "x" than click on "Search" and search for the mark.
3. Summon the amounts of the ten invoices with a calculator and note it. (or in case only the fun dives are paid by 1 person, summon the fun dive amounts/prices on each invoice)
4. Scroll through 9 of the 10 invoices and set them to 100% discount. and click paid to close those invoices and ad the wages to the staff. (or in case only fun dives are paid for, set the fun dives only to 100% discount. Since there are so many different situations with group payments and in most cases the individual guest still has some extras to pay, there is no other solution.)
5. Go to the 10th invoice and open the Sales/Rental tab.
6. Ad a sale at the right side top manually where you ad the amount you have noted before. e.g. 47 Fun dives a 20 $

Now you have the total amount on one customer but still know which guide it was and where and when each individual diver was in the water and where he/sh skipped a dive etc.
Alternatively you can use "Quick - Invoice" to make a single invoice, once you calculated the amount of all 10 divers.