A pro shop till and a stock ledger that stay in step
Deliveries are booked in against the vendor that supplied them, at the price you paid. Stock moves as the line is rung up, in the same transaction that posts the sale to the accounts. Valuation reports the shelf at what it cost you and at what it will sell for, with a margin figure per line and per category. Member prices come off the member record, and a purchase can settle to cash, a card, a gift card, or the member's account.
Most pro shops end up run as a separate little business. Their own till, their own stock file in a spreadsheet on the back counter, their own idea of what a member should pay. None of it reaches the club's accounts until somebody types it in, and by then the shirt that sold out on Saturday has been off the shelf four days with nobody the wiser.
Links Meridian treats the shop's stock as part of the club's books. Selling a line decrements the stock on hand and writes the sale's journal in one transaction, so there is no window in which the shelf and the ledger hold different answers. Booking a delivery in records the vendor, the unit cost, and the invoice number against each line, and updates the item's cost price when you supply one. Counts, write-offs, and returns to the vendor are each a dated row carrying a reason and both the old and the new stock figure, so an item's history still explains itself six months later.
Stock valuation gives you what is on hand at cost and at retail, with a margin percentage on every line and every category, so the board's question about merchandise margin has an answer on the screen where it was asked. Low stock is sorted by urgency, so the line closest to running out sits at the top of the reorder list rather than wherever the alphabet happened to put it.
A shop till on its own cannot do the last part of this, because the last part is about the club. Member prices resolve from the member record without the assistant deciding. A sale can settle to the member's account, to a gift card bought at the bar, or across several tenders at once. Buggies, trolleys, club sets, and range tokens are held as real stock with their own availability. And the person who bought the glove is the person who booked the tee time, so the shop shows up in the club's reporting as the part of the business it actually is.
The shop, seen from both sides
An assistant can learn the till in a morning. A member gets the same price and the same account at every counter in the club.
For the counter
The till and the stockroom
Where the selling and the stock keeping both happen, on hardware you already own.
- Categories, item images, modifier groups, and combos for the things that always sell together
- Member price resolved from the member on the sale, with the standard price alongside it
- Cash, card through Stripe Terminal for chip-and-pin and contactless, gift card, or charge to account
- Split one sale across several tenders, add a tip, or comp a line, each of them recorded
- Promo codes validated at the till, with per-member usage caps and booking-only codes refused
- Deliveries booked in against a vendor with unit cost and invoice number, updating cost price as they land
- Write-offs, returns to the vendor, and physical counts as separate movements, each with a reason
- Orders queue on the device when the line drops and drain when it returns, with an idempotency key so nothing is rung up twice
For your members
The Digital Clubhouse
The account behind the counter, in the app they already book tee times in.
- Member pricing applied at every register in the club, with no card and no code to remember
- Charge to account in the shop, then see the running balance and every line behind it
- Gift cards bought, sent, and redeemed on one balance across the pro shop and the bar
- Buggies, trolleys, club sets, and range tokens reserved alongside the round
- Order from the halfway house in the app and collect it at the turn
- Loyalty points, tier, and progress towards the next one
- Purchases sitting on the same record as the tee time and the competition entry
- A PDF receipt for anything ordered in the app
The outcome for your club
The shelf and the ledger agree
Selling a line moves stock and writes its journal in one transaction. Nothing waits for an overnight job, so the shop's figures and the club's accounts never drift apart during the day.
Margin stops being a guess
Valuation prices the shelf twice, once at what you paid and once at what it sells for, and puts a margin percentage on every line and every category.
You reorder from evidence
Low stock is ranked by how far under threshold each line has fallen, and the item's history shows what arrived, at what unit cost, from which vendor, and when.
Shrinkage has a name on it
Damage, vendor returns, and count variances each leave by their own route, carrying a reason and the member of staff who entered it. A broken box and a miscount no longer land in the same column.
The member pays the member price
The register reads the price off the member record, so a new assistant on a busy Saturday cannot hand a visitor the member rate by accident.
The shop belongs to the club
One catalogue, one member record, and one ledger across the pro shop, the bar, and the halfway house. A gift card bought at the counter spends at the bar, and both land on one statement.
Six ways stock moves, and what each one leaves behind
A stock figure is only worth reading if you can see how it got there.
Every movement stores the quantity before and after, not just the change, so a figure somebody disputes can be rebuilt from the item's own history. Valuation reads the cost price and the retail price on each line and reports margin per item and per category.
How a delivery becomes a number you can trust
Set the catalogue up
Categories, items, images, cost price, member price, tax treatment, and a low-stock threshold per line. Every register in the club works from the same one.
Book the delivery in
Receive against the vendor with the unit cost and the invoice number. Cost price updates on the line, so valuation and margin stay honest as your buying prices move.
Sell it
The member on the sale decides which price applies. Settle to cash, a card through Stripe Terminal, the member's account, a gift card, or a split across several of them.
Count the shelf
A physical count records the variance as its own movement. Damage and vendor returns leave by their own routes, each carrying a reason and the person who entered it.
Read where you stand
On hand at cost and at retail with margin by category, low stock ranked by urgency, top sellers, and a history per item going back to the delivery it arrived on.
Close the day
Takings reconcile against the Stripe payout and revenue lands by category, so the shop's day is part of the club's day instead of a spreadsheet waiting for the office.
Generic retail POS vs golf pro shop software
What's included
Common questions
How does the stock figure stay accurate?
Selling a line decrements the stock on hand as it posts, in the same transaction as the sale's ledger entry, and a refund puts it back. Everything else moves through a named route: goods received, physical count, write-off, or return to vendor. Each one records where the stock level started and where it ended, alongside a reason, so the current figure is the end of a history instead of a number somebody typed.
What does the stock valuation report tell us?
What is on hand at cost and at retail, per line and rolled up per category, with a margin percentage on both. You can filter it to one category when you only want to look at soft goods or hardware. It reads the cost price captured when the stock was booked in, so keeping goods-received tidy is what keeps the valuation honest.
How does member pricing work at the register?
Each item carries a standard price and a member price. When a member is attached to the sale, the register resolves the member price without the assistant choosing, and the counter shows both. Items can also be marked member-exclusive so they never appear on a visitor's sale. Green fees already run on the wider set of player categories, junior, senior, and any category you define, through the tee sheet's pricing rules; bringing that same set to the shop shelf is on the roadmap, so today the register decides between two prices rather than five.
How do you handle vendors and deliveries?
A vendor is one record used by the shop and by accounts payable, carrying payment terms, a tax ID, 1099 status where it applies, and a default expense account. Booking a delivery in attaches that vendor to each line along with the unit cost and the invoice number, and updates the item's cost price. Returns to the vendor go back against the same record, so the shop and the office are discussing the same supplier.
Can the pro shop and the F&B till share a catalogue?
They are one till. The pro shop, the bar, the halfway house, and the restaurant work from the same product catalogue, the same member record, and the same ledger. A member can settle a dinner bill with a gift card bought at the counter, and each line still posts to its own revenue account.
Does it cover buggy and equipment hire?
Yes. Buggies, push and electric trolleys, club sets, and range tokens are held as rental stock with real availability, so two groups cannot take the same buggy. They can be reserved with the tee time or added at the counter, and the charge follows the same routes as anything else in the shop.
What happens if the connection drops mid-sale?
The order queues on the device and drains when the line comes back. Each queued order carries an idempotency key generated before the first attempt, so a replay cannot charge anyone twice even when the original request did reach the server. A status bar shows staff what is still waiting to send.
How do returns, exchanges, and voids work?
A return or an exchange is its own order type against the original sale. Stock goes back on hand, an adjustment row is written against the item, and the refund is recorded against the order it came from. Voids, comps, and manual discounts are all kept with the member of staff who applied them.
Can we track custom club builds and special orders?
Yes. A special order captures the spec on the club being built, shaft, grip, length, lie, and loft, so the order that goes to the supplier is the order the member asked for. The deposit posts to the member account, the work order goes to the bench, and the balance settles at collection. Custom builds and the bench work behind them are on the roadmap ahead of general release; ask where they sit before you plan a season around them.
Does it handle demo days and club fittings?
Yes. Demo clubs check out and back in against the member who borrowed them, tracked by serial number so you know which shaft went out on Saturday. A fitting session records the recommended specs and feeds them into a special order without anyone rekeying. Both sit in the same roadmap group as custom builds.
Can we run a loyalty programme?
Yes. Points per unit of spend or per visit, earn rates that vary by tier, and configurable redemption. Members see their points, their tier, and the distance to the next one in the portal. Earning on rounds is live today; earning and redeeming at the register is the part still to come, so check the current position before you promise members a points balance on merchandise.
Can we control who does what behind the counter?
Yes, and this is finer-grained than a manager PIN. Selling, discounting, voiding, refunding, managing the catalogue, moving stock, and reading reports are seven separate permissions. The pro shop role template carries selling, discounting, catalogue, stock, and reports, and leaves refunds and voids to whoever you decide should hold them.
What reporting does the head pro get?
Stock valuation with the margin on every category, low-stock alerts ranked by urgency, and a full movement history per item. Alongside those sit the sales numbers: top sellers, revenue by category, payment-method breakdown, takings by hour, and the daily close reconciled against the Stripe payout, all exporting to CSV, Excel, PDF, or IIF. Vendor performance and slow-mover reporting run on the same data.
Can a member charge a purchase to their account?
Yes. The assistant picks the member and no card is needed. The charge posts against member receivables (1110) and appears on the next statement, which can be auto-billed from a stored card or emailed for manual payment. Each club sets how far an account may go negative, and the till enforces that limit as the tender is taken instead of surfacing it the following morning. Set it to zero and member accounts are prepaid only.
What hardware do we need for the pro shop?
An iPad, a Windows tablet, or a dedicated terminal, plus a receipt printer and a cash drawer. Card payments run on Stripe Terminal readers for chip-and-pin and contactless, which also covers Apple Pay and Google Pay. Nothing is proprietary and nothing has to be bought from us, so hardware you already own almost certainly works.
Related pages
POS system
The till itself: tenders, gift cards, the ledger, and the daily close.
Clubhouse restaurant & bar
Tabs, floor plans, kitchen routing, and F&B reservations.
Accounting & ledger
Vendors, bills, and where every line from the shop lands.
Member app & Digital Clubhouse
Where members see the statement and the balance behind it.
Tee sheet & booking
Green fees and hire taken at the same counter.
Membership & billing
The categories that decide the price on the shelf.
See the shop running on your own stock list
Ask for a demo with your catalogue, your vendors, and your member pricing. Free 30-day trial when you are ready.