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THE VILLAGES GOLF & COUNTRY CLUB
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Help & User Guide
Step-by-step instructions for every feature
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Welcome to ClubCFO Overview

ClubCFO is a purpose-built fixed asset management system for private clubs. It tracks every asset your club owns, calculates depreciation automatically each month, generates GL-ready journal entries, and produces board-quality reports — all in one place.

Where to start: If you are setting up ClubCFO for the first time, go to Import Assets below. If your assets are already loaded, go to Posting Depreciation.

What each tab does

  • 1
    Dashboard — Summary KPIs: total assets, gross value, net book value, monthly depreciation. Fiscal year progress and period status.
  • 2
    Asset Register — Your complete list of all fixed assets. Add, edit, search, filter, and export to CSV.
  • 3
    Depreciation — Post monthly depreciation with one click. Navigate between periods, view posted history, and export journal entries.
  • 4
    Disposals — Record asset retirements, sales, or write-offs. System calculates gain/loss and generates disposal journal entries automatically.
  • 5
    Journal Entries — View all generated JEs in one place. Export in your GL's exact upload format.
  • 6
    Construction in Progress (CIP) — Track project costs as they accumulate. Roll completed projects into fixed assets when done.
  • 7
    Roll-Forward — Annual PP&E roll-forward schedule grouped by category, location, or GL account. Exports to Excel.
  • 8
    Reports — Eight built-in reports: depreciation schedule, NBV by category, gain/loss, book vs tax, 12-month projection, and more.
Logging In Getting Started

ClubCFO uses secure cloud authentication. Your login credentials are set up by your system administrator.

  • 1
    Go to appclubcfo.com in any web browser (Chrome, Safari, Edge, Firefox).
  • 2
    Enter your email address and password provided by your administrator.
  • 3
    Click Sign In. Your role and club are loaded automatically.
  • 4
    Your name and role badge (Accountant, Admin, etc.) appear in the top-right header.
Forgot your password? Contact your system administrator. They can reset it in the Supabase dashboard.
Note: Your session is saved automatically. Closing the browser and returning will keep you logged in on the same device.
Importing Assets Getting Started

For first-time setup, you will import your existing fixed asset schedule from a spreadsheet. This is a one-time process.

  • 1
    Open the Admin Panel (key icon in the top-right, Dev Admin only).
  • 2
    Click Import Assets & CSV Template to expand that section.
  • 3
    Click ⬇ Download Asset CSV Template to get the blank template with all required columns.
  • 4
    Fill in your asset data in Excel. Required columns: Asset Number, Description, Category, In-Service Date, Book Cost, Book Life.
  • 5
    Save as .csv (not .xlsx). Dates must be in YYYY-MM-DD format (e.g. 2018-07-01).
  • 6
    Choose Opening Balance Import if you are loading the prior year closing balance (most common). Choose Standard Import if starting fresh with no prior history.
  • 7
    Drag your CSV into the drop zone or click to browse. A preview table appears showing the first several rows.
  • 8
    Review the preview for errors, then click Import to load all assets.
Opening Balance mode locks all periods prior to July 1 of your opening FY as "closed". FY2026 (starting July 1, 2025) becomes your first active depreciation year.
Asset Register Daily Use

The asset register is the master list of all fixed assets. You can search, filter, sort, add, edit, and export from here.

Adding a new asset

  • 1
    Click + Add Asset in the top-right of the Asset Register tab.
  • 2
    If auto-numbering is on, the Asset # field fills automatically (green, read-only). Otherwise enter your asset number manually.
  • 3
    Fill in Description, Category, In-Service Date, and Location.
  • 4
    Under Book Depreciation: enter Cost, Salvage Value (if any), and Useful Life in years. The system shows the monthly depreciation preview automatically.
  • 5
    Select the GL Book Depr. Expense and GL Book Accum. Depr. accounts from the dropdowns.
  • 6
    Optionally expand Tax Depreciation if the tax basis or life differs from book.
  • 7
    Click Save Asset.

Editing an existing asset

  • 1
    Double-click any active asset row to open the edit form pre-filled with its current values.
  • 2
    Make your changes and click Update Asset.
Searching: Use the search bar to filter by asset #, description, category, or location. Click any column header to sort. Use the Filters button to filter by category, status, or location.
Posting Depreciation Daily Use

Depreciation is posted one period (month) at a time. The system uses straight-line method for both book (GAAP) and tax purposes.

  • 1
    Click the Depreciation tab.
  • 2
    Use the ◀ ▶ period navigator to select the month you want to post. The current unposted period is shown first.
  • 3
    Review the depreciation table — it shows every active asset with its monthly book and tax depreciation amounts.
  • 4
    Click Post Depreciation. All amounts are recorded and the period is marked as Posted.
  • 5
    Click Export JE to download the journal entry CSV in your GL's upload format.
Reversing a period: Navigate to a posted period and click Reverse Depreciation. This removes the posted entries so you can re-post with corrected data.
Important: Post periods in order — you cannot post July before June is complete. Prior periods (before your opening balance date) are locked and cannot be posted.
Recording Disposals Daily Use

Use the Disposals tab when an asset is sold, scrapped, donated, or otherwise retired from service.

  • 1
    Click the Disposals tab, then + Dispose Asset.
  • 2
    Select the asset from the dropdown. Its current cost and accumulated depreciation appear automatically.
  • 3
    Enter the Disposal Date and Proceeds (enter 0 if scrapped at no value).
  • 4
    The system calculates the gain or loss automatically: Proceeds − Net Book Value.
  • 5
    Click Record Disposal. The asset status changes to Disposed and a journal entry is generated.
Partial year depreciation is calculated automatically up to the disposal date before recording the disposal.
Construction in Progress Daily Use

CIP tracks the cost of capital projects while they are under construction. Costs accumulate here until the project is complete, then roll into a fixed asset.

Starting a project

  • 1
    Click Construction in Progress tab, then + New Project.
  • 2
    Enter the Project Name, Start Date, Budget, and Smart Property Ref # (if applicable).
  • 3
    Click Save Project.

Adding costs to a project

  • 1
    Click + Transaction on any active project.
  • 2
    Enter the Date, Amount, Vendor, and Description for the invoice or expense.
  • 3
    Click Save. The running total updates and shows budget vs. spent.

Rolling into a fixed asset

  • 1
    When the project is complete, click the → Asset button on the project row.
  • 2
    The rollover form pre-fills with the total CIP cost as the asset cost. Fill in Useful Life, Category, and In-Service Date.
  • 3
    Click Roll into Fixed Asset. A new asset is created and a journal entry moves the cost from CIP to the fixed asset account.
Journal Entry Export Reporting

After posting depreciation, export a CSV journal entry file formatted for direct upload into your GL system.

  • 1
    Post depreciation for the period (see Posting Depreciation).
  • 2
    Click the Export JE button on the Depreciation tab.
  • 3
    A CSV file downloads with columns: Header, JE Date, JE Description, To Be Reviewed By, RJE Date, Comments.
  • 4
    Upload the file into your accounting system (e.g. MIP, QuickBooks, Sage).
JE Template: Download a blank JE template from Admin Panel → Import Assets & CSV Template → Download JE Template. Use this to verify your GL system accepts the format before your first upload.
Roll-Forward Report Reporting

The annual roll-forward schedule shows beginning balances, additions, disposals, depreciation expense, and ending balances for every asset — the standard PP&E schedule required by auditors.

  • 1
    Click the Roll-Forward tab.
  • 2
    Select the Fiscal Year from the dropdown (e.g. FY2026 = July 1, 2025 – June 30, 2026).
  • 3
    Choose the Depreciation Basis: Book (GAAP), Tax, or Both.
  • 4
    Select a Group By option: Asset Category, Location, GL Account, Useful Life, or No Grouping.
  • 5
    Use Expand All / Collapse All to show or hide asset detail rows within each group.
  • 6
    Click 🖨 Print for a printer-friendly version, or ⬇ Export Excel to download a CSV with all columns labeled.
Annual Book Dep column: Shows the full-year straight-line depreciation amount (Cost − Salvage) ÷ Useful Life. Useful for budget projections.
Built-In Reports Reporting

Eight reports are available under the Reports tab. Each opens in a pop-out viewer and can be printed or exported.

  • 1
    Depreciation Schedule — Full asset-by-asset depreciation detail with NBV.
  • 2
    NBV by Category — Net book value summarized by asset category.
  • 3
    Gain/Loss on Disposals — All disposal transactions with calculated gain or loss.
  • 4
    Monthly Depreciation Summary — Total book and tax depreciation by month.
  • 5
    Book vs. Tax Differences — Side-by-side comparison with temporary difference column.
  • 6
    12-Month Projection — Forward-looking depreciation expense for budget planning.
  • 7
    Additions & Disposals — All asset additions and disposals for the fiscal year.
  • 8
    PP&E Life & Projection — Remaining useful life and replacement cost projections.
Admin Panel Administration

The Admin Panel (key icon, top right) is only visible to Dev Admin users. It contains system configuration, import tools, and data management.

  • 1
    System Information — Live stats: total assets, periods posted, data size.
  • 2
    Asset Number Configuration — Set prefix, separator, digit padding, and whether to include year or category in auto-assigned numbers.
  • 3
    GL Code Structure — Define departments, sub-departments, base GL accounts, and locations. These populate the dropdowns when adding assets.
  • 4
    Import Assets & CSV Template — Upload asset CSV and download templates.
  • 5
    Platform Codebase — Download the full application file or upload an updated version.
  • 6
    Data Backup & Restore — Export all data as JSON, restore from a backup, or clear all data.
  • 7
    Club Branding — Set the club name, primary color, accent color, and background color. Preview changes live before saving.
GL Code Structure Administration

GL codes follow the format XXXX-XXX-XXX (Base GL Code – Sub Department – Department). You build them from three components.

  • 1
    Departments (last 3 digits, e.g. 100 = Club Operating). Click + Add to add new department codes.
  • 2
    Sub Departments (middle 3 digits, e.g. 000 = Balance Sheet). Each sub-department is linked to a parent department.
  • 3
    Base GL Accounts (first 4 digits, e.g. 1620 = FA Buildings). Set the category (Asset/Expense) and description.
  • 4
    Click + Add manually in the Full GL Code List. Use the code builder dropdowns to select Base Account, Sub Department, and Department — the code assembles automatically.
  • 5
    Click Use this code → to apply it, then Save GL Code. It immediately appears in asset GL dropdowns.
  • 6
    To edit an existing code, click the ✎ pencil icon on any row. To delete, click ✕.
User Roles Administration

ClubCFO has four access levels. Your role badge is shown in the top-right header after login.

Role View Add/Edit Post Dep. Admin Panel
Dev Admin ✓ ✓ ✓ ✓ (key icon)
Admin ✓ ✓ ✓ ✗
Accountant ✓ ✓ ✓ ✗
Viewer ✓ ✗ ✗ ✗
Changing roles: Only a Dev Admin can change user roles. This is done in Supabase → Table Editor → users table → edit the role field.
Frequently Asked Questions FAQ
Why does my asset show $0.00 NBV?
The asset is fully depreciated — its accumulated depreciation equals its original cost (minus salvage value). It will remain in the register as Active until you dispose of it.
Can I change an asset's useful life after it has been depreciating?
Yes — double-click the asset to edit it and change the Useful Life. Future depreciation will be recalculated. Past posted periods are not affected.
What if I posted the wrong period by mistake?
Navigate to that period on the Depreciation tab and click Reverse Depreciation. This removes the posted entries. Then correct any data and re-post.
How do I add a new user for my club?
Contact your ClubCFO administrator ([email protected]). They will create the user in Supabase and run a SQL statement to link them to your organization with the correct role.
My data is not saving. What should I do?
Check your internet connection. ClubCFO saves to the cloud (Supabase) and also to your browser's local storage as a backup. Try refreshing the page — if data is missing, contact your administrator who can restore from a JSON backup.
Can I use ClubCFO on mobile?
Yes — ClubCFO works on tablets and phones, though the experience is optimized for desktop due to the number of columns in the asset register. Viewing reports and the dashboard work well on any device.
Need more help?
Email [email protected] for support. Include your club name and a description of the issue.
Administrator Access
THE VILLAGES GOLF & COUNTRY CLUB · SYSTEM ADMINISTRATION
Admin Panel
System Information ▼
PlatformClubCFO Fixed Asset Management
Organization—
Versionv2.1
Total Assets—
Active Assets—
Dep. Periods Posted—
Journal Entries—
Data Size—
Last Updated—
Asset Number Configuration ▼
Auto-Assign Asset Numbers
When enabled, asset numbers are generated automatically when adding a new asset
Number Format
PREVIEW
FA-001
e.g. FA, CPCC, TCC, 1000
The next number that will be assigned
Include Year
e.g. FA-2026-001
Include Category
e.g. FA-VEH-001
Currently assigned
— assets in register
GL Code Structure ▼
Format: XXXX – XXX
Base GL Code  –  Department   ·   e.g. 1302 – 00
Departments+ Add
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Sub Departments+ Add
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Base GL Accounts+ Add
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Locations / Departments + Add Location
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Full GL Code List  
+ Add manually ⬇ Export CSV
GL Code (XXXX-XXX-XXX) Category Sub Category Description Department
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Import Assets & CSV Template ▼
📂
Click to browse or drag & drop your asset CSV file
.csv only · Must match template format
Platform Codebase ▼
Data Backup & Restore ▼
Change Admin Panel Password ▼
Manage Login Credentials ▼
Current Login Email —
Club Branding ▼
Set colors and club name for this organization. Changes are saved to Supabase and apply to all users at this club immediately after they next log in.
Your Club Name
FIXED ASSET MANAGEMENT SYSTEM
Header, nav, buttons
Highlights, active states
Page background, cards
Quick Presets