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14.1 Managing Spa Programs
14.1.1 General Inventory Concepts
All products and services that you make
available in your salon or spa are managed by the inventory
module. Inventory is made up of services supplied to the
client and products provided by the salon. Products may be entered
in inventory as retail product that you have purchased intended for
resale, consigned product also intended for resale but where you
purchase it only when you have sold it and back bar (sometimes called
professional product) which is not intended for resale but for use by
the staff. Services are a very general category which can describe
any of the hundreds of services that salons and spas provide to the
client. Spa service is one of those services but because you may need to
track the clients use of sessions that you have
sold to them there is a different way of entering spa services in
inventory.
For advanced spa management features to be available you must
use pre priced service inventory or what is called Pricing Tables.
To insure this feature is turned on and active look in Preferences at
the Policy Tab and you should see the Use Pricing Tables box
checked, if not check it and Save your Preferences.
Salon & Spa will manage your spa
program while allowing you to sell to the client in two different ways:
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Single Session, this if for your spa services
set up for a single visit
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Session Packages, here the client
purchases blocks of sessions where the session lengths are usually
fixed in length. You can have a number of these types of
packages which could vary by session length, say 10 minute and 20
minute and by number of session say 5 sessions or 10 sessions.
The system tracks the usage and the current balance in the
client's spa history file
Spa Section of Inventory Manager
Click on Add a new Spa Package to
open the form for a new entry, or double click on a existing
package to change it. The detailed entry dialog opens for
the changes or new entry.
Spa Inventory Entry or Edit
Select either the single session button or the
multiple session. If single session you only need to set the
price. If using multiple sessions set the cost to a single session
price and the Price to the package price. The system will then
calculate the number of sessions in the package. For example if a
session is worth $50.00 and you want to have 3 sessions then the package
price would be $150,00. Enter the inventory code and package name
and save the file.
Spa packages are sold to the client by the
point of sale module in the same way as the staff sells any other
product or service. When sold the client's history file is created
to start tracking the usage. As the sessions are used the
staff enters the usage to the clients file using the spa use tool as they
check them in. The spa use tool can be accessed from the Tools
Menu or the sales tool bar. Note that when the package is sold the
system assumes that 1 of the sessions is to be used immediately.
If that is not the case we suggest that a Gift Certificate be used for
the package. For single use spa packages these procedures are not
required and the package is treated as any other service and used at the
time of sale.
Spa Use Entry Tool
A client's spa history can be looked up and printed
out at any time. Select the Spa History icon from the sales or
appointment tool bar or the tools menu. Select the client if
necessary and the following history dialog will open. The history
may be printed if the client wishes.
Staff can access the spa tool to enter
and view the clients history from anywhere in the program they see the
spa history tool icon.
Spa History Tool
The spa management tool is used to manage the
program files and only needs to be used periodically to clean up the
files and delete those which are expired and no longer needed or to
print summaries of all clients spa histories.
Select the Spa Manager from the Administration Tools
menu.
Administration Tools Menu
Spa Program Manager Tool
Clicking on a client will bring up the summary of all
of their spa use. For a detailed history of a package highlight
the package in the Spa History Summarized window with a single click
then click on the Client Detailed History button. Double clicking
on the spa package history will allow you to mark the record for
deletion. Double clicking again will restore it. Clicking on the
Remove Deleted Records button will remove all of the records that you
have marked for deletion.
You may print any of the spa history summaries or
client detailed histories.
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