Tanning Program Inventory
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. Tanning is one of those services but because you need to
track the clients use of the blocks of time or sessions that you have
sold to them there is a different way of entering tan services in
inventory.
For advanced client loyalty
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 tanning
program while allowing you to sell to the client in four different ways:
- Single Session: this if for the
client who only wants to purchase a single use of the
equipment. You could have more than one single session entry
depending upon the length of time you want to sell to them say a
10 minute session and a 20 minute session. This type is not
tracked by the system and is treated similar to a normal service
that you provide.
- Minute Packages: here the client
purchases a block of time which may be used in any number of times
with varying length. You may have a number of minute
packages available say 50 minute, 100 minute and 200 minute.
The system tracks the usage and current balance in the client's
tan history file.
- 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 10 sessions or 20 sessions.
The system tracks the usage and the current balance in the
client's tan history file.
- Unlimited Package: an unlimited
package allows the client to use the salon any number of times for
a fixed period. Salon & Spa will currently track only a
monthly unlimited package. Tracking by the system is done by
date and the expiry date is reported to your staff upon inquiry to
the client's tanning history.
Tanning is 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 or time is used the
staff enters the usage to the clients file using the tan tool as they
check them in. Balances are shown to the staff as they enter the
new information. The tan 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 salon summaries of all clients' tanning histories.
Summary reports are available in the
tools to provide a client a report of their purchase and usage at any
time. As well a summary report is available to look at the status
of the program as a whole and the outstanding balances of all clients in
the system.
Entering Tanning Packages in
Inventory
From the File Menu
select Inventory Manager and the tan packages tab.
More information on entering inventory
For Tanning inventory please
follow the following general rules:
Our Code for all service inventory starts with a
[ . ] for sorting purposes, the system will
enter this part for you but do not delete it. Normal service entries may
use any alpha - numeric code that you wish but for tanning the system
recognizes the first four characters as .TAN after that you may use any
characters you wish. We suggest .TAN01, .TAN02 etc.
Package type may be either Minute, Session,
Monthly Unlimited or Single Session.
A simple tan inventory setup would be
as shown below:
- .TAN01 Single Session
- .TAN02 100 Minute Package
- .TAN03 10 Session Package
- .TAN04 One Month Unlimited
Tanning
Service Name is required and should be set to make it easy for the staff to identify
and select from the inventory list. For example TAN 100 Minutes,
TAN 10 Sessions, etc
Description is optional and is used to
further identify the service so could use Tan Package, etc
Category is optional and can be used to select
groups of inventory for reporting purposes, we suggest a group called
"TN" for tanning products and services.
Tax Code is required and after entering a few
inventory items the system may learn this code setting and enter it for
you. Tanning is usually taxed similar to other service items code
settings are shown below.
Application Code is required and this code
determines if the taxes are to be calculated separately or tax on tax.
Taxes are calculated separately in most jurisdictions today so the
default value is 0.
Tax codes are as shown below. Tax
names and rates are set in Preferences. for example in Canada
there is a federal sales tax called GST with a rate of 7% and many
provinces have a sales tax called PST. Two tax types
are allowed for with up to 2 rates each as defined by the user.
- Code 0 No Tax 1 or Tax 2
- Code 1 Tax 1 only at rate 1
- Code 2 Tax 1 only at rate 2
- Code 3 Tax 2 only at rate 1
- Code 4 Tax 2 only at rate 2
- Code 5 Tax 1 and Tax 2 at rate 1
- Code 6 Tax 1 and Tax 2 at rate 2
- Code 7 Tax 2 at rate 1 and Tax 1 at
rate 2
- Code 8 Tax 2 at rate 2 and Tax 1 at
rate 1
This is not as difficult as it may
seem. If only one tax is applied to tanning and you have set up
that tax as Tax 1 with rate 1 then you would use Code 1. If you
had to apply two taxes to tanning you would set up TAX 1 and TAX 2 with
rate 1 in Preferences and use Code 5.
The application code may be set as
follows:
- Code 0 Tax 1 and Tax 2 calculated
separately
- Code 1 Tax 1 calculated and Tax 2
calculated on the pre tax total plus Tax 1.
Salon &
Spa
will remember your tax code and application code for service and retail
entries after a few are entered. Please sort your inventory
frequently when entering for this feature to work correctly. When
memorized selecting a new service or new retail product the codes you
normally use will be filled in for you.
Setting the Cost, Markup and Price of
Tanning
For a single session tan leave the cost
as $0.00, leave the markup as 0.0 and set the price to your sale price
of a single tanning session.
For Example Cost = $0.00
Markup = 0.0 Price = $10.00
For a Monthly Unlimited Package leave the
cost as $0.00, leave the markup as 0.0 and set the price to your sale
price for the unlimited package.
For Example Cost = $0.00
Markup = 0.0 Price = $70.00
For a Minute Package the cost per minute
must be set and the price for the number of minutes in the
package. The markup is left blank or 0.00. The price $ /
cost per minute $ = #of minutes. The system will credit the
resulting number of minutes to the client's tan history file when the
package is sold. No manual entry by the staff is required other
than to sell the predefined package. You may set up a number of
minute packages under different codes.
For Example, cost per
minute $0.50, sale price of $20.00 would credit 40 minutes
and, cost per minute $0.40, sale price of $30.00 would credit 75
minutes
and, cost per minute $0.20, sale price of $50.00 would credit 250
minutes
For a Session Package the cost per
session must be set and the price for the number of sessions in the
package. The markup is left blank or 0.00. The price $ /
cost per session $ = #of sessions. The system will credit the
resulting number of sessions to the client's tan history file when the
package is sold. No manual entry by the staff is required other
than to sell the predefined package. You may set up a number of
session packages under different codes.
For Example, cost per
session $5.00, sale price of $20.00 would credit 4 sessions.
and, cost per session $4.00, sale price of $40.00 would credit 10
sessions.
and, cost per session $3.00, sale price of $60.00 would credit 20
sessions.
Always click on the save icon to
save the record to the file after you have entered it. A message will
come up confirming the save was completed.
You may modify a record at any time and
re-save it with the changes. They may be entered in any order and sorted
later using Sort Inventory from the file menu. Remember
that they sort in code order so Tan1, Tan2, Tan3, etc
Using The
Client's Tan Credits
Salon & Spa is designed to
enter credits to the client's tanning history through the sale of
various types of packages. Credits will be based upon the pricing
set up as noted above for the different types.
When the client is
checked into the salon or checked out the staff will call up the clients
history and enter the usage of the day for the minute or session
package. For a single session sale nothing needs to be done and
nothing is entered into the tan history, however, the tan information
will show in the clients overall service history. For an unlimited
tan package when the staff looks at the client history the purchase date
will show as well as the expiry date and the number of days remaining
until expiry. The staff are able to advise the client as to the
status of their package and take the opportunity to sell further
packages.
The clients tan history can
be called up from a number of locations in the program where you see the
tan tool icon.
