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2.5 Client Account Management
If you wish to do so you may offer
clients a charge account. To enter a charge you must set up to enter the
client's name at the beginning of the sale. This feature is enabled
in Preferences policies tab by checking the Create Client Service
History at Time of Sale feature. The client must also have
accounts enabled in their file.
When
enabled you will select a client or a walk in for each sale in order for
the history file to be written. If offering a charge select tender
type 7. The charge will be recorded to the client.
Walk In
clients will not be allowed to charge, nor will clients which have not
been approved by checking accounts enabled in their file.
If you Salon or Spa works closely with
a hotel, set up a client file for the hotel and enable accounts for the
hotel. When the customer checks out select the hotel then the
purchases. At the tender enter tender type 7 and enter the room
number into the memo field then complete the sale.
Not that for the charges to be posted
to the clients accounts you will need to close the register for the
day before printing statements and invoices.
The Client Account Manager is the tool
used to manage the accounts and to print and track statements and
invoices.
Select the Client Account Manager from
the Administration Tools menu.
Sales Tools Menu
Client Account Manager
Double click on the client name to bring
up a list of their charges and payments. When the list is
displayed you may print a statement. Double click on the invoice
number to bring up the invoice for printing if required. Once the
statement has been printed the invoices will be marked as cleared and
will not print a second time. The system will track both charges
and payments and show balances forward on each statement,
Should you need to reprint a statement
you may remove the cleared flag on an invoice by double clicking on the
cleared row where the word yes is displayed.
You may list all of the charges and
payments in the system and get a total balance for the salon/spa.
Click on the List all accounts button.
To accept payments on accounts from
clients select .ROA from the service inventory list during a sale
transaction. A dialog will open to enter the amount being applied
to their account. Continue the transaction as normal. The
amount paid on their account will be recorded to their account and show
on their next statement.
Note that charges and payments are posted
during the close register procedure. You will not be able to see
the clients updated account until after the procedure is run.
Clicking on the remove button will delete
all records for the displayed client. Clicking on the Consolidate
link will update all client records to a balance forward single entry
showing their account balance only. You would only do this when
the record length is long and after you have printed statements for each
client.
See setting up inventory items to install
the .ROA inventory item. A quick way to enter the .ROA item is to
select it from the Enter Required Inventory items from the Help menu in
Inventory Manager.
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