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3.0 Daily Operation
This section of the user guide provides information
useful to staff to undertake the day to day interaction with the program
and to learn the features most useful to them.
Backing Up Your
Information (database) System Files
It is important that you do a daily
backup of you information.
3.0.1
General Information
After starting Salon & Spa check the
current date and time in the upper right corner. If the date or time are
not correct then check your computer manual for instructions on how to
set them. If the problem persists, the battery in your computer is low
and should be replaced.
The sales and appointment screens are
available in two resolutions depending upon the settings of your
desktop. The resolutions are 800 x 600 resolution and
1024 x 768
resolution and should be set to match your desktop
resolution. The setting can be changed in the screen tab in
preferences. The default size is 800 x 600.
The sales screen provides access to all parts of the system, you may complete a sale,
look-up of inventory, look up client information and service records,
add new service records, add and view tanning and spa information and
manage all aspects of the system. Sales
and Appointments are normally left open at all times the system is in
use. You may minimize the screens and they will remain available
on the windows taskbar. Take a look at the different function
areas of the sales screen.
When using the 1024x768
screen resolution two additional tools are available. To the right
side of the screen is a client list in alphabetical order (see sorting
client list). Clicking on a client from the list will display
their phone numbers at the bottom of the screen and access to other
information. Click on a phone
number and it will be placed in the dialer. Click on dial and the
system will dial the client for you. Note a modem and telephone
line connection are required. A handset must also be connected to
the modem.
Below the sale summary a today's client list will be
displayed showing the names of all clients in the salon/spa for the
day. Note that this list will be emptied each time SalonTrac is
shut down.
When entering a sale there
is no need to use the mouse. Pressing "Enter" moves to
the next action and pressing "ESC" moves back.
The sales toolbar provides the basic
tools needed to operate the system.
Sales Screen Toolbar
3.0.2
Entering a new client
Click on the new client icon or press
[ F6 ] to add a new client. Type in the client information and click on
the "Save" button. The new client number is displayed in the
client number box. Click on the "Close " button or press [ESC]
to quit.
New Client Dialog
When you are using "Automatic Service History Entry"
if you search for a client and the client's name is not found a new
client button is located on the form to set up a new file.
Client Search Dialog
3.0.3
Looking Up Inventory
Click the lookup inventory icon or press [ F7 ] to look up stock prices.
The inventory is displayed in a window, you may scroll through the items
using the mouse, the arrow keys on the keyboard or [Page Up] and [Page
Down]. Clicking on an inventory item and clicking on Select will insert
the number into the item box if that box is highlighted.
The check boxes can be used to display
different type of inventory or to exclude them.
Inventory
Lookup Screen
3.0.4
Look up a Client's History
Clicking on any of the client tool
icons in the tool bar will bring up the client search dialog, after
the client has been selected the tool will open. To accept the
client shown click on accept or press ENTER.
Client Search Dialog with client selected form pull down
list
Note that if you already have selected
a client for the sale in progress and their name is displayed in the
current client area of the screen using the client tools will directly
display information of the selected client.
The client service history icon or pressing [ F8 ]
will open the following history window showing all of the clients
purchases starting with the most recent.
Client Service History Window
Clicking on the Photograph button or the
View client photo link below the tool bar will bring up the client photo
files. See more on client photos.
Other client information can be viewed
from this point using the other client tools on the toolbar.
They are as follows to see more on these items click on the links
below,
Three other client icons are for input of
new client information as may be needed during the day.
New Manual Service Entry 
This icon will open the service history
manual entry tool for entry of information specific to the visit that
you wish to record.
Manual History Entry Tool
If you want the system to make client history records for you
turn the Create Client Service Records at Time of Sale feature on in the
Policies Tab of Preferences. You can still add records manually as well.
Preferences Policies Tab
Tan time entry tool 
This icon will open the tan time/session
entry tool for entering time or session use on a package previously
purchased by the client.
Tan Use Entry Tool
Spa session entry tool 
This icon will open the spa session entry
tool for entering session use on a package previously purchased by the
client.
Spa Session Entry Tool
3.0.5
Making a Sale
To see the procedures
for making a sale.
3.0.6
Leaving a Note for Other Staff
Click on the yellow note
icon. 
Sales Tool Bar
A window will open.
Type in the persons staff code and a message, click on the "
Save" icon.
Staff Notes
The next time that staff person enters
their code
they will be alerted to the message. To read a message click on the note
icon. You can only read the message once, and should click on the trash
can icon to delete it. The system can only hold 25 messages, If you
cannot save a new message click on Delete All to clean out all read
messages. This will not delete messages which have not been read.
3.0.7
Expense (Petty Cash)
Click on the
"Expense" icon on the sales tool bar or press F11 to remove cash from the till to make a small purchase.
A window will open
to enter your staff code, enter a description of the purchase, the cost and
taxes paid. Click on the
"Accept" button to complete the entry or click on the
"Close" to quit. A sales transaction will be created. To
print it use the receipt printer from the tools menu.
Expense
Recording Screen
3.0.8
Staff Purchase
Click on the Staff Purchase Icon on the sales tool bar
after entering your staff code into the start of the sale to set up the
sale as a staff purchase.
The system will act as normal
but will use the staff pricing policy as set up in Preferences for
retail products. The cost of services is not affected and must be
manually discounted. Complete the sale as normally done. Credit for the sale
will go to the first entry in the Staff Manager usually the owner
or manager.
3.0.9
Sales Module Menu
Clicking on the Module Menu
will give you access to the main management modules of Salon & Spa.
Sales Module Menu
3.0.10
Sales Tools Menu
Clicking on the Tools Menu
will give you the options shown below.
Sales Tools Menu
3.0.11
Reports Menu
The Reports menu gives access
to the all system reports and viewers.
Reports Menu
3.0.12
Help Menu
The Help menu gives access
to the help and support system.
Help
Menu
3.0.13
Close Register
At the end of the day, week
or your normal register (till) closure period, click on the Close Register
icon.
The system will calculate the period statistics
(all sales activity since the last close) and display them
in the report window shown below. Click on the "Close and Print
Report" button to complete the closure and print out the report.
Clicking on the "Cancel" button or pressing [ESC] will quit
without closing the register. Note that this report must be printed.
Close Register Report Tool
The upper table shows amount of sales
in $ and the percent of total sales for that category in % for each of
your products (retail) 20 detailed service categories and other
services.
Revenue and expenses are summarized in
the left column.
Deposit amounts are provided
for all tender types including gift certificates, points, coupons,
charges and donations, etc in the deposit summary column.
Once closed sales will not appear again
in this report.
If you have printer problems and the
report does not print. You may print the report using the
printer button before you close the window. If you need to have
a similar report at a later date you can print a daily sales summary
from current reports. Note though, if you close your register at
odd hours of the work day the other system reports can be selected by
day not by hour of the day.
Sales are marked on closure
so they will not appear on the next closure. You should use this
function at the time that a deposit to your bank is to be made.
At this point you may select
supplementary viewers to display and print reports on:
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Tip detail, showing all staff tops
contained in credit card transactions
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Sales detail showing the daily
sales split up be staff member
-
If you are using separate cash
drawers for each of the staff you can print a cash report for each
staff member, Note this button is not showing on the picture
above as the option was not selected in preferences
The text file export button
sets up an export of all of the register close data in either summary or
detail form in delimited text format suitable for importing to various
accounting systems. See your accounting software documentation for
importation requirements.
Close
Register Export Dialog
3.0.14
No Sale
From the tools menu select No Sale (open
register) to open the cash register drawer with no sale, (a drawer must
be connected to the system).
3.0.15
Voiding a Sale
You may void a current sale
transaction entirely any time before completing the sale. Click on the
Void Button and the sales screen will be reset. You can then re-enter
the sale later.
3.0.16
Receipt Printing
You may print a duplicate
receipt for any sale made by the system. Select the Tools menu from the
Sales screen and select Print Duplicate Receipts, select the sale and click on
Print. To print a receipt for the current sale click on Print Receipt
button before clicking the Complete Sale Button. You may set up the
system to have receipts print automatically with each sale in
Preferences. You will be given 5 seconds to cancel a receipt print when
auto printing is enabled.
Duplicate Receipt Printing
3.0.17
Logging Staff In and Out
You may track staff
time in/out for purposed of recording working time (see preferences)
staff must then log in before their staff code will function with the system.
Staff should log out when they leave. The system will log out all users
when it is shut down. Reports of time logged on each day are available
from the Staff Manager.
Staff Login/out (Typical)
3.0.18
Looking up QuickKeys (Function Key Assignments)
From
the tools menu select Quick Key Assignments. The following screen
will list the assignments to the 12 Function keys. The assignments
are to the first 12 of your service inventory entries.
Quick
Key Assignments
3.0.19
Accepting and Recording Tips
If the client wishes to
provide a tip using a credit or debit card to keep the cash drawer in
balance if you remove the cash you must enter the tip to the
transaction.
While the cursor is in the tender
type box and before you enter a tender type. Click on the tip
button and enter the amount in the dialog shown below. You may
enter an amount or you may round the sale off and the system will
calculate the tip amount for you. The tip is recorded as part of
the transaction so you are able to look back using receipt history.
Tip Tool
3.0.20 Client
Tools
A number of client tools are available
after a client has been selected for a sale or for any client before a
sale client is selected from the Client Services pull down menu. If a client has been selected for the
sale and the name is shown in the client area each of the tools will
immediately display the requested information for that client.
If a client has not been selected the tool will request a client be
selected by displaying the client search dialog. If the larger screen display has been
selected other client tools are available on the right side of the
screen. See more on client tools.
Sales Client Services Pull Down Menu
3.0.21 Sales
Tools
A number of sales tools are also
available from the sales toolbar.
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New Client
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Tanning Use Tool
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Spa use Tool
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Lookup Inventory
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Staff sale
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Expense (petty cash)
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Staff Notes
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Preferences
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Sales Help
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Close Register
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Calculator
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Appointments Module
3.0.22
Quitting Salon & Spa
Quit the Salon & Spa program
by Selecting Quit from the Files Menu. The system will do an automatic
backup of the data files before shutting down.
Note:
never turn your computer off while the program is running or you run the risk of loosing a portion of your information.
Always
backup your data files to a floppy, optical drive, USB card or another
fixed disk on a daily basis.
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