I would like the hotel guest to be able to charge services to
their rooms, can the system do this?
Yes, the hotel can be set up as a hotel client with charge account
enabled. When the tender is selected for this client the staff are
prompted for the room number and the guests name. An invoice is
then printed for presentation to the hotel. During the cash out process
at the end of the day the charges are posted to the hotel account for
tracking and statement printing. Off setting receivables are also
posted to keep the accounts in balance. More on this
topic...
Does the system interface with QuickBooks?
The current version does not but we are working towards having that
capability in upcoming releases.
Day spas and others schedule rooms can this be done on the
Salon & Spa scheduler?
Yes it can
Salon & Spa tracks daily revenue for the fist 20 services, can
I get sales performance information on all of my other services?
Yes there are sales history and performance reports for all services
that are entered into the inventory, there is no limit on the number of
services you may enter.
Do the client histories track the services and products that
each client purchases?
Yes the histories record that information as well as the staff member
performing the service.
Can we print
mailing labels for clients?
Look in Client
Manager>>Tools>>Client Mailing Labels
I' m trying to print product labels, but
the font size stays at 12 no matter what number I enter. I would like
them to be size 8 font.
After changing the font point size or
the x y coordinates you must click on the blue link "Save
Settings" in the lower right corner. After pressing this link the
font will change. The settings will stay as set until you change them
again.
The Tax code is set up in Preferences properly, but when I add retail
inventory the tax code shows a 5 and it should be a 1.
Preferences only sets up the tax
names and rates in %. The rate each inventory item uses and the manner
in which is to be applied is set in inventory.
Do we have to have a printer connected in order to use the program?
Yes you need a printer to print
reports and it is required for the close register routine.
How do you do multiple prices for a certain service inventory item?
Most of the service inventory items have only one price and I can use
the Pricing Table, but others, such as, perms have multiple prices
depending on the length of hair.
You would need to set up multiple
perms, similar to how some set up different hair cuts, for example:
.H1 Men's hair cut
.H2 Woman's hair cut
.H3 Childs hair cut
etc.
Note that the coding sequences that you set up after sorting will
determine which items are loaded to the 12 function keys so it takes a
bit of thought to come up with an arrangement.
When you delete an employee, and want to use that number for a new
employee you can't re-assign that number to anyone.
Employees don't have numbers, there
is an employee number field which can be anything you want and would be
used for the employee payroll number or whatever. Employees have codes
which are usually their initials, you can use numbers if you wish but
they would be reusable in any event. Clients, on the other hand, use
numbers and are not reusable after the client is deleted as the number
is the index field for all related data there is sufficient room for
99,999 clients.
How do I edit client histories?
To edit a client history go
to the Client Manager, select Tools==>Edit Client Histories. When
there enter the client number and click on start. It will stop when it
finds a history for that client. Change what you want and click
Save/Modify. Click on next/back to move to the next or back to the last
record. You can change the edit mode to all clients but they are harder
to follow that way.
How do I put a retail product on sale?
You set individual items on
sale using inventory.
For a store wide promotion
where all retail product is to be on sale, say 10% off then set it in
Preferences>>General Tab>>Storewide Sale at ??% off. The
sale stays on until you zero out the percent in Preferences.
If you wish to discount an item to a single individual then after you
input the item code and when the cursor is in the Quantity box click on
the discount link (lower left corner in the menu list) a window will
open to allow you to deduct a % from the item or a $ amount. Click on
accept and carry on as normal.
What are service pricing tables?
If you have the feature
"Use pricing tables for services" turned on in preferences
then all services must be pre-priced.
With pre set prices when the item has been entered in sales and before
you either accept the 1 in quantity or change the number purchased you
can click on the discount link on the left side and enter either a % or
$ discount for the item.
Can I discount a service when using the split service feature?
There is a discount button
in the split service, before entering the service into the grid, click
on the discount button and enter the discount (% or $) the amount of the
service sale will change, then press enter to push it to the grid.
I am having trouble finding clients using the client search features.
The search is case sensitive for
first and last names. So if the first letter of a name is a capital it
must be that way in the search also. When the search dialog opens it is
on the first name field, type in a name or part of it and press the
enter key and it will search for that first name. If you want to enter a
last name or part of it also then press tab to move and type in the last
name and press the enter key. If the first one that comes up is
not the one you want then press F1 or click on search again. If you get
through all the possible choices the system will stop and suggest a new
search or for you to pick from the list. The list is generated during
the search from all possible choices which matched your search criteria.
Use the same procedure when using a
client number or phone number.
How do I complete a sale?
Although you can use a mouse on the
sales screen it is designed to also work with keyboard only as that is
the way most salons prefer. The active box at any given time is yellow
where others are white. When the program is idle between sales the staff
box is active at the top left of the screen. The staff must enter their
code so the system knows who to record the sale to, for record
purposes. Enter always moves forward and ESC moves back. The
system will open a window and ask you to search for the client. Let's
skip the client look up for now and assume this is a walk in, press ESC
and the window will disappear, the client designation will be Walk In
and the system moves to the box marked "Item".
Here you enter the service or retail
codes for the products and services you have set up in inventory. As a
short cut the system is designed to map the first 12 inventory items
which are usually services as they are forced that way when you sort
your inventory. You can press one of the function keys to select that
inventory item. Press F1 and the info on the item is shown and the
system moves to the Amount box for you to enter the amount. Enter an
amount say 20.00 (the keypad works best for this) then press Enter. The
line item will move down and it will position itself for the next item.
Note that the subtotal and taxes have been updated. To sell a retail
item, scan or type in the code and press enter. The system moves to the
Quantity box and defaults to one, you can change that to more or press
Enter. Again the sale moves to the grid and positions for the next item.
You can keep entering items or if all are entered press the Enter key
with a blank item box and you move to the tender stage. The information
bar at the bottom of the screen shows the tender codes, 1 = cash etc.
You can also click on the tender icons with the mouse. Try 1 press Enter
then enter the amount and press Enter. At this point you can print the
invoice or void the sale by clicking on those buttons if you wish or
press Enter to finish the sale. The sale information is saved, the
client history and inventory is updated.
How do I see what my
mapped function keys are?
In the tools menu you can
select Quick Key Assignments which will show you what the keys are
mapped to. With version 8.1 (Salon & Spa 2007) you may set the
function keys to any of your service inventory items.
More on this topic...
How do I price services?
You can price services in
two ways, by entering the amount at the time of sale or preset all
prices in inventory. To change the setting in preferences go to the policies tab and check "Use Pricing
Tables for Services".
Is the evaluation version disabled in any way?
No all evaluation programs
are the full version, all you need are the registration codes. If you
have constructed client, staff and inventory tables they can be
preserved during registration.
What types of printers
can I use?
If the printer can be recognized as a
windows printer and it can be selected from the printers in preferences
then it
will work. There are three settings for receipts, 2 inch, 3 inch and
standard 81/2 inch. You would choose the size which would best be
displayed on the paper from your receipt printer. Most are 2 or 3 inch
wide paper.
Do I require a specific cash drawer interface or brand of cash
drawer?
No most any brand will work. We
recommend serial connection drawers.
Is the user prevented from deleting a sale?
Once completed and recorded
a sale transaction can not be deleted. Void is provided to delete
a transaction before it is completed. All sales are time and date
stamped and contain the name of the stylist or clerk who entered it.
Are the reports and tax functions acceptable for the USA?
Yes tax functions are fully
customizable. The program is currently in use in many major cities in
the USA.
How do I set my Quick Keys (Function Keys)?
With earlier versions of Salon & Spa the assignment is by
selecting the first 12 items in inventory after the sort. Setting the
order is done by giving thought to the order of your service items in
inventory and setting the most important to the top of the sort. Note
that it is an alpha-numeric sort. The "." forces the service
items to the top (above retail inventory), then the sort order is
numbers 1 to 9 then letters A to Z. So .1 would be before .A which would
be before .AB. If you play around with your codes you can get the 12
keys the way you would like them. With version 8.1 (Salon & Spa
2007) you may set the function keys to any of your service inventory
items. More on this topic...
Is there a unique ID for each employee?
Yes, usually their initials.
Will the system track sales for haircuts and products?
Yes, product sales plus 20
service categories defined by the salon, other service categories beyond
the 20 are included in "other sales". There is no limit to the
number of service categories or individual products. Each of these
categories are reported by staff member individually or summarized for
the salon. As well all sales reports are date range selectable. The
system also tracks payments by the following methods, cash, cheques,
MasterCard, visa, debit cards, discover, gift
certificates, donations or charges. Expenses (Petty Cash withdrawals
from the cash drawer) are also tracked.
Will the system track product inventory changes?
Yes, tracks amounts
purchased, sold, loss, consumed and current
Can we have staff monitored with a time clock?
Yes, time in, time out and
hours and minutes worked are recorded with each log in/out. If
implemented (optional feature - see preferences) it is mandatory that
the employee log in before employee code is recognized.
Is there a full client database?
Yes, full address/phone
database plus client profile, client formula, service history, purchase
history, tan history and tracking. Histories are automatically recorded
during the sale transaction process and as well can be manually entered.
Is there employee tracking of service and product sales?
Yes product sales and 21
services are tracked. Commission calculations are available for all 22
categories. Reporting can be selected for any desired time period.
Can I track what products my employees sell?
Yes, retail product tracking by
employee is by number of products sold and also indicates which
products, so you can track employee sales to the individual
product or line of products, it also reports by sales $ generated.
Can I track what products
my clients buy?
Client reports indicate
which products clients purchase and the total spent by the client for
all products and services (automatic history recording must be set on in
preferences for implementation of this feature). These reports are
selectable for any time period desired.
Is there more than one password access level?
Yes and passwords are encrypted and
cannot be read outside of the system.
Are there tutorials available?
Yes, video tutorials are
included on the Salon & Spa CD.
Is there on line help?
Yes, the user reference is in HTML
and is fully indexed and can be accessed from the help menu. The
help requires that an internet browser is installed.
Can the software be customized for a specialized salon/spa?
Yes very easily, the variations
between salon types are in their services and retail inventory. The
inventory is normally set up to mirror your normal business model. The
system is operating in hair salons, esthetic centers, cosmetic laser
centers, tanning salons and nail salons.
Can I print duplicate
receipts for a client?
Yes,
look in the tools menu for the Print Duplicate Receipts
tool. If you know the date and client number you can go
directly to the transaction and print the receipt. To locate the
customer number of the date use the client's history file to find the
date and sales history entry. From this you have the date and
client number. Using the tools menu select Print Duplicate
Receipts. Move to the date taken from the history and then look
for the correct client number. You can then print the receipt.
There are different discount tools and when do I use them?
The discount/up-charge button on the tool
bar is designed for single items. prior to accepting the item for the
sale clicking on the discount button will allow a dollar or percent
discount or up-charge to be applied to that single item. This
discount feature is available in the split sale window as well.
If you turn discount coupons on in
preferences at the time of tender you can apply a dollar or percentage
discount to the entire sale. Note that taxes that apply will be
adjusted.
A store wide sale can be set up in
preferences that will discount all services and retail product by the
set percentage.
Sale prices can be set up for individual
retail items in the inventory manager.
How do I set up my beginning inventory value?
The beginning inventory balance is
calculated by the year end procedure and entered into your preferences
file. When initially setting up your inventory for the first year of
operation using Salon & Spa this number is entered into the preferences
file manually from your records.
How do I set up my beginning fiscal year?
Your current fiscal year is set in
Preferences. Open Preferences and set the year to the year you
wish to label your first fiscal year. The setting is in the format
yyyy for example 2004. Once set the year end procedure will
archive your files to that label for past year reporting and increment
the year number
How are consigned products different
from retail products?
Consigned products are
similar to retail in that they have a cost, mark-up and sales price but
although you may have 10 on the shelves, as current inventory, the
system will not purchase them until they are sold, whereas retail
products are purchased then sold. A subtle difference, but makes a
difference when getting reports that value your inventory and where you
would not want to include consigned product.
We have just completed inventory for
our retail products, and some of our numbers do not match. Is there a
way now to adjust the computer's inventory to match the actual physical
count?
Yes. Open the inventory manager and go to the retail tab. Locate the
item you need to adjust and double click on it. When the item adjustment
window opens click on the Quantity button. Enter the number by which you
want to adjust the current amount (a positive number increases the
current amount and a negative number reduces the current amount). If
current is 8 and you want it to be 10 enter 2. Click the apply button
then close the item window and pick the next item from the list and so
on. Note that the change is saved automatically and the table is updated
each time.
When I print the appointment page it does not show the services
scheduled for the clients. Is there any way to do that?
If printing the appointment page is not sufficient detail for what you
want, Try using the staff schedule sheet which can be printed at the
start of the day for each stylist. Open the report, select the stylist,
click the today button and print, then select the next stylist and press
print and so on. The report will change each time you select a different
stylist or date selection. There is no need to close the report in
between selections.
When we give a $25 gift certificate to a client, and client uses it for
services, does the etesian receive full commission for service or is
there commission reduced by the discount taken off the service? Also on
retail products, does the same thing apply?
The commissions are based upon the value of the product or service sold.
You can check this value by looking at the receipt for the sale. The
sales value is the one for each line item in the small table.
If the service and/or product is entered into the sale at full price
then the free $25.00 gift certificate is used as part of the tender for
the sale and the client pays the remainder (or even if the gift
certificate is the full value of the tender) there is no effect or
reduction on the commission.
This is not the case, however, if the service or product is discounted
individually using the discount/up-charge button at the item level. That
change will have an effect on the item value (again see the sale
receipt) and will effect the commission.
Is there a way to do the end of day close for all of the staff that
did services that day - or do I have to do it individually by stylist?
You can get more detail on the ending day close by opening preferences
and check the box in the security tab check the box that says use
individual cash outs for each of the staff. A button will then be on the
register close screen after it opens and calculates the days close. The
three sub reports will give individual statistics for the staff in
sales, tenders and tips. Run these reports prior to closing the day and
running the summary report as it can only be done once. There are some
similar reports in the Sales View and SpotCheck reports but they are not
exactly the same.
We have different services entered into our service inventory. After
the 20th one, the end of day close lumps everything into the
other category. Why?
The system will track individual sales statistics for 20 individual
service codes, plus retail products. All other service codes are shown
under the other category. This is because there had to be a limit on the
amount of data that the system tracks individually. There are other
reports which will give you information on sales performance of all
services (see the service performance report in the SpotCheck reports).
Note that the 20 services tracked daily in the close are the first 20 in
the sorted service inventory list. We suggest that when you are setting
up your service codes that the 20 most important services that you have
are coded such that when sorted they come to the start of the list. Sort
order is standard numbers, capitals then small letters in numeric and
alphabetic order. Also note that the Quickkeys are set up similarly. The
12 function keys on your keyboard map to the first 12 services in your
inventory. Staff only need to push the function key to enter that item
into the sales screen.
Are there reserved inventory codes that we should not use.
Code .98 is reserved for the system and is used for an expense (ie when
someone takes funds from the cash drawer and purchases something - petty
cash). There are other reserved codes prefixes as well that start with .GIFT, .UND, .TIP, .ROA, etc.
Can we update the client referral information after the new client
has been entered into the system. I know that this information can
be entered when the client is first added but it was missed.
Open the Client Manager, double click on the new clients name in the
list. That clients name will then be selected and will be shown on the
panel at the top of the window. Go to the Other Tab there is a Referred
by button in the lower right corner. Enter the referral client number or
look up the client if you don't remember the number (lookup button). You
can also edit all other client information at this point as well.
Is there a report that I can run to let us know who purchased gift
certificates and who they purchased them for?
No. There are a number of reports which you can find in the gift
certificate manager, most salons have
been interested in the Gift Certificate Name (owner), date purchased and
outstanding amount. The system does record and save the purchasers name
(if you enter it at time of sale) and client number (if they have a
client file and you entered the number at time of sale). The purchaser's
client history would record the date certificate number and price of the
certificate.
Is a way to cash out 2 clients, both with
services with different staffs, but on one sale. for example one client is
paying for another as well as her own bill. Is there a way to do this
without having to do 2 transactions?
Enter both the sales under the client who is paying, adjust the
staff code of the second service by the other staff member, and complete
as normal. Then copy the history of that sale to the second client's
history by using the "Save last history to a second client" from the tools menu and
select the client's name from the pop up list.
Is there a way to change the price of a treatment at point of
sale when using a ticket to transfer the service information from the
appointment screen to the sales screen?
Because the ticket has already looked up prices from the
inventory tables and pre-entered the sale the individual item discount
option has been passed. We would suggest that if the amount that you
would have discount is known, say $10.00 then finish the sale and just
before entering the tender type use the coupon discount option. You can
enter it as a $ amount and it will show on the invoice as a discount.
You could use a percent at this point but remember that the percent will
apply to the entire sale amount and not just to the single treatment. If
the treatment was the only item in the transaction it would be fine to
use the percentage. Note that the discount coupon tool will correct the
taxes for the discount.
Is there a way to void a single entry on the sales screen, once it is
there. If I click on the wrong treatment or product by mistake or the client
changes her mind, once it is on the screen the whole sale has to be
voided and restarted. Is there a way to highlight, right click and
delete? or something similar?
If an incorrect entry is made and moved to the screen to reverse it run
it again with a negative quantity, this will cancel out the previous one
then you can run in the correct one. This method will keep the inventory
in order and is a similar action that you will see at grocery stores, etc
when they run in the wrong product number. The sale can carry on as
normal. Give it a try, you select the product/service, it defaults to 1
and you just press ENTER to accept it, for reversing select the
product/service, press -1ENTER in that order and it is reversed.
Is there a way to void a sale once transaction has been completed?
No, to keep an audit trail there is no way to void a transaction after
it has been completed. To remove it do the transaction again exactly the
same but use negative quantities and the same tender type. The
transaction will be reversed and all reports will be correct.
This is the same action you would take if someone were returning a
retail product. The return negative transaction returns the product to
inventory and returns the tender. To keep the cash drawer in balance if
the tender was originally a debit card and you returned cash show them
that way.
A client came for her appt and when she was cashing out
booked and pre-paid for her husbands appointment later on in the week.
Is there a way to make a note on his file, or tag it, so that when he
comes in we don't forget and recharge him?
If the system is set in preferences to
automatically create service histories at the time of sale then after
entering the clients name into the sales screen the last three of these
histories will pop up in a window. This window could hold the note if you enter a manual client
history item in his file when the service was prepaid. To do that select
Add Service History from the client tools screen. Select the client (her husband, and he must have his
own file) and enter the note into the window that opens, save it. when
he comes in and you select him for a sale the message will pop up.
A client lost her gift certificate and does not know the number, is
there a way to find it in the system?
If you are using detailed gift
certificate management then there are a number of ways to locate the
certificate.
If you know the buyers name the certificate number is recorded in that
persons service history for the date that they bought it. Knowing the
number you can use the lookup gift certificate feature from the tools
menu, that will give you the owners name, date of purchase original
value, it's use
history and current value. If it is still unused or partially unused you can re-issue it.
If the purchaser is unknown or does not have a client file then there is
no buyer history. In that case you will need to go to the
Administration tools section of the tools menu and open the gift
certificate manager. In the upper left corner will be a list of all of
your gift certificates with the owners name listed along with the date
purchased and certificate number. Locate the person's name and click on
it, the certificate and it's history will be displayed.
Alternatively if
they know the date it was purchased open the gift certificate manager
and run the report that lists all gift certificates purchased on a day
or period that you can select. The
list should contain the certificate you are looking for. Again
it will list the number, owner's name, date purchased, original value,
remaining value and status.
