Transactions: Transaction List

Transcription

1 Transactions

2 Transactions: Transaction List Purpose The Transaction List allows you to view transactions for selected dates; create new transactions; open, edit or delete existing transactions; open client cards; view daily totals for all transactions, individual employees, or a particular client; open a cash drawer without having to open it manually; and open the cash counting window to balance a cash drawer. It also allows you to remove products from stock that are not being sold and to manage your gift card/certificate sales. Each of these uses requires permission through the Employee Security. Opening the Transaction List To access the Transaction List, click the Transactions icon in the main toolbar, or use the Transactions menu in the menu bar to select the Transactions option. Transactions in RED text have a balance due and have not been completely paid for. The Transaction List can be viewed and sorted many different ways. 2

3 Client: - shows only the transactions for the day for the client whose name was entered in this field. You may type either a client name (full or partial) or the phone number (full or partial) of the client to search. A drop-down sheet will appear for you to Choose A Client. Permission through the Employee Security for client phone numbers is necessary. Employee - shows only the transactions for the day for the employee whose name was selected from the popup menu. Show Daily Totals - shows the total for all transactions being viewed at the time. This feature requires permission through the Employee Security. Show Payment Types - shows how each transaction was paid for the transactions being viewed at the time. If you have included a non-paying transaction with the paying transaction, the non-paying transaction will show the Ticket # of the paying transaction to indicate the paying transaction paid for both transactions. If you see "included" transactions for the same client name on each ticket, your STX Preferences probably are not set to automatically combine multiple services together when booking the appointment. Then, once the appointment is Checked In, a separate ticket is created for each service the client is purchasing. Because STX sees the name more than one time, it assumes that there should only be one total for all services combined and automatically does the "include" tickets for you. Column Headers - The name of the column header can be dragged into any position to make viewing the Transaction List easier. You may also drag a column wider or change the order to either Ascending or Descending. Viewing Shortcuts - You may double-click on an item listed in any of the columns of the Transaction List to immediately open that particular tab on the ticket. For instance, double-click on an item in the Products column and the ticket will open with the Products tab showing in the foreground. Double-click on an item in the Paid By column and the ticket will open with the Payments tab showing in the foreground. Note: The Transaction List does not automatically refresh Checked In appointments. If the Transaction List was left open at the time the appointment was Checked In, you will need to click "today's" date on the Calendar to refresh the screen. 3

4 Controls on the Transaction List Note: Other than the Calendar, the following items will require permission(s) through the Employee Security, unless logging in as OWNER. Calendar The Calendar allows you to change dates by clicking on a date. You may scroll backwards and forwards to other months by clicking on the arrows at either end of the month and year. Once a date is highlighted, all transactions entered for that date appear. The Calendar will default to allowing access to only yesterday, today, tomorrow, and the day after, unless employee security password options are set to Can View All Days. Logging in as OWNER will automatically allow access to all days. Once a date is selected, use the previously discussed view/sort options to customize your Transaction List. Create Transaction Click Client Visit to create a new ticket for a single client. Click Cash In / Out to open a new cash paid in / out window. Click Product Usage to open a new product usage window. Miscellaneous Buttons Click Cash Counting to open the cash counting window. Click No Sale to open a cash drawer connected to the computer. Click Gift Management to open the gift management window. Client Lookup Click the blue Info icon to open the client's card. Type a client name in the Client: field to view only that client's transactions for the selected date. 4

5 Employee Lookup Use the Employee popup menu to select an employee. Transactions for only the employee selected will appear on the Transaction List for the selected date. Choose Any in the Employee popup menu and all transactions for the currently selected date will appear in the list. All Transactions Transactions in RED text have a balance due. This means they have not been paid for at all, or have been partially paid. Column Definitions Tran #: Transaction number. This number indicates the number of transactions that have been entered, or "used" into the STX system. The transaction number is automatically assigned in chronological order each time a transaction is created. If you notice a gap in the transaction numbers, and you are looking at ALL transactions, either a transaction has been deleted from the Transaction List or it has been created and then closed without saving. Once a transaction number is given, it cannot be re-assigned or used again. Emp: Information will show in this column for Client Visit transactions only. The Employee ID will show if only one employee had sales on the Client Visit. However, if there were multiple employees who had sales on the Client Visit, no Employee ID will be listed. Client/Transaction: If the transaction type was a Client Visit, the client's name will appear. Otherwise, the actual transaction type will be listed: Cash In/Out with a portion of the description, or Product Usage. Type: If the transaction was a Client Visit, the abbreviation for Visit Type you selected will appear. You will see either a $ symbol for the Cash In/Out, and the abbreviation PU for Product usage. Services: Total net services for a client visit transaction type only. Products: Total net retail for a client visit transaction type only. 5

6 Other: This column refers to anything other than Services, Products, and Payments that were entered on the Client Visit. For example, it will show the amounts for any Gift Card/Gift Certificate purchases, any Include Ticket amounts, and amounts of Refunds for services or products that were given. It will also refer to the amount of a Cash In or Cash Out transaction. Paid By: This column is in reference to the Payment Type entered on the Client Visit. It will show the word paid if paid in full, the word part if it was partially paid, or blank if the transaction was not paid at all. If you checked the Show Payment Types box at the top of the Transaction List, you will see the abbreviation of the payment type, which can be found in Setup: Finance: Payment Types: Abbreviation. Transactions Filtered by Employee Choose an employee from the Employee popup menu and only the Client Visit transactions for that employee will appear in the list. Transactions in RED text have a balance due. This means they have not been paid for at all, or have been partially paid. Transaction Totals Check the Show Daily Totals box to view the totals for Services, Products, and Other columns. Shows the number of transactions on the Transaction List and the column totals for the transactions being viewed at the time. This depends on whether you chose to view ALL transactions or for just one employee. If the Show Daily Totals box is not checked, the Daily Totals will remain at $0.00 for each column. Check the Show Payment Types box to view how each Client Visit transaction type was paid for. 6

7 You can find what Payment Types the abbreviations are associated with by going to Setup: Finance: Payment Types. Sometimes you will see a ticket number listed as the form of payment. This would indicate the ticket number being referenced had included the ticket and paid for both. For example, Becky and Greg Haskin are both coming in. Greg decides to pay for his wife s ticket. Becky s ticket is tkt #500 and Greg s ticket is tkt #505. Becky s ticket will show the payment type of tkt: 505, because Greg s ticket PAID for Becky s ticket during the Include Ticket function, discussed later in this chapter. Changing Transactions Double-click on a transaction to open it for review or editing by double-clicking on the Transaction #. You may double-click on an item listed in any of the columns of the Transaction List to immediately open that particular tab on the ticket. For instance, double-click on an item in the Products column and the ticket will open with the Products tab showing in the foreground. Double-click on an item in the Paid By column and the ticket will open with the Payments tab showing in the foreground. Removing Transactions Highlight a transaction by clicking ONE time on the Transaction #, and click Delete Transaction to remove it from the Transaction List. Doing this will cause a gap in the chronological listing of the transaction numbers. Permission to delete transactions must be given through Employee Security, unless you are currently logged in as OWNER who has ability to perform every function of STX. Reports Click the Report icon in the upper right corner of the Transaction List to view the listing of available reports in STX. 7

8 Transactions: Client Visit Transaction Purpose The Client Visit transaction type is the actual ticket where you have the client name, services redeemed, products sold, gift cards/certificates purchases, perform refunds, and make payment. To create a new Client Visit, click the Client Visit button on the Transaction List. Or, go to the Appointment Calendar and Check In an appointment to create a new Client Visit transaction. Client Information Before you can add anything to the Client Visit transaction, you will need to look up a client and choose a Visit Type from the Visit Type popup menu. Note: this information will already be included on tickets created by checking in an appointment from the Appointment Calendar. To prevent entering clients more than once, we recommend entering the first 3 letters of the First name, a space, and the first 3 letters of the Last name. You may also look up a client using their phone number by typing the area code only, prefix only, last 4 digits only, or the entire phone number in the * No Client * field instead of all or part of the client name. (Password permission must be given for access to the client contact information in order to look up a client by phone number. Permission is set through Setup: Employees: Security under the Client Card section.) If only one client matches, the client name will appear. If multiple clients match what you typed, the following sheet will appear for you to choose which client you are attempting to find. If the client is in the list, highlight his/her name and click Select. If the client is not in the list and is an existing client (not a new client), click Cancel to start over. You probably did not type the correct letters when searching for the client name. If this is a new client and you need to enter them into the system, click Add to open a client card and enter the client's information. 8

9 If you wish to have only the name and phone number of the client entered into the system, select which phone number you wish to add from the Evening Phone popup menu, type in the phone number, and click Quick Add. Clicking Quick Add will not open a new client card. It will only add the name and selected phone number into the system. You will have to go back later to the client card and set up the rest of the client information. If you need to enter a new client with the same name as an existing client, click Add to open a client card and enter the client's name. The system will verify with you if this is simply a duplicate record or if you are indeed creating a new record. After entering the duplicate client name, this Duplicate Client? sheet will appear. Click Ignore to continue, or click Show Possible Duplicate to open the other client card(s) with the same name. If you have typed in the entire client name and still no client names match, the No Client Found sheet will appear. If the client's name has not been typed correctly, click Cancel. If the client's name is correct, click Add to open the client card and enter the client information. If you wish to have only the name and phone number of the client entered into the system, select which phone number you wish to add from the Evening Phone popup menu, type in the phone number, and click Quick Add. Clicking Quick Add will not open a new client card. It will only add the name and selected phone number into the system. You will have to go back later to the client card and set up the rest of the client information. Note: If you are missing either address or phone information for the client, No Address! and/or No Phone! will appear under the client s name in RED while looking at the ticket. To update or add this information, open the client card by clicking on the blue Info button to the right of the client name field. 9

10 Transactions: Services on Client Visits Adding Services Performed All services that are part of an appointment will already be selected on tickets created by checking in the appointment. The appropriate employee will already be chosen for each of those services. If you have checked in an appointment that includes a package, the ticket will automatically choose one of the performing employees as the "selling" employee for that package. Use the Emp ID popup menu to change employees, if necessary. Highlight the name of an employee performing the service and a list of the employee's services will appear along with service packages and series that have been set up. The services will be "dimmed" or "grayed out" until they are selected by checking the box next to the service name. Once the service is checked, it will move to the top of the service list and become dark. The first selected employee is the "default" employee for all other services checked until a different employee is highlighted in the list of employees. NOTE: You are allowed to check the same service more than one time. For instance, if you have created a service named something like Add-On XX to reflect additions to an existing service, you can click the Add-On XX multiple times. An example would be for Botox Injections. If it takes more than one injection into the site, you would have an additional service named Add-On Botox that could possibly have a lower adjusted price. 10

11 Click on the Note icon if you wish to enter a note for the service. This can also be done from the Service Log tab in the Client Card at another time. You can visually see a note that has been entered simply by looking at the note icon. A blank icon indicates no note and a lined icon indicates a note has been entered. In the picture, the Color service has a note entered, where the Male Cut does not. Choose a promotion for the service, if applicable, by using the popup menu in the Promotion column. If there is a discount attached to the selected promotion, the discount will immediately reduce the amount in the Net column. The employee will be paid based on what is showing in the Net column. If you set a promotion in the Promotions: All Services area on the client card, the selected promotion will automatically be chosen on the ticket for all services, and will be reflected at the bottom of the services screen in the Promotions for All Services popup menu. If you wish to change a promotion for just one service or for all services, use either the popup menu in the Promotion column or at the bottom of the services screen to make the change. If you would like to change the amount of a service manually, double-click on the value in the Net column and edit the amount. This will not track as a promotion because a promotion was not actually selected. The value in the Net column is changed either manually by you, or automatically if the promotion selected has a discount. The employee will be paid based on what is showing in the Net column. You can set a promotion AND take a manual discount off the net amount at the same time. Any discounts from a promotion will be taken from the value in the Price column. Apply the Promotion first and then double-click the amount in the Price column to make the necessary change. The Net amount will automatically reflect the discount taken from what the Price is showing. NOTE: Adjusting the Price amount is password protected. Only employees with security permission will be allowed to change the Price amount. 11

12 The Tax checkbox will default to the taxable status of the service when you initially set it up. Tax checkboxes are disabled on Packages and Series. You may change the Tax status by either checking or removing the existing check in the tax checkbox. Repeat these steps for each service performed, making sure to choose a new employee, if applicable. Selling Service Packages and Series Service Packages If you have checked in an appointment that includes a package, the ticket will automatically choose one of the performing employees as the "selling" employee for that package. Use the Emp ID popup menu to change employees, if necessary. All services included with the package will automatically be set with the employee who performed the service. If you are creating a new ticket without checking in an appointment, highlight the name of the employee selling the package, check a package from the list of services that appears, and it will move to the top of the list with the included services showing just below the package/series name. Each service included in the package will be dimmed and the names of the packaged services will be indented a little further to the right from the checkbox. If any of these services are being performed on this visit, check the service first and then choose the employee performing the service from the Emp ID popup. Service Series If you have checked in an appointment where the service is included with a series, the ticket will automatically deduct that service from the remaining series and will show a $0 balance because the service was Pre-Paid. If you are creating a new ticket without checking in an appointment, highlight the name of the employee selling the series, check the series from the list of services that appears and it will move to the top of the list. The service will be listed as many times as the number of repetitions you set for the series. Each service will be dimmed and the name of the service will be indented a little further to the right from the checkbox. If a service from the series is being performed on this visit, check the service first and then choose the employee performing the service from the Emp ID popup. 12

13 Changing Services You can change the employee by choosing a new ID from the Emp ID popup. You may also add or edit a Note, change the Promotion, adjust the Net amount, or change the Tax status. Please note that you may NOT change the promotion or net amounts when dealing with Service Packages or Service Series. Services contained within a Package or Series is a pre-paid service and was sold at the current rate for the day it was sold. Manipulating the Net amount once the service is redeemed would go against the settings you made for the package and/or series. Click on the Note icon if you wish to enter a note for the service. Repeat these steps for each service performed. Removing Services You may remove a service by simply un-checking it from the list of services. Service Subtotal When you are finished entering services, you can view the Service Subtotal, Service Tax Subtotal, and the Transaction Total in the bottom right corner of the Services tab. Show/Hide Receipt Click the Show/Hide Receipt icon in the upper left corner of the Client Visit transaction to see all details of the open ticket. A sample receipt will slide out on the side of the Client Visit transaction and show the Services information, excluding the Service Tax amount. It shows any manual discounts given, any promotions used, as well as the Savings total for each service discounted. The sample receipt will remain visible until you click the Show/Hide Receipt icon to hide it again. 13

14 Transactions: Products on Client Visits Adding Products Highlight the name of an employee selling individual products, or product packages. Once the desired employee is selected, click in the Add Product/Package field. Type the stock number for a product or package and press the Enter/Return key on your keyboard to select the product or package. If you have a barcode scanner, you may scan the stock number from the UPC label on the product, rather than manually typing the number. Once the product or package has been entered, it will appear in the product list below. If you need to change the employee selling the product or package, use the Emp ID popup menu to select a different employee. Continue typing or scanning each product into the Add Product/Package field until all desired products are entered. If you type or scan the same product multiple times, the Qty amount will automatically change and the amounts will continue to update according to how many of the same product you are selling. In the above picture, we have typed in stock #135 twice and are working on entering it a third time. The Qty reflects the 2 times we entered the stock number, and the Price/Net amounts reflect the additional quantities. If you do not know the stock number of the product or package being sold, simply type any part of the product name or stock number in the Add Product/Package field. Press Tab, Enter or Return on your keyboard, and the Find Product sheet will appear with the products that best match your search. 14

15 Once the Find Product sheet appears, do one of the following: Highlight the product you wish to sell and click Choose to select the product. The selected product will appear in the list of products being sold. Click Close to start the search over. Type in a new search in the field next to Find Product and click Find. Choose a promotion for the product if applicable by using the popup menu in the Promotion column. If there is a discount attached to the selected promotion, the discount will immediately reduce the amount in the Net column. If you chose a in the Promotions: All Products area on the client card, the selected promotion will automatically be chosen on the ticket for all products entered and will be reflected at the bottom of the products screen in the Promotions for All Products popup menu. If you wish to change a promotion for just one product or for all products, use either the popup menu in the Promotion column or at the bottom of the products screen to make the change. If you would like to change the amount of a product manually, double-click on the value in the Net column and edit the amount. This will not track as a promotion because a promotion was not actually selected. The value in the Net column is changed either manually by you, or automatically if the promotion selected has a discount. The employee will be paid based on what is showing in the Net column. You can set a promotion AND take a manual discount off the net amount at the same time. Any discounts from a promotion will be taken from the value in the Price column. Apply the Promotion first, and then double-click the amount in the Price column to make the necessary change. The Net amount will automatically reflect the discount taken from what the Price is showing. NOTE: Adjusting the Price amount is password protected. Only employees with security permission will be allowed to change the Price amount. 15

16 The Tax checkbox will default to the taxable status of the product when you initially set it up. You may change the tax status by checking or un-checking the checkbox. Repeat these steps for each product or package sold, making sure to choose a new employee if applicable. Selling Product Packages Type or scan the package you are selling in the Add Product/Package field. When the package appears in the list of products being sold, each product included in the package will be dimmed. Changing Products You can change the employee by choosing a new ID from the Emp ID popup menu. You can also change the Promotion, Net amount, and Tax status. Unlike Service Packages, you have the ability to add a Promotion to the package. You can also manipulate the Price or Net of the package as you see fit. Removing Products You may remove a product or package by changing the Qty amount to 0 (zero). Retail Subtotal When you are finished entering the products and product packages, you can view the Retail Subtotal, Retail Tax Subtotal, and the Transaction Total in the bottom right corner of the Products tab. 16

17 Show / Hide Receipt Click the Show / Hide Receipt icon in the upper left corner of the Client Visit transaction to see all details of the open ticket. A sample receipt will slide out on the side of the Client Visit transaction and show the Products information, excluding the Retail Tax amount. It shows any manual discounts given, any promotions used, as well as the Savings total for each product discounted. The Sales Tax is also shown, broken down by service and product tax amounts. The sample receipt will remain visible until you click the Show / Hide Receipt icon again to hide it. 17

18 Transactions: Including Tickets Purpose The Include Tickets tab allows the current client to pay for other client tickets that have not yet been paid. These tickets are from today s date, and will stay on the list until included or the original ticket is paid or deleted. Once the current date moves past today, the unpaid tickets will no longer show. Only unpaid tickets from today will show in the list and will not carry over from one day to the next. Including Tickets All tickets that were previously saved with a balance due will appear on the Include Tickets tab. Check a client s name to include his/her transaction totals on the open transaction, and uncheck a client s name that might have been included in error. To verify information on the ticket to be included, simply double-click on the ticket number in the list of unpaid tickets. The original unpaid ticket will appear. You can either make changes to the original ticket, or just close the original ticket and check the box on the Include Tickets tab to have that ticket included with the one you are working on. NOTE: If you make any changes to the original unpaid ticket, be sure to Save the unpaid ticket before continuing with the ticket you are currently working on. Included Ticket Subtotal When you are finished selecting tickets to include, you can view the Included Ticket Subtotal and the Transaction Total in the bottom right corner of the Include Tickets tab. 18

19 Show / Hide Receipt Click the Show / Hide Receipt icon in the upper left corner of the Client Visit transaction to see all details of the open ticket. A sample receipt will slide out on the side of the Client Visit transaction and show the Included Tickets information, excluding any Tax amounts. The sample receipt will remain visible until you click the Show / Hide Receipt icon again to hide it. Once the open ticket is paid, you can see the included ticket was paid using the ticket number of the paying client. In this example, Greg Haskin paid for Becky Haskin s ticket. 19

20 Transactions: Charge Account History Purpose The Charge Account tab lists tickets that were paid with a House Charge or included a payment on a House Charge. Charge Account History Tickets with a positive amount were charges. Tickets with a negative amount were payments. The Current Balance due for this client is shown at the bottom of the Charge Account tab. A negative number indicates a credit is due the client. The Opening Balance comes from what is entered on the Billing tab of the client s card. It is added to the Current Balance the client owes. NOTE: If you see that the balance is not correct, there are a couple of different ways to clear up erroneous house charge balances for the client. Please see the section Transactions: Payments on Client Visits for this valuable information. Transaction Total When you are finished viewing Charge Account history, you can view the Transaction Total in the bottom right corner of the Charge Account tab. This total reflects any services, products, or included tickets already entered on the Client Visit transaction. If you are creating a new Client Visit transaction only to see what the Charge Account balance is, and nothing has been added to the ticket transaction, the Transaction Total will show $0.00. NOTE: You can also find a client s house charge balance by going to the Billing tab of the client s card. All House Charge activity will show there. 20

21 Transactions: Gift Cards / Certificates Purpose The Gifts tab allows you to record the sale of one or more gift cards, gift certificates, or any combination of the two. Adding Gift Certificates Click on Add Gift Certificate to generate a new gift certificate. A new gift certificate will appear in the list panel on the left side of the screen. STX automatically assigns the Number and it cannot be changed. If you are using pre-printed gift certificates, be sure to write the gift certificate number generated by STX on the gift certificate before handing it to a client. You will especially want to do this if you are selling an anonymous gift certificate. The number is what STX uses to track value information connected with the gift certificate. Writing the number on the anonymous pre-printed gift certificate makes it easier to look up when it is redeemed. The From field, which defaults to the name of the current client, will be highlighted for you. You may change this to a company name, etc. This is used if you print the certificate, as well as for tracking purposes. Tab to the Amount field, and enter the amount. This is required. 21

22 Tab to the Expires field and choose the expiration date. It will default to one year from today, but you may select 3, 6, or 9 months from today with the popup menu. You may also enter another date or press the Delete key on your keyboard if the gift certificate will not expire. Tab to the To Client field and enter the client who will receive the gift certificate. If you leave this field blank, you will create what is known as an Anonymous gift certificate. This is useful for tracking gift certificates purchased as contest prizes, donated for raffles, given to charity, etc. If you type in the name of a client not yet in the STX database, this drop-down sheet will appear. Click Add to go to the new client s client card to set up the information. If you only want to have the client s name and phone number on file, enter the phone number and choose which type the number is from the Evening Phone popup menu. Click Quick Add to add the client s name and phone number to the client card records. After the client is selected, you may click on the blue Info icon to edit or view the client's card. Tab to the Print As field and enter the client's name as you would like it to appear on the printed certificate. For example, this could be the client s nickname. This is only used if you print the certificate, and is optional. 22

23 Tab to the For field, and enter the services and/or products purchased with the certificate. This is only used if you print the certificate, and is optional. Tab to the Message field and enter a message to print on the certificate. This is only used if you print the certificate, and is optional. Choose a template from the Template popup menu. This is defaulted to the first template in the list, even if you will not be printing the certificate. Click Print to print the certificate. (Optional) Once the certificate is printed, the date will show of when it was last printed. A gift certificate cannot be reprinted unless the employee s password security allows it. Changing Gift Certificates Highlight a Gift Certificate in the list panel on the left side of the screen and you will be able to change any field located in the purchase panel on the right side of the screen. Removing Gift Certificates You may remove a Gift Certificate by highlighting it in the list panel and clicking Remove. Warning: It is strongly recommended that no changes be made after the gift certificate has been fully or partially redeemed on another client visit transaction. See the Managing Gift Cards/Gift Certificates section of this chapter if you need to make such changes. 23

24 Adding Gift Cards Click Add Gift Card to generate a new gift card. NOTE: You must purchase the Gift Card module from STX Software in order to use this part of the program. Please contact your sales representative or the Sales department at If you have not purchased the Gift Card functionality with STX, the Add Gift Card button will be disabled. The From field, which defaults to the name of the current client, will be highlighted for you. You may change this to a company name, etc. This is used for tracking purposes. Tab to the Amount field and enter the amount. This is required. Tab to the Expires field and choose the expiration date. It will default to one year from today, but you may select 3, 6 and 9 months from today with the popup menu. You may also enter another date or press the Delete key on your keyboard if the gift card will not expire. 24

25 Tab to the To Client field and enter the client who will receive the gift card. If you leave this field blank, you will create what is known as an Anonymous gift card. This is useful for tracking gift cards purchased as contest prizes, donated for raffles, given to charity, etc. If you type in the name of a client not yet in the STX database, this drop-down sheet will appear. Click Add to go to the new client s client card to set up the information. If you only want to have the client s name and phone number on file, enter the phone number and choose which type the number is from the Evening Phone popup menu. Click Quick Add to add the client s name and phone number to the client card records. After the client is selected, you may click on the blue Info icon to edit or view the client's card. Tab to the Gift Card field and scan or enter the number on the gift card. The number will auto format to ####-####-####-####. If you did not purchase your gift cards through STX Software, the gift cards you are using must have a total of 16 digits. Changing Gift Cards Highlight a gift card in the list panel on the left side of the screen and you will be able to change any field located in the purchase panel on the right side of the screen. 25

26 Removing Gift Cards You may remove a Gift Card by highlighting it in the list panel and clicking Remove. Warning: It is strongly recommended that no changes be made after the gift certificate has been fully or partially redeemed on another client visit transaction. See the Managing Gift Cards/Gift Certificates section of this chapter if you need to make such changes. Gifts Subtotal When you are finished entering gift certificates and/or cards, you can view the Gift Subtotal and Transaction Total in the bottom right corner of the Gifts tab. Show / Hide Receipt Click the Show / Hide Receipt icon in the upper left corner of the Client Visit transaction to see all details of the open ticket. A sample receipt will slide out on the side of the Client Visit transaction and show the Gifts information. The sample receipt will remain visible until you click the Show / Hide Receipt icon again to hide it. 26

27 Transactions: Refunds on Client Visits Purpose The Refunds tab allows you to refund the sale of services, products, service packages and service series. It also shows the status of unused prepaid services sold in packages and series. Note: It is important to verify that the services and/or products to be refunded were actually purchased from your company, as well as the employee given credit for the original sale and the amount of the sale. To do this, click the blue Info button to the right of the client name field to open the client card. Go to the Service Log and/or Product Log to look for the service and/or product assumed to have been purchased, what the purchase price was, and with which employee. Close the client card to return to the Refunds tab of the Client Visit transaction. Service Refunds Check a service and it will move to the top of the list. Choose the employee who originally performed the service by choosing the ID from the Emp ID popup. If you would like to change the Net amount, double-click on the value in that column and edit the amount. The tax checkbox will default to the taxable status of the service. You may change the Tax status by checking or unchecking the checkbox. 27

28 If you wish to refund the client, but not have the refund amount impact the employee, make sure the Deduct box is unchecked for the refunded services. If the Deduct checkbox remains checked, the total of the refund will be deducted from the employee s totals. Repeat these steps for each service refunded, making sure to choose a new employee from the Emp ID popup menu if applicable. Changing Service Refund information You can change the employee by choosing a new ID from the Emp ID popup menu. You may also change the Net amount, Tax status and Deduct status. If you selected the wrong service to be refunded, uncheck the service you originally checked, then check the correct service s checkbox. Product Refunds Use the Emp ID popup menu to select the employee who originally sold the product you are refunding. Once the desired employee is selected, double-click in the first field under the Stock # column. Type the stock number for a product or package and press Enter to select the product or package and advance to the next stock number field. If you have a barcode scanner, you may scan the stock number from the UPC label on the product, rather than manually typing the number. Once the product or package has been entered, and you need to change the employee selling the product or package, use the Emp ID popup menu to select a different employee. If you do not know the stock number of the product or package being refunded, there are a few ways to search for that product. Type any part of the product name or stock number in the Stock # field. Press Tab or Return on your keyboard and the Find Product sheet will appear with the matching products. 28

29 You will click the Find Product button if you do not know any part of the product name or stock number to type into the Stock # field. Once the Find Product sheet appears, do one of the following: Highlight the product you wish to refund and click Choose to select the product. Click Close to start the search over. Type in a new search in the field next to Find Product and click Find. If you do not want the refund to impact the employee, choose a house account employee instead by changing the employee under the Emp ID popup menu. Double-click on the Qty column to change the quantity or simply scan a product multiple times. If you need to change the Net amount, double-click on the value in that column and edit the amount. The Tax checkbox will default to the taxable status of the product. You may change the tax status by checking or unchecking the checkbox. Check Restock if the product has not been opened and will be resold. This will update the on-hand quantity of the product. Repeat these steps for each product refunded, making sure to choose a new employee from the Emp ID popup menu if applicable. 29

30 Changing Product Refund information You can change the employee by choosing a new ID from the Emp ID popup menu. You may also change the Qty, Net amount, Tax status and the Restock status. Removing Products You may remove a product or a product package by changing the quantity (Qty) to 0 (zero). Package and Series Refunds (Prepaid) The Prepaid Service area shows on the right hand side of the Refunds tab of the Client Visit transaction. All services that have been sold as part of a package or series that have not been used or performed yet will be listed here. Every time one of the unused services is performed, it will automatically be removed from the Prepaid Service list. The only time you would refund a prepaid service that hasn t been redeemed is if the client no longer wants to have those services performed and wants a refund on the remaining services. Because these services were purchased as part of a package or a series, you will not be able to edit the Net amount when refunding the service. The Tax checkbox will default to the taxable status of the service. You may change the tax status by checking or un-checking the checkbox. Repeat these steps for each service refunded. Changing Services You can change the Tax status. You may remove a service from being refunded by simply un-checking it. 30

31 Refund Subtotal When you are finished entering refunds, you can view the Refund Subtotal and Transaction Total in the bottom right corner of the Refunds tab. The Refund Subtotal will always show as a positive amount. Do not worry - the refund amount will be deducted from the transaction total, giving an accurate amount either refunded to the client or the amount truly owed by the client. Show / Hide Receipt Click the Show / Hide Receipt icon in the upper left corner of the Client Visit transaction to see all details of the open ticket. A sample receipt will slide out on the side of the Client Visit transaction and show the Refund (Other) information, excluding any Tax amounts. The sample receipt will remain visible until you click the Show / Hide Receipt icon again to hide it. 31

32 Transactions: Payments on Client Visits Purpose The Payments tab allows you to record payments, redeem gift card/gift certificates, pay house charge balances, record tips to your employees, and manage your cash. Balance Due The Transaction Total will show the net from the other Client Visit tabs. If the client has a house charge balance, it will be automatically included for payment of the entire balance due on the Pay Charge Due line. Uncheck this item to exclude this payment or edit the amount to collect a partial payment. SPECIAL NOTE: If you believe the house charge balance to be an untrue amount, here are some ways to clear up the erroneous balances. To clear up erroneous balances, go to the client s card to the Billing tab. Adjust the Opening Balance until the Current Balance reflects the true amount. There is one of two scenarios happening: #1 - If the client owes you money but nothing appears in the Pay Charge Due field, somehow the balance was either wiped out or it is showing as a credit balance. For instance, the client owes $ for a House Charge balance. The Current Balance shows negative $45.00 (-$45.00) as in the picture above. You would adjust the Opening Balance by typing $ This will bring the balance to the desired $ for the client. Save and close the client card. #2 - If the Pay Charge Due box is already checked with an amount but the client does not owe you anything, somehow a previous payment never took. For instance, the client doesn t owe anything for a House Charge balance, yet the Current Balance shows $65.00, as in the picture above. You would adjust the Opening Balance by typing negative $65.00 (-$65.00). This will bring the balance to the desired $0.00 for the client. Save and close the client card. 32

33 Amount Tendered shows the total amount of all payments received. Balance Due indicates how much of the Transaction Total is yet to be paid. The Tip popup menu allows you to select from options of No Tip, Tip Paid Out, or Tip Left in Drawer. The Tip will default to No Tip until you make your selection. Redeeming Gift Cards/Gift Certificates Gift cards/gift certificates may be redeemed on the Payments tab of a Client Visit transaction. Any unexpired gift cards/gift certificates for the client will be listed automatically once the client name is entered on the client visit transaction. Any gift cards/gift certificates with an unused balance that were purchased for the currently selected client will display in the Gifts table on the Payments tab. Click the Use checkbox to redeem a gift card/gift certificate as payment of the current transaction. The Amt to Apply will change to the lesser of the Balance Due OR the gift certificate s Balance. You may edit this amount, but it will not accept a value greater than the gift card/gift certificate Balance. Multiple gift cards/gift certificates may be redeemed on the same transaction. 33

34 Gift Search Controls Search field Typing a gift certificate number in the Search field and pressing Tab will narrow the gift cards/gift certificates displayed in the gifts table to matches only. Scanning a gift card in the Search field will auto format the dashes, have the matching gift card automatically selected, checked as used and the default amount applied as payment. To redisplay other gift cards/gift certificates, you must blank the search field and press the Tab key on your keyboard. Include: Anonymous Checking Anonymous causes all anonymous gift cards/gift certificates with an unused balance to display also. This is useful to look up and use an anonymous gift card/gift certificate that was given to the currently selected client. If the client has an anonymous card/certificate, check the Anonymous checkbox to reveal all unexpired anonymous cards/certificates. Find the correct card/certificate by number and check it. Once an anonymous gift card/certificate has been used as payment on a transaction, that card/certificate will be assigned to the client who just used it. Include: Zero Balance Checking Zero Balance causes all gift cards/gift certificates with a zero balance that were purchased for the currently selected client to display also. This is useful if the client inquires about the status of a gift card/gift certificate that has a zero balance. Include: Unused Checking Unused causes all unused gift cards/gift certificates that were purchased for any client to display also. This is useful if a gift card/gift certificate with an unused balance was purchased for the currently selected client under a duplicate client card with a different spelling of the client's name. Select the Use checkbox to redeem a gift card/gift certificate as payment of the current transaction. Unused gift cards/gift certificates will be considered purchased for the currently selected client once they have been redeemed on the client's transaction. Multiple gift cards/gift certificates may be redeemed on the same transaction. No Gift Card/Gift Certificate Found If the client's gift certificate is not listed, it may have been purchased prior to when you started using STX, or the client may have another client record with the name spelled differently. 34

35 Tips and Change Back If you have an Amount Tendered in excess of the Balance Due, the excess amount will show as Change Back. If you wish to track employee tips, choose an item from the Tip popup and the Change Back amount will transfer to the Tip amount. No Tip: Tip not tracked. Tip Paid Out: Tip tracked but won't increase cash. Tip Left in Drawer: Tip tracked and will increase cash. If you leave tips in the drawer but remove them before closing, you should record them as Tip Paid Out. You can run the Employee Tips report and distribute the tips before closing. Tip Left in Drawer should be used if you will leave the tips in the drawer at closing and pay them at a later date and/or time. Cash counting will include these tips in Cash Tendered. After selecting Tip Paid Out or Tip Left in Drawer, click on the blue Info button to open the tip allocation sheet. Each employee who performed a service will be listed with the service total, and the tip amount will be automatically allocated based on each employee s percentage of total services. You may remove an employee by clicking Remove on their line, and/or add a new employee by choosing them from the Add employee: popup menu. The Tip Amount may be edited by double-clicking the amount, then entering a new amount. Click OK to close the window and update the tip total to the tip amount field. If the tip amount is less than before, the excess will be transferred to Change Back. If it is more, you will need to increase the payment amount or close a partially paid ticket. 35

36 Payments Once you have finished paying house charges and applying gift certificates/cards, you will move to the payments panel to collect the Balance Due. Click on a Payment Type icon and the Amount will change to reflect the Balance Due. You may edit this amount to any value. If you chose the wrong payment type, click on the Payment Type icon again so it becomes deselected, and the amount will go away. Click on the correct Payment Type icon one time for the amount to reappear for the correct payment type. You may select multiple payment types for a ticket. We recommend that you enter payment types with a known value first, so STX will recalculate and update the Balance Due. For instance, the client is paying with both a check and with a credit card. They will be writing their check for $20 and will put the remaining balance on the credit card. Because you know the check will be for $20, click the Check icon. The new Balance Due will show, which can then be processed on the credit card. If a payment type was set up to require a Reference #, you must enter one or you will not be able to save the ticket and the following sheet will appear. Click OK to return to the Payments tab of the Client Visit transaction. 36

37 Double-click and type the appropriate information into the reference area. If you are processing credit card payments electronically through STX, the approval information will automatically be placed into the reference area for you. Note: If you are processing credit card payments electronically through STX, please refer to the Credit Card Processing document, or contact our Solutions Department to obtain a copy. If you would like information about the ability to process credit card payments electronically through STX, please contact your account manager, or contact our Sales Department at Show / Hide Receipt This shows an example of what the receipt will look like once it is printed, right from the client visit screen. Click the Show/Hide Receipt button located in the upper left corner of the Client Visit transaction. A sheet will appear on the side of the client visit transaction showing the details of information entered on the ticket, with a subtotal amount of each category. Company Name / Date / Time appears at the top of the receipt. The date and time reflect the time the transaction was created or last modified. Service Subtotal appears in the Service category, less tax amounts. This section of the receipt shows any and all discounts given, whether manually or through a promotional discount, for each service being discounted. 37

38 Product Subtotal appears in the Products category, less tax amounts. This section of the receipt shows any and all discounts given, whether manually or through a promotional discount, for each product being discounted. If the client paid for another client s ticket, the Included Tickets Subtotal appears in the Included Tickets category, including tax amounts. If the client purchased a Gift Card / Gift Certificate, the Gifts Subtotal will appear in the Gifts category. If the client requested a refund for Services and/or Products, the Other Subtotal will appear in the Other category. After all individual categories, the receipt will give a subtotal of all categories combined, any tax amounts, Total balance due, how the transaction was paid and how much, as well as the Tip amount. Notice the Total Savings amount for each service and/or product being discounted. You can even see which employee entered the transaction (or which employee modified the transaction last) along with which cash drawer the money is being reflected in. 38

39 Full Receipt Example 39

40 Saving the Ticket Once all information has been entered onto the client visit transaction, click the Save icon located in the upper right corner of the screen. Note: if you have a Cash Drawer connected to the computer, the drawer will open automatically once the Save icon is clicked. Print Tip Receipt Clicking the Print Tip Receipt icon will print a receipt showing a Tip field for each employee on the ticket transaction, including the employee s name and the dollar amount of the services he/she provided. It is intended the client enter the appropriate tip distribution for each employee. The Print Tip Receipt icon can be clicked at any time during the checking out process. Pre-Book Next Appointment The Client Visit transaction must be saved before this icon will become active. Clicking the Prebook Next Appointment icon will open a new Appointment Builder screen with the client s name already filled in. The services from the transaction the client just paid for will also be listed on the Appointment Builder screen. Booking the client s next appointment is as simple as searching for future available dates and times, right on the Appointment Builder screen. NOTE: When prebooking the next appointment, the service duration times related to this transaction s appointment will be used when possible. Newly added services will use the default settings. Closing Transactions Close the transaction by clicking on the RED gumdrop in the upper left corner of the window. If you close the window before saving the changes, the following alert will appear. Click Don t Save to close the ticket without saving any changes. Click Cancel to return to the transaction. 40

41 If after closing the transaction you attempt to save a transaction with a balance due, the following sheet will appear. Click OK to save the ticket and put the payment on hold. The ticket will appear on the Include Tickets tab of all future tickets until paid. This is useful if multiple clients want to make a single payment or if another client will pay for the ticket at a later time. Click Cancel to return to the ticket and record the correct payment information. Printing a Receipt To send the receipt to your receipt printer, you must be sure to check the Print Receipt box before closing the Client Visit transaction. If you do not have a receipt printer and want a full page receipt printed from your regular printer, go to STX menu: Preferences: Transactions and choose your printer from the Choose Receipt Printer popup menu. Printing Transactions Reports To get to the Available Reports screen, click the Report icon located in the upper right corner of the Client Visit transaction. Timesaver Tips Use the keyboard commands for saving and closing (Apple-S for save and Apple-W for close), and always save before closing unless you made a mistake and do not wish to save. If you save before closing, you will have the opportunity to either check or uncheck the Print Receipt box if necessary. If you save before closing, you can bypass the Unpaid Ticket warning. If you hold down the Option (alt) key on the keyboard and click the Save icon on the ticket, the ticket will close automatically. This will also bypass the Unpaid Ticket warning. 41

42 Rewards Program Purpose The Rewards feature within STX is a system that allows you to reward your clients for their continued loyalty. By setting up simple rules, you can help your clients build point reserves that they can then turn in for discounts on products or services. Only by continuing to frequent your business can they receive these discounts. Once your Rewards programs are in place, STX will automatically reward your clients with Points to use toward future purchases. The Points are assigned specific dollar or percentage values according to the rules you have established. Point balances accumulate independently in each program you design and they cannot be combined. They can be manually transferred should the need arise. Please see chapter 04 Marketing Setup of this manual for more information on creating and setting up a Rewards program. Please see chapter 10 Client Cards of this manual for more information on tracking client reward accounts. NOTE: If you would like more information on purchasing the Rewards Program Module, go to Registration under your STX menu and click on Renew / Upgrade Online or call our Sales Department at and a member of our team will be happy to assist you. Implementing Rewards Programs After setting up each reward program, you must assign a Reward #, much like an account number, to each client participating. To add a Reward # to a client s record while entering a Client Visit transaction, open the Client Visit transaction for the client you wish to assign a Reward #. Just below the Visit Type popup menu is the Reward # field. It is recommended to always create a new Reward # on the Client Visit ticket transaction for each client. You can make this part of the check OUT process. It makes sense to sell the client on the concept of Rewards when you're checking them out because you already have the ticket open. If you see the Reward # field is blank, you could ask the client "Are you a member of our Rewards program? No? Would you like to join? It's free and it will help you earn discounts on future purchases. Based upon what you have purchased today, you already have 250 points towards a discount on your next visit." 42

43 When the client is ready to check out, open the Client Visit ticket transaction for the client you wish to assign a Reward #. Just below the Visit Type popup menu is the Reward # field. Enter the Reward # you wish to assign to the client. Either scan a Reward Card or use the ticket number as the new Reward # for a manual entry. If you have a pre-existing account # for a client, you can enter that number on the ticket as well. If you do not have a pre-assigned account / tracking number or a Reward Card to scan, you must come up with your own unique Reward # for the client. Here are a couple of suggestions on how to come up with the required unique numbers. The Reward # field is set so there are no restrictions as to what can be entered. Spaces, dashes, letters, numbers, or a combination of these can all be used to create a new Reward # for each client. - Use the ticket # showing in the title bar of the client s open ticket transaction. - Use the client's initials in front of the street # in the client's address. For instance, if Carol Bell lives at 442 Spring Street, the Reward # would be CB442. If there will be an instance where more than one client with the same initials live at the same street address, then use the middle initial as well. So, Carol's middle name is Ann, the Reward # would be CAB442. Hitting the Tab key on your keyboard after entering the Reward # will bring up the following alert. Click Create And Make Default to have the Reward # added to the client card. This will show as the Default Reward # assigned to the client. Click Cancel to cancel making a new account for the client. Click Create Account if you wish to create the account but will require clients to identify themselves as rewards participants at each checkout. If you wish to make the Reward # the Default Reward # assigned to the client at a later time, click the hand symbol. The Reward # will be added to the client card as the Default Reward #. 43

44 When creating a new Reward # on the ticket for a client, you have the option of making that account the Default account or not, as seen above. Some places will require that the client bring their 'reward' card with them each time. If this is the case, we don't want to make the account the Default account because we want the client to prove they have an account. An account flagged as the Default account will automatically show on the ticket once the client name is entered. In this case, the client does not have to prove anything, and all awarded and redeemed points will go to/against the default account. Adding Rewards Points to an Account Each time a client meets the criteria set for any of the Reward Programs you have created, the Rewards Points will automatically be awarded to the client. All points are automatically awarded to the client as long as their reward number appears on the ticket, so you don t have to worry about awarding them manually. Mary Jo Anderson has a default Reward # of As soon as we open a Client Visit transaction for this client, the Reward # automatically appears. If the client has more than one Account, the Default account will appear. If you would like to add the points to a different account, simply type the other account number info the Reward # field. All awarded points will go to the Reward # account showing on the Client Visit transaction. NOTE: Points are ONLY awarded for fully paid Client Visit ticket transactions. Redeeming Rewards Points If a particular redemption rule has been marked as Featured On Ticket, it will be included on the client s receipt, with the balance available toward the rule. 44

45 When a client purchases Services or Products meeting the criteria set for redeeming reward points, and if the client has enough points to make a redemption, the Promotion popup menus will appear in GREEN with the word Default. NOTE: The Rewards promotions will appear on each of the Services and Products tabs of the Client Visit transaction as long as a redemption rule matches the product or service selected. In the following examples, we are looking just at the Services tab. Remember, the same rules for redeeming Rewards Points of any kind will generally apply to both the Services and Products tabs. Looking at the Promotion options for the Foil Highlight service, we can see where the client is eligible to receive a $10.00 off any service discount because of the points awarded through the All Spending reward program. Selecting the $10.00 off any service promotion will automatically deduct $10 from the service price, and it will remove the promotion option from other services once it has been redeemed. Only if the client has earned enough points will the promotion remain in the Promotion popup menu for other services. Looking at the Promotion options for the Womens Cut service, we can see where the client is eligible to receive a $10.00 off any service discount because of the points awarded through the All Spending reward program. Because we did not select the $10.00 off any service promotion for use with the Foil Highlight service, it still remains as an option for use with the Womens Cut service. 45

46 However, after applying the $10.00 off any service promotion to the Foil Highlight service, it is no longer available for use with the Womens Cut service. Looking at the Promotion options for the Womens Cut service, we can see where the client is eligible to receive the Referral Points discount because the client has earned 15 Referral Rewards. The Promotion options will only show reward options if the client is eligible and if all rules and conditions have been met. The Referral Points discount shows as an option because the Womens Cut service belongs to the Haircuts & Styling service group. The Reward Program for client referrals is set so the discount can only be taken on services belonging to the Haircuts & Styling service group. The Referral Points discount is not available under the Foil Highlight service because the Reward Program is set so the Referral Points discount can only be redeemed on services within the Haircuts & Styling service group. The Foil Highlight service belongs to a different service group and therefore is not available for redeeming the Referral Points discount. 46

47 Looking on the Billing tab of the client card, each transaction involving Points are listed, including specific information as to why the Points were either awarded or redeemed. A positive number indicates Points were awarded. A negative (-) number indicates Points were redeemed. Receipts To see Rewards information during the checking out process, click the Show / Hide Receipt icon in the toolbar of the Client Visit ticket transaction. The receipt will show how many total points the client has been awarded, including what is being awarded on the current visit. If the client has redeemed any points on the current ticket, the Rewards section of the receipt will show how many points were redeemed, as well as the Balance of points available for redemption on future purchases. 47

48 Transactions: Cash In & Out Purpose The Cash In / Out window records cash received into the drawer that is not ticket related, or cash paid out of the drawer. It is also used to record cash drawer overages and shortages to balance the drawer at closing. You may enter both Cash Paid In and Cash Paid Out transactions on the same window. Cash Paid In Any cash going into the drawer that is not on a client ticket must be recorded here. Enter the amount in the Amount field. Enter the description of why the cash is being put into the drawer in the Received From field. Select the appropriate account from the Account popup. The Account choices come from the accounts you have set up in Setup: Finance: Accounts. All three must be completed in order to save the Cash In/ Out transaction. Cash Paid Out Any cash paid out of the drawer must be recorded here. Enter the amount in the Amount field. Enter the description of why the cash is being removed from the drawer in the Paid To field. Select the appropriate account from the Account popup. The Account choices come from the accounts you have set up in Setup: Finance: Accounts. All three must be completed in order to save the Cash In/ Out transaction. Changing Cash In / Out Transactions You may edit Amount, Received From, Paid To and you may also select another account in the Account popup. 48

49 Saving and Closing Cash In / Out Transactions Click the Save icon in the upper right corner to save the transaction. Click the RED gumdrop to close the Cash In / Out window. If you close the transaction before saving, the following alert will appear. Click Don't Save to close the transaction without saving any changes. Click Cancel to return to the transaction. Click Save to save the changes and return to the Transaction List. 49

50 Transactions: Product Usage Purpose The Product Usage window allows tracking retail products used professionally and/or professional products consumed by either the facility or a member of your staff. Adding Product Usage Transactions Select an employee from the Emp ID popup. This may be a house employee if the product is used by many employees in a common area. The Emp ID will default to the current logged in user, or the first employee listed if logged into STX under the OWNER password. Type a product stock number and press the Enter key on your keyboard to select the product and advance to the next stock number field. You may also use a bar code scanner to scan the stock number. You cannot perform a Product Usage transaction for Product Packages. Only individual products are entered on a Product Usage transaction. If you do not know the stock number of the product, enter any part of the product name or stock number in the Stock # field. Press Tab or Return on your keyboard and the Find Product sheet will appear with the products matching your search string. Highlight the product in the list and click Choose or click Close to start over. You may also enter a new search string and click Find to create a new list. 50

51 Double-click on the Qty column to change the quantity, or simply scan a product multiple times. The Used By popup menu is used to select who the product is used by. If the product is going to be used by an Employee, select the Employee option, or select Facility if the product is going to be used by many employees in a common area. Repeat these steps for each product, making sure to choose a new employee from the Emp ID popup menu, if applicable. Changing Product Usage Transactions You can change the employee by choosing a new ID from the Emp ID popup. You may also change the Qty, Product and Used By. Saving and Closing Product Usage Transactions Click the Save icon in the upper right corner to save the Product Usage transaction. Click the RED gumdrop to close the Product Usage window. If you close the Product Usage transaction before saving, the following alert will appear. Click Don't Save to close the Product Usage transaction without saving any changes. Click Cancel to return to the Product Usage transaction. Click Save to save the changes and return to the Transaction List. 51

52 Transactions: Cash Counting Purpose The Cash Counting window allows you to reconcile your cash and balance your drawer(s). You have the option of tracking and closing multiple cash drawers and multiple shifts for each drawer. Several of the Transactions reports can be printed for ALL or selected drawers and/or shifts, giving you a great deal of flexibility and control. You must set up a drawer for each computer that will be recording transactions under Setup: General: Cash Drawer. These may be virtual drawers not connected to any port at all if you didn't purchase drawers to connect to each computer. NOTE: You must configure a cash drawer for EACH computer entering transactions regularly. 52

53 Date, Cash Drawers, and Shifts Today s date will be selected when you open Cash Counting, but you may change it to reconcile a previous day. Select the drawer and/or shift you wish to reconcile. The Close Shift and Close Drawer buttons will only be enabled when your drawer is in balance. If you are only closing once a day, press Close Drawer when you balance. If you are closing shifts on a drawer, you will press Close Shift after you balance. Repeat this procedure for each shift and press Close Drawer after you have closed the FINAL shift. Once a drawer and/or shift have been closed, you will be unable to add, change or delete transactions for that drawer and/or shift. When a drawer and/or shift has been closed, the buttons change to Open Shift and Open Drawer as long as the closed drawer and/or shift are selected in the popup menus. If you wish to open a shift and/or drawer to add, change or delete transactions, your password will need to have the access to use the Open Shift and Open Drawer buttons, unless you are currently logged in under the OWNER password. Cash Reconciliation If you are opening for the day, you will enter the Beginning Cash amount, close and save the Cash Counting. If you are closing at the end of the day, and the Beginning Cash amount has not yet been set, you will select the date, drawer and shift, and then enter your beginning cash, then continue with the following guidelines. 53

54 The Beginning Cash amount and the Cash Paid In and Cash Paid Out transactions will be added to Cash Tendered, which comes from ticket transactions, are then displayed as the Transaction Subtotal. This is the amount of cash that should be in the drawer. You are in balance when Cash Short and Cash Over are both zero. Cash In Drawer Enter the quantity of each denomination of bill in the drawer. Enter the quantity of each type of coin in the drawer. Enter the total value of coins in rolls in the drawer. If you are out of balance after counting the cash, you must add any missed transactions, change any inaccurate transactions or delete any duplicate transactions for the current drawer and/or shift. If you remain out of balance after adjusting your transactions, you will need to create a Cash Out transaction to cover the amount short or a Cash In transaction to cover the amount over. You must be in total balance before you will be allowed to click Close Drawer or Close Shift. If you do not close the drawer at the end of each day, you could possibly continue to be more and more out of balance as each day passes since the last time Close Drawer was clicked. Please see the following Daily Close- Out Procedure for more information. 54

55 STX Closing Checklist Step 1--- Print the Total Sheet report. (File: Print: Transactions: Total Sheet). Click Print to either Preview on the Screen, or Print to the Printer. Verify that each item listed in the following sections of the Total Sheet is correct. 1. By Employee Section: Employee Service and Retail Totals in the Sales and Performance Columns are correct. Compare to Employee Appointment Sheets or Travelers if necessary. If mistakes are found, go to the Transaction List and open or create a Client Visit to fix them. 2. By Payment Type Section: Credit Card and Check Totals & Units, compared to credit card and check types received are correct. If Check or Credit Card Totals are incorrect, print the Payment List report. (File: Print: Transactions: Payment List). Click Print to Preview on the Screen or Print to the Printer. Compare the report to the actual checks and/or credit card receipts to find mistakes. If mistakes are found, go to the Transaction List and open or create a Client Visit to fix it. 3. Summary Section: Payment Type Total (from the By Payment Type Section) and Grand Total should match. If Payment Type Total and the Grand Total match, you are finished with this step. If Payment Type Total and the Grand Total do not match: Check the Unpaid Balances amount at bottom of report. If there is an Unpaid Balance, then go back to the Transaction List and open the first Client Visit. Go to the Include Tickets tab to see which Ticket Number has not yet been paid. You must find the payment for the Ticket Number by going to the Ticket Number on the Transaction List and opening it. If there is no payment, you must either use the client's House Charge to pay for the visit or Delete the visit, depending on your company's policy. Step 2--- Go to Cash Counting: found in Transactions: Transaction List. Verify which drawer is assigned to this computer if using multiple computers. Enter the Beginning Cash (if needed) and count and enter the Cash in the Drawer. 55

56 If Cash Over and Cash Short are Zero ($0.00) click the Close Drawer button. Close and save the window. You are finished with this step. If Cash Over or Cash Short is not Zero, write down the Cash Overage or Shortage amount. If it is a significant amount and you want to find it go back to Step 2. Print the Total Sheet with the following additions. Look at the Included Tickets amount on the Total Sheet. To double-check them, go back to the Client Visits that were Included with other Client Visits (Each Included Ticket will have the number of the paying Transaction Number listed in it's Paid By column). If the Payment List verifies correctly a second time and you still can't find the Cash Overage or Shortage, try Sorting the Transaction List by the Service Amount or Retail Amount to look for an amount matching that of the overage or shortage. Try printing the Transaction Detail report, (File: Print: Transactions: Transaction Detail) to find the over/short amount. If you are going to just accept the amount of the cash overage or shortage, do the following: If the Cash is Over (positive), close the Cash Counting sheet, click the Cash In/Out button on the Transaction List, and enter the amount in the Cash Paid In field. Enter your name in the Received From field and select Cash Overage from the accounts popup menu. Close and save the Cash In/Out window. Go back to the Cash Counting sheet to verify the Cash Over or Short is Zero. Click the Close Drawer button. If the Cash is Short (negative), close the Cash Counting sheet, click the Cash In/Out button on the Transaction List and enter the amount in the Cash Paid Out field. Enter your name in the Received From field and select Cash Shortage from the accounts popup menu. Close the Cash In/Out window. Go back to the Cash Counting sheet to verify the Cash Over or Short is Zero. Click the Close Drawer button. 56

57 Transactions: No Sale Purpose The No Sale option allows you to open the cash drawer connected to the computer, assuming the password you are logged in with allows that access. You must have a physical Cash Drawer connected to the computer in order for the No Sale button to work. The No Sale button, when clicked, opens the Cash Drawer you have connected to the computer. You may use the Transactions menu in the top menu bar and select the No Sale option. Or, you can use the keyboard shortcut of Command (Apple key) O. Hold the Apple key down on the keyboard and type an O at the same time. Release the keys and the Cash Drawer will open. 57

58 Transactions: Gift Management Purpose STX includes a powerful management tool to search, review and edit gift cards/gift certificates and also replace, transfer and recharge gift cards. Click Gift Management on the lower left portion of the Transaction List window to manage your current gift cards/gift certificates. You may use the Transactions menu in the top menu bar and select the Gift Management option. The Gift Management window will open and all current gift cards/gift certificates will be displayed in the list at the bottom of the window. Use one or more of the search fields above the list to find specific gift cards/ gift certificates. Click Find to narrow the displayed list once you have finished entering your search criteria. 58

59 Enter a starting date and ending date to find and display gift cards/gift certificates purchased on or between the dates. Or... Enter a starting date and ending date to find and display gift cards/gift certificates expiring on or between the dates. Look up an existing client to find and display gift cards/gift certificates purchased by that client. After the client is selected, you may click on the blue Info icon to edit or view the client's card. Or... Look up an existing client to find and display gift cards/gift certificates purchased for that client. After the client is selected, you may click on the blue Info icon to edit or view the client's card. Enter the first few numbers or the complete number of a gift card/gift certificate to find and display matching gift cards/gift certificates. Or Scan the gift card in the Search field to have it auto format the dashes and find and display the gift card. Enter a starting amount and ending amount to find and display gift cards/gift certificates with a balance equal to or between the amounts. You can search for $0 balance gift cards/gift certificates by entering $0.00 in both fields. Managing Gift Certificates Once you have found the desired gift card, double-click on the selected line to open the gift card/certificate management window. 59

60 Current information on the gift certificate is displayed in the top portion of the window and is not editable. All transactions involving the gift certificate are listed in the lower portion of the window. Look up information for the client receiving the Gift Certificate by clicking the blue Info icon. The date the Gift Certificate was last printed appears. You can re-print the gift certificate by clicking the Print button. Double click on any transaction s Ticket Number to display its detail and/or edit the information. Warning: It is strongly recommended that no changes be made after a gift certificate has been partially or fully redeemed. The ticket we opened shows this is where the gift certificate was originally purchased. 60

61 Double-click the Ticket Number for the other transactions listed. The ticket we opened shows this is where the gift certificate was redeemed by the client. Managing Gift Cards Once you have found the desired gift card, double-click on the selected line to open the gift card/certificate management window. Current information on the gift card is displayed in the top portion of the window and is not editable. All transactions involving the gift card are listed in the lower portion of the window. 61

62 Look up information for the client receiving the Gift Card by clicking the blue Info icon. Click Replace..., Transfer... or Recharge... to further manage the gift card. Replace Gift Cards Click Replace to issue a replacement card to the client. The following screen will appear. Scan the new Gift Card number in the New Card Number field. Click Cancel to cancel or Replace Card to accept the new number. If the client has used the Gift Card in the past and still has a remaining balance, a new Client Visit transaction will be created and saved detailing the changes. You will then be returned to the Gift Management window. If you do not see the new gift card listed, you may click Find to display the new gift card. Double-click the new gift card to open the detail screen. The original gift card will show a $0.00 balance and the replacement card will show what the remaining balance of the original gift card was. Both are seen on the Gift Management window. This procedure is useful if a client misplaces a gift card. Transfer Gift Cards Click Transfer to transfer the Gift Card to another client. The following screen will appear. 62

63 Type the name of the client you are transferring the gift card to in the New Client field. Click Cancel to cancel, or click Transfer Card to transfer the card to the new client. A new Client Visit transaction will be created and saved detailing the changes. The Gifts tab will show the gift card being sold to the client you transferred the card to, and the Payments tab will show the original client using the Gift Card to pay for the transfer. You will then be returned to the Gift Management window. This procedure is useful when a client is no longer able to visit or the original purchase was entered for the wrong client. Recharging Gift Cards Click Recharge to add additional money to the Gift Card. The following screen will appear. Type the additional amount in the Amount to Add field. Click Cancel to cancel, or click Recharge Card to add the additional amount to the gift card. A new transaction will be created and appear on your screen. It shows the original Gift Card number and has it checked to be used. The Amt to Apply shows a negative number in the amount we asked it to add. Notice the Balance Due amount shows exactly what we asked it to add to the gift card. Click the payment type of how the client will be paying. Save and close the ticket. 63

64 The Gift Management screen now shows what we added to the gift card that started with a $0.00 balance. This procedure is useful when a client wishes to purchase an additional amount and not have a new card issued. Gift Card Historical Information Once you have opened the detail information for a specific Gift Card, the historical information shows at the bottom. Double click on any transaction s Ticket Number to display its detail and/or edit the information. Warning: It is strongly recommended that no changes be made after a gift card has been partially or fully redeemed. The ticket we opened shows this is where the gift card was originally purchased. Double-click the Ticket Number for another transaction listed. The ticket we opened shows first on the Gifts tab where the gift card was transferred to the new client. The Payments tab would show the original gift was used to pay for the gift card being transferred to the new client. Double-click the Ticket Number for the final transaction listed and the ticket we opened shows where we added the extra amount to the Gift Card when we performed the Recharge. 64