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BILLING - Hairlink

1. BILLING RAETIA Client Refund A client refund is used when you don t have the original bill number but need to refund something to a specific clients account 1 Click on the Bill and then F9 Special Func buttons 2 Click on the F5 Refunds and then F2 Client Refund buttons 3 The client search form will open Search for and select the client you wish to make the bill for 4 A staff ID selection box will appear Select your staff ID and press F12 OK 5 The billing window will open Search for and select the product you wish to add to the refund bill 6 Edit any information for the item such as price discount and quantity 7 To add another product ensure the Till categories window is showing If it is not showing press the down arrow on the keyboard 8 When you have finished putting all the items on the bill click on F12 Payments to finish the bill 9 Choose the refund payment method and click F12 Finish to complete the refund 10 You will now be asked if you would like to print out the refund Choose Yes to print No if you do not wish to print or Cancel to go back to the refund and edit it 1001 AUCALAND EXS TING CENT 2 History RRP Discount Price Notos Bonus Pis j 1 Body Cream 100mis 93 02 93 02 0 FREE FREE d Facal Demstogra J Dato B Emaon Vea 314901 JC Emon Masqee Oya 514300 D Emamr Secure C Que 514090 STan Quot
2. Stal Sold StafRedaemes i Date Redeemed T 17140423 2501 2072 100 Josnna Bloggs 114033 14 07 2011 120 Casual Chent 1 140204 7 07 2010 100 Jasne Bloggs 1140199 4906 2010 100 Chris Trabing 17140173 12 05 2010 20 Krissy G 17140127 11032070 Print Form Bit Sold Bilis Redeemed Close 27 Fig 7 19 HAIRLINKSQL User Manual v4 4 Updated 09 05 2012 A ETG rA BILLING SPECIAL BILL TYPES In House Bills The in house bill function is used to bill materials and products that have been used in house These transactions affect the stock but not the financials Examples include bills for an in house use of needles and syringes that are used on animals but not necessarily billed out 1 Click on the Bill button 2 Click on the F9 Special Func button and then on the F2 In House button 3 A staff ID selection box will appear Select your staff ID and press F12 OK 4 The billing window will open Search for and select the product you wish to add to the bill 5 Edit any information for the item such as price discount quantity etc 6 To add another product ensure the Till categories window is showing If it is not showing press the down arrow on the keyboard 7 When you have finished putting all the items on the bill click on F12 Payments to finish the bill No method of payment is requested because it only affects stock levels Breakage Bills This function
3. 1 Click on the Bill button 2 Click on the F9 Special Func button and then on the SF2 W O Bad Debt button 3 Select Yes to the Write Off Bad Debt prompt 4 The client search screen will open Search for and select the client that you wish to Write Off Bad Debts for 5 The Write Off Bad Debts window will open It will show the Total Debt Owed to help write off the correct amount 6 Select your staff ID 7 Enter the amount to write off in the Amount to Write Off field 8 Click on the F12 Accept button to finish the W O bad debt bill 9 A bill will now be automatically created with the Write off Bad Debt Journal item for the amount that you have selected to write off Ble 8663 Journal Entry Client jane Bloggs 1 38663 m Staff Total Debt Owed 90 00 Reason Amount to write off 90 00 W O Bad Debt Fig 7 21 HAIRLINKSQL User Manual v4 4 Updated 09 05 2012 A ETG ATA BILLING Undo Write Off Bad Debt Credit This function allows you to Undo a Write off a Bad Debt that you have done previously This is used if the client returns to your practice and is required to pay the debt before any treatment can commence lIt will put the amount that you wrote off previously back onto the clients account allowing them to pay 1 2 Click on the Bill button Click on the F9 Special Func button and then on the SF3 Undo W O Bad Debt butt
4. The bulk billing function will let you create a single bill template and then let you choose what clients animal this template should be used to create bills for For example a group of people may come in for pedicures Instead of creating each bill individually you can create one bill and then add the clients to use that template 1 Click on the Bill button 2 Click on the F9 Special Func button and then on the F11 Bulk Billing button 3 The Bulk Bill Setup window will open Bulk Bill Setup Statt for Bulk Bling Entry OWN ignore PARS 7 fY Bang Date 260772012 Use Herd See M Create New Bili Use Exesting B Edi Aa Pn lt Back F12 Next gt Esc Cancel Fig 7 15 4 Choose the Staff for Bulk Billing Entry 5 Choose the Billing Date for the bills that will be created 6 Select the bill template a Click on Create New Bill to create a new template b Click on Use Existing Bill if you have already created a bill previously that can be used as the template If you select existing bill a bill search screen will open where you can select the bill 7 A bill will open that is for a system client Add items to the bill as normal 8 Once all items are added click on the Save and Exit button 9 You will be taken back to the Bulk Bill Setup window where a summary of the bill items will show a Click on the F12 Next butt
5. available to choose from If you wish to start a new blank bill click No 6 A staff ID selection box will appear Select your staff ID and press F12 OK 7 The billing window will open Add your items to the bill Items may be added in four methods a Use the keyboard to choose the service that you wish to add from the Till Categories b If you press R retail or S service on the keyboard a goods and services search window will open You can type in the name or part of the name to find the item c Scan the barcode of the product is the barcode scanner has been set up on this workstation HAIRLINKSQL User Manual v4 2 Updated 09 05 2012 BILLING RAIET ory Dew ioia 123 Steet 1001 AUCKLAND Num lv 17140405 EXISTING CLIENT Rast Stat Good Client Give 10 discount 1 Bill Name 1 Back Wax 149 00 C Environ Masque Crys 149 00 JO Environ Serum C Que 149 00 F8 Fii Old Ba SavejEx F9 New Bul Fig 7 2 NOTE You can choose to combine the retail and service searches in setup For example when you type R it will bring up both retail and services in the search results To implement this go to Options Setup Bill 1 Master Site Merge Retail Service Search 8 Edit any information for the item such as price discount quantity etc 9 To add another product ensure the Till categories window is showing If it is not showing press the down arrow on the keyb
6. Accept Any Voucher not sold here I Show Vouchers Payment Summary Fig 7 14 Voucher Size and Layout To Set Voucher Paper Size 1 2 5 6 Click on Options and then Pick List Setup Click on Reports and then Other Reports Scroll down the page and double click on the SR 164 Vouchers report In the report properties window select either the A4 or A5 voucher from the template drop down list depending on which size voucher you wish to use Select the printer that corresponds to vouchers paper size Click on the tick to save the changes and exit from Pick List Setup To Design Voucher Layout 1 2 Click on the Options menu and then click Setup Click on the Bills button and then on the 8 Vouchers tab Click on either the Edit A4 Voucher Layout button or the Edit A5 Voucher Layout button depending on the voucher size you wish to use The word processor will now open for you to edit the design of the voucher HAIRLINKSQL User Manual v4 2 Updated 09 05 2012 BILLING RAETIA Creating a Voucher Product 1 Click on the Product button 2 The Goods and Services search screen will open 3 Click on the New button 4 Choose Service for the product profile 5 The product screen will open 6 Enter a suitable name for the voucher that will be used in billing for example Gift Voucher 7 Choose
7. Delivery 20km Actual distance to charge of distance to charge 20 100 UY Fi2 0K 9 Esc Cancel Fig 7 6 HAIRLINKSQL User Manual v4 2 Updated 09 05 2012 BILLING RAETIA Adding Discounts to the Bill Discounting the Whole Bill To discount the entire bill click the SF9 Disc Bill button A new window will open where you can enter a discount for the whole bill as either a percentage or a dollar value If you enter a percentage all the items on the bill will be discounted by this percentage If you enter a dollar value the total dollar vale will be apportioned to each product on the bill e g there are two products on a bill one is worth 9 and the other 1 If the entire bill is discounted by 1 a discount of 0 90 will apply to the first product and a discount of 0 10 will apply to the second This is because the bill total is 10 the discount is effectively 10 A 10 discount is then applied to each line of the bill Discounting One Item To add a discount to a bill simply click in the discount column and type in a discount The yellow status bar at the bottom of the billing window lets you know whether the discount is being entered as a percentage or as a dollar value To switch to dollar value entry of a discount type using the Shift key and the 4 button in the discount column To switch to a percentage discount type using the Shift key and the 5 button in the discount column Once you have
8. Manual v4 2 Updated 09 05 2012
9. Voucher for the class 8 Enter any other relevant information as needed such as price a If you are using variable pricing leave the price as 0 and the voucher amount can be entered at billing b If you are using fixed pricing enter a price for the voucher as you cannot alter the price at billing 9 Save and exit from the product screen Pack Prices exc Tax t 0009 0 000 Sell Price Category 2 a 62 z Chm Type None Action None Prices inc Tax Units z Unit Cost Dose Cost ef Supp 0 00 0 00 Status Active User Code VOUSALE E pores Complex Not Cplix Pack Sell Price Certificate E 0 000 Handout E Reporting No X lt gt mommnme ole B atom aa ca Fig 7 15 HAIRLINKSQL User Manual v4 4 Updated 09 05 2012 OETI BILLING Handling Vouchers at Billing Selling Internal Vouchers 1 Create a new bill 2 Add the voucher and any other items to the bill The voucher product can be found through S services option in billing 3 Finish the bill and choose a payment method 4 The system will automatically assign the voucher a number and ask you to print the voucher 5 If you say No to printing HairlinkS will give you another warning to record the voucher number use this as the voucher tracking number Note If you are using pre printed vouchers you should always write the number generated by Hairl
10. again 1 Click on the Bill button 2 Click on the F3 Cash Sale button 3 A staff ID selection box will appear Select your staff ID and press F12 OK 4 The billing window will open Add your items to the bill Items may be added in four methods a Use the keyboard to choose the service that you wish to add from the Till Categories b If you press R retail or S Service on the keyboard a goods and services search window will open You can type in the name or part of the name to find the item c Scan the barcode of the product is the barcode scanner has been set up on this workstation 5 amp Casual Clore 1 Alpha Gel 200 mi 138 59 1 FREE my Facal Dermatogea Date J Enmon wA 314900 E Eamon Masque Crys 514000 DE jEr mamn i Sarum C Que St 490 iga S Fiz SFI F4 Paymart Cancel Pid Labet Date fi Num fe iiao Rige Sent ax Receipt ak Select type of item F310 change Fig 7 4 NOTE You can choose to combine the retail and service searches in setup For example when you type R it will bring up both retail and services in the search results To implement this go to Options Setup Bill 1 Master Site Merge Retail Service Search 5 Edit any information for the item such as price discount quantity etc HAIRLINKSQL User Manual v4 4 r Updated 09 05 2012 OETI GIA BILLING 6 To add another product ensure th
11. allows you to deduct stock as a Breakage so that you only incur the cost of purchasing that product A breakage is an item that you cannot claim back from the supplier or client 1 Click on the Bill button 2 Click on the F9 Special Func button and then on the F3 Breakages button 3 A staff ID selection box will appear Select your staff ID and press F12 OK 4 The billing window will open Search for and select the product you wish to add to the bill 5 Edit any information for the item such as price discount quantity etc 6 To add another product ensure the Till categories window is showing If it is not showing press the down arrow on the keyboard 7 When you have finished putting all the items on the bill click on F12 Payments to finish the bill No method of payment is requested because it only affects stock levels HAIRLINKSQL User Manual v4 2 Updated 09 05 2012 BILLING RAET larg Account Payments This function allows you to make a payment against a client s balance 1 2 Click on the Bill button Click on the F9 Special Func button and then on the F12 Acc Payment button Select Yes to the Make Account Payment prompt The client search screen will open Search for and select the client that you wish to do the Account Payment for A staff ID selection box will appear Select your staff ID and press F12 OK The Account
12. finished putting all the items on the bill click on F12 Payments to finish the bill HAIRLINKSQL User Manual v4 4 Pas Updated 09 05 2012 OTIGA BILLING 12 The Bill Payment screen will open Select the payment methods and the amount for each method 13 Click F12 Finish to complete the bill 14 You will now be asked if you would like to print or email the tax receipt invoice a Select Yes to print b Select No to continue without printing c Select Email to email to the client d Select Cancel to return to the bill and continue editing it Account Payment for Jane Bloggs 3 Mth 2Mth 1Mth Current Account Payment for Jane Bloggs Incentive Discount Expired on 20 1 Total Amount Owed Amount Owed Last Statement Account Paid Incentive Discount Pending Enter the Account Paymentto be Credited Enter the Incentive Discount to be Used The Amount to be Paid by Client X ESC Cancel f F12 Accept HAIRLINKSQL User Manual v4 2 Updated 09 05 2012 BILLING RAIET Bad Debts Write Off Bad Debts Credit The Write off Bad Debt function allows you to write off a client s balance that is unlikely to be paid Once the bill has been processed the client will automatically be set to stop charge so no further accounts can be created You can also write off credit if you have a long list of standing credits or need to write off a non refundable deposit
13. screen will appear where you can choose the Till category you wish to link the diary reason to Select the Till Category and click Accept Click on the Accept button to finish 0733 Body Profle Gm A 1 846 Gotox 1st Time A 1 547 Botox Repeat Name Bone consult Durston 30 3j imens coo Cear ada Now Product change Product change Ta ca Unlink from Bilhing n Thee Diary Reason a linked to Ta Boker consul 4 1 16 Product Boka consut i 14640 Sal Price w Tax 50 00 Sat Price 4348 V Fie Accert 9G SC cancos Fig 7 22 HAIRLINKSQL User Manual v4 2 Updated 09 05 2012 BILLING RAIET Variable Pricing Variable or graded pricing is used when you have different levels of pricing for the same service based upon which staff member is performing the service For example senior staff may charge more than junior staff for performing the same service Setting Up Variable Pricing Levels 1 2 Click on the Options menu and then click Setup Click on the Staff button Click on the 4 Grades tab Make sure Grade Based Pricing is ticked Enter the names of the different levels of grade based pricing w Stal 1 Optons 2 Access J Wages 4 Grades Godes Moster F Grade basad Pncing Fig 7 23 HAIRLINKSQL User Manual v4 4 47 Updated 09 05 2012 AETIA BILLING Setting Up Variable Pricing on Services Q AX NOTE A
14. ways a If you know the bill number type this into the Bill Number field b If you know the client name type in a few letters of the clients last name into the last name field A client list will appear on screen Select the client whose unfinished bill you are looking for After selecting a client the bill search window will open This will display all the unfinished bills for this client c At the top of the Unfinished bill search screen there are a number of buttons that can be used to narrow down your search These include All Ready Batched Open and In Diary When one of these buttons is pressed only bills of that state will be shown E g If you click on the Ready button only ready bills will be shown 1 Bit Naber 2 Last ame FIZ Accept po X Esc Cancel FB Advanced Q Open Qo B Ra dy AA 1 140606 26 01 2012 ChemCasual Tax Receipt 2 1140404 247012012 Bloggs Joanne Tax Racapi 1340335 20012012 Wayne Bruce Tax Racespe 19940382 15 12 2071 Fabian Ginny Tax Receipt Fig 7 8 5 Select the bill that you wish to edit and press F12 Accept 6 This will then display the open bill on your screen Now you can edit the bill or the history as you wish HAIRLINKSQL User Manual v4 4 Updated 09 05 2012 OETI GITA BILLING REFUNDS Cash Sale Refund A cash sales refund is best used in a situation where you do not know the client name or the bill number It will simply update the ti
15. Accept Vouchers Tick this box if you are running a multi branch version of Sold at Other Sites HairlinkS and you wish to accept vouchers sold from other sites Use Pre printed Vouchers Set Voucher Start Number Edit A4 Size Voucher Layout Edit A5 Size Voucher Layout External Vouchers Accept Any Voucher Not Sold Here Show Voucher Payment Summary Tick this box if you are using pre printed vouchers that are not generated by the system Click on this button if you wish to set a custom voucher start number For example if your pre printed vouchers start at 1000 you can synchronise this with HairlinkS using this function Click on this button if you wish to create a custom A4 voucher Click on this button if you wish to create a custom A5 voucher Tick this box if you wish to accept any vouchers not bought from your business e g mall vouchers If this box is ticked when an external voucher is finished a prompt will appear showing you the voucher number if you wish to keep a record of it HAIRLINKSQL User Manual v4 4 Updated 09 05 2012 OETI GIA BILLING 1 Master Site 2 User 5 Till Categories 6 Payments r Site M Using Vouchers Internal Vouchers l Fixed price Vouchers T Print Overprint Vouchers WV Accept Vouchers sold at other Site s Use preprinted Vouchers Set Voucher Start Number Edit A4 size Voucher Layout Edit A5 size Voucher Layout External Vouchers MV
16. BILLING RAIET law BILLING CONTENTS New Bills for Existing Clients ccccceesssesseeeeeeseeesneeeseeneeeeneeeeaeens 4 Cash Sale NS aaa caacnncevaaetarrenaneraeiesancsescaawnennanteranssuceneaecanviemincrrenes 7 Editing Bilesin RA AAAA 9 Deleting an Item off a Billesiecscccececccncccnedcteectessscteertccee snneveeeccaeectenegecens 9 Inserting an Item into the Item List 2 cccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeee 9 Changing the Quantity Of an ltem 0 cccececeeeeeeeeeeeeeeeeeeeeeeeeeeeeneeees 9 Changing the Price Of an It IM csececeeeeeeeeeeeeeeeneeeeeeeeeeeeeeeaeeneeees 9 Printing a Provisional Bill cccccceeeeceeeeeeeeeeeeeeeeeeeeeeeeeeeeneeeeeeeeeeees 9 Inserting a Date Marker into the Bill csececeeeeeeeeeeeeeeeeeeeeeeeeees 9 Charging For TVG cisceis ses ceccncernantndetticnasmesnansnatennnenesnnaeseebaanhannnxnmente 10 TO Set Up Charge for Travel sicsiccsccssscstcssencesianesdusscsanceacanncuaceuesdsatseaacuaneses 10 To Charge for Travel at Billing ccccsssseeseeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 10 Adding Discounts to the Bill ccceeeeeeeeeeeeeeeeeeneeeeeeeeeeseeeeeeeens 11 Discounting the Whole Billtsicccscssscssscsstsesscesccssacscanenandeceuaccssansnansnasaanewacens 11 DISCOUNTING One MS iiiiscinisdiveereatieniacdiarereticntieaineaiuninetinananmaivannuwahets 11 Automatic Discounting ie iecicietsninictainiun cats dnnmieiwcdan ated venivbumentin
17. Click on F12 Continue A warning message will appear Choose Yes to continue If you are refunding the whole bill this will be the last step and you will return to the refund menu If you are partially refunding a bill continue to step 9 The bill will now open on screen Edit the bill until what s showing on the refund bill is what you want to refund Once it is correct click on the F12 Payment button The payment form will appear Choose the refund payment method and click on the F12 Finish button to complete the refund You will now be asked if you would like to print out the refund Choose Yes to print No if you do not wish to print or Cancel to go back into the refund to edit it HAIRLINKSQL User Manual v4 2 Updated 09 05 2012 BILLING RAIET Change Payment Method On A Finished Bill From time to time you may accidentally enter the wrong payment method at billing and need to redo it correctly This would usually require reversing the original bill cloning or re entering it and then finishing it again To do this open a completed bill using account history or from the history tab of the client record then go to Actions Change Payment select your new payment method and press F12 OK Note This feature only works for bills in the current period with a single payment method otherwise these bills will need to be corrected the manual way Change Payment Method for Bil
18. ILLING RAIET Adding Diary Reasons Adding a Diary Reason from Setup A diary reason is used when making an appointment to show what the appointment is for You can set the duration for the diary reason so when it is selected the length of the appointment is automatically entered The diary reason can also be linked to the till categories This means when you bill from an appointment that has a diary reason selected a service will be automatically added to the bill 1 2 Click on the Options menu and then click Setup Click on the Bills button and then on the 5 Till Categories tab Double click on the till category you wish to add a diary reason to Click on the Diary Reason tab To add a new reason click on the plus button Set Used by Diary to Yes Enter the Name you wish to call the diary reason This is usually the same as the till category name Set the normal Duration for the reason This can be changed when making the appointment Click on the tick button to save the diary reason and F12 Save to save the till category RI Biting Setup 6 Payments 1 Master j Ste Select Til Ella Bache Body The Till Category Earth Escapade Neltiag Momeet ls Actve A eaat pad Is inked to Product Earth Escapade 1440007 r SbbS z Test ree siden Name Eat Escapade Kay A Fal Seach Kay TA I Dermal Skin Ex Seep Pavel zj 3 Der
19. Payment screen will open This form id split into a number of sections 3 Mth 2 Mth 1 Mth Current Total Amount Owed Amount Owed Last Statement Account Paid Incentive Discount Pending Account Payment to be Credited Incentive Discount to be Used The Amount to be Paid by Client Total amount outstanding on bills older than 3 months Total amount outstanding on bills between 2 and 3 months old Total amount outstanding on bills between 1 and 2 months old Total amount outstanding on bills less than 1 month old The total amount owed by the client for all periods The balance that was owed on their last statement The amount that has been paid since the last statement was issued The amount of Incentive Discount that they are able to take at this time The amount of money they wish to pay off their account on this transaction It will default to the last statement amount but can be edited If you use Incentive Discounts the discount amount will be taken off this figure The amount of the Incentive Discount that they wish to use for this payment if any The actual amount they are paying you after the Incentive Discount has been deducted 7 Enter the account payment amount in the Account Payment to be Credited field 8 Click F12 Accept 9 A bill will open on your screen with the Account Payment added on 10 Add any other items that the client may be purchasing 11 When you have
20. UGE iisiitecscsicnadenneinataunss ns teranteninunienadanweiiainnmieniannin 21 Handling Vouchers at BillinG cccceesseseeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 22 Selling Internal Vouchers sannsissansscsinsistndinainaiearnniniinnnatinnsmrsdnainmnnineanannniaa 22 Redeeming Vouchers Generated by Hairlink ssssseesessseseeeees 23 Redeeming External Vouchers ceeceeeeeeeeeeeeeeeeeeeeeeeeeeneneeeeeeeeeenes 24 Voucher Management c ccccccceeeeeeeeeeeeeeeeeeeeeeeeneeannseeeeeeeeeaeenenaes 25 SPECIA BII VY POS ainsana 26 In House Bills cacceissvsiccsnccisdencehenasndeicessnetstasccunccaduacetasaseccocessseestaseessecstues 26 Breakage Bills so i niuinnuinnnaosse nne nnin nnaman nannan ansann anina 26 Account Payments ssssssnssnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnmnnn nnna 27 Bad MBI o i A AE E A S A 29 Write Off Bad Debts Credit eeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 29 Undo Write Off Bad Debt Credit cccccccccssseseeeeeeeeeeeeeeeeseeseeeeeeeeeeeees 30 Initialising Client Balance ccccccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 31 Membership BINS sccctccccsccecececcctcccenadepeeecdasceceaenacecetgendensneckisascadnendeauess 32 Quotes and EStiMateSssscdeicdiccicciescccascandsincccamacebestesiccseszesadonsdiuedans 33 Making a New Quote or Estimate ceceeeeeeeeeeeeeeeeneeeeeeeeeeeeees 33 Creating a New Quo
21. appropriate Current 1 2 3 Month fields Select your staff ID Select the Entry date for the period you want this Initialise Client Balance to appear in Click F12 Accept to finish 10 This will automatically produce a journal bill and initialise the client balance Jane Bloggs 1 38663 A Entry Date 112 2011 90 00 100 00 Bonus Points 0 1 Month 0 00 0 00 2Month 0 00 0 00 3 Month 0 00 15 00 HAIRLINKSQL User Manual v4 4 Updated 09 05 2012 O ETIGI BILLING Membership Bills The membership bills function allows you to create a single bill which is automatically duplicated for each client in a membership group before beginning This can be done by using mailing lists categories or j Before Beginning Clients must be assigned to a membership group batch codes 1 Click on the Bill button 2 Click on the F9 Special Func button and then on the F6 Membership button 3 Select Yes to the Make Membership Bills prompt 4 The Make Membership Bills window will open 5 Select the Mailing Lists Categories or Batch Codes that the members are in Make Membership Bills Mailinglist And OF Mailingtit2 paaro Category ia 4 3j Category 2 BatchCode Syndicate Clients will be excluded 9G esc concet Y F12 0K Fig 7 12 6 Click F12 OK to continue and then a prompt will advise yo
22. arcode You can scan the client barcode from the from the remittance slip c Add one client at a time Click on the button at the bottom of the form This will load a client search screen for you to locate and add the client When clients are added to the list some data will be automatically populated Client Refers to the client the account payment relates to Total Owed Shows the total amount owed by the client l e the total of outstanding current 30 60 and 90 day bills Last Balance The total owing as was printed on the client s last statement HAIRLINKSQL User Manual v4 2 Updated 09 05 2012 BILLING RAET law Account Paid Total payments made in the current month and after the last statement was generated ID Available Shows the Incentive discount available to the client this month Paying The amount the client is going to pay this month This is an editable field but will automatically be populated with the last statement balance less any payments already made less the incentive discount available ID To Use Refers to how much of the incentive discount available is to be used on the client s account payment Total Credit This is the total of the Paying ID to Use Transaction The date the transaction was entered for that client You need Date to make sure the transaction date falls within an open month otherwise it will appear as an error at end of day Payment Type of payment method being us
23. din i ninduuncteun 11 Adding Messages or Notes to the Bill cccssssseeeeeeeeeeeeeeeeneeeeees 12 Adding an Advanced Bill Note ccccccssssseeeeeeeeeeeseseeeeeeeeeeeeeeeeeeneeeeneees 12 Adding a Bill Line Message to the Bill cccccsssseeeeeeeeeeeeeeeeeeeeeeeeees 12 Finding Unfinished Bills srescscsssceccccinecacnsngeccenssenerenandeeccessnnacenancnnandane 13 Refunds raae aeee ea ee ee EEEE Eaei 14 Cash Sale Refunde ssssssnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnmnnn nnmnnn nnn 14 Clent FR STM occas aces sce Gece nianna aaae aiaia aana aa 15 Reverse an Existing Bill sssnsnnnnnnnnunnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnmnnn 16 Change Payment Method On A Finished Bill ssseseeeeeeeees 17 OMG BBN scescenceececsesavenssatenasysaveczecetsassuscveenteenttasauaavmucccesecasensneencees 18 WOU NSS iran E 19 Setting up Vouchers ss saccsccccscesccnnnsncdncsncnsnnenndenancnncenisnmacanedenennmendeantas 19 Setting Voucher Behaviour cccccccsesesseeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeseeeeeseeneees 19 HAIRLINKSQL User Manual v4 4 Updated 09 05 2012 A ETG rA BILLING Voucher Size and LayOUb vi issisisicsestcarssecsdarnienisasasenissnetevssarnserisewiseniseuntanwans 20 To Set Voucher Paper Size cccceeeeeeeeeeeeeeceeeeeeeeeeeesssnneaeeeeeeees 20 To Design Voucher Layout ccceeeeeeeesseeeeceeeeeeeeeeesseeneeeeeeeeeees 20 Creating a Voucher PROG
24. e 8 Staff tab 4 Set Billing Grade to the variable pricing level you want 5 Click on the tick button to save A 7 F11 Roster Click here for Details l mir wi EIE a Fig 7 25 HAIRLINKSQL User Manual v4 4 Updated 09 05 2012 HETG rA BILLING ADDING BANKS amp BRANCHES When adding in a clients suppliers or your own bank details you need to enter in the bank and branches into Hairlink first Adding a New Bank 1 2 6 Click on the Options menu and select Picklists Setup Expand the Misc menu Double click on Bank amp Branch and the bank pick list will open To add a new branch click on the plus button at the bottom of the window A blank line will appear at the bottom of the pick list where you can type in the Bank Number ID and Name Click on the tick button to save the new bank Adding a New Branch 1 2 Click on the Options menu and select Picklists Setup Expand the Misc menu Double click on Bank amp Branch and the bank pick list will open To add a new branch select the bank you wish to add a branch to by single left clicking on it with the mouse Next single left click on one of the branches on the right hand side and then click on the plus button A blank line will appear at the bottom of the pick list where you can type in the Branch Number and Name HAIRLINKSQL User
25. e E Recat 657 FB Fit oe Cen Sf ow m Smat Oisc SU Notos Rast Sta Fi 7 Tota Prd Label o Refund Bill s Open Select type st item FJ ta change i Fig 7 10 HAIRLINKSQL User Manual v4 4 Updated 09 05 2012 HETG are BILLING Reverse an Existing Bill The Reverse Existing Bill function is used to apply a refund to the original bill it was made out for This is also useful for bills that were made in error as the original bill will be cancelled out by the refund and if you are running statements you have the option to hide both bills on the statement 1 2 10 Click on the Bill and then F9 Special Func buttons Click on the F5 Refunds and then F4 Reverse Existing Bill buttons A bill search screen will appear If you know the bill number type it in and press the F12 Search button Otherwise type in the client s last name and search through all bills for that client until you find the correct one A refund setting form will now appear Choose whether you want to do a partial refund This means you are not going to refund the whole bill only certain products If you are refunding the whole bill leave F7 Partial Refund unticked Select whether you wish to Hide Both Bills on Statement This will hide the credited bill and the credit note on the statement if they are dated in the same month To back date a bill please read the batch billing section
26. e Till categories window is showing If it is not showing press the down arrow on the keyboard 7 When you have finished putting all the items on the bill click on F12 Payments to finish the bill 8 The Bill Payment screen will open Select the payment methods and the amount for each method C Credit Card Cash Cheque Credit Card Voucher Ext Voucher Amex Amex Reward Certif 138 59 Rounding Adjustments 0 00 Bonus Points Used 0 00 Y F12 Finish YE Esc Cancel Fig 7 5 NOTE You can select more than one payment method at the payment screen Just select a payment method and change the amount by clicking on the dollar figure in the amount column You can then add the next payment method by clicking on the down arrow on the keyboard Repeat these steps until all payment methods have been entered 9 Click F12 Finish to complete the bill 10 You will now be asked if you would like to print or email the tax receipt invoice a Select Yes to print b Select No to continue without printing c Select Email to email to the client d Select Cancel to return to the bill and continue editing it HAIRLINKSQL User Manual v4 2 Updated 09 05 2012 BILLING RAETIA A EDITING A BILL Deleting an Item off a Bill There are two methods for deleting an item off a bill 1 The first method is to right click on the item and choose Delete It
27. ed This is automatically Method populated from the selection in the Select Payment Method field Batch Code The client s batch code number Bank Acct This column lists the bank account number for that client To Detail Dbl Click change the account number double click on the bank account To Change field click Yes to add bank details enter the new bank details click F12 Save when finished Cheque Number The cheque number used for the account payment 10 Select a client to edit payment details for a b To find a client by name click on the Flash light at the bottom of the bulk account payments form This will load a client search screen to find the client The Locate by Batch button allows you to search for clients on the bulk account payment form by a particular batch code It will leave focus on the first line of any matches found 11 For each client you need to check the following data is correct a b C d In the Paying column check the amount to pay is correct This column will have been automatically populated with the last statement balance If the client has Incentive Discount ID available check that the amount in the ID to Use column is correct Check that the transaction dates for the individual clients are correct This column will have been automatically populated with the Payment Date and can be modified on a per client basis If paying by che
28. em 2 The Second method is to select the item and press Ctrl Del on the keyboard Inserting an Item into the Item List The insert Item function allows you to insert an item anywhere into the bill after it has been started This is very handy if you order your items by the date and time they were dispensed To insert an item right click on the position you would like the item and select Insert Item Here Changing the Quantity of an Item Add an item to the bill Using the keyboard or the mouse move your cursor to the Qty cell for the item you wish to change Type the new quantity you wish to bill for Hairlinkee will recognise the change and update the bill total for you Changing the Price of an Item Add an item to the bill Using the keyboard or the mouse move your cursor to the RRP cell for the item you wish to change Type the new RRP price you wish to bill for Hairlinke will recognise the change and update the bill total for you Printing a Provisional Bill A provisional bill is a tax receipt or invoice that is printed before the bill is finalised It will print just like a normal bill but will have provisional bill printed at the top of it To print a provisional bill open an existing bill Click on the Actions menu at the top of HairlinkS Select Print Bill Provisional Inserting a Date Marker into the Bill The date marker can be used to specify which day a product was used This feature c
29. gory you have chosen 7 Inthe Store field enter the store you wish the till category to be used at 8 Leave all other options as the default settings 9 Click F12 Save to finish adding the till Category ae Z Batch Mode 4 Vouchers 3 My PC 4 Messages Till Categories The Till Category Earth Escapade gt Melting Moment ls Active z fir Interlude 2 Heavenly Fire ory Settings Product Diary Reasons Variable Pricing inkto Product Ves gt F4 Change Facials Dermaloc z Dermal Contour 5 ag et SAEN Kay A Full Search Key TA Earth Escapade 1 j Dermal Colloid gt Dermal Multivi Store acne z Skin fmalysis j Track Price No z Dermal Skin Ex z z Dermal Extra T Dermal Wrap Fa Dermal Revit E Q f Used in Siling Yes X Date Allow Edit No F12 Save Ese Cancel Stems Activo Set Price Fig 7 20 HAIRLINKSQL User Manual v4 4 Updated 09 05 2012 A ETG ATA BILLING Adding New Till Category Service Items 1 2 10 11 12 13 14 15 16 Click on the Options menu and then click Setup Click on the Bills button and then on the 5 Till Categories tab Select the category name under which you wish to add the new service so it is highlighted in blue Click on the F7 Add Sub Item button Fill in the fields as described below In the Name field enter the name you w
30. inkS onto the back of the voucher This will allow you to better manage your vouchers HAIRLINKSQL User Manual v4 2 Updated 09 05 2012 BILLING RAETIA Redeeming Vouchers Generated by HairlinkS 1 2 Create a bill Add the items to the bill Click on F12 Payments If the clients voucher was generated from HairlinkS select Vouchers for the payment method and you have the voucher number Enter the amount they wish to pay by Voucher Select any other payment methods and click F12 Finish A voucher form will open Enter the voucher number in the format Branch Voucher If you are a single branch user your branch number will be 1 If the voucher does not cover the whole bill add another payment method for the remainder Q NOTE If the voucher is worth more than the bill total HairlinkS will record the remainder left over from the voucher On their next visit the client will be able to use the left over amount Click on F12 Finish HL Payments for Bill 1 140420 Total on Bill 1 140420 68 00 Serial Number 1 9002018 Please enter voucher in format of Branch Number Voucher Number p A F12 Finish E ESC Cancel Fig 7 17 HAIRLINKSQL User Manual v4 4 Updated 09 05 2012 OETI GI A BILLING Redeeming External Vouchers 1 2 Create a bill Add the items to the bill Click on F12 Paymen
31. ish to call the till category In the Key field enter a unique letter to use as a search key for this till category This letter cannot be the same as any other key immediately under the category you have chosen In the Store field enter the store you wish the till category to be used at Set Used in Billing to Yes if you wish to use this till category at billing Set Link to Product to Yes The product search window will open a If the service already exists as a product record search for the record and select it b If the service does not exist click the New button A quick entry form will open where can create the service record The Name field will be automatically populated by HairlinkS with the name and product number from the product you chose in Link to Product Set Track Price to Yes if you would like the price on the product record to be used recommended If Track is set to No the price in the Sell Price field described below will be used The Sell Price field is the price of the till category at billing If Track is set to No you can enter the price of the service If Track is set to Yes this is not used Set Allow Edit to Yes if you want to be able to edit the service details at billing Click F12 Save to finish adding the Till Category HAIRLINKSQL User Manual v4 2 Updated 09 05 2012 B
32. l 1 140414 Current payment method Cash Select new payment method SRy i te X This Bill will be Refunded and Cloned The Bill and the Refund will not appear on the Statement The new Payment will be applied to the newly Cloned Bill Fig 7 12 HAIRLINKSQL User Manual v4 4 1 7 Updated 09 05 2012 O ETIGI BILLING CLONE BILL This function allows you to duplicate a bill that has been done previously for a client 1 2 Click on the Bill button Click on the F9 Special Func button Click on the F8 Clone Bill button A bill search window will open If you know the bill number you wish to clone enter the bill number otherwise search by the client name An unfinished bill will open with all the items on it from the bill you cloned Search for and select any more products you wish to add to the bill Edit any information for the item such as price discount and quantity When you have finished putting all the items on the bill click on F12 Payments to finish the bill Select the method of payment then press F12 Finish Jane Bloggs Ome Paoi2012 123 Sweet NT 1001 AUCKLAND Num fE 1 140438 EXISTING CLIENT Rast Stat 2 History RRP Discount Price Notes Bonus Pts Example Shampoo 4 90 00 90 00 1a STotai F amp Fil SF9 CiN SF6 GST Old 8a Save Ex Disc Bilt Notes Rqet Sta om Sra ana F9 F12 SF10 F4 SF7 Tota New Bil Payment Cancel Prd Label Rebo
33. ll and stock totals 1 2 Click on the Bill and then F9 Special Func buttons Click on the F5 Refunds and then F2 Cash Sale Refund buttons A staff ID selection box will appear Select your staff ID and press F12 OK The billing window will open Search for and select the product you wish to add to the refund bill Edit any information for the item such as price discount and quantity To add another product ensure the Till categories window is showing If it is not showing press the down arrow on the keyboard When you have finished putting all the items on the bill click on F12 Payments to finish the bill Choose the refund payment method and click F12 Finish to complete the refund You will now be asked if you would like to print out the refund Choose Yes to print No if you do not wish to print or Cancel to go back to the refund and edit it 1 81 Statt TypelQty Name ACR 1 Alpha Gei 200 mi ac 1 U Facets Demalingce Da i B Erevoo Vea 142 90 C Ereman Masque Coys SHOS D Ereran Somo C Que 514930 Stow Quire Seca ST F Fit Coy SFA Otd Ba Sava Es E Nuts Rq S po Tota Pace Sada patabel b Actas Refund Bill Open B Select type ef item F3 te change Fig 7 9 HAIRLINKSQL User Manual v4 2 Updated 09 05 2012
34. mal Extra i Dermal Wrap Fa Sentas Active gt 3 Dermal Revit E ura z bate Usedingiting Yes gt Za coo s lt a ey D uo Ha m Ha HD Ha m ie H u u Esc Cancel Fig 7 21 HAIRLINKSQL User Manual v4 4 Updated 09 05 2012 OETI GIA BILLING Adding a Diary Reason from Pick Lists Setup A diary reason is used when making an appointment to show what the appointment is for You can set the default duration for the diary reason so when it is selected when making an appointment HairlinkS will automatically enter the length of the appointment The diary reason can also be linked to till categories When you open the bill the service that is linked to a service will be automatically added to the bill 1 2 Click on the Options menu and then on Pick Lists Setup Expand the Diary menu and double click on Diary Reasons Click on the button at the bottom of the screen and answer Yes to the Insert New Record prompt Enter the Name you wish to call the diary reason This is usually the same as the till category name if you have created one Enter the Duration is where you enter how long the appointment should take this can be changed on the appointment form if desired Ensure the status is Active If you wish to link the diary reason to a till category click on the Select Till Cat button A search
35. mise how recent a quote must be before the Quote button is highlighted as blue on a bill To do this go to Options Setup Bill Highlight the Quote Button This setting can be set between 1 and 36 months The default for this setting is 3 months dene Biogge 123 Sheet 1001 AUCKLAND POSTING CUENT J Facais Dermoogca md Date JE Emon Vra 9149 00 C Environ Masqas Crys 143 00 D Eavwen Sane C Que 1489 00 i FS Fr SFS Cun SF6 P od 6a Sove Dres Bal Note Rost Ste r Fi F 10 5 SF Now B F4 Payment Cancet Prd Label Reboot Tax Receipt Open Owes 90 00 Fig 7 13 1 Open anew or existing bill for a client 2 Click on the Quotes button and then select Import Quote Estimate 3 A list of all quotes for the client currently being billed will be displayed 4 Select the quote estimate you wish to use 5 The quote estimate will open Check that the quote is correct You cannot edit items when importing a quote or estimate 6 If you wish to import this quote estimate click on the Import this Quote button Otherwise 7 The quoted items will be imported onto the bill click on the Exit button HAIRLINKSQL User Manual v4 4 Updated 09 05 2012 HETG are BILLING BULK ACCOUNT PAYMENTS The bulk payments function allows you to make payments in bulk for a particular batch code by adding clients individually or by scanning the client barcode
36. ng Staff Members to Variable Pricing Levels 000 49 Adding Banks amp Branches cccccssssssseeeeeeeeesseeeeeeeenesseeeseeneneeens 50 Adding a New ER ATNI iit cate tue cntncnicteli hata tan ani a di ccd unied in eesikiadsneda 50 Adding a New Branch vsscsssisssisssacscccscacescscencsdcascacuesnianteatatanauscnuenceadntanduacauee 50 HAIRLINKSQL User Manual v4 4 Updated 09 05 2012 OE TLGA BILLING NEW BILLS FOR EXISTING CLIENTS The new bill function allows the creation of a bill for a client that you either already have in your database or for a client that you are about to add to your database 1 Click on the Bill button 2 Click on the F4 New Bill button 3 The client search form will open Search for and select the client you wish to make the bill for 1LastName Number 2 FirstName 3 Compan BLOGGS V F12 Accept F12 V F12 Accept I ESC Cancel ESC Cancel Mesc cancet 4PF7 New FB Advanced F8 Advanced _ Advanced FS Retry F9 Fo Rey Title First Name Last Name Co Name a 1 38663 Mrs 1 11800 Joanna E 1 38598 Mrs Joanne 09 123 4567 1 9913 Mr Joe Bloggs 09 471 2345 Fig 7 1 4 If there are any open bills for this client a prompt will appear asking if you would like to continue an existing bill or start a new bill 5 Select Yes to open an existing bill If there is more than one existing bill a list will be
37. oard 10 When you have finished putting all the items on the bill click on F12 Payments to finish the bill ASS NOTE Clicking on F11 Save and Exit will save the bill and put it into Unfinished Bills for you to finish later HAIRLINKSQL User Manual v4 4 Updated 09 05 2012 OETI GI A BILLING 11 The Bill Payment screen will open Select the payment methods and the amount for each method Balance to Pay 30 31 Rounding Adjustments 0 00 Bonus Points Used NOTE You can select more than one payment method at the payment screen Just select a payment method and change the amount by clicking on the dollar figure in the amount column You can then add the next payment method by clicking on the down arrow on the keyboard Repeat these steps until all payment methods have been entered 12 Click F12 Finish to complete the bill 13 You will now be asked if you would like to print or email the tax receipt invoice a Select Yes to print b Select No to continue without printing c Select Email to email to the client d Select Cancel to return to the bill and continue editing it HAIRLINKSQL User Manual v4 2 Updated 09 05 2012 BILLING RAIET CASH SALE BILLS Cash sales bills are used for making bills where you do not wish to record the client making the purchase These bills are usually for walk in clients who you do not expect to see
38. off the remittance advice This provides an easier means of processing your monthly payments Ideally this is the screen you should use when entering anything other than a one off account payment A common use for this would be where a client groups accounts are all settled by a single payment Making a New Bulk Account Payment 1 Click on the Bill button Click on the F9 Special Func button Click on the F4 Bulk Payment button The Bulk Account Payment form will now open In the Authorising Staff field select the staff member who is doing the bulk account payment In the Payment Date field select the default date for which the account payments will be made The date of each individual account payment can be changed when the client is loaded In the Select Payment Method field select the type of payment the account payment will be made by nly Q NOTE You can only process bulk account payments for one payment gt lt method at a time Therefore if you have payments by cheque and direct S credit you will need to process the cheque payments post them and then process the direct credit payments Load clients onto form who are making account payments There are a number of methods for loading clients a F5 Load by Batch This will load all clients with an amount owing and who have the same matching batch code as the one entered in the Enter Batch Code field b Scan B
39. ok ax Receipt Open Fig 7 13 HAIRLINKSQL User Manual v4 2 Updated 09 05 2012 BILLING RAET law VOUCHERS Using the voucher tracking system in HairlinkS will enable you to fully audit voucher transactions processed through your system With every voucher sale HairlinkSet generates a unique number which is used to identify the voucher HairlinkS will track the date the voucher is sold the date the voucher is redeemed as well as the amount outstanding on the voucher Regardless of whether you have an existing voucher system or not you must always use the voucher number generated by HairlinkS as the voucher tracking number HairlinkS facilitates the over printing of pre printed vouchers with information such as the voucher number staff member who sold the voucher and other information However this is limited by the type of media paper your vouchers are printed on and the printer you are using Setting up Vouchers Setting Voucher Behaviour 1 Click on the Options menu and then click Setup 2 Click on the Bills button and then on the 8 Vouchers tab 3 Tick Using Vouchers 4 Select any other options to customise how your vouchers will operate Internal Vouchers Fixed Price Tick this box if you don t want staff to be able to change Vouchers the voucher amount at billing Print Overprint Tick this box if you wish to be able to print more than one Vouchers copy of a voucher
40. ombined with bill line insertion provides your salon with the ability to create an organised bill that is much easier for your clients as well as staff to read and understand To add a Date Marker make sure the till categories list is open and press the key on the keyboard HAIRLINKSQL User Manual v4 4 Updated 09 05 2012 OETI BILLING Charging For Travel Hairlin record KSOL can automatically charge for travel at billing by checking the distance saved in a client To Set Up Charge for Travel 1 2 A travel product created with the Action set to Travel Enter the price for 1 kilometre of travel A client record with the distance field filled in for the Postal and Delivery To Charge for Travel at Billing 1 2 Create a bill for the client you are charging Add the Travel item that you have created The Travel window will open where you can select the client tab you wish to choose distance from Select the distance you wish to bill for by ticking the appropriate box If none of the distances apply you can manually enter a distance using Actual Distance to charge If you are splitting the travel between clients you can also choose to recalculate the charge to a percentage of the distance using of distance to charge HL Select Cent Distance Product Trove M Select a distance to charge for Client on Bill Bill has been made up for Jane Bloggs Postal
41. on Select Yes to the Undo Write Off Bad Debt prompt The client search screen will open Search for and select the client that you wish to Undo a Write Off Bad Debt for A bill search window will now open where you can select the bad debt bill to undo Select the Bad Debt to undo and click F12 Accept The Undo Write off Debt window will open Select your Staff ID and click F12 Accept A bill will now be automatically created with the Write off Bad Debt Journal item for the amount that you have selected to undo HAIRLINKSQL User Manual v4 2 Updated 09 05 2012 BILLING RAETIA Initialising Client Balance The initialise client balance function is used for creating balances on client accounts without putting a bill through This is typically used for clinics that are new to using the software For example before purchasing HairlinkS a client may have a balance of 50 To enter that balance onto Hairlink you would use the Initialise Client Balance Function 1 2 8 9 Click on the Bill button Click on the F9 Special Func button and then on the SF4 Init Cln Bal button Select Yes to the Initialise Client Balance prompt The client search screen will open Search for and select the client that you wish to initialise the client balance for The Initialise Client Balance window will open Enter the amount you wish to add to their account balance in the
42. on if the bill is correct b Click on the Edit Bill button to alter the bill 10 An advanced client search will open Select the clients you wish to create the bill templates for HAIRLINKSQL User Manual v4 4 Updated 09 05 2012 OETI GI A BILLING 09 123 4567 091233 19913 M 06 4712345 Vie Joe 1 11800 Joanna V6 Mr Bruce Fig 7 16 NOTE On the advanced search screen you can choose some broad search criteria It will then bring up a list of clients matching those criteria You can then scroll down the list and simply double click on a client to add them to the bulk billing list 11 Once all clients have been added to the bulk billing list click on F12 Finish 12 A final list of all clients the bill template will be made for will show a Click F3 Search to add more clients or b Click F12 Next to create the bulk bills HAIRLINKSQL User Manual v4 2 Updated 09 05 2012 BILLING RAITI 4 Be Bitir 1 38663 Mrs Jane 1913Mt _ Joe 1 11800 Joanna M a Fig 7 17 13 The bulk bills will be created You can now double click on each individual bill to add more bill items for that particular client animal Generate Bills for the Selected Clients _ Generate Bills for Selected i Clients BLOGGS A 09 123456 wena A A 09471234 i Lad a raea Fig 7 18 14 Click on the F7 Print button to print a list of all bills and verify that the
43. que enter the cheque number that was used This is not compulsory 12 If you require a print out of the bulk account payment for your records or to verify data click on the Print icon This will print out a bulk account payment report as shown below 13 If you wish to save the bulk account payment and work on it later click on the Save and Exit button To reopen a bulk account payment click on the Bulk Account Payment button 14 Once all the account payments for each client are correct click on the F12 Post button This will generate the invoices and update client balances HAIRLINKSQL User Manual v4 4 37 Updated 09 05 2012 AETIA BILLING H Bulk Accou Authorising Staf OWN Entiat balchtoda Joe Bloggs 1 9913 3Mth 220 42 Payment Date smao Select payment method i Cheque Mn This will load all chents with matching batch code who have an eae amount owning For other cases use the PLUS button Current 226 42 j 220 42 26 01 2012 Bruce Wayne 1 38616 2555 2555 26 01 2012 Fig 7 14 Clearing an Existing Bulk Account Payment Sometimes client may be loaded to a bulk account payment by mistake Instead of deleting each client individually open the bulk account payment screen and press Ctrl C on the keyboard This will remove all clients from the bulk accounts payment window to start fresh HAIRLINKSQL User Manual v4 2 Updated 09 05 2012 BILLING RAIET BULK BILLING
44. s variable pricing is used in conjunction with till categories you will need to set up the till category for the service first See section called Adding a New Till Category for more details 1 Click on the Options menu and then click Setup 2 Click on the Bills button 3 Click on the 5 Till Categories tab 4 Double click on the till category you wish to add a grade based pricing to 5 Click on the Variable Pricing tab 6 Make sure Use Variable Pricing is set to Yes 7 Enter in the different prices for each pricing grade 8 Click on F12 Save to save the till category and variable pricing 8 Vouchers 5 Till Categories Ella Bache Bo Melting Moment z Air Interlude Weavenly Fire f z Level Level 3 z Level 3 B Test z Test2 z Test gt Test2 Test Eanh Escapada SSS Facials Dernalot Name Earth Escapade 3 Dermal Contour D8 Classical Bere Key A Full Search Key TA gt Dermal Colloid Dermal Multivi F meli z Skin Analysis Store Paine Dermal Skim Ex z Dermal Extra Status Activa z3 Dermal Wrap Fa Revit E Used in Biting Yes Esc Cancel Fig 7 24 HAIRLINKSQL User Manual v4 2 Updated 09 05 2012 BILLING RAETIA Assigning Staff Members to Variable Pricing Levels 1 Click on the Staff button 2 Search for the staff member you want to assign a variable pricing level to 3 Click on th
45. te Estimate From an Open Bill 00 34 Converting a Quote to a Bill cceceseseeeeeeeeeeeeeeeeeeeeeeeeeeneeeeeeeeeeeeees 34 Importing a Quote From an Open Bill 2 ccccceeeeeeeeeeeeeeeeeeeeeeeeeees 35 Bulk ACCOUNT Payments wssisceicesscctscenis inanan 36 Making a New Bulk Account Payment c cccceeeeeeeeeeeeeeeeeeeeeees 36 Clearing an Existing Bulk Account Payment cscccsssseeeeeeeeees 38 Bulk Biling siini iaia 39 Till Categories Diary Reasons and Variable Pricing 42 Adding Till Categories ascccnccscciccnnnccdeescsascansntteceessecetnennaaedendenceceuscnnand 43 Adding New Till Category HeadingS ccccceeesseeeeeeeeeeeeeeeeeseeeeeeeeees 43 Adding New Till Category Service IteMS cccccesssseeseeeeeeeeeeeeeeeeeeeeeees 44 Adding Diary Reasons cccccceseseeeeeseeeeeeeeeeeeeeeeneeenseseeeseeeeeaeeenaans 45 Adding a Diary Reason from Setup scssseeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeenees 45 Adding a Diary Reason from Pick Lists Setup ssseeseeeeeees 46 HAIRLINKSQL User Manual v4 2 Updated 09 05 2012 BILLING RAETIA A Variable Pricing ssssssnsnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnmnnn nnna 47 Setting Up Variable Pricing Levels eecccceeeseeeeeeeeeeeeeeeeeeeeeseeeeees 47 Setting Up Variable Pricing on Services cccccccesseeeseeeeeeeeeeeeeeeeeeeeeeeees 48 Assigni
46. the to open a new bill note form Enter a Name for the note set Shared to Yes and type up the note then click OK to finish 5 Click OK to finish the note and add it to the bill 6 A Thumb Tack will now show to the right of the item on the bill This indicates that there is a note on the item 7 To view or edit the note simply double click on the thumb tack 8 When you finish the bill and print it the note will print at the bottom of the tax receipt or invoice Adding a Bill Line Message to the Bill A bill line message is added to the main body of the bill with the items It can be used to enter short warning or instructions below items that are added to the bill To add a bill line message ensure that the till categories menu is open Press M on the keyboard A line will now become available on the bill to tyoe your message If you use more than one line a new message line will be automatically created when you reach the end of the line HAIRLINKSQL User Manual v4 2 Updated 09 05 2012 BILLING RAETIA Finding Unfinished Bills The Unfinished Bills function allows you to open a bill that has not been finished You can then open the bill to edit it further 1 Click on the Bills button 2 Click on Unfinished Bills button 3 A bill search window will open This window will be automatically populated with unfinished bills 4 You can search for bill in several
47. ts If the clients voucher was not generated from HairlinkS select External Voucher Choose whether you would like to print the receipt If enabled in setup a prompt will appear giving a summary of the external voucher that was redeemed Date 25 01 2012 Num 1 140425 Fig 7 18 HAIRLINKSQL User Manual v4 2 Updated 09 05 2012 BILLING RAIET Voucher Management All vouchers sold through the system can be tracked using the voucher management function This function is particularly handy when clients lose their voucher and you need to look up the voucher on the system 1 Click on the Utilities menu and then go to Voucher Management 2 Enter the appropriate details to search for a voucher and click F12 Search to find the voucher Voucher Search Options Number The voucher number generated by the HairlinkS Branch The branch the voucher was sold from Client Bought The client which bought the voucher Staff Sold The staff member who sold the voucher Date Sold The date which the voucher was sold Status Whether the voucher is active inactive cancelled redeemed Printed Whether the voucher was printed at billing Client Redeemed The client who used the voucher for payment Staff Redeemed The staff member who took the voucher as payment Date Redeemed The date the voucher was used as payment oucher List 1 Number 2 Branch Chent Bought Chent Redeemed
48. typed in a discount press the Tab key on the keyboard for the price field to update Automatic Discounting Please see Chapter 6 Discounting Schemes for more information on automatic discounting LD The Recowt for ime Boggs 173883 Jane Bloggs Osie Psonzmz 123 Street fa 1001 AUCKLAND Num f 17340409 EXISTING CUENT Rest Stat f _ stan typelaty Name ACS 20 Travel Enter Descount Value 5 Add Discount Remove Discount FS Old Bal SavajEx Fi2 mel Cancal Actons fax Receipt Open Apphy Deccount to the Whole lt Fig 7 7 HAIRLINKSQL User Manual v4 4 Updated 09 05 2012 A ETG TA BILLING Adding Messages or Notes to the Bill Adding an Advanced Bill Note Advanced bill notes are printed out on the bottom of the tax receipt or Invoice An example of what to have on the bill note might be the application instructions for the purchased product Advanced must be attached to an item on the bill 1 Open a bill for editing 2 Single click on an item you wish to add a note for so it is highlighted 3 Click on the Ctrl N Notes button 4 The bill note window will open Type in the note you wish to add to the bill NOTE You can add preformatted saved notes to the bill for common Q notes that are always used by clicking on the Add button gt Preformatted bill messages can be set up by going to Options Pick Lists setup Bill Bill Notes and click on
49. u how many membership bills are going to be created 7 Click Yes to continue and a prompt will advise you that Bonus Points and Discounts will not be applied Click OK 8 Select your Staff Id 9 A blank bill will open for the system client Add any membership fees to the bill 10 Click F12 Payment to finish HAIRLINKSQL User Manual v4 2 Updated 09 05 2012 BILLING RAETIA QUOTES AND ESTIMATES This function allows you to type a written quote or estimate and later enables you to convert either of them to a bill Making a New Quote or Estimate 1 2 Click on the Bill button Click on the F9 Special Func button and then on the F7 Quotes button Click on the F4 Quotes to create a new quote or click on F5 Estimates to create a new estimate Each function will work in the same manner Q A NOTE CFL recommend using an estimate wherever possible as quotes can be legally binding The client selection menu will open You have three search options to select the client to bill for a F2 Search Client will allow you to search for an existing client Type the first few letters of the surname of the client then select the client from the list b F3 Retail Sale will allow you to make a quote or estimate for a casual walk in client This will take you straight to the staff selection screen c F4 New Client will allow you to add a new client for selection for the q
50. uote or estimate Select the client you wish to create a quote or estimate for The billing window will open Search for and select the products you wish to add to the bill Edit any information for the item such as price discount quantity etc To add another product ensure the Till categories window is showing If it is not showing press the down arrow on the keyboard 10 When you have finished putting all the items on the bill click on F12 Finish to finish the bill HAIRLINKSQL User Manual v4 4 Updated 09 05 2012 A ETG rA BILLING Creating a New Quote Estimate From an Open Bill Quotes and estimates can be created directly from the billing screen For example you might be billing for a consultation and wish to give them a quote for surgery 1 Open a new or existing bill for a client 2 Click on the Quotes button 3 Select Make a Quote or Make an Estimate 4 A prompt will appear informing you the current bill will be saved Click OK 5 A staff selection window will open Select you staff ID 6 The billing window will open Search for and select the products you wish to add to the bill 7 Edit any information for the item such as price discount quantity etc 8 When you have finished putting all the items on the bill click on F12 Finish 9 You will now be asked if you would like to print or email the tax receipt invoice Select an option 10 A prompt will ask you if
51. y are correct 15 Once all bills are finalised click on F8 Post to post the bulk bills HAIRLINKSQL User Manual v4 4 Updated 09 05 2012 OTIGA BILLING TILL CATEGORIES DIARY REASONS AND VARIABLE PRICING Till Categories are a series of quick keys that allow you to add services to a bill They have a tree menu structure which is totally customisable by the user For example you may enter Mens Full Leg Wax by pressing MWLF on the keyboard Where M Mens W Wax L Leg and F Full Till Categories can only be created for services Jara Blogge 123 Sros 1001 AUCKLAND ES TING CLENT Ea fo Sots my CHN SFE le GST ow Ba E5 cere Now amsa ae sete SFO Total New a Payment Cancel Prdtabet Lobe ebook oh F Tax Receipt Open owas 434 38 Select type of item F3 to change Fig 7 19 HAIRLINKSQL User Manual v4 2 Updated 09 05 2012 BILLING RAETIA Adding Till Categories Adding New Till Category Headings 1 Click on the Options menu and then click Setup 2 Click on the Bills button and then on the 5 Till Categories tab 3 Click on the F6 Add Last button 4 Fill in the fields as described below 5 Inthe Name field enter the name you wish to call the till category 6 In the Key field enter a unique letter to use as a search key for this till category This letter cannot be the same as any other key immediately under the cate
52. you would like to import the quote to the current bill a Select Yes to import the quote to the current bill b Select No to save quote and return to the current bill without adding the quoted items Converting a Quote to a Bill If a quote or estimate has already been generated you can convert it into a bill 1 Click on the Bill button 2 Click on the F9 Special Func button and then on the F7 Quotes button 3 Click on F6 Convert And a bill search window will open 4 Select the quote or estimate that you wish to convert to a bill a If you know the quote number type in the number to automatically open the quote b If you don t know the quote number type in the client name select the client and then choose the quote you wish to convert 5 Anew bill will open with all the products entered from the quote or estimate HAIRLINKSQL User Manual v4 2 Updated 09 05 2012 BILLING RAIET Importing a Quote From an Open Bill HairlinkS allows you to import an existing quote while in a bill The quote button on the bill will display as blue if a recent quote exists however older quotes can still be imported This function a handy if you quoted a procedure on a client s previous visit On the clients next visit the Quote button will be blue to notify them a recent quote exists The user can now convert to the quote to a bill without re entering items pe AA NOTE You can custo

BILLING - Hairlink

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