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Bill Recurring Payments - Insight Salon Software

1. Appointment Resources An Appointment Resource in Insight is considered to be a room table seat or something similar that is required in order to provide a certain service If you provide massage services chances are you have at least one room set aside for providing massages This resource needs to be tracked in Insight so you do not get conflicting appointments where a room is double booked You may have three employees who can perform a massage but only two massage tables available so Insight needs to know that only two massages can be booked at the same time How to Add a Resource e Click on the Setup button on the Insight Menu Bar e Click on Appointment Resources in the menu 1 Resource Room Description s Manicure Station Pedicure Station a Adi Add Edit Deactivate Exit Resource Resource Resource F3 Exit F6 Add F7 Edit F8 Deactivate e Click the Add Resource button or press F6 on your keyboard e You will then see that the Search field disappears and you are able to enter a new Resource e Type in the new name noting that you may not have more than one Resource with the same name e Click the Save button or press F3 on your keyboard Appointment Resources Reference Resource grid The grid is the main feature of this screen and contains all of your resources The entire screen is essentially the Active Lookup for your resources Please refer to the Active Lookups section on p
2. or up by one hour The up and down arrows will move the time up or down by fifteen minutes You can also use the arrow keys on your keyboard to change the time once you have clicked into the field The Start Times for the meal and coffee breaks are initially set to somewhat logical times by Insight For example if the schedule runs from 8am to 5pm when you click on the Has Meal Break checkbox the Start Time is initialized to 12 30pm approximately half way through the shift Insight Salon amp Spa Software 293 Length These fields set the length of time for meal and coffee breaks The shortest these breaks can be is fifteen minutes They can be set in fifteen minute increments using the up and down arrow buttons or keys Function Buttons The function buttons in the bottom right section of the screen allow you to perform the most common tasks for this screen Most of the function buttons have an F key associated with them that you can press on your keyboard instead of clicking the button with your mouse Previous F4 There is no button associated with this function key Pressing F4 on your keyboard will select the schedule template that is above the one that you are currently on Next F5 There is no button associated with this function key Pressing F5 on your keyboard will select the schedule template that is below the one that you are currently on Add Template F6 Clicking this button will go into add mode to allow you to
3. Amount Amounts are based on _Net Profit X Billing amountis Percentage of Sales X O Bill amount PLUS cost Sales level basedon Product Sales Min Max Commission The Amounts basis determines ee how the commissions will be ot 999 999 99 5 00 sooi z a billed to the self employed worker Ifyou choose Gross Sales then commission will be billed on the entire retail price of the product If you choose Net Profit commission will be billed on the retail price of the product minus the calculated cost of that product Taxes are not included in the calculation eae aN acc f Eat Deactivate Oo deme scteme Sctome 2 F3 Exit F4 Previous F5 Next F6 Add F7 Edit F8 Deactivate NUM Scheme Name The Scheme Name must be unique and should be something you will easily recognize when you are selecting it from the list to assign to your employees on the Self Employment Setup tab of the Employees screen Bill amount on The Bill Amount level basis determines how commissions will be billed if you choose to charge higher commissions for higher sales If you choose Full Amount then the commission percentage for the sales level attained will be billed for the associate s entire sales amount If you choose Level Difference Only then the first level commission will be billed on the sales amount up to the first level amount Then the second level commission will be billed on only the difference from the first sales lev
4. Email Address This is the email address to use for doing your email confirmations This is where the replies to the confirmation emails will be sent Email Account Name This is the name for the email account that you set up through your internet email provider Email Account Password This is the password for the email account that you set up through your internet email provider Email Message This field is where you can enter in the message that you want to be sent automatically to your clients when confirming their appointments Marketing This section is where you set up the email settings for sending marketing related email to your clients For instance informing them of upcoming sales or new products or services Marketing Email Address sales yourdomain com Email Account Name Insight Sales Email Account Password eeceeee Email Address This is the email address to use for sending marketing email Email Account Name This is the name for the email account that you set up through your internet email provider Email Account Password This is the password for the email account that you set up through your internet email provider SMS Setup This section is where you set up the settings for sending SMS text messages to your clients Insight Salon amp Spa Software 267 SMS Setup SMS Account Provider Syntec X SMS Account Name insight SMS Account Password eeeeeee From mobile cell From company name Insight Sa
5. It will disappear from the Active Lookup unless you have Show All checked in which case it will appear in red Exit F3 Clicking this button will close the Client Referral Types screen Save F3 when in add or edit mode Clicking this button will save your changes and return to browse mode Cancel F9 when in add or edit mode Clicking this button will cancel your changes and return to browse mode Business Hours The Business Hours area is used to tell Insight what days your business is open and what hours you are open each of those days While this information is primarily used by the Appointment Book it is also used by some reports How to Set Up Your Business Hours e Click on the Setup button on the Insight Menu Bar e Click on Business Hours in the menu D Business Hours b e Closed Opening Time Closing Time Sunday 11 30 AM 05 00 PM Monday 10 30 AM 06 00 PM Tuesday 09 00 AM 06 00 PM Wednesday 09 00 AM 06 00 PM Thursday 08 30 AM 09 00 PM Friday 08 30 AM 09 00 PM Saturday 10 00AM 05 30 PM e Click the Edit button or press F7 on your keyboard e For each day of the week that you are open click on the Closed checkbox to make sure it is unchecked e For each day of the week that you are open use the arrow buttons on each time field to set your opening and closing times NOTE The Left arrow will set the time one hour earlier for each click while the Down arrow will set the time
6. These accounts must be an Other Current Liability account NOTE We know that your first instinct might be to make this an Accounts Payable account type However QuickBooks requires that a Vendor be supplied when doing a transaction with an Accounts Payable account Since there is no Vendor involved we need to use the Other Current Liability type Current Asset Accounts Asset accounts record how much you own or is owed to you In Insight these are generally cash or checks which have not be deposited and On Account purchases QuickBooks automatically creates an account called Undeposited Funds for you This account can be used for both the cash on hand and checks account However we recommend keeping two different accounts for cash on hand and checks because after cashing out your cash drawers the cash on hand account should give you an accurate picture of how much money is at the business including all cash drawers For most businesses a single account for On Account payments will be enough For those businesses that allow employees to make purchases on account as well we suggest that you create two different accounts or sub accounts one for clients and one for employees so that they can be tracked separately NOTE We know that your first instinct might be to make this an Accounts Payable account type However QuickBooks requires that a Vendor be supplied when doing a transaction with an Acco
7. add a new schedule template Edit Template F7 Clicking this button will go into edit mode so that you may edit the selected schedule template Delete Template F8 Clicking this button will delete the currently selected schedule template Exit F3 Clicking this button will close the Schedule Templates screen Save F3 when in add or edit mode Clicking this button will save your changes and return to browse mode Cancel F9 when in add or edit mode Clicking this button will cancel your changes and return to browse mode Tanning Bed Categories Using these categories gives you a way to group your tanning beds or booths We highly recommend setting up a category for each of your tanning beds so those that are similar can be grouped and compared in various reports and the appointment book There are a number of reports that give you the option to use the category to filter for a smaller group of your tanning beds rather than having them all show up How to Add a Tanning Bed Category e Click on the Setup button on the Insight Menu Bar e Click on Tanning Bed Categories in the menu Tanning Bed Categores T BS Searching Category o Spray Booth Standard UV Bed _ Add Edit l Deactivate l Exit F3 Exit F6 Add F7 Edit F8 Deactivate e Click the Add Category button or press F6 on your keyboard e You will then see that the Search field disappears and you are able to enter a new Ca
8. add or edit mode Function Buttons The function buttons in the bottom right section of the screen allow you to perform the most common tasks for this screen Most of the function buttons have an F key associated with them that you can press on your keyboard instead of clicking the button with your mouse Previous F4 There is no button associated with this function key Pressing F4 on your keyboard will select the product line that is above the one that you are currently on Next F5 There is no button associated with this function key Pressing F5 on your keyboard will select the product line that is below the one that you are currently on Add Line F6 Clicking this button will go into add mode to allow you to add a new product line Edit Line F7 Clicking this button will go into edit mode so that you may edit the selected product line Deactivate Line F8 Clicking this button will mark the currently selected product line as deactivated It will disappear from the Active Lookup unless you have Show All checked in which case it will appear in red None of your sales information will be deleted Exit F3 Clicking this button will close the Product Lines screen Insight Salon amp Spa Software 277 Save F3 when in add or edit mode Clicking this button will save your changes and return to browse mode Cancel F9 when in add or edit mode Clicking this button will cancel your changes and return to browse mode
9. as deactivated It will disappear from the Active Lookup unless you have Show All checked in which case it will appear in red Exit F3 Clicking this button will close the Tanning Bed Setup screen Save F3 when in add or edit mode Clicking this button will save your changes and return to browse mode Cancel F9 when in add or edit mode Clicking this button will cancel your changes and return to browse mode QuickBooks Integration How to Set Up QuickBooks Integration in Insight Before you can set up which accounts Insight will use in QuickBooks you will need to do the following steps to turn on QuickBooks Integration in Insight There is a cost for upgrading to QuickBooks Integration For more information please contact your sales representative Insight Salon amp Spa Software 298 Activating the QuickBooks Integration Module Click on the Setup button on the Insight Menu Bar Click on Company Information in the menu Click the QuickBooks Integration checkbox Click the Save button or press F3 on your keyboard NOTE You will be prompted that if you continue you will have fifteen 15 days to contact Insight support and get your modification code This MUST be done or you will lose the ability to add or edit information in Insight Preparing QuickBooks Next you will need to be logged into QuickBooks and have it running with your company information file open and in Multi user mode To switch to mul
10. assign short SMS code descriptions of them It is important to keep these codes short to conserve space but also still be recognizable to your clients Client Mobile Cell Number Identification This section allows you to tell Insight which phone number field to use as the mobile cell phone number when sending SMS text messages to your clients If you normally put mobile numbers into the same field on the client screen choose the Base on Specific Field option and then choose which phone number field to use If you have mobile numbers in different fields on the client screen you can choose a word such as cell or mobile to identify them and put that in the extension field on the client screen Then use that same word in the Text field on this screen and Insight will be able to tell which phone numbers are to be used as mobile numbers Taxes Tab This tab is where you will set up the sales taxes that you charge on products and or services or pay when you purchase products from your suppliers Be sure to enter the tax amounts as percentages i e 6 percent should be entered as 6 not 0 06 Insight Salon amp Spa Software 268 Defaults Options Printing amp Hardware Email SMS Setup Taxes Credit Card Integration Online Appt Booking Data Paths Taxes on Items Sold Taxes on Items Purchased Charge Tax Pay Tax Taxon Products 6 000 Taxon Services 6 000 Tax on Retail 6 000 Tax Reg Number Tax on P
11. available fields Use the Lookup buttons where available to select information from lists Use your mouse to click on checkboxes or select from multiple choice options Options Tab e Click on each item in the list on the left in order to set up each of the areas e Click on each Feature Description in the list to read the Feature Details on the right e Click the checkboxes to turn on the features that you wish to enable Printing and Hardware Tab Click on each item in the list on the left in order to set up each of the areas Enter the appropriate information into the available fields Use the Lookup buttons where available to select information from lists Use your mouse to click on checkboxes or select from multiple choice options Email Setup Tab e Click on each item in the list on the left in order to set up each of the areas e Enter the appropriate information into the available fields e Use your mouse to click on checkboxes for options that need to be enabled Taxes Tab e Enter the appropriate information into the available fields e Use your mouse to click on checkboxes for options that need to be enabled Insight Salon amp Spa Software 254 Data Paths Tab NOTE You should not need to change these fields Please do not change them unless instructed by an Insight technical support representative Credit Card Integration Tab e Enter the appropriate information into the available fields e Use the Lookup buttons where availa
12. be checked if you charge this tax on product sale commissions paid by your renters or self employed associates LTX on Services PST in Canada This field should be checked if you charge this tax on rental fees or service sale commissions paid by your renters or self employed associates Credit Card Integration Tab This section is only available if you have the credit card integration add on module for Insight that allows you to process credit card payments directly through Insight An Insight technical support representative will guide you through the setup of this area after your merchant provider account has been approved Insight Salon amp Spa Software 270 NOTE Changing any of the fields in the top section of this screen without being asked to by an Insight support rep will probably take away your ability to process credit cards through Insight D System Setup Defaults Options Printing amp Hardware Email SMS Setup Taxes Credit Card Integration Online Appt Booking Data Paths Credit Card Integration Credit Card Integration Method Pay Mover Setup Other Merchant Accounts Default Merchant Account Details PayMover Token gle99999 Processing Company Global East Credit Card Processing Options Credit Card Types to Accept Phone Authorization Instructions Visa American Express This space may be used to enter instructions for getting a credit card authorization over the phone for times when the compute
13. currently on Add F6 ea button will go into add mode to allow you to add a new email template Edit F7 Clicking this button will go into edit mode so that you may edit the selected email template Deactivate F8 Clicking this button will mark the currently selected email template as deactivated It will disappear from the Active Lookup unless you have Show All checked in which case it will appear in red Exit F3 Clicking this button will close the Email Templates screen Save F3 when in add or edit mode Clicking this button will save your changes and return to browse mode Cancel F9 when in add or edit mode Clicking this button will cancel your changes and return to browse mode SMS Templates The SMS Templates section allows you to set up generic SMS text messages that you can use to send to your clients more than once without having to type all of the information in every time Some examples are messages to recognize a client s birth date anniversary or to inform them of their account balance Eja Searching Title Birthday Text Sort By Message can only be sent in plain text and contain up to 130 characters Message lt FIRSTNAME gt happy birthday from Insight Salon Come in on lt BIRTHDAY gt for 10 off all products and e services Insert 19 characters remaining F3 Save F9 Cancel How to Add a New SMS Template e Click on the Setup button on the Insight Men
14. earlier by 15 minutes each click The Right arrow will set the time one hour later for each click while the up arrow will set the time later by 15 minutes each click Click the Save button or press F3 on your keyboard Insight Salon amp Spa Software 281 Business Hours Reference Closed checkboxes There is one checkbox for each day of the week There should only be a checkmark in the field for days on which your business is closed Opening Time fields The Opening Time must be set for each day of the week that you are not closed Click on the up and down or left and right arrows to change the time Be careful not to set the opening time later than the closing time or your appointment book will not work correctly Closing Time fields The Closing Time must be set for each day of the week that you are not closed Click on the up and down or left and right arrows to change the time Be careful not to set the opening time later than the closing time or your appointment book will not work correctly Function Buttons The function buttons in the bottom right section of the screen allow you to perform the most common tasks for this screen Most of the function buttons have an F key associated with them that you can press on your keyboard instead of clicking the button with your mouse Edit F7 Clicking this button will go into edit mode so that you may edit the business hours Exit F3 Clicking this button will close the Busine
15. field is for any relevant notes about the tanning bed booth Service Setup tab Bed Info Service Setup Service Code Eligible oO SPRAY TAN TAN 15 Tanning Service grid This grid lists all of your tanning services For each bed booth you must go through this list and check the Eligible checkbox for each service that can be provided using the selected bed booth This will ensure there are no mistakes made on the appointment book such as someone booking a spray tan service in a UV tanning bed Function Buttons The function buttons in the bottom right section of the screen allow you to perform the most common tasks for this screen Most of the function buttons have an F key associated with them that you can press on your keyboard instead of clicking the button with your mouse Previous F4 There is no button associated with this function key Pressing F4 on your keyboard will select the tanning bed that is above the one that you are currently on Next F5 There is no button associated with this function key Pressing F5 on your keyboard will select the tanning bed that is below the one that you are currently on Add Bed F6 Clicking this button will go into add mode to allow you to add a new tanning bed Edit Bed F7 Clicking this button will go into edit mode so that you may edit the selected tanning bed Deactivate Bed F8 Clicking this button will mark the currently selected commission scheme
16. from Visa transactions so you would not have to look through the whole list to match up a Visa statement from your Merchant Provider Income Accounts Income Accounts let you record the earned revenues of your business In a simple setup only one Income account is needed All of the income from various sources is record in one place giving you just one total However we highly recommend a slightly more robust setup that will allow you to easily identify the income from different areas of your business primary product income and services income We suggest that you create two separate accounts one for product sales and one for service sales Expense Accounts Expense accounts let you track the costs you incur while doing business These expenses will include Coupons Discounts Promotional Gift Certificates and Shortages Overages Coupons Discounts and Promotional Gift Certificates can all be placed into the same account in QuickBooks as they are all in essence a discount that you give to your customers However it may be useful to some businesses to know exactly how much they are spending in each of these areas If this is the case with your business we would recommend creating separate accounts for each of them Promotional Gift Certificates occur when you sell a gift certificate for less than the value of that gift certificate For example you offer a deal where if your customer buys a 100 00 gift certificate you will only charge them 90 0
17. gt Sales Reports gt Management Restrict Other Payment Type With this option you can disable the use of the Other payment type button except for the master password Use Manual Gift Certificate Numbers This option will allow you to specify your own gift certificate serial numbers Normally Insight will automatically assign sequential numbers for gift certificate sales Using this option you will have to enter the serial number for the gift certificate when it is being sold Re Issued Gift Certificates use the original expiry date If this option is selected then gift certificates will retain their original expiry date when being reissued to a new number Added Value Gift Certificates use the original expiry date If this option is selected then gift certificates will retain their original expiry date when having value added on to them Prompt to book Next Appointment This option will cause Insight to pop up a prompt at the end of a sales transaction to book the client s next appointment if they do not already have one Count all Invoices as Client Visits If this option is enabled Insight will record a visit for client when they are on any invoice Normally visits are only recorded when a client purchases a service Appointments Client First on Appointment Booking Currently Insight is set up to show the service that is being booked on the first line of the appointment and the name of the client appears on the second line of that app
18. in is optional Charge LTX PST on Tax GST Subtotal This field should only be checked if you charge the LTX PST tax on top of the Tax GST as well as the products and or services you are selling Most areas do NOT do this Taxes are charged on all Services This field should be checked if you always charge tax for all of your services If there are any exceptions you should uncheck this field Products This field should be checked if you always charge tax for all of your products If there are any exceptions you should uncheck this field I want to button This button will be available if either of the Services or Products checkboxes to the left are unchecked It allows you to set or remove the charge tax checkboxes from each individual product or service Insight Salon amp Spa Software 269 Taxes on Products Taxes on Services Tax Added To Price Select this option if you add taxes on top of your prices at the time of sale The taxes will be updated on the sales screen as you add items to the invoice Taxes Included In Price Select this option if you wish the taxes to be included in the prices of your items This allows you to have round number prices but still charge the applicable sales tax to your customers Taxes on Items Purchased Pay Tax GST in Canada and Australia VAT in UK This field should be checked if you must pay Tax or GST when you purchase products from your vendors Tax GST on Retail This is the
19. leave tips for your employees using their credit card Insight will print a credit card slip for the client to write on before actually authorizing the card so that once the tip amount is known the transaction can be put through as a straight sale as opposed to a pre auth and post auth This will give you much better rates with your merchant provider but must be completed before you return the card to the client Phone Authorization Instructions This space may be used to enter instructions for getting a credit card authorization over the phone for times when the computer is down or if you receive a message telling you to call the card center Online Appt Booking Tab This section is only available if you have the online appointment booking add on module for Insight that allows you to accept appointment bookings over the internet Defaults Options Printing amp Hardware Email SMS Setup Taxes Credit Card Integration Online Appt Booking Data Paths Online Appointment Booking Setup Online Appointment Booking Disclaimer For Clients Company Logo double click to change Thank you for booking your appointment online This is a sample disclaimer that we put PLEASE READ THE FOLLOWING CAREFULLY together for testing purposes 1 Booking your appointment online does not guarantee your appointment A D Allow New Clients representative from the salon will call you to confirm the appointment date and time The salon reserves t
20. of this screen and contains all of your client referral types The entire screen is essentially the Active Lookup for your client referral types Please refer to the Active Lookups section on page 1 to learn how this feature is designed to be used The only field other than the Active Lookup Search field that is available on this screen is the Referral Description field which only appears in add or edit mode Insight Salon amp Spa Software 280 Function Buttons The function buttons in the bottom right section of the screen allow you to perform the most common tasks for this screen Most of the function buttons have an F key associated with them that you can press on your keyboard instead of clicking the button with your mouse Previous F4 There is no button associated with this function key Pressing F4 on your keyboard will select the client referral type that is above the one that you are currently on Next F5 There is no button associated with this function key Pressing F5 on your keyboard will select the client referral type that is below the one that you are currently on Add Referral F6 Clicking this button will go into add mode to allow you to add a new client referral type Edit Referral F7 Clicking this button will go into edit mode so that you may edit the selected client referral type Deactivate Referral F8 Clicking this button will mark the currently selected client referral type as deactivated
21. option allows you to move all products and or services from one category into another The new category can even be in a different department A new window will pop up and you will need to select the department and category to move from Insight will show you how many products professional products and services exist in the selected category You can check off which group you want to move into a different category then select the department and category to move them into You will also have the option to have all past sales information for the items that are being moved to also be moved into the new category Generally we recommend that you choose Yes to this option Deactivate Products Services in a Category This option allows you to deactivate all products and or services in one category at once A new window will pop up and you will need to select the department and category to deactivate items from Insight will show you how many products professional products and services exist in the selected category You can then check off which group you want to deactivate Reset the Service Color for a Category This option allows you to reset all of the colors assigned to individual services in one category to the default category color A new window will pop up and you will need to select the department and category to deactivate items from Insight will show you the default color for the selected category You can then confirm whether you want to reset al
22. recalculating previous Payrolls to maintain accurate Payrolls after editing Invoices or Time Clock entries Use Method A payroll calculations to determine Payroll Taxes Method A Payroll only takes into account the employee s earning in the current payroll period to project their annual earnings for determining how much tax they should pay This method is susceptible to large variations in pay but the setup does not need to be as exact The tax numbers from this method will be inline with reading the numbers from a tax table Method B Payroll looks at the employee s total YTD earning to project their annual earnings for determining how much tax they should pay This method is more accurate with tax amounts almost to the penny of their end of year tax assessment but the setup must be done correctly This method keeps the money in the pocket of the employee rather than getting a rebate Changing this to Method B from Method A during the year may result in several pay periods with no tax deducted as Method A tends to deduct more than necessary and often results in the employee overpaying Method B will determine that they have overpaid and will therefore deduct no tax Miscellaneous Business is primarily Walk In based Enabling this option will make entering named walk in clients faster on the Walk in Sales and Appointment Book screens If this option is enabled the Walk In checkbox on the those screens will automatically have Thi
23. tax percentage that you pay for products Tax GST on Professional This is the tax percentage that you pay for professional products Pay LTX PST in Canada This field should be checked if you must pay a local or provincial tax when you purchase products from your vendors LTX PST on Retail This is the tax percentage that you pay for products LTX PST on Professional This is the tax percentage that you pay for professional products Pay LTX PST on Tax GST Subtotal This field should only be checked if you pay the LTX PST tax on top of the Tax GST as well as the products you are purchasing Most areas do NOT do this Pay tax on all products This field should be checked if you always pay tax for all of your products If there are any exceptions you should uncheck this field want to button This button will be available if the Pay tax on all products checkbox to the left is unchecked It allows you to set or remove the charge tax checkboxes from each individual product Renter Taxes Tax on Products GST in Canada and Australia VAT in UK This field should be checked if you charge this tax on product sale commissions paid by your renters or self employed associates Tax on Services GST in Canada and Australia VAT in UK This field should be checked if you charge this tax on rental fees or service sale commissions paid by your renters or self employed associates LTX on Products PST in Canada This field should
24. the font controls that allow you to change the font size color and formatting of the text as well as adding pictures and internet links Message This is where you can type in the full text of your email Insert button The options on this button allow you to insert data placeholders into the email What this means is that when the email is actually sent personalized information from your clients file will be inserted in place of what you see here For example if you click the Insert button and select First Name from the menu lt FIRSTNAME gt will be inserted into the email When the email is sent each client s actual first name will be inserted into the email making it seem much more personal to each client when they receive it and much less like at mass produced form letter The options available are listed below inser First Name Last Name Birthdate Month Day Anniversary Month Day Last In Month Day Year Account Balance Picture First Name This will insert the client s first name into the email when it is sent Last Name This will insert the client s last name into the email when it is sent Birthdate Month Day This will insert the month and day of the client s birth date into the email when it is sent i e June 23 Anniversary Month Day This will insert the month and day of the client s anniversary into the email when it is sent i e June 23 Last In Month Day Year This will insert the mo
25. the list of products This will make sure that any new products that have been added since this commission scheme was created will appear Function Buttons The function buttons in the bottom right section of the screen allow you to perform the most common tasks for this screen Most of the function buttons have an F key associated with them that you can press on your keyboard instead of clicking the button with your mouse Previous F4 There is no button associated with this function key Pressing F4 on your keyboard will select the commission scheme that is above the one that you are currently on Next F5 There is no button associated with this function key Pressing F5 on your keyboard will select the commission scheme that is below the one that you are currently on Add Scheme F6 Clicking this button will go into add mode to allow you to add a new commission scheme Edit Scheme F7 Clicking this button will go into edit mode so that you may edit the selected commission scheme Deactivate Scheme F8 Clicking this button will mark the currently selected commission scheme as deactivated You will not be able to do this if any employee is currently using the scheme Exit F3 Clicking this button will close the Payroll Commission Setup screen Save F3 when in add or edit mode Clicking this button will save your changes and return to browse mode Cancel F9 when in add or edit mode Clicking this button will cancel
26. these labels are much smaller we recommend that you print a few off on your printer on regular paper before purchasing an entire box of labels since some printers may not print the barcodes clearly enough for the scanners to work correctly Use Constant Stock Level Ordering Method Enabling this option will cause Insight to use the constant stock level ordering method By default Insight uses a reorder point method This option primarily affects how purchase orders are built Display Usage Warning Messages If this option is enabled Insight will automatically display any usage and warning messages associated with any products or services The messages will be displayed immediately after the product or service is added to a client s invoice For services the messages will also be displayed when the service is chosen while booking an appointment and when the appointment is checked in Employee More Secure Passwords A different method of password protection is available Using this new method Insight assigns each employee a random password 4 numeric characters Only the master password will allow anyone to view another employee s password If someone forgets their password Insight will randomly assign a new code to that individual This is a much more secure password method but is only recommended for businesses where security is a major concern Payroll Disable Prior Pay Period Adjustments Enabling this option will stop Insight from
27. to do this so that they can track the amount of Refunds and Returns that they do Inventory Some businesses do not want or need to track changes to the value of their inventory on a daily sales basis Because of this Insight has made the inventory accounts optional to set up If they are not completely set up Insight will not use any of them These accounts all require each other to be set up to be used at all Currently QuickBooks Integration in Insight does not include Purchase Orders so we recommend that you use these accounts only if you currently enter your Purchase Orders into QuickBooks Inventory Value The Inventory Value account records the total value of the inventory that you have on hand Insight uses the Average Cost method of determining product costs and inventory value This is important when you enter your purchase orders into QuickBooks so that the right amount is added to the value of your inventory This account should be an Other Asset account We highly recommend setting up two sub accounts one for Retail Products and another for Professional Products NOTE The Average Cost method takes the current value of a product and the value of new products and gets an average cost per item For example you have 5 bottles of shampoo that are worth 10 00 each and you buy 10 more of the same kind that are now worth 13 00 each Insight would then adjust the cost for all of the bottles to 12 00 10 13 00 5 10 00
28. to perform the most common tasks for this screen Most of the function buttons have an F key associated with them that you can press on your keyboard instead of clicking the button with your mouse Edit F7 Clicking this button will go into edit mode so that you may edit the QuickBooks setup Exit F3 Clicking this button will close the QuickBooks Integration Setup screen Save F3 when in edit mode Clicking this button will save your changes and return to browse mode Cancel F9 when in edit mode Clicking this button will cancel your changes and return to browse mode Email Templates The Email Templates section allows you to set up generic emails that you can use to send to your clients more than once without having to type all of the information in every time Some examples are emails to recognize a client s birth date anniversary or to inform them of their account balance How to Add a New Email Template e Click on the Setup button on the Insight Menu Bar e Click on Email Templates in the menu e Click the Add button or press F6 on your keyboard e Enter a Title for this email NOTE The Title will only ever be seen in the Insight program not by your clients It is for you to recognize when you are selecting an email template from a list e Enter the Subject line for the email that your clients will see when they receive the message Insight Salon amp Spa Software 309 Email Templates Searchi
29. to pop up the backup reminder notice from the last time a backup was completed Enable Automatic Online Backup Checking this option turns on the automatic online backup feature in Insight This option must be purchased separately and activated by Syntec before you will be able to enable and use it Once enabled you can check off each day of the week that you would like a backup to be done automatically and Insight will do it at the time specified by the Nightly Backup Shutdown time Prompt for Backup on Exit If this option is checked off Insight will prompt you to perform a backup when you click the Exit button on the main Insight menu Nightly System Backup Shutdown This is the time each day when Insight will close all screens and exit automatically This is done to allow system maintenance functions such as online backups to be able to complete successfully without interference from a running copy of Insight This cannot be turned off and it is highly recommended to leave this time set for some time between midnight and 5am to avoid having Insight shut down while your business is still open Use Passive FTP Transfer This option controls the type of ftp transfer that Insight will use when getting updates or sending backups If you have problems with either of those things try changing the setting of this field Loyalty Points Loyalty Points O Enable Loyalty Points Services earn 0 points for each 0 01 spent Products earn 0 points f
30. unique serial number for your copy of the Insight software This number will be filled in automatically after you have purchased Insight and received your confirmation code Version This is the type of the Insight software you have purchased Currently only two different versions are available Insight Standard and Insight Professional If you have Insight Standard and are interested in upgrading to Insight Professional please contact the sales representative through whom you purchased Insight or call Syntec at 1 800 805 4532 ext 2 Address and Contact Information The main area of this screen is for you to enter in the name address and phone numbers of your business as you would like to see them printed on the receipts that you give to your clients The Contact and Email fields are so that Insight representatives know who to contact regarding any issues you may have Mailing address is the same as the Company address You can uncheck this field if you want to specify a different address for correspondence from Syntec to be sent to This can be useful if the business is not actually open yet or if the business owner has a separate address that they want mail or products to be sent to License Information This section of the screen shows which options have been purchased with the Insight software Max Employees This is the maximum number of employees that you can have at a Charge Level of 1 one or higher This means anyone who needs to appea
31. verify that the information was correct No Client Phone Number Password By default Insight will require a password to be entered before it will allow the phone numbers to be displayed in a client lookup screen This is for added security to ensure that anyone accessing phone numbers has that privilege If this extra step is not required by your business you can choose to have the phone numbers displayed automatically so your employees will not have to type their password each time to search by phone number Duplicate Client Checking If this option is enabled Insight will automatically check for possible duplicate clients when you are in the process of adding a new client This is based on finding the exact first and last name or the same phone number If Insight finds a match for either of these two things while you are adding a new client it will pop up a window listing all the possible matches and allow you to select one of them to use instead of adding a duplicate Use Popup Feature on Client Notes If this option is enabled Insight will automatically display any notes associated with a client if either the Appointments or Sales popup box is checked The messages will be displayed immediately after the client is selected in the appropriate area If the Appointments box is checked the notes will be displayed after the client is selected while booking an appointment or adding the client to the Walk In list If the Sales box is checked the n
32. works those hours all you have to do is press the A key on the keyboard and that entire schedule will be copied into that day Insight Salon amp Spa Software 292 J Employee Schedule Templat Searching Quick Key Code B Has Has Code Start End Break Coffee 1 Coffee 2 Start and End Times A 6 ae ee Start Time 09 00 Am i 5 i on z 42 00 PM 09 00 PM EndTime 06 00 PME W 12 00 PM 09 00PM Yes Has Meal Break 10 00AM 05 30 PM 10 00AM 05 30PM Yes Start Time 01 00 PM gt Length 60 O Has Coffee 1 O Has Coffee 2 Add Edit Delete Template Template Template F3 Exit F4 Previous F5 Next F6 Add F7 Edit F8 Delete NUM L How to Add a Schedule Template e Click on the Setup button on the Insight Menu Bar e Click on Schedule Templates in the menu e Click the Add Template button or press F6 on your keyboard e Assign the Quick Key Code you wish to use for this template NOTE This code must be only one character long so you are limited to the letters of the alphabet or single digit numbers e Use the arrow buttons on each time field to set your Start and End times NOTE The Left arrow will set the time one hour earlier for each click while the Down arrow will set the time earlier by 15 minutes each click The Right arrow will set the time one hour later for each click while the up arrow will set the time later by 15 minutes each click e Click on
33. you to select the merchant through which you will be processing your credit card payments Account Name with MerchantWARE only This field is for the Account Name that you will receive after being approved by your merchant provider MerchantWare Site ID with MerchantWARE only This field is for the MerchantWare Site ID number that you will receive after being approved by your merchant provider MerchantWare Key with MerchantWARE only This field is for the MerchantWare Key number that you will receive after being approved by your merchant provider Merchant Number with PC Charge only This field is for the PC Charge ID number that you will receive after being approved by your merchant provider Transaction File Location with X Charge PC Charge and MerchantWARE only This field stores the location on your computer or network where the credit card processing software creates and uses the transaction files required for processing each credit card transaction Insight Salon amp Spa Software 271 Credit Card Types to Accept This section allows you to specify which of the major credit cards you can accept through the credit card integration Number of Credit Card Slips to Print This section allows you to specify how many copies of the credit card slip to print If you are using a thermal receipt printer you may need to print two copies Transactions May Have Gratuities Tips This field should be checked if your business allows clients to
34. you will need to create e Select Lists gt Chart of Accounts from the menu e Click the Account button and select New e From the Type dropdown select the type of account that you are adding e Enter the name of the account You can also enter in a description if you would like e Ifthe account is a sub account check the Sub account check box and select the main account from the dropdown list e Fill out any other information that you know such as Bank Account number etc e Click the OK button to save or the Next button to save and start adding another account Bank Accounts You will have to set up at least one Bank account in QuickBooks These accounts represent actual accounts you have at a bank In a simple setup you will only need one account All cash checks direct deposit and credit cards would go into this account All checks would be written from this account as well In a more complex setup you can set up a sub account for each deposit type that Insight tracks Insight currently tracks the following deposits Cash and Checks Visa Master Card American Express and Discover Setting up sub accounts for each deposit type that goes into the physical bank account will make it easier to reconcile with the Insight reports and your Merchant Provider s deposits by showing you only deposits of that particular type For example if you created a Visa Deposits sub account it would show only the amounts that were deposited
35. your changes and return to browse mode Insight Salon amp Spa Software 288 Self Employed Billing Setup What is a Billing Commission Scheme A Billing Commission Scheme is something you can set up that is basically a formula for how to calculate commissions to charge your renters This is used when running the Self Employed Billing to figure the commissions for each renter based on their sales for the time period In its simplest form it is basically saying for this type of employee they will be charged X percent of their sales totals in commission You can create as many different commission schemes as necessary to assign them to different employees if you have some people that are charged at different rates than others D Renter Billing Setu Enma Searching Service Billing Product Billing leone heme Name bd Scheme Name Renter Service Commission E j Commission Scheme Name Commission Scheme Details Bill amount On Full Amount X Amounts are basedon Gross Sales Billing amount is Percentage of Sales Min Max Commission 0 01 999 999 c D 20 ar 4 Traa Add Edt Deactivate cr a Show ll Scheme Scheme Scheme I Exit F3 Exit F4 Previous F5 Next F6 Add F7 Edit F8 Deactivate NUM How to Add a Billing Commission Scheme e Click on the Setup button on the Insight Menu Bar e Click on Self Employed
36. your mail server requires you to supply a password to be able to send email Please check with your internet email provider if you are unsure of whether or not you need this My Mail Servers Require SSL This field should be checked only if your mail server uses a secure mail protocol for sending and or receiving emails Insight Salon amp Spa Software 266 NOTE If you do not know what these server settings should be you must call the company that provides your internet service not Insight support Incoming Mail Port This field gives you the ability to specify which port to use for receiving email as some internet providers have started to block the default port used by email Leave this blank unless your internet provider tells you that you need to specify the port Outgoing Mail Port This field gives you the ability to specify which port to use for sending email as some internet providers have started to block the default port used by email Leave this blank unless your internet provider tells you that you need to specify the port Confirmations This section is where you set up the email settings for sending email appointment confirmations to your clients Confirmations Email Address confirm vourdomain com Email Account Name Insight Confirmations Email Account Password eeeeee Email Message This is a reminder of your upcoming appointment Please reply to this message to confirm that you can still make it Thank you
37. 0 The extra 10 00 counts as a Promotional Gift Certificate Insight Salon amp Spa Software 301 Shortages and Overages are an unfortunate but common occurrence when dealing with money People miscount change mistype amounts or drop loose change These things can cause the amount that you count in your cash drawer to be different than the amounts that Insight calculates should be there In QuickBooks every entry must be balanced properly If you have 100 00 in service sales there needs to be 100 00 in money If someone miscounted change and there is only 99 85 in your drawer when those numbers are posted to QuickBooks the extra 0 15 must go somewhere A Shortages Overages expense account is charged for the 0 15 and the entry can now be balanced Because of the unique nature of this account we highly recommend that these expenses be put in their own account Current Liability Accounts Liability accounts record the amount of money that is owed to someone else Typically these will include Gift Certificates Tanning Packages and Service Series Cards that have been paid for but not redeemed They will also include an account for tips that were collected but have not yet been paid While you can create just one Liability Account for all of these we suggest that you create a minimum of two accounts one for Tips Collected and one for all the others For the most detailed information you can create an account for each of the items listed above
38. 180 00 total value 180 00 15 12 00 per bottle Cost of Goods Sold The Cost of Goods Sold account is used when products are sold or used when performing a service to balance off the decrease in value of your current inventory It should be a Cost of Goods Sold type of account Shrinkage The Shrinkage account is used when products are returned that are not resalable or when the quantity of a product is manually changed to reflect a physical inventory count This account should be an Expense account Insight Salon amp Spa Software 303 QuickBooks Integration Reference General Setup tab General Setup Paytype Accounts Revenue amp Return Accounts Expense Accounts Inventory Accounts Tax Accounts Quick Books Path Select the location that Insight will look for your QuickBooks files Quick Books XML Version QuickBooks General Accounts Bank Account Daily Deposit Savings Chequing Account Daily Deposit Savings Cash Payouts Cash Payouts Tips Collected Unpaid Tips I F3 Save F9 Cancel Quick Books Path This field is where Insight will look for your QuickBooks files You must select this field before you can do anything else in this area Quick Books XML Version This field is used to specify that you are using QuickBooks Canadian Edition especially an earlier version than 2008 Bank Account This is the account to which Insight will record bank deposits and will most
39. 45 Software Avenue Anytown NY ay Pease 919 5841 ADVANTAGE Local Mode Quick Setup Guide Insight User s Manual Barcode Scanner Config 17 Exit Click the Exit button to close Insight If you have any screens open Insight will try to close them before exiting If it is unable to do so you may have to manually close the screens that remain open or save or cancel your work on those screens as a screen cannot be closed if it is in add or edit mode Insight Salon amp Spa Software 319
40. Billing Setup in the menu e If you want to add a commission scheme for product sales click on the Product Billing tab otherwise stay on the Service Billing tab e Click the Add Scheme button or press F6 on your keyboard e FEnter a descriptive Scheme name TIP As you move through the next few fields a built in help screen will give you valuable information about what each field means Please read through each of these or refer to the Self Employed Billing Setup Reference section below for detailed information about each field e Select the appropriate Bill amount on option Full Amount or Level Difference Only Scheme Name Renter Service Commission Commission Scheme Details Bill amount On Full Amount Amounts are based on Gross Sales w Billing amount is Percentage of Sales X Min Max Commission The Amounts basis determines 0 01 999 999 99 20 00 how the commissions will be billed to the self employed worker Ifyou choose Gross Sales then commission will be billed on the entire retail price of the service If you choose Net Profit commission will be billed on the retail price of the service minus the calculated cost of that service Taxes are not included in the calculation Insight Salon amp Spa Software 289 e Select the appropriate Amounts are based on option Gross Sales or Net Profit e If you are entering a Product billing scheme and select Net Profit you ca
41. Details Only option Insight will calculate the cost for each service based on the professional products that were used up and entered in the Sales screen in providing the service If you choose the Shop Cost amp Details option Insight will add the Shop Cost value to the cost of all the professional products used up to arrive at the cost for the service Employees Employees Service Discount 0 00 Product Discount Flat Discount 0 00 Discount amounts of 0 00 mean that no discount is given Service Discount Here you can enter the default discount that employees receive when purchasing services from your business Product Discount Here you can enter the default discount that employees receive when purchasing products from your business This can be set as either a flat discount percentage or as a percentage that is charged over and above the cost of the product Receipts Receipt Printing Employee Name Style FirstName L Item Printing Format Item Description Item Code O Include Registration Show Client s Next Appointment O Print Total Discount on Receipt Include Series Discount Include Package Discount Include Gift Certificate Discount Employee Name Style Here you can select how you would like employee names to appear on printed receipts Item Printing Format This option allows you to specify whether the Item Description or Item Code is printed on your receipts Include Registration If this box i
42. Max value at one penny less than one million which is the highest this column can be set to e Enter the commission percentage or flat currency amount for this level in the Commission column this can be zero if desired e Move down to the next row in the grid and repeat the previous two steps for as many levels as you require Commission 0 00 5 000 00 5 000 01 10 000 00 10 000 01 999 999 99 e Click the Save button or press F3 on your keyboard By Service Product Scheme Type e Enter the Default Amount of commission that you will pay for sales of most services or products and press Enter or Tab NOTE As soon as you do this a list of all of your services or products will appear in the grid grouped by department and category Click the expand buttons to open these up and display the actual services and products Default Amount 50 00 Commission Department Esthetics iz Category Facials FACIAL Category Hand Feet MAN PED Department Hair Category Colors P FOIL F FOIL is Category Cuts I want to J e Look through the list to find the services or products that you wish to pay a different amount of commission for than the default that you just entered and click into the Commission column for the service or product and change the amount e Click the Save button or press F3 on your keyboard Payroll Setup Reference For an overview of the gener
43. Reference For an overview of the general purpose and function of commission schemes please see the What is a Billing Commission Scheme section on page 289 Active Lookup The Active Lookup area in the left area of the screen is where you can search to find the commission scheme you wish to work with Please refer to the Active Lookups section on page to learn how this feature is designed to be used Service Billing tab Scheme Name The Scheme Name must be unique and should be something you will easily recognize when you are selecting it from the list to assign to your employees on the Self Employment Setup tab of the Employees screen Bill amount on The Bill Amount level basis determines how commissions will be billed if you choose to charge higher commissions for higher sales If you choose Full Amount then the commission percentage for the sales level attained will be billed for the associate s entire sales amount If you choose Level Difference Only then the first level commission will be billed on the sales amount up to the first level amount Then the second level commission will be billed on only the difference from the first sales level amount to the second sales level amount etc Amounts are based on The Amounts basis determines how the commissions will be paid to the self employed worker If you choose Gross Sales then commission will be billed on the entire retail price of the service If you choose Net Profit
44. Type Use Manual Gift Certificate Numbers Re Issued Gift Certificates use the original expiry date Added Value Gift Certificates use the original expiry date Prompt to book Next Appointment Count all invoices as Client Visits A z Insight can beep and prompt the operator when a new client is checking in for the very first time This is a simple little message that will appear on the screen but will assist the employee in knowing that this customer has never been in your business and to provide any extra information you may feel is necessary for new clients ON NHoooooo0 0 The description for each of the options in this area explains how Insight will behave if the option is turned on These descriptions also appear directly on the screen in Insight for each option To turn an option on click the Enabled checkbox to put a checkmark in it Sales New Client Notification Insight can beep and prompt the operator when a new client is checking in for the very first time This is a simple little message that will appear on the screen but will assist the employee in knowing that this customer has never been in your business and to provide any extra information you may feel is necessary for new clients Retail Product Lookup Setting this option will make Insight bring up the Products Active Lookup first when using the lookup in the item code By default the list of services is displayed first Insight Salon amp Sp
45. a Software 260 Restricted Discounting If this option is set up you will only be able to reduce the selling price of an item as low as the current cost for that product For services the discount may only be as much as fifty percent This option overrides any Maximum Discount on the Defaults page that would result in being able to give more of a discount Require Password for Discounting By default Insight will allow any employee to give a discount on the price of a product or service Enabling this option will require that the employee enter their password upon lowering the price of an item Insight will then check to see if the employee has been given access to give a discount The access level for this is set up in the Access Levels area found in the Employee section Require Reason for Discounting By default Insight will allow any employee to give a discount on the price of a product or service without requiring them to provide a reason for doing so Enabling this option will require that the employee enter a reason upon lowering the price of an item Abort Invoice Password You can set up Insight to require a password when an invoice is aborted If this option is set up when a sales transaction is cancelled the user will have to enter their password for identification only and type a reason why the transaction is being aborted All of this information will now be displayed in an Aborted Invoices report available by clicking Reports
46. age to learn how this feature is designed to be used The only field other than the Active Lookup Search field that is available on this screen is the Resource Description field which only appears in add or edit mode Function Buttons The function buttons in the bottom right section of the screen allow you to perform the most common tasks for this screen Most of the function buttons have an F key associated with them that you can press on your keyboard instead of clicking the button with your mouse Previous F4 There is no button associated with this function key Pressing F4 on your keyboard will select the resource that is above the one that you are currently on Next F5 There is no button associated with this function key Pressing F5 on your keyboard will select the resource that is below the one that you are currently on Insight Salon amp Spa Software 278 Add Resource F6 Clicking this button will go into add mode to allow you to add a new resource Edit Resource F7 Clicking this button will go into edit mode so that you may edit the selected resource Deactivate Resource F8 Clicking this button will mark the currently selected resource as deactivated It will disappear from the Active Lookup unless you have Show All checked in which case it will appear in red Exit F3 Clicking this button will close the Appointment Resources screen Save F3 when in add or edit mode Clicking this button will save
47. al purpose and function of commission schemes please see the What is a Commission Scheme section on page 283 Active Lookup The Active Lookup area in the left area of the screen is where you can search to find the commission scheme you wish to work with Please refer to the Active Lookups section on page 1 to learn how this feature is designed to be used Service Commissions tab Scheme Name The Scheme Name must be unique and should be something you will easily recognize when you are selecting it from the list to assign to your employees on the Payroll Setup tab of the Employees screen Insight Salon amp Spa Software 285 Scheme Type The Scheme Type determines the method of assigning commissions Use the Multi Level commissions if you want to specify commissions based on performance This will allow you to give a different commission based on higher sales but it will apply to all services If you want to be able to have a different commission for each service select the By Service option Pay commission on Multi Level Scheme Type only The Pay Commission level basis determines how commissions will be paid if you choose to give higher commissions for higher sales If you choose Full Amount then the commission percentage for the sales level attained will be paid for the employee s entire sales amount If you choose Level Difference Only then the first level commission will be paid on the sales amount up to the firs
48. an choose in the drop down list or through a virtual COM port Code to Open Cash Drawer This option is for the type of code required to automatically open your cash drawer Select the type of receipt printer that you have if applicable If you select Other Code you will need to enter that code into the field that appears beside that option Other Hardware Credit Card Swiper Tanning Timer Manager COM Port COMS A Interval Constant Pole Display COM Port Clear Code Epson Clear Eil Currency Code Dollar v Good bye Msg Idle Message Item Display Item Code w Credit Card Swiper Click this checkbox if you have a credit card swiper attached to your computer Tanning Timer Manager Click this checkbox if you have a tanning timer manager attached to your computer Once you do this the setup options for the timer manager will become enabled At the printing of this manual only T Max Managers are supported COM Port This field allows you to specify which communications port your timer manager is connected to Interval This field controls how often Insight will contact the timer manager to get updated information on the tanning bed timers If you have quite a few timers attached to your manager you may need to change this setting to something other than Constant so that Insight has enough time to process all the information received before sending a new request to the manager Pole Display Click this checkbox if you hav
49. ate set this field to zero NOTE It is not legal in many areas to expire a gift certificate so Insight always allows you to redeem a gift certificate even if it is beyond the expiry date although it will give you a warning message Automatically Record Professional Product History This field is used to indicate if Insight should automatically record the professional products used up in providing the services into the Service History area of the Client screen If there is a check mark in this field Insight will add a history entry and list all of the professional products used as they were specified on the Sales screen for each service that the client received that day Record Tips This checkbox is used to indicate if Insight should ask for the amount of the tip after the completion of each sales transaction If this field has a check mark in it Insight will record all of the tips information for each employee How to pay out tips These options allow you to specify when tips are paid out to your employees The options are Immediately In Cash On Payroll and Tip Payout Utility The first option will automatically subtract the tip amount in cash from the cash drawer and this will show up on your cash out reports at the end of the day The On Payroll option assumes that all tips remain in the cash drawer and then adds the total tip amount onto the employee s payroll each period This method is the best f
50. ave button or press F3 on your keyboard TIP We HIGHLY recommend testing your messages before sending them out in large batches by sending them to only one client such as your own name entered into the client screen This will ensure that the messages look the way you expect when your clients receive them SMS Templates Reference Active Lookup The Active Lookup area in the left area of the screen is where you can search to find the SMS template you wish to work with Please refer to the Active Lookups section on page 1 to learn how this feature is designed to be used Title The title is just a basic description of the email for your use in Insight The clients the email is sent to will never see the Title only the Subject Message This is where you can type in the full text of your SMS message Insert button The options on this button allow you to insert data placeholders into the message What this means is that when the message is actually sent personalized information from your clients file will be inserted in place of what you see here For example if you click the Insert button and select First Name from the menu lt FIRSTNAME gt will be inserted into the message When the message is sent each client s actual first name will be inserted into the message making it seem much more personal to each client when they receive it The options available are listed below inser First Name Last Name B
51. below the one that you are currently on Add F6 ae button will go into add mode to allow you to add a new SMS template Edit F7 Clicking this button will go into edit mode so that you may edit the selected SMS template Deactivate F8 Clicking this button will mark the currently selected SMS template as deactivated It will disappear from the Active Lookup unless you have Show All checked in which case it will appear in red Exit F3 Clicking this button will close the SMS Templates screen Save F3 when in add or edit mode Clicking this button will save your changes and return to browse mode Cancel F9 when in add or edit mode Clicking this button will cancel your changes and return to browse mode Company Information The Company Information screen contains all the licensing information for your copy of Insight This information must be filled out printed and faxed to us in order for us to license your copy of Insight e Click on the Setup button on the Insight Menu Bar e Click on Company Information in the menu e Fill in the Company and all of the address related fields accurately including the phone numbers Contact and Email e Uncheck Mailing address is the same as the Company address if you want courier and mail correspondence to go to a different address other than the main business address and then fill in all of the mailing address fields e Verify that all of the information is correct and then click the Save
52. ble to select information from lists e Use your mouse to click on checkboxes for options that need to be enabled e Click the Save button or press F3 on your keyboard when you are finished setting everything up System Setup Reference Defaults Tab General Defaults Country United States State NY ke New York City Anytown AreaCode 888 Screen Scaling General These are address fields that will be used as defaults that fill in automatically when you add new clients employees and vendors into Insight NOTE The second field will be named according to the country you select and may be something like State Province County Region District etc Sales Sales Defaults Maximum Discount 25 00 Foreign Exchange Rate 0 800 Sales Screen Password To Enter Payments w Gift Certificates Expire in 12 Months Setting to Zero will cause them to never expire M Automatically Record Professional Product History M Record Tips How to pay out tips Immediately In Cash On Payroll Tip Payout Utility Maximum Discount This is the highest percentage discount that can be given on the Sales screen If an employee tries to discount more than this they will receive a message telling them they cannot discount beyond this percentage This can only be overridden if you have chosen to enable the Require Password for Discounting option on the Options tab In that case discounting will be restricted for all users except for anyone usi
53. browse mode Insight Salon amp Spa Software 276 Product Lines Product Lines are optional and give you an extra way to further group your products The most common way to use this is to enter in all the manufacturer names for the products you carry So for a hair salon you might include such names as Matrix Paul Mitchell Tigi etc There are a number of reports that give you the option to use the Product Line to filter for a smaller group of your products rather than having your entire product list show up How to Add a Product Line e Click on the Setup button on the Insight Menu Bar e Click on Product Lines in the menu Ex Searching Product Line Matrix Paul Mitchell Tigi a show a Add Edit Deactivate I Exit Line Line Line F3 Exit F6 Add F7 Edit F8 Deactivate e Click the Add Line button or press F6 on your keyboard e Enter a unique Name to identify this product line e Click the Save button or press F3 on your keyboard Product Lines Reference Product Line grid The grid is the main feature of this screen and contains all of your product lines The entire screen is essentially the Active Lookup for your product lines Please refer to the Active Lookups section on page 1 to learn how this feature is designed to be used The only field other than the Active Lookup Search field that is available on this screen is the product line Name field which only appears in
54. business Check This is the account to which Insight will record Check deposits This will most likely be the bank account to which you usually deposit at the end of the day If you do not deposit every day then we highly recommend you select an Undeposited Funds account Then when you deposit your checks in the bank you would enter that transaction directly into QuickBooks This is to help you keep your bank account balanced with what appears in QuickBooks Direct This is the account to which Insight will record Direct deposits This will most likely be the bank account to which your Direct Deposit provider deposits Visa This is the account to which Insight will record Visa deposits This will most likely be the bank account to which your Merchant Services provider deposits MasterCard This is the account to which Insight will record MasterCard deposits This will most likely be the bank account to which your Merchant Services provider deposits American Express This is the account to which Insight will record American Express deposits This will most likely be the bank account to which your Merchant Services provider deposits Discover This is the account to which Insight will record Discover deposits This will most likely be the bank account to which your Merchant Services provider deposits Insight Salon amp Spa Software 305 Liability Paytypes tab WARNING Do not set any of these accounts to an Accounts Payable accou
55. button or press F3 on your keyboard TIP It is vitally important that you take the time to make sure that these fields are filled out EXACTLY the way you want them to be printed on your receipts If you use ALL CAPITAL LETTERS it will print on your receipts that way If you put the name of your business as sandras salon spa it will print on your receipts that way Please make sure that you use proper capitalization and spacing Sandra s Salon amp Spa and verify that all of the information is 100 correct BEFORE you click on the Save button Insight Salon amp Spa Software 314 Company Information Reference Contact and Registration Information License Information Serial Number Evaluating Version Insight Professional f Maximum Employees 9995 Company Insight Evaluation Network Version Address 12345 Software Avenue O Credit Card Integration QuickBooks Integration Country United States L State NY O Multi Location City Anytown Zip Code 12345 O Online Appointment Booking Phone 888 919 5841 Fax 866 219 6883 Contact Susan Smith Software Status Info Email ssmith evaluation com Status Purchasing Time Out Date 01 26 2010 Mailing Address Enter Code M Mailing address is the same as the Company address Name Support Updates Info Address Status Evaluating Renewal Date Country United States City Zip Code Phone K F3 Save F4 Print F9 Cancel Serial Number This is the
56. can check this field Bulbs Last Replaced This field can be used to keep track of the last time that the bulbs in the tanning bed were replaced Bulb Life in Hours This field is for the normal bulb life of the bulbs used for the selected tanning bed Hours Used This field can be used to track how many hours have been used on the current bulbs in the tanning bed Hours Remaining This field is automatically calculated from the Bulb Life in Hours minus the Hours Used The bulbs should be replaced when or before this number reaches zero Max Tan Duration Min This is for the maximum amount of time permitted for someone to tan in this bed This is a safety precaution to make sure that no one spends longer than they should in a UV bed and risk skin damage Lead In Time Min This field is for the amount of time it takes from the client checking in until they are in the bed booth ready for their tanning to begin It allows time for the client to change and get comfortable before their service begins This amount of time is automatically added to the length of the tanning service when booked on the appointment book Insight Salon amp Spa Software 297 Clean Up Time Min This field is for the amount of time needed to prepare the bed booth for the next client once the previous client has finished their tanning This amount of time is automatically added to the length of the tanning service when booked on the appointment book Notes This
57. can make it easier to read If you would prefer to have more information displayed as opposed to larger text and buttons then uncheck this option Insight Salon amp Spa Software 317 Auto Hide Between Uses This option is designed for advanced Windows users only It will cause the Insight Menu Bar to slide up out of the way of your screen leaving only a tiny bar visible across the top When you move your mouse pointer up into that area then the menu bar will slide down again becoming fully visible This option is only available if Insight s Docking option is set to Docked to Top Docking This option controls how the Insight Menu bar sits on your screen When it is Docked to Top Insight will automatically move any other windows down out of its way so that the menu bar is not covered up by any other applications when it is running This makes it easy to get back to without having to click down on the Windows task bar to find it If it is set to Not Docked other applications can run over top of the menu bar and you also have the ability to move the menu bar around on your screen Color This option controls the background color of the Insight Menu Bar You can set this to any color in the list that you wish Screen Scaling If your display is set to a resolution higher than 1024 x 768 you can have the main Insight screens automatically maximize when they start up to utilize all of the display area on your monitor T
58. changes to the value of your cost of goods sold This will most likely be an Expense Account This account will only be used if you also specify either a Retail Inventory or a Professional Product Inventory account and is used to balance the deducted value from your inventory when items are used or sold Shrinkage This is the account to which Insight will record returned products which are not resalable This will most likely be an Expense Account This account is used to balance the deducted value from your sales when a product is returned If you do not specify a Retail Inventory account all returned products will be put into this account If a Retail Inventory account is specified only the non sellable returns will be placed in this account Insight Salon amp Spa Software 308 Tax Accounts tab Tax Account Sales Tax Payable Collected For Federal Govt LTX Account Sales Tax Payable Collected For State Govt Tax1 Account This is the account to which Insight will record sales Tax GST in Canada and Australia collected on behalf of the government Collected For This is the Tax Agency for which the tax is collected Tax2 Account This is the account to which Insight will record a second sales Tax LTX in USA PST in Canada collected on behalf of the government Collected For This is the Tax Agency for which the tax is collected Function Buttons The function buttons in the bottom right section of the screen allow you
59. commission will be billed on the retail price of the service minus the calculated cost of that service Taxes are not included in the calculation Billing amount is This field determines whether the commission is calculated based on the Percentage of Sales or whether the associate is just billed a Flat Amount for reaching the sales target Commission grid This grid gives you the ability to specify as many different ranges of sales as necessary and enter the desired Commission amount for each level While some businesses bill a specific commission regardless of the amount of sales others use an sliding commission scale that rewards employees for attaining higher sales figures The Min value in each level is Insight Salon amp Spa Software 290 calculated by Insight and will always represent 0 01 above the Max value of the previous level As long as you continue to change the Max values Insight will automatically add a new level with 999 999 99 in the Max to ensure that all really high sales figures will still fall within this last sales range level I want to button Remove this commission level This option will remove the currently selected commission level Product Billing tab D Renter Billing Setu Sax Searching Service Billing Product Billing E ceme Name ba Scheme Name Renter Product Commission Commission Scheme Name Commission Scheme Details Bill amount On Full
60. cond time or click Set Retry Date to specify the next date that the selected transaction should be attempted a second time e Click the Close button when you are finished Bill Recurring Payments Reference Recurring Payments grid This grid contains all of the credit card transactions that were processed since the last time your account was settled View Option You can use this option to switch between viewing the billing amount and taxes and viewing the billing frequency and last billed date Function Buttons The function buttons in the bottom right section of the screen allow you to perform the most common tasks for this screen Run Billings When you click this button Insight will attempt to process all of the recurring payments listed in the grid Retry Now Clicking this button will attempt to process the selected recurring payment a second time Set Retry Date Click this button to select a date on which to attempt to retry an unsuccessful billing This option is useful if you have contacted a client about a billing that was unable to be processed and they need a few days to make a payment on their credit card before you can try again Suspend Unsuspend Clicking this button will suspend or resume the regular billing for the selected recurring payment A suspended payment will not be processed again until it is Unsuspended Close Clicking this button will close the Bill Recurring Payments screen Insight Salon amp Spa Softwar
61. d Name for the ID Code field e Enter the Category or click the Lookup button to select it from the list Insight Salon amp Spa Software 295 e Make sure that the Has Tanning Bulbs checkbox is checked off if this is a UV bed e If you know the date you can select the Bulbs Last Replaced date by clicking the arrow button in that field e If you know how long the bulbs for this bed last enter the Bulb Life in Hours e If you know how long the bulbs have already been used enter the Hours Used e Jf there is a maximum amount of time someone is allowed to spend in this bed select the Max Tan Duration this is in minutes e Select the Lead In Time in minutes to specify how long to allow a client from the time they go to change to the time that the bed is actually turned on e Select the Clean Up Time in minutes to specify how long to allow for clean up of the bed after the client has left before it can be used again for another client e Click Save or press F3 on your keyboard How to Set Which Tanning Services each Tanning Bed can Perform NOTE This is something you will want to make sure that you have set up properly in order to reduce errors on the appointment book It will ensure that only tanning beds that are set up to perform certain services can be booked with them e Click on the Setup button on the Insight Menu Bar e Click on Tanning Bed Setup in the menu e Use the Active Lookup to find the tanning bed you wish to
62. d will just give you a drop down list allowing you to choose the department for the category to belong to Contains Products or Services This option allows you to specify what the department will contain Choosing the Both option gives you the most flexibility Categories grid The grid contains all of the categories within the department that you have selected in the main grid on the left Category Name The Category Name must be unique within the department That is you may have two categories with the same name but they cannot be in the same department Insight Salon amp Spa Software 275 Contains Products or Services This option allows you to specify what the category will contain Choosing the Both option gives you the most flexibility You will only be able to change this option if it is set to Both at the department level above the Categories grid Default Service Color This field allows you to select the default color that services within the category will show up in when they are booked on the appointment book This can serve as a quick visual reference on the appointment book as to what type of service is booked in any given slot without having to look closely to see exactly what service it is Actions Button The Actions button brings up a menu of the lesser used functions on each screen The options available from the Departments and Categories screen are discussed below Move Products Services to Another Category This
63. ditioner Gel Hairspray Haircuts Colors Perms etc In the Spa Department they might add Categories like Massage Waxing Nails Facials etc Some of those Categories will probably only be relevant to products Shampoo or services Haircuts while other Categories could have both Massage can have services as well as massage oils and other products Please note that each Category that can contain Services will allow you to set up a Default Service Color This color will be used by the Appointment Book so that you can easily see what type of service is booked based on the color of the block on the appointment screen For example you might set up your Haircuts to all be Blue Colors might all be Brown and Perms might be Orange You can set these colors up however you want to but it can be a great tool for being able to quickly see where all of your color services are when viewing your appointment screen How to Add Departments amp Categories e Click on the Setup button on the Insight Menu Bar e Click on Departments amp Categories in the menu Adding a Department e Click the Add Department button or press F6 on your keyboard e Enter the Department Name and then select whether the department will contain only products only services or both e Perform the following indented steps to add as many categories as you wish to the new department e Add categories to the new de
64. download reaches 100 click the Close button e Please read the next message Insight gives you very carefully click the OK button and exit from Insight e You should be able to see a new icon appear on your desktop for the file that Insight has downloaded called InsightUpdate exe e Double click on the InsightUpdate exe icon e The Insight setup program will run and tell you what version of Insight is about to be installed on your computer e Click the Next button e Insight will show you where on your computer it is going to install the Insight update to you should not need to change this e Click the Install button e Wait for all of the files to be installed and click Finish when it is done e If you receive any error messages during this time it is probably due to Insight still running on your computer or on another computer if you are on a network e Make sure that you have exited from Insight on all computers and go back to the step of double clicking the InsightUpdate exe icon e Run Insight again and it will update and reindex your files for you How to See What is New in the Latest Update Method One e Click on the Utilities button on the Insight Menu Bar e Click on Check for Updates in the menu e Insight will display a window showing your current version as well as the newest version available for download e Click on the Get What s New button Insight Salon amp Spa Software 252 Insight will open up the versio
65. e 251 Check Text SMS Account Balance If you are using the SMS messaging feature through Insight you can use this utility to check the remaining balance of your SMS credits Send Backup This is a feature we have included to make it easier for our customers to send us a backup if necessary This should only be done at the request of an Insight technical support representative When you use this feature Insight will create a backup of your data and send it to Syntec s internet site automatically You must be connected to the internet for this to work Check for Updates This is a feature we have included to make it easier for our customers to keep their copy of Insight up to date When you use this feature Insight will automatically connect to Syntec s internet site and download the latest update You must be connected to the internet for this to work How to Update e Click on the Utilities button on the Insight Menu Bar e Click on Check for Updates in the menu e Insight will display a window showing your current version as well as the newest version available for download Update Insight Current Insight Version 2009 12 8 1 Newest Insight Version 2009 12 8 1 Get What s New Get Update Cancel e If your version of Insight is older than the available update you can click on the Get Update button and Insight will automatically download the new version e When the progress bar for the
66. e a different commission based on higher sales but it will apply to all services Ifyou want to be able to have a different commission for each service select the By Service option e Select the Scheme Type Multi Level or By Service Product e Select the appropriate Pay commission on option Full Amount or Level Difference Only e Select the appropriate Amounts are based on option Gross Sales or Net Profit e Select the appropriate Commission amount is option Percentage of Sales or Flat Amount e If adding a Product Commission Scheme select the appropriate Sales level based on option Product Sales or Percent of Services Sold e Continue with the appropriate next section depending on the Scheme Type that you chose above Insight Salon amp Spa Software 284 Multi Level Scheme Type e Ifthis will be a flat rate commission scheme i e the same commission no matter what level of sales is achieved then just type the commission amount into the Commission column in the grid e If this commission scheme will pay out a different commission percentage depending on performance then perform the following indented steps for each commission level you require e Enter the amount required to reach the lowest commission level in the Max column and press Tab NOTE As soon as you do this a new line will appear in the grid with a Min value starting one penny higher than the number you just entered and the
67. e Click on the arrow buttons to copy any contact information from the duplicated client record on the right into the main one that you will be keeping on the left e You may also type new information into any of the fields on the main client record on the left e Click Next when you are satisfied with the contact information e Click on the arrow buttons to copy any of the detail information from the duplicated client record on the right into the main one that you will be keeping on the left e You may also select new information on any of the fields on the main client record on the left e Click the Finish button when you are satisfied with the detail information and Insight will move any history information for the duplicated record to the main one and then delete the duplicated record e Click the Cancel button when you are finished merging clients Merge Duplicated Clients Reference Active Lookup The Active Lookup area in the left area of the screen contains the list of clients that Insight has determined may have a duplicate Please refer to the Active Lookups section on page to learn how this feature is designed to be used Contact and Details Screens These screens contain all of the contact and detail information for the two clients being compared The New Client on the left is the master client the one that will be kept The Old Client on the right will be deleted after the merge is complete Copy any relevant infor
68. e a pole display unit attached to your computer Once you do this the setup options for the pole display will become enabled COM Port This field allows you to specify which communications port your pole display is connected to Insight Salon amp Spa Software 265 Clear Code This field controls what kind of code is used to clear the display of the pole unit There are two standard options available as well as Other which if selected will display another field where you can enter in the appropriate control code Currency Code This field controls what kind of code is used to display your local currency symbol on the pole unit There are two standard options available as well as Other which if selected will display another field where you can enter in the appropriate control code Good bye Msg In these fields you can enter the one or two line message to display to the customer after a sale is finished You can enter up to 20 characters in each field Idle Message In these fields you can enter the one or two line message to display to the customer while the pole display is not being used This is any time that someone is not in the process of ringing through a sale You can enter up to 20 characters in each field Item Display This field allows you to choose whether to display the item code or item description to the customer on the pole display when ringing through a sale Keep in mind that there are only 20 charac
69. ected for each Cash Payout so that you can more accurately track where the money is going However since not everyone will want to track the information to this degree Insight needs to know to which account Cash Payouts will go This account should be a general Expense account from QuickBooks Insight Salon amp Spa Software 300 Setting Up Accounts in QuickBooks NOTE These instructions were based on QuickBooks 2006 Different versions may vary from these instructions Syntec Business Systems Inc is not responsible for differences that you may encounter or for providing technical support on how to use QuickBooks There are some basic accounts that everyone will need to have set up in QuickBooks This document will outline each of them what kind of account they should be and their purpose To view your list of accounts in QuickBooks select Lists gt Chart of Accounts from the menu This will bring up a list of your current accounts NOTE These accounts do not necessarily all correspond to an actual Bank Account Required Accounts Certain accounts are required in QuickBooks for Insight to be able to properly post Daily Sales information into QuickBooks These accounts cover all of the basic and most of the advanced situations that your business will handle How to add an Account This section will explain the steps to follow to create an account in QuickBooks This procedure is the same for each type of account that
70. el amount to the second sales level amount etc Amounts are based on The Amounts basis determines how the commissions will be paid to the self employed worker If you choose Gross Sales then commission will be billed on the entire retail price of the product If you choose Net Profit commission will be billed on the retail price of the service minus the calculated cost of that product Taxes are not included in the calculation Billing amount is This field determines whether the commission is calculated based on the Percentage of Sales or whether the associate is just billed a Flat Amount for reaching the sales target Bill amount PLUS cost This checkbox will appear if you have selected Net Profit for the Amounts are based on option This allows you to charge the cost of the product plus the commission on the net sales Sales level based on This determines the type of sales range that will be used to calculate the commissions If you choose Product Sales then commission will be based strictly on the total value of products sales that the employee did for a given pay period If you choose Percent of Services Sold commission will be based on the amount of product sales as a percentage of the amount of service sales that the employee did for a given pay period Insight Salon amp Spa Software 291 Based on Service Sales level based on Percent of Services Sold method only This determines how the product and service sales w
71. g this button will close the Business Hours screen Save when in edit mode Clicking this button will save your changes and return to browse mode Cancel when in edit mode Clicking this button will cancel your changes and return to browse mode Payroll Setup What is a Commission Scheme A Commission Scheme is something you can set up that is basically a formula for how to calculate commissions for your employees This is used when running payroll to figure the commissions for each employee based on their sales for the time period In its simplest form it is basically saying for this type of employee they will receive X percent of their sales totals in commission You can create as many different commission schemes as necessary to assign them to different employees if you have some people that are paid at different rates than others Insight Salon amp Spa Software 283 Service Commissions Product Commissions E Sheme Name E Scheme Name Senior Commission Commission Scheme Name E Commission Scheme Details Esthetic Commission Sadun Coan Scheme Type Multi Level 7 Pay commission on Full Amount Amounts are basedon Gross Sales 7 Commission amountis Percentage of Sales Min Max Commission The Scheme Type determines the 50 00 43 00 method of assigning commissions 5 000 01 510 000 00 Use the Multi Level commissions if you _ 10 000 01 999 999 99 want to specify commissions based
72. he right to refuse any appointment booked online Booking Delay Restrictions 2 Your credit card information may be required to reserve the appointment you have No Restrict chosen This information will not be provided to any third party The Credit Card O No Restrictions information may be used to bill your card in the event that you do not show up for your Cannot book for Today appointment Cannot book for Today or Tomorrow Cannot book within 0 hours F3 Exit F7 Edit Company Logo This is the logo that will be displayed to your clients on the appointment booking web page When you double click on the image area a Windows file selection screen will pop up that allows you to select your company logo image file that is stored somewhere on your computer Allow New Clients If this box is checked new clients that have not been to your business before will be allowed to book appointments online Online Appointment Booking Disclaimer The text entered here will be displayed to your clients on the appointment booking web page They must agree to these terms and conditions to be able to book appointments online Data Paths Tab Data Paths Main Data Path Cnsight Data a Demo Data Path C lnsight Demo Main Data Path This field is for the location of the main Insight data folder This is where all of your live real information is stored Please do not change this field unless instructed to by an Insight technical supp
73. hetician At the same time don t give every employee a Job Title unique to only them For example a hair salon might choose to have a Junior Stylist Intermediate Stylist Senior Stylist and Color Technician and so on e Click the Save button or press F3 on your keyboard Job Titles Reference Job Title grid The grid is the main feature of this screen and contains all of your job titles The entire screen is essentially the Active Lookup for your job titles Please refer to the Active Lookups section on page 1 to learn how this feature is designed to be used The only field other than the Active Lookup Search field that is available on this screen is the Job Title field which only appears in add or edit mode Function Buttons The function buttons in the bottom right section of the screen allow you to perform the most common tasks for this screen Most of the function buttons have an F key associated with them that you can press on your keyboard instead of clicking the button with your mouse Previous F4 There is no button associated with this function key Pressing F4 on your keyboard will select the job title that is above the one that you are currently on Next F5 There is no button associated with this function key Pressing F5 on your keyboard will select the job title that is below the one that you are currently on Insight Salon amp Spa Software 273 Add Job Title F6 Clicking th
74. his option is only available if you have the Docked to Top option selected for the Docking group Visible Buttons tab Display Options Visible Buttons Sales Appointment Book At your current screen resolution you have room for Clients all available buttons Services Products Employees Time Clock Mail Payroll Reports Utilities Setup Help More S K K S K NINN SSRIS a Exit Button list The list on the left contains each Insight Menu Bar menu item that can be displayed as a button You can hide or unhide whichever buttons you wish by clicking the checkbox for each one The only one you cannot change manually is the More button which appears automatically if you uncheck any of the other buttons All unchecked buttons will then appear in a menu available from the More button Depending on your screen resolution some buttons may be hidden already The help window on the right will tell you how many buttons can be displayed at your current screen resolution Move buttons Clicking the up or down arrow buttons in the center of the screen will move the currently selected button in the list This allows you to change the order that the buttons appear on the menu OK button Click this button to save your changes to the Insight Menu Bar and close the screen Cancel button Click this button to cancel your change
75. ill be compared If you choose Gross Sales then sales will be compared on the entire retail price of the services If you choose Net Profit sales will be compared on the retail price of the services minus the calculated cost of the services Taxes are not included in the calculation Commission grid This grid gives you the ability to specify as many different ranges of sales as necessary and enter the desired Commission amount for each level While some businesses bill a specific commission regardless of the amount of sales others use an sliding commission scale that rewards employees for attaining higher sales figures The Min value in each level is calculated by Insight and will always represent 0 01 above the Max value of the previous level As long as you continue to change the Max values Insight will automatically add a new level with 999 999 99 in the Max to ensure that all really high sales figures will still fall within this last sales range level want to button Remove this commission level This option will remove the currently selected commission level Function Buttons The function buttons in the bottom right section of the screen allow you to perform the most common tasks for this screen Most of the function buttons have an F key associated with them that you can press on your keyboard instead of clicking the button with your mouse Previous F4 There is no button associated with this function key Pressing F4 on y
76. ion Service List Senice Code Description Vendor List Vendor Code Vendor Name Networking Networking Insight Network Name User1 Insight Networking Name This is the name assigned to this computer A network is a group of computers all connected together Each computer on the network must have a different name This is important for the Appointment Book to be able to refresh its screen properly as well as other things Payroll Payroll O Separate County Tax US only except Arizona Maryland and Indiana Separate County Tax Checking this option will make the county tax appear separately from the state tax in the Payroll area Arizona Maryland and Indiana should NOT select this option Maintenance Maintenance Enable Backup Reminder Remind every 25 days Enable Automatic Online Backups Sunday Thursday Monday Friday Tuesday Saturday Wednesday O Prompt for Backup on Exit Nightly Backup Shutdown 04 03AM Use Passive FTP Transfers Enable Backup Reminders Checking this option turns on the backup reminder feature in Insight If you have not done a backup in the number of days specified below Insight will pop up a message when you start it telling you that you need to do a backup as soon as possible to avoid losing too much information in the event of a computer failure fire or theft Insight Salon amp Spa Software 258 Remind Every This field is the number of days to wait before starting
77. irthdate Month Day Anniversary Month Day Last In Month Day Year Account Balance First Name This will insert the client s first name into the message when it is sent Last Name This will insert the client s last name into the message when it is sent Birthdate Month Day This will insert the month and day of the client s birth date into the message when it is sent i e June 23 Anniversary Month Day This will insert the month and day of the client s anniversary into the message when it is sent i e June 23 Last In Month Day Year This will insert the month day and year of the client s last visit date into the message when it is sent 1 e June 23 2007 Insight Salon amp Spa Software 313 Account Balance This will insert the client s current account balance into the message when it is sent i e 150 00 Function Buttons The function buttons in the bottom right section of the screen allow you to perform the most common tasks for this screen Most of the function buttons have an F key associated with them that you can press on your keyboard instead of clicking the button with your mouse Previous F4 There is no button associated with this function key Pressing F4 on your keyboard will select the SMS template that is above the one that you are currently on Next F5 There is no button associated with this function key Pressing F5 on your keyboard will select the SMS template that is
78. is button will go into add mode to allow you to add a new job title Edit Job Title F7 Clicking this button will go into edit mode so that you may edit the selected job title Delete Job Title F8 Clicking this button will delete the currently selected job title Exit F3 Clicking this button will close the Job Titles screen Save F3 when in add or edit mode Clicking this button will save your changes and return to browse mode Cancel F9 when in add or edit mode Clicking this button will cancel your changes and return to browse mode Departments amp Categories Departments and Categories are Insight s way of grouping your products and services together so that you can see relevant information in your sales reports What is a Department The intention of a Department is to allow a multi faceted business such as a Salon and Spa to break its business into parts in this case a Salon and a Spa If your business only deals with one main business model then you will most likely want to consider just having one Department to cover the entire business Each Department can and should have many Categories What is a Category The intention of a Category is to break down each Department of your business into smaller related sections For example a day spa may set up two simple Departments of Salon and Spa In the Salon Department they might want to add in Categories like Shampoo Con
79. l of the services in that category to the default color Function Buttons The function buttons in the bottom right section of the screen allow you to perform the most common tasks for this screen Most of the function buttons have an F key associated with them that you can press on your keyboard instead of clicking the button with your mouse Previous F4 There is no button associated with this function key Pressing F4 on your keyboard will select the category in the department that is above the one that you are currently on Next F5 There is no button associated with this function key Pressing F5 on your keyboard will select the category in the department that is below the one that you are currently on Add Department F6 Clicking this button will go into add mode to allow you to add a new department Edit F7 Clicking this button will go into edit mode so that you may edit the selected department Delete F8 Clicking this button will delete the currently selected department You will only be able to do this if you are deleting a department that does not have any categories in it None of your sales information will be deleted Exit F3 Clicking this button will close the Departments and Categories screen Save or Done F3 when in add or edit mode Clicking this button will save your changes and return to browse mode Cancel F9 when in add or edit mode Clicking this button will cancel your changes and return to
80. l only be visible if you have selected the Different Accounts for each Department Category option for either services or products want to button Clear Current Category This option will remove the account from the selected category Insight Salon amp Spa Software 307 Copy to all Categories in this Department This option will copy the account from the selected category to all categories within the same department Expense Accounts tab Coupons Coupon Promotions Coupon Discounts Coupon Over Unders Coupon Coupons This is the account to which Insight will record Coupon payments This will most likely be an Expense Account The purpose of this account is to track how much your business is spending on coupon redemptions and is used to offset the difference between the value of the Service Product and the amount actually collected from the client when using a coupon Promotions This is the account to which Insight will record promotional Gift Certificates This will most likely be an Expense Account The purpose of this account is to track the amount that gift certificates have been discounted and is used to offset the increased amount payable Discounts This is the account to which Insight will record discounted items This will most likely be an Expense Account The purpose of this account is to track how much your business is spending on discounts and is used to offset the difference between the value of the Service Prod
81. likely be the bank account to which you usually deposit at the end of the day Checking Account This is the account from which Insight will record tips paid This will most likely be the bank account from which you usually pay tips This account will only be used if you pay tips using the Tips Payout Utility and select to pay out the tips with a check Cash Payouts This is the account to which Insight will record Cash Payouts by default and will most likely be an Expense account This account will be a default and can be changed at the time that records are posted to QuickBooks Tips Collected This is the account to which Insight will record tips collected This will most likely be a Liability Other Current Liability Account that will be used to show the balance of the tips not yet paid WARNING Do not set this to an Accounts Payable account as Insight will not be able to post to that account Insight Salon amp Spa Software 304 Paytype Accounts tab Cash Paytypes tab Cash Paytypes Liability Paytypes Receivable Paytypes Cash Paytypes Cash at Business Undeposited Cash Check Undeposited Funds Direct Daily Deposit Savings Visa Daily Deposit Savings Master Card Daily Deposit Savings American Express Daily Deposit Savings Discover Daily Deposit Savings Cash at Business This is the account to which Insight will record Cash collected This will most likely be an account that you use to track the cash that you have at the
82. lon Instruction Message Reply OK to confirm Setup short service codes to cancel call 888 K 919 5841 You may use up to 70 characters for the _ company name and instruction message 9 characters remaining Client Mobile Cell Number Identification Base on Specific Field Phone Cell Base on Extension Text SMS Account Provider Select the appropriate provider that you have signed up with for an account to send text messages SMS Account Name This is the name for the account that you set up through your SMS account provider SMS Account Password This is the password for the account that you set up through your SMS account provider From mobile cell This is the number that your SMS account provider assigns to you that will enable Insight to automatically receive replies to the SMS messages that you send From company name This field is for a short version of your company name that will be included in SMS appointment confirmation messages It is important to keep this name short to conserve space but also still be recognizable to your clients Instruction Message This is for the instructions that will be added to the end of appointment confirmation messages Typically it should briefly tell your client how to respond to the message Set up short service codes button Clicking this button will bring up a window with all of your services displayed in a grid It will allow you to quickly go through your services and
83. lon amp Spa Software 286 Product Commissions tab ip Payroll Commission Setu arnan Searching Service Commissions Product Commissions oem heme Name bd Scheme Name All Product Commissions Commission Scheme Name Commission Scheme Details All Product Commissions Scheme Type Multi Level i Pay commission on Full Amount Amounts are basedon GrossSales w Commission amountis Percentage of Sales Sales level based on Product Sales A Min Max Commission z The Scheme Type determines the 0 00 1 000 00 10 00 method of assigning commissions 1 000 03 amo pilet Use the Multi Level commissions if you 2 500 01 5 000 00 20 00 wantto specify commissions based on 5 000 01 999 999 99 25 00 performance This will allow you to give a different commission based on higher sales but it will apply to all products Ifyou wantto be able to have a different commission for each product select the By product option i nS o N l Scheme Scheme Scheme Exit F3 Exit F4 Previous F5 Next F6 Add F7 Edit F8 Deactivate NUM Scheme Name The Scheme Name must be unique and should be something you will easily recognize when you are selecting it from the list to assign to your employees on the Payroll Setup tab of the Employees screen Scheme Type The Scheme Type determines the method of assigning commissions Use the Multi Level commissions if you want to specify commissio
84. ls tab of the Client screen will automatically be checked of as well allowing the new client to have an account balance with your business I want to button This button gives you two options Enable Accounts for all clients and Disable Accounts for all clients These options will cause Insight to go through your entire client list and enable or disable respectively the accounts feature for all of them This can save you a lot of time if you are changing the Enable Client Accounts setting on this screen and wish to have it update all of your clients immediately Phone Number Labels These fields allow you to change the names of each of the phone number fields that appear on the Clients screen In this way you can help to make sure that numbers are entered consistently by giving them names such as Home Phone Work Phone etc This also saves you from having to enter home and work into the phone number extension fields each time you add a new client Services Services Cost Calculation Shop Cost amp Details ha Cost Calculation This option is used to tell Insight how the cost of a service should be calculated The valid options are Shop Cost Shop Cost amp Details or Professional Details Only If you choose the Shop Cost option Insight will copy the value in the Shop Cost field on the Services screen as the cost for each service provided If you choose the Professional
85. mation Name Address Etc in all upper case letters In some cases this can eliminate ugly mailing labels where employees who add clients into the system do not properly capitalize information Use Default Area Code When Searching If this option is enabled Insight will automatically use and fill in the default area code when searching by phone numbers If it is disabled then the user will have to enter the area code Client Verification Insight can prompt you to verify the spelling of the clients name current address and phone numbers at various points in the program If this option is selected a verification window will pop up and the operator will have to verify that the information is correct or modify it to make it correct before continuing The date and name of the person who verified the information are recorded by Insight on the Client Information Screen The verification window will appear at the time of check in creating a new invoice or booking a new appointment and will only pop up for customers who have not had their information verified within a certain time period You can specify the time period by going to the Defaults section of the System Setup Area This function has proven very useful for businesses that regularly market to their clients via mail or who perform call backs to verify appointments etc It has dramatically reduced the amounts of misdirected mail since there is accountability directed at the last employee to
86. mation from the client on the right to the client on the left to make sure the one on the left has the most up to date information You can type into the fields for the client on the left or click on the arrow buttons to copy information over from the client on the right Function Keys and Buttons The function buttons in the bottom right section of the screen allow you to perform the most common tasks for this screen Most of the function buttons have an F key associated with them that you can press on your keyboard instead of clicking the button with your mouse Merge ane this button will start the process of merging the selected clients Not a Duplicate Clicking this button will remove the selected client from the list of possible duplicates Copy All Clicking this button will copy all of the information shown on screen from the client on the right to the client on the left Previous F4 If you have not yet started the merge process on the selected client clicking Previous Client will select the client in the Active Lookup that is above the one that you are currently on If you are in the process of merging two clients the button will read Previous Screen and will take you back from the details screen to the contact screen Next F5 If you have not yet started the merge process on the selected client clicking Next Client will select the client in the Active Lookup that is below the one that you are currently on If you are in the pr
87. mount of care should be used when selecting this account and we encourage you to consult with your accountant Client Account This is the account to which Insight will record client On Account transactions This will most likely be an Asset Other Current Asset Account Employee Account This is the account to which Insight will record employee On Account transactions This will most likely be an Asset Other Current Asset Account Room Charges with RoomMaster integration only This is the account to which Insight will record room charge transactions This will most likely be an Asset Other Current Asset Account Insight Salon amp Spa Software 306 Revenue amp Return Accounts tab Service Revenue ProductRevenue Recurring Payments Select the Account to which Insight will record SERVICE Sales by default This will most likely be a Revenue Account Services Revenue r Insight will use this account if no account is specified for the Category or Record Revenue In Department that the service is in One Account Different Accounts for each Department Category Cat Name 7 Senices Acct Default Account Services Appliances Record Returns In Colors Salon Services Same Account as the Sale Conditioner Salon Services Sales Return and Allowances Account Returns Account Service Returns B Shampoo Tanning Revenue Services B Esthetics Tanning Awantto Services Revenue Tab Reco
88. n choose to bill the commission on the net profit plus the product cost by clicking the Bill commission PLUS cost checkbox that appears e Select the appropriate Billing amount is option Percentage of Sales or Flat Amount e If adding a Product Billing Commission Scheme select the appropriate Sales level based on option Product Sales or Percent of Services Sold e Ifthis will be a flat rate commission scheme i e the same commission no matter what level of sales is achieved then just type the commission amount into the Commission column in the grid e If this commission scheme will charge a different commission percentage depending on performance then perform the following indented steps for each commission level you require e Enter the amount required to reach the lowest commission level in the Max column and press Tab NOTE As soon as you do this a new line will appear in the grid with a Min value starting one penny higher than the number you just entered and the Max value at 0 01 less than one million which is the highest this column can be set to e Enter the commission percentage or flat currency amount for this level in the Commission column this can be zero if desired e Move down to the next row in the grid and repeat the previous two steps for as many levels as you require 5 000 01 10 000 00 10 000 01 999 999 99 e Click the Save button or press F3 on your keyboard Self Employed Billing Setup
89. n history document in Adobe Acrobat Reader Click the x button when you are done reading the document Click the Cancel button on the Update Insight window Method Two Click on the Help button on the Insight Menu Bar Click on the What s New button Insight will open up the version history document in Adobe Acrobat Reader Click the x button when you are done reading the document Click the OK button on the Insight Help window Insight Salon amp Spa Software 253 15 Setup System Setup How to Set Up Insight e Click on the Setup button on the Insight Menu Bar e Click on System Setup in the menu e Click the Edit button or press F7 on your keyboard e Click on each tab page in order to set up each of the areas listed below NOTE For detailed information about what the fields on these screens are to be used for please see the System Setup Reference section on page 255 Defaults Options Printing amp Hardware Email SMS Setup Taxes Online Appt Booking Data Paths General General Defaults Sales Clients Country United States Senices State NY NewYork Employees Receipts Inventory AreaCode 888 List Sorting Networking Screen Scaling Payroll Maintenance City Anytown Loyalty Points Tanning Bill Paying F3 Exit F7 Edit Defaults Tab Click on each item in the list on the left in order to set up each of the areas Enter the appropriate information into the
90. ng Title Birthday Letter SortBy Title Subject Happy Birthday from Insight Create message in Plain Text ee EE E o E Message g Dear lt FIRSTNAME gt we just wanted to wish you a happy birthday on lt BIRTHDAY gt and invite you to come in and receive 10 off of all services and products on your special day Best Wishes Search D Show All Add Edit Deactivate i F3 Exit F4 Previous F5 Next F6 Add F7 Edit F8 Deactivate e Enter the Message text for the email e You can use the font controls in the tool bar at the top to change the font size color and formatting of the text e Pictures can be inserted by clicking the head icon second from the right on the tool bar e Internet links can be inserted by clicking the link icon at the top right of the tool bar e Non picture attachments can be inserted by clicking Actions then Add Attachment e To have client specific information inserted into the email when it is sent perform the following indented steps e Position the cursor flashing line in the text where you want the client information to be inserted e Click the Insert button e Select the information type that you want to insert from the menu NOTE You will see text inserted into the email beginning with lt and ending with gt When the email is actually sent the information corresponding to that text will be retrieved from each client s record and inserted into
91. ng the master password Foreign Exchange Rate This field is for the default exchange rate for the most common foreign currency that you receive at your business You will still have the opportunity to change the exchange rate in the Sales screen but it will be much simpler for your staff if you just update the rate here once every day or week Insight Salon amp Spa Software 255 Sales Screen Password This option determines when and if your employees are prompted to enter their password on the Sales screen If you choose Not Required no password will be needed to enter the Sales screen and complete a sale If you choose To Enter Sales a password is required before you can get into the Sales screen at all If you choose To Enter Payments employees can enter the Sales screen and start a new sale They will only be required to enter a password to record payment information and finish the sale TIP We recommend using the To Enter Payment option as this is usually the last step before completing the transaction and does involve the handling of cash Insight will then keep track of which employee completed each transaction for security purposes Gift Certificates Expire in This field is used to specify the amount of time in months that a gift certificate is valid for by default You can override this value at the time of selling a gift certificate If you do not wish your gift certificates to have an expiry d
92. ns based on performance This will allow you to give a different commission based on higher sales but it will apply to all products If you want to be able to have a different commission for each product select the By Product option Pay commission on Multi Level Scheme Type only The Pay Commission level basis determines how commissions will be paid if you choose to give higher commissions for higher sales If you choose Full Amount then the commission percentage for the sales level attained will be paid for the employee s entire sales amount If you choose Level Difference Only then the first level commission will be paid on the sales amount up to the first level amount Then the second level commission will be paid on only the difference from the first sales level amount to the second sales level amount etc Amounts are based on The commission Amounts basis determines how the commissions will be paid to the employee If you choose Gross Sales then commission will be paid on the entire retail price of the product If you choose Net Profit commission will be paid on the retail price of the product minus the calculated cost of that product Taxes are not included in the calculation Commission amount is This field determines whether the commission is calculated based on the Percentage of Sales or whether the employee is just given a Flat Amount for reaching the sales target Sales level based on Multi Level Scheme Type only Thi
93. nt as Insight will not be able to post to that account Cash Paytypes Liability Paytypes Receivable Paytypes Liabilty Paytypes Gift Certificate Gift Certificates Sold Series Series Tanning Tanning Gift Certificate This is the account to which Insight will record Gift Certificate transactions This will most likely be a Liability Other Current Liability Account that will be used to show the balance of gift certificates not yet redeemed Series This is the account to which Insight will record Series transactions This will most likely be a Liability Other Current Liability Account that will be used to show the balance of series usages not yet redeemed Tanning This is the account to which Insight will record Tanning transactions This will most likely be a Liability Other Current Liability Account that will be used to show the balance of tanning packages not yet redeemed Receivable Paytypes tab WARNING Do not set any of these accounts to an Accounts Payable account as Insight will not be able to post to that account Cash Paytypes Liability Paytypes Receivable Paytypes Receivable Paytypes Other Payments Coupon Client Account Client Accounts Other Payments This is the account to which Insight will record Other transactions This will most likely be an Asset Other Current Asset Account This account will be used to track payments that do not fall into the normal categories or paytypes A certain a
94. nth day and year of the client s last visit date into the email when it is sent i e June 23 2007 Account Balance This will insert the client s current account balance into the email when it is sent i e 150 00 Picture This will allow you to select a picture to insert into the email The picture must exist on your computer somewhere and be in either bitmap bmp or jpeg jpg format Actions Button Add Attachment Use this function to add an attachment to your email that is not a picture This can be a document or data file such as a PDF file or a ZIP file for example and must exist somewhere on your computer Remove Attachment Use this function to remove the selected attachment from your email Remove All Attachments This will remove all attachments from your email Function Buttons The function buttons in the bottom right section of the screen allow you to perform the most common tasks for this screen Most of the function buttons have an F key associated with them that you can press on your keyboard instead of clicking the button with your mouse Previous F4 There is no button associated with this function key Pressing F4 on your keyboard will select the email template that is above the one that you are currently on Insight Salon amp Spa Software 311 Next F5 There is no button associated with this function key Pressing F5 on your keyboard will select the email template that is below the one that you are
95. o Expired After that time if you ever need technical support for Insight you will be charged on a per incident basis Annual Amount This is the amount of your support and update contract fee which is paid on an annual basis to allow you access to download updates and receive toll free in the US and Canada technical support Renewal Date This is your annual support renewal date normally the anniversary of the date you purchased Insight Modify button This button is used to enter the confirmation code you will need once you have paid for your annual support contract each year Function Buttons The function buttons in the bottom right section of the screen allow you to perform the most common tasks for this screen Most of the function buttons have an F key associated with them that you can press on your keyboard instead of clicking the button with your mouse Print F4 This button appears when you have clicked the Purchase button or modified any of the information on this screen It will print the Purchase or Modification report which you need to fax to us using one of the two numbers printed on the report This will begin the process of getting you the confirmation code that you need in order to continue using the Insight software without interruption Save F3 Clicking this button will save your changes and close the Company Information screen If you have made any changes you will receive a message informing y
96. o do this e Open the company file in Single User Mode e Select Edit gt Preferences from the Menu e Choose Integrated Applications from the list on the left e Go to the Company Preference tab e Select Insight from the list and click on the Properties button e Click the Allow this application to login automatically checkbox and select the account that it should use when logging in e Click on the Save button and close the preferences Choosing QuickBooks Accounts For the QuickBooks Integration to work properly Insight needs to be told what information belongs in which accounts See the Setting Up Accounts in QuickBooks section below for information on setting up your accounts in QuickBooks e Click on the Setup button on the Insight Menu Bar e Click on QuickBooks Integration in the menu e Click the Edit button or press F7 on your keyboard e Click on each tab page on the screen and fill in each field as per the next step e For each field click the Lookup button to select the appropriate QuickBooks account from the list TIP When you are in a field a hint will be displayed on the right hand side to give you some information on which account to select e Click the Save button or press F3 on your keyboard when you are finished Special Considerations Cash Payouts An account is needed in which to record Cash Payouts by default When actually posting your Daily Sales information another account may be sel
97. ocess of merging two clients the button will read Next Screen if you are on the contact screen or Finish if you are on the details screen It will take you from the contact to the details screen and once you are on the details screen it will complete the merge process Cancel F9 If you have not yet started the merge process on the selected client clicking this button will close the Client Merge screen If you are in the process of merging two clients clicking Cancel will stop the merge process and return control to the list of clients on the left Bill Recurring Payments This is a feature allows you to process all of your pending recurring billing payments from one screen How to Process Payments e Click on the Utilities button on the Insight Menu Bar Insight Salon amp Spa Software 250 e Click on Bill Recurring Payments in the menu e All of the Recurring Billings that need to be processed will appear on the screen e If there are any clients displayed that you do not want to bill at this time click in the Bill Now column for them to remove the checkmark Billing Amounts Billing Frequency Run Billings Ea l F3 Exit F5 Run Billings e Click on the Run Billings button and Insight will attempt to process each transaction e Each successful transaction will receive a check mark in the Success column e For any unsuccessful transactions you can click Retry Now to attempt to process the billing a se
98. ode it will change to Active which is the normal state that it should be in If you modify anything on this screen it will change to Modifying and you will need a modification confirmation code before it will return to Active Time Out Date This field indicates the date on which you will no longer be able to enter information into Insight if you are in a Purchasing or Modifying status If there is a date showing in this field and the Status is anything other than Active you need to contact Insight technical support as soon as possible to prevent this from happening Purchase Enter Code button This button can be used to begin the licensing process once you have decided to purchase Insight It is also used to enter the confirmation code you will need once you have purchased or modified your company information in any way Support Updates Info This section of the screen shows the support and update status of your copy of Insight which can change depending on various factors The different states are described below Status This field indicates the current support and update state of your copy of Insight Normally this field will say Active If your annual Renewal Date has passed and you have not yet received your support confirmation code it will change to Overdue If you ever choose not to continue with a support and update contract with Syntec you will receive a support end code and the status will change t
99. ointment Some businesses who do a lot of 15 minute appointments never get to see the name of the client displayed on the appointment screen You have the option to have the first line of an appointment be the client name as opposed to the service code Please note that this will not affect appointments that were booked prior to setting this option up Require Reason for Moving Enable this option if you want to require that a reason be given for an employee to move an appointment Insight automatically records every time an appointment is moved whether or not this option is turned on Require Reason for Deleting Enable this option if you want to require that a reason be given for an employee to delete an appointment Insight automatically records every time an appointment is deleted whether or not this option is turned on Show Moved Appointment confirmation screen Disable this option to prevent the confirmation screen from appearing when moving an appointment This screen is used to verify that the appointment will be moved to the correct employee and time and it is recommended to leave it on Insight Salon amp Spa Software 261 Disable Walk in check box on Appointment Screen Enable this option to disable the This Client is a Walk in check box on the Appointment screen This option is overridden by the option to set the business as Walk in based Clients Uppercase Clients You can set up Insight to record all vital client infor
100. on performance This will allow you to give a different commission based on higher sales but it will apply to all services If you want to be able to have a different commission for each service select the By Service option i Add Edit Deactivate E EJES NUM F3 Exit F4 Previous F5 Next F6 Add F7 Edit F8 Deactivate How to Add a Commission Scheme e Click on the Setup button on the Insight Menu Bar e Click on Payroll Setup in the menu e If you want to add a commission scheme for product sales click on the Product Commissions tab otherwise stay on the Service Commissions tab e Click the Add Scheme button or press F6 on your keyboard e Enter a descriptive Scheme name TIP As you move through the next few fields a built in help screen will give you valuable information about what each field means Please read through each of these or refer to the Payroll Setup Reference section below for detailed information about each field Scheme Name Senior Commission Commission Scheme Details Scheme Type Pay commission on Full Amount Amounts are basedon GrossSales Commission amountis Percentage of Sales E The Scheme Type determines the method of assigning commissions 5 000 01 10 000 00 Sele Use the Multi Level commissions if you 10 000 01 999 999 93 55 00 want to specify commissions based on performance This will allow you to giv
101. oose to set this section up How you do it will depend on what relevant information you want to see in your inventory and sales reports If you have any questions about setting this area up please do not hesitate to call customer support This is one of the most important areas of the software to configure correctly Departments and Categories Reference For an overview of the general purpose and function of departments and categories please see the What is a Department and What is a Category sections on page 274 Searching Sort By Department a Department Name Hair Contains Products or Services Department tye A o proaas Esthetics Hair ia O Services Tanning I Both Categories Cat Category Name Cuts pia Contains Products or Services O Products O Senices Both Default Service Color m r Add dy Edt Delete W Department Department 1 Department F3 Exit F4 Previous F5 Next F6 Add F7 Edit F8 Deactivate NUM Active Lookup The Active Lookup area in the left area of the screen is where you can search to find the department you wish to work with Please refer to the Active Lookups section on page 1 to learn how this feature is designed to be used Department Name The Department Name must be unique When you are adding or editing a department you can type into this field If you are adding or editing a category this fiel
102. or each 0 01 spent Enable Loyalty Points Checking this field will turn on the loyalty points system in Insight With this you will be able to reward your loyal clients by allowing them to earn loyalty points and redeem them for products or services You can redeem loyalty points from the payment area of the sales screen by selecting the Other paytype and selecting Loyalty Points from the menu Services earn Use these fields to specify how many loyalty points are earned per amount spent on services Products earn Use these fields to specify how many loyalty points are earned per amount spent on products Tanning Tanning Enable Tanning Features O Set Tanning as Primary Emphasis Enable Tanning Features Checking this field will turn on the tanning related features in Insight We made this an option to simplify Insight for businesses that do not do any tanning services Set Tanning as Primary Emphasis If you have an actual tanning salon where the primary function of your business is providing tanning services you should turn the checkmark for this field on This will reduce the number of choices you need to make in certain areas of Insight so that you are at maximum efficiency Insight Salon amp Spa Software 259 Bill Paying Billing Payments Retry failed billings in a days O Put billed amount against Account Balance Suspend Membership when billing fails Reiry failed billings in This field is the numbe
103. or ensuring that your employees are paying income tax on their tips The Tip Payout Utility can be used if you keep all the tips in the cash drawer but then periodically pay them out in lump sums but at different times than you run payroll for instance every Friday Clients Clients Verify Client Contact Info Every 1 Months Enable Client Accounts Maximum Client Account Balance 250 00 When Adding a New Client Automatically Enable Accounts Iwantto Phone Number Labels istPhone Home 3rdPhone Cell 2ndPhone Work 4th Phone Verify Client Contact Info Every This setting determines how frequently the Client Verification window will pop up when selecting a client on the Appointment Book or Sales screen Using this feature is a good way to keep your employees accountable for maintaining accurate client address and or phone number information Enable Client Accounts Check off this field if you will allow clients to pay for items On Account in your business Insight will keep a running balance for each client and payments on their account can be made at any time through the Sales screen Maximum Client Account Balance This field is the maximum amount that a client can have on their account balance at any time Insight Salon amp Spa Software 256 When Adding a New Client Automatically Enable Accounts If this field is checked off then when you add a new client the Enable Account checkbox on the Detai
104. ort representative Insight Salon amp Spa Software 272 Demo Data Path This field is for the location of the Insight demo data folder This is where all of your demo test data is stored Please do not change this field unless instructed to by an Insight technical support representative Job Titles Using Job Titles gives you a way to group your employees We highly recommend setting up a Job Title for each of your employees so those that are similar can be grouped and compared in various reports and the appointment book There are a number of reports that give you the option to use the Job Title to filter for a smaller group of your employees rather than having your entire staff show up How to Add a Job Title e Click on the Setup button on the Insight Menu Bar e Click on Job Titles in the menu Ea Job Titles SortBy Job Title Job Title 2 Junior Stylist Receptionist Senior Stylist Search Add Edit Deactivate Job Title Job Title Job Title F3 Exit F6 Add F7 Edit F8 Deactivate Click the Add Job Title button or press F6 on your keyboard e You will then see that the Search field disappears and you are able to enter a new Job Title Type in the new name noting that you may not have more than one Job Title with the same name TIP It is best to go into as much detail as possible when selecting your Job Titles Don t just lump everyone together as a Stylist or Est
105. otes will be displayed when starting a new invoice for a client checking in an appointment or checking in a client from the Walk In list Require Client Phone Numbers If this option is enabled Insight will require at least one valid phone number be entered before a client record can be saved Inventory Temporary Cost Changes You can set up Insight to ask if adjustments that are being made to the cost of an item when receiving a PO are permanent or just temporary cost changes This option can be useful for businesses that receive a lot of discounts on products they order based on sales promotions but where the actual cost of the items they order does not change very often Use Unit Cost for Calculations By default Insight uses the Average Cost value for each product to calculate the markup for that product You can now choose to have this value calculated based on the Unit Cost instead This may make a slight difference in the calculated markups and overall calculated value of your inventory Use Smaller Barcode Labels By default Insight will print all barcodes on large size labels as follows Insight Salon amp Spa Software 262 Letter 3 columns and 10 rows of labels 30 per page A4 3 columns and 8 rows of labels 24 per page We have added the ability to print barcodes on smaller labels that will use less paper Letter 4 columns and 20 rows of labels 80 per page A4 5 columns and 13 rows of labels 65 per page Since
106. ou prefer NOTE By default Insight is Docked to Top In this mode the menu bar cannot be moved and prevents other applications from running over top of the menu area If you choose Not Docked the menu bar can be moved around on the screen and can be covered up by other applications Click the arrow button on the Color field to change the background color of the menu bar Click the Visible Buttons tab Click to uncheck any of the buttons that you do not wish to see on the menu bar NOTE Any buttons that do not have a checkmark next to them will not appear on the menu bar They will still be accessible from within the More button s menu however You can also use the up and down arrow buttons in the middle of this screen to change the order of the buttons on the menu bar When you are finished click the OK button Menu Bar Properties Reference Display Options tab Display Options Visible Buttons Menu Bar Display Options O Scale Buttons on Larger Screens Docking Auto Hide Between Uses Docked to Top Not Docked Color Color not selected Screen Scaling Screens start normally Screens start maximized Cancel Scale Buttons on Larger Screens If your computer is running at a screen resolution greater than 1024 x 768 checking this option will cause the Insight Menu Bar to expand to take up the same amount of room on your screen as it would if you were running at a lower resolution This
107. ou that you will need to obtain a confirmation code within fifteen days If you do not contact us for this code before this time is up you will not be able to enter any new information into Insight until the Insight Salon amp Spa Software 316 code is received We feel that fifteen days is plenty of time to allow for this and apologize for any inconvenience but this is both for our protection and to ensure that your company information is always current in our files Cancel F9 Clicking this button will cancel your changes and close the Company Information screen Menu Bar Properties The Menu Bar Properties screen contains a number of options you can set to control how the top menu bar on your copy of Insight looks By default the bar sticks to the top of your screen and cannot be moved This is called Docking and is one of the options you can change You can also have it scale to match your screen size if you are using a high resolution on your monitor Click on the Setup button on the Insight Menu Bar Click on Menu Bar Properties in the menu Click the Scale Buttons on Larger Screens option to have the menu scale to match your screen size if you are using a high resolution on your monitor Click Auto Hide Between Uses to have the menu bar slide off of the screen except for a tiny bar that will come back when you move your mouse over top of it recommended for advanced Windows users only Select the Docking option that y
108. our keyboard will select the commission scheme that is above the one that you are currently on Next F5 There is no button associated with this function key Pressing F5 on your keyboard will select the commission scheme that is below the one that you are currently on Add Scheme F6 Clicking this button will go into add mode to allow you to add a new commission scheme Edit Scheme F7 Clicking this button will go into edit mode so that you may edit the selected commission scheme Deactivate Scheme F8 Clicking this button will mark the currently selected commission scheme as deactivated You will not be able to do this if any employee is currently using the scheme Exit F3 Clicking this button will close the Self Employed Billing Setup screen Save F3 when in add or edit mode Clicking this button will save your changes and return to browse mode Cancel F9 when in add or edit mode Clicking this button will cancel your changes and return to browse mode Schedule Templates The Schedule Template utility allows you to set up common working schedule to a single Quick Key to help make scheduling each of your employees much quicker For example one of your more popular schedules may be 9 00am 6 00pm with a 1 hour meal break starting at 1 00pm You could set this up and assign it the Quick Key of A When you move on to the task of scheduling each of your Employees whenever you get to a day where the selected employee
109. partment by clicking the Add button under the Categories grid e Enter the Category Name and then select whether the category will contain only products only services or both e If the category is able to contain services you may now choose a color to represent those services when they appear on the appointment screen e Click the Save button or press F3 on your keyboard Adding a Category to an existing Department e Select the department that you wish to add the category to Insight Salon amp Spa Software 274 e Click the Edit Department button or press F7 on your keyboard e Click the Add button or press Alt A on your keyboard e Enter the Category Name and then select whether the category will contain only products only services or both e If the category is able to contain services you may now choose a color to represent those services when they appear on the appointment screen e Click the Done button or press F3 on your keyboard Tips for Configuring Departments amp Categories Spend some time coming up with a plan for how you want to categorize your products and services Once you have a plan in place write down all the departments and the categories in each department before you enter them into Insight This will allow you to think through how everything is going to work before you have gone too far Insight has numerous reports that are broken down by department and or category There are a couple of different ways that you can ch
110. printer that you will be using to provide receipts to your clients If you do not see your printer type listed and it is an actual type of slip receipt printer choose the Other Receipt Printer option Setup Other Receipt Printer button This button only appears if you select the Other Receipt Printer option above Clicking it will pop up a window that allows you to specify the Characters Per Line Buffer Size and Lines Per Second of your receipt printer Please call the Insight technical support line if you need assistance with this Printer Name If your receipt printer is properly installed into your copy of Windows it will appear in the drop down list in this field You must select it in this field for the receipt printing to work properly in Insight Auto Page Cutter This checkbox only appears if you select the Other Receipt Printer option above You should check this field if your receipt printer has a cutter on it that automatically cuts the receipt for you rather than you needing to rip it off after it prints the receipt Receipt Printing Options Print Receipts This field is used to tell Insight how often you will be printing receipts for your clients The four options are Always Usually Rarely or Never If you select Usually or Rarely Insight will ask if you want to print a receipt each time you complete a sales transaction If the Usually option is selected the default answer to this q
111. pt each time This option gives you the most control over if and when Insight can connect to QuickBooks However you will likely be prompted many times depending on what you are doing This option requires you to be running QuickBooks when you do anything in Insight that requires QuickBooks Integration Yes whenever this QuickBooks company file is open This option gives you some control but also lets Insight do what it needs to do without asking permission for each step it needs to do This option requires that you have QuickBooks open and have this Company file open when you use the QuickBooks Integration areas of Insight Yes always allow access even if QuickBooks is not running This is the option that we most recommend If you are concerned about certain areas or information being accessed you can set up a login and give it permission to do only the things you are comfortable with it doing However if any of these areas are needed by Insight to post your Daily Sales information QuickBooks Integration may not be able to work properly You do not need to have QuickBooks running when you use the QuickBooks Integration areas of Insight NOTE Depending on the option that you choose you may or may not have to do this section again QuickBooks Canadian Editions If you are using QuickBooks Canadian Edition especially an earlier version than 2006 you may need to grant Insight access to log into QuickBooks when QuickBooks is not running T
112. r each level While some businesses pay out a specific commission regardless of the amount of sales others use an escalating commission scale that rewards employees for attaining higher sales figures The Min value in each level is calculated by Insight and will always represent 0 01 above the Max value of the previous level As long as you continue to change the Max values Insight will automatically add a new level with 999 999 99 in the Max to ensure that all really high sales figures will still fall within this last sales range level By Product method You may enter different commissions for as many of your products for this commission scheme as you like When payroll is calculated any employees that have this commission scheme assigned to them will have their commissions calculated based on the individual commissions that are assigned to the products on this screen Use the Enter key to edit the commission of the product that you have highlighted and the arrow keys or mouse to move to different products in the list Red text indicates that the product has been deactivated I want to button This button has a different function depending on which Scheme Type is selected for the commission scheme Each option is discussed below Multi Level method For the Multi Level method the option in this button will remove the currently selected commission level By Product method For the By Product method the option in this button will refresh
113. r is down or if you receive a message MMA Deoa telling you to call the card center Number of Credit Card Slips to Print One Copy Two Copies Transactions May Have Gratuities Tips Credit Card Integration Method This is the method of card processing that you will be using The options are X Charge PC Charge PayMover and MerchantW ARE Setup Other Merchant Accounts button This button allows you to set up multiple accounts for processing credit cards This is useful if you have renters or self employed associates who will be processing their own credit cards When you click this button a new screen will pop up with the relevant fields on it that correspond to the ones listed below You can add as many new accounts as are required for your business IP of Computer with PC Charge and X Charge only This field is for the IP address of the computer that has the credit card processing software installed on it Port Number with PC Charge and X Charge only This field is for the Port Number to use with the software Merchant ID with X Charge only This field is for the Merchant ID to use with the X Charge software PayMover Token with PayMover integration only This field stores your unique ID that allows you access to the PayMover payment gateway The field below allows you to select the payment processor you will be going through Processing Company with PayMover PC Charge and MerchantWARE only This field allows
114. r of days to wait before automatically placing an unsuccessful recurring payment back on the payment list to be attempted again This gives the client some time to make a payment on their credit card if the reason for the failure was that the card was declined Put billed amount against Account Balance If this option is selected then recurring billings will be put on the client s account instead of being run on a credit card Suspend Membership when billing fails If this option is selected then a client s membership will be put on hold if the recurring billing is unable to be processed Room Master Enable RoomMasier Integration Checking this field will turn on the RoomMaster integration feature in Insight With this you will be able to interface to the InnQuest software to allow you to charge a room as a paytype IP This is for the IP address of the computer that is running the EPI interface of InnQuest Port This is for the Port used by the computer that is running the EPI interface of InnQuest Options Tab Defaults Options Printing amp Hardware Email SMS Setup Taxes Online Appt Booking Data Paths Sales Feature List Feature Description Appointments Clients Feature Descriptic Inventory Employee Retail Product Lookup Payroll Restricted Discounting Miscellaneous Require Password for Discounting Require Reason for Discounting Abort invoice Password Restrict Other Payment
115. r on the appointment book including tanning beds booths and anyone who can receive credit for selling products or services Network Version This option specifies that you have more than one computer connected together and able to run Insight at the same time Credit Card Integration This option is for the automatic processing of credit cards directly through the Insight software QuickBooks Integration This option is for the ability to have Insight post sales and other related information directly into your copy of the QuickBooks accounting software Multi Location This option is for the ability to have more than one copy of Insight linked together to share information such as clients gift certificates and inventory Insight Salon amp Spa Software 315 Online Appointment Booking Enabled If you have purchased the Online Appointment Booking module this field will be checked automatically Renewal Date This shows the monthly renewal date for your Online Appointment Booking module Software Status Info This section of the screen shows the status of your copy of Insight which can change depending on various factors The different states are described below Status This field indicates the current state of your copy of Insight Before you have purchased Insight this field will say Evaluating After clicking on the Purchase button it will change to Purchasing Once you have received your purchase confirmation c
116. rd Revenue In This group allows you to specify different QuickBooks accounts for each Department Category Default Account This is the account that your Service Revenue will be recorded except for those specified by department category Record Returns In This group allows you to specify a separate contra revenue account from QuickBooks to track your Service Sales Returns or that service refunds come out of the same account that the Service Revenue was recorded in Returns Account This is the account that Insight will use to record Service Sales Returns if that option is selected Product Revenue Tab Record Revenue In This group allows you to specify different QuickBooks accounts for each Department Category Revenue Account This is the account that your Product Revenue will be recorded except for those specified by department category Record Returns In This group allows you to specify a separate contra revenue account from QuickBooks to track your Product Returns or that Product Returns come out of the same account that the Product Revenue was recorded in Returns Account This is the account that Insight will use to record Service Sales Returns if that option is selected Recurring Payments Tab Recurring Payments Account This is the account that your Recurring Payment revenue will be recorded Department Category Grid This grid allows you to specify a certain revenue account for each individual category if you wish This wil
117. rofessional 6 000 Charge LTX Pay LTX LTX on Products 4 250 LTX on Services 4 250 LTX on Retail 4 250 LTX Reg Number LTX on Professional 4 250 O Charge LTX on Tax Subtotal O Pay LTX on Tax Subtotal Sales Tax Options Purchase Order Tax Options M Taxes are charged on all Products CO Pay tax on all products Taxes are charged on all Services Taxes on Products Tax Added To Price Taxes Included In Price Taxes on Services Tax Added To Price Taxes Included In Price Renter Taxes Tax on Products LTX on Products Tax on Services LTX on Services F3 Exit F7 Edit NUM Taxes on Items Sold Charge Tax GST in Canada and Ausiralia VAT in UK This field should be checked if you must charge Tax or GST when you sell products and or services Tax GST on Products This is the tax percentage that you charge on product sales Tax GST on Services This is the tax percentage that you charge on service sales Tax GST Registration Number This field is for your Tax GST registration number Filling this in is optional Charge LTX PST in Canada This field should be checked if you must charge a local or provincial tax when you sell products and or services LTX PST on Products This is the tax percentage that you charge on product sales LTX PST on Services This is the tax percentage that you charge on service sales LTX PST Registration Number This field is for your LTX PST registration number Filling this
118. s Please refer to the Active Lookups section on page 1 to learn how this feature is designed to be used The only field other than the Active Lookup Search field that is available on this screen is the Category Description field which only appears in add or edit mode Function Buttons The function buttons in the bottom right section of the screen allow you to perform the most common tasks for this screen Most of the function buttons have an F key associated with them that you can press on your keyboard instead of clicking the button with your mouse Insight Salon amp Spa Software 279 Previous F4 There is no button associated with this function key Pressing F4 on your keyboard will select the client category that is above the one that you are currently on Next F5 There is no button associated with this function key Pressing F5 on your keyboard will select the client category that is below the one that you are currently on Add Category F6 Clicking this button will go into add mode to allow you to add a new client category Edit Category F7 Clicking this button will go into edit mode so that you may edit the selected client category Deactivate Category F8 Clicking this button will mark the currently selected client category as deactivated It will disappear from the Active Lookup unless you have Show All checked in which case it will appear in red Exit F3 Clicking this button will close the Clien
119. s checked then the Reg from the Employees screen will be printed on receipts Show Client s Next Appointment If this box is checked then the client s next appointment if booked will be printed on receipts Insight Salon amp Spa Software 257 Print Total Discount on Receipt This option will cause a line to print on your receipts for the total discount that was received on the sale You can also choose to include the discount total for Series Packages and Gift Certificates once you have turned this option on Inventory Inventory Foreign Exchange Rate on Purchase Orders 0 800 Foreign Exchange Rate on Purchase Orders This field is for the default exchange rate for the most common foreign currency that you are billed in when ordering products for your business List Sorting The options on this screen control how the Active Lookups and other lookup screens are sorted for the respective list types You can always change the sort order when you are in a lookup but they will default to the way they are set on this screen You can also specify if client and employee names are shown in FirstName LastName or LastName FirstName format Default List Sorting Client List Client Name Format Client Name Phone Number FirstName LastName LastName FirstName Employee List Employee Name Format Employee Name Employee Code FirstName LastName LastName FirstName Product List Product Code O Descript
120. s client is a Walk in checked Require Reason for No Sales Opening Drawer If this option is enabled Insight will prompt for a reason to be entered when doing a No Sale opening cash drawer The reason must be entered or the cash drawer will not be opened Insight Salon amp Spa Software 263 Printing and Hardware Tab Defaults Options Printing amp Hardware Email SMS Setup Taxes Credit Card Integration Online Appt Booking Data Paths Printer Receipt Printer Setup Cash Drawer Oier Receipt Printer Type O No Printer Star SP 200 Epson TM U200 Desktop Printer CBM 1000 CT S300 Other Receipt Printer CBM CD S500 Setup Other Receipt Printer Printer Name Canon MF4200 CD Auto Page Cutter Receipt Printing Options Print Receipts Rarely 7 Copies 1 PrintGiftReceipt Never E Receipt Notes Thank you Please come again Due to differences between printers the Receipt Comments may not print exactly as displayed Itis highly recommended that you print a test invoice to verify that the comments are printing appropriately F3 Exit F7 Edit NUM Printer Your receipt printer needs to be set up in Windows before you can complete this section of Insight Please make sure that this has been done and call the Insight technical support line if you need assistance with this Receipt Printer Type This option allows you to select the make and model of the
121. s determines the type of sales range that will be used to calculate the commissions If you choose Product Sales then commission will be based strictly on the total value of products sales that the employee did for a given pay period If you choose Percent of Services Sold commission will be based on the amount of product sales as a percentage of the amount of service sales that the employee did for a given pay period Based on Service Sales level based on Percent of Services Sold method only This determines how the product and service sales will be compared If you choose Gross Sales then sales will be compared on the entire retail price of the services If you choose Net Profit sales will be compared on the retail price of the services minus the calculated cost of the services Taxes are not included in the calculation Default Amount By Product Scheme Type only This field is for the default commission amount that will be applied to all products for this commission scheme Once this default has been applied you will be able to change the commission on specific products if you wish Insight Salon amp Spa Software 287 Commission grid The grid shows different information depending on which Scheme Type is selected for the commission scheme Each option is discussed below Multi Level method This grid gives you the ability to specify as many different ranges of sales as necessary and enter the desired Commission amount fo
122. s employees for attaining higher sales figures The Min value in each level is calculated by Insight and will always represent 0 01 above the Max value of the previous level As long as you continue to change the Max values Insight will automatically add a new level with 999 999 99 in the Max to ensure that all really high sales figures will still fall within this last sales range level By Service method You may enter different commissions for as many of your services for this commission scheme as you like When payroll is calculated any employees that have this commission scheme assigned to them will have their commissions calculated based on the individual commissions that are assigned to the services on this screen Use the Enter key to edit the commission of the service that you have highlighted and the arrow keys or mouse to move to different services in the list Red text indicates that the service has been deactivated I want to button This button has a different function depending on which Scheme Type is selected for the commission scheme Each option is discussed below Multi Level method For the Multi Level method the option in this button will remove the currently selected commission level By Service method For the By Service method the option in this button will refresh the list of services This will make sure that any new services that have been added since this commission scheme was created will appear Insight Sa
123. s to the Insight Menu Bar properties and close the screen Insight Salon amp Spa Software 318 16 Help The Help screen contains information about your copy of Insight as well as support contacts and links to the digital versions of the manuals Your current version number is displayed in the top middle of the screen next to the What s New button Click this button to read a document listing all the changes that have been made to Insight Beneath this are the telephone numbers and email addresses that you may use to contact us for support or sales assistance The bottom section lists your company information and serial number The buttons on the bottom are available to view the Quick Setup Guide or User s Manual this document You can also click the Barcode Scanner Config button in order to print out the configuration sheets for your barcode scanner Click the OK button to close this screen 2 Insight Salon amp Spa Software A Version 2010 1 2 1 we Copyright 1991 2009 Syntec Business Systems Inc Support Information Phone 1 780 489 1777 Fax 1 780 481 2539 Toll Free Phone 1 800 805 4532 Toll Free Fax 1 866 219 6883 Support E Mail help salon software com Sales E Mail sales salon software com Website www salon software com Use FastSupport only when directed Online Support www fastsupport com to do so by an Insight support rep Last Backup NEVER Evaluation Copy Registered To Insight Evaluation 123
124. set up the services for e Click on the Service Setup tab e Click the Edit Eligibility button or press F7 on your keyboard Bed Info Service Setup Service Code Eligible SPRAY TAN o TAI e For each service in the list perform the following steps e Click on the service in the grid e Check or uncheck the Eligible checkbox depending on whether or not this bed can perform the service TIP You can speed up this process by selecting more than one service at the same time You can select several or all of your services at once by clicking the first one in the list then holding down the Shift or Ctrl key on your keyboard and then clicking on the last service in the list or that you want to give access to Let go of the Shift key and Insight will show you how many services you have selected and give you two buttons to either set or take away the eligibility for the current tanning bed Click the appropriate button and Insight will automatically set the eligibility for all of the selected services e Click Done or press F3 on your keyboard Insight Salon amp Spa Software 296 Tanning Bed Setup Reference Tanning Bed Setup Searching BedName UVBed Fanning BedName OO A 0e U Spray Booth Bed Info Service Setup UV Bed Grouping Bed Information Category Standard UV Bed e Controlled by Timer Bulb Information Max Tan Duration Min M Has Tanning Bulbs Lead In Time Min Bulbs Las
125. ss Hours screen Save F3 when in edit mode Clicking this button will save your changes and return to browse mode Cancel F9 when in edit mode Clicking this button will cancel your changes and return to browse mode Public Holidays The Public Holidays area is used to tell Insight what special days your business is closed or has unusual hours How to Set Up Your Special Holiday Hours e Click on the Setup button on the Insight Menu Bar e Click on Public Holidays in the menu Special Hours g gt Special Hours For December 25 2009 Sun Mon Tue Wed Thu Fri Closed 1 2 3 4 6 7 8 9 0 44 Open Time 09 00 AM 13 14 15 16 17 18 Close Time 07 00 PM 20 21 22 23 24 EJ 26 27 28 29 30 31 Edit Delete Close e Use the calendar to select the day for which you want to set up special hours e If no special hours have been specified for the selected date click the Add button to create them e Click Edit to change the special hours for a date that already has them e Click Delete to remove the special hours for the selected date e Click on the Closed checkbox if you will just be closed for that day otherwise use the arrow buttons on each time field to set your opening and closing times NOTE The Left arrow will set the time one hour earlier for each click while the Down arrow will set the time earlier by 15 minutes each click The Right arrow will set the time one hour later for each click
126. t Categories screen Save F3 when in add or edit mode Clicking this button will save your changes and return to browse mode Cancel F9 when in add or edit mode Clicking this button will cancel your changes and return to browse mode Client Referral Types The information entered into this section of the program will allow you to determine how all of your new clients come to find out about your business Any new advertising or marketing initiative that you attempt should be added in as a referral type so that as new clients come in you can specify how they came in for the first time You can then print reports that will show you how effective each different referral type is at attracting new customers How to Add a Referral Type e Click on the Setup button on the Insight Menu Bar e Click on Client Referral Types in the menu TES Searching Reference alii Flyer i Newspaper Radio Ad Sign Word of mouth Yelow Pages Search Show All Edit Add Deactivate Referral Referral Referral e Click the Add Referral button or press F6 on your keyboard e You will then see that the Search field disappears and you are able to enter a new Referral Type e Type in the new name noting that you may not have more than one Referral Type with the same name e Click the Save button or press F3 on your keyboard Client Referral Types Reference Client Referral Type grid The grid is the main feature
127. t Replaced 5 9 2007 Clean Up Time Min Bulb Life in Hours 1000 Hours Used 187 O High Power Facial Hours Remaining 813 Notes Online Booking Can be booked with Online Booking jj Add Edit Deactivate F3 Exit F4 Previous F5 Next F Add F7 Edit F8 Deactivate 7 employeesibeds out of a max of 999 Active Lookup The Active Lookup area in the left area of the screen is where you can search to find the tanning bed you wish to work with Please refer to the Active Lookups section on page 1 to learn how this feature is designed to be used Bed Name This is the name for the tanning bed booth and is what you will see on the Appointment Book screen So it should be something fairly brief so that it is recognizable and must be unique ID Code The ID Code field is used as an abbreviation for each tanning bed This field can contain 1 8 characters that identify each of your tanning beds You must specify a unique ID Code for each tanning bed that you add into Insight and you will not be allowed to save the information until a unique ID Code is entered Bed Info tab Category This field gives you a way of classifying your tanning beds according to their main function in your business Categories are used in reports so it is very important to assign all of your tanning beds a Category Has Tanning Bulbs If the selected bed uses actual bulbs as opposed to a spray booth you
128. t level amount Then the second level commission will be paid on only the difference from the first sales level amount to the second sales level amount etc Amounts are based on The commission Amounts basis determines how the commissions will be paid to the employee If you choose Gross Sales then commission will be paid on the entire retail price of the service If you choose Net Profit commission will be paid on the retail price of the service minus the calculated cost of that service Taxes are not included in the calculation Commission amount is This field determines whether the commission is calculated based on the Percentage of Sales or whether the employee is just given a Flat Amount for reaching the sales target Default Amount By Service Scheme Type only This field is for the default commission amount that will be applied to all services for this commission scheme Once this default has been applied you will be able to change the commission on specific services if you wish Commission grid The grid shows different information depending on which Scheme Type is selected for the commission scheme Each option is discussed below Multi Level method This grid gives you the ability to specify as many different ranges of sales as necessary and enter the desired Commission amount for each level While some businesses pay out a specific commission regardless of the amount of sales others use an escalating commission scale that reward
129. tegory e Type in the new name noting that you may not have more than one Category with the same name Insight Salon amp Spa Software 294 TIP There are many different ways you may choose to categorize your tanning beds or booths Two examples that we used in the Insight test data are Spray Booth and Standard UV Bed You might like to get much more specific than that depending on the types of tanning services that you offer e Click the Save button or press F3 on your keyboard Tanning Bed Categories Reference Tanning Bed Category grid The grid is the main feature of this screen and contains all of your tanning bed categories The entire screen is essentially the Active Lookup for your tanning bed categories Please refer to the Active Lookups section on page 1 to learn how this feature is designed to be used The only field other than the Active Lookup Search field that is available on this screen is the Category Description field which only appears in add or edit mode Function Buttons The function buttons in the bottom right section of the screen allow you to perform the most common tasks for this screen Most of the function buttons have an F key associated with them that you can press on your keyboard instead of clicking the button with your mouse Previous F4 There is no button associated with this function key Pressing F4 on your keyboard will select the tanning bed category that is above the one
130. ters that can be displayed on one line so in some cases your item descriptions may be too long and get cut off On the other hand item codes will sometimes not be understood by the customer depending on how you have set up your codes so there is some consideration to be given to which field to display Email SMS Setup Tab Defaults Options Printing amp Hardware Email SMS Setup Taxes Credit Card Integration Online Appt Booking Data Paths Server Setup Server Setup Confirmations Marketing Incoming Mail Server mail yourdomain com SMS Setup Outgoing Mail Server smtp yourdomain com C My Outgoing Mail Server Requires Authentication O My Mail Servers Require SSL Incoming Mail Port 0 Leave blank or 0 for default Outgoing Mail Port 0 Leave blank or 0 for default Server Setup Incoming Mail Server This field is for the name of the mail server that your email provider uses for you to read mail Usually it will be something like mail yourdomain com where the yourdomain part is either your website s address or your internet provider s web address Outgoing Mail Server This field is for the name of the mail server that your email provider uses for you to send mail Usually it will be something like smtp yourdomain com where the yourdomain part is your internet provider s web address My Outgoing Mail Server Requires Authentication This field should be checked only if
131. that you are currently on Next F5 There is no button associated with this function key Pressing F5 on your keyboard will select the tanning bed category that is below the one that you are currently on Add Category F6 Clicking this button will go into add mode to allow you to add a new tanning bed category Edit Category F7 Clicking this button will go into edit mode so that you may edit the selected tanning bed category Delete Category F8 Clicking this button will delete the currently selected tanning bed category Exit F3 Clicking this button will close the Tanning Bed Categories screen Save F3 when in add or edit mode Clicking this button will save your changes and return to browse mode Cancel F9 when in add or edit mode Clicking this button will cancel your changes and return to browse mode Tanning Bed Setup Each tanning bed or booth that you use must be entered into Insight so that you can book appointments for it in the appointment book Tanning beds are similar to employees in that you book appointments with them and you need to specify which tanning services can be performed with each one How to Add a Tanning Bed e Click on the Setup button on the Insight Menu Bar e Click on Tanning Bed Setup in the menu e Click the Add Bed button or press F6 on your keyboard e Enter the Bed Name this must be unique e Enter an ID Code this must be unique TIP We recommend using an abbreviation of the Be
132. the email This allows you to set up a generic email that appears personalized to the client when they receive it e Continue with the rest of the email and repeat these steps for each different piece of information you want inserted e Click the Save button or press F3 on your keyboard TIP We HIGHLY recommend testing your emails before sending them out in large batches by sending them to only one client such as your own name entered into the client screen This will ensure that the emails look the way you expect when they are received by your clients Email Templates Reference Active Lookup The Active Lookup area in the left area of the screen is where you can search to find the email template you wish to work with Please refer to the Active Lookups section on page 1 to learn how this feature is designed to be used Title The title is just a basic description of the email for your use in Insight The clients the email is sent to will never see the Title only the Subject Subject The Subject line is intended to be a brief summary of the email so that your clients can recognize it in their inbox and realize that it is not spam Create message in Plain Text checkbox Clicking this box will remove all font and picture information from the email Use this if you are sending an email to clients that you know cannot receive emails in html format Insight Salon amp Spa Software 310 Tool Bar This bar contains all of
133. the checkbox for each Meal or Coffee break that you want to include in this schedule e Use the arrow buttons to set the Start Time and Length for each break e Click the Save button or press F3 on your keyboard Schedule Templates Reference Schedule Templates grid This grid is essentially the Active Lookup for your schedule templates except that there is no Search field Please refer to the Active Lookups section on page 1 to learn how this feature is designed to be used Quick Key Code This field is for the single key that identifies the selected schedule template when you are scheduling your employees This code can be any number or letter on the keyboard which will allow you to set up a maximum of 36 templates If you try to select a code that is already being used Insight will not allow you to continue Has Meal Break Has Coffee 1 Has Coffee 2 Check each one of these checkboxes that applies for the schedule you are creating or editing You can have a meal break and up to two coffee breaks for each day When you check each of these their associated time and or length fields will appear for you to fill in If additional breaks are needed you can book Special Breaks directly on the appointment book screen See the Book Special Break section on page 50 for more information Start Time and End Time You can click on the arrow buttons for these fields to change the time The left and right arrows will move the time down
134. ti user mode select File gt Switch to Multi user Mode from the menu Connecting From Insight Granting Permission to Insight Click on the Setup button on the Insight Menu Bar Click on QuickBooks Integration in the menu Click OK on the reminder that you need to select a QuickBooks Company file Click the Edit button Click the Lookup button on the QuickBooks Path field and navigate to where your Company file is saved TIP In most cases this will be C Program Files Intuit QuickBooks 200 Your_Company_File QBW Click the OK button and Insight will then try to connect to QuickBooks QuickBooks Integration Setup General Setup Paytype Accounts Revenue amp Return Accounts Expense Accounts Inventory Accounts Tax Accounts Quick Books Path QuickBooks General Accounts Bank Account Chequing Account Cash Payouts Tips Collected F3 Save F9 Cancel Daily Deposit Savings Daily Deposit Savings Cash Payouts Unpaid Tips Select the location that Insight will look for your QuickBooks files If Insight is successful in connecting to QuickBooks you will be prompted by QuickBooks to either accept or deny Insight s request to connect There are four different choices that you can pick from No This option will not allow Insight to connect to QuickBooks Answering this way defeats the idea of QuickBooks Integration in Insight Insight Salon amp Spa Software 299 Yes prom
135. ts Payable account we said to use a different account type instead Taxes collected are different because QuickBooks does many other things with this tax account to help you with remitting your Sales Tax In order to help facilitate QuickBooks with this Insight will use these accounts To allow Insight to post sales information into these tax accounts you will have to set up at least one Sales Tax Item in QuickBooks To set up a Sales Tax Item e Select Lists gt Item List from the menu Insight Salon amp Spa Software 302 e Ifyou already have Sales Tax Item set up in QuickBooks then skip the next two steps e Click the Item button and select New e From the Type dropdown select Sales Tax Item e Enter a Name Description and Tax Rate for this item e From the Tax Agency dropdown select to whom you remit your Sales Tax e If your Tax Agency does not appear in the list e Choose lt Add New gt e Enter the information for your Tax Agency e Click the OK button e Click the OK button Optional Accounts These accounts do not have to be set up for Insight to post to QuickBooks Setting up these accounts allows Insight to help you track some additional information Returns and Refunds QuickBooks Integration in Insight also allows you to specify an Expense account to record Service Refunds and Product Returns These accounts will offset the sales figures to give you a net sales amount Business will often want
136. u Bar e Click on SMS Templates in the menu e Click the Add button or press F6 on your keyboard e Enter a Title for this message NOTE The Title will only ever be seen in the Insight program not by your clients It is for you to recognize when you are selecting an SMS template from a list e Enter the Message text for the SMS message Insight Salon amp Spa Software 312 NOTE As you type you will see a count of the number of characters you have entered A standard text message may only be up to 130 characters If you enter more than that the message may be rejected cut off or split into two messages which will cost you more e To have client specific information inserted into the message when it is sent perform the following indented steps e Position the cursor flashing line in the text where you want the client information to be inserted Click the Insert button Select the information type that you want to insert from the menu NOTE You will see text inserted into the message beginning with lt and ending with gt When the message is actually sent the information corresponding to that text will be retrieved from each client s record and inserted into the message This allows you to set up generic messages that appear personalized to clients when they are received e Continue with the rest of the message and repeat these steps for each different piece of information you want inserted e Click the S
137. uct and the amount actually collected from the client when given a discount Over Unders This is the account to which Insight will record over under amounts This will most likely be an expense account that will be used to balance your expected revenue from sales and the amount that you actually count at the end of each day Inventory Accounts tab Track Inventory Value in QB Retail Inventory Prof Prod Inventory Cost of Goods Sold Shrinkage Track Inventory Value in QB This field is used to indicate whether or not you are using QuickBooks to track your inventory value If you are you need to check this field and select the following accounts otherwise you can skip this tab Retail Inventory This is the account to which Insight will record changes to the value of your retail inventory On Hand quantity This will most likely be an Asset Account This account will only be used if you also specify a Cost of Goods Sold COGS account and is used to deduct value from your inventory when it is sold Prof Prod Inventory This is the account to which Insight will record changes to the value of your professional product inventory On Hand quantity This will most likely be an Asset Account This account will only be used if you also specify a Cost of Goods Sold COGS account and is used to deduct value from your inventory when it is sold Cost of Goods Sold This is the account to which Insight will record
138. uestion will be Yes and it will default to No if you have chosen the Rarely option If you select Always or Never Insight will not ask you about printing the receipt Copies This field is used to get Insight to print more than one copy of a receipt While some receipt printers support the use of two part receipt paper rolls many do not In that case you can specify that Insight should print up to three copies of each receipt Print Gift Receipt This field allows you to choose whether to always or never have a gift receipt printed This is a receipt with the items but no amounts on it suitable for including with a gift The recipient has the ability to return the item but does not have to know how much you spent Insight Salon amp Spa Software 264 Receipt Notes In this field you can type any notes that you would like to have appear on the bottom of all of your printed receipts This may include a thank you a description of your return policy or perhaps your business hours anything you like Cash Drawer Cash Drawer Setup Cash Drawer Attached To My Receipt Printer Another Port Virtual COM Port Code to Open Cash Drawer ie Cash Drawer Click this checkbox if you have a cash drawer attached to your computer Attached To This field allows you to specify how your cash drawer is attached to your computer This can be through your receipt printer another port that you c
139. unts Payable account Since there is no Vendor involved we need to use the Other Current Liability type Other Payments The Other Payments account is one that will require the most input from your Accountant We find that some businesses accept payments that are not currently trackable in Insight These can range from Hotel Resort room keys to Membership cards Therefore the account type required can change dramatically from business to business In most cases this will be an Other Current Asset or an Expense account Do not make this an Accounts Payable or an Accounts Receivable account type NOTE Accounts Payable and Accounts Receivable account types in QuickBooks require that a Vendor or Client respectively be supplied for each transaction that involves them Entering every client that your business has as a separate entity within QuickBooks would be both time consuming and tedious Using either a Other Current Liability or Other Current Asset allows us to make this process more streamlined Taxes Collected In most States and Provinces Sales Tax is collected when selling either a Service or Product QuickBooks will usually set up an account called Tax Collected This should be the only account that you will need You may notice that the Tax Collected account is an Account Payable account You may recall that in all other cases where you could have used an Accoun
140. while the up arrow will set the time later by 15 minutes each click Insight Salon amp Spa Software 282 e Click the Close button when you are finished Public Holidays Reference Calendar The calendar is used to select specific dates for which you will not be open for your usual hours Closed checkbox This checkbox is used to specify that your business will be closed on the selected date Open Time field The Open Time can be set for each day that you are not closed but will have a different opening time than usual Click on the up and down or left and right arrows to change the time Be careful not to set the opening time later than the closing time or your appointment book will not work correctly Close Time field The Close Time can be set for each day that you are not closed but will have a different closing time than usual Click on the up and down or left and right arrows to change the time Be careful not to set the opening time later than the closing time or your appointment book will not work correctly Function Buttons The function buttons in the bottom right section of the screen allow you to perform the most common tasks for this screen Add Clicking this button will go into edit mode so that you may add new special hours Edit Clicking this button will go into edit mode so that you may edit existing special hours Delete Clicking this button will remove the special hours for the selected date Close Clickin
141. your changes and return to browse mode Cancel F9 when in add or edit mode Clicking this button will cancel your changes and return to browse mode Client Categories Categorizing your clients can be done in a number of ways Some businesses will set up categories such as Regular Client New Client New Request etc These types of categories can be used to track client retention Some other businesses will use categories such as Student Homemaker Professional etc These types of categories can be used to track various demographics to determine what type of people you should be marketing to How to Add a Client Category e Click on the Setup button on the Insight Menu Bar e Click on Client Categories in the menu Client Categories r Searching Show all Add Edit Deactivate Exit Category Category Category vi F3 Exit F6 Add F7 Edit F8 Deactivate e Click the Add Category button or press F6 on your keyboard e You will then see that the Search field disappears and you are able to enter a new Category e Type in the new name noting that you may not have more than one Category with the same name e Click the Save button or press F3 on your keyboard Client Categories Reference Client Category grid The grid is the main feature of this screen and contains all of your client categories The entire screen is essentially the Active Lookup for your client categorie

Bill Recurring Payments - Insight Salon Software

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