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1. 2 can add up to the default amount of 500 characters per note file When you are finished adding notes you must click the Save Button To delete notes 1 2 3 Select the note file either general or an individual operator Hilite the notes you wish to delete then press Delete on your keyboard Press Save when you are done or the deletion will not take To add an operator s notes 1 3 Click the Operator List scroll arrow This brings up the Operator List box Choose the operator you want You ll then see the operators note text box appear Enter the notes in the same fashion as you did for General Notes Each operator can type up to the maximum allowable characters per client The default setting is 500 characters When you are finished adding notes you must click the Save button Quick Look Up You can easily and quickly look up a client by using either the Quick Look Up which will be described next or use the Client Selection window described in the following section Quick Look Up allows you to use the keyboard to look up a client and is available anywhere in Prosolutions 8 0 that you would need to have access to the client database For instance when booking an appointment or ring ing up a sale To use the Quick Look Up 1 3 106 ProSolutions for Windows Either press the F9 key or click the Quick Look Up from the Clients menu Note The mouse option is only available from the main
2. 176 To setup and print barcodes s cccsssssvaassaveracdessceacatesecsadbancccnene taceaetadoavecceundseets 176 STANDARD SETTING FOR LABELS i ccccccceeeeeeeeenenen 177 AVERY 5167 for Laser AVERY 8167 for Ink eessen 177 Chapter 5 Appointments s000 1 79 What you ll do in this Chapter ccceccsscceesseecceeseeeeeeeeeceeceeneeeeeeaes 179 Booking Appointments O0OOOOOOHOHHHOHHHOHHHHHHOHHHOHHHOHHHOHHHOHOOOOEOS 179 About Operator Time Cel Sesec seca cecacaveccgccatesueaiaactastcvsegucuerteveonteatceh 181 Setting the Appointment or GicdercentressPovanttderridenarsipaanadetpertemedecetes 182 Booking Appointments And Assigning ROOMS ssssssesessessessseee 183 To book an appointment for both a room and an operator 0 0 eee eee 184 To see more info or make changes to a client s appointment 185 Checking In A Client a scenes toot anracsvaetetassaar douse ts onlieasuets snasat aamew each ec 185 MOC CAT A CCT cnori ta ciel teers dep eee Gee ea 185 Twin Book Appointment cccccececessscecesececeeenneceeeneeceenteceeenaees 186 Twin Bookings at the same time Cell eee eeeceeceeeeeceeececeteeeeeeeeenaeeeenaeeees 186 Multiple Service Appointment Packages 186 To Book Multiple Services or Packages ce sseescsseeeeseeesseceseeeseeeeseeenaeenes 187 What 1f 1t S jota Package orescence tiini 187 Package ManateT asnssiscicissserseerieisorerscei naa aO U
3. CLIENT TYPE k Accept st C New Request C Referred C Non Request C New Non Request C No Type 1 Click a client type or No Type ProSolutions for Windows 6 245 Chapter Sales 2 Click Accept The message box disappears and the operator s file is updated To have the Client Type prompt appear you need to set the preference setting labeled Prompt For Client Type located in Setup Preferences Sales Register part of Prosolutions 8 0 You can generate a report for a given date range of each operator s client breakdown The report will reflect the Client Type prompt that you use Change Due Reminder With the Change Due setting on Prosolutions 8 0 will display a message box that reminds you that change is due The transaction information remains on the screen until the message box is removed When you set the Change Due setting Prosolutions 8 0 will display the fol lowing prompt immediately after accepting a sale CASH DRAWER Change is due e Click OK to remove the Change is Due reminder BookAppts from the Sales Window All the AutoBook functions can be executed from the Sales window under the BookAppt menu selection Appointment functions are described in Chapter 5 Appointments You can leave the Sales window at any point during a sale and execute any of the Book Appts menu selections When you have completed the appointment selection you can return to where you left
4. Client Information for Lisa Elliott m Dial Phone o i C O C O Phone Numbers Cancel Extension Home E 0 837 2091 SY Dscnt 0 00 C Office I No Checks Rt Dscnt ANIE 0 00 Inactive You ll notice some additions to the client information window at the top of the screen above the empty square box There is a new list box and a button labeled Photo Files By clicking the client picture list box you can see a list of any pictures stored for this client If you are just getting started you will see no selections By selecting Photo Files you can name and put in actual files from the new Picture folder now in the Pro solutions 8 0 Folder Accept 2 C Male First Name Last Name Photo Files Female Lisa Elliott llisa gt Tracking Street Address First Visit 05731700 History Last Visit peer City State 06729700 Manhattan Beach CA Birthday Notes 2 060462 P 5 Set Popup 90266 Anniversary Driver s License Expires Date Show Appts x R s Goto Appts Mailing Salutation Parents Name Main Operator Chandler Clear In Take Occupation Referred By Rt 0 aa Copy pictures in the folder file Pictures that you will find in the default setting of C Program Files Prosalon Data Pictures if you kept the default ProSolutions for Windows 3 137 Using the Skin Care In Take Options settings e Once pictures are stored in this file you can press the Photo File bu
5. Special Sales Special Sales Summary 123 Special Sales Detail 139 Coupon Reports Coupon Redemption Breakdown View 84 L Coupon Discount Report View 87 Series Series Sales by Date Range 120 Series Status 50 ProSolutions for Windows 7 251 Chapter 7 Reports e Gift Certificates Expired Cert Redem 157 _ Print a Certificate Print All Certificates Certificate Status 49 Balances by Package Type 16 17 Cert Balances for a Date Range ss View Print 94 Open Certificates for Date Range View Print 95 Pending Certificate Status 72 Open Pending Certs View Print 96 Sales By Type 55 Sales By Source 125 Sales By Operator 142 Sales Year to Date 91 Certs w 3 Redemptions 140 Reset Cert for Print e Gift Card Gift Card Sales 144 Inventory Reports All products 1 Summary Totals View L By Vendor 86A By Manufacturer 86B By Catagory 86C 2 By Part Number 31 7 252 ProSolutions for Windows List of Reports Summary by Retail Group 167 Retail Inventory By Product Number 32 By Manufacturer 33 ss By T View Print 35 Ss By Catagory 37 Activity Reports 12 Month By Catagory View 20 Ss 12 Month By Manufacturer View 19 L Discount Listing 62 Professional Inventory By Product Number 39 By Manufacturer 34 By Vendor
6. i i i Define Custom Colors gt gt K Cancel The color window is a palette of colors The top group of colors is labeled Basic Colors the bottom group are Custom Colors Pick a color from either group Notice that the black color setting has a dotted line around it Once you enter the color window you must select a color or Prosolutions will change that screen color to black by default To choose a new color 1 Click one of the Colors in the Basic Colors area That color now has the dotted line around it Click OK If you would like to save your changes click Accept If you do not want to save click Cancel 4 To reset the settings back to there default settings click Set to Defaults Modifying your salon amp spa name To modify your Salon amp Spa name 1 From the main menu select Setup Configuration General Salon amp Spa Name The Salon amp Spa Name amp Address window appears 2 68 ProSolutions for Windows Coupons SALON NAME AND ADDRESS Salon Name Gaal Manual Salon Street Address Accept 3375 Motor Ave City State Zipcode Los Angeles CA 90034 Area Phone No 31 0 837 2091 2 Make any changes you wish at this screen for your Salon amp Spa name address telephone number etc 3 To save click Accept Default Area Code To add or modify your default area code 1 From the main menu select Setup Configuration General Select Default
7. Appointments by Client This report will list the Appointments that a particular client has coming up in the future including the current day Standing Appointments by Client This report will list all Standing Appointments a particular client may have Appointments Waiting List This will allow you to print out a list of clients on the waiting list for a partic ular date range No Show Report This report will allow you to see all those clients with a No Show in their history Non Check In report A report of all clients who have failed to check in for a date range Non Check Out report A report of all clients who have failed to check OUT for a date range Booking Comparison By Service L By Marketing Group These reports will give you the number the percent and the amount in dollars booked by Service or by Marketing Group Appointment Backlog This report will show you what appointments are currently backlogged and what their worth is by amount and percent It will also display the ser vice and the operator Travel Card Audit This report allows you to audit Travel Cards for clients Business Cards Prosolutions 8 0 prints out business cards for an individual operators The following section describes how to create and print out employee operator business cards To use this feature you need a laser or ink jet printer The business cards are designed to print with the laser ink jet business cards from the Paper Di
8. Select one of the four settings e Most Generous will round off earlier when an employee clocks in and 9 292 ProSolutions for Windows Setup round off later when an employee clocks out e Least Generous will round off later when an employee clock in and round off earlier when an employee clocks out e Unbiased will round off earlier when an employee clocks in and clocks out e Do not use rounding will not round off at all when an employee clocks in or out 2 If you are using one of the rounding options you can also select whether you want the time clock to round off to nearest five ten or fifteen minute interval 3 When you have made your selections click Accept Pay Rate Descriptions Pay Rate Descriptions are names that you use to describe different rates to pay your employees These could be names like Standard Rate over time Rate or Double Time Rate To set your pay rate description 1 Choose Pay Rate Descriptions from the Setup menu The Pay Rate Descriptions window will appear PAY RATE DESCRIPTIONS Rate Description Rate 1 GeTrrinro Cancel Rate 2 Overtime Accept Rate 3 Holiday ees 2 Enter up to three rate descriptions in the text boxes provided 3 Click Accept Tax Tables This section describes how to enter your tax descriptions and tax calcula tions Tax tables are used only for special local city or county taxes This disk comes free with all new purchases of P
9. When you are satisfied with the Batch File and are ready to update the inventory to reflect the actual counts in the Batch file you need to process ProSolutions for Windows 4 163 Chapter 4 Inventory the Batch File To Process a Batch File 1 Choose Physical Count from the Inventory menu 2 Choose Process Batch File The Process Batch File box appears PROCESS BATCH FILE This routine will update your inventory with the quantities that you have entered into your batch file Make sure you have printed your Shrinkage Report prior to processing this batch Record Count 0 Cancel Processing 0 3 If you want to update your inventory and process the batch file click Start After processing your inventory will reflect the changes to your quantity on hand totals for each product in the Batch File that was off Set Starting Quantity On Hand to Current Values This feature allows you to reset all the starting quantities to what the current QOH is This is sometimes done at the beginning of a new fiscal or calendar year Viewing Your Inventory This section describes how to view your inventory using various view options There are two different view boxes View All Products View Selected Inventory The view options are located under the Inventory menu To view all products 1 Choose View from the Inventory menu 2 Select All Products The View All Products Window appears 4 164 ProSolut
10. Cancel Accept 5 188 ProSalon for Windows 10 11 After Choosing ACCEPT do the following Choose the Number of Clients for this package or multi service Choos ethe Date or Date range for the appointment book to look in for open slots Choose M Morning A Afternoon E Evening or ALL for the START time Select GO The Possible Choices will begin to load When an acceptable choice has loaded select STOP then highlite the choice You can view the details of the choice by selecting SHOW The Appointment detail window will appear Close the detail window Now it is time to choose a client Right click on the Question Mark for a NEW CLIENT or simply click on it for a current client Package Manager 12 Once you have picked your client from the list the package will be booked Package Manager The Package Manager is a useful tool to pre book packages without a cli ent name This will in effect reserve the space and time for later use As you get closer to the day of the pre booked package you can unbook and fill the time if it hasn t already been taken Use the Package Manager to book a Package Go to Appointments Mutli Services 1 Choose the Package Name 2 Choose the Date or Date Range for the appointment book to look in for open slots Choose M morning A Afternoon E Evening or ALL for the Start time Select GO The possible choices will begin to load When an acceptable choice has loaded select
11. You can see the total amount of sales for all operators and for each ser vice and the percentage each service contributes to total service sales The net amount is displayed along with any discounts Sales Breakdown for Selected Operators You can see the total amount of sales for one operators and for each ser vice and the percentage each service contributes to total service sales The net amount is disputed along with any discounts Sales breakdown for All Groups This report prints out each service groupings total sales for all groups and includes year to date totals Group Sales Breakdown This report prints out total sales by groups by all operators or a particular operator Sales Reports 5 Quantity of Services This report prints service sales by operator comparing one period with another Service vs Retail Client Count This report prints the actual count of how many clients received Only Ser vices Only Retail and or Services and Retail combined Services vs Retail by Operator This report prints the actual count of operators that performed services sold retail and or both combined To print Service Sales reports 1 2 3 Choose one of the three service sales reports from the Sales menu Enter a date range The reports will be displayed on the screen Click Print Retail Sales This section describes each retail sales report 1 Product Sales This report prints out all products
12. e Select calculation type i e earnings only earnings deductions etc Depending on this selection enter deduction amount and or exemp tion amount e Set maximum and or minimum tax if they apply 6 Choose Percent of SIT from the Tax Type list box The Percent of SIT is setup identically to the Percent of Earning window except that tax is calculated on State Income Tax amount 7 Choose Amount Per Hour from the Tax Type list box The Tax Calculation window appears as follows e Enter amount per hour for the selected tax 8 Select Amount Per Pay Period from the Tax Type list box The Tax Calculations window appears as follows e Enter a fixed amount per pay period 9 Select Tax Table Calculations from the Tax Type window The Tax Calculation window appears as follows TAX TABLE INPUT FROM TO AMOUNT EXCESS foo o o o Cancel o foo oo o Accept 10 Fill out tax table for the selected tax ProSolutions for Windows 9 295 Chapter 9 Payroll Deduction Descriptions Use deduction descriptions for items like Savings Bonds Loan Repay ment etc To set up your deduction descriptions 1 Choose Deduction Descriptions from the Setup menu The Deduction Descriptions window appears DEDUCTION DESCRIPTIONS Deduction itr i Deduction 2 401K Deduction3 Insurance Deduction 4 0 Cancel Deduction 5 fens Ea Deduction 6 ooo O Accept 2 Enter up to six tax deduction descriptions in the t
13. in Setup Preferences Appointments ProSalon for Windows 5 183 Chapter 5 Appointments To book an appointment for both a room and an operator 1 Select the Service you wish to book 2 Locate the column for either the room or the operator this service will be booked in 3 Book the appointment Immediately after selecting a client the following prompt will appear ROOM AVAILABILITY Back Facial Accept Room Accept eee Cancel 4 Select a room The appointment will now appear in both the operator s column and the room column The name of the client is displayed as usual along with the service the difference is a number next to the service name This number represents the room s operator number 4lan Chris 8 Back Faci The operator s column z 5 If you book the service in the room column then you will be prompted to select the operator instead The appointment will then appear as follows This number represents the room s number lan Chris This number 7 45 Back Faci represents the operator s number The room column As a convenience you can see the numbers of your rooms and operators by simply placing the mouse on the Operator or Room name and a 5 184 ProSalon for Windows Booking Appointments description box will appear that will have the Operator number included To see more info or make changes to a client s appointment 1 Righ
14. Cancel Last Trans Print m 2 Enter a transaction number or click the Last Transaction button 3 Click the Print button No Sale The No Sale function opens the cash drawer without recording a transac tion This option can be password protected eik To open the drawer without recording a transaction e Choose No Sale from the Register menu Clear File Busy If you are running on a network you can clear the busy message if for some reason a transaction was left open Simply click on File Busy and answer Yes This function is also available in the Utilities section For more infor mation on this function See To delete FileBusy files in Chapter 8 Utili ties Voiding a Gift Certificate To Void a Gift Certificate 1 Choose Gift Certificates Void Gift Certificates from the Register menu The Void A Gift Certificate window appears YOID A GIFT CERTIFICATE Cert Cancel Ey Void mm 2 Enter the number of the Gift Certificate you want to void A message box will confirm that you have selected the correct certificate ProSolutions for Windows 6 239 Chapter Sales 3 Click the Void button The certificate will be marked as void To Delete Gift Certificates See To delete Gift Certificates in Chapter 8 Utilities Note If you cancel a certificate before processing it through the sales screen it will automatically be marked as void Closing the Register Th
15. SALES RECEIPTS DEPOSITS Print Cash 30 00 Cash 30 00 Checks 00 Checks 00 Gand Credit Cards 00 Credit Cards 00 _ Traveller Checks 00 Traveller s Checks 00 Gift Certificates 00 BEGIN REGISTER 100 00 fit Account 00 SALES BREAKDOWN Series Sales 00 PEE au CASH RECEIPTS 30 00 Retail 00 Hotel Charge 00 TOTAL DEPOSITS 30 00 Other 00 paani a M Professional 00 EXPECTED TOTAL 100 00 TOTALS 30 00 Other 00 TIPS m In Salon 00 CASH DRAWER COUNT eee ree 100 Money in Drawer Float Service Dsc 00 Retail Dsc 00 FINAL REG TOTAL 00 s Cnt Amount sob is 00 Over Short 100 00 voips 0 0 00 Paid Outs 15 00 On Acct Pots 25 00 This window breaks down the current day s receipts The date and drawer number are displayed in the bar on top 6 Enter in the amount you want to close with in the Cash Drawer Count field Next click Accept 7 Ifyou would like a print out the figures click the Print button If you would like to view and print a closing from a previous day See View a Prior Closing Chapter 6 Sales View Options This section describes the sales view Options Transaction To View a Transaction 1 From the Sales Screen select View Transaction The View Transaction window appears 6 242 ProSolutions for Windows View Options VIEW TRANSACTIONS REGISTER 1 Select Operator Goto Date All Operators Done TP CLIENT OPERATOR DESCRIPTION QTY
16. Table of Contents ProSolutions Management 0000 XIX Software Introduction sccccsscssoee XIX B fore You BESIN sroine ced sep cantch nee seapmdsetoedealeeeainecndosdast X1X Technical N te cierren en tar aa aa e E E E E Te X1X SUB ESOS xagit idea ca a a de a Wun tnd ad aides atau raed teeta X1X PLOGUCE SUPP OU cscs ciara nsei ne e E E EEEE E X1X Sample Data cerca teaser oa ueic eee ae ema XX Usine the NI OUS Se ereen rA ae E Ana ve dabeue ier RASSE EA EGA vex AAA XX1 PON Sg casas yas art a det gusy ee ae saweh oateded ghestade aa e ai xxi GTC Keath eieaa a aa a A a xxi Right Cheekin deina aa E a A E O E TA XX1 Double Chekine es 2yices eae ee ieee uae Be eG eee xxi Setting up a barcode scanner ssessceccecccccccccecccecceeeseee XXI Sending Messa E S AE EE A N a E ES ER xxii To s ndame ssad sran a T E E EE R SE xxii To Retrieve Messages naisi narisati ansiosi unleaded cen aes xxiii Importing CLIENT files into ProSolutions eeseeeeeeeeesseeeesseeess XX V To import ASCII comma delimited or Excel client records eee XX V A Note About The User Manual ssesseeeseesesssserssesrsssseeesseresseresese XXV Placing the Users Manual On Your Desktop eeseeseeeereererersererrrersererees XXV Chapter 1 Getting Started cccccsseeeee2 7 Installing Prosolutions Management Software 27 For Phe First Time secsi aa Installing Prosolutions from Windows ccsssc
17. ___On Account L Zipcodes __ Gift Certificates Gift Certificates 8 278 ProSolutions for Windows L Merge to Remote Access Prices and Times Check Prices and Times L Reset Operator Prices to Zero Time Clock Most Common Repairs The most common database repairs are together here in one place for you to check off and run to solve many problems and technical errors that you may encounter Repairs include Point of Sale Transaction repairs Inventory repairs Purchase Order repairs Vendor No Cross Reference File repairs Client History repairs Client Lookup Client Notes Client For mulas Appointments and Series AFTER doing a backup the Most Common Repairs is a good place to start if you are suffering errors Appointments Change Hours of Operation this allows you to adjust the hours that your salon opens and closes in reference to the appointment book Change Booking Interval this allows you to determine the time frame with which you book appointments and schedule times for each individual ser vice i e 10 minutes between each or 15 minutes or 30 minutes etc Crosslink Check this repair will check for any appointments and client files that are crosslinked and may create an error This repair automati cally fixes such crosslink errors that it finds Inventory Vendor Name Address File This will reset the address file for a vendor Find Inventory Sku Records Self Explanatory Transact
18. e Client Zipcode Counts ss All Zipcodes 88A Only with Activity 88B On Account Aging Report 141 e On Account Status View 81 e Client Referral Detail View 52 e Missed Cycle Report View 83 e Export Name and Address e Client Formulas 63 Goals e Operator Goals e Set Operator Goals Day Runner e Appointments e Client Phone Book e Client History e Forms Print Setup Appointments _____ Phone Book L Client History Graphs e Salon Sales e Service Sales Breakdown e Operator Sales Comparison ProSolutions for Windows 7 255 Chapter 7 Reports Miscellaneous Sales Reports Operator Work Schedule Operator Order ___ Grouped by Title print only Appointments List 68 98 Appointments by Client 145 Standing Appointments by Client View 165 Appointments Waiting List 147 No Show Report Non Check In Report View 159 Non Check Out Report View 160 Booking Comparison by Service 118 Booking Comparison by Marketing Group 152 Appointment Backlog Travel Card Audit 97 Business Cards Create The Club Files This section describes each sales report Many of the reports can be viewed on the screen with an option to print If a report is viewable on the screen it will be labeled so For example the report All Services appears this way All Services View Service Sales 1 7 256 ProSolutions for Windows Sales breakdown for All Services
19. sscssscccsecssosssessocococeccecccecoccceceeeceesseese 292 R sistet Rol Back nerne erne e ere T e eor teats 232 End of D y R POTt sssi tri e o i E e as 232 DET VICE S AlE Shree aise eh aE Magi E tho E E EE E E R 232 Retail Sale Srerenr tosse Tree e ear sana a EAE aiar eio 232 Bam Deposits ake a N E Ea AT EE 232 Tj Salon USE oeer aaie za e eE EREE E EEE 233 To record a product as In Salon Use sssssssesssssesesseeessresseesseesseresseeessresseesse 233 Merchandise Return and Exchange ccccceescceceeseeeceeeneeceeseeeeeees 234 Paid OUS oinn a a Say ak Neca E O E E 235 To record a Paid Out transaction sessssseesseessesseeseeeesseessresseesseresseessseesseseee 235 Pad HAS 32s eea e a A E E A A tate 235 To record a Paid In transaction ies cscesevcesscsecsanateveyeadtstebouniauntecnestenssoceseegiedae 235 OMACCOUNT reee ere ene ree Pepe re er ee any re eer rt EAE 236 To view a client s Account status 5 outs ance aatssecesediandeasuch Sess connche ve Beate vareaet 236 Toradjusta chient s balancers ei i a a a Rn 237 To post a payment against a client s balance nneesseessensseesseeesssesersseeeseee 237 Deleting a client s on account balance sssessssseessseeessesseessersseesseeessressresse 238 Voiding a Transactiome eee eE e EEEE Eat 238 To void a transactiOn a siisscden un ciidannsmutasudaihausueudanncan 238 Printing Duplicate Receipts 0 i0 ssessnertepercetotatontivdereeceuentsentinde
20. Chapter Appointments SPECIFIC SERVICE RECOMMENDATIONS Save For this Service se ee Exit Recommend This Before Recommend This After z Note These settings will override any group recommendations for this service Select the particular service and then choose a service to recommend both before and after the service The software will automatically look for openings for these options when this particular service is booked e Blockout Names Left Click on Blockout Names and the following win dow will appear BLOCKOUT NAMES Blockout Names Add Delete Modify Exit ddu Simply type in a name like Lunch or Meeting and Click the Add but ton Keep doing this till all the blockout names you use have been set up Wait List The Waiting List is an excellent feature that allows you to put a client on hold for a particular Operator into the future The system will tell you when the Client will be able to see that Operator for a particular service if the Operator is currently unavailable To use this feature simply Click on Wait List then click on Place on Waiting List The following window will appear 5 202 ProSalon for Windows Appointment Main Menu Options PLACE ON APPOINTMENT WAITING LIST _ Save Choose the Client the Operator and the Service For Operator Cancel Then pick the date range rt that the Client is interested in
21. Click Save and that s For Service all there is to it Effective Date Range From To Cal o 72472001 jo 72472001 Acceptable Days of the Week SHT WT F S5 O e v s _ Start Time End Time A e BRAR aee Note You can view the waiting list at any time by simply selecting Display Wait ing List The View window will appear ProSalon for Windows 5 203 Appointment Main Menu Options WAITING LIST Search Remove Update Waiting List Phone OoOO SHT WTFS From Date To Date Start Time End Time Status EEEBEBHEES isd i Note Forward 1 Left Click on Forward 2 Choose how far into the future you wish the Appointment Book to go from 1 to 8 weeks from the current day Once you have finished whatever it was you needed to do on that day simply go back to Forward and click Return to Today The Appointment book will bring you back to the cur rent day Month View 1 Left Click on Month View and the Month View window will appear This feature is so that you can view a particular Operator s schedule for their ability to have a service or two in a row booked on a certain day View the window below 2 As you make your selections more and more of the operator s month will be made unavailable until you see what they can and cannot perform in relation to the service or services you have chosen for them and then you can book them ProSalon for Windows 5 204 Appointmen
22. ENTER Then PICK FROM LIST will appear in the field to the right of the Client button Use the scroll arrow and choose the client you are schedul ing for Calendar Scale Options Settings WaitList Forwar lt gt Cien fram mea Once the Client is selected you can choose the time cell under the Oper ator of choice and left click The time for the service will be blocked off and now you can RIGHT click on the appointment and select what TYPE of client this is You will see the following options upon right clicking Request New Request Non Request New Non Request Referred Bumpable Booking Appointments e No Type e Cancel Booking 4 These are the 7 different client types to choose from They are color coded For example if you select New Request the client s name will appear with a light purple line to the right of the appointment box You can adjust these colors to whatever you choose Eventually you will be able to simply read an appointment book day just by looking at the col ors The various types let you know by just looking at the appointment screen a client type so that if a client was a New Request the operator would know this is the client s first time and it also lets the person booking appointments know that this client specifically asked for an operator and therefore should not bump them to another operator The above illustration shows what a booked Appointment looks like The name
23. Inventory Reports Other Utilities J Exit Appointments Any check boxes you set here will require a password 2 Check the general areas of the program you want to password protect Each setting that you check will turn color to blue and have a check mark next to it 3 Click Accept To set sales password settings in ProSolutions 1 Click the Sales button The Sales Settings window appears ProSolutions for Windows 10 319 Chapter 10 Passwords Indicates the master password is in affect SALES REGISTER SETTINGS MASTER Access to Menu Items l Register T View _Lancet_ Close T On Account l Transactions Rollback T oid Transactions Prior Closings End of Day Report Duplicate Receipt Appt Waiting List Service Sales Report No Sale T Service Price List Retail Sales Report Clear Password On Account Status Deposits Clear FILEBUSY T Client Series Status In Salon Use Gift Cert Modify Gift Cert Status I Merchandise Returns T Void Gift Cert Client Phoenetic Search Paid Ins Outs I Print Gift Cert Appt Schedule I Printer Setup Tanning l Book Appts I Time Clock Allow Users to Modify Prices Apply Discounts Enter Cashier Number Any check boxes you set here will require a password 2 Check the sales settings you wish to restrict access to Each setting that you check will turn color to blue and have a check mark next to it 3 Click
24. PRICE RD WHO Transaction lt lt Prey 1st Today Next gt gt Last Trans Services Retail Professional Other Taxable Sales Tax TOTAL a SS Da a 3 SES te ea ee The Transaction number field appears at the top left of the window The transaction list box includes the following columns Date T Type P Pay Client Name Operator Transaction Description SKU Quantity Price R Register D drawer and Who who recorded the transaction There are various buttons across the top of the View Transaction window The following describes what each button does The Last Transaction button This is good button to start with To view the last transaction posted in the system click the last transaction button The lt lt Prev button To view the previous transaction click the lt lt Prev button The Next gt gt button To view the next transaction click the Next gt gt button The 1st Today button To view the first transaction on the current day click the 1st Today button At the bottom of the View Transaction window are the breakdowns of the highlighted transaction They include the Service totals retail totals pro fessional totals any other charges taxable item totals sales tax totals and ProSolutions for Windows 6 243 Chapter 6 Sales the grand total 2 When finished click Done To view a transaction by operator 1 Select an Operator from the Operator li
25. ProSolutions for Windows 10 323 Chapter 10 Passwords Indicates the master password is in affect REPORT SETTINGS MASTER Access to Menu Items A Sales Service Sales Only Their Operator Retail Sales T Only Their Operator Operator Reports Commission Reports Transactions Sales Tax Report Coupon Reports Series Gift Certificates Misc Appointments Business Cards 3 Inventory Marketing Cancel All Products Create a List Retail Inventory J Print Lists l Professional Inventory Export File Pricing By Mfg Form Letters T Vendor Listings M Manufacturer Listings Category Listings M In Salon Reports Price Lists I Client Reports Client Count Type T Client Ranking Other Client Reports Purchase Orders Bee M qecesvang Tiansects Export Name and Address Worksheets Day Runner Terenas Appointments i l Phone Book Printer Setup Client History Any check boxes you set here will require a password Check the reports settings you wish to restrict access to Each setting that you check will turn color to blue and have a check mark next to it All of the above settings are menu items By checking any one of the set ting will require a password if someone wants to access print or view any of these items Click Accept Other menu password settings in ProSolutions 1 10 324 ProSolutions for Windows
26. Reason C List Allergies Po Special Problems eee Done Each condition is followed by a note field Check the appropriate boxes followed by a note Click the Done button to save and return to the main Skin Care In Take window To view modify the Contours window 1 Click the Contours button The Contours window appears ProSolutions for Windows 3 140 Using the Skin Care In Take Options BODY CONTOUR PROGRESS CHART I Col Input R L R L R L O fF Tf 1 f ff 1 f 1 J _ O J A A A A a A Abdomen n rn Lower thigh T 1 1 O 1 fT Lowerknee T 1 fT ff of Comments OO Done This window is designed with body wrapping in mind to store and track a client s various body dimensions for a 15 week period You can enter a goal and add comments 2 Click the Done button to save and return to the main Skin Care In Take window To view modify Treatments 1 Click the Treatments button The Treatments window appears ProSolutions for Windows 3 141 Using the Skin Care In Take Options BASIC SKIN TYPE AND TREATMENT Oily skin eS m Dry skin Pe _ Combination skin es Acned skin ee oo S m Uneven skin color pno o m Page 1 Done This window documents a client s skin type and what treatments have been used There are two pages so you need to click the Page but
27. Reports Mransarion Description Heading Discounts Tips lt Merchandise Returns D Deposit F Gift Cards G Gift Certificates Transaction Self Explanatory Description I Paid In K Series N In Salon Use P Professional Sales R Retail Sales S Service Sales T Sales Tax U Paid Out V Void The following describes each transaction report 1 7 260 ProSolutions for Windows Consolidated Closing Report This combines closing reports for multiple registers or drawers or for a time frame rather than a single day All Transactions This report will print a list starting with the transaction number 1 to the last transaction number Note This report could take a few minutes to gather data depending on the number of transactions you have Today s Transactions Self explanatory By Transaction Range Prints transactions within a given number range Sales Reports By Date Range transaction reports The following transaction reports can all be printed within a given date range 4 All Transactions 5 By Transaction Type You can print a transaction report for one particular type of transaction from a list box For example if you wanted to see transactions that con tain retail sales you would select from the following list box that is dis played when you choose this report Each transaction type along with the corresponding symbol can be selected from this list box For a retail sales trans report yo
28. Retail Commissions Ss Retail Commission Schedules L Cashier Commissions Back Bar Charge Detail About the Federal Tax Deposit report e Prints all federal taxes for an employee ProSolutions for Windows 9 314 Utilities Quarterly Reports State Quarterly Reports Utilities It is a good idea to contact ProSolutions before running any utilities in the Payroll Module ProSolutions for Windows 9 315 Chapter 9 Payroll 9 316 ProSolutions for Windows Chapter 10 Passwords Chapter 10 Passwords What you ll do in this chapter e Setup Program Passwords e Setup Biometric Scanning Setting Program Passwords This section explains how to password protect certain areas of ProSolu tions This password system enables you to set up a password for any one in your salon regardless if they accept appointments or not As the owner or man ager you decide where in the program you want to require a password and which passwords gain access to a particular area and which do not Once a section of the program has been password protected it will always require a valid password to be entered in order for access to be allowed Another element of the password feature is the ability to set a time duration for that password The easiest way to explain a time duration is as follows Say for example that you have a receptionist at a single register You have many of the sales
29. The Good Stuff Default Day of Beauty Default of Days p Auto replace packages in this 2 Weeks number of weeks from date package was used A If the package has been used you can have it automatically replaced with a new blank by using this Compress list display D Current Appointment Options All options available for a current appointment are available through a sim ple Right Click on the Appointment in question The the following options will appear e Appointment Info e Client Information e Client Appointments e Check In e Check In All e Print Travel Card e Confirm Appointment e Mark as No Show Set Attribute e Set as Client e Change Service Name e Change Appointment Duration e Change Client Type e Mark as Package ProSalon for Windows 5 191 Chapter 5 Appointments e Mark as Standing e Mark as Series e Reschedule Copy Appointment e Unbook e Unbook All This Day Appointment Info See pages 196 and 197 in this Chapter Client Information 1 Right Click on the Appointment in question 2 Left Click on Client Information The Client Information Window appears Client Information for Lisa Elliot 9655 C Male First Name Last Name Photo Files Files Female Lisa Elliot Lisa Tracking Street Address First Visit 3375 Motor Ave 04729700 History Last Visit Poros Los Angeles CA Birthday Notes Zip or 201770 Set Popup 90034
30. To print out the Appointment Listing report sseseseeseeseesseerersersresressrssresees 271 To create and print out business cards s sssssesesseeesseessresseesseresseeeresseesseee 272 Cr ate The Li TCS rece esa ce ert gk aches a 273 Batch Reports PEETRE A EE E EA IE RR AEN T Ee Batch Reports Making esssesesseseseesesseseresresressrserssressesnresressessresresserssresse 273 Batch R p rts USDT mersine e a A A EAN RSEN 274 Chapter 8 Utilities sssossssssssesseeeeee0 27D ProSalon for Windowsl 14 About Prosolutions Utilities cece eeeccccecccceseccescccesccccnescecesceeees 275 To enter the Utilities main menu sssesessseseresessessesersresrresresreseresresseseessresse 275 List of Utility Functions and their meanings eee eeeeeeeeseeeeeeeeees 276 View Dire toriesi unns Vices aus saccs aena n Wate aa a a laces Bite alee neat 276 Appointments Diquiry jase eds Bee eee elt Rae eee 276 Database Re Pais sist sca cvetenicctyatnscecclac tn cuh ch reset OE OEE EEE 271 Groups ANG SELVICES renon onn eaea eiee a a A a 280 File Modify einion netere eaaa eea Eear aiee Airea 280 Fil Deletions ierdie eront tensinaseetetnachdenanb etsue haved 281 File IMp rt senretene e ae A roe rr 282 To import ASCH chent flesiencsnmennaiiii e dee Bde a 282 To import a typical exported client file oo eee eeeeeeseeceeceeeeeeeeesaeeeaeenes 283 Inventory IMpoOrt sninen tisaini ees 283 Fil EX POt Goa eeteot
31. gt Configuration gt General gt Rewards Membership Setup 2 The following window will appear REWARDS MEMBERSHIP SETUP Membership Type I Accept Cancel Discount Type C Fixed Amount C Percentage Print Delete Options Amount M Discount Service Amount M Discount Retail No Effect on Commission 3 Type in a Membership Group Name like Gold or Diamond or whatever you choose to name your membership Don t forget that you can create an unlimited number of memberships Enter a Price for this membership if any Select either a fixed dollar amount or a percentage that this client will get as a discount by being a member If no discount select percentage and simply enter a zero 0 in the Amount Fields 6 Check whether the discount applies to services or retail or both and ProSolutions for Windows 3 134 Setting up the Loyalty Rewards Program enter the dollar amount or the percentage in the corresponding fields 7 Finally choose whether or not your employees will have their commission effected by this application of discount 8 Setup is complete in order to use a membership one must be sold to a client and the membership number that is assigned at time of sale must be kept for reference by the client Membership cards are a great way to handle this 9 Once sold a client s membership will automatically apply itself to every sale A membership card can even be used t
32. otherwise just click Add New this creates the client record and places the clients name in the sales window Click Accept to enter the new client into the Services window Click the Services button Select an operator Highlight the service the client is paying for Click Accept to add your selections to the Services window To return to the Sales window without making a selection click Cancel Complete the sale adding any additional transaction information such as a ProSolutions for Windows 6 213 Chapter 6 Sales retail product tip or any necessary modifications Enter a payment type and accept the sale To process a One Time client 1 a A O N Click the One Time button The words One Time under the Client Name heading will appear in the services window Click the Services button Select an operator Highlight the Service the client is paying for Click Accept to add your selections to the Services window To return to the Sales window without making a selection click Cancel Complete the sale adding any additional transaction information such as a retail product tip or any necessary modifications Enter a payment type and accept the sale Placing a Transaction on Hold Placing Client on Hold Sometimes you need to interrupt a transaction while you re in the middle of it Perhaps the client wants to view some of your merchandise before completing the sale and there is an impatient c
33. t have to do this again unless your return address changes Change your print mode to Landscape if you are using post cards that come four to a sheet Click the Printer Setup button the Landscape set ting and then OK to save the setting Do a print test by clicking the Print Test box so a check mark appears in the box You are now ready to print Make sure you have the side of the post card you will be printing facing up either the address or message side Click the Print button If your printer is on line and has been loaded with paper the post cards will begin printing A message will appear to remind you to set your printer back to Portrait mode and will appear everytime you exit Follow the above procedures to create and print the other post card options Phone Listing This report prints a client phone list using a listfile created in the Selected Criteria window go to Reports Marketing Print Phone Listing To print a phone listing The Phone Listing window appears ProSolutions for Windows 3 131 Marketing Reports 1 PHONE LISTING Phone List Title Select file from this list Cancel zicode SRT pega Print Do not re sort m Enter the listfile you want to print 2 You may add your own title to the report 3 Click Print Marketing Reports Client Count This report gives a breakdown of total clients by service and retail for a given date range In addition the report
34. the titles are very self explan atory Client Tracking Names amp Items Tracking Names are used to categorize and sort your clients For example if you wanted to track clients by hair color you would set a tracking name called Hair Color Next you would add tracking items such as Red Blonde or Brunette The following section will illustrate this example To create a Tracking name 1 From the main menu go to Setup Configuration Tracking Add Tracking Names click The Add Tracking Names window appears ProSolutions for Windows 2 91 Chapter 2 Setup TRACKING NAMES TRACK ITEMS Hair Color Memberships F z z x __ GES E E ACCEPT z The Tracking window has two columns The left column is for Tracking Names such as hair color The right column is for Tracking Items related to a Tracking Name such as Red Blond or Brunette In the top Tracking Name text field type a Tracking Name Press the Tab key This moves the cursor directly to the right in the adjacent Tracking Items text field Type a Tracking item then press Enter Continue to enter all of your tracking items You ll notice the Tracking Item disappears from view after you press enter Click the Arrow button next to the tracking item text box to view the track ing items that you have entered See illustration Click this Memberships I E arrow to see Unl
35. you must select Barcodes instead of Standard Labels fromt the User Defined Count menu 4 174 ProSolutions for Windows Setting Up Standard Product Labels BAR CODE SETUP CURRENT SETTINGS Cancel Inches Label Height mu SAVE Inches Label Width f 7500 Qty Number of Labels Across Page ja x Inches Left Margin Offset 0 0000 Inches Top Margin Offset 0 0000 x Printer Font Font Size Arial 8 0 x a The settings on the right are used to configure your label formats The fol lowing table describes each setting Print Setting Description Height of each Allows you to vertically adjust the space label the label occupies and the space to the next label Width of each Allows you to horizontally adjust the Label space the label occupies and the space to the next label Number of Labels Allows you to change the number of Across Page labels that print across the page Left Margin Offset Allows you to adjust the space for the left margin Top Margin Offset Allows you to adjust the space for the top margin 4 Enter a new setting either by typing directly in the field setting or using the list boxes to select from the list of settings 5 To save the changes click the Save button ProSolutions for Windows 4 175 Chapter 4 Inventory To change fonts 1 Click the Printer Font Name button The Label Fonts selection window appea
36. you would lose all the appointments booked from the morning when you opened up to when you had the problem If you use this feature you would be able to restore your backup from the night before and restore all the appointments for that day you otherwise would have lost This is strictly to be used in conjunction with a daily backup procedure and not to be your only means of backup Since it only backs up appointment information you do not want to use this as your only means of backup To use the Appointment Logging feature 1 Click Setup Preferences Appointments 2 Check the box that says Enable Appointment Logging Once you have saved this setting the next time you enter Prosolutions it will display the Appointment Login Floppy Setup 3 APPOINTMENT LOGGING FLOPPY SETUP f Drive A Select Drive and insert formated floppy into it This floppy will be used C Drive B to log appointment bookings Cancel 4 insert a Floppy Diskette into your computers disk drive 5 Select either A Drive or B Drive If you only have one disk drive it is gen erally the A drive If you have two the one on top is generally the A drive 6 Click OK From now on every time you book an appointment it will be saved on the diskette you inserted The next day Prosolutions will check the disk and ask if you want to either clear the disk or add to it 2 96 ProSolutions for Windows Chapter 3 Clients Chapter 3 C
37. 00 Sales Tax 28 31 Shipping TOTAL 5551 11 Look Up Manufacturer Catetory Product Aveda Brushes Aveda Paddle Brush Clear To more easily create the purchase order for what you need select one of the Auto Order choices These choices are Below Min Below Max and Used Auto Order automatically orders the quantity needed to bring an inventory item back up to the Maximum Stocking Quantity set for it when you added it to the inventory database If you choose the Below Maximum setting it will load the products that are below their maximum stocking quantity If you choose the Below Minimum setting it will load only prod ucts that are below their minimum stocking quantity The Vendor Index list box is used to select which vendor the purchase order is created for You can select an individual Manufacturer Index or the All Manufacturers setting The same applies for Product Categories When you have made your selections click the Auto Order button and the Product Display Box will display any products meeting the criteria you selected 4 168 ProSolutions for Windows Purchase Orders To create a purchase order using Auto Order 1 Check either Retail or Professional from the Purchase Order window Choose a vendor from the Vendor list box Choose Indexes from the Manufacturer and Category list boxes If you select either All Manufacturers or All Categories you will get All Manufacturers and or All Categories for
38. 100 To choose a Reterral Type vi ccsscess test nr a a E E n 100 The Friend R ferral Type dse nennen eenen Ee a a R 101 The following steps illustrate how to use this feature eee eeeeeeeeeeeee 101 If you do have existing clients 22 4 2 48 Ae AES 101 No Checks and Inactive SettingS sscssssssssessssssesesessesssessescseseesssesesseaesesseseeceeas 102 ING Checks essai ce acacia a aaa cc ase ate ace E 102 Inactive on a E A a AT aS 102 The A toDial Feature sssri eeii iiaa iiaia ia aaa 102 To use the Auto Dial Phone feature eseseseseeeeesseseeresseesresressersrerressersresees 102 Selecting Tracking Items ssesssesesesseeseeeesseeessereessserssseresssreesseresserees 103 To use the Client Tracking window eseseseseeeeesrsesesresseserssressessreerensessresees 103 Chent VES OY sp Sse e wore N E anedean seats ada 104 To Add amp Modify Client Service Formulas cceseccceeeseeeeeseees 104 To add client service Formulas soir a detest eitens aonitadasteceatsanes een 104 To delete a fOr ac Ge ies cat baces decal casas hacctatatateniee at shat test desphestar Baas att ate 105 Adding Notes for a Client ss 5 cvscsencossceceussenaioer ots cecvtavecessarustaseueneeters 105 To add both general notes or individual operator notes eee eeeeeeeeeeees 105 Woradd general notes siseses at de tances aerate lassi sac a ide nett SiiS 105 T delete Notes nnter nessa ES E EENE ASEE E eee 106 T addan operator S MOLE
39. 13C 46 C 7 121 AV Aveda 0002400 3 25 0 00 15 160 61 12 27 00 lt Prev Next Go to SKU 319 Exit This box has several can choose between Retail and Professional 3 If you click on a product the product will appear in the window below with its necessary information 4 If you click on that same product again within the Product Information screen below the list the Product History and Activity will appear 5 When you are finished viewing the inventory from this box click Exit To see all your retail products e Click only the Retail Setting All your retail products appear in the display box Viewing Selected Inventory Items This section describes how to view inventory items using selected indexes To look up selected inventory items 1 Choose Inventory Selected Inventories The Selected Inventory Inquiry box appears ProSolutions for Windows 4 165 Chapter 4 Inventory INVENTORY DISPLAY Retail Display At or Below Miniums Only C Professional Use Cost Prices Pati reg jji Frink Doune Exit Vendor Manufacturer Category as zf 7 Show SKU VENDOR NO MF CAT DESCRIPTION Q 0 H MIN MAX SELL The Selected Inventory Inquiry box works much the same as the box in the previous section The only difference is that it allows you to narrow your selections by choosing from the three inventory indexes Notice that the Vendor Manufacturer and Category indexes appear
40. 238 Topit g d plicate receipt sseni oip acdsee cones E LT SSE 238 Nosalem iecere eein N E poate needy ha cn deat NE ESE AEA EIA ees 239 To open the drawer without recording a transaction sssseeeeeeeeeeereeserereee 239 Cle ah File BUS yeere eo A ves EEE EEE E eum E EE 239 V idins a Gift Certificate rssi ae n E E E 239 To Void Gift Ce rtificate seniri nnie a a e Cases R a 239 Closing the Register esssscscsccscccccccccccccececcscccccccccccceeeeees 240 Tovelose the register cic sccsacicsisietavs caasviantioiseacareneiaatereetens E E 241 VIEW ODORS cosieriisirisnicein n n a n AA Transactions oee coast tp wc cena A E E EE 242 To View a RAINS AOL DEMIS 25 aca secs e aE ban E S S aA 242 To view a transaction by operator sssesssesssssesesseeessressresseesseeesseeessresseesse 244 Prior Closing Snoei E E EE E Genet 244 ProSalon for Windowsl 12 To View amp Prior Closing ssccaicisdiatavescaacssrsederssapesdeta eee TE E KEE 244 Chent History Poriin r Wiad eech lou ah cheno tenet uate Me meaeuea tame aa be abec 244 T view a Clients History neinean n E EE SiR 244 Cash Register Prompt Options sssssssessscsssessccssceeseeeees 245 Book Next Appointment Reminder sssssssseesseeseesseeesseressssresssreessee 245 Prompt For Client Type Option sseseseesesssesessesessssreesseeesseressssresseee 245 Change Due Reminder s sseeseeeesssesessereesseressereesssreessreessereessseessees 246 BookAppts from th
41. 6 231 Chapter Sales e To continue with the transaction click No Printing Sales Receipts If you want a receipt to print immediately upon accepting a sale you must indicate it prior to accepting the transaction To print a sales receipt 1 Check the Print Receipt check box located at the top left of the screen 2 Click the Accept button To print duplicate receipts after accepting a sale see Printing Duplicate Receipts later in this chapter Register Options This section describes all the Register window options except for the close option which will be covered in the last section Register Roll Back The Roll Back lets you remove all transactions back to the last closing of the register This is handy if you inadvertently close the register and want to reopen on the same day Another reason you may want to use the Roll Back would be to go back to a previous day although keep in mind that you will lose all transactions for any given day you do a Roll Back End of Day Report This report prints out service and retail sales for the day for each operator e To view or print the End of Day report click End of Day from the Regis ter menu See Appendix A to see a sample of the End of Day report Service Sales This report prints out the service sales totals for all operators for the current day Retail Sales This report prints out the retail sales totals for all operators for the current day
42. ALG Se sues sand nee meses E do hasecaas a e NA aS 211 To process a client with an appointment ee eeeeeeeseceesteeeeeteeeeneeeetaeeees 212 To process existing clients with no appointment eeeeeceteeeeeteeeeeteeees 212 To process a New Client i2i 10 sects seccecadessiacasdaecadeasoesdasvusdeceds secdansadescadeasecants 213 To process a One Time client sin i Hae niente eee Sadan 214 Placing a Transaction on Hold eo iccey coats aptuyccsessaredeatsedvrapiszcpuenrenesease 214 Placing Client on Hold snrnarinsinimiiiniinen anai 214 Selline Retail Products na EE ER 215 Selling atetail product E a SGA 215 Charge if Attribute Present at POS wi sccccctetscdccsssceseestedsesnataccadeescetnves 216 Processing Professional Products c cccessscecceeseceeenseceeesteeeeesaees 217 To add a professional product to a transaction eeececeeseceeeeceeeteeeeeeeees 217 Addine TIPS ee week od E e ecwatadsiaida ge casaucm A a 217 TOA tipier nee e EA S ES 217 Adding a Note To A Service Transaction cccsccceceeseceeeesteeeeeees 218 Toadda noteto a Service roi ie ii u e aie a a e a 218 ProSalon for Windows1 10 SSO LIES E E E E EE P EE E E A ES VO SPRUE SS ERC S e enana eo ewan ea p a eaa een teas taneous nna eae 218 To Sell a Seriesiin e n le calaas tote det ihe Bat is 218 Viewing a Client s Series Status cei test cceutpalenicews anise out tates 219 To view Series status for a client vec sic secteaieistesale
43. Anniversary Show Appts Driver s License Expires Attributes Parents Name Goto Appts CA1 234567 jor 201703 Mailing Salutation Email ddress Main Operator In Take D Ms Li P lon i Cl ear Ms isa Prosalon com Carrie ear Print Credit Card No Expires Occupation ji 234 5678 9012 098 jor 03 Actress X Cancel Referred By Rit fo Dial Phone Friend Phone Numbers Enea Farmer A Home 800 710 3879 Sy Dscnt Accept 0 00 C Work V No Checks C Coll 0 00 Inactive Enter client s street address 5 192 ProSalon for Windows Current Appointment Options 3 Make any necessary adjustments to the file and then Accept Client Appointments 1 Right Click on the Appointment in question 2 Left Click on Client Appointments The Client Appointment window will appear as below CLIENT APPOINTMENTS Lisa Elliot Close Unbook Print Hud Goto Day 3 This window will list all appointments this client has for the day and into the future as well It will afford you the opportunity to make adjustments to the appointments by unbooking them or by allowing you to Goto the Day of the appointment and make any necessary changes from that screen as well 4 Close or Print the list of Appointments for this client Check In See page 197 of this Chapter Checking In a Client Check In All 1 Right Click on the Appointment in question Left Click on Check in All Just as the standard C
44. Area Code The Default Area Code window appears DEFAULT AREA CODE Area Code Cancel i T Accept Type in your Area Code Click the Accept button This area code will be automatically inserted and formatted upon entering a phone number To select the Hours of Operation 1 From the main menu select Setup Configuration General Select Hours of Operation The Hours of Operation window appears ProSolutions for Windows 2 69 Chapter 2 Setup HOURS OF OPERATION STOP CLOSED Accept SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY By default Prosolutions selects all days open A check mark indicates that the salon amp spa is closed on that day 2 Make any necessary modifications To remove the check mark click one of the boxes When you remove a check mark you have set that day as open 3 When the check boxes have been set correctly for your salon amp spa click Accept to save these settings Receipt Layout The first thing to determine is the width of your receipts If you are using a Thermal receipt printer the width is 3 0 for Dot Matrix is is 2 75 and for Report Printers it is 7 5 To change your Receipt Layout 1 From the main menu go to Setup Configuration Sales Register Receipt Layout The Receipt Layout window appears 2 70 ProSolutions for Windows Coupons RECEIPT LAYOUT Salutation Top of Receipt It s wonderful to see y
45. Bank Deposits 1 Choose Deposits from the Register menu The Bank Deposits window appears 6 232 ProSolutions for Windows Register Options BANK DEPOSITS Date Thursday September 14 2000 Cancel Deposit No Print receipt Cash 464 38 Cash Count Details Accept Checks 0 00 Details Tray Chks fo 00 8 Cand Type Details Credit Card 1 7 Details Credit Card 2 7 Details Credit Card 3 o esti Details Credit Card 4 Detais TOTAL DEPOSIT 464 38 m The Bank Deposit window displays the current date across the top Enter in Deposit Number in the Deposit NO field Enter in the amount of cash checks etc As each amount is entered it is added to the deposit total Note Only one credit card type may be included per deposit 4 Click Accept In Salon Use This option records an operators Retail and Professional Backbar product use For example operator Jane takes two hair sprays to be used in her sta tion In order to record this so that one you know that Jane took the hair sprays and two to have the hair sprays deducted from inventory Also products can be marked as promotional if the operator gave it away to a cli ent To record a product as In Salon Use 1 Choose In Salon Use from the Register menu The In Salon Use window appears ProSolutions for Windows 6 233 Chapter 6 Sales IN SALON USE Operator Manufacturer a z Category i Use Ven
46. CLIENT files xxiv ProSalon for Windows 1 333 Initialize 31 In Salon Use 233 In Salon Use amp Expense 264 Installing ProSalon 27 Inventory 164 165 279 Inventory Export 284 Inventory Import 283 Inventory Indexes 149 Inventory Preferences 86 Inventory Reports 252 263 Inventory worksheet for a manufacturer 265 Inventory Worksheet Reports 265 L LABELS 177 Labels 174 Last Visit 122 List Files 124 List Templates 124 ListFile 123 Logo Name 285 lookup clients by phone number 111 Loyalty 135 M Mailing Labels 120 126 Mailing Salutation 100 Main Operator 100 Manual Checks 312 Manual History Input 285 Manufacturers Listing 264 Mark as Package 196 Marketing 120 Marketing Print Options 126 Marketing Reports 132 254 master password 318 Membership Program 134 Merchandise Exchange 234 Messages xxii Miscellaneous 256 Miscellaneous Reports 271 Miscellaneous skin care 147 Missed cycle 120 Modem Settings 81 Modified Price Report 262 modify 51 modify a service 52 Modify Client Series Record 281 ProSalon for Windows 1 334 Modify Group Name 51 Modify Group Service Table 280 Modify Transaction Record 280 Month View 204 Most Common Repairs 278 Mouse xxi Multi Client Delete 119 Multiple Service Appointment 186 Multiple Services 187 N Networking 37 New Client 98 New client 213 No Checks 102 No Sale 239 No Show Report 272 Non Check In report 272 Non Check Out report 272 Not in since 12
47. Click the Other button The Other Settings window appears Indicates the master password is in affect OTHER SETTINGS MASTER Access Menu Items A Cancel Messages Utilities M Only Their Operator Files Time Clock View Directories File Manager Adjust Time Clock Records Data Base Repair Schedule Client Merging Payroll Record Modify Purge Delete Program Path Items Export Import Files Conversions Manual History Input M Offload Upload File Listings Miscellaneous Quick Backup Polling Any check boxes you set here will require a password 2 Check the other menu settings you wish to restrict access too Each setting that you check will turn color to blue and have a check mark next to it 3 Click Accept To set Setup password settings in ProSolutions 1 Click the setup button The Setup Settings window appears ProSolutions for Windows 10 325 Chapter 10 Passwords Indicates the master password is in affect SETUP SETTINGS MASTER A Access Menu Items Rights to do the following Cancel Options T Change Scheduled Hours Configuration Preferences Tracking Tanning T View Change Custom Hours Operator Files Only Their Operator M Salon Services Operator Service Groups Operator Service Prices Printer Setup l Printer Assignments Any check boxes you set here will require a password 2 Check the setup
48. Client Retention Client Referral Detail Missed cycle Create Lists with Customized Tracking Creating Client Lists For Printing Use the Create A List feature to create lists for use in mail outs and tele marketing The process is quick and easy first you select which clients you want to include in your listfile A listfile is simply the file that con tains the clients you selected Next you go to the Print options under the Marketing menu and select the type of format you want to print The for mats include mailing labels postcards and phone lists for telemarketing 3 120 ProSolutions for Windows Marketing Once you select the format all you need to do is select the name of the list file and then click the print button The following section goes through the process step by step To Create A List 1 From the main menu go to Reports Marketing Create A List Click 2 The Set List Creation Criteria window appears Use this window to select criteria for a given list you wish to create SET LIST CREATION CRITERIA m SELECTIONS Referred By Zip Code Services Categories Products Operators Occupations Skin Hair Color Memberships r Purchases agat Than From Services Retail E Status r Gender v Active M In active MV Female M Male r Birthday Client Referrals i m or Equal or greater than Anniversary Rendered Services By From To Month Operato
49. Description Have a carefree relaxed day Price 150 00 Delete Cancel Accept Type in the Package Name you want to appear on the Gift Certificate Enter a one letter or digit code you can have up to 36 total packages Type in a description of the package this is optional a A OU PN Enter the Price 6 Press Accept Setting up a Series A SERIES is a set of a single service to be sold all at once For example 5 European Facials or 10 Tanning Bed Sessions etc This section describes how to set up a Series You will name the series select the ser vices to be included and choose the quantity of services to be included in the series After setting up a series you can sell and redeem the Series at the Point of Sale window To add or modify a Series 1 From the main menu go to Setup Configuration General Series The Series window appears Series Name For Service a Quantity Total Price Value Each Cancel Accept 2 64 ProSolutions for Windows Coupons Coupons In this window you can either add a new Series or modify an existing Series The Value Each field represents the standard salon amp spa price with or without a discount so that the value of each service can be refer enced 2 Type in the name of the New Series in the Series Name field 3 Select the Service you want to be included in the Series 4 Select the Quantity of services this Series will represent 5 Apply the Discount percentage if
50. F Fiscal Receipt If you check mark an above preference you will automatically set the function that the preference describes If you require further explanation of what an individuall preference does you should e mail your question to support prosolutionssoftware com and we will be happy to respond with a more in depth description However the titles are very self explan atory The Printer Cash Drawer Preferences 1 From the main menu go to Setup Preferences Printer Cash Drawer The Printer Cash Drawer Preferences window will appear 2 88 ProSolutions for Windows Advanced Configuration Settings CASH DRAWER 7 PRINTER SETTINGS Use Receipt Width as Max Width Using Color Printer J Using HP DeskJet Printer Issue Page Eject for New Page Send lt Bell gt to printer port Send Epson drawer sequence to printer Generic Text Send Epson drawer sequence to printer Windows Driver Send Reset Sequence to Printer Send lt 28 gt to printer port Send Open String to receipt printer Send Close string to receipt printer Send lt Bell gt to COM port Send lt Bell 1234 gt to COM port Send Open String to COM port Send Close String to COM port Send Alternating Bit Stream to COM port Default to print Time Clock In Out Ticket Don t Use Printer Assignments If you check mark an above preference you will automatically set the function that the preference describes If
51. INVEN TORY or to Value Added Tax for Services earlier in this Chapter for SERVICES First you must enable the VAT portion of the software 1 Go to Setup Preferences General Place a check in the box next to ENABLE VAT Select Save Next you will wish to set your Point of Sale Type POS Type to the United Kingdom and set the new currency 1 Go to Setup Configuration Sales Register POS Type and the POS type window will appear POS TYPE Currency Australia C Italy C Austria Netherlands C Belgium C Norway C Canada C Portugal Denmark C Russia Finland C Spain C France C Sweden C Germany tf United Kingdom 2 Place a dot in the radio button next to United Kingdom for example 3 Press Currency A New Currency window will appear ProSolutions for Windows 2 73 Chapter 2 Setup Currency Settings UNITED KINGDOM Cancel Cur Symbol je Cur Name Pound 2p Cur Name PI Denomination Name ill TT Pounds p 20p 50p Pound Sterling 1 00 50 Pound Note 50 00 E Please note that each field will be BLANK the first time you enter this window Enter the denominations that apply to you i e Pound Sterling Penny etc Enter the Value of each in correspondence to the base monetary value i e If a Pound is 1 00 then a Penny would be 01 etc Enter the Currency Symbol you wish note if using an American English keyboard press Alt and 1 5 6 on the keypad
52. If you are going to book out rooms such as a massage room you also need to assign the room to the service group Two Ways to Assign Operators to Groups There are two ways to assign operators to groups The first is during the setup of Groups and Services in the Salon amp Spa Services window On the right side of the window you will notice an option entitled Group Mem as in the picture below SERVICES Group Name Prices I Modify Group Name Service Name en o Cancel Std Formulas Salon Price 4 Price List I Uses a Formula Group Mem Adrii Operator Price To set the Operators which are to be members of this Group Price Kif M aopean doesnot do this senice I Modify Service Name Enter Group Name or select from list ProSolutions for Windows 2 57 Chapter 2 Setup Once Group Mem is selected the following window will appear ESTHETICIAN GROUPS Group Name need Hair _Lencel Estheticians in Group Save Elixer a Herbal Hydra BiStones RedStones Vi Aphrodite vi Artemis V Demeter V Dion In this window you place a check mark by left clicking with the mouse into the box to the left of each Operator s name including rooms and equipment that will be accepting appointments in the group that you have selected You will do this for each group until all Operators and rooms have been assigned The s
53. Product Information Product Description Code Manufacturer Code Category Code Group C Retail Professional j g 7 Look Up Cancel Gave Vendor Information Kits Kit C Bulk List Price Sell Price Wwhls Price Ave Cost I Charge Sales Tax E E 7 frou may make changes to this products description 2 oOo N DOO RA Q 4 156 ProSolutions for Windows Enter a Product Description for the Kit i e Gift Basket Select Manufacturer Select Category Select Group Optional Mark taxed or not Select List Price Sell Price Wholesale Price Then Select the Kits Tab above and the following window will appear Making Kits Gift Baskets INVENTORY SKU gt T Next Product Information LLL PRODUCT DESCRIPTION bok Cancel Save Vendor Information i Eal TELL THI THI ITE COST Total Cost Enter the Category Name 9 10 11 Enter the sku numbers of the products you wish to add to the Kit or Gift Basket like this Enter the Qty of each item in the Gift Basket and press SAVE when done with ALL PRODUCTS having been entered You can now start selling this Kit through the sales screen just as if it were a single product with a single sku number Each individual product within the Kit will be removed from your inventory by the quantity that you have selected Value Added Tax VAT for Inventory Each p
54. Select the date range for the report 3 Select All Employees or use the List Box to select just one 4 Click Print Payroll This section describes how to make and process a payroll Make Payroll This is the first step in generating a payroll To make a payroll 1 Choose Make Payroll from the Payroll menu The Make Payroll window appears 9 310 ProSolutions for Windows Payroll MAKE PAYROLL ENTER SETUP INFORMATION Payroll p z Start Date Stop Date m E Yord Cancel Accept Payroll Type Select the Payroll All payrolls are identified and referred to by number They will remain on the list until they are either processed or voided Enter in a Date Range Select a Payroll Type To void a payroll select a previous payroll and click the Void button When you are ready to make payroll click Accept The Make Payroll window appears PAYROLL INPUT Payroll Number 4 2000 Commissions Emp Employee Name 0001 Chandler Bing Gross Earnings lt gt gt 00 FIT o0 FICA o CASIT 00 OTHER TAXES o0 DEDUCTIONS 00 REIMBURSEMENTS 00 Other Pay z Fed 1 FICA Detail State 1 Est 1 Other Detail __ Deductions _ Cancel Reimbursements Weekly Accept NETPAY 00 ii Marital Status SS All employees with the selected payroll type will be displayed in Employee order The Payroll Input window will vary depending on wh
55. Series report lists every client that has purchased a Series the service the Series is made up of the Quantity the total Dollars Paid the Regular Value of Each the Quantity Used to date and the Expiration date Gift Certificate Reports The Gift Certificate reports list each certificate by number who purchased it the gift recipient or other reference information the dollar amount the expiration date and the dollars used to date There are several gift certifi cated reports to choose from A pending status simply means that the gift certificate was never printed Gift Card Gift Card Sales e This report allow you to track payments made with the gift card selec tion Point of Sale Reports Many of the Reports in the Reports Menu can be found in the point of sale cash register as well These reports are available from the sales screen in the Register menu Inventory Reports This section describes each inventory report 1 All Products This report lists each product by part number 2 All Products Summary Totals By Vendor Mfg amp Category Each report lists products broken out by either vendor manufacturer or category Each report contains the number of products the dollar value and total for retail and professional 3 Retail By Product Number This report lists all retail products Refer to All Products for heading descriptions 4 Retail By Manufacturer This report lists retail products by manufacturer Unde
56. Status window appears GIFT CERITICATE STATUS Cert an fa ea Arrow Buttons Purchased By Purchased For Certificate Type Purchase Date E ee Amount Used Balance Expires a Date Used Search Exit _ 2 3 In the Cert field enter the number of the gift certificate you want to check You can use the arrow buttons to scroll through the gift certificate num bers When you are finished viewing click Exit Modifying a gift certificate 1 From the Sales Screen select Register Gift Certificates Gift Certifi cates Modify ProSolutions for Windows 6 223 Chapter Sales 2 Click on Modify the Certificate This will bring up the gift certificate screen Enter the gift certificate and select Accept This will bring up the Gift Certificate 3 Make necessary changes to the gift certificate Note Do not change the total price Modifying a gift certificate s balance 1 From the Sales Screen select Register Gift Certificates Gift Certifi cates Modify 2 This will bring up the gift certificate screen Enter the gift certificate and select Accept 3 Click on Modify the Balances This will bring up the Modify Gift Certificate Balances box MODIFY GIFT CERTIFICATE BALANCES GIFT CERT 00001 Accept Tommy Orig Amt Cancel 300 00 Void Certificate Date Amt Used Printed On 06706700 98 27 06707700 117 58 Eagan 067
57. The Change Appointment Window appears ProSalon for Windows 5 195 Chapter 5 Appointments CHANGE APPOINTMENT DURATION Accept Mark Aase men s haircut Cancel Total Time 4 Select the scroll arrow to choose a new time for this service Change Client Type 1 Right Click on the Appointment in question 2 Left Click on Change Client Type 3 The Change Client Type window will appear CHANGE CLIENT REQUE 3 5 New Request Non Request New Non Request Referred a a O E d Bumpable Cancel 4 Place adot in the radio button that corresponds to the proper client type that you wish this client to reflect 5 The window will vanish and the Client will have this type Mark as Package 1 Right Click on the Appointment in question 2 Left Click on Mark as Package 5 196 ProSalon for Windows Current Appointment Options 3 The Get Package Name Window will appear w GET PACKAGE NAME OL x Package Name Accept Cancel Input the package name for this appointment and service the package name will be reflected in the Appointment Information screen and the appointment itself will change colors to a light green to reflect the fact that you have a package name for this service Note the color can be adjusted to suit your tastes Mark as Standing 1 Right Click on the Appointment in question Left Click on Mark as Standing This will change the appointment col
58. To order a preprinted manual the fee is 50 00 plus shipping of 15 00 Our Support Email address is support prosolutionssoftware com Ques tions posted on Email will be answered within 24 48 hours of receipt However the standard is usually 24 hours If you ever lose this informa tion sheet you can find the support information from the main menu of your software at INFO ABOUT for all of our contact information You must follow procedure ONE question per email but you can send multiple emails Your serial number account number must be present in the subject line Your name and telephone number must be included in the body of the email Any customer who has an outstanding past due balance on their account cannot be rendered training and or support until payment has been made You must be very specific as to the technical problem you are having The more information you provide the quicker the response It is also helpful to inform us of your current operating system Monthly Classes ProSolutions Software has 3 hour classes the last Mon day of every month barring holidays You can sign up for these classes through our website www prosolutionssoftware com and click on the On Line Classes link One free class comes with the new purchase of the software and all future classes are 199 00 for each log in Sample Data Included with ProSolutions Management Software is preloaded sample data that you can switch back and forth to
59. ____ C View Print 36 L By Catagory 38 Pricing by Manufacurer View 85 Vendor Listings Name and Address View 43 Index Listing View 41 Manufacturer Listing View 40 Categories Listing View 42 In Salon Reports In Salon Use 59 In Salon Expense 61A In Salon Operator Expense 61B Price List _____ Category by Mfg 44 L Category by Description 45 Purchase Orders Outstanding P O s 46 ProSolutions for Windows 7 253 Chapter 7 Reports e Recv Transactions All PO s View 47A Single PO 48 __ Number Range 47B Date Range View 47C e Work Sheets ___ All Products 51A For a Manufacturer 51B Fora Catagory 161 Marketing Reports e Create a List Edit List File e Special Sorts Sort by Zip Codes Sort by First Name e Print Standard Mailing Labels Print Setup Ss Return Mailing Labels ie Cards Birthday ___ Anniversary Phone Listing Service Promo L Client Count by Referal Retail Promo Notin Since Date _ New Client __ Recent Client ____ No of Referred Clts Misc 1 Misc 2 Misc 3 Export File Form Letters 7 254 ProSolutions for Windows List of Reports Client e Client Count 64 e Client Type 75 e Client Ranking View 99 100 e Returning Clients Report 135 e Client Retention 69 e Clients with Discounts 133
60. a ccna A Seale needa usetiees 159 To view other products that have the same indexes ee eeeeeeseeeeeeeeeeeeneees 160 To view other categories s0424 ce erent Se ees Ba eee a 160 When Done Sais acrigu ds ea ick salad Sass nak en saa hi Metayet Slates ced A ackaues te ueiatatis 161 Deleting Products OOOO 00000 OOOOH OOO OOOOH HOHHHHHHHHHHOHHOHHOHOHOHHOHHOHOOOOOEO 161 Todelete an itemi i503 eect validates tas digital piesa aaa aie a 161 Inventory Physical Count uist sigs fesse sestertesaupeenteniacaseancuoetaeen heats 161 Create Batch ad rae Meare Sere ra A R O ror reer ee 162 To create a physical count batch file ccc sete tein tess dene ieee BX 162 Print Shrinkage Report a 4 Alene Gee ee ee a eee eee 163 To print the shrinkage report 2 3 1 22 4 si sadrawnundchadneiicdiuhine 163 Modify Baten Eile censere A sore ae aa ane A ES Oa 163 To modify a Batch Piles sss ciscceisdeveces tesnia sieis 163 Process Batch PLS ei aes ph nnie a e ii i a i 163 To Processa Bates Filet nioa T a E ERR 164 Set Starting Quantity On Hand to Current Values 164 Viewing Your Inventory 000000 0008S HOO OOOO OOOO COOCOO 0000000000000000 164 To view all PEOGUG tS nasiona a R uma a R ER 164 To see all your retail products si csiscccsieasversadesscccnaraseeradeassackavascevsaadporecdesneceens 165 Viewing Selected Inventory Items sseessssesssseesseesssessrssesssrsses 165 To look up selected inventory items 22 0355 44 Ae ee 165 Print
61. a service tax rate See Sales Tax Rates in this Chapter To modify a service name ho N Click the Modify Service Name checkbox Click to select the Service you wish to modify Type in the new service name Press the Enter key on your keyboard To Delete a service 1 2 3 In the Salon Spa Services window you will see a Delete button on the lower right This button will not be activated until you have chosen a group and highlited left clicked on a service you wish to delete Once the service is highlited by left clicking you will be able to use the Delete button to remove this service from your services list and history To Add Color to a Service or Group 2 52 ProSolutions for Windows 1 For a Group choose the group you wish to colorize Click on the large square below the group entitled GROUP COLOR A color template will appear Choose the color you wish for this group All services within this group that do not have their own individual color will default to this color Adding Your Salon s or Spa s Services For a Service choose the group the service is in that you wish to colorize Highlite the service by left clicking on it Click the large box below that says Service Color N on A A color template will appear Choose the color you wish for this service Each time this service is booked it will have this color as its default Service Formulas Assign the services that require
62. and you wanted to assign a room whenever booking a massage appointment then you would need to assign all your massage services to that room The following illustrates how to assign services to rooms Note Before you can assign a room you must first add a room Rooms are added in the same way that an operator is added For more information on adding rooms See Adding Operators Rooms earlier in this Chapter In addition you need to assign the room to the group of services that the room is used for This is done the same way that an operator is assigned to a group of services that they offer To see how to assign a room to a group of services See Assigning Operators to Groups earlier in this Chapter 1 Inthe same Salon amp Spa Services window you must select a Group and a service that you wish to assign to a room 2 Click on the Rooms tab and check each room that this service can be performed in If no rooms show up you either have not created rooms See Adding Operators Rooms in this Chapter Or you have not assigned rooms to the group that this service is part of See Assigning Operators Rooms earlier in this Chapter 3 Click Save once all of the applicable rooms have benn checked ProSolutions for Windows 2 59 Chapter Setup Services With Equipment This setting is for assigning equipment to services such as a microderm machine or a laser that are limited in quantity so must be tracked For
63. any 6 Click the Accept button To Modify a Series 1 Check the Modify check box 2 Choose the series you would like to modify 3 Make the necessary changes 4 Click the Accept button The changes will then be saved Coupon Codes will allow you to set up a percentage or dollar amount to discount a particular coupon For example you may want to offer a coupon worth 10 off any purchase You may also want to place the coupon in a local newspaper and track the results Both can be done with Prosolutions To set up a coupon code to be associated with a discount 1 2 From the main menu go to Setup Configuration Sales Register Select Coupon Codes The Coupon Codes window appears COUPON CODES Code Description Choose one of the buttons either Amt for a dollar I amount discount or for a percentage discount C Amt riz E 4 Dsc All T No Effect on Comm Cancel Delete Print Accept 3 Enter a coupon code The code can be a single letter or number This code will be used at the sales screen to apply whatever discount you set for this coupon The cou ProSolutions for Windows 2 65 Chapter 2 Setup pon description could be the same as one of your coupon types or not Select the discount type Dollar Amount or Percentage Click Accept when you are finished entering the coupon The following is an overview of how the coupon codes are entered at the sales screen T
64. appear once you highlight a sales item The Discounts window appears DISCOUNTS By Percent Cancel By Amount Accept Discount l T Discount ALL No deduct on Comm 3 Enter the discount Percentage or you can select to discount by a Dollar Amount by selecting the By Amount selection 4 If you click the Discount All checkbox the discount will be applied to all services if that is what was originally highlighted or to all products 5 You can also select No deduct on Comm which will not reflect the dis count on the commission if any paid to the operator 6 Click Accept To Clear all items e Click the Clear button 6 226 ProSolutions for Windows Modifying Sales Items To Set a Pop message for a client 1 Highlight an item in either the Service or Retail window 2 The Set PopUp button appears Click the Set PopUp button The Set Popup box appears POP UP NOTES Msg recorded by For Elliott Lisa aes Exit 07 24 00 10 41 AM Joey customer had a bad Clear experience Set 3 Select the Operator if this message is from a different operator than the one listed in the above sales screen Type in the Message Click Set Click Exit Reversing A Service Sale You can reverse a service sale by ringing up the service with a negative price This is useful when an unhappy client wants to either get a refund or have the service redone by another operator In the latter ca
65. begin Our advice is to master the cash register Point of Sale part of the program first To do this you will need to have a good understanding of most of the setup functions chapter 2 Also you should know how to add a client and select an inventory part from within the sales screen Booking appointments and doing payroll should be implemented after the Point of Sale functions are mastered Thank you for choosing ProSolutions ProSolutions for Windows1 43 Chapter 1 Getting Started 1 44 ProSolutions for Windows Chapter 2 Setup Chapter 2 Setup Operator Files What you ll do in this chapter Add Operators Employees Rooms Equipment Set up Services Prices amp Times Salon Spa and Operators Setting up a series Setting Program Passwords Custom Configurations for General Appointments Inventory Sales Register Operator Schedules and Client Files Value Added Tax Some Non U S Custom Preference Settings for General Appointments Inventory Sales Register Printer Cash Drawers Clients Gift Certificates and 40 Column Reports Backing up your data This section describes how to enter an operator employee into Prosolu tions You ll set up a file for each operator and set their work schedule If you are adding rooms such as a massage room or a tanning bed room you must create a file for each room This way the room is distinguished from an operator and will only appear on
66. button will bring up a window of check boxes colored in blue indicat ing the areas of ProSolutions that have been activated to require a pass word Items that are not activated will not require a password and will be grayed out Check the settings that this password will allow access to Click Accept Before entering another password or leaving this screen you must click the Accept button located on the upper right hand corner in order for the new settings to be saved To turn on the password protect preference setting You must turn on the this preference setting in order for the password set ting to be in effect 1 From the main menu click Setup Preferences General Click the checkbox labeled Password Protect You will be required to enter in the master password to turn on or off this preference setting ProSolutions will now require passwords for the areas of the program that were restricted in the password module Setting up Biometric Fingerprint Scanning 1 From the main menu select Setup Preferences General Place a check in the box next to Enable Biometric Passwords Because you have already set up passwords earlier in this chapter you do not need to set them up again However YOUR EMPLOYEES SHOULD NOT KNOW WHAT THEIR PASSWORD IS OR IT DEFEATS THE PURPOSE OF THE FINGERPRINT SCANNER Enter the employees password into the password field of the Password Setup Window and select Enter this will pu
67. cannot be changed from this screen Click Save if you wish to save and Cancel if you wish to cancel however if you choose to save you may wish to finish everything concerning this product before saving Now it s time to select the vendor for this product by choosing the Ven Adding Products dor tab The following window will appear VENTORY SKU lt fi30 DIT Next Aveda 500ml Madder Root Look Up Cancel Save EGi Ea T Activity Vendors ove ee sv ow Clear Delete Cost Price 0 00 Code Vendor Name SKU Vendor Order No Average Cost 0 00 AV fAveda zj j3 0002800 l ARES Best Price 0 00 2000 Pheasant Rd Best Qty fio Last Ordered On PO Oty City State fi 272772000 Order in Otys of fi Eden Prairie MI alee Phone No Beginning Inventory dated 08 16 2001 55344 800 236 4301 BeginQty Received Sold Returned Adjusted Ending QOH E mail Address i 4 0 0 0 0 0 0 0 0 0 f 4 0 Fou may make changes to this products description 23 Each product is assigned a number ending in zero Each vendor has it s own product number from 1 to 9 following the number For example Ven dor number 1 when ordering product 130 will reflect 181 And Vendor number 2 will reflect product number 132 when referencing the same product and Vendor number 3 will reference 133 etc 24 Choose the Vendor Name You can have as many as 9 different vendors for each individual piece of inventory 25 If
68. come 4 to a8 1 2 x 11 sheet will work Prosolutions 8 0 allows you to create and print your own post cards such as Birthday or anniversary cards There are several post cards titles that you can edit to your liking you can also make up your own post cards An overview of how to select add a message and print Birthday post cards fol lows All the other post cards work the same way An overview of how to create and print Birthday cards e Create a file containing the clients to be included in the birthday card mail out e Select Birthday card from the Client Marketing menu Add anew Birthday message or change the existing message e Add your return address This only needs to be done once unless you need to modify it e Decide which side you will be printing first the address or the Birthday message side e Select Landscape mode from the printer setup window e Do a print test to approve the layout and print mode setup e Print one side of the Birthday card e Print the other side of the Birthday card To create and print a Birthday card 1 First create a listfile for the clients you wish to send a birthday card to If you do not know how to create a listfile see the section about the Select by Criteria window appearing earlier in this chapter 2 From Reports menu go to Marketing Print Post Cards Birthday The Print Post Cards window appears ProSolutions for Windows 3 129 Marketing PRINT POST CA
69. for Windows To do a Back up to a Separate Media HARD DRIVE BACKUP Choose the Drive to backup to here Change the drive letter from C Wank ia Fier bs Didar to the letter of your Falsh Drive Se S chia Zip Disk or other separate media C Program File PROSALON BACKUP unless you wish to backup to your HD Cancel porsas BACKUP 2 Change the drive letter to the one you want to back up to i e C for the Hard Drive or B for the Zip or E for the Burnable CD note Your drive letter may be different from those stated choose the drive designator that is correct for your system Restoring from Flash Drive HD Zip CD or Other Media 1 Go to Utilities QuickBackup Restore Restore from Hard Drive 2 Change the drive letter to the one you want to restore from i e C for the Hard Drive or B for the Zip or E for the Burnable CD note Your drive letter may be different from those stated choose the drive designator that is correct for your system 3 Click the Restore button 4 It s that simple ProSolutions for Windows 8 289 Chapter 8 Utilities 8 290 ProSolutions for Windows Chapter g Payroll Chapter 9 Payroll Accessing Payroll from within ProSolutions To access Payroll from within ProSolutions e Main Menu Other Payroll The Payroll main menu appears be re w PROFESSIONAL SALON PAYROLL v6 26 2000 Select Setup from ant The Main Menu
70. for training or evaluation pur poses For more information and instructions on loading sample data See Sample Data in Chapter 1 Getting Started Setting up a barcode scanner Using the Mouse The mouse moves the pointer on the screen To move the pointer slide the mouse over a flat surface in the direction you want the pointer to move Do not press the mouse button when you move the mouse If you run out of room to move the mouse lift it and then put it down The pointer doesn t move while the mouse is in the air A standard mouse has two buttons the left button is used for most tasks in ProSolutions Management Software Moving the mouse and pressing the mouse button are the only actions involved in the basic skills of pointing and clicking Pointing Moving the mouse to place the pointer over an item is called pointing Clicking Pointing to an item on your screen and then quickly pressing and releasing the mouse button is called clicking Right Clicking Right Clicking is used throughout Windows and is used to bring up an option menu To Right Click simply press the right mouse button over an area that has Right Click options After the options menu is displayed you then use your left mouse button to select an option Double clicking Pointing to an item and pressing the left mouse button twice in quick suc cession is a convenient shortcut for some tasks you ll do in ProSolutions Management Software Setting
71. formula information by placing a check mark in the Uses Formula check box under the Service Price Then select the button on the right that says Standard Formulas The Service Formulas window appears STANDARD SERVICE FORMULAS Service Instructions Exit Facial Classic Facial European Save i SKU Qty U Meas Description ot ara Add ime HC Child HC Men Del Line HC Wom HC Wom BD HC om Long Search Mani Mani French Mass 30 Mass 60 Facial Mini Print PELE EE 8 The cursor will automatically be in the Instructions window and you can list any detailed instructions for the formula here 9 Next you will select the first item of professional use inventory for this for mula and put in the SKU number the Quantity the units of measurement and a brief description You will do this for each item of inventory that is used for the formula Simply press the button Add Line each time you need to add additional items If you make a mistake simply highlite the line and select Del Line Setting Service Prices amp Times This section covers how to set the pricing and length of time for a service If you are continuing from the previous section go to step 1 If you are starting from the main menu you need to select Salon amp Spa Services from the Setup menu select a Group and then choose a Service To add prices and times for a service 1 Choose a Service ProSolutions for Windows 2 53 Chapte
72. in the code box Press the Enter key The cursor now moves to the category pop up list box 4 Type in the category name then press Enter and then the Save button The cursor returns to the Code field Continue entering the rest of your product categories in the same way Click Cancel to return to the main menu 4 152 ProSolutions for Windows Adding Products Adding Products This section describes how to add products to your inventory Before you can begin adding inventory you must enter at least one vendor manufac turer and product category To add a new product 1 From the main menu go to Inventory Products 2 Choose Add New The Product Inventory box appears INVENTORY SKU lt fi gt Next Look Up Cancel Save Product Information Vendor Information Kits C Retail C Professional C Kit C Bulk UPC Code Product Description Parts UnitofMeas Last Ordered ListPrice Sell Price Whls Price Pp I MUE E E Code Manufacturer Not Received Min Max Ave Cost m Charge Sales Tax i rr Inventory Date Begin Qty Received Sold Returned Adjusted Ending QOH oa ee E TTT E Code Category Enter SKU number or check Next to get the next available SKU number The Product Inventory box accepts information for a product assigns a part number to the product and records it into the inventory database Use the Mouse to move from field to field 3 Place a Check in the Next box by the SKU
73. instance if you had a laser tech and a room available but no more laser hair removal machines available you would need to know that Four Laser Technicians and three rooms but only one or two lasers can really hamper your ability to book meaningful appointments The following illustrates how to assign services to equipment Note Before you can assign equipment you must first add equipment into the system Equipment is added in the same way that an operator is added For more information on adding equipment See Adding Operators Rooms Equipment earlier in this Chapter In addition you need to assign the equipment to the group of services that the equipment is used for This is done the same way that an operator is assigned to a group of services that they offer To see how to assign equip ment to a group of services See Assigning Operators to Groups earlier in this Chapter 1 Inthe same Salon amp Spa Services window you must select a Group and a service that you wish to assign to equipment 2 Click on the Equipment tab and check each item that this service must be performed with If no equipment shows up you either have not cre ated equipment See Adding Operators Rooms Equipment in this Chap ter Or you have not assigned equipment to the group that this service is part of See Assigning Operators Rooms Equipment earlier in this Chapter 3 Click Save once all of the applicable rooms have been checked Operator Servic
74. lenser iresim setts a cad a E A E aade ee 197 Copy APPONI TIE foes da Ga sae ces a a a R A GN a 197 UNDOK ina e iaaa a Ei E E EERE a E 197 Unbook Al This Way eh ra tas ace teases woe hc as i tease aa aN 198 Appointment Main Menu Options ccsscssssssssseeee 198 Calendars ciiscetannien isiin i ua EE aE SEESE SEa UES VAE EEEa 198 SCALE seine ease r E E E ane Me sl E EEE E a 199 0A TO a Ee E E EE S 199 Setn ESen E EE e E E E ETER 200 AVET E EET E A A A teh ace coal Coc aaa Zed 202 Foward oeri a a O katt alee A a et E AS 204 Month View rentin na aa a a a a eenaereatonas 204 Week View emdnati n a Rei eee RER AE Aa h 205 PV TUE BGO Kes renna a E E 205 Sanam BAP OLN ENS TNS e oa ea ces cosas a E aa anaa 206 Package Wana cer ooren ineei ut eda dlan E vg Bech eases 207 Chetga teat ccs Sealed nce si vp cca scaaeceke as coc tec SETET SES S aai 208 Chapter 6 Sales EEEO AEE EEEE S What you ll do in this chapter c 00c6 ce sexscassodiectcetiasscesenncessenonsseoenns 209 About The Sales Window sseesseseessseesssesesssreesssresseeressseresseresssseess 209 To enter the Sales windowW sssssseseesessesssssresressrssrssressteeresressessresresseseeesees 209 Opening the Cash REGISTER so jasetd davreanei sors tecmeuenateounsatiaeueatants 210 Opening the cash drawer for the first time 5 estes everivccdianaloatetetanded aud ertcnes 210 PrOCESSINE SALES yssisicsssacestessccssdecsseseiacservesneerecsovievevseveueeee LL Thefourcatesornes
75. menu The On Account Status box appears ON ACCOUNT STATUS Select Client Select Client BALANCE i i Print Date Trans Charge Payment 2 Click the Select Client button to find the client you want The clients balance is displayed including beginning balance transaction number charge and payments made with date of the payment 6 236 ProSolutions for Windows Register Options To adjust a client s balance 1 Choose On Account from the Register menu 2 Next select Adjustments 3 Select the client The On Account Adjustments box appears ON ACCOUNT ADJUSTMENTS FOR ANINON JENNIFER Date Amount Us Fa EPAI Adjustment Type C Beginning Balance C Adjustment Cancel Accept m You can either simply adjust the balance due the Beginning Balance Either way the balance will adjust by the amount entered 4 When you have made your selections click Accept To post a payment against a client s balance If you want this payment to be part of your daily drawer balance you should use the following method NOTE No new services or retail items may be part of an account payment transaction Select the client that is making a payment Click Payment button Answer Yes to zero sale message Select On Account for payment type Enter payment as a negative number i e 100 00 ona A OO N Click Accept The sales screen will now show a balance equal to the amount of the pay ment Click th
76. menu If you want to use the mouse to look up a client from the sales or appointment win dow you must use the Client Selection box described in the next section The Get Client window appears Client Waiting List GET CLIENT Search String z Use First Name Clear Cancel GET na 2 Type in the clients name or a search string For example if you type only a few letters clients that have the same string of characters in their name will be available in the look up box 3 Press the Enter key If only one client is located the clients record will appear 4 If more than one client has the same name you must then scroll through the list by using the Down Arrow Key until you find the correct client 5 Hi light the correct client name then press the Enter key The client s record will appear Client Waiting List This feature allows you to check in a client and time how long it takes until they are serviced In addition it will time how long it took to perform the service To check in a client for the waiting list 1 From the main menu go to Appointments Dayview Book Appoint ments Waiting List Place On Waiting List 2 Click The Appointment Waiting window appears ProSolutions for Windows 3 107 Chapter 3 Clients PLACE ON APPOINTMENT WAITING LIST Press Client z _Save_ Choose Client For Operator Cancel ES Choose Op For Service oo Choose Service hd
77. next day For this reason it is not important to fill out the drawer count at this point Opening the cash drawer for the first time 1 Ifyou are not already in the Sales window click Sales from the main menu 2 As soon as you attempt to do a sale the opening cash register box appears 6 210 ProSolutions for Windows Processing Sales OPEN CASH REGISTER Date Tuesday September 12 2000 Drawer No 1 Cents Nickles Dimes Quarters Halves Dollars Fives Keypad Cancel Accept Tens Twenties Fifties Hundreds TLL j So gt 3 Fill in your starting cash This is optional at this point since it is not typical to start using the system without first practicing A starting balance can be reset by either clearing out all transactions and starting over with transaction number 1 or by just closing with the amount you would like to open with as your final register amount See Closing The Register in Chapter 6 Sales 4 Click Accept Processing Sales This section describes how to process sales When a client comes up to the front desk to pay their bill they will most likely fall under one of four dif ferent categories The four categories are 1 An existing client who has an appointment booked in the system that day Prosolutions 8 0 provides a list box labeled Current Appointments con taining all the clients with appointments that day that have not yet been processed in order o
78. of the client and the service appear in the Operator Time Cells the cells that are used correspond to the amount of time the service takes The illustration above is for a 30 minute service booked at 11 15 so the 11 15 and 11 30 cells are taken up The next available time for an appointment under this operator is 11 45 Booking Appointments And Assigning Rooms You can simultaneously book appointments in both an operator s column and a room column This section describes this feature In order to set up the program to prompt for a room than you need to do four things Adda room to the system This is done the same way that you added operator s to the system the only difference is you need to type an aster isk before the room name for example Room A e Link up the rooms to the service groups that the room can be used for For example if you have three massage rooms and a group of services called Massage then you need to assign each room to this group This is done the same way that an operator is assigned to the service groups that they perform To assign a room to a group See Assigning Operators to Groups in Chapter 2 Setup e Assign the services that require a room In addition to assigning each room to the group you can specify exactly which services need a room To assign a service or services to rooms See Services With Rooms in Chapter 2 Setup e Lastly set the preference setting Prompt for Room Booking
79. off in the Sales window Partnership Program This is a way to pay commission to somebody who refers clients to you 1 From the Main Menu select Setup Preferences Sales Register Check the box labeled Enable Partnership Program Click the Save button to exit the screen 2 From the Main screen select Setup Configuration Sales Regis ter Setup Partnership Program e Check the box in front of each service for which a commission will be paid 6 246 ProSolutions for Windows Using Gift Cards e Click the button Set Partners to enter the name and address of each partner that is to receive commissions Select either Primary or Sec ondary Click the New button to get the next number Enter the name and address information then click Save 3 When a client comes in with a coupon e Bring up the client s information screen e Click the button labeled Partners and enter the Primary and Secondary numbers After typing in each number press the Enter key on your key board 4 Ring up sales normally 5 To print the commission report from the Main screen select Reports Sales Operator Reports Commission Reports Partner ship Commissions Select the date range 6 To print the commission sumary report from the Main screen select Reports Sales Operator Reports Commission Reports Part nership Comm Summary Select the date range Using Gift Cards To purchase gift cards contat Prosolut
80. record Prosolutions 8 0 is designed to detect a duplicate client entry and give you the option to view the duplicate client Prosolutions 8 0 does not allow for duplicate clients unless the preference setting to allow for duplicate cli ent names is checked See System Preference Settings in Chapter 2 Setup By clicking the More button the client information window appears Type in the Address Notice that after you enter the street address the cursor skips past the City and State fields and rests on the Zip Code field Enter a Zip Code Prosolutions 8 0 has an automatic zip code feature that will fill in the City and State when the system recognizes a zip code When you enter a zip code for the first time the following window appears ZIP CODES Zip Code Cancel 91342 gt Accept City State Rie a Here type the City and State for this zip code The next time you enter this zip code the City and State will automatically be filled in for you Click the Accept button Notice the City and State fields are now filled in for you Enter the Mailing Salutation for this client The mailing salutation field allows you to choose how to address the client in a letter For example if the client s name is John Smith you may enter Mr Smith or John depending on whether you prefer the salutation Dear Mr Smith or Dear John In the Parents Name enter the client s parents or relative s name
81. report related to productivity It is called Cli ents by hour of day This reports on the number of clients serviced by hour per day This report only has data available if you are using the wait ing list feature See Client Waiting List in Chapter 3 Clients More reports are in the works Operator Prices and Times Report This report will print out service prices and times by operator Commission Reports These reports will allow you track commission on Percent Sliding Scale with or without back bar by date range by Operator for the Cashier On retail and services These are the reports that will give you an accurate pic ture of what is owed to your employees Transaction Detail Reports There are several different breakdowns of transaction reports available Each transaction report has the following headings See Table Below T stands for Type For these Transaction TRANS 000187 000188 000188 DATE 09 21 00 09 21 00 09 21 00 Product Definitions P for Payment Type T P CLNT OP TRANSACTION DESCRIPTION SKU QTY PRICE TRDO 00 0 Open Cash Register 100 00 011 S 0 00055 2 Mass 30 1 30 00 011 6 00055 0 OndAcct On Account 30 00 011 Operator Quantity The following table describes each transaction heading Transaction Heading Description Payment ProSolutions for Windows 7 259 Chapter 7
82. salon You may also man ually modify this date if you choose 17 You can enter in the client s Birthday and or Anniversary dates If you don t know the year use 00 i e 05 12 00 18 Inthe Male Female settings click the gender for this client Female is the default setting Main Operator This feature was added mainly for marketing purposes You can see which clients belong to which operators To assign a Main Operator 1 Click the Arrow button to bring up the list of operators The Main Operator list box will appear 2 Choose an Operator ID That operator ID now appears in the Main Oper ator field Referred By The Referred By field tracks the way new clients heard of your salon To choose a Referral Type 1 Click the Arrow button next to the Referred by text box This will display the list of referral types you have selected 2 Choose any Referral Type If you choose Friend the client selection win 3 100 ProSolutions for Windows Adding A New Client dow will appear This feature is described below The Friend Referral Type This section describes the Friend Referral Type When a client is referred to your salon by a friend you can check to see if the friend is an existing client Prosolutions 8 0 allows you to search your client list to see if that friend is an existing client If so you then select that client That clients RF covered earlier in this section will increase by one If
83. settings you wish to restrict access to Each setting that you check will turn color to blue and have a check mark next to it 3 Click Accept The next thing to do after you set your master password is to set up individ ual passwords for each employee you wish to limit To setup passwords for operators and employees 1 Ifyou haven t already added operators the For Operator list box will be empty For instructions on entering oeprators See About Adding Opera tors in Chapter 2 2 From the main menu click Setup Configuration General Passwords 3 Enter your master password see the preceding section for instructions if you do not already have a master password setup Type in the new password in the Password field From the Operator list window select the operator this password will be associated with This is an option We recommend this if this operator will be booking appointments or ringing up sales and you want to track these activities by operator 6 Select a time duration for the Time Duration list window This is an option It will determine how long the password is to remain in effect from last activity 10 326 ProSolutions for Windows 7 Click Accept Assigning areas of the program an operator employee has access to 1 General Sales Appts Click each of the following buttons that the program has required pass words for Clients Inventory Reports Other Setup Accept Exit Each
84. sold in a date range by operator Salon Sales This report prints out all products sold in a date range for the salon only Product Sales by Vendor This report prints out product sales broken out by Vendor Product Sales by Manufacturer This report prints out product sales broken out by Manufacturer Product Sales by Category This report prints out product sales broken out by product category Product Sales by Department This report prints out product sales broken out by product department Retail Gross Margins This report shows the gross margins on all retail sales Weekly Reports While these reports can be run elsewhere this feature will automatically load a week from any starting date set for the following AO N Operator Recap Comparison Operator Tip Report Client Type Report End of Day Report ProSolutions for Windows 7 257 Chapter 7 Reports 5 Free Work Report Operator Sales Reports This section describes each operator sales report 1 10 11 12 13 7 258 ProSolutions for Windows Operator Sales Summary This report shows each operator s total service and retail sales by date range Sales Detail w Client Names This report shows what was sold to whom Service Detail w Client Names This report shows what services were sold to whom Average Ticket This report shows the Average Ticket for an operator by date range Credit Card Service Sales This report shows
85. spa price Now for the Time 4 6 If you are still in the Services window with the Service selected go to step 6 From the Setup menu select Salon amp Spa Services Select the Group and the Service you wish to customize That service s salon amp spa price and time appears to the right with the name of the service in blue You will notice four tabs Price Times Rooms and Equipment Select the Times tab This will bring up the following screen ProSolutions for Windows 2 61 Chapter 2 Setup SERVICES Group Name i i Cancel 1 Hair Modify Group Name Group Color a Price List Service Name Std Formulas roup Mem Conditioning Treatme a e Corrective Colour Extensions I Modify Service Name Service Color 7 By using the scroll bar you can choose your operator from a list of all operators that perform this service Once the Operator has been selected you simply put in the modified time directly under the Operator s name Once this is done select the Save button in the lower right hand corner That s all there is This Operator now has his her own time for this service that is separate from the standard salon amp spa time Be sure that the correct booking type was selected as well i e Single Twin Double See Booking Types earlier in this Chapter Gift Certificates To set up Gift Certificate From the main menu go to Setup Configuration Gift Certificate
86. that you may encounter as you begin implementing ProSolutions Common Challenges Electing someone to be in charge We recommend that you first elect someone to be in charge of setting everything up This includes e Making sure that the computer and all the peripherals are in place and working properly e Installing ProSolutions software in the computer e Learning the basics of ProSolutions i e reviewing the manual get ting the hour of training etc e Contacting technical support to solve any problems that may arise e Setting up your services inventory client records etc e Training other members of your staff By electing a person to be in charge of implementing ProSolutions you will avoid many of the common challenges Trying to do too much too soon Trying to implement all the functions at the same time can be very difficult For instance trying to learn and implement the cash register functions appointment functions and payroll all simultaneously is usually a recipe for disaster ProSolutions is a multi functional integrated application In every 1 42 ProSolutions for Windows Suggestions on Implementing ProSolutions industry where a software application such as ProSolutions is installed it is phased in systematically This allows for a smoother transition allowing people to become familiar with each function ringing up sales booking appointments managing inventory etc separately Knowing where to
87. the client i e credit with your spa The Hotel charge When you select hotel charge the payment window displays a hotel room number field This is for use with a salon or spa that is integrated into a 6 230 ProSolutions for Windows Modifying Sales Items Hotel room The Travellers Checks Type Follow the same steps used to process a regular check Other Enter in the coupon number or description of other form of payment You can also type text in the space or field provided Gift Card Used like a charge card It is a gift certificate on a credit card type surface It has a precise amount of money on it and each time you swipe it through like a credit card it loses the amount of value that corresponds to the ser vice or retail purchased To change a Payee e Click the Change Payee button e Select a client from the client information window 6 Click the Accept button A large Accept button appears in the Sales Window See Illustration Payee Change 4ninon Jennifer L Change Payee Button Amount Tendered 60 00 7 To complete a transaction click the large Accept button If you try to exit the sales screen while in the middle of a transaction the following message appears asking Are You Sure ARE YOU SURE P 341 22 This transaction has not been completed DO YOU STILL WANT TO EXIT e To exit the sales screen and lose the existing transaction click Yes ProSolutions for Windows
88. the server holds your ProSolutions data A workstation is a computer that is also running ProSolutions but is accessing the data on the server over the network You can have as many workstations running ProSolutions as you want however you must purchase a ProSolutions workstation license for each one Installing a Workstation Version of ProSolutions It is important that you have a basic understanding of networking We advise you to map the server s Prosalon folder and make note of the drive letter you assign it and set it to Reconnect at Logon Your workstation data path would then be letter Data For information on how to map a drive consult your Windows documentation Of course you are always wel come to contact Prosolutions Your system MUST be pre networked prior to calling ProSolutions Our technicians can help you share ProSolutons over the network but will NOT help set the network up ProSolutions Workstation Installation 1 Insert the Prosolutions CD into your CD ROM drive 2 After a few moments the auto run feature should take over and installa tion will begin automatically If after one minute this has not started pleas go to MY COMPUTER and click on your CDRom to launch the CD manu ally ProSolutions for Windows1 37 Chapter 1 Getting Started 3 A prompt appears as Prosolutions prepares files for installation After a few moments the Prosolutions Setup prompt appears It suggests you close a
89. to bleach Clear 6 Toclear this message click the Clear button To keep this message until the next time this client is selected click Keep Resetting a Client s Referral Count To reset a client s referral count 1 From the main menu go to Clients Set Referred Count The Reset Client Referral Number window appears RESET CLIENT REFERRAL NUMBER CLIENT Aninon Jennifer Cancel REF lo Accept es Enter the Referral Number Click Accept The referral number comes from the number of clients who have chosen a particular client as the reason they entered your salon spa To see this in action see the below referred by information Referred By Clients Add New or View Change select client or add client and in the lower right of the Client History you will see the Referred By field The Referred By field tracks the way new clients heard of your salon To choose a Referral Type 1 Click the Arrow button next to the Referred by text box This will display the list of referral types you have selected 2 Choose any Referral Type If you choose Friend the client selection win dow will appear ProSolutions for Windows 3 117 Chapter 3 Clients Adjusting a Clients Referral Count 1 Go to Clients Client Referrals Count the following window will appear CLIENT REFERRALS Referring Client Exit Press Here to Enter L be First Name instead Delete Enter Last Nam
90. to print a report showing a client s service and or retail history To print out a client s history e Choose Client History from the Dayrunner menu This will bring up the Client Selection window Choose a client The his tory file will begin printing Dayrunner Forms Layout Options This section describes how to layout Dayrunner reports To see the Forms Layout menu options e Choose Forms Print Setup from the Dayrunner menu To setup an appointment form layout 1 Select Appointments The Appointment Book Layout window appears ProSolutions for Windows 7 267 Chapter 7 Reports APPOINTMENT BOOK LAYOUT Operator Appointment Form Set up Click on Title Font Date Line Font or Detail Line Font to set Font Name and Size Standard Layouts Day Runner 3 3 4x6 3 4 Start 50 Title Start 580 Date Start 9 Start Line 25 Left Hargin 3000 Service Margin 200 Line Space Jaga 40 Lines per Page a A O N Note Date Date Line Font Start o Cancel M Make Default Save Left Margin Service Margin Displays a List of Standard Layouts Page Layout Settings You can select from a list of Standard Layouts or create your own layout Select a standard or custom Layout To use Default settings click the Make Default box To remove a layout click the Remove button To save your Layout click Save See if the layout is the default setting an a
91. up a barcode scanner Using a usb barcode scanner is one of the easiest functions within ProSo lutions Essentially a barcode scanner simply reads the barcode labels on inventory and ends human error upon entering those numbers into the system To install a usb barcode scanner follow these steps 1 Plug the scanner into an available USB port The computer may be on or off at this time 2 Totest go to START PROGRAMS ACCESSORIES NOTE PAD and open Note Pad Once note pad is open on a blank screen and the cursor is blinking within notepad scan any barcode label with your scanner and the corresponding numbers should appear on the notepad screen If this Introduction xxi works you have successfully installed your barcode scanner 3 It really is that simple Sending Messages ProSolutions Management Software has a messaging feature that allows messages to be left for any operator An operator can retrieve their mes sages at any time and messages can be password protected The message is time and date stamped when it is sent To send a message 1 From the ProSolutions Management Software Main Menu click on Other Click on Messages Click on Send Message The Send Message box will appear From Effective Dates Send To Sam 1271 7707 12731 07 Dion Message V Returned your call Please call back Will call again Dion please buzz me the minute you get this message Password Cancel Send In t
92. up the wording on the printed check note it is a very good idea to experiment with standard paper to be sure everything lines up properly before using the computer printer checks 3 Words and Amounts will be RIGHT JUSTIFIED and will end at the position you indicate Setup for New Year 1 From the Setup Menu select Setup for New Year and the following menu will appear Please be aware that without a backup these changes will be permanent Click on the following items to start at Zero for a new year This will remove all previous activity from the year before e If this is NOT your first year of payroll a quick backup is highly recom mended e Delete Timeclock Files e Delete Pay Dates Files e Delete Pay Req Files e Delete Fed Deposit Files e Reset Earnings Records Printer Setup 1 From the Setup Menu select Printer Setup This will allow you to adust your printer settings to suit your needs Employees Add A New Employee To add a new employee 1 Choose Add New from the Employee menu The Add New Employee window appears 9 298 ProSolutions for Windows Employees ADD NEW EMPLOYEE EMPLOYEE 0007 Status New C Male Female First Name MI Last Name Operator Name None x Street Address Start Date Term Date C M a Birth Date E Phone SSN Pay Frequency ool A Pay Type Comm Schedule Comm Type Salary mount Std Hours Rate 1 Rate 2 Rate 3 Base Amount Set Tax Calculations Cance
93. what services were paid for with Credit Cards by Oper ator and by Date Range May inlcude All Operators Operator Tips Report This report shows each operators tips by date range Operator Comparison Report This report lists every operator and compares services performed during a set period The total dollar amount and percentage of the salon total for a given service is also listed Sales Discount Report This report lists each operator s service and retail discounts for a given date range Consolidated Totals This report gives weekly or bi weekly service and retail totals for each operator broken down by DTD WTD MTD amp YTD The date you want this report to start from can be modified End of Day Report This report recaps all operator sales by date range and is also available from the main sales screen in the register menu Note When printing this report from the sales screen it will only print sales information for the current day Service Count by Sub Catagory Must have Sub Catagories created first This report will count total ser vices by Sub Catagory Blockout Summary This report shows a summary of Blockout times and types used by opera tors in the appointment book Operator Names This report shows a list of all operators in the system Sales Reports 14 Service PriceList This report shows the prices for each service offered by the salon spa Productivity Reports There is currently only one
94. you have already entered the address and phone number etc of the Vendor this information will automatically appear 26 Place the Actual Vendor Part Number in the Vendor Order No field for use when making Purchase Orders 27 Enter the Cost Price The Average Cost if the same vendor charges you different prices occassionally for the same product The Best Price if you can get a reduction by buying in larger bulk the Best Qty this is the number you purchas to get the best price 28 Order in Qtys of means the number of parts that this comes in as a unit For example if they only ship boxes of 8 You could make this 8 and order 2 By ordering 2 you would get 16 etc 29 Beginning Inventory Date information can now be added in this screen 30 Beginning Qty Amount Received Manual Adjustments these are all ProSolutions for Windows 4 155 Inventory Chapter 4 31 here to show the status and activity on the particular product Press SAVE Making Kits Gift Baskets 1 Prosolutions 8 0 allows you to create a gift package or basket kit for sale as a single product and will automatically deduct all of the retail items from your inventory each time you sell a kit To create a Kit for Sale Go to Inventory Products Add Modify and select the Kit radio button on the window that appears After selecting the Kit button the following window will appear INVENTORY SKU E gt P Next
95. you require further explanation of what an individuall preference does you should e mail your question to support prosolutionssoftware com and we will be happy to respond with a more in depth description However the titles are very self explan atory The Clients Preferences Window 1 From the main menu go to Setup Preferences Clients The Clients Preferences window will appear ProSolutions for Windows 2 89 Chapter 2 Setup CLIENT FILE SETTINGS V Default Lookup by First Name V Default to More on Client Add Default to Male on Client Add Birthdate required Allow duplicate Client Names Default Salutation as Client 1st Name Auto Time Stamp Client Notes Use Expanded Notes V Enable Client Picture Display Wide View Client Picture M Auto size Client Picture Soc Sec in Client Info Input If you check mark an above preference you will automatically set the function that the preference describes If you require further explanation of what an individuall preference does you should e mail your question to support prosolutionssoftware com and we will be happy to respond with a more in depth description However the titles are very self explan atory The Gift Certificates Preferences Window 1 From the main menu go to Setup Preferences Gift Certificates The Gift Certificates Preferences window will appear GIFT CERTIFICATE SETTINGS Default GC PR
96. 0 can display Several file formats can be accepted We recommend either a BMP TIFF DIB or a JPG file There are a number of hardware options available Some of the options include a computer camera a Scanner a Digital Camera or a Video Camera in con junction with a video capture board Prosolutions 8 0 allows you to store up to ten pictures per client It is recommended you configure your Video card to display 256 colors or better and have plenty of disk storage space available For more information about the various options call ProSolu tions Software Inc for customer support To configure Prosolutions 8 0 for the Foto File options 1 From the main menu go to Setup Preferences Client and the Client preferences window will appear Check the Enable Client Picture Display box Press Save Exit Prosolutions 8 0 3 136 ProSolutions for Windows Configuring Prosolutions for Foto File This is necessary for particular options so that Prosolutions 8 0 has an opportunity to reconfigure the program in order to recognize the Foto File option Prosolutions 8 0 will now create a new sub directory called Pictures This is the directory you will copy new picture files too 5 Start Prosolutions 8 0 To see the changes made to Prosolutions 8 0 look at the Client Informa tion screen 6 From the main menu go to Clients View Change then select a Client f Click Here to enter Client Picture List Box Picture AN
97. 00 Phoebe Facial Mini 35 00 0000018 05 31 00 Monica Full Set 45 00 ooo0008 oO Product History All Categories zl 2000 Pulchases 76 00 DATE OPERATOR SKU DESCRIPTION QTY PRICE TOTAL TRANS 06 14 00 SalonSale 00045 Detoxify Elixir loz 1 28 50 28 50 0000052 06 13 00 Chandler 00079 Skin Smooth Cream 1 7502 1 29 00 29 00 0000045 06 13 00 Monica 00098 Dermalogica Latte Mug 1 7 00 7 00 0000038 06 07 00 Phoebe 00089 Skin Hydr Masque 750z 1 11 50 11 50 0000018 lt Set Note View Note 5 A clien s history is divided into two sections The service history section and the product history section If you have entered manual history it will appear here also Both the service and retail sections include a list box so that you can view year to date totals by a particular service or product category You can add a formula to a transaction by clicking the Set Formula button and selecting an existing formula on file for this client or adding a new one This information is updated from the Point of Sale screen every time this client enters a transaction Unless a client completed a transaction with the salon or has had manual history entered No History will appear in one or both the service and retail windows To add manual history client history prior to using Prosolutions 8 0 See Adding Manual Service and Product History in Chapter 8 Utilities ProSolutions for Windows 3 113 Ch
98. 08700 72 98 06706701 m 4 Make necessary changes to the gift certificate balances Redeeming a gift certificate 1 From the Sales Screen enter the Client Enter in any service or retail items Click the Payments button This will bring up the Payments window 4 Select Gift Certificates The Payments window displays the Certificates on File list box 5 Type in the certificate number for that customer The Balance field displays the balance left on that certificate The Pur chased For field displays the client s name If no name was entered no name will be displayed 6 Enter the Amount to be paid from this certificate in the Amount Ten dered field 6 224 ProSolutions for Windows Modifying Sales Items 7 Click Accept Finish processing the sale Redeeming a prior gift certificate Although there is no perfect way to deal with certificates sold prior to using Prosolutions 8 0 we recommend redeeming old gift certificates that were sold prior to using Prosolutions 8 0 with the payment type labeled Cou pons When you click on Coupons as a payment type you are provided with a text field or space to write in information to reference in this case the old gift certificate By redeeming the gift certificate this way you can still give credit to the operator without issuing a new certificate to the customer Modifying Sales Items This section describes how to modify selected service and or retail items The Modify Ite
99. 1 1 One to One then that means if a client spends 1 00 they get 1 point If the client spends 100 they get 100 points Easy right A redemption works in the opposite manner If you set your redemption at 10 1 Ten to One then a client must have 10 points to purchase something worth 1 00 Or 1 000 ProSolutions for Windows 3 135 Chapter Clients points to purchase a 100 service or products Get it Great Now that you understand Earnings and Redemptions let s set up the loyalty pro gram 1 First we must name a class this is the name of the loyalty program we are going to create Please note that you can have an unlimited number of loyalty programs 2 After naming our class we can set our Earnings and Redemption Rations by entering a corresponding number into the right hand fields EARNINGS Ratio 0 To1 Points 0 REDEMPTIONS Ratio 3 Next we can choose what applies to this class We can place check marks in All Services All Retail and Referals if we choose to make a generic all purpose loyalty program However we may also want to select specific products and or services that will be affected 4 Once we have selected what will apply to this loyalty program we can simply select Save and we are ready to start using it Configuring Prosolutions for Foto File In order to capture a picture you will need some additional hardware to create a file that Prosolutions 8
100. 2 Notes 105 Number of Drawers 83 Number Range 265 O On Account 236 On Account type 230 One Time 214 Op Groups 59 Operator Comparison Report 258 Operator Files 45 Operator Names 258 Operator Order 77 Operator Prices and Times Report 259 Operator Sales 261 Operator Sales Reports 258 Operator Sales Summary 258 Operator Service Prices and Times 60 Operator Tips Report 258 Operator Room 45 Operators ID 50 Other 231 Other Transactions 240 Over Short 240 P Package Manager 189 Packages 186 187 ProSalon for Windows 1 335 Paid Ins 235 Paid Outs 235 261 Part Name 75 password protect 327 Passwords 286 317 Pay Rate Descriptions 293 Pay State Code 300 Payroll 291 310 Payroll Register report 314 Percent of Earning 295 Percent of SIT 295 Phone Book 266 Phone Listing 120 131 picture paths 138 PO Info 83 Point of Sale Reports 263 Pointing xxi Pop up Messages 116 POS Type 84 Post Cards 120 129 Preference Settings 84 Price List Reports 264 prices 53 Prices and Times 279 Pricing By Manufacturer 264 Print Group Service Table 280 Print Service Names 280 Printer Cash Drawer Preferences 88 Printing Client Formulas 116 Prior Closings 244 Process Payroll 312 Processing Sales 211 Product Sales 257 Product Sales by Category 257 Product Sales by Department 257 Product Sales by Manufacturer 257 Product Sales by Vendor 257 Productivity Reports 259 Products 142 Professional by Catego
101. 217 Chapter Sales SERVICE NOTES Service Note Series Chapter 2 Setup Adding a Note To A Service Transaction You can add notes to each individual service and retail entry These notes will become a part of the client history file To add a note to a service 1 Click the Notes button The Service Notes window appears Cancel Accept Type in a note To save the note click Accept The Service Notes window disappears and the note is now part of the transaction You can view and or modify notes from the Transaction View window high lite the transaction and any notes for that transaction will appear About Series This section describes how to sell and redeem a Series To set up a Series you need to review Chapter 2 A Series is made up of one service that is sold in units Series are primarily sold in Tanning Salons but can be used for any service that you sell in units When you sell a Series it is added to the sale like any other item The following gives an overview of the Series features 1 You sell a series to one of your clients consisting of five units of a particu lar service called Series One Each service is normally sold at 40 00 You sell Series One for 160 00 including a 20 discount 2 The client comes back to the salon to redeem one of the services in Series One 3 The receptionist can either check the status of Series One or select Series as a Payment Type to rin
102. 6 lO B Field 7 fc wt Field 8 fi aetsti i Y Field 9 f ti Field 10 ft Field 11 fc Field 12 fi tt Field 13 fc Field 14 fi tsi Field 15 o The way the general client import utility works is simple Just enter the first field label from your exported file in the Field 1 list box If you have a field that is not importable choose the Ignored selection In the last field box 8 282 ProSolutions for Windows enter End of Record All these selections are located in each field list box The following example shows how to import a typical ASCII comma delimited file with the following fields First Name Last Name Address 1 Address 2 City State Zip Phone 1 Phone 2 To import a typical exported client file Click on the Field 1 list box O ON DOO FBR ON oO a st oOo N Choose First Name from the list box Choose Last Name for Field 2 Choose Street Address 1 for Field 3 Choose Street Address 2 for Field 4 Choose City for Field 5 Choose State for Field 6 Choose Zip for Field 7 Choose Phone 1 for Field 8 Choose Phone 2 for Field 9 Since Phone 2 is the last field choose End of Record for Field 10 Make sure that the file containing the client data is in THE ROOT of either your A B or C drive Enter the File name that you are importing Click Import to begin If the file is imported you will get a confirmation message In order to view the imported clients you will need to run the D
103. AT e Inthe above Groups and Services window simply select the VAT RATES button found in the lower left hand corner of the Services Window Another VAT RATE WINDOW will appear See below 2 54 ProSolutions for Windows Booking Types Choose the Group or ALL GROUPS Check the services that will have the VAT applied Enter the VAT Rate for these services SET SERVICE VAT RATES To set a time for a service 2 Booking Types Group Massage x Service v M 25 In Room M a V M 50 In Room M C M 50 Soothing S V M 50 Tandem M C M 50 qua Signa V M 50M aternity aj Ml 50T herapeutid M 80 In Room M gt VAT 17 5 Press SET RATE Set Rate Cancel Services can also have Global VAT meaning every one has the same rather than individual VAT s To do this simply choose All Groups and check every service listed Then enter the VAT Rate and press SET RATE Clicking either of the scroll arrows will add or subtract fifteen minutes to the Time for Appointment unless the default time spacing was changed during initialization Click inside the scroll bar to add or subtract in one hour intervals Unlike the price field times can only be set by using the time scroll bar You can now Save if this service does not require a room or equipment If it does do not Save until the service is fully set up The bottom of the times window is where you designate a booking type Single On
104. Accept Appointment book password settings in ProSolutions 1 Click the Appts button The Appts Settings window appears 10 320 ProSolutions for Windows Indicates the master password is in affect APPOINTMENT SETTINGS MASTER Cancel Access to Menu Items Can Perform Following Operations AutoBook Book Appointment M Day Week View M Unbook Appointment J Pending List l Reschedule Appt l Operator Appointments T View Appt Info M Service Pricelist Check In Client T Appt Confirmations Add Remove on Appt Wait List l Appt Waiting List Confirm Appointment Client Appt Listing Book Blockout Multi Appt Delete T iew Operator s Schedules Only View Own Appointments in Week View Any check boxes you set here will require a password 2 Check the appointment settings you wish to restrict access to Each setting that you check will turn color to blue and have a check mark next to it 3 Click Accept Client information password settings in ProSolutions 1 Click the Clients button The Client Settings window appears ProSolutions for Windows 10 321 Chapter 10 Passwords Indicates the master password is in effect ee ns Access to Menu Items M Add New View Change Quick Lookup Phonetic Search Waiting List M TravelCard Print Formulas Set Pop up Set Referred Count Delete a Client M Multi delete a Client 3 Can Perform the Following Oper
105. Cash Drawers click The Number of Drawers window appears NUMBER OF DRAWERS p rer Cancel Accept 2 Enter the number of drawers you need 3 Click the Accept button Default PO Info You can save your salon amp spa information to be printed on all purchase orders To set the default purchase order information 1 From the main menu go to Setup Configuration Inventory Default Purchase Order Info click The Default Purchase Order Info window appears DEFAULT PURCHASE ORDER INFO SHIP TO Terms Manual Salon Address How Ship SE m City Date Required po State Zip Code m Cancel SAVE ProSolutions for Windows 2 83 Chapter 2 Setup 2 Fill in your salon amp spa company information and click Save POS Type By default the POS Type is set for the United States You can select a dif ferent country and save alternative types of currency denominations if you are not in the United States To set the POS Type 1 From the main menu go to Setup Configuration Sales Register POS Type click The POS Type window appears POS TYPE C Australia Italy Austria C Netherlands C Belgium C Norway C Canada C Portugal C Denmark Russia C Finland C Spain C France C Sweden C Germany United Kingdom C Greece oj i Currency SAVE 2 Select the Country 3 Click Save when you are finished to exit System Preference Settings General The preference set
106. Code for tracking pur poses during the Point of Sale transaction process Go to Setup Preferences Sales Register Place a Check by Prompt for Zipcode at POS Payment The next time you ring somebody up at the point of sale if you do not have their zip code you will be prompted to enter one By doing this you will ProSolutions for Windows 3 123 Chapter Clients be able to track by zip code in the marketing section of Prosalon spa List Templates To avoid the task of manually selecting criteria each time you want to cre ate a list you can create a list template This allows you to simply select the template and have the list automatically created For example if every month you want a list of clients that saw a particular operator and are new to the salon within the last thirty days You would first select the desired criteria then save it as a template To create and save a list template 1 Select the criteria for the template you are creating 2 Click the Save Template button The Save Template window appears Type in the template File Name Type in a Description for the template Click Save The template will be created and saved 6 When you want to create the list simply go to templates and select the desired one rename the Listfile and press Create a List Edit List Files You can view and edit a list file before you print You can also delete cli ents from the criteria file To edit
107. DES Zip Code Cancel 61203 City State _Accent ca Here you ll type the City and State for the Zipcode The next time you enter this zipcode the City and State will automatically be filled in for you 9 Now click the Accept button 10 This will clear the Zip code window and fill in the City and State fields for you 11 Fill in the Social Security and Phone Number fields The Social Security and Phone Number fields do not require you to type in hyphens note The Biography screen is for the operator as well This is just a simple window for you to put any additional information you feel necessary to include in their Operator file Setting an Operators Daily Schedule This section describes the Operator work schedule features On the bottom right part of the window you ll see the check boxes in the following illus tration SHTWTFS Vi Vivi i All the days that you previously set as open should be checked with a check mark To set the days your salon amp spa is open refer to the Salon amp Spa Days Open section later in this chapter e Click the boxes to set an operators weekly schedule A check mark in a box indicates that the operator is scheduled to work that day Setting an operators hourly work schedule 1 Click the Schedule button The Schedule window appears 2 48 ProSolutions for Windows Operator Files Operator Information 8 Hermes Male C Female Title I No Appointments Body Th
108. Effective Date Range From To Cal 0871 572001 0871572001 q Choose the date range and the days Acceptable Days of the Week 8 y SMTWHTES that are acceptable a en ave oe Ronm to the client Start Time End Time 8 E x A s z c Note Add any notes you wish the Operators to see 3 Today s date should already be defaulted however you can put in a date range if you like 4 Type in the first few letters of the Client s name and then hit the Enter key on your keyboard The words Pick from List will appear and you will be able to use the Scroll Arrow to pick from the list names 5 Once you have selected a name use the scroll arrow next to Operator and select the operator they are waiting to see or Any Operator 6 Use the scroll arrow to select the Service that they want and the Dura tion time that the service takes should be automatically defaulted 7 Select Save and that s all there is to it You now have somebody on the waiting list 8 Place any notes necessary To view the Waiting List 1 From the main menu go to Appointments Dayview Book Appoint ments Waiting List Display Waiting List The Appointment Waiting List Display window appears To remove someone from the waiting list simply hi light their name and 3 108 ProSolutions for Windows Viewing and Modifying a Client s File select Remove WAITING LIST Search Remove Update ie
109. Enter the part number of the product you want to add to the batch file 5 Enter the actual count for the product 6 Click Save 4 162 ProSolutions for Windows Deleting Products 7 Repeat steps 3 thru 5 for each product you want to included in the batch file Print Shrinkage Report Once you have created the physical count batch file the next step is to print the shrinkage report to verify the actual count numbers are correct To print the shrinkage report 1 Choose Physical Count from the Inventory menu 2 Choose Print Shrinkage Report The Inventory Physical Count report begins printing This report verifies the on hand amount of each product in the batch file as well as the Actual Count and any difference between the two The cost and shrinkage dollar amount is also listed Modify Batch File After verifying the physical count report you can modify the batch file before processing To modify a Batch File 1 Choose Physical Count from the Inventory menu 2 Choose Modify Batch File The Modify Inventory Batch File box appears MODIFY INVENTORY BATCH FILE Exit Part it Count Update Flag lt lt gt gt Rec Change Delete ddu Use the Arrow buttons to view each item Make any necessary changes to the Count Field 3 4 5 Click the Change button after each change to the Count Field 6 To delete click the Delete button 7 When you have finished click the Exit button Process Batch File
110. Hrs 0o00 f oo0 fooo ooo foo Hours 1 000 f 000 f ooo f ooo foo Hours 2 ooo 0 000 00 000 ooo COC Hours 3 000 f o00 ooo 000 foo Gross Comm o0 oo 00 00 oo Serv Comm 00 6 o00 00 00 oo Retail Comm 00 oo oo foo oo Commission o0 foo foo 00 foo Reported Tips 00 foo oo o Jo Fed State Other Deducts Reimburse Cancel Accept 2 Select employee for which pay history is to be entered 3 Enter appropriate pay history for the selected employee Commission Schedules This section describes how to setup an employee s commission structure To set up sliding commission 1 Choose Commission Schedules from the Employees menu 2 Choose Sliding Commissions Add Modify Tables The Sliding Scale Commissions window appear 9 304 ProSolutions for Windows Employees SLIDING SCALE COMMISSIONS Employee As Operator Cancel SAVE Apollo Paulo v Paulo pe ee SERVICE SALES From 0 01 500 01 1 000 01 5 000 01 0 00 0 Tos 500 00 1 000 00 5 000 00 250 000 0 0 00 0 RETAIL SALES From 0 01 500 01 1 000 01 5 000 01 0 00 To 500 00 1 000 00 5 000 00 100 000 01 0 00 7 Rate 10 00 12 00 14 00 15 00 0 00 Rate 40 00 45 00 55 00 60 00 0 00 0 00 0 00 3 Match the appropriate Operator ID to the correct employee There are six available sliding commission levels available for both ser vice and retail 4 Enter the dollar amounts in the From
111. INT OFF Auto add Gift Cert Recipient to DB Do not remind GC No Refund Policy Don t check for GC Sales Op Don t check for GC Mail To setting Hide Gift Certs Manually Assign Gift Certificate Numbers If you check mark an above preference you will automatically set the function that the preference describes If you require further explanation of 2 90 ProSolutions for Windows Advanced Configuration Settings what an individuall preference does you should e mail your question to support prosolutionssoftware com and we will be happy to respond with a more in depth description However the titles are very self explan atory The 40 Column Report Preferences Window 1 From the main menu go to Setup Preferences 40 Column Reports The 40 Column Reports Preferences window will appear 40 COLUMN REPORTS Select those report to print in 40 column format End of Day Report Closing Report Operator Tips Report Operator Sales Breakdown Retail Product Sales Client Appointments Operator Appointments Only times with appoints TravelCard M Use alternate format m m ca fe ee If you check mark an above preference you will automatically set the function that the preference describes If you require further explanation of what an individuall preference does you should e mail your question to support prosolutionssoftware com and we will be happy to respond with a more in depth description However
112. NNOT import client history or formulas from other programs To import ASCII comma delimited or Excel client records Start ProSolutions Management Software and select Utilities File import Client Files then click on From ASCII Files e The network and Backup warning will apear if you already have a current backup and the workstations are out of ProSo lutions Management Software or you have no workstations then select Just Continue e Type in the file name to be imported Select the field layout using the list boxes provided ENERAL CLIENT IMPORT FIELD TYPES Field 1 Field 2 x Field 3 EEE File Name Field 4 x Field 5 Field 6 Cancel Field 7 ay es oor Dive e Do SR ar Field 9 i aesstsi i Field 10 Field 11 i Field 12 Field 13 Field 14 Field 15 Setting up a barcode scanner If importing from your hard drive the file MUST be in the C root direc tory ProSolutions Software Inc makes no guarantees that any data imported into ProSolutions Management Software will display or work properly There are too many variables with third party soft ware companies to make such a guarantee but we will strive to make it work for you A Note About The User Manual ProSolutions Software Inc is constantly in the process of refining and improving ProSolutions Management Software for Windows so that we can offer you the best salon and spa management pro
113. OIL FULL Instructions Description TTT Add New Update Accept Search 2 Select an Existing Formula from the list box or add a New Formula Follow the same steps covered in Chapter 3 Clients See To Add amp Mod ify Client Service Formulas in Chapter 3 Clients 3 If this is a new formula click Add New and the client s file will be updated 4 If an existing formula is selected click Accept and the client s file will be updated 5 To disregard the Service Formula window click Cancel Accepting a Sale This section describes how to complete a sale after you have made all entries 6 228 ProSolutions for Windows Modifying Sales Items An overview of processing and accepting a sale 1 2 The client is ready to leave the salon or purchase an item The client s name service and product information are entered in the Sales window Any necessary modifications are made Receive payment type Click the Accept button To receive and select a payment type 1 Click the Payment button The Payments window appears PAYMENT Cash Payment Types fl Cash f2 Check f3 Credit Card f5 Series f6 On Account f9 Other f11 Gift Card eeeeeeeeec f4 Gift Certificate fZ Hotel Charge f8 Traveller s Check aes Change _Cance _ ninon Jennifer Accept Amount Tendered eer E nter amount tendered This window lists payment types on the left side
114. Print List Price too 2 Enter in the Part Number for the desired product The product appears in the Description field A barcode appears in the top display box along with the description price and part number 3 Enter in the Number of barcode labels you want to print in the Print Quantity field STANDARD SETTING FOR LABELS AVERY 5167 for Laser AVERY 8167 for Ink Barcode Height 15 Label Height 0 5 Width 2 0 Across 4 Left Offset 325 Top Offset 05 Font Size 8 Note These are not the same settings for Mailing labels see Chapter 3 Clients for those settings PLEASE NOTE THE DECIMALS ProSolutions for Windows 4 177 Chapter 4 Inventory 4 178 ProSolutions for Windows Chapter 5 Appointments Chapter 5 Appointments What you ll do in this chapter Booking an appointment Multiple Service Package Appointments Using Operator Time Cells Simultaneously book operators and rooms Client Types Checking In A Client Book Twin and Double Book type appointments Getting Appointment Info Selecting Client Information Printing Travel Cards Confirming Appointments Marking as a No Show Setting Client Attributes Modifying an Appointment Service Name and Appointment Duration Rescheduling Copy Appointments Unbooking Appointments Reschedule an appointment Switching from day to week views Search for and delete appointments Book Standing appoin
115. RDS BIRTHDAY WISH Address Side Message Side Change Msg Printer Setup Cancel Test Print PRINT m zipfile SRT 3 To add or change the birthday message click the Change Message but ton If this is the first time printing a particular post card you must add a mes sage or you ll get blanks After clicking the Change Message button the Change Post Card Message window appears CHANGE POST CARD MSG Post Card Type Font Selections Sizes Message Lines Font Name Font Size Bold Ital Po Ch a i Bewe DOr fo eG Times y ewe TE Po fCGTimes y Bege Dr PO eG Times y Bewe Dr Po o fCGTimes y Bewe Pr fo eG Times y Bewe Dr Cancel 4 Type in the message you would like to appear on the Birthday card There are five message lines By selecting different fonts and font sizes you can change each message line to display a different font You can also print a line in bold and or italics Click the Accept button when you have added the Birthday message You can modify this message anytime by clicking ProSolutions for Windows 3 130 Marketing the Change Message button making your modifications and clicking Accept To add your return address click the Address Side button then the Change Message button The Change Return Address window appears CHANGE RETURN ADDRESS Return Address Cancel oo TS Accept Enter your Return Address You can change the font as well Click Accept You don
116. S siiip et e e e aa a is 106 Towuse the Quick LOOK UP nersinissieniseni tr a RR E tenons 106 Client Waiting List esssessceccccccccccecccccccecccecccececeeccececseee LOT To check in a client for the waiting list ssssseeesneessseesssessessseressseessresssesse 107 To view the Waiting Listinou nienn a aaa sits 108 Viewing and Modifying a Client s File 000000 109 To OOK Up a Cent sea a aae E E E ae eee 109 About the sort SELENE Sc c5 cal icetcatacevass ocede een tosses oncesneteaeneeneceeokasesuetes 111 Tovsort Dy fitst Mami is scaler eenn ena n A Rad nina 111 To lookup clients by phone number 00 cece eeeeeceeceeetececeeeeeceteeeesteeeenaeeees 111 Viewing a Client s Service and Retail History eee eeeeeeeeeeeees 112 T yviewaclhent s History ntsi tau ore adadangenpuatiiceas etn om deal ada easton 112 TOs WAGW Gl MANS ACTOR 25 255 he instigos talent rE a osei ias ens 114 To view a highlighted transactiOn ecceeecessececeeececeeeeecseececseeessteeeeneeees 114 Printing A Client TravelCard ccsccsscsssccsssssssssee L15 To print a client Travel ard siegen testigo gah 115 ProSalon for Windows 5 Printing Client Formulas scccccsssssssssssssssssseceee 116 To print a client s formulaticisiwecciiseceueiteavaaciss anata vevertiassreaceisaiewdeavacceneGetens 116 Setting Client Pop up Messages ccccccsressccsreee 1 16 To set and clear a Popup messa
117. STOP then highlite the choice 5 You can view the details of the choice by selecting SHOW The Appointment detail window will appear Appointment Detail Jamie Body Sea Salt 9 104 1Hr Jamie Body Self Tan 10 10 amp 1Hr20 Mins Mindy Buff amp Polish 11 304 20 Mins Close the detail window Press Reserve Package It will prompt you to book rooms at this time if necessary Go to Appointments Package Manager and the package manager window will appear ProSalon for Windows 5 189 Chapter 5 Appointments PACKAGE MANAGER yoo fal a lt From To gt E 087162701 08717701 Fri Aug 17 2001 8 20A 12 30P a5 og 8 40A 12 40P Unbook Vetans 1 Choose the package name 2 Select a date range 3 All available pre booked packages will show for this range 4 Select the client name and book it That s all there is too it Editing the Package Manager You can make adjustments to the package manager by selecting SETUP in the Package Manager window see below 5 190 ProSalon for Windows Current Appointment Options PACKAGE MANAGER SETUP Accept Cancel Set From date to current date T plus this number of days l Set To date to From date plus 28 this number of days not booked within this number If the Package hasn t been booked you can have it removed by using this___ Remove reserved packages if E 5 of days from current date Auto Remove By Package
118. Sales Tax Flag 1 For Retail Products This routine will set the Sales Tax code for all Retail products to T T means taxable and will apply at the point of sale 2 For Professional Products This routine will set the Sales Tax code for all Professional products to T T means taxable and will apply at the point of sale Clear All Passwords This utility will reset the passwords It is strongly urged if you use pass word protection that you limit the use of this utility Process Appointment Log File 1 If you have been using the Enable Appointment Logging preference and have been logging your appointments to floppy disks daily this is the util ity that enables you to process them By selecting this utility the Process Appointment Log File window appears 8 286 ProSolutions for Windows PROCESS APPOINTMENT LOG FILE Drive A View Print z Process h Merge to C B SEn gt gt Exit tive C REC DATE OPERATOR SERYICE TIME CLIENT NAME To Process Appointments using the Appointment Logging feature For more information on using the appointment disk logging feature See Chapter 2 Process Appointments using Logging If you haven t already insert the disk into the disk drive Select the drive either A B or C Click on the View button If you like you can print this list by clicking the Print button oa A WwW PD If you want ProSolutions to rebook the appointments in the list click the Process bu
119. Setup Employees TimeClock Payroll Reports Utilities Exit Setup Set Tax Year 1 Select Set Tax Year and the Set Tax year window appears TAX YEAR Set Year 2000 2 Select the Year you are starting and Click OK 3 You will be required to have the current year s tax table You can contact ProSolutions Software at the start of each year to order this table Define Standard Hours Standard hours are used for salaried or commissioned employees and are set to the standard number of hours the employee will work per pay period These hours are used to verify that employees receive at least the minimum ProSolutions for Windows 9 291 Chapter 9 Payroll wage 1 Enter your standard hours per pay period type STANDARD HOURS Standard Hours Per Pay Period Type Weekly FETT Bi weekly 80 00 Cancel Semi Monthly 86 67 Monthly i 73 34 Accept 2 Click Accept Time Clock Setup In order to use the Time Clock you must first set up the time clock To Set up the Time Clock 1 Choose Time Clock from the Setup menu The Time Clock Setup window appears TIME CLOCK SETUP CURRENT TIME DATE Tuesday September 26 2000 04 53 p Round Time to nearest Mins C Most Generous Clock In round earlier Clock Out round later C Least Generous Clock In round later Clock Out round earlier C Unbiased Clock In and Clock Out round earlier Do not use rounding Cancel i
120. Solutions for Windows 7 265 Chapter 7 Reports DAYRUNNER APPTS Displays a List box of Operators Date 09 22 00 Cancel Single Operator or All Operators OPERATOR i All Operator s Print Print even if no appts Include Client Type Set for continuous run 2 Select an operator from the list Box 3 Click Print To print an appointment list for all operators 1 Choose Appointments from the Dayrunner menu 2 Click the All Operators box 3 Click Print Client Phone Book This report prints a list of clients on pages from A to Z like a phonebook You can print a single page or all pages To print a phone book listing 1 Choose Client Phone Book from the Dayrunner menu The Client Phone Book window appears DAYRUNNER PHONE BOOK SELECT PAGES TO PRINT All Pages AIB C D E F G H I J KI LI M N JO P Q RIS TIJUI wWwix yY 2 PRINTER TYPE tf Single Sheet C Continuous Forms Cancel Print Each letter represents a page heading This report can print all or selected pages To print all pages click the All Pages Box To print Individual pages click the letter s for the page you want to print 7 266 ProSolutions for Windows Dayrunner The letters represent the first letter of the client s first or last name depending on the default sort order you have set Unless you changed the default setting it will sort by last name Client History This section describes how
121. T NAME Some businesses refer to their inventory product numbers as SKU s Other use REF or NUM You may use any designation you want Enter Name 3 chars Sku Accept 2 Type in any Three Characters 3 Click Accept Zip Codes As you add zip codes Prosolutions will store the city and state Zip Codes can be added in the options menu or anywhere that a zip code needs to be entered such as the client files the operator files or vendor address files To save a zip code or modify a zip code 1 From the main menu go to Setup Configuration General Zip Codes click The Zip Codes window will appear ZIP CODES Zip Code City State o Print Delete Cancel Save 2 Enter the Zip Code City and State 3 Click the Save button 4 When you are finished click the Cancel button Advanced Configuration Settings The following settings are considered advanced If you are just getting started these settings may or may not be significant until later on when you ve had a chance to familiarize yourself with Prosolutions s basic func tions We do recommend you go through this section for future reference 2 76 ProSolutions for Windows Advanced Configuration Settings Set Appointment Operator Order As you enter in your Operators See About Adding Operators earlier in this Chapter the order that they appear on the appointment book will be in the same order as you had entered them originally You can co
122. The Payee or client s name is listed across the top The dollar amount is entered in the top right Amount Tendered field The following briefly describes each payment type Cash Type 1 Enter the cash amount received from the client in the Amount Tendered field Click Accept button The amount is now transferred to the Amount Paid field Any change due ProSolutions for Windows 6 229 Chapter Sales appears in the Change field in the Sales window Check Type To receive checks 1 Select Check When check is selected the Payments window displays two extra fields for the account number and or check number and bank name Enter in the Check and Bank information Enter the Check Amount if different from the total Click Accept a A WwW N The amount tendered is transferred to the sales total Credit Card Type To receive credit cards 1 Select Credit Card The Credit Card list box appears To add credit card information see Chapter 2 Configuration 2 Select the desired credit card from the credit card list box 3 Type in reference information in the blank field provided 4 Click Accept 5 If processing credit cards through the system using the PCCharge inter face please contact ProSolutions Software Inc for setup and installation Series See Series in Chapter 2 Setup Gift Certificates See Gift Certificates in Chapter 2 Setup The On Account type This type creates an account for
123. This assigns the product to the next available part number 4 Click the Retail or the Professional setting Retail items are items that you sell to the public Professional items are items used in the salon i e back bar items When ringing up service sales which use formulas the products used in formulas will automatically be deducted from the inventory if you set the Preference Deduct Std Formula from Inventory in the Setup Pref erences Inventory section ProSolutions for Windows 4 153 Chapter 4 Inventory 10 11 17 18 19 20 21 22 4 154 ProSolutions for Windows Type in a Description The description can be made up of any characters alpha or numeric You should include any size designation For example a shampoo in 6 and 12 ounce sizes should be entered as two separate products with different part numbers Tip Try to keep descriptions and abbreviations consistent so that you can find them using the Prosolutions 8 0 search feature Enter the Vendor s Part Number This is optional and used when placing orders with your vendors Enter in the List Price the Sell Price and the Wholesale Price Whole sale Price is generally what you charge your Booth Renters for supplies Not Received will fill in automatically with the number of items that you have ordered on a P O but that have not been received yet this is very helpful if you need to know what you are waiting for Ent
124. This brings up the Print menu Important Note Only client records that have a complete address i e street City State Zip will be printed unless you select Print List Invalid Address By checking File Contents Only you will print a standard form list in line type not for labels Mailing Labels There are two types of mailing label configurations One is Standard the other Return Both Standard and Return labels print the name address and City State The Return labels include your salons return address in the upper left hand corner of the label Note You could use the Return label configuration to print directly on the back of a flyer This would save you time and money by eliminating the need for a label all together To print either both Standard or Return mailing labels 1 Choose Print from either menu The Print Labels window appears 2 Hi Lite the ListFile you want to print Clicking on a file will place the file in the File Name text box If you have used a special sort option such as sorting by zipcode for bulk mail be sure to check the Do not resort checkbox otherwise the list will be sorted by last name in alphabetical order 3 126 ProSolutions for Windows Marketing 3 Click Print To Setup Standard mailing labels 1 Choose Setup from the Standard Mailing Labels menu The Label Print Setup window appears LABEL PRINT SETUP CURRENT SETTINGS Inches Cancel Height of each label f
125. Tracking Items 103 Training xix Transaction 218 242 Transaction Detail Reports 259 Transactions 279 Travel Card Audit 272 TravelCard 115 Travellers Checks Type 231 Treatments 141 Twin Book 55 186 U Unbook 197 Unbook All This Day 198 Units of Measure 74 Upload 283 ProSalon for Windows 1 339 Users Manual xxv Uses Formula 53 Utilities 275 Utility Functions 276 Vv Value Added Tax 73 157 Value Added Tax for Services VAT 54 VAT 73 VAT for Inventory 157 VAT Rate for Inventory 158 Vendors Index Listing 264 Vendors Name and Address 264 view a transaction 114 View Directories 276 View Options 242 View Change 109 View Modify An Employee 301 Voiding 171 238 239 Voiding a Gift Certificate 239 Voiding a Transaction 238 W Waiting List 107 108 Week View 205 Weekly Reports 257 Workstation 37 Z Zip Codes 76 122 Zip Codes at POS 123 ProSalon for Windows1 340
126. Windows XP Media Windows Vista all forms Windows 2003 Server and Linux It is recommended to print out these instructions but it is not necessary in order to install Prosolutions Installing Prosolutions Management Software For The First Time Installing Prosolutions from Windows 1 It is recommended that you close any other programs you are running before installing Prosolutions Insert the Prosolutions CD into your CD ROM drive After a few moments the auto run feature should take over and installa tion will begin automatically If after one minute this has not started please go to MY COMPUTER and click on your CDRom to launch the CD manually 4 A prompt appears as Prosolutions prepares files for installation After a few moments the Prosolutions Setup prompt appears It suggests you close any other programs you may be currently running ProSolutions for Windows 1 27 Chapter 1 Getting Started J PROSALON Setup x 2 Welcome to the PROSALON installation program Setup cannot install system files or update shared files if they are in use Before proceeding we recommend that you close any applications you may be running Exit Setup If you do have other programs running you should exit setup and then close any applications you may have running then install Prosolutions 5 If you do not have any other programs running click OK The next prompt will instruct Prosolutions where to in
127. a list file 1 Choose Edit Llst File from the Marketing menu The Edit List window appears 3 124 ProSolutions for Windows Marketing VIEW EDIT CRITERIA FILE Highlight names that you wish to be deleted from the list and press the DELETE key Criteria File Client Names Select file to View Edit zipfile SRT Exit DELETE 2 Click the List File you want to view Clients in the criteria file will appear in the Client Selection box To delete a client from a list file 1 Highlight the client you want to delete 2 Click the Delete button This will not delete the client from your database only from the criteria file Special Sorts All list files are sorted in alphabetical order by last name unless you use the Special Sort options e Select Sort By Zip Code from the Special Sorts menu to sort a file by Zip Code Select Sort By First Name from the Special Sorts menu to sort a file by first name Note if you do one of these special sorts you will need to check the Do not resort checkbox when you are ready to print the list Otherwise it will sort it alphabetically ProSolutions for Windows 3 125 Chapter Clients PRINT LABELS SELECT FILE FOR LABELS Cancel File Name i i Print File Contents Only No labels V Do not re sort Print List Invalid Address m Client Marketing Print Options To print a Listfile 1 Choose Print from the Marketing menu
128. able Operator Collections Use Sv Op for Comm with Auto Retail Credit Card Processing I Do Credit Card Validation Allow Void of Credit Card Transactions I Allow Last Used CC w ICVerify Use Assigned Workstation Number for CC Processing Use Cherry Keyboard with Swipe Use ICVerify Keyswipe Enable GO Credit Card Processing Enable GO User Names Enable GO Responce Logging Default Update CC info Payment Screen I Default Payment Type to not selected I Default payment tendered to 0 00 Enable Currency Type Tracking I Auto Insert decimal point in pmt screen Buttons I Hide TIPS button I Hide PROFESSIONAL button Hide SERIES button I Hide MODIFY PRICE button Appointments Clients Prompt for Client Type I Alt Client Type Names Ignore Zipcode on Address Check I Do not allow One Time at POS Other Settings I No P S T on Service Sales Canada I Check for Matching Series Check for Any Series I Use series price if exact match I Display Custom Prompt at Register Sale I7 Always void GC if Transaction voided Charge Tax on GC Sales I Charge Tax on Series Sales Gift Cards Enable Gift Cards Central Host Only Enable Internet Gift Cert Card Sales Use Gift Card Number Edit Mask Receipts I Default Print Receipt J Print Newsletter Receipt Use Report Printer for Receipts Use Report Printer for CC Receipt IM Auto Receipt on Retail Sale Print Client s Next Appt on Receipt
129. ade this button will begin the process of making the list Cancel lf you choose not to make the list this button will take you back to the main Reports menu To select criteria 1 3 122 ProSolutions for Windows Simply click the criteria settings you want For example to create a list of clients in a given zip code click Zip Codes The Zip Codes selection box appears Marketing ITEMS ZIP CODE HAVE THESE M Select All Cancel Accept Click a zip code item You can select all items in a list box by clicking the Select All check box After making a selection click the Accept button Notice that the word Zip Codes now appears in green This indicates an item has been selected from zip codes You could now add more criteria such as females only selected date range criteria etc Name the ListFile by checking on Listfile under Save to File then typing in a name When you are ready to create your list click the Create List button The client database is scanned A gauge moves across the window A count is displayed as Prosolutions 8 0 qualifies clients for your list When the list is complete a message box appears confirming the number of qualified clients Note If you want to select all your clients then you should not select any criteria Simply click the Create List button after you have named your Tracking Zip Codes at POS 1 2 This feature will allow you to select the Client s Zip
130. alize product categories with service groups 77 Deposits 261 Detail Pay Register 314 Discount 226 Double Book 55 Double clicking xxi Duplicate Receipts 238 E Editing the Package Manager 190 Email support 37 Employee Detail Earnings 314 Employee Earnings report 314 Employee List 314 Employee Name and Address 314 Employee Phone List 314 Employee Year to Date Earnings 302 Employees 298 End of Day Report 258 End of Day Report 232 Equipment 60 existing clients 101 Exiting ProSalon 36 Expand Group Limits 280 ProSalon for Windows 1 332 Expand Service Limits 280 Expanded Service Descriptions 80 Expected Total 240 Export a file 133 Export Name and Address 133 Extension Numbers 100 F Federal Filing Status 300 Federal Tax Deposits 313 File Busy 239 File Deletions 281 File Export 284 File Import 282 Final Register Total 240 First Visit 122 Formula 227 Formula History 227 Foto File 136 Friend Referral 101 G Gender 122 general notes 105 Gift Card 231 263 Gift Card Sales 263 Gift Cards 247 Gift Certificate Packages 63 Gift Certificate Reports 263 Gift Certificates 62 221 230 279 Gift Certificates Preferences 90 Goals 255 Graphs 255 270 Group 51 Group Mem 58 Group Sales Breakdown 256 Groups and Services 280 H History Input 303 Hold 214 Hotel charge 230 hourly work schedule 48 Hours of Operation 69 I Import 283 import ASCII comma delimited client records xxiv Importing
131. ame Chandler T Exit Clear 2 Select the Operator from the list box that you wish to Clear 3 Click Clear 4 Click Exit Employee Year to Date Earnings 1 From the Employees Menu select Employee YTD Earnings The Employee YTD Earnings Window appears 9 302 ProSolutions for Windows Employees EMPLOYEE YTD EARNINGS EMPLOYEE Geller Monica Year to Date tr Qtr 2 Qtr 3 Qtr 4 Gross oo 1 084 00 oo 80 o Gross Wages 1 000 00 o 80 1 000 00 o 80 o Salary Hrs 40 00 00 4000 foo foo Other Pay o0 foo oo fo fo Other Hrs 000 f ooo ooo fooo foo Hours 1 900 000 f 000 000 000 Hours 2 900 000 f 000 000 000 Hours 3 000 o0 000 000 00 Gross Comm o0 oo 00 fo fo Serv Comm 00 foo foo foo fo Retail Comm 99 oo 00 fo oo Commission g400 o0 s400 00 00 Reported Tips fo 8 jo 80 00 o o Fed State Other Deducts Reimburse Cancel Accept 2 Select employee for which earnings you wish to see History Input To enter an employee s payroll history 1 Choose History Input from the Employees menu The Employee History Wages window appears ProSolutions for Windows 9 303 Chapter 9 Payroll EMPLOYEE HISTORY WAGES EMPLOYEE Greene Rachel x Year to Date Qtr 1 Qtr 2 Qtr 3 Qtr 4 Gross m foo fo oo jo Gross Wages o o 80 o 80 o 0 oo Salary Hrs 00 foo oo f 00 00 Other Pay o0 fo foo foo fo Other
132. and To fields to indicate the com mission amount Note The From field must be different than the To 5 Enter the Percentage Rate in the Rate field 6 Click Save Deleting Commission Tables To delete an employee s commission table 1 Choose Commission Schedule from the Employees menu 2 Choose Sliding Commissions Delete Tables The Delete Sliding Commission Table appears DELETE SLIDING COMMISSION TABLE Employee Name Greene Rachel fi Cancel DELETE 3 Select the Employee from the Employee Name list box 4 Click Delete Percent of Retail to Service Sales 1 From the Employees Menu select Sliding Commission Rates Per cent of Retail to Service The Percent of Retail to Service Sales window appears ProSolutions for Windows 9 305 Chapter 9 Payroll PERCENT OF RETAIL TO SERVICE SALES of Retail to Service Commission Sales Hate Operator Name Chandler Delete Cancel ith Accept TLL TL 2 From the Operator Name List box select the operator you wish to adjust 3 Set the Percentage of Retail to Service and the rates that correspond to your settings 4 Choose Cancel to start over choose Delete to clear and choose Accept to save your changes Commission Rates To set service commission rates 1 Choose Commission Rates from the Employee menu 2 Choose Set Service Rates The Service Commission Rates window appears SERVICECOMMISSION RATES Esthetician Pa
133. anufacturer To view other categories 1 Click the Category list box Your list of Categories will appear 2 Click a New Category 4 160 ProSolutions for Windows Deleting Products When Done e When you have finished making modifications click Save then Exit Deleting Products This section describes how to delete an inventory item To delete an item 1 From the main menu go to Inventory Products Delete The Delete Inventory Part box appears DELETE INVENTORY SKU Manufacturer Name Delete z Cancel Sotby SKU C Sort by Description Product Skus 00007970 Matt s Test Product 2 Select a Manufacturer A list of products will appear from that manufacturer followed by a description of the product will be displayed to confirm that this is the part you want to delete Simply place a check in the box to the left of each product you wish to delete 3 When the product s to be deleted is are checked click Delete Inventory Physical Count The Physical Count selection allows you to reconcile your physical inven tory count against your current inventory levels and print a shrinkage report You need to first take an inventory to get an actual count of each of your inventory items that you want to reconcile Prosolutions 8 0 has a report to help with this it is available by going to From the main menu Invetory Physical Count Print Worksheets You can print either all your prod ucts or by Manufac
134. appropriate drive from the list below c DISKIPART01 x E c DISKIPARTON a gl d SP e MAPROSALONSDD amp f M PAULSPUBLIC S i MMSCMAINSACCT 10 Click Create 11 Atthis point ProSolutions should now start up and be connected to the data directory on your server If you have followed the above steps and ProSolutions will not run properly you can call the technical support department Update existing ProSolutions 1 The update should automatically launch If it fails to do so explore the ProSolutions CD and select Update32 2 A new screen will appear confirming the location of the ProSolutions files if you have selected the default settings when installed the software origi nally then you can use the current defaults as well The screen will ProSolutions for Windows1 41 Chapter 1 Getting Started appear as follows w INSTALL PROSALON UPDATE ioj Xx Please enter the path where your existing Install Update ProSalon program is installed Cancel Path C Program Files ProS alon Browse ee N N 3 Ifyou are installing a Workstation Update you follow the same steps AFTER you have done the backup and the update on the Server Suggestions on Implementing ProSolutions First congratulations on your decision to use ProSolutions software In order to make the transition to our program easier we ve identified some obstacles let s call them challenges
135. apter 3 Clients To view a transaction 1 Highlight the Transaction you would like to view Notice the blank text row under the Service Display box This is the Transaction Note field If notes appear when you highlight a transaction you have either previously added notes at the point of sale screen or from within this history window To view a highlighted transaction 2 Click the View Trans button The View Transaction window appears Transaction Note Field VIEW TRANSACTIONS REGISTER 1 Select Operator Goto Date All Operators x Done Last Trans DATE TP CLIENT OPERATOR DESCRIPTION SKU QTY PRICE RD WHO Transaction lt lt Prey ist Today ia Next gt gt 08 16 00 0 Aninon Jennifer Monica Full Set 45 00 1 1 0 08 16 00 1 Aninon Jennifer lt Payment gt Cash 45 00 1 1 0 Services Retail Professional Other Taxable Sales Tax TOTAL 4500 oo oo ff oo f oo 00 45 00 a The transaction number appears in the top left corner of the window In the transaction list box are the following headings Date T for Type P for Pay Client Name Operator Transaction Description SKU Quantity Price R for Register D for drawer and Who for who recorded the transaction Notice that there are various buttons across the top of the View Transac tion window This window gives you the option to look at all of your trans actions not just the transactions related t
136. ard window appears CLOSING WIZARD The first step in Closing the Cancel Register is to post any Paid Ins or Paid Outs that have not yet been entered If you do not have any or have already posted them click Continue otherwise click Cancel and post them using the Paid In or Paid Out menu items under Register 2 Click Continue after you have read the note The first step in Closing the Register is to post any Paid Ins or Paid Outs that have not yet been entered If you do not have any or have already posted them click Con tinue otherwise click Cancel and post them using the Paid In or Paid Out menu items under Register After Clicking Continue 3 The Cash Register Float Window appears CASH REGISTER FLOAT Enter the amount f cash that Cancel you will leave in the drawer to Open the Register with on Accept your next day of operation _ This is sometimes referred to as the Float 100 00 This is the amount of cash that you will leave in the drawer to open the Register with on the next business day Click Accept after putting in the amount you wish 4 The Bank Deposits Window appears See Deposits earlier in this Chap ter Click Accept after you have made any adjustments necessary to the Deposits window 5 The Close Register Drawer Window will appear ProSolutions for Windows 6 241 Chapter 6 Sales CLOSE REGISTER 1 DRAWER 1 09 15 00 ACCEPT
137. are In Take window appears SKIN CARE IN TAKE GENERAL INFORMATION Age Group T Do you tan Do you wear a pacemaker Under 21 C 21 30 Do you burn Are you diabetic C 31 40 M Do you have a well balanced diet Do you wear contacts A M Do you have a heart problem Do you have candida C Over 60 When What kind Cosmetic Surgery Reactions Had hair waxing When What kind M Had deep skin peeling Phenol x Conditions Contours Treatments Print File Products Annotations Recommend Miscellaneous This is the initial Skin Care In Take form It contains check boxes for vari ous skin related questions Fill it out as it pertains to a particular client The buttons on the bottom all represent other Skin Care windows except for Print File and the Done button Each window is designed to track and record additional client information regarding a client s skin history and progress Each window including this one can be saved modified and printed We ll view each window starting with Conditions Cancel To view modify the Conditions window 1 Click the Conditions button The Conditions window appears ProSolutions for Windows 3 139 Using the Skin Care In Take Options SKIN CONDITIONS Had Psoriasis EE Had Seborrhea BT Had Herpes DT Skin Cancer Bt Take Birth Cnt Pills Other Medications FC Seen a Dermatologist in last 5 years Who FC O Under his her care now
138. are com and we will be happy to respond with a more in depth description However the titles are very self explan atory The Appointment Preferences window 1 From the main menu go to Setup Preferences Appointments The Appointments Preferences window will appear ProSolutions for Windows 2 85 Chapter 2 Setup Day Week View Screen Options W Show Esthetician s Appts if Working Curr Day W Show All Ops in a Group in Day View IV Auto set view time in Day View W Use X s instead of color bar to indicate checkins checkouts M X All Client Appointments on Check Out F Auto Show Long Service Descriptions If Note field not blank I Display Name by First Name first else Last Name first Booking Options V Auto book Room if Only One Available Give Option to Book Even if No Room or Op Available I Always Use First Available Room without a Prompt J7 Check for Appointments Already Booked Prompt for No Show only if past appointment scheduled time Allow Credit Card Requirement Over ride on Booking for above I Always use Package Times in Multi Book I Warn if Try to Book Prior to Current Date I Enable Prompt for Late Charge for Appointment Cancellation Auto Unbook if Marked as No Show Default Auto Book Search Range to Current Date Only I Auto remove from Wait List if Booked within Date Range I Check Waiting List at Time of Unbooking Other Options I Enable Appointment Lo
139. art Programs then the Prosolutions Software folder Within this folder you will find the ProSolutions Icon click on this icon to launch the software You might want to create a shortcut To do this consult your Windows help screen for creating shortcuts 2 Prosolutions will ask you to read the license agreement If you agree click Agree ProSolutions for Windows1 29 Chapter 1 Getting Started 3 Next you will be prompted for your 5 digit account serial number and con figuration code SERIAL NUMBER INPUT Enter Serial No Cancel Accept Check here for Demo _ Accent 4 Enter in your serial number This serial number is located on the CD case It also has your configuration code CONFIGURATION CODE Save Enter the configuration code in the fields below Coni E a ee 5 Enter in your Configuration Code 6 The following screen appears after you have entered your configuration code by selecting the Save button PROFESSIONAL SALON Data Initialization 00 15 12345 Cancel This system has not yet been initialized Initialization creates the basic set of files needed for ProSolutions to run As an alternative to initialization if you are an existing user of ProSolutions and are currently using version 7 0 or later you may opt to use your existing data Select Initialization Option C Initialize C Use Existing ProSalon Data 1 30 ProSolutions for Windows Starting P
140. as list boxes Unlike the previous box you won t see products appear in the list box until you choose a Vendor Manufacturer and Category 2 If you click on a product the Modify Inventory box is displayed for that product you may modify the product as desired 3 Click the desired Inventory Settings from the area at the top of the box Retail Professional and Below Minimums Only settings work indepen dently or in combination with one another 4 Select a Vendor Manufacturer and Category then press Show The products meeting the criteria appear in the display box If a scroll bar appears on the right of the display box there are more products fitting this criteria than fit inside the box Click the arrow to move up or down 5 Change selections by selecting different Settings and Indexes 6 To print the products you have listed click the Print button 7 When you are finished viewing inventory click Exit Printing Standard And Activity Reports There are two reports that you can print from the Selected Inventory Inquiry box The Stdrd Report simply prints the list of products you are currently viewing The Activity Report shows the sales of individual prod ucts for the last three months of the products you are currently viewing 4 166 ProSolutions for Windows Purchase Orders Purchase Orders This section describes how to create and manage purchase orders The Purchase Order menu has five options Create Receive View Pr
141. at your business To enter a Credit Card name 1 Go to Setup Configuration Sales Register Credit Cards Accepted The Credit Cards Accepted window appears First time in it will be empty with no credit cards selected ProSolutions for Windows 2 71 Chapter 2 Setup Credit Cards Card Name o o MasterCard Visa American Express Diners Discover Modify Name Done Enter the credit card name in the Card Name text box Press the Enter key Continue this process for each card you accept at your salon spa so that these options will be available to you at the Point of Sale Sales Tax Rates To set and or modify sales tax rates 1 From the main menu go to Setup Configuration Sales Register Sales Tax Rates The Sales Tax Rates window appears SALES TAX RATES CURRENT SETTINGS Service Tax Rate Cancel Retail Tax Rate 8 250 000 Additional Retail Tax Rate Save 000 In the Retail Tax Rate field enter the new tax rate If your state requires sales tax to be charged on services enter the tax rate in the Service Tax Rate field 4 The Additional Retail Tax Rate was originally included for New York wherein an additional sales tax was added to apparel sales over 100 00 5 Click the Save button to save your entries 2 72 ProSolutions for Windows Coupons Value Added Tax VAT After following the instructions below go to Chapter 4 for
142. ata Base repair Client Look up Covered Earlier in this Chapter Most Common Database Repairs Inventory Import 1 Import Upload Restore after Upload Import You must know the Import File Path and file name in order to import into ProSolutions You can check off if you want to Print the items that are imported and also if you choose to use old part numbers Once again this must be done in Ascii comma Delimited format Each field must be set off with quotations i e Product Name Product Price Product Cost etc If a field is blank it MUST STILL BE SET OFF BY QUOTATIONS i e Product Name Product Cost etc Upload Some clients may have a corporate office or centralized location that may make changes to inventory i e increase a price on several prod ucts they would then send a disk with the changes made to their fran chises UPLOAD will make only those changes to the inventory that were Offloaded by the main office See Offload in Export Restore after Upload This will restore the inventory files after you have ProSolutions for Windows 8 283 Chapter 8 Utilities uploaded them File Export Inventory Export ___ Offload L Create Load File ___ Transactions __ Client Files ___ Appointments Mailing Salutation Field Inventory Export You choose the Vendor Manufacturer and Catagory then type in the file path i e B Exportinv and press Export The in
143. ations View Client File T View Address and Phone Numbers M Modify Client File View Clients of Other Operators View History View Formulas T View Notes View Tracking View In Take View Client Discounts I Print Client Info T Show Client Appts Cancel Any check boxes you set here will require a password Check the client settings you wish to restrict access to Each setting that you check will turn color to blue and have a check mark next to it Click Accept Inventory password settings in ProSolutions 1 10 322 ProSolutions for Windows Click the Inventory button The Inventory Settings window appears Indicates the master password is in affect Products Add New Modify Delete Move Physical Count View Products Indexes Vendors Manufacturers Categories Access to Menu Items Purchase Orders Create Receive View Print Void INVENTORY SETTINGS MASTER Cancel Labels From Inventory Counts User Defined View Costs on any Screen View Inventory but NO Modify Any check boxes you set here will require a password Check the inventory settings you wish to restrict access to Each setting that you check will turn color to blue and have a check mark next to it 3 Click Accept Reports password settings in ProSolutions 1 Click the Reports button The Reports Settings window appears
144. bought the quantity used the purchase price of the Series and the value of each Series The Series list box will list any other Series this client may have This window also shows the expiration date if any and the dates the client redeemed each unit Redeeming a Series This section describes how to use the Series Payment type when a client redeems a Series To setup a series See Setting up Package Deals in Chapter 2 Setup To redeem a Series 1 Select a client Select the operator and service When you are ready click the Payment button located at the bottom of the Sales window The Payment window appears 6 220 ProSolutions for Windows Gift Certificates Series Payment Types C fA Cash C f2 Check C f3 Credit Card C f4 Gift Certificate f5 Series lect Series redemption as the form of payment C f8 Traveller s Check C f9 Other C A1 Gift Card PAYMENT k Change _Cancel_ One Time Accept Amount Tendered 5 00 Series on File be X zi Qty to Use Series List Box How many used Enter amount tendered 4 Choose Series Two list boxes appear in the Payment window Series on File and Quan tity to Use From the Series on File list box select the Series From the Qty to Use list box select the Number of Units the client is redeeming The amount tendered field changes to reflect the Tendered Value Note The tendered value is not
145. buttons password protected She would have to keep entering her password everytime she wanted to do any sales task if you did not assign a time duration If YOU DID assign a time duration she would only have to enter her password once for however long that duration was set for up to one full hour Every transaction performed during that time will be assigned to her password However if she were to leave the computer for any reason during that time she could select clear pass words which would require the entry of a password in order to continue so that her time would have to start over when she came back This way she protects against somebody else using the register under her password First Things First The first thing to do if you are going to use the password feature is to set up a master password The master password unlike other passwords is Case Sensitive The master password is not a password for you to use to gain access to password protected areas Rather it is the password you use to allow you to create or modify other passwords It will also be the only password that can turn on or off the password protect preference setting ProSolutions for Windows 10 317 Chapter 10 Passwords that enables or disables password protection To set up a master password 1 From the main menu click Setup Configuration General Pass words One of two windows will appear If you have never been to this fea
146. cal order Purchase Order Report This report lists all outstanding purchase orders broken down by Pur chase Order Number Vendor Date Any Reference notes Required By Date Back order status and the total outstanding order value Receiving Order Transaction Reports There are four different Receiving Order Transaction reports All Po s This report lists all receiving order transactions to date Single PO This report prints a single receiving order transaction Number Range This report lists transactions in a set number range Date Range This report lists transactions within a set date range Inventory Worksheet Reports There are two inventory worksheet reports these worksheets are designed to help you manually record your inventory Worksheet for all of your products Inventory worksheet for a manufacturer Printing Client Lists Goals Dayrunner 1 See Marketing in Chapter 3 This section allows you to both set up and view specific goals that you set for your operators Each time a transaction is processed these numbers will be updated Itis an excellent way to see where your people are This section describes the Dayrunner report options and setup features Appointments You can print a list of appointments for a single operator or print a list for all operators Printing an operator s appointment listings Choose Appointments from the Dayrunner menu The Dayrunner Appointment window appears Pro
147. ccount number and nature of the problem When you call please be sitting in front of your computer with ProSolu tions running When you call please try to provide the following information e The version number of ProSolutions and the Serial Number of your copy of ProSolutions both are listed in the ProSolutions s About 1 36 ProSolutions for Windows Networking ProSolutions box or on the program CD cases e The type of hardware you are using including network hardware if applicable e A description of the problem and what you were doing when the problem occurred e The exact wording and number of any error messages that appear on your screen For Email support Email us at support prosolutionssoftware com any time of day or night We reply to all Emails from registered users generally within 24 48 hours Please be sure to include your account number other wise we can not guarantee a response Also please limit your Email ques tions issues to no more than one question issue per e mail This helps us better organize and track issues Networking ProSolutions In order to have ProSolutions used in a network environment whether a Peer to Peer type or dedicated network you will need to order a Worksta tion version of ProSolutions for each additional computer you plan to have in your network What is a Workstation A network is more than one computer sharing data One of these comput ers is your Server
148. ceai eaeavzedaiiien ta daataaddaneaits 219 Redeeming a Seriesin sist consent aE e EE E 220 Toredeemi a Senes aimed na a R a E RAE 220 Gift Certificates ancienne earannan aaa aAA About Gift Certificates reiese ara a Ea Erea ERASI ESEE e 221 To sella giftcerufi t sicap e E A Ri 222 To add a Message to the gift certificate 0 0 eee eeeececeeececetececeeeeeeseeeenaeeees 223 To check a gift certificate status ses eek ee ae ee 223 Modifying a siftcertificate ennen e EEI a NSi 223 Modifying a gift certificate s balance sicc c0sstecuassieiatees scan gets sede naseesdeage encase 224 Redeeming a gift certificate sonic sec hiss voesSasesdeayhsanseaa shag steetudediataees maeooaetauaneedee 224 Redeeming a prior gift certificate 6 i sscccsscscdecssasescedesntedessancdenteanstaacvarsederssaveas 225 Modifying Sales Items cccccssssssssssssssssssssssssssssss 220 To modify the price of an item 242 55 Suvasseuraleactwscadeadtos seas annaceyachcosewesouasteaguossare 225 To Modify an Operator and or Service cceescceeeseceesseceesteceeseeeeeseeeenaeeees 225 To bring up a client s file directly from the Sales window eeeeeeeees 226 To remove an item from the Sales window ccccccecssssssecesececeeeensnteceeesees 226 To nselectan temi cater sce cis aa ast tive Ses eared us Oar lerdal le ia 226 To Discomnt Memi Sra esan aa aa aaa a aa aena 226 DO Clear al tems cisa e RE AE E sei RE AE A 226 To Set a Po
149. ceeedeasyesaeseneteavalensnccessnezavdsceesdeadeatacdeuaceeees 259 Operator Prices and Times Report ecceescccsscecsseeceeeeeceeeeeceeeeecsseeeeeenaeeees 259 Commission Reports ises onesie irrin e Eo RE E KRE TE Ea 259 Transaction Detail Reports s sseesseseeesserssseresssreesssresseresseresssseess 259 By Date Range transaction reports essseseseeseeeessisereeressrseresressessrerressessresees 261 Special SACS cies rnn na a E T R E E 262 Sales Tax ROP OM weeds ccsecvececccatece cc a E ceuucwexsseuncueess 262 OU BONG RG DON Siete caters tonntadsaninntesiuilon tome E oags vis E R 262 ProSalon for Windows 13 Seres Sales RepPOrtSsrrg nt adel neste E E E EE 263 Gift Certificate REPOS adna E ea E E E t 263 Gift AEM ach neea eae a E EE puna ae Ea sae cae EEEa 263 Git Card SAOS Sees eh eI a a E RA AAR E leds 263 Point of Sale Reports sssscsssssssssssssssssssssssssssesssesssesse 200 Inventory Reports sesssescseesoecscseccoccssessecssosssesssesssesssssse 20I Printing Client LiStS esesssssssssssssssssssssssssssssssssssssssssss 205 See Marketing im Chapter 3 aurerra e E E one 265 GOAS sea a a a aaa LOD D yr nnor iisssacsessvccantetsecseacveeveausetsaiedeet crease lOO Printing an operator s appointment listings ee eee eeeeeseceeeeeeeeeeseeeaeenes 265 To print an appointment list for all Operators eee eee eee ceeeeeeeeeeseeenaeenes 266 Client PHONG BOOK cise sicns u cecye
150. cel OPENED CLOSED Sun f eoa v eo x Mon V a004 e 00P Tue v 8004 v s00P x Wed m gona feo gt Th M faoa eo0P Fi J 200A v e 00P Sat Vv 8 004 v 8 00P v 12 Click Next If you later need to change your schedule you can change this information without having to reinstall or reinitialize Prosolutions 13 Enter in your booking intervals The most common setting is for intervals at fifteen minutes INITIALIZATION Step 3 Booking Interval Select the default booking interval for which you would like to view your appoinments Although the booking interval may be changed on the fly when necessary the apppointment book will be initially displayed using the booking interval selected below Cancel Back psa Booking Interval 15 Minutes v 14 Click Next 1 32 ProSolutions for Windows Starting Prosolutions 15 You can now indicate how you would like to designate the labels Prosolu tions will use to identify your type of business staff clients and services you provide Simply type in the names you would like or choose from the drop down list provided INITIALIZATION Step 4 services to your clients and to the name you use to Cancel refer to your clients themselves Designators Next Designators are general names assigned to your type Back of business to those employees that provide ProSalon gives you the option to change these designators to somet
151. ck the Operator Time Cell that you want this appointment to start at Three things happen when you click an Operator Time Cell with a valid service selected 1 the Operator s Button is underlined with Red 2 the Time button is highlited with Red and 3 the Operator Time Cells turn Blue How many cells turn blue depends on the length of time you set for ProSalon for Windows 5 181 Chapter 5 Appointments the service For example if the time divisions are every fifteen minutes and the ser vice you selected was set for a half hour then two Operator Time Cells will turn blue Blue is the default color setting and indicates the tentative booking spot for that appointment If you changed the default color setting another color will appear Setting the Appointment 5 182 ProSalon for Windows 1 2 Select the Group and the Service the client requested Select the Client NEW CLIENT Simply Right Click on the Client button in the upper right hand corner of the book An ADD NEW CLIENT window will appear Fill in this client s information and ADD NOW or MORE for additional informa tion Once the Client s information is added the Client s name will appear in the field to the right of the CLIENT button CURRENT CLIENT Simply Left Click on the Client button in the upper right hand corner of the book The CLIENT SELECTION window will appear Select the first few letters of the client s last name and select
152. ckage or a single service then choose the date range that they are interested in and choose whether you simply want the first available booking or a list of available bookings Select Show this will bring up a list of available appointments Choose an appointment that suits your client s needs and press Book Select the client you wish by Left Clicking on the question mark under Client Selection or Select a New Client by Right Clicking on the ques tion mark Standing Appointments 1 Left Click on Standing Appointmetns 5 206 ProSalon for Windows Appointment Main Menu Options w STANDING APPOINTMENTS Service Service Time T T Cancel T Auto Standing a si Z Operator Request Type Print 7 m Book eae Time of Day Start Date 01 25 01 l call Thursday Frequency of Visits EA E Date Time Status Operator Service 2 Now choose a service then choose the first date that they are interested in 3 Select the Client Type and the Time of Day they would most like the appointments Select the of Visits and the frequency that they are to come in Select the client you wish by Left Clicking on the question mark under Client Selection or Select a New Client by Right Clicking on the ques tion mark 6 Select Show this will bring up a list of available appointments and their dates confirm that these are acceptable to the client and press Boo
153. ct a vendor from the Vendor list box Choose a PO from the Use P O s list box The items included in the PO you selected will appear in the Product Dis play box 4 If the amount received is different from the amount ordered highlight the item Enter the New Amount or quantity that it actually came in at Click Accept The new amount replaces the number under the Received column head ing 7 Repeat this process for any items that were partially shipped ProSolutions for Windows 4 173 Chapter 4 Inventory 8 To print labels for this order click the Labels button For more information on printing product labels See the section for print ing labels in this chapter and in Chapter 3 9 When you have finished updating the Receiving order click Save and Exit Setting Up Standard Product Labels This section describes how to setup and print product labels 1 From the main menu go to Inventory Labels User Defined Counts Standard Labels 2 The Print Standard Labels window appears PRINT STANDARD LABELS Font Setting Arial 8 0 PRINT Start Print Rowf Setup Col i Cancel Add Sku Description Price Print Qty M Print Salon Name on Labels Print Yendor Part H s M Print List Price too m 3 Click Setup and the Bar Code Setup window appears Note Standard Labels will not print Bar Codes but the configuration is the same To print Labels with Barcodes
154. d at The Operator Time Cells look like this Time Cells __10 30 11 15 11 45 About Operator Time Cells Each operator has his or her own column The Time buttons are in a sep arate column Each time slot is part of a row An individual Operator Time Cell is where a column and row intersect Note The order of the operator columns are determined when you entered the operators See About Adding Operators in Chapter 2 Setup to change this order without reentering your operators See Set Appoint ment Operator Order in Chapter 2 Setup Depending on the number of Operators in a group you must use the Operator Scroll Buttons to view the other operators or simply adjust the number of Operators on the screen by pressing the or buttons in the upper right hand corner of the Book You may have to use the vertical Time Scroll Bar to find the time you want to book at Clicking the arrows will scroll up or down an hour at a time If you click inside the scroll bar you will move in four hour increments this will vary depending upon the time increment setting used during initializa tion If you changed your default time spacing during initialization the scroll bar will move in the time increments you set Note It is possible to display any operator in any cell in the Day View This feature is described in the last part of this chapter See Rearranging Operator Columns in this Chapter 8 Cli
155. d back and re sell it if you like Chapter 7 Reports Chapter 7 Reports About Prosolutions Reports This chapter covers most of the reports that can be generated from the Reports menu Most reports allow you to view them before printing The following is a list of each report title described in this chapter View means that the report listed can be viewed as well as printed List of Reports Report Numbering Each report has an individual number for easy accessability This num ber will be listed on the printed report as well Don t forget later in this Chapter you will learn how to do Batch Reporting Sales Reports e Service Sales e Retail All Services View 21 For Selected Operator View 23 Group Summary View 74 Group Sales Breakdown View 22 Quantity of Services View 82 Service vs Retail Client Count View 134 Services vs Retail by Operator 136 Sales Product Sales View 24 Salon Sales View 57 Product Sales by Vendor 129 Product Sales by Manufacturer 128 Product Sales by Catagory View 56 Product Sales by Department View 101 Gross Margins Report 25 ProSolutions for Windows 7 249 Chapter 7 Reports 7 250 ProSolutions for Windows Weekly Reports Operator Reports Operator Sales Summary View 60 Sales Detail w Client Names View 116 Average Ticket View 153 Credit Card Service Sales 138 Opera
156. d be familiar with the Purchase Order features before continuing Purchase Orders are covered in the previous section There are two types of Receiving Orders Auto and Manual Both the Auto and Manual Receiving Order boxes work like the Auto and Manual Purchase Order boxes To receive an order 1 From the main menu go to Inventory Purchase Orders Receive The Inventory Receiving window will appear 4 172 ProSolutions for Windows Receiving Orders ENTORY RECEIVING Ordered P 0 Number Vendor Date Reference B 0 From Cancel lt d gt Save Date Req d 10172272001 Print Terms OoOO Labels How Ship sd Quantity Suspend iku Number Description Received Price Total Tax wW E TE E TT m Look Up iad R 10z Deep Penetrating 0 00 0 00 New Prod 7641 R 10z Cherry Almond Bark 4 1 50 6 00 porsa 811 R Custom Control 7 8 25 57 75 7 261 R 50ml Curressene 2 3 00 6 00 2291 R Sap Moss 14 5 50 77 00 2261 R 1oz Forming Gel 1 2 00 200 2251 R 1 70z Damage Control 1 1 75 1 75 2141 R 1 502 Foot Relief 15 3 25 48 75 2021 R Plum Fresco 5 8 50 42 50 7591 R Aveda Wire Brush 2 7 20 14 40 7571 R Lip Color Sari Pink 2 8 25 16 50 7501 R Chubby Sumatra 4 8 25 33 00 7491 R Chubby Green Tea 3 8 25 24 75 7411 R Tangerine 1 5 50 5 50 7371 R Lavender Fleurs 1 5 50 5 50 7361 R Jasmine 1 12 00 12 00 Sales Tax 332 35 Shipping 0 00 TOTAL 5481 65 Look Up Manufacturer Catetory Product Sele
157. d go through this entire chapter before attempting to process actual sales This chapter describes every aspect of the Sales window fea tures and options Each section builds on the previous section so you can learn about the Sales window one step at a time Occasionally a section may refer to features or options that will be covered in detail later in the chapter The following illustration of the Sales window outlines the key areas To enter the Sales window Choose Sales from the Main menu ProSolutions for Windows 6 209 Chapter 6 Sales Sales for Tuesday September 12 2000 Register Appt Schedule View Book Appts TimeClock Exit r o Current Appointments 3 _ ooa Services 0 00 SERVICES f CLIENTNAME OPERATOR SERVICE On File Services Window RETAIL f2 Hon One Time PROFESS f3 Products 0 00 Hold bie 4 CLIENT NAME SOLD BY DESCRIPTION QTY PRICE Client Info NOTES f5 Product retail Window Appts SERIES 6 X Sales Tax Rate 8 250 SUB TOTAL 0 00 History GIFT CERT f7 Exit CLEAR Cthefs TOTAL 0 00 AMT PAID 000 PAYMENT f8 ill Opening the Cash Register The very first time you attempt to create a transaction Prosolutions 8 0 will prompt you to allow you to add money to the drawer This prompt only appears the very first time you are in the drawer The drawer count can be changed each day by closing with whatever amount you want to leave in the drawer for the
158. d seas tacaceedghcgnametocesidgeed devote 70 Entering Credit Card Types tx scucn ci tsacdsvedenctheiuit secu sagecesseeuste atesseeeeieacee 71 Torenter a CreditCard namenom a a eee de 71 Sales BAK Rale Stade nnno e A E EE EEEE 12 To set and or modify sales tax rates sis cceiccssscccasasdensdsvandccasssedeacea cass acastseadenne 12 Value Added Tax VA Trie a aeee e aaa aE AE E aa naaa i 173 Units Of NICASUEE aay nscteycids sae anigunneny een ea a e e EEEE E EAE ieat 74 To add or delete a Unit of Measure c i 2 ccsseeniciaieienaniiedniwduas 75 Changing Part Name ngs cynieth tecceunes saat aiehastna te accnaceuieadncy ns E a iaae 75 To Change a Part Name cianorut aiai n a a a amaeantes 75 ZIP CodeS ta eE testy Er E a E EE ENE N R 76 ProSalon for Windows 3 To save a zip code or modify a zip code 000 eee eeeeeeeeeeesececeeeeeceteeeeseeeeneerenes 76 Advanced Configuration Settings sssssssssssssssssssssees 10 Set Appointment Operator Order ececceeseeceeesseceeeeeeeeeeeeneeeeeeneeeees T1 To set the appointment operator order eesseeseseseseeresseesrsresseseresresseserssreses T11 Category Groups s renen niekai h Eiee K EEA EE EREET N ieee 11 To departmentalize product categories with service QTOUPS ceeeeeeeeeeeees 77 To departmentalize product categories with retail groups 78 Setting Block Out Names accessed vcctean casiesesa a duvide wiseuaaieccaeesasuovesarveradees 79 Expanded Service D
159. d the Appointments Inquiry 8 276 ProSolutions for Windows window will appear APPOINTMENT INQUIRY Select ookup Appointment File UnBook Fil i Fora Rent ppointment File nBook File Exit Always Matt Client No Operator Service Display 50 All Operators AN Services x Lookup Date Range Restrict by Date From To Eo a flick on Line Unbooked Record Date Operator Service Client Name Time Detail 09 11 00 Rachel HC Longtwn Always Matt 09 00 AM 09 11 00 Rachel HC Longtwn Always Matt 09 00 AM Records found 2 Goto i Daw Paas lt lt gt Displaying records 1 to 10 Page 1 When you click on the line you wish to see a detail of the Appointment Detail window will appear for that appointment only Please note that the operator number will appear next to Who Booked Who Unbooked etc not the operator s name Database Repairs This Utility has many Sub Catagories the diagram of the subcatagories is below After the diagram a description of what each does will follow ProSolutions for Windows 8 277 Chapter 8 Utilities Database Repairs _Most Common Repairs ___ Appointments Change Hours of Operation ____ Change Booking Interval L Crosslink Check ___ Inventory Vendor Name Address File L Find Inventory Sku Records __ Transactions Resequence Transactions L Repair Missing Client Nos ____ Clients I Avail Table
160. do all your hard work If some thing happens to your computer and it decides to not work or someone does something they wish they hadn t you can copy everything back to where it should be so that you don t lose information or data How often should I backup FREQUENTLY You should do a back up at least once a day We recommend backing up at the end of each day or after you have completed entering a lot of new data For example if you add a hundred new clients or new inventory items you should do a back up immediately Prosolutions includes a simple way to back up on zip discs tapes or CD s or your hard disk drive without having to leave the program See Quick Backup in Chapter 8 UTILITIES Once you really start using Prosolutions everyday backing up should be done onto either a Zip drive or some sort of removable media that can hold multi megabytes of data A Zip drive is like a floppy drive but instead of using floppy diskettes a Zip drive uses Zip Disks designed to store multiple megabytes of data Anywhere from 100MB to 250 MB or more can be stored on one single back up Zip Disk We recommend a Zip drive as the safest fastest and the most convenient way to maintain a good back up system SystemSafe is online backup software and an online backup service com bined which makes it incredibly easy to back up your data Never lose an important file again SystemSafe uses secure technology to send an encrypted copy of your data to o
161. dor o Prod Description Qty Price Ol Save Option Settings Promotion Cancel Settings G Cost C List Sell Dscx gt J Accept O Oo o ee OOA OUD N Select an operator Select the product and quantity Choose selling setting cost list or sell Select a discount percentage if any If the product is being given away as a promotional item check the Pro motion setting To save an operator s sell settings click the Save Option Setting When you have made your selections and want to record the product as an In Salon item click Accept Items recorded here can be printed out in report called In Salon Use Infor mation regarding this report can be found in Chapter 7 See In Salon Use amp Expense in Chapter 7 Reports 9 Click Accept Merchandise Return and Exchange 1 6 234 ProSolutions for Windows Go to SALES Select RETAIL just as though you were going to sell a retail product Select the product to return and enter a NEGATIVE 1 in the quantity field and click Last You will now see the product in the window for a negative dollar amount denoting the fact that money is owed to the client for the return Select the payment button and select which method you wish to use to refund the client i e cash or credit card Click the final Accept button you will then be prompted whether you Register Options with to add the product back to stock That s all th
162. e Payment button again Select the appropriate payment type Cash Check etc The balance amount is already in the input field Split payments are not allowed 9 Click Accept 10 Click the big Accept button to complete the transaction By posting the payments this way the cash drawer totals are updated cor rectly ProSolutions for Windows 6 237 Chapter 6 Sales Deleting a client s on account balance 1 Choose Register On Account Delete All For A Client 2 Select the Client The following message appears PLEASE CONFIRM C 387 You are about to DELETE all On Account records for client Junior Lee Do you want to continue Yes No 3 If you choose Yes all balances are deleted for the client you selected 4 Choose No if you do not want the balance deleted Voiding a Transaction This section describes how to void a transaction This option can be pass word protected To void a transaction 1 Choose Void Transaction from the Register menu YOID TRANSACTION Transaction e Cancel Last Accept pl 2 Enter the transaction number to be voided The transaction is marked as voided but not deleted 3 Click Accept Printing Duplicate Receipts To print a duplicate receipt 1 Choose Duplicate Receipt from the Register menu The Duplicate Receipt window appears 6 238 ProSolutions for Windows Register Options PRINT DUPLICATE RECEIPT Transaction
163. e Prices and Times This section describes how to set up an individual operator with their own service pricing and times You only need to set individual operator prices and times if they differ from the standard salon amp spa prices and time set tings that have previously been entered To setup an individual operator s service prices and times 1 From the Setup menu select Salon amp Spa Services 2 Select the Group and the Service you wish to customize That service s salon amp spa price and time appears to the right with the name of the service in blue 2 60 ProSolutions for Windows Operator Service Prices and Times SER VICES Group Name 1 Hair x I Modify Group Name Service Name 3 HC Men HC Wom HC Wom BD HC Wom Long Up Do Bridal Up Do Special T Modify Service Name Prices HC Men Salon Price am d I Uses a Formula Operator Price Enter price or use Scroll Bars 3 Under the Salon amp Spa Price you will see Operator Price By using the scroll bar you can choose your operator from a list of all operators that perform this service Once the Operator has been selected you sim ply put in the modified price in the Price box directly under the Opera tor s name Once this is done select the Save button in the lower right hand corner That s all there is This Operator now has his her own price for this service that is separate from the standard salon amp
164. e Sales Window ssssssssseeeeeee 246 Partnership Prograi sssssssssssssssssssssssssssssssssessseees 240 Usine Gilt Car eicccscctiveccccscecccevccecaivceisesesovscsbentesevsacsseae lL Se Pum ea Giit At ys sot a ashy Se ut A Ge ig dard Salas hic E Deals 247 Chapter 7 Report ccccccccsssssssseeeeL49 About Prosolutions Reports cccsccecesscceeesseececeeneeeceeneeeeesneeeeees 249 List of ROD OL tS vise ivececsscvasvaveaseesctvcssseavscucecnseevsevetuesdcovense 249 Report N mberini Acne Cio eae hehe ee e ee eet Eek ie i 249 Sales REPOS vic sd aces A ested dacvewsud souk vee vasbontndued tear uonectsdesiauvekelSetvecketerens 249 Iny ntory Reports inneni E dees E EAE EEEE 252 Marketing Reports enen nr e Ae e iea 254 Chente a E E a Ucn a e ar E ea E N 255 EOF E EE E E E 255 Day RUNDET oct re tetacehvacinh apie enora r e E r E E 255 Graphs soo cese seca a a a an haan ee E SN 255 Miscellaneous cni E E A OE 256 Sales RED OLS scvasaccdecscacacectewssnadcecscarcasvesemstaccieeecaeennneesieens DOO DEVICE Sale Shios nea rer E T E E vinta dane 256 To print Service Sales reports sa wxcsacesescesedecaawusesevescieer setter sateseeeie 257 PRG Lael Sale S oscaher dary sucked ces cansiyasethieanctae dees A araa EREA EAE betwee capt 257 Weekly IR CD OMS ncesi ien e E E E EE 257 Operator Sales Reports seesseessseeeeessesseessssseereesssssrreesssssreesssseereess 258 Productivity RepottS v isiisscrisvssncessas
165. e a Com Port A COM or serial port refers to the port that your modem is configured for After choosing a COM port the list box will collapse and the setting you chose will appear at the top Next select the baud rate setting Different modems have different BAUD rates or speeds you need to ProSolutions for Windows 2 81 Chapter 2 Setup determine your modems BAUD rate and enter it Modem Settings Comm Port Baud Rate C 2400 C 9600 C 14400 f 28800 C 57600 ACCEPT 5 Click Accept after making your selections Modifying the Cash Register Settings This section describes how to select the serial port your cash register uses If you are not installing a serial cash drawer you want to leave this setting as None To choose a COM port for your cash register 1 From the main menu go to Setup Configuration Sales Register Cash Drawer Port click The Cash Register Port window appears CASH REGISTER PORT Port Setting NONE Ja ACCEPT 2 Choose a com port ACOM Port refers to the location of the serial port your cash drawer uses 2 82 ProSolutions for Windows Advanced Configuration Settings After choosing a COM port the list box will collapse and the setting you chose will appear at the top 3 Click Accept Changing the Number of Drawers To change the number of drawers 1 From the main menu go to Setup Configuration Sales Register Number of
166. e here 2 After you have typed the name you will be able to choose the name from a list of possibilities Once the name of the client has been selected the lower window will display all those clients who have listed them as refer rals See the window below CLIENT REFERRALS Referring Client Exit L Campbell Jaimee gt Delete Florez Monique 11 17 2001 C Demonte Lisa 12 30 1899 A m O Carraway Lori 11 17 2001 Place a check in the C Carnrite Alan 11 22 2001 box next to the name xe Cancilliere Joe 12 01 2001 or names you wish gt Calitri Susan 11 22 2001 to Delete Then Press DELETE 3 This process will automatically adjust the Client Referral Count as well as allow you to remove incorrect referrals or outdated ones Deleting Clients To delete a single client 1 Choose Delete from the Clients menu The Client Selection window will appear 3 118 ProSolutions for Windows Deleting Clients PLEASE CONFIRM Pp 94 x You are preparing to DELETE client Smith John from the data base All historical references will be lost Do you want to continue 2 Select the client you want to delete The following message box appears 3 Click Yes to delete or No if you changed your mind or made an error The message box disappears and after a few moments the client is deleted Multi Client Delete To delete multiple clients Choose Multi Delete from
167. ecesseeeesececeeeeeesneeeeeeeeeneeeenas 27 Starting Prosolutions ssi ccesssscecsacsisssccecsessevcassscseessoscessessoss 29 sample Datae srs aene eane E aE AE aE ER AE AEE ES AEE 35 TO switch tosampledata irste e e ae aen ia e t 35 To go back to your salon data s 2 24 cccussccssiaaciclesseomitanwaenilads 35 Exiting ProSol tion S nespretni atar i aani 36 Prostam Registration enin n a 36 To Register ProSolutions and get the User Code 0 0 eeeeeeseeseesneceeeeeeeeeeees 36 Technical SUpport csieshececeassawacsate dea as sscaassentenpoueeascsaveciieaianenseasep E SE E 36 There are two ways to get help essessessessesesssssresressessresressersresresseesreseeesresee 36 ProSalon for Windowsl 1 Networking ProSolutions ccccccssssssssssssssssssssssssssesso 7 What is a Workstation eeec cece cceseccctecccceccccscccsscccesceccnsccecseceeneesees 37 Installing a Workstation Version of ProSolutions ssseeseeesseeeeeeee 37 ProSolutions Workstation Installation 0 0 00 eee ccc eeeeeccceseececceseccccececescceeneess 37 Update existing ProSolutions sssssssssssssssssssosessssoe Fl Suggestions on Implementing ProSolutions 42 Common Callen g s srie vate at ine used vba ea aa EERE 42 Electing someone to be in charge sicssndecscade jee seats teeaakaagenehcans deeadeadactentedewaniwene 42 Trying to do too much tOO SOON ssssessssessssssesssseessesseessresseresseeesseesseesseessees
168. econd way to assign Operators to a group is within the Operator Information window From the main menu select Setup Operator Files and the Operator Files window will appear Simply highlite the Operator s name or the room that you wish to assign and you will be taken to the Operator Information window note the button that says Op Groups on the right hand side of the window below OPERATOR INFORMATION 2 Phoebe Title Cancel Massage Thereapist I No Appointments Schedule First Name Last Name Phoebe Phoebe Street Address Start Date es ee m City State Zip Code Op Groups Accept iif EE eee Phone Number Soc Sec Number Drivers License eee o 2 58 ProSolutions for Windows Assigning Operators to Groups When you select the Op Groups button a list of the goups that you have input will appear and you must put a check by left clicking with the mouse into each box that corresponds to the the group that you wish to assign this Operator The Op Groups window appears as follows im OPERATOR GROUPS x Operator Phoebe Cancel Operators In Group Save v Color Facials Hair v Massage v Nails V Skin v Tanning v Waxing That s all there is to it You are now ready to book appointments for this Operator or room Services With Rooms This setting is for assigning rooms to services that are performed in that room For instance if you had a massage room
169. ed to enter a laser machine and wanted to call it Laser 1 you would enter Laser1 Press the Enter key The Operator Information window appears Operator Files Operator Information 8 Hermes Male C Female Accept Title I No Appointments Body Therapist First Name Last Name Hermes Argos Street Address Start Date Schedule Op Groups 7 Theogony ee sl Room Pref City State Zip Code Olympia CA 90000 Cancel Phone Number Soc Sec Number 310 955 5512 777 717 1777 Cell Phone Number Driver s License 310 562 9999 ZEUS24TB Cell Provider SHTWTFS MMMM Select cell provider Operator Enrollment Cell Providers Md School Schedule Biography 5 Type a Title for this operator Titles can include senior stylist receptionist etc if a room room 1 if equipment laser 1 etc IF A ROOM OR EQUIPMENT YOU ONLY NEED THE NAME ROOM ONE IN THE FIRST AND LAST NAME FIELD AND THE SCHEDULE FOR THAT ROOM OR EQUIPMENT PLUS THE GROUPS ASSIGNED TO THAT ROOM OR EQUIPMENT Press the Enter key Type the first name last name and address using the Enter keys to move from field to field Notice that after you enter the street address the cursor skips past the City and State fields and rests on the Zip Code field Type in a Zip Code When you enter a zip code for the first time the following window appears ProSolutions for Windows 2 47 Chapter 2 Setup ZIP CO
170. ee the following illustration ProSolutions for Windows 3 111 Chapter 3 Clients CLIENT SELECTION Manual Salon Client Name Select Sort By First Name M Search by Phone Done 2 Type in the number or click the Number buttons You can enter either a complete or partial number 3 Press the Enter Key or click the Select button Clients matching the search string will appear in the client list box 4 Choose the Client to bring up his or her file After you view or modify a client Prosolutions 8 0 will return you to the Client Selection window 5 To return to the main menu click Done Viewing a Client s Service and Retail History This section describes the Client History features To view a client s history 1 From the Client Information window click the History button The Client History window appears 3 112 ProSolutions for Windows Viewing and Modifying a Client s File l Transaction Note Field Service History Window Product History Set Formula Print View lrans Gift Certs View Formula 2000 Sales 309 00 JENNIFER ANINON Service History All Services TRANS 08 16 00 Monica Full Set 45 00 0000114 06 21 00 Discount Foil Full M2 6 00 0000073 06 21 00 Chandler Foil Full 60 00 0000073 06 13 00 Chandler Facial Mini 35 00 0000045 06 13 00 Monica Foil Partial 65 00 0000038 06 07 00 Ross HC Wom Long 30 00 0000018 06 07
171. eedsda saves E eaters 125 Special Sort Seren ar E E E EE E EN 125 Client Marketing Print Options sssessssesessssressserssesressseresseresssseess 126 To printa Listes noen a ne a dt nen een E E E sagt eee 126 Mailing Ts DCIS ise ci treds sc pectorctiiec op cwacea a E Spey coud I teneens 126 To print either both Standard or Return mailing labels 0 eee eee eee 126 To Setup Standard mailing labels 0 eee eeeceeeseceeececetececeeeeecseceeneeeenaeeees 127 To change TOMS nnani adore T ea E A voc Aiea code Soccer eae eee ates 128 To setup Return mailing labels 4 02 iee pane eenet lita aoetetee etek 128 Post ALCS fice ehe titan ssd aoin E elsasincst seein EAE EEEE 129 An overview of how to create and print Birthday cards 0 eee eeeeeeereeee 129 To create and print a Birthday card oj s c 20 cease estos ht iaesccehctsunnes 129 Phone Listine emee cece stea e eyysastce sh capuredsy eee ELE antec 131 To print a phone Listings sccissccdcasesaseaa savtedeta sats iets sin sns 131 Marketing Reports cccccsssssssssssssssssssssssssscssssssvsssssssvees LID To print the Client Retention TePOrl Sse 5 8250 escheat al ds sopetseas tae date 132 ProSalon for Windows 1 6 To print the Client Zipcode Count Reports 0 0 cee ceeeeeseeesseceseceeeeeeeeenaeenes 133 To print or view On Account Status eesseeeseeseeseeseesseseresreserseresresseserssresee 133 To print Client Referral Detail seeeeeeeeesesee
172. een signify that they have been set up with a Best Price Quantity The green is to flag that this product has a Best Price Quantity but you haven t ordered enough to take advantage of the reduced price You may want to change the order quantity to take advan tage of the better price ProSolutions for Windows 4 169 Chapter 4 Inventory For example a product has a maximum stocking quantity of ten The cur rent Quantity on Hand is three and the Items per package field is set at four Prosolutions 8 0 will order in units of four when calculating the amount needed to bring this item back up to its maximum stocking quan tity Two units of four will be ordered bringing the total inventory to eleven To learn more about the Items per Package field see the section in this chapter Adding Inventory Viewing Purchase Orders This box displays information about a particular PO To view a purchase order 1 From the main menu go to Inventory Purchase Orders View The Purchase Order Display box appears PURCHASE ORDER DISPLAY P O Number DATE REFERENCE STATUS DATE REQ RD HOW SHIP TERMS lt lt gt gt VENDOR SOLD TO SHIP TO SKU VENDOR NO MF CAT DESCRIPTION QTY MIN MAX COST TOTAL Exit Print TOTAL ica 2 Enter the PO you want to view If a valid PO is entered it will be displayed 3 When you are finished viewing click Exit Printing Purchase Orders and Back Orders Another
173. ees 90 The 40 Column Report Preferences Window ceeecceceesteeeeeneees 91 Client Tracking Names amp Items ei cc esceysinstseweddenacpcncocaivonentsaneneaerends 91 To cr ate Tracking Name sesini nps ii Raa a Saba REE SEEE 91 ho deletea Trackine Mtem hainen ne n e a A A E E 93 Adding Referred By Types sesesseessessssesessssressseessssreesseressereeesseesssee 93 To add or delete Referral Types siicceiavizscdsanscacataseceresasvcctastedeedteavacacceundtzeeents 93 To d l et a Referral Type nrrsoee er e E Ea eyes cask Ee aiaia 94 Exiting the ProSolutions Setup Menu cccssscceeeecececeeneeeeeennees 94 Time To Start Backing Up Your Datal 000000000 94 Appointment Logging Feature 0 ccecccceesseccceessecceeeeeceeeseneeeeeennees 96 To use the Appointment Logging feature eee eeeceeeceeeseceesteeeenteeeenaeerenes 96 Chapter 3 Clients SOT ene E What you ll do in this chapter sisric2 5 cstesmesseccecesdene conadvacpnasicoesnend cs eaonees 97 ProSalon for Windowsl 4 Creating Client Attributes cccccccccccccsccsscssssssssseneD 7 Adding A New Client c cssssssssssssssssssssssssssssssssesssessees JS To add anew chent 2 08 sstiekipieccaieein lisenssin e ceeded 98 Maim Operati ersen n e saeco AE aae ER epai 100 To assign a Main Operator sesseseesseseseseeseesessesresresserseereresreseeserssresseserseresee 100 Referred By meserna E E EEE E eeent teat
174. eferred by someone who is not a part of your client data base No Checks and Inactive Settings No Checks e Click this setting if you are not accepting checks from this client You tog gle this setting on or off by clicking the box and filling it with a check mark This setting turns red when set When this setting is on This client is restricted from paying by check Inactive e Click if this client has not been in for a long time It is up to you to deter mine the length of time or other criteria to designate a client Inactive The AutoDial Feature There are several buttons on the Client Information window One of the buttons is the Dial Phone Button Use this button to let Prosolutions 8 0 do the phone dialing for you you will need a modem for the Dial Phone fea ture to work Your telephone will need to be connected through your modem as well in order to use this feature as described below To use the Auto Dial Phone feature 1 From the phone number area click a button to select a Phone Number Do not pick up the phone yet 2 Next click the Dial Phone button Prosolutions 8 0 begins dialing the number In a few seconds you ll see the Number Dialed instruction window appear 3 102 ProSolutions for Windows Adding A New Client PROSALON Please pick up the phone and either press Enter or click OK 3 Pick up the phone and then click OK or press the Enter key That s it When you are done with the call hang u
175. els e For Sales of Inventory see Chapter 6 Sales In a Point of Sale computer system nothing is more basic than inventory control Prosolutions 8 0 tracks service professional and retail transac tions If you plan to use Prosolutions 8 0 to handle your retail sales you must first enter the retail products into the inventory When you enter a new product into the system Prosolutions 8 0 requires you to select an item from three Inventory Indexes before the new product will be accepted into the system About Inventory Indexes There are four Inventory Indexes that Prosolutions 8 0 uses to identify and group products in the inventory Vendor index Manufacturer index Cate gory Index and the Group Index The reason for using indexes is so that you can do sorts and searches create purchase and receiving orders track sales etc By assigning a product to indexes you greatly expand Prosolu tions 8 0 s ability to manage your inventory in an efficient manner The fol lowing section explains how to set up the inventory indexes Note If you would rather have Department instead of Manufacturer and Class instead of Category you can by invoking a preference setting To ProSolutions for Windows 4 149 Chapter 4 Inventory invoke this preference setting See System Preference Settings in Chapter 2 Setup To go to the Inventory section of Prosolutions 8 0 1 Select Inventory from the Main Menu The Inven
176. en Ret Both Monicat1 Phoebe 2 Ross 3 Chandler 4 Rachel 5 2 To print a Graph click Print The Following is a list of each graph Sales e Daily sales service 7 270 ProSolutions for Windows Miscellaneous Reports Daily sales retail Daily sales combined service amp retail Daily Sales All Others Weekly sales service Weekly sales retail Weekly sales combined service and retail Weekly Sales All Others Twelve months sales service Twelve months sales retail Twelve months all sales Service Sales Date Range service Date Range Retail Date Range by Operator Date Range All Operators Operators Sales Comparison Comparison All Sales Comparison Services Only Comparison Retail Only Comparison Services and Retail Miscellaneous Reports Miscellaneous Operator Work Schedule Operator Order Grouped by Title print only These reports will list the Operator Order you wish your operators to appear in on the Appointment Book The other Grouped by Title will place the operators in order of title Appointments List This report lists Appointments for all or individual operators during a given range of dates To print out the Appointment Listing report 1 Choose Appointment Listing from the Miscellaneous menu 2 Choose an Operator or select All Operators ProSolutions for Windows 7 271 Chapter 7 Reports Enter a Date Range Click Print
177. enea nnee a e E aE 297 Check Layout steren eE sta Eee r E EE EAA E EE 297 SETUP TOR NCW VAT AET EEE E EE E 298 Print r SetuP ws sscineeccencancnaicon bic cionian E EO EE Ee 298 EMmpIOy COS scdscszesessvecseevavateaxsivssssassavisssueseeaaananeteeee OO Add A New Employs dernire deine eae E aE aaen 298 To add a new mplovyee sisisiiedessseacaceaUisdccsstac cata e i ea 298 Deleting an Employee from Payroll eecceceesseeceeenteceeenneeeeees 300 View Modiry An Employee lt sasciseeesssccedceeccranesecveruteessesupteaeustecpusees 301 To view and modify an employee s file eee eeeeeeceececeeeeeceeeeeeseeeenaeeees 301 Clear Operator XRef Serseri arash pat tea a a iann E a 302 Employee Year to Date Earnings cccsccccsssssccssssrccsssseeneseeees 302 History Input seana a e E EEE e 303 To enter an employee s payroll history sssseeeesssessesessresresressessresrersersresres 303 Commission Schedules sssesesesensseesssesseesseessseesseesseeseresseessseseesso 304 To set up sliding commission 5 03 04 s0shc2 cesedesesedec dads as sdcnstascdcateanstaa toanbelavesncoas 304 Deleting Commission Tables yssezs ccc saxssessaces axe snadss aud puntdeteydeconnndeendeuerantanaye 305 To delete an employee s commission table cececeeeseceesteceesteeeenteeeenteeees 305 Percent of Retail to Service S alesss JusiG xc dustslesdyniueie av onside dyaeyersaen Gove diettiwsh teow 305 COMMISSION RAC sanninna a ath cat aa
178. ent Occupations In the Client Information Screen you can keep Client Occupations listed for each client to help you with marketing This repair will clear those occupations you wish to delete File Deletions This utility will allow you to completely clear the following files Appoint ments Transactions Client Files Inventory Purchase Orders Gift Certifi ProSolutions for Windows 8 281 Chapter Utilities cates Gift Cards Internet Gift Card Orders Note Once one or more of these files is deleted there is NO way to retrieve the lost information without a current backup This utility even give a warning in RED letters that says This screen deleted all files of the selected catagories Remember unless you have made a backup there is no recovery possible File Import ProSolutions can import client files from other programs The files must be in an ASCII Comma Delimited format and only fields that reside in ProSo lutions can be imported For instance if you have a field labeled Client Height you wouldn t be able to import it because there is no such field in the our client file To import ASCII client files 1 Choose Utilities File Import Client Files From Ascii Files The General Client Import window appears GENERAL CLIENT IMPORT FIELD TYPES Field 1 ft tt Field 2 fi ti Field 3 o File Name Field 4 f 0 Field 5 m Cancel Drive f A B C C Field
179. er in the Minimum Stocking Quantity required for this product Enter in the Maximum Stocking Quantity required for this product Enter in the Average Cost if any This will automatically be adjusted if you have multiple vendors for a single product and they charge differing prices Enter in the Last Ordered date of this product Prosolutions 8 0 will automatically update this field every time you place an order for this product Place a check in the box next to Charge Sales Tax if you want this product taxed leave it unchecked if you do not Choose a Manufacturer from the Manufacturer list box If the manufacturer is not in the list you need to add the manufacturer Adding manufacturers is covered earlier in this Chapter Choose a Category from the Category list box If the Product Category is not in the list you need to add the category Adding Categories is covered earlier in this Chapter Choose a Group from the Group list box Groups are used for sub categorizing categories and are unneccesary If this is a Professional product select a Unit of Measure If this is a professional product and is used in parts select a Part To save a product click Save If you do not want to save click Cancel If you turned on the Next Available Part No setting an empty box will appear for another part to be added The previously selected indexes will remain selected until you choose to change them The fields under Inventory Date
180. erapist First Name Last Name Hermes Argos Street Address Start Date 7 Theogony ee sl Room Pref City State Zip Code Phone Number Soc Sec Number 310 955 5512 777 77 7777 Cell Phone Number Driver s License 310 562 9999 ZEUS24TB Cell Provider Accept Schedule Op Groups SMTWTFS MMMM Select cell provider Operator Enrollment Cell Providers Md School Schedule v Biography This window is for setting an operator s daily schedule You can have as many as three total schedules set up for each operator This allows you to set up custom schedules or seasonal schedules that you can simply switch to without having to re input a client s schedule To set an operator s daily hours 1 Select the time on an operator s day to begin the day f Select Stop Time Select Start Time 2 Select the time to end the day as well as shown above 3 When the buttons have been selected a scroll menu appears that allows you to choose any time to start and stop for this operator 4 Once you have chosen start and stop times for each day of the week that your Operator works you can select Exit and you will be prompted if you would like to save the changes made to your Standard Schedule Because this is the Standard Schedule you have just created the answer to this question is Yes To set an Alternate Schedule You will notice four tabs in the schedule window 1 Standard Sched ProSolutions for Wind
181. erator s service prices and times eseeeeeeesereeeee 60 Now forthe TIME eiei aa a E a aae a aaa 61 GE CEC ALCS e bad oe teres eaea ee EN ee ee er Moen aaa 62 TO set up Gift Certificate eeni a nonin E AA ENAN 62 MAT OPAL INOUE seine EE E E A EE E EE 63 To Customize Gift Certificate Packages nsesnnseeseseeesseeesseesseesserresseesseessees 63 Setting up a Seriese eere E KE RETK Er ask 64 To addor m dify APS Gri OS ennan naaa a i e N ai 64 T Modifya Sere Snn aa E tae dee tea dea Raklel ded alae ade 65 COUPONS E E TE E E R OO To set up a coupon code to be associated with a discount seeeseeeeeeeeeeeeeee 65 Modifying General Configuration SettingS cccceeescceceenteeeeeneees 66 Changing Screen CONOUS sists atridihch oa obi shcatoal acne nanan wraiaeteer eantaleaas 67 Vo change a color Seting isd cle tericani gaia E E RR S 68 To choose a new Color tieiiaeaeivnonietodunrdl ier ansia ia 68 Modifying your salon amp Spa name sseesseesessseeesseerssereesssressseeesssee 68 To modify your Salon amp Spa name es seecceeeeecoeeeeseeeenceseceeseeeseeeeeeeeeneees 68 De rault AreaCode cnni eea Map ad aes 69 To add or modify your default area COde 0 0 eee eeeseeceeececseeeeceeeeeenneeeenaeeeenes 69 To select the Hours of Operation cesses secscscewdvansesevetvnsetvarvecedettencessetes 69 Receipt Layout menre atd er EA aE A AE ATE easi 70 To change your Receipt Layout rssehcssacerccsadedgheseaise she
182. ere is to it Processing Professional Products A Professional product Back Bar product can be processed with the sale like a retail product however no price is added to the sales totals unless the preference setting Charge Professional Products is set See System Preference Settings in Chapter 2 Setup To add a professional product to a transaction 1 2 Click the Professional button Follow the same steps to add a retail product The Professional item is added to the Products window If a price is posted no sales tax is applied Note The Professional button can be removed from the sales screen by setting an advanced preference setting under the Sales Register Set tings For information on preference settings See System Preference Settings in Chapter 2 Setup Adding Tips You can add a tip to the transaction To add a tip 1 Click the Tip button The Tip window appears TIPS Operator Accept Cancel Tip m From the Operator list box select the operator receiving the tip By default the operator appearing in either the service or product win dows is selected Enter in the amount Click Accept The tip is entered into the Services window Note The Tips button can be removed from the sales screen by setting an advanced preference setting under the Sales Register Settings For information on preference settings See System Preference Settings in ProSolutions for Windows 6
183. ere is to it Paid Outs This section describes how to record a Paid out transaction To record a Paid Out transaction 1 Choose Paid Out from the Register menu The Paid Outs window appears PAID OUTS Friday September 15 2000 Description Amount I Print receipt Cancel Post and Open Dwn Post Only _ _ Type in the paid out description Enter the amount of the pay out Click Post Only to post the paid out or click Post and Open Dwr to post the paid out and open the cash drawer Paid Ins This section describes how to record a Paid In transaction To record a Paid In transaction 1 Choose Paid In from the Register menu The Paid Ins window appears ProSolutions for Windows 6 235 Chapter 6 Sales Friday September 15 2000 Description Amount es eee J Print receipt Payment by Check Cancel Post and Open Dwr Post Only ee Type in a paid in description Enter the amount being Paid In Click Post Only to post the paid out or click Post and Open Dwr to post the paid out and open the cash drawer On Account You can track clients that owe money or have a credit To create an account for a client all you need to do is choose the payment type On account Once you accept the transaction the amount due will be the new account balance for the client selected for the transaction To view a client s Account status 1 Choose On Account Status from the View
184. errcrgehne seat eect ne ee 284 Inventory EXPO 23 2c hs ooo Gis ee OES BO es 3 Ge 284 Offload TNVENTOTY n Boece eels e Bhs hl eg eds de E 284 Create Load Fil pesan ninine sea a a a a isles eltvsutgiaaceas 284 ALAMSACHONS eneon a R E T A R Saivauatieaeecns 285 Chent FeS menona nenne A E E EEE 285 Appointments i a A E E ES 285 Marlins Salutation Field isard a N 285 Manual History Input eeeeesseeessesesessesssesesssreesssrrsserressseresseresssseesso 285 F r Sefvices wura cn sicanateetuseaceniunceanis dees ssuticesoes Cabe suane unegaueinnuearasiees utbaeseubeteecee 285 For Produtsent a a eg 285 WESC CIANCOUS seeren ei eiee eet a e A raglan acess 285 Set Logo Nameeicvisiisaiiudadivsiin i a a E E R a 285 Changing the Logo Paths sigs eceynccs toss pexste stoisnaceauedstancaeteccaumeaab eee 285 Wo hange the logo paths nan Ra a S ta Easa 285 Chent File to Lower Case 2200253 ee ei E A EEA 286 BEL Sales Tax Flag 5512 2 Mia etere Ea E coos mua E A ES EES 286 Clear All Pass Words ig oicis wiptesatss ateacscantas wargetibs nha nan na aa wate 286 Process Appointment Log File cece eeeeesneceeececesseneceeeteeeeeesees 286 To Process Appointments using the Appointment Logging feature 287 If you are OW a network seio een hawtie EE te eee panei 287 QUICK Backs WD vasessiecsceseesctersessashcaaksactoiensGetnecenseaerseosec lOO To do a Back up to a Separate Media 0000000000 289 Restoring from Flash Drives ww scpvecudstss lt
185. es main menu 1 Choose Utilities from the ProSolutions main menu The Utilities main menu appears View Directories View Appointments Database Repairs Groups and Services File Modify File Deletions File Import gt File Export gt Manual History For Services Manual History For Products Miscellaneous gt Oe PEY Backup To Hard Drive Restore From Hard Drive ProSolutions for Windows 8 275 Chapter Utilities List of Utility Functions and their meanings View Directories This Utility allows you to view directories and files associated with the ProSolutions program An example of this Utility s function is below DIRECTORIES Cyc JAAM anualpro _yPROSALON Files Trans6 dat 7_Friends Salon amp a _Friends Salon amp _Friends Salon amp 7_Friends Salon amp BitMaps 7_Friends Salon amp I CCBitM aps 7_Friends Salon amp I PICTURES 7_Friends Salon amp __ S BitMaps 7_Friends Salon amp _Friends Salon amp _Manual Salon_1 _Manual Salon_1 APPBOOKS BAK APPBOOKS DAT Appointments Inquiry VIEW DIRECTORIES EXIT This Utility allows you to view appointments for a particular client and also to see such things as Who booked the appointment Who unbooked the appointment When the appointment was time stamped and many other features of the appointment that you may have an interest in Simply Click on Appointments Inquiry an
186. escriptions cccsssssaverouiss onceendeevaieveon areas 80 Modifying the Modem Settings 0 eccccceesssecceeseeeeeeeeeeeeceeneeeeeeanees 81 To choose a COM port for your Modem ecceeescecescceeeseeecseeeeesneeeeneerenas 81 Modifying the Cash Register Settings ccccccceseeceeeseeeeeeeeeeeeennees 82 To choose a COM port for your cash register eee eee eeeeesseeceeceeeeeeeeeeaeees 82 Changing the Number of Drawers ccccsccceeeneeceeeneeceeeeteeeeesteeees 83 To change the number Of drawers cssssvarscssdescessesistated aeasansactedgncesawetionsatedqhasdanets 83 Default PONTO reste sienwecasccceteet err r a E iaia 83 To set the default purchase order information eeeseseeeseeereseereeserssereresressee 83 PODS Ey Dead sapesreten ere arei aE aee Gins EE T EEE E o Ra E eins 84 T set ME POST ye teaiin naa R E E E A a Ea 84 System Preference Settings Gemneral sccccesecsccssecesessonecseesecceeses 84 The Appointment Preferences WiNdOW ccsecceeesseceeeeeeeeeeeeeeeeanees 85 The Inventory Preferences Window ccccsscccesssecceeesceeeeseeeeeenaees 86 The Sales Register Preferences Window ccssccceeeereceeeeneeeeeeeeees 87 The Printer Cash Drawer Preferences cciscsscascncesexccesssieaconvastactevences 88 The Clients Preferences WindOw c ccceeessecceesseceeeseneeecesneeeeeeanees 89 The Gift Certificates Preferences Window csscceceeeeeeeeeeeeeeee
187. ether the employee is salaried commissioned hourly etc Enter the Commission if employee is commissioned This info is calcu lated by the program and may be found at Main Menu Reports Sales Operator Reports Commission Reports Although this information is ProSolutions for Windows 9 311 Payroll calculated in these reports it still must be entered manually into this pay roll function Make any other necessary modifications If you wish Tips to be calculated with regard to taxes they must be entered into the Other Pay field For clarity you may also choose to place the tips number in the Tips field The tips field does NOT replace the Other Pay and tips MUST be entered into Other Pay if you wish to have taxes applied to them 9 Click Accept to make payroll Process Payroll To process manual checks 1 Choose Process Payroll from the Payroll menu 2 Choose Manual Checks The Payroll Selection window appears PAYROLL SELECTION Select Payroll to be processed Cancel Accept 3 Select the Payroll to be processed The Manual Check Processing window appears 4 Enter or verify the correct check date and check for each employee Use the scroll buttons to view each employee ProSolutions for Windows 9 312 Payroll MANUAL CHECK PROCESSING Payroll Check Date 4 09729700 NO EMPLOYEES TO PROCESS Cancel PROCESS 5 After reviewing all e
188. ext boxes provided 3 Click Accept Expense Reimburse Descriptions These descriptions are used for items like car expense reimbursing To set up expense reimbursement descriptions 1 Choose Expense Reimbursement Descriptions from the Setup menu 1 The Reimbursement Descriptions window appears REIMBUREMENT DESCRIPTIONS Expense Reimburse 1 Education Cancel Expense Reimburse 2 Travel Expense Reimburse 3 Miscellaneous Accept 9 296 ProSolutions for Windows Setup 2 Enter up to three expense reimbursement descriptions in the text boxes provided 3 Click Accept Check Format 1 From the Setup Menu select Check Format The Check Format Window will appear CHECK FORMAT Check Type j i C Continuous Checks Check Position C Top Middle C Bottom Cancel E 2 Choose the Check Type 3 Choose the Check Position Check Layout 1 From the Setup Menu select Check Layout The Check Layout Window will appear settings are in inches PAYCHECK LAYOUT PAYEE NAME CHECK DATE CHECK AMOUNT AMOUNT WORDS Start Stub Information From Top From Left of Panel Margin 2 00 0 50 a f 1 75 5 00 Cancel fi 5 7 50 0 00 0 00 7 Deluxe Checks 0 00 Default Words will be right justified and will end at the position indicated ProSolutions for Windows 9 297 Chapter 9 Payroll 2 Place the necessary spacing information in to line
189. f appointment time You can select a client from the list This automatically adds the clients name Operator Service and the price to the Point of Sale screen This is the easiest and most efficient way to process a Client It saves you the trouble of filling in the same infor mation manually ProSolutions for Windows 6 211 Chapter 6 Sales 2 An existing client who doesn t have an appointment For a client that didn t book an appointment use the client selection win dow to select the client Then add the operator service and price A new client You need to add a new client into the system before you can process the sale Prosolutions 8 0 gives you the ability to add new clients while in the Sales window A one time client One time clients are clients that you do not want to create a file for such as a tourist that is just in the area and will never return The following section describes how to process each of the above catego ries If you are not in the Sales window click Sales from the main menu To process a client with an appointment 1 Click the Current Appointments list box See illustration Elliott Lisa Ellison Linda All Clients with appointments that day Albert Andre Lee Matt Aninon Jennifer Elliott Leah The list of clients with appointments booked for that day will appear in the current appointments list box Select a client The client s name operator
190. figuration code in the fields below Cancel m E ee 5 Enter in your Configuration Code 6 The system will now prompt you for the location of your data ia WORKSTATION DATA PATH This workstation uses data that is stored on the Server Accept In order for this computer to have access to that data the ProSalon data directory must be Shared and made available to the other computers on the network Refer Cancel to your Microsoft Windows instructions on how to set up network shared directories and files Please enter the data path to the server for example D APROSALONSDATA F APROSALONSDATA Browse 7 Enter your data path by either typing in the path or use the browse button to select the path for you Your data may be stored anywhere so the above example path may not apply 8 ProSolutions will now ask if you wish to install the Sample Data ProSolutions for Windows 1 40 Update existing ProSolutions SAMPLE DATA l SAMPLE DATA Would you like to install sample data on this workstation Jo You should install the sample data Select Yes 9 To install Sample Data select your CD Drive from the list box provided to install the sample data Your CD Drive letter may not be the same as shown below Create Sample Data Einish ProSalon will now create your sample data files Rance Make sure that your ProSalon CD or ProSalon a Installation Disk 3 is in the drive Select the
191. for Windows 2 93 Chapter 2 Setup REFERRED BY Referred By dd Friend Television Radio Exit Walk In Newspaper Direct Mail Yellow Pages 5 Mailer Remove wih At the top of this window is a text field to enter new referral types Below the text field is a list box containing the current referral types Type a new referral type Click the ADD button The new referral type is added to the list 4 Click Exit when you are finished To delete a Referral Type 1 Highlight the Referral type to be deleted by clicking on it 2 Click the DEL button The referral type is removed from the list You are not able to delete the Friend type The Friend type allows you to credit an existing client for the referral To learn more about the Friend referral feature See The Friend Referral Type in Chapter 3 Clients Exiting the ProSolutions Setup Menu e Choose Exit from the Setup menu to return to the main menu e The Software will ask you if you are sure yo wish to do this e Click Yes Time To Start Backing Up Your Data What is a backup A backup is simply another copy of all the files that make up your data When you backup all you are doing is making a copy of a file or files on either a Flash Drive a Zip disc a tape a recordable CD or another part of your hard disk drive 2 94 ProSolutions for Windows Time To Start Backing Up Your Data Why backup Because you don t want to re
192. g up the sale The unit decreases by one The value is entered into the transaction as the regular price To Sell a Series 1 Click the Series button 6 218 ProSolutions for Windows Series 2 Select a Client from the Client Selection window The Series window appears SERIES Purchase for Client pees JUNIOR LEE Cancel Box Series Name For Service Qty Unit Value Series Price Expires On Been Rae a R OO m From the Services list box select the service that this Series includes Enter in the expiration date this series is good for You can go as far into the future as you like but you MUST enter an expiration date 5 Click Accept The series will be transferred to the Services window Complete the sale Viewing a Client s Series Status This section describes how to view a client s Series status To view Series status for a client 1 From the main menu go to Sales View Client Series Status The Client Selection window appears 2 Select the Client you want to check the Series status for The Client Series Status window appears ProSolutions for Windows 6 219 Chapter Sales CLIENT SERIES STATUS Client Name Series Number JUNIOR LEE 2 Mass 30 7 For Service Expiration Date Mass 30 Qty Bought Qty Used Dates Used 5 f x Purchase Value Each 3500 pooo ES The current Series status for this client consists of the clients name the service the quantity
193. g will take you through operator setup room setup groups and services inventory and clients This will get you started During the setup period which includes familiarizing yourself with ProSolutions Management Software and adding all your client and inventory data we suggest you set up the computer in a quiet area away from the reception area This will allow you and your staff time to setup with limited distrac tions As part of the setup period you should take time to run some sample trans actions before completely switching your operations over to the computer This will insure that you have everything you need and feel comfortable enough to allow ProSolutions Management Software to begin automating your daily operations Product Support Telephone Support Introduction xix Introduction xx If you are a new Prosolutions customer you may be entitled to free phone setup training Please inquire by calling 800 710 3879 Our support line is 800 710 3879 and is always free as part of your monthly subscription We do not invoice This will allow you to ask as many questions as you want Any customer who has an outstanding past due balance on their account cannot be rendered training and or support until payment has been made with a major credit card The training manual is on your CD for you to print peruse and or place on your desktop to refer to It is approximately 370 pages You can however print out chapter by chapter
194. ge cesscses vctdes ccspaems aitakageactasee dma sguanveeees oaks 116 Resetting a Client s Referral Count ccececceeeeseceeeeeeeeeeteeeeeeaes 117 Tores ta client sreferral counts ione e etn Pa aneten 117 R ferr d TY as oe siseds hoe ca cdeiiuspa tne n E E 117 To choose a Referral Type ciccaccstisccesacaceoratessasetaasalasesatvasnczerascesqauadeanadtebnasenns 117 Adjusting a Clients Referral Count cceecccceceenneeceeeneeeeeseeeeeees 118 Deletinis Chemis ssrin arnan L Pode letera sinele Clent ieissa e e odio E S 118 M lti Clent Delete series seinnaa EEEE a aa iA 119 re delete m ltipl chents inisini a E E 119 Marketing cc snsscsnencsstesaoudsstecanstoscvdsiscssoadnssouneascdseseadseseesecre ZU Client Marketing Repotts sseeessseeessesessseresseressssreessreesseressssresseee 120 Creating Client Lists For Printing vi 3isc cseck ccdenscesnsececticaes kaceevaevasncs 120 TO Creat ALIS ec i eot ee a ae a E eR 121 Creation Criteria diron reer crater eE EE SEEEN a EE ESENE tive irin a ieis 121 VOSClECE CTRL a oen a e EEEE RER E a a 122 Tracking Zip Codes at POS ves sss pitesaccssantaneagetetraciApedenea te aivenneedten 123 Pei Steck CIM PALES meirein r a rhea A a 124 To create and save a list template 1 2 Senda eiedi oii eee bee ace 124 Edit List FileStream rer ae Raced a e ai 124 To edita list fil tnsncssnusnikensna uneari eeptie eddies 124 ho delete a client from a ist filen Uinta spussistnkaiean
195. ge Returned call Callback V Will call again 1 of 2 ou may modify this message by entering changes and clicking the UPDATE button 4 From the Operator list box select the operator name or ID If you have a message waiting it will be displayed along with who sent it and when 5 If this is a private message you will need to enter in the agreed upon password in the password field The password field will only display if a password is required 6 If there is more than one message you ll know by the number on the right For example if there are two messages for you the first message will be numbered 1 of 2 the second 2 of 2 In addition the Next button will only be displayed if there is more than one message waiting to be retrieved 7 To view additional messages you have waiting click the Next button 8 To modify an existing message simply type in the changes and click the Update button 9 To print the message click the Print button Printing a message will clear Introduction xxiii Introduction xxiv the message as well 10 To remove a message click the Clear button 11 When you are finished click the Exit button Importing CLIENT files into ProSolutions Only Excel and ASCII Comma Delimited format text fields enclosed in quotes separated by commas client records can be imported into ProSolu tions Management Software The maximum number of fields per record can not exceed fifteen ProSolutions Management Software CA
196. gging I Log Unbooked Appointments I Set Auto Standing to be checked by default in Standing Appointments V Auto Delete Appointments from Waiting List if Booked or Expired Travel Card Options I Print 2 formulas Service on TravelCard I Print Sequential Numbers on TravelCard Print TravelCard in Split Format 1 2 page Client Info Confirmations Confirm Client s Phone After Booking I Confirm Address Phone and Email when booking Check Gender Requirements when Booking Booking Requirements Require Address and Phone I Require Phone Require Credit Card to be On File I Require Email Address Report Options Don t Print Phone s on Appointment Listing Don t Print Esthetician on Client Appt List Sales Register Options I Sort Curr Appts in Sales Register in Booking Order I Charge if Attribute Present at POS Enable Group Access Restrictions IM Warn if Late Check In Enable Appointment Card Feature If you check mark an above preference you will automatically set the function that the preference describes If you require further explanation of what an individuall preference does you should e mail your question to support prosolutionssoftware com and we will be happy to respond with a more in depth description However the titles are very self explan atory The Inventory Preferences Window 1 From the main menu go to Setup Preferences Inventory The Inventory Preferences w
197. gram Group Prosolutions Existing Groups Prosolutions coc 7 An installation progress screen is displayed as the program is being installed Upon completion a prompt will be displayed indicating that Pro solutions has been successfully installed ProSolutions Software Inc Setup ProSolutions Software Inc Setup was completed successfully 8 Click OK That s it You are now ready to set up your workstation 1 You start the Prosolutions Worksation just like any other windows appli cations by clicking Start Programs then the Prosolutions Software folder within this folder you will find the ProSolutions Icon click on this icon to launch the software You might want to create a shortcut To do this consult your Windows help screen for creating shortcuts 2 Prosolutions will ask you to read the license agreement If you agree click Agree 3 Next you will be prompted for your 5 digit account serial number and con figuration code ProSolutions for Windows1 39 Networking ProSolutions SERIAL NUMBER INPUT Enter Serial No Cancel Accept Check here for Demo _ Accent 4 Enter in your serial number This serial number is located on the CD case It also has your configuration code IT IS NOT THE SAME AS YOUR SERVER CONFIGURATION CODE You should have been given the Workstation Configuration code when you purchased your workstation license CONFIGURATION CODE Save Enter the con
198. gram in the world For this reason you may find that your edition of the ProSolutions Management Software User Manual does not include all the latest features and improve ments made to the program since we last printed the User Manual Update CDs will always contain the latest revision available We are currently preparing the next edition To receive an updated User Manual call ProSolutions s Customer Support line 1 800 710 3879 Updated User s Manuals sell for 50 00 plus 15 00 shipping and han dling Placing the Users Manual On Your Desktop The manual is on the CD At the Windows Desktop go to START RUN BROWSE and select your cd player with the ProSolutions Management Software cd in it You will see a folder in the cd entitled manualpdf open this folder and drag and drop drag and drop by left clicking on the file and holding the button down then drag the file out of the window it is currently in to the window you want it to be in the setup exe file you find inside it onto the desktop Once this is done you can close the BROWSE window and the RUN window It will be on your desktop from then on and you won t have to go through this series of steps again Introduction xxv Introduction xxvi Chapter 1 Getting Started Chapter I Getting Started Important Note Prosolutions Software is not certified nor intended for use with Apple s OS Certification is only for Windows XP Home Win dows XP Pro
199. hased for A preference setting will enable Prosolutions 8 0 to automatically add the recipient to your client data base See System Preference Settings in Chapter 2 Setup Select a Gift Package Modify or type in an expiration date optional Modify or type in a Cert Amount Click either Do Not Mail Recipient or Purchaser If you choose Do Not Mail then no gift certificate will be printed If you choose Purchaser the gift certificate will be printed and addressed to the purchaser If you choose Recipient the gift certificate will be printed and addressed to the recipient Gift Certificates You can choose a Sales Source and or give credit for the sale If you do not want to print this certificate you should click the Print On but ton and it will read Print off You can set a preference setting to always be set to Print off See System Preference Settings in Chapter 2 Setup When you have finished and are ready to collect the money for the certifi cate you should click the Accept button Note If you cancel the certificate the number displayed for the certificate will be voided automatically This is necessary to accommodate Prosolu tions 8 0 on a network To add a Message to the gift certificate Click the Message button Add a message You can also override the From field To check a gift certificate status 1 From the Sales Screen go to View Gift Certificate Satus The Gift Certificate
200. he From field type in the name of the person sending the message From the Send To list box select the operator that the message is to be sent to 6 Today s date will automatically appear in the first of two fields under the label Effective Dates If you want this message to be available for the recipient immediately and not expire or be deleted until the operator retrieves it then you should not enter in a second date If you do want this message to be available during a date range then enter in a date range and the message will expire or be deleted at the end of the date range 7 Next type in the message in the message area If this is regarding a call you can check the appropriate tag either Returned your call Please Introduction xxii Setting up a barcode scanner call back or Will call again 8 Ifyou want this message to be private you can add a password that you and the recipient of the message have agreed on The password can be up to 10 characters long 9 Finally when you are ready to send the message click the Send button To Retrieve Messages 1 From the ProSolutions Management Software Main Menu click on Other Click on Messages Click on Get Message The Get Message box will appear MESSAGES Messages waiting for Next Elaine x Print Clear Indicates the number of Sender Henry messages this operator Dated 09 08 96 08 43 AM _Update has waiting to be retrieved Messa
201. heck In above this will check in the client and mark the appointment with the color code showing a check in however it will ALSO check in all other appointments that that particular client has for the day Print Travel Card 1 Right Click on the Appointment in question 2 Left Click on Print Travel Card 3 The travel card for this client will print to your assigned printer Confirm Appointment 1 Right Click on the Appointment in question 2 Left Click on Confirm Appointment 3 An asterisk indicating that this appointment has been confirmed will appear next to the name of the client ProSalon for Windows 5 193 Chapter 5 Appointments Confirm Appointments using Televox This is a service offered by a separate company named Televox You can set up a Televox account by calling 800 710 3879 In order to use the Televox Appointment Confirmation 1 First you must have a Televox account 2 You must have your Special Code given you by Prosolutions Inc 3 Go to Setup Preferences General 4 Place a check in the box next to Enable Televox Appointment Confirma tions 5 Enter the Code given you by Prosolutions Inc 6 Enter Appointments as you regularly would throughout the day 7 Go to Appointments Create Appt Confirmation File 8 The following window will appear CREATE APPOINTMENT CONFIRMATION Date lt 0370672002 gt Exit Tomorrow Wednesday 9 Choose the date you w
202. here is an advanced preference setting Enter coupon code on discount that must be turned on if you want to use this feature See Advanced Settings Preferences in this Chapter To apply a discount at the Point of Sale you simply highlight the transac tion and several options will appear one of these options will be Dis counts click on this button When applying a discount at the point of sale the Discounts window appears DISCOUNTS By Percent C By Amount Discount Cancel Accept Enter the coupon code here For example the letter S could refer to your Super Saver Coupon Cod coupon type and be worth a 10 discount You can use the list box to select the coupon I Discount ALL if you don t know the code No deduct on Comm After applying the discount the service in this case would appear as fol lows ee y a r arar CLIENT NAME OPERATOR SERYICE Franco Deanne Chandler HC Men 20 00 Franco Deanne Chandler HC Men CDe Ma 2 00 The code M2 is This line represents the discount displayed Modifying General Configuration Settings 2 66 ProSolutions for Windows Choose Setup Configuration General The General Configuration menu appears Coupons Salon Name Days of Operation Designators Screen Colors Passwords Series Referred By Default Area Code Zipcodes Client Attributes Language Used Assign Workstation Number The next section describe
203. hing that might better suit your needs Select from the list or enter your own designators in the fields provided below Business Spa lt Operator Operator Client Client v Service Service v 16 Click Next Again this information can be modified later without having to reinitialize 17 Finally a prompt will appear to Begin Initialization INITIALIZATION Final Step Begin Initialization Back ProSalon is now ready to initialize your system Click Cancel GO to start this process ProSolutions for Windows1 33 Chapter Getting Started 18 Click Go 19 If earlier in the installation process you selected to install sample data the following screen will appear To install Sample Data select your CD Drive from the list box provided to install the sample data SAMPLE DATA Create Sample Data Finish ProSalon will now create your sample data files Make sure that your ProSalon CD is in the drive Select the appropriate drive from the list below Cancel eee 20 Click Finish 21 After the sample data has been copied the following prompt will appear INITIALIZATION Final Step Begin Initialization The Initialization process is now finished Please click Continue Initialization has been completed successfully 22 File conversions may now need to be done If the Conversions Required Window does not appear do not worry it only means that no files
204. his window select the product you want to add to the Sales window 3 Enter the part number into the Product field If you enter a valid part number the description quantity on hand and price appear in the respective fields If you enter an invalid part number Prosolutions 8 0 will alert you You can use the Search button to find a product that you don t know the part of If you have a Barcode Scanner scan it now To learn more about the Search feature See To search for a product in Chapter 4 Inventory 4 _ To search by the vendor part number click the Use Vendor Part Number check box then enter the vendor part number This allows for use of a manufacturer s barcode To activate this if you have already added inventory go to the main menu then select Utilities Database Repairs Most Common Repairs and run the Database Repair Utility labeled Rebuild Vendor Part Number Index ProSolutions for Windows 6 215 Chapter 6 Sales There is a preference setting to use vendor part numbers as the default See System Preference Settings in Chapter 2 Setup 5 Enter the quantity 6 To select a product using the list boxes select the manufacturer and cate gory Products will appear in the Product Description list box To add another product click the More button Choose a commission optional If you don t pay commissions the sys tem credits the salon by default Notice that the selectio
205. hone Dial E elect a vendor from this list Select a vendor from the list box Type in the name address and phone number of the vendor Add the Representative s name if you wish Add the e mail address if any Add your terms a fax number and any remarks you may have N OORA W DY To save click Accept If you do not want to save click Cancel Adding Manufacturers Adding a manufacturer index works the same as adding a vendor index To add a new Manufacturer 1 From the main menu go to Inventory Indexes Manufacturer 2 Choose Add Modify The Manufacturer Inventory Index box appears ProSolutions for Windows 4 151 Chapter Inventory INVENTORY INDEX MANUFACTURER Cancel Code Name oo SG Save 3 Type a two character code in the code box You can type any two charac ters Press the Enter key The cursor now moves to the manufacturer pop up list box 4 Type in the manufacturer s name then press Enter and click the Save button The cursor returns to the Code field 5 Continue entering the rest of your manufacturers in the same way When finished click the Cancel button after you have saved Adding Product Categories To add a new product category 1 From the main menu go to Inventory Indexes Catagories 2 Choose Add Modify The Categories Inventory Index box appears INVENTORY INDEX CATEGORY Cancel Code Name Oo O Save m 3 Type a two character code
206. ield This routine will check each clients file and if the Salutation field is not blank it will export the file in ASCII format An optional preamble and postamble string may be appended in front of and at the end of the Salu tation field An option blank may also be included This will permit cre ation of an E MAIL list if you so choose By putting e mail addresses into the salutation field of the Client information screen Manual History Input For Services Client History Input is available here by operator and service for the date you choose and the price For Products Client History Input is available here by operator and product for the date you choose and the price Miscellaneous Set Logo Name Do this if you wanted to insert your own graphic in place of the ProSolu tions logo Changing the Logo Path To Change the logo path 1 Choose Utilities Miscellaneous Set Logo Name The Logo Path window appears ProSolutions for Windows 8 285 Chapter 8 Utilities REPORT INPUT Logo File Name Cancel LOGO32 BHMP Accept The existing logo path name is displayed 2 Enter the new logo path 3 Click the Accept button Client File to Lower Case This will convert all the client names to lower case A warning screen will appear asking you if you really want to do this and if you must select Yes or No Selecting Yes will do the conversion selecting No will cancel the attempt Set
207. if the cli ent is a minor ProSolutions for Windows 3 99 Chapter 3 Clients 12 The RF field located directly to the right of the Mailing Salutation field is not set manually RF stands for referral number This field increases automatically everytime a client receives credit for referring a new client to your salon 13 Enter in the Occupation Entries made here will become part of the Occupation list box This list appears by clicking the arrow to display the list box 14 Type in the Phone Numbers and any Extension Numbers Extension numbers may only be up to 4 characters long Prosolutions will add hyphens and format the numbers automatically You only need to type in the area code if it is not the default area code To set a default area code See Default Area Code in Chapter 2 Setup The Date fields includes four date fields First Visit Last Visit Birthday and Anniversary You do not need to enter in the year unless you are entering a year other than the current year If you enter only the month i e 03 Prosolutions 8 0 will enter the 1st day of the month in that cur rent year i e 03 01 08 15 The First Visit Date will automatically be set when this client is pro cessed through the cash register You may also manually modify this date if you choose 16 The Last Visit Date will be updated automatically from the point of sale each time this client has a transaction with the
208. ill appear When deleting multiple employee records always delete the higher record number first for example if deleting 2 and 4 you would delete 4 first Enter the Employee s RECORD NUMBER Press Delete View Modify An Employee To view and modify an employee s file 1 Choose View Modify from the Employees menu The View Modify window appears MODIFY EMPLOYEE FILE EMPLOYEE Status Operator BING CHANDLER gt New Chandler First Name MI Last Name Chandler W Bing Male C Female Street ddress Start Date Term Date 327 33rd S L ozo ssf Birth Date pans an Comm Schedule Base Comm Pay Type Pay Frequency Comm Type Commissioned Weekly Graduated Std Hours 40 0 Base mount 250 00 Cancel Accept 2 Select the Employee s Name you want to modify from the Employee list box 3 The employee s file will be displayed ProSolutions for Windows 9 301 Chapter 9 Payroll 4 Be sure to use the ENTER key after entering information into each field to format that field number only fields such as the Social Security Number field should be entered without dashes slashes or dots Any of the information in an employee s file can be modified 5 When you are done click Accept Clear Operator XRefs 1 From the Employees menu select Clear Operator XRefs The Clear Cross Reference Files window appears CLEAR OPERATOR CROSS REFERENCE FILE Operator N
209. imited your list of track Discount ing items Corporate 6 To save click Accept If you do not wish to save click Cancel 2 92 ProSolutions for Windows Advanced Configuration Settings To delete a Tracking Item 1 From the main menu go to Setup Configuration Tracking Delete Tracking Names click The DeleteTracking Names window appears DELETE TRACKING ITEMS racking Name list box Tracking Names E m Items list box Tracking Items a Roel Er Cancel DELETE 2 Choose the Tracking Name containing the tracking item you want to delete The Tracking Items list box will appear after selecting a tracking name Next choose the tracking item you want to delete After selecting the tracking item click the Delete button After a few moments the window will disappear and the tracking item is deleted Adding Referred By Types Referred By Types represent another way to categorize your clients Refer ral types identify how a client heard of your salon amp spa or operator such as Walk in or Yellow Pages Prosolutions comes with preset referral types which you can add to or delete The following describes how to add and delete referral types To learn more about referral types See Referred By in Chapter Page 100 To add or delete Referral Types 1 From the main menu go to Setup Configuration General Referred By The Referred By window will appear ProSolutions
210. indow will appear 2 86 ProSolutions for Windows Advanced Configuration Settings INVENTORY SETTINGS M Default Use Yendor Part H s Alt Inventory Index Names Do Not Print Salon Name on Product Labels Deduct Client Formulas from Inventory if Prompted Deduct Std Formulas from Inventory Don t Change Price if Changed on Receiving Use UPC Barcode fonts If you check mark an above preference you will automatically set the function that the preference describes If you require further explanation of what an individuall preference does you should e mail your question to support prosolutionssoftware com and we will be happy to respond with a more in depth description However the titles are very self explan atory The Sales Register Preferences Window 1 From the main menu go to Setup Preferences Sales Register The Sales Register Preferences window will appear ProSolutions for Windows 2 87 Chapter 2 Setup SALES REGISTER SETTINGS Register I Prompt for Formula Input I Auto Apply Service Charge I Fast Retail Setting I Charge Professional Products I Require Cash Count to Open Register Discounts Enter Coupon Code on Discount I Default Discount by Amount I No Coupon Prompt for Retail Only I Apply Discounts before Distributing Tips Commissions I Prompt if Esth Comm Not Selected F Use Last Retail Esthetician Lookup I Set Retail Comm to Serv Esthetician I En
211. ing Standard And Activity Reports s sesssseeeseereesseresseressssress 166 Purchase Orders LALALALA 167 To create a purchase order eeseesseeeseseseeesersseeesresseesesereseesresersseesseseessresse 167 To create a purchase order using Auto Order ssseseseesseeresseeeresresseserssresse 169 To add a new product to the inventory from the PO field eee 169 To modify and or delete a product from the PO ee eeseeseeeeeeesneeenneeees 169 To add sales tax and shipping costs 2 22 pens daineigeheh eee 169 To view products at or below the minimum or Maximum cee eee es 169 Viewing Purchase Orders jsssvvciccesscces inesessads indeecines tedcarsseeesddevoviceeien 170 Tosview a purchase Order sorina ele Bl eae 170 Printing Purchase Orders and Back Orde S eeeceesseeeeseeeeneeeees 170 To print selected purchase Orders s ci is icsssccssscccasasdeesdevenecestensceaatedesticeesuseaess 171 Voiding a Purchase Order sac ctccsecossgas aancsp eile sucha Gactaoncepenecs peacia teens anes 171 Po y id a purchase Grders ssnin a Side deol a e a aii 171 Receiving Ordf S issssicsisesisesessesscssesissciadcsdsose sses sososasssas Le Toteceiye an Orde a ee i EERE E EEE Se Nada 172 Setting Up Standard Product Labels 0001 74 Vo Change O E E E E TE 176 To setup and print labels 2 2 234 04 40 seen E ae eos 176 ProSalon for Windows 8 Setting Up and Printing Barcode Labels
212. ings When you purchase Prosolutions 8 0 the program is set to sort by Last Name You can change the default to sort by First Name See System Pref erence Settings in Chapter 2 There are two settings at the bottom of the Client Selection window See the following illustration F Sort By First Name Tf you changed the default this setting E would read Sort by Last Name Search by Phone The Sort By First Name setting and the Sort By Phone setting allow you to override the way names are normally displayed which is alphabetically by last name For example let s say you normally want to sort your clients by last name You now know only the first name of the client and you need to find their file For situations such as the one described Prosolutions 8 0 has included the Sort By First Name setting To sort by first name 1 Click the Sort by First Name setting to turn the setting on A check mark indicates the setting is on Next type in the first name or part of it Press the Enter key or click the Select button The client will appear in the client list box along with any other clients fit ting the criteria you set for the search Click the client s name and bring up his or her file You can continue sorting by First Name for as long as the setting remains on To lookup clients by phone number 1 Select the Search by Phone setting The client selection window changes to reflect Number Buttons in place of Letter buttons S
213. int and Void an Order See the following illustration Create Receive View Print Void Prosolutions 8 0 provides two ways to create a purchase order Auto or Manual Order The following section describes both When you create a purchase order PO the system can track orders and create back orders Retail Auto Order works the same as Professional Auto Order To create a purchase order 1 From the main menu go to Inventory Purchase Orders Create 2 The Purchase Order window appears ProSolutions for Windows 4 167 Chapter 4 Inventory RCHASE ORDERS Loading information P O Number Vendor Date Reference B 0 From Cancel gt Save Date Req d Print Auto Order Terms Below Min Below Wax C Used Load How Ship e Labels Suspend iku Number Description Quantity Price Total Tax ten 4251 Aveda Paddle Brush 9 00 M Add _LookU Je 6 R 250ml Camomile 12 3 50 42 00 New Prod R 250ml Clove 8 3 25 26 00 pe R 500ml Clove 6 5 00 30 00 P Gallon Clove 1 27 00 27 00 P Gallon Madder Root 1 27 00 27 00 R 500ml Blue Malva 9 5 00 45 00 R Liter Blue Malya 6 9 50 57 00 P Gallon Black Malya 1 27 00 27 00 R Liter Detoxifier 3 14 00 42 00 P Gallon Shampure 1 38 25 38 25 R 250ml Curessence 3 11 00 33 00 R 250 firmata 8 5 50 44 00 P gallon of firmata 1 41 25 41 25 R 250ml Confixer 4 7 25 29 00 R 500ml Confixer 4 0 00 0 00 R 80z Blue Malva Color Con 5 0 00 0
214. ions Resquence Transactions this repair will put out of sequence transaction numbers back into a recognizable sequence Repair Missing Client Nos this repair will assign proper client numbers to client files that have been crosslinked or corrupted Clients Available Table When clients are deleted the client number is made avail able to re assigned to another client Sometimes this can cause errors This repairs fixes those types of errors On Account This repairs the information held by clients who have On Account balances or credits on file Zip Codes This ensures that zip codes are properly assigned to the city they represent Gift Certificates Gift Certificates repairs errors in the gift certificate data table Merge to Remote Access If you have multiple salons using the same cer tificates this will place the certificates in a Remote Access file that will allow a secondary location to access the same table thereby preventing duplicate certificate numbers and keeping the gift certificate data accu rate Prices and Times Check Prices and Times this rebuild will process the Prices and Times file validating that all prices and times are within the range of legal num bers You assign the highest price and maximum number of time interval divisions i e 1 hour would be 4 divisions of 15 and the repair will list any that have errors Reset Operator Prices to Zero Self explanatory Time Clock This repair wil
215. ions and you will then have your salon data reloaded ProSolutions for Windows1 35 Chapter Getting Started Exiting ProSolutions Click Exit from the main menu EXIT PROGRAM Are you sure that you want to exit PROFESSIONAL SALON Program Registration The registration prompt will not appear for the first 30 days of use To Register ProSolutions and get the User Code Start ProSolutions 2 When the registration screen appears write down the large red 6 digit number on the screen 3 Call ProSolutions 1 800 710 3879 4 ProSolutions will give you a User Code 5 Enter the User Code 6 Click Accept You have 90 days to register ProSolutions If you do not wish to register ProSolutions you can simply click Do Later The registration screen will appear each time you start ProSolutions until you register If after ninety days ProSolutions detects that it is not registered it will not run Once you have entered the user code you will no longer be prompted with the registration screen Technical Support There are two ways to get help 1 Phone support 2 Email support For phone support call our toll free technical support number at 800 710 3879 Our free with subscription or MSP technical support hours are Monday through Friday 6am to 5 45pm PST Note On Saturday or Sunday you will be directed to an on call techni cian s cell phone please be sure to leave your telephone number a
216. ions at 800 710 3879 and ask for Sales Gift cards can be used with a credit card swiper integrated into Pro solutions or can have their information manually entered 1 Go to Setup Preferences Gift Certificates 2 Place a check in the box Manually Assign Gift Certificate Numbers 3 Press SAVE Selling a Gift Card Selling a Gift Card is essentially the same as selling a Gift Certificate Go to Sales Select the name of the client who is purchasing the Gift Card Select GIFT CERT or F7 A new window will appear that says Enter Certifcate Number ho NM GIFT CERTIFICATE NUMBER poles Mies TRET Cancel 5 Enter the number of the Gift Card or swipe the card through the reader and the number will be automatically entered ProSolutions for Windows 6 247 Chapter 6 Sales 6 248 ProSolutions for Windows Accept the number and the Gift Cert Gift Card window will appear for standard Gift Cert Card sales Fill out the necessary information usually gift cards are for monetary value only not for services or packages and process the sale It s that simple When the client enters your salon spa to use the Card simply accept the method of payment as GIFT CARD and it will ask for the card number Swipe the card or manually enter the number and the card will be debited The remaining value on the card will still be available for use or if they use it all the card will be vacated You can take the car
217. ions for Windows Viewing Your Inventory INVENTORY BY SKU j Retail Products MV Professional Products Since 08 SANT ets Deseo Wig a Pes Sal ce Tati ice Ave oe Mr Mas Lee Ordere 0 R 50ml Camomile SH 2 50 2 50 0 00 100 6 10 0 01 23 2 R 250ml Camomile N SH 7 00 7 00 0 00 0 00 12 20 aD 0 01 30 30 R 500ml Camomile AY SH 11 50 11 50 0 00 500 8 12 100 0 01 30 40 R Liter Camomile AY SH 19 00 19 00 0 00 000 4 6 90 D 12 27 50 P Gallon Camomile AV BB 0 00 0 00 0 00 27 00 1 1 1 0 D 11 29 60 A 50ml Clove AY SH 2 50 2 50 0 00 OO een Oe 0 0 01 30 70 R 250ml Clove AY SH 7 00 7 00 0 00 325 415 2 120 0 01 30 80 A 500ml Clove AY SH 11 50 11 50 0 00 5 00 Be 6 0 0 01 30 90 R Liter Clove AY SH 19 00 19 00 0 00 950 4 6 40 0 01 30 100 P Gallon Clove AY BB 0 00 0 00 0 00 27 00 1 1 0 0 0 11 29 110 R 50ml Madder Root AY SH 2 50 2 50 0 00 OU AS A en 0 12 27 120 A 250ml Madder Root AY SH 7 00 7 00 0 00 325 10 15 160 0 12 277 130 A 500ml Madder Root AY SH 11 50 11 50 0 00 000 6 10 140 0 12 277 140 R Liter Madder Root AY SH 19 00 19 00 0 00 g50 4 6 50 0 01 307 150 P Gallon Madder Root AV BB 0 00 0 00 0 00 27 00 1 1 0 0 0 11 297 160 R 50ml Blue Malva AY SH 2 50 2 50 0 00 100 6 10 90 0 11 29 170 R 250ml Blue Malva AY SH 7 00 7 00 0 00 325 15 20 160 0 01 30 180 R 500ml Blue Malva AY SH 11 50 11 50 0 00 BO 92 lee 30 0 01 30 10N D thee Dhia hd whan Ait Cu 10an 10an nan orn 4 E nn n ANN Sku No 120 Aveda 250ml Madder Root Shampoo Line 1
218. is section describes how to close the register for the day It s a good idea to practice closing so until you are familiar with this procedure The only function of the closing procedure is to tell the system how much cash if any you are leaving or have left in the drawer before starting a new day and to post a close transaction Everything else on the screen is reference information about that day s sales and drawer activity Only the counted total and other money fields will accept entries All the other fields are for display only and can t be changed e Begin Register Refers to the previous business day s final register total e Cash Receipts Is all the cash credit cards checks and travelers checks collected for that day e Total Deposits Self Explanatory To create a deposit See Deposits earlier in this Chapter Other Transactions These include Paid outs and Paid ins e Expected Total Includes the begin register amount and all sales amp paid ins for that day less any deposits The Final Register Total is what was actually accounted for by inputting the cash and other money Credit card checks etc The Final Register total is the amount that will appear the next business day as the Begin Register amount The Over Short amount indicates any discrepancies 6 240 ProSolutions for Windows Closing the Register To close the register 1 Choose Close from the Register menu The Close Wiz
219. ish to confirm and press CREATE 10 Getting this new file to Televox will be arranged by you and Televox Mark as No Show 1 Right Click on the Appointment in question Left Click on Mark as No Show A black line down the side of the appointment will appear indicating that this client is a No Show for this appointment Set Attribute 1 Right Click on the Appointment in question 2 Left Click on Set Attribute 3 The Set Attribute Window will appear 5 194 ProSalon for Windows Current Appointment Options SET ATTRIBUTE impatient always late bad check writer Global Cert Laura referred guest Set 4 You can set attributes that fit your particular needs by going to Setup Configuration General Client Attributes From the main menu Select as Client 1 Right Click on the Appointment in question 2 Left Click on Select as Client Change Service Name 1 Right Click on the Appointment in question 2 Left Click on Change Service Name 3 The Change Service Name window appears CHANGE SERVICE NAME Service Name Accept if JV Adjust Time Cancel Use the scroll arrow to choose a new service Have the Adjust Time box checked if you wish the new service s stan dard time to be reflected Unchecked if you want the new service to fit into the original services time frame Change Appointment Duration 1 Right Click on the Appointment in question 2 Left Click on Change Appointment Duration 3
220. item in the Purchase Order menu is Print You can print selected POs You can choose between open POs POs not yet received received 4 170 ProSolutions for Windows Purchase Orders POs back orders and voided orders To print selected purchase orders 1 From the main menu go to Inventory Purchase Orders Print The Print Purchase Order box appears PRINT PURCHASE ORDER Vendor eR LOAD PO NUMBERS FOR V Open Orders M Received Orders Back Orders M oided Orders Erint 2 Choose the Vendor from the Vendor list box that the PO you want to print was created for Cancel l The PO Number list box will be displayed 3 Choose one or more of the four settings Open Orders Received Orders Back Orders or Voided Orders This will load the PO Numbers meeting the criteria you selected 4 Choose the PO Number you want to print 5 Click Print Voiding a Purchase Order To void a purchase order 1 Choose Void a PO from the Purchase Order menu The Void Purchase Order box appears ProSolutions for Windows 4 171 Chapter 4 Inventory YOID PURCHASE ORDER P O Exit eS m 2 Enter in the Purchase Order Number you want to void The vendor name and status will appear The status lets you know if this PO has been received or not Reference information may appear along with the date 3 Click Void Receiving Orders This section describes the Receiving Order features You shoul
221. ive Why backup Because you don t want to redo all your hard work If some thing happens to your computer and it decides to not work or someone does something they wish they hadn t you can copy everything back to where it should be so that you don t lose information or data How often should I backup FREQUENTLY You should do a back up at least once a day We recommend backing up at the end of each day or after you have completed entering a lot of new data For example if you add a hundred new clients or new inventory items you should do a back up immediately ProSolutions includes a simple way to back up on zip discs tapes or CD s or your hard disk drive without having to leave the program To back up ProSolutions files to a floppy diskette s or to back up data files to your hard disk drive use the Quick Back up feature WARNING Quick Back up clears all data from a path disk or hard drive prior to backing up new data You can select to back up only the data files recommended The data files are created by using ProSolutions Data files do not include the program files contained on the installation disks that were shipped with ProSolu tions The program files are easily replaced Data files are unique files and are crucial to your business We recommend backing up regularly To do a Back up to a Separate Media 1 Choose Utilities Back up To Hard Drive The Backup To Hard Drive window appears 8 288 ProSolutions
222. k Package Manager Left Click on this option to access the Package Manager features Remember to use Package Manager you need to have pre booked blank packages using Multi Service already For more information on this see earlier in this chapter ProSalon for Windows 5 207 Chapter 5 Appointments Clients 5 208 ProSalon for Windows Client Information Left Click on this option and the Client Selection win dow will appear Select the client you are interested in and their Client Information will appear for viewing or modifying Client Appointments Left Click on this option and the Client Selection window will appear Select the client you are interested in and a list of all of their current and future appointments will appear Set Pop Up Notes Left Click on this option and the Client Selection win dow will appear Select the client you are interested in and the Client Notes window will appear allowing you to place a note that will immedi ately pop up every time this client is selected until you clear it Chapter 6 Sales Chapter 6 Sales What you ll do in this chapter Review the register options Process service and retail sales Learn to sell Series and Gift Certificates Learn about various Sales window functions Learn the Register options View transactions Partnership Program Credit Cards with PcCharge Using Gift Cards About The Sales Window You shoul
223. kin Care In Take information cesses 147 Chapter 4 a Inventory 000000000000 OOOHOOHHOHHOOOO8 149 What you ll do in this chapter cccessccesessecceeseeeeeeeeeeeeeeeneeeeeeaes 149 About Inventory INDEXES isso sccrwsrssdesutcor cons gnicenieancaee GoteaaetaRoaceeasbnates 149 To go to the Inventory section of Prosolutions 8 02 00 eeeeeseeeeeeeeeeeeeees 150 Setting Up Inventory Indexes ssccccsssssssrsreee L50 Adding a Vendor oee tcc eg eae a tesa abet E Leaeeas be ikea edge 150 To add a vendor s address and phone numbe ce eeeeeseceeeeeeeeeeeeneeeees 151 Addins WANT ACUITERS 2x lt scsssinisd vccteiad ica acest tans S E E EE ERE 151 To add a new Manufacturer fics csict ine ute a ora techdl shel pate uh ne tot 151 Adding Product Categories yes caja seuss wshonceeseloxyasees snes Gomnvad Gas toove ce tvves 152 To add a new product Cate sory gir vncu Gath daseen ae Rene te 152 Adding Products EEEE Ee Woradd a Mew prodUCt ikisin ERE E E RES 153 Making Kits Gift Baskets 00000 OOOOH O OOOOH OOOO O OOOO 00 0000000000000000 156 Value Added Tax VAT for Inventory ccccccceeesececeeneeeeeeneeeeeees 157 Setting a Global VAT Rate for Inventory eee eee eeseeceeceseceeeeeeneeenaeenes 158 Modifying Your Products sssccssssssssssssssssssssssssees L59 ProSalon for Windows 7 To view a product ict vicsphea ttigedets ce eased inini eddie 159 Toseareh FOr a producten er
224. l Accept 2 Enter the employee s name address phone social security number in the appropriate text boxes Select Male or Female Enter the employee s Starting Date in the Start Date field Enter the employee s Birth date Select the appropriate Pay Type from the Pay Type list box N Oo On fF O Select the appropriate Commission Schedule from the Comm Sched ule list box 8 Select the Commission Type from the Comm Type list box 9 Enter their Salary Amount if any 10 Enter the Standard Hours in the Std Hours field 11 Be sure to use the ENTER key after entering information into each field to format that field number only fields such as the Social Security Number field should be entered without dashes slashes or dots 12 Click the Set Calculations button to continue entering tax information for an operator The Set Tax Calculations window appears ProSolutions for Windows 9 299 Chapter 9 Payroll SET TAX CALCULATIONS CHECK ALL THAT APPLY Fed Income Tax STANDARD TAX CALCS OTHER TAXES DEDUCTIONS County Tax T Garnishment 401K Soc Security Medicare State Income Tax Pay State _ Fed Filing Status Insurance REIMBURSEMENTS Education Travel Miscellaneous State Filing Status o o jo Fed exemptions jo State exemptions TRN Accept 17 18 19 20 21 If you have entered tax deductions or reimbursement descriptions the wi
225. l scan the time clock file and remove any records which have invalid values ProSolutions for Windows 8 279 Chapter 8 Utilities Groups and Services Modify Group Service Table Check Group Table Print Group Service Table Expand Group Limits Expand Service Limits Move Services Print Service Names 1 Modify Group Service Table This allows you to make changes to the Group Service Table 2 Print Group Service Table This will print the group and service table for you to review 3 Expand Group Limits At some point you may get the error Unable to Add Group Group Limits Full This means that you have reached the maximum number of Groups that has been pre set at 10 However by using this utility you can increase your group limit Prosolutions Inc rec ommends only increasing 5 increments at a time 4 Expand Service Limits At some point you may get the error Unable to Add Service Service Limits Full This means that you have reached the maximum number of Services that has been pre set However by using this utility you can increase your service limit Prosolutions Inc recom mends only increasing 25 increments at a time 5 Move Services This utility permits you to move a service from one group to another 6 Print Service Names This utility will print a list of all of your services File Modify Client File ___ _Modify Transaction Record _ Delete Transactions By Date Range __ P
226. lient behind them Or any other of many scenarios that involve placing a client and their transaction on hold If the transaction is on the screen but you have not accepted their method of payment in the Payment window and the ACCEPT button has not yet appeared If you see pana this button t s to late to place on Accept you can press the Hold button The transaction will be completely cleared and you are ready to process somebody else 3 Once the client on Hold come back you can pull back up their transac tion for completion by pressing the the button next to Current Appoint ments Press this button Current Appointments to view client s on E al hold 4 6 214 ProSolutions for Windows __ Us the Scroll down arrow and select the client on hold you wish to pro Processing Sales cess Then simply continue the transaction process as normal Selling Retail Products You can sell products separately or add products to a service s sale Selling a retail product 1 From the Sales window select the client If you don t want to add a client Prosolutions 8 0 will treat the client as a One Time sale 2 Click the Retail button The Retail Purchases window appears RETAIL PURCHASES Use YVendor Part Fast Mode Prod Quantity Price Pay Commissions i fi Salon Sale 7 Manufacturer o Search Category Cancel Product Description Show Prof Products Too From t
227. lients What you ll do in this chapter Creating Client Attributes Add new clients Look up existing clients Add Modify Client Formulas Client Waiting List View and Modify existing clients Client Referrals Print Travel Cards Set Pop up Messages Print a Clients Formula Print a Clients Record Delete clients Marketing Membership amp Loyalty Rewards Program Use the Foto File feature Cover the Skin Care In Take features Note Although we have some conversion utilities available if you are moving from a different software package to ours they are of limited value because we utilize so many different fields and settings that simply cannot be directly converted For more information on this subject call ProSolutions Inc s customer support line Creating Client Attributes A client attribute is a single character code that references a large description that fits a particular client For example V may stand for Very Important Client and D may stand for Difficult Client and P may stand for This months Promo is applied to this client Whatever you ProSolutions for Windows 3 97 Chapter 3 Clients want it to be After creating the attributes you can use them in the appointment screen and also the point of sale in the current appoint ments list The steps in creating client attributes are below 1 Go to Setup Configuration General Client Attributes the follow ing window
228. lists new clients and repeat clients separated by Male and Female Client Type Prints a list of client types that are tracked at the sales screen Client Ranking Prints a report on your best clients ranked by the dollar amount of purchases for either retail or service or both Client Retention Report This report compares the number of new and retained clients an operator has gained Enter the number of return visits a client must have before he or she is considered a retained client This report breaks down the number of new clients the number of retained cli ents the percentage of retained clients for prior years and the current year and the combined total of the prior years and current year To print the Client Retention report 1 From the Main menu go to Reports Clients Client Retention The Client Retention window appears ProSolutions for Windows 3 132 Marketing Reports CLIENT RETENTION RETENTION DEFINITION Cancel Retained after lt i gt Visits p x m 2 From the list box enter the Number of Visits up to 5 a client must return to be considered a retained client 3 Click the Print button The Client Retention report will begin printing To print the Client Zipcode Count Reports From the main menu go to Reports Clients Client Zipcode Count you will notice there are two reports to choose from All Zipcodes and Only With Activity e These two reports print the zipcodes en
229. ll appear on the Set Tax Calculations window Check the appropriate Standard Tax Calculations for the employee If you have set up special Tax Tables check boxes they will also appear in this window and should be checked or unchecked as appropriate Check the appropriate Taxes Deduction or Reimbursement setting if any Enter the two character Pay State Code standard state two character abbreviation Select the employee s Federal Filing Status from the Fed Filing Status list box Select the employee s State Filing Status from the appropriate list box Enter the number of Federal Exemptions for the employee in the Fed Exemptions field Enter the number of State Exemptions in the State Exemptions field Enter the Estimated Exemptions in the Est Exempt field California Only Click Accept to save the employee s file NOTE After setting or modifying any tax calculations for an employee be sure to click Accept at the employee name and address window Deleting an Employee from Payroll 1 9 300 ProSolutions for Windows Go to Other Payroll Reports Employee List Employees 2 This will print a list of your employees with both their record numbers and their employee numbers It is the RECORD NUMBER you want Once you have an employee s record number you can then delete them Staying in the Payroll menu go to Utilities Employeelnfo Record Deletion The Delete Employee Record Deletion Window w
230. ll up the employee and their rights Click on the green Fingerprint ProSolutions for Windows 10 327 Chapter 10 Passwords Bepon Other 5 10 328 ProSolutions for Windows Change Copy Print After clicking on the green fingerprint the fingerprint scanner screen will appear and ask your employee to place his her index finger or thumb onto the pad until it is read then lift it off You will repeat this step 2 TWO more times Than the system will tell you that the fingerprint has been recorded Press ACCEPT and from that time on that employees finger print will be able to be used rather than typing in their password Be sure that they cannot see their password when performing this function There is no reason that your employee has to see the screen at all in order for you to perform this task Index Numerics 40 Column Report Preferences 91 A Accepting a Sale 228 Account Status 133 add or modify a Series 64 Adding a Vendor 150 Adding Manufacturers 151 Adding Operators 46 Adding Services 52 All Po s 265 All Products Summary Totals By Vendor Mfg amp Category 263 All Transactions 260 Alternate Schedule 49 Amount Per Hour 295 Amount Per Pay Period 295 Anniversary 122 Annotations 143 Appointment Backlog 272 Appointment Confirmation 194 Appointment Log File 286 Appointment Logging 96 Appointment Options 191 Appointment Preferences 85 Appointments 278 Appointments by Client 272 A
231. ly is the default booking type About Twin Book Type If you select Twin Book you are designating that this particular service can have other services overlapping it or even booked at the same starting time About Double Book Type A Tint is good example of a double book type of service Since a Tint starts ProSolutions for Windows 2 55 Chapter 2 Setup out with the application of chemicals Prosolutions refers to this period as the double book delay time The time left open during the Tint while the client sits with chemicals applied to their hair is the open time During this time the operator has a time slot open to see another client The client could also have another service done such as a manicure To set a Double Book Type 3 Click the Double setting SERVICES Group Name Hair I Modify Group Name Group Color Service Name Conditioning Treatme a Corrective Colour Extensions Spa Esthetician Spa Time x Total Time 700 ff gt I Modify Service Name Service Color fill 2 56 ProSolutions for Windows There are three scroll bars listed when Double is selected The first is Total Time this is the total amount of time that the client will be receiving this service i e 1 hour for a Tint The second is Delay Time this is the time that the Operator is actually putting the chemicals into the clients hair In the above illustration this takes 15 minutes In a spa envi
232. m feature allows changes in a price operator service and or product To modify the price of an item 1 Highlight the Item you want to modify When you high lite the item from the Point of Sale screen new buttons for selection will appear Among these new buttons is Modify Price 2 Click the Modify Price button The Modify Price button will appear once you highlight a sales item The Price Changes window appears PRICE CHANGES Price Cancel 55 00 Accept m 3 Enter the New Price 4 Click Accept To Modify an Operator and or Service 1 Highlight the Service Item 2 Click the Services button The Services Selection window appears Select the new Operator and or Service Click Accept ProSolutions for Windows 6 225 Chapter 6 Sales To bring up a client s file directly from the Sales window 1 Highlight an item containing the Client s Name 2 Click the Client Info button The Client s file will appear You can view and or modify information To remove an item from the Sales window 1 Highlight the item to be removed 2 Click the Remove Item button This will clear the item from the screen To unselect an item 1 To unselect a highlighted item 2 Click the Unselect Item button The Unselect button will appear once you highlight a sales item To Discount items 1 Highlight an item in either the Service or Retail window 2 Click the Discounts button The Discounts button will
233. m of the Modify box you can see your Mark Up percentage and Gross Profit percentage for a product To search for a product 1 Click the Look Up button ProSolutions for Windows 4 159 Chapter 4 Inventory The Product Search box appears PRODUCT SEARCH Search String OoOO O Start Search Key Word Cancel C Exact Match C Vendor No 2 inthe text field labeled Search String type in the name or part of the name of the product you want to find Any product or products fitting the search string will appear in the list box 3 Select either Exact Match or KeyWord Exact Match will search for products that begin with the search string For example to search for XYZ Protein Shampoo you can enter X XYZ or XYZ Pr If you select Key Word then you enter any part of the name For example if you enter Protein the system will locate this item along with any other products having the word Protein in it 4 Highlight the product you want to modify and an Accept button will appear Press accept 5 The item will appear in the Modify box You can make any necessary modifications To view other products that have the same indexes 1 Scroll through the Product Description list box 2 Click any items that you want to modify The item will replace the previous selection In addition you can change Categories This allows you to view other product categories that have the same vendor and m
234. mployees click Process to complete this payroll Align Checks By selecting Align Checks you will automatically begin the print process Federal Tax Deposits To Post Federal Tax Deposits 1 Choose Fed Tax Deposits from the Payroll menu The Federal Tax Deposits window appears FEDERAL TAX DEPOSIT POST FEDERAL TAX DEPOSITS Chk Date C chk Nos a __ Lancet Paid To ACCEPT Chk mount 2 Enter the information in the appropriate text boxes 3 Click Accept ProSolutions for Windows 9 313 Reports Reports This section describes the various payroll reports Payroll Register report e Prints the payroll register for each employee Employee List e Prints out a list of Employees Employee Name and Address e Prints out a list of all employees with their addresses ss tele etc Employee Phone List e Prints out a list of all employees and their telephone s Employee Earnings report e Prints out all employee s YTD totals Employee Detail Earnings e Prints out earnings totals for a particular employee with detail Detail Pay Register e This report prints out a Pay Register Report including Employee Gross Pay FIT FICA SIT SDI and Net Commission reports e Prints each operators total commissions for a a pay period with the follow ing options Sliding Scale Standard Report With Back Bar Charges Retail Service Percentage Other Commission Reports Service Commissions
235. n Salon Sale appears automatically NOTE As a preference you can have Prosolutions 8 0 automatically post the operator that sold a particular product to a particular client If you would like to invoke this preference See System Preference Settings in Chapter 2 Setup 9 When you have made your selections click the Last button Complete the sale adding any additional transaction information such additional retail products tip or any necessary modifications Charge if Attribute Present at POS This feature assumes that you have set up attributes Chapter 3 and that you have assigned an attribute to an appointment Chapter 5 1 Go to Setup Preferences Appointments Place a check next to Charge if Attribute Present at POS The following Window will appear CHARGE IF ATTRIBUTE PRESENT Select the Attribute which if present at Cancel Check Out will cause the SKU tobe charged SKU Promo Shampoo 5 Accept Our Own Shampoo 8oz 13 00 4 Select the Attribute in the drop down menu 5 Select the SKU of the Product you wish to auto charge for this particu lar appointment 6 Press ACCEPT Now when you pull a client up through the Current Appointments list if they have this attribute present on their appointment then the Retail por tion of the POS screen will automatically apply the product referenced by 6 216 ProSolutions for Windows Processing Sales the SKU to the sale That s all th
236. n a particular date range of your choosing First Visit This option allows you to pull all clients who s first visit fell within a particular date range of your choosing Not in since This option allows you to choose all clients who have not been in since a particular date Purchases Greater Than This option allows you to market to your big spenders and lets you deliniate between spending on services and on retail Gender List of Males or Females or both Client Referrals This information is kept in the client information screen this option allows you to create a list of all clients who have a certain num ber of referrals Rendered Services By All clients who have seen a particular Operator Template Each time you create a list you may choose numerous criteria in order to Target Market the Template allows you to save those set tings so you can create the list whenever you need it with those settings without having to re input all of them Show Qualified If this is checked when the list is created all those who qualified to be on the list will appear here and be counted If it is unchecked they will appear only on the list not here Show Ignored by checking this box all those clients that were rejected from the list will appear here If it is unchecked they will not Save to File This is where you will type in a new name for each listfile that you create Create List Once all of the selections are m
237. nfigure a dif ferent order by using this feature To set the appointment operator order 1 From the main menu go to Appointments Day View Settings Set Operator Order click The Operator Appointment Display Order window appears ESTHETICIAN APPT DISPLAY ORDER Save Group __ Save All Groups v Cancel Click here in the order you Click here to remove an want the Operators to Operator if you have made a mistake Load All Ops 2 Select the operator you would like to appear first on the appointment book The operator will automatically be shifted over to the next window Continue clicking on the operators in the order you would like Click Save Category Groups This feature allow you to departmentalize your product categories with your service groupings This allows you to report on products as they relate to your service groups To departmentalize product categories with service groups 1 From the main menu go to Setup Configuration Inventory Cat ProSolutions for Windows 2 77 Chapter 2 Setup agory Service Groups click CATEGORY GROUPS Select Group Choose from this list CATEGORIES z Select a service group from the Select Group list box After selecting a service group a list of product categories will appear on the left side of the box Click the product categories that you want to departmentalize with the selected service group As you select pr
238. nfo Setup window appears CLIENT INFO SETUP Enter the Starting Point For Services Form Width Form Length P dae i E And Retail p 5 fn 3 000 Start Service History Peipin ehes Hargin Text Size 7 000 Start Retail History 1 000 fio gt Text Font cG Times Cancel Accept You can adjust the paper size margin font style and text size The mini mum settings for this form are 5 25 x 11 If any part of the message appears to overlap try a different paper font or text size until the form is correct See recommended settings in the next section If the history extends too far on the page try another font Enter the starting point in inches for the service and retail history informa tion to be printed ProSolutions for Windows 7 269 Chapter 7 Reports 5 Click Accept Prosolutions 8 0 will save this information Prosolutions Graphs This section lists the graphs that you can view and print You must have either sales or inventory data in order to view or print graphs To enter the Graphs window e Choose Graphs from the Reports main menu The Graphs main menu appears To view a graph 1 Choose the Salon Sales Operators or Inventory menu heading The following example is of the Operator Sales Comparison graph OPERATOR SALES For the Period From To Graph Close Oe 09 22 2000 fal Sales hi Print OPERATOR SALES FOR 09 01 00 TO 09 22 00 m S
239. nsshccnwssavndsaconcerseuseayaesroneseae 289 HD ZipCD or Other Mec arises lt deavetccdivestesynan vets scale oneeanciete aat 289 Chapter 9 i Payroll aaan a a Accessing Payroll from within ProSolutions ssssesssesssseeseeeeseeeeee 291 To access Payroll from within ProSolutions eesesseeseeeseseeressrsereeresseserssresse 291 ProSalon for Windows1 15 SOU 0 AE sacs cosccccssucerasdencesecs cotuesvelonseusee decstcecosscsbececesteumesl gt Set Tak YC aie cd verie sera wae EE wes eee d nes be E E AES 291 Define Standard MOUts 62 satk tcsieceychetavanes tea pantnataunbas stab pauntertent ass ceelaee 291 Time Clock Se GUD ccseisicn lesetwtns ohccpust a a EE E EEES 292 To Set up the Time Cl0ek sic sii ccicainunnaudnichansniuacnuan 292 Bay R te Descriptions eeen p e Eas 293 To set your pay rate description sesssessssessesseeesseetssressresseesseeesseeessresseesse 293 Tax AIC Shonta ane ree aae Tre Enie AEE 293 To set up your tax descriptions seeseseeseeseessessesreeseeseererssteseseresresseseeesresee 293 To setup your tax calculations 423 4433 2a ei eG ee 294 Deduction Description ge sse ae aeaeaei iaiia kai 296 To set up your deduction descriptions ssessssesessseesseesseessersseesseeessressesse 296 Expense Reimburse Descriptions sessesssssseessserssesressseresseressssress 296 To set up expense reimbursement descriptions ee eee eeseceseceeeeeeneeeneeeees 296 Check Forma tinaenees u
240. nt to ProSolutions for Windows 7 273 Chapter 7 Reports you for this particular template 3 Select the Report Type 4 Type a Name for the Template 5 Press Save Batch Reports Using Choose the name of the previously made Template Select the Operator or All Operators Choose the date range ho N Press Print 7 274 ProSolutions for Windows Chapter 8 Utilities Chapter amp Utilities About Prosolutions Utilities The Utilities part of ProSolutions is made up of a group of sub programs that provide necessary program maintenance and repair functions You only use utilities if you are experiencing problems or need to change a spe cific parameter within the program You should not use any of the Utility programs without first reading this chapter or contacting ProSolutions Software customer support Definitely do not run any utility function without first doing a complete back up of all of your data files These utility functions are mainly designed to maintain ProSolutions They do have the capability of removing critical data so be careful and always do a backup before running any utility func tion Network Note If you are running ProSolutions on a Network DO NOT run Utilities when other workstations are logged in If you have questions regarding running utility functions under a network environment call Pro Solutions s customer support line To enter the Utiliti
241. ny other programs you may be currently running Jt PROSALON Setup x 2 Welcome to the PROSALON installation program r Setup cannot install system files or update shared files if they are in use Before proceeding we recommend that you close any applications you may be running Exit Setup If you do have other programs running you should exit setup and then close any applications you may have running then install Prosolutions 4 Ifyou do not have any other programs running click OK The next prompt will instruct Prosolutions where to install the program 1 PROSALON Setup s Click here to Install Prosolutions Begin the installation by clicking the button below Click this button to install PROSALON software to the specified destination directory Directory C Program Files PROSALON Change Directory Exit Setup 5 The default pathname is c Program Files ProSalon Unless you plan to install Prosolutions into a different directory simply click the install button It is recommended you use the default directory This makes it easier to install program updates 6 The Groups List window will appear it should look like this 1 38 ProSolutions for Windows Networking ProSolutions ProSolutions Software Inc Choose Program Gr Setup will add items to the group shown in the Program Group box You can enter a new group name or select one from the Existing Groups list Pro
242. o includes a Services Rendered col umn heading The Retail section includes a Product Description column heading Each line of history shows a separate transaction 6 244 ProSolutions for Windows Cash Register Prompt Options Cash Register Prompt Options You can set preferences settings to enable various prompts For example you can select a preference that will remind your receptionist to book a cli ents next appointment Another setting will allow you to tell the computer if a client is a new client repeat client etc The following section describes all the cash register prompt options available in Prosolutions 8 0 Book Next Appointment Reminder When you set the book next appointment setting Prosolutions 8 0 will dis play the following prompt immediately after entering a payment type BOOK NEXT APPOINTMENT Ask Client if they would like to book their next appointment To remove the message from the sales screen click OK To have the Next appointment reminder appear you need to set the preference setting labeled Prompt for Appt Booking located in the Setup Preferences Sales Register part of Prosolutions 8 0 Prompt For Client Type Option When you enable this option you can track an operator s clients by One time New New Request Salon Client or Repeat Request When you set the Prompt For Client Type setting Prosolutions 8 0 will dis play the following prompt immediately after accepting a sale
243. o look up a client 10 Please note that in order to use the Loyalty Rewards Program a mem bership must be included Setting up the Loyalty Rewards Program 1 Goto SETUP gt PREFERENCES gt GENERAL 2 Place a check in the box entitled Enable Points Program 3 The following window will appear POINTS PROGRAM SETUP Each spent earns a points times the earnings ratio default ratio 1 to 1 Accept Every f1 points time the redemption ratio 1 dollar credit default ratio 1 to 1 Cancel Apply the above defaults to any item below NOT checked Delete Ratio and Point Assignements Earnings Class M Show Selected Only New ALL x f 1 Group Load Category Load Product Body Massage a Body amp Bath a Body Skin Cleanser EARNINGS BodyWorks Color Rati Face Conditioner betel Tot Hair Essential Oils 0 z MakeUp v Fragrance Spray Gel Points Service Hair Sprays mE Pilates a Hair Therapies Tone amp Stretch Infusion Yoga Moisturizers Bikini Brazil Packages REDEMPTIONS Bikini Partial Shampoo x Body Polish Skin Therapy Ratio Brow Male Sun Protection 0 Tol Brow New Other 2 Bross Hetouch Gift Certificates Points Cellugone Pack Chin fone o Conditioning Treatr E vV All Services Corrective Colour vV All Retail Crystal Scrub v Referral All All It is important to understand what Earnings Ratios and Redemption Ratios are Earnings Ratio If you say that your Earnings Ratio is
244. o select only clients whose names begin with the same first letter This allows you to limit the number of clients appearing in the client selection window Type in the name or click the letter buttons for the client you want to select The characters you enter appear in the text box You can enter the full name or a partial name For example if you are looking for a client with the last name Smith you can type in just the letter S You will then get a list of all the clients with last names that start with S If you type in SMI then you will only get a list of clients that have SMI as the first three letters of their last names This feature allows you to find clients in smaller groups making it faster and easier to find the client you are looking for NOTE You may also pull up a client by entering their client number To find out a clients number you can either look at their record and see note the number that is located in the upper left hand corner of the client record Press Enter or click the Select button The Client s name you typed now appears in the Client list box If you typed in the complete last name then only clients with that same last name will appear If you type in only a partial Last Name then you will get a list of clients fitting the partial name criteria you entered Next Click the client s name Viewing and Modifying a Client s File That client s information window will appear About the sort sett
245. o the client you are currently 3 114 ProSolutions for Windows Printing A Client TravelCard viewing The following describes what each button does The lt lt Prev button Prev Stands for previous If you click this button you will see the previ ous transaction The Next gt gt button This button brings up the next transaction The Ist Today button This button brings up the first transaction for the current day The Last Transaction button This button brings up the last transaction posted in the system At the bottom of the View Transaction window are the breakdowns for the transaction you have highlighted They include the Service totals the retail totals the professional totals any other charges taxable item totals sales tax totals and the grand total 3 Click Done to return to the Client History window Printing A Client TravelCard To print a client TravelCard 1 From the main menu go to Clients Print Travelcard The Print TravelCard window appears PRINT TRAYELCARD Print All Clients Cancel Print for Date 08722700 m Choose the Date Select Print Choose the Client from the Client Selection box a A OU PY To print all clients that have appointments for a given day check the Print all Clients setting You can print a 40 column version of the TravelCard by setting a prefer ence setting to do so This option allows the TravelCard to format cor rectly for use on a
246. oduct categories they will be moved to the right 4 After you have finished click the Print button to see how the category groups are set up 5 To Print this report go to Reports Sales Retail Sales Product Sales by Department 101 To departmentalize product categories with retail groups 1 From the main menu go to Setup Configuration Inventory Cat agory Retail Groups click 2 The Category Retail Groups window appears 2 78 ProSolutions for Windows Advanced Configuration Settings CATEGORY RETAIL GROUPS Retail Category Group Name Save K Delete Check all Categories that you want in this qroup Show Selected Exit C Brushes C chakra C Conditioner C Fixative C Hair Back Bar C holiday promotions intellect Nutrients C Make up C Miscellaneous C Nails C Nails Back Bar C Shampoo C Singular Notes C Skincare C Styling Agent 3 In this field type the name of the group you wish to create 4 Then place a check mark in the different Inventory categories you wish to add to this group 5 Press Save You may either create another or simply EXIT Setting Block Out Names 1 From the main menu go to Appointments Day View Settings Blockout Names click The Blockout Names window appears BLOCKOUT NAMES Blockout Names E Delete Modify ti Exit 2 To add a name type in a name then click the Add button ProSolutions for Windo
247. oices will begin to load When an acceptable choice has loaded select STOP then highlite the choice 6 You can view the details of the choice by selecting SHOW The Appointment detail window will appear MULTIBOOK DISPLAY Appointment Detail Operator Service Time Duration Jamie Body Sea Salt 9 104 1Hr Jamie Body Self Tan 10 10 amp 1 Hr 20 Mins Mindy Buff amp Polish 11 304 20 Mins Close the detail window Now it is time to choose a client Right Click on the Question Mark for a NEW CLIENT or simply click on it for a current client 9 Once you have picked your client from the list the package will be booked What if it s not a Package To book multiple services individually ProSalon for Windows 5 187 Chapter 5 Appointments 3 In the Package field choose Multi Service The Multi Service window appears Next Page Select the operator and serice for each appointment you want to book for a Client The time duration will be filled in with the time the service was initially set for You can adjust the time duration as needed Once the choices have been made select ACCEPT MULTI SERVICE SETUP Service Selection Operator Service Time Insert before line Package Templates Operator Service Time Slop gt gt Any Operator 7 a x ma gf a5 ZE O ey tO ZS o O es ZE B fea PA _ Ja ma gf eae ZE B DE ZE B ZE O Bo pop
248. ointer File __ By Trans __ Modify Client Series Record Delete a Series ____ Special Sales Remove Client Occupations 1 Client File This will purge all client files that have a number greater than the last valid client number you input 2 Modify Transaction Record This will allow a modification to be made to 8 280 ProSolutions for Windows a valid transaction record 3 Delete Transactions You can delete by the exact transaction number or a group of transactions within a date range 4 Pointer File This Utility is necessary if you notice that any client s are not appearing in the client selection box You should run this utility if you change a Client s first or last name or import a a client file from another program 5 Modify Client Series Record This will allow you to make changes to a series file of a particular client Delete a Series Self Explanatory Special Sales This allows you to make special sales outside of your standard transactions for services and retail For example a booth renter must pay you rent each month for the space they occupy Below is an example of a special sale ia SPECIAL SALES MODIFY of x Save Special Sales Exit RecordNo h ofl Date Register h Operator Chandler f Sale Type Booth Rental gt Description June Rent Amount 300 00 Pay Type Cash iss Credit Card Posted By x Next Pointer fo 06 13 00 01 02 PM Eee esa ea ie 8 Remove Cli
249. or from it s default color to the color of a Standing Appointment The Default Standing color is Pink Mark as Series 1 Right Click on the Appointment in question Left Click on Mark as Series This will change the appointment color from it s default color to the color of a Series The Default Series color is Pine Green Reschedule 1 Right Click on the Appointment in question Left Click on Reschedule The selected Appointment will vanish leaving you with the ability to set the curser at any given time cell even into the future with the calendar fea ture to reschedule Copy Appointment 1 Right Click on the Appointment in question 2 Left Click on Copy Appointment 3 There will be no noticeable change to the appointment chosen however you can now place a duplicate of that appointment anywhere on the appointment book including into the future Unbook 1 Right Click on the Appointment in question ProSalon for Windows 5 197 Chapter 5 Appointments 2 Left Click on Unbook 3 Click on the appointment you wish to unbook The appointment will be unbooked That s all there is to it Unbook All This Day 1 Right Click on the Appointment in question Left Click on Unbook All This Day If the client has more than one appointment set for the day this feature will unbook them all at the same time Appointment Main Menu Options e Calendar Scale Options Setting
250. ou Epes a O Accept _ Trailer Bottom of Receipt Have a brilliant week 10 off next purchase 3 000 Receipt Width in Inches 0 Start number of lines from top Print TravelCard No on Receipt I Print Spa Client Address on Receipt Print blank lines after Customer Info I Print blank lines at end of receipt I Print Paid On Account as Balance Due on receipt Add Authorization line on receipt on Gift redemption I Auto Print Duplicate Receipt Print receipt on voided transaction Print Signature Line on receipt if Hotel Charge Print Duplicate Receipt if Hotel Charge Depending on your printer and the type of receipts you ll be printing enter in the receipt width Most receipt printer widths are 3 000 Type in any Salutations and or Trailer messages you would like to appear on the receipt Place a check mark in the applicable preferences at the bottom of the window and be sure to check Print Blank Lines at End of Receipt This will advance your paper to be ready for the next receipt Click the Accept button to save your entries Next go to Setup Preferences Printer Cash Drawers and place a check in the box that says Use Receipt Width as Max Width 7 Click the Save button Note It may be necessary to set particular preference setting to get the for mat correct for an individual printer Entering Credit Card Types This section describes how to enter the credit cards that are accepted
251. own as Not Current once your data BE SURE YOU DO A BACKUP PRIOR TO DELETING AN OPERATOR Also if you backup to a separate media that you will not copy over you can use this backup as an archive if you ever need it 2 50 ProSolutions for Windows Adding Your Salon s or Spa s Services Adding Your Salon s or Spa s Services This section describes how to set up your salon amp spa services prices and times Overview Create a Group s Add Services to Groups Add Prices amp Times to Services To add a Group 1 SERVICES Group Name 2 Face Choose Salon amp Spa Services from the Setup menu The Services window now appears adamo Nama Fcollagen Group Color Service Name Spa Price am 16 Fcollagen I Usesa Fomula Do not discount Fmicroderm Esthetician Price Modify Service Name Service Color The top text field is for entering a new group or modifying a group As you add groups they appear in the list box Type in a Group Name and press the Enter key The curser then moves to the Service Name window To delete or modify a Group Note If you are deleting a group be sure to first delete all the services for that group Click the Modify Group Name checkbox Click to select the Group you wish to modify or delete The Modify Group Name window appears Type in the modification in the text field If you are deleting the group name leave the text box blank ProSol
252. ows 2 49 Chapter Setup ule 2 Blockouts 3 Alternate 1 4 Alternate 2 1 Select Alternate 1 2 Make scheduling changes the same way you did to set the original sched ule in the 7 days of the week across the top 3 You can then apply these changes at any time simply by selecting the alternate of your choice 1 or 2 and applying it to days weeks or months The same way you did on the previous page 4 You must now select how this alternate schedule will apply itself and for how long i e every other week and till 01 01 2015 Then select Exit You can then save the changes made to this schedule Modifying an Operators ID This section describes how to modify or replace an operator s ID To modify or replace an operator s ID 1 While in the Operator ID window click the Modify Op Name setting 2 Click to highlight the Operator ID you want to change The cursor moves to the text box Type in the New Operator ID Press Enter The new ID now replaces the old ID Deleting an Operator To delete an operator 1 While in the Operator ID window click the Delete Operator setting The Delete Operator setting turns red 2 Click an Operator s Name A warning message window appears ARE YOU SURE 2 Your are about to delete Operator Rachel Do you want to continue DO NOT click Yes unless you are sure that you want to delete this Opera tor All data associated with this Operator will be sh
253. p message for a client os csinc calectslenatatonaatensyasnuadeas odeanavereeatterseiae 227 Reversing Ay Service Sale crino an nenn te e a a gece 227 TOPEVEISE a s rvic salei nosisinanennri a A Ea S 227 Updating a Client s Service Formula History sseeseeseeeessereeseeeess 227 To update a client s Service Formula history filet eee eeeeeeeeeeeseeeneeeees 228 PS CCOMLIIND a SANS ns nes sashes aciva cuiset a E Ga 228 An overview of processing and accepting a sale eeeeeeseeeceseeeeeteeeeneeees 229 To receive and select a payment type 0 cc eeeeesseceeseceeneeceeeeceeaeeceeeeeeeaeeees 229 Cash Ne aiassis vacances r a int om anew meee Nees ames 229 Check Ty es dni ears sccesean eens E E seminar toes 230 TOTECEIVE CHECKS Scssive ee cesearaceitasnces sea r a AR E NRE 230 Credit Card Types recs a aun aloe ates E E ae aaa E 230 FToTrecewecredibeatdsim niani RE A A Gia ee Ge 8 230 E T T E A A A T 230 Gift Certificate S a este cece aar a apa ae ae aaa aAa ca aaea AN oae a Aaa aaa aaa a aaa 230 The O cA CCOUNL type eniosiiniei i n e E E 230 Mhe Hoteleharse esen eneen e a concen E E EEE A 230 ProSalon for Windows1 11 OI PEE eR ne Yer Os a Deere TP oo OP 231 ES GE eara sence attain a E EE a doe dations 231 ROFCMAN GEAR AV CC xcs eG cape cis R sas sna E O A 231 Printing Sales Receipts h eare ae a deh oat vetlel aise 232 To pint a sal es receipt v5 03 sexu cuaseteyaghcssin igien a e a a t 232 Register OptionS
254. p normally Selecting Tracking Items This section covers the client tracking feature To use the Client Tracking window 1 From the Client Information window click the Tracking button The Client Tracking window appears CLIENT TRACKING Manual Salon Skin Normal T Hair Color Memberships z Only Tracking fields you established earlier in Setup Configuration Add Tracking Names will appear If you want to use this feature you need to add tracking names See Client Tracking Names and Items in Chapter 2 Setup Any tracking names entered previously will appear in the order they were entered 2 Click the Arrow button next to the tracking name for the list of tracking items you want to view 3 Choose a tracking item ProSolutions for Windows 3 103 Chapter Clients The list box will collapse and the setting you selected will appear 4 Repeat this process selecting tracking items for the categories that apply to the client 5 To save click Accept To learn how to create lists based on the tracking feature See Market ing later in this chapter Client History You can view a client s service and retail history by clicking on the History button Except for adding individual service notes the History button is a view only window To Add amp Modify Client Service Formulas Formula information can be added directly within the client s file or at the sales sc
255. ppear within the selected group will appear if only 4 are within this group then those four will occupy the entire appoint ment book until you choose a new group Show Only Those Working if this is checked only the operators and or rooms that are scheduled to work will appear on the appointment book for that day Any unscheduled Operators will disappear from the book even if they perform the particular service selected Look up Client by First Name if this is checked the Client button for ProSalon for Windows 5 199 Chapter 5 Appointments lookup will default to the first name rather than the last Be sure that if this is checked that you enter the letters of the first name when attempting to locate a client Settings 1 Left Click on Settings and the following options will appear Screen Colors The color settings window will appear and show you the legend of what all the colors used in the appointment book mean It will also permit you to customize the colors if you do not like the default col ors Set Operator Display Order the Set Operator Display Order window will appear OPERATOR APPT DISPLAY ORDER 5 200 ProSalon for Windows An Groups Z Group Save il Cancel Click here in the order you Click here to remove an want the Operators to Operator if you have appear made a mistake Michelle gt Load All Ops Next you simply click on the name of the operators in the o
256. ppears ENTORY SKU lt Jeo gt Net Aveda 500ml Clove Look Up Cancel Save Product Information Vendor Information Promotions Kits Retail C Professional C Kit C Bulk UPC Code Product Description Parts Unit of Meas Last Ordered List Price Sell Price Wwhls Price 500m Clove fi jo 73072001 11 50 11 50 0 00 Code Manufacturer Not Received Min Max Ave Cost jav Aveda M Charge Sales Tax O E j2 5 00 Code Category Beginning Inventory dated 08 16 2001 SH Shampoo Begin Oty Received Sold Retumed Adjusted Ending QOH ce e o foo foo foo foo feo a Markup 130 0 Margin 56 5 Value 30 00 frou may make changes to this products description This box allows you to view individual products and make changes All the information about an inventory part can be modified from this screen except the Vendor information You can Enter a part number directly into the Number field or use the Search Button to bring up a list of products fit ting the given search string By clicking the arrow next to the Product Description field you can view other products that have the same indexes For example if you look up a product that is from Vendor A and Manufac turer B and Category C all products that have those same indexes will be in the Product Description list box You can also view other categories from the same vendor and manufacturer when you select another cate gory from the list box At the botto
257. ppointments Inquiry 276 Appointments Waiting List 272 Area Code 69 ASCII 282 Assigning Operators 57 Assigning Rooms 183 Attribute Deletions 98 Attribute Present at POS 216 Attributes 97 Auto Order 169 AutoDial 102 Average Ticket 258 B Back Bar Charges 307 ProSalon for Windows 1 329 Back Orders 170 Back up 288 Backup Why it s important 94 Bank Deposits 232 241 Barcode Labels 176 barcode scanner xxi Batch File 162 Begin xix Begin Register 240 Biometric Fingerprint Scanning 327 Birthday 122 Birthday cards 129 Block Out 79 Blockout Summary 258 Book Next Appointment 245 BookAppts from the Sales Window 246 Booking 179 Booking Comparison 272 Booking Types 55 Business Cards 272 By Client 261 By Operator 262 By Register amp Drawer 261 By Transaction Range 260 C Cash Receipts 240 Cash Register 210 Cash Register Audit by Cashier 261 Cash Register Float 241 Cash Register Prompt Options 245 Cash Register Settings 82 Cash Transactions 261 Cash Type 229 cashier commissions 307 Categories Listing 264 Category Groups 77 Change Due 246 Chapter 5 Appointments 317 Check Format 297 Check Layout 297 Check Type 230 Checking In 185 Clear File Busy 239 Clear Operator XRefs 302 Clicking xxi ProSalon for Windows 1 330 Client 255 Client Count 132 Client count 120 Client File 280 Client History 104 244 267 Client Lists 120 265 Client on Hold 214 Client Ranking 120 132 Client Referral 133 Clien
258. r z z Last Visit From To Month ar r First Visit From To Month Ss ae Bae Not In Since Date of Days ces et ef a Template g Save V Show Qualified V Show Ignored Save to File LISTFILE CREATE LIST Cancel m oo Creation Criteria e Selections these are tracking devices that can be removed or added to to customize your tracking If the default Selections do not suit your needs you can make tracking items be whatever you want them to be See Clients Customized Tracking later in this Chapter e Status Active Inactive lf you have checked a client as inactive in their client information screen they will not be placed on your marketing lists unless you check inactive here All other clients are automaticall ProSolutions for Windows 3 121 Chapter 3 Clients Active and will be listed unless you uncheck Active here Birthday When putting in your client information one of the selections is Birthday you can put in a date range here to get all clients with birth days within that range Anniversary When putting in your client information one of the selec tions is Anniversary you can put in a date range here to get all clients with anniversaries within that range Last Visit This information comes from the Point of Sale screen This option allows you to pull all clients who s last visit falls withi
259. r 2 Setup You will see four tabs Prices Times Rooms and Equipment SERVICES Group Name i i Cancel 2 Face Std Formulas ioa Goun Nane Fcollagen Grou Cak El Spa Price Price List Service Name 20 00 KIHI gt Group Mem 16 Fcollagen I Usesa Formula Do not discount Esthetician Price Fmenpowerface Fmicroderm I Modify Service Name Service Color a At the top is the Group heading below is the service you selected The Price tab should be selected and the name of the service you have hi lited will be in blue letters above the Salon Spa Price You should then type in the exact cost of the service including decimal point How ever if you wish you can use the scroll bar to set the price as well Then you can select the Time tab To change prices with the scroll bar 1 Clicking either of the scroll arrows will add to or subtract from the price in dollar increments Clicking inside of the scroll bar on either side of the scroll button adds or subtracts in ten dollar increments See illustration Scroll Button Scroll Bar Right g Left Scroll Scroll Arrow 4 gt Arrow Experiment now with the scroll bar to get a feel for it Value Added Tax for Services VAT The Value Added Tax for Nations that require it must be enabled in order to set the VAT for individual services To enable go to Setup Preferences General and place a check in the box next to Enable V
260. r 9 Payroll CASHIER COMMISSIONS Employee Name Rate ae O Exit 3 Select an Operator from the Operator list box 4 Enter the Rate of Commission in the Rate field 5 Click Accept Time Clock This section describes how to clock in and clock out using the Time Clock feature Important The Clock In and Clock Out features of the Time Clock are only accessible through the MAIN MENU of ProSolutions not the Payroll Menu To Clock In 1 Choose Time Clock from the MAIN MENU of ProSolutions Not in Pay roll The Clock In window appears The current date and time is displayed at the top TIME CLOCK RACHEL GREENE Print ticket Enter Employee No p Cancel 10 42 AM Clock In Select the Employee Number of the person clocking in Click the Clock button The selected employee will be clocked in at the time displayed at the top 9 308 ProSolutions for Windows Time Clock of the window rounded or not rounded based on the setting made when setting up the time clock Setting up the Time Clock is described earlier in this chapter To Clock Out 1 Choose Time Clock from the main menu If you have already clocked in then it will automatically default to Clock Out TIME CLOCK RACHEL GREENE I Print ticket Enter Employee No 10 44 AM to 10 45 AM Clock Out Select the Employee Number of the person clocking out Click the Clock button The selected operator will be clocked o
261. r each manufac turer the report lists product categories in alphabetical order The head ings include Product Number Vendor Number Product Description Unit of Measure Tax code Quantity on Hand Price and Total Value 5 Retail By Vendor This report lists retail products by Vendor Under each Vendor the report separates product categories in alphabetical order The headings include ProSolutions for Windows 7 263 Chapter 7 Reports 10 11 12 13 14 15 16 17 7 264 ProSolutions for Windows a Product number Vendor Number Product Description Unit of Measure Tax code Quantity on Hand Price and Total Value Retail By Category This report lists retail products by Category Under each Category the report lists products in alphabetical order by Manufacturer The headings include Product number Vendor Number Manufacturer Product Descrip tion Unit of Measure Tax code Quantity on Hand Price and total value Professional By Product Number This report lists all Professional products Refer to All Products Retail for heading descriptions Professional By Manufacturer This report lists Professional products by manufacturer Under each man ufacturer the report lists product categories in alphabetical order The headings include Product number Vendor Number Product Description Unit of Measure Tax code Quantity on Hand Price and Total Value Professional By Vendor This
262. rder you want them to appear on your appointment book NOTE This is a temporary change If you leave appointments and return the Operator screen will revert to the order of original placement Expanded Service Descriptions Left Click on Expanded Service Descriptions The Expanded Service Description window appears Appointment Main Menu Options EXPANDED SERVICE DESCRIPTIONS For Service Exit Description Save A relaxing and professional manicure that comes with a deep oil hand massage Aprox time 35 minutes Oper referred to as Special Note Select the service and put in as much information as you wish as an easy reference to describe services to clients e Upsell Recomendations Group Service Left Click on Upsell Recomendations and the options Group and Service will appear If you select Group the following window will appear SERVICE RECOMMENDATIONS Accept For Groups Facials Cancel Select services from the list below Click Before or After to indicate whether service is to be before or after the service in the For Groups Before After Recommended Service ow Full Body x o s Head Neck Shoulde O lip G female haircut z Cc O Mini M ake up Select the Group for the appointment then select the services for before and after upselling If you choose the Services tab the following win dow will appear ProSalon for Windows 5 201
263. receipt printers For information on setting preference settings See To Access the Advanced Settings Preferences in Chapter ProSolutions for Windows 3 115 Chapter 3 Clients 2 Setup Printing Client Formulas To print a client s formula 1 From the main menu go to Reports Clients Client Formulas 2 Select the client you want to print formulas for from the Client Selection box Setting Client Pop up Messages You can set Popup notes that will display a message screen with the note whenever the client is selected from anywhere Prosolutions 8 0 looks up a client such as the appointment book sales screen etc This message will continue to appear until you clear it To set and clear a Popup message 1 From the main menu go to Clients Set PopUps The Client Selection window will appear 2 Choose the Client you wish to set a Popup message for The Popup Notes window appears POP UP NOTES Msg recorded by For Aninon Jennifer Joey 7 Exit du Miss Aninon is allergic to bleach Clear Set m Select the Operator name that is recording the note Type the popup note in the text box for the selected client Click Set The next time you select this client the message will appear see the fol lowing example 3 116 ProSolutions for Windows Setting Client Pop up Messages POP UP MESSAGE Jennifer Aninon 08 22 00 02 25 PM Joey Miss Aninon is allergic
264. rect company for a free catalog call 1 800 A PAPERS To create and print out business cards 1 7 272 ProSolutions for Windows Choose Business Cards from the Miscellaneous menu The Business Card window appears Batch Reports BUSINESS CARD INFORMATION Name e Title M Salon Name and Address Manual Salon BUSINESS CARDS Cancel OPERATOR SELECTION Update Info FONT SELECTION Print Salon Name Font ce Times Phone oOo N DOO A m m Other Text Sheets cG Times 1 bd i Choose an operator Fill in the Address and Phone Number After you enter the address and phone number it will be saved so that you do not have to type it in again Choose a font for the Salon Name Choose a font for the Other Text Choose the of Sheets to print Click the Update Info button to save When ready click Print Create The Club files 1 Batch Reports Marketing Misc Select the date range Accept this will create the files for your Club Group 3 Marketing fea ture Batch Reports will allow you to create a template of the reports that are important to you so you don t have to run them over and over again indi vidually Rather with the simple selection of the template name you can run all of your most commonly used reports Batch Reports Making 1 2 Left Click on Batch Reports Put a check mark in the box to the left of each report that is importa
265. reen To add client service Formulas 1 From the Client Information Window click the Formula button The Client Formula Window appears CLIENT FORMULAS Service Formula Name o gt _Chear Instructions Description ETHIE TTT Update Delete Search 2 Select the service from the service list box 3 104 ProSolutions for Windows Adding A New Client Type the formula name in the Formula Name box and press Enter Enter in detailed instructions for this formula then press Enter Enter the product number s Enter the quantity Enter the unit of measure If this is a new formula click the Add New button Oo ON DODO FR W If you are modifying a formula click the Update button 10 Finally click the Exit button to leave this window To delete a formula 1 Display the formula that you want to delete 2 Click the Delete button 3 After a few moments the formula will be deleted Adding Notes for a Client This section covers how to add notes to a client s file To add both general notes or individual operator notes e Click the Notes button The Notes window appears w CLIENT NOTES x Jennifer ninon General Notes Clear Save l 08 22 00 10 44 4M x Cancel The top list box is for General Notes To add general notes 1 Type in any notes you like As you type characters the words automatically wrap to the next line You ProSolutions for Windows 3 105 Chapter 3 Clients
266. reflected in the register as money in Click Accept Complete the sale Gift Certificates This section describes the Gift Certificate features About Gift Certificates A gift certificate is similar to a Series They are both sold as items can be referenced and appear as payment types The key difference is that a gift certificate is a dollar for dollar exchange and the purchaser is usually not the person who redeems the certificate If you already have outstanding gift certificates in other words certificates that have been sold prior to installing Prosolutions 8 0 you should See Redeeming a gift certificate later in this Chapter ProSolutions for Windows 6 221 Chapter 6 Sales To sell a gift certificate 1 Click the Gift Certificate button The Gift Certificate Purchase window appears GIFT CERTIFICATE PURCHASE PURCHASED FOR First Name C Male Female PURCHASED BY Last Name First Name Last Name D E Street Address Street Address Cs lt Same ic o SS y o Po City St City St E Zip Phone Zip Phone el EE o Gift Package Sales Source FC a Cert mount Expires SE Message a A PRINT OFF Mail To Do not mail Special Handling Cancel C OverNite C Pickup C Recipient C Purchaser C Blank Envelope None Accept oa A OQ 6 222 ProSolutions for Windows Enter the name of the person the gift certificate is being purc
267. report lists retail products by Vendor Under each Vendor the report separates product categories in alphabetical order The headings include Product number Vendor Number Product Description Unit of Measure Tax code Quantity on Hand Price and total value Professional by Category This report lists retail products by Category Under each Category the report lists products in alphabetical order by Manufacturer The headings include Product number Vendor Number Manufacturer Product Descrip tion Unit of Measure Tax code Quantity on Hand Price and total value Pricing By Manufacturer This report breaks down the quantities and pricing for each product by manufacturer Manufacturers Listing This report lists manufacturers in alphabetical order Vendors Index Listing This report lists vendors in alphabetical order Vendors Name and Address This report lists each vendor s name and address in alphabetical order Only vendors that have had addresses entered into Prosolutions appear on this report Categories Listing This report lists product categories in alphabetical order In Salon Use amp Expense The In Salon Use report lists an operator s In Salon product use exclud ing formulas The In Salon Expense report lists by category each In Salon Use product Price List Reports There are two price list reports One by manufacturer the other by Printing Client Lists 18 19 20 description both in alphabeti
268. required updating 1 34 ProSolutions for Windows Starting Prosolutions CONVERSION REQUIRED py 497 x7 ProSalon is implementing a new format for Client History This requires creation of some new files If you are on a network make sure no other computers are running ProSalon Do you want to create these files now Yes No 23 Click Yes and the conversions will be done automatically 24 This completes the initialization process You will not have to reinitialize unless you reinstall Prosolutions 25 You will now be automatically taken to the main menu screen Caption Bar Main Menu Banner The Waters 15 14664 Version 8 10H Monday 01 21 2008 07 25AM Sales Appointments Clients Inventory Reports Other Utilities Set up Info Exit There are ten selections available in the menu bar They are Sales Appointments Clients Inventory Reports Other Utilities Setup Info and Exit Each section is explained in this User s Manual Sample Data Included with ProSolutions is preloaded sample data that you can switch back and forth to for training or evaluation purposes To switch to sample data From the Main menu select Info Click Set for Sample Data Exit ProSolutions ROM Restart ProSolutions and you will then have the sample data loaded To go back to your salon data 1 From the Main menu select Info 2 Click Set for Salon Data and then exit the program 3 Restart ProSolut
269. roSolutions for Windows Using the Skin Care In Take Options To add an annotation 1 Point to the area that you want the annotation to refer to 2 Click and release the mouse button 3 Now point to the area you want the annotation to be placed Remove Item 4 Again click and release the mouse button A line appears from the view to where you just clicked A new text box appears above the annotation window Mole Type in the annotation you want to appear For example Mole Press the Enter key to accept the annotation ProSolutions for Windows 3 145 Chapter 3 Clients You can add as many annotations as you want for a particular view To view modify Recommendations 1 Click the Recommend button The Recommend window appears ia SKIN CARE RECOMMENDATIONS Facial Cleanser i f Body Cleanser _i sOSOSCS C C lotion 7 sOOOSS C iC Freshener Astringent FY Facial Moisturizer Hand Body Moisturizer PT Eye Area Moisturizer PT Night Creme i OsSOSOSOSOCOOO lt lt C C SS Facial Masque DO Body Masque CT Skin Peel Fe Home Care BO This window documents the various type of skin care products you have recommended a client use Next to each product type in the brand name Click the Done button to save and return to the main Skin Care In Take 3 146 P
270. roSolutions for Windows Using the Skin Care In Take Options window To view modify Miscellaneous skin care information 1 Click the Miscellaneous button The Miscellaneous window appears MISCELLANEOUS L Ever had skin treatment before By whom When Where treated How did you hear of us Newspaper Article x Do you or your friends have treatments with us Yes V No Names What do you expect from your visit Do you use makeup Yes No Apply with Fingers x This window stores additional informational about a client s history expectations and make up procedures Fill in the necessary information pertaining to this client Click the Done button to save and return to the main Skin Care In Take window To print a report of the Skin Care In Take information e Click the Print File button from the Main Skin Care In Take window ProSolutions for Windows 3 147 Chapter 3 Clients 3 148 ProSolutions for Windows Chapter 4 Inventory Chapter 4 Inventory What you ll do in this chapter e Setting up inventory indexes e Adding inventory e Value Added Tax VAT e Making Kits e Deleting inventory e Update Physical Inventory Count Print Shrinkage Report e Inventory inquiries Viewing Inventory e Viewing Inventory Activity e Generating purchase and receiving orders e Generating and printing Standard Inventory Labels and Bar code Lab
271. roSolutions on request Because many clients choose to do payroll using other means the disk is only given to those who request it Future disks for each new tax year can be purchased from ProSolutions Federal amp State taxes can be set up later within each employees tax calculations option To set up your tax descriptions 1 Choose Tax Tables from the Setup menu ProSolutions for Windows 9 293 Chapter 9 Payroll 2 Choose Tax Descriptions The Tax Descriptions window will appear TAX DESCRIPTIONS Enter Tax Descriptions in the appropriate boxes Tax 1 REMTE Tx2 Tx3 SS Tx4f Tax 6 Tax 7 a Cancel TaxSf i TaxtOf Accept 3 Enter up to ten tax descriptions in the text boxes provided 4 Click Accept To setup your tax calculations 1 Choose Tax Tables from the Setup menu Be sure you have added your tax descriptions before attempting to set up tax calculations 2 Choose Tax Calculations The Tax Calculations window appears TAX CALCULATIONS Tax Descriptions E 3 Select the Tax from the Tax Description list box 4 Choose a Tax Type A new field will appear for the percent or amount to be entered 9 294 ProSolutions for Windows Setup 5 Choose Percent of Earning from the Tax Type list box e Enter percent to be applied against earning to compute tax as a decimal number i e 05 for 5 e Select earning type i e salary commissions etc
272. roduct can have an individual or a Global VAT assigned to it Go to Inventory Products Add Modify Select the Product you wish to set an individual VAT for Select the Other Tab once that product is in view and the following Win dow will appear see below ProSolutions for Windows 4 157 Chapter 4 Inventory INVENTORY SKU lt gt Next Look Up Product Information Vendor Information i i VAT Rate 4 Enter the VAT Rate for this individual product as a full percentage i e if the rate is 17 5 simply enter 17 5 the format is in percentage already 5 Press SAVE Setting a Global VAT Rate for Inventory 1 Go to Inventory Products Set VAT Rates 2 The following window will appear SET YAT RATES For SKU Set Rates f n Skus x for Global VAT For Yendors or you can use the All Vendors v ka scroll arrows to choose individual You can choose All Everything Cancel ii For Manufacturers Vendors All Manufacturers z q Manufacturers Categories For Categories or Groups An Categories x q4 For Groups Then a the Global AN Groups H Rate an press All G x 4 aon SET RATES Rate 17 5 il 4 158 ProSolutions for Windows Modifying Your Products Modifying Your Products This section describes how to look up an individual item To view a product 1 From the main menu go to Inventory Products Add Modify The Add Modify box a
273. ronment this time may be used for client prep The third is the Open Time this is the amount of time that the client is processing the chemical hair drier time etc This time is available for the Operator to see another client and perform another service Or per form another service on the same client for example a manicure Finally there is a bar to the left of the three scroll bars that shows the booked time in blue for the chemical and finishing time and the open time in yellow where another service can be booked This is how it will appear on the appointment book When set properly the appointment on the appointment book will look something like this Assigning Operators to Groups Brook Susan Corrective Colour Prosolutions has many powerful features and allows flexibility for fine tuning the system We suggest you go through the Appointments Chapter to get a thorough understanding of the appointment features before invest ing anymore time setting up service times and booking types Experiment to find what works best for your salon or spa All the settings made during this section can be easily modified by following the steps outlined To learn more about the appointment features see Chapter 5 Appointments Assigning Operators to Groups This section covers how to assign your operators to service groups All operators who provide services i e not receptionists must be assigned to at least one group
274. rosolutions 7 If you are installing Prosolutions for the first time and do not have any existing data click the option Initialize Click the Start button to proceed with initialization Prosolutions will now ask if you wish to install the Sample Data INITIALIZATION Sample Data Sample Data Part of the initialization process includes installing Sample Data This data is preconfigured and will allow you to test any aspect of the program and experiment Cancel without effecting your actual salon data Do you want Sample Data Yes Install Sample Data C No do not install Sample Data You should install the sample data If you do not install sample data now you can copy it over later Click Next 10 Prosolutions will ask for your company name and address INITIALIZATION Step 1 phone number s area code Cancel Name and Address Next Please enter your Salon s name address and Back phone number Be sure to include your Salon or Spa Name ABC Salon and Spd Street Address ee o ooo o m City State Zipcode Phone Number B Do not format phone number 11 Enter the information then click Next ProSolutions for Windows1 31 Chapter 1 Getting Started INITIALIZATION Step 2 Days and Times Open Check those days that the business is open and set the Back time of the first appointment and the time at which the last appointment will end for each day Can
275. rp een eates 306 To set service COMMISSION rates siaciiendesesnticitennei nnn iene 306 To set retail commission rates en tes oes yetes seed doe as Clos meccaee A candace uaees 307 Fo Set Cashier COMIMUSSIONS 34 252 sei bie Men ARG Ree 307 Sedge Le ia Dae E Ese i le SB ae aS eRe a 308 Time COCK iss esd avetsscassactatnessts ceadiavlataisessetieisstaasacnetsiaes 00 WO ClOCK nts 756 Se BLS I E T 308 ProSalon for Windows 1 16 TO COCK O i esi Bi esti eis ches hehe He teresa antelet peo aN ee 309 Adjust EMployee io cus 202 cp wc tend piagnou e a ad neu a E 309 To adjust or void an employee s hours for a day e ce eeeeeseeeseceeeeeereeenseeees 309 To print the Time Clock report ccesrco silicate eecta iaeeed Deanne creak 310 Pay FOUN isase eee OL WARK CP ay 000 Mss son scar coscpbedse rt etna athe teteetuap hited crate a 310 To makea payroll cose ste cool n Poaceae alta armas tins ate ooealg sd aca het 310 PROCESS Payrol srin irateevtewessSecaadssceceanaanvateswseverea vented iveeaeedeceteaetaueles 312 Align Checks iena tte cae cce tt thiol cine ths E Aa nea acne en acetate thee ial 313 Federal Tax Deposits snaaien vente cesta ees E 313 To P st Federal Tax Deposits itin Oh ea Ate Ga eens 313 IRODOEUS ssccsscncsssesccassavessccacdenceincdespaesusonadeesossncsbecseabanetacseesso LG Payroll Register fe pore 1 ii2tactaaracdssisecateaceemsaneaaciaeeneee 314 Employed TiS tsa cn Acetic iit a EE E lena 314 Employee Name and Addre
276. rs 2 Click the Printer Fonts list box to select another font Do the same to select a font size Click the Save button To setup and print labels 1 Choose Std Labels from the Labels menu The Print Standard Labels box appears PRINT STANDARD LABELS Font Setting Arial 8 0 PRINT Start Print Row 1 Y Si etup Col x l Cancel Add Sku Description Price Print Qty eee V Print Salon Name on Labels Print Yendor Part s Print List Price too m 2 Enter the Part Number that the product labels will be printed for The product appears in the Description field A label appears in the top display box along with the description price and part number 3 Enter in the Number of labels you want to print in the Print Quantity field 4 Check the quantity and click Print when ready Setting Up and Printing Barcode Labels This section describes how to setup and print barcodes To setup and print barcodes 1 From the main menu go to Inventory Labels User Defined Counts 4 176 ProSolutions for Windows Setting Up and Printing Barcode Labels Barcodes Click The Print Bar Codes window appears PRINT BAR CODES Font Setting Arial 8 0 Start Print Gentle Sooth Booster 10z mr Powa d NNN IN INNIN Setup co ft z af 00001 41 00 Cancel Add Description Price Print Qty Sku 00001 Gentle Sooth Booster 10z 41 00 V Print Salon Name on Labels Print Yendor Part H s
277. ry 264 Professional By Manufacturer 264 Professional By Product Number 264 Professional By Vendor 264 Professional Products 217 Program Registration 36 Purchase Order Report 265 ProSalon for Windows 1 336 Purchase Orders 167 170 Purchases Greater Than 122 Q Quantity of Services 257 Quantity On Hand 164 Quarterly Reports 315 Quick Back up 288 Quick Look Up 106 R Recap 262 Receipt Layout 70 Receipts 232 Receiving Order Transaction Reports 265 Receiving Orders 172 Recommendations 146 Redeeming a gift certificate 224 Referral Type 94 Referred By 93 100 117 Register 36 Register Options 232 Reimburse Descriptions 296 Rendered Services By 122 Reports 249 314 Reschedule 197 Restoring 289 Retail By Category 264 Retail By Manufacturer 263 Retail By Product Number 263 Retail By Vendor 263 Retail Gross Margins 257 Retail Sales 232 Retrieve Messages xxiii Return mailing labels 128 Reversing 227 Rewards 135 Right Clicking xxi Roll Back 232 Rooms 59 S Salary Amount 299 Sales breakdown for All Groups 256 Sales breakdown for All Services 256 Sales Breakdown for Selected Operators 256 Sales by Marketing Group 262 Sales Detail w Client Names 258 ProSalon for Windows1 337 Sales Discount Report 258 Sales Items 225 Sales Register Preferences 87 Sales Reports 249 256 Sales Tax Flag 286 Sales Tax Rates 72 Sales Tax Report 262 Sales Window 209 Salon Sales 257 Salon s or Spa s 51 Sample Da
278. s Setup The Gift Certificate Setup window appears as follows 2 62 ProSolutions for Windows Operator Service Prices and Times GIFT CERTIFICATE SETUP Code Branch Name I Rachel amp Co Next Cert Starting Number 0001 36 000001 Expire Months fiz Return Envelope Position Cancel x Y 1 50 6 00 ACCEPT The Code field refers to the location This is only significant if you have more than one location Main location appears as the default If you have other locations enter the appropriate name The Next Certificate field refers to the next certificate to be sold The Starting Number refers to the first certificate sold You can update to a new starting number Important Note The Next Certificate number and the Starting Certificate number must be the same the first time you save the Gift Certificate file The expire Months field can be set to expire based on the number of months you enter 12 months is the default The return Envelope Position field gives the X Y position that either the purchaser or recipients address will print to accommodate your type of envelopes To Customize Gift Certificate Packages 1 From the main menu go to Setup Configuration Gift Certificates Packages The Gift Certificates Package window appears ProSolutions for Windows 2 63 Chapter 2 Setup GIFT CERTIFICATE PACKAGES Package Name Code Day of Beauty 7 JD Package
279. s e Wait List e Forward e Month View e Week View e Multi Book e Standing Appointments e Package Manager e Clients Calendar 1 Left Click on the Calendar button in the upper left hand corner of the Appointment menu The Calendar window will appear 5 198 ProSalon for Windows Appointment Main Menu Options Tuesday Jan 23 2001 lt lt 2001 gt gt Accept Today Cancel Today s Date 01 23 2001 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Scale Click on the day of the current month or click on a different month alto gether and press the Accept Button This will take you to that date in the appointment book Once you have finished with the future or past date click on Calendar again and simply press the Today button and you will be taken back to the current date Left click on the Scale button and a list of minute interval options will appear 5 10 15 20 30 60 This is the number of minutes that each time cell will occupy on the appointment book By simply left clicking on any of these options the appointment book will be instantly adjusted tem porarily to these new intervals Options 1 Left Click on the Options button and the following three appointment book options will appear Show All Columns in a Group Show Only Those Working Look Up Client by First Name Show All Columns in a Group if this is checked only those columns of operators and rooms that a
280. s Knowing where 10 been 22 soit Bl ee Chapter 2 Setup T What you ll do in this chapter ssseeeesseesssessesssseessrerssereessserssseeressseee 45 Operator FIlES sessssecssctescccioaseossis dacsseascstasostceoseaceceassacsennsse o To add an Operator Room Equipment sssssseeseeeessesseessessseessseesseesseesseessees 45 About Adding Operators eeesssessssesessseeessrerssereesssreessereesssressseeessseee 46 Setting an Operators Daily Schedule sseeseeseesseessseseessreesserresereesse 48 Setting an operators hourly work schedule eeeeceeeeeceseseceeseeeeenteeeenseeeenes 48 To set an operator s daily HOUPS 20 42 2942 24 nua een eae 49 To set an Alternate Schedule sinus octaves otnnst ackdanenttertarceneleiehaniertecs 49 Modifying an Operators ID ssseseseeesseessseeesssseesssessssresssrresseressrersseeees 50 To modify or replace an operator s ID seessessessesessresresressereresressersesrensesresse 50 Deleting an OperarOl isyess nenn pa a a a 50 To delete ath Operatone isni a n E R A AT 50 Adding Your Salon s or Spa s Services cceeeeed I OA aA GANA O EE E tect eta EEE ssnata te cole a by clachan elie Cone ETE 51 To adda Group indian iii een A 51 To delete or modify a Group oa0 ae anuegiiinies Mok aie eae ola AS 51 Adding Services to Groups sssspsncenosesodsnaheb ccmessipnlentsnap ante eae eesenaess 52 To add a service to a group ssssssssssssessesssesssssessrtssersseees
281. s Waiting List 01 05 01 02 07 01 Haircut Finish Pauline Lisa Meyers 01 05 01 02 06 01 Haircut Finish Pauline Susan Davis 01 18 01 02 02 01 Haircut Finish Stacy H Deanna Pratt 01 23 01 02 02 01 Shampoo Set Pauline Grace Langenberg 01 23 01 02 04 01 Foil Full Dean Ann Stade 01 24 01 02 16 01 Haircut Finish Steve Lisa Mackenzie 01 24 01 02 06 01 Haircut Finish Steve Debbie Mueller 01 25 01 02 16 01 Foil Full Wendy Maurine Taylor Phone SHT WTFS From Date To Date Start Time End Time Status BEEBEBEES ri Note Viewing and Modifying a Client s File This section covers how to select an existing client from the Client Selec tion window If you haven t added any clients yet do that now Adding a client is covered earlier in this chapter To look up a client 1 From the Clients menu select View Change The Client Selection window appears below ProSolutions for Windows 3 109 Chapter 3 Clients CLIENT SELECTION Manual Salon Select Albert Andre Always Matt Anderson Pamela Aninon Jennifer Client Name Client Selection Letter buttons oz lalai olo 3 110 ProSolutions for Windows T Sort By First Name Search by Phone ae Ni lt x lt e 4 The Client Selection window appears throughout Prosolutions 8 0 any time you need to look up a client You can enter the first letter of the cli ents last name t
282. s by tracking criteria that you have previ ously assigned clients too Modified Price Report This report allows you to see what if any sales were modified at the point of sale screen Special Sales 1 Special Sales Summary This report lets you see what was spent in Cash check or CC and the totals for special sales including the sales description Special Sales Detail This report lets you see a special sales report BY OPERATOR Sales Tax Report The sales tax report gives a monthly report of the total sales tax due It includes total service sales total retail sales total combined sales any tax exempt items the total taxable sales and the total tax broken down for each day of the month On the bottom of the report is a summary that includes the total tax on any retail products that were used by the salon and not sold Coupon Reports There are two coupon reports available 1 7 262 ProSolutions for Windows Coupon Redemption Breakdown This reports lists each coupon type that was redeemed in a given date range and the percentage of the total for each coupon Referral types that are posted at the sales screen are also listed in this report Coupon Discount Report This report lists the coupon code and description of each coupon used in a given date range It also breaks out how much was used for both retail and service sales as well as the combined total Point of Sale Reports Series Sales Reports The
283. s name services rendered and price will be transferred to the services window You then complete the sale Add any additional transaction information such as a retail product or a tip select a payment type and accept the sale To process existing clients with no appointment 1 6 212 ProSolutions for Windows Select On File The Client Selection window appears Select a client The client s name will be transferred to the Services window Click the Services button The Services Selection window appears Processing Sales SERVICES SELECTION Manual Salon Operator Cancel Hore Last Select an operator The Services list box appears Highlight the service or services the client is paying for Click Last to add your selections to the Services window or Click More to add services for another operator To return to the Sales window without making a selection click Cancel Complete the sale adding any additional transaction information such as a retail product by selecting the retail button tip or any necessary modifica tions Enter a payment type by selecting the payment button and accept the sale by selecting the Accept button that appears after you select the payment type To process a New client 1 oa A OD Click the New button The Add New window appears Enter the client s name and phone num ber if desired To add more information about a new client click the More button
284. s the various General configuration options Changing Screen Colors To change the colors for the main screen background listbox background and payroll screen you use the Screen Colors option from the Setup menu You can customize most of the screen colors you see throughout Prosolu tions The screen colors for services can be changed in the Add Service field window and to change the various colors used by the appointment book you can select these colors through the Appointment Book itself Chapter 5 Appointments Prosolutions is set to show the default color settings You can modify screen color settings or reset the colors back to the default color setting at anytime so feel free to experiment 1 From the General Configuration menu select Screen Colors The Screen Color Settings window now appears SCREEN COLORS GR Main Screen Set to Defaults D Keypad Background i _ Reserved HE POS Background ListBox Background GE Payroll Main Screen ProSolutions for Windows 2 67 Chapter 2 Setup The screen color settings window contains a coloumn of color settings The reserved space is for future upgrades and modifications to Prosolutions To change a color setting 1 Click a Color Box Reserved boxes can be changed but will have no effect on the program The color box appears Basic colors M BEHT ustom colors DO E Hee BH See Hl HENEN E See HHHH
285. same to select a font size Click the Save button To setup Return mailing labels 1 From the main menu go to Reports Marketing Print Return Mail ing Labels Setup Click The Return Labels Setup window appears RETURN LABEL SETUP Return ddress 7 Cancel Manual Salon Label Height 5 3375 Motor Ave Label Width 2 Los Angeles CA 90034 Top Margin 5 Return Font Font Size Left Margin 2 Times New Roman 7 ls Address Top 1 25 Address Left fi Recipient Font Font Size No of Rows 5 Times New Roman x 12 x No of Cols 2 a A OU N Type in your salons return address Select a font and a font size for the return and recipients address Fill in the specifications for the type of labels you will be printing The height of the label the actual height of the label the width of the label the width from the start of the first label to the start of the second label ex a label that is 1 75 in in width is enterd as 2 inches The left margin offset is 8 5 inches minus the width times the quantity of labels example 8 5 2inches X 4lables across 5 usually its 3 ProSolutions for Windows 3 128 Marketing 6 Click Accept to save your entries Post Cards To use this feature you need a laser or ink jet printer The post cards are designed to print with the laser ink jet cards from the Paper Direct com pany for a free catalog call 1 800 A PAPERS Only postcards that
286. se the Package Manager to book a Package eeceescceesseceesteceenteeeenteeees 189 Editing the Package Manager yc nineteen e hii gn ee 190 Current Appointment Options ccccccccccsssssrcrsrree LOT Appointment INi asses ietecta eG a E a at A deen 192 Client Informations a e ies Sees E ous See es EAER 192 Client Appointments naisensa ini Bt Bt eae 193 Check Tie ea ba rae ace ea roe ie lee see a ecu ae Al oct ote ie ane 193 Check In Alleniin iniisip on eii sasis aaa 193 P int Travel Card os szotc tacasaciestecuiehaatiagshsigrets e e Eata stasis 193 Confirm App ntnent ai scoi inin A E a a Ea ei Sa RENEE 193 Confirm Appointments using TelevoX ssssseeeseeesssssersrsressresssessee 194 In order to use the Televox Appointment Confirmation sseeseseseeeeeeesereeee 194 Mark as INO SHOW sissciietesctcusatavcatinnersiaaseansduntereseduasnceanannotedisters O 194 Set NE UU OS tee aa E EEL EE eR E EA 194 Selectas Centena Soreahan scotia bese eta Soeur ceca rmechdi ania Nomen aeeah ames 195 Change Service Name m nani ereere nN ied R E TE N 195 Change Appointment Duration essseessesesesssresressrseresresseseresressessrerressessresees 195 Change Client TyP sne isinsi iein E R A A i 196 MarK s Packages xteacstad co sitin creed htumenta dene acete cos a A Nes 196 Wark As Stange s aarin oes aecle ite Seem ee ene ee 197 ProSalon for Windows 9 Markas Seriesin maaa a Oe ih Sean aa aeni eu 197 Resched
287. se you can reverse the credit from one operator to another The following section describes how to reverse a service sale To reverse a service sale Enter the Service you need to reverse in the service window Highlight the Service Click the Modify Price button Enter in a negative dollar amount for the amount of the service you wish to reverse RW N 5 If crediting another operator for the service enter the item in the service window 6 Complete the transaction as normal The service will be deducted from the operators service sales 7 If you are going to refund the customer for the service and do not wish to credit another operator then the change due field will show the refund Updating a Client s Service Formula History Prosolutions 8 0 allows you to update a client s formula history with new or existing formula ProSolutions for Windows 6 227 Chapter Sales Formula List Box To use this feature you must first configure Prosolutions 8 0 with the ser vices that require formulas and to prompt you at the point of sale when a service formula is selected For more information about service formulas See Chapter 2 Preferences To update a client s Service Formula history file 1 Adda Service requiring a formula to the Service window When a service requiring formula information is added to the Service win dow the Service Formula s window appears CLIENT FORMULAS FOR SERVICE F
288. seeressesesesressessresressessresressessresees 133 Adjustments to Client Referrals cccsccccsssccceesseceeeeneeeeseneeseeees 133 Export Name and Address sys ccu intuition bao cenarrmas trail aietarataet 133 TOExport a lec ice eee Ga ei EN a 133 Setting Up the Membership Program 000 134 Setting up the Loyalty Rewards Program 135 Configuring Prosolutions for Foto File 136 To configure Prosolutions 8 0 for the Foto File options cee eeeeeeeeeeee 136 To set up a client s picture paths 2534 22 4seecaeie a Relies eee 138 Using the Skin Care In Take Options ssssccssececese 138 To enable the Skin Care In Take options eeseessesseseresesesesressrserssresseserssresee 138 To view modify the Conditions Window seesceeeceeseeesseceeeceseeesaeeeaeenes 139 To view modify the Contours window eesseeeseeeseeeseecnseceseeseeeeeneeeaeenes 140 To view modify Treatments esc fist pote het ak Aires Ganesan Rlct ioe cap tes cette 141 To view modify Products siccccectocicceeles seecsddaiedecuididsceedlewsteniinee heed eure 142 To view modify Annotations sci deniers dette ian ted 143 Todda ann tation cuca ts oe carl soetats a R T ck causes a E commas SAET Eai 145 To view modity Recommendations 2 1 00 ashi chelated eee 146 To view modify Miscellaneous skin care information 1 0 0 0 eee eeeeeeeeeereees 147 To print a report of the S
289. seessseesseesseesseeesseesssees 52 To mo dify a s rvice namerne eni i REE E eoe 52 To Deletea Service nganinin a a a A a E iii 52 To Add Color to a Service or Group eeseseseeseseesseserrsressrseessresseseresresseseresreses 52 Service F rmulas merenna iao E EEE E AAT E E A 53 Setting Service Prices amp Times c5 2 cscisesesssancctverasescosssessetnnraees oatesoes 53 To add prices and times for a service sssssseesssesesesressrsrrssresseseresresseseresreses 53 To change prices with the scroll bar sssnssessseeesseesseesseesseeessseesseesseesseessees 54 Value Added Tax for Services VAT sssssssssesssseesseesseessesseresseerssresseesseessees 54 Toseta time for a s ryic neioc nii a a AES EE A a S 55 Booking Ty DOS isscssissosiscisecssesecsessrrssroscesasdssrerssekosdssissdssis DO ProSalon for Windows 2 About Twin Book Type siccicectetase senses scewadeteece ciate aheeseuedet nese itees 55 About Double Book Types cx cccsssctactiecu iden a a EER a e 55 To s ta D uble Book Type isisisi tieni osos s 56 Assigning Operators to Groups ssssssssssssssssssssssssssensD 7 Two Ways to Assign Operators to Groups essssssesssesssseessseesseesseesseresseesssees 57 Services With ROOMS iesse seeda eae aaae E E SE a e E 59 Services With Equipment ssesseeseesseeessesessseressserssseresssseessereesssrees 60 Operator Service Prices and TiMeS ssessseeecececeecceeeee 60 To setup an individual op
290. sesseseseeressersreereeseesreesee 323 Other menu password settings in ProSolutions seseeeeseseeeeeererereesererees 324 To set Setup password settings in ProSolutions eseeseeeseseeeeeeererrerresreeeee 325 To setup passwords for operators and employees ceecceeeseeeeeteeeenteeees 326 Assigning areas of the program an operator employee has access to 327 To turn on the password protect preference Setting eeeeececsereerrerreerereee 327 Setting up Biometric Fingerprint Scanning sessssssessssersessressrres 327 ProSalon for Windows 7 Chapter 1 Getting Started MINOX IEA A EEE A A AR OL 1 18 ProSalon for Windows ProSolutions Management Software Introduction Before You Begin Before you can install ProSolutions Management Software you must first be sure that you are running Microsoft Windows XP or Vista 2003 as your operating system Technical Note You may experience problems when attempting to install ProSolutions Management Software on a hard disk drive that has been compressed Training Before you begin have you considered training Don t forget that all new purchases include one hour of free training An hour or two purchased from a ProSolutions Trainer may be the best investment you make in speeding your way towards fully using this software Suggestions Schedule your one hour training with one of our specialists The first hour of trainin
291. ss 3 5 i Sinton alae assegidel Sioned 314 Employee Phone List cit scticiinaucieneiiek iieii inns 314 Employee Earnings report 2 2ict teed ad iA os tee reiaets a ictgeecee aoa 314 Emplo yeeDetail Barings 22 4 oii ale eee Gi AOA aes 314 Detail Pay Register cs car ie Bin he Sete ea ia ha gees 314 GOTTNTESS 1G Te OTE Si 3 saureach 2 vy ae0 a a a E hee E a E recente 314 About the Federal Tax Deposit report cee eeececeeceesneceeeteeeeseeeeneerenaeeees 314 Quarterly Re pOrts kesin n seee e aa ae e Ei 315 State Quarterly Reports senteci in aa a i i ians 315 UNNES orasan ANN a OLD Chapter 10 Passwords ssssssccecccssssss 3 L7 What you ll do in this chapter eee eee eeeeeecesecessecsaeeessecnseeeaeees 317 Setting Program Pass wWOrds lt ccicnccissasvedvestucaawseeconsenexidussaxevevssseersendes 317 Pirst Wines First AG ee ee ee he eae Ra Ned ee 317 To set up a master Password os cc es eisaede alae Recah en cn eae 318 To set general password settings in ProSolutions eee eeeeeeeeeeeeeeseeeneeeees 319 To set sales password settings in ProSolutions e ce eeeeeseceseeeeeeeeseeeneeeees 319 Appointment book password settings in ProSolutions 0 0 0 cee eeeeeeeeeteeeee 320 Client information password settings in ProSolutions ceeeeeeeseeeeeeeee 321 Inventory password settings in ProSolutions eee eeseeeseceeeeeeeeeeseeenseeees 322 Reports password settings in ProSolutions eessesssee
292. st box 2 Now you can use the view buttons to move through an operators transac tions rather than through the entire spa s transactions Prior Closings To view a Prior Closing 1 Choose Prior Closings from the View menu The close register screen will appear In the upper left hand corner of the screen is a date field and two arrow buttons see illustration Date Print 09715700 Cancel excel eT 2 Use the arrow keys to move between prior closing days As you move to a prior closing day the closing screen displays that day s closing figures 3 To print a prior closing click Print No adjustments can be made of any kind to a prior closing day Client History To view a Clients History 1 From the Sales Screen Select Client Info select a client and when the Client Information screen appears click on the button on the far right side titled Client History From this window you can view all of a client s history your salon The history is divided into two sections Service History and Retail History This information is updated from the Sales screen every time this client is involved in a transaction If a client has not had a previous transaction with the salon the words no history will appear in each of the history sections The service and retail history sections have similar displays Both have the following column headings Transaction Number Date Operator and Price The Service History section als
293. stall the program 51 PROSALON Setup s Click here to Install Prosolutions Begin the installation by clicking the button below Click this button to install PROSALON software to the specified destination directory Directory C Program Files PROSALON Change Directory Exit Setup 6 The default pathname is c Program Files ProSalon Unless you plan to install Prosolutions into a different directory simply click the install button It is recommended you use the default directory This makes it easier to install program updates 7 The Groups List window will appear it should look like this 1 28 ProSolutions for Windows Starting Prosolutions ProSolutions Software Inc Choose Program Gr Setup will add items to the group shown in the Program Group box You can enter a new group name or select one from the Existing Groups list Program Group Prosolutions Existing Groups Prosolutions coc 8 An installation progress screen is displayed as the program is being installed Upon completion a prompt will be displayed indicating that Pro solutions has been successfully installed ProSolutions Software Inc Setup ProSolutions Software Inc Setup was completed successfully 9 Click OK That s it Prosolutions is now successfully installed on your computer Starting Prosolutions 1 You start Prosolutions just like any other windows applications by click ing St
294. sterisk leading the lay out description If you have two or more layouts beginning with an aster isk you will get errors and not actually save your changes To fix a description take out the and just save To select fonts and font sizes 1 2 7 268 ProSolutions for Windows Follow the instructions in the yellow shaded area to bring up the Font Selection window The Font window appears You can select a font font style or size As you select font specifications the Font Sample window will display a sample of the font When you have finished making your selection click OK Dayrunner To setup a phone book form layout 1 a A O N Select Phone Book The Phone Book Layout window appears You can select from a list of Standard Layouts or create your own layout Select a standard or custom layout To use Default settings click the Make Default box To remove a layout click the Remove button To save your Layout click Save To select from different fonts and font sizes 1 2 Follow the instructions in the yellow shaded area to bring up the Font Selection window The Font window appears You can select a Font Font Style or Size As you select font specifica tions the Font Sample window will display the font specification When you have finished making your selections click OK To setup the Client History form layout 1 Choose Client History from Forms Print Setup menu The Client I
295. t 0000 x Inches Save Width of each label gt 7500 Qty Number of Labels Across Page 3 x Inches Left Margin Offset 0 0000 x Inches Top Margin Offset 0 0000 x Printer Font Name Font Size Arial x 10 x ec Ee The settings on the right are used to configure your barcode label for mats The following table describes each setting Print Setting Description Height of each Allows you to vertically adjust the space label the label occupies and the space to the next label Width of each Allows you to horizontally adjust the Label space the label occupies and the space to the next label Number of Labels Allows you to change the number of Across Page labels that print across the page Left Margin Offset Allows you to adjust the space for the left margin ProSolutions for Windows 3 127 Marketing 2 Print Setting Description Top Margin Offset Allows you to adjust the space for the top margin Enter a new setting either by typing directly in the field setting or using the list boxes to select from the list of settings 3 To save the changes click the Save button Note These are not the same settings for Barcode labels see Chapter 4 Inventory for those settings To change fonts 1 3 Click the Printer Font Name button The Label Fonts selection window appears Click the Printer Fonts list box to select another font Do the
296. t Click the Operator Time Cell that contains the name and service You will see the Appointment Information option at the top of the list of options Click on it APPOINTMENT INFORMATION Mark Aase Phone 310 547 0154 Operator Jenny Request Service men s haircut Time 11 004 12 00P 1 Hour Div 133 Booked on 01 18 01 at 04 05 PM Not confirmed Not Checked In Not Checked Out Note _Clear_ Checking In A Client You can check in a client and have it appear on the screen with a gray line along it to show checked in Gray Line To check in a client 1 Simply Right Click on the appointment 2 Click Check In ProSalon for Windows 5 185 Chapter 5 Appointments Twin Book Appointments This section describes how to book Twin Book appointments These are appointments that allow for simultaneous starting times and overlapping appointments You book a Twin Book appointment the same way you book a Standard Book appointment unless you want to book two appointments at the same Operator Time Cell If you don t have any services set as Twin Book you need to do that before continuing See Adding Your Salon s Services in Chapter 2 Setup Twin Bookings at the same time cell 1 Select a Twin Book service from the Service list box 2 Click an Operator Time Cell 3 Book the appointment the same way as you would a Standard Book The appointment is booked in the very same place that
297. t Main Menu Options Choose the Month MONTH APPOINTMENTS Year 2o02 gt Choose the Operator and Service List of Available times or Services Sun Mon Tue Wed Thr Fri Sat Therapist Available Times 1 2a ees 4 5 6 7 s8s 9 10 11 12 Service 13 14 15 16 17 18 19 Service 20 21 22 23 24 25 26 27 28 29 30 31 On File Client Name nee o ooo Book it Choose your Client ____ Book your Choice of times Week View 1 Left Click on Week View and you see the Appointment Book change it s standard format to show the entire week to several weeks worth of appointments Multi Book 1 The Multi Client Multi Book will allow you to book multiple clients for sin gle services or multiple services all at the same time This is especially helpful if you have a group of people that are together Left Click on Multi Book and you will see the following window ProSalon for Windows 5 205 Chapter 5 Appointments MULTI CLIENT MULTI BOOK Package Clients Processing ere fiz Go Show lt Wed Jan 24 2001 gt Stop Book Customize Print Cancel r Optimization z Ist No Ist Client Selection Mar C Short Avail Starting Ending C W Start Time Stop Time 01724701 01 24 01 All a 08 00A 08 00P E Date Time P Found a 2 Now choose a pa
298. t Referral Detail 120 Client Referrals 122 Client Retention 120 Client Retention Report 132 Client Selection 109 Client Service Formulas 104 Client Type 120 132 client s history 112 Client s Referral Count 117 Clients 279 Clients by Referral 120 Clients Preferences 89 Clock In 308 Clock Out 309 Close 241 Close Register Drawer 241 Close Wizard 241 Closing the Register 240 Commission Rates 306 Commission Reports 259 Commission Schedules 304 Conditions 139 Configuration Code 30 40 Configuration Settings 66 Confirm Appointments using Televox 194 Consolidated Closing Report 260 Consolidated Totals 258 Contours 140 Coupon Codes 65 Coupon Reports 262 Coupons 65 Create List 122 Create Lists with Customized Tracking 120 Creation Criteria 121 Credit Card 71 Credit Card name 71 Credit Card Service Sales 258 ProSalon for Windows1 331 Credit Card Type 230 D Daily Activity by Client 262 daily hours 49 Daily Schedule 48 Database Repairs 277 Date Range 265 Date Range transaction reports 261 Day Runner 255 Dayrunner 265 Dayrunner Forms Layout Options 267 Deduction 296 Deduction Descriptions 296 delete a formula 105 Delete a Series 281 delete multiple clients 119 delete notes 106 Delete Transactions 281 Deleting an Employee from Payrol 300 Deleting an Operator 50 Deleting Clients 118 Deleting Commission Tables 305 departmentalize product categories with retail groups 78 department
299. ta xx 31 Save to File 122 Screen Colors 67 Selections 121 Selling a Gift Card 247 Selling Retail 215 serial number 30 40 Series 64 218 230 Series Sales Reports 263 Series Status 219 Service Count by Sub Catagory 258 Service Detail w Client Names 258 Service Formulas 53 Service PriceList 259 Service Prices amp Times 53 Service Sales 232 256 Service Sales reports 257 Service vs Retail Client Count 257 Services 51 Services vs Retail by Operator 257 Services With Rooms 59 60 set a time for a service 55 Set Calculations 299 Settings No checks Inactive 102 Setup for New Year 298 Show Ignored 122 Show Qualified 122 Shrinkage Report 163 Single PO 265 Skin Care In Take 138 Sliding Commissions 304 sort 111 Sorts 125 Special Sales 262 281 ProSalon for Windows 1 338 Special Sales Detail 262 Special Sales Summary 262 Standard Formulas 53 Standard Hours 291 Standard mailing labels 127 Standard Tax Calculations 300 Standing Appointments by Client 272 Starting ProSalon 29 39 State Exemptions 300 State Quarterly Reports 315 Status Active Inactive 121 Suggestions xix Suggestions on Implementing Prosolutions 8 0 42 Support xix T Tax Calculations 294 Tax Description 294 Tax Table Calculations 295 Tax Tables 293 Tax Type 294 Tax Year 291 Technical Support 36 Template 122 Time 61 Time Cells 181 Time Clock 279 292 308 times 53 Tips 217 Today s Transactions 260 Total Deposits 240 Tracking 91
300. tcteesvncey setae eera ea eee ea naa ati 266 To print a phone book listine 2 c 22 ie atc bev eeB ee Glee 266 Client HIStory eena che Nena hacen e een a e E E inl nates 267 To print out a Client S DIstOryiysicisssctsinasdadieestaarsasesdints jodeivnn eadeea ide enens 267 Dayrunner Forms Layout Options ccsescceeessceceeeeeeceeeeeeeeenaees 267 To see the Forms Layout menu QpuOns 2 26esctiowadaets Jee 267 To setup an appointment form layout ssseeeseseeseeseeseesseseresresreseresresseserssresse 267 To select fonts and font sizes seseseesessesesesresressrssrssressteererressessresressessresees 268 To setup a phone book form layout ssesesesseseesessesesesressessresressessresressessresees 269 To select from different fonts and font sizes 0 ee eee ceeeeeeeeneeeeeeeneeenaeeees 269 To setup the Client History form layout ssesseeeeseeeseesesseesresressessresrerserereses 269 Prosolutions Graphs ERSE EEEN E S E To enter the Graphs windoW sssesesesssssesersseeresressetseeserssteseserssresseseresresee 270 TovieWw a graph nenene are E dates aia e e ari eSt 270 The Following is a list of each graph ssssesesseeesssessseessesssersseeessseesseesssesse 270 SI Seas E AE E A E AEN 270 SEVICE S AlE Senner se e T aE e E wee erste emma Era 271 OOPCEALOES oiiaii risi eie sori EARE ETE SEEKER e a 271 Miscellaneous Reports E EE gla Be EE EO E RS S A MiscellaNeou Sra e E a ea A A e AaS 271
301. tered in your client database the city name the total clients in a zipcode the total clients entered in the date range given and how many times clients from a zipcode have been to the salon The report called Only with Activity will only list zipcodes that showed activity for the date range you entered To print or view On Account Status From the main menu go to Reports Clients On Account Status View you will notice you can print this report or view it without printing it e This report shows all clients that have either a debit or credit on account balance To print Client Referral Detail From the main menu go to Reports Clients Client Referral Detail e This reports shows which clients referred other clients Adjustments to Client Referrals 1 The first step is to select a particular client as the referral source for another client Export Name and Address This section describes how to export name and address files to other pro grams such as a word processing program To Export a file From the main menu go to Reports Clients Export Name and Address window will appear ProSolutions for Windows 3 133 Setting Up the Membership Program EXPORT SORTFILE Select File Export File Name zicode SRT zipfile SRT F 1 Select a Listfile from the Select File menu 2 Enter the file name you want to export to Click Export Setting Up the Membership Program 1 Goto Setup
302. that Vendor Choose either Below Minimum to display products below their minimum stocking quantity or Below Maximum to display products below their maximum stocking quantity To add a new product to the inventory from the PO field 1 Click the Add New button The Product Inventory box appears The exact same box appears when you select Add New from the Products menu Complete the form as you would for a new product Click Accept to save the new product This returns you to the purchase order box To modify and or delete a product from the PO 1 Highlight the product you want to remove The product appears above The delete key replaces the add key 2 Modify the product and press Enter or delete the item by clicking the Del key You can include sales tax and shipping costs The Sales Tax and Shipping fields appear at the bottom of the Purchase Order box To add sales tax and shipping costs 1 Click the Sales Tax or Shipping field Type in the amount Click Enter The PO Total field now changes to reflect the entry The PO Total field cannot be changed manually To view products at or below the minimum or maximum 3 Click either the Below Min button or the Below Max button Click the Auto Order button Products meeting the selected criteria will appear in the Product Display box Auto Order will order the amount necessary to bring an item back up to its maximum stocking quantity Items appearing in gr
303. the Clients menu The Multi Delete window appears MULTI CLIENT DELETE DELETE ALL CLIENT WHO T Are marked In Active Cancel Load By Checking the Haven t been in since check box and entering a date you can delete all clients that haven t been in since a certain date Important Note Be careful when using this function You need to sure of the date you enter All clients that come in prior to the date you enter will be PERMANENTLY deleted Check the Are Marked In Active checkbox if you wish to delete clients that you have marked In Active When you have checked a box and want to continue with the multi client delete function click the Load button The following message appears in the same window indicating the num ber of clients that fit the criteria you set ProSolutions for Windows 3 119 Chapter 3 Clients MULTI CLIENT DELETE The number of clients to be deleted DELETE ALL CLIENT WHO M Haven t been in Since 08 01 00 Are marked In Active Number of Clients to be Deleted 34 Print List Cancel i Marketing The Load button is replaced by the Delete button 4 Click Delete to permanently delete the clients or Cancel if you made an error Or Print List to have a record of the clients you are about to delete Client Marketing Reports Client count Mailing Labels Post Cards Phone Listing Clients by Referral Client Type Client Ranking
304. the appointment book To add an Operator Room Equipment 1 2 From the Main Menu select Setup Click Operator Files Stylist Files ect depending upon what you chose during the initialization process The Operator ID box appears ProSolutions for Windows 2 45 Chapter 2 Setup OPERATOR ID T Modify Name Delete Operator Done The top text field is for entering an operator ID This ID will appear on the appointment screens and can be up to ten characters long The operator s first name is a common choice Type the first name of the operator and then press Enter on your keyboard About Adding Operators Note If you later want to rearrange the order of the operators on the appointment book See set Operator Display Order in Chapter 5 Note For all typing we strongly suggest using Upper and Lower case i e Fred Thompson instead of FRED THOMPSON or fred thompson 3 Type in an Operator s ID we suggest their first name or initials in the 2 46 ProSolutions for Windows text box If entering a room you must enter an asterisk before the name to distin guish the room from an actual operator For example if you wanted to enter a massage room and wanted to call it Room 1 you would enter Room 1 Remember A room name operator name or Equipment name can only be 10 characters long If entering equipment you must enter a plus sign before the name For example if you want
305. the other service is booked 4 You can use the same service or select another Twin Book service Multiple Service Appointment Packages To setup multiple service appointments or packages you must first create the packages that these refer to In order to do this 1 Go to Setup Configuration Appointments Mult Book Package Setup 2 The Package Setup Window will appear PACKAGE SETUP Package Name Version Scale aes 7 fi fio z K Print Service Name Time Delay 1 Open 1 Slop Cin Price nE mj ni nE ES DEN dd Remove ik RR Total Price oo 3 Type in a package name 4 Select the first service performed within the package 5 186 ProSalon for Windows Multiple Service Appointment Packages Customize the service time delay price etc PRess Add The first service is now part of the package Repeat 4 through 6 for each service that is part of this package When complete adjust the total price if necessary Then press Accept oOo ON DO WO This package will now be on the list of packages in the Multiple Service Appoinment Booking Screen To Book Multiple Services or Packages Go to Appointments Mutli Services 1 Choose the Package Name if any Choose the Number of Clients for this package or multi service Choose the Date or Date Range for the appointment book to look in for open slots Choose M morning A Afternoon E Evening or ALL for the Start time Select GO The possible ch
306. tings allow for further customizing A check next to a setting indicates that a setting is turned on See illustration Some settings are pre checked See below 2 84 ProSolutions for Windows Advanced Configuration Settings GENERAL PREFERENCES Password Protect Network File Sharing Log Workstation Activity Print Spa Name on Reports Enable Show Me Requires Sound Card Enable Tanning Enable Paging Enable Hotel Interface I Use Visual 1 Integration Use Micros Fidelio Serial M Use Micros 8700 Use Abacus I Advanced Interface Enable Club Members Use 24 hour Time Display Use comma as decimal pt Use date format dd mm yy Disable phone auto format Enable VAT Enable School Enrollment and RequirementT racking 2 peewee Enable Phone Access Dialing Save I Require Admin Mode for Utilities r Set Debug Mode ON Enable Points Program Do NOT Allow Partial Point Redemptions Enable Remote File Access I Client Files Series File I Gift Certificate File Enable Auto Phone Appt Confirmations Microsoft Excel is installed Print Sales Detail from Time Clock Setup Automated Utilities Encrypt Client Credit Cards Enable Biometric Passwords If you check mark an above preference you will automatically set the function that the preference describes If you require further explanation of what an individuall preference does you should e mail your question to support prosolutionssoftw
307. tments Create an appointment waiting list View an operator s price list Confirming appointments using the Confirmation feature Waiting List Change Day View Scale Booking Appointments ProSalon for Windows 5 179 Chapter 5 Appointments If you have not added operators and services you need to do so before con tinuing To book a standard appointment Choose Appointments from the main menu See illustration Month View Week View Ctrlew Day View Ctrl D Multi Services F Standing Appointments Package Manager Operator Appointments Appt Confirmations Print Appointments Client Appts Listing View Multi Appt Delete 2 Choose Day View The Day View window appears MANUAL S SPA APPOINTMENTS FOR TUESDAY NOVEMBER 21 2000 Calendar Scale Options Settings WaitList Forward Month View Week View MultiBook StandingAppts Clients Exit Ton F suie Jenny Frank Atsumi Marisol Michelle Rebecca Birsen Riva 10 004 10 00A Pios Sewel GeeEtER EEEE 5 180 ProSalon for Windows The Group Day View window is the main appointment window 3 Click the Group list box Booking Appointments 4 Select the Group containing the service you need If All Groups or your Salon Name is already selected the Service list box will contain all services Next click the Service list box Select a Service Next find the Operator Time Cell you want this appointment to be booke
308. to the right to get the sign Enter the Currency Name Enter the Currency Name in Plural Press SAVE Next you must set the value of the VAT for Inventory and Services note if setting for services See Value Added Tax for Services under Service Prices and Times earlier in the this Chapter If set ting for Inventory see Chapter 4 Units of Measure You can add or delete different types of units of measure These units are used with professional back bar items 2 74 ProSolutions for Windows Coupons To add or delete a Unit of Measure 1 OO A OUD From the main menu go to Setup Configuration Inventory Units of Measure click The Units of Measure window appears UNITS OF MEASURE of Measure Cancel Delete Exit Lower Case In the Units of Measure text box type a new Unit of Measure Press the Enter key To delete a unit highlight the item you want to delete Click the Delete button When you are finished making changes click Exit Changing Part Name You can refer to your product part name using any three characters for example if you refer to your parts as SKU s rather than our default NUM you should change the part name To Change a Part Name 1 From the main menu go to Setup Configuration Inventory Change Part Name click The Change Part Name window appears ProSolutions for Windows 2 75 Chapter 2 Setup CHANGE PAR
309. ton to view page 2 2 Click the Done button to save and return to the main Skin Care In Take window To view modify Products 1 Click the Products button The Products window appears ProSolutions for Windows 3 142 Using the Skin Care In Take Options SKIN CARE PRODUCTS PRODUCTS USED poy Tene How Often T Body cleansing soap GI i ipa Facial cleansing soap Poo LoOoOooo O ee I Cleansing cream or lotion fo Tt ss M Hand and body moisturizer fo TS ss J Facial moisturizer il TY Skin freshener or astringent FY rs z J Night cream Ft TY i Body or facial masques Fs si Skin peels or scrubs a ie sd l Brown spot remover S si Moisturizer for eye area FS eS si Other products FN T Had a reaction from any skin care product Which Product ee Reaction BT This window records the various types of skin care products a client uses Fill in the brand name type and how often a client uses the product At the bottom of the window you can document any reactions a particular product caused 2 Click the Done button to save and return to the main Skin Care In Take window To view modify Annotations 1 Click the Annotations button The Annotations window appears ProSolutions for Windows 3 143 Chapter 3 Clients Choose the diagram from this list box ANNOTATION 2 Choose the diagram view you want to annotate The following illustration is of the Right Face view 3 144 P
310. tor Tips Report View 70 Operator Comparison View 27 Sales Discounts View 28 Discount Report 132 Consolidated Totals 29 End of Day Report View 58 Service Count by Sub Category 102 Blockout Summary 18 Operator Names 200 Service Pricelist 26 Productivity Reports Daily Recap Report View 113 Monthly Recap Report View 114 Recap Comparison Report View 115 Prices and Times Salon Custom 89A Custom Only 89B Commission Reports ___ Comm Sales Analysis 121 On Service Sales 105 On Retail Sales 106 Sliding Scale No Backbar 103 Ss Sliding Scale W Backbar 104 Ss HighScale With Without Backbar 151 __ Percent Retail to Service 108 __ Percent Retail to Total 137 Cashier Commissions 109 List of Reports Sales Tax Report 30__ Transactions Today s Transactions View 8 By Trans Range View 10 By Date Range Consolidated Closing Report 117 ____ All Transactions View 2 _ By Transaction Type View 4 __ Deposits Cash Deposits View 154 Credit Card Deposits View 155 Paid Outs View 156 __ Gash Register Audit By Cashier 122 ___ Cash Transactions 71 Operator Sales View 73 By Client View 5 By Register Drawer View 6 By Operator View 3 ___ Daily Activity by Client View 92 Recap Print Only 76 Sales By Marketing Group 148 Modified Price Report 149
311. tory menu appears Products View gt Indexes gt Set Retail Prices Retail Promotions Purchase Orders gt In Salon Use Labels gt Physical Count gt Setting Up Inventory Indexes Prosolutions 8 0 defines a Vendor as the company from which you pur chase the product such as a distributor Some manufacturers sell their product as well In this case enter the manufacturer in the Vendor Index AND the Manufacturer Index Adding a Vendor 1 From the main menu go to Inventory Indexes Vendor 2 Choose Add Modify The Vendor Inventory Index box appears INVENTORY INDEX VENDOR Cancel Code Name o Save m 3 Type atwo character code in the code box You can type any two charac ters Press the Enter key The cursor now moves to the vendor list box 4 Type in the vendor s name then press Enter then the Save Button The cursor returns to the Code field 4 150 ProSolutions for Windows Setting Up Inventory Indexes 5 Continue entering the rest of your vendors in the same way 6 Click Cancel to return to the main menu To add a vendor s address and phone number 1 From the main menu go to Inventory Indexes Vendor Address File The Vendor Name and Addres File box appears VENDOR NAME AND ADDRESS Vendor Accept EES Cancel Name Rep s Name Address Email Address po cll fC O O Terms Fax City Po Remarks State Zip Code __ ee P
312. tton ProSolutions will rebook each appointment Have your printer turned on to receive a report of which appointments were rebooked 7 You should now go back to appointment book to verify that the appoint ments were rebooked 8 When you are finished click the Exit button If you are on a network If you have multiple computers booking and logging appointments on to disk you need to merge all the disks to the C drive To merge multiple appointment log disks to the C drive Enter one of the log disk into your disk drive either A or B 2 Select the drive in the upper left hand corner See illustration below 3 Click the Merge to C button ProSolutions for Windows 8 287 Chapter Utilities 4 Repeat steps two and three for each disk you have logged appointments to You can view this file by selecting Drive C and then clicking the View but ton 5 After you have merged each disk click the Process button Have your printer turned on to receive a report of which appointments were rebooked 6 You should now go back to appointment book to verify that the appoint ments were rebooked 7 When you are finished click the Exit button Quick Back up What is a backup A backup is simply another copy of all the files that make up your data When you backup all you are doing is making a copy of a file or files on either a floppy a Zip disc a tape a recordable CD or another part of your hard disk dr
313. tton in the Client information screen and name and select those files Then you can select a file for that particular client If you need any help with this please call ProSolutions Inc ProSolutions at Please note all photos must be cropped to squares to avoid distortion To set up a client s picture paths 1 Click the Photo Files button located above the picture frame The Picture Paths window appears Picture names File names PICTURE PATHS Client Name Lisa Elliott Filenames Shift Up Shift Down rT SY tsisdzT Cancel Accept l ithe 2 Under Picture Names type in the Picture Name For example you could name it BEFORE AFTER or LAST VISIT CHRISTMAS DO EASTER DO etc 3 Now under Filenames enter the name of the picture file that you should have already saved in the Prosalon Data Pictures subdirectory Include the file extension such as BMP TIF or JPG etc 4 To save your entries click Accept Using the Skin Care In Take Options To enable the Skin Care In Take options 1 From the main menu go to Setup Preferences General 2 Check the Enable Skin Care check box ProSolutions for Windows 3 138 Using the Skin Care In Take Options 3 Press Save Now go into a Client file to view the Skin Care In Take options 4 Goto Clients Choose View Change and select a Client Notice a new button labeled In Take located underneath the Notes button 5 Click the In Take button The Skin C
314. ture The Set Master Password Input window appears Remember the Mas ter password is case sensitive PROGRAM PASSWORD Set MASTER password E If you have already been here the Enter Password Input window appears PROGRAM PASSWORD Enter password p 2 Type in your master password The password can be anything you want up to eight characters long This will bring up the Passwords window PASSWORDS General Sales Appts Clients Inventory Reports Password For Operators Eff Time Mins Description oo MASTER SPA2000 No Operator 7 No Time 7 Master User Delete 3 Inthe Password field type in your master password again If you like you can change the master password later Press the enter key on your keyboard You will see the word Master appear in red to the left of the Password field 6 Click Accept to save your master password 10 318 ProSolutions for Windows Be sure to remember the master password If you forget this password you will have to contact ProSolutions Software technical support Now we are ready to determine which areas of the program are to be password protected To set general password settings in ProSolutions 1 Click the General button The General Settings window appears Indicates the master password is in affect GENERAL SETTINGS MASTER M Program Startup Access to Main Menu Items Sales T Exit Time Clock Appointments Clients
315. turer There are five functions and menu selections available from the Physical Count menu The following section describes each one ProSolutions for Windows 4 161 Chapter 4 Inventory Create Batch File Modify Batch File Process Batch File Print Shrinkage Report 80 Set Starting QOH to Current Values Print Worksheets b Create a Batch File Creating a batch file means to enter the products that you need to change the actual count for as you enter each product it is put in a batch file This batch file can hold as many products as you have part numbers for The next step is to print this report to verify it s correct before you process the batch file and update your inventory with the correct physical count taken To create a physical count batch file Choose Physical Count from the Inventory menu 2 Choose Create Batch File 3 The following message will appear ONLY if you have already created a previous Physical Count Batch File If you have already processed the file click Yes If you haven t processed the file or are unsure click No FILE ALREADY EXISTS d 365 a The Physical Count batch file already exists Do you want to clear the contents of this file now Select YES to clear file or NO to add this input to the existing data already present The Create Physical Count Batch File box appears CREATE PHYSICAL COUNT BATCH FILE Part Actual Cnt 7 __ Done SAYE m 4
316. u would select the retail type MAKE SELECTION Transaction Types Cancel F Gift Cards Accept G Gift Certificates Paid In K Series N In Salon Use P Professional Sales R Retail Sales S Service Sales Deposits Paid Outs Cash Register Audit by Cashier This report allows you to audit individual registers and cashiers 9 Cash Transactions You can print a transaction report for one particular type of cash or pay ment type from a list box 10 Operator Sales Prints transactions by operator or all operators and provides summary totals for retail and service sales 11 By Client Prints transactions for a particular client 12 By Register amp Drawer Prints transactions by register and drawer number Note You would only use this if you had multiple drawers or multiple ProSolutions for Windows 7 261 Chapter 7 Reports 13 14 15 16 17 physical cash registers By Operator Prints transactions by operator only Daily Activity by Client This report shows you a particular clients activity for a particular day Recap Prints a breakdown for each client with their name and breaks out each sale by retail and service purchases Note This report has to be printed because it is formatted differently and also must be printed on a graphic laser or inkjet type of printer Allow a little extra time for this report Sales by Marketing Group This allows us you to track sale
317. ulo v Service An Services x Make same as this Esthetician Do not make same X Select an Operator from the Operator list box Select the Service you want to set a commission rate for from the Ser vices list box 5 Enter the Commission Rate in the Rate field 9 306 ProSolutions for Windows Employees To set retail commission rates 1 Choose Commission Rates from the Employee menu 2 Choose Set Retail Rates The Service Commission Rates window appears RETAIL COMMISSION RATES Operator All Operators Cancel Category Rate All Categories bs ji 0 0 Select an Operator from the Operator list box Select the Product Catagory you want to set a commission rate for from the Catagory list box 5 Enter the Commission Rate in the Rate field To set back bar charges 1 Choose Commission Rates from the Employees menu 2 Choose Back Bar Charges BACK BAR CHARGES Esthetician Palo z Service Corrective Colour v Make same as this Esthetician Select an Operator from the Operator list box Select the Service you want to set a back bar charge for from the Ser vices list box 5 Enter the Back Bar Charge in the Charges field You can Enter a dollar amount or a percentage 6 Click Accept To set cashier commissions 1 Choose Commission Rates from the Employees menu 2 Choose Cashier Rates The Cashier Commission window appears ProSolutions for Windows 9 307 Chapte
318. ur offsite data centers via the efficiencies of the internet where it is available for immediate data recovery whenever you need it After downloading the SystemSafe software select your files and click to send them over the internet Or have it done automatically It s that easy Data is everything now For businesses and individuals the information on their computers is far more valuable than the machines It s never been more important to protect these information assets SystemSafe enables users to benefit from the same secure data protection used by Fortune 500 corporations but at a fraction of the price Threats to data are on the rise They include hurricanes hackers floods fires theft accidental deletion equipment failure power outages sabo tage viruses and more Protect your data today with SystemSafe online backup Download the SystemSafe Setup file by going to www prosolutionssoft ware com backup asp For more advice on backing up you should consult with your computer vendor or feel free to give one of our customer service or technical support people a call at Prosolutions Software Inc ProSolutions for Windows 2 95 Chapter 2 Setup Appointment Logging Feature The reason we included this feature is to add another layer of backup pro tection for the appointments you book using Prosolutions If something happened in the middle of the day and your last backup was say the night before
319. ut at the time displayed at the top of the window rounded or not rounded based on the setting made when setting up the time clock Setting up the Time Clock is described earlier in this chapter Adjust Employee The Time Clock allows you to adjust an employee s hours or void a day To adjust or void an employee s hours for a day 1 Choose Adjust Employee from the Time Clock window The Adjust Employee Time Clock window appears ADJUST EMPLOYEE TIME CLOCK Employee 4 Date Greene Rachel 09729700 Time In Out Cancel 10 44AM 10 46 AM New Remove New In New Out 12 00 PH 4 00 Phil Accept ProSolutions for Windows 9 309 Chapter 9 Payroll Select an Employee Select the Date you want to modify Select the Time In Out Enter the New Clock In time and or the New Clock Out time Note Adjustments must be entered in the following format HH MM AM eg 11 30 AM then press Enter to continue a A WwW N 6 To add a clock in out for a day with no time clock activity click the New button 7 To void click the Void button 8 When you have made your modifications click Accept To print the Time Clock report 1 Choose Print Report from the Time Clock menu 1 The Print Time Clock Report window appears PRINT TIME CLOCK REPORT SELECT REPORT DATE RANGE From To 09 29 00 09729700 Cancel Print for PRINT All Employees 7 Print in 24 Hr Format Alternate Report Format 2
320. utions for Windows 2 51 Chapter 2 Setup 4 Press the Enter key on your keyboard or click the Accept button Adding Services to Groups This section describes how to add services to groups If you are continuing from the previous section go to step 1 If you are starting from the Proso lutions main menu you need to select Salon amp Spa Services from the Setup menu To add a service to a group 1 Choose a group from the Group Name list box The cursor will appear in the Service Name field and any services you had previously added if any will appear below it Service names should include a short code detailing what Group they are in i e H for Hair Services under this group could be H Men s hair cut H Women s haircut H Child s haircut This way the services will be alpha betized together even though the service names are different Type a service name into the field then press Enter You can continue adding services to this group modify a service by selecting the Modify Name setting or proceed to the next section Sales tax note Some states require sales tax to be charged to certain types of services If you need to charge tax on a particular service but not all of your services the services you wish to NOT have tax on must con tain an asterisk i e EuroFacial etc This way when processing a sale the appropriate service tax rate will be added whenever you sell this ser vice To set
321. ventory that corresponds to the fields you have chosen will then be exported to the file you path you selected EXPORT INVENTORY FILES File Path lt __________ _ For Yendors tc t lLhLlUmr Cancel For Manufactures x Export For Categories Offload Inventory Some clients may have multiple branches of their salon spa This feature allows a central branch main branch to make changes to the standard inventory file that each branch uses i e increase the sell prices on sev eral products By Offloading inventory after these changes have been made to a disk the lesser branches can then UPLOAD the inventory and only the changes will be uploaded Create Load File This is a file that you can create add to or modify inventory files and records By Creating a Load File of inventory you can then use this file to export to another file path You can also create multiple Load Files for dif fering uses 8 284 ProSolutions for Windows Transactions This routine will export all transaction file records in ASCII comma deli meted format to a file named TFmmddyy ASC where mmddyy is the From Date Client Files This utility will export all Client file information to a file named CLI ENTS TXT which will be in the ProSolutions Data directory Appointments This utility will export a particular operators appointment information for a date range specified by you Mailing Salutation F
322. will appear CLIENT ATTRIBUTE CODES These codes will appear in the Clients appointments in the Exit Day and Week View screens With these codes you can identify special attributes for a Client You may set these Save attributes by Right Clicking on the appointment in the Day or Week Yiew screens and selecting Set Attribute Remove Enter a single letter Enter a short description 20 for the code characters vo Very Important Client X 2 Enter a single character code i e V 3 Enter a short description of what you want the code to mean i e Very Important Client 4 Select Save 5 Attribute Deletions can be done from this same screen Adding A New Client This section describes how to add a new client To add a new client 1 Choose Clients from the Main Menu then choose Add New The Add Client window appears ADD CLIENT Last Name More pme __ H Phone Hale Fem i el __ Lancet m 3 98 ProSolutions for Windows Adding A New Client Enter the Client s Name and Phone Number You must enter the first and last name phone number is optional NOTE Prosolutions 8 0 will auto capitalize the 1st letter of the first name and the Last name Select male or female by using the mouse If you click the Add Now button Prosolutions 8 0 will create this clients record If you click the More button the client information window will appear you can then add more information to this client s
323. ws 2 79 Chapter 2 Setup 3 To delete a name highlight the name from the list box and then click the Delete button 4 To modify a name highlight the name from the list box and then click the Modify button and type in the new name The new name will then appear in the list box and the old name will be gone Expanded Service Descriptions Go to Appointments Day View Settings Expanded Service Descriptions The Expanded Service Descriptions window will appear EXPANDED SERVICE DESCRIPTIONS For Service H Save Description Oper refered to as Special Note e Use the scroll down bar to choose the service Then in the description field enter your Expanded Service Description Press SAVE e Inthe Appointment DAY VIEW section you can now press the EXPANDED SERVICE DESCRIPTION button for any service that has a description hView Week View Mult Book StandingAppts PkgManager Clients Exi p Massage Service M Swedish Mass j Time No Dorit Matthew L Expanded Service Description Button 2 80 ProSolutions for Windows Advanced Configuration Settings Modifying the Modem Settings This section describes how to select the serial port your modem uses To choose a COM port for your Modem 1 From the main menu go to Setup Configuration Sales Register Modem Port click The Modem Settings window appears Modem Settings Comm Port ACCEPT 2 Choos
324. you are not able to locate the Friend this means either that he or she is not an existing client or has not been entered into the system It is also possible that the client was deleted for some reason The following steps illustrate how to use this feature 1 Click the Arrow button again to bring up the Referral Type list box 2 Click Friend The Client Selection window appears CLIENT SELECTION Manual Salon Client Name Sort By FirstName y Search by Phone i The Client Selection window is used to select a particular client the View Modify section describes how to select a client from the Client Selection window This section appears later in this chapter If you do have existing clients 1 Select the client and the client s name will appear in the new field ProSolutions for Windows 3 101 Chapter Clients The client will be credited with a referral and the RF field will increase by one If this is the first client you are entering into Prosolutions 8 0 you won t have any existing clients to choose from 2 Click the Done button The word Friend will appear in the Referral Type text box If the friend is not an existing client a new field with the word Non Client in it now appears below the Referral Type field See the following illustra tion Main Operator Phoebe Clear Referred By Bee 0 Friend z Non Clent Non Client means this client was r

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