How_To

Confirming a single client
- Click Appointment Book
- Click on the customers name in the appointment book
- At the appointment detail screen, click Confirm Appointment
- Choose the appropriate confirmation reason
- Click Save

Confirming a group of customers
- Click Appointment Book
- Click Confirming (at the bottom of your screen)
- Click the day of week to be confirmed
- Click employee to start confirming
- Choose the appropriate confirmation reason
- Click Save

Time Card

Click More until you see Time Cards
Click Time Cards
Click Clock In

Time Card - Fixing

Click More until you see Time Cards
Click Time Cards
Click List / Fix a Time Card

Performing Close Day

Click More until you see Close Day
Click Close Day
Type in your register amounts.
Note:
- To calculate the cash totals the Cash Helper can be utilized by entering the number of bills and coins and the computer will perform the math.
Note:
- The system will warn if customers are still in the salon which could indicate tickets that are not checked out which could cause your drawer to be over, since money would be received that had not been recorded.
Once all amounts are typed in, clicking Continue displays the amount either short/over or if the totals match identically a congratulations message is displayed.
A Close Day Summary can be printed which shows the service and retail dollar amounts for each employee along with any paid outs during the day.
A Check Register can be printed with the customer's name and check amount to be submitted with the bank deposit.

Performing Backup

Backup must be performed DAILY unless you can remember every appointment booked for a day!
Click More until you see Backup
Click Backup
Click Daily Backup
Insert first floppy disk/zip disk/usb flash drive
Click Ok
Enter new disk as requested by computer
Note:
- It is best to rotate your backups. Never use the same disk each day. Having two sets of backup disks doubles your chance of recovering from a hard disk failure.

Change Customer Name

Click More until you see Customer Display
Type in the name as it is in the computer (Misspelled)
Change the name to the correct spelling
Note:
- If the correct spelling already is on the mailing list the computer will prompt you to allow the information to be merged together under the correct spelling
Click Continue

Deleting a Customer

Click More until you see Customer Display
Type in the customer name to be deleted
Click Delete Customer button
Click Yes

Technical Cards

Click More until you see Technical Cards
Type in the customer name
Click Continue
Choose the type of technical card to be recorded
Fill in the information
Click Save

Manager/Head Receptionist

Book Out for a Salon Meeting

Click Appointment
Click the Starting time of the meeting on the leftmost employee
Click in the white box on the right, Salon,Meeting.
Click Yes at the Repeat booking for all employees?
Click a Miscellaneous Service
Adjust the Service time to reflect the time required for the meeting

Performing an Order

Click More until you see Inventory
Click Order Menu
Click Perform Order
Click the desired Supplier
Once the order information is displayed - Click any item listed to modify the order
Items can be added by clicking the Add Item button
Once completed - click Make Order
A final order can be printed at that time
Labels can either be printed at that time or when the product arrives depending on the Inventory Maintenance Setting

Adding an Inventory Item

Click More until you see Inventory
Click Add Inventory
Enter desired Inventory Name with size information
Enter inventory information
Click Save

Deleting an Inventory Item

Click More until you see Inventory
Click Modify Inventory
Enter code number of item to be deleted
Click Delete Item button
Click Yes to remove item

Closing the Period

The Close Period should be done at the end of each pay period not to exceed forty Close Days
Close Period is selected after the Close Day is completed
Close Period is accomplished by clicking the Close Week/Biweekly button
Close Month is done on the last day of the month for that pay period
- The Close Month only resets the inventory and advertisement monthly totals.
Close Quarter is done on the last day after the Close Week/Biweekly button
Close Year is done on the last day after the Close Week/Biweekly button

Appointment Standing Appointments

Click Appointment Book
Click Standing Appointments

Add an Employee

Click More until you see Maintenance
Click Maintenance
Click Employee
Click Add
- Optional Commission Setup
  - Click Cancel at the Employee Maintenance
  - Click Commission
  - Click Service/Retail Commission
  - Click the desired Employee
  - Enter commission schedule with last highest level being 99999.00
  - Click Save
- Optional Booking Styles - (If utilizing the Appointment Book)
  - Cancel out of Maintenance
  - Restart Program
  - Click Appointment Book
  - Click Booking Styles
Note: If someone else in the salon books the same format you can use this copy function instead of the defining each service.
Click Booking Styles (Again)
Click desired employee
Click All Services
Enter timing if employee does service; otherwise click Employee does NOT perform service
First column is for minutes, the second column can be used to enter time in hours
Make sure all days are selected for the service
Click the technical card; if the service requires the technical card to be printed
Repeat for all services

Optional Working Hours - (If utilizing the Appointment Book)
- Click Appointment
- Click Appt. Setup (at the bottom of your screen)
- Click Working Hours
- Click desired Employee

Change an Employee Password

Click More until you see Maintenance
Click Maintenance
Click Employee
Click Employee Passwords
Click desired employee
Enter desired password
Click desired level (Click Password Details to see what access is available at each level)
Note:
- Clicking on Custom Password allows you to define each function that the employee can perform. Click Continue after choosing Custom Password to allow you to choose each function.
Click Continue

Add/Change a Service

Click More until you see Maintenance
Click Maintenance
Click Service
Click Add or Modify/Service

Service Charges

Click More until you see Maintenance
Click Maintenance
Click Commission
Click Service Charges
Choose Add Service Charge
Pick the correct employee(s)
Enter Service Charge Information

Payroll - Setting up an Employee

Click More until you see Maintenance
Click Maintenance
Click More Choices
Click Payroll Accounting Setup
Click Employee Payroll Information
Fill in information
Click Continue
Click Yes to Update Deduction Information if the employee has any deductions that are taken from their paycheck each pay period

Accounting - Automatic Posting

Click More until you see Maintenance
Click Maintenance
Click More Choices
Click Payroll Accounting Setup
Click Setup Accounting Information
Choose the Accounting program you are using either Quicken or Microsoft Money
Click Find Data File
After some time, the computer will show the data file associated with the accounting program. Choose the appropriate file to allow the system to post information. The system posts Daily Deposits and Optional Payroll Information.
Click Save

Payroll - Taxes

Click More until you see Maintenance
Click Maintenance
Click More Choices
Click Payroll Accounting Setup
Click Federal, State or City Tax
Note:
- The system ships with the current Federal and State Tax table and are maintained as long as you are on the Maintenance Contract.
- City Taxes must be entered into the system along with County Taxes for Indiana.
- If you need help defining the Tax information, contact IBCS

Payroll Employee Deductions

Click More until you see Maintenance
Click Maintenance
Click More Choices
Click Payroll Accounting Setup
Click Employee Payroll Deductions
Click the desired employee
Click Continue
Click the Down Arrow at the end of the Category Name
Click the desired Deduction Type
Type in the Ded. Amount or Percentage
Click Save

Payroll - Deduction Category Setup

Click More until you see Maintenance
Click Maintenance
Click More Choices
Click Payroll Accounting Setup
Click Payroll Deduction Categories
Choose Add or Modify Payroll Deduction
Make changes and Save

Payroll - Check Type

Click More until you see Maintenance
Click Maintenance
Click More Choices
Click Payroll Accounting Setup
Click Payroll Check Type
Choose either stub at top or stub at the bottom
Click Save

Payroll - State Unemployment Percentage - State ID

Click More until you see Maintenance
Click Maintenance
Click More Choices
Click Payroll Accounting Setup
Click State Misc. Information
Obtain you rate from either your accountant or tax papers
Type in your State Tax ID
All other information should be verified per your state
Click Save

Payroll - Federal ID

Click More until you see Maintenance
Click Maintenance
Click More Choices
Click Payroll Accounting Setup
Click Federal Misc. Information
Enter your Federal ID number
Click Save

Payroll - Processing each Employee

Click More until you see Payroll
Click Payroll
Enter the Pay Starting and Ending Dates
Note:
- These dates are critical in the calculation of wages. The .. after where you enter the date allows for a calendar to be displayed. If the dates are wrong the payroll will calculate based upon the dates entered.
Enter the Payroll Check Date
Note:
- The Payroll Check Date is critical to the posting of the checks to an accounting program. The date of the check determines when the liability of payroll taxes occur. The date of the check is usually the date when the payroll check is given to the employee. Check with your accountant if you have any questions.
Click Continue
If you are using the optional Payroll Manager, the system will calculate some information before displaying the Payroll Menu
Click Calculate Payroll
You must verify the information displayed for each employee to make sure they are receiving the proper service/retail commission and hourly pay
Once verified, Click Save
If you are using the optional Payroll Manager, the system posts the information from the Calculate Payroll screen directly to the Net Payroll Calculation showing the taxes to be withheld and any deductions the employee has. If tips are claimed, the amount of Tips may be entered into the system.
Note:
- Tips are taxed, but not paid the information used to calculate the federal, state and city taxes
Click Save
Proceed until all employees are calculated

Payroll - Printing Checks

You should be at the Payroll Menu after processing the employees
Click Check - Printing
Click Print All Checks
Enter the Starting Check Number
Click Continue
Once the checks appear on the screen, click the printer icon
Make sure the printer box says all pages
Click Okay

Payroll - Printing Check Register

You should be at the Payroll Menu after printing checks or calculating the employees
Click Check - Register
Once the register appear on the screen, click the printer icon
Make sure the printer box says all pages
Click Okay

Payroll - End of Period

The Payroll - End of Period is performed after all employee have been calculated, checks and the check register are printed
All information should be verified before the End of Period
If a mistake is caught after the End of Period a Correction/Void option is available
You should be at the Payroll Menu have all your reports and checks printed
Click End of Period
Click Ok to Ready to Close the Period
Once the information is tabulated the system displays the Payroll Summary
Click the printer icon
Click Ok
Click the X to close the report
Once the information is tabulated again the system will show the Employee Payroll Summary for your permanent records
Click the printer icon
Click the X to close the report
That completes payroll for this period

Payroll - 941 Worksheet

Click More until you see Payroll
Click Payroll
Enter the Pay Starting and Ending Dates
Note:
- Since you are just adding totals the dates entered do not matter as long as the system accepts the dates.
Enter the Payroll Check Date
Note:
- Since you are just adding totals the dates entered do not matter as long as the system accepts the dates.
Click Continue
The system will calculate some information before displaying the Payroll Menu
Click 941 Worksheet

Payroll - Adding Year-to-Date Totals

Click More until you see Payroll
Click Payroll
Enter the Pay Starting and Ending Dates
Note:
- Since you are just adding totals the dates entered do not matter as long as the system accepts the dates.
Enter the Payroll Check Date
Note:
- Since you are just adding totals the dates entered do not matter as long as the system accepts the dates.
Click Continue
If you are using the optional Payroll Manager, the system will calculate some information before displaying the Payroll Menu
Click Correct/Void Check
Click Add Year to Date Totals
Select the Employee to add totals
- If you are in the middle of the year simple add a single total into the system and put the date as 01/01/ and the current four digit year.
Repeat for each employee with wages.

Sales Tax Payment

Click More until you see Reports
Click Reports
Click Owner Reports
Click Date Range Reports
Click Salon Information
Enter desired Dates
Click Continue

Payroll - W2's

Click More until you see Payroll
Click Payroll
Enter the Pay Starting and Ending Dates
Note:
- Since you are just adding totals the dates entered do not matter as long as the system accepts the dates.
Enter the Payroll Check Date
Note:
- Since you are just adding totals the dates entered do not matter as long as the system accepts the dates.
Click Continue
The system will calculate some information before displaying the Payroll Menu
Click W2's
Make sure the dates entered for the W2 are correct totals are based upon the dates entered.

Form Letters

Click More until you see Reports
Click Reports
Click Mailing Reports, and select the options for the customers that will receive the letters.
Click Form Letters
Create the Form Letter in WPMerge

Label Sizes

Mailing Labels - Avery 5160 or Maco - ML-3000
Inventory Labels - Avery 5167 or Maco - ML-8025
Postcards - Maco - ML-8575