Getting Started
The Getting Started section explains the setup of the
Spa/Salon Manager to help you get the most out of your new software. The
estimated time required to complete each section assumes that you are a small business with ten
employees (time will vary depending on the size of your salon/spa). All sections that apply to your business should be completed to get
the most out of the Spa/Salon Manager.
- Enter the employee names: Last Name,First Name (Do not put in
spaces)
- Enter the names in the order of your existing appointment book to make it easier to
adjust to a computer appointment book (you can switch the order later under
Maintenance, Employee)
- Include owners and receptionists
- Price Levels are used with salons that charge different prices based upon
the employee or the experience level of the employee. If all employees
charge the same prices, choose Price Level 1, otherwise make price levels
for different employee levels.
- Classification helps when you have a large staff. Classifications are used
to separate employees into groups. Groups would include Hair, Massage, Color
and Nails.
- When setting passwords, we recommend using either the first four letters of the employee
name or the last four digits of their Social Security number.
- Password level for receptionist should be set to Receptionist #2 except
for your coordinator, use Receptionist #1. Technicians should be set
to the Employee level which allows them to see their information, but not
others.
Appointment Working Hours - 1 Hour - Required when using Appointment
Scheduling
- This is the employee's normal working hours
- The time should be entered with an A/P following to be entered correctly.
- The Ending Hour is the time when the employee leaves, NOT when they start
their last appointment.
- The second set of times are used then an employee works with an Assistant.
If hours are typed in, the computer makes a second column beside the
employee that is an assistant. All credit for sales go to the employee not
the assistant.
Appointment Booking Styles - 2 Hours - Required when utilizing Appointment
Scheduling
- The time to be schedule for each services.
- The system supports the concept of booking 30 - 60 - 30 where the first 30
is the time required to wrap the perm, the next 60 minutes is the time
allowed for another customer while the first customer is processing and the
last 30 minutes is the time required to rinse and finish the customer.
The first 30 minutes is the Book Out, the 60 minutes is the Available and
the final 30 minutes is the Finish. If your employees do not do another customer in between, the time would be
booked as 120 minutes or two hours straight time.
- The Second set of timings are used when the employee works with an
Assistant. This provides a different booking style when the employee has
help to perform services.
- Technical Card box specifies whether the service requires the technical
card to be printed. Usually this is for chemical type services or treatments
that require information to be kept concerning the customer.
- The Days of Week boxes show which days of the week the employee will
perform the services. This allows a nail tech to do nails only on Tuesday
and Thursdays and the other days would be reserved for other services such
as Massage. If the employee does the service any day of the week, check all
of the boxes in front of each day.
- Standings allows appointments to be entered into the appointment book
automatically.
- Standings can be Daily, Weekly, Bi-weekly, 3 week etc.
- The time and services are specified along with the amount of time to be
scheduled.
- Mark Confirmed allows the computer to automatically show the standing
appointment as confirmed avoiding a regular customer from being reminded of
their appointment.
- Standing Ending Date is when the
standing would stop being entered. Leaving this blank will cause the
standing to continue forever.
Inventory Setup - Days depending on number of products - Not Required
- Inventory Setup is the most time consuming part of the setup. It is not
required to be completed to use the system, but it is highly recommended.
Items can be sold in the beginning using the code # 999 which is a general
retail item. When selling the product 999. At the final payment screen
clicking on the item allows the price to be changed.
- Understanding the terms...
- Category - Usually the manufacturer of the product such as
Redken, Paul Mitchell, Aveda, etc.
- Cost - Actual price paid for each product.
- Employee Cost - The cost you would sell the product to an
employee. If you mark your products as a percentage off retail or above
cost you do NOT need to fill in this information. Use Maintenance,
Categorize Customer Mailing to set the desired percentage.
- Retail Price - The price charged to the customer.
- Quantity on Hand - The amount of product currently on the
shelf.
- Unit Quantity - The quantity you want to order each time to
maintain a minimum quantity of product in stock as specified in Minimum
Quantity. For example, if you have 3 products on hand and your minimum
is 5. When the Unit Quantity is 1 the computer will order 2 products.
However, with a Unit Quantity of 3 (you have specified to order three
products at a time) the product would order the one Unit
Quantity or 3 products.
- Minimum Quantity - Amount to keep on the shelf, once the count
is below the minimum quantity the computer will order that product.
- Week, Month, Quarter, Year information should be left blank or
set to zero. This area is where the computer tracks the number of sales
of that item.
- Classification - This is used to be able to group "like" products
together. Not required to be entered, but examples would include Hair
Spray, Shampoo and Gels.
- Supplier - Who you buy the product from, for example: ST Beauty
Supply or the manufacturer, if you buy direct.
- Inventory Name - A description of the product that includes the
description and the size of the product.
- Code Numbers - We recommend starting your first product at code number
1000 and each product you type in would be in increments of 5 or 1005, 1010
etc. When you finish entering a product line, skip to the next 1000
number to allow for additional products to be added in the same number
range.
- Unit Quantities are generally set to 1
- Variance is a nice term for theft. Leave it set to zero to start with.
- Don't overstock your shelves, let the supply house do that. Set the
Minimum so you don't run out of product, but don't have 24 bottles sitting
on the shelf waiting to be sold.
- Next Item Button - The Next Item Button allows you to pick up where
you left off.
- The City - State - Zip Setup makes it easier to enter your customer
information. When typing in letters, the computer attempts to show you the
city you are typing in. For example, type Englewood, if no other cities
start with an E the computer will show Englewood after typing a single
letter. Then the computer can fill in the State and Zip Code if it is unique
for that city. This will double the amount of customers you can type in with
this time-saving feature.
- For cites with more than one zip code, leave the Zip Code number blank to allow the
information to be typed.
- The phone book white pages usually have a section showing the cities and
the zip codes for your local area.
Commission Setup - 1 Hour - Required for Payroll Calculation
- Skip if your employees are hourly or salary.
- Define Service/Retail Commission.
- If your employees are on a flat rate
answer Yes and for example you would enter the percentage for Service as 50
and 10 for retail.
- Scales should start from zero and be to a number which can not be achieved
in a payroll period. We usually enter 99999.00 for the high on the last
entry. If you pay via a sliding scale, the numbers would be entered as
follows... 0.00 to 500.00 is 45, 500.01 to 1000.00 is 50, and
1000.01 to 99999.00 is 60.
- Define the Scales on the left is for Service and the right side is for
Retail Commission. Leave the Retail Commission blank if a retail commission
is not paid.
- Determine if your commission is paid on the whole amount of service
dollars or by pieces. An example, may help clear up this question. If
an employees service dollars were 1500.00 and the commission scale was as
follows... 0 - 500.00 is 45%, 500.01 to 1000.00 is 50%, and 1000.01 to
99999.00 is 60%. If the employee is paid on the whole amount the commission
would be 1500.00 * .60 or $900.00. On a piecewise scale the commission would
be 500 *.45 + 500 * .50 + 500 * .60 or $775.00. Check the box for
piecewise if you calculate commission by the second method.
- Determine your Service Charge Type. The system supports three types -
Dollar Amount per Service, Dollar Amount per Service Ticket or a Percentage
of Service Sales. Use the Change Type button to determine the Service Charge
method to be utilized.
- Determine if the Service Charge is taken before or after commission. If
you subtract the service charge before calculating the commission choose Before.
- The system is automatically setup with the deduction categories of TIP and IOU. If you do not report Tips, set the type to Flat Rate and enter 0 for
the amount.
- Special Deduction Categories - To utilize these special deduction
categories the name must be spelled exactly the same.
- CAFE - Cafeteria Plan is deducted from the employee's pay
BEFORE taxes. CAFE plans are exempt from Federal and Social
Security Taxes.
- 401K - 401K plan is deducted from the employees' pay BEFORE
taxes, but only for Federal Taxes not Social Security.
- SEP-IRA - Treated the same as the 401K plan and is subtracted
before the Federal Taxes are calculated.
- FEDERAL - Used to withhold additional Federal taxes from the
employee's check. This can be done as a flat dollar amount or as a
percentage of their gross wages.
- STATE - Used to withhold additional State taxes from the
employee's check. This can be done as a flat dollar amount or as a
percentage of their gross wages.
- CITY - Used to withhold additional City taxes from the employee's check.
- Indiana salons must setup a
category for County Tax.
- Any other name deduct the amount after taxes have been calculated.
- Be sure to make a category for Garnishments if you have anyone's wages
being garnished by court order.
- Information is required to calculate payroll tax withholdings.
- Address is required to print W2 information
- Vacation Pay is optional, but the system will track the amount of
Vacation Payment paid to an employee.
- Sick Pay is optional, but system will track the amount of Sick
Payments paid to an employee.
- Officer of Corporation - Only Select if you are a corporation
and the officer of it. This checkbox affects the calculation of the
Unemployment Tax to be paid since owners are exempt from the tax.
- Social Security Number required for W2's, but system will
calculate taxes without it being entered.
- Marital Status - Required to calculate the withholding amounts.
If you do not know the marital status choose N.
- # of Exemptions - Number of Exemptions the employee is claiming
in the calculation of taxes.
- Treat as 1099 - Check mark if you are not withholding any taxes
for the employee. They will be treated as an Independent
Contractor.
- Federal Withheld - Specifies that Federal taxes should be taken
from the employee's check.
- State Withheld - Specifies that State taxes should be taken
from the employee's check.
- City Withheld - Specifies that City taxes should be taken from
the employee's check.
- # Annual Pay - Number of Annual Pay Periods. One of the
following... 52 Paid Weekly, 26 Paid Bi-Weekly, 24 Paid twice per month,
or 12 for paid monthly.
- Insurance - Amount of After Tax Insurance to be subtracted from
the employee's check. This should not be used for CAFE, 401K or Sep-IRA
plans. They should be done under the deduction screen which appears
after the payroll information is entered.
- Deductions - Nine Deduction categories are supported by the Payroll
Manager. The first deduction category is defined as Tips and can NOT be
changed. If your business does not track tips, you may enter the Type as Flat
Rate and the amount of zero.
- To add a deduction category to the employee, click the arrow at the end of
first blank category name prompt. Select a deduction category from the list.
Select the Deduction Type either Flat Rate, % Gross, % Gross and Tips or %
of Federal Tax withheld. Type in the amount, either a flat rate or percentage
on the next line. The system automatically does the percentage so enter 10
for 10%.
Congratulations, you have either skipped to the end of the Getting Started
instructions or you
actually read the complete pages. The Getting Started was designed to help you
determine the steps needed to setup The Spa/Salon Manager. We would be happy to
help you complete any of the steps above, we are only a phone call away.
If you have Internet connection we can
assist you in the setup of your system on an appointment basis using our built
in program called Help Me Support. This program allows our technicians to see your screen and
answer questions. Our trained technicians will walk you through the steps
necessary to help you.
Sincerely,
Kent Crabtree - President
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