Reports, Inventory & Marketing Phase by Harms Software, Inc. All Rights Reserved.

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1 Reports, Inventory & Marketing Phase 6

2 Table of Contents Chapter 1: Reports... 3 Annual Reports... 4 Monthly Reports... 6 Weekly Reports... 9 Drawer Closing Reports Employee Sales Reports Marketing Reports Payroll Reports Report Scheduler Using Intelli Text Exporting Reports Chapter 2: Inventory Purchase Orders & Receivals Inventory Credits/Returns Employee Supply Usage Inventory Value Top N/Bottom N Analysis Inventory Wizards Chapter 3: Marketing Guest Selection How to Use an Existing Guest Selection Form Letters Millennium.Mail Maintenance Referral Tree... 63

3 Chapter 1: Reports 3 Chapter 1: Reports Millennium offers well over 400 reports and graphs that will help you streamline your business and provide feedback to your entire staff. Millennium will analyze every detail of your business including utilization, revenue, commissions, payroll, and even specific metrics needed for reviews and evaluations. This allows you to truly analyze the growth of your business and to monitor your daily, weekly, monthly and yearly sales totals. It is important that reports can be quickly accessed, and Millennium reports are designed with this in mind to help employees become more efficient. All reports can be previewed, printed, and exported into multiple formats such as Microsoft Word, Microsoft Excel, and Adobe Acrobat. Millennium reports are classified into categories that relate to the content and usage of the report. This chapter covers the most important reports within selected categories to provide you with guidance on the correct reports to consult in different situations. This chapter also features details on how to use the Report Scheduler, how to use Intelli Text to access reports, and how to export reports from Millennium. Topic Annual Reports 4 Monthly Reports 6 Weekly Reports 9 Drawer Closing Reports 12 Employee Sales Reports 14 Marketing Reports 15 Payroll Reports 17 Report Scheduler 19 Using Intelli Text 29 Exporting Reports 31 Page More Info: For more detailed information on Millennium reports, refer to Reports guide available on the Online Help page of My Millennium Community.

4 Chapter 1: Reports 4 Annual Reports The Annual reports can be used to analyze last year's performance and prepare for the year ahead. When you run these reports with a date range of 1/1 12/31, you will be provided with all of the information required to get the year started in a positive, informed manner. To access the Annual reports, click the button on the toolbar to display the Reports & Graphs window, and then select <Annual> in the Report Category field. Following are descriptions of these reports. Report DP038: Product Wholesale List by Manufacturer MA215: FOV by Service Class MA220: FOV by Employee\Service Class Description Displays the current on hand value of each product, sorted by manufacturer. This report also allows you to view the value of retail and shop supply products supplied by each manufacturer and the total value of all products on hand. Displays the frequency of visit (FOV) for each service class. Displays the FOV for each employee and service. This report will indicate how effectively each employee is in encouraging repeat visits and should be used when completing reviews.

5 Chapter 1: Reports 5 Report MA225: Sales Statistics MR048: Weekly Retail Sales with Averages MR080: Register Summary MR130: Sales by Month MR156: Tax Collection Summary Description Displays the percentage increase or decrease in sales between the report date range and the same date range in the previous year. Displays the total retail sales for each week within a six month period, sorted by employee. This report will also display the average weekly revenue from retail sales for the six month period analyzed. Displays a balance sheet of the assets and liabilities accrued from transactions processed through the Register. The left side of the report is an accounting summary of how clients paid and includes details of liabilities that were used for payment. The right side of the report is an accounting summary of the items sold, the sales tax collected, and the pay ins/outs. Displays a comparison of the monthly sales for each employee over a specified number of years. By comparing the sales for a specific month with the sales from previous years, you can determine if low or high sales for that month are an isolated occurrence or a historical trend. Displays a summary of the sales tax collected during each month, quarter, and year.

6 Chapter 1: Reports 6 Monthly Reports The Monthly reports can be used to measure the performance of the retreat and each employee. When you run these reports at the end of the month, they will provide you with all of the information required to review growth indicators, guest traffic, retention rates, membership, outstanding liabilities, and sales. To access the Monthly reports, click the button on the toolbar to display the Reports & Graphs window, and then select <Monthly> in the Report Category field. Following are descriptions of these reports. Report DB043: EFT Net Gain/Loss DB055: Membership Referrals Description Displays a detailed comparison of the estimated and actual income for membership payments scheduled within the specified date range. The report data is sorted by day so that you can quickly determine the income that was gained or lost through membership freezes, terminations, suspensions, waived payments, and manual payments on that day. Displays the guests that purchased a membership who were referred to your business by another guest.

7 Chapter 1: Reports 7 Report MA030: Profitability Analysis MA200: Growth Indicators Analysis Description Displays the profitability of each product line and service sold. Displays a detailed analysis of employee productivity, sales performance, and client retention for the specified date range. This report analyzes the key growth indicators for your retreat: New guests per month New guest retention Repeat guest retention Frequency of visit Average ticket Productivity MH005: Daily Summary MH010: Business Detail MR070: Product Sales by Manufacturer/Class MR075: Refunds Given MR095: Tax Report MR106: Voided Transaction Log Displays daily metrics such as massage units, revenue, prospects, and membership sales. Displays detailed information on membership and elevation sales. Displays the profitability of the products supplied by each manufacturer. Displays details of the refunds that were performed by each employee. Display itemized detail of the sales tax collected from transactions processed through the Register. Displays details of all transactions that were voided. Transactions should only be voided as a last resort and if a large number of voids display on this report, employees may require further training on the transaction editing features that are available in Millennium.

8 Chapter 1: Reports 8 Report MR108: Edited Transaction Log MR127: Unused Packages/Series MR129: Liabilities Summary Description Displays itemized detail of every transaction that was edited. The edited transactions are sorted in ascending order by the date of the original transaction, so you can quickly locate instances where changes to a past transaction were completed long after the original transaction date. Displays details of the prepaid services included with a membership that remain unused. Displays details of the liabilities sold within a specified date range and the amount of liability that remains outstanding. This report also displays details on the number of reward points earned that have not yet been redeemed, and details of the prepaid tips that have been used.

9 Chapter 1: Reports 9 Weekly Reports The Weekly reports can be used to measure the performance of the retreat and each employee. When you run these reports at the end of the week, they will provide you with all of the information required to review performance in key areas during the past week. To access the Weekly reports, click the button on the toolbar to display the Reports & Graphs window, and then select <Weekly> in the Report Category field. Following are descriptions of these reports. Report AQ050: Clients Not Checked Out AQ071: Pending Appointments AQ075: User Defined Recall Listing AQ150: Prebook Analysis Description Displays a list of guests with scheduled appointments that were not checked out. This report also allows you to monitor the amount of sales lost through "no shows". Displays the guests that were added to the pending cancellation list Displays the guests who visited the business on a certain date but have not returned within a specified number of weeks. Displays details of the appointments that were prebooked.

10 Chapter 1: Reports 10 Report AQ210: Missed Opportunity Listing AQ230: Appointment Cancellations DB020: Membership Prospects DB035: Memberships About to Expire DB045: Suspended Memberships DB050: Membership Credit Cards About to Expire MA065: Estimated Sales vs. Actuals MI040: Low inventory by Distributor MI045: Low inventory by Manufacturer MR020: Client Sales Summary Grouped by Employee Description Displays details of the missed opportunities that were recorded, sorted by the reason why the guest was turned away. Displays details for the appointments that were cancelled. Displays the number of guests that were converted to members and allows you to measure the success of your employees at selling memberships. Displays details for the memberships that are due to expire within a specified date range. Displays the memberships that were suspended after a dues payment was declined. The clients listed on this report should be contacted to arrange an alternative form of payment. Displays the members who are paying their membership dues with a credit card that is about to expire. The guests listed on this report should be contacted before the billing date for their next dues payment. Displays a comparison of the estimated income from scheduled appointments in the Appointment Book and the actual income received. Displays a list of the products with an on hand count that is less than or equal to the specified order point, sorted by distributor. Displays a list of the products with an on hand count that is less than or equal to the specified order point, sorted by manufacturer. Displays a demographic analysis of the guests for each employee that allows you to determine the total amount spent and the average amount spent by each age group.

11 Chapter 1: Reports 11 Report MR085: Sales Summary MR245: Membership Purchase Description Displays details of all gift certificate, membership, product, and service sales. Displays details of the memberships purchased within the specified date range. This report can be sorted by the employee who sold the membership or by membership type as necessary.

12 Chapter 1: Reports 12 Drawer Closing Reports The Drawer Closing reports can be used to assist employees at the close of business. These reports provide all of the information necessary to reconcile cash drawers, generate deposit receipts, and obtain sales totals for your employees. To access the Drawer Closing reports, click the button on the toolbar to display the Reports & Graphs window, and then select <Drawer Closing> in the Report Category field. Following are descriptions of these reports. Report DCR01: Transactions by Card Type Grouped by Drawer Number Description Displays a detailed listing of the credit and debit card transactions that were processed. This report provides vital information to assist with reconciling the payments received with the card receipts from the cash drawer. MR049B: Tip Summary Displays the tips earned by each employee. MR080: Register Summary Displays a balance sheet of the transactions processed through the Register.

13 Chapter 1: Reports 13 Report MR110: Payment Details MR115: Pay In/Out History Description Displays an itemized summary of the Payment Type totals that display on the MR080 report. Displays an itemized summary of the Pay In/Pay Out totals that display on the MR080 report.

14 Chapter 1: Reports 14 Employee Sales Reports The Employee Sales reports display the commissions, wages, and tips earned by each employee. To access the Employee Sales reports, click the button on the toolbar to display the Reports & Graphs window, and then select <Employee Sales Reports> in the Report Category field. Following are descriptions of these reports. Report DE050: Employee Commission Detail Description Displays a detailed breakdown of the wages, commission, and tips earned by each employee.

15 Chapter 1: Reports 15 Marketing Reports The Marketing reports can be used to analyze the demographics of your guests and generate listing for use during marketing campaigns. To access the Marketing reports, click the button on the toolbar to display the Reports & Graphs window, and then select <Marketing> in the Report Category field. Following are descriptions of these reports. Report DC035: Client Sales Summary DC050: Demographics DC080: Mailing Labels DC105: Telephone Listing DC110: Client Sales Description Displays a demographic analysis of your guests and allows you to determine average number of visits and amount spent by different age groups. Displays the number of guests that live in each state, city, and zip code. Prints mailing labels for promotional materials. Displays the telephone numbers for your guests. Displays the number of visits, amount spent, and the average ticket for each guest within a specified date range.

16 Chapter 1: Reports 16 Report DC120: Client E Mail Listing DR030: 12 Month Referral Report DR040: Referral Income Summary DR045: Referral Income Detail Description Displays the addresses for your guests. Displays the number of guest that were referred to your retreat during each month of the selected year, sorted by referral type. Displays a summary of the revenue generated by each referral source. Displays a detailed breakdown of the revenue generated by each referral source, including information on how much each referred guest has spent at your retreat.

17 Chapter 1: Reports 17 Payroll Reports The Payroll reports provide you with the information required to calculate the wages, commissions, and tips earned by employees during each payroll period. To access the Payroll reports, click the button on the toolbar to display the Reports & Graphs window, and then select <Payroll> in the Report Category field. Following are descriptions of these reports. Report DE040: Commission Totals DE042: Commission Summary DE050: Employee Commission Detail MA050: Client Visits by Type Description Displays the total commission and hourly wages earned by each employee during each payroll period. Displays a summary of the commissions, tips, and wages earned by each employee. Displays itemized detail of the commission and tips earned on each item sold, sorted by employee and day. Displays retention numbers based on the appointment type selected when a guest booked their appointment.

18 Chapter 1: Reports 18 Report MES00: Employee Schedule Weekly MES10: Employee Time Summary by Activity MR049B: Tip Summary Description Displays the scheduled hours and actual hours worked by employees during each payroll period. Displays an itemized summary of the scheduled time, break time, and actual time of every work activity on an employee's schedule. Displays the tips earned by each employee.

19 Chapter 1: Reports 19 Report Scheduler The Report Scheduler allows you to schedule any report to be printed, sent by , or even exported at a time interval of your choice. Imagine walking into the business in the morning and your client work tickets are already printed out. This feature allows you to effectively manage your business and analyze key figures, whether you are at work or travelling. Reports are scheduled to run automatically using the Report Scheduler Manager, which is accessed by selecting Management Report Scheduler. Important: Before the Report Scheduler can be used, the following items must be set up: The Report Scheduler Service must be installed and running on the computer where the Millennium database is located. Refer to the Millennium Report Scheduler Service Help available on the Online Help page of My Millennium Community for more information. Before you can schedule reports on the Report Scheduler Manager, report groups must be defined on the Report Scheduler Groups window. Refer to page 20 for more information. How to: How to Schedule a Report to Run Daily, page 21. How to Schedule a Report to Run Monthly, page 25.

20 Chapter 1: Reports 20 How to Add a Report Scheduler Group Before you can set up a report to process automatically using the Report Scheduler, report scheduler groups must be created. 1. Select Management Report Scheduler Groups. The Report Scheduler Groups window displays. 2. Click the New button. 3. In the Report Scheduler Group field, enter a descriptive name for the report scheduler group. Tip: The name entered should allow employees to easily identify the types of reports that should be added to this group when scheduling a report on the Report Scheduler Manager. 4. Click the Save button. The report scheduler group is saved, and reports can now be set up to run automatically using the Report Scheduler Manager.

21 Chapter 1: Reports 21 How to Schedule a Report to Run Daily The following guide explains how to schedule the MR080: Register Summary report to run automatically each day. The report will have the following characteristics. The report will print on the default printer at 10:00 p.m. every day except Sunday, starting today. The report will analyze register activity for all cash drawers between 8:00 a.m. and 10:00 p.m. on each day that the business is open. 1. Select Management Report Scheduler. The Report Scheduler Manager window displays. 2. Click the Listing tab. 3. Select a report scheduler group for the report. Tip: Once a report scheduler group is selected, the name of the group displays in the title bar of the Report Scheduler Manager. 4. Click the Maintenance tab. 5. Click the Schedule New Report button. The Schedule New Report Wizard displays.

22 Chapter 1: Reports Make the following selections and then click the Next button. 7. Make the following entries and then click the Next button. Important: The entry in the Select the time range to run the report for field determines the date range used to select data for the report. The following examples explain some of the options available: Current Day = Select if you want to schedule a report to run at the end of the day that analyzes data from that day, such as Register transactions. Previous Day = Select if you want to schedule a report to run in the morning that analyzes data from the previous day, such as sales numbers. Next Day = Select if you want to schedule a report to run that analyzes data for the following day, such as scheduled appointments. In the example used for this guide, Current Day is selected so that the MR080 report is run at the end of each day to print transaction detail for that day.

23 Chapter 1: Reports Click the Move All button and then click the Next button. 9. Make the following entries and then click the Next button. Important: The days selected on the Daily\Weekly tab are related to the entry in the Select the time range to run the report for field discussed in Step 7. In the example used for this guide, "Current Day" was selected in the Select the time range to run the report for field. This means that the check box for every day when the business is open (Monday to Saturday) must be selected, and the check box for the days when the business is closed (Sunday) must be cleared. These selections will setup the report to only print the MR080 report on days when the business is open. Therefore, it is very important that careful consideration is given to the selections in the Select the time range to run the report for field and on the Daily\Weekly tab to ensure that the report is run on the correct day with valid data.

24 Chapter 1: Reports Select the Print to check box, select a printer in the drop down box, and then click the Next button. Important: The printer selected must be installed on the machine where the Report Scheduler service is running and on all machines where the Report Scheduler will be used. 11. Click the Schedule Report button. A notification message displays to confirm that the report was scheduled successfully. 12. Click the OK button. The Report Scheduler Manager window displays with the MR080: Register Summary report listed in the Scheduled Reports section. The report is now scheduled to run at the specified time.

25 Chapter 1: Reports 25 How to Schedule a Report to Run Monthly The following guide explains how to schedule the CS005: Shop Supply Usage report to run automatically each month. The report will have the following characteristics. The report will run automatically at 08:00 a.m. on the 1st day of each month, starting on the first day of next month. The report will display details of shop supply usage for the previous month. The report will be converted to a Portable Document Format (PDF) file and sent to an address. 1. Select Management Report Scheduler. The Report Scheduler Manager window displays. 2. Click the Listing tab. 3. Select a report scheduler group for the report. Tip: Once a report scheduler group is selected, the name of the group displays in the title bar of the Report Scheduler Manager. 4. Click the Maintenance tab. 5. Click the Schedule New Report button. The Schedule New Report Wizard displays.

26 Chapter 1: Reports Make the following selections and then click the Next button. 7. Make the following selection and then click the Next button. Important: The entry in the Select the date range to run the report for field determines the date range used to select data for the report. The following examples explain some of the options available: Current Month = Select if you want to schedule a report to run at the end of the month that analyzes data from that month. Previous Month = Select if you want to schedule a report to run at the start of the month that analyzes data from the previous month. Next Month = Select if you want to schedule a report to run that analyzes data from the following month, such as scheduled appointments. In the example used for this guide, Previous Month is selected so that the CS005 report is run at the start of the month to print shop supply usage data from the previous month.

27 Chapter 1: Reports Make the following entries and then click the Next button. Important: The settings entered on the Monthly tab are related to the entry in the Select the date range to run the report for field discussed in Step 7. In the example used for this guide, "Previous Month" was selected in the Select the time range to run the report for field. This means that "1" should be entered in both fields on the Monthly tab so that the CS005 report runs on the first day of every month with data from the previous month. Therefore, it is very important that careful consideration is given to the selections in the Select the date range to run the report for field and on the Monthly tab to ensure that the report is run on the correct day with valid data. In addition, it is also essential to run monthly reports on a day that occurs each month, such as the first day, and not on a day such day 31 that only occurs seven times per year. 9. Select the E mail check box, enter your address, select "PDF" in the Export Type field, and then click the Next button. Important: To send reports by , the Millennium.Mail Service must be running on the computer where the Millennium database is located.

28 Chapter 1: Reports Click the Schedule Report button. A notification message displays to confirm that the report was scheduled successfully. 11. Click the OK button. The Report Scheduler Manager window displays with the CS005: Shop Supply Usage report listed in the Scheduled Reports section. The report is now scheduled to run using the defined parameters at the specified time.

29 Chapter 1: Reports 29 Using Intelli Text The Intelli Text feature allows you to quickly access specific reports on the Reports & Graphs window by entering the report number or by performing a keyword search. The following guides explain how to use this feature. Method 1: Enter the Report Number 1. Press ALT+I. The Millennium Intelli Text Control window displays. 2. Enter a report number in the OR type a report number here (i.e. MR080) field. 3. Click the Ok button. The Reports & Graphs window displays with the specified report selected. Method 2: Perform a Keyword Search 1. Press ALT+I. The Millennium Intelli Text Control window displays. 2. Enter a keyword in the OR type text to search report descriptions for field.

30 Chapter 1: Reports Click the Ok button. The Report Search window displays with a list of reports that feature the keyword in their report description. 4. Select a report and then click the Ok button. The Reports & Graphs window displays with the specified report selected.

31 Chapter 1: Reports 31 Exporting Reports Reports can be exported from Millennium to a number of common spreadsheet and word processor formats, as well as to HTML, ODBC, and common data interchange formats. This allows you to distribute the information in reports to better suit the needs of the business. Example: You may want to use the sales data on a report in a Microsoft Excel spreadsheet or wish to enhance the presentation of data using a desktop publishing package. The following guides explain the different ways to export a report from Millennium. How to Export a Report to Microsoft Excel 1. Click the button on the Millennium toolbar. The Reports & Graphs window displays. 2. Select the report that you want to export, enter a date range for which to display data, and then click the Preview button. 3. Select the parameters and display options for the report as necessary. The Report Preview screen displays with a print preview of the report. 4. Click the button on the toolbar. The Export window displays. 5. Make the following selections: Select Microsoft Excel Data only (XLS) in the Format field. Select Application in the Destination field.

32 Chapter 1: Reports Click the OK button. The Excel Format Options window displays. If the expanded version of this window does not display, click the Options >>> button. 7. Select the display and export options for the report data. 8. Click the OK button. Microsoft Excel opens with the exported report data displayed in a new spreadsheet.

33 Chapter 1: Reports 33 How to Convert a Report to a PDF File Millennium also allows reports to be converted to a Portable Document Format (PDF) file and saved to a location on your computer. 1. Click the button on the Millennium toolbar. The Reports & Graphs window displays. 2. Select the report that you want to export, enter a date range for which to display data, and then click the Preview button. 3. Select the parameters and display options for the report as necessary. The Report Preview screen displays with a print preview of the report. 4. Click the button on the toolbar. The Export window displays. 5. Make the following selections: Select Adobe Acrobat (PDF) in the Format field. Select Disk File in the Destination field. 6. Click the OK button. The Export Options window displays.

34 Chapter 1: Reports Select the All option to export all of the pages on the report. OR Select the Page Range option and specify the pages to export in the From and To fields. 8. Click the OK button. The Choose export file window displays. 9. Specify an export location for the PDF file. 10. Click the Save button. The report is converted to a PDF file and saved in the specified location.

35 Chapter 2: Inventory 35 Chapter 2: Inventory This chapter explains how to effectively manage your product inventory using Millennium. Topic Page Purchase Orders & Receivals 36 Inventory Credits 43 Employee Supply Usage 45 Inventory Value 47 Top N/Bottom N Analysis 48 Inventory Wizards 52

36 Chapter 2: Inventory 36 Purchase Orders & Receivals The Purchase Order window is used to create and receive purchase orders. This feature allows you to quickly create product orders and receive the products into inventory without the need for manual entry, which saves employees time when processing orders. The Purchase Orders window is accessed by clicking the button on the Millennium toolbar. How to: How to Create an Automatic Purchase Order, page 37. How to Create a Manual Purchase Order, page 39. How to Receive a Purchase Order, page 41.

37 Chapter 2: Inventory 37 How to Create an Automatic Purchase Order 1. Click the button on the Millennium toolbar. The Purchase Orders window displays. 2. Click the New button. 3. Enter the following information in the fields highlighted below. In the By field, select the employee to associate with the purchase order. Select the Exclude Items Already On Order? check box to prevent items that are already on order from being added to this purchase order. In the Distributor field, select the distributor from which to order. Select the Retail and Supplies, Retail Only, or Supplies Only option to indicate whether you want to order employee supplies and/or retail items. (Optional) In the Distributor Reference # field, enter the distributor s identifying number for the purchase order. 4. Click the Load All Products that Match this Criteria button. A list of products supplied by the distributor displays in the Products table. 5. Click the Automatic Purchase Order button. The Perform Automatic PO (order quantities will be overwritten)? message displays.

38 Chapter 2: Inventory Click the Yes button. A purchase order is created from the list of products based on the on hand quantity, model quantity, order point, and order quantity defined for each product. The suggested order quantity for each product displays in the Order Qty field and the value of each product ordered displays in the Line Totals field. 7. Review the suggested order quantities and adjust the amounts in the Order Qty field as necessary. 8. (Optional) If products are pre taxed by the distributor, select the T check box next to the products with a suggested order quantity displayed. 9. Click the Save button. The purchase order is created. 10. Click the PO button to send the purchase order to the distributor by . OR Click the Print button to print a hard copy of the purchase order.

39 Chapter 2: Inventory 39 How to Create a Manual Purchase Order 1. Click the button on the Millennium toolbar. The Millennium Intelli Text Control window displays. 2. Enter MI040 in the OR type a report number here field and then click the Ok button. 3. Click the Print button. The following message displays: Would you like to include BAR CODE on print out? 4. Click the No button. The Distributor Selection List window displays. 5. Select the distributor to order from, click the Move > button, and then click the Ok button. The Page Setup window displays. 6. Print the report as normal. 7. Review the MI040 report and determine the products that need to be ordered. 8. Click the button on the Millennium toolbar. The Purchase Orders window displays. 9. Click the New button. 10. Enter the following information in the fields highlighted below. In the By field, select the employee to associate with the purchase order. Select the Exclude Items Already On Order? check box to prevent items that are already on order from being added to this purchase order. In the Distributor field, select the distributor from which to order. Select the Retail and Supplies, Retail Only, or Supplies Only option to indicate whether you want to order employee supplies and/or retail items. (Optional) In the Distributor Reference # field, enter the distributor s identifying number for the purchase order.

40 Chapter 2: Inventory Click the Load All Products that Match this Criteria button. A list of products supplied by the distributor displays in the Products table. 12. Adjust the entries in the Order Qty field to indicate the quantities of each product that you want to order. If products are pre taxed by the distributor, select the T check box next to each product also. 13. Click the Save button. The purchase order is created. 14. Click the PO button to send the purchase order to the distributor by . OR Click the Print button to print a hard copy of the purchase order.

41 Chapter 2: Inventory 41 How to Receive a Purchase Order 1. Click the button on the Millennium toolbar. The Purchase Orders window displays. 2. Click the Listing tab. 3. Select the purchase order for the order that was delivered and then click the Maintenance tab. 4. Click the Edit button and then click the Receive Order button. The Receive Purchase Order window displays. 5. Click the Receive All Items button. The Receive All? message displays. 6. Click the Yes button.

42 Chapter 2: Inventory Perform the following actions as necessary: If there are items that did not get delivered, change the quantity that displays in the Received field next to the relevant products. If you want to specify the employee responsible for receiving the order, make a selection in the Recv By field next to each product. 8. Click the Ok button. The Reminder message displays with instructions for finalizing the receipt of the order. 9. Click the OK button. 10. Click the Save button. The purchase order is marked as received and the products are added to inventory. If the order was received in full, the words RECEIVED IN FULL will display over the Products table. 11. (Optional) Click the Print button to print a hard copy of the purchase order.

43 Chapter 2: Inventory 43 Inventory Credits/Returns The Inventory Credits/Returns window is used to create a record of any damaged or soiled inventory that was returned to the distributor. When an inventory return record is created, the value of the returned products included is automatically subtracted from your current inventory value. The Inventory Credits/Returns window is accessed by selecting Inventory Inventory Credits/Returns. How to: How to Record an Inventory Return, page 44.

44 Chapter 2: Inventory 44 How to Record an Inventory Return 1. Select Inventory Inventory Credits/Returns. The inventory Credits/Returns window displays. 2. Click the New button. 3. Enter the following information: In the Distributor field, select the distributor that supplied the products. In the By field, select the employee to associate with the return. In the Reference # field, enter an identifying number for the return. In the Notes/Explanation field, enter the reason why the goods are being returned. 4. Move to the Products table and enter the following information: Double click in the Product field to display the Selection window. Select the product that is being returned and then click the Ok button. Adjust the entry in the Return Quantity field to match the number of items that are being returned. Select the Deduct Onhand? check box. 5. Repeat Step 5 until all products that are being returned are entered. 6. Click the Save button. The return is saved and the inventory value is deducted the amount shown in the Total field,.

45 Chapter 2: Inventory 45 Employee Supply Usage The Employee Supplies /Back Bar Usage window is used to record details of employee supply usage. This feature allows you to track the usage of professional supplies by date and product. The Employee Supplies/Back Bar Usage window is accessed by clicking the Millennium toolbar. button on the How to: How to Record Supply Usage, page 46. How to Print Details of Supply Usage, page 46.

46 Chapter 2: Inventory 46 How to Record Supply Usage 1. Click the button on the Millennium toolbar. The Employee Supplies/Back Bar Usage window displays. 2. Click the Edit button. 3. Select HOUSE in the Employee field. 4. Double click in the Product field to display the Selection window. Select the product that was used and then click the Ok button. 5. Adjust the entry in the Quantity field to match the number of items used. 6. Repeat Steps 3 5 until all supply usage is recorded. 7. Click the Save button. How to Print Details of Supply Usage 1. Click the button on the Millennium toolbar. The Employee Supplies/Back Bar Usage window displays. 2. Click the Print button. The Make Selection window displays. 3. Select one of the following options: Select Employee and Date to sort the report by employee and date when the usage was recorded. Select Date to sort the report by the date when the usage was recorded. Select Product to sort the report by the product used. 4. Click the Ok button. The CS000 report with details of supply usage.

47 Chapter 2: Inventory 47 Inventory Value The Inventory Value window displays the current value of your product inventory and also allows you to view the value recorded at the start of previous months. The inventory value is calculated by multiplying the average cost of each product by the on hand quantity and then adding the value for all products together. The value of retail items and professional supplies on hand are listed separately. The Inventory Value window is accessed by selecting Inventory Inventory Value. Tips: To view the inventory value recorded on a previous date, change <CURRENT VALUE> to a date in the past when the inventory value was recorded. To print a graph of the inventory value recorded throughout the year, click the Value Graph button. Select a year for which to view data and then click the Preview button. To print a report that lists the on hand quantity, wholesale price, and on hand value of each product, click the Print button.

48 Chapter 2: Inventory 48 Top N/Bottom N Analysis The Top N/Bottom N window allows you to analyze the best and worst selling products in your inventory. This analysis provides you with important information to consider when ordering product inventory and deciding on the product lines to keep in stock at your retreat. You can also use the Top N/Bottom N window to determine the employees that sell the most products and the guests that purchase the most products. The Top N/Bottom N window is accessed by selecting Inventory Top N/Bottom N. How to: How to View the Top Selling Products, page 49. How to View the Top Number of Guests Purchasing Products, page 50. How to View the Top Selling Employees, page 51.

49 Chapter 2: Inventory 49 How to View the Top Selling Products 1. Select Inventory Top N/Bottom N. The Top N/Bottom N window displays. 2. Select the Top N (most sold) option. 3. In the Criteria section, select the types of products to analyze: Make a selection in the Distributor field to only analyze the products supplied by that distributor. Make a selection in the Manufacturer field to only analyze the products from a particular product line. Make a selection in the Class field to only analyze products from a particular product class. 4. In the Show Top field, enter the top number of products for which to display data. 5. Select the Products option. 6. In the Based on Sales Between fields, select the date range for which to display data. 7. Select one of the following options: Select the Base Sales on Quantity Sold option to rank the products by the number of items sold. Select the Base Sales on Amount Sold option to rank the products by the amount of revenue generated. 8. Click the Show button. The rankings display on the left side of the window. 9. Select the following options as necessary: Click the button to print a hard copy of the rankings. Click the button to view a graph of the rankings. Select the Bottom N (least sold) option and then click the Show button to view the worst selling products. Change the entry in the Show Top field and then click the Show button to include more products in the rankings.

50 Chapter 2: Inventory 50 How to View the Top Number of Guests Purchasing Products 1. Select Inventory Top N/Bottom N. The Top N/Bottom N window displays. 2. Select the Top N (most sold) option. 3. In the Criteria section, select the types of products to analyze: Make a selection in the Distributor field to only analyze the products supplied by that distributor. Make a selection in the Manufacturer field to only analyze the products from a particular product line. Make a selection in the Class field to only analyze products from a particular product class. 4. In the Show Top field, enter the top number of guests for which to display data. 5. Select the Guests option. 6. Select the % check box if you want to display the top 10% of guests that purchased retail rather than the top 10 guests that purchased retail. 7. Select one of the following options: Select the Base Sales on Quantity Sold option to rank the guests by the number of items purchased. Select the Base Sales on Amount Sold option to rank the guests by the amount spent on products. 8. Click the Show button. The rankings display on the left side of the window. 9. Select the following options as necessary: Click the button to print a hard copy of the rankings. Click the button to view a graph of the rankings. Select the Bottom N (least sold) option and then click the Show button to view the guests that purchased the least products. Change the entry in the Show Top field and then click the Show button to include more guests in the rankings.

51 Chapter 2: Inventory 51 How to View the Top Selling Employees 1. Select Inventory Top N/Bottom N. The Top N/Bottom N window displays. 2. Select the Top N (most sold) option. 3. In the Criteria section, select the types of products to analyze: Make a selection in the Distributor field to only analyze the products supplied by that distributor. Make a selection in the Manufacturer field to only analyze the products from a particular product line. Make a selection in the Class field to only analyze products from a particular product class. 4. In the Show Top field, enter the top number of employees for which to display data. 5. Select the Employees option. 6. Select one of the following options: Select the Base Sales on Quantity Sold option to rank the employees by the number of products sold. Select the Base Sales on Amount Sold option to rank the employees by the revenue generated through product sales. 7. Click the Show button. The rankings display on the left side of the window. 8. Select the following options as necessary: Click the button to print a hard copy of the rankings. Click the button to view a graph of the rankings. Select the Bottom N (least sold) option and then click the Show button to view the employees that sold the least products. Change the entry in the Show Top field and then click the Show button to include more employees in the rankings.

52 Chapter 2: Inventory 52 Inventory Wizards Millennium features three wizards that analyze your product inventory and suggest ways to maximize your investment and increase profits. Following are descriptions of these inventory wizards. Model Quantity Wizard Product inventory is one of the biggest assets at your retreat. Profits are lost when a retreat has either too much or too little of a particular product. If your retreat has too little of a product it will result in the loss of an opportunity to sell that product. Consequently, if your business has too much of a product it will result in the waste of capital as a result of a product simply sitting on the shelf. However, your retreat can maximize profits by properly maintaining accurate model quantities of inventory. The Model Quantity Wizard is used to determine the optimum stocking level for your products so that you can maximize profit and minimize the investment in your inventory. When you run the Model Quantity Wizard for a range of products, the current model quantity and the calculated model quantity display for each product. The calculated model quantity is the optimal model quantity that you should choose to maximize profits. You can select to use the suggested model quantity or define your own optimal model quantity for each product as necessary. Once you have calculated the model quantity, you can determine the correct amount of inventory to order on your next purchase order. This wizard is accessed by selecting Inventory Inventory Wizards Model Quantity Analysis Slow Moving Inventory Wizard Inventory that is not selling and sitting on your shelves, regardless of its profitability, takes up valuable space and creates unnecessary cost for your retreat. The Slow Moving Inventory Wizard analyzes your products and identifies the ones that are moving slowly, which allows you to prevent a costly surplus of unsold inventory. Using the Slow Moving Inventory Wizard, you can determine slow moving inventory using the following criteria. Turn rate during specified a date range Number of weeks without a sale Quantity sold during a specified date range Once you have determined the slow moving products in your inventory, you can select to lower the model quantity, lower the order point, or place the products on sale. This allows you to take the action required to clear your shelves of slow moving inventory and find space to stock more popular items. This wizard is accessed by selecting Inventory Inventory Wizards Slow Moving Inventory Analysis

53 Chapter 2: Inventory 53 Inventory Turns Wizard Another important metric to consider when managing the investment in your inventory is inventory turns. Inventory turns define how often you would like to replenish the products on the shelves and measure how hard your inventory investment is working. If you ordered once a month, your inventory turn rate would be 12 If you ordered once every 2 months, your inventory turn rate would be 6 The Inventory Turns Wizard will calculate your actual turn rates based on the average of past on hand counts, which are automatically recorded the beginning of every month. You can then specify a desired turn rate for each product and the wizard will calculate the optimal model quantity. There is no exact formula on what is the best turn rate (6 times, 8 times, 10 times per year). The higher the gross margin on products, the less important it is to obtain a high inventory turn rate. If a product has a low margin, you will want to turnover that product as often as possible and keep stock as low as possible, without running out of it. Purchasing in bulk requires a greater investment that can place a heavy burden on your retreat and can cause you to miss incentives offered by your distributor. Realizing your inventory s actual turn rates will allow you to make better buying decisions. The Inventory Turns Wizard will allow you to fine tune your model quantities, ultimately allowing you to do more with your investment! This wizard is accessed by selecting Inventory Inventory Wizards Slow Moving Inventory Analysis

54 Chapter 3: Marketing 54 Chapter 3: Marketing This chapter explains how to the marketing tools that are available in Millennium. These tools will help you to generate lists of specific guests, send out letters and s, and analyze the guests referred by each guest. Topic Guest Selection 55 Form Letters 59 Millennium.Mail Maintenance 62 Referral Tree 63 Page

55 Chapter 3: Marketing 55 Guest Selection The Guest Selection tool is a powerful search engine that allows you to quickly obtain lists of guests that meet certain criteria. This feature is primarily used when defining the target audience for promotional mailers or generating a list of guests to export from Millennium, since the variety of search filters allow you to compile a list of guests that meet a range of criteria. Millennium features a number of default guest selections that can be used to obtain guests with an upcoming appointment, with an expiring or suspended membership, or new guests. If you need to create a new selection that uses different criteria, click the New button and select from the wide range of search filters available. To use this feature, select Marketing Client Selection to access the Guest Selections window. The Guest Selections window is divided into a number of tabs that contain search filters. When a new search is performed and these filters are selected, the Selected field displays the number of guests that match the selected criteria. If you click on the number of guests that meet the criteria, the Client Selection will display with comprehensive details for each guest. How to: How to Create a New Guest Selection, page 56. How to Use an Existing Guest Selection, page 57.

56 Chapter 3: Marketing 56 How to Create a Guest Selection 1. Select Marketing Client Selection. The Guest Selections window displays. 2. Click the New button. 3. In the Selection Name field, enter a descriptive name for the guest selection. 4. Browse through the tabs and select search filters as necessary. 5. Click the Select button. The number of guests that match the search criteria displays at the bottom of the window. 6. Click the number that displays in the Selected field. The Client Selection window displays with a list of the guests that match the search criteria. Tips: To print a hard copy of the list, click the Print button. To export the list of guests, click the button at the top of the window and then select the export options for the data on the Export Format window. To view a purchase history for a guest, select the guest and then click the History button. 7. Click the Close button. 8. Click the Save button.

57 Chapter 3: Marketing 57 How to Use an Existing Guest Selection 1. Select Marketing Client Selection. The Guest Selections window displays. 2. Click the Listing tab. 3. Select the guest selection that you want to use and then click the Maintenance tab. 4. Click the Edit button. The number of guests that match the current search criteria displays at the bottom of the window. When the name of a tab displays in red text, this means there are search filters on the tab that can be changed to narrow the search. In the example below, the Appointments tab is highlighted in red text. This means that you can click the Appointments tab and change the date range used to select guests with an upcoming appointment that require a confirmation to be sent. 5. Browse through the tabs highlighted in red and adjust the search filters until you have a list of guests that meets your requirements.