STX Beacon User Guide Tickets

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1 STX Beacon User Guide Tickets

2 3 Ticket List: Tickets 4 Ticket Detail 5 New Ticket: Create New 5 New Ticket: Services 6 New Ticket: Products 6 New Ticket: Other 7 New Ticket: Other: Selling a Package 7 New Ticket: Other: Selling a Gift 8 New Ticket: Tips 8 New Ticket: Payments 9 Putting a Ticket on Hold 10 Paying a Held Ticket Balance 11 Paying with a Gift 12 Completed Ticket Detail 12 Receipt 13 Ticket List: Refunds 14 Refunds: Service Refund 16 Refunds: Product Refund 18 Refunds: Client Card Table of Contents 2

3 Main Menu: Tickets To begin using the ticket function, navigate to the Main Menu and click Tickets. Ticket List: Tickets The Ticket list allows you to view every transaction for the selected date(s), create a New ticket, sell a Membership, or give a Refund. Note: Memberships setup, selling, and tracking is detailed in a separate guide. If you would like a copy, please visit the Beacon Resource page on our website at or contact the Solutions department. Change the Begin Date and/or the End Date to view a date range of tickets. Return to the current day s tickets by clicking the Today button. Check the Show Completed Tickets checkbox to display paid tickets with the unpaid tickets in the same list. Click the Client name hyperlink to view the client record. View any ticket by clicking the Ticket # hyperlink. The Ticket Detail page will appear. NOTE: Only unpaid tickets can be modified. Paid tickets are read-only, which locks down the entire paid ticket to prevent modifications. 3

4 Ticket Detail Choosing the Ticket # of a checked-in client will open the Ticket Detail page. Add services, products, deposit, gifts, packages, prepayments, r e c e i v e p a y m e n t s o n a c c o u n t charge balances, and tips to the ticket. When you select a promotion for services and/or products, the appropriate discount will be automatically calculated and subtracted from the ticket total. If the client has enough Rewards points to redeem a discount on services and/or products, select the appropriate Reward and the discount will be automatically calculated and subtracted from the ticket total. Note: Rewards setup and tracking is detailed in a separate guide. If you would like a copy, please visit the Beacon Resource page on our website at or contact the Solutions department. The Other tab allows accepting a Deposit, Prepayment, Received On Account for receiving payment on the client s in-house account balance, selling a Gift or a Package. The Tips tab allows adding tips for each worker. Complete the ticket by going to the Payments tab and selecting the appropriate payment type(s). Book or Rebook the client s next appointment before saving the ticket. 4

5 New Ticket: Create New Create a new ticket for walk-in appointments or other sales simply by clicking the New button. Type part or all of the client s First name, Last name, Primary Phone, Mobile Phone, or Primary address to search for a client. Click the Search button. A list of possible matches will appear. Click the appropriate name. Click the New button to add a new client. New Ticket: Services The new ticket will appear with the client s name. Click the client s name hyperlink to go to the Full Client Card. Change the Visit Type if necessary. If adding Service(s), a new appointment will be added to the Booking Calendar, placed at the same time the new ticket was created. The new appointment will display with the Worker selected for the service added to the ticket. Go directly to the Products tab if the client is only purchasing retail products and no services are being added to the new ticket. 5

6 New Ticket: Products Type or scan the product SKU or part of the product name. Click the Search button. A drop-down menu will appear with a listing of possible matches. Click the desired product and click the Select button. The product will be added to the ticket. Add multiples of the same product by clicking the Select button multiple times. Select appropriate Worker for each product added. New Ticket: Other If the client is paying a Deposit, making a Prepayment, paying on their in-house charge, or wishes to purchase a Gift or Package, go to the Other tab. Click Add Line to select Deposit, Gift, Package, Prepayment, or Received on Account. If the client owes you for their in-house charges, the item Received on Account will automatically be added to the ticket with the current balance owed. Enter or edit the Amount of the item, or click the Remove icon to remove the item from the ticket. 6

7 New Ticket: Other: Selling a Package To sell a Package, select Package from the Type menu. Select the Package you are selling. The Amount and Tax values cannot be changed and will be added to the ticket total. Click Add Line to add another Package, or click the Remove icon to remove the item from the ticket. New Ticket: Other: Selling a Gift NOTE: The setup, redemption, and tracking of Packages is detailed in a separate guide. If you would like a copy, please visit the Beacon Resource page on our website at or c o n t a c t t h e S o l u t i o n s department. To sell a Gift, select Gift from the Type menu. The following drop-down section will appear: 7 Enter the Recipient name and G i f t N u m b e r. T h e G i f t Number can either be from a gift certificate or a gift card. The gift number must be a minimum of 3 digits. Select an Amount from the drop-down menu or enter the appropriate value in the field. If necessary, select a date from the Expires date picker. The Gift value will be added to the ticket total. Complete the ticket by going to the Payments tab and selecting the appropriate payment type(s). If the client is adding tip(s), go to the Tips tab.

8 New Ticket: Tips If Services were checked in from an appointment, the Worker for the service(s) will automatically appear. If Services were added to the ticket after the appointment was checked in, the Worker will not appear and will need to be added by clicking the Add Line button. Remove worker tip lines by clicking the Remove button. Enter the appropriate Tip Amount for each worker. Set the Tip Options to either Tip Paid Out or Tip Left in Drawer. Complete the ticket by going to the Payments tab and selecting the appropriate payment type(s). New Ticket: Payments C l i c k Add Line to add an appropriate form of payment. Adjust Amount Paid as necessary and add additional payments until the ticket is fully paid. Note: Credit Card Processing is detailed in a separate guide. If you would like a copy, please visit the Beacon Resource page on our website at or contact the Solutions department. Click either Book Appt or Rebook buttons to schedule a new appointment for the client. Click Save to save the ticket. Before saving the ticket, if the client wishes to book an appointment, click either the Book Appt or Rebook button, whichever happens to be available on the ticket. 8

9 Book Appt versus Rebook buttons If the ticket is a non-service ticket, the Book Appt button will display. If the client receives services on the ticket, the Rebook button will display. An appointment is considered as a Rebook if the client checks out AND books their next appointment on the same calendar date. Putting a Ticket on Hold STX Beacon allows you to hold a client s ticket balance, making it so that the next time the client checks in, the new ticket will automatically include the previously held balance. Instead of leaving tickets either unpaid or partially paid, put the ticket balance on hold. When tickets have been left unpaid for any day prior to yesterday, Beacon will auto-close the unpaid tickets by putting the balance on hold. The held balance will be automatically applied to the client s charge account balance. To put a client s ticket balance on hold, simply click the Hold Balance button. 9

10 The payment type Account Charge will be added to the ticket. The value in the Amount Paid field will be added to the client s account balance. Clients who have previously put a ticket balance on hold will have a positive Account Balance, as shown on the full client card: Accounts tab. Tickets left unpaid for more than a day will be auto-closed by the system. The system will apply the ticket total to the client s account balance, which will appear on the full client card: Accounts tab, as a positive balance. Paying a Held Ticket Balance The next time a ticket is created for the client, the Other tab of the newly created ticket will automatically include the held balance amount in the Received on Account transaction type menu. Complete the ticket by going to the Payments tab and selecting the appropriate payment type(s). 10

11 The Other total represents items added to the Other tab of the ticket. This is included in the Total and Balance Due values. Paying with a Gift When a client is redeeming a Gift, select Gift Redemption from the Payment Type dropdown menu. Scan, swipe or enter the Gift Number being redeemed. NOTE: Gifts tracking is detailed in a separate guide. If you would like a copy, please visit the Beacon Resource page on our website at or c o n t a c t t h e S o l u t i o n s department. Before saving the ticket, if the client wishes to book an appointment, click either the Book Appt or Rebook button, whichever happens to be available on the ticket. Click Save to save your changes. Click Cancel to discard your changes. 11

12 Completed Ticket Detail The Completed Ticket Detail page is only displayed when a Completed (fully paid) ticket hyperlink is clicked from the ticket list page. The Completed Ticket Detail page is read-only and displays only the information from each tab on the ticket where information has been added, as well as Rewards information. 1. If the ticket meets the criteria for Rebook, then the button will say Rebook. 2. If the ticket does not meet the criteria for Rebook, then the button will say Book Appt. 3. Click Receipt to a copy of the Completed Ticket Detail page to the client. The Client Name is displayed with the Client , if the client has a primary address on file. If the client does not have a primary address on file, the Client field will be blank. Feel free to enter or edit the address. The client card will NOT be updated with what is entered. Consider the Client field as a one-time use address. 12

13 Ticket List: Refunds To issue a refund, click the Refunds button from the Ticket List page. The following page will appear: Refunds can only be issued to existing clients. Type part or all of the client s First name, Last name, Primary Phone, Mobile Phone, or Primary address to search for a client. Click the Search button. A list of possible matches will appear. Click the appropriate name. 13 Click the client Full Name hyperlink to view the client card. Select the appropriate Refund Type from the drop-down menu. The options are either Service or Product. In the Refunded By field, enter either your initials or information relating to the worker who is issuing the refund. Select from History displays the last 30 days, but allows changes. Select the dates for when the item being refunded was originally sold. Click Search to see the items originally sold during the selected date range.

14 Refunds: Service Refund Select Service as the Refund Type. All services completed during the specified date range will appear in a list. Check the Select checkbox next to the service being refunded. NOTE: If you are refunding more than a single service, a new Refund transaction will need to be created for each service being refunded. If the service was originally taxed, the Taxable checkbox will be checked and the Tax value will display. Change the Amount to reflect the refund value of the service. Uncheck the Deduct From Worker checkbox if you do not wish to have the refund value amount deducted from the worker s service sales total. Once a service is selected, the Refund To section will appear. The original Payment Type used to pay for the service being refunded will be listed, along with the Original Payment Amount. The option to refund to the client s Account Charge allows for adding the refund value to the account charge balance as a way of giving the client a store credit. NOTE: If the service being refunded was originally part of a Package, the payment type used will be Prepaid Package. It is highly recommended you refund the service value to the Account Charge payment type. If the service being refunded was originally paid with a credit card processed electronically, you must refund the service value to the Account Charge payment type. Adjust the Amount to Refund for Payment Type to reflect the refund value. If a Cash Drawer is configured for the computer/device being used to issue the refund, the Cash Drawer information will display to indicate which drawer is being affected by the refund. Click Save to complete the Refund transaction. Click Cancel to discard the Refund transaction. 14

15 The Refund transaction will appear in the Tickets List after checking the Show Completed Tickets checkbox. The Service Refund will display a negative value. Click the Ticket # hyperlink to view the Completed Ticket Detail. The Service Refund completed ticket detail will display all refund amounts as negative values. If the client has an active Rewards setting, and the client had originally earned points for the completed service and/or ticket, the system will remove the previously earned points from the client s balances. The Rewards: Earned information displays the removed points as negative values. Click Rebook, OK, or Receipt. 15

16 Refunds: Product Refund Select Product a s t h e Refund Type. All products purchased during the specified date range will appear in a list. Check the Select checkbox next to the product being refunded. NOTE: If you are refunding more than one type of product, a new Refund transaction will need to be created for each product being refunded. If the product was originally taxed, the Taxable checkbox will be checked and the Tax value will display. If the client purchased multiples of the same product, change the Quantity to reflect the number being refunded. Change the Amount to reflect the refund value of the product. Uncheck the Deduct From Worker checkbox if you do not wish to have the refund value amount deducted from the worker s product sales total. Uncheck the Return to Inventory checkbox if you do not wish to have the product added back into the inventory stock. Once a product is selected, the Refund To section will appear. The original Payment Type used to pay for the product being refunded will be listed, along with the Original Payment Amount. The option to refund to the client s Account Charge allows for adding the refund value to the account charge balance as a way of giving the client a store credit. NOTE: If the product being refunded was originally paid with a credit card processed electronically, you must refund the product value to the Account Charge payment type. Adjust the Amount to Refund for Payment Type to reflect the refund value. If a Cash Drawer is configured for the computer/device being used to issue the refund, the Cash Drawer information will display to indicate which drawer is being affected by the refund. Click Save to complete the Refund transaction. Click Cancel to discard the Refund transaction. 16

17 The Refund transaction will appear in the Tickets List after checking the Show Completed Tickets checkbox. The Product Refund will display a negative value. Click the Ticket # hyperlink to view the Completed Ticket Detail. The Product Refund completed ticket detail will display all refund amounts as negative values. If the client has an active Rewards setting, and the client had originally earned points for the completed service and/or ticket, the system will remove the previously earned points from the client s balances. If the client had redeemed points on the original purchase, the system will add the previously used points to the client s balances. The Rewards: Earned and Used information displays the removed or added points as negative values. Click Book Appt, OK, or Receipt. 17

18 Refunds: Client Card Service refunds display on the client card: Service Log as negative values. The Notes icon, when clicked, will display the word Refund. Click the Ticket # hyperlink to view the Refund Completed Ticket Detail. Product refunds display on the client card: Product Log as negative values. Click the Ticket # hyperlink to view the Refund Completed Ticket Detail. 18

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