XciteSoftware. Introduction. User Guide. Chapters. Topics of interest. How to guides. XciteSoftware key modules

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1 XciteSoftware Chapters Introduction Sales Module Appointment Module Client Manager Inventory Manager Reports Staff Manager Year End Introduction User Guide Installing XciteSoftware Getting Started Daily Operation Managing Inventory Monitoring Inventory XciteSoftware contains help icons at key locations, clicking on the icon will link to the appropriate section of the used guide or to a how to guide. Context sensitive help icon Managing Clients Managing Staff Managing Client Accounts How to help icon Loyalty Programs Monitoring Sales Year End Procedures Appointments Topics of interest Tanning Program Reports Frequently asked questions. Troubleshooting Guide How to guides Entering/editing inventory Making a sale Making appointments How to make a sale Point of Sale hardware. About XciteSoftware system reports. XciteSoftware Backup and Restore Using Client Alerts Using XciteSoftware at Resort Hotels General Information Legal Issues What's New... Installing Networks Text Messaging XciteSoftware key modules The main modules of XciteSoftware are described in the introductory section of the guide. Each of the modules are designed to work together to provide the overall business management system. Sales Module Appointment Module Client Manager Inventory Manager Reports Staff Manager Year End Note that some of the graphics, menus and tool locations may be different in this manual than in your copy of the program due to constant product improvement and updating. The functionality of the program will be the same or enhanced over that shown. Please check out the "What's New" section for new features that have not yet been added to the manual

2 For additional help contact or check out our web site at Xcite Software 2014

3 XciteSoftware Chapters Introduction Sales Module Appointment Module Client Manager Inventory Manager Reports Staff Manager Year End Introduction Sales Manager (Point of Sale) User Guide Installing XciteSoftware Getting Started Daily Operation Managing Inventory Monitoring Inventory Managing Clients Managing Staff Managing Client Accounts Loyalty Programs Monitoring Sales Year End Procedures Appointments Tanning Program Reports Allows unlimited sales transactions Records the volume and sales revenues of services you provide in your key service areas such as hair cuts, perms, etc Retains your latest sale price for products Provides discounts to selected clients at time of sale Features split service for group work Controls your shop consumption of inventory, your cash disbursements and non taxable sales Features multiple tenders Tracks two individual sales taxes, singly or tax on tax, tax settings and names can be set in preferences Reports end of day sales, itemized by staff member and sales category with separate accounting for cash, cheques, credit cards, coupons, points and charges ready for your bank deposit Customizes invoice messages Prints invoices for the client showing regular and/or sale prices, point totals Tracks tanning time purchased and used for each client and print summary reports. Tracks the sale and use of spa packages. Provides detailed gift certificate and gift cash card program tracking and management suitable for large certificate programs More about the Sales Manager (Point of Sale) Making a sale how to guide Copyright Xcite Software 2014

4 XciteSoftware Chapters Introduction Sales Module Appointment Module Client Manager Inventory Manager Reports Staff Manager Year End Introduction Scheduler Appointment Manager User Guide Installing XciteSoftware Getting Started Daily Operation Managing Inventory Monitoring Inventory Managing Clients Managing Staff Managing Client Accounts Loyalty Programs Monitoring Sales Year End Procedures Appointments Tanning Program Reports Visual daybook similar to normal paper books with color key Easy date navigation for displaying future and past appointments Add new appointments with the click of a mouse Add staff breaks with a right click View/print daybook, client and individual staff schedules View appointment information by holding the cursor over the appointment Immediate access to your client histories and formulas Book appointments as far into the future as you like. Individual staff 30 day view Ticket transfer to the sales module The book will learn client - staff relationships but is unable to print staff client lists. More about Appointment Manager Xcite Software 2014

5 XciteSoftware Chapters Introduction Sales Module Appointment Module Client Manager Inventory Manager Reports Staff Manager Year End Introduction Client Manager User Guide Installing XciteSoftware Getting Started Daily Operation Managing Inventory Monitoring Inventory Managing Clients Managing Staff Managing Client Accounts Loyalty Programs Provides for entering new clients, editing client information, sorting and deleting client information. You keep the client's name, address, phone numbers, birth date and notes. For each client you keep day by day records of the services provided, outcome of the work and information on what you want to look out for during the next visit. Client profiles, formulas and tanning histories can be created for crucial client information. All information can be edited or deleted. and text directly from client lists. Key features of the Client Manager are: Monitoring Sales Year End Procedures Appointments Tanning Program Reports Records up to 100,000 clients with an unlimited number of service records Enters and retrieves client information including name, address, telephone, birthday, special notes and records of past services Prints telephone lists, client summaries, mailing lists, and birthday lists More about Client Manager Xcite Software 2014

6 XciteSoftware Chapters Introduction Sales Module Appointment Module Client Manager Inventory Manager Reports Staff Manager Year End Introduction Inventory Manager User Guide Installing XciteSoftware Getting Started Daily Operation Managing Inventory Monitoring Inventory Managing Clients Managing Staff Managing Client Accounts Loyalty Programs Monitoring Sales Year End Procedures Appointments Tanning Program Reports Provides control and monitors your product inventory levels, maintains vendor lists, creates purchase orders and sets up sale pricing. Tax rates and mark up may be individually set for each stock item. Key features of the Inventory Manager are: Records up to 900,000 inventory items using UPC or custom coding Records sales, consumption, losses, purchases and current levels for each stock item Prints stock re-order reports, purchase orders, order entry, detailed inventory status, turnover and inventory analysis, pricing and barcode labels Prints forms for inventory counts at any time Manages your refill program, with separate pricing for different refill sizes Purchase order generation, to vendors Easy to use order entry tool More about Inventory Manager Xcite Software 2014

7 XciteSoftware User Guide Chapters Introduction Sales Module Appointment Module Client Manager Inventory Manager Reports Staff Manager Year End Introduction System Reports Installing XciteSoftware Getting Started Daily Operation Managing Inventory Monitoring Inventory Managing Clients Managing Staff Managing Client Accounts Loyalty Programs Monitoring Sales Provides additional features to enhance the sales, inventory and client management programs, including over 110 detailed and summary reports to monitor sales and staff performance. The "SpotCheck" reports are designed specifically to monitor performance of your services, client retention, retail program and other key indicators of the health of your business. More about Sales Reports Year End Procedures Appointments Tanning Program Reports Xcite Software 2014

8 XciteSoftware User Guide Chapters Introduction Sales Module Appointment Module Client Manager Inventory Manager Reports Staff Manager Year End Introduction Staff Manager Installing XciteSoftware Getting Started Daily Operation Managing Inventory Monitoring Inventory Managing Clients Managing Staff Provides access to the program for your staff, tracks your staff's sales performance monitors schedules and commissions. More about Staff Manager Managing Client Accounts Loyalty Programs Monitoring Sales Year End Procedures Appointments Tanning Program Reports Xcite Software 2014

9 XciteSoftware User Guide Chapters Introduction Sales Module Appointment Module Client Manager Inventory Manager Reports Staff Manager Year End Introduction Year End Installing XciteSoftware Getting Started Daily Operation Managing Inventory Monitoring Inventory Managing Clients Managing Staff Managing Client Accounts Loyalty Programs Calculates statistics for your past year, provides year-end summary report and sets up your system for the year to come. More about Year End Monitoring Sales Year End Procedures Appointments Tanning Program Reports Xcite Software 2014

10 XciteSoftware User Guide Chapters Introduction Installing XciteSoftware System Requirement Installing/removing Starting XciteSoftware Getting Started Daily Operation Managing Inventory Monitoring Inventory Managing Clients Managing Staff Managing Client Accounts Loyalty Programs Monitoring Sales Installing XciteSoftware System Requirements Windows only Minimum Intel Pentium processor Microsoft Windows 2000 with Service Pack 2, Windows XP SP2, Windows Vista or Windows 7. Microsoft Internet Explorer 5.5 or better 1.0 GB of RAM 120MB of available hard-disk space; cache for installation files requires an additional 100MB of available hard-disk space 800x600 screen resolution Windows only Recommended Dual Core processor Microsoft Windows 2000 with Service Pack 2, Windows 98 Second Edition, Windows XP, Windows Vista or Windows 7. Microsoft Internet Explorer 7 or better 4.0 GB of RAM 120MB of available hard-disk space; cache for installation files requires an additional 100MB of available hard-disk space 1,024x768 or better screen resolution Year End Procedures Appointments Tanning Program Reports Mac

11 Mac Recommended Dual Core processor Mac OS X Parallels Desktop 7 for Mac [ ] Microsoft Internet Explorer 7 or better 4.0 GB of RAM 120MB of available hard-disk space; cache for installation files requires an additional 100MB of available hard-disk space 1,024x768 or better screen resolution Xcite Software 2014

12 XciteSoftware User Guide Chapters Getting Started Introduction Installing XciteSoftware Getting Started New User Setting Preferences Entering Staff Entering Inventory Inventory Rules Inventory Notes Entering Clients New User When you installed your system the basic database files for your business were installed and configured. You will need to input basic information about your business before starting to use the system from day to day. You may do this set up from the sales screen files menu be selecting the different modules and inputting data. Daily Operation Managing Inventory Monitoring Inventory Managing Clients Managing Staff Managing Client Accounts Loyalty Programs Monitoring Sales Year End Procedures Appointments Tanning Program Reports You will need to review and update the preferences, add you staff, input your service and product inventory and add in past clients from your client card files. for further information on each of these required tasks use the links below. Setting Preferences Entering Staff Entering Inventory Inventory Rules Inventory Special Notes Entering Clients An alternative way to complete this basic setup is to use the setup wizard and have it lead you through the setup process.

13 Wizard Screen Xcite Software 2014

14 XciteSoftware User Guide Chapters Introduction Installing XciteSoftware Getting Started Daily Operation Getting started Entering a new client Looking up prices Client histories Making a sale Leaving staff notes Expense (purchase) Staff Purchase File menu Tools menu Reports menu Help menu Closing the register No sale tool Voiding a sale Receipt printing Logging in/out QuickKeys Accepting tips Client tools Sales tools Quitting the program Daily Operation This section of the user guide provides information useful to staff to undertake the day to day interaction with the program and to learn the features most useful to them. Getting Started After starting XciteSoftware check the current date and time in the upper right corner. If the date or time are not correct then check your computer manual for instructions on how to set them. The sales and appointment screens are available in two manual resolutions or automatic depending upon the settings of your desktop. The fixed resolutions are 800 x 600 and 1024 x 768 and should be set to match your desktop resolution. if you are using resolutions greater than these we suggest that you leave the setting on auto. The settings can be changed in the screen tab in preferences. The sales screen provides access to all parts of the system, you may complete a sale, look-up of inventory, look up client information and service records, add new service records, add and view tanning and spa information and manage all aspects of the system. Sales and Appointments are normally left open at all times the system is in use. You may minimize the screens and they will remain available on the windows taskbar. Managing Inventory Monitoring Inventory Managing Clients Managing Staff Managing Client Accounts Loyalty Programs Monitoring Sales Year End Procedures Appointments Tanning Program Reports When using the 1024x768 or auto screen resolution settings two additional tools are available. To the left is the Client Center a client list in alphabetical order (see sorting client list). Clicking on a client from the list will display their phone numbers at the bottom of the screen and access to other information. If you have SMS texting enabled you can text them directly from the client center. Click on a phone number and it will be placed in the dialer. Click on dial and the system will dial the client for you. Note a modem and telephone line connection are required. A handset must also be connected to the modem. Below the sale summary a today's client list will be displayed showing the names of all clients in the salon/spa for the day. Note that this list will be emptied each time SalonTrac is shut down. Clicking on the list will bring up the receipt viewer/printer. When entering a sale there is no need to use the mouse. Pressing "Enter" moves to the next action and pressing "ESC" moves back. The sales toolbar provides the basic tools needed to operate the system.

15 Sales Toolbar Backing Up Your Information It is important that you do a daily backup of you information. At the end of each day it is important that the cash register be closed. More on closing the cash register. Client Center If you are using a screen resolution greater than 800x600 you will see the Client Center next to the sales screen. From the center you can access all of the client information systems. Client Center Training Mode To assist the training of staff on the operation of the system the manager can implement the training mode. The system keeps and constantly updates a copy of the

16 system files for training purposes. Any changes to these files during training will not be permanently recorded, so there is no need to worry about what changes may be made. To turn on the training mode open the sales screen tools menu and select training mode. To implement to mode the administration password is required. The system will prominently display training mode flags in bright red lettering. Note that the appointment module will close when training mode is turned on and off and will need to be re-opened each time. Remember to return to normal mode when using the system in the normal course of business. Training mode is turned off be selecting "Training mode off" from the sales tools menu. Xcite Software 2014

17 XciteSoftware User Guide Chapters Introduction Installing XciteSoftware Getting Started Daily Operation Managing Inventory Monitoring Inventory Managing Inventory Periodically during the year you will need to add new products, delete products, edit the product information, change prices, order products and enter orders received from your vendors. See more on monitoring your inventory. Special Inventory areas: Managing Clients Managing Staff Managing Client Accounts Loyalty Programs Monitoring Sales Tanning Inventory Spa Inventory Service Inventory Retail and Consigned Inventory Gift Certificate Inventory Other Inventory Year End Procedures Appointments Tanning Program Maintaining Supplier Records Open the inventory file manager from the sales file menu. Reports Sales File Menu Inventory Manager Retail Products Select the Vendor manager from the Tools Menu.

18 Vendor/Supplier Screen Double click on a vendor to edit the record or add a new vendor as required. In each case click on the save button to save your changes, Vendor Enter/Edit Screen Maintaining Inventory Records Inventory Manager showing Products (typical) Select the service or product tab that you wish to work with and double click on a product to open the editor tool. Click on Add New to add an item. For more information on adding and setting types and prices.

19 Entry/edit Tool (typical) To delete an item click on the delete button and the item will be marked for deletion. Note that the item will not be removed from the file until the file is reorganized. You may reorganize the file by selecting Reorganize from the tools menu. You may return the item to active inventory by clicking on the restore button. Note do not delete items which you have sold until after you have completed year end or some reports will be missing key information on sales during the year. To edit the item change the fields you wish and click on the save icon. If the on order box is checked then the item has been ordered using the purchase order feature but has not yet been received using the order entry manager. Un-check the box to cancel the order manually if you wish. Adjust your inventory quantities by clicking on the Quantity icon, fill in the areas needing adjustment and click on Accept. Remember to click on the Save icon after making the changes. Quantity Adjustment Tool Adjust the item price by selecting the price icon, enter the new information and click on apply. Remember to click on the Save icon after making the changes.

20 Cost, Markup and/or Price Adjustment Tool You should sort your inventory after adding items or making changes. Using Purchase Orders You may use a purchase order to obtain a list of products to order from a particular vendor. When inventory was entered you set your vendor code, re-order minimum and your normal order amount. A purchase order will give you a list of all items from the vendor which have current amounts at or below the minimum. From the tools menu select Create a purchase order. Inventory Tools Menu Purchase Order Tool Select the Supplier from the list, the vendor name will be shown. Click on the List Products button to the right of the vendor name

21 and all products meeting the criteria noted above will be listed. The estimated cost per unit is the amount shown for cost in the inventory, usually your last purchase price. The units are the amount you have set in inventory for your usual order quantity. Click on the product row in the order column if you wish to order the item and the column will show as yes. Click on the same column again to cancel the selection. To change the quantity to be ordered click on the quantity and you may change the number in the text box at the bottom right of the screen. The amount in the table will change with it. Continue until all products that you wish to order are marked "Yes". Click on the Update Estimated Cost button to see what the order is estimated to cost less any taxes. If you wish to the order to the supplier click on the order button and the will be prepared. Note, to you must do this before you print and save the order. Typical completed and signed Click on send to finish the order to the supplier. Note that you need to have an client set up on the computer and a high speed internet connection to use the feature. An address must be entered into the vendor file. To complete the order click on "Print/Save". To abandon the order click on "Abandon". Click on the "Close" button or press ESC to return to the Inventory manager. Using Order Management The Order Entry tool is used to receive stock into the salon. It can be accessed from the tools menu of sales manager. Note that this tool is a taskbar item and may be left open during the day to be worked on as you get time. The current and purchased inventory amounts will be updated during the process. After selecting the vendor from the list and entering the invoice number select the item from inventory, enter the amount received and the cost from the invoice then press ENTER. The system will calculate the extensions and subtotals. This is a quick way to check the math on the vendor's invoice.

22 If the cost of the product has changed from the old cost you have 2 options for updating your inventory cost. Select your choice on the buttons at the lower left of the table. You can set your cost price to the new cost overwriting the old cost or you can average the cost based upon the number of items in current stock and the number of items being received. This will always keep your product costs up to date. Note that the system will not adjust your selling price. Instead the markup will be adjusted to the new cost base. Order Entry Tool After entering all of the items on the invoice enter any discounts, taxes or shipping. The invoice total should match the vendors invoice. Click on the complete button and the inventory will be updated, a vendor purchase history will be created for future reports and the items will be matched to the purchase order files and order flags reset. Any products not received will be left on back order until they arrive and are entered. Please make sure that when shutting down the system you complete order entry first if you do not you will not be able to shut down XciteSoftware. Setting Products on Sale A discounted selling price may be applied to individual products or to all products in the salon at once. Entry/edit Tool (typical) For an individual product enter a percent off and click on the Set on Sale button. The product selling price will be discounted

23 permanently until you stop the sale by resetting the original price by pressing the button again. The product will be flagged as on sale on all lists and the clients sales invoice will show both the regular price and the sale price. You may also set up a store wide promotion for all products at a set percentage off. This sale is set up and discontinued using preferences. Open Preferences and select the general tab. Change the storewide sale discount box from 0 to the percentage you wish say click on the save button. All products will be sold at 10% off until you reset the 0 in the box. Printing Product Labels If you wish to label the products with a small label showing your salon/spa name/ product code, description, size and price you may print them in a number of ways using the Print inventory labels tool from the tools menu. Inventory Tools Menu

24 Inventory Label Printer You must use Avery labels 5167 or equivalent and you should set up the label settings to position the print correctly on the sheet. Try the default settings first. Save your settings when they are correct on a test print. We recommend 8 pitch as the font setting for most printers. You may select from 5 print options by selecting an option button and filling in the required information for the labels to print and the number of each. You must also select the number of labels to skip if the sheet has been partially printed in the past. The set up is for the Avery # label which has 80 labels per sheet. When you are ready to print click on Print button at the bottom of the screen. BackBar Management (consuming inventory) As you use up back bar inventory or remove retail inventory from the shelf to use in the shop and sell as part of a client service this may cause tax implications. If so do not adjust your inventory using the Inventory Manager rather use the Consume Inventory tool. Select the BackBar Maintenance tool from the menu. Consume Product Tool Double click on the inventory item from the list. Enter the amount used and click on the Adjust Inventory Now button. Continue until all have been adjusted then click on close.

25 For retail product entries will be made in your sales records for the day recording the applicable provincial/state taxes owing on the product use. The taxes will be based upon the tax settings for the various inventory items. The amount will show on the close register report and in the tax reports. Find Last Sale of a Product You may wish to find out the last time a product was sold in the current year, who it was sold to and by whom. To find this information select the tool "Find Last Sale of a Product "from the Sales Screen Tools Menu. Sales Tools Menu Last Sale Lookup Tool The above information will show the date, invoice number, seller and price. Click on the more info button to open the receipt history screen to the sale for additional information.

26 Receipt History/Printer Quick Inventory Value To determine quickly the value of the current inventory without running a report select Quick inventory value from the tools menu in Inventory Manager. Inventory Value Product Barcode Printing You may print UPC - A 10 character barcodes if required to add to products without a manufacturer's barcode. Select print Product and Client Barcodes from the Sales Tools Menu.

27 Barcode Printing Tool Select UPC-A Barcode Inventory Products on the top left of the screen. Select the Number System Character. Note the following table for selecting the Number System Characters. UPC Version A encodes a twelve digit number. The first number encoded is the number system character, the next ten digits are the data characters, and the last digit is the check character. The system will calculate the check character. note that to use this barcode printer you must be using 10 character UPC Barcodes. These are the typical barcodes that you see on products The number system character is printed in human readable form to the left of the UPC symbol. Seven of the ten possible numbers have been assigned. UPC Number System Characters: Character Usage 0 Regular UPC Codes 1 Reserved 2 Random weight items which are symbol marked at the store level 3 National Drug Code and National Health related Items Code 4 Use without format restrictions and with check digit protection for in store marking of non food items. 5 For use on coupons 6 Regular UPC Codes 7 Regular UPC Codes 8 Reserved 9 Reserved Select the UPC code number you wish to print and click on the Print Button. Xcite Software 2014

28 XciteSoftware Chapters Introduction Installing XciteSoftware Monitoring Inventory Inventory Count Procedure User Guide Getting Started Daily Operation Managing Inventory Monitoring Inventory Managing Clients Managing Staff Managing Client Accounts Loyalty Programs Monitoring Sales Periodically during the year or at year end you will want to count your inventory. The inventory check sheet report provides inventory item descriptive fields and the current inventory amount held in the system. Spaces are provided for writing in the actual count for each stock code item and calculating the variance. Select the report from the Inventory manager reports menu. Inventory Reports Inventory reports are found in the Current Reports Inventory View menu. Year End Procedures Appointments Tanning Program Reports Current Reports Inventory Menu Reports available to monitor your inventory are as follows: Cost of inventory Provides a various reports on inventory cost and supplier purchase activity in the current year including dates and prices. The report totals your purchases from the vendor. Current price list Provides a printed list of your inventory with descriptions and your current selling prices. Price list by product category Inventory summaries The inventory summary report provides a summary of your inventory in list form showing stock number, description, size, number purchased, sold and current number in stock. Select the summary type, available reports are by supplier, all products, product groups or categories, retail products, consigned products or back bar products.

29 Retail product turnover summary Retail turnover prints a list of your inventory items in stock code order listing stock code, description, size current number in inventory, year to date sales and your annual turnover for each item. This report will include refill stock codes. List products below minimum Provides a printed list of inventory items which currently are at or below the reorder minimum with the vendor noted. Refill items will not show on this report. List outstanding purchase orders Provides a list of inventory that has been ordered but has not yet been received. The report shows the stock number purchase order number, date, vendor number and quantity ordered. List year to date inventory loss Provides a summary of the year to date losses and their cost based upon the losses you have entered in inventory. List year to date inventory consumed Provides a summary of retail inventory consumed during the current year as you have entered. List service codes Provides a list of your service codes that may be printed for reference. Product sales margin analysis Provides a report of all stock codes listing stock number, name, description, size, total sold, gross sales income for the product for the year and the margin in dollars/unit and in percent. The report sorts the products by number sold. List product sales (all) List product sales (single product) Reports all look similar to the report shown below and may be printed. You do not need to close the reports screen to run additional reports, just select another report from the menus.

30 Typical inventory report Xcite Software 2014

31 XciteSoftware Chapters Introduction Installing XciteSoftware Getting Started Daily Operation Managing Clients and Histories Manage your clients and client history files using the client manager. The client manager can be found on the sales file menu. User Guide Managing Inventory Monitoring Inventory Managing Clients Managing Staff Managing Client Accounts Loyalty Programs Monitoring Sales Year End Procedures Appointments Tanning Program Reports Sales File Menu Client Manager List Tab Double click on a client in the list to select the client and display their name above the tabs. Select the address tab to enter or edit address information. Click on the other tab to enter or edit other information about the client.

32 Client Manager Address Tab Client Manager Other Tab Click on the save icon after entering or editing any information on the address or other tabs. Note that you can the client directly from the other tab. You may also do this from the phone list viewer from the sales manager reports menu or from the appointment module. Note the client alert status flag for notice that there is important information on the client in the client profile. The client histories pull down tool is active for the client currently selected, select a history to view or print. The pull down list or buttons at the bottom of the form accesses all of the other client histories and records for the selected client. The tools available are as follows: New client more on new clients Delete client Click the Delete icon to mark the client record for deletion. When you mark a client record all related service history records, tan records and the client profile are also marked for deletion. Deleted records do not show in lists or reports. The records are not removed from the system and may be restored. Reorganizing the file will remove the records permanently. Restore client

33 Click the Restore icon to return the client to active status. Client service history more on service histories Client Notes more on notes Client tan history Client profile more on profiles Add client history (manual entry) more on service histories Client spa history Client points history Client photos more on photos Save/modify the client selected Close the client manager Client help Client Searching Client search dialogs are used for searching for clients throughout the program where required. A typical dialog is below. You may select to use either of the dialogs by setting your preferences. Search Dialog 1 You may search for a client using a barcode, home phone number or the client number. Perhaps the easiest way is to start entering the clients last or first names (depending upon your client sort settings in the client manager tools menu) and the list will move to match your typing of letters when you find the client move using the up/down arrow keys or the mouse.

34 Search Dialog 2 Entering a Client Profile A client profile contains a large amount of information about the client and his or her preferences. One profile can be kept for each client. When the client is displayed in the form click on the Client Profile icon in the tool bar. If a profile is on file it will be displayed. If on is not then you may create one by entering the data and clicking on save. Also click on save if you are editing or changing the information. Information contained on the Alert tab can be flagged in the client file for display on the appointment screen to alert staff prior to undertaking the work. Client Profile Screen Profile information may be printed by clicking on the print button when the profile is being viewed. The profile will also print in the client summary report. Note: If you want to print client lists for individual stylists you must enter their staff code in the client profile under the Stylist Tab. You may print a blank client profile by clicking on the Print Blank Profile button when the profile window is open. Viewing/Adding Service Histories You may view and manually enter service history information from the Client Manager as well as from the Sales Screen. With the client displayed in the client manager click on the Client History icon or the Add New History icon on the tool bar. You may print the history once it is displayed.

35 Client Service History Screen Add Service History Tool (manual) Viewing/Editing Client Notes Each client may have a Note file. Notes are normally edited to maintain the most recent chemical or other information available. Each time you enter or save it the date will be updated. You may copy the current note to the client service history for historical purposes. Client Notes Tool Client Photographs Client photos may be accessed where ever you see the camera icon. The help dialog outlines the manner in which to save the photos. The naming convention is as follows, have your camera save in jpg format. Before Picture Client Number b.jpg After Picture Client Number a.jpg

36 For client number 1 1b.jpg 1a.jpg Adding/Editing New Clients Adding new clients may be done from many areas of the program. The tool used is always the same as shown below. New Client Tool You may edit client information using the Client Manager or from different areas of the program using the client edit tool. Client Edit Tool Client Referrals You may record the client who has referred this client to you. Later in the Current Reports section you can view or print a list of the clients referred by any other client. This is useful in providing incentives for referrals. Click on the referral button in Client

37 Manager. Referral Tool Other Client Tools The client tools shown below can be accessed from the Client manager tools menu. Client Manager Tools Menu Sorting the client files Client files are more useful when they are in alphabetical order. After adding new clients sort the file to move the new clients into position from the end of the file. Sorting may be either by client first name or by client last name. The default setting is client last name. To change to first name select the client tools menu and check the menu item "Sort using first name". The next time you sort the file it will sort using the first name. To return to the default last name mode uncheck the sort selection menu item. Reorganize the client file After deleting clients from the system this tool will remove them from the database. All history records will be removed as well. Manage client service histories This tool allows you to edit or delete the client service histories.

38 Edit Client History Tool Manage client tan histories See more on managing tanning programs. Manage client spa histories See more on managing spa programs. Client mailing labels Client Mailing Label Tool Export client address file This is used to export your client name and address file to another program.

39 Export Tool Manage loyalty rewards program See more on managing the loyalty and incentive programs. Delete older histories After a few years the number of service records will become very large and you may wish to delete some of the records. You may individually delete service histories using the history edit tool or do a mass deletion using this menu selection. If there is no advantage to deleting the older client histories the system will advise you. Select the date for deletion. All histories older than that date will be deleted. Restore older histories This tool will reverse the deletions you may have made above. The records can be restored as long as you have not removed them using the reorganize tool. Client Reports Menu This reports menu access the current year reports for access to the client section of that report set. As well the phone list viewer can be accessed. This tool can be found in the tools menu of both the Sales manager and the Appointment manager. Client Phone List Viewer Printing of telephone number lists from this viewer can be disabled by checking Turn Off Telephone List Printing on the Security Tab in Preferences. This feature is provided if you do not wish your staff to print client telephone lists as this list can be accessed outside of password protected areas of the system. from the phone list you may or text the client.

40 Client view section of the current reports menu. Client Reports Menu Reports available are: Client lists Provides a list of all your clients with addresses and telephone numbers. This report may be selected for all clients or for each of the stylists if you have set up profiles for each of your clients. Telephone lists Birthday lists Provides a list of clients, their addresses and telephone numbers who have birthdays on days which you can select. If you mail out special promotions or invitations to your clients on their birthdays, this report will locate them in advance for you. Select the dates for the report using the date dialog. New client list Provides a list of new clients with first visits after the date you specify. Tanning client list Provides a list of clients who are specified as tanning clients. Lost client list Provides a list of clients, with telephone numbers, for clients who have not been into the shop for some time. You may select any date you wish. This report is useful for locating clients who for some reason have not come back, you can then follow up to encourage them to return.

41 Client referrals Salon Client Statistics Provides a list of your clients and the number of service history records, formula records and if a profile exists for the client. More on system reports... Client To use you must have an provider and an internet connection. Enable client ing in preferences. Set up either Microsoft Outlook, Microsoft Outlook Express or Thunderbird to send and receive from your account. Click on the button and an will open with the client address entered. Type your subject and message and click send. Client is available from the client manager screen, the client telephone list or the appointment detail screen. Note the features require a client on your system such as Microsoft Outlook Express or Thunderbird (both are free). The will not work with browser s such as yahoo, google or hotmail. Client texting using SMS text messaging You need to enable SMS texting from the system menu and get an account from the SMS gateway to text your clients directly from XciteSoftware More on using SMS texting Client Barcodes XciteSoftware uses the 3 of 9 barcode format to print client barcode strips. 3 of 9 codes can be alpha-numeric and up to 14 characters long. Note that scanners must know the length of a barcode. We suggest that the lengths be set similar to the product codes that you are using. In Preferences you may select 10, 12 or 14 character codes. You can then use the barcodes to search for clients in the system by scanning in their card.

42 Client Barcode Printer Xcite Software 2014

43 XciteSoftware Chapters Introduction Installing XciteSoftware Managing Staff Editing the Employee Record User Guide Getting Started Daily Operation Managing Inventory Monitoring Inventory Managing Clients Managing Staff Managing Client Accounts The maximum number of staff that the system will support is 200 in the professional Edition, 100 in the Standard Edition and 2 in the Basic Edition. If you are getting close to the maximum amount you should delete old staff members and reorganize the file only after running your year end. Do not delete staff members during the year as your financial information is indexed to the staff member and some reports will no longer show information for the deleted staff. Select Staff Manager from the Sales File Menu. Loyalty Programs Monitoring Sales Year End Procedures Appointments Tanning Program Reports Sales File Menu Staff List Screen The staff list shows each of the staff and their status on the system. Double click on a staff member to display their name above the list and to the other tabs for the staff member. To add a new staff member click on the new staff icon, enter the information on the general, notes and commission tabs then click on the save icon.

44 General Tab Notes/Status Tab Staff Status If a staff person has left the salon, you can set them to inactive to disable their staff code and to stop their name from showing on a number of the reports. Note that they will be included in historical sales reports until year end is run. Staff should only be deleted from the system immediately following a year end procedure. You can return them to active status by checking the box again. If a staff member is to be active in the salon and can access the sales portion of the system but is not to show in the appointment book uncheck the Show in Appointment Book box. Editing Commission Rates You may adjust commission rates at any time. Commission reports can be run for sales based upon selected time periods. Note that commissions are set for retail product sales and the first 20 service inventory items in your inventory list. All other service sales will be calculated using the rate set for other. See more on setting commission rates.

45 Commission Rates Tab Quick set buttons are available to set all rates to 0.0 or to a fixed rate entered by the user. To set rates individually click on the rate box and enter the percentage. Percentages should be entered with a single decimal point. Do not leave a commission field blank, for none enter 0.0. Click on the save icon after adjusting the rates. Using and Reporting Commissions A commission report is available from the reports menu of the Staff Manager. You may run the report for all staff, only active staff or for a single staff member. The reports can be run for any time period desired. A calendar selection tool will be used to select the dates. You cannot select partial days. Staff List You may print a list of your staff by clicking on the reports menu and selecting staff list. Staff Time Record Reports You may require staff to log on to the system before their staff codes will function. To set the log on/out feature check the box on the security tab in preferences. The staff must also log out at the end of their shift. When the system is shut down it will log out all staff who are currently logged in. Staff Logon Screen (Logout Similar) With this feature enabled you are able to report on hours worked by the staff. Daily time in and time out plus hours/minutes working for each day can be printed for any time period selected and for each staff member. The report can be accessed from the report menu when the feature is enabled.

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47 XciteSoftware User Guide Chapters Introduction Installing XciteSoftware Getting Started Daily Operation New User Setting Preferences Entering Staff Entering Inventory Inventory Rules Inventory Notes Entering Clients Getting Started Client Account Management If you wish to do so you may offer clients a charge account. To enter a charge you must set up to enter the client's name at the beginning of the sale. You must also have your preferences set to Create Client Service History at Time of Sale feature by checking the feature in the policies tab of preferences. When enabled you will select a client or a walk in for each sale in order for the history file to be written. If offering a charge select tender type 7. The charge will be recorded to the client. Managing Inventory Monitoring Inventory Managing Clients Managing Staff Managing Client Accounts Loyalty Programs Monitoring Sales Year End Procedures Appointments Tanning Program Reports Walk In clients will not be allowed to charge. If you Salon or Spa works closely with a hotel, set up a client file for the hotel and enable accounts for the hotel. When the customer checks out select the hotel then the purchases. At the tender enter tender type 7 and enter the room number into the memo field then complete the sale. Not that for the charges to be posted to the clients accounts you will need to close the register for the day before printing statements and invoices. The Client Account Manager is the tool used to manage the accounts and to print and track statements and invoices. Select the Client Account Manager from the Administration menu. Sales Administration Menu

48 Client Account Manager Double click on the client name to bring up a list of their charges and payments. When the list is displayed you may print a statement. Double click on the invoice number to bring up the invoice for printing if required. Once the statement has been printed the invoices will be marked as cleared and will not print a second time. The system will track both charges and payments and show balances forward on each statement, Should you need to reprint a statement you may remove the cleared flag on an invoice by double clicking on the cleared row where the word yes is displayed. You may list all of the charges and payments in the system and get a total balance for the salon/spa. Click on the List all accounts button. To accept payments on accounts from clients select.roa from the service inventory list during a sale transaction. A dialog will open to enter the amount being applied to their account. Continue the transaction as normal. The amount paid on their account will be recorded to their account and show on their next statement. Note that charges and payments are posted during the close register procedure. You will not be able to see the clients updated account until after the procedure is run. Clicking on the remove button will delete all records for the displayed client. Clicking on the Consolidate link will update all client records to a balance forward single entry showing their account balance only. You would only do this when the record length is long and after you have printed statements for each client. See setting up inventory items to install the.roa inventory item. A quick way to enter the.roa item is to select it from the Enter Required Inventory items from the Help menu in Inventory Manager. Note that the system should have entered this item for you. Xcite Software 2014

49 XciteSoftware Chapters Introduction Installing XciteSoftware Getting Started Daily Operation Managing Inventory Monitoring Inventory Managing Clients Managing Staff Loyalty and Incentive Programs Managing XciteSoftware Loyalty and Incentive Programs XciteSoftware is designed to enable you to provide superb customer service. Your knowledge of your clients will be extensive and very easy to access. XciteSoftware provides history records, notes, addresses, phone numbers, remembers birthdays, tracks tanning and spa programs and many other bits of information. To enhance client loyalty to your salon and staff a number of special features can be enabled. User Guide Managing Client Accounts Loyalty Programs Gift Certificates Gift Certificate and Cash Card Programs Discounts and Up Charges Client Loyalty Points Program Charge Accounts Client Referral Program Discounts/Up Charges Note: Loyalty Points Charge Accounts Client Referral For advanced client loyalty features to be available you must use pre priced service inventory or what is called Pricing Tables. To insure this feature is turned on and active look in Preferences at the Policy Tab and you should see the Use Pricing Tables box checked, if not check it and Save your Preferences. Monitoring Sales Year End Procedures Appointments Tanning Program Reports Xcite Software 2014

50 XciteSoftware Chapters Introduction Installing XciteSoftware Monitoring Sales Day to Day Monitoring User Guide Getting Started Daily Operation At the end of the day, week or your normal register (till) closure period, click on the Close Register icon. Managing Inventory Monitoring Inventory Managing Clients Managing Staff Managing Client Accounts Loyalty Programs Monitoring Sales Year End Procedures The system will calculate the period statistics (all sales activity since the last close) and display them in the report window shown below. Click on the "Close and Print Report" button to complete the closure and print out the report. Clicking on the "Cancel" button or pressing [ESC] will quit without closing the register. Note that this report must be printed to complete the close but you may look at this report during the day without closing. Appointments Tanning Program Reports Close Register Report Tool The upper table shows amount of sales in $ and the percent of total sales for that category in % for each of your products (retail) 20 detailed service categories and other services. Revenue and expenses are summarized in the left column. Deposit amounts are provided for all tender types including gift certificates, points, coupons, charges and donations, etc in the deposit summary column. Once closed sales will not appear again in this report. If you have printer problems and the report fails to print, you can print the report using the re-print button before you close the window. If you need to have a similar report at a later date you can print a daily sales summary from current reports. Note though, if you close your register at odd hours of the work day the other system reports can be selected by day not by hour of the day.

51 Sales are marked on closure so they will not appear on the next closure. You should use this function at the time that a deposit to your bank is to be made. At this point you may select supplementary viewers to display and print reports on: Tip detail, showing all staff tops contained in the sales transactions Sales detail showing the daily sales split up be staff member If you are using separate cash drawers for each of the staff you can print a cash report for each staff member. Note this button is not showing on the picture above as the option was not selected in preferences. Tip Detail Sales Detail The text file export button sets up an export of all of the register close data in either summary or detail form in delimited text format suitable for importing to various accounting systems. See your accounting software documentation for importation requirements. Close Register Export Dialog

52 Sales Reports During the daily operation you may view and print the progress of today's and past sales using the many reports available. From the Reports menu select Current Reports. Current Reports Viewer/Printer Select the Sales View report menu. Sales View Report Menu Summary and detail reports are available to monitor sales over any time period. The detail reports will show each individual sale record including the date and time of the sale. The summary reports provide totals in each category for each staff member. All of these reports can be viewed on the screen or printed. Note the check box for inactive staff, if you want to include inactive staff in the reports make sure the box is checked. When the report has been prepared and displayed in the view table you may print it by clicking on the print button. Enter dates (mm/dd/yyyy) for start date and end date for your report or use the calendar selector to pick a date. To select a single day set both dates to the same day. The date selector window will open with both from and to at today's date.

53 . Select Date Screen Sales reports available are: Sales summaries Sales detail Expense report This report summarizes cash removed from the register for small purchases and entered on the sales screen. You will be asked to select the date range. Client sales history This report will take some time to run depending upon the speed of your computer and the number of clients you have on file. The report will provide a summary of the total sales to each of your clients for the time period selected. Staff purchases This report will summarize and display all staff purchases. If you wish the staff may charge their purchases using tender type 7 and the system will total the amounts charged and advise which purchases were not paid for. The report can be run on the date ranges of your choice. Consumed inventory This report will list your consumed inventory for the time period selected. Donations made This report provides history information on donations that the salon has made through the year. Donations are made by making a sale and selecting tender type 9.

54 Product sales history Product Sales History or Sales Analysis report is available for each of the staff members, Vendors or all the salon. The report will provide you with a summary of stock codes, descriptions and numbers sold for the time period requested. The report is useful for finding out what the staff like to use and promote to the client or for running sale competitions among the staff. Sales history by period This report is a duplicate report of a register close report with the exception that you may select the date period for which it reports. This report is also only available in printed form. Tax history by period The Tax History report provides information on Tax 1 and/or Tax 2 collected by the shop from the client and compares it to Tax 1 and / or Tax 2 paid out on the purchase of products which were entered into the system using the Order Entry function and expenses entered from the sales screen. You will be asked for the date range for the report. The report also includes totals of the various taxable sales in each tax category. This report is available in print format only. SpotCheck Performance Reports A number of the SpotCheck performance reports are valuable for quickly monitoring sales performance. Specifically the following: Service performance Receipt detail Staff performance Staff tip summary Staff monthly sales Client retention Advertising performance loyalty points usage Client purchase history Coupon use report SpotCheck Reports Menu

55 More on system reports... Past Year Reporting You should archive your data files at each year end to provide access to historical sales reports. See the Policies Tab in Preferences and check Archive All Salon Files at Year End. You may look back at past years sales and SpotCheck reporting To access the past year sales select the Reports menu from the Sales screen and select Reports - Past Years. Select from the available years showing in the select a year for review dialog box. If there are no past years archived from running the year end procedure then the list will be blank. Past years data is found in folders named for the year ie "2010". Xcite Software 2014

56 XciteSoftware Chapters Introduction Installing XciteSoftware Getting Started Daily Operation Managing Inventory Monitoring Inventory Managing Clients Year End Procedures In order to make your sales and other reporting meaningful you must close the system and restart each fiscal year. The timing of this procedure should match your fiscal year for your business. You may archive your last year files for reporting purposes by setting the option in preferences. We suggest that you do archive your files. Check the fiscal year setting on the general tab of preferences as it should be set to the current year, for example The fiscal year setting will be incremented for the next year in this example to 2014 and as well the beginning year inventory value will be set to the current year ending inventory value. User Guide Managing Staff Managing Client Accounts Loyalty Programs Monitoring Sales Year End Procedures Appointments Tanning Program Reports Preferences Policies Tab Failure to do the year end will cause multi year sales records to be merged and may slow down your system performance. Do not run more than one year end each fiscal year. The year end procedure will reset all the sales records and inventory files to restart for the year. No other database files will be affected. We suggest that you run any year end reports that you may want from the inventory or sales sections of current reports before proceeding. The inventory and sales reports will still be available using the past year reports. Select Run Year End from the administration menu.

57 Sales Administration Menu Year End Screen Note that if the sales register is still open you will get a message to close the register before proceeding. Opening the Year End Screen will trigger a calculation of your year end statistics and present them on the screen in the statistics table. You must print the year end report before moving on to processing the year end. If you do not wish to proceed further at this time click on the close button or press [ESC] to return to the sales screen without processing your year end. Click on Process Year End. Once started the system will process all of the files and advise upon completion. Your system has now been set up for the new year. Note that the fiscal year end in your preferences (General Tab) has been incremented to the next year by the system. Do not change the new year setting as you may temporarily loose access to your past year reports or overwrite your past year reports for the previous fiscal year the next time you run your year end.

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59 XciteSoftware User Guide Chapters Introduction Installing XciteSoftware Getting Started Daily Operation Managing Inventory Monitoring Inventory Managing Clients Managing Staff Managing Client Accounts Schedule Management XciteSoftware optionally includes a comprehensive and easy to use schedule manager. The main schedule screen acts as your appointment book and access point to all of the features available in the schedule module. Client alerts are an important part of the scheduling system. They will alert the staff to key information about the client before work is started. Minimum Requirements XciteSoftware Schedule requires a standard windows printer for printing the day book and staff schedules. Loyalty Programs Monitoring Sales Year End Procedures Appointments Getting Started New Appointments Scheduling Staff Edit Appointments Schedule Reports Appointment Monitor Using the keyboard Tanning Program Reports All XciteSoftware main screens may be minimized or moved as well the schedule screen may be resized and maximized. XciteSoftware will remember your screen settings. Xcite Software 2014

60 XciteSoftware Chapters Introduction Installing XciteSoftware Managing Tanning Programs Tanning Program Inventory User Guide Getting Started Daily Operation Managing Inventory Monitoring Inventory Managing Clients Managing Staff Managing Client Accounts Loyalty Programs Monitoring Sales Year End Procedures Appointments Tanning Program Reports All products and services that you make available in your salon or spa are managed by the inventory module. Inventory is made up of services supplied to the client and products provided by the salon. Products may be entered in inventory as retail product that you have purchased intended for resale, consigned product also intended for resale but where you purchase it only when you have sold it and back bar (sometimes called professional product) which is not intended for resale but for use by the staff. Services are a very general category which can describe any of the hundreds of services that salons and spas provide to the client. Tanning is one of those services but because you need to track the clients use of the blocks of time or sessions that you have sold to them there is a different way of entering tan services in inventory. For advanced client loyalty features to be available you must use pre priced service inventory or what is called Pricing Tables. To insure this feature is turned on and active look in Preferences at the Policy Tab and you should see the Use Pricing Tables box checked, if not check it and Save your Preferences. XciteSoftware will manage your tanning program while allowing you to sell to the client in four different ways: Single Session: this if for the client who only wants to purchase a single use of the equipment. You could have more than one single session entry depending upon the length of time you want to sell to them say a 10 minute session and a 20 minute session. This type is not tracked by the system and is treated similar to a normal service that you provide. Minute Packages: here the client purchases a block of time which may be used in any number of times with varying length. You may have a number of minute packages available say 50 minute, 100 minute and 200 minute. The system tracks the usage and current balance in the client's tan history file. Session Packages: here the client purchases blocks of sessions where the session lengths are usually fixed in length. You can have a number of these types of packages which could vary by session length, say 10 minute and 20 minute and by number of session say 10 sessions or 20 sessions. The system tracks the usage and the current balance in the client's tan history file. Unlimited Package: an unlimited package allows the client to use the salon any number of times for a fixed period. XciteSoftware will currently track only a monthly unlimited package. Tracking by the system is done by date and the expiry date is reported to your staff upon inquiry to the client's tanning history. Tanning is sold to the client by the point of sale module in the same way as the staff sells any other product or service. When sold the client's history file is created to start tracking the usage. As the sessions or time is used the staff enters the usage to the clients file using the tan tool as they check them in. Balances are shown to the staff as they enter the new information. The tan management tool is used to manage the program files and only needs to be used periodically to clean up the files and delete those which are expired and no longer needed or to print salon summaries of all clients' tanning histories. Summary reports are available in the tools to provide a client a report of their purchase and usage at any time. As well a summary

61 report is available to look at the status of the program as a whole and the outstanding balances of all clients in the system. Entering Tanning Packages in Inventory From the File Menu select Inventory Manager and the tan packages tab. Inventory Manager showing a Tan Package Inventory This screen is used to manage your inventory including tan package inventory. To add a new tan package click on the Add New Tan Package Button. To edit an existing package double click on the package row. Tan Package Entry/Edit Screen More information on entering inventory For Tanning inventory please follow the following general rules: Our Code for all service inventory starts with a [. ] for sorting purposes, the system will enter this part for you but do not delete it. Normal service entries may use any alpha - numeric code that you wish but for tanning the system recognizes the first four characters as.tan after that you may use any characters you wish. We suggest.tan01,.tan02 etc. Package type may be either Minute, Session, Monthly Unlimited or Single Session. A simple tan inventory setup would be as shown below:

62 .TAN01 Single Session.TAN Minute Package.TAN03 10 Session Package.TAN04 One Month Unlimited Tanning Service Name is required and should be set to make it easy for the staff to identify and select from the inventory list. For example TAN 100 Minutes, TAN 10 Sessions, etc Description is optional and is used to further identify the service so could use Tan Package, etc Category is optional and can be used to select groups of inventory for reporting purposes, we suggest a group called "TN" for tanning products and services. Tax Code is required and after entering a few inventory items the system may learn this code setting and enter it for you. Tanning is usually taxed similar to other service items code settings are shown below. Application Code is required and this code determines if the taxes are to be calculated separately or tax on tax. Taxes are calculated separately in most jurisdictions today so the default value is 0. Tax codes are as shown below. Tax names and rates are set in Preferences. for example in Canada there is a federal sales tax called GST with a rate of 7% and many provinces have a sales tax called PST. Two tax types are allowed for with up to 2 rates each as defined by the user. Code 0 No Tax 1 or Tax 2 Code 1 Tax 1 only at rate 1 Code 2 Tax 1 only at rate 2 Code 3 Tax 2 only at rate 1 Code 4 Tax 2 only at rate 2 Code 5 Tax 1 and Tax 2 at rate 1 Code 6 Tax 1 and Tax 2 at rate 2 Code 7 Tax 2 at rate 1 and Tax 1 at rate 2 Code 8 Tax 2 at rate 2 and Tax 1 at rate 1 This is not as difficult as it may seem. If only one tax is applied to tanning and you have set up that tax as Tax 1 with rate 1 then you would use Code 1. If you had to apply two taxes to tanning you would set up TAX 1 and TAX 2 with rate 1 in Preferences and use Code 5. The application code may be set as follows: Code 0 Tax 1 and Tax 2 calculated separately Code 1 Tax 1 calculated and Tax 2 calculated on the pre tax total plus Tax 1. XciteSoftware will remember your tax code and application code for service and retail entries after a few are entered. Please sort your inventory frequently when entering for this feature to work correctly. When memorized selecting a new service or new retail product the codes you normally use will be filled in for you. Setting the Cost, Markup and Price of Tanning

63 For a single session tan leave the cost as $0.00, leave the markup as 0.0 and set the price to your sale price of a single tanning session. For Example Cost = $0.00 Markup = 0.0 Price = $10.00 For a Monthly Unlimited Package leave the cost as $0.00, leave the markup as 0.0 and set the price to your sale price for the unlimited package. For Example Cost = $0.00 Markup = 0.0 Price = $70.00 For a Minute Package the cost per minute must be set and the price for the number of minutes in the package. The markup is left blank or The price $ / cost per minute $ = #of minutes. The system will credit the resulting number of minutes to the client's tan history file when the package is sold. No manual entry by the staff is required other than to sell the predefined package. You may set up a number of minute packages under different codes. For Example, cost per minute $0.50, sale price of $20.00 would credit 40 minutes and, cost per minute $0.40, sale price of $30.00 would credit 75 minutes and, cost per minute $0.20, sale price of $50.00 would credit 250 minutes For a Session Package the cost per session must be set and the price for the number of sessions in the package. The markup is left blank or The price $ / cost per session $ = #of sessions. The system will credit the resulting number of sessions to the client's tan history file when the package is sold. No manual entry by the staff is required other than to sell the predefined package. You may set up a number of session packages under different codes. For Example, cost per session $5.00, sale price of $20.00 would credit 4 sessions. and, cost per session $4.00, sale price of $40.00 would credit 10 sessions. and, cost per session $3.00, sale price of $60.00 would credit 20 sessions. Always click on the save icon to save the record to the file after you have entered it. A message will come up confirming the save was completed. You may modify a record at any time and re-save it with the changes. They may be entered in any order and sorted later using Sort Inventory from the file menu. Remember that they sort in code order so Tan1, Tan2, Tan3, etc Using The Client's Tan Credits XciteSoftware is designed to enter credits to the client's tanning history through the sale of various types of packages. Credits will be based upon the pricing set up as noted above for the different types. When the client is checked into the salon or checked out the staff will call up the clients history and enter the usage of the day for the minute or session package. For a single session sale nothing needs to be done and nothing is entered into the tan history, however, the tan information will show in the clients overall service

64 history. For an unlimited tan package when the staff looks at the client history the purchase date will show as well as the expiry date and the number of days remaining until expiry. The staff are able to advise the client as to the status of their package and take the opportunity to sell further packages. The clients tan history can be called up from a number of locations in the program where you see the tan tool icon. Remember when a client has been selected for a check out sale the history tools on the tool bar will bring up their file without a further search. All of the clients histories including formula, profile, general service history, tanning history, info photo and loyalty points are activated to their files. If a client has not been preselected using all of these tools will bring up the client search dialog. Client Tan History The staff may view the client's history and print a copy for the client if desired. Staff can also enter usage into the time or session packages using the tool. An alternative quick way of checking a client in to a tanning session from the sales screen is to use the quick entry tool from the tool bar icon. Quick Tan History Update Although it is highly unlikely a single client may have one of each type of package running concurrently. This is not recommended as would cause confusion. Managing Tan Histories.

65 To manage your client's tanning histories you would use the Manage Client Tan Histories Tool found in the Tools Menu of the Client Manager or administration tools from the sales manager screen. Administration tools menu Tan Manager Screen The tan manager will show the active files for the client selected. When the tool opens it will load the first client in the file. You may select clients using the search button or the Next and Previous buttons. If you load the salon tan summary at the bottom of the screen (click on load summary button) you can select clients by clicking on the client row in the summary. Note that the load summary button changes to refresh summary after it is loaded the first time. You will need to refresh the summary to have changes you make in the upper section show in the summary. Printing the summary will give you a hard copy of all of your clients histories and balances. The summary will show the current status of all client tan histories

66 in your files. If a file has expired it will show as expired = Yes and clicking on the row will allow you to delete the history by clicking on the Remove Expired Record button. Because Minute and Session histories can become quite long by purchasing new packages which credit more time or sessions you may reduce the lengthy files to a single balance by clicking on the row and then the button labeled Reset Client Balance. We suggest that you take the time to manage the histories from time to time as very large histories will slow the system. The tanning tools in XciteSoftware will allow your staff to quickly and efficiently manage a large program with different tanning packages that meet your client's needs. You will always know the status of the client's credits with little effort on the part of the staff and the client will be comfortable knowing that their balance is always up to date and accurate. Xcite Software 2014

67 XciteSoftware Chapters Introduction Installing XciteSoftware Getting Started Daily Operation Managing Inventory System Reports XciteSoftware provides reports that will provide the information that you need to know about your business. There more than 115 pre-defined reports available within the system that can be viewed or printed at any time. If you have a new report that you would be interested in, please contact us. Current year reports can be accessed from the sales reports menu, the inventory manager reports menu as well as the client manager reports menu. There are other specialized reports available from other locations within the program. User Guide Monitoring Inventory Managing Clients Managing Staff Managing Client Accounts Loyalty Programs Monitoring Sales Year End Procedures Appointments Tanning Program Reports Current Year Reports Screen Sales Specific Reporting Sales Reports Menu Sales receipt for current sale (print receipt button) Duplicate receipts for any past sale (sales tools menu) Sales summary by staff member - today's sales Sales summary by all staff members/period (date range selected) Sales summary by single staff member/period (date range selected) Sales summary by months (month range selected) Sales summary by period (date range selected) Sales detail for services by staff member by date range Sales detail for retail products by staff member by date range Sales detail for all sales by staff member by date range Sales detail for gift certificate sales by staff member by date range Expense history detail by date range Client Sales history detail by date range Staff purchases by date range range Consumed inventory report by date range Donation reports by date range Product sales history by staff member and date range Product sales history by supplier/vendor vendor and date range Product sales history, consigned inventory by date range Product sales history all inventory by date range Salon sales performance history by date range Tax history by date range selected Gift certificate summary reports Client gift certificate history reports Daily register close, standard report Daily register close, staff tip detail report Daily register close, staff cash and other tender detail Daily register close, staff sales detail Year end statistical summary Appointment Specific Reporting Appointment reports are accessed from the appointment toolbar or tools menu. Appointment Tool Bar Daybook for the current or any future day, Staff individual schedules for any day or longer time period desired,

68 Client individual schedules for any day or longer time period desired, Access to client profiles, service histories, tanning, formulas. Daily confirmation and completion lists. Client Specific Reporting Client Report Menu Client list alphabetical Client list numerical Client list by stylist Client Telephone list Client Birthday list List new clients with address List new clients with List tanning clients List lost clients View/Print Client Statement Client referrals Client Statistics Other reports for clients are located on other tools within the program. Client profile Client Notes Client service history Client tanning history Client mailing labels Client account statements Salon charge account summaries Client loyalty points summaries Salon loyalty points program summaries Inventory Specific Reporting Inventory Reports Menu Inventory check sheet Vendor/supplier lists Vendor/supplier activity Cost of Inventory Detail by all suppliers Cost of Inventory Summary by all suppliers Cost of Inventory Detail by supplier Current price list Price list by category/group Inventory summary by vendor Inventory summary (all inventory) Inventory summary (category/group inventory) Inventory summary (retail inventory) Inventory summary (back bar inventory) Inventory summary (consigned inventory) Inventory turnover summary Inventory order requirement report (below minimums) Detailed product report Purchase order Outstanding purchase orders Product sales margin analysis Inventory value summary

69 Products consumed history by date range selected Year to date inventory loss Year to date consumed inventory List Product Sales (all, date range) List Product Sales (single, date range) Staff Specific Reporting Commission report by date range selected, all staff or active staff Staff purchases by date range selected Staff list Staff log in/log out/hours report SpotCheck Performance Reports SpotCheck Report menu Service performance Receipt Detail Staff Performance Staff Daily Activity Staff Tip Summary Staff Monthly Sales Client Retention Advertising Performance Loyalty Points Usage Client Purchase History (All Years) Coupon Usage Printing Tools Client mailing labels Product labels Product UPC barcodes Client barcodes Past Year Reporting All reports noted above for the current fiscal year are available for past years. During the year end procedure the system will archive a copy all of your files for the recently completed year. These files are available for reporting at any time in the future. To access past year reports select the archived past year reports from the sales reports menu. Past Year Report Selector

70 Reports are archived under fiscal years for example Archive years found on your system can be seen from the pull down list at the top of the screen. Select a year from the list of archive folders in the lower folder box and double click on it. Then click on the Open the archive button. The normal reporting tool will open for selection of the desired report. Note that as with the current year reports you can keep selecting and running individual reports without closing the report window. Xcite Software 2014

71 XciteSoftware Related Topics Quick help -entering and editing inventory User Guide You will note that the different types of inventory are listed on the different tabs. Managing Inventory Monitoring Inventory Year End Procedures Tanning Programs Available types are Service, Retail, Back Bar, Consigned, Tan Packages, Gift Cards, Spa Packages and Other. You may enter items into any of the tabs depending upon the types of inventory you carry. Likely you will have services and retail at the least. There are a number of required inventory items which the system will add on start up. These include: Basic Gift Certificate/Card Add to Gift Certificate/Card Gift Cash Card Return on Account Tip received Undefined Service To enter inventory select the tab that you want to work with and click on the Add New.. button. The entries that are required are highlighted. To edit an existing inventory item double click on the item in the list. You should enter your suppliers prior to entering retail inventory. From the Inventory tools menu select the Vendors List. Enter your Vendors (suppliers) by clicking on the new button. The system will assign a code number to the vendor. keep entering until all are in. You can add more later. The following is an explanation of each of the boxes found on the inventory entry screens. 1. Vendor/Supplier Code For Retail, Back Bar or Consigned inventory enter the supplier code assigned to the supplier. By associating products with a vendor you will enable the purchase order features of the system. 2. Supplier Product Code This is optional but it is useful for preparing purchase orders which would include the supplier code as well as product name, description and size. 3. Your Stock Code Enter your stock code. For Service inventory the code can be alphanumeric, for example.ax123. The system will add the required leading decimal (.) for sorting purposes. Package service types must begin with a lead in designation, for example:.gift - Gift Certificates.SPA - Spa Packages.TAN - Tanning Packages The system will insure that the lead in codes are correct, any alphanumeric designations may follow. For Example.Gift100 for a $ gift certificate or card. For Retail, Consigned or Back Bar product you may set up your own codes or when using a scanner use the product UPC code. When using UPC codes you need to set the maximum length of the codes on your products, many are 10 but some are 12 or even 14. You set the maximum length of the code in your preferences under the Barcode tab. Consigned inventory is tracked similar to retail but will not show in reports as having a current inventory value as it is not deemed purchased until after being sold. Note to use automatic client histories for Tan or Spa package and Gift Certificate tracking you must have Automatic Client Histories set to "on" in the policies tab in Preferences. 4. Name A descriptive name for the product or service for easy selection from lists. 5. Description Optional and used to further describe the product. 6. Product Group

72 Optional and used to group products or services for reporting. If you are using the schedule module and want the system to learn which of your staff the clients prefer and to advise when you have scheduled with another, you need to group your services using the group code. For instance nail service may have a code NS. The scheduler can be set up to follow client staff preference for 3 of your major service groups. 7. Product Size Required to define the product package. 8. Unit of Measure Further defines product size. 9. Reorder at Quantity Required for purchase orders and should be set to your minimum inventory level that you would want to carry before ordering. 10. Normal Order Quantity Required for purchase orders and is set to the quantity of the product that you would normally order from the supplier. The amount to order can be adjusted when preparing the purchase order. 11. Tax Coding Setting tax codes correctly is important for your system to work properly. In your preferences under the Tax tab you would name and set up the sales tax types used in your province, state or country. You can name the tax (ie HST, PST, GST, etc) You can set Rate 1 and Rate 2 for each tax if necessary. If there is only one rate set rate 1. If you have only one tax leave the second name blank and set both rates to 0.0 Set tax codes in inventory to match the needs of your tax system. The inventory tax codes are as below: Code 0 No Tax 1 or Tax 2 Code 1 Tax 1 only at rate 1 Code 2 Tax 1 only at rate 2 Code 3 Tax 2 only at rate 1 Code 4 Tax 2 only at rate 2 Code 5 Tax 1 and Tax 2 at rate 1 Code 6 Tax 1 and Tax 2 at rate 2 Code 7 Tax 2 at rate 1 and Tax 1 at rate 2 Code 8 Tax 2 at rate 2 and Tax 1 at rate 1 For example if you only have one tax on services set the code to 1 If you have 2 taxes on retail set the code to 5. Note that after entering a few of each inventory type the system will remember the tax codes you normally use for the various inventory categories and default to them for new items to speed up entry. 12. Tax Application Code Normally set to 0 unless tax 2 is applied on the price plus tax 1 then tax code is Prices For Products set your cost price ($), markup (%) and selling price ($). Clicking on the prices button will allow you to set two and have the system calculate the third. For instance set your cost and desired markup and the system will calculate the selling price. Or you may enter the cost and selling price and the system will calculate the markup. For services only the selling price is set. Gift Certificates will default to the value set in the price. For the basic certificate if the price is left at $0.00 you will be able to enter the value at the time of sale. If you set.gift100 to a cost of $ when you sell it it will put up the $100 automatically. Tan and Spa package inventory requires a cost per session or minute and a price to

73 enable the calculation of sessions or minutes for entry into client histories. For example a Spa Package with a price of $ and a Cost of $50.00 would enter 2 sessions into the history. When Price equals Cost then it is a single session. 14. Current Level Set the current number in stock for a new item using the Quantity button. Remember to click on the save button each time to save the new item. You may edit an item by double clicking on it in the list. After adding or changing the inventory you should sort the inventory to put in stock code order. Other Inventory Category This category contains a number of the required inventory codes such as:.tip - Received Tips.ROA - Received on Account.GCC - Gift gash Card.GIFT - Basic gift certificate.und - Undefined inventory If you are selling a service or item that is not in your inventory you may use the undefined inventory tool where you can name and price the service or item at time of sale. Xcite Software 2014

74 XciteSoftware User Guide Related Topics Quick help -using point of sale Completing a Sales Transaction Daily operation Managing inventory Monitoring sales When entering a sale there is no need to use the mouse unless you wish to. Pressing [ENTER] moves to the next action and pressing [ESC] moves back. You can type in staff and inventory codes or select them from the lists. To start a sale type in the staff code for the staff member providing the primary service. This is especially important if the staff has a professional designation and registration number that must appear on the receipts. You may use other staff codes for secondary services. Enter the staff code and press [ENTER] or select the code from the list. The client search box will appear to allow you to select the client from the list. Closing the window without selecting a client by pressing ESC or clicking on the close button will set up the sale as a "walk in". Pressing ENTER or clicking on the accept button will set that client up for the sale and put their name address and phone number on the sales screen, if you are using the loyalty points program their balances will also show. For a sale where you want to use staff pricing click on the Staff Purchase icon at this point in the sale. Select a product or service from the inventory list, type in the code and press the enter key or or scan in the product. Note that 12 of your frequently used services or products can be selected using one of the 12 function keys. See the user reference for how to map the 12 function keys to your desired inventory codes. By default they are mapped to your first 12 service entries in the service inventory. Select the quantity of products or services, note the system will default to 1. Note to reverse an entry or return a product enter a negative amount, (-1). For a split services where a number of different staff have performed services for the client select the alternate staff member from the pull down list as required for the various services as they are entered. For a discount or up charge click on the button to the right of the item entry area and enter the $ or % amount prior to entering it to the sale. Now press [ENTER] or click on the check mark button to the far right of the input row to put the item into the sales grid and move on to the next item. Continue entering products and services until complete. Press the [ENTER] key or click on the check mark button on a blank item entry box to move to the tender area. Note you should not enter more than 1 service requiring staff with professional designations into a sale unless the same primary staff member performed the additional service. You may at this point enter a Coupon or Discount by clicking on the Coupon Button in the tender area. You should now enter all tips at this point by observing the bank machine information or accepting the tip from the client. To enter a tip click on the tip button or you may have the tip window open automatically at this point by checking the menu item in the tools menu called "Enable automatic tip tool". The tip tool will split tips among the staff providing services based upon service value or allow you to manually adjust the amounts. You may eliminate one or both taxes from the sale by selecting Void Taxes for the current sale from the Tools Menu. Select the tender type by entering the tender code, picking from the list or clicking on the icon of the tender type. Note if you are based in Canada and wish to implement the Canadian penny rounding for cash sales then select Enable Canadian penny rounding from your system menu. The system will automatically round the sale to the nearest 5 cents based upon the recommended rounding method when cash is selected as the tender method. Changing your mind and removing cash as a tender will reverse the change in cents to the original amount. If accepting a credit card you may record the number (optional) in the memo box or skip it by pressing [ENTER]. For multiple tenders click on [Multiple Tender] and enter up to three tender types and amounts. Points can be only used as the first tender in a multiple tender. Cash cannot be used as the first tender in a multiple tender. as cash is usually added last it can be used in either the second or third tender. Note if the client is to get change back from the sale you cannot use three types unless the last entry is cash.

75 The valid tender types are: 1. = cash 2. = cheques 3. = MasterCard 4. = Visa 5. = Debit Card 6. = American Express 7. = charge 8. = gift certificate 9. = donation P= Points A= Discover C= Gift Cash Card I = Insurance O= Other If you are working with a Hotel or Resort when checking out one of their customers for a room charge select the hotel. The system will automatically select charge and open a window for the client's name and room number. To use Loyalty Points for the purchase click on the Points Button while in the tender box or in the first tender box in a multiple tender. Points may be used to pay for the entire purchase in a single tender or used in a multiple tender based upon their current award value. Award values are their points balance reduced to an even dollar amount. Remaining points over the award value will be left for later purchases. Note that points must be selected as the first tender in a multiple tender. You may now print a receipt for the sale by clicking on the [Print Receipt] button or have it print automatically by setting it up in your preferences. The cash drawer if attached would open at this point. The change due is displayed and you should make your change. Press [ENTER] or click on the [Complete] button to complete the sale. If the tender selection is incorrect press ESC on the complete button, press the cancel tender button or click on the first tender box to void the tender and start over. To void the entire sale click on the [Void this Sale] button before clicking on the complete button. Using a Barcode Scanner You may scan products into the item code field when the cursor is in the item selection box (the box is colored yellow). To adjust the quantity prior to the scan press the "+" key to increase the quantity and the "-" key to decrease the quantity. You can not set the quantity to "0". The scan will enter the item to the sale without any opportunity for a discount. If the item is on sale it should be set on sale in your product inventory. Forgot to print a receipt? Open the tools menu and select view/print duplicate receipts or click on the today's clients window. Client wants a official receipt for Insurance purposes? Open the tools menu and select view/print duplicate receipts. Click on the button "print insurance or tax receipt. The Canadian Penney In 2014 Canada has discontinued the use of the penny. Sales using any tender other than cash will remain as they are. Tenders using cash will be rounded either up or down to the nearest 5 cents. The approved method is for total sales ending in 2, 3, 6 or 7 to be rounded down and sales ending in 4, 5, 8 or 9 to be rounded up. When selecting cash as the tender the system will do the rounding for you. Cancelling cash as a tender will return the total sale to the original value. Note that taxes will not change and the pennies will be added to or deducted from the subtotal value. To implement the Canadian penny rounding for cash sales then select Enable Canadian penny rounding from your system menu. Also note that when using this feature your daily cash out may not balance. There is a new line in the cash out showing the daily up or down in cash because of these tenders. Refunding Gift Cards To do a refund on a gift card select Lookup or refund a gift certificate/card from the tools menu. Enter and search for the card

76 number. Click on the refund button. You will be taken to the sales screen to complete the transaction. The card information will be updated in the database. Change due pop up window You can enable a pop up window to allow staff to quickly see the change due to the client. To enable the popup click on the enable line in the system menu to check it. You can click on the same line in the menu a second time to disable the popup. Automatic tip tool You can enable the tip tool to open automatically when you move to the tender area. To enable the automatic operation click on the enable line in the system menu to check it. You can click on the same line in the menu a second time to disable the automatic tip tool. when the tool does not open automatically you must click on the tip button to open it. Client History All information on services and products purchased by the client will be automatically entered to the client's history upon completion of the sale. To insure that this feature is enabled click on the policies tab in preferences and check the appropriate box then save the preferences. No history will be saved for a walk in client. If you believe the client may return you should enter them into your client database. Action Summary 1. Enter staff code 2. Select client or walk in 3. Enter services and products with up charges or discounts 4. Adjust staff member providing the service if necessary 5. Enter total sale coupon discounts if any 6. Enter tips 7. Select tenders 8. Print invoice if required 9. Click complete button Xcite Software 2014

77 XciteSoftware Related Topics Quick help - using the scheduler User Guide Getting started New appointments Scheduling staff Edit appointments Schedule reports Appointment monitor Using the keyboard XciteSoftware optionally includes a comprehensive and easy to use schedule manager. The main schedule screen acts as your appointment book and access point to all of the features available in the schedule module. XciteSoftware Schedule requires a standard windows printer for printing the day book and staff schedules should you want them printed. Before using the scheduler it is necessary set up the business days open, the normal opening and closing times and the normal length (duration) of an appointment as well as your variable opening and closing times in your preferences on the schedule tab. The scheduler will adjust to only open days and to the length of each day. There are toggle preference settings in the Scheduler preferences menu. A number of settings such as bold print, staff list directions and line height can be toggled on and off. Of note is the setting for overlapping appointments. If disabled you cannot enter another appointment into a long existing one which precludes working on 2 clients at once. See more on setting up your scheduler for operation... Entering new client schedule items There are a number of ways to enter a new schedule item: Double click on an empty cell to add a new schedule entry. Select a client from the Client Center and click on the New Appointment button. Click on the new schedule entry icon on the tool bar to add a new schedule entry. Click on the Multiple schedule entry item to add new recurring entries. Entering new staff days off or breaks Left click to highlight a cell then right click to add a new staff break. Click on the staff block out icon to enter staff days off and recurring breaks. When you use the mouse to double click the schedule screen the new item entry tools will open partially filled in with the date, time and staff member. Service Durations Durations for the schedule will default to the single duration time you have set in preferences, ie 15 minutes.

78 For each service item in your inventory you can set the duration for that item at multiples of the standard set ie 2 = 30 minutes, 3= 45 minutes, etc. Open the inventory manager and double click on an item under the service tab, set your duration for that service and click on save. The easiest way to enter a new schedule item is to double click on an empty cell. Editing a schedule item or break Double click on an existing schedule entry then click on reschedule to edit the entry. Double click on an existing break to edit it. Confirming, Checking in, Checking out The schedule screen is color coded, all new entries are colored red and time off or block outs are purple. If you call clients to confirm their appointment you may set the color to confirmed. Double click on the appointment to open the appointment information window. if the appointment is confirmed click on the confirm button. Checking in is similar, open the information window and click on checked in. The appointment will be yellow. If you use the ticket to move the appointment information to sales following the sales transaction the appointment will be green. Alternatively you may click on the appointment to highlight it and right click to set confirmed, checked in or checked out from the menu. You may also restore the appointment to scheduled (red) from this menu. Using the Confirmation List For confirming appointments you may use the handy confirmation list to track your client contacts during the day. From the Tools menu select Open confirmation list. There is one list for today's schedule and one for the next days schedule. You get a list of all scheduled appointments for the day. Double click on one of the appointments to open the information dialog. Call the client, if the appointment is confirmed proceed with confirmation. Other action notes may be left for yourself such as No answer, Left message, texted, ed, etc. You can then from time to time go back to the list to continue calling clients. Adding Notes You may add a note to the appointment by clicking on the Add note button on the entry tool before saving the appointment. A note icon will be attached to the screen appointment display to show that a note was added.

79 To retrieve the note click on the view notes button on the appointment information screen or you may select the client in the client center and click on the notes button. New Clients Clients that are added at the time of entering the appointment using the new client button on the entry screen or client names that are just typed into the appointment dialog will be flagged as a new client by a read heart icon showing on the appointment display. This flag will continue to show until the client's file is 2 weeks old. Client Alerts Alerts may be set on the client's file when entering a new client or editing the file using the Client Manager. When set the alert icon is shown behind the clients name by the symbol * *. When a client with the alert set has an appointment bringing up the appointment information screen will show the alert icon with a button below marked Alert?. Clicking on the button will bring up the alert information entered into the client's profile. More on Client alerts... Inventory Settings for Client - Staff Preference Memory. When setting up service inventory set Your service groups to 2 character group codes. This enables 2 features, special reporting on inventory service groups and the ability of the scheduler to learn your client's staff preference for the various services that they purchase. When setting up an appointment the system will alert the staff that they have selected an alternate staff member to the one they normally see for that service. You will be able to override this time only, reset the memory or go back to select the other staff member. More on setting group codes in service inventory. Cancelling an appointment Double click on the appointment to open the information window. Click on the Cancel button. Note that an appointment can not be restored after cancellation and must be re-entered. Xcite Software 2014

80 XciteSoftware Chapters Introduction Installing XciteSoftware Getting Started Daily Operation Managing Inventory Monitoring Inventory Managing Clients Managing Staff Managing Client Accounts Loyalty Programs Monitoring Sales Year End Procedures Appointments Tanning Program Reports Frequently Asked Questions I would like the hotel guest to be able to charge services to their rooms, can the system do this? Yes, the hotel can be set up as a hotel client with charge account enabled. When the tender is selected for this client the staff are prompted for the room number and the guests name. An invoice is then printed for presentation to the hotel. During the cash out process at the end of the day the charges are posted to the hotel account for tracking and statement printing. Off setting receivables are also posted to keep the accounts in balance. More on this topic... Does the system interface with QuickBooks? The current version does not but we are working towards having that capability in upcoming releases. Day spas and others schedule rooms can this be done on the XciteSoftware scheduler? Yes it can XciteSoftware tracks daily revenue for the fist 20 services, can I get sales performance information on all of my other services? Yes there are sales history and performance reports for all services that are entered into the inventory, there is no limit on the number of services you may enter. User Guide Do the client histories track the services and products that each client purchases? Yes the histories record that information as well as the staff member performing the service. Can we print mailing labels for clients? Look in Client Manager>>Tools>>Client Mailing Labels I' m trying to print product labels, but the font size stays at 12 no matter what number I enter. I would like them to be size 8 font. After changing the font point size or the x y coordinates you must click on the blue link "Save Settings" in the lower right corner. After pressing this link the font will change. The settings will stay as set until you change them again. The Tax code is set up in Preferences properly, but when I add retail inventory the tax code shows a 5 and it should be a 1. Preferences only sets up the tax names and rates in %. The rate each inventory item uses and the manner in which is to be applied is set in inventory. Do we have to have a printer connected in order to use the program? Yes you need a printer to print reports and it is required for the close register routine. How do you do multiple prices for a certain service inventory item? Most of the service inventory items have only one price and I can use the Pricing Table, but others, such as, perms have multiple prices depending on the length of hair? You would need to set up multiple perms, similar to how some set up different hair cuts, for example:.h1 Men's hair cut.h2 Woman's hair cut.h3 Childs hair cut etc. Note that the coding sequences that you set up after sorting will determine which items are loaded to the 12 function keys so it takes a bit of thought to come up with an arrangement. When you delete an employee, and want to use that number for a new employee you can't reassign that number to anyone? Employees don't have numbers, there is an employee number field which can be anything you want and would be used for the employee payroll number or whatever. Employees have codes which are usually their initials, you can use numbers if you wish but they would be reusable in any event. Clients, on the other hand, use numbers and are not reusable after the client is deleted as the number is the index field for all related data there is sufficient room for 99,999 clients. How do I edit client histories? To edit a client history go to the Client Manager, select Tools==>Edit Client Histories. When there enter the client number and click on start. It will stop when it finds a history for that client. Change what you want and click Save/Modify. Click on next/back to move to the next or back to the last record. You can change the edit mode to all clients but they are harder to follow that way. How do I put a retail product on sale? You set individual items on sale using inventory. For a store wide promotion where all retail product is to be on sale, say 10% off then set it in Preferences>>General Tab>>Storewide Sale at??% off. The sale stays on until you zero out the percent in Preferences. If you wish to discount an item to a single individual then after you input the item code and when the cursor is in the Quantity box click on the discount link (lower left corner in the menu list) a window will open to allow you to deduct a % from the item or a $ amount. Click on accept and carry on as normal.

81 What are service pricing tables? If you have the feature "Use pricing tables for services" turned on in preferences then all services must be pre-priced. With pre set prices when the item has been entered in sales and before you either accept the 1 in quantity or change the number purchased you can click on the discount link on the left side and enter either a % or $ discount for the item. Can I discount a service when using the split service feature? There is a discount button in the split service, before entering the service into the grid, click on the discount button and enter the discount (% or $) the amount of the service sale will change, then press enter to push it to the grid. I am having trouble finding clients using the client search features. The search is case sensitive for first and last names. So if the first letter of a name is a capital it must be that way in the search also. When the search dialog opens it is on the first name field, type in a name or part of it and press the enter key and it will search for that first name. If you want to enter a last name or part of it also then press tab to move and type in the last name and press the enter key. If the first one that comes up is not the one you want then press F1 or click on search again. If you get through all the possible choices the system will stop and suggest a new search or for you to pick from the list. The list is generated during the search from all possible choices which matched your search criteria. Use the same procedure when using a client number or phone number. How do I complete a sale? Although you can use a mouse on the sales screen it is designed to also work with keyboard only as that is the way most salons prefer. The active box at any given time is yellow where others are white. When the program is idle between sales the staff box is active at the top left of the screen. The staff must enter their code so the system knows who to record the sale to, for record purposes. Enter always moves forward and ESC moves back. The system will open a window and ask you to search for the client. Let's skip the client look up for now and assume this is a walk in, press ESC and the window will disappear, the client designation will be Walk In and the system moves to the box marked "Item". Here you enter the service or retail codes for the products and services you have set up in inventory. As a short cut the system is designed to map the first 12 inventory items which are usually services as they are forced that way when you sort your inventory. You can press one of the function keys to select that inventory item. Press F1 and the info on the item is shown and the system moves to the Amount box for you to enter the amount. Enter an amount say (the keypad works best for this) then press Enter. The line item will move down and it will position itself for the next item. Note that the subtotal and taxes have been updated. To sell a retail item, scan or type in the code and press enter. The system moves to the Quantity box and defaults to one, you can change that to more or press Enter. Again the sale moves to the grid and positions for the next item. You can keep entering items or if all are entered press the Enter key with a blank item box and you move to the tender stage. The information bar at the bottom of the screen shows the tender codes, 1 = cash etc. You can also click on the tender icons with the mouse. Try 1 press Enter then enter the amount and press Enter. At this point you can print the invoice or void the sale by clicking on those buttons if you wish or press Enter to finish the sale. The sale information is saved, the client history and inventory is updated. How do I see what my mapped function keys are? In the tools menu you can select Quick Key Assignments which will show you what the keys are mapped to. You may set the function keys to any of your service inventory items. How do I price services? You can price services in two ways, by entering the amount at the time of sale or preset all prices in inventory. To change the setting in preferences go to the policies tab and check "Use Pricing Tables for Services". Is the evaluation version disabled in any way? No all evaluation programs are the full version, all you need are the registration codes. If you have constructed client, staff and inventory tables they can be preserved during registration. What types of printers can I use? If the printer can be recognized as a windows printer and it can be selected from the printers in preferences then it will work. There are three settings for receipts, 2 inch, 3 inch and standard 81/2 inch. You would choose the size which would best be displayed on the paper from your receipt printer. Most are 2 or 3 inch wide paper. Do I require a specific cash drawer interface or brand of cash drawer? No most any brand will work. We recommend serial, usb or printer connection drawers. Is the user prevented from deleting a sale? Once completed and recorded a sale transaction can not be deleted. Void is provided to delete a transaction before it is completed. All sales are time and date stamped and contain the name of the stylist or clerk who entered it. Are the reports and tax functions acceptable for the USA? Yes tax functions are fully customizable. The program is currently in use in many major cities in the USA. How do I set my Quick Keys (Function Keys)? From the System menu select Set quick key assignments. Is there a unique ID for each employee? Yes, usually their initials. Will the system track sales for haircuts and products? Yes, product sales plus 20 service categories defined by the salon, other service categories beyond the 20 are included in "other sales". There is no limit to the number of service categories or individual products. Each of these categories are reported by staff member individually or summarized for the salon. As well all sales reports are date range selectable. The system also tracks payments by the following methods, cash, cheques, MasterCard, visa, debit cards, discover, gift certificates, donations or charges. Expenses (Petty Cash withdrawals from the cash drawer) are also

82 tracked. Will the system track product inventory changes? Yes, tracks amounts purchased, sold, loss, consumed and current Can we have staff monitored with a time clock? Yes, time in, time out and hours and minutes worked are recorded with each log in/out. If implemented (optional feature - see preferences) it is mandatory that the employee log in before employee code is recognized. Is there a full client database? Yes, full address/phone database plus client profile, client formula, service history, purchase history, tan history and tracking. Histories are automatically recorded during the sale transaction process and as well can be manually entered. Is there employee tracking of service and product sales? Yes product sales and 21 services are tracked. Commission calculations are available for all 22 categories. Reporting can be selected for any desired time period. Can I track what products my employees sell? Yes, retail product tracking by employee is by number of products sold and also indicates which products, so you can track employee sales to the individual product or line of products, it also reports by sales $ generated. Can I track what products my clients buy? Client reports indicate which products clients purchase and the total spent by the client for all products and services (automatic history recording must be set on in preferences for implementation of this feature). These reports are selectable for any time period desired. Is there more than one password access level? Yes and passwords are encrypted and cannot be read outside of the system. Are there tutorials available? Yes, video tutorials are included with XciteSoftware. Is there on line help? Yes, the user reference is in HTML and is fully indexed and can be accessed from the help menu. The help requires that an internet browser is installed. Can the software be customized for a specialized salon/spa? Yes very easily, the variations between salon types are in their services and retail inventory. The inventory is normally set up to mirror your normal business model. The system is operating in hair salons, esthetic centers, cosmetic laser centers, tanning salons and nail salons. Can I print duplicate receipts for a client? Yes, look in the tools menu for the Print Duplicate Receipts tool. If you know the date and client number you can go directly to the transaction and print the receipt. To locate the customer number of the date use the client's history file to find the date and sales history entry. From this you have the date and client number. Using the tools menu select Print Duplicate Receipts. Move to the date taken from the history and then look for the correct client number. You can then print the receipt. There are different discount tools and when do I use them? The discount/up-charge button on the tool bar is designed for single items. prior to accepting the item for the sale clicking on the discount button will allow a dollar or percent discount or up-charge to be applied to that single item. This discount feature is available in the split sale window as well. If you turn discount coupons on in preferences at the time of tender you can apply a dollar or percentage discount to the entire sale. Note that taxes that apply will be adjusted. A store wide sale can be set up in preferences that will discount all services and retail product by the set percentage. Sale prices can be set up for individual retail items in the inventory manager. How do I set up my beginning inventory value? The beginning inventory balance is calculated by the year end procedure and entered into your preferences file. When initially setting up your inventory for the first year of operation using XciteSoftware this number is entered into the preferences file manually from your records. How do I set up my beginning fiscal year? Your current fiscal year is set in Preferences. Open Preferences and set the year to the year you wish to label your first fiscal year. The setting is in the format yyyy for example Once set the year end procedure will archive your files to that label for past year reporting and increment the year number How are consigned products different from retail products? Consigned products are similar to retail in that they have a cost, mark-up and sales price but although you may have 10 on the shelves, as current

83 inventory, the system will not purchase them until they are sold, whereas retail products are purchased then sold. A subtle difference, but makes a difference when getting reports that value your inventory and where you would not want to include consigned product. We have just completed inventory for our retail products, and some of our numbers do not match. Is there a way now to adjust the computer's inventory to match the actual physical count? Yes. Open the inventory manager and go to the retail tab. Locate the item you need to adjust and double click on it. When the item adjustment window opens click on the Quantity button. Enter the number by which you want to adjust the current amount (a positive number increases the current amount and a negative number reduces the current amount). If current is 8 and you want it to be 10 enter 2. Click the apply button then close the item window and pick the next item from the list and so on. Note that the change is saved automatically and the table is updated each time. When I print the appointment page it does not show the services scheduled for the clients. Is there any way to do that? If printing the appointment page is not sufficient detail for what you want, Try using the staff schedule sheet which can be printed at the start of the day for each stylist. Open the report, select the stylist, click the today button and print, then select the next stylist and press print and so on. The report will change each time you select a different stylist or date selection. There is no need to close the report in between selections. When we give a $25 gift certificate to a client, and client uses it for services, does the etesian receive full commission for service or is there commission reduced by the discount taken off the service? Also on retail products, does the same thing apply? The commissions are based upon the value of the product or service sold. You can check this value by looking at the receipt for the sale. The sales value is the one for each line item in the small table. If the service and/or product is entered into the sale at full price then the free $25.00 gift certificate is used as part of the tender for the sale and the client pays the remainder (or even if the gift certificate is the full value of the tender) there is no effect or reduction on the commission. This is not the case, however, if the service or product is discounted individually using the discount/up-charge button at the item level. That change will have an effect on the item value (again see the sale receipt) and will effect the commission. Is there a way to do the end of day close for all of the staff that did services that day - or do I have to do it individually by stylist? You can get more detail on the ending day close by opening preferences and check the box in the security tab check the box that says use individual cash outs for each of the staff. A button will then be on the register close screen after it opens and calculates the days close. The three sub reports will give individual statistics for the staff in sales, tenders and tips. Run these reports prior to closing the day and running the summary report as it can only be done once. There are some similar reports in the Sales View and SpotCheck reports but they are not exactly the same. We have different services entered into our service inventory. After the 20th one, the end of day close lumps everything into the other category. Why? The system will track individual sales statistics for 20 individual service codes, plus retail products. All other service codes are shown under the other category. This is because there had to be a limit on the amount of data that the system tracks individually. There are other reports which will give you information on sales performance of all services (see the service performance report in the SpotCheck reports). Note that the 20 services tracked daily in the close are the first 20 in the sorted service inventory list. We suggest that when you are setting up your service codes that the 20 most important services that you have are coded such that when sorted they come to the start of the list. Sort order is standard numbers, capitals then small letters in numeric and alphabetic order. Also note that the Quickkeys are set up similarly. The 12 function keys on your keyboard map to the first 12 services in your inventory. Staff only need to push the function key to enter that item into the sales screen. Are there reserved inventory codes that we should not use? Code.98 is reserved for the system and is used for an expense (ie when someone takes funds from the cash drawer and purchases something - petty cash). There are other reserved codes prefixes as well that start with.gift,.und,.tip,.roa, etc. Can we update the client referral information after the new client has been entered into the system. I know that this information can be entered when the client is first added but it was missed? Open the Client Manager, double click on the new clients name in the list. That clients name will then be selected and will be shown on the panel at the top of the window. Go to the Other Tab there is a Referred by button in the lower right corner. Enter the referral client number or look up the client if you don't remember the number (lookup button). You can also edit all other client information at this point as well. Is there a report that I can run to let us know who purchased gift certificates and who they purchased them for? No. There are a number of reports which you can find in the gift certificate manager, most salons have been interested in the Gift Certificate Name (owner), date purchased and outstanding amount. The system does record and save the purchasers name (if you enter it at time of sale) and client number (if they have a client file and you entered the number at time of sale). The purchaser's client history would record the date certificate number and price of the certificate. Is a way to cash out 2 clients, both with services with different staffs, but on one sale. for example one client is paying for another as well as her own bill. Is there a way to do this without having to do 2 transactions? Enter both the sales under the client who is paying, adjust the staff code of the second service by the other staff member, and complete as normal. Then copy the history of that sale to the second client's history by using the "Save last history to a second client" from the tools menu and select the client's name from the pop up list. Is there a way to change the price of a treatment at point of sale when using a ticket to transfer the service information from the appointment screen to the sales screen? Because the ticket has already looked up prices from the inventory tables and pre-entered the sale the individual item discount option has been passed. We would suggest that if the amount that you would have discount is known, say $10.00 then finish the sale and just before entering the tender type use the coupon discount option. You can enter it as a $ amount and it will show on the invoice as a discount. You could use a percent at this point but remember that the percent will apply to the entire sale amount and not just to the single treatment. If the treatment was the only item in the transaction it would be fine to use the percentage. Note that the discount coupon tool will correct the taxes for the discount. Is there a way to void a single entry on the sales screen, once it is there. If I click on the wrong treatment or product by mistake or the client changes her mind, once it is on the screen the whole sale has to be voided and restarted. Is there a way to highlight, right click and delete? or

84 something similar? If an incorrect entry is made and moved to the screen to reverse it run it again with a negative quantity, this will cancel out the previous one then you can run in the correct one. This method will keep the inventory in order and is a similar action that you will see at grocery stores, etc when they run in the wrong product number. The sale can carry on as normal. Give it a try, you select the product/service, it defaults to 1 and you just press ENTER to accept it, for reversing select the product/service, press -1ENTER in that order and it is reversed. Is there a way to void a sale once transaction has been completed? No, to keep an audit trail there is no way to void a transaction after it has been completed. To remove it do the transaction again exactly the same but use negative quantities and the same tender type. The transaction will be reversed and all reports will be correct. This is the same action you would take if someone were returning a retail product. The return negative transaction returns the product to inventory and returns the tender. To keep the cash drawer in balance if the tender was originally a debit card and you returned cash show them that way. A client came for her appt and when she was cashing out booked and pre-paid for her husbands appointment later on in the week. Is there a way to make a note on his file, or tag it, so that when he comes in we don't forget and recharge him? If the system is set in preferences to automatically create service histories at the time of sale then after entering the clients name into the sales screen the last three of these histories will pop up in a window. This window could hold the note if you enter a manual client history item in his file when the service was prepaid. To do that select Add Service History from the client tools screen. Select the client (her husband, and he must have his own file) and enter the note into the window that opens, save it. when he comes in and you select him for a sale the message will pop up. A client lost her gift certificate and does not know the number, is there a way to find it in the system? If you are using detailed gift certificate management then there are a number of ways to locate the certificate. If you know the buyers name the certificate number is recorded in that persons service history for the date that they bought it. Knowing the number you can use the lookup gift certificate feature from the tools menu, that will give you the owners name, date of purchase original value, it's use history and current value. If it is still unused or partially unused you can re-issue it. If the purchaser is unknown or does not have a client file then there is no buyer history. In that case you will need to go to the Administration tools section of the tools menu and open the gift certificate manager. In the upper left corner will be a list of all of your gift certificates with the owners name listed along with the date purchased and certificate number. Locate the person's name and click on it, the certificate and it's history will be displayed. Alternatively if they know the date it was purchased open the gift certificate manager and run the report that lists all gift certificates purchased on a day or period that you can select. The list should contain the certificate you are looking for. Again it will list the number, owner's name, date purchased, original value, remaining value and status. Xcite Software 2014

85 XciteSoftware Chapters Introduction Installing XciteSoftware Getting Started Daily Operation Managing Inventory Monitoring Inventory Managing Clients Managing Staff Managing Client Accounts Loyalty Programs Monitoring Sales Year End Procedures Appointments Tanning Program Reports Troubleshooting Guide If you encounter a problem with the operation of XciteSoftware always make sure that you are using the latest update for your system release. If your system has access to the internet with a high speed connection use the Check for Updates feature found in your help menu. You can also access the most recent update from the Support section of the web site. As many of the problems that you encounter have been located by other users of system or by our system test programs a fix for your problem may be already available. 1. I' m trying to print product labels, but the font size stays at 12 no matter what number I enter. I would like them to be size 8 font. After changing the font point size or the x y coordinates you must click on "Save Settings" in the lower right corner. After pressing this link the font will change. The settings will stay as set until you change them again. 2. I have a Cannon 2000 printer and have a problem when printing client mailing labels and product pricing labels. The Cannon 2000 may work fine for the first print job and messes up for the second. To stop this you have to close and reopen the label print dialog for each print job. Has not been noticed with any other printers. 3. I am having trouble finding clients using the client search features. The search is case sensitive for first and last names. So if the first letter of a name is a capital it must be that way in the search also. When the search dialog opens it is on the first name field, type in a name or part of it and press the enter key and it will search for that first name. If you want to enter a last name or part of it also then press tab to move and type in the last name and press the enter key. If the first one that comes up is not the one you want then press F1 or click on search again. If you get through all the possible choices the system will stop and suggest a new search or for you to pick from the list. The list is generated during the search from all possible choices which matched your search criteria. User Guide Use the same procedure when using a client number or phone number. 4. I don't see the whole sales screen. The minimum video resolution is 800x600, using less will not allow the full display and will disable many of the features. Using a display setting of 1024x768 will enable the "Client Center" features of the program. To change your display use My Computer...Control Panel...Display... Settings...desktop area, move the slide to the right until you see 800x600 or 1024x768, then select apply. 5. Is the evaluation version disabled in any way? No all evaluation programs are the full version, all you need are the registration codes. If you have constructed client, staff and inventory tables they can be preserved during registration. 6. Erratic operation when entering numbers into the sales screen staff selector or inventory selector boxes using the numeric keypad. Insure that your NumLock is on, the alternate function of these keys causes the erratic operation. 7. The version we rec'd. was to have the appointment management option. I receive an error message (appointment manager does not work - run time error invalid row value). Help?? When I hit ok to get out of this error message, it automatically quits the program. The system may not check for the correctness of your start and ending times for the work day in Preferences. The error message that you see is caused by either your start time or ending time not being a correct hour. Open preferences and go to the appointment tab. You should have check marks on the days that you are open and the starting time and ending times using the 24 hour clock. For instance 9am would be 09:00 and 6 pm would be 18:00. Note that there must be a leading 0 for hours less than 12:00. XciteSoftware release 2007 (8.1.xx) will not encounter this issue. 8. I cannot use code.98 for a service inventory? Code.98 is reserved for the system and is used for an expense (ie when someone takes funds from the cash drawer and purchases something - petty cash). There are other reserved codes as well for instance any that start with.gift,.und,.tip,. ROA, etc. 9. I use numeric codes for service inventory and they do not seem to sort in the correct order. When the program sorts the numbers, it is putting my new.100 service in my quick key slots. For instance, it sorts it like this.08,.09, ,.11,.12 etc. It is not recognizing that it should be sorted down by numbers.98,.99,.100 etc. Computers sort number and character strings left to right since the do this they cannot see the difference between 1 and 10 or 100 so they will sort 1, 10, 100, 2 20, 200, etc. If you want the numbers to sort correctly using up to 3 characters strings you will need to have them as.001, , , 101, etc. 10. Is there a way to open up the schedule to a full screen so that the whole day and all available times for all staff is seen, instead of scrolling up and down? The number of rows in the appointment screen depends upon the default duration of you appointments set in preferences and the length of your day, Using 15 min durations will have twice as many rows as 30 min. The number of columns is set by the number of staff that display in the book as set up in the staff manager. The way to maximize the use of the screen space is to use a higher resolution. can use 800x600 and 1024x768. If you have a good screen then setting the system for 1024x768 will display the maximum rows and columns on the screen. Beyond that if you have a lot of staff and very short appointment durations you will have to scroll the screen. To change the screen display you need to first go to Windows Control Panel - Display and set the screen resolution, then go to XciteSoftware preferences and set the screen option there, then restart. 11. When opening the information window for an existing appointment I is see services that were not a part of the original appointment. Occasionally a problem arises with the files on your disk which causes the appointment group linkages to become broken for some appointments. if this occurs open the tools menu and select the menu item Repair Schedule linkages.

86 Xcite Software 2014

87 XciteSoftware User Guide Chapters Introduction Installing XciteSoftware Getting Started Daily Operation Getting started Entering a new client Looking up prices Client histories Making a sale Leaving staff notes Expense (purchase) Staff Purchase File menu Tools menu Reports menu Help menu Closing the register No sale tool Voiding a sale Receipt printing Logging in/out QuickKeys Accepting tips Client tools Sales tools Quitting the program Daily Operation Making a Sale The sales screen provides access to all parts of the system, you may complete a sale, look-up of inventory, look up client information and service records, add new service records, add and view tanning and spa information and manage all aspects of the system. Sales and Appointments are normally left open at all times the system is in use. You may minimize the screens and they will remain available on the windows taskbar. To start a sale select or type in your staff access code. Managing Inventory Monitoring Inventory Managing Clients Staff code selection Managing Staff Managing Client Accounts Loyalty Programs Next select the current client from the search dialog or cancel the search for a walk in client. Note that pressing the ESC key will also cancel the search. Monitoring Sales Year End Procedures Appointments Tanning Program Reports Client Search Dialog The client's name and address are added to the sales screen. The latest client history information is displayed briefly in a window on the sales screen and the system is set up for the selection of service or retail inventory.

88 Sales screen ready for inventory selection Select an inventory service or product from the list. Note at this point the quick keys are active and you may press [F1] to [F12] to select the first 12 services in your inventory list. Sales inventory selection After selection the item is placed in the entry row and the cursor moves to the quantity box. Note that the quantity defaults to one. You may then discount or up charge the item if needed. Discount up charge button Discount up charge dialog Next you may select a different staff member that provided the particular service if necessary. Note that individual line items may be credited to different staff in a sales transaction.

89 Staff code selector Press the enter key after changing the quantity of items if needed or leave usually as one. The item is placed into the list and the cursor moves back to the item box for the next service or product selection. Continue in this fashion until all items are entered. click on the tender box or press enter with a blank entry in the inventory selector to activate the tender area and move the cursor to the tender box. If needed you may eliminate the taxes from the sale by selecting Void Taxes for the current sale from the Tools Menu. Prior to entering your tender you can add a tip be clicking on the tip button. Tips may be a percentage of the service value, dollar amounts or to round off the sale at a selected amount. If the client wishes to provide a tip using a credit or debit card to keep the cash drawer in balance if you remove the cash you must enter the tip to the transaction. Click on the Tip button. Tip tool You may also discount the sale by clicking on the coupon button. Discounts can be dollar or percentage amounts. Note that the taxes will also be adjusted.

90 Tender selection Payment methods (Tender Types) are [1] for cash, [2] for cheque, [3] for MasterCard, [4] for Visa, [5] for Interac (debit card), [6] for American Express, [7] for charge to account, [8] for gift certificate, [9] for donation, [A] for Discover, [P] for Points and [O] for Other[C] for gift cash cards. You may also click on the icon for some of the payment types. If you need more than one tender type select the multiple tender button to open additional tender boxes. Multiple tender You may have up to three tenders. If the sale requires the return of change to the client one of the tenders must be cash. After selecting the tenders you may print a receipt for the sale by clicking on the Print invoice button. For more information on using gift certificates and points as a tender type see the section on loyalty and incentive programs. If you offer charge accounts press [7] or click on charge, you will be prompted for the client number or name if the client has not been pre selected. If automatic service records are turned on this will be skipped. The Canadian Penney In 2014 Canada has discontinued the use of the penny. Sales using any tender other than cash will remain as they are. Tenders using cash will be rounded either up or down to the nearest 5 cents. The approved method is for total sales ending in 2, 3, 6 or 7 to be rounded down and sales ending in 4, 5, 8 or 9 to be rounded up. When selecting cash as the tender the system will do the rounding for you. Cancelling cash as a tender will return the total sale to the original value.

91 Note that taxes will not change and the pennies will be added to or deducted from the subtotal value. For the feature to function you must be set to the country format "Canada" on the first tab in your preferences. Also note that when using this feature your daily cash out may not balance. There is a new line in the cash out showing the daily up or down in cash because of these tenders. Client History All information on services and products purchased by the client will be automatically entered to the client's history upon completion of the sale. To insure that this feature is enabled click on the policies tab in preferences and check the appropriate box then save the preferences. No history will be saved for a walk in client. If you believe the client may return you should enter them into your client database. Action Summary 1. Enter staff code 2. Select client or walk in 3. Enter services and products with up charges or discounts 4. Adjust staff member providing the service if necessary 5. Enter total sale coupon discounts if any 6. Enter tips 7. Select tenders 8. Print invoice if required 9. Click complete button See more things that can be done using the sales screen of XciteSoftware. Xcite Software 2014

92 XciteSoftware Chapters Introduction Installing XciteSoftware Getting Started Daily Operation Managing Inventory Monitoring Inventory Managing Clients Managing Staff Managing Client Accounts Loyalty Programs Monitoring Sales Point of Sale Hardware XciteSoftware can be used without any special point of sale hardware. However, the use of the specialized hardware can make day to day use more efficient. The point of sale hardware most useful in a business is a cash drawer, product scanner and receipt printer. Minimum Requirements XciteSoftware requires that you have at lease one standard windows printer. This can be any type of printer capable of printing on standard 8½ by 11 inch paper. The printer may be connected to the computer using parallel, serial or USB port. The printer must be installed in Windows and able to be selected from the printer selection dialog in XciteSoftware Preferences. Without this printer you cannot close the cash register or print any of the many reports. User Guide Year End Procedures Appointments Tanning Program Reports Preferences Printer Tab If you are only using one printer select it for both the receipt and report printer and select 8½ x 11 receipt paper. Report Printer Report printers can be any popular ink jet, laser or dot matrix printer. Combination scanner, fax, printers work fine. Reports are always formatted for standard paper. The report printer is also used to print product labels and client mailing labels and barcode labels. The set up is adjustable to some extent to account for different printers however, the labels must be of a similar format and size as the Avery standard labels noted in the program. The client label and barcode print is designed for a Avery #5160/8160, 3 wide and 10 down for 30 per page. The labels are about 1 inch high by 2.6 inches wide (2.5 cm x 6.5 cm). The product label print is designed for an Avery #5167/8167 with 80 labels per page. To save paper both label routines are designed to start at any label position on the page for use of part pages. Note: some salons have found a problem with the Cannon 2000 series printers when printing product or client mailing labels. The first print job is fine but the font changes for the second. To avoid the problem you must close and reopen the label print dialog for each print job. Has not been noticed with any other printers.

93 Receipt Printer Receipt printers are popular small dot matrix or thermal printers designed to use roll receipt paper. Popular products are manufactured by Epson or Star. They are normally connected by serial, parallel or USB ports. Again the drivers have to be set up in Windows before XciteSoftware or any other program can use them. Your manufacturer can help with the set up. The paper width is dependent upon the printer and can be either 2 or 3 inches wide and may be single or 2 copy paper. Setting Up Printers Before the printer will work it must be installed correctly by windows and would be useable by other programs. In XciteSoftware you must select the printers you wish to use for Reports and Receipts in Preferences. From Preferences, select the printer tab, select the printers at the bottom from the list, then click the save preferences button. If the printer does not show up in the list it is not installed correctly by Windows. Note that you may use a standard printer for receipts and both printers may be the same. If using a special receipt printer you must set the receipt width to match the paper width in the unit. Most use either 2 inch or 3 inch wide roll paper. Select the width in Preferences. You may select to have every transaction (sale) automatically print a receipt. To do so check the Automatically Print Receipts check box. You will be given 5 seconds each time to cancel the print job if you wish. If you have an Epson receipt printer with either partial or full paper cut capability you can select the option as shown above. Product Scanners Product scanners are designed to scan product bar codes direct from the product. Most salon product manufactures are moving to place bar codes on their products although this practice is still not universal. Scanners can be connected to your system in a number of ways. XciteSoftware is designed to function with the keyboard wedge type scanner. The scanner can be either CCD or laser and from any manufacturer. Setting Up Scanners Once the scanner is connected and set up for the product code type as noted in the manufacturers information it is ready for use. When setting up your product codes in inventory the code must match the code on the product. XciteSoftware can accept 10, 12 and 14 character UPC codes. You must tell XciteSoftware what code length you are using. With the proper length you will not have to press the [ENTER] key after the scan. When XciteSoftware is ready to accept a product code, scan the product and then complete the entry as normal. Set the UPC length code in preferences from the Barcodes tab, selecting 10, 12 or 14 and click on Save. Cash Drawers There are many popular cash drawers on the market connected by the serial port, receipt printer or USB ports. Some are more difficult to set up than others. We suggest drawers from the following manufacturers which have worked well. MMF Cash Drawers

94 MS Cash Drawers or APG cash drawers For simplicity in setting up and maintaining we suggest that you purchase a printer port drawer. Setting Up Cash Drawers Connect the cash drawer to the system or to the printer in the case of drawers opened by a signal from the receipt printer. If the drawer requires external power connect it to an available outlet. Start XciteSoftware and open Preferences and select the cash drawer tab. The settings look complicated but are necessary to be able to configure all of the drawers on the market. If you are not using a cash drawer make sure that the setting is none or the computer may hang up. Preferences Cash Drawer Tab If using an Epson drawer connected to an Epson receipt printer select the Epson Printer setting and all other configurations will be set. For other drawers attached to other printers select the printer setting. You may need some help from the manufacturer's manual to assist. For serial port drawers select the port you are using, usually Com 1 or Com 2. From the recommendations in the manual which came with the drawer select the proper settings for port speed, data bits, parity, stop bits1, opening characters, keep RTS and DTR high and close port after opening then press the save button. A typical setting for most drawers is speed 9600, data bits 8, parity N, stop bits 1, character 7, DTR and RTS high and do not close the com port. For older drawers you will need to close the com port. The test button is provided for trying the settings until correct. Note that the drawer should stay closed when closed after opening. Keep adjusting settings and consulting the manufacturer's recommendations until it works. You will have to hit the test button again to reset the port each time you change a setting. Once you have it as you want it press the save button. Monitors. XciteSoftware uses the Windows Graphical Interface GUI. You will require a normal CRT, flat panel or touch screen monitor. Most new

95 monitors and graphics cards are capable of a number of screen resolutions and color depths. XciteSoftware requires a minimum 800 x 600 screen resolution and 256 colors to function. XciteSoftware will operate on higher resolutions and color depths. We recommend that your setting in preferences be automatic then XciteSoftware will use the best setting for your Windows screen resolution. Preferences Screen Tab Please insure that your system meets the minimum requirements before starting XciteSoftware. Xcite Software 2014

96 XciteSoftware Chapters Introduction Installing XciteSoftware System Backup Backing up your Information User Guide Getting Started Daily Operation Managing Inventory Monitoring Inventory Managing Clients Managing Staff Managing Client Accounts Loyalty Programs Monitoring Sales Year End Procedures Appointments Tanning Program Reports Your information and records should be backed up at frequent and regular intervals in case something should happen to your computer or to one of your files. Once backed up, if something should happen you could reinstall the program and restore the records without loosing much, if any, of your information. Backups may be made to floppy disks, optical disks (CD/ R) and to USB storage devices. We have found that the inexpensive USB drives are by far the cheapest and best backup media. To backup your system data files select Backup XciteSoftware from the Files or Administration menus and follow the onscreen prompts. The location must be a windows designated drive and have a drive letter. You can also backup to another hard drive but it cannot be backed up to the drive that the system is running from. For instance if you have set up your system on drive C you will not be able to backup to that drive. You may select a path to a subfolder on any drive. If you are using floppy disks make sure to have some formatted disks ready or disks from an older backup as the backup may require one or more disks depending upon the size of your data files. The system will remember your backup path and location after the first use. Backup Screen Each time you shut XciteSoftware down it keeps an automatic backup of all of your data files. There are backups for each day that your business is open. Remember you must shut XciteSoftware down at the end of the day to enable that backup to be made. These automatic backups will not be helpful for a hard drive failure and you must make frequent manual backups.

97 Restoring Your System. If you have lost all of your information through a hard drive failure, which is the most common problem, or any other type of system failure you have to re-install the SalonTrac program first and then restore your data files. To restore the system after a hard disk crash or other problem with your computer select Restore XciteSoftware from the System Menu. You will require the manager's password key to undertake a restore even if the security is disabled in preferences. Restore will prompt you as required. Note that if you have to reinstall the XciteSoftware Program you must do that before restoring your data. Restore Screen Advanced File Restore You may restore individual system files from automatic system backups or your last manual backup. You would use this feature if you encounter problems with one individual file after making a change and wish to go back to the previous day before the change was made. From the administration System menu select Advanced System Restore. The following screen will open allowing the selection of the file and the backup day.

98 Advanced Restore Screen Xcite Software 2014

99 XciteSoftware User Guide Chapters Introduction Installing XciteSoftware Getting Started New User Setting Preferences Entering Staff Entering Inventory Inventory Rules Inventory Notes Entering Clients Getting Started Entering Your Clients Select Client file manager from the files menu. Daily Operation Managing Inventory Monitoring Inventory Managing Clients Managing Staff Managing Client Accounts Loyalty Programs Files Menu Monitoring Sales Year End Procedures The Client file manager opens and the client list is displayed. Appointments Tanning Program Reports Main Client File Manager Screen To add a new client to the list click on the new client icon in the tool bar to open the client entry dialog screen. Alternatively you may enter new clients to the system by clicking on the new client icon which you will find at various locations.

100 New Client Entry Dialog We suggest that you fill out the form entirely when a new client arrives for their first visit. However at a minimum the first name and last name is required. When the entry is complete click on the save button to save the client and enter them into the lists. Client Alerts: you may set alert flags on a client file to advise of important information which the staff should be alerted to and have quick access to. Setting the alert status to on will allow the client alert entry button to be active. Clicking on the button will bring up the alert entry screen, enter the information and save the alert then return to the new client screen and complete entering information and save the new client file. Note that the alert status will show on the appointment screen and on client edit screens. You can only edit an alert status in the Client Manager. Alert Icon Appointment Alert Character Client Alert Input Screen Clients may be entered in any order and sorted into alphabetical order later by selecting Sort the Client Files from the Client Manager tools menu. You may sort by first name or last name. The preference toggle for the sort is in the tools menu of client manager.

101 Client Manager Tools Menu Other tools and icons on the tool bar and menu are for viewing and managing associated client history files. The use of these tools is explained further in the managing clients section of the guide. The system assigns a client number which can be used to find clients in the system and is used to index histories and other client records kept by the system. Double clicking on a client in the list places their name above the list then you can use the address tab and the other tab to enter/edit information about the client. Client Manager Address Tab

102 Client Manager Other Tab Click on the save button to save changed client information. Note that you may indicate that a client is a resort or hotel. This designation will automatically bring up the room charge tool when the client is selected for a sale and charge the cost to the room. See additional information on managing client accounts and providing services to a hotel client. Client Alerts: A client's alert status can be entered or removed on the Client Manager Other tab. The alert information is contained in the profile of the client and can be accessed using the profile icon on the tool bar. You may create a profile for each client which will contain key information about the client. Profiles are optional and need not be created. To create a profile click on the profile icon with the client's name selected. With respect to profiles. The various categories and names of the information to be contained in the profile can be changed to reflect your business needs whether they are a salon, spa or medi-spa etc. To change these designations go to preferences, policies tab and click the button to change the profile definitions. Client Profile Screen with Alert Tab If a profile exists it will be displayed, if not you may create one. Enter the data and click on the save button. Note that you may change or add new information to the profile at any time and modify the information by re-saving it. Service Histories can be manually entered to the system or saved automatically by the system as a sale takes place. To keep client histories and to create them automatically set up automatic histories by checking the box located in the Policies tab of Preferences. The default setting is on.

103 You may access the manual add history tool at various locations in the program. Manual Service History Form You may credit and track referrals by your clients by noting the referral at the time the new client file is created. Click on the referred by button on the Other Tab to open the referral entry tool. Client Referral Dialog A referrals report is available in the reports section which will identify those clients bringing in referrals in selected time intervals. Xcite Software 2014

104 XciteSoftware User Guide Chapters Getting Started Introduction Installing XciteSoftware Getting Started New User Setting Preferences Entering Staff Entering Inventory Inventory Rules Inventory Notes Entering Clients Hotel Guest Tools For Salons or spas associated with hotels or resorts the tools in XciteSoftware that enable you to manage charging of your services to the room have been enhanced. Set up the hotel as a client and in client manager identify the client as a hotel or resort. Daily Operation Managing Inventory Monitoring Inventory Managing Clients Managing Staff Managing Client Accounts Loyalty Programs Monitoring Sales Year End Procedures Appointments Tanning Program Reports Client Manager, Setting up the account When making the sale to the hotel guest, select the hotel as the client, enter the services and products supplied. When entering the tender select tender code 7 (charge). The room and name entry tool shown below opens for entry of the hotel information to complete the charge to room. Room Charge Screen The information is saved as part of the transaction and the receipt printed for presentation to the hotel. The receipt indicates the Hotel as the client and the room number and guest's name.

105 Receipt Following the cash out at the end of the day the accounts are posted to the account manager, where they are tracked against returns from the hotel (Received on Account Transactions) and where statements can be printed for the Hotel. Using the service entry.roa returns from the hotel can be entered to the system. ROA Entry Open the Account Manager to manage the charges to the rooms and print invoices and statements.

106 Account Manager More general information on using accounts Xcite Software 2014

107 XciteSoftware Chapters Introduction Installing XciteSoftware General System Information Changing Your Receipt Message User Guide Getting Started Daily Operation Managing Inventory Monitoring Inventory A standard two line message or greeting may be placed at the bottom of all printed receipts. You can change the message any time you wish. Open preferences and select the printing tab, change the two lines of message text and click on the save button. You may also enable two additional lines for extended messages. Managing Clients Managing Staff Managing Client Accounts Loyalty Programs Monitoring Sales Year End Procedures Appointments Tanning Program Reports Preferences, Printing Tab Sorting Files Client, inventory and appointment files need to be sorted to function correctly and efficiently. You may sort these files at any time by selecting the sort feature from the file menu or where you see the sort icon. Client files may be sorted by either first name or last name. for more on client file sorting see Managing Clients and Histories. Reorganizing (Purging) Files When you delete records from a file the records are only "marked for deletion" and can be restored. When you want to remove the marked records permanently you must reorganize the file. You will find the reorganize features in the files menus where they are available. XciteSoftware Security A password security system is provided to protect your sensitive information. When the security is turned on in Preferences all sensitive parts of the program will require a password for access. The manager's password is encrypted so it cannot be found on the computer system.

108 Preferences Security Tab The sales and appointment screens and client information entry tools are not protected as they can only add information to the system but can not edit or delete information. Password Entry Dialog The Register Close password will only access that function of the system and can be given to the staff when security features are enabled so the daily close of the register can be completed. Only the close register feature can be accessed using the special access password or the Master password. You may use the special password to have your staff close out the period and reconcile the cash drawer. You may set the passwords to any alpha-numeric sequence that you wish. The special password can be given to your staff for access to the close day procedure, while the Master password and access to all areas of the system can be restricted as you wish. Remember once you turn on the security system you will need the master password to turn it off. User Guide and Help System This complete XciteSoftware user guide is available by selecting the guide from the Help menu. As the guide is written in HTML you must have Internet Explored 7+ installed on your system for it to function.

109 XciteSoftware Help Menu XciteSoftware context sensitive help Wherever you see the help icon below there is context sensitive help available about the task you are currently working on. Special how to guides There are three how to guides for quick reference for topics the staff will frequently use. The icon to access the how to guides is below. guides are available for sales, appointments and inventory entry and set up.

110 Sales how to guide Inventory how to guide Additional help and resources From the help menu you may also access the web site for additional assistance on the support site, download and install training videos as well as problem reports and requests for information. Updating XciteSoftware XciteSoftware update is available to quickly check the web site for updates

111 to the program. Information about your system will be sent to the site but no personal information will be sent. Should your system require an update you can download and install the update. Update requires a high speed internet connection. Upgrading from XciteSoftware Standard Version If you have purchased XciteSoftware basic or standard version you can upgrade to the Professional Version. Upon purchase of the upgrade you will be given a key to enter at this point to complete the upgrade. Understanding Text and Number Editing After completing an edit remember to click on the save button to save the changes. The text which forms a record for a client or inventory item, appears in fields which are displayed in text boxes on the form. To change the text a number of keys are available to make the work easier. [ESC] when pressed on a form will close the window and return to the last place you were. [Tab] will move on one field at a time. If you find that you cannot enter text or add text to a field when editing a record it may be that the area is filled with spaces. Press the Delete key a number of times or highlight the box by sweeping it with the mouse cursor with the left button held down. This will not be a problem when entering new records or where the system highlights the text for you. Mouse Left Button Click will move to the position you had the mouse cursor. The arrow keys will move the cursor back and forth through the text. You may type over the text changing it as you go. [DEL] the delete key will delete the character to the right of the cursor. [BKSP] the backspace key will delete the character to the left of the cursor. [ENTER] when pressed in a field will move to the next action if the form has been designed for full keyboard entry. The Sales screen and search windows are examples of this. Numeric or dollar amounts may be entered using the number keys or the numeric keypad with [NUMLOCK] on. Numbers are entered either from right to left or left to right and a decimal is required. Serial Cash Drawers XciteSoftware is configured to work with most serial port and printer cash drawers. Connect your cash drawer to the computer and set up and test the drawer in preferences. This procedure is described in Preferences Setup. The drawer will open when completing each sale. You may open the drawer using the selection from the Tools Menu. See more on point of sale hardware. Toolbars

112 Toolbars are used in the program to assist in easy selection of the features. Most of the tools can also be selected from the menus. You are always prompted with the function of the tool. Toolbars Glossary Windows XP/Vista/Win 7/Win 8 Windows operating systems copyright by Microsoft Mac OSX Operating systems copyright by Apple Files XciteSoftware keeps information on your hard drive or disk in groups or files. Different kinds of information is kept in separate groups, for example there are client name and address files, client service information files, inventory files, etc. Records A record is a smaller division of the information in a file, for example all the information on a single client, inventory item or sale is a record. Field A field is a smaller division of a record, for example when you are entering a new client you enter a last name, first name, address, etc on each line. The line is called a field. Edit Edit means to change the information in a record by changing the information in each field and saving the changed record to the file. Backup A backup is a copy of your information files which are identical to the original files when the backup was made. The backup files can only be read by the restore programs associated with the backup program that you used. As you keep entering new information to your system the backup copies become old as the new information is not contained in them. It is important that you backup your files frequently to keep the backup current. It is also important that you keep at least two different floppy disks of backup information in case one of the disks fails to work. Xcite Software 2014

113 XciteSoftware Chapters Introduction Installing XciteSoftware Getting Started Daily Operation Managing Inventory Monitoring Inventory Managing Clients Managing Staff Managing Client Accounts Loyalty Programs Monitoring Sales Year End Procedures Appointments Tanning Program Reports XciteSoftware Software License Software License Agreement: Software is defined as the computer program with which this Software License Agreement is included and any updates or maintenance releases thereto. Do not use the Software until you have carefully read the following Agreement. This Agreement sets forth the terms and conditions for licensing of the Software to you, installing the Software indicates that you have read and understand this Agreement and accept its terms and conditions. If you do not agree with this Agreement, do not use the Software. License and Certain Restrictions You are granted a limited non-exclusive license to use a copy of the Software on a single computer. You may make one backup copy of the Software for your own use. Making additional copies or duplicating the Software by any other means including electronic transmission is illegal. It is also prohibited to give copies to another person. You may not copy the printed materials, if any, accompanying the Software, or print copies of any user documentation. The Software in its entirety is protected by copyright laws. The Software also contains trade secrets, and you may not de-compile, reverse engineer, disassemble, or otherwise reduce the Software to human-perceivable form. You may not modify, adapt, translate, rent, sublicense, assign, loan, resell for profit, distribute, or network the Software, discs, or related materials or create derivative works based upon the Software or any part thereof. You may transfer the Software to a third party, or sell the computer on which the Software is installed to a third party, provided you do not keep a copy of the Software for yourself. User Guide Disclaimer of Warranties: EXCEPT AS PROVIDED ABOVE, THIS SOFTWARE AND ANY RELATED SERVICES ARE PROVIDED "AS-IS," AND TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW. ALL OTHER REPRESENTATIONS AND WARRANTIES, EXPRESS OR IMPLIED, REGARDING THIS SOFTWARE, DISKS, RELATED MATERIALS AND ANY SERVICES, INCLUDING THEIR FITNESS FOR A PARTICULAR PURPOSE, THEIR QUALITY, THEIR MERCHANTABILITY, OR THEIR NON INFRINGEMENT. WE DO NOT WARRANT THAT THE SOFTWARE IS FREE FROM BUGS, VIRUSES, ERRORS, OR OTHER PROGRAM LIMITATIONS. SOME JURISDICTIONS DO NOT ALLOW THE EXCLUSION OF IMPLIED WARRANTIES, SO THE ABOVE EXCLUSIONS MAY NOT APPLY TO YOU. IN THAT EVENT, ANY IMPLIED WARRANTIES ARE LIMITED IN DURATION TO NINETY (90) DAYS FROM THE DATE OF PURCHASE OF THE SOFTWARE. HOWEVER, SOME JURISDICTIONS DO NOT ALLOW LIMITATIONS ON HOW LONG AN IMPLIED WARRANTY LASTS, SO THE ABOVE LIMITATION MAY NOT APPLY TO YOU. THIS WARRANTY GIVES YOU SPECIFIC LEGAL RIGHTS, AND YOU MAY HAVE OTHER RIGHTS AS WELL. Limitation of Liability and Damages: THE ENTIRE LIABILITY OF SALONTRAC FOR ANY REASON SHALL BE LIMITED TO THE AMOUNT PAID BY THE CUSTOMER FOR THE SOFTWARE PURCHASED FROM SALONTRAC OR IT'S AUTHORIZED RESELLER. TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, SALONTRAC AND IT'S SUBSIDIARIES, AFFILIATES, LICENSORS, THIRD-PARTY CONTENT OR SERVICE PROVIDERS, DISTRIBUTORS, DEALERS OR SUPPLIERS ("REPRESENTATIVES") ARE NOT LIABLE FOR ANY INDIRECT, SPECIAL, INCIDENTAL, OR CONSEQUENTIAL DAMAGES (INCLUDING, BUT NOT LIMITED TO: DAMAGES FOR LOSS OF BUSINESS, LOSS OF PROFITS OR INVESTMENT, OR THE

114 LIKE), WHETHER BASED ON BREACH OF CONTRACT, BREACH OF WARRANTY, TORT (INCLUDING NEGLIGENCE), PRODUCT LIABILITY OR OTHERWISE, EVEN IF SALONTRAC OR IT'S REPRESENTATIVES HAVE BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES, AND EVEN IF A REMEDY SET FORTH HEREIN IS FOUND TO HAVE FAILED OF ITS ESSENTIAL PURPOSE, SALONTRAC AND ITS REPRESENTATIVES' TOTAL LIABILITY TO YOU FOR ACTUAL DAMAGES FOR ANY CAUSE WHATSOEVER WILL BE LIMITED TO THE AMOUNT PAID BY YOU FOR THIS SOFTWARE. SOME JURISDICTIONS DO NOT ALLOW THE LIMITATION AND/OR EXCLUSION OF LIABILITY FOR INCIDENTAL OR CONSEQUENTIAL DAMAGES, SO THE ABOVE LIMITATION OR EXCLUSION MAY NOT APPLY TO YOU The limitations of damages set forth above are fundamental elements of the basis of the bargain between Xcite Software and you. SalonTrac Systems would not be able to have provided this product or services without such limitations. General Provisions: This Agreement sets forth SalonTrac and its Representatives' entire liability and your exclusive remedy with respect to the Software. You acknowledge that this Agreement is a complete statement of the agreement between you and SalonTrac, and that there are no other prior or contemporaneous understandings, promises, representations, or descriptions regarding the Software or any related services. This Agreement does not limit any rights that SalonTrac may have under trade secret, copyright, patent, trademark or other laws. The Representatives of SalonTrac are not authorized to make modifications to this Agreement, or to make any additional representations, commitments, or warranties binding on SalonTrac. Xcite Software 2014

115 XciteSoftware Chapters Introduction Installing XciteSoftware Getting Started Daily Operation Managing Inventory Monitoring Inventory Managing Clients Managing Staff Managing Client Accounts Loyalty Programs Monitoring Sales Year End Procedures Appointments Tanning Program Reports What's new What's New With the latest release of XciteSoftware there are a number of new features designed to make the program more valuable to your business and to minimize the effort needed to run the system. Client wants a official receipt for Insurance purposes? Open the tools menu and select view/print duplicate receipts. Click on the button "print insurance or tax receipt. The Canadian Penney In 2014 Canada has discontinued the use of the penny. Sales using any tender other than cash will remain as they are. Tenders using cash will be rounded either up or down to the nearest 5 cents. The approved method is for total sales ending in 2, 3, 6 or 7 to be rounded down and sales ending in 4, 5, 8 or 9 to be rounded up. When selecting cash as the tender the system will do the rounding for you. Cancelling cash as a tender will return the total sale to the original value. Note that taxes will not change and the pennies will be added to or deducted from the subtotal value. Note: For the feature to function you must be set to the country format "Canada" on the first tab in your preferences. Also note that when using this feature your daily cash out may not balance. There is a new line in the cash out showing the daily up or down in cash because of these tenders. User Guide Change due pop up window You can enable a pop up window to allow staff to quickly see the change due to the client. To enable the popup click on the enable line in the system menu to check it. You can click on the same line in the menu a second time to disable the popup. Product and customer support center A product and customer support center has been added to the help menu to give users quick access to support for the XciteSoftware product. Learning center A learning center has been added to the help menu to give staff quick access to all of the training aids available for the XciteSoftware system. Loyalty points award values The loyalty points system has been enhanced to provide more information to the staff as the use the system as well as the implementation of industry standard award values for partial use of their points balance in multiple tender situations. In the case of single tenders they may use an award value up to their maximum points balance and staff can override the award value to cover the entire tender if the client's point balance will allow. Training Mode To enhance the training of staff on the operation of the system the manager can implement the training mode. The system keeps and constantly updates a copy of the system files for training purposes. Any changes to these files during training will not be permanently recorded, so there is no need to worry about what changes may be made. To turn on the training mode open the sales screen tools menu and select training mode. To implement to mode the administration password is required. The system will prominently display training mode flags in bright red lettering. Note that the appointment module will close when training mode is turned on and off and will need to be re-opened each time. Remember to return to normal mode when using the system in the normal course of business. Training mode is turned off be selecting "Training mode off" from the sales tools menu. Automatic tip tool You can enable the tip tool to open automatically when you move to the tender area. To enable the automatic operation click on the enable line in the system menu to check it. You can click on the same line in the menu a second time to disable the automatic tip tool. when the tool does not open automatically you must click on the tip button to open it. Tip Management The tip tool will pick up all the staff providing services on a transaction and apportion the tip to the staff in proportion to the value of the service provided. The tip may be entered as a percent of the total services sold, as an amount or to round the sale to a given amount. The tool is shown below.

116 Tip Tool Screen While the cursor is in the tender type box and before you enter a tender type. Click on the tip button and enter the amount in the dialog shown below. You may enter a percentage of the total service value, an amount or you may round the sale off and the system will calculate the tip amounts for you based upon the value of each of the services performed by the staff. Tips are recorded as part of the transaction so you are able to look back using receipt history. You may change the tip percentage for one or more of the staff. Double click on the staff row that you want to change. The system will recalculate the tip percentages taking or adding to the others as necessary. If you change the percentage after entering the tip amount it will be removed any you will have to re-enter the tip amount. XciteSoftware Scheduler XciteSoftware schedule now provides a graphical 30 day look ahead for each of the staff. You may double click on a cell to move the main book to that date for entry of an appointment. The scheduler will also flag new clients for their first visit so that you can provide the extra attention that you may wish to give to ensure client retention. You may attach special notes to each appointment. The scheduler will also advise if you have booked an appointment for a client with a different staff member than their usual one and give you options to change, override one time or go back to correct the selection. The scheduler is color coded to show a new appointment, when confirmed, when checked in and when checked out. The appointment book in a back office computer can be set to refresh the screen automatically so staff can keep informed of the progress of the appointments. All XciteSoftware main screens may be minimized as well the schedule screen may be resized and maximized. Client Sorting The Client file can now be sorted by either first name or last name. The sort can be selected from the tools menu of the client manager. Networking XciteSoftware is networkable using a in house server for multi systems or using the cloud if required for managing a number of related stores. Point of Sale Module Client statement added to provide your clients with a statement of all services and purchases made. Any time period may be selected for the statement. Staff file can now record the staff's professional designation and registration numbers. The information can be printed out on receipts. The tip tool can be set to display automatically at the tender stage of each sale by checking the set automatic tip item in the system menu Added Insurance and other as a tender type. Added the receipt number to client history to enable quicker lookup of a receipt for the sale.

117 Updated the context sensitive help system. Added quick help for use of the point of sale, scheduler and inventory manager modules. Scheduler (Appointments) Module 1. Staff activity report Staff can print out a daily activity report from the scheduler including client names date, time, services and purchases as well as tip provided. 2. Confirm, check in, check out Schedule items when added are set as scheduled and colored red. The scheduler has the ability to set other status points for the appointment. Staff time off is now colored purple. Confirmed (blue) Checked in (yellow) Checked out (green) Three different methods are provided to set and reset the status of the appointments. Using the ticked feature to transfer the appointment information from the scheduler to the point of sale will automatically check the client out. 3. Appointment notes Added the ability to add notes to both client appointments and to staff time off entries. A note icon will show on the appointment entry to signify that a note is available. This is in addition to the earlier new client and client alert icons. 4. New client flag A flag icon will show up on the appointment screen for client's who are new for the staff information and perhaps additional attention to ensure they return. 4. Screen Font You can now toggle between bold or standard font on the schedule screen for ease of viewing. The check menu item is found in the system menu. 5. New client entry New Client buttons were added to the appointment entry tools to speed entering new clients to the system when working in the scheduler. 6. Adjusting staff service durations Added features in the staff file to enable the automatic addition of extra time for a service for new staff. 7. Disable appointment overlap You can enable or disable the ability of the system to accept overlapping appointments by checking the disable menu selection in the tools menu. The default setting is to enable the setting of overlapping appointments. 8. Undefined services You can now type a service into an appointment that is not one of your defined services in the service inventory. When the ticket is used to transfer the item you are asked to price it and it is transferred as an undefined service. 9 Schedule help Updated the context sensitive help system. Added quick help for use of the schedule features. SMS (Text) Messaging Send text messages, promotions and appointment reminders direct from XciteSoftware to your client's cell phones. Look to the new inventory, sales and schedule quick guides for more information on using these new features.

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119 XciteSoftware User Guide Chapters Installing a network Introduction Sales Module Appointment Module Client Manager Inventory Manager Reports Staff Manager Year End Installing XciteSoftware Getting Started Daily Operation Managing Inventory Monitoring Inventory Managing Clients XciteSoftware Professional Edition may be set up as a multi-station system on a internal or cloud network following registration. As long as XciteSoftware is running in evaluation or tryout mode you do not have access to the network tools. As XciteSoftware can not create the main folder where the data will be located on your network you must do that. We suggest that all computers to be used are connected to the network and the network correctly set up using windows networking. The data location can be one of the computers or a networkable drive connected to your router. It is best to map the data location that you created as a drive letter on each of the computers. XciteSoftware will create all subfolders that are required by the system. Install XciteSoftware on each of the systems if not already installed. Register each of the installations with your key. Note that following registration each copy of XciteSoftware must be restarted for the registration as a multi-user system to take effect. From the system menu of each system open the Set your system path tool shown below. Using the drive box and the folder box locate the data drive and folder that you previously set up. Save that setting on each of the stations. Close XciteSoftware on all of the stations. Managing Staff Managing Client Accounts Loyalty Programs Monitoring Sales Year End Procedures Appointments Tanning Program Reports Note: if you were previously using XciteSoftware as a single user system restart that system and re-open the "Set your network path tool and click on the copy button. It will copy all of your data files to the new location. Shut down and re-start again. At this point you can restart XciteSoftware on all of the other stations. If you are starting a new system you may use any of the stations to begin entering your data. The multi user system uses a license manager to track the number of stations running. You may run up to the number purchased with your license. if one of your stations does not close XciteSoftware normally it may not reset the license manager. Should this happen contact support for procedures to correct the problem. Cloud computing XciteSoftware can be set up on a cloud using 3rd party software such as dropbox. Benefits of the cloud are automatic backups and that you can access the data from a remote location using the XciteSoftware program. This is useful for a manager of a multi store business. Note dropbox cannot be used as a replacement for an in house network as dropbox will not update the local machines when the programs are running. For additional help contact [email protected] or check out our web site at Xcite Software 2014

120 XciteSoftware Chapters Introduction Sales Module Appointment Module Client Manager Inventory Manager Reports Staff Manager Year End Installing XciteSoftware Getting Started Daily Operation Managing Inventory Monitoring Inventory Managing Clients Managing Staff Managing Client Accounts Loyalty Programs Monitoring Sales Year End Procedures Appointments Tanning Program Reports Text Messaging What is SMS or text messaging SMS stands for short message service. SMS is also often referred to as texting, sending text messages or text messaging. The service allows for short text messages to be sent from one cell phone to another cell phone or from the Web or application to a cell phone. SMS text messaging is the most widely used data application in the world, with 2.4 billion active users, or 74% of all mobile phone subscribers. The term SMS is used as a synonym for all types of short text messaging as well as the user activity itself in many parts of the world. Including spaces, text messages traditionally can t exceed 160 characters. What is an SMS Gateway One problem of SMS messaging is that phone companies use their own communication protocol and most of these protocols are proprietary. To avoid this problem your application can use a SMS gateway to act as a relay between your business and he different phone companies subscribers phones. SMS gateway providers facilitate the SMS traffic between businesses and mobile subscribers, being mainly responsible for carrying mission-critical messages. It is easy to send SMS messages with an SMS gateway service provider. Here are the typical steps: Register for an account on the SMS service provider's web site. (An SMS service provider may allow newly registered users to send a few free SMS messages for testing it's service quality.) Log into the account. Buy a number of credits or SMS text messages online. Many SMS service providers support credit card payment and some also support PayPal. Send SMS messages using the XciteSoftware tools provided in various parts of the system. Receive replies using your preferred account. The cost per SMS message sent depends on how many SMS messages you purchase. It starts at around US $0.06 to US $0.07 per SMS message. The more SMS messages you purchased, the lower the cost of sending one SMS message. User Guide Enabling SMS text messaging in XciteSoftware Your system needs to have high speed internet access. Set up an account that you will use to get replies from your clients. You will need to specify the account when you set up your SAS gateway account. if you do not have an client installed you can use Outlook Express from Microsoft for Windows XP and Windows Live Mail for Windows Vista, 7 and 8. Both of these clients are free and can be used with the account from your internet provider or with Microsoft Hotmail, Yahoo mail and Gmail. This client will also work with your links within XciteSoftware. Windows live mail download from Microsoft Open the system menu and select Enable text messaging Click on the button to install the Microsoft Soap 3.0 toolkit which was installed on your system with or during a XciteSoftware update. Alternatively you can download and install the Soap3.0 toolkit from Microsoft using the following link. Soap 3.0 toolkit from microsoft.com Click on the "Get an SMS Gateway Account" and purchase a package of messages from SMSgateway.ca. Alternatively to try out the service just register and receive 10 free messages to your cell phone to try out the service. SMS Gateway is your bridge between the Internet and the world of cell phone SMS text messaging. Enter your account number in the XciteSoftware window and click on the button "Enable Text Messaging. Shut down XciteSoftware and re-start. Using SMS text messaging in XciteSoftware The text message windows will use your client's primary phone number. you will need to insure that the primary phone number is their cell phone. You will now be able to send text messages to your clients from the client center and the client search dialog, client manager and the scheduler. As well with the click of a button you can send pre-formatted reminder texts from the appointment information screen and the two appointment confirmation screens.

121 You will get an immediate message that your text message was successfully sent or a message as to what error may have been encountered. Replies that your clients may send you will be returned to you to your account that you specified when you set up your SMS account. Xcite Software 2014

122 XciteSoftware Chapters Introduction Sales Module Appointment Module Client Manager Inventory Manager Reports Staff Manager Year End Introduction User Guide Installing XciteSoftware Getting Started Daily Operation Managing Inventory Monitoring Inventory XciteSoftware contains help icons at key locations, clicking on the icon will link to the appropriate section of the used guide or to a how to guide. Context sensitive help icon Managing Clients Managing Staff Managing Client Accounts How to help icon Loyalty Programs Monitoring Sales Year End Procedures Appointments Topics of interest Tanning Program Reports Frequently asked questions. Troubleshooting Guide How to guides Entering/editing inventory Making a sale Making appointments How to make a sale Point of Sale hardware. About system reports. XciteSoftware Backup and Restore Using Client Alerts Using XciteSoftware at Resort Hotels General Information Legal Issues What's New... Installing Networks Text Messaging XciteSoftware key modules The main modules of XciteSoftware are described in the introductory section of the guide. Each of the modules are designed to work together to provide the overall business management system. Sales Module Appointment Module Client Manager Inventory Manager Reports Staff Manager Year End Note that some of the graphics, menus and tool locations may be different in this manual than in your copy of the program due to constant product improvement and updating. The functionality of the program will be the same or enhanced over that shown. Please check out the "What's New" section for new features that have not yet been added to the manual

123 For additional help contact or check out our web site at Xcite Software 2014

124 XciteSoftware Chapters Introduction Installing XciteSoftware System Requirement Installing/removing Starting XciteSoftware Installing XciteSoftware Installing Your System You must have administration rights to your system in order to successfully install XciteSoftware. User Guide Getting Started Daily Operation Managing Inventory Monitoring Inventory Set up your windows installation for a minimum of 1028x764 resolution or higher before installing XciteSoftware. XciteSoftware will not run on lower resolutions than 800x600 and this resolution is recommended for using a touch screen only. Download and install XciteSoftware from Follow the prompts to complete the installation. Managing Clients Managing Staff Managing Client Accounts Loyalty Programs Monitoring Sales Year End Procedures Appointments Tanning Program Reports Note that the program can not be copied to your hard drive, the install program must be used. The following icons may be installed in the XciteSoftware group of your Start menu Installation notes XciteSoftware Program XciteSoftware User Guide Removing XciteSoftware Only use the Windows program removal tool to uninstall XciteSoftware.

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126 XciteSoftware User Guide Chapters Introduction Installing XciteSoftware Starting XciteSoftware Starting XciteSoftware System Requirement Installing/removing Starting XciteSoftware From the Start Menu select XciteSoftware from the XciteSoftware group. Getting Started Daily Operation Managing Inventory Monitoring Inventory Managing Clients Managing Staff Managing Client Accounts XciteSoftware scans your system each time it starts and checks your database files. This process does not take long and is intended to protect your file systems. If you have installed an evaluation version or are starting the system for the first time an evaluation version screen will appear. Click on Work on the sample to evaluate the program using the sample files provided with the program. Click on Work on your own system to start using XciteSoftware for your business. Loyalty Programs Monitoring Sales Year End Procedures Appointments Tanning Program Reports You may use the setup wizard to speed setting up your own system as it will lead you through the key setup of Preferences, Staff, Inventory and Clients. You will be able to use the system in evaluation mode for 60 days. To activate a registered version select Register now... from the evaluation screen, type in your salon name and the registration key provided when you purchased the program. When the program has been registered the evaluation screen will not appear on start up. When you start XciteSoftware it will begin in the sales screen from which you access all of the features of XciteSoftware. If you wish to operate with a larger resolution desktop and if your system will support resolutions higher than 1024x768 then select that resolution in Windows Display. XciteSoftware will detect the resolution and set itself to the best setting for your display if you have the display setting at automatic.

127 Note that the scheduler can be enlarged by dragging the sides and it will remember its size setting. Larger screen settings will provide some enhanced features by automatically installing the client center. The XciteSoftware sales screen, scheduler and client center will remember the location where you want them to open so you ma drag them around the screen to suit your needs. XciteSoftware Tutorials XciteSoftware tutorial videos are available from the Training section of the web site and can be downloaded to your system and accessed through the Learning center in the help menu. Xcite Software 2014

128 XciteSoftware User Guide Chapters Introduction Installing XciteSoftware Getting Started Daily Operation New User Setting Preferences Entering Staff Entering Inventory Inventory Rules Inventory Notes Entering Clients Getting Started Setting Your Preferences When you installed your system, some of the basic setup information for your business was saved in the Preferences file. You should now complete the set up of the company information. Preferences are used to describe how you want your system to operate on a day to day basis. You may change the settings at any time to match new computer hardware or how you want the system to run. From the Files Menu select Preferences or click on the preferences icon Managing Inventory Monitoring Inventory Managing Clients Managing Staff Managing Client Accounts Loyalty Programs Monitoring Sales Year End Procedures Appointments Tanning Program Reports The salon tab will be displayed, enter your address and telephone numbers in the fields provided. Tax Number if required should be entered as it will be printed on receipts and invoices. Select your country for proper formatting of telephone numbers and postal/zip codes. In Canada after January 1, 2014 setting to Canada will adjust the penny to 0 or 5 for cash transactions. Clicking on the different tabs will display the information and settings available on the tab. The Tax tab allows for setting the sales tax names and rates. Two

129 different taxes can be used with three rates each, one rate being zero. Tax 1 or GST/HST in Canada: the setting for code 0 is 00.0%. Set your current Tax 1 rate for code 1 (for example the current rate in Canada is 7.0%). Code 2 rates are available, but not currently used in Canada or US. Tax 2 or PST in many provinces: the setting for code 0 is 00.0%. Set your current Tax 2 rate for code 1 ( for example the current rate in Saskatchewan is 6.0%). Code 2 rates are available, but not currently used in most provinces. The Printing tab allows for adding text for your receipt message, selecting printers for receipts and reports and setting automatic receipt printing, receipt printer paper width and cutting type for Epson receipt printers. Note the system requires a standard printer for reports. You may use a special receipt printer to print the receipts. If only using a standard printer select it for both reports and receipts. Printers must be installed in windows prior to use by XciteSoftware. Check the automatically print receipts if you want a receipt printed for each transaction. There is a 5 second delay to allow for canceling the print. You may also print receipts by clicking on the print receipt button. See more information on point of sale hardware On the Cash Drawer tab type select the type of drawer and its connection. The system supports serial drawers connected to com

130 ports 1 through 4, a drawer connected to a generic printer and a drawer connected to an Epson/Samsung receipt printer. Information supplied with your drawer should provide the proper settings and opening characters. The test button is provided to test various settings on drawer operation, for example make sure that the drawer will remain closed after opening. The security tab sets up the security for the system, you may turn the security on and off by clicking of the check box If you wish your staff to log time in and time out then check "Staff Must Log On/ Off". This will track and report on staff time for each day. Prevent telephone list printing stops the phone list from the sales screen from being printed to protect your client list when security is turned on. The Master Password can be alpha-numeric and 4 characters long. This password can be used to access all parts of the system. The Register Close Password can be alpha-numeric and 4 characters long. This password can be given to the staff as necessary and will only allow access to the Close Register Feature. Selecting individual cash out for staff will allow separate reporting for cash and card receipts from each staff member. This can be used for instances where each staff member is operating their own cash drawer or for chair rental situations. The General tab allows for a number of settings.

131 Staff Purchases, staff will be charged the product cost plus the percentage entered. Storewide Sale: enter as 00.0%. This can be used from time to time to put a sale on all of the products in your salon and is entered as a mark down percentage. ( for example 10.0% would place all products on sale at 10% off). Current Fiscal Year: for example "2006". Make sure this year is entered correctly as it is used for year end archiving of your data files. You may record a beginning inventory value for comparison purposes at year end. The year end procedure will update this field each year. You can enable and set up loyalty Points program, detailed gift certificate program and discount coupons using the loyalty tab. See more on loyalty programs. From the Policies Tab you may set various features of the system to suit your needs.

132 Create Client Service Records at time of sale will record all sales transaction activity for the client in their service history. Note that when this option is selected you must search for the client during each sale. You may also select a "Walk In" category by closing the client search dialog or pressing ESC. Archive all Salon Files at Year End when enabled will create a fiscal year copy of the current files which can be viewed and printed using the Past Year Sales Reports from the Reports Menu on the sales screen. It is recommended that you use this feature to enable access to past year records. Use Pricing Table for Services, when checked your service inventories will be priced similar to retail products as noted earlier, you must put a price on each service in the inventory, you will be prompted for the number of services sold at the time of sale. If left unchecked you enter the price for the service at the time of sale. To save the preferences that you have set click on the save button. Note that you must re-start XciteSoftware before all of the new preference settings will be used. Click on the Close button or press ESC to return to the sales screen. Xcite Software 2014

133 XciteSoftware User Guide Chapters Getting Started Introduction Installing XciteSoftware Getting Started New User Setting Preferences Entering Staff Entering Inventory Inventory Rules Inventory Notes Entering Clients Entering Your Staff The system keeps a record of each of your staff members, gives staff access to the system, tracks individual sales revenues in the various categories, tracks product sales and calculates commissions on sales. The use of commissions is optional. Each staff member must have a Staff Code to access the system. From the File menu select Staff Manager. Daily Operation Managing Inventory Monitoring Inventory Managing Clients Managing Staff Managing Client Accounts Loyalty Programs Monitoring Sales Year End Procedures Appointments Tanning Program Reports Your staff list will be displayed or if none are entered a blank list is displayed. The owner or manager's staff code should be entered first as the first code in the list is credited with staff purchases. To add a new staff member click on the new staff icon on the left of the tool bar to open the new staff entry screen. To edit an existing record double click on the name in the list, that employee's name will show above the list, move through the tabs changing the information that you wish. Click on the save button to save the new information. Staff Access Code (required) this is the code by which the staff member will identify themselves. It would normally be the person's initials. Up to 3 characters are allowed. Enter the first name and last name and click on accept. The staff member will be entered into the list, set active and available for appointments.

134 Enter the information required on the general tab. address (optional) and phone number (optional). employee number (Optional) Social Insurance Number (SIN): (optional) Click on the Notes/Status tab Enter or adjust the required information: Notes (optional) Status Active (required), check the box for Yes. Change unchecked for No or inactive, when they have left your employ. An inactive employee's code will not access the system but historical sales records for the employee will be maintained. If you are going to delete employees it should only be done after running the Year End and before starting your new year. Show in Appointment Book (required) if left unchecked they will not be shown in the appointment book but will be active in the system to work the sales register. Click on the Commission Rates tab

135 Enter or adjust the required information: If you plan to use the commissions tools set the staff member's rates using this screen. You may set rates for retail product sales and 20 of the most important or frequently used services. Note that all other services that you have set up will be considered "other services" and the single commission rate for other applied. As was noted in other sections of this guide it is important that the service inventory coding scheme that you develop puts the most important of your services to the first part of the list. This makes it easier to find the important services as they are at the front of the list and they will be the 20 upon which individual commissions can be calculated. The inventory is sorted alpha-numerically to set the positions in the list. (numbers before capital letters and capital letters before small letters). When using letters make sure there are leading 0's to make them the same length. Click on the Save button to save the staff member's record. You may come back to modify the record at any time. Xcite Software 2014

136 XciteSoftware User Guide Chapters Introduction Installing XciteSoftware Getting Started New User Setting Preferences Entering Staff Entering Inventory Inventory Rules Inventory Notes Entering Clients Daily Operation Managing Inventory Monitoring Inventory Managing Clients Managing Staff Managing Client Accounts Loyalty Programs Monitoring Sales Year End Procedures Getting Started Entering Inventory It is important that the service inventory coding scheme that you develop puts the most important of your services to the first part of the list. This makes it easier to find these most important and most used services. As well they will be the 20 upon which individual commissions can be calculated. The inventory is sorted alpha-numerically to set the positions in the list. (numbers before capital letters and capital letters before small letters). When using numbers make sure there are leading 0's to make your numeric system all the same length. Product inventory is also sorted, so selecting a coding scheme for products, can make it easier. As well the product UPC coding can be used and must be used if you intend to scan the manufacturer's product barcode. Entering Your Vendors The system keeps a file for each of your vendors. This file is used to organize the inventory, prepare purchase orders, cost of inventory reports and will give you a record of your vendors, key information about them and purchase history reports. Appointments Tanning Program Reports Select the Vendor Manager from the File menu of the Inventory manager Module. Double click on an existing vendor file to edit the information or click on the new vendor button to start a new file. Type in your vendor's (supplier) information in the

137 appropriate lines. A vendor code number will be assigned when you save the information. You may change the supplier code by selecting the Supplier code box and changing the number, but remember not to have two supplier numbers the same. Supplier numbers are used to index products to the supplier and to retain purchase histories. Do not change the code numbers once you start to use the system or the record indexing will be lost. If they must be changed do it following a year end procedure before you begin to use the system in the new year. Enter as much information as you have for each vendor but you may add or change information later. When you finish entering the supplier information, it is saved when you click on the save/modify button. Enter an address and contact name if you wish to use the purchase order features of the inventory modules. To print a supplier list click on the Print List Button. Entering Your Inventory Select the Inventory Module from the Sales File menu. Inventory Manager - Service Tab The inventory manager has 8 tabs to split the inventory into different sections. At a minimum you will require service (services that your salon or spa provides) and retail (products that you sell to the client). The other inventory types are described below: Back bar inventory are for the tracking, ordering and receiving of products used by the business but not normally sold to the client on a retail basis Consigned inventory allows the retail sale of products that are owned by others but sold by your business. These products while stocked are not purchased until after they are sold. The cost of these products are not calculated in your inventory value Tan Packages are sold on a single use, minute, session or monthly unlimited basis. They need only to be set up if you offer tanning

138 services. See more on setting up and using tanning services. Gift Certificates allows the use of detailed gift certificate program management. You must set the use of detailed gift certificate management to on in Preferences. Certificates may be sold for fixed dollar amounts of for specific services. The program will be managed for use of the certificate and allows partial redemption. Once sold certificates are a valid tender and the system will not allow them to be overused. See more on client loyalty programs including Gift Certificates and Gift Cash Cards. Spa packages can be sold as single or multiple use, multiple usage is tracked by the system. See more on Spa Service Inventory. Note that inventory code.98 is reserved for the system, do not enter an item with that code. When using numeric codes for either services or product inventory, please make sure that all numeric codes are the same length so they will sort correctly. For example if you intend to use numbers between 100 and 999 then 1 should be entered as 001 and 10 should be entered as 010. Other inventory is for system designated codes for received on account, tips, and undefined inventory. Service Inventory To add a new service click on the new service button. To modify a current service double click on it in the list. Service Inventory Entry / Edit Screen The service entry/edit screen is typical of all of the entry screens. Required entries are noted. Other information is optional. See more on the required information and inventory rules. Service Groups Establish a group code (2 character) for each of your service inventory areas. For example all nail and manicure related services can be grouped under NA for Nail services. All massage related services can be grouped under MA for Massage Services, etc. The groupings are important as several reports can be selected for inventory groups and as well if you use the schedule module it can learn your client staff preferences for each of three of the most important service groups.

139 Once you have set the group codes in the inventory items open the tools menu and select Define Service Inventory Groups for Client Preference. Enter you three most important service groups, for example NA - Nail Service or MA - Massage Service. Once the groups are saved the scheduler will start to remember your client preferences. Retail Products Select the inventory manage retail tab to enter/edit retail products. Inventory Manager - Retail Tab Again clicking on the Add New Retail button will allow a new item to be entered or double clicking on an item in the list will allow editing of the item. Product Entry/Edit Screen The product entry/edit screen is typical of all of the entry screens. Required entries are noted. Other information is optional. You may delete, restore, save changes, reset prices and reset quantities on this screen. See more on the required information and inventory rules. Required Inventory Codes

140 There are a number of required inventory codes which the system will enter for you the first time you open the inventory manager. You will see them primarily under the Gift Certificate and Other tabs. Xcite Software 2014

141 XciteSoftware Chapters Introduction Installing XciteSoftware Getting Started Inventory Rules User Guide Getting Started New User Setting Preferences Entering Staff Entering Inventory Inventory Rules Inventory Notes Entering Clients Daily Operation Managing Inventory Monitoring Inventory Managing Clients Managing Staff Applicable information to each inventory type will be shown on the entry screen for that type. Fill in all of the required information and any of the optional information that you wish to have shown for the item. Note that you may choose to pre-price services or enter the price at the time of sale. To pre-price services check the box "Use Service Pricing Tables" on the Policies Tab in Preferences. We strongly suggest that all services be pre-priced. If left unchecked staff must add the price of the service at time of sale bringing the potential for error to the sale. As well some of the expanded features of system may not function as expected in all cases. See more on setting preferences. Information descriptions and rules that may apply are shown below. While this may look complicated is is not once you have entered a few items. Managing Client Accounts Loyalty Programs Monitoring Sales Year End Procedures Appointments Tanning Program Reports Supplier # or Code: type in the code for the vendor you purchase the product from. These are the numbers which were assigned to the vendors when you entered them. Supplier Product Code: type in the vendor's code number for the product, this field is optional but will be included on purchase orders for the vendor's reference. Type Codes: There are 3 types of product inventory, retail, consigned and back bar. You do not normally enter these codes manually but you may switch products among the types by using the change type to.. button. Our code: This code is your identifier for all of your products and services, you may select any alphanumeric codes that you wish, remembering that the products are sorted by this code and will appear in lists in the order sorted. Service inventories require a "." in front of the code. The system will place the period there if you do not. This insures that service codes always sort to the start of the lists. Other rules related to service code entries are as follows and are used to show the staff the inventory type in lists..giftxxxxxxx for Gift Certificates.SPAxxxxxxxx for Spa inventory.tanxxxxxxxx for tanning inventory.roa for returned on account.tip for staff tips.und for undefined inventory which is named and priced at time of sale Where there are "xxxxx" shown above you may have multiple entries of these types defined by text in place of the "xxxxx". Retail, back bar and consigned inventory may use any alphanumeric coding that you wish or the product's UPC coding for scanning. You may place a period"." in the code but not in the leading position. You may set the length of this field to either 10, 12 or 14 characters in Preferences. This is usually done to match your UPC code length for fast automatic entry when scanning. Note that the first 12 entries in your inventory list after sorting the inventory will map to the 12 function keys on your keyboard for fast selection at time of sale. As such this is another reason for

142 selecting your most important and most used services to sort first in the list. Product/Service Name: the manufacturer's or your name for the product or service Description: type in a description for the product (optional) Category: a 3 character code which may be used during reporting to split up products or services into specific categories of your choice (optional) Size and Units of Measure: type in the size and unit of measure of the product. For example: 8 [OZ] (optional) Reorder at: this quantity is the minimum number you would want the inventory item to fall to before reordering and is used by the purchase order features (optional) Duration: this item is applicable to service, tan and spa inventory entries only. When using the appointment (schedule) module you will set the normal duration of a typical appointment in your shop at say 15 min or 30 min, etc. The duration setting defaults to one (1) which means the service will normally take a normal duration. You may set the duration at 2, 3, 4, 5, etc to double or triple the time setting in appointments that the service will set itself to when selected. See appointments for more information on duration settings Normal Order Quantity: this is the quantity of the product you would normally order and is used by the purchase order feature (optional) Cost: the cost of the product from the vendor. This item should be manually entered for new products and will be entered or updated from the receiving module. (Not required for services) Mark Up: expressed in percent (%) and is used to calculate the price from the product cost. (Not required for services) Price: the price of the product or service and is used by the system at the time of sale Tools available for setting and adjusting quantities and prices are described below. Tax Code: this code sets the Tax 1 and/or Tax 2 percentages to be used for the sale of the item. After a few entries the system will remember your settings and default to the last used code for the type Application Code: this code determines if the taxes are to be calculated separately or tax on tax. Taxes are calculated separately in most jurisdictions today so the default value is 0 Tax codes used by the system are shown below. Tax rates and names are set up in Preferences. Each tax may have two different rates if required in your area. For example in Canada there is a federal sales tax called GST and a provincial tax called PST. As well these taxes are harmonized in some provinces to a single tax called HST. You would set up what ever system your federal and state/provincial systems require. Code 0 No Tax 1 or Tax 2 Code 1 Tax 1 only at rate 1 Code 2 Tax 1 only at rate 2 Code 3 Tax 2 only at rate 1 Code 4 Tax 2 only at rate 2 Code 5 Tax 1 and Tax 2 at rate 1 Code 6 Tax 1 and Tax 2 at rate 2 Code 7 Tax 2 at rate 1 and Tax 1 at rate 2 Code 8 Tax 2 at rate 2 and Tax 1 at rate 1 Application code are as follows:

143 Code 0: Tax 1 and Tax 2 calculated separately Code 1: Tax 1 calculated then Tax 2 applied on the total of the price plus tax 1. Pricing and quantity setting tools. Price Setting Tool Quantity Adjustment Tool Note that in each case pressing the Apply button will make the change. You must save the changed record for the adjustments to be permanent. Xcite Software 2014

144 XciteSoftware User Guide Chapters Getting Started Introduction Installing XciteSoftware Getting Started New User Setting Preferences Entering Staff Entering Inventory Inventory Rules Inventory Notes Entering Clients Inventory Notes QuickKeys are where service inventory has been mapped to the 12 function keys on the keyboard. They will automatically map to the first 12 items in your service inventory. You can select the items that you want to be entered from the function key press using the tool below. Daily Operation Managing Inventory Monitoring Inventory Managing Clients Managing Staff Managing Client Accounts Loyalty Programs Monitoring Sales Year End Procedures Appointments Tanning Program Reports XciteSoftware QuickKey Selection You may add new inventory or modify existing inventory records at any time. Remember to sort the inventory using the sort tool following changes. Inventory Manager Tools Menu For more information see managing inventory and monitoring inventory.

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146 XciteSoftware User Guide Chapters Introduction Installing XciteSoftware Getting Started Daily Operation Getting started Entering a new client Looking up prices Client histories Making a sale Leaving staff notes Expense (purchase) Staff Purchase File menu Tools menu Reports menu Help menu Closing the register No sale tool Voiding a sale Receipt printing Logging in/out QuickKeys Accepting tips Client tools Sales tools Quitting the program Managing Inventory Daily Operation Entering a new client Click on the new client icon or press [ F6 ] to add a new client. Type in the client information and click on the "Save" button. The new client number is displayed in the client number box. Click on the "Close " button or press [ESC] to quit. New Client Dialog When you are using "Automatic Service History Entry" if you search for a client and the client's name is not found a new client button is located on the form to set up a new file. Monitoring Inventory Managing Clients Managing Staff Managing Client Accounts Loyalty Programs Monitoring Sales Year End Procedures Client Search Dialog Appointments Tanning Program Reports Xcite Software 2014

147 XciteSoftware User Guide Chapters Introduction Installing XciteSoftware Getting Started Daily Operation Getting started Entering a new client Looking up prices Client histories Making a sale Leaving staff notes Expense (purchase) Staff Purchase File menu Tools menu Reports menu Help menu Closing the register No sale tool Voiding a sale Receipt printing Logging in/out QuickKeys Accepting tips Client tools Sales tools Quitting the program Daily Operation Looking Up Prices Click the lookup inventory icon or press [ F7 ] to look up stock prices. The inventory is displayed in a window, you may scroll through the items using the mouse, the arrow keys on the keyboard or [Page Up] and [Page Down]. If a sale is underway double clicking on an item will quickly enter it to the sale. The check boxes can be used to display different type of inventory or to exclude them. Managing Inventory Monitoring Inventory Managing Clients Managing Staff Managing Client Accounts Loyalty Programs Monitoring Sales Year End Procedures Appointments Tanning Program Reports Inventory Lookup Screen Xcite Software 2014

148 XciteSoftware User Guide Chapters Introduction Installing XciteSoftware Getting Started Daily Operation Getting started Entering a new client Looking up prices Client histories Making a sale Leaving staff notes Expense (purchase) Staff Purchase File menu Tools menu Reports menu Help menu Closing the register No sale tool Voiding a sale Receipt printing Logging in/out QuickKeys Accepting tips Client tools Sales tools Quitting the program Daily Operation Client Histories Clicking on any of the client tool icons in the tool bar will bring up the client search dialog, after the client has been selected the tool will open. To accept the client shown click on accept or press ENTER. Remember that you may sort your client file by either first name or last name to suit your needs. Client Search Dialog with client selected Note that if you already have selected a client for the sale in progress and their name is displayed in the current client area of the screen using the client tools will directly display information of the selected client. The client service history icon or pressing [F8] will open the following history window showing all of the clients purchases starting with the most recent. Managing Inventory Monitoring Inventory Managing Clients Managing Staff Managing Client Accounts Loyalty Programs Monitoring Sales Year End Procedures Appointments Tanning Program Reports Client Service History Window Clicking on the Photograph button or the View client photo link below the tool bar will bring up the client photo files. See more on client photos. Other client information can be viewed from this point using the other client tools on the toolbar. They are as follows to see more on these items click on the links below: Tanning History Spa Use History Formulas Loyalty Points History Client Profiles

149 Three other client icons are for input of new client information as may be needed during the day. New Manual Service Entry This icon will open the service history manual entry tool for entry of information specific to the visit that you wish to record. Manual History Entry Tool If you want the system to make client history records for you turn the Create Client Service Records at Time of Sale feature on in the Policies Tab of Preferences. You can still add records manually as well. Preferences Policies Tab Tan time entry tool This icon will open the tan time/session entry tool for entering time or session use on a package previously purchased by the client. Tan Use Entry Tool

150 Spa session entry tool This icon will open the spa session entry tool for entering session use on a package previously purchased by the client. Spa Session Entry Tool Xcite Software 2014

151 XciteSoftware User Guide Chapters Introduction Installing XciteSoftware Daily Operation Leaving a Note for Other Staff Getting Started Daily Operation Getting started Entering a new client Looking up prices Client histories Making a sale Leaving staff notes Expense (purchase) Staff Purchase File menu Tools menu Reports menu Help menu Closing the register No sale tool Voiding a sale Receipt printing Logging in/out QuickKeys Accepting tips Client tools Sales tools Quitting the program Click on the note icon. Sales Tool Bar A window will open. Type in the persons staff code and a message, click on the " Save" icon. Managing Inventory Monitoring Inventory Managing Clients Managing Staff Managing Client Accounts Loyalty Programs Monitoring Sales Year End Procedures Appointments Staff Notes The next time that staff person enters their code they will be alerted to the message. To read a message click on the note icon. You can only read the message once, and should click on the trash can icon to delete it. The system can only hold 25 messages, If you cannot save a new message click on Delete All to clean out all read messages. This will not delete messages which have not been read. Tanning Program Reports Xcite Software 2014

152 XciteSoftware User Guide Chapters Daily Operation Introduction Installing XciteSoftware Getting Started Daily Operation Getting started Entering a new client Looking up prices Client histories Making a sale Leaving staff notes Expense (purchase) Staff Purchase File menu Tools menu Reports menu Help menu Closing the register No sale tool Voiding a sale Receipt printing Logging in/out QuickKeys Accepting tips Client tools Sales tools Quitting the program Expense (Petty Cash) Click on the "Expense" icon on the sales tool bar or press F11 to remove cash from the till to make a small purchase. A window will open to enter your staff code, enter a description of the purchase, the cost and taxes paid. Click on the "Accept" button to complete the entry or click on the "Close" to quit. A sales transaction will be created. To print it use the receipt printer from the tools menu. Expense Recording Screen Managing Inventory Monitoring Inventory Managing Clients Managing Staff Managing Client Accounts Loyalty Programs Monitoring Sales Year End Procedures Appointments Tanning Program Reports Xcite Software 2014

153 XciteSoftware User Guide Chapters Daily Operation Introduction Installing XciteSoftware Getting Started Daily Operation Getting started Entering a new client Looking up prices Client histories Making a sale Leaving staff notes Expense (purchase) Staff Purchase File menu Tools menu Reports menu Help menu Closing the register No sale tool Voiding a sale Receipt printing Logging in/out QuickKeys Accepting tips Client tools Sales tools Quitting the program Staff Purchase Click on the Staff Purchase Icon on the sales tool bar after entering your staff code into the start of the sale to set up the sale as a staff purchase. The system will act as normal but will use the staff pricing policy as set up in Preferences for retail products. The cost of services is not affected and must be manually discounted. Complete the sale as normally done. Credit for the sale will go to the first entry in the Staff Manager usually the owner or manager. Managing Inventory Monitoring Inventory Managing Clients Managing Staff Managing Client Accounts Loyalty Programs Monitoring Sales Year End Procedures Appointments Tanning Program Reports Xcite Software 2014

154 XciteSoftware User Guide Chapters Daily Operation Introduction Installing XciteSoftware Getting Started Daily Operation Getting started Entering a new client Looking up prices Client histories Making a sale Leaving staff notes Expense (purchase) Staff Purchase File menu Tools menu Reports menu Help menu Closing the register No sale tool Voiding a sale Receipt printing Logging in/out QuickKeys Accepting tips Client tools Sales tools Quitting the program Sales Menus The sales module provides access to much of the functionality of XciteSoftware through five menus. The Files, Administration and System menus access managerial and system maintenance tools. The Tools, Reports and Help menus provide access to operational functions of the program. File Menu Managing Inventory Monitoring Inventory Managing Clients Managing Staff Managing Client Accounts Loyalty Programs Monitoring Sales Year End Procedures Appointments Tanning Program Reports Administration Menu

155 System Menu Xcite Software 2014

156 XciteSoftware User Guide Chapters Daily Operation Introduction Installing XciteSoftware Getting Started Daily Operation Sales Tools Menu Clicking on the Tools Menu will give you the options shown below. Getting started Entering a new client Looking up prices Client histories Making a sale Leaving staff notes Expense (purchase) Staff Purchase File menu Tools menu Reports menu Help menu Closing the register No sale tool Voiding a sale Receipt printing Logging in/out QuickKeys Accepting tips Client tools Sales tools Quitting the program Managing Inventory Monitoring Inventory Managing Clients Managing Staff Managing Client Accounts Loyalty Programs Monitoring Sales Year End Procedures Sales Tools Menu The remaining menus are help and reports noted elsewhere. Appointments Tanning Program Reports Xcite Software 2014

157 XciteSoftware User Guide Chapters Daily Operation Introduction Installing XciteSoftware Getting Started Daily Operation Reports Menu The Reports menu gives access to the all system reports and viewers. Getting started Entering a new client Looking up prices Client histories Making a sale Leaving staff notes Expense (purchase) Staff Purchase File menu Tools menu Reports menu Help menu Closing the register No sale tool Voiding a sale Receipt printing Logging in/out QuickKeys Accepting tips Client tools Sales tools Quitting the program Reports Menu XciteSoftware provides more than 115 system reports for monitoring your business. More on system reports. Managing Inventory Monitoring Inventory Managing Clients Managing Staff Managing Client Accounts Loyalty Programs Monitoring Sales Year End Procedures Appointments Tanning Program Reports <~~Back Copyright Xcite Software 2010

158 XciteSoftware Chapters Daily Operation User Guide <~~Back Introduction Installing XciteSoftware Getting Started Daily Operation Help Menu The Help menu gives access to the help and support system. Getting started Entering a new client Looking up prices Client histories Making a sale Leaving staff notes Expense (purchase) Staff Purchase File menu Tools menu Reports menu Help menu Closing the register No sale tool Voiding a sale Receipt printing Logging in/out QuickKeys Accepting tips Client tools Sales tools Quitting the program Managing Inventory Monitoring Inventory Managing Clients Managing Staff Managing Client Accounts Loyalty Programs Monitoring Sales Year End Procedures Appointments Tanning Program Reports Help Menu Help to make a sale. A special help window to assist staff in using the sales manager. Client alert system, provides information on what the system is. XciteSoftware user guide. Access to this user guide. New entries are the Product and customer support center and the XciteSoftware learning center. XciteSoftware Updates, if you have the system connected to the internet, this tool will check the web site for available updates for your system and guide you through the installation process. XciteSoftware setup wizard, the wizard will help you initially set up your basic system files. Should you have a need for information or which to request assistance with a problem click on the links. Xcite Software 2014

159 XciteSoftware User Guide Chapters Daily Operation Introduction Installing XciteSoftware Getting Started Daily Operation Closing the Register At the end of the day, week or your normal register (till) closure period, click on the Close Register icon. Getting started Entering a new client Looking up prices Client histories Making a sale Leaving staff notes Expense (purchase) Staff Purchase File menu Tools menu Reports menu Help menu Closing the register No sale tool Voiding a sale Receipt printing Logging in/out QuickKeys Accepting tips Client tools Sales tools Quitting the program The system will calculate the period statistics (all sales activity since the last close) and display them in the report window shown below. Click on the "Close and Print Report" button to complete the closure and print out the report. Clicking on the "Cancel" button or pressing [ESC] will quit without closing the register. Note that this report must be printed. Managing Inventory Monitoring Inventory Managing Clients Managing Staff Managing Client Accounts Loyalty Programs Monitoring Sales Year End Procedures Appointments Tanning Program Reports Close Register Report Tool The upper table shows amount of sales in $ and the percent of total sales for that category in % for each of your products (retail) 20 detailed service categories and other services. Revenue and expenses are summarized in the left column. Deposit amounts are provided for all tender types including gift certificates, points, coupons, charges and donations, etc in the deposit summary column. Once closed sales will not appear again in this report. If you have printer problems and the report does not print. You may print the report using the printer button before you close the window. If you need to have a similar report at a later date you can print a daily sales summary from current reports. Note though, if you close

160 your register at odd hours of the work day the other system reports can be selected by day not by hour of the day. Sales are marked on closure so they will not appear on the next closure. You should use this function at the time that a deposit to your bank is to be made. At this point you may select supplementary viewers to display and print reports on: Tip detail, showing all staff tops contained in credit card transactions Sales detail showing the daily sales split up be staff member If you are using separate cash drawers for each of the staff you can print a cash report for each staff member, Note this button is not showing on the picture above as the option was not selected in preferences The text file export button sets up an export of all of the register close data in either summary or detail form in delimited text format suitable for importing to various accounting systems. See your accounting software documentation for importation requirements. Close Register Export Dialog Xcite Software 2014

161 XciteSoftware User Guide Chapters Daily Operation Introduction Installing XciteSoftware Getting Started Daily Operation Getting started Entering a new client Looking up prices Client histories Making a sale Leaving staff notes Expense (purchase) Staff Purchase File menu Tools menu Reports menu Help menu Closing the register No sale tool Voiding a sale Receipt printing Logging in/out QuickKeys Accepting tips Client tools Sales tools Quitting the program No Sale From the tools menu select No Sale (open register) to open the cash register drawer with no sale, (a drawer must be connected to the system). Managing Inventory Monitoring Inventory Managing Clients Managing Staff Managing Client Accounts Loyalty Programs Monitoring Sales Year End Procedures Appointments Tanning Program Reports Xcite Software 2014

162 XciteSoftware User Guide Chapters Daily Operation Introduction Installing XciteSoftware Getting Started Daily Operation Getting started Entering a new client Looking up prices Client histories Making a sale Leaving staff notes Expense (purchase) Staff Purchase File menu Tools menu Reports menu Help menu Closing the register No sale tool Voiding a sale Receipt printing Logging in/out QuickKeys Accepting tips Client tools Sales tools Quitting the program Voiding a Sale You may void a current sale transaction entirely any time before completing the sale. Click on the Void Button and the sales screen will be reset. You can then re-enter the sale later. To void a single entry in a sales transaction which was entered in error simply enter the service or product code again and set the amount to a negative number matching the line in error. Note that you cannot void or delete a sale that has been completed. To reverse the sale for instance to return product, start a new sale and enter all of the line items on the invoice using negative amounts. Enter the same tender type if returning the funds to the same source or to cash if refunding in cash. Complete the sale as normal. All sales reports will reflect the return. Managing Inventory Monitoring Inventory Managing Clients Managing Staff Managing Client Accounts Loyalty Programs Monitoring Sales Year End Procedures Appointments Tanning Program Reports Xcite Software 2014

163 XciteSoftware User Guide Chapters Daily Operation Introduction Installing XciteSoftware Getting Started Daily Operation Receipt Printing To print a receipt for the current sale click on Print Receipt button before clicking the Complete Sale Button. Getting started Entering a new client Looking up prices Client histories Making a sale Leaving staff notes Expense (purchase) Staff Purchase File menu Tools menu Reports menu Help menu Closing the register No sale tool Voiding a sale Receipt printing Logging in/out QuickKeys Accepting tips Client tools Sales tools Quitting the program You may set up the system to have receipts print automatically with each sale in Preferences. You will be given 5 seconds to cancel a receipt print when auto printing is enabled. You may print a duplicate receipt for any sale made by the system. Select the Tools menu from the Sales screen and select Print Duplicate Receipts, select the sale and click on Print. This receipt printer can also print an insurance claim receipt for your client. Managing Inventory Monitoring Inventory Managing Clients Managing Staff Managing Client Accounts Duplicate Receipt Printing Loyalty Programs Monitoring Sales Year End Procedures Appointments Tanning Program Reports Xcite Software 2014

164 XciteSoftware User Guide Chapters Introduction Installing XciteSoftware Getting Started Daily Operation Daily Operation Logging Staff In and Out You may track staff time in/out for purposed of recording working time (see preferences). Getting started Entering a new client Looking up prices Client histories Making a sale Leaving staff notes Expense (purchase) Staff Purchase File menu Tools menu Reports menu Help menu Closing the register No sale tool Voiding a sale Receipt printing Logging in/out QuickKeys Accepting tips Client tools Sales tools Quitting the program The staff must then log in before their staff code will function with the system. Staff should log out when they leave. The system will log out all users remaining when it is shut down. Reports of time logged on each day are available from the Staff Manager. Staff Login/out (Typical) Managing Inventory Monitoring Inventory Managing Clients Managing Staff Managing Client Accounts Loyalty Programs Monitoring Sales Year End Procedures Appointments Tanning Program Reports Xcite Software 2014

165 XciteSoftware User Guide Chapters Introduction Installing XciteSoftware Getting Started Daily Operation Getting started Entering a new client Looking up prices Client histories Making a sale Leaving staff notes Expense (purchase) Staff Purchase File Menu Tools menu Reports menu Help menu Closing the register No sale tool Voiding a sale Receipt printing Logging in/out QuickKeys Accepting tips Client tools Sales tools Quitting the program Daily Operation Setting QuickKeys (Function Key Assignments) QuickKeys are a fast way to select inventory items on the sales screen that are frequently used on a daily basis. Pressing the key when you are selecting the item on the sales screen will enter the QuickKey item into the sales transaction. From the system menu select Quick Key Assignments. The following screen will list the current assignments to the 12 Function keys. You may select the key mapping that you wish to use by selecting services from the pull sown menus. Managing Inventory Monitoring Inventory Managing Clients Managing Staff Managing Client Accounts Loyalty Programs Monitoring Sales Year End Procedures Appointments Quick Key Assignments Tanning Program Reports Xcite Software 2014

166 XciteSoftware User Guide Chapters Introduction Installing XciteSoftware Getting Started Daily Operation Getting started Entering a new client Looking up prices Client histories Making a sale Leaving staff notes Expense (purchase) Staff Purchase File Menu Tools menu Reports menu Help menu Closing the register No sale tool Voiding a sale Receipt printing Logging in/out QuickKeys Accepting tips Client tools Sales tools Quitting the program Daily Operation Accepting and Recording Tips If the client wishes to provide a tip using a credit or debit card to keep the cash drawer in balance if you remove the cash you must enter the tip to the transaction. While the cursor is in the tender type box and before you enter a tender type. Click on the tip button and enter the amount in the dialog shown below. You may enter a percentage of the total service value, an amount or you may round the sale off and the system will calculate the tip amounts for you based upon the value of each of the services performed by the staff. Tips are recorded as part of the transaction so you are able to look back using receipt history. Managing Inventory Monitoring Inventory Managing Clients Managing Staff Managing Client Accounts Loyalty Programs Monitoring Sales Year End Procedures Appointments Tanning Program Reports Tip Tool You may change the tip percentage for one or more of the staff. Double click on the staff row that you want to change. The system will recalculate the tip percentages taking or adding to the others as necessary. If you change the percentage after entering the tip amount it will be removed any you will have to re-enter it. Note that you may have this tool automatically open when you enter the tender area by checking the automatic tip tool in the system menu. or you may open the tool by clicking on the tip button when you enter the tender area.

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168 XciteSoftware User Guide Chapters Daily Operation Introduction Installing XciteSoftware Getting Started Daily Operation Getting started Entering a new client Looking up prices Client histories Making a sale Leaving staff notes Expense (purchase) Staff Purchase File menu Tools menu Reports menu Help menu Closing the register No sale tool Voiding a sale Receipt printing Logging in/out QuickKeys Accepting tips Client tools Sales tools Quitting the program Client Tools A number of client tools are available after a client has been selected for a sale or for any client before a sale client is selected from the Client Services pull down menu. If a client has been selected for the sale and the name is shown in the client area each of the tools will immediately display the requested information for that client. If a client has not been selected the tool will request a client be selected by displaying the client search dialog. If the larger screen display has been selected the system will display the Client Center on the right side of the screen which is a quicker way of accessing the client tool kit. See more on client tools. Client Tools Icon Note on some Systems access to the tool kit is through the client Tools button rather than the Tools icon. Client tools are also accessed from the client center. Managing Inventory Monitoring Inventory Managing Clients Managing Staff Managing Client Accounts Loyalty Programs Monitoring Sales Year End Procedures Appointments Tanning Program Reports Xcite Software 2014

169 XciteSoftware User Guide Chapters Daily Operation Introduction Installing XciteSoftware Getting Started Daily Operation Sales Tools A number of sales tools are also available from the sales and appointment toolbars. Getting started Entering a new client Looking up prices Client histories Making a sale Leaving staff notes Expense (purchase) Staff Purchase File menu New Client Tools menu Reports menu Tanning Use Tool Help menu Closing the register Spa use Tool No sale tool Voiding a sale Receipt printing Lookup Inventory Logging in/out QuickKeys Staff sale Accepting tips Client tools Sales tools Expense (petty cash) Quitting the program Staff Notes Managing Inventory Monitoring Inventory Managing Clients Managing Staff Managing Client Accounts Loyalty Programs Monitoring Sales Year End Procedures Appointments Tanning Program Reports Preferences Sales Help Close Register Calculator Appointments Module Xcite Software 2014

170 XciteSoftware User Guide Chapters Daily Operation Introduction Installing XciteSoftware Getting Started Daily Operation Getting started Entering a new client Looking up prices Client histories Making a sale Leaving staff notes Expense (purchase) Staff Purchase File Menu Tools menu Reports menu Help menu Closing the register No sale tool Voiding a sale Receipt printing Logging in/out QuickKeys Accepting tips Client tools Sales tools Quitting the program Quitting XciteSoftware Quit the XciteSoftware program by Selecting Quit from the Files Menu. The system will do an automatic backup of the data files before shutting down. Note: never turn your computer off while the program is running or you run the risk of loosing a portion of your information. Always backup your data files to an optical drive, USB card or another fixed disk on a daily basis. Managing Inventory Monitoring Inventory Managing Clients Managing Staff Managing Client Accounts Loyalty Programs Monitoring Sales Year End Procedures Appointments Tanning Program Reports Xcite Software 2014

171 XciteSoftware Chapters Introduction Installing XciteSoftware Managing Spa Programs Spa Package Inventory User Guide Getting Started Daily Operation Managing Inventory Monitoring Inventory Managing Clients Managing Staff Managing Client Accounts Loyalty Programs Gift Certificates All products and services that you make available in your salon or spa are managed by the inventory module. Inventory is made up of services supplied to the client and products provided by the salon. Products may be entered in inventory as retail product that you have purchased intended for resale, consigned product also intended for resale but where you purchase it only when you have sold it and back bar (sometimes called professional product) which is not intended for resale but for use by the staff. Services are a very general category which can describe any of the hundreds of services that salons and spas provide to the client. Spa service is one of those services but because you may need to track the clients use of sessions that you have sold to them there is a different way of entering spa services in inventory. Discounts/Up Charges Loyalty Points For advanced spa management features to be available you must use pre priced service inventory or what is called Pricing Tables. To insure this feature is turned on and active look in Preferences at the Policy Tab and you should see the Use Pricing Tables box checked, if not check it and Save your Preferences. Charge Accounts XciteSoftware will manage your spa program while allowing you to sell to the client in two different ways: Client Referral Monitoring Sales Year End Procedures Appointments Tanning Program Reports Single Session, this if for your spa services set up for a single visit Session Packages, here the client purchases blocks of sessions where the session lengths are usually fixed in length. You can have a number of these types of packages which could vary by session length, say 10 minute and 20 minute and by number of session say 5 sessions or 10 sessions. The system tracks the usage and the current balance in the client's spa history file Spa Section of Inventory Manager Click on Add a new Spa Package to open the form for a new entry, or double click on a existing package to change it. The detailed entry dialog opens for the changes or new entry.

172 Spa Inventory Entry or Edit Select either the single session button or the multiple session. If single session you only need to set the price. If using multiple sessions set the cost to a single session price and the Price to the package price. The system will then calculate the number of sessions in the package. For example if a session is worth $50.00 and you want to have 3 sessions then the package price would be $150,00. Enter the inventory code and package name and save the file. Using Spa Packages Spa packages are sold to the client by the point of sale module in the same way as the staff sells any other product or service. When sold the client's history file is created to start tracking the usage. As the sessions are used the staff enters the usage to the clients file using the spa use tool as they check them in. The spa use tool can be accessed from the Tools Menu or the sales tool bar. Note that when the package is sold the system assumes that 1 of the sessions is to be used immediately. If that is not the case we suggest that a Gift Certificate be used for the package. For single use spa packages these procedures are not required and the package is treated as any other service and used at the time of sale. Spa Use Entry Tool A client's spa history can be looked up and printed out at any time. Select the Spa History icon from the sales or appointment tool bar or the tools menu. Select the client if necessary and the following history dialog will open. The history may be printed if the client wishes. Staff can access the spa tool to enter and view the clients history from anywhere in the program they see the spa history tool icon.

173 Spa History Tool The spa management tool is used to manage the program files and only needs to be used periodically to clean up the files and delete those which are expired and no longer needed or to print summaries of all clients spa histories. Select the Spa Manager from the Administration Tools menu. Administration Tools Menu Spa Program Manager Tool

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175 XciteSoftware Chapters Introduction Installing XciteSoftware Getting Started Daily Operation Managing Inventory Monitoring Inventory Managing Clients Managing Staff Managing Client Accounts Loyalty Programs Gift Certificates Discounts/Up Charges Loyalty Points Charge Accounts Loyalty and Incentive Programs Detailed Gift Certificate or Card Program Enable the gift certificate/card program in preferences. Once this is done menu selections and icons for the program will function. You may enter all older gift certificates that may have been already issued into the program using the Add Old Gift Certificates from the tools menu. Gift Certificates or Gift Cards may be for a fixed dollar amount or for a selected service. When selecting a service the price of the service will be set in the certificate amount. If you want the taxes to be added to the price by default check the box in preferences that indicates Gift Certificate Tax Default = Yes. You can override the default setting by checking or un-checking the Include Applicable Tax box. Certificates should be issued with a number for tracking. After entering the first number the system will increment the numbers for you if you wish and your cards are pre-numbered. You may restart the sequence of numbers at any time by changing the number on the sale box. The gift certificate number will be added to the receipt record for tracking purposes. User Guide Client Referral Monitoring Sales Year End Procedures Appointments Tanning Program Reports Certificates may be in the form of paper certificates or a plastic card. In both cases the certificate number must be shown. Cards would normally have a bar code for scanning into the system. Pre numbered cards can be reused and re issued. As well you may reload the gift cards. Selling Multiple Gift Cards If you have a client that wants to purchase a number of cards, you stock pre-numbered standard value cards at the desk or you have other vendors such as grocery stores that sell your cards you may enter these to a transaction 25 at a time very fast. Set up a inventory code under gift cards called.giftfast$ (must be all caps). Set the value of the card say $100. Save the inventory item. In the sales register select the client and enter the code, press enter the card and the next number sequence card will pop up. You may enter 25 each sale. If you are discounting the cards to the vendor clock on discount and enter the percentage. You could charge this sale to your vendor if they pay for the cards after they have sold them. If selling in your shop discount them 100% and enter the value of the card into the client's sale when they are purchased. Entering Old Cards When starting up a new system you may enter cards that were previously sold so they may be redeemed but not affect the financial reporting. To do this use the tool "Add an old certificate or card" found in the Administration menu.

176 Add Old Gift Certificate Screen Normal addition of new certificates at the time of sale uses the dialog shown below. Select the.gift item from the items entry box and the dialog will appear. Note that you must enter a name in purchased for. After entering the information click on Accept and the amount will be entered in the sale and the certificate will be entered into the system. Add New Gift Certificate Screen You may manage your gift certificate program using the gift certificate manager, access this window from the Administration Tools menu by selecting Gift Certificate and Prepaid Service History. Gift Certificate Manager Screen A number of reports, editing and sorting options are available using the buttons at the bottom of the screen. Gift Certificate View / Refund

177 To quickly look up and view the status of a gift certificate open the tools menu and select "Look up or refund gift certificates or cards". The following screen opens to allow selection of the certificate number and then to view the certificate status. Should you wish to refund the certificate to the client click on the refund button. The certificate/card information will be sent to the sales screen, complete the sale as normal using a negative tender. Note that the refund once started cannot be reversed and the refund should be completed on the sales screen. Gift Certificate View Screen Gift Certificate/Card tender To use a gift certificate as tender click on the gift certificate icon or enter tender type 8. Enter the certificate number and click on Look up the Certificate. The Owners name will be displayed as well as current value, the tender amount required and the value of the certificate after the sale is completed. You may use up to 8 gift cards for a single tender. Partially used cards can be returned to the client. Click on accept then complete the sale as normal. The certificate file will be updated. if the certificates to be used are not sufficient for a full tender use the multiple tender option. You may also refund to a gift card is a client is returning products purchased using the card.

178 Gift Certificate Tender Screen Gift Cash Card Program Gift Cash Cards are different from Gift certificates or cards in that the XciteSoftware system does not manage the balance on the cash card. Cash cards are loaded and used by your merchant credit card swipe machine. Balances on the card are recorded to the card by the provider of your card system. XciteSoftware does track the sale and use of the cards and reports the outstanding cash card balance in your program at any point in time. You are also recording the activity on sale and use of cash cards that created your outstanding balance. Reports for the cash card program are found in the Administration menu. You may also correct any errors in the cash card balance. Gift cash cards offered for sale are entered into your inventory as GCC items in Other Inventory. You may have.gcc with a sale price set to $0.00. In this instance the amount of the Cash Card would be entered by the staff at the time of sale. Others could be. GCC 100 where the price is set to $ for a $100 dollar card and so on. Tender code for the cash cards is "C" or pick from the tender list. The daily register close will show the sale and use of cash cards. Xcite Software 2014

179 XciteSoftware Chapters Introduction Installing XciteSoftware Loyalty and Incentive Programs Discounts and Up Charges User Guide Getting Started Daily Operation Managing Inventory Monitoring Inventory Immediately after selecting an inventory item (either service or retail product) you may click on the discount/up charge button to the right of the item row to adjust the price of the item. Managing Clients Managing Staff Managing Client Accounts Loyalty Programs Gift Certificates Discounts/Up Charges Discount / Up Charge Screen Loyalty Points Charge Accounts After entering the percent or dollar discount or up charge click on accept then enter the number of the items and proceed as normal. The adjustment made at this point is not noted in the sale record. Client Referral Discount Coupons Monitoring Sales Year End Procedures Appointments Tanning Program Reports With the cursor in the tender box select the discount button in the tender area before entering the tender type. Enter the amount of the discount in $ or % and click on apply. The system will reduce the amount of the sale and taxes and record the coupon use in the transaction. Discount Screen Complete the sale normally by selecting the tender type and completing the sale. This type of coupon is useful for incentive programs where you mail out single use discount coupons to your clients. Note that the dialog reminds the staff to check the expiry date of the coupon. Discount Program Tracking When you give the discount to the client you may select one of 9 program codes for the coupon. if you select the

180 optional code you can get reports on your client's interest and use of the different discount promotions that you are using. The use of programs codes is optional. Xcite Software 2014

181 XciteSoftware Chapters Introduction Installing XciteSoftware Loyalty and Incentive Programs Client Loyalty Points Program User Guide Getting Started Daily Operation Managing Inventory XciteSoftware contains features to operate a comprehensive loyalty points program. To set up the program open Preferences and select the loyalty tab. Monitoring Inventory Managing Clients Managing Staff Managing Client Accounts Loyalty Programs Gift Certificates Disc/Up Charges Loyalty Points Charge Accounts Preferences, Loyalty Tab Client Referral Monitoring Sales Year End Procedures Appointments Tanning Program Reports Check the Use Loyalty points program box and enter the number of points to be awarded for each dollar spent and the value you wish to give to each point. The above example shows one point for each dollar spent and the point value of 1 cent. Click on save preferences. The system will ask you to shut down XciteSoftware then restart to create the clients points file and ready it for use. each client's points will be set to zero. As sales transactions are completed points will be awarded to the clients. The number of points awarded for a sale and the client's total points will be shown on the sales receipt each time the client is in to the salon/spa. Note. be careful not to un-check the box in preferences for the points program. If you do you will be warned that you are discontinuing your points program. Saving preferences with it unchecked will discontinue the program. The points program manager tool shown below can be accessed from the sales administration tools menu. When opened it will list and summarize all of your clients' points totals both current and lifetime points. It will show the number of visits for the client since the last use of points and the date the client last used their points in a purchase. You may adjust the points total for any client by clicking on the client's current points total in the list. Type the amount you want to add or subtract from the total in the Add Points box and click on save. Note that a positive number adds to the total and a negative number subtracts.

182 Points Manager The manager can also print a points summary giving a list of the clients with their points totals and the total points liability. When you select a client during a sales transaction and their name is displayed at the top of the sales screen their current point total and award value will be shown. Award values were implemented in the latest versions of XciteSoftware and are similar to award values used by other programs. An award value is the value of their points to the nearest dollar amount. Thus the points may only be used in even dollar amounts. This can be overridden in the single tender instance where the client has sufficient points to cover the entire tender. Clicking on the folder icon will bring up the client tool box as below allowing you to view the clients loyalty point history. You may print a points statement for the client. Client Tool Box Clicking on the points button will open the following screen which will show the client's points history. You may print a points statement if the client would like one.

183 Points View Screen Loyalty points may be used to purchase or partially pay for purchases that the client makes. If the current points value as shown on the screen is equal to or greater than the purchase price including taxes you may select points as the single tender. The system will select the number of points needed implement the award value override and enter the tender for completion. If the current points value as shown on the screen is less than the total purchase including taxes, points may be used as the first selection in a multiple tender at the client's maximum award value or an award value to cover the tender amount. Points are awarded to the client on cash or credit card transactions only. They do not earn points when using gift certificates or cards or using points to make a purchase. Points will be awarded to a client when purchasing a gift certificate or card. Note that the points must be entered as the first tender type. Click on the Use Points button when in the first tender box The points selection window shown below will open and you can select the award value that the client wants to use. Points Tender Screen Xcite Software 2014

184 XciteSoftware Chapters Introduction Installing XciteSoftware Loyalty and Incentive Programs Client Accounts and Resort Partners User Guide Getting Started Daily Operation Managing Inventory Monitoring Inventory Managing Clients Managing Staff Managing Client Accounts Loyalty Programs Gift Certificates Discounts/Up Charges Loyalty Points Charge Accounts Client Referral Monitoring Sales Year End Procedures Appointments Tanning Program Reports The system will allow you to offer charge accounts to clients or use the system to manage a service supplied to a resort or hotel partner. More on resort or hotel tools If you wish to do so you may offer clients a charge account. To enter a charge you must set up to enter the client's name at the beginning of the sale. This feature is enabled in Preferences policies tab by checking the Create Client Service History at Time of Sale feature. Select the client at the start of the sale and then use tender code 7. The charge will be recorded to the client account. You cannot charge to walk in clients. The client must be entered into your client database. If you Salon or Spa works closely with a resort or hotel, set up a client file for the hotel. When the customer checks out select the hotel then the purchases. At the tender enter tender type 7 and enter the room number and clients name into the dialog window then complete the sale. Note that for the charges to be posted to the clients accounts you will need to close the register for the day before printing statements and invoices. The Client Account Manager is the tool used to manage the accounts and to print and track statements and invoices. Select the Client Account Manager from the Administration Tools menu. Tools Menu

185 Account Manager Double click on the client name to bring up a list of their charges and payments. When the list is displayed you may print a statement. Double click on the invoice number to bring up the invoice for printing if required. Once the statement has been printed the invoices will be marked as cleared and will not print a second time. The system will track both charges and payments and show balances forward on each statement, Should you need to reprint a statement you may remove the cleared flag on an invoice by double clicking on the cleared row where the word yes is displayed. You may list all of the charges and payments in the system and get a total balance for the salon/spa. Click on the List all accounts button. To accept payments on accounts from clients select.roa from the service inventory list during a sale transaction. A dialog will open to enter the amount being applied to their account. Continue the transaction as normal. The amount paid on their account will be recorded to their account and show on their next statement. Note that charges and payments are posted during the close register procedure. You will not be able to see the clients updated account until after the procedure is run. Clicking on the remove button will delete all records for the displayed client. Clicking on the Consolidate link will update all client records to a balance forward single entry showing their account balance only. You would only do this when the record length is long and after you have printed statements for each client. See setting up inventory items to install the.roa inventory item. A quick way to enter the.roa item is to select it from the Enter Required Inventory items from the Help menu in Inventory Manager. XciteSoftware should have entered this item to your inventory on its initial start up. Xcite Software 2014

186 XciteSoftware Chapters Introduction Installing XciteSoftware Loyalty and Incentive Programs Client Referral Program User Guide Getting Started Daily Operation Managing Inventory XciteSoftware will track referrals of clients by your existing clients. When entering a new client click on the referral button and indicate who referred the client to you. Monitoring Inventory Managing Clients Managing Staff Managing Client Accounts Loyalty Programs Gift Certificates Discounts/Up Charges Referral Screen Loyalty Points In current year reports under the client view you can get a referral report by period. This report is useful for incentive programs. Charge Accounts Client Referral Monitoring Sales Year End Procedures Appointments Tanning Program Reports Xcite Software 2014

187 XciteSoftware User Guide Chapters Introduction Installing XciteSoftware Getting Started Daily Operation Managing Inventory Schedule Management Getting Started with the Schedule. Before using the schedule manager set up the business days open, the normal opening and closing times and the normal length (duration) of an appointment. Open Preferences and select the Schedule tab. Monitoring Inventory Managing Clients Managing Staff Managing Client Accounts Loyalty Programs Monitoring Sales Year End Procedures Appointments Getting Started New Appointments Scheduling Staff Edit Appointments Schedule Reports Appointment Monitor Schedule Preferences Tanning Program Reports If your business has different opening and closing times on different days of the week click on the variable day schedule button to set the different opening and closing times. The tool will open defaulting to the standard opening and closing set on the main preferences screen. Variable Length Day Settings Check the days of the week that the business is open and the first and last schedule times as shown above. Now open the schedule manager. Note that the schedule manager should be left open during the day. You may switch back and forth between sales and

188 schedule screens using the windows taskbar or the screen icons. The schedule screen consists of a book set to the current or any future day, the tool bar and the navigation icons. You may move the book ahead and back by single days or months or select from a calendar using the navigator. Appointment Toolbars Appointment Calendar Toggle settings in the Scheduler preferences menu. A number of settings such as bold print, staff directions and line height can be toggled on and off. of note is the setting for overlapping appointments. If disabled you cannot enter another appointment into a long existing one which precludes working on 2 clients at once. Staff Display Direction You may now reverse the order in which your staff are listed on the schedule screen. Check the menu item in the Scheduler preferences to have the display reversed. Inventory settings for service durations If service, tan or spa services will take longer than one schedule duration (default schedule duration is set in preferences and may be 15 min, 30 min, 60 min, etc) you would set the duration in the inventory manager to double or triple the time setting for the service. When selected as shown below the duration for that service will show in the box to the right of the service selection. When accepting the schedule it will be automatically set the sum of the durations for the selected services. You may over ride the automatic settings by selection a duration manually using the duration pull down list. See more on setting duration time in inventory. Staff settings for service durations If some of your staff are new and take longer than the average to perform a service you can have their durations for services extended automatically. Open the staff manager double click on the staff name and set the extended duration time. Inventory settings for client - staff preference memory. When setting up service inventory set Your service groups to 2 character group codes. This enables 2 features, special reporting on inventory service groups and the ability of the scheduler to learn

189 your client's staff preference for the various services that they purchase. When setting up an appointment the system will advise of the usual staff member that the client sees for the service groups. You will be able to override this time, reset the memory or go back to select another staff member. The scheduler will also advise if you have booked an appointment for a client with a different staff member than their usual one and give you options to change, override one time or go back to correct the selection. you may set up three different service groups for this feature. Open the Inventory Manager tools menu and select Define service inventory groups Enter the group codes and a name of your choice for the group of services. To set up this feature you need to define your service inventory into categories or groups. Identify each group with a two character code, for instance Hair services might be HS, etc. Having established the groups and each service having the appropriate code set in the file open the Inventory Manager, Tools Menu and click on Define service inventory groups. Choose your three most important service groups and identify them in the boxes, click on Save. More on setting group codes in service inventory. Xcite Software 2014

190 XciteSoftware Chapters Introduction Installing XciteSoftware Getting Started Daily Operation Appointment Management New Appointments There are a number of ways to enter a new schedule item: User Guide Managing Inventory Monitoring Inventory Managing Clients Managing Staff Managing Client Accounts Loyalty Programs Monitoring Sales Year End Procedures Appointments Getting Started New Appointments Scheduling Staff Edit Appointments Schedule Reports Appointment Monitor Tanning Program Reports Double click on an empty cell to add a new schedule entry. Double click on an existing schedule entry to edit the entry. Left click to highlight a cell then right click to open the staff break tool. Click on the new schedule entry icon on the tool bar to add a new schedule entry Click on the Multiple schedule entry item to add new recurring entries Click on the staff block out icon to enter staff normal time off. Select a client from the Client Center and click on the Set appointment button When you use the mouse to highlight a cell for schedule entries the entry tools will open partially filled in with the date, time and staff member and the duration set to the standard salon appointment length as set up in Preferences. Normal schedule entries are two lines high and show the client name and service requested. if you wish to show more of the schedule screen you can select to use half height cells in the tools menu to close the service information portion of the box. The menu item will be checked. To return to normal uncheck the menu item. You may list your staff in the order in which they appear in your staff manager tables or in reverse order. Some wish to have their junior staff listed first in the schedule. Check the item in the tools menu for this option. Note you will need to close and re-open the schedule for this change to take effect. To facilitate salons with short appointment durations settings and large staff complements a schedule overview screen is provided for a large overview of the day. You may enter new entries by double clicking a cell on the overview screen as well.

191 Schedule Overview Screen (Quick View) XciteSoftware also has a 30 day staff look ahead screen. Select the staff name and click on the go button. You will see the next 30 days for that staff member. You can double click on a cell to move the main book to that day for entry of the appointment. Note that you may enter appointments as far into the future as you wish. You may not set up two appointments for the exact same time and staff member but the system will allow overlapping appointments where there is a long duration or length. You will be advised of the potential conflict and asked to override the conflict. You may enter up to three services with the same or different stylists. This default behavior may be disabled using the Schedule preference toggle. Single Schedule Entry Screen New Schedule Icon You may also click on the single schedule icon on the tool bar and set your date, time and staff member yourself. Note that you may either enter a client name or select the client from your client list. If you select from the list the telephone number will be filled in for you. Select the service from the list of services. To select from the lists you may use the mouse or the up and down arrow keys. You may change the date in the date box by typing it in or clicking on the day in the calendar.

192 Note to move from field to field use the tab key or the mouse. Once you have entered all the fields click on the Accept button. Before the schedule is entered into the book the system will check for conflicts. You will be advised if you have selected a time already used, overlapping durations, within the time the salon is open and days that the salon is open. Schedules save automatically when accepted. The schedule screen will show the schedule number, client name and alert status on the first line. On the second line the book shows the service codes for the schedule entry. If you select single line appointments from the tools menu they only show the client name. Note also that single line appointments while showing a larger book have a tendency to slow the system down. Remember that it is important to back up your system daily. To set up a number of schedule entries at once or to set up recurring entries use the Recurring schedule icon on the tool bar. Recurring Schedule icon Recurring Schedule Screen Select the items for the entry the same as for a single entry then click on the "Add to List button, continue to add entries until you have entered them all. Click on Accept All. Each of the entries will be checked for conflicts before they are entered into the list. Note that you may schedule entries as far into the future as you wish. The calendar, today button and the week jump pull down allow for quickly setting the same entry to occur over and over again in the future. Note that the automatic duration setting tools are used here as well as with the single entry tool. Again you may override the automatic duration settings using the duration pull down tool. Note that new appointments can also be selected from the Client Center by selecting the client then click on the new appointment button. fill in the remainder of the information and save. Adding Notes

193 You may add a note to the appointment by clicking on the Add note button on the entry tool before saving the appointment. A note icon will be attached to the screen display to show that a note was added. To retrieve the note click on the view notes button on the appointment information screen or you may select the client in the client center and click on the notes button. New Clients Clients that are added at the time of entering the appointment using the new client button on the entry screen or client names that are just typed into the appointment dialog will be flagged as a new client by a color ball showing on the screen. This flag will show until the client's file is 2 weeks old. Scheduler Activity Archive The scheduler archives all daily entry activity to the schedule. Should you need to look back to see what appointments were made on a particular day select View/print archived schedule daily entry activity from the scheduler tools menu. Select the day from the list and double click on it to display the daily activity.

194 Staff 30 day view XciteSoftware schedule now provides a graphical 30 day look ahead for each of the staff. You may double click on a cell to move the main book to that date for entry of an appointment. Xcite Software 2014

195 XciteSoftware User Guide Chapters Introduction Installing XciteSoftware Getting Started Daily Operation Managing Inventory Appointment Management Scheduling Staff To schedule staff or block them out so that appointments will not be entered for them during the period select the Block out Staff icon on the tool bar. Monitoring Inventory Managing Clients Managing Staff Block Out Icon Managing Client Accounts Loyalty Programs Monitoring Sales Year End Procedures Appointments Getting Started New Appointments Scheduling Staff Edit Appointments Schedule Reports Appointment Monitor Tanning Program Reports Staff Schedule Select the date and time for the block out, select the staff and the length of time that they will be out. Click on add to list. Again the system will check for conflicting appointments which may have been set up earlier. Continue to select dates and times until you have entered the full schedule. Click on Accept all and they will be entered. You may enter schedules for as long into the future as you wish. You may also add breaks and full days off from the schedule screen by left clicking on the cell for the break start time and staff then right click, select the time there are 30 minute, 60 minute and full day buttons to speed the process. You may also add a note to the break listing on the schedule Xcite Software 2014

196 XciteSoftware User Guide Chapters Introduction Installing XciteSoftware Getting Started Daily Operation Managing Inventory Monitoring Inventory Managing Clients Appointment Management Changing and rescheduling appointments Clicking and holding the mouse button down on an appointment will show the basic information about the appointment in a small window. Double clicking on the appointment will being up a window which will allow access to all client information including histories, allow re-scheduling, editing of the services to be performed and access to alerts and a printout of a client summary report for the staff. Managing Staff Managing Client Accounts Loyalty Programs Monitoring Sales Year End Procedures Appointments Getting Started New Appointments Scheduling Staff Edit Appointments Schedule Reports Appointment Monitor Appointment Information Screen Tanning Program Reports Client Alerts: The alerts are shown behind the client name in the first row of the appointment by the addition of the symbol * *. When a client with the alert set has an appointment bringing up the above client appointment/ticket information screen will show the alert icon with a button below marked Alert?. Clicking on the button will bring up the alert information from the client profile. The alert information will also print out on the client summary sheet which can be printed for each individual appointment. Alert Icon reminders to the client with only two click of the mouse. Click on the Reminder button and click send on the resulting which is filled in for you. You may add additional text to the or leave it as it is. Appointment Reminder

197 Tools are available to re-schedule the appointment, adjust services, staff and duration and to create a ticket for transfer to the sales screen. Appointment Reschedule Tool The reschedule tool allows you to change the service entries for the appointment, the staff attending to the services if applicable and the duration of the appointment. As with the other tools selecting the services will set duration for the appointment based upon the duration settings in inventory. You may override the automatic settings using the duration pull down tool in the upper right corner of the screen. When the work has been completed clicking on the Create Ticket button will set up the transfer of the information to the sales screen to complete the sale for you. The transfer will only work for the current day, past or future appointments cannot be transferred. Appointment Ticket Confirming, Checking in, Checking out The schedule screen is color coded, all new entries are colored red and time off or block outs are purple. if you call clients to confirm their appointment you may set the color to confirmed. Double click on the appointment to open the appointment information window. if the appointment is confirmed click on the confirm button. checking in is similar, open the information window and click on checked in. The appointment will be yellow. if you use the ticket to move the appointment information to sales following the sales transaction the appointment will be green. Alternatively you may click on the appointment to highlight it and right click to set confirmed, checked in or checked out from the menu. You may also restore the appointment to schedules (red) from this menu.

198 Editing and Deleting Appointments Appointment histories will be retained by the system for 20 calendar days. Appointments older than 20 days and deleted appointments will be removed from the files automatically during shutdown You can manually remove cancelled (deleted) appointments from the tools menu by selecting Remove all cancelled/deleted items from the schedule file. To cancel (delete) a schedule entry double click on the entry and select Cancel from the information screen. At this point the item is marked for deletion and will no longer display on the screen. It cannot be restored. Inventory Settings for Client Staff Preference Memory. When setting up service inventory set Your service groups to 2 character group codes. This enables 2 features, special reporting on inventory service groups and the ability of the scheduler to learn your client's staff preference for the various services that they purchase. When setting up an appointment the system will advise of the usual staff member that the client sees for the service groups. You will be able to override this time, reset the memory or go back to select another staff member. More on setting group codes in service inventory. Xcite Software 2014

199 XciteSoftware User Guide Chapters Introduction Installing XciteSoftware Getting Started Daily Operation Managing Inventory Monitoring Inventory Appointment Management Schedule Reports There are four appointment reports available. The first is an appointment daybook. Click the printer icon on the tool bar and the system will print the appointment schedule for the day open on the screen. Managing Clients Managing Staff Managing Client Accounts The second is a staff schedule report. Click on the staff printer icon to the right of the navigation icons to view and print staff schedules. Loyalty Programs Monitoring Sales Year End Procedures Appointments Getting Started New Appointments Scheduling Staff Edit Appointments Schedule Reports Appointment Monitor Staff Schedule View and Print Tanning Program Reports Select the staff member or all staff and the schedule for the current day will be listed. You may also select any time period by selecting the Dates button or all appointments for that staff member by selecting the All Dates button. You may continue to select staff and dates, each time you do so the list will be updated. To print the current list click on the print button. The third is a client appointment schedule report. Click on the client printer icon to the right of the navigation icons to view and print client schedules. Client Schedule View and Print The last report is the Staff daily activity report which will list all clients and service information for each of the staff for the day or period of days. To access this report select Open Current year reports from the sales report menu. Select SpotCheck reports and staff daily activity then select the time period and staff member. This report is part of the main system reports and is password protected if your system security is turned on in preferences.

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201 XciteSoftware User Guide Chapters Introduction Installing XciteSoftware Getting Started Daily Operation Managing Inventory Appointment Management Appointment Monitor The appointment monitor will give a quick visual overview of the status of appointments for the next 30 days along with other significant statistics. Monitoring Inventory Managing Clients Managing Staff Managing Client Accounts Loyalty Programs Monitoring Sales Year End Procedures Appointments Getting Started New Appointments Scheduling Staff Edit Appointments Schedule Reports Appointment Monitor Appointment Monitor Screen Tanning Program Reports Xcite Software 2014

202 XciteSoftware 9 User Guide How to use the scheduler keyboard Related Topics Getting started New appointments Scheduling staff Edit appointments Schedule reports Appointment monitor How to Schedule Using the keyboard to enter appointments to the scheduler While adding and editing appointments is very easy using the mouse you may be used to working mostly with the keyboard or you may find it quicker to use. Open the scheduler window. You may use the up, down, left and right arrow keys to move about the schedule screen. Press the ENTER key on an empty time slot to open the new appointment screen. Pressing the ENTER key on an existing appointment will open the information screen for re-schedule or cancelling the appointment. Pressing the ENTER key on an existing block out will open the edit screen. Entering a new appointment When the new appointment window opens after pressing ENTER on an empty time slot the date, time and staff member will be filled in and the cursor is on the client entry box. Press ALT + Down Arrow to open the list, type in a partial name and the list will move to that name. Using the up/down arrow keys move to the client you want. Press ENTER to move to the first service selection. Again press ALT + Down Arrow to open the list. Type in a partial service code to move the list. Select the correct service using the arrow keys and press ENTER. The cursor will move to the second service. Follow the sale procedure as for the first. if there is no second service just press ENTER to move to the Enter the appointment button. Press ENTER again and the appointment is entered into the system. If you need to enter resources you will use the TAB key to move to the resource box that you want, Press ALT + Down arrow to open the resource list and use the arrow keys to select. press ENTER then use the TAB key to move to the Enter the appointment button. Note that if you select the new appointment from the tool bar it will open to the current day but you will need to select the time and staff member. You would select from those lists similar to the others. pressing the ENTER key moves from time to staff to client. The Group Appointment entry screen and the Staff / Resource Availability entry screen selected from the tool bar to enter multiple or group appointments and staff schedules work in a similar fashion to the appointment entry screen.

203 In all cases when you want to close the entry windows press the ESC key. Editing appointments Appointments may be rescheduled for time or staff member and they can be cancelled. Press the ENTER key on an existing appointment to open the information screen. The reschedule button will be highlighted so press the ENTER key again to open the reschedule screen. Reschedule opens with the start time highlighted, you can press ALT + Down Arrow to open the time list or press the up and down arrow keys to flip through the available times. Having changed the time press the ENTER key to move to the Accept the change button. Press ENTER and the appointment is rescheduled. If you need to change the staff member press the TAB key until the staff selector box is highlighted and change the staff. Using the TAB key again move to the Accept the Change button and Press ENTER. Xcite Software 2013

204 XciteSoftware User Guide Chapters Introduction Installing XciteSoftware Getting Started New User Setting Preferences Entering Staff Entering Inventory Inventory Rules Inventory Notes Entering Clients Daily Operation Managing Inventory Monitoring Inventory Managing Clients Managing Staff Managing Client Accounts Getting Started Client Account Management If you wish to do so you may offer clients a charge account. To enter a charge you must set up to enter the client's name at the beginning of the sale. This feature is enabled in Preferences policies tab by checking the Create Client Service History at Time of Sale feature. You will select a client or a walk in for each sale in order for the history file to be written. If offering a charge select tender type 7. The charge will be recorded to the client. Walk In clients will not be allowed to charge. Note that for the charges to be posted to the clients accounts you will need to close the register for the day before printing statements and invoices. The Client Account Manager is the tool used to manage the accounts and to print and track statements and invoices. Loyalty Programs Monitoring Sales Select the Client Account Manager from the Administration menu. Year End Procedures Appointments Tanning Program Reports Sales Administration Menu Client Account Manager

205 Double click on the client name to bring up a list of their charges and payments. When the list is displayed you may print a statement. Double click on the invoice number to bring up the invoice for printing if required. Once the statement has been printed the invoices will be marked as cleared and will not print a second time. The system will track both charges and payments and show balances forward on each statement, Should you need to reprint a statement you may remove the cleared flag on an invoice by double clicking on the cleared row where the word yes is displayed. You may list all of the charges and payments in the system and get a total balance for the salon/spa. Click on the List all accounts button. To accept payments on accounts from clients select.roa from the service inventory list during a sale transaction. A dialog will open to enter the amount being applied to their account. Continue the transaction as normal. The amount paid on their account will be recorded to their account and show on their next statement. Note that charges and payments are posted during the close register procedure. You will not be able to see the clients updated account until after the procedure is run. Clicking on the remove button will delete all records for the displayed client. Clicking on the Consolidate link will update all client records to a balance forward single entry showing their account balance only. You would only do this when the record length is long and after you have printed statements for each client. See setting up inventory items to install the.roa inventory item. A quick way to enter the.roa item is to select it from the Enter Required Inventory items from the Help menu in Inventory Manager. Xcite Software 2014

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