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