S a l o
Salon Iris
®
User’s Guide
The easy way to
automate your business
Copyright © 1997 - 2008
Salon Iris ® is a registered trademark of CMJ Designs, Inc.
Table of Contents
Welcome to Salon Iris ................................................................................................................................. 1 Getting Started ............................................................................................................................................ 3 Appointment Book ...................................................................................................................................... 8 Backup and Restore ................................................................................................................................. 30 Booth Renters ........................................................................................................................................... 37 Cash Tracking ........................................................................................................................................... 40 Check Printing ........................................................................................................................................... 49 Client Check In .......................................................................................................................................... 52 Clients ........................................................................................................................................................ 53 Counting Inventory ................................................................................................................................... 68 Coupons ..................................................................................................................................................... 70 Credit Card Processing ............................................................................................................................ 72 Customized View of Each Screen and Toolbar ...................................................................................... 83 Daily Startup and Closing Out ................................................................................................................. 84 Employees ................................................................................................................................................. 85 General Ledger .......................................................................................................................................... 93 Gift Cards, Certificates, and Other Pre-Paid Services .......................................................................... 98 Importing and Exporting ........................................................................................................................ 108 Local Area Networking ........................................................................................................................... 121 Options ..................................................................................................................................................... 129 Packages .................................................................................................................................................. 143 Password Protection and Security........................................................................................................ 145 Payroll ...................................................................................................................................................... 150 PDA ........................................................................................................................................................... 191 Pictures .................................................................................................................................................... 194 Products ................................................................................................................................................... 199 Purchase Orders ..................................................................................................................................... 210 QuickBooks - Export To ......................................................................................................................... 213 Quotes and Invoices ............................................................................................................................... 215 Reports ..................................................................................................................................................... 219 Resources and Room Scheduling ......................................................................................................... 241 Services.................................................................................................................................................... 246 Tickets and Appointments ..................................................................................................................... 253 Time Clock ............................................................................................................................................... 290 Tips ........................................................................................................................................................... 293 Wait List ................................................................................................................................................... 297 Web Site with Online Appointment ....................................................................................................... 299 Wide Area Networking ............................................................................................................................ 314 Appendix .................................................................................................................................................. 318 Welcome
Welcome to Salon Iris
Salon Iris is a software program that updates and prepares reports for clients, products, services, payroll,
mailing, ordering, employees, and much more. Although designed primarily for salons, spas, or similar
businesses, Salon Iris provides the capability to customize database information and displays for use in a
wide variety of business applications.
Easy To Use
The program uses a series of interactive screens to simplify business operation. For example, completed
sales transactions are used to update stock inventory and ordering requirements, revise employee
commissions, which in turn is linked to payroll calculations, and update the business's sales records.
Hardware Support
Salon Iris provides complete support for many different types of hardware.
Receipt Printers
High speed thermal with
automatic paper cutter
Cash Drawers
With automatic opening
Gift Cards
With a Picture or Logo of Your
Business
Touch Screen Monitors
Bar Code Scanners
Both standard and wireless
Label Printers
For bar coding, product labeling,
and client mailing
Credit Card Processing
Keyboards with Built-in Credit
High speed and fully integrated
Card Readers
1
Welcome
Other Features
Salon Iris also supports the following features:
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Online appointment booking to allow your customers to book appointments on the Internet
Integrated credit card processing with full support for all major credit cards
Importing of data files from other programs
Exporting data to other programs
Visit our web site at www.SalonIris.com for the latest pricing information.
2
Getting Started
Getting Started
Installing Salon Iris
Installation of Salon Iris is easy. Depending on which version of Salon Iris that you have, just follow the
steps below:
Installing the Trial
To install the trial version of Salon Iris, simply follow the steps below:
1. While in Windows, insert the Salon Iris trial CD in the CD ROM drive. The installation process
should begin.
2. If you use Windows XP (Service Pack 2), if the installation process does not begin, click the Start
button on the Windows desktop. Select Run. At the prompt, type d:\launch (where d: is the
letter of your CD ROM drive). If you use Windows Vista, hold down the Windows key, which is
located next to the Alt key, and press the R key. At the prompt, type d:\launch (where d: is the
letter of your CD ROM drive). Your CD ROM drive could also be the e: drive, depending on your
computer's configuration.
3. Or, if you do not have a CD, download the software from www.saloniris.com/download/index.htm
and click the Click to download free trial link to start the download of the software. If you are
downloading this file from the Internet, the Open File - Security Warning screen will appear.
Click the Run button. Salon Iris is free of viruses and is perfectly safe to run on your computer.
4. The InstallShield Wizard screen will appear. Click Next.
5. The License Agreement screen will appear. Please carefully and slowly read over the license
agreement. If you wish to accept the terms in the license agreement, select I accept the terms
in the license agreement and click the Next button. If you do not accept the terms, Salon Iris
will not install and you can stop using Salon Iris.
6. Leave the default destination folder as C:\Program Files\Salon Iris\ and click Next.
7. Click the Install button. Salon Iris will also automatically install SQL Server. This process will
take a few minutes.
8. Click the Finish button.
9. The Salon Iris icon will now appear on your computer's desktop. Double click on the Salon Iris
icon.
10. The First Time Setup screen will appear. When it asks you how you would like to get started,
select Use the trial (free) version.
11. Click the OK button.
12. Select which type of database that you would like to start with. You can select either of the
following choices:
• Sample Database, select this choice if you would like to start using Salon Iris with some
sample clients, products, and appointments. We recommend using the sample database
with the trial of Salon Iris.
• Blank Database, select this choice if you would like to start using Salon Iris with a totally
blank database.
13. Click the OK button. Most of the time, you will just proceed to step 14. However, if multiple
copies of SQL are detected on your computer, the Select Server screen will appear. If this is the
case, press the Auto Setup button. Select the version of SQL to connect to. Press the OK
button.
14. Press OK. The Set Database Password screen will appear. Salon Iris will ask for a database
password every time it is opened or when you restore a database from a backup. Enter your
database password and then retype it. Be sure to take careful note of your database password
spelling in UPPER and lower case. Passwords are CaSe sensitive. Keep the password in a safe
place as CMJ Designs Inc. does not replace database passwords. Click the OK button.
3
Getting Started
15. Salon Iris will tell you that your password was successfully set. Click OK.
16. Select the Continue Trial button. You are ready to begin using Salon Iris.
Note: If you are using the trial version, you may begin entering products, services, clients, etc. If you decide
to purchase the software, the information you enter into the trial package will be transferred to the full version.
Once you register the software, the trial version will "unlock" and all information will be transferred to the full
version.
Installing the Standard or Professional Versions
To install the Standard or Professional versions of Salon Iris, simply follow the steps below:
1. While in Windows, insert the Salon Iris CD in the CD ROM drive. The installation process should
begin.
2. If you use Windows XP (Service Pack 2), if the installation process does not begin, click the Start
button on the Windows desktop. Select Run. At the prompt, type d:\launch (where d: is the
letter of your CD ROM drive). If you use Windows Vista, hold down the Windows key, which is
located next to the Alt key, and press the R key. At the prompt, type d:\launch (where d: is the
letter of your CD ROM drive). Your CD ROM drive could also be the e: drive, depending on your
computer's configuration.
3. Or, if you do not have a CD, download the software from www.saloniris.com/support/firsttime.htm
by clicking on Standard or Professional.
4. If you are downloading this file from the Internet, the Open File - Security Warning screen will
appear. Click the Run button. Salon Iris is free of viruses and is perfectly safe to run on your
computer.
5. The InstallShield Wizard screen will appear. Click Next.
6. The License Agreement screen will appear. Please carefully and slowly read over the license
agreement. If you wish to accept the terms in the license agreement, select I accept the terms
in the license agreement and click the Next button. If you do not accept the terms, Salon Iris
will not install and you can stop using Salon Iris.
7. Leave the default destination folder as C:\Program Files\Salon Iris\ and click Next.
8. Click the Install button. Salon Iris will also automatically install SQL Server. This process will
take a few minutes.
9. Click the Finish button.
10. The Salon Iris icon will now appear on your computer's desktop. Double click on the Salon Iris
icon.
11. The First Time Setup screen will appear. When it asks you how you would like to get started,
select Register.
12. Click the OK button.
13. The Register screen will appear. Enter your business name and the serial number that was
provided to you when you purchased Salon Iris. This serial number can be found on your receipt.
Be sure to keep your serial number in a safe place and do not lose it.
14. Click the OK button.
15. The Registration Successful screen will appear. Click the OK button.
16. Select which type of database that you would like to start with. You can select either of the
following choices:
• Sample Database, select this choice if you would like to start using Salon Iris with some
sample clients, products, and appointments.
• Blank Database, select this choice if you would like to start using Salon Iris with a totally
blank database.
17. Click the OK button. Most of the time, you will just proceed to step 18. However, if multiple
copies of SQL are detected on your computer, the Select Server screen will appear. If this is the
case, press the Auto Setup button. Select the version of SQL to connect to. Press the OK
button.
4
Getting Started
18. Press OK. The Set Database Password screen will appear. Salon Iris will ask for a database
password every time it is opened or when you restore a database from a backup. Enter your
database password and then retype it. Be sure to take careful note of your database password
spelling in UPPER and lower case. Passwords are CaSe sensitive. Keep the password in a safe
place as CMJ Designs Inc. does not replace database passwords. Click the OK button.
19. Salon Iris will tell you that your password was successfully set. Click OK.
20. You are ready to begin using Salon Iris.
21. After you register Salon Iris, Salon Iris will need to be activated. Next time you close and re-open
Salon Iris, Salon Iris will walk you through how to activate it. You can activate it over the Internet
or via phone. Complete step-by-step instructions that are very easy to follow, will be shown on
the Salon Iris screen. Follow the instructions for activation. If you are on a payment plan, you are
not required to activate until you complete the payment plan. If you are leasing the software, you
are not required to activate the software.
Installing the Local Area Network Version
If you are doing a network setup for multiple computers within the same building or computers at different
locations sharing the same database, see the Local Area Networking section of this User's Guide for
instructions.
Installing the Wide Area Network Version
If you are doing a network setup for computers at different locations, which have a separate database at
each location, see the Wide Area Networking section of this User's Guide for instructions.
Note: If you are leasing or on a payment plan, you will receive a new temporary serial number each month
until the software is paid in full. When your payment plan is complete or you pay for the software in full, you
will receive a permanent serial number.
Registering
After you purchase Salon Iris (visit www.SalonIris.com/pricing.htm for purchasing information), you will
receive a serial number. This will "unlock" the trial mode and allow you to enter more than the 10 client
limit in the trial version. The full version holds 2.1 billion clients, employees, products, services, etc.
After purchasing Salon Iris, to register your full copy, perform the following steps:
1. Install Salon Iris as explained in the Installing and Running for the First Time section of this User's
Guide.
2. From the Help pull-down menu, select Register.
3. Enter the name of the person or company that purchased the product.
4. Enter your serial number and click OK. If your registration number says invalid, you should check
the date and time on your computer's Windows settings. For help changing your Windows clock,
see the section below.
5. All of the information you entered in the trial mode will be saved and you can start entering
additional clients.
6. After you register Salon Iris, Salon Iris will need to be activated. Next time you close and re-open
Salon Iris, Salon Iris will walk you through how to activate it. You can activate it over the Internet
or via phone. Complete step-by-step instructions that are very easy to follow, will be shown on
the Salon Iris screen. Follow the instructions for activation. If you are on a payment plan, you are
not required to activate until you complete the payment plan. If you are leasing the software, you
are not required to activate the software.
5
Getting Started
Changing the Windows Clock Settings
1. To check the date and time on Windows XP (Service Pack 2), perform the following steps:
a. Click the Start button on your computer's desktop (which is located in the lower left of
your computer's screen), click on Control Panel.
b. Click on Date and Time and be sure your computer is set to today's date. If not, select
the date from the calendar or type in a different time in the field provided.
c. Click the OK button to save changes and OK again to exit the Date and Time
Properties screen.
2. To check the date and time on Windows Vista, perform the following steps:
a. In the lower right corner of your computer's desktop (screen), double click on the time.
b. Click the Change date and time button. If you get a warning, click the Continue button.
Select the new date from the calendar or type in a different time in the field provided.
c. Click the OK button to save changes and then OK again to exit the Date and Time
Settings window.
Note: If the program gives you a message that says your registration information is invalid, please double
check the number and try again before calling the help line.
Creating Your Own Database
Once you have registered the software, you are ready to create a custom database, which is simply a list
of all your clients, products, employees, services, and sales transactions.
To create a new database, perform the following steps:
1. From the File pull-down menu, select Database Controls. Select one of the following choices:
a. Select New Sample Database to create a new database with a few sample clients,
products, services, and sales transactions. The sample entries will help you quickly
become familiar with features of Salon Iris. This is the best option to select if you have
never used Salon Iris before.
b. Or, select New Blank Database to create a database that contains no sample
information. You will be prompted for the name of your new database and where you
would like to save it.
2. Verify your selection and click the Yes button. You can start entering data in any of the following
information categories: clients, employees, products, services, gift certificates, coupons, and
sales transactions (tickets). Refer to the appropriate sections in this User's Guide for more
information on each of these topics.
Note: Whenever you restore a database or create a new blank database, your current
information, which includes all clients, tickets, products, services, etc. since the last back up,
will be overwritten by the new database that you are creating or the backup you are restoring.
Note: It is recommended that you save backups on USB memory sticks, Zip disks, or another
removable media so that your database will be available even if something happens to your
computer or your computer's hard drive.
6
Getting Started
Helpful Hints
The following tips will be useful when working with Salon Iris:
1. Salon Iris contains a complete User's Guide that can be accessed by going to the Help pull-down
menu and selecting Table of Contents.
2. The Tab key can be used to move through information on the screen.
a. Pressing Tab can be used to move to the next selection.
b. Pressing Shift and Tab simultaneously can be used to return to the previous selection.
3. Remember to make frequent backups! See the Backup and Restore section in this User's Guide.
Checking for Updates
If your computer is currently connected to the Internet by phone modem, cable modem, DSL or some
other means, Salon Iris can automatically check if there are updates available or if you are currently using
the newest available version. You can then choose to download and install the updated version, or ignore
this message.
To check for updates, perform the following steps:
1. From the Help pull-down menu and select Check for Update.
2. Click the Yes button to check for the update and follow the prompts.
Training Videos
Salon Iris comes with several short (2-3 minute) training videos to help you get started! You can watch
the videos at any time and in any order. These videos are also helpful if you forget how to do something.
To watch the training videos, perform the following steps:
1. Click the Welcome icon/button on the toolbar.
2. Double click on the Video button next to the video you would like to watch.
3. The video may begin to play, or you may be prompted to install the video from your Salon Iris CD
or from the Internet. Don't worry, if you need to install the videos it is secure and easy.
Sometimes, due to how the security on your computer is configured, you may need to wait until
your Salon Iris CD arrives in the mail instead of downloading the videos from the Internet.
4. Simply follow the instructions and you are good to go!
7
Getting Started
Appointment Book
Appointment Book Overview
The Salon Iris Appointment Book feature allows you to maintain a visual appointment book of your
scheduled services and previous sales.
The appointment book allows you to do all of the following:
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View the schedule of any employee.
View ticket numbers, times, and services assigned to the employees.
Assign new tickets to available employees in open time slots.
Add, edit, print, and delete tickets.
Services and employees can be color coded.
You can tell if clients are checked-in yet.
Block out times when employees and/or resources are not available.
Accessing the Appointment Book Screen
The Appointment Book screen is accessed by clicking on the Appt Book button/icon or going to the
Tickets pull-down menu and selecting View Appointment Book.
Information to Display in the Appointment Book
Salon Iris allows you to select how much information that you would like to display on the appointment
book. You can also select which dates to view, color code services and employees/resources, and block
out times when employees and/or resources are not available. To access the Appointment Book, click
the Appt Book button/icon or from the Tickets pull-down menu, select View Appointment Book. The
Appointment Book screen will appear.
Day, Week, and Month Views
The appointment book can be displayed in three different formats:
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•
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Day
Week
Month
You can switch between the three formats by clicking on the Day, Week, or Month buttons towards the
top of the Appointment Book screen. Also, in the Week and Month views, you can select either Low or
High levels of detail. With high detail, appointment information can be viewed by holding the mouse over
the appointment. With low detail, only the time and the ticket ID are available. Because high detail loads
more information, it may take a few seconds longer to view.
Note: To speed up how fast the appointment book updates the display, you may want to select Day view and
for the Days to Display: field, select 1 Day.
8
Appointment Book
Calendar Features
You can use the Calendar button to quickly and easily select which day(s) to view. Also, the Show
Category and Find Employee or Resource sections allow you to easily display only certain categories
of employees, such as technicians. Also, you can quickly find an employee on the appointment book.
Viewing the Calendar
You can use the Calendar button to quickly and easily select which day(s) to view. To use the
appointment book calendar, perform the following steps:
1. Click the Appt Book button/icon or from the Tickets pull-down menu, select View Appointment
Book. The Appointment Book screen will appear.
2. Click the Calendar button.
3. The calendar will appear. Click on a date.
4. Continue to use the appointment book as you normally would.
Showing Employee Categories and Finding an Employee or Resource Quickly
In the Appointment Book screen, Salon Iris allows you to easily display only certain categories of
employees, such as massage therapists or colorists. Also, you can quickly find an employee or resource
on the appointment book. To use these features, perform the following steps:
1. Click the Appt Book button/icon or from the Tickets pull-down menu, select View Appointment
Book. The Appointment Book screen will appear.
2. Click the Calendar button.
3. In the Show Category section, select the category of employee, such as a massage therapist or
colorist, that you would like to display. The categories shown are the categories that you created
when adding or editing employees.
4. If you wish to find an employee or resource on the Appointment Book screen quickly, in the
Find Employee or Resource section, select the employee name or resource from the drop-down
list.
5. Continue to use the appointment book as you normally would or see the section below.
Information to Display
Salon Iris allows you to select how much information that you would like to display on the appointment
book. To select which information that you would like to display in the appointment book, perform the
following steps:
1. Click the Appt Book button/icon or from the Tickets pull-down menu, select View Appointment
Book. The Appointment Book screen will appear.
2. Click the Options button.
3. In the Calendar Configuration section, click the View Options button.
4. The Appointment Book Options screen will appear. The Appointment Book Options screen
is divided into four tabs:
• Calendar Options, select days, times, and information to display.
• Appointment Color Codes, color code open tickets, closed tickets, and services.
• Employee and Resource Color Codes, select how employees and resources will be
color coded.
• Employee and Resource Time Block, select how blocks of time when employees and
resources are not available are color coded.
9
Appointment Book
5. See each section below for information on displaying and formatting information.
Calendar Options Tab
The Calendar Options tab allows you to select how days, times, and other information is displayed in the
appointment book. To configure the Calendar Options tab, follow the steps below:
1. Click the Appt Book button/icon or from the Tickets pull-down menu, select View Appointment
Book. The Appointment Book screen will appear.
2. Click the Options button.
3. In the Calendar Configuration section, click the View Options button.
4. The Appointment Book Options screen will appear. Click the Calendar Options tab. In the
Days and Times to Display section, in the Visible column, by checking the appropriate box(es),
select the days of the week that you would like to display.
5. In the Start Time and End Time columns, select the appropriate start and end times by clicking
the mouse in the column and selecting the time from the drop-down menu. The start times are
typically when your business opens and the end times are typically when your business closes.
The displayed time range for all days on the appointment book will be based off the earliest start
and latest end time.
6. In the First Day of Week: field, select the first day of the week that will appear on the visual
calendar that appears when you click the Calendar button while in the Appointment Book
screen.
7. In the Information to Display section, check or uncheck the appropriate boxes of information
that you would like displayed in the appointment book:
• Ticket Number
• Client Name
• Start Time of Appointment
• End Time of Appointment
• Client Home Phone Number
• Client Work Phone Number
• Client Mobile Phone Number
• Client Address
• Confirmation
• Created By
• Referral
8. You can use the Move Up and Move Down buttons to move the order of the information
displayed in step 7, above. Simply highlight the item (such as Client Name) and then click the
Move Up or Move Down button as needed.
9. In the Display Options section, make the appropriate selections in the following fields:
a. Time Slot Label Style:. In this field, you can select how often on the screen the time slot
label is shown:
• Hour Only. The time slot label will be shown on the hour only.
• Every Time Slot. The time slot label will be shown on every time slot. For
example, if your Time Slot Interval is every 10 minutes, the Appointment Book
screen may look a little busy if you select this option. It may be better to show
the time slot label on alternating time slots.
• Alternating Time Slots. The time slot label will be shown on every other time
slot.
b. Time Slot Interval:. In this field, you can select how often the time slots for
appointments are displayed. You can choose from the following options:
• 1 minute
• 2 minutes
• 5 minutes
10
Appointment Book
• 10 minutes
• 15 minutes
• 20 minutes
• 30 minutes
• 60 minutes
c. Employee Header Style: In this field, which also applies to resources, you can select to
show either of the following:
• Employee Within Date, the date will appear above the employee and the
employee will be inside the date.
• Date Within Employee, the employee will appear above the date and the date
will be inside the employee.
d. Side Bar Location: This field allows you to choose where the Options side bar will
appear: on the left or right of the screen.
10. In the Other section, make some additional selections, by checking or unchecking the
appropriate box(es):
•
•
•
•
Display closed tickets
Show closed tickets on the date they were closed
Display overdue tickets in RED
Show employee and resource schedules, this will display according to what you have
entered on the Scheduling screen.
• Show if employee or resource is not scheduled, this will display according to what you
have entered on the Scheduling screen.
11. Make either of the following selections for employee off times:
• Use default colors for employee and resource off times
• Use universal color for employee and resource off times, and select the color.
12. Click the Appointment Color Codes tab to continue configuring information to be displayed in
the appointment book or click the OK button to continue using Salon Iris.
Appointment Color Codes Tab
The Appointment Color Codes tab allows you to select how open tickets, closed tickets, services, and
service categories are color coded. For example, you can make all massages appear as green and all
highlights be light blue. To configure the Appointment Color Codes tab, perform the following steps:
1. Click the Appt Book button/icon or from the Tickets pull-down menu, select View Appointment
Book. The Appointment Book screen will appear.
2. Click the Options button.
3. In the Calendar Configuration section, click the View Options button.
4. The Appointment Book Options screen will appear. Click the Appointment Color Codes tab.
5. On the left, in the Appointments section, you have two ways to select how appointments appear:
a. Regular Appearance, this feature allows you to customize how open and closed
appointments appear in the appointment book.
• If you would like all open tickets to be displayed in one color and all closed tickets
to be displayed in another color, select Standard Color Options. Skip to step 6.
• If you would like all open tickets containing a particular service or category to be
a certain color (each service or service category can be a unique color) and
closed tickets a different color, select Custom Color Options. Skip to step 13.
b. Selected Appearance, this feature allows you to customize the way selected
appointments appear in the appointment book.
i.
If you choose Selected Appearance, in the Selected Appearance section, click
on Selected Appointment.
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Appointment Book
ii.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
19.
20.
21.
22.
23.
24.
25.
On the right side of the screen, in the Background and Borders section, select
the Background Color for the appointment.
iii.
As desired, check or uncheck the Use Gradient box. Checking this box will
make the background color fade from a light to a dark color. Select the Gradient
Color, Gradient Style, and Border Color, if desired.
iv.
In the Text section, select the Font Color, Font Name, and Font Size for the
appointment information that will appear.
v.
The Preview section will show what the selected appointment will look like.
vi.
Repeat steps ii-v until you have the desired look for the selected appointment.
Skip to step 25.
In the Standard Color Options section, click on Open Tickets. The color that you pick will be
used for all open tickets.
On the right side of the screen, in the Background and Borders section, select the Background
Color for the appointment.
As desired, check or uncheck the Use Gradient box. Checking this box will make the
background color fade from a light to a dark color. Select the Gradient Color, Gradient Style,
and Border Color, if desired.
In the Text section, select the Font Color, Font Name, and Font Size of the appointment
information that will appear.
The Preview section will show what the selected appointment will look like.
Repeat steps 7-10 until you have the desired look for open tickets.
In the Standard Color Options section, click on Closed Tickets. The color that you pick will be
used for all closed tickets. Repeat steps 7-10 until you have the desired look for closed tickets.
Skip to step 25.
If you selected Custom Color Options, in step 5, above, in the Custom Color Options section,
click the Add button.
Enter the name of the custom color scheme and click the OK button.
In the ID/Category: field, press the Select button and the Select Items screen will appear.
To add a single service, in the Add Single Service section, in the ID: field, type in the Service ID
and click the Add button. You may use the Search button and search for the service.
To add a service category, in the Add Service Category section, all of the available service
categories will appear. Click on the category and click the Add button.
Repeat steps 16 and 17 for all services that you want to be that specific color. Click the OK
button and return to the Appointment Book Options screen.
On the right side of the screen, in the Background and Borders section, select the Background
Color for the appointment.
As desired, check or uncheck the Use Gradient box. Checking this box will make the
background color fade from a light to a dark color. Select the Gradient Color, Gradient Style,
and Border Color, if desired.
In the Text section, select the Font Color, Font Name, and Font Size for the appointment
information that will appear.
The Preview section will show what the selected appointment will look like.
Repeat steps 19-22 until you have the desired look for tickets with that service or category.
For each service or service category that you wish to have a unique color displayed in the
appointment book, repeat steps 13-23.
Now, if you have not already done so, follow the instructions in step 5b, and click the Employee
Color Codes tab to continue configuring information to be displayed in the appointment book or
click the OK button to continue using Salon Iris.
Employee and Resource Color Codes Tab
The Employee and Resource Color Codes tab allows you to select how employees are color coded.
For example, you can make all colorists display as purple and all massage therapists display as pink. To
configure the Employee and Resource Color Codes tab, perform the following steps:
12
Appointment Book
1. Click the Appt Book button/icon or from the Tickets pull-down menu, select View Appointment
Book. The Appointment Book screen will appear.
2. Click the Options button.
3. In the Calendar Configuration section, click the View Options button.
4. The Appointment Book Options screen will appear. Click the Employee and Resource Color
Codes tab.
5. In the Employees section, click on the employee or resource.
6. Click the General tab. In the Scheme Settings section, in the Color Scheme Name: field, type
in the name. For example, the name could be colorist. Be sure to click somewhere on the
window so the color scheme name updates.
7. Then, select one of the following choices:
• Use the scheme (color scheme name that you entered in step 6, above) for only
(employee/resource you selected in step 5, above)
• Apply the scheme (color scheme name that you entered in step 6, above) to
(employee/resource you selected in step 5, above) and this category of employee:.
Select the category from the drop-down list.
• Apply the scheme (color scheme name that you entered in step 6, above) to
(employee/resource you selected in step 5, above) and the following employees:.
Check or uncheck the employees/resources as appropriate.
8. Click the Appearance and Colors tab.
9. In the Color Scheme section, select either of the following options:
• Use Default Base Color, and select the color from the drop-down list. These colors
usually have descriptive names and are a wide variety of colors.
• Use Specific Base Color, and from the drop-down list, select a color. There are three
tabs that you can select colors from: Custom, Web, and System.
10. In the Header section, select the Font Name and Font Size to be used in formatting the
employee or resource name.
11. The Preview section will show how the employee or resource will appear. Repeat steps 9-10
until you have the color and font size as desired.
12. Repeat steps 5-11 for each employee that you would like to color code.
13. See the sections below or click the OK button to continue using Salon Iris.
Note: In the Appointment Book Order section, you can click on the employee and/or resource and then
click the Move Up or Move Down buttons as appropriate to order how the employees/resources are
displayed in the Appointment Book screen.
Employee and Resource Time Block Tab
On the Appointment Book screen, the Employee and Resource Time Block feature is a quick way of
blocking off times that employees and/or resources are not available. Using the Scheduling screen is
usually more efficient for scheduling recurring schedules than doing time blocks, but some businesses
prefer to do a time block, if for example, an employee goes home sick or a machine (resource) requires
repair. If a period of time is blocked off because an employee and/or resource is not available, in the
Appointment Book screen, the corresponding times will appear as whatever you selected by following
the steps below:
1. In the Appointment Book screen, click the Options button.
2. In the Calendar Configuration section, click the View Options button.
3. The Appointment Book Options screen will appear. Click the Employee and Resource Time
Block tab.
4. On the left side of the screen, in the Background and Borders section, select the Background
Color for the time block.
13
Appointment Book
5. As desired, check or uncheck the Use Gradient box. Checking this box will make the
background color fade from a light to a dark color. Select the Gradient Color, Gradient Style,
and Border Color, if desired.
6. In the Text section, select the Font Color, Font Name, Font Size, and if you would like Bold or
Italic for the time block information that will appear.
7. The Preview section will show how the employee and/or resource time block will appear.
8. Click the OK button to return to the Appointment Book screen.
Viewing Time Intervals
You can select the time increments to view the appointment book with (5 mins, 15 mins, 30 mins, etc.).
To do this, perform the following steps:
1. Click the Appt Book button/icon or from the Tickets pull-down menu, select View Appointment
Book. The Appointment Book screen will appear.
2. Click the Options button.
3. In the Calendar Configuration section, click the View Options button.
4. The Appointment Book Options screen will appear. Click the Calendar Options tab.
5. In the Display Options section, in the Time Slot Interval: field, you can select how often the
time slots for appointments are displayed. You can choose from the following options:
•
•
•
•
•
•
•
•
1 minute
2 minutes
5 minutes
10 minutes
15 minutes
20 minutes
30 minutes
60 minutes
6. Click the OK button.
Color Coding Employee or Resource Categories and Schedules
In the Appointment Book screen, Salon Iris allows you to color code employees and/or resources,
employee categories, and employee and/or resource schedules. This makes determining employee
and/or resource availability easy. See the sections, below, for complete instructions.
Color Coding Employees/Resources and Employee Categories
In the Appointment Book screen, Salon Iris allows you to select how employees and resources are color
coded. For example, you can make all colorists display as purple and all massage therapists display as
pink. To configure the Employee and Resource Color Codes tab, perform the following steps:
1. Click the Appt Book button/icon or from the Tickets pull-down menu, select View Appointment
Book. The Appointment Book screen will appear.
2. Click the Options button.
3. In the Calendar Configuration section, click the View Options button.
4. The Appointment Book Options screen will appear. Click the Employee and Resource Color
Codes tab.
5. In the Employees section, click on the employee or resource.
14
Appointment Book
6. Click the General tab. In the Scheme Settings section, in the Color Scheme Name: field, type
in the name. For example, the name could be colorist. Be sure to click somewhere on the
window so the color scheme name updates.
7. Then, select one of the following choices:
• Use the scheme (color scheme name that you entered in step 6, above) for only
(employee/resource you selected in step 5, above)
• Apply the scheme (color scheme name that you entered in step 6, above) to
(employee/resource you selected in step 5, above) and this category of employee:.
Select the category from the drop-down list.
• Apply the scheme (color scheme name that you entered in step 6, above) to
(employee/resource you selected in step 5, above) and the following employees:.
Check or uncheck the employees/resources as appropriate.
8. Click the Appearance and Colors tab.
9. In the Color Scheme section, select either of the following options:
• Use Default Base Color, and select the color from the drop-down list. These colors
usually have descriptive names and are a wide variety of colors.
• Use Specific Base Color, and from the drop-down list, select a color. There are three
tabs that you can select colors from: Custom, Web, and System.
10. In the Header section, select the Font Name and Font Size to be used in formatting the
employee or resource name.
11. The Preview section will show how the employee or resource will appear. Repeat steps 9-10
until you have the color and font size as desired.
12. Repeat steps 5-11 for each employee that you would like to color code.
13. See the sections below or click the OK button to continue using Salon Iris.
Note: In the Appointment Book Order section, you can click on the employee and then click the Move Up
or Move Down buttons as appropriate to order how the employees/resources are displayed in the
Appointment Book screen.
Showing Employee Categories and Finding an Employee or Resource Quickly
In the Appointment Book screen, Salon Iris allows you to easily display only certain categories of
employees, such as massage therapists or colorists. Also, you can quickly find an employee or resource
on the appointment book. To use these features, perform the following steps:
1. Click the Appt Book button/icon or from the Tickets pull-down menu, select View Appointment
Book. The Appointment Book screen will appear.
2. Click the Calendar button.
3. On the left side of the screen, in the Show Category section, select the category of employee,
such as a massage therapist or colorist, that you would like to display. The categories shown are
the categories that you created when adding or editing employees.
4. If you wish to find an employee or resource on the Appointment Book screen quickly, in the
Find Employee or Resource section, select the employee name or resource from the drop-down
list.
5. Continue to use the appointment book as you normally would or see the section below.
Color Coding Employee Schedules in the Appointment Book
In the Appointment Book screen, Salon Iris will show you if an employee or resource is scheduled to be
off, a time period is blocked and not available for scheduling, if the employee is working, or if no schedule
is entered. This makes determining employee and/or resource availability quick and easy.
15
Appointment Book
No Schedule Entered
If no schedule for the employee or resource is entered, the corresponding times will appear as a bluegray color and at the beginning of the day, a message that says, "No Schedule Entered" will be displayed.
Scheduled to Work
You can create employee and/or resource schedules on the Scheduling screen. This information is
used on the Appointment Book screen display. If an employee is scheduled to work or the resource is
available, in the Appointment Book screen, the corresponding times will appear as white. This allows
you to be able to easily view available times as white and double click on the appropriate time to schedule
an appointment.
Scheduled to Be Off
You can create employee and/or resource schedules on the Scheduling screen. This information is
used on the Appointment Book screen display. If the employee is scheduled to be off or the resource is
not available, in the Appointment Book screen, the corresponding times will appear as whatever you
selected by following the steps below:
1.
2.
3.
4.
5.
In the Appointment Book screen, click the Options button.
Click the View Options button.
Click the Calendar Options tab.
In the Other section, select the color to use for employee/resource off times.
Click the OK button to return to the Appointment Book screen.
Employee or Resource Time Block
On the Appointment Book screen, the Employee and Resource Time Block feature is a quick way of
blocking off times that employees and/or resources are not available. Using the Scheduling screen is
usually more efficient for scheduling recurring schedules than doing time blocks, but some businesses
prefer to do a time block, if for example, an employee goes home sick or a machine (resource) requires
repair. If a period of time is blocked off because an employee and/or resource is not available, in the
Appointment Book screen, the corresponding times will appear as whatever you selected by following
the steps below:
1. In the Appointment Book screen, click the Options button.
2. In the Calendar Configuration section, click the View Options button.
3. The Appointment Book Options screen will appear. Click the Employee and Resource Time
Block tab.
4. On the left side of the screen, in the Background and Borders section, select the Background
Color for the time block.
5. As desired, check or uncheck the Use Gradient box. Checking this box will make the
background color fade from a light to a dark color. Select the Gradient Color, Gradient Style,
and Border Color, if desired.
6. In the Text section, select the Font Color, Font Name, Font Size, and if you would like Bold or
Italic for the time block information that will appear.
7. The Preview section will show how the employee and/or resource time block will appear.
8. Click the OK button to return to the Appointment Book screen.
Note: We do recommend that the employee or resource time block and employee or resource scheduled
times off be the same color. Most businesses usually use a red color.
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Appointment Book
Creating Service Category Color Codes
The Appointment Color Codes tab allows you to select how open tickets, closed tickets, and services
and service categories are color coded. For example, you can make all massages appear as green and
all highlights be light blue. To configure the Appointment Color Codes tab, perform the following
steps:
1. Click the Appt Book button/icon or from the Tickets pull-down menu, select View Appointment
Book. The Appointment Book screen will appear.
2. Click the Options button.
3. In the Calendar Configuration section, click the View Options button.
4. The Appointment Book Options screen will appear. Click the Appointment Color Codes tab.
5. On the left, in the Appointments section, you have two ways to select how appointments appear:
a. Regular Appearance, this feature allows you to customize how open and closed
appointments appear in the appointment book.
i.
If you would like all open tickets to be displayed in one color and all closed tickets
to be displayed in another color, select Standard Color Options. Skip to step 6.
ii.
If you would like all open tickets containing a particular service or category to be
a certain color (each service or service category can be a unique color) and
closed tickets a different color, select Custom Color Options. Skip to step 13.
b. Selected Appearance, this feature allows you to customize the way selected
appointments appear in the appointment book.
i.
If you choose Selected Appearance, in the Selected Appearance section, click
on Selected Appointment.
ii.
On the right side of the screen, in the Background and Borders section, select
the Background Color for the appointment.
iii.
As desired, check or uncheck the Use Gradient box. Checking this box will
make the background color fade from a light to a dark color. Select the Gradient
Color, Gradient Style, and Border Color, if desired.
iv.
In the Text section, select the Font Color, Font Name, and Font Size for the
appointment information that will appear.
v.
The Preview section will show what the selected appointment will look like.
vi.
Repeat steps ii-v until you have the desired look for the selected appointment.
Skip to step 25.
6. In the Standard Color Options section, click on Open Tickets. The color that you pick will be
used for all open tickets.
7. On the right side of the screen, in the Background and Borders section, select the Background
Color for the appointment.
8. As desired, check or uncheck the Use Gradient box. Checking this box will make the
background color fade from a light to a dark color. Select the Gradient Color, Gradient Style,
and Border Color, if desired.
9. In the Text section, select the Font Color, Font Name, and Font Size of the appointment
information that will appear.
10. The Preview section will show what the selected appointment will look like.
11. Repeat steps 7-10 until you have the desired look for open tickets.
12. In the Standard Color Options section, click on Closed Tickets. The color that you pick will be
used for all closed tickets. Repeat steps 7-10 until you have the desired look for closed tickets.
Skip to step 25.
13. If you selected Custom Color Options, in step 5, above, in the Custom Color Options section,
click the Add button.
14. Enter the name of the custom color scheme and click the OK button.
15. In the ID/Category: field, press the Select button and the Select Items screen will appear.
16. To add a single service, in the Add Single Service section, in the ID: field, type in the Service ID
and click the Add button. You may use the Search button and search for the service.
17
Appointment Book
17. To add a service category, in the Add Service Category section, all of the available service
categories will appear. Click on the category and click the Add button.
18. Repeat steps 16 and 17 for all services that you want to be that specific color. Click the OK
button and return to the Appointment Book Options screen.
19. On the right side of the screen, in the Background and Borders section, select the Background
Color for the appointment.
20. As desired, check or uncheck the Use Gradient box. Checking this box will make the
background color fade from a light to a dark color. Select the Gradient Color, Gradient Style,
and Border Color, if desired.
21. In the Text section, select the Font Color, Font Name, and Font Size for the appointment
information that will appear.
22. The Preview section will show what the selected appointment will look like.
23. Repeat steps 19-22 until you have the desired look for tickets with that service or category.
24. For each service or service category that you wish to have a unique color displayed in the
appointment book, repeat steps 13-23.
25. Now, if you have not already done so, follow the instructions in step 5b, and click the Employee
Color Codes tab to continue configuring information to be displayed in the appointment book or
click the OK button to continue using Salon Iris.
Note: You must refresh the Appointment Book screen (by clicking the Refresh Calendar button) on the other
computers on your network before the color coding will update on them.
Note: You must create service categories in the Services screen in order to create service category color
codes. See the Adding a Service section of this User's Guide for instructions on creating service categories.
Adding a Ticket from the Appointment Book Screen
From the Appointment Book screen, you can add a new ticket by performing the following steps:
1. Click the Appt Book button/icon or from the Tickets pull-down menu, select View Appointment
Book. The Appointment Book screen will appear. Click the Options button.
2. If you are adding a ticket for an employee with no other tickets booked for that time, double click
on the open (white) area in the appropriate Time/Employee field. If you are adding a ticket for an
employee who already has a ticket scheduled for that time, single click on the appropriate
Time/Employee field, and click the Add Appointment button.
3. The Find Client screen will appear. Enter the name (and/or phone number) of the client you are
scheduling an appointment for and click OK. If you do not know the complete or proper spelling
of the client's name, enter part of the name.
a. If you don't know the client's name or do not wish to create a new client, simply push the
Walk In button.
b. If you enter in the client's name and there are several clients with that same name, the
More Than One Client Found screen will appear. Click on the client and click the OK
button.
4. The Ticket Information screen will appear.
5. In the Assignment Information section, verify that the Date Scheduled is correct and change it
if necessary.
6. In the Referral: field, if desired, select the type of referral. You can change the type of Referral
by performing the following steps:
a. Press the Edit button, located to the right of the Referral: field.
b. The Referrals List screen will appear. Press the Add button.
c. Type in the new name of the referral, such as radio ad, newspaper ad, etc. Click the OK
button.
d. Repeat steps b-c for each referral that you would like to add.
18
Appointment Book
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
e. You can click on a referral type and use the Move Up and Move Down buttons as
needed to re-order the referral list.
f. Click OK when finished revising your referral list.
In the Employee column, select the employee.
In the Start Time column, type in the start time.
In the ID column, type in the Service ID of the service to be performed. If you do not know the
Service ID, double click in the ID column and the Look Up screen will appear. Select the service
and click the OK button.
In the Mins column, the amount of time it takes to perform the service will appear. This amount
of time is automatically populated from when you added the service on the Services screen.
The Type column will show an S for service setup time. If the service has a processing time, the
processing time will be listed below the setup time and the type will show as X. If the service has
a finishing time, the finishing time will be listed below the processing time and the type will show
as F. Other types that can be shown are as follows:
• E- Resource Linked to Service
• R - Product Return (Add to inventory)
• D- Product Return (Do Not add to Inventory)
• P - Product
• V - Service Return
• G - Gift Certificate Purchase
• L - Loyalty Points Reward
• M - Multi-ticket Checkout
• C - Client Credited
• T - Amount Due Transferred to Client's Balance
• N - Note or Comment
In the Price, Tax, and Backbar columns, the price, tax, and backbar amount you entered when
setting up the service will be automatically entered.
In the Qnt Prch column, type in the quantity being purchased. This column will automatically
default to a quantity of 1.
In the Qnt Used column, type in the quantity being used today. This column will automatically
default to a quantity of 1.
Press the Schedule/Leave Open button.
Your ticket is now scheduled in the Salon Iris appointment book database.
Note: See the Ticket Information Fields section of this User's Guide for more information on the fields in the
Ticket Information screen.
Viewing and Editing a Ticket from the Appointment Book Screen
To view and edit a ticket from the Appointment Book screen, perform the following steps:
1. Click the Appt Book button/icon or from the Tickets pull-down menu, select View Appointment
Book. The Appointment Book screen will appear.
2. Click to highlight the ticket of interest, and then click the Edit Appointment button. If you do not
see the Edit Appointment button, click the Options button located at the lower left of the screen.
You should now see the Edit Appointment button. The Ticket Information screen will appear.
3. Make the appropriate changes or view the ticket and click the Schedule/Leave Open button.
19
Appointment Book
Dragging and Dropping Appointments
On the Appointment Book screen, you may easily edit the date, time, and/or employee/resource listed
on a ticket by using the drag and drop feature. Please note some important points about drag and drop:
1. Drag and drop is always disabled in the Week and Month views. In other words, at the top of the
Appointment Book screen, you must have the Day view selected for drag and drop to work.
2. If you have more than one employee or resource selected on a ticket, drag and drop is disabled.
Moving a Ticket on the Same Day
To move a ticket from one time to another time (or from one employee to another employee) on the same
day, perform the following steps:
1. Set the Appointment Book screen on the desired day. At the top of the Appointment Book
screen, be sure that Day view is selected.
2. With your mouse pointer positioned on the ticket you wish to move, click and hold down your left
mouse button.
3. While continuing to hold down the left mouse button, drag the appointment into the column of the
new employee or to the row of the new time.
4. Release the left mouse button to schedule the ticket at the new time or with the new employee.
5. The Complete Drag and Drop? screen will appear. Click the Yes button to complete the drag
and drop.
Moving a Ticket to a New Day
To move a ticket from one day to another day, perform the following steps:
1. Set the Appointment Book screen on the desired day. At the top of the Appointment Book
screen, be sure that Day view is selected.
2. Be sure the Calendar is shown on the Appointment Book screen. If it is not, click the Calendar
button to show it. Click on the appointment to move, and hold down the left mouse button and
move the mouse over to the desired day on the calendar that you wish to move the appointment
to.
3. Release the left mouse button.
4. The Complete Drag and Drop screen will appear. Select the Yes button to move the date of the
appointment, while the employee and time of the appointment will be kept the same.
5. The Appointment Book screen will now display the new date of the appointment.
Disabling Drag-and-Drop
To disable drag-and-drop, perform the following steps:
1.
2.
3.
4.
Click on Options from the Tools drop-down menu.
Click on the Ticket Setup tab.
Uncheck the Enable drag-and-drop box.
Press the OK button.
Enabling Warning Before Completion of Drag-and-Drop
To be warned before an appointment is moved using drag-and-drop, perform the following steps:
1. Click on Options from the Tools drop-down menu.
20
Appointment Book
2. Click on the Ticket Setup tab.
3. Check the Warn before completing a drag-and-drop operation box.
4. Press the OK button.
Revising the Display of the Appointment Book Screen
Day, Week, and Month Views
The appointment book can be displayed in three different formats:
•
•
•
Day
Week
Month
You can switch between the three formats by clicking on the Day, Week, or Month buttons towards the
top of the Appointment Book screen. Also, in the Week and Month views, you can select either Low or
High levels of detail. With high detail, appointment information can be viewed by holding the mouse over
the appointment. With low detail, only the time and the ticket ID are available. Because high detail loads
more information, it may take a few seconds longer to view.
Note: To speed up how fast the appointment book updates the display, you may want to select Day view and
for the Days to Display: field, select 1 Day.
Viewing Time Intervals
You can select the time increments to view the appointment book with (5 mins, 15 mins, 30 mins, etc.).
To do this, perform the following steps:
1. Click the Appt Book button/icon or from the Tickets pull-down menu, select View Appointment
Book. The Appointment Book screen will appear.
2. Click the Options button.
3. In the Calendar Configuration section, click the View Options button.
4. The Appointment Book Options screen will appear. Click the Calendar Options tab.
5. In the Display Options section, in the Time Slot Interval: field, you can select how often the
time slots for appointments are displayed. You can choose from the following options:
• 1 minute
• 2 minutes
• 5 minutes
• 10 minutes
• 15 minutes
• 20 minutes
• 30 minutes
• 60 minutes
6. Click the OK button.
Viewing Tickets and Employee Schedules in the Appointment Book
21
Appointment Book
Viewing Tickets in the Appointment Book
The main field of the Appointment Book screen displays a series of rows and columns. Each row and
column corresponds to a range of time and an employee. To view tickets from the appointment book,
perform the following steps:
1. Click the Appt Book icon or from the Tickets pull-down menu, select View Appointment Book.
2. Make the appropriate selections for date range, employees to show, etc. as described in the
Information to Display in the Appointment Book section of this User's Guide.
3. The tickets will appear as boxes in the appointment book. Double click on the appointment and
the Ticket Information screen will appear.
4. Edit or close the ticket as you normally would.
Viewing Employee Schedules in the Appointment Book
1. Click the Appt Book icon or from the Tickets pull-down menu, select View Appointment Book.
2. Make the appropriate selections for date range, employees to show, etc. as described in the
Information to Display in the Appointment Book section of this User's Guide.
3. The tickets will appear as boxes in the appointment book.
Employee and Resource Time Block
To easily and quickly block out a period of time on an employee's schedule, take the following steps:
1. Click the Appt Book icon or from the Tickets pull-down menu, select View Appointment Book.
2. Make the appropriate selections for date range, employees to show, etc. as described in the
Information to Display in the Appointment Book section of this User's Guide.
3. Click the Options button then the Add Time Block button. The Employee and Resource Time
Block screen will appear.
4. Select the Date of the time block.
5. By pressing the Select button, select the Employee (or resource).
6. Select a description for the time block from the Description drop-down menu (e.g., lunch). You
may add additional descriptions by clicking the Edit button next to the Description box and then
clicking the Add button.
7. In the Time Range section, select the amount of time to be blocked off. Once a From time has
been selected, you may use the 30 Minutes, 45 Minutes, 1 Hour, or 2 Hours buttons to quickly
add the appropriate amount of time.
8. Press OK.
Note: This feature is used for quickly blocking an employee's time. In general, employee working schedules
should be configured on the Employee Scheduling Screen.
Printing from the Appointment Book Screen
To print employee schedules from the Appointment Book screen, perform the following steps:
1. Go to the Appointment Book screen. The Appointment Book screen is accessed by clicking
the Appt Book button/icon or selecting View Appointment Book from the Tickets pull-down
menu.
2. Select the Day, Week, or Month view. If you selected Day, select the number of days to display.
3. Click the Options button and then click the Print Appointment Book button. The Select
Printing Method screen will appear. You can choose from the following choices:
22
Appointment Book
• Standard Schedule
• Daily Schedule
• Weekly Schedule
• Monthly Schedule
• Calendar Summary
• Memo
• Tri-Fold
4. See the sections below for instructions on how to print information discussed in step 3, above.
Standard Schedule
Selecting Standard Schedule on the Select Printing Method screen prints employee and resource
schedules in a grid showing the working hours, client, ticket ID, service ID, and service description. To
print the Standard Schedule format, perform the following steps:
1. Go to the Appointment Book screen. The Appointment Book screen is accessed by clicking
on the Appt Book button/icon or selecting View Appointment Book from the Tickets pull-down
menu.
2. Select the Day, Week, or Month view. If you selected Day, select the number of days to display.
3. Click the Options button and then click the Print Appointment Book button. The Select
Printing Method screen will appear.
4. Select Standard Schedule and press OK. The Print Appointment Book Options screen will
appear.
5. In the Standard Schedule section, select the following choices:
• Print employee and resource schedules, will print the full schedules including times
that are open.
• Print employee and resource schedules without openings, will print the employee
and resource schedules without openings. This method saves space when printing.
6. As desired, check or uncheck the following boxes:
• Exclude non-working days
• Start each day on new page
• Start each employee or resource on a new page
7. In the Date Range section, select from the following choices:
• Base date range on selected date range from appointment book, this will base the
date range to print based on what you have selected in step 2, above.
• Specify date range, you can specify a start and end date for the schedule to print.
8. Since you selected Standard Schedule, the Time Range section is grayed out and not available
for selection.
9. In the Employees and Resources to Print section, ensure there is a checkmark next to the
appropriate employees and resources for whom you wish to print the schedule for.
10. The Color section will be grayed out and you can only print in black and white if the Standard
Schedule selection is made.
11. Click the Print button. The Printing Options screen will appear. Select the printer and range of
pages to print and click the Print button.
23
Appointment Book
Daily Schedule
Selecting Daily Schedule on the Select Printing Method screen prints the employee and resource
schedules according to a day at a time. To print the employee and resource schedules according to a
day at a time, perform the following steps:
1. Go to the Appointment Book screen. The Appointment Book screen is accessed by clicking
on the Appt Book button/icon or selecting View Appointment Book from the Tickets pull-down
menu.
2. Select the Day view and select the number of days to display.
3. Click the Options button and then click the Print Appointment Book button. The Select
Printing Method screen will appear.
4. Select Daily Schedule and press OK. The Print Appointment Book Options screen will
appear.
5. In the Daily section, you can select the following choices:
• Include blank notes area, this will include an area for blank notes on the printout so the
employee can hand write in notes.
• Include lined notes area, this will include an area for lined notes on the printout so the
employee can hand write in notes.
• Include date header area, this will include a date header on the printout. We always
recommend having this box checked.
6. In the Date Range section, you can select either of the following choices:
• Base date range on the selected date range from appointment book. You can
specify the date range to print based on what you have displayed in the appointment
book. This is what you selected in step 2, above.
• Specify date range. Or, you can specify another date range. This date range must be
between the date ranges specified in the appointment book that you selected in step 2,
above.
7. In the Time Range section, you can select either of the following choices:
• Print entire day. You can specify to print the entire day.
• Specify time range. Or, you can specify to print a certain time range.
8. In the Employees and Resources to Print section, you can select which employees and
resources to print by checking or unchecking the appropriate boxes.
9. In the Color section, select if you would like to print the appointment book information in
grayscale, color, or monochrome.
10. Press the Print button. If you wish, prior to printing, you can select the Print Preview button to
view what will be printed.
Weekly Schedule
Selecting Weekly Schedule on the Select Printing Method screen prints the employee and resource
schedules according to a week at a time. To print the employee and resource schedules according to a
week at a time, perform the following steps:
1. Go to the Appointment Book screen. The Appointment Book screen is accessed by clicking
on the Appt Book button/icon or selecting View Appointment Book from the Tickets pull-down
menu.
2. Select the Week view and select High or Low detail.
3. Click the Options button and then click the Print Appointment Book button. The Select
Printing Method screen will appear.
4. Select Weekly Schedule and press OK. The Print Appointment Book Options screen will
appear.
5. In the Weekly section, you can select the following choices:
24
Appointment Book
a. In the Pages per week: field, select how many pages per week you would like the
appointment book information printed on. Selecting 1 page per week makes the
information to print fit on one page for each week. If you select 2 pages per week the
information will be printed on two pages for each week.
b. In the Layout style: field, select from the following choices:
• Week view, this displays the appointment book information as a week at a time.
• Day view, this displays the appointment book information as one day at a time.
• Month view, this displays the appointment book information as one month at a
time.
c. By checking or unchecking the appropriate boxes, you can select the following choices:
• Include blank notes area, this will include an area for blank notes on the
printout so the employee can hand write in notes.
• Include lined notes area, this will include an area for lined notes on the printout
so the employee can hand write in notes.
• Include date header area, this will include a date header on the printout. We
always recommend having this box checked.
6. In the Date Range section, you can select either of the following choices:
•
7.
8.
9.
10.
Base date range on the selected date range from appointment book. You can
specify the date range to print based on what you have displayed in the appointment
book. This is what you selected in step 2, above.
• Specify date range. Or, you can specify another date range. This date range must be
between the date ranges specified in the appointment book that you selected in step 2,
above.
In the Time Range section, you can select either of the following choices:
• Print entire day. You can specify to print the entire day.
• Specify time range. Or, you can specify to print a certain time range.
In the Employees and Resources to Print section, you can select which employees and
resources to print by checking or unchecking the appropriate boxes.
In the Color section, select if you would like to print the appointment book information in
grayscale, color, or monochrome.
Press the Print button. If you wish, prior to printing, you can select the Print Preview button to
view what will be printed.
Monthly Schedule
Selecting Monthly Schedule on the Select Printing Method screen prints the employee and resource
schedules according to a month at a time. To print the employee and resource schedules according to a
month at a time, perform the following steps:
1. Go to the Appointment Book screen. The Appointment Book screen is accessed by clicking
on the Appt Book button/icon or selecting View Appointment Book from the Tickets pull-down
menu.
2. Select the Month view and select High or Low detail.
3. Click the Options button and then click the Print Appointment Book button. The Select
Printing Method screen will appear.
4. Select Monthly Schedule and press OK. The Print Appointment Book Options screen will
appear.
5. In the Monthly section, you can select the following choices:
a. In the Pages per month: field, select how many pages per month you would like the
appointment book information printed on. Selecting 1 page per month makes the
information to print smaller so it prints on one page.
b. In the Layout Style: field, select from the following choices:
25
Appointment Book
•
6.
7.
8.
9.
5 weeks per page, this displays the appointment book information as five weeks
per page.
• One month per page, this displays the appointment book information as one
month per page. It may or may not show the first few days of the following
month, depending on the formatting.
• One month per page exact, this displays the appointment book information as
one month per page exactly and will not show the first few days of the next
month.
c. By checking or unchecking the appropriate boxes, you can select the following choices:
• Include blank notes area, this will include an area for blank notes on the
printout so the employee can hand write in notes.
• Include lined notes area, this will include an area for lined notes on the printout
so the employee can hand write in notes.
• Include date header area, this will include a date header on the printout. We
always recommend having this box checked.
The Date Range and Time Range sections will always be grayed out (so you cannot make a
selection) due to it not being practical to print that level of detail for a month view.
In the Employees and Resources to Print section, you can select which employees and
resources to print by checking or unchecking the appropriate boxes.
In the Color section, select if you would like to print the appointment book information in
grayscale, color, or monochrome.
Press the Print button. If you wish, prior to printing, you can select the Print Preview button to
view what will be printed.
Calendar Summary
Selecting Calendar Summary on the Select Printing Method screen prints a list of each employee's
(and resource's) appointment times, ticket ID's, and description of services . To print the Calendar
Summary, perform the following steps:
1. Go to the Appointment Book screen. The Appointment Book screen is accessed by clicking
on the Appt Book button/icon or selecting View Appointment Book from the Tickets pull-down
menu.
2. Select the Day, Week or Month view.
3. Click the Options button and then click the Print Appointment Book button. The Select
Printing Method screen will appear.
4. Select Calendar Summary and press OK. The Print Appointment Book Options screen will
appear.
5. In the Calendar Summary section, in the Page break mode: field, from the drop-down menu,
select one of the following choices:
• None, this selection puts in no page breaks when printing the calendar summary.
• Day, this selection puts in a page break after each day when printing the calendar
summary.
• Week, this selection puts in a page break after each week when printing the calendar
summary.
• Month, this selection puts in a page break after each month when printing the calendar
summary.
• Year, this selection puts in a page break after each year when printing the calendar
summary.
6. As desired, check or uncheck the following boxes:
• Include date header area
• Include employee and resource off times
26
Appointment Book
7. In the Date Range section, select from the following choices:
• Base date range on selected date range from appointment book, this will base the
date range to print based on what you have selected in step 2, above.
• Specify date range, you can specify a start and end date for the schedule to print. The
specified date range must be between the date ranges selected in the appointment book
in step 2, above.
8. Since you selected Calendar Summary, the Time Range section is grayed out and not available
for selection.
9. In the Employees and Resources to Print section, ensure there is a checkmark next to the
appropriate employees and resources for whom you wish to print the schedule for.
10. In the Color section, select if you would like to print the appointment book information in
grayscale, color, or monochrome.
11. Press the Print button. If you wish, prior to printing, you can select the Print Preview button to
view what will be printed.
Memo
Selecting Memo on the Select Printing Method screen prints the employee and resource schedules in a
format showing the subject, which contains ticket information, and the start and end time of the
appointment. The Location: field will always be blank, so you should just ignore that field. To print the
employee and resource schedules according to the memo format, perform the following steps:
1. Go to the Appointment Book screen. The Appointment Book screen is accessed by clicking
on the Appt Book button/icon or selecting View Appointment Book from the Tickets pull-down
menu.
2. Select the Day, Week or Month view.
3. Click the Options button and then click the Print Appointment Book button. The Select
Printing Method screen will appear.
4. Select Memo and press OK. The Print Appointment Book Options screen will appear.
5. In the Memo section, in the Page break mode: field, from the drop-down menu, select one of the
following choices:
• No extra breaks, this selection puts in no page breaks when printing the memo.
• Break after whole item, this selection puts in a page break after a whole item when
printing the memo.
• Break after each item, this selection puts in a page break after each item when printing
the memo.
6. As desired, check or uncheck the Include employee and resource off times box.
7. In the Date Range section, select from the following choices:
• Base date range on selected date range from appointment book, this will base the
date range to print based on what you have selected in step 2, above.
• Specify date range, you can specify a start and end date for the schedule to print. The
specified date range must be between the date ranges selected in the appointment book
in step 2, above.
8. Since you selected Calendar Summary, the Time Range section is grayed out and not available
for selection.
9. In the Employees and Resources to Print section, ensure there is a checkmark next to the
appropriate employees and resources for whom you wish to print the schedule for.
10. In the Color section, select if you would like to print the appointment book information in
grayscale, color, or monochrome.
11. Press the Print button. If you wish, prior to printing, you can select the Print Preview button to
view what will be printed.
27
Appointment Book
Tri-Fold
Selecting Tri-Fold on the Select Printing Method screen prints the employee and resource schedules in
a format showing the day schedule , the week schedule, and the month's schedule all on the same page.
To print the employee and resource schedules according to the tri-fold format, perform the following
steps:
1. Go to the Appointment Book screen. The Appointment Book screen is accessed by clicking
on the Appt Book button/icon or selecting View Appointment Book from the Tickets pull-down
menu.
2. Select the Day, Week or Month view.
3. Click the Options button and then click the Print Appointment Book button. The Select
Printing Method screen will appear.
4. Select Tri-Fold and press OK. The Print Appointment Book Options screen will appear.
5. In the Tri-Fold section, in the Layout style: field, from the drop-down menu, select one of the
following choices:
• Page per employee, this selection prints one page per employee and resource.
• Page per date, this selection prints one page per date.
6. The Left section: field describes the information to print on the left one-third of the page. The
Middle section: field describes the information to print on the middle one-third of the page. The
Right section: field describes the information to print on the right one-third of the page.
7. In the Left section: field, from the drop-down menu, select one of the following choices:
• Daily, this selection will print the daily schedule on the left one-third of the page.
• Weekly, this selection will print the weekly schedule on the left one-third of the page.
• Monthly, this selection will print the monthly schedule on the left one-third of the page.
• Yearly, this selection will print the yearly schedule on the left one-third of the page.
• Blank notes area, this selection will print a blank notes area on the left one-third of the
page.
• Lined notes area, this selection will print a lined notes area on the left one-third of the
page.
8. In the Middle section: field, from the drop-down menu, select one of the following choices:
• Daily, this selection will print the daily schedule on the middle one-third of the page.
• Weekly, this selection will print the weekly schedule on the middle one-third of the page.
• Monthly, this selection will print the monthly schedule on the middle one-third of the
page.
• Yearly, this selection will print the yearly schedule on the middle one-third of the page.
• Blank notes area, this selection will print a blank notes area on the middle one-third of
the page.
• Lined notes area, this selection will print the lined notes area on the middle one-third of
the page.
9. In the Right section: field, from the drop-down menu, select one of the following choices:
• Daily, this selection will print the daily schedule on the right one-third of the page.
• Weekly, this selection will print the weekly schedule on the right one-third of the page.
• Monthly, this selection will print the monthly schedule on the right one-third of the page.
• Yearly, this selection will print the yearly schedule on the right one-third of the page.
• Blank notes area, this selection will print a blank notes area on the right one-third of the
page.
• Lined notes area, this selection will print a lined notes area on the right one-third of the
page.
10. In the Date Range section, select from the following choices:
• Base date range on selected date range from appointment book, this will base the
date range to print based on what you have selected in step 2, above.
28
Appointment Book
•
11.
12.
13.
14.
Specify date range, you can specify a start and end date for the schedule to print. The
specified date range must be between the date ranges selected in the appointment book
in step 2, above.
In the Time Range section, you can select either of the following choices:
• Print entire day. You can specify to print the entire day.
• Specify time range. Or, you can specify to print a certain time range.
In the Employees and Resources to Print section, ensure there is a checkmark next to the
appropriate employees for whom you wish to print the schedule for.
In the Color section, select if you would like to print the appointment book information in
grayscale, color, or monochrome.
Press the Print button. If you wish, prior to printing, you can select the Print Preview button to
view what will be printed.
Searching for an Open Appointment
Salon Iris will automatically do a search for the next available appointment. You can search for up to five
services with five different employees.
To search for an appointment, perform the following steps:
1. From the Tickets pull-down menu, select Search. The Search for Appointment Opening
screen will appear.
2. In the Step 1: Select Type section, select the type of search according to the following
parameters:
• Service(s) - make this selection if the length of time for a service is based on times you
entered in the Services section of Salon Iris. Salon Iris will automatically account for
service setup, processing, and finish times as well as employee-performing-the-service
time exceptions.
• Simple time opening - make this selection if you are manually entering in the amount of
time used to search for an opening.
3. If you selected to search for an opening according to Service(s), then enter up to five employees
and services on the bottom portion of the Search for Appointment Opening screen. If you do
not remember the Service ID of the service you would like to enter, click the &ldots; button,
which is located to the right of the Service ID column, to search for the service from a list of all
services in your database. If the service selected was initially set up to be linked to a resource,
that resource will automatically populate when this appointment is scheduled. Salon Iris will check
availability for both the employee and the resource needed for this service to be scheduled. Skip
to step 5 when finished entering services and employees.
4. If you selected the type of search according to Simple time opening, enter the employee and
length of time.
5. In the Step 3: Select the Start Date and Number of Days section, select the start date for the
search. Then, select the number of days that you would like to search.
6. Click the Search button.
7. A list of available appointment start time slots for the criteria you specified will appear.
8. In the Select column, for each employee and service combination, check the box for the time slot
that you wish to schedule the appointment for.
9. Click the Create Ticket button.
10. The Find Client screen will appear. Type in the client's name and create an open ticket as usual.
Note: You must have the employees' and resources' schedules entered in to use the Search function. If no
employee schedule is entered, the software will assume the employee is not working and will show the time
as unavailable. If you have no schedule entered for the resource, the software will show the time for the
resource as available.
29
Getting Started
Backup and Restore
Making Backups
Backups Overview
It is highly recommended that you backup your database on a regular basis. Some businesses make
backups every few hours, once a day, or once every few days.
Please Note: It is recommended that you save backups on USB memory sticks, Zip
disks, or another removable media so that your database will be available even if
something happens to your computer or your computer's hard drive.
Warning: We do not recommend that you attempt to "burn" a backup directly to a
writable CD. If you would like to store a backup database on a writable CD, you should
first save the backup file to your hard drive (typically the C: drive). You should then
write the backup saved on your hard drive to the writable CD using your CD writing
software. Please note that we do not provide instructions on how to use your CD
writing software. For instructions on how to use your CD writing software, you must
contact the company that makes the CD writing software.
What is Backed Up:
•
Your entire database, including the following information:
ƒ Tickets (all sales history and future appointments)
ƒ Clients
ƒ Payroll (configuration and previous payrolls)
ƒ Photos
ƒ Products and services
ƒ Employee schedules
ƒ Gift certificates
ƒ Gift cards
ƒ Coupons
ƒ Declared cash/close out and cash drawer balance entries
ƒ Gum label settings
ƒ Time clock entries
ƒ Suppliers
ƒ Quotes
ƒ Purchase orders
ƒ General ledger
ƒ Activity log
ƒ E-mail reminder configuration
ƒ Time clock records
What is Not Backed Up:
•
Local settings on your computer, including the following information:
ƒ Program serial number
ƒ Database password (if enabled)
ƒ Enable password protection on this computer option on the Passwords screen
30
Backup and Restore
ƒ
ƒ
ƒ
Cash drawer settings
Receipt printer settings
Other miscellaneous information (windows locations, default state and area code,
etc.)
Note: Backups can only be made when no other applications are accessing your database.
Backups to Another Location or Your Computer's Hard Drive
To make a backup to another part of your hard drive or another location, perform the following steps:
1. From the File pull-down menu, select Backup and Restore then Backup Database. The
Backup screen will appear. Click Next.
2. Select where you would like to save the file (c: drive or another location (example: Zip disk).
Enter the name of the file the data is to be saved under and click the Save button. Note that we
do not recommend that you attempt to "burn" a backup directly to a writable CD. If you would like
to store a backup database on a writable CD, you should save the backup file to your hard drive
(typically the c: drive). You should then write the backup saved on your hard drive to the writable
CD using your CD writing software.
3. The All Done screen will appear. Press OK.
Recommended Backup Method
It is recommended that you make multiple backups of your database on Zip disks, USB memory sticks, or
some other type of removable media and keep the backups in multiple locations. We recommend you
have a backup disk for each day of the week: Monday, Tuesday, Wednesday, Thursday, Friday,
Saturday, and Sunday. Make a backup of the database each day on the corresponding disk. Each
month, we recommend taking the prior month's backups and storing them in multiple places, such as a
safety deposit box, safe, your home, and your business. Although it is impossible to guarantee that your
database will never be lost, if you follow these instructions, your chance of data loss is greatly reduced.
Warning: We do not recommend that you attempt to "burn" a backup directly to a
writable CD. If you would like to store a backup database on a writable CD, you should
first save the backup file to your hard drive (typically the C: drive). You should then
write the backup saved on your hard drive to the writable CD using your CD writing
software. Please note that we do not provide instructions on how to use your CD
writing software. For instructions on how to use your CD writing software, you must
contact the company that makes the CD writing software.
Restoring Backups
To restore a backup file, perform the following steps:
1. From the File pull-down menu, select Database Controls. The Database Controls screen will
appear.
2. Select Restore Database from Backup.
3. Select the Yes button if you wish to restore the database.
4. Select where your backup is saved:
• Restore a database from a specific location
• Restore a database from the automatic backup location
5. Click the Next button.
31
Backup and Restore
6. Locate the backup on your Zip drive, USB memory stick, or other location. Select the backup to
restore and click the Open button. Press the Yes button. The Password Required screen will
appear. Enter your password and click OK.
7. Your saved database will be restored into Salon Iris. Click OK.
Note: Whenever you restore a database or create a new blank database, your current
information, which includes all clients, tickets, products, services, etc. since the last back up,
will be overwritten by the new database that you are creating or the backup you are restoring.
Making Automatic Backups
The Automatic Backup feature is a system that automatically makes backups of your database. Salon
Iris can automatically make a backup copy according to the schedule choices that you make. This will
help reduce the risk of information loss if the database is damaged or deleted. We highly recommend
using the Automatic Backup feature.
1. From the File pull-down menu, select Backup and Restore then Automatic Backup Settings.
The Automatic Backup screen will appear.
2. We highly recommend using the Automatic Backup feature in Salon Iris. Check the Enable
automatic backup box and use the up and down arrow keys to select how many automatic
backups to keep. We recommend keeping at least 25 or more automatic backups.
3. Set the frequency (schedule) for when to make backups. Select from the following choices:
• 24 hours per day
•
From ____ to _____. Using the drop-down box, select the times. As desired, check or
uncheck the days of the week to make backups on.
4. Click the Select button to choose where to save automatic backups to. Click OK after choosing
the location to return to the Automatic Backup screen.
5. When finished, click OK.
Note: The Backup Now button allows you to make an immediate backup.
Please Note: It is recommended that you save backups onto USB memory sticks, Zip
disks, or another removable media so that your database will be available even if
something happens to your computer or your computer's hard drive.
Warning: We do not recommend that you attempt to "burn" a backup directly to a
writable CD. If you would like to store a backup database on a writable CD, you should
first save the backup file to your hard drive (typically the C: drive). You should then
write the backup saved on your hard drive to the writable CD using your CD writing
software. Please note that we do not provide instructions on how to use your CD
writing software. For instructions on how to use your CD writing software, you must
contact the company that makes the CD writing software.
Restoring Your Database Using an Automatic Backup
To restore your database from a periodic backup that Salon Iris makes, follow the steps below:
1. From the File pull-down menu, select Database Controls.
2. Click Restore Database from Backup.
32
Backup and Restore
3. Click the Yes button to restore your database from backup.
4. The Restore Database screen will appear. In the Backup Location section, select Restore a
database from the automatic backup location.
5. Click the Next button.
6. In the Automatic Backup Files section, all of your automatic backups will appear. Select the
automatic backup to restore and click Restore. Note that whenever you restore a database or
create a new blank database, your current information, which includes all clients, tickets,
products, services, etc. since the last back up, will be overwritten by the new database that you
are creating or the backup you are restoring.
7. The Are You Sure? screen will appear. Click Yes to restore the backup. Click Yes again to
restore the backup.
8. The Password Required screen will appear. Enter your password and click OK.
9. Your database will be restored. Click OK.
Note: If the Automatic Backup option is grayed out, then restoring from an automatic backup is not an
option because you probably have the Automatic Backup feature turned off. We highly recommend that you
keep the Automatic Backup feature turned on; see the Making Automatic Backups section of this User's
Guide for instructions.
Note: Whenever you restore a database or create a new blank database, your current
information, which includes all clients, tickets, products, services, etc. since the last back up,
will be overwritten by the new database that you are creating or the backup you are restoring.
Database
Database Overview
The Salon Iris database is a single file that contains most of the information you see. This includes the
following items:
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
Tickets (all sales history and future appointments)
Clients
Payroll (configuration and previous payrolls)
Photos
Products and services
Employee schedules
Gift certificates
Gift cards
Coupons
Declared cash/close out and cash drawer balance entries
Gum label settings
Time clock entries
Suppliers
Quotes
Purchase orders
General ledger
Activity log
E-mail reminder configuration
Time clock records
33
Backup and Restore
Please note: It is highly recommended that you backup your database on a regular basis.
Some businesses make backups every few hours, once a day, or once every few days. It is
recommended that you save backups onto USB memory sticks, Zip disks, or another
removable media so that your database will be available even if something happens to your
computer or your computer's hard drive.
Salon Iris uses the Microsoft SQL Server database. The database is located in the Microsoft SQL Server
Program File and is called SalonIris.mdf. The full location of the database is typically:
C:\Program Files\Microsoft SQL Server\MSSQL.1\MSSQL\Data\SalonIris.mdf
Database Summary
Salon Iris displays some of the information in your database such as the location and amount of
information. You can view a summary of the database's path, size, and number of tables and how many
entries are in each table. The Database Summary section can be accessed by going to the File pulldown menu and selecting Database Summary. The Database Summary screen has six tabs:
General
On the General tab, the Summary section includes the following database information: format, date
created, and currency format.
Pictures
On the Pictures tab, the Summary section has a table listing the type of picture, number of each picture
type, and total size. The Remove section provides the ability to remove only the pictures from tickets or
remove only pictures in the clients list. The Import and Export section allows you to import or export
pictures into/from the database.
Clean Up
On the Clean Up tab, the Delete section includes the option to remove all tickets closed before a
specified date, and the option to delete all clients that have not been in since a specified date.
Mailing
On the Mailing tab, in the Mailing section, you can set options for when the mailing report is run. Each
client has a Do not mail option, which is utilized when running the mailing report. The Set All button will
set the Do not mail option for all clients. The Clear All button will clear the Do not mail option for all
clients.
In the Appointment Reminder section, each client can be sent automatic reminders via e-mail or SMS.
You can click the Set All and Clear All buttons as appropriate to e-mail appointment reminders and/or
SMS messages.
34
Backup and Restore
Products and Services
On the Products and Services tab, in the Change Taxable Status section, you can click the buttons
(with the arrows on them) to do any of the following:
•
•
•
•
Set all products to taxable
Set all products to non-taxable
Set all services to taxable
Set all services to non-taxable
You can press the Update Wholesale Price, Category, and Make button, to update the wholesale price,
category, and/or make to the latest recorded price, category, and/or make. Every time a ticket that
contains a retail product is closed, Salon Iris will record the wholesale price, category, and make of the
particular product. In the future, for example, say you change the category of that product, you can use
the Update Wholesale Price, Category, and Make button to update the category, price, and make for all
of the tickets in your database.
Repair
On the Repair tab, three buttons can be used to rebuild Client, Ticket, or Employee IDs:
•
•
•
The Rebuild Client Information on Tickets button will rebuild and clean up any blank fields on
the client information.
The Rebuild Ticket Price, Product, and Service Count button will update several pieces of
information used on the tickets that are used for some reports.
The Rebuild Employee IDs button can be used to rebuild all Employee IDs in the database
based on employee name.
Note: Files in your database can become corrupted at times. You can use the Optimize Database feature to
correct some corrupted file problems. If the repair is not successful, you must restore a previously made
backup file. Making backups regularly is very important. You can also use the Optimize Database feature to
compress your database down to the smallest size possible. Running a Scan Disk will check the files and
folders of the selected drive for any errors, lost clusters, lost chains, and bad sectors. These types of errors
usually occur when a computer is interrupted while writing information to the hard drive. This often happens
when Windows locks or a program is improperly shut down.
Optimize Database
Files in your database can become corrupted at times. You can use the Optimize Database feature to
correct some corrupted file problems. If the optimize is not successful, you must restore a previously
made backup file. You can also use the Optimize Database feature to compress your database down to
the smallest size possible.
1. If possible, make a backup before running Optimize Database.
2. From the File pull-down menu, select Database Controls.
3. Click the Optimize Database button.
4. If you would like to reset all screen views, click the Reset all customized screen views box.
This will reset all screen views to their default settings.
5. Press the Next button.
6. Click OK after the database has been repaired and compacted.
35
Backup and Restore
Running a Scan Disk
Running a Scan Disk will check the files and folders of the selected drive for any errors, lost clusters, lost
chains, and bad sectors. These types of errors usually occur when a computer is interrupted while writing
information to the hard drive. This often happens when Windows locks or a program is improperly shut
down. To run a scan disk, perform the following steps:
1.
2.
3.
4.
5.
If possible, make a backup before running a Scan Disk.
From the File pull-down menu, select Database Controls.
Click the Optimize Database button.
Click the Run Scan Disk button.
You will be notified that the scan disk could take a while to complete and will require you to restart
your computer. The scan disk could take up to 30 minutes or more to complete.
6. Click the Yes button to run the scan disk.
7. Restart your computer.
36
Getting Started
Booth Renters
Booth Renter Overview
A booth renter is a worker who is not directly employed by your business, but works inside your business
and performs services for clients. Usually, the booth renter collects payment for service from the client
directly. Booth renters usually pay your business a rental fee. Booth renters are also called independent
contractors or chair renters.
Some businesses may choose not to have the booth renter's income appear in the business's totals. This
is usually done for tax purposes; each booth renter is responsible for paying his or her own taxes. When
running your business's totals, you may or may not choose to have each booth renter's totals appear.
Salon Iris allows you to do the following with booth renters:
•
•
•
•
•
•
Record the employee as a booth renter
Schedule a booth renter
Close the booth renter's tickets separately
Each booth renter can view his or her own totals separately
Booth renter income is kept separate from your business's income
Track a booth renter's payment (rent) to your business
Booth Renter Setup, Scheduling, and Totals
Salon Iris allows you to do the following with booth renters:
•
•
•
•
•
•
Record the employee as a booth renter
Schedule a booth renter
Close the booth renter's tickets separately
Each booth renter can view his or her own totals separately
Booth renter income is kept separate from your business's income
Track a booth renter's payment (rent) to your business
See the sections below for instructions on how to do each of the six items, listed above.
Setting Up a Booth Renter
1. Click the Employee icon/button and click the Add Employee button. Follow the instructions
shown in the Adding an Employee section of this User's Guide, except click the Booth Renter
tab and check the This person is a booth renter box.
2. Click OK. By doing this, you have signaled Salon Iris that the person is a booth renter and
(depending on how you run the Totals report), his or her totals may or may not be kept
separately from the business's totals.
Scheduling a Booth Renter
When scheduling the booth renter's appointments or work schedule, it is treated just like an employee.
See the Employees Scheduling section of this User's Guide portion to schedule appointments and
working hours.
37
Booth Renters
Closing Booth Renter's Tickets
Because you have the option to keep a booth renter's totals separately from the business's totals, on
each ticket, if a booth renter is selected on that ticket, all products and services listed on that ticket must
be for the same booth renter. In other words, if a booth renter is selected on a ticket, no other employee
can be on the same ticket, and that booth renter should have all the products and services listed under
his or her name. This is due to how the information is stored in the database.
If you have a client who is for example, purchasing services from a booth renter and products from your
business, you should do the following:
1. Make one ticket for the booth renter, list the services performed, and be sure the booth renter is
listed in the Employee column on the Ticket Information screen. Close the ticket.
2. Add a second ticket for the products and, on the Ticket Information screen, in the Employee
column, select None. Close out that ticket. By selecting None as the employee, the products
sold will automatically be shown on your business's totals.
By performing steps 1 and 2, above, your business will show the products purchased as income and will
give you the option to not show the booth renter's income.
Each Individual Booth Renter Can View His or Her Own Totals Separately
You can setup Salon Iris so each booth renter can only view his or her totals. To have a booth renter
view his or her own totals, perform the following steps:
1. From the Reports pull-down menu, select Totals.
2. Select My Totals Report, report #108. To use this report, you must have password protection
enabled and also have this report set up to require a password, while still allowing all employees
to have access to it. See the Passwords portion of this User's Guide for information on setting up
passwords.
3. The appropriate booth renter will enter his or her ID and password in to access the Totals report.
4. The Sales Totals screen will appear.
5. Select the appropriate time and date ranges and click OK.
6. The booth renter's totals will appear.
Viewing Your Business's Totals
When a person is a booth renter, you have the option of keeping his or her totals separately from the
business's totals (or include them). To run your business's totals, perform the following steps:
1. Click the Totals button/icon.
2. Select the appropriate date, time, employee, and/or booth renter parameters and click OK. Note
that you can choose to include or not include booth renter information by checking or unchecking
the Include all booth renters box, which is located in the Individuals section.
3. See the Totals section of this User's Guide for more information on Totals.
38
Booth Renters
Tracking a Booth Renter's Payment to Your Business
You can easily do a deduction for a booth renter's payment to your business. To setup a booth renter
deduction, perform the following steps:
1. Go to the Finance pull-down menu and select Payroll Configuration.
In the Deduction section, for the Booth Renter field, double click and enter the appropriate
deduction and press OK.
2. Continue to configure payroll as desired according to the Payroll section of this User's Guide.
Credit Card Processing for Booth Renters
If you are using X-Charge software and Global as your merchant account, see the Credit Card
Processing - Multiple Merchant Accounts section of this User's Guide for instructions on putting credit
card transactions into each booth renter's bank account separately.
If you are not using X-Charge software, see the Non Integrated Credit Card Processing section of this
User's Guide for instructions on credit card transactions.
39
Getting Started
Cash Tracking
Cash Drawer Setup
Cash Drawer Overview
Salon Iris will control most cash drawers that interface with the serial port or USB port on your computer.
This includes cash drawers that will open when any character or set of characters (up to eight) are sent to
the serial port.
Password Protection
The cash drawer controls can be password protected. See the Password Protection section of this User's
Guide for more information.
Cash Drawer Hardware
Salon Iris will control most cash drawers designed to interface with a PC.
Interface Type
The interface type could be any of the following:
•
•
•
Serial
Connects to an Epson receipt printer
USB port
This includes cash drawers that will open when any character or set of characters (up to eight) are sent to
the serial port.
Power Supply
The power supply for the cash drawer is either the PC (through the serial port) or an external power
supply provided by the cash drawer manufacturer.
Our Recommendation
Please visit our web site at www.SalonIris.com/hardware.htm for our current recommendation of cash
drawer types and suppliers.
Cash Drawer Setup
Cash Drawer
To configure your cash drawer so it pops open at the end of a sale, perform the following steps:
1. Go to the Hardware Setup tab, which is found by going to the Tools pull-down menu, then
Options.
2. In the Cash Drawer section, check or uncheck the box, Open the cash drawer when a ticket is
closed, as you feel appropriate.
40
Cash Tracking
3. Check or uncheck the box, Display a pop-up message after opening the cash drawer, as you
feel appropriate.
4. Click the Configure button. The Configure Cash Drawer screen will appear. There are two
ways to setup your cash drawer:
• Automatic
• Manually
Note: We highly recommend that you use the Auto Setup feature. Salon Iris will automatically determine
which settings are required to work with your cash drawer.
Cash Drawer Automatic Setup
To automatically set up your cash drawer, perform the following steps:
1. Go to the Configure Cash Drawer screen. You can access this screen by going to the Tools
pull-down menu, selecting Options, clicking the Hardware Setup tab, and then the Configure
button in the Cash Drawer section.
2. Choose one of the following settings depending on the type of cash drawer that you have:
• I do not have a cash drawer
• My cash drawer is connected to the serial port or is connected to a serial Epson
T88IV printer. This is our recommended option to use.
• My cash drawer is connected to a USB Epson T88IV Printer (USB connection only)
• My cash drawer is connected directly to the computer using a USB cable
3. If you selected the serial port option in step 2, above, click the Auto Setup button (You may
ignore the port options when selecting Auto Setup).
4. The Cash Drawer Wizard will appear. Click the Next button.
5. Salon Iris will be ready to try different combinations of setup features on your computer. Each
combination will be tried for 5 seconds until all are explored.
6. Click the red Stop button once your cash drawer opens.
7. Click OK when finished.
Note: On the Configure Cash Drawer screen, you can click the Test Open Drawer button to test opening
the drawer.
Cash Drawer Manual Setup
You can manually setup your cash drawer by following the steps below:
1. Go to the Configure Cash Drawer screen. You can access this screen by going to the Tools
pull-down menu, selecting Options, clicking the Hardware Setup tab, and then the Configure
button in the Cash Drawer section.
2. Choose one of the following settings depending on the type of cash drawer that you have:
• I do not have a cash drawer
• My cash drawer is connected to the serial port or is connected to a serial Epson
T88IV printer
• My cash drawer is connected to a USB Epson T88IV Printer (USB connection only)
• My cash drawer is connected directly to the computer using a USB cable
3. If you selected the serial port option in step 2, enter the appropriate communication settings
(COM Port #, Baud rate, stop bits, etc). With the exception of the COM port, this information
should be provided by the manufacture of the cash drawer. The COM port is determined by your
Windows and hardware settings. Experiment to find the correct value by trying 1, then 2, then 3,
then 4. One of these values will work.
41
Cash Tracking
4.
5.
6.
7.
You can click the Reset to Default Values button, if you would like to reset the default values.
Click the Test Open Drawer button to see if the drawer opens.
Repeat steps 3-5 until the drawer opens when clicking the Test Open Drawer button.
Click OK when the selections are complete.
USB Cash Drawer Setup
You can setup your USB cash drawer by following the steps below:
1. Connect the power cable on the back of the cash drawer (normally black) by plugging it in to the
power supply.
2. Hook up the USB cash drawer to your computer by connecting the USB cable (normally
grey/tan). The USB cable should be attached to the back of the cash drawer and the other end of
the cable should connect to the USB port on the main computer.
3. On the back of the MMF USB interface cash drawer, there are four small switches, called DIP
switches.
4. The settings of these switches determine the drawer number. Each cash drawer must have a set
number, and if more than one USB drawer is being used in a network of computers, no two cash
drawers should carry the same drawer number.
5. If you are using only one cash drawer, leave all the switches down (on) so that the drawer
number will be set at 0, the default setting for the software.
6. If you have more than one drawer in your network of computers, leave one at the default (zero)
setting. On each of the other drawers, set your switches according to the chart below so that the
drawer numbers will be different from each other. Record the numbers that you set the drawer at
for each computer, as it will be used in the cash drawer setup for the software on each of the
computers.
7. Depending on the positions of each switch, the cash drawer number will be as what is shown in
the chart below:
Drawer
Number
Switch 1
Switch 2
Switch 3
Switch 4
0
1
2
3
4
5
6
7
ON
ON
ON
Res.
OFF
ON
ON
Res.
ON
OFF
ON
Res.
OFF
OFF
ON
Res.
ON
ON
OFF
Res.
OFF
ON
OFF
Res.
ON
OFF
OFF
Res.
OFF
OFF
OFF
Res.
8. For switch 4, leave the switch set as ON&emdash;this is what ”r;Res.” refers to.
9. Now that the hardware physical setup is complete, within the software, perform the following
steps:
a. Go to the Tools drop-down menu and select Options.
b. Click on the Hardware Setup tab.
c. Under the Cash Drawer section, click on the Configure button. The Configure Cash
Drawer screen will appear. In the Cash Drawer Settings section, select My cash
drawer is connected directly to the computer using a USB cable.
d. Enter in the drawer number that you set in the USB Dip Switch Number field. This
number will be determined by the switch positions as described in steps 5-8, above.
10. Click the Test Open Drawer button.
11. If your drawer does not open, be sure your drawer is plugged in and review your USB dip switch
number settings.
12. Click OK when finished to return to the Options screen. Click OK again to continue using the
software.
42
Cash Tracking
Petty Cash Tracking
Petty Cash Tracking Overview
Salon Iris allows you to track petty cash transactions. You can track money taken out of the cash drawer
(example: if you buy coffee for your employees) and money put back in the drawer (example: change
from the coffee purchase). Petty cash transactions do not appear in store sales' totals, but this feature
allows you to track miscellaneous money taken and put back in the cash drawer.
Record New Petty Cash Transaction
You may record a new petty cash transaction in either of two ways:
1. By following steps 1 - 4 below. This option may be used when a certain employee may enter in a
petty cash transaction, but the owner of the business does not want this individual to be able to
view and edit all petty cash transactions.
2. Or, from the Petty Cash Tracking screen. See the View and Edit Petty Cash Transactions
section of this User's Guide for instructions. This option may be used by the business owner or
manager to view, edit, and add petty cash transactions - all from the same screen.
To record a new petty cash transaction, perform the following steps:
1. From the Cash pull-down menu, select New Petty Cash Transaction. The Add Petty Cash
screen will appear.
2. Enter the employee, category, and description of the petty cash transaction. Two default choices
for category will appear in the drop down list: Misc. Supplies and Found Cash. Press the Edit
button to add more categories. For example, you may add a category called, "Coffee."
3. Enter the type and amount of the petty cash transaction.
4. Press OK.
Note: If password protection is enabled, the petty cash transaction will be recorded for the employee that is
logged in. See the Password section of this User's Guide for more information on password protection.
View and Edit Petty Cash Transactions
From the Petty Cash Tracking screen, after petty cash transactions are entered, you may view, edit, and
delete them . Also, you may add additional petty cash transactions. This screen may be used by the
business owner or manager to view, edit, delete, and add petty cash transactions - all from the same
screen.
Viewing and Editing Petty Cash Transactions
To view and edit petty cash transactions, perform the following steps:
1. From the Cash pull-down menu, select Edit Petty Cash Transactions.
2. Click on the petty cash transaction to view or edit. Click the Edit Petty Cash button. Make the
appropriate changes (or just view) and click OK.
43
Cash Tracking
Adding Petty Cash Transactions
To add a petty cash transaction, perform the following steps:
1. From the Cash pull-down menu, select Edit Petty Cash Transactions.
2. Click the Add Petty Cash button, located at the upper left of the screen.
3. Enter the employee, category, and description of the petty cash transaction. Two default choices
for category will appear in the drop down list: Misc. Supplies and Found Cash. Press the Edit
button to add more categories. For example, you may add a category called, "Coffee."
4. Enter the type and amount of the petty cash transaction.
5. Press OK.
Deleting Petty Cash Transactions
To delete a petty cash transaction, perform the following steps:
1.
2.
3.
4.
From the Cash pull-down menu, select Edit Petty Cash Transactions.
Select the petty cash transaction to delete and click the Delete Petty Cash button.
The Are You Sure? screen will appear.
Confirm your selection and click the Yes button to permanently delete this entry from the
database.
Cash Drawer Balance
Cash Drawer Balance and Close Out Overview
Salon Iris allows you to track and balance all of the currency in the cash drawer. The actual amount of
money, checks, credit cards, and other currencies (in the cash drawer) may be recorded and compared to
the amount of currency taken in on closed tickets. Each cash drawer balance (for each employee) can be
recorded and tracked.
Record New Cash Drawer Balance and Close Out
Salon Iris enables you to easily balance your cash drawer and close out. You can do a cash drawer
balance and close out according to date and/or time.
To record a new cash drawer balance, perform the following steps:
1. From the Cash pull-down menu, select Close Out & Cash Drawer Balance.
2. The Select Date and Time screen will appear. Select the appropriate date and time parameters.
Click the OK button.
3. If you have booth renters, a pop-up screen will appear asking you if you would like to include
them. Select Yes or No as desired.
4. Select the computer(s) that you would like to record the new cash drawer balance and close out
for. Some businesses have a local area network of Salon Iris running with several computers on
the LAN. Click the OK button.
5. If password protection is not enabled for this feature, at the top of the screen, select the employee
performing this close out and cash drawer balance. If password protection is enabled, this will be
done based on which employee is logged in.
6. The Cash Drawer Balance screen will appear. In the Counted Cash section (in the Count
column), enter the number of each type of currency in the cash drawer.
7. In the Starting Balance field, enter the starting balance of the cash drawer. For example, at the
start of the day, some business's have $200 in cash in the drawer.
44
Cash Tracking
8. The amount of dropped cash will automatically appear. See the Record Cash Drawer Drop
section in this User's Guide for more information on cash drops.
9. The amount of petty cash and settled tips will automatically appear.
10. Salon Iris will calculate the reported amount of cash in the drawer and compare it to the counted
cash in the drawer.
11. The Non-Cash section shows the total amount of checks, credit cards, and other non-cash
amounts from closed tickets.
12. For a perfect drawer balance, there should be no difference in counted currency and reported
currency.
13. Click Save when finished.
Note: The cash drawer Reported Balance should be equal to the Counted Cash in the drawer. The
Reported Balance is equal to the (starting balance) plus (calculated total of cash from closed tickets) minus
(dropped cash) minus (petty cash) minus (settled tips). The Counted Cash is the amount of cash physically
in the drawer. Status shows if the drawer is balanced. If it is not, it shows the amount that you are over or
under.
Note: You can click the Details tab to find out more information about your cash drawer balance.
Adding Cash Drawer Balance Entries
To add a cash drawer balance entry, perform the following steps:
1. From the Cash pull-down menu, select View Cash Drawer Balances.
2. Click the Add Balance button.
3. If password protection is not enabled, the Select Date and Time screen will appear. Select the
appropriate date and time parameters. Click the OK button.
4. If password protection is enabled, the cash drawer balance will be recorded for the employee that
is logged in. Select the appropriate date and time parameters. Click the OK button.
5. If you have booth renters, a pop-up screen will appear asking you if you would like to include
them. Select Yes or No as desired.
6. Select the computer(s) that you would like to record the new cash drawer balance and close out
for. Some businesses have a local area network of Salon Iris running with several computers on
the LAN. Click the OK button.
7. The Cash Drawer Balance screen will appear. In the Counted Cash section (in the Count
column), enter the number of each type of currency in the cash drawer.
8. In the Starting Balance field, enter the starting balance of the cash drawer. For example, at the
start of the day, some business's have $200 in cash in the drawer.
9. The amount of dropped cash will automatically appear. See the Record Cash Drawer Drop
section in this User's Guide for more information on cash drops.
10. The amount of petty cash and settled tips will automatically appear.
11. Salon Iris will calculate the reported amount of cash in the drawer and compare it to the counted
cash in the drawer.
12. The Non-Cash section shows the total amount of checks, credit cards, and other non-cash
amounts from closed tickets.
13. For a perfect drawer balance, there should be no difference in counted currency and reported
currency.
14. Click Save when finished.
Note: The cash drawer Reported Balance should be equal to the Counted Cash in the drawer. The
Reported Balance is equal to the (starting balance) plus (calculated total of cash from closed tickets) minus
(dropped cash) minus (petty cash) minus (settled tips). The Counted Cash is the amount of cash physically
in the drawer. Status shows if the drawer is balanced. If it is not, it shows the amount that you are over or
under.
45
Cash Tracking
Note: You can click the Details tab to find out more information about your cash drawer balance.
View Previous Cash Drawer Balances and Close Outs
You may view, add, and delete previous cash drawer balance entries. Salon Iris does not allow you to
edit an existing cash drawer balance entry. This screen may be used by the business owner or manager
to view, delete, and add cash drawer balance entries - all from the same screen. This screen may be
password protected. See the Passwords section of this User's Guide for more information on password
protection.
Viewing Cash Drawer Balance Entries
To view cash drawer balance entries, perform the following steps:
1. From the Cash pull-down menu, select View Cash Drawer Balances.
2. Click on the cash drawer balance entry that you would like to view. Click the View Balance
button. Click OK.
Note: When viewing a cash drawer balance, click the Details tab to see when the cash drawer balance was
run and more details.
Note: The cash drawer Reported Balance should be equal to the Counted Cash in the drawer. The
Reported Balance is equal to the (starting balance) plus (calculated total of cash from closed tickets) minus
(dropped cash) minus (petty cash) minus (settled tips). The Counted Cash is the amount of cash physically
in the drawer. Status shows if the drawer is balanced. If it is not, it shows the amount that you are over or
under.
Deleting and Rerunning Cash Drawer Balance Entries
If you happen to accidentally run a cash drawer balance for the incorrect day or time, it is easy to
recalculate. To delete a cash drawer balance and optionally rerun it, perform the following steps:
1. From the Cash pull-down menu, select View Cash Drawer Balances.
2. Click on the cash drawer entry to delete and press the Delete Balance button. The Are You
Sure? screen will appear. Select Yes to permanently delete the cash drawer entry from the
database.
3. Optionally, you may now rerun the cash drawer balance, by clicking the Add Balance button and
following the steps described in the Close Out and Cash Drawer Balance section of this User's
Guide.
Cash Drops
Cash and Check Drop Overview
Salon Iris allows you to record and track cash and check drops. A cash drop is an amount of cash
removed from the cash drawer and placed in the safe or sent to the bank for deposit. There is no limit on
the number (and cash amount) of drops you can take.
46
Cash Tracking
Record New Cash Drop
To record a new cash drop, perform the steps below:
1. From the Cash pull-down menu, select New Cash Drop. The Add Cash Drop screen will
appear.
2. Enter the amount of cash being dropped.
3. Enter the amount in checks being dropped.
4. If password protection is enabled for this feature, the employee logged in will be recorded
automatically. If password protection is not enabled, select the employee performing this cash
drop from the drop-down menu. See the Password section of this User's Guide for more
information on password protection.
5. Click OK. The dropped cash should be placed in the safe or sent to the bank.
View Cash Drops
You may view, add, and delete previous cash drop entries. Salon Iris does not allow you to edit an
existing cash drop entry. This screen may be used by the business owner or manager to view, delete,
and add cash drop entries - all from the same screen. This screen may be password protected. See the
Passwords section for more information on password protection.
Viewing Cash Drop Entries
To view cash drop entries, perform the following steps:
1. From the Cash pull-down menu, select View Cash Drops.
2. All cash drop entries will appear in a table.
Adding Cash Drop Entries
To add a cash drop entry, perform the following steps:
1. From the Cash pull-down menu, select New Cash Drop. The Add Cash Drop screen will
appear.
2. Enter the amount of cash being dropped.
3. Enter the amount in checks being dropped.
4. If password protection is not enabled, select the employee. If password protection is enabled, the
cash drop will be recorded for the employee that is logged in.
5. Click OK. The dropped cash should be placed in the safe or sent to the bank.
Deleting Cash Drop Entries
To delete cash drop entries, perform the following steps:
1.
2.
3.
4.
5.
From the Cash pull-down menu, select View Cash Drops.
Click on the entry that you would like to delete.
Click the Delete Cash Drop button.
The Are You Sure? screen will appear.
Confirm your selection and click the Yes button to permanently delete the entry from the
database.
47
Cash Tracking
Declared Cash
Declared Cash Overview
Declared Cash is the total cash drawer assets, including cash, checks, Visa, etc, reported by an
employee at check out. Salon Iris facilitates reporting and maintaining records of declared cash.
If you are a new user of Salon Iris, it is recommended that you ignore the Declared Cash feature and use
the Cash Drawer Balance and Petty Cash Tracking features instead.
Entering (Reporting) Declared Cash
To enter (report) employee declared cash, perform the following steps:
1. From the Cash pull-down menu, select New Declared Cash. The Declared Cash screen will
appear.
2. Click on the employee name field and make your selection.
3. Enter the cash drawer content amounts for each type of asset, and then click OK.
Deleting Declared Cash Entries
To permanently delete a declared cash entry from the database, perform the following steps:
1. From the Declared Cash screen, which is accessed by going to the Cash pull-down menu and
selecting View Declared Cash, click to highlight the entry to be deleted, and then click the Delete
Declared Cash button. The Are You Sure? window will appear.
2. Click Yes to delete the entry.
Viewing and Sorting Declared Cash Entries
The business owner or manager can view the declared cash amount reported by each employee.
Viewing declared cash entries can be password protected. See the Passwords section of the User's
Guide for more information. To view and sort declared cash entries, perform the following step:
From the Cash pull-down menu, select View Declared Cash. The Declared Cash screen will appear
showing dates, employees, and reported declared cash.
You can click on a column heading, such as Employee, to sort by that column.
Printing Declared Cash Entries
To print declared cash entries, perform the following steps:
1. From the Cash pull-down menu, select View Declared Cash.
2. Sort to the desired display (by clicking on a column heading, if you wish to sort by that column
heading), and then click Print List. The Printing Options screen will appear.
3. Enter your print option selections, and then click Print.
48
Getting Started
Check Printing
Check Printing Overview
You can print checks using a full-size Windows printer. To do this, you need to obtain blank checks from
your local bank or CMJ Designs Inc. Please contact us or visit our web site.
Check printing is only available in the Professional and Network versions.
There are five different ways to print a check. Each way is designed for all kinds of payments. The
different ways are as follows:
1. Payroll: Running payroll and then pressing the Print Checks button. The check stubs will
include wages and deduction details. The option is provided to add or not add the entries to the
general ledger after printing.
2. Quick Print Employee Checks: From the Finance pull-down menu, select Quick Print
Employee Checks. These are checks that do not include payroll wages or deduction details.
3. Miscellaneous General Checks: From the Finance pull-down menu, select Quick Print Any
Check. This is a non-payroll check, in which no payroll calculations are made.
4. Individual General Ledger Check: When editing a General Ledger entry, select the Check
tab. Then press the Print This Check Now button.
5. Multiple General Ledger Checks: On the General Ledger screen, press the Print Checks
button. All the checks on the ledger that have been flagged to print, will be printed. These
checks will be included on the General Ledger.
Check Printing Formatting
The Check Setup button allows you to customize how the checks are printed. The Check Setup button
automatically appears after you select one of the five ways Salon Iris allows you to print checks. Make
your selections and press OK. See the Check Printing Overview section for a description of ways to print
checks.
You only need to configure the check setup once. It is recommended that you use blank paper while
adjusting the settings. Hold the paper next to a check and adjust the settings accordingly.
Print Payroll Checks
You can perform employee payroll calculations and then immediately print checks. The check stubs will
include wages and deduction details. The payroll checks do have the option to be included or not
included in the General Ledger.
To print employee payroll checks, perform the following steps:
1. Run the payroll calculation. See the Payroll Calculation section of this User's Guide for
instructions on running payroll.
2. Click the Print Checks button. The Print Checks screen will appear. This window contains a
grid listing all employees and the payroll amount for the checks.
3. In the Print column, check or un-check the employees for who checks are to be issued.
4. Verify/edit the starting check number in the information box in the upper middle portion of the
screen.
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Check Printing
5. For first time setups, or when changing the check format, you must also click on the Check
Setup button. The Edit Check Format window will appear, enabling you to adjust the print
layout to your check format. Make the appropriate selections and click the OK button to return to
the Print Checks screen.
6. Check or un-check the Add Entries to General Ledger after printing box. See the General
Ledger section of this User's Guide for more details on using the General Ledger to track your
business's finances.
7. As desired, check or un-check the Do not print service and product totals on check stub box.
8. Click the Next button. The Printing Options window will appear. Select the appropriate options
and click Print.
Quick Print Employee Checks
The Quick Print Employee Checks feature is a way to print payroll checks that do not include wage or
deduction details on the stub. These checks can be added to the General Ledger. To quick print
employee checks, perform the following steps:
1. From the Finance pull-down menu, select Quick Print Employee Checks. The Print Checks
screen will appear. This window contains a grid listing all employees and the payroll amount for
the checks.
2. In the Print column, check or un-check the employees for who checks are to be issued.
3. Verify/edit the starting check number in the information box in the upper middle portion of the
screen.
4. For first time setups, or when changing the check format, you must also click on the Check
Setup button. The Edit Check Format window will appear, enabling you to adjust the print
layout to your check format. Make the appropriate selections and click the OK button to return to
the Print Checks screen.
5. Check or un-check the Add Entries to General Ledger after printing box. See the General
Ledger section of this User's Guide for more details on using the General Ledger to track your
business's finances.
6. As desired, check or un-check the Do not print service and product totals on check stub box.
7. Click the Next button. The Printing Options window will appear. Select the appropriate options
and click Print.
Quick Print Any Check
You can print non-payroll checks, such as a check going to a supplier. The process is identical to printing
payroll checks, except no payroll calculations are made. You may edit the name of the payee, and must
enter the check amount. To use this feature, perform the following steps:
1. From the Finance pull-down menu, select Quick Print Any Check. The Quick Print Check
screen will appear.
2. The date will automatically appear.
3. Manually enter in the check number in the Check number: field or click the Next Check Number
button to have the next check number inserted in.
4. In the Description/To: field, enter to who the check is being issued.
5. Enter text in the Comment field, if desired.
6. In the Amount: field, enter the amount.
7. Check or un-check the Add this to the General Ledger after printing box. See the General
Ledger section of this User's Guide for more information on tracking your business's finances
using the General Ledger feature.
8. From the drop-down box in the Category: field, select the category of the check. If you wish to
edit the category, click the Edit Categories button and make the appropriate revisions.
9. Click the Print This Check Now button and the Printing Options screen will appear. Select the
appropriate options and click Print.
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Check Printing
Print General Ledger Checks
You can print checks from the General Ledger. You can use these checks to pay employees, utilities, or
other business expenses. You can print checks from the General Ledger in two ways:
1. While editing a general ledger entry, click the Check tab. Select the Print This Check Now
button.
2. From the General Ledger screen, click the Print Checks button in the left column.
3. The Print Checks screen will appear. In the Print column, check the box(es) in the row(s) that
you would like to print check(s) for.
4. If needed, click your mouse on a check number, amount, who the check is to, or note and
manually make changes.
5. Click the Next button.
6. The Printing Options screen will appear. Select the appropriate options and click Print.
Note: From the Print Checks screen, the Check Setup button allows you to customize how the checks are
printed. The button automatically appears after you select to print checks. You only need to configure the
Check Setup screen once. It is recommended that you use blank paper while adjusting the settings. Hold
the paper next to a check and adjust the settings accordingly.
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Getting Started
Client Check In
Client Check In Overview
Salon Iris allows you to check in a client when he or she arrives for his or her appointment. The
appointment book will show if the client is checked in.
Checking a Client In
To check a client in, perform the following steps:
1.
2.
3.
4.
Open the client's scheduled ticket, and click the Check Customer In button.
Click the Schedule/Leave Open button on the Ticket Information screen.
The client is now checked in.
The client's ticket will now appear in the appointment book as checked in.
52
Getting Started
Clients
Clients Overview
Salon Iris allows you to maintain a record of your clients, including their previous visits to your business,
purchases, history, formulas, and photographs. Client information can be reviewed and printed to support
appointments scheduled on tickets. See Tickets in this User's Guide for more details on appointments.
Accessing the Clients Screen
From any Salon Iris main screen, click the Clients icon or select Edit Clients from the Clients pull-down
menu. The Clients screen will appear showing a list of your clients. You may add new clients by pressing
the Add Client button.
Client's Information That Is Stored
You can click on the client and then click the Edit Client button. You will see that each client's
information is stored on eight tabs:
•
•
•
•
•
•
•
•
Contact Information - track address, phone number, e-mail address, birthday, anniversary, and
many other details.
History - track formula history, visit history, no show history, preferred employee, pre-paid
services balances, and many other details. Also, track the number and balance of pre-paid
services remaining. If you are not using a gift card or a gift certificate for the client, the
recommended way to enter in pre-paid services is from the Ticket Information screen. Simply
type in the quantity being purchased and the quantity being used. Salon Iris will subtract the
quantity being used from the quantity being purchased. The number and balance of pre-paid
services remaining will appear here, in the client pre-paid services area.
Balance - track if the client has a credit due or owes your business money.
Loyalty Points - track the number of loyalty points a customer has.
Document Tracking - track the completion status of documents that you require your customers
to fill out.
Tanning - optionally track tanning minutes or visits.
Picture - store a picture of your client.
Other - create a pop-up alert notification that appears whenever your client's ticket is edited,
create a default discount, or store family information.
Adding a Client
To add a client, perform the following steps:
1. From the Clients screen (which is accessed by clicking the Clients icon or selecting Edit Clients
from the Clients pull-down menu), click the Add Client button.
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Clients
2. The Add Client screen will appear with a Client ID automatically assigned. Note that this screen
contains eight tabs:
•
•
•
•
•
•
•
•
Contact Information - track address, phone number, e-mail address, birthday,
anniversary, plus many other details.
History - track formula history, visit history, no show history, preferred employee, plus
many other details. Also track the number and balance of pre-paid services remaining.
If you are not using a gift card or a gift certificate for the client, the recommended way to
enter in pre-paid services is from the Ticket Information screen, which is located in the
Tickets and Appointments section of this User's Guide. Simply type in the quantity being
purchased and the quantity being used. Salon Iris will subtract the quantity being used
from the quantity being purchased. The number and balance of pre-paid services
remaining will appear here, in the client pre-paid services area.
Balance - track if the client has a credit due or owes your business money.
Loyalty Points - track the number of loyalty points a customer has.
Document Tracking - track the completion status of documents that you require your
customers to fill out.
Tanning - optionally track tanning minutes or visits.
Picture - store a picture of your client.
Other - create a pop-up alert notification that appears whenever your client's ticket is
edited, create a default discount, or store family information.
3. Refer to the sections below to setup the contact information, history, balance, loyalty points,
document tracking, tanning, picture, and other information.
Contact Information Tab Setup
1. The first tab displayed is the Contact Information. Enter the appropriate information in each
field. There are fields for gender, title, occupation and for birthday and anniversary dates that
may be used for business promotions. It is not necessary to enter the year in these fields.
2. In the Reference section, there is a field named File link:. Salon Iris will link to a word processor
or spreadsheet file on the client. Click the Select button next to the File link: field, select the file
and click Open.
3. Check or uncheck the mailing, e-mail address, and SMS messaging options as desired. For
more information on e-mailing and sending SMS messages, see the Automatic E-mail and SMS
Appointment Reminders section of this User's Guide, which is located in the Tickets and
Appointments section of this User's Guide.
4. Click the History tab to setup/view the history information tab and follow the instructions below.
Note: Tab or click directly into the ZIP or Postal Code fields without typing in the city or state. Enter the ZIP
or postal code and the city and state will automatically appear.
Note: Click the MapQuest button to receive directions to the client's address.
History Tab Setup
1. To setup/view the client's history information, click the History tab.
2. The first and last employee to service the client, the total amount spent on services and products,
and the customer's visit history will appear on this screen. Also, if the client was referred to the
business by another client, you can enter this information in the Referral Client section.
3. For information on tracking client no shows, see the No Shows section of this User's Guide,
which is located in the Clients section of this User's Guide.
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Clients
4. Click the Formula History button to view/record the client's formula history. If this is the first time
entering information for this client, the information contained in the Purchases and Formula
History buttons will not be available for viewing until after you click the Save button and save the
client in the database and then return to the Edit Client screen. Click OK when finished viewing
the formula history.
5. Click the Purchases button (Note that this button is not available for viewing until after you click
the Save button and save the client in the database) to view the following information:
• Upcoming appointments
• Previous products
• Previous services
• Previous other transactions such as gift certificates, returns, etc.
• List of no show appointments
• Click OK when finished.
6. Click the Pre-Paid Services button to view, edit, and delete all pre-paid services for this client.
See the Pre-Paid Services section of this User's Guide, which is located in the Gift Cards, Gift
Certificates, and Other Pre-Paid Services section of this User's Guide, for instructions on
recording pre-paid services for a client. Click OK when finished viewing/editing the Pre-Paid
Services.
7. Click the Balance tab to setup/view the balances and follow the instructions below.
Balance Tab Setup
1. To setup/view the balance information, click the Balance tab. You can view the balance the client
owes (if any) or the business owes the client (if any), along with an explanation of what is owed.
Balances are tracked automatically when a ticket affecting the client's balance is closed. You
can click the View Balance History button, to view all credits/debits applied to his or her account.
The History screen will appear. Click OK to return to the Balance tab.
2. You also have the option to manually adjust the client's balance by using any of the following
buttons:
• Set to Exact Value, to set a client's balance to an exact amount.
• Adjust by Adding Credit, to credit the client.
• Adjust by Removing Credit, to debit the client.
3. Click the Loyalty Points tab and follow the instructions below.
Loyalty Points Tab Setup
1. To setup/view the loyalty points information, click the Loyalty Points tab.
2. See the Loyalty Points section of this User's Guide, which is located in the Clients section of this
User's Guide, for information on loyalty point tracking.
3. Click the Document Tracking tab and follow the instructions below.
Document Tracking Tab Setup
1. To setup/view the document tracking information, click the Document Tracking tab. In the
Generic Document Information section, you can track the completion status of any generic
document that has already been entered in the Options screen.
2. To enter the generic document in the Options screen, you must first setup the generic document
in the Options screen. If you have already setup your document in the Options screen, skip to
step 3. If not, follow steps a-l, below:
a. If you are already in the Add a Client screen, click Save for this current client.
b. Go to the Tools pull-down menu, and select Options.
c. Click the Preferences tab and click the Client Options button. The Client Options
screen will appear. The Document Tracking section allows you to establish a system by
which important documents and their relation to clients can be organized and tracked.
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Clients
After completing steps c-l, you can edit the client and click the Document Tracking tab.
You can then track the completion status of any generic document and also documents
that are unique to this client.
d. Click the Document Setup button. The Document Tracking Options screen will
appear.
e. Click the Add Document button. The Add Document screen will appear.
f. Type in the name you would like to give this document. For example, it could be your
business's service agreement and legal disclaimer.
g. For the document type, you can click the Edit button to create different types of
documents. The Document Type screen will appear. For example, some types of
documents may be as follows: legal forms, service agreements, client history forms,
billing information, etc. On the Document Type screen, click the Add, Edit, Delete, and
Add Blank buttons as needed to create document types. Click OK after your document
types are created.
h. Click the Select button to select the document off of your computer's hard drive or
another location and click Open. Click OK when finished to return to the Document
Tracking Options screen.
i. Repeat steps e-h for each document to add.
j. Click OK again to return to the Client Options screen and then OK again to return to the
options setup.
k. Click OK and then return to the Clients screen by going to the Clients pull-down menu
and selecting Edit Clients.
l. Click on the client to edit and click the Edit Client button. Click the Document Tracking
tab.
3. In the Generic Document Information section, you will see the name(s) of the document(s) that
you can track the completion status for. These are the documents that you just created in step 2,
above. Highlight the document and click the Edit Status button. The Edit Document Status
screen will appear. In the Current Status field, from the drop-down box, choose from the
following selections:
4.
5.
6.
7.
8.
9.
10.
11.
• Incomplete
• Complete
• Pending
• In Process
• Unknown
Note that you can click the Edit button, next to the Current Status field to change the names of
the current status to anything that you like.
Beneath the Current Status field, you can track up to four records of past histories for this
document. For example, you can enter in a status of Pending for 3/1/07 and In Process for
4/1/07, so you can track the progress being made on the document.
Click the OK button to return to the Document Tracking tab.
Repeat Steps 3-6 for each generic document.
In the Unique Document Information section, you can set an unlimited number of unique
documents that can be assigned to each client. Click the Add Document button. The Add
Document screen will appear.
Type in the document name. For example, it could be your business's service agreement and
legal disclaimer.
For the document type, you can click the Edit button to create different types of documents. The
Document Type screen will appear. For example, some types of documents may be as follows:
legal forms, service agreements, client history forms, billing information, etc. On the Document
Type screen, click the Add, Edit, Delete, and Add Blank buttons as needed to create document
types. Click OK after your document types are created.
Click the Select button to select the document off of your computer's hard drive or another
location and click Open. Click OK when finished to return to the Document Tracking Options
screen.
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Clients
12. Repeat steps 8-11 for each unique document to add.
13. Click the Tanning tab and follow the instructions below.
Tanning Tab Setup
1. To setup/view the tanning information, click the Tanning tab. When a ticket is closed, the client's
tanning information is automatically updated. See the Client Tanning section of this User's
Guide, which is located in the Clients section of this User's Guide, for more instructions on
tanning.
2. You may use the Adjust and Clear buttons to manually adjust the client's balance accordingly.
3. Click the Picture tab and follow the instructions below.
Picture Tab Setup
1. To setup/view the picture tab information, click the Picture tab.
2. If you have a camera or a scanner attached to your computer, you can take a picture of your
client. Click the Take button to take the client's picture. Click the Options button to enlarge the
picture, import, export, or remove the picture. See the Pictures section in this User's Guide for
more information on pictures.
3. Click the Other tab and follow the instructions below.
Other Tab Setup
1. To setup/view the other information, click the Other tab.
2. In the Default Discount section, enter in a default discount, if any, for services and products for
your client. This default will be used each time a ticket is opened.
3. In the Pop-Up Alert section, you can enter a pop-up alert that will appear when a client's ticket is
added or edited.
4. In the Family section, you can enter family information as a quick reference.
5. When all of your client information has been added, (you have entered in all contact information,
history, etc.), click Save or click Save and Add Another and you can continue to use Salon Iris
or add in another client.
Editing a Client
To edit client information changes, such as address, telephone number, or formula history:
1. Go to the Clients screen (which is accessed by clicking the Clients icon or selecting Edit Clients
from the Clients pull-down menu).
2. Click on the client to be edited and click Edit Client. The Edit Client screen will appear.
3. Enter the revisions and click Save.
Note: You may want to do a client search before step 2, above, to quickly find the client you would like to
edit. In the Search section, click the Search button, enter the appropriate information, and press OK. Click
the Clear Search button to show all clients.
57
Clients
Deleting a Client
To permanently remove a client from the database, perform the following steps:
1. Go to the Clients screen (which is accessed by clicking the Clients icon or selecting Edit Clients
from the Clients pull-down menu).
2. Click on the client to be deleted.
3. Click the Delete Client button located on the upper left of the Clients screen.
4. Click the Yes button to permanently delete the client from the database.
Note: You may want to do a client search before step 2, above, to quickly find the client you would like to
delete. In the Search section, click the Search button, enter the appropriate information, and press OK.
Click the Clear Search button to show all clients.
Merging Clients
You can merge two clients that have similar information. To merge two clients together, perform the
following steps:
1. Select Merge Clients from the Clients pull-down menu.
2. In the lower left, click the Select Client 'A' button to select the first client. The Find Client
screen will appear. Type in the appropriate information and click OK. If only one client is found,
that client's information will automatically populate in the Client A column. If more than one
client is found, the More Than One Client Found screen will appear. Click the appropriate client
and click OK.
3. Click the Select Client 'B' button to select the second client.
4. Any information that is different between client A and client B will be highlighted in red. For items
in red, you must make a selection (by clicking on the appropriate information) between client A or
client B for information to use when the two clients are merged. Once the selection is made, the
information selected will turn from red to yellow. The box that is yellow is the information used
when the clients are merged. All information in boxes that are not yellow will be discarded when
the two clients are merged.
5. Click the Merge button.
Searching for Clients
Two ways to search for clients exist:
1. From the Client's screen (which is accessed by clicking the Clients icon or selecting Edit
Clients from the Clients pull-down menu), you may search for a client or list of clients according
to name (or partial name) and/or city. All clients that meet the search criteria appear in the
Clients Table.
2. Using the Client Info button/icon, which is located at the top of any Salon Iris main screen . This
method allows you to search for a single client according to name (or partial name) and phone
number and view his or her information. The Client Info button/icon is useful for locating and
reviewing information for a specific client. Since a photograph of the client is included in Client
Information, this feature can also be used to confirm the identity of a client.
58
Clients
Locating a Client From the Clients Screen
To locate a client or clients by name or city (from the Clients screen), perform the following steps:
1. From the Clients screen, click the Search button located in the bottom left of the screen. The
List Client by First and/or Last Name window will appear.
2. Enter as little information about the client as needed to define the search. For example, if you
were to simply enter "Mary" as a first name, the search will produce a list of all clients named
"Mary;" entering a first name of "M" and a last name of "Jones" will produce a list of all clients
named "M. Jones."
3. Note that leaving a field or fields blank causes the search to ignore that subject as a criteria.
4. Click OK. The Clients screen information field will update to show only the clients meeting the
search criteria.
5. To return to the full clients list, click Clear Search.
Locating a Client From the Client Info Icon
To locate a client using the Client Info button/icon, perform the following steps:
1. Click the Client Info button or from the Clients pull-down menu, select View Client Information.
The Find Client screen will appear.
2. Enter the client's first and/or last name and/or phone number.
3. Click OK or press Enter.
4. If more than one client with the same name is found, the More Than One Client Found screen
will appear. Double click on the client of interest, and the View a Client's Information screen will
appear. This screen will show a complete current history of the client. Click OK or press Enter
when finished viewing the information.
Export Client List
Salon Iris can export clients as a text file. Salon Iris will allow you to have your client information exported
and saved as a text file (.txt), so you can open it using a word processor or spreadsheet application. To
export the client list, perform the following steps:
1. Go to the Clients screen.
2. First, determine which clients you would like to export using Search, Status, or sorting by clicking
on the column heading (example: click on Last Name to sort by last name).
3. Right click the mouse on a column heading, such as Last Name and select Save Table As.
4. Select where to save your file.
5. Type in the file name and click the Save button.
6. Your information will be saved as a text file, which is a file that ends in the .txt, extension. You
can open it using a word processor or spreadsheet program.
Note: You can also copy the table information by right clicking and selecting Copy Table. The information
can then be pasted into a word processor or spreadsheet program.
Printing Client Information
To print client information, perform the following steps:
1. Click the Clients button/icon or from the Clients pull-down menu, select Edit Clients. The
Clients screen will appear.
59
Clients
2. Client information is printed from the Clients screen. You can limit or organize the information to
print by first, determining which clients you would like to print using Search section, Status
section, or sorting by clicking on the column heading (example: click on Last Name to sort by last
name).
3. Optionally, you can right click on the column heading, such as First Name and select Customize
View. Click the Display tab. Use the Add and Remove buttons to move items you want shown
to the Display column. Click OK to return to the Clients screen.
4. Click the Print List button. The Printing Options screen will appear. Make your printer and
page selections.
5. Click the Print button. Whatever is shown in the table will be printed in the displayed order.
Client Balance
Each client can have an associated balance (amount due or amount of credit). There are three ways to
track balances (amount due or amount of credit):
1. From the Tickets screen when a product or service is purchased. Each time a ticket is
created to purchase a product or service, the client’s balance can be updated if that
product/service has been set up to make adjustments to a balance. In order to have the
balance updated using this method, the product/service should have a balance adjustment
established when the product/service is created. For more information on how to do this,
see the Adding Products or Adding Services section of this User's Guide. The balance will
be updated when the ticket is closed.
2. Manually. The client's profile is edited and the balance is manually changed. The balance
can be manually adjusted by editing a client. See the Adding a Client section for
instructions.
3. From the Tickets screen using the Special button. You can add credit to a client's
balance, use a client's available credit, and add the amount due to the client's balance.
Adjusting Balances From the Tickets Screen When a Product or Service is Purchased
Salon Iris allows you to track client balances (amount due or amount of credit) automatically. Every time
a client purchases a product and/or a service, you can give the client an amount of credit or debit. You
must first create a product ID and/or service ID with the appropriate balance selection and then create a
ticket. When the ticket is closed (the client pays for the product or service), Salon Iris will automatically
add or subtract an amount to/from the client's balance.
To track the balance automatically, perform the following steps:
1. Go to the Tickets screen, and add a ticket. See the Adding a Ticket section for instructions on
adding a ticket.
2. Enter the appropriate product ID or service ID (that uses the automatic balance updating feature)
onto the ticket. See the Adding Products and/or Adding Services section for instructions on
adding products and/or services that explains the use of balances.
3. Enter in the remaining appropriate information on the ticket and close the ticket. When the ticket
is closed, the appropriate adjustment to the balance will be added to the client's information
record.
Adjusting Balances Manually
Salon Iris allows you to adjust the client balance (amount due or amount of credit) manually. Sometimes,
you may not want to create a ticket to adjust the balance. Instead, you may wish to quickly go into the
client information and adjust the balance.
60
Clients
To adjust the balance manually, perform the following steps:
1. Add or edit the appropriate client. See the Adding Clients section for general instructions for
adding a client. The Client Information screen will appear.
2. Click the Balance tab to view the balance the client owes (if any), and an explanation of what is
owed. You can click the following buttons:
• View Balance History, to view all credits/debits applied to his or her account.
• Set to Exact Value, to set a balance to an exact value.
• Adjust by Adding Credit, to credit the client.
• Adjust by Removing Credit, to debit the client.
From the Ticket Information Screen, Adding Credit to a Client's Balance/Paying Off Balance
Adding credit to a client's balance is useful if the client is putting a down payment (or a deposit) on a
procedure or service that your business offers. Or, adding credit to a client's balance can be performed
when the client wants to pay off his or her balance.
To add credit to a client's balance, perform the following steps:
1. From the Ticket Information screen, click the Special button, then select Client Balance, then
select Add Additional Credit/Payoff Balance.
2. The Enter Credit Amount screen will appear. Enter in the amount and click OK.
3. Close the ticket.
Note: The client's added additional credit will appear in the Credits Received field in the Totals report.
Note: If a booth renter is selected on the ticket, as performing the service or selling the product, the Client
Balance feature is disabled.
From the Ticket Information Screen, Using a Client's Available Credit
To use a client's available credit toward his or her purchase, perform the following steps:
1. From the Ticket Information screen (after a product or service is entered on the open ticket),
click the Special button, then select Client Balance and then select Use Available Credit.
2. The Enter Credit Amount screen will appear. Enter in the amount of credit to use and click OK.
3. The ticket will be adjusted by the appropriate amount. Close the ticket.
Note: The client's used credit will appear in the Credits Given field in the Totals report.
Note: If a booth renter is selected on the ticket, as performing the service or selling the product, the Client
Balance feature is disabled.
From the Ticket Information Screen, Adding the Amount Due to a Client's Balance
Sometimes you may wish to add the amount from a purchase to a client's balance. This may happen if a
loyal customer forgets his or her check book or wallet. You can add the amount due to the client's
balance and next time the client comes in, he or she can pay you.
If you wish to add the amount due on an open ticket to the client's balance, perform the following steps:
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Clients
1. From the Ticket Information screen (after a product or service is entered on the open ticket),
enter the tender amount. This could be a currency amount, such as $0 or an amount due that is
less than the tender.
2. Click the Check Out/Close button. The Tender Less Than Total screen will appear.
3. Click the Record Amount Due button, to close the ticket and add the amount due to the client's
balance.
Note: The amount due that was added to the client's balance will appear in the Credits Given section of the
Totals report.
Note: If a booth renter is selected on the ticket, as performing the service or selling the product, the Client
Balance feature is disabled.
Client Tanning Overview
Salon Iris automatically allows each client to have a corresponding number of tanning minutes. This
allows your business to track the number of remaining tanning minutes for each client, as well as the total
number of tanning minutes each client has purchased or used.
Notation
The item and the units can be changed. For example, "minutes" can be changed to "sessions," or "visits."
The word tanning can be changed to "spa" or any other word that describes services that your business
offers. This can be done by going to the Tools pull-down menu, selecting Options, clicking the
Preferences tab, and clicking the Client Options button.
Tracking
There are two ways to track tanning minutes:
1. Automatically. A ticket is created each time tanning minutes are purchased or used.
2. Manually. The client's profile is edited and the number of minutes is manually changed.
Creating Tanning Minutes Automatically
Salon Iris allows you to create and track tanning minutes automatically. You must first create a product
ID or service ID in which you configure the service or product to automatically update a client's tanning
minutes when that item is sold. See the Adding Products or Adding Services sections of this User's
Guide on details on how to do this. Next, you must create a ticket. When the ticket is closed (the client
pays), Salon Iris will automatically update the amount of minutes that a client has remaining.
To create and track tanning minutes automatically, perform the following steps:
1. Open a ticket.
2. Enter the appropriate product ID or service ID in which you already configured the service or
product to automatically update a client's tanning minutes when that item is sold. See the Adding
Products or Adding Services sections of this User's Guide on details on how to do this.
3. When the ticket is closed, the appropriate amount of tanning minutes will be added to the client's
information. See the Adding Clients section of this User's Guide for more details.
62
Clients
Adjusting Tanning Minutes Manually
Salon Iris allows you to adjust tanning minutes manually. Sometimes, you may not want to create a ticket
to adjust the minutes. Instead, you may wish to quickly go into the client information and adjust the
minutes.
To adjust tanning minutes manually, perform the following steps:
1. Add or edit the appropriate client. See the Adding Clients section for instructions for adding a
client. The Client Information screen will appear.
2. Click the Tanning tab.
3. Use the Adjust and Clear Balance buttons appropriately to change the number of tanning
minutes remaining.
4. Enter any desired additional text information into the Comments section.
5. Click Save.
Adjusting/Tracking Tanning Minutes Using the Pre-Paid Services Feature
See the Pre-Paid Services section of this User's Guide for more information.
Create a List of Client E-Mail Addresses
You can easily create a list of clients' e-mail addresses and do mass e-mailings to your clients.
To create a list of clients' e-mail addresses to paste into your e-mail program so you can send out a mass
e-mail, perform the following steps:
1.
2.
3.
4.
Click the Mailing icon or from the Clients pull-down menu, select Mailing.
By checking the appropriate box(es), select the clients to include.
Click Next.
In the Purchase History section, make the appropriate selections:
a. By checking the appropriate box, you can choose to include clients that have purchased
any of the products, services, or packages listed in the table.
b. Click the Add button to add a product, service, or package. The Look Up screen will
appear. Select the item and click OK.
c. Select if the purchase date is before, after, or on a certain date.
d. By checking the appropriate box, you can also choose to include clients who have not
purchased any of the above products, service, or packages since that date.
5. When doing an e-mail, as you feel appropriate, you may choose to check or uncheck the
following boxes:
6.
7.
8.
9.
10.
11.
12.
• Only include clients that have a complete address entered
• Only include clients selected as "primary contact" in their profile
• Skip clients that have "Do not mail" selected in their profile
Click Next.
Select View, to view the list or copy e-mail addresses to the Windows clipboard.
By checking the appropriate box, you can include a title in front of the name (i.e. Mr., Mrs., etc.)
Select how to order the information and click Next. The Mailing screen will appear with a list of
customers.
From the File pull-down menu, select Copy E-mail Addresses.
Open up your e-mail program (for example Outlook or AOL e-mail) and in the field where you
usually type in e-mail addresses, select Paste (you can paste by pressing Control, holding
Control down and pressing the "v" key on the keyboard).
Type in your title and body of the e-mail and send it.
63
Clients
Client ID Card
You can track each customer by his or her driver's license or other ID card. This allows for easy
searching for a client's information.
Storing a Client's ID Card or License Information
Follow the steps below to store the client's ID card information:
1. Edit the client for whom you wish to store a driver's license or ID card. This can be done by either
of the following methods:
• By selecting View Client Information from the Clients pull-down menu, selecting the
client to apply the ID card to, and then clicking the Edit Client button.
• Or, by adding a client on the Clients screen. The Clients screen can be accessed by
selecting Edit Clients from the Clients pull-down menu, then clicking the Add Client
button.
2. On the Contact Information tab, next to the Drivers Lic or ID Card: field, press the Scan
button.
3. Swipe the drivers license or ID card through your credit card reader. Click Save.
Retrieving Client Information Based on ID Card or License
Once you store a client's driver's license or ID card information, you can look up the client up by clicking
the Client Info icon and then the Card button and then swiping or scanning the card. Or, when adding a
ticket, click the Card button on the Find Client screen.
Loyalty Points
The Loyalty Points System allows you to establish and customize a rewards system for your clients. The
Loyalty Points System allows you to conveniently and easily issue awards to clients who demonstrate
consistency towards your business.
After loyalty points are defined for individual services and products, clients will receive points for the
purchasing of these services and/or products. Clients can then redeem the loyalty points for rewards.
Setting up the Loyalty Points Rewards Table
The Loyalty Points System is based on the Loyalty Points Rewards Table, which can be found under
the Clients drop-down menu.
The Loyalty Points Rewards Table can be customized to issue three types of awards:
•
•
•
dollar amount
free service
free product
The point value defined must be reached in order for the client to be eligible for the reward type. If a
client has excess points of what is shown in the table, he or she will have access to all award types.
To setup the Loyalty Points Reward Table, perform the following steps:
64
Clients
1. From the Clients pull-down menu, click on Loyalty Points Rewards Table. This table can be
completely customized and may be configured to award strictly a dollar amount, a free service, a
free product, or any combination of the three.
2. Click on the Add button.
3. The Loyalty Point Reward screen will appear. Enter in the number of points required to obtain
the reward and the type of reward.
4. Click Save.
5. Repeat Steps 1-4 until your Loyalty Points Reward Table setup is complete.
Configuring Products and Services for the Loyalty Point System
Loyalty points are awarded to clients for the purchasing of a service or product. In order for the Loyalty
Points Rewards Table to be relevant, individual services and products must be assigned a loyalty point
amount.
To configure products and services for the loyalty point system, perform the following steps:
1.
2.
3.
4.
Go to the Services screen.
Edit any service. The Edit Service window will now be displayed.
Click on the Loyalty Points tab.
In the Loyalty Points text box enter a value, such as ”r;50.” This value is the amount that will be
added to a client’s loyalty points balance upon the purchasing of this service.
5. Click Save.
6. Repeat steps (1 &endash; 5) for any other service that you wish to incorporate into the loyalty
point system.
Note: You can repeat Steps 1-6 (above) for products.
Recording and Adjusting Loyalty Points
When a ticket is closed, loyalty points are automatically added or subtracted to a client's record; then, a
pop-up window will appear saying that the client's loyalty points have decreased or increased.
Every loyalty point transaction is recorded in the client’s Loyalty Point History. To view or adjust a
client's loyalty points, perform the following steps:
1.
2.
3.
4.
5.
6.
7.
8.
Go to the Clients screen.
Edit the client. The Edit Client window will appear.
Click on the Loyalty Points tab.
The View Loyalty Point History button displays a history of all loyalty point transactions. Click
OK when done viewing it.
The Set To Exact Value button allows you to set the client’s loyalty points to an exact value.
The Increase Points button allows you to increase a client’s existing loyalty points by a certain
amount.
• A positive number will increase the client’s points.
• A negative number will decrease the client’s points.
The Decrease Points button allows you to decrease a client’s existing loyalty points by a certain
amount.
• A positive number will decrease the client’s points.
• A negative number will increase the client’s points.
Click Save or Cancel when finished.
65
Clients
Redeeming Loyalty Points
To redeem loyalty points, perform the following steps:
1. Open a ticket and add in a service or product.
2. The service is performed (or the product is entered on the open ticket), and the client wishes to
redeem an available loyalty point reward (established through the Loyalty Points Rewards
Table, shown above).
3. On the Ticket Information screen, click on Special button then Redeem Loyalty Points.
4. The Loyalty Point Redeem Rewards screen will appear. Double click on one of the available
rewards to redeem loyalty points.
5. The reward will be shown on the ticket and the ticket will be adjusted accordingly.
6. Close the ticket.
7. A pop-up screen will appear showing how the client's loyalty points were adjusted.
Note: When redeeming loyalty points, the price of the product and any sales tax is included in the loyalty
points usage.
Note: If the product or service being redeemed is not already on the ticket, Salon Iris will add the product or
service to the ticket, and then also add a line to remove the price of the product or service and account for the
point deduction. If the product or service is already on the ticket, Salon Iris will only remove the price and
subtract the loyalty points to be used.
Loyalty Points Rewards and Income
Loyalty points rewards are considered an expense to your business. That is, when a loyalty points
reward is redeemed, its dollar value is subtracted from your totals for the day. For instance, if a dollar
amount of $50.00 is redeemed, then $50.00 will be subtracted from your totals for the day. If a free
service or product is redeemed, for instance SERVICE A, then that service or product’s retail price will be
subtracted from your totals for the day.
No Shows
A client is labeled as a no show if he or she does not show up for his/her appointment and does not call to
cancel or reschedule.
Recording a No Show Client on an Appointment Ticket
To record a no show client on an appointment ticket, perform the following steps:
1. If a client fails to appear for a scheduled appointment, open the client's ticket and press the No
Show button in the upper left corner of the ticket.
2. The Are You Sure? screen will appear. Click the Yes button.
3. The ticket will be closed and the no show will be recorded in the client's history.
Viewing a Client's No Show History
To view a client's no show history, perform the following steps:
1. Edit the client and click the History tab.
2. Click the View No Show Report button. View the information and press OK.
3. Press Save when finished.
66
Clients
Running a Report of All No Shows
To look at all clients and determine a list of no shows, perform the following steps:
1.
2.
3.
4.
From the Reports pull-down menu, select Clients.
Then, select Report #111, No Show Reports for All Clients.
Select the range of dates and click the OK button.
Click the OK button when finished.
Printing/Viewing/Deleting Future Appointments
There are two ways to print or view a client's future appointments:
1. On the receipt
2. When editing a client
Printing/Viewing Future Appointments on a Receipt
To print a client's future appointments on a receipt, see the Receipt Printing section of this User's Guide,
which is found by going to the Tools pull-down menu, selecting Options, then clicking the Hardware
Setup tab.
Printing/Viewing Future Appointments When Editing a Client
To print a client's future appointments (when editing a client), perform the following steps:
1.
2.
3.
4.
Edit the client.
Click the Purchases button.
Click the Upcoming Appointments tab.
Click Print. Click Yes or No to print entries with or without IDs and prices listed. Press OK when
finished. Press OK again to exit out of the Edit Client screen.
Deleting Future Appointments
To delete a client's future appointments, perform the following steps:
1.
2.
3.
4.
Edit the client.
Click the Purchases button.
Click the Upcoming Appointments tab.
Click on the appointments to delete. If you would like to delete more than one appointment at a
time, hold down the Shift key and click all the appointments to delete.
5. Press the Delete Tickets(s) button.
6. The Are You Sure? screen will appear. Select Yes.
7. Press OK when finished and OK again to exit out of the Edit Client screen.
67
Getting Started
Counting Inventory
Counting Inventory Overview
Salon Iris allows you to track your inventory. You can count your current inventory in three different ways:
•
By Hand - you can manually count your inventory and adjust the quantity in stock on the
Products screen. See the Products section of this User's Guide for more information on
adjusting the quantity in stock.
•
With a Bar Code Scanner - you can use your bar code scanner to count products. The products
that are scanned in will be automatically added to your current inventory count.
•
With a Data Collector - you can use a wireless data collector to scan in products. The products
that are scanned in can be automatically added to your current inventory count OR your entire
inventory counts can be overwritten. The advantage of using a data collector over a bar code
scanner, is that the data collector allows you to take all data remotely and upload it into Salon Iris.
A bar code scanner requires you to be on a Salon Iris screen while counting inventory.
Counting Inventory Using a Bar Code Scanner
Salon Iris allows you to count inventory using a bar code scanner. The inventory you scanned will be
added to your current inventory counts. A bar code scanner is typically less expensive than a wireless
data collector, but you must be using Salon Iris to update inventory counts using a bar code scanner.
To count inventory using a bar code scanner, perform the following steps:
1. From the Products and Services pull-down menu, select Update Inventory with Bar Code
Scanner. The Bar Code Inventory Update screen will appear.
2. Take the mouse and click in the column called ID. Scan in the product using the bar code
scanner.
3. Enter the quantity and press OK.
4. Repeat steps 2 and 3 for each product to scan.
5. When finished scanning inventory, press the Update Inventory button. The inventory you
scanned will be added to your current inventory counts.
Note: You can print bar code labels for your new products before updating your inventory counts. Simply
press the Print Bar Code Labels button and Salon Iris will automatically know the quantity of labels to print
for items just scanned.
Counting Inventory Using a Data Collector
To count inventory, you can purchase a wireless data collector and use it to scan products. The quantity
of products scanned can be added to the existing Salon Iris database inventory or you can overwrite
existing inventory counts.
The advantage of using a data collector over a bar code scanner, is that the data collector allows you to
take all data remotely and upload it into Salon Iris. A bar code scanner requires you to be on a Salon Iris
screen while counting inventory.
68
Counting Inventory
To count inventory and upload the information into Salon Iris using a wireless data collector, perform the
following steps:
1. Turn the data collector on by pressing the orange ON button, located in the lower right hand
corner of the data collector.
2. Remove the data collector from its stand.
3. Press the ESC key (if necessary) until the main menu appears. You will see three options:
1. Collect Data
2. Upload Data
3. Utilities
4. Press 1 for the Collect Data option.
5. Press the large yellow button, located in the center of the data collector, and scan your first
product. You should see a red light appear while scanning.
6. If desired, change the Qty (Quantity) of product, by typing in the amount and then pressing the
Return button. The Return button is yellow and has a sideways arrow on it.
7. Repeat steps 5 and 6 until all products are scanned.
8. Press the ESC button until you are at the menu that shows the following three options:
1. Collect Data
2. Upload Data
3. Utilities
9. Press 2 for Upload Data and return the data collector to its base. Be sure it is placed firmly on its
base and is connected.
10. From the Salon Iris Products and Services pull-down menu, select Acquire Inventory From
Data Collector. The Data Collector screen will appear.
11. Select the COM Port, such as 1 or 2, that your data collector is plugged into.
12. To add the counted inventory to your existing inventory, click the Add Inventory option. If you
would like to replace your existing inventory with the information recorded in the data collector,
click the Re-inventory option.
13. Click the Receive From Data Collector button.
14. Your business's current stock count, quantity counted with data collector, and discrepancy will
appear. The Discrepancy column shows the current stock count minus the quantity just counted
with the data collector.
15. Make any desired changes, and click the Update Inventory button.
16. After your inventory is updated, it is a good idea to delete any product counts in the data collector.
To do this, simply Press 1 to delete all data. This will avoid any double counting of inventory.
Note: You can print bar code labels for your new products before updating your inventory counts. Simply
press the Print Bar Code Labels button and Salon Iris will automatically know the quantity of labels to print
for items just scanned!
Counting Inventory By Hand
You can count your inventory by hand and enter it into Salon Iris. From the Products screen, you can
see your current product quantities. You can print a list of current product quantities. Then, you can
manually count your store inventory and make the adjustments in Salon Iris from the Edit Product
screen. For more details on editing a product, see the Editing Products section of this User's Guide for
more information.
69
Getting Started
Coupons
Coupons Overview
The Coupons screen allows you to view, add, edit, and delete coupons issued by your business. It also
facilitates evaluation of the statistical effectiveness of each coupon type. You can see how many of each
coupon type were returned, so you can determine the most and least popular coupons.
To access the Coupons screen, from the Tickets pull-down menu, select Edit Coupons. The Coupons
screen, showing all coupons currently stored in the database, will appear.
Adding a Coupon
To add a coupon, perform the following steps:
1. Select Edit Coupons from the Tickets pull-down menu. The Coupons screen will appear.
2. From the Coupons screen, click the Add Coupon button. The Add Coupon screen will appear.
3. In the appropriate fields, type in the following information:
• Coupon ID, which is a unique number, word, or code that you assign, that will be used to
track coupon usage.
• Coupon description, a sentence explaining what the coupon is for.
• Number of coupons issued, enter the number of coupons that you sent out or
distributed to customers.
4. Click the OK button.
Editing a Coupon
To edit a coupon, perform the following steps:
1. Click the Coupons button/icon, or from the Tickets pull-down menu, select Edit Coupons. The
Coupons screen will appear.
2. From the Coupons screen, click to highlight a coupon, then click the Edit Coupon button. The
Edit Coupon window will appear.
3. Make any changes, then click the OK button.
See Adding a Coupon for more information on the use of each field.
Deleting a Coupon
To permanently delete a coupon from the database, perform the following steps:
1. Click the Coupons button/icon, or from the Tickets pull-down menu, select Edit Coupons. The
Coupons screen will appear.
2. From the Coupons screen, click to highlight a coupon.
3. Click the Delete Coupon button. The Are You Sure? window will appear.
4. Click the Yes button to permanently delete the coupon from the database.
Note: Salon Iris will not be able to evaluate coupon statistics on deleted coupons; you will not be able to
determine how many coupons were returned.
70
Coupons
Printing Coupon List
To print the coupon list, perform the following steps:
1. Click the Coupons button/icon, or from the Tickets pull-down menu, select Edit Coupons. The
Coupons screen will appear.
2. Click the Print List button. The Printing Options window will appear.
3. Select the printer and page range options, and then click Print.
Note: Only the list of coupons will print and not individual coupons. If you would like to print individual
coupons to send to clients, you can make coupons using a word processor program or purchase pre-made
coupons from an office supply store.
Redeeming a Coupon
To redeem a coupon on a ticket, perform the following steps:
1. Open a ticket as you normally would and list all products and services the customer is
purchasing.
2. Click the Redeem Coupon button.
3. Type in the Coupon ID and click the OK button.
4. In the Discount column on the Ticket Information screen, type in the currency or percentage
discount amount from the coupon that is to be applied to the ticket. Note that typing in the
Coupon ID number will not automatically populate the discount in the Discount column. You
must type it in.
5. Close the ticket as you normally would.
Coupon Statistics Report
To determine which coupons are most popular, you can run a report. To view the coupons statistics
report, perform the following steps:
1. From the Reports pull-down menu, select Coupons and then select Percentage of Coupons
Returned or Tickets Using Coupons.
2. On the Percentage of Coupons Returned report, the Coupon Statistics screen will appear
showing the Coupon ID, Description, # Sent Out, # Returned, and % Returned. Comparison
of the percent returned data shows the relative effectiveness of each coupon type.
3. Click the Close button.
71
Getting Started
Credit Card Processing
Using X-Charge Software and Integrated into Salon Iris
Credit Card Processing Overview
Salon Iris has the ability to work with a credit card processing service. This allows you to process credit
cards directly inside Salon Iris.
To use this feature, we recommend you have the following:
1. Merchant account(s). Your business can have a single merchant account if you have direct
employees. Or, if you have a booth renter business, you can also have different merchant
accounts for each booth renter and credit card transaction amounts can be deposited into each
booth renter's bank account.
2. Credit card reader or keyboard with a built-in reader.
3. Receipt printer or a full-size Windows printer (8.5" x 11" sheets of paper).
4. Cable modem, DSL, and/or a phone line with a modem.
Please contact us to purchase any of the above items (except for the phone line, cable modem, or DSL).
Merchant Account
Before you can process your first credit card transaction, you need to have a merchant account.
Ownership of a merchant account is required to process credit cards and also provides a way for the
credit card funds to be routed to your bank account. Please contact us at 1-888-803-4747 for more
information on how to obtain a merchant account. You can also have different merchant accounts for
each booth renter.
Credit Card Reader
A credit card reader is a device that attaches to your computer and allows you to obtain the information
needed for a credit card transaction quickly by swiping the credit card through the reader. If you use a
credit card reader, you will not need to manually type in the credit card information. The credit card
reader is a little larger than a candy bar and plugs into the USB port on your computer. Or, you can
purchase a keyboard with a credit card reader built into the keyboard.
Receipt Printer
A receipt printer is used to print receipts. One receipt is kept by the customer and the other receipt is
signed by the customer and returned to you. You can also use a regular full size (8.5" x 11" sheets of
paper) Windows printer to print receipts.
Phone Line Modem
A phone line modem is used by your computer to connect to your merchant account provider and process
the charge. If you are going to use a modem and not high speed Internet, we recommend using a US
Robotics modem. A phone line is also required when using the US Robotics modem.
72
Credit Card Processing
Cable Modem or DSL
Your computer can use a cable modem or DSL line to process a credit card. Most businesses do use a
cable modem or DSL to process credit cards.
Single Merchant Account Credit Card Processing Setup
Setting up Salon Iris to process credit cards is simple. Although Salon Iris is capable of sending credit
card transaction amounts to multiple accounts, the instructions below are for sending the credit card
transaction amounts to a single account. For multiple account setup, see the Multiple Merchant Accounts
Credit Card Processing Setup section in this User's Guide. To setup Salon Iris to process credit card
transaction amounts to go into a single account, see the sections below.
Single Merchant Account Setup for a Single Computer
A single merchant account means that all credit card transaction amounts will be deposited into one
account. Most businesses use high speed Internet to process their credit card transactions, but a phone
line modem will also work.
To setup your Salon Iris software and X-Charge software to be able to process credit cards (you are only
processing credit cards on a single computer and all credit card transaction amounts will go into one bank
account), perform the following steps:
1. Obtain the hardware and connect it to your computer(s). We recommend the following hardware:
• Credit card reader. You can use a Magtek reader or a keyboard with a magnetic swipe
built-in.
• Receipt printer. You can use an Epson receipt printer.
• Cable modem, DSL, or phone line modem, such as a U.S. Robotics modem.
• Be sure your Internet access, such as cable, DSL, or a phone line is up and running.
2. Obtain your business's merchant account. A merchant account is a requirement to process credit
cards. Your merchant account will also come with extra software, called X-Charge, that needs to
be installed on your computer that you are processing credit cards on. Or, if you have a network,
X-Charge needs to be installed on the computer with the Internet or phone connection. To obtain
a merchant account, follow the steps below:
a. If you already have not done so, call 1-888-803-4747 and we can send you the merchant
worksheet and provide instructions on the process.
b. Fill out and return (by fax) the merchant worksheet that was faxed, e-mailed, or postal
mailed to you.
c. After a few days, you will receive a formal application. Your information is already filled
out on this application. Simply sign the application and return it using the enclosed,
return-envelope.
d. After the signed application is received, CAM Commerce will apply for a merchant
account for you. This takes 2-3 working days. Once CAM Commerce receives approval,
they will send you the merchant approval sheet. This sheet will contain your merchant ID
and bank number.
3. Be sure you have your bank ID number and terminal ID number. If you are unsure about any of
these, call X-Charge support at 1-800-338-6614 and they can give you this information or tell you
the status of your bank ID/terminal ID.
4. Call X-Charge support at 1-800-338-6614 and they will walk you through the X-Charge
configuration and setup.
5. Be sure Salon Iris is installed and start Salon Iris. From the Tools pull-down menu, select
Options. Click the Hardware Setup tab.
73
Credit Card Processing
6. In the Credit Card Processing section, be sure the Enable credit card processing box is
checked and click the Configure button. Click the Test button to make sure that the software is
able to communicate with the X-Charge transaction directory. The directory is usually
C:\Program Files\X-Charge\LocalTran\. You can press the Select button if you need to select
C:\Program Files\X-Charge\LocalTran\ as your directory. Make your selection and press OK.
7. Check the following boxes:
8.
9.
10.
11.
12.
13.
• Automatically configure credit card processing on startup
• Show a pop-up message confirming the transaction was approved
In the Tip Line section, choose from the following options:
• Include a tip line only if one or more services are listed on the ticket
• Always include a tip line
• Never include a tip line
Click the OK button to return to the Options screen.
Click OK again to return to Salon Iris.
You are now ready to process a Visa or MasterCard credit card (see the section below,
Accepting Discover and American Express, for instructions on accepting Discover/Am. Ex.
cards). To do so, add or edit a ticket and on the Ticket Information screen, enter in all services
and products the customer is purchasing.
In the Tender section, in the Tender: field, type in the amount to charge on the credit card and
click the Credit Card button. Swipe the credit card and Salon Iris will process the card, approve
or decline it, and automatically close the ticket. If the card was approved, the transaction money
will be automatically deposited into your business's bank account.
If your credit card did not process, call the credit card processing technical support at 1-800-3386614.
Single Merchant Account Setup for Multiple Computers on a Network
A single merchant account means that all credit card transaction amounts will be deposited into one
account. Most businesses use high speed Internet to process their credit card transactions, but a phone
line modem will also work.
To setup your Salon Iris software and X-Charge software to be able to process credit cards (you are
processing credit cards on multiple computers on a network and all credit card transaction amounts will
go into one bank account), perform the following steps:
1. Obtain the hardware and connect it to your computer(s). We recommend the following hardware:
• Credit card reader. You can use a Magtek reader or a keyboard with a magnetic swipe
built-in.
• Receipt printer. You can use an Epson receipt printer.
• Cable modem, DSL, or phone line modem, such as a U.S. Robotics modem.
• Be sure your Internet access, such as cable, DSL, or a phone line is up and running.
2. Obtain your business's merchant account. A merchant account is a requirement to process credit
cards. Your merchant account will also come with extra software, called X-Charge, that needs to
be installed on your computer that you are processing credit cards on. Or, if you have a network,
X-Charge needs to be installed on the computer with the Internet or phone connection. To obtain
a merchant account, follow the steps below:
a. If you already have not done so, call 1-888-803-4747 and we can send you the merchant
worksheet and provide instructions on the process.
b. Fill out and return (by fax) the merchant worksheet that was faxed, e-mailed, or postal
mailed to you.
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Credit Card Processing
c.
3.
4.
5.
6.
7.
8.
9.
After a few days, you will receive a formal application. Your information is already filled
out on this application. Simply sign the application and return it using the enclosed,
return-envelope.
d. After the signed application is received, CAM Commerce will apply for a merchant
account for you. This takes 2-3 working days. Once CAM Commerce receives approval,
they will send you the merchant approval sheet. This sheet will contain your merchant ID
and bank number.
On all computers on the network, be sure Windows file sharing is enabled and that it allows other
users to modify files. Make sure your Windows file sharing is NOT set at read only. Also, be sure
that Salon Iris is installed on all computers on the network.
Be sure you have your bank ID number and terminal ID number. If you are unsure about any of
these, call X-Charge support at 1-800-338-6614 and they can give you this information or tell you
the status of your bank ID/terminal ID.
On the computer containing the cable modem, DSL line, or phone modem, call X-Charge support
at 1-800-338-6614 and they will walk you through the X-Charge configuration and setup.
Start Salon Iris and from the Tools pull-down menu, select Options. Click the Hardware Setup
tab.
In the Credit Card Processing section, be sure the Enable credit card processing box is
checked and click the Configure button. Click the Test button to make sure that the software is
able to communicate with the X-Charge transaction directory.
Be sure the LocalTran folder is shared on the network. If it is not shared, then the other
computers on the network will not be able to locate the folder. Press the Select button next to the
transaction directory and locate the X-Charge transaction directory on the computer that XCharge is installed on. If you installed X-Charge in the default directory, then the location will be
\\[Computer Name]\LocalTran. Click OK after making your selection.
Check the following boxes:
• Automatically configure credit card processing on startup
• Show a pop-up message confirming the transaction was approved
10. In the Tip Line section, choose from the following options:
11.
12.
13.
14.
15.
16.
a. Include a tip line only if one or more services are listed on the ticket
b. Always include a tip line
c. Never include a tip line
Click the OK button to return to the Options screen.
Click OK again to return to Salon Iris.
Repeat steps 6-12, above, for each computer on the network.
You are now ready to process a Visa or MasterCard credit card (see the section below,
Accepting Discover and American Express, for instructions on accepting Discover/Am. Ex.
cards). To do so, add or edit a ticket and on the Ticket Information screen, enter in all services
and products the customer is purchasing.
In the Tender section, in the Tender: field, type in the amount to charge on the credit card and
click the Credit Card button. Swipe the credit card and Salon Iris will process the card, approve
or decline it, and automatically close the ticket. If the card was approved, the transaction money
will be automatically deposited into your business's bank account.
If your credit card did not process, call the credit card processing technical support at 1-800-3386614.
Accepting Discover and American Express
If you follow the instructions in the sections above, you will be automatically setup to take Visa and
MasterCard. If you already have a merchant account for Discover and/or American Express, call Global
at 1-800-338-6614 and give them your merchant account number(s), and they can setup your account so
the ability to accept Discover and American Express are added.
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Credit Card Processing
If you do not have a merchant account with Discover yet, call Global at 1-800-338-6614 and they will add
the ability for you to accept Discover.
If you do not have an American Express merchant account setup yet, call 1-800-528-5200 and request a
merchant account. Then, call Global at 1-800-338-6614, give them your American Express merchant
account, and they will add the ability for you to accept American Express.
Multiple Merchant Accounts Credit Card Processing Setup
Salon Iris allows you to setup multiple merchant accounts. Each booth renter can have his or her own
merchant ID number and the credit card transaction amounts from a ticket for a specific booth renter can
be deposited directly into his or her account. Most businesses use high speed Internet to process their
credit card transactions, but a phone line modem will also work.
Credit Card Processing Setup Using a Single Computer (Such as the Main Computer at the Front
of the Business) To Put Credit Card Transactions into Multiple Merchant Accounts
To setup Salon Iris to process credit card transaction amounts to go to multiple accounts and a single
computer (such as the main computer at the front of the business) will be used, follow the steps below:
1. Obtain the hardware and connect it to your computer. We recommend the following hardware:
• Credit card reader. You can use a Magtek reader or a keyboard with a magnetic swipe
built-in.
• Receipt printer. You can use an Epson receipt printer.
• Cable modem, DSL, or phone line modem, such as a U.S. Robotic.
• Be sure your Internet access, such as cable, DSL, or a phone line is up and running.
2. Obtain merchant accounts for each booth renter who wishes to have credit card transaction
amounts to be deposited into his or her account. A merchant account is a requirement to process
credit cards. Each merchant account will also come with extra software, called X-Charge, that
needs to be installed on the computer that booth renters will be processing credit cards on. To
obtain a merchant account, follow the steps below:
3.
4.
5.
6.
a. If you already have not done so, call 1-888-803-4747 and we can send you the merchant
worksheet and provide instructions on the process.
b. Fill out and return (by fax) the merchant worksheet that was faxed, e-mailed, or postal
mailed to you.
c. After a few days, you will receive a formal application. Your information is already filled
out on this application. Simply sign the application and return it using the enclosed,
return-envelope.
d. After the signed application is received, CAM Commerce will apply for a merchant
account for you. This takes 2-3 working days. Once CAM Commerce receives approval,
they will send you the merchant approval sheet. This sheet will contain your merchant ID
and bank number.
Be sure each booth renter has his or her bank ID number and terminal ID number. If you are
unsure about any of these, call X-Charge support at 1-800-338-6614 and they can give you this
information or tell you the status of each booth renter's bank ID/terminal ID.
Install X-Charge software on the computer that the booth renters will be processing credit cards
on. Call 1-800-338-6614 to have a representative walk you through the X-Charge installation.
Be sure Salon Iris is installed on this computer and start Salon Iris and from the Tools pull-down
menu, select Options. Click the Hardware Setup tab.
In the Credit Card Processing section, be sure the Enable credit card processing box is
checked and click the Configure button. Click the Test button to make sure that the software is
able to communicate with the X-Charge transaction directory. The directory is usually
C:\Program Files\X-Charge\LocalTran\.
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Credit Card Processing
7. Check the following boxes:
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
• Automatically configure credit card processing on startup
• Show a pop-up message confirming the transaction was approved
In the Tip Line section, choose from the following options:
• Include a tip line only if one or more services are listed on the ticket
• Always include a tip line
• Never include a tip line
Click the OK button to return to the Options screen.
Click OK again to return to Salon Iris.
From the Employees pull-down menu, select Edit Employees. Click on the employee who is a
booth renter and click the Edit Employee button.
Click the Booth Renter tab and check the box that says This person is a booth renter.
In the Merchant ID field, type in the merchant ID number that was provided to this booth renter,
which should have been obtained when he or she applied for the merchant account in step 2,
above. Click the OK button.
Repeat steps 11-13 for each employee that is a booth renter.
You are now ready to process a Visa or MasterCard credit card (see the section below,
Accepting Discover and American Express, for instructions on accepting Discover/Am. Ex.
cards). To do so, add or edit a ticket and on the Ticket Information screen, enter in all services
and products the customer is purchasing.
In the Employees column, be sure that only one booth renter is selected for all products and
services that the customer is purchasing. In other words, multiple booth renters cannot be
selected on the same ticket - the same booth renter must be selected for all products and
services purchased. This is due to how information is held in the database, reporting is done,
and how the credit card transaction amounts are deposited into the booth renter's bank account.
In the Tender section, in the Tender: field, type in the amount to charge on the credit card and
click the Credit Card button. Swipe the credit card and Salon Iris will process the card, approve
or decline it, and automatically close the ticket. If the card was approved, the transaction money
will be automatically deposited into the booth renter's bank account.
If your credit card did not process, call the credit card processing technical support at 1-800-3386614.
Credit Card Processing Setup Using Multiple Computers on a Network To Put Credit Card
Transactions into Multiple Merchant Accounts
To setup Salon Iris to process credit card transaction amounts to go to multiple accounts and use multiple
computers on the network to process credit cards, follow the steps below:
1. Obtain the hardware and connect it to your computers on the network. We recommend the
following hardware:
• Credit card reader. You can use a Magtek reader or a keyboard with a magnetic swipe
built-in.
• Receipt printer. You can use an Epson receipt printer.
• Cable modem, DSL, or phone line modem, such as a U.S. Robotic.
• Be sure your Internet access, such as cable, DSL, or a phone line is up and running.
2. Obtain merchant accounts for each booth renter who wishes to have credit card transaction
amounts to be deposited into his or her account. A merchant account is a requirement to process
credit cards. Each merchant account will also come with extra software, called X-Charge, that
needs to be installed on the computer that has the DSL line or cable modem. To obtain a
merchant account, follow the steps below:
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Credit Card Processing
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
a. If you already have not done so, call 1-888-803-4747 and we can send you the merchant
worksheet and provide instructions on the process.
b. Fill out and return (by fax) the merchant worksheet that was faxed, e-mailed, or postal
mailed to you.
c. After a few days, you will receive a formal application. Your information is already filled
out on this application. Simply sign the application and return it using the enclosed,
return-envelope.
d. After the signed application is received, CAM Commerce will apply for a merchant
account for you. This takes 2-3 working days. Once CAM Commerce receives approval,
they will send you the merchant approval sheet. This sheet will contain your merchant ID
and bank number.
Be sure each booth renter has his or her bank ID number and terminal ID number. If you are
unsure about any of these, call X-Charge support at 1-800-338-6614 and they can give you this
information or tell you the status of each booth renter's bank ID/terminal ID.
Be sure Salon Iris is installed on each computer on your network.
On all computers on the network, be sure Windows file sharing is enabled and that it allows other
users to modify also. Make sure your Windows file sharing is NOT set at read only.
For the computer containing the cable modem, DSL line, or phone modem, call X-Charge support
at 1-800-338-6614 and they will walk you through the X-Charge configuration and setup.
Then, start Salon Iris and from the Tools pull-down menu, select Options. Click the Hardware
Setup tab.
In the Credit Card Processing section, be sure the Enable credit card processing box is
checked and click the Configure button. Click the Test button to make sure that the software is
able to communicate with the X-Charge transaction directory.
Be sure the LocalTran folder on the network is shared. If it is not shared, then the other
computers on the network will not be able to locate the folder. Press the Select button next to the
transaction directory and locate the X-Charge transaction directory on the computer that XCharge is installed on. If you installed X-Charge in the default directory, then the location will be
\\[Computer Name]\LocalTran.
Check the following boxes:
• Automatically configure credit card processing on startup
• Show a pop-up message confirming the transaction was approved
In the Tip Line section, choose from the following options:
• Include a tip line only if one or more services are listed on the ticket
• Always include a tip line
• Never include a tip line
Click the OK button to return to the Options screen.
Click OK again to return to Salon Iris.
From the Employees pull-down menu, select Edit Employees. Click on the employee who is a
booth renter and click the Edit Employee button.
Click the Booth Renter tab and check the box that says This person is a booth renter.
In the Merchant ID field, type in the merchant ID number that was provided to this booth renter,
which should have been obtained when he or she applied for the merchant account in step 2,
above. Click the OK button.
Repeat steps 7-16 on each computer on the network and for each booth renter that has his or her
own, unique merchant ID.
You are now ready to process a Visa or MasterCard credit card (see the section below,
Accepting Discover and American Express, for instructions on accepting Discover/Am. Ex.
cards). To do so, add or edit a ticket and on the Ticket Information screen, enter in all services
and products the customer is purchasing.
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Credit Card Processing
19. In the Employees column, be sure that only one booth renter is selected for all products and
services that the customer is purchasing. In other words, multiple booth renters cannot be
selected on the same ticket - the same booth renter must be selected for all products and
services purchased. This is due to how information is held in the database, reporting is done,
and how the credit card transaction amounts are deposited into the booth renter's bank account.
20. In the Tender section, in the Tender: field, type in the amount to charge on the credit card and
click the Credit Card button. Swipe the credit card and Salon Iris will process the card, approve
or decline it, and automatically close the ticket. If the card was approved, the transaction money
will be automatically deposited into the booth renter's bank account.
21. If your credit card did not process, call the credit card processing technical support at 1-800-3386614.
Accepting Discover and American Express
If you follow the instructions in the sections above, you will be automatically setup to take Visa and
MasterCard. If you already have a merchant account for Discover and/or American Express, call Global
at 1-800-338-6614 and give them your merchant account number(s), and they can setup your account so
the ability to accept Discover and American Express are added.
If you do not have a merchant account with Discover yet, call Global at 1-800-338-6614 and they will add
the ability for you to accept Discover.
If you do not have an American Express merchant account setup yet, call 1-800-528-5200 and request a
merchant account. Then, call Global at 1-800-338-6614, give them your American Express merchant
account, and they will add the ability for you to accept American Express.
Processing a Credit Card Sale
To process a credit card, follow the steps below:
1. Create or edit a ticket. This can be accomplished by clicking the Tickets button/icon and
pressing the Add Ticket button or clicking on an existing ticket and clicking the Edit Ticket
button.
2. On the Ticket Information screen, make sure the ticket is filled out completely.
3. In the Tender section, in the Tender: field, type in the amount to charge on the credit card (not
including the tip yet- see step 6, below for the tip) and press the Credit Card button.
4. You will be presented with the Credit Card screen.
5. If you have a credit card reader attached to the computer, slide the credit card through the reader.
If you do not have a credit card reader or the reader is unable to read the card, type in all the
required information on the credit card screen and press the Process button.
6. If you have the option selected to include a tip line on the receipt, the receipt will print with a tip
line on it.
7. Present the receipt to the customer for his or her signature and for him or her write the tip amount
in.
8. In Salon Iris, the Add Tip screen will appear. In the Tip Amount column, enter in the tip amount.
9. Click the OK button.
10. If the transaction was approved, press the OK button to close the ticket. If the card declined, you
will receive a pop-up notification and you should ask the customer if he or she has another credit
card that he or she would like to use.
Note: On the Ticket Information screen, in the Employee column, only one booth renter can be selected on
a ticket for all products and services being purchased. In other words, multiple booth renters cannot be
selected on the same ticket. This is due to how information is held in the database, reporting is done, and the
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Credit Card Processing
ability to deposit credit card transaction amounts directly in each booth renter's bank account. If you do not
have booth renters, but have direct employees, then multiple employees can be selected on a ticket.
Tip Line
When using the integrated credit card processing option, a tip line can be printed on the receipt. This
allows the customer to hand-write a tip amount on a printed credit card receipt after a ticket is closed.
The tip line system has the following advantages:
1. Seamless integration with the existing tip tracking system.
2. Support for up to two different credit cards with different tip amounts on a single ticket.
3. Support for unlimited employees receiving tips on a single ticket.
To setup the tip line, perform the following steps:
1. From the Tools pull-down menu, select Options. Click the Hardware Setup tab.
2. In the Credit Card Processing section, be sure the Enable credit card processing box is
checked and click the Configure button.
3. In the Tip Line section, choose from the following options:
• Include a tip line only if one or more services are listed on the ticket
• Always include a tip line
• Never include a tip line
4. Click the OK button to return to the Options screen.
5. Click OK again to return to using other features of the software.
Processing a Credit Card Return
Credits can be applied to a credit card if the total amount on the ticket is less than zero (that is, the
customer is receiving money back). Typically, this will happen if the customer is returning an item. See
the sections below for instructions on how to process a return on products and services.
Processing a Product Return - Credit Card Processing if Using X-Charge Software
To process a product return and give the client credit using X-Charge software, follow the steps below:
1. Create a new ticket. The Ticket Information screen will appear.
2. In the Employee column, select an employee. The employee you select will lose commission for
the item being returned. If you do not wish any employee to lose commission, select the (none)
employee.
3. On the ticket, enter the ID of the product (double click in the ID column for the quick Look Up
screen) that is being returned.
4. If the product will be returned to inventory, in the Type column, change the type from P to R
&endash; Product Return (Add to inventory).
5. If the product will not be returned to inventory, in the Type column, change the type from P to D Product Return (Do NOT add to inventory).
6. Repeat steps 2-5 for each additional item being returned.
7. Enter $0 for the tender amount.
8. Press the Card button located underneath the Refund Type: field that has appeared in the
Totals section. You cannot use the Credit Card button located in the Tender section to process
a credit card return. Swipe the client's card in the usual manner to process the refund.
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Credit Card Processing
Processing a Service Return - Credit Card Processing if Using X-Charge Software
To process a service return and give the client credit using X-Charge software, follow the steps below:
1. Create a new ticket. The Ticket Information screen will appear.
2. In the Employee column, select an employee. The employee you select will lose commission for
the item being returned. If you do not wish any employee to lose commission, select the (none)
employee.
3. On the ticket, enter the ID of the service (double click in the ID column for the quick Look Up
screen) that is being returned.
4. In the Type column, change the type from S to V- Service Return.
5. Repeat steps 2-4 for each additional item being returned.
6. Enter $0 for the tender amount.
7. Press the Card button located underneath the Refund Type: field that has appeared in the
Totals section. You cannot use the Credit Card button located in the Tender section to process
a credit card return. Swipe the client's card in the usual manner to process the refund.
Note: On the Ticket Information screen, in the Employee column, only one booth renter can be selected on
a ticket for all products and services being purchased. In other words, multiple booth renters cannot be
selected on the same ticket. This is due to how information is held in the database, reporting is done, and the
ability to deposit credit card transaction amounts directly in each booth renter's bank account. If you do not
have booth renters, but have direct employees, then multiple employees can be selected on a ticket.
Not Using X-Charge Software and Not Integrated Into Salon Iris
Non Integrated Credit Card Processing
If you choose to use another software for credit card processing besides X-Charge software and not use
Global as your merchant account, you can still manually track credit card transactions from within Salon
Iris.
Processing a Credit Card Sale
To perform a credit card sale using another processor besides X-Charge software and Global as your
merchant, perform the following steps:
1. From within Salon Iris, edit or add a ticket and list all products and services being purchased. On
the Ticket Information screen, click the Edit Tip button and enter the tip amount to be given to
each employee on the ticket. Click OK after entering the tip in. This will add the tip amount to the
amount due.
2. Look at the amount due from within Salon Iris and now run the credit card separately through
your credit card processor's terminal, software, and/or reader. This step actually approves the
credit card transaction. Have your client sign the credit card receipt as you normally would. If
you wish to print a tip line on the credit card receipt, you must ask your credit card merchant for
instructions on how to do this.
3. From within Salon Iris, in the Tender section, in the Tender: field, type in the amount that you
processed on the credit card.
4. From within Salon Iris, in the Type: field, select the credit card type such as Visa, MasterCard,
etc.
5. Close the ticket.
6. Although Salon Iris did not approve the credit card transaction, by following steps 1-5, you just
manually recorded the credit card transaction. When totals and other reports are run, Salon Iris
will be able to show how much you did in each type of credit card.
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Credit Card Processing
Processing a Product Return - Using a Credit Card Processor Other Than X-Charge Software
To process a product return and give the client credit on his or her credit card using a processor other
than X-Charge software, follow the steps below:
1. Create a new ticket. The Ticket Information screen will appear.
2. In the Employee column, select an employee. The employee you select will lose commission for
the item being returned. If you do not wish any employee to lose commission, select the (none)
employee.
3. On the ticket, enter the ID of the product (double click in the ID column for the quick Look Up
screen) that is being returned.
4. If the product will be returned to inventory, in the Type column, change the type from P to R
&endash; Product Return (Add to inventory).
5. If the product will not be returned to inventory, in the Type column, change the type from P to D Product Return (Do NOT add to inventory).
6. Repeat steps 2-5 for each additional item being returned.
7. Run the card separately through your merchant's credit card reader/processor and apply the
credit. You may need to contact your credit card processor to figure out how to do this.
8. In Salon Iris, enter $0 for the tender amount. In the Totals section, in the Refund Type: field,
select the credit card type such as Visa, MasterCard, etc.
9. Press the Check-Out/Close button and your transaction will be recorded in Salon Iris, but it is
your credit card processing company that will actually be crediting the client.
Processing a Service Return - Using a Credit Card Processor Other Than X-Charge Software
To process a service return and give the client credit using a processor other than X-Charge software,
follow the steps below:
1. Create a new ticket. The Ticket Information screen will appear.
2. In the Employee column, select an employee. The employee you select will lose commission for
the item being returned. If you do not wish any employee to lose commission, select the (none)
employee.
3. On the ticket, enter the ID of the service (double click in the ID column for the quick Look Up
screen) that is being returned.
4. In the Type column, change the type from S to V- Service Return.
5. Repeat steps 2-4 for each additional item being returned.
6. Run the card separately through your merchant's credit card reader/processor and apply the
credit. You may need to contact your credit card processor to figure out how to do this.
7. In Salon Iris, enter $0 for the tender amount. In the Totals section, in the Refund Type: field,
select the credit card type such as Visa, MasterCard, etc.
8. Press the Check-Out/Close button and your transaction will be recorded in Salon Iris, but it is
your credit card processing company that will actually be crediting the client.
82
Getting Started
Customized View of Each Screen and Toolbar
Customized View of Each Screen
Salon Iris allows you to customize which headings (icons) you want displayed on each screen. For
example, on the Clients screen, you can select to display the client name and address. Or, you can
display the client name and phone number.
To customize a view for a Salon Iris screen, perform the following steps:
1. Go to the appropriate screen.
2. In the grid in the middle of the screen, right click the mouse and select, Customize View. The
Customize View screen will appear. Click the Display tab.
3. The items shown on the left in the Available column are items available to display. Items shown
in the right column, Display, are what will be displayed on that screen.
4. Use the Add and Remove buttons to add or remove items for display.
5. Click the Move Up and Move Down buttons on the right of the screen. You can order the display
by ascending or descending order as you wish.
6. Click OK.
7. Repeat for each screen that you would like to customize the display.
Customizing the Toolbar
The Customizing Toolbar feature allows you to format the icon displays at the top of your Salon Iris
main screens. You may, for example, display the Packages icon for convenient access, or remove it, if
your business does not offer packages.
1. Right click on any of the icons (little pictures) at the top of the screen and select Customize. The
Customize Toolbar screen will appear.
2. In the Available Icons column, click the box to the left of the name of the icon to be added to
your main screen displays. You can also use the Select All and/or Deselect All buttons to check
or uncheck the icon boxes.
3. Use the Move Up and Move Down buttons to change the order of how the icons are displayed.
4. In the General section, check or un-check the following items:
• Show Tool Tips, to display a descriptive phrase when a mouse is run over the
icon.
• Show Captions, to display a description under each icon.
5. Click OK.
Note: If desired, click the Restore Defaults button to restore the icons to their default.
Note: In the Available Icons column, click on the icon name and a picture of the icon will appear in the Icon
Image field.
83
Getting Started
Daily Startup and Closing Out
Daily Startup
There is no required start up procedure for using the software. Simply open up the program each day
and start using it. However, each morning, you may wish to print out a list of all employee appointments
for that day. Employee appointments are called "open tickets" in Salon Iris. You can do this on the
Tickets screen. See the Tickets section of this User's Guide for more instructions on printing open
tickets. Your employees will be able to view who is coming in that day, and also take a look at the client's
formula history prior to his or her appointment.
You do not need to do a cash drawer balance first thing in the morning or at the beginning of a shift. Just
count how much is in the drawer and record that amount. The starting balance will be used when
counting down the drawer when closing or at the end of a shift. Most businesses use a set amount, such
as $200, for each day's starting balance.
Closing
It is recommended at the end of a shift or each night, you perform the following closing out reports:
1. Cash Drawer Balance and Close Out. See the Cash Drawer Balance and Close Out section of
this User's Guide for instructions on doing a cash drawer balance and close out. This gives you
an opportunity to ensure that the amount of cash recorded on closed tickets is the same as what
the amount of physical cash in the drawer is.
2. Run Totals. See the Reports section for more information on running totals.
3. After performing steps 1 and 2, most businesses fill out a deposit slip and take the cash and
checks to the bank. Or, they keep them in a safe until they are taken to a bank or a bank pickup
service comes and takes the cash and checks.
84
Getting Started
Employees
Employees Overview
The Employees screen shows the identification number, name, address, and telephone number for all of
your business's employees.
To access the Employees screen, click Employees button located on the toolbar on Salon Iris. Or, from
the Employees pull-down menu, select Edit Employees.
Adding an Employee
To add an employee, perform the following steps:
1. Click the Employees button/icon or from the Employees pull-down menu, select Edit
Employees. The Employees screen will appear, showing the identification number, name,
address, and telephone number for all of your business's employees.
2. Click Add Employee. The Add Employee screen will appear. The Add Employee screen has
eight tabs (see below for descriptions of each):
• Contact
• Services Limitations
• Display Options
• Web Site
• W2 and 1099
• Booth Renter
• Education and Certificates
• ID Card
3. Click the Contact tab and enter the appropriate general information (name, phone number, social
security number, address, city, state, ZIP code, date of hire, birth date, last day of work,
comments, gender, e-mail address, etc.).
4. If you would like to be able to display employees by category on the appointment book, select a
Category for the employee (e.g., technicians). You may create new categories by clicking the
Edit button next to the Category field and then clicking the Add button to add a new category.
Click OK to return to the Contact tab.
5. Note that there are check boxes marked Public next to the employee's home and mobile
telephone numbers, e-mail, and comment. Checking these boxes makes the information available
to any business employee using your Salon Iris software. If checked, this public information may
be viewed by the following steps:
a. From the Employees pull-down menu, select Show Employee Public Information.
b. The Employee Public Information screen will appear. You can copy to the clipboard,
save to a file, print, or close the information from this screen by using the File pull-down
menu.
6. Next, click each appropriate tab and enter the information. Descriptions of each tab are listed
below. Click OK when finished entering in all appropriate information.
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Employees
Services Limitations
Using individual services or service categories, limitations can be set for the services that an
employee is able to perform on the Service Limitations tab. The service limitations you set will be
used to determine what is displayed when adding or editing a ticket and searching for a product or
service; the Look Up screen that appears (when searching for a Product ID or Service ID on the
Ticket Information screen) will only display those services that the employee can perform. To
apply service limitations, perform the following steps:
1. Click the Employees button/icon or from the Employees pull-down menu, select Edit
Employees. The Employees screen will appear. Click the Services Limitations tab.
2. Select This employee CANNOT perform all services (select for more details).
3. Select the service or services the employee CAN perform by clicking on the Add Service button.
The Look Up screen will appear.
4. Select the service and click the OK button.
5. Repeat steps 3 and 4 for each service.
6. To add categories of services the employee can perform, select the service category from the
Available Categories section and click the Add button to add the category to the Used
Categories section.
7. Repeat step 6 for each service category to add.
8. Click the OK button to continue using other features in Salon Iris or click the Display Options
tab.
Display Options
Salon Iris allows you to set certain display options for the employee or booth renter. To do this perform
the following steps:
1. Click the Employees button/icon or from the Employees pull-down menu, select Edit
Employees. The Employees screen will appear. Click the Display Options tab.
2. Check or uncheck the following boxes as appropriate:
• Active: This person is currently employed at this business
• Show employee when using the Ticket Search feature
• Show employee on the Scheduling screen
• Show employee on the Appointment Book
• Show employee on the Ticket Modify screen
3. Click the OK button to continue using other features in Salon Iris or click the Web Site tab.
Web Site
Salon Iris allows you to display employee information on the web, if you use the Web Site with Online
Appointment Booking feature. You can view what is displayed for the employee on the web site, by
performing the steps below:
1. Be sure you have the Online Appointment Booking feature enabled. See the Web Site with
Online Appointment section of this User's Guide for instructions on how to do this.
2. Click the Employees button/icon or from the Employees pull-down menu, select Edit
Employees. The Employees screen will appear. Click the Web Site tab.
3. The information displayed on this screen is taken from the information you entered by going to
the Web Site pull-down menu and selecting Web Site Appearance and clicking the Employees
tab.
4. Click the OK button to continue using other features in Salon Iris or click the W2 and 1099 tab.
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Employees
W2 and 1099
Salon Iris allows you to export payroll information to another application. You can enter in the city and
state where the employee works. This is useful in 1099 and W2 reporting. To do this, perform the
following steps:
1. Click the Employees button/icon or from the Employees pull-down menu, select Edit
Employees. The Employees screen will appear. Click the W2 and 1099 tab.
2. Enter the city and state.
3. Click the OK button to continue using other features in Salon Iris or click the Booth Renter tab.
Booth Renter
Salon Iris allows you to track booth renters. To do this, perform the following steps:
1. Click the Employees button/icon or from the Employees pull-down menu, select Edit
Employees. The Employees screen will appear. Click the Booth Renter tab.
2. You can select if the individual is a booth renter.
3. See the Booth Renters section of this User's Guide for more information.
4. Click the OK button to continue using other features in Salon Iris or click the Education and
Certificates tab.
Education and Certificates
Salon Iris allows you to track an employee's education and certificates. To do this, perform the following
steps:
1. Click the Employees button/icon or from the Employees pull-down menu, select Edit
Employees. The Employees screen will appear. Click the Education and Certificates tab.
2. Click the Edit Default Certificate Types button. Click the Add button to add in a type, such as a
college degree. Click OK to return to the Education and Certificates tab.
3. You can list any degrees, certificates, and educational level for each employee.
4. Click the OK button to continue using other features in Salon Iris or click the ID Card tab.
ID Card
ID cards can be used as a validation tool on any screen requiring a password, except the time clock.
Employees can be assigned both a password (configured through the Password section of this User's
Guide) and an employee ID card. The password can be used to access all password protected functions,
including logging in and logging out of the time clock. The employee ID card can be used to access all
password protected functions, except for logging in and logging out on the time clock.
To use the employee ID cards, you must purchase the following items:
1. Employee ID cards. You can get them printed from CMJ Designs Inc. To order, please call 1(888) 803-4747. You can also have them printed from another source. Just be sure the
magnetic encoding portion starts with a .E and then a 30 digit number. For example, the
magnetic encoding would be .E123456789101112131415161718191. Also, the magnetic
encoding should be able to be read with a track 1 and track 2 reader.
2. A magnetic card reader. To order one, please call 1-(888) 803-4747. If you purchased a credit
card or a gift card reader from CMJ Designs Inc., it will work fine to read employee ID cards.
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Employees
To configure the employee ID card, perform the following steps:
1. Click the Employees button/icon or from the Employees pull-down menu, select Edit
Employees. The Employees screen will appear. Click the ID Card tab.
2. Click the Enable button. A window will pop-up prompting you to swipe the employee ID card.
3. Swipe the card. This card is now assigned to the employee. Click OK.
4. Note that you can also click the Test button to test the ID card and the Remove button to remove
the employee ID card.
5. Click OK and the employee can now swipe the ID card instead of typing in a password.
Editing an Employee
To edit employee information, perform the following steps:
1. From the Employees pull-down menu, select Edit Employees or click the Employees
icon/button. The Employees screen will appear, showing the identification number, name,
address, and telephone number for all of your business's employees.
2. On the Employees screen, click the Edit Employee button (or double click on the employee in
the list). The Edit Employee screen will appear.
3. Make the appropriate changes. See the Adding an Employee section in this User's Guide for
more details.
4. Click the OK button when finished.
Deleting an Employee
To delete an employee perform the following steps:
1. From the Employees pull-down menu, select Edit Employees or click the Employees
icon/button. The Employees screen will appear
2. Click to highlight the employee to be deleted.
3. Click the Delete Employee button located on the upper left of the Employees screen.
4. The Are You Sure? screen will appear.
5. Click the Yes button to delete the employee from the database. If you delete the employee, you
will no longer be able to run payroll or view that employee in the appointment book.
NOTE: You can use the View Deleted Employees button to view deleted employees or undelete them.
Scheduling Employees
Scheduling Overview
The Scheduling feature allows you to enter your employees' working schedules by hours and days off.
This information is extremely useful in scheduling appointments and when using the Appointment Book
feature.
You can access the Scheduling feature by selecting Scheduling from the Employees pull-down menu.
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Employees
Entering Schedules
To enter each employee's schedule, perform the following steps:
1. Click the Schedule icon located at the top of the screen or from the Employees pull-down menu,
select Scheduling . The Scheduling screen will appear.
2. Go to the Date section at the bottom of the Scheduling screen and select from the following
choices:
• Upcoming week
• Single date
• Range, from start to end, using the pop-up calendar to make the date selections and
click OK.
3. Look at the white grid in the center of the Scheduling screen. The names of employees that you
have selected for scheduling will appear on the left in a column. (See the Adding an Employee
section in this User's Guide if you need to add an employee).
4. In the same row where the employee's name is found (to the right of the employee’s name) and
underneath the appropriate date that you would like to edit the schedule for, click to highlight the
cell, and then click on the Edit Schedule button in the upper left portion of the screen. The
Modify Schedule window will appear.
5. In the Modify Schedule screen, in the Status section, select if the employee is working or off
that day.
6. In the Working Hours section, click the mouse on the Start field and enter the employee's
normal starting time. Note that if it is a morning starting time, you must enter AM or "a." Also,
while even hour times may be entered as simply one number; minutes must be separated from
hours when entering an incremental time. (For example, valid entries for times could be 9a for
9:00 AM, while 9:30 AM could be entered as 9.30a, 9.30am, or 9;30a.) Only enter in the times the
employee is working. Do not include non-working times such as lunches and breaks. For
example, entering 9:00 AM to 12:00 PM then 1:00 PM to 5:00 PM will indicate that the employee
is gone from noon to 1:00 PM.
7. In the End field, enter the employee's ending time and click the Add button. You can add
multiple start and ending times for an employee to reflect lunch hours or other time off. For
example, you might have an employee who works from 9:00 AM to 11:00 AM, then returns later
to work from 4:00 PM to 6:00 PM.
8. Continue adding start and end times until you have entered the employee's schedule for that day.
9. To enter in a recurring schedule (so you do not have to enter in each day's schedule over and
over), perform the following steps:
a. Toward the top, in the Date section, you can press the Recurring button. The
Recurring Dates screen will appear.
b. Click the Add Multiple Dates button. The Add Multiple Dates screen will appear.
c. Select the start of recurrence and end of recurrence dates.
d. In the Recurrence section, select if you want the recurrence to be:
• Daily, then select how many days you would like the schedule to recur.
• Weekly, then select the day(s) of the week and how often you would like the
weekly schedule to recur.
• Monthly, then select the day of the month you would like the monthly schedule
to recur.
e. You can click the Test button to view the dates that will be added.
f. Press OK when done to return to the Recurring Dates screen.
g. Press OK to return to the Modify Schedule screen.
10. Press OK when done entering in the schedule.
Note: From the Scheduling screen, click the Employee Order button to edit the order that the employees
appear in the Scheduling screen.
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Employees
Note: Click the Print Single Employee Schedule button to print employee schedules on different pages.
Copying and Pasting Schedules
To copy and paste employee schedules, perform the following steps:
1. Click the grid cell that you would like to copy the schedule for.
2. Click the Copy Grid Cell button.
3. Click in the grid cell that you would like the schedule copied to. To select multiple cells to copy to,
click in the first grid cell that you would like the schedule copied to, hold down the Shift key while
taking the mouse and moving it to highlight all cells that you desire.
4. Click the Paste Grid Cell button.
Color Coding Employees' Schedules
The Scheduling screen allows for color codes for various reasons for employees' time off (and if the
employees are working). The color codes include:
•
•
•
•
•
•
•
Working
Off: Regular Day
Off: Vacation Day
Off: Illness
Off: Personal Business
Off: Other Reason
No Schedule Entered
To color code the employees' schedules, perform the following steps:
1. In the Color Codes section (at the bottom of the Scheduling screen), double click on one of the
boxes. For example, on the Working box.
2. The Color screen will appear. Select the new color and click OK.
3. Repeat steps 1-2, above, for each reason why the employee is not working.
Scheduling Days Off
To schedule a day off, perform the following steps:
1. Go to the Scheduling screen by selecting Scheduling from the Employees pull-down menu.
2. Look at the white grid in the center of the Scheduling screen. The names of employees that you have
selected for scheduling will appear on the left in a column.
3. In the same row where the employee's name is found (to the right of the employee’s name) and
underneath the appropriate date that you would like to edit the schedule for, click to highlight the cell,
and then click on the Edit Schedule button in the upper left portion of the screen. The Modify
Schedule window will appear.
4. In the Modify Schedule screen, in the Status section, select if the employee is off that day. You can
select from the following choices for being off:
•
•
•
•
•
Off: Regular Day
Off: Vacation Day
Off: Illness
Off: Personal Business
Off: Other Reason
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Employees
5. Click OK.
Scheduling Recurring Schedules
To enter in a recurring schedule (so you do not have to enter in each day's schedule over and over),
perform the following steps:
1. Go to the Scheduling screen by selecting Scheduling from the Employees pull-down menu.
2. Look at the white grid in the center of the Scheduling screen. The names of employees that you
have selected for scheduling will appear on the left in a column.
3. In the row to the right of the first employee that is to be scheduled and underneath the appropriate
date, click to highlight the date cell when the schedule is to start, then click on the Edit Schedule
button in the upper left portion of the screen. The Modify Schedule window will appear.
4. In the Modify Schedule screen, in the Status section, select if the employee is working or off that
day.
5. In the Working Hours section, click the mouse on the Start field and enter the employee's normal
starting time. Note that if it is a morning starting time, you must enter AM or "a." Also, while even
hour times may be entered as simply one number; minutes must be separated from hours when
entering an incremental time. (For example, valid entries for times could be 9a for 9:00 AM, while
9:30 AM could be entered as 9.30a, 9.30am, or 9;30a.) Only enter in the times the employee is
working. Do not include non-working times such as lunches and breaks. For example, entering
9:00 AM to 12:00 PM then 1:00 PM to 5:00 PM will indicate that the employee is gone from noon to
1:00 PM.
6. In the End field, enter the employee's ending time and click the Add button. You can add multiple
start and ending times for an employee to reflect lunch hours or other time off. For example, you
might have an employee who works from 9:00 AM to 11:00 AM, then returns later to work from
4:00 PM to 6:00 PM.
7. Continue adding start and end times until you have entered the employee's schedule for that day.
8. Toward the top of the Modify Schedule screen, in the Date section, press the Recurring button.
The Recurring Dates screen will appear.
9. Click the Add Multiple Dates button. The Add Multiple Dates screen will appear.
10. Select the start of recurrence and end of recurrence dates.
11. In the Recurrence section, select if you want the recurrence to be:
•
•
•
12.
13.
14.
15.
Daily, then select how many days you would like the schedule to recur.
Weekly, then select the day(s) of the week and how often you would like the weekly schedule
to recur.
Monthly, then select the day of the month you would like the monthly schedule to recur.
You can click the Test button to view the dates that will be added.
Press OK when done to return to the Recurring Dates screen.
Press OK to return to the Modify Schedule screen.
Press OK when done entering in the schedule.
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Employees
Scheduling Common Days
Salon Iris has a feature that simplifies scheduling days, such as holidays, which are common to multiple
employees. To schedule common days such as holidays, perform the following steps:
1. On the common day, such as a holiday, enter in the schedule for the first employee. The
employee's schedule may most likely be Off: Other Reason, such as holiday. See the Entering
Schedules section of this User's Guide for instructions on how to enter an employee's schedule
into Salon Iris.
2. Click the grid cell that you would like to copy the schedule for.
3. Click the Copy Grid Cell button.
4. Click in the grid cell that you would like the schedule copied to. To select multiple cells to copy to,
click in the first grid cell that you would like the schedule copied to, hold down the Shift key while
taking the mouse and moving it to highlight all cells that you desire.
5. Click the Paste Grid Cell button.
92
Getting Started
General Ledger
General Ledger Overview
The General Ledger feature is only available with the Professional and Networking packages of Salon
Iris. It allows you to track the financial transactions of your business. These transactions can be rent
payments, utility payments, supplier shipments, written checks, and most other financial transactions that
can occur within your business. The General Ledger works very much like an interactive bank account
statement. Salon Iris can even calculate the current balance of your account based on what checks have
cleared.
Some of the major benefits of the General Ledger are as follows:
•
•
•
•
•
Each entry can be categorized into an unlimited number of customized categories
Check printing with automatic check numbering
Automatic stock count update (if products are received from a supplier)
Automatic retail price changing (if wholesale prices change, a new retail price is suggested
based on the previous wholesale/retail ratio)
Split entry payments (A single entry can be sub-divided into multiple entries. For example, a
single invoice from a supplier can contain multiple items. This invoice can be entered as a
single General Ledger entry using the split feature.)
Information Tracked
Each General Ledger entry contains the following information:
•
•
•
•
•
•
•
•
•
•
•
Date of the payment or deposit.
Check number issued.
Cleared, regarding whether or not a deposit or payment has been cleared through the bank.
Voided, regarding whether or not a transaction has been voided. Voided transactions do not
affect the balance.
Supplier, supplier of the product.
Category, type of payment or deposit.
Description/To, person or company that is receiving payment.
Comment, comment about the payment.
Type, payment or a deposit.
Split, allows two types of payments in one transaction. For instance, one half for non-product
items (i.e. shipping, credit charges or supplier discounts) and the other half is for products.
Payment Amount, transaction performed is to pay for products or services.
The General Ledger screen also displays the following information:
•
•
Balance (Cleared), total figure after deposits and payments go through.
Balance (All), total figure including all pending and cleared deposits and payments.
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General Ledger
Entering the General Ledger's Initial Balance
You can enter in your business's initial account balance. The balance is sometimes referred to as the
"carry-over" balance. This is the account balance at the time when the first ledger entry is made.
To enter the initial balance of your business's account, perform the following steps:
1. From the Finance pull-down menu, select Edit General Ledger. The General Ledger screen
will appear.
2. Press the Starting Balance button.
3. The Ledger Balance screen will appear.
4. Enter the appropriate Starting Balance and press OK.
Adding a General Ledger Entry
Salon Iris allows you to enter transactions into the General Ledger. You can enter in payments or
deposits to keep track of your business's finances.
To add an entry into the General Ledger, perform the following steps:
1. From the Finance pull-down menu, click on Edit General Ledger (or click on the Ledger
button/icon). The General Ledger screen will appear.
2. To create an entry, which can be a payment or a deposit, click the Add Entry button. The Add
Ledger Entry screen will display showing a General tab and a Check tab. Follow the
instructions below.
General Tab
To complete the General tab, perform the following steps:
1. Click the General tab and enter the date.
2. If you are making a payment by check, type the check number or click the Next Check Number
button and Salon Iris will automatically insert the next unused check number into the Check
number: field. If you are making a payment by another means besides check (such as automatic
withdrawal), leave the Check number: field blank.
3. Select the appropriate supplier from the drop-down box. If it is a new supplier, press the Add
New Supplier button and enter in the appropriate information. If it is an existing supplier that
requires updating, click on the Edit Supplier button and enter the appropriate information. See
the Adding a Supplier and Editing a Supplier sections of this User's Guide for more details on
tracking supplier information.
4. Enter the supplier invoice number.
5. Enter the description for whom the check is made payable.
6. The Comment: field is available to note other information that is relevant to the transaction.
7. From the drop-down box, select the Category, which is the type of transaction (payroll, utilities,
expenses, etc.). If desired, click the Edit button to modify the category information.
8. In the Type: field, select if the transaction is a Payment or a Deposit.
9. Enter in the appropriate transaction amount. If you would like to split how a transaction is tracked,
select the Split button. Split Details information will appear. The Split Details section is divided
into two areas:
a. General, which are all non product items (shipping, etc.).
b. Products, which are the items received.
c. In the General: section, click the Add Row button. Select the Category, enter a
Description, and Amount.
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General Ledger
d. In the Products: section, click the Add Row button. Select the Category, and enter the
Product ID. If the Product ID is already in Salon Iris's database, the Description, Unit
Price, and Amount will automatically appear. If the wholesale price has changed, type
in the appropriate amount in the Unit Price: field. Enter in the quantity received. If the
Product ID is not in the database, Salon Iris will prompt you to enter it. See the Adding
Products section of this User's Guide for instructions on entering products.
e. Salon Iris will automatically compare the amount entered in the Split Details section to
the amount of the transaction. The difference will appear in the Difference from
Payment Amount listed above: field. Click the Fix button and you will be prompted if
you would like to Change Payment Amount or Add Adjustment to account for the
discrepancy. Click OK after making your selection.
f. If you check the Update pricing and stock after saving box, Salon Iris will automatically
perform a pricing check and a stock count update. The next screen to appear will be the
Pricing and Stock Count Update. Your current and new, or suggested wholesale, retail,
quantity on order, and stock count will be displayed. When Salon Iris "suggests" the new
pricing, the ratio of the wholesale to retail price for the current prices are used. Select
Update or Don't Update as appropriate.
10. Click the Check tab (and follow the instructions below) if you want to print a check or click the
Save or Save and Add Another button.
Note: If you follow the General Ledger instructions, there is no need to update products on the Ordering
screen.
Note: You can search for General Ledger entries using the Date Range and Search sections located at the
bottom of the General Ledger screen.
Check Tab
If you would like to print a check now for this ledger entry, perform the following steps:
1. Click the Check tab.
2. If this is your first time printing checks, click the Check Setup button. If not, skip to step 4.
3. The Edit Check Format screen will appear. You can adjust the format, spacing, and alignment
of how each check is printed. (It is recommended that while you are adjusting the settings, you
use a blank sheet of paper in the printer to practice on. After you print your first check, you can
hold the paper next to the check and adjust the settings accordingly.) Press the OK button after
making your selections.
4. Press the Print This Check Now button.
5. The Printing Options screen will appear. Make your selections and click Print.
Editing a General Ledger Entry
Salon Iris allows you to edit your transaction entries. For example, you may wish to edit the amount of
payment or deposit, date, or description. To accomplish this, perform the following steps:
1. From the Finance pull-down menu, select Edit General Ledger. The General Ledger screen
will appear.
2. Click to highlight the entry to be edited and click the Edit Entry button. The Edit Ledger Entry
screen will appear.
3. Enter the appropriate changes and click Save.
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General Ledger
Deleting a General Ledger Entry
To delete a general ledger transaction entry, perform the following steps:
1. From the Finance pull-down menu, select Edit General Ledger. The General Ledger screen
will appear.
2. Click to highlight the entry to be deleted.
3. Click the Delete Entry button, located on the left hand side of the screen.
4. Confirm your selection and click the Yes button to permanently delete the ledger entry.
Printing the General Ledger Entry List
To print the general ledger entry list, perform the following steps:
1. Click the Ledger button/icon or from the Finance pull-down menu, select Edit General Ledger.
The General Ledger screen will appear.
2. From the General Ledger screen, make the appropriate selections in the Date Range and
Search sections to display what you would like printed. You can also right click on a column
heading such as Description and click Customize View. Use the Add and Remove buttons to
move items that you would like to be shown over to the Display section. Click the OK button to
return to the General Ledger screen.
3. Click the Print List button. The Printing Options screen will appear. Make the appropriate
selections and click Print. The information that is displayed on the screen will print.
Printing General Ledger Checks
You can print checks from the General Ledger screen. You can use these checks to pay employees,
utilities, or other expenses of your business. You can print checks from the General Ledger screen in two
ways:
1. When adding/editing a general ledger entry.
2. From the main General Ledger screen, by clicking the Print Checks button.
Printing a Check While Adding/Editing a General Ledger Entry
To print a check while adding or editing a general ledger entry, perform the following steps:
1. From the Finance pull-down menu, select Edit General Ledger. The General Ledger screen
will appear.
2. Add or edit a general ledger entry.
3. Click the Check tab.
4. Click the Print This Check Now button. The Printing Options screen will appear. Make the
appropriate printer selection and click the Print button.
5. Click the Save button when finished.
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General Ledger
Printing a Check From the Main General Ledger Screen
To print a check from the main General Ledger screen, perform the following steps:
1. From the Finance pull-down menu, select Edit General Ledger. The General Ledger screen
will appear.
2. Click the Print Checks button. The Print Checks screen will appear. If this is not your first time
printing checks, skip to step 4.
3. If this is your first time printing checks, from the Print Checks screen, press the Check Setup
button. The Edit Check Format screen will appear. You can adjust the format, spacing, and
alignment of how each check is printed. (It is recommended that while you are adjusting the
settings, you use a blank sheet of paper in the printer to practice on. After you print your first
check as described in steps 4 and 5, you can hold the paper next to the check and adjust the
settings accordingly.) Press the OK button after making your selections.
4. In the Print column, a checkmark means the check will be printed. Make sure the appropriate
boxes are checked in the Print column. If you need to change any information such as the check
#, click on the Check # column and type in the appropriate changes.
5. Click the Next button. The Printing Options screen will appear. Make the appropriate printer
selection and press the Print button.
General Ledger Category Search and Replace
You can easily do a general ledger category search and replace. For example, this would allow you to
replace all categories called, "utilities" with a category called, "utilities location one."
To do a category search and replace on the general ledger, perform the following steps:
1. From the Finance pull-down menu, select Ledger Category Replace. The Category Search
and Replace screen will appear.
2. In the Search for category called: field, select the category that you wish to replace.
3. In the Replace with: field, select the category that you wish to have the item in step 2 replaced
with.
4. Click the Replace button.
5. All ledger entries will be searched and replaced according to your specifications.
97
Getting Started
Gift Cards, Certificates, and Other Pre-Paid Services
Pre-Paid Services
Pre-Paid Services Overview
There are a few different ways to enter a series of pre-paid services:
1.
2.
3.
4.
5.
Gift certificates
Gift cards
On a ticket, from the Ticket Information screen
Client balance system
Client tanning minutes system
Gift Certificates
Salon Iris will track gift certificates issued and redeemed.
Note the following points regarding gift certificates:
1. Salon Iris maintains a record of the issuance and usage of gift certificates. It does not physically
write the certificate document the business gives to the buyer. You can easily purchase premade gift certificates at your local office supply store or print them yourself using a word
processor program.
2. Gift certificates have a currency value that may be used the same as cash for purchasing
business products and/or services.
3. The purchase prices of gift certificates may be different from their currency values. For example,
the business might have a surcharge on certificates when purchased.
4. Gift certificates may offer products and/or services savings or may be for specific products and/or
services. For example, there may be currency or percentage discounts on items purchased on a
gift certificate.
5. Gift certificates may be for a combination of both currency and/or products and/or services.
6. Gift certificates are purchased on the open Ticket Information screen. The ticket may be an
open scheduled appointment or one opened for the sole purpose of issuing the gift certificate.
See the Gift Certificates portion of this User's Guide for detailed information on gift certificates.
Gift Cards
Gift cards provide a quick and efficient way for your clients to pre-pay for products and services. After a
gift card is purchased, it can be used on returning visits to pay for purchases. Selling and redeeming gift
cards is a snap. The gift cards have a four digit number printed on them that can be manually entered
into the software. Optionally, our gift cards work with a bar code scanner and may contain a magnetic
strip that will work with the credit card reader.
98
Gift Cards, Certificates, and Other Pre-Paid Services
From the Ticket Information Screen
If you are not using a gift card or a gift certificate for the client, the recommended way to enter
in pre-paid services is from the Ticket Information screen. Simply type in the quantity being
purchased and the quantity being used. Salon Iris will subtract the quantity being used from the
quantity being purchased. The remaining amount will appear when editing a client, when the
Pre-Paid Services button is pressed.
Balance and Tanning System
The other way to track pre-paid services is to use the client balance system or the client tanning minutes
tracking system. These systems are simpler and more straight-forward than the gift certificate system,
but they don't provide the ability to specify specific services that are pre-paid. They only allow you to
specify that a client has a certain amount of money (when using the balance system) or tanning minutes
(when using the tanning system) available.
You can view a client's balance or remaining tanning minutes by viewing the client's profile. You can do
this by editing the client when on the Clients screen or by pressing the Client Info button on the toolbar
and search for the client.
A client's balance or remaining tanning minutes can be automatically adjusted (increased or decreased)
when a sale is completed by creating a product or service and selecting the option to Increase/Decrease
the client's balance/tanning minutes when this item is sold.
Note: See the Client Balance and Client Tanning portions of the User's Guide for detailed information on
balances and tanning.
Gift Cards vs. Gift Certificates
Gift cards and gift certificates both provide ways for your clients to pre-pay for services and products. If
you will only be tracking cash for prepaid items, it is recommended to use gift cards. Gift cards are much
simpler to use than gift certificates.
If you will be tracking both cash and specific products and or services, then it is recommended to use gift
certificates. Gift certificates provide greater flexibility than gift cards.
The following chart summarizes the difference between gift cards and certificates:
99
Gift Cards, Certificates, and Other Pre-Paid Services
Size
Material
Comes with
Preprinted
Value Amount?
Tracks Currency
Amount?
Tracks Products
and Services
Used?
Reusable?
Gift Card
Same size as a credit card. Fits
nicely in wallet.
Plastic. Edges do not get worn
easily.
Yes - if purchased from CMJ
Designs
Gift Certificate
Any size, most commonly 8 1/2" by 11".
Paper. Edges may get worn easily.
Yes. You create your own gift certificates.
No - if you print yourself or
purchase from another company
Yes
Yes
No
Yes
Yes
No
Gift Cards
Gift Cards Overview
Gift cards provide a quick and efficient way for your clients to pre-pay for products and services. After a
gift card is purchased, it can be used on returning visits to pay for purchases. Selling and redeeming gift
cards is a snap. Our gift cards work with a bar code scanner, gift card/credit card reader, or both,
depending on the setup you choose. Or, you can track gift cards using a gift card ID number and do not
have to have a bar code or magnetic stripe on the gift cards.
Gift cards are the size of a credit card and are plastic. They may contain the following information:
•
•
•
•
•
•
•
•
Full color with your store photo or logo
Full color with generic photo
Your business name
Your business address
Your business phone number
Your business web site address
Optional message
Value of card
Two types of gift cards are explained below:
1. Predefined Cards: These are cards that have the currency value (for example: $50) printed
directly on the card and encoded in the gift card value.
2. Undefined Cards: The cards do not have a value assigned to them. When these cards are
purchased, Salon Iris will ask what value should be assigned to the card.
Obtaining Gift Cards
Types of Gift Cards
The two types of gift cards are as follows:
100
Gift Cards, Certificates, and Other Pre-Paid Services
1. Predefined Cards: These are cards that have the currency value (for example: $50) printed
directly on the card and encoded in the gift card value.
2. Undefined Cards: The cards do not have a value assigned to them. When a customer purchases
a card of this type from your business, Salon Iris will ask what value should be assigned to the
card.
Obtaining Gift Cards
Two ways to obtain gift cards are described below:
Directly from CMJ Designs Inc.
This is the recommended method. Cards printed by us can have either a predefined or undefined value.
You can track the gift cards using a four digit number or optionally, using a credit card reader and/or a
bar code scanner.
To purchase cards through us, call 1-888-803-4747 or select Order Gift Cards from the Gift Cards pulldown menu on Salon Iris.
Print Your Own
The other option is to print your own gift cards or order them through another company. Cards printed
this way cannot have a predefined value and will not work with a credit card reader or bar code scanner.
Instead, the Gift Card ID number and amount must be manually typed into Salon Iris. In other words, if
you print your own cards or order through another company, they are considered to be undefined gift
cards.
Selling Gift Cards
To sell a gift card, perform the following steps:
1. Create a new ticket or edit an existing ticket.
2. Add the gift card to the ticket by performing any of the following actions:
• Click in the ID column and scan the card with a bar code scanner.
• Click in the ID column and swipe the card through a credit card reader.
• Press the Purchase/Redeem Gift Card button and type in the Gift Card ID number and
click OK.
3. If the card is predefined (i.e. already has the card value printed on it), Salon Iris will automatically
put the value of the card on the ticket. If the card is undefined, Salon Iris will prompt you to enter
the value of the card.
4. Close the ticket.
5. After the ticket is closed, Salon Iris will remember the price of the gift card. See the Viewing Gift
Card Balance and Activity section of this User's Guide to view the list of sold gift cards and their
value.
Redeeming a Gift Card
When a customer returns to your business and wishes to use a gift card, the gift card needs to be
redeemed. To do this, follow the steps below:
1. Create a new ticket or edit an existing ticket.
2. Add all the products and services to the ticket that the customer is purchasing.
3. Add the gift card to the ticket by doing any of the following:
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Gift Cards, Certificates, and Other Pre-Paid Services
• Click in the ID Column and scan the card with a bar code scanner.
• Click in the ID Column and swipe the card through a credit card reader.
• Press the Purchase/Redeem Gift Card button and type in the Gift Card ID number.
4. Salon Iris will suggest the amount to use. Or, you can type in the amount that the customer
wishes to redeem. Confirm the amount is correct, then press the OK button.
5. If applicable, enter in any tender still owed after the card is redeemed.
6. Close the ticket.
Viewing a Gift Card Balance and Activity
Viewing a Gift Card Balance
To view the balance for a gift card, perform either of the following:
1. From the Gift Cards pull-down menu, select Look Up Gift Card Status. The Enter Gift Card ID
screen will appear. Then, scan the gift card or enter the gift card ID and click OK. The Gift Card
Information screen will appear. Review the information and click OK.
2. While editing a ticket, press the Special button, select Gift Card, then Look Up Balance and
History, and scan the gift card or enter the gift card ID and press OK. The Gift Card
Information screen will appear. Review the information and click OK.
Viewing Past Gift Card Activity
To view all gift card activity and current gift card balances, perform the following steps:
1. Select View Gift Card Activity from the Gift Cards pull-down menu. You will see a list of all gift
cards.
2. More detail on the gift cards can be viewed by double clicking on a row.
Reusing Gift Cards
Salon Iris allows you the flexibility to reuse gift cards. In other words, after a gift card is sold and the
client redeems it, and the remaining balance is zero, you may wish to resell the card again.
To resell (reuse a gift card), perform the following steps:
1.
2.
3.
4.
5.
6.
From the Tools pull-down menu, select Options.
Click the Other tab.
Click the Gift Card Setup button. The Gift Card Options screen will appear.
Click the box that says you would like to reuse (resell) gift cards once they reach a zero balance.
Click OK to return to the Options Other tab and click OK again.
Sell the gift card by following the instructions explained in the Selling a Gift Card section of this
User's Guide.
Promotional Gift Cards
You can define a set of gift cards as sold without manually having to create a separate ticket for each
card. This is useful when you want to give away a group of cards for a special sale or promotion. Cards
selected when using this feature will not appear as income in the Totals report.
To define a set of cards for a special sale or promotion, perform the following steps:
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Gift Cards, Certificates, and Other Pre-Paid Services
1.
2.
3.
4.
5.
6.
7.
8.
9.
From the Tools pull-down menu, select Options.
Click the Other tab.
Click the Gift Card Setup button. The Gift Card Options screen will appear.
Press the Batch Pre-Sale button.
Enter the starting ID of the gift card batch (example: 1000) and press OK.
Enter the ending ID of the gift card batch (example: 5000) and press OK.
Enter the amount of money to assign to each gift card (example: $5) and press OK.
Press the Yes button.
Click OK when done then OK to return to the Options screen. Press OK again to return to using
the software.
Gift Certificates
Gift Certificates Overview
Salon Iris will track gift certificates issued and redeemed.
Note the following points regarding gift certificates:
1. Salon Iris maintains a record of the issuance and usage of gift certificates. It does not physically
write the certificate document the business gives to the buyer. You can easily purchase premade gift certificates at your local office supply store or print them yourself using a word
processor program.
2. Gift certificates have a currency value that may be used the same as cash for purchasing
business products and/or services.
3. The purchase prices of gift certificates may be different from their currency values. For example,
the business might have a surcharge on certificates when purchased.
4. Gift certificates may offer products and/or services savings or may be for specific products and/or
services. For example, there may be currency or percentage discounts on items purchased on a
gift certificate.
5. Gift certificates may be for a combination of both currency and/or products and/or services.
6. Gift certificates are purchased on the open Ticket Information screen. The ticket may be an
open scheduled appointment or one opened for the sole purpose of issuing the gift certificate.
Note: The recommended method to purchase gift certificates is from the Tickets screen. This method
creates a ticket associated with the gift certificate, which allows you to track how the gift certificate was paid
for. The other method is to create a gift certificate from the Gift Certificates screen. If you create a gift
certificate from the Gift Certificates screen, no record of how the gift certificate was purchased will exist.
Purchasing a Gift Certificate
Gift certificate are purchased from the Ticket Information screen. The Ticket Information screen is
accessed by adding or editing a ticket. To purchase a gift certificate, perform the following steps:
1. From the Ticket Information screen, click the Special button, located at the bottom right of
the screen. A drop-down menu will appear.
2. Select Purchase Gift Certificate from the menu. The Add Gift Certificate window will appear
with the ID that is automatically assigned. Your can change the ID by clicking the Change ID
button. In the General section, fill in the following information:
a. The purchase cost. If there is no surcharge or discount applied to the gift certificate, click
to check the Make equal to currency value box before entering the purchase price;
clicking this box first will cause the currency value to update to equal the purchase price.
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Gift Cards, Certificates, and Other Pre-Paid Services
b. Status, as Open or Closed. The status will default to Open, since this is a new gift
certificate. The status becomes Closed when there are no more currency, products, or
services left to redeem.
c. Enter the currency value. The currency value of the gift certificate is a strict cash value
and is separate from any cash value inherent in products and services. The purchase
cost of the gift certificate may be different than its currency value depending on whether
the gift certificate may be different than its currency value depending on whether the gift
certificate also includes redeemable products and/or services.
3. Complete the To and From section. The To and From sections are identical in setup and may
be completed in two ways:
•
Enter the first and last names of the gift certificate recipient and giver in the appropriate
fields, or click the Select button in each field. The Find Client window will appear.
Complete this window and click OK. For information on completing this window, see the
Clients section of the User's Guide.
4. If the purchaser desires the certificate to be used for specific products and services, move to the
Product and Services Savings section. (This section maintains a list of the specified goods
and services and enables the business to offer special currency or percent discounts on items
purchased on gift certificates.) Click the Add button. The Add Gift Certificate Item window will
appear. If no products or services are to be added on the gift certificate, then skip to step 5.
5.
6.
7.
8.
a. In the Item section, enter the ID or click the Search button to search for the product
and/or service.
b. In the Quantity section, enter the quantity.
c. In the Discount Type and Amount section, enter applicable discounts as a percent
and/or currency.
d. After completing the Add Gift Certificate Item window, click OK to return to the Add Gift
Certificate window.
e. If desired, click the Add button to add additional products and/or services to the
Products and Services Savings section and repeat steps a-d.
In the Miscellaneous section, complete the expiration date, created date, and comments
information.
When the Add Gift Certificate window is complete, click OK to return to the Ticket Information
screen.
The Ticket Information screen will show the gift certificate as an entry on the ticket.
Close the ticket as you normally would.
Note: The recommended method to purchase gift certificates is from the Tickets screen. This method
creates a ticket associated with the gift certificate, which allows you to track how the gift certificate was paid
for. The other method is to create a gift certificate from the Gift Certificates screen. If you create a gift
certificate from the Gift Certificates screen, no record of how the gift certificate was purchased will exist.
Adding a Gift Certificate
The recommended way to purchase a gift certificate is when creating or editing a ticket. See the
Purchasing a Gift Certificate section of this User's Guide for more information.
However, if you already have gift certifcates that were previously sold and you do not want the sale of the
gift certificate appearing in your totals report, but you would like a record of the gift certificate in Salon Iris
for tracking purposes, you can perform the following steps:
1. From the Tickets pull down menu, select Edit Gift Certificates.
104
Gift Cards, Certificates, and Other Pre-Paid Services
2. Click the Add Gift Certificate button. The Add a Gift Certificate window will appear with the
Gift Certificate ID that is automatically assigned. You can change the ID by clicking the Change
ID button. In the General section, fill in the following information:
a. The purchase cost. If there is no surcharge or discount applied to the gift certificate, click
to check the Make equal to currency value box before entering the purchase price;
clicking this box first will cause the currency value to update to equal the purchase price.
b. Status, as Open or Closed. The status will default to Open, since this is a new gift
certificate. The status becomes Closed when there is no more currency, products, or
services left to redeem.
c. Enter the currency value. The currency value of the gift certificate is a strict cash value
and is separate from any cash value inherent in products and services. The purchase
cost of the gift certificate may be different than its currency depending on whether the gift
certificate also includes redeemable products and/or services.
3. Complete the To and From information fields. Note, the To and From fields are identical in setup
and may be completed in two ways:
•
Enter the first and last names of the gift certificate recipient and giver in the appropriate
fields, or click the Select button in each field. The Find Client window will appear.
Complete this window and click OK. For information on completing this window, see the
Clients section of the User's Guide.
4. If the purchaser desires the certificate to be used for specific products and services, move to the
Product and Services Savings section. (This section maintains a list of the specified goods and
services and enables the business to offer special currency or percent discounts on items
purchased on gift certificates.) Click the Add button. The Add Gift Certificate window will
appear. In no products or services are to be added on the gift certificate, then skip to step 5
a. In the Item section, enter the ID or click the Search button to search for the product
and/or service.
b. In the Quantity section, enter the quantity.
c. In the Discount Type and Amount section, enter applicable discount as a percent
and/or currency.
d. After completing the Add Gift Certificate Item window, click OK to return to the Add Gift
Certificate window.
e. If desired, click the Add button to add additional products and/or services to the
Products and Services Savings section and repeat steps a-d.
5. In the Miscellaneous field, complete the expiration date, created date, and comments
information.
6. Click OK when finished.
Note: Following steps 1-6, above, is only recommended if you already have gift certificate that
were previously sold and you do not want the sale of the gift certificate appearing in you Totals
report, but you would like a record of the gift certificate in Salon Iris fro tracking purposes.
Redeeming a Gift Certificate
To use a gift certificate to pay for a portion or all of products and/or services, perform the following steps:
1. On the open ticket, list all products and services that the customer is purchasing.
2. In the lower left corner, click the Redeem Gift Certificate button. The Gift Certificate
screen will appear.
3. Enter in the gift certificate number and click OK.
4. The Redeem Gift Certificate screen will appear.
105
Gift Cards, Certificates, and Other Pre-Paid Services
5. If you are redeeming a currency (cash) value, click the Redeem Currency button. If not
(in other words, you are only redeeming products and/or services) skip to step 8.
6. The Enter Currency to Redeem screen will appear. Enter the currency to redeem and
click OK.
7. If you are not redeeming products and/or services, skip to step 11.
8. If you are redeeming products and/or services, in the Available Products and Services
section, all available products and services to use on this gift certificate will be listed.
Double click on the item you wish to redeem.
9. The Enter Quantity to Redeem screen will appear. Enter the quantity to redeem and
click OK. That item will now appear in the Selected Products and Services section.
You can use the Remove Item button, if needed.
10. Repeat steps 8-9 for all products and/or services that you wish to redeem.
11. Click OK after all currency, products, and/or services to redeem are selected and you will
be returned to the Ticket Information screen.
12. Close the ticket as you normally would.
Note: Use the Remove this gift certificate from this ticket button if desired.
Note: If you do not know the gift certificate number, you can look at a complete list of your business's gift
certificates by going to the Tickets pull-down menu and selecting Edit Gift Certificates.
Editing a Gift Certificate
To edit a gift certificate, perform the following steps:
1. From the Tickets pull down menu, select Edit Gift Certificates.
2. Click to highlight the certificate to be edited, then click the Edit Gift Certificate button on the left
side of the screen. The Edit Gift Certificate window will appear.
3. Make the desired changes and click OK.
Viewing Gift Certificates
Salon Iris lists the details of all gift certificates, open and closed, in a gift certificates table on the Gift
Certificates screen. To access this screen, from the Tickets pull-down menu, select Edit Gift
Certificates. The gift certificate table will appear displaying all of the gift certificates and their status.
Deleting a Gift Certificate
To delete a gift certificate, perform the following steps:
1. From the Gift Certificates screen, click to highlight the certificate to be deleted, then click the
Delete Gift Certificate button on the left side of the screen. The Are You Sure? window will
appear.
2. Click the Yes button to permanently delete the gift certificate.
Printing a List of Gift Certificates
You can not print out individual gift certificates within Salon Iris software. If you want to make gift
certificates, you can do so using a word processing program. Also, you can purchase pre-made gift
certificates at an office supply store and hand write them as you sell them. However, Salon Iris allows
you to track gift certificates and print out a list of gift certificates that you have sold.
106
Gift Cards, Certificates, and Other Pre-Paid Services
To print a list of gift certificates, perform the following steps (note that only the list of gift certificates will be
printed, not each gift certificate):
1. Click the Gift Certs button/icon or from the Tickets pull-down menu, select Edit Gift
Certificates. The Gift Certificates screen will appear.
2. You may click a column heading, such as Amount, to sort by that column. Click the Print List
button. The Printing Options window will appear.
3. Make the print options selections and click the Print button. The information that is displayed on
the screen will print.
Viewing Gift Certificate Usage History
To view gift certificate usage history, perform the following steps:
1. From the Gift Certificates screen, click to highlight the certificate to view the usage history for,
then click the Edit Gift Certificate button on the left side of the screen. The Edit Gift Certificate
window will appear.
2. Click on the Usage History tab. The ticket number, date last used, items used, and currency will
appear.
3. Click OK to exit.
107
Getting Started
Importing and Exporting
Importing Overview
Salon Iris allows you to import lists of information that were created using other programs (such as
another database program, Microsoft Excel, etc.).
A separate file is required for each list of information that can be imported and must be specially
formatted. We can usually import the following information:
•
•
•
•
•
•
•
Clients
Employees
Products
Services
Suppliers
Gift certificates
Client history
Files must be saved in any one of the following formats:
•
•
•
•
•
•
•
.txt (comma or tab delimited)
.csv (comma or tab delimited)
Excel, .xls
Word, .doc
Access
Outlook
We are also able to import quite a few other formats. E-mail [email protected] if
you would like to see if your format can be imported.
Importing Clients
Salon Iris allows you to import lists of clients created using other programs (such as another database
program, Microsoft Excel, Notepad, etc.).
The file you are importing can be in any of the following formats:
•
•
•
•
•
•
•
.txt (comma or tab delimited)
.csv (comma or tab delimited)
Excel, .xls
Word, .doc
Access
Outlook
We are also able to import quite a few other formats. E-mail [email protected] if you would
like to see if your format can be imported.
Note: You must first convert your information to a text only, .txt, file. Items 1-7, above, are usually pretty
easily converted to text files. The format for this .txt file is described below.
108
Importing and Exporting
Format Summary
The following table summarizes the proper format for the text file you will be importing.
Column Name
Description
Type
Example
FirstName
First name
Text
Mary
LastName
Last name
Text
Smith
Address
Address
Text
123 Anystreet
Address2
Second line of an address
Text
Apartment 201
City
City
Text
Anytown
State
State
Text
California
Zip
Zip or postal code
Text
12345-6789
E-Mail
E-mail address
Text
[email protected]
HomePhone
Home phone number
Text
(313) 555-1212
WorkPhone
Work phone number
Text
(313) 555-1212
CellPhone
Mobile phone number
Text
(313) 555-1212
Gender
Gender
Text (M for F
male, F for
female)
Comment
Comment
Text
Class
Class or category. Short phrase Text
that describes the type of service
the client frequents
Has two children
tan
DateOfBirth
Date of birth
Date
2/1/1975
Anniversary
Date of anniversary
Date
5/7/1998
TotalVisits
Total number of visits
Number
23
FirstVisit
Date of first visit
Date
3/4/1997
LastVisit
Date of last visit
Date
10/5/2006
Mailing
Indicates if the client does NOT
want to receive mail. (Example:
"YES" means the client does
NOT want to receive mail. "NO"
means the client does want to
receive mail
Text (Y for Y
yes, No for
No)
FirstEmployeeName
Full name of the first employee to Text
service the client
Bill Smith
FirstEmployeeID
ID of the first employee to service Number
the client
100
LastEmployeeName
Full name of the last employee to Text
service the client
Jenny Johnson
LastEmployeeID
ID of the last employee to service Number
the client
101
Balance
Balance (tab) amount. A positive Number
amount indicates the client owes
the business. A negative amount
19.95
109
Importing and Exporting
indicates the business owes the
client.
BalanceComment
Comment describing balance
changes
Text
Owes 19.95 from
3/4/2002 visit
ProductDiscountPercent
Default percentage discount on
products
Number
10
ServiceDiscountPercent
Default percentage discount on
services
Number
0
Link
Path and name of a file related to Text
the client. This allows an outside
file (Excel, Word, etc) to be
associated with a client.
C:\My
Documents\Bill.xls
History
Formula or other history
Text
Use color formula #123.
Let set extra 5 mins.
ClientID
ID number for the client
Number
1000
Title
Title before name such as Mr.,
Mrs., Miss, and Ms.
Text
Mrs.
Item
This is the unit assigned from the Text
Options - Preferences tab and
clicking Client Options
Tanning minutes
Item Comment
This is the comment for the Item
described, above
Text
Tanning comments
IDCard
ID card number for the client
Number
1000
Note: FirstName and LastName are required columns. These two columns must be the first two
columns in the text file.
Example:
A spreadsheet file might look like this:
FirstName
LastName
Address
City
State
Zip
HomePhone
Mary
Johnson
123 Myroad
Anytown
CA
12345
(761) 555-1212
Bill
Warren
456 Billsroad
Duckville
CA
639181931
(674) 555-1212
Judy
Guller
7890 Parrot
Drive
Lakeview
AZ
91875
(453) 555-1212
To import your data file, perform the following steps:
1. Save your information as a text-only tab delimited file.
2. Open Salon Iris, and click the File pull-down menu and select Import, then Clients. Follow the
prompts. Salon Iris will automatically import your file and add it to your existing list of clients.
Note: The words TRUE and FALSE may be used in place of Y or N in all Yes/No text columns.
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Importing and Exporting
Importing Products
Salon Iris allows you to import lists of products created using other programs (such as another database
program, Microsoft Excel, Notepad, etc.).
The file you are importing can be in any of the following formats:
•
•
•
•
•
•
•
.txt (comma or tab delimited)
.csv (comma or tab delimited)
Excel, .xls
Word, .doc
Access
Outlook
We are also able to import quite a few other formats. E-mail [email protected] if you would
like to see if your format can be imported.
Note: You must first convert your information to a text only, .txt, file. Items 1-7, above, are usually pretty
easily converted to text files. The format for this .txt file is described below.
Format Summary
The following table summarizes the proper format for the text file you will be importing.
Column Name
Description
Type
Example
ID
Product ID or sku number. The ID must be
unique
Text
Sham100
Description
Description or name
Text
Shampoo
Category
Category
Text
Hair
BackBar
Indicates if the product is a backbar item.
Backbar items are used in-house to support
services. Employees do not make
commission on backbar items.
Text (Y for
yes, N for
no)
N
Make
Make
Text
Great
Shampoo's
Size
Size
Text
12 oz
WholeSale
Wholesale price
Number
4.50
Retail
Retail price
Number
7.29
Taxable
Indicates if tax should be applied when the
product is sold
Text (Y for
yes, N for
no)
Y
Inactive
Indicates if the product is inactive
Text (Y for
yes, N for
no)
N
Balance
Currency amount to automatically increase or Number
decrease the client's balance by when this
product is sold
2.34
111
Importing and Exporting
Supplier
Supplier who supplies the product
Text
My Supplier
StockCount
Current quantity in stock
Number
4
ReorderAuto
Indicated if this item to be automatically reordered when the quantity in stock is less
than or equal to the reorder point
Text (Y for
yes, N for
no)
Y
ReorderPoint
Used only if Auto Reorder is on. Product is
put on "Items that need to be re-ordered"
when StockCount<=Reorder point
Number
5
ReorderQuantity
Used only if Auto Reorder is on. Quantity to
suggest when ordering
Number
20
OnOrder
Quantity currently on order
Number
10
DateOrderHold
Keep this product off the auto-reorder list until Date
this date
3/4/2008
OrderDate
Date put on order
Date
5/4/2008
CommissionBonus
Currency amount added to employee's pay if
employee earns commission on product sale
Number
10.00
Note: ID is a required column. This column must be the first column in the text file.
Example:
A spreadsheet file might look like this:
ID
Name
Retail
Taxable
Stock
123
Comb
4.95
Yes
20
SHAM
Shampoo
9.99
Yes
10
To import your data file, perform the following steps:
1. Save your information as a text-only tab delimited file.
2. From any Salon Iris main screen, click the File pull-down menu and select Import, then
Products. Follow the prompts. Salon Iris will automatically import your file and add it to your
existing list of products.
Importing Services
Salon Iris allows you to import lists of services created using other programs (such as another database
program, Microsoft Excel, Notepad, etc.).
The file you are importing can be in any of the following formats:
•
•
•
•
•
.txt (comma or tab delimited)
.csv (comma or tab delimited)
Excel, .xls
Word, .doc
Access
112
Importing and Exporting
•
•
Outlook
We are also able to import quite a few other formats. E-mail [email protected] if you would
like to see if your format can be imported.
Note: You must first convert your information to a text only, .txt, file. Items 1-7, above, are usually pretty
easily converted to text files. The format for this .txt file is described below.
Format Summary
The following table summarizes proper format for the text file you will be importing.
Column Name
Description
Type
Example
ID
ID
Text
PERM
Description
Description
Text
Perm
Category
Category
Text
General
Backbar
Backbar amount
Number
3.50
Price
Price
Number
45
Taxable
Taxable
Text (Y for
yes, N for
no)
N
Setup
Setup duration (length of time)
Number
45
Process
Process duration (length of time)
Number
30
Finish
Finish duration (length of time)
Number
15
Inactive
Indicates if the product is inactive
Text
N
Link1
ID of product to link to this service
Text
SHAMPOO101
Link2
ID of product to link to this service
Text
SHAMPOO101
Link3
ID of product to link to this service
Text
SHAMPOO101
Balance
Currency amount to automatically
increase or decrease the client's balance
by when this service is sold
Number
3.5
CommissionBonus
Currency amount added to employee's
pay if employee earns commission on
service sale
Number
12
Note: ID is a required column. This column must be the first column in the text file.
Example:
A spreadsheet file might look like this:
ID
Description
Price
HC
Haircut
22.00
113
Importing and Exporting
PERM
Full Perm
60.00
To import your data file, perform the following steps:
1. Save your information as a text- only tab delimited file.
2. From any Salon Iris main screen, click the File pull-down menu and select Import, then
Services. Follow the prompts. Salon Iris will automatically import your file and add it to your
existing list of services.
Importing Employees
Salon Iris allows you to import lists of employees created using other programs (such as another
database program, Microsoft Excel, Notepad, etc.).
The file you are importing can be in any of the following formats:
•
•
•
•
•
•
•
.txt (comma or tab delimited)
.csv (comma or tab delimited)
Excel, .xls
Word, .doc
Access
Outlook
We are also able to import quite a few other formats. E-mail [email protected] if you would
like to see if your format can be imported.
Note: You must first convert your information to a text only, .txt, file. Items 1-7, above, are usually pretty
easily converted to text files. The format for this .txt file is described below.
Format Summary
The following table summarizes the proper format for the text file you will be importing.
Column Name
Description
Type
Example
FirstName
First name
Text
Mary
LastName
Last name
Text
Smith
EmployeeID
Employee ID
Number
1000
Address
Address
Text
456 Park
Address2
Second line of an address
Text
Apartment 201
City
City
Text
Anytown
State
State
Text
CA
ZIP
ZIP or postal code
Text
90210
Phone
Phone number
Text
(313) 555-2121
CellPhone
Cell phone number
Number
(313) 555-1212
E-Mail
E-mail address
Text
[email protected]
Gender
M for male, F for female
Text
F
114
Importing and Exporting
Comment
Comment
Text
Wants all Saturdays off
DateOfBirth
Date of birth
Date
5/10/1975
DateOfHire
Date of hire
Date
2/7/2002
W2Local
City name if local withholding tax
is being deducted
Text
Beverly Hills
W2State
State name if state withholding tax Text
is being deducted
CA
Active
If this person is currently
employed at the business
Binary
TRUE or FALSE
Independent
If this person is a booth renter
Binary
TRUE or FALSE
SSN
Social Security Number
Text
000-00-0000
Note: FirstName and LastName are required columns. These two columns must be the first two
columns in the text file.
Example:
A spreadsheet file might look like this:
FirstName
LastName
Address
City
State
ZIP
Mary
Smith
456 Park
Anytown
CA
90210
John
James
99 West Road
Gregory
FL
29290
To import your data file, perform the following steps:
1. Save your information as a text-only tab delimited file.
2. From any Salon Iris main screen, click the File pull-down menu and select Import, then
Employees. Follow the prompts. Salon Iris will automatically import your file and add it to your
existing list of employees.
Importing Suppliers
Salon Iris allows you to import lists of suppliers created using other programs (such as another database
program, Microsoft Excel, Notepad, etc.).
The file you are importing can be in any of the following formats:
•
•
•
•
•
•
•
.txt (comma or tab delimited)
.csv (comma or tab delimited)
Excel, .xls
Word, .doc
Access
Outlook
We are also able to import quite a few other formats. E-mail [email protected] if you would
like to see if your format can be imported.
115
Importing and Exporting
Note: You must first convert your information to a text only, .txt, file. Items 1-7, above, are usually pretty
easily converted to text files. The format for this .txt file is described below.
Format Summary
The following table summarizes the proper format for the text file you will be importing.
Column
Name
Description
Type
Example
Name
Name of the supplier
Text
ABC Distributions
FirstName
First name of the primary contact person
Text
Mark
LastName
Last name of the primary contact person
Text
Albert
Address
Address
Text
123 Mystreet
City
City
Text
Mytown
State
State
Text
CA
Zip
Zip or postal code
Text
12345
E-Mail
E-mail address
Text
[email protected]
Phone
General phone number
Text
(313) 555-1212
TollFree
Toll free phone number
Text
(800) 555-1212
Cell
Cell phone number
Text
(313) 555-1212
Fax
Fax phone number
Text
(313) 555-1212
Comment
General comments
Text
Text
Products
List of products this supplier supplies
Text
Shampoo101, brushes
Total
Current amount owed to or from the supplier Number
123.45
Check
Name that should appear on "To" section of
check when printing checks
Text
ABC Service, Inc.
SupplierID
ID number for the supplier
Number
1000
History
History or other information
Text
Started account on Jan 10,
1998. This supplier only
ships UPS
Note: Name is a required column. This column must be the first column in the text file.
A spreadsheet file might look like this:
Name
FirstName
LastName
Address
ABC Distributions
Mark
Albert
Lakeview Systems
Bill
Pro Distribution
Karen
City
State
Zip
123 Mystreet Mytown
CA
12345
Wayne
2020 Elm
Harborview
WA
48756
Lockford
9000 West
Warren
Hearon
FL
910271097
116
Importing and Exporting
To import your data file, perform the following steps:
1. Save your information as a text-only tab delimited file.
2. From any Salon Iris main screen, click the File pull-down menu and select Import, then
Suppliers. Follow the prompts. Salon Iris will automatically import your file and add it to your
existing list of suppliers.
Importing Gift Certificates
Salon Iris allows you to import lists of gift certificates created using other programs (such as another
database program, Microsoft Excel, Notepad, etc.).
The file you are importing can be in any of the following formats:
•
•
•
•
•
•
•
.txt (comma or tab delimited)
.csv (comma or tab delimited)
Excel, .xls
Word, .doc
Access
Outlook
We are also able to import quite a few other formats. E-mail [email protected] if you would
like to see if your format can be imported.
Note: You must first convert your information to a text only, .txt, file. Items 1-7, above, are usually pretty
easily converted to text files. The format for this .txt file is described below.
Format Summary
The following table summarizes the proper format for the text file you will be importing.
Column Name
Description
Type
GiftCertID
The gift certificate identification number. Text
1000
OriginalAmount
The original amount of the gift certificate. Number
100.00
Balance
The amount remaining on the gift
certificate.
50.00
FromFirstName
First name of who the gift certificate was Text
from.
Jane
FromLastName
Last name of who the gift certificate was Text
from.
Smith
ToFirstName
First name of who the gift certificate was Text
to.
John
ToLastName
Last name of who the gift certificate was Text
to.
Jones
DateCreated
Date the gift certificate was created.
Date
7/4/2007
GiftCertComment
Gift certificate comment or additional
information.
Text
This gift certificate was
for her birthday.
Number
Example
117
Importing and Exporting
Note: GiftCertID is a required column. This column must be the first column in the text file.
A spreadsheet file might look like this:
GiftCer OriginalAm Balan FromFirstN FromLastN ToFirstN ToLastN
tID
ount
ce
ame
ame
ame
ame
DateCre GiftCertCom
ated
ment
1000
75.00
50.00 Joe
Smith
Sue
Jones
7/4/2007
80th birthday
present.
1001
25.00
10.00 Jacob
Jackson
Carrie
Adams
5/1/2007
Birthday
present.
1002
50.00
0.00
Jones
Teddy
Smith
4/13/200
7
Mother's Day
gift.
Ami
To import your data file, perform the following steps:
1. Save your information as a text-only tab delimited file.
2. From any Salon Iris main screen, click the File pull-down menu and select Import, then Gift
Certificates. Follow the prompts. Salon Iris will automatically import your file and add it to your
existing list of gift certificates. When this is done, the amount in gift certificates is NOT added to
your business's income and is not shown on the Totals report. This ability is just to be able to
track a list of existing gift certificates that you have already sold.
Importing Client History
Salon Iris allows you to import lists of client history created using other programs (such as another
database program, Microsoft Excel, Notepad, etc.).
The file you are importing can be in any of the following formats:
•
•
•
•
•
•
•
.txt (comma or tab delimited)
.csv (comma or tab delimited)
Excel, .xls
Word, .doc
Access
Outlook
We are also able to import quite a few other formats. E-mail [email protected] if you would
like to see if your format can be imported.
Note: You must first convert your information to a text only, .txt, file. Items 1-7, above, are usually pretty
easily converted to text files. The format for this .txt file is described below.
Format Summary
The following table summarizes the proper format for the text file you will be importing.
Column
Name
Description
Type
Example
ClientID
The client identification number.
Text
1000
118
Importing and Exporting
Date
Date.
Date
20070603
History
Client history.
Text
5/4/06- Client has sensitive
skin.
Or, you can import the text file using the following format:
Column
Name
Description
Type
Example
FirstName
The first name of the customer.
Text
Joe
LastName
The last name of the customer.
Text
Smith
Date
Date.
Date
20070603
History
Client history.
Text
5/4/06- Client has sensitive
skin.
Note: ClientID or FirstName are a required column. This column must be the first column in
the text file.
A spreadsheet file might look like this:
FirstName LastName
Date
History
Mary
Smith
20070603 5/4/07- Client has sensitive skin.
Michelle
Jones
20060701 5/1/07- Recommended product
A for client.
Jane
Adams
20070101 6/1/07- Client likes to water ski.
To import your data file, perform the following steps:
1. Save your information as a text-only tab delimited file.
2. From any Salon Iris main screen, click the File pull-down menu and select Import, then Client
History. Follow the prompts. Salon Iris will automatically import your file and add it to your
existing list of client history.
119
Importing and Exporting
Exporting
You can export information to a spreadsheet or word processing file so you can view, compare, or do
numerical manipulations.
1. From the Tools pull-down menu, select Export to Text File. The Export Database Information
to a File screen will appear.
2. Check the box for which information you would like to export:
• Activity log
• Clients
• Coupons
• Employee schedule
• Employees
• Gum Label Formats
• Products
• Services
• Tickets
• Time Clock
• Tips
• Suppliers
• Wait List
3. Click the Export button.
4. Select a file and directory under which the data is to be saved and click Save.
5. Go to your spreadsheet or word processing application to open your file.
120
Getting Started
Local Area Networking
Local Area Networking Overview
Salon Iris has been designed to operate on a network. This allows you to connect several computers and
use Salon Iris on all of them simultaneously. The networking ability is only available in the Networking
package of Salon Iris. Networking is not available in the free trial, Standard, or Professional packages.
Note: The proper operation of the network can be critical to the operation of your business. Because of this,
we recommend that the network be setup and maintained by an experienced network administrator.
Sharing Information
The information in your database (i.e. clients, appointments, products, services, etc.) will be available on
each of the computers. Additionally, the Appointment Book screen and the Tickets screen will
automatically update to show changes that have been made on any of the other computers. Other
screens can be updated manually by pressing the Refresh button located towards the left side of each
major screen.
Networking Basics
A local area network (LAN), consists of two or more computers that are physically connected together
(usually within the same building) and can share information. Salon Iris can be setup to work in a LAN
environment. One computer in your LAN will contain the Salon Iris database. This computer is referred to
as the "server" because it "serves" information to the other computers. All the other computers are called
"clients" because they get their information from, and send their information to, the server.
The cables that connect the computers together are attached to a "hub" that controls the flow of
information. Below is a diagram that shows a typical LAN setup:
121
Local Area Networking
Server
The server does the following:
1.
2.
3.
4.
Contains a copy of the database.
Performs database backups and restores.
Runs a copy of Salon Iris which allows you to view and edit all your information.
Runs a copy of Microsoft's SQL Server 2005 Express. SQL Server 2005 Express is the free
version of SQL Server and is included on the Salon Iris CD.
Client
Because the server contains a copy of the database, it is required to be running any time a client
computer is running. It is recommended that you leave the server running all the time. The client(s) runs a
copy of Salon Iris, which allows you to view and edit all of your database information (the database is
located on the server computer).
Note: Keep in mind that you can use any computer on your network to edit the database (book appointments,
enter clients, sell products, etc), but only the server can be used to backup and restore the database.
Network Setup
Requirements
Your software and computers must meet the following requirements to use Salon Iris in a network
environment:
Salon Iris Software
You must have a networking version of Salon Iris. The networking version includes a license for two
computers (one server plus one client). If you wish to use more than two computers, you must purchase
additional computer licenses, which are called client access licenses (CAL's).
Network Hardware
Make sure each computer has an Ethernet connection. If it does not, purchase and install an Ethernet
card. If you are networking more than two computers, then you should also purchase an Ethernet hub.
All computers that are going to be networked should be connected to this hub. Follow the instructions
included with the hardware you purchased. The networking kit should contain specific information on how
to install and configure the network hardware. We recommend that you have an experienced network
technician help you network your computers.
Other Requirements
Please use the chart below to determine the other requirements
Computers
(Server +
Clients)
2 to 9
10 or More
122
Local Area Networking
Server
Requirements
•
•
•
•
•
Client
Requirements
•
•
•
•
Windows XP
(Service Pack
2)
Professional,
Windows
2003 Server
(all editions),
or Windows
Vista (all
editions)
SQL Server
2005 Express
(comes free
with your
software by
CMJ Designs
purchase)
1.5 GHz
processor
1 GB RAM
1 GB or more
free hard
drive space
•
Windows XP
(Service Pack
2)
Professional,
Windows
2003 Server
(all editions),
or Windows
Vista (all
editions)
1.5 GHz
processor
1 GB RAM
1 GB or more
free hard
drive space
•
•
•
•
•
•
•
•
Windows XP
(Service Pack
2)
Professional,
Windows
2003 Server
(all editions),
or Windows
Vista
(Business or
Premium)
Full copy of
Microsoft SQL
Server
(Standard or
higher)
2.2 GHz
processor
4 GB RAM
1 GB or more
free hard
drive space
Windows XP
(Service Pack
2)
Professional,
Windows
2003 Server
(all editions),
or Windows
Vista (all
editions)
1.5 GHz
processor
1 GB RAM
1 GB or more
free hard
drive space
Note: Salon Iris uses Microsoft's SQL Server for the database engine. SQL Server 2005 Express is the free
version of SQL Server and is included on the Salon Iris CD. SQL Server 2005 Express only allows a
maximum of 10 users at a time. If you want to network more than 10 computers, you will need to purchase
Microsoft's SQL Server full version.
123
Local Area Networking
Network Setup
If you have purchased the Network Package of Salon Iris and will be using Salon Iris in a network
environment, it is the responsibility of the user to setup and troubleshoot the Windows network. Please
see the Windows Help file for complete information on how to setup your Windows network or contact a
network administrator. Once the Windows network has been established, follow the steps below to setup
your Salon Iris network. We recommend that the network be setup and maintained by an experienced
network administrator.
Setup Server Computer
The server is the computer that contains the Salon Iris database. The other computers are called clients.
The client computers get information from the server computer. Any changes you make on the client
computers will be saved on the server computer's database. Generally, the faster or most heavily used
computer should be the server. The server computer must be on for the client computers to run the
software. The server is also the only computer that will be able to backup the database, so it is
recommended that this computer contain a ZIP drive, CD writer, or USB memory stick (thumb drive).
On the server, perform the following steps:
1. While in Windows, insert the Salon Iris CD in the CD ROM drive. Or, download the software from
http://www.saloniris.com/otherdownloads.htm. The installation process should begin.
2. If you use Windows XP (Service Pack 2), if the installation process does not begin, click the Start
button on the Windows desktop. Select Run. At the prompt, type d:\launch (where d: is the
letter of your CD ROM drive). If you use Windows Vista, hold down the Windows key, which is
located next to the Alt key, and press the R key. At the prompt, type d:\launch (where d: is the
letter of your CD ROM drive). Your CD ROM drive could also be the e: drive, depending on your
computer's configuration.
3. If you are downloading this file from the Internet, the Open File - Security Warning screen will
appear. Click the Run button. Salon Iris is free of viruses and is perfectly safe to run on your
computer.
4. The InstallShield Wizard screen will appear. Click Next.
5. The License Agreement screen will appear. Please carefully and slowly read over the license
agreement. If you wish to accept the terms in the license agreement, select I accept the terms
in the license agreement and click the Next button. If you do not accept the terms, Salon Iris
will not install and you can stop using Salon Iris.
6. Leave the default destination folder as C:\Program Files\Salon Iris\ and click Next.
7. Click the Install button. Salon Iris will automatically install SQL Server. This process will take a
few minutes.
8. Click the Finish button.
9. The Salon Iris icon will now appear on your computer's desktop. Double click on the Salon Iris
icon.
10. The First Time Setup screen will appear. Select Register and click OK.
11. Enter your business's name and serial number. Your serial number was given to you at the time
of purchase of Salon Iris and is also found on the sticker that comes with your Salon Iris CD.
Keep the serial number in a safe place and do not lose it.
12. Click the OK button.
13. The Registration Successful screen will appear. Click OK.
14. The Select Server screen will appear. Select This computer is the server.
15. Click the Auto Setup button. In most cases, Salon Iris will automatically connect to the instance
of SQL Server found. If more than one instance of SQL Server is found on your computer, you
will be prompted to select which instance to use. From the list of available instances of SQL
Server, select which instance you would like to connect to and click OK.
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Local Area Networking
16. If Salon Iris does not connect to an instance of SQL Server, click the Auto Setup button again. If
you still have an issue, restart your computer and when you open Salon Iris, you may be
prompted with the No Database Open screen. Click the Select Server button and repeat step
14. If you still have an issue, see the Networking Troubleshooting and SQL Server
Troubleshooting sections of this User's Guide for further assistance.
17. Select which type of database that you would like to start with. You can select either of the
following choices:
• Sample Database, select this choice if you would like to start using Salon Iris with some
sample clients, products, and appointments. We recommend using the sample database
with the trial of Salon Iris.
• Blank Database, select this choice if you would like to start using Salon Iris with a totally
blank database.
18. Click OK. Click OK.
19. After the database has been created, the Set Database Password screen will appear. Salon Iris
will ask for a database password every time it is opened or when you restore a database from a
backup. Enter your database password and then retype it. Be sure to take careful note of your
database password spelling in UPPER and lower case. Passwords are CaSe sensitive. Keep
the password in a safe place as CMJ Designs Inc. does not replace database passwords. Click
the OK button.
20. Salon Iris will let you know that your database password was successfully set. Click OK.
21. You are now ready to setup your client computers.
22. After you register Salon Iris, Salon Iris (on each computer on the network) will need to be
activated. Next time you close and re-open Salon Iris, Salon Iris will walk you through how to
activate it. You can activate it over the Internet or via phone. Complete step-by-step instructions
that are very easy to follow, will be shown on the Salon Iris screen. Follow the instructions for
activation. If you are on a payment plan, you are not required to activate until you complete the
payment plan. If you are leasing the software, you are not required to activate the software.
Note: While following steps 1-22, above, if you are presented with the No Database Open screen, press the
Select Server button, and repeat steps 14-22, above.
Setup Client Computers
On each of the client computers, perform the following steps:
1. While in Windows, insert the Salon Iris CD in the CD ROM drive. Or, download the software from
http://www.saloniris.com/otherdownloads.htm. The installation process should begin.
2. If you use Windows XP (Service Pack 2), if the installation process does not begin, click the Start
button on the Windows desktop. Select Run. At the prompt, type d:\launch (where d: is the
letter of your CD ROM drive). If you use Windows Vista, hold down the Windows key, which is
located next to the Alt key, and press the R key. At the prompt, type d:\launch (where d: is the
letter of your CD ROM drive). Your CD ROM drive could also be the e: drive, depending on your
computer's configuration.
3. If you are downloading this file from the Internet, the Open File - Security Warning screen will
appear. Click the Run button. Salon Iris is free of viruses and is perfectly safe to run on your
computer.
4. The InstallShield Wizard screen will appear. Click Next.
5. The License Agreement screen will appear. Please carefully and slowly read over the license
agreement. If you wish to accept the terms in the license agreement, select I accept the terms
in the license agreement and click the Next button. If you do not accept the terms, Salon Iris
will not install and you can stop using Salon Iris.
6. Leave the default destination folder as C:\Program Files\Salon Iris\ and click Next.
7. Click the Install button. Salon Iris will automatically install SQL Server. This process will take a
few minutes.
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Local Area Networking
8. Click the Finish button.
9. The Salon Iris icon will now appear on your computer's desktop. Double click on the Salon Iris
icon.
10. The First Time Setup screen will appear. Select Register and click OK.
11. Enter your business's name and serial number. Your serial number was given to you at the time
of purchase of Salon Iris and is also found on your Salon Iris CD. Keep the serial number in a
safe place and do not lose it.
12. Click the OK button.
13. The Registration Successful screen will appear. Click OK.
14. The Select Server window will appear. It can also be opened by selecting Database Controls
from the File pull-down menu and then pressing the Select Server button. Select the second
option, which says This computer is a client. Press the Auto Setup button. Salon Iris will now
generate a list of computers on your network that have instances of Microsoft SQL Server running
on them.
15. Select the computer that you have setup to be the server computer from the list and press OK. If
no instances of SQL Server are detected, click the Auto Setup button again. If this does not fix
the issue, restart your computer and if the No Database Open screen appears when you reopen
Salon Iris, click the Select Server button and repeat step 14. If you are still having an issue, see
the Networking Troubleshooting and SQL Server Troubleshooting sections of this User's Guide
for further assistance.
16. The client computer will now connect to the database located on the server computer and prompt
you for the database password. This is the same password that you entered when setting up the
server computer. Click OK after entering in the password.
17. You are all ready to use Salon Iris.
18. After you register Salon Iris, Salon Iris (on each computer on the network) will need to be
activated. Next time you close and re-open Salon Iris, Salon Iris will walk you through how to
activate it. You can activate it over the Internet or via phone. Complete step-by-step instructions
that are very easy to follow, will be shown on the Salon Iris screen. Follow the instructions for
activation. If you are on a payment plan, you are not required to activate until you complete the
payment plan. If you are leasing the software, you are not required to activate the software.
Note: While following steps 1-18, above, if you are presented with the No Database Open screen, press the
Select Server button, and repeat steps 14-18, above.
Important Notes
Some important notes are as follows:
1. The proper operation of the network can be critical to the operation of your business. We
recommend that the network be setup and maintained by an experienced network administrator.
2. The automatic backup feature only works on the server while Salon Iris is running. Therefore, we
highly recommend that Salon Iris always runs on the server.
3. The server must be turned on before any client computers can be used.
4. The server is the only computer that can backup, restore, or create a new database.
126
Local Area Networking
Networking Troubleshooting
If you are having trouble with your network setup, below are some helpful troubleshooting tips to try.
Please consider the items below prior to calling technical support.
1. Restart the computer.
2. Check the network. To check the network, perform the following steps:
a. Make sure that the computer on your network can see each other. To do this, perform
the following steps:
i.
If you have Windows XP (Service Pack 2), click on the Start menu in Windows
and select My Network Places. Proceed to step iii.
ii.
If you have Windows Vista, click on the Start menu in Windows, then Network.
iii.
click on View Workgroup Computers, at the left, and you should be able to see
a listing of the other computers and files that are shared through the network.
b. If you do not see any other computers or shared folders, or are unable to access this
screen due to a Windows error message, or can see the files and/or computers, but
cannot access the information by double-clicking an item, your network is not functioning
properly. You should perform the following steps:
i.
Verify that you network cables are properly connected.
ii.
If you are using a wireless network that receives a wireless signal from the
router, verify that your hub, router, or switches are all powered and properly
configured.
iii.
You may also have to re-establish your network setting if everything appears to
be connected and functioning, but you still cannot see the other computers on
your network or access network folders.
3. Configure Windows Firewall
The Windows Firewall has to be turned off or has to be specially configured so that it can
remain on, but not block client computers from accessing Microsoft SQL Server, which is
installed on you server computer. If your Windows Firewall is on, you may turn it off. Or, to
leave the Windows Firewall on, and still allow client computers to connect to the server, follow
the steps below:
a. On your Windows desktop, click on Start, then All Programs, then Microsoft SQL
Server 2005, then Configuration Tools, then SQL Server Configuration Manager.
b. On the left, highlight Protocols for SQLEXPRESS.
c. Right-click on TCP/IP and select Properties.
d. In the TCP/IP Properties window, click on the IP Addresses tab. While on the IP
Addresses tab, follow these instructions:
i.
In every section, delete the information in the field labeled, TCP Dynamic
Ports, so that the field is completely blank.
ii.
In every section, change the information in the field labeled, TCP Port, to
1433.
iii.
If you have Windows XP (Service Pack 2), in the IP1 section, the in Enabled
field, click on the No and change the option to Yes. If you have Windows
Vista, do not change any of the Enabled fields.
e. Click Apply, once all the changes have been made.
f. Click OK on the warning message.
g. Close out the TCP/IP Properties window. Now click on SQL Server 2005 Services.
h. Right click on SQL Server (SQLEXPRESS) and select Restart.
i. Right click on SQL Server Browser and select Restart.
j. Click File, then Exit on the SQL Server Configuration Manager.
k. Now we need to configure the Windows Firewall. On your computer's desktop, click
on Start, then Control Panel, then Windows Firewall.
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Local Area Networking
l.
In the General tab, make sure the firewall is set to On (recommended). Now click
on the Exceptions tab.
m. Click on the Add Port button. Setup the new port exception as show below:
i.
Name: SQL Server (TCP)
ii.
Port number: 1433
iii.
Select TCP
iv.
Click OK when finished.
n. We still need to add one more exception to the firewall. Click on the Add Port
button. Setup the new port exception as shown below.
i.
Name: SQL Server (UDP)
ii.
Port number: 1434
iii.
Select UDP
iv.
Click OK when finished.
o. You sould now be able to have the Windows Firewall enabled while using the
network version of Salon Iris.
5.
4. Check Other Firewall Software. Make sure all other firewall software (such as Norton
Personal Firewall, McAfee Internet Suite, or McAfee Personal Firewall) is either disabled or
allos access for port 1433.
Perfrom Network Diagnostics. To perform network diagnostics, perform the following steps:
a. In Salon Iris, go to the File pull-down menu, then Database Controls, then Select
Server.
b. Select the role of this computer by selecting one of the two options listed near the top
of the form. The server is the computer that contains the database and is running SQL
Server. Clients access the database remotely by contacting the server.
c. Put a check in the Show Details box.
d. Click Auto Setup. The software will now perform a series of diagnostics to determine
the status of you Windows network and the status of SQL Server.
SQL Server Troubleshooting
This portion of the User's Guide provides instructions to correct installation issues that occur when
downloading and installing SQL Server from Microsoft rather than from CMJ Designs, Inc.
Note: Before trying any of the steps below, you should restart your computer and see if that fixes the issue.
To enable the TCP/IP communication, perform the following steps:
1. On your Windows desktop, go to Start, then All Programs, then Microsoft SQL Server 2005,
then Configuration Tools, then SQL Server Configuration Manager.
2. Highlight SQL Server 2005 Network Configuration.
3. Double-click on Protocols for SQLEXPRESS.
4. The various configuration protocols will be listed in the right window pane. Be sure the protocol
named TCP/IP is enabled.
128
Getting Started
Options
Options Overview
You can access the Options screen from the Tools pull-down menu.
The Options screen contains the following tabs and topics:
Tab Name
Preferences
Topics
• Customize the way Salon Iris starts and its appearance, including
wallpaper and style
• Customize the way certain types of data are displayed
• Configure the way pictures are stored on your hard drive and select
whether or not to show client pictures on tickets
• Customize client information and document tracking
• Configure how often you are reminded to backup your database
Hardware Setup
•
•
•
Setup your cash drawer
Setup your receipt printer
Setup integrated credit card processing
Ticket Setup
•
•
•
•
•
Customize the way tickets are scheduled
Customize how tickets are edited, voided and deleted
Customize how tickets are printed
Enable or disable drag-and-drop
Configure discount and rounding options
Other
•
•
•
•
Configure product and service taxes
Configure security settings
Setup status log options
Configure the way gift cards are sold and reused
Preferences
You can access the Options Preferences tab by going to the Tools pull-down menu, selecting Options,
and then clicking the Preferences tab. The Preferences tab is divided into five sections, which are
explained in detail, below.
•
•
•
•
•
General, customize the way Salon Iris starts and its appearance
Data Formats, customize the way certain types of data are displayed
Clients, customize client information and document tracking
Picture Storage, configure the way pictures are stored on your hard drive
Database Backup, configure how often Salon Iris reminds you to make a backup
129
Options
General
To configure the General section, perform the following steps:
1. Click the Start Up button. The Startup Options screen will appear. Check or uncheck the
following boxes as appropriate:
• Start Salon Iris when Windows starts
• Show Tip of the Day
• Automatically check for updates every ___ day(s). You can select how often to check
for updates.
2. From the drop down box next to the Startup screen: field, select the screen that will be shown
when Salon Iris starts.
3. Click the Select button next to the Country: field and select your country and click OK.
4. Click OK.
5. Click the Wallpaper and Style button. The Wallpaper and Visual Style Options screen will
appear.
6. In the Image field, select from one of the following choices:
• Default, this will make the background in Salon Iris the default image, which contains the
Salon Iris logo.
• None, this will make the background in Salon Iris plain white.
• Custom, click the Select button to select a picture off of your computer's hard drive or
another location.
7. In the Location field, select from the following options on how to display the image:
• Center, displays the image (as a background in Salon Iris) on the center of the screen.
• Tile, displays the image (as a background in Salon Iris) over and over on the screen.
• Zoom, displays the enlarged picture (as a background in Salon Iris) in the center of the
screen.
• Stretch, stretches the image vertically and horizontally and displays the image (as a
background in Salon Iris).
8. In the Visual Style field, you may select a style to provide an improved look and feel to Salon Iris.
You can choose from:
• Blue
• Black
• Silver
9. Click the OK button to return to the Preferences tab.
Data Formats
Salon Iris allows you to customize the way certain types of data are displayed. To customize the data
formats, perform the following steps:
1. Click the Data Options button. The Data Options screen will appear.
2. Enter the default state and default area code that will automatically appear each time you make a
new client entry.
3. Click the Set Default Phone Format button and select the way you would like phone numbers to
display. You can choose to display phone numbers from one of the following formats:
• XXX-YYY-YYYY, an example phone number would be (248) 491-0200.
• 1-XXX-YYY-YYYY, an example phone number would be 1-248-491-0200.
• (XXX) YYY-YYYY, an example phone number would be (248) 491-0200.
• Click the Save button.
4. Click the OK button to return using other features or proceed to the Picture Storage section,
below.
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Options
Note: Your date and time settings, within the software, are automatically based on your Windows Regional
Settings.
Picture Storage
Salon Iris allows you to configure the way pictures are stored on your hard drive. To customize picture
storage, perform the following steps:
1. Check or uncheck the box, Show client pictures on tickets, as you feel appropriate.
2. Click the Storage Options button. The Storage Options screen will appear. Select the
compression level on .jpg pictures stored in your Salon Iris database. 100% is the best quality,
but the largest file. 0% is the smallest file, but the worst quality. The recommended compression
level is 80%. If you have a very large database, you could make the compression level a bit
smaller so the .jpg files do not cause your database to grow too large.
3. Click OK.
Clients
Salon Iris allows you to customize client information and document tracking. To customize client
information and document tracking, perform the following steps:
1. Check or uncheck the box, Automatically check the "Do not mail" option when adding a new
client, as you feel appropriate.
2. Click the Client Options button. The Client Options screen will appear. In the Item name: and
Units: fields, you can enter in an item name and item units to associate a certain count of an item
with a client. For example, you can associate tanning minutes with each client, so you can track
the number of tanning minutes each client has remaining. "Tanning" would be entered in the
Item name: field and "Minutes" would be entered in the Units: field.
3. The Document Tracking section allows you to establish a system by which important documents
and their relation to clients can be organized and tracked. After completing steps 3-11, you can
edit the client and click the Document Tracking tab. You can then track the completion status of
any generic document and also unique documents.
4. Click the Document Setup button. The Document Tracking Options screen will appear.
5. Click the Add Document button. The Add Document screen will appear.
6. Type in the document name. For example, it could be your business's service agreement and
legal disclaimer.
7. For the document type, you can click the Edit button to create different types of documents. The
Document Type screen will appear. For example, some types of documents may be as follows:
legal forms, service agreements, client history forms, billing information, etc. On the Document
Type screen, click the Add, Edit, Delete, and Add Blank buttons as needed to create document
types. Click OK after your document types are selected.
8. Click the Select button to select the document off of your computer's hard drive or another
location. Click OK when finished to return to the Document Tracking Options screen.
9. Repeat steps 5-8 for each document to add.
10. You can use the Edit Document, Remove Document, and Open Document buttons to edit,
remove, and/or open the document(s).
11. Click OK again to return to the Client Options screen and then OK again to return to the options
setup.
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Options
Database Backup
Salon Iris allows you to configure how often Salon Iris reminds you to backup your database. Making
regular backups of your database is very important. We highly recommend making a backup at least
once a day, and more if you are a busy business.
To configure how often Salon Iris reminds you to make a backup, perform the following steps:
1. Check or uncheck the box, Ask me once a day if I would like to make a backup if it has been
more than ___ days since my last backup, as you feel appropriate.
2. From the box with the arrows, we recommend selecting 1 day, so Salon Iris reminds you to make
a backup if it has been more than one day since your last backup.
Note: After configuring your General, Data Format, Clients, Picture Storage, and Database Backup
sections, click the OK button to return to using other features in Salon Iris, or click the Hardware Setup tab
to continue configuring options.
Note: It is recommended that you save backups on USB memory sticks, ZIP disks, or another removable
media so that your database will be available even if something happens to your computer or your computer's
hard drive.
Hardware Setup
You can access the Options Hardware Setup tab by going to the Tools pull-down menu, selecting
Options, and then clicking the Hardware Setup tab. The Hardware Setup tab is divided into three
sections:
•
•
•
Cash Drawer, setup your cash drawer
Receipt Printer, setup your receipt printer
Credit Card Processing, setup the integrated credit card processing using X-Charge software
Cash Drawer
To configure your cash drawer so it pops open at the end of a sale, perform the following steps:
1. Go to the Hardware Setup tab, which is found by going to the Tools pull-down menu, then
Options.
2. In the Cash Drawer section, check or uncheck the box, Open the cash drawer when a ticket is
closed, as you feel appropriate.
3. Check or uncheck the box, Display a pop-up message after opening the cash drawer, as you
feel appropriate.
4. Click the Configure button. The Configure Cash Drawer screen will appear. There are two
ways to setup your cash drawer:
a. Automatically
b. Manually
Note: We highly recommend that you use the Auto Setup feature. Salon Iris will automatically determine
which settings are required to work with your cash drawer.
132
Options
Cash Drawer Automatic Setup
To automatically set up your cash drawer, perform the following steps:
1. Go to the Configure Cash Drawer screen. You can access this screen by going to the Tools
pull-down menu, selecting Options, clicking the Hardware Setup tab, and then the Configure
button in the Cash Drawer section.
2. You must choose option b, from the choices below, in order for the Auto Setup feature to work.
a. I do not have a cash drawer
b. My cash drawer is connected to the serial port or is connected to a serial Epson
T88IV printer.
c. My cash drawer is connected to a USB Epson T88IV Printer (USB connection only)
d. My cash drawer is connected directly to the computer using a USB cable
3. Click the Auto Setup button (You may ignore the port options when selecting Auto Setup).
4. The Cash Drawer Wizard will appear. Click the Next button.
5. Salon Iris will be ready to try different combinations of setup features on your computer. Each
combination will be tried for 5 seconds until all are explored.
6. Click the red Stop button once your cash drawer opens.
7. Click OK when finished, then OK again.
Note: On the Configure Cash Drawer screen, you can click the Test Open Drawer button to test opening
the drawer.
Cash Drawer Manual Setup
You can manually setup your cash drawer by following the steps below:
1. Go to the Configure Cash Drawer screen. You can access this screen by going to the Tools
pull-down menu, selecting Options, clicking the Hardware Setup tab, and then the Configure
button in the Cash Drawer section.
2. Choose one of the following settings depending on the type of cash drawer that you have:
a. I do not have a cash drawer
b. My cash drawer is connected to the serial port or is connected to a serial Epson
T88IV printer
c. My cash drawer is connected to a USB Epson T88IV Printer (USB connection only)
d. My cash drawer is connected directly to the computer using a USB cable
3. If you selected serial, enter the appropriate communication settings (COM Port #, Baud rate, stop
bits, etc). With the exception of the COM port, this information should be provided by the
manufacturer of the cash drawer. The COM port is determined by your Windows and hardware
settings. Experiment to find the correct value by trying 1, then 2, then 3, then 4. One of these
values will work.
4. You can click the Reset to Default Values button, if you would like to reset the default values.
5. Click the Test Open Drawer button to see if the drawer opens.
6. Repeat steps 3-5 until the drawer opens when clicking the Test Open Drawer button.
7. Click OK when the selections are complete.
USB Cash Drawer Setup
You can setup your USB cash drawer by following the steps below:
1. Connect the power cable on the back of the cash drawer (normally black) by plugging it in to the
power supply.
133
Options
2. Hook up the USB cash drawer to your computer by connecting the USB cable (normally
grey/tan). The USB cable should be attached to the back of the cash drawer and the other end of
the cable should connect to the USB port on the main computer.
3. On the back of the MMF USB interface cash drawer, there are four small switches, called DIP
switches.
4. The settings of these switches determine the drawer number. Each cash drawer must have a set
number, and if more than one USB drawer is being used in a network of computers, no two cash
drawers should carry the same drawer number.
5. If you are using only one cash drawer, leave all the switches down (on) so that the drawer
number will be set at 0, the default setting for the software.
6. If you have more than one drawer in your network of computers, leave one at the default (zero)
setting. On each of the other drawers set your switches according to the chart below so that the
drawer numbers will be different from each other. Record the numbers that you set the drawer at
for each computer, as it will be used in the cash drawer setup for the software on each of the
computers.
7. Depending on the positions of each switch, the cash drawer number will be as what is shown in
the chart below:
Drawer
Number
Switch 1
Switch 2
Switch 3
Switch 4
0
1
2
3
4
5
6
7
ON
ON
ON
Res.
OFF
ON
ON
Res.
ON
OFF
ON
Res.
OFF
OFF
ON
Res.
ON
ON
OFF
Res.
OFF
ON
OFF
Res.
ON
OFF
OFF
Res.
OFF
OFF
OFF
Res.
8. For switch 4, leave the switch set as ON&emdash;this is what ”r;Res.” refers to.
9. Now that the hardware physical setup is complete, within the software, perform the following
steps:
a. Go to the Tools drop-down menu and select Options.
b. Click on the Hardware Setup tab.
c. Under the Cash Drawer section, click on the Configure button. The Configure Cash
Drawer screen will appear. In the Cash Drawer Settings section, select My cash
drawer is connected directly to the computer using a USB cable.
d. Enter in the drawer number that you set in the USB Dip Switch Number field. This
number will be determined by the switch positions as described in steps 5-8, above.
10. Click the Test Open Drawer button.
11. If your drawer does not open, be sure your drawer is plugged in and review your USB dip switch
number settings.
12. Click OK when finished to return to the Options screen. Click OK again to continue using the
software.
Receipt Printer
Salon Iris allows you to configure messages and information printed on receipts as well as the type of
receipt printer to print receipts to. To configure your receipt printer to print receipts, perform the following
steps:
1. Go to the Hardware Setup tab and the Receipt Printer section. You can access this screen by
going to the Tools pull-down menu, selecting Options, clicking the Hardware Setup tab, and
then going to the Receipt Printer section.
2. Check or uncheck the box, Print receipt when ticket is closed, as you feel appropriate.
3. Check or uncheck the box, and second copy, as you feel appropriate.
4. Check or uncheck the box, Include employee name, as you feel appropriate.
5. Check or uncheck the box, and full last name, as you feel appropriate.
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Options
6. Check or uncheck the box, Include stock number, as you feel appropriate.
7. Check or uncheck the box, Include currency symbol, as you feel appropriate.
8. Click the Configure button. The Receipt Printer Setup screen will appear. The Receipt
Printing Setup screen facilitates the format of your receipts, including a special message at the
top and/or bottom of each receipt and the choice of printing to your 8.5" x 11" Windows printer or
to a small receipt printer. The small receipt printers print receipts approximately 3" wide.
Receipt Printer Settings
In the Receipt Printer Setup screen (from Step 8, above), you can select to print receipts to
your Windows business printer (8.5" x 11" sheets of paper) or to a small, Epson receipt printer.
See the sections below for instructions.
Receipt Printing Using Your Regular Windows 8.5" x 11" Printer
To print out receipts using your regular 8.5" x 11" Windows printer, perform the following
steps:
1. Go to the Receipt Printer Setup screen. To do this, from the Tools pull-down menu, select
Options. Click the Hardware Setup tab and go to the Receipt Printer section. Click the
Configure button. Select either one of the following choices:
• Use default Windows printer
• Use specific Windows printer. Next, select your Windows printer since you are not
using the default printer.
2. Click the Settings button and the Receipt Printer Settings screen will appear. Enter your
left/right margins and paper width.
3. In the Graphic to print on receipt field, click the box to the right of the Graphic file box. The
Select Graphic File window will appear.
4. Select the graphic (by locating the graphic on your computer's hard drive or another location) that
you would like printed on each receipt and click Open. You will be returned to the Receipt
Printer Settings screen.
5. Below your selected graphic file, enter the page location dimensions (boundaries) for the graphic
file. These are defined by inches from the top and left of the page and the height and width of the
graphic. The font size can also be defined.
6. Click OK to return to the Receipt Printer Setup screen.
7. Confirm that your customized message for the top and bottom of the receipt is correct. See the
Message at Top and/or Bottom of Receipt - Receipt Printer Text Settings section, below.
8. Click the Print Test Receipt button to print a test receipt.
9. Click OK when finished.
Receipt Printing Using a Serial Port Receipt Printer
To print receipts using a serial port receipt printer, perform the following steps:
1. Go to the Receipt Printer Setup screen. To do this, from the Tools pull-down menu, select
Options. Click the Hardware Setup tab and go to the Receipt Printer section. Click the
Configure button.
2. Select the following choice: Use serial printer. Click the Settings button. The Receipt Printer
Settings screen will appear.
3. Enter the COM port #. This is usually a value of 1, 2, 3, or 4, most often 1. First type in 1; if that
does not work, try 2, 3, and 4.
4. Enter baud rate, parity, data bits, and stop bits as given by the printer manufacturer.
5. Enter the paper width and the number of blank lines that are the bottom of each receipt.
135
Options
6. Enter the number of end of line characters, normally 10 and 13, where 10 is a line feed and 13 is
a carriage return. If your printer seems to be printing out on every other line, try to enter in the 13
or the 10.
7. Enter the end of receipt characters and delay between lines that are specified by the printer
manufacturer.
8. Click OK to return to the Receipt Printer Setup screen.
9. Confirm that your customized message for the top and bottom of the receipt is correct. See
Message at Top and/or Bottom of Receipt - Receipt Printer Text Settings section, below.
10. Click the Print Test Receipt button to print a test receipt.
11. Click OK when finished.
Note: When using a serial port receipt printer, you do not need to install the Epson drivers. The printer driver
is built into Salon Iris.
Receipt Printing Using a USB Port Receipt Printer
To print out receipts using a USB port receipt printer, perform the following steps:
Important Note: Do not connect your Epson T88IV to the USB port on your PC until instructed
to do so. Failure to do this may result in installation complications.
1. Go to the Receipt Printer Setup screen. To do this, from the Tools pull-down menu, select
Options. Click the Hardware Setup tab and go to the Receipt Printer section. Click the
Configure button.
2. Select Use Epson T88IV USB Printer.
3. Click on Install Driver.
4. Select your operating system. If you are using Windows Vista, select Windows XP (Service
Pack 2).
5. Press the Next button.
6. Select both the USB Driver and EPSON TM-T88IV Receipt.
7. Press the Next button.
8. Reboot your computer.
9. Plug in your Epson T88II Printer to the USB port on your computer.
10. After several seconds, you should see a message that says your new hardware is ready to use.
11. Press the Start button in Windows, go to the Control Panel and open the Printers and Faxes
icon.
12. Right click on the EPSON TM-T88IV Receipt icon and select Properties.
13. Click on the Ports tab and change the port to the USB Port. Note: Description of the port name
(ESDPRT002) might be different then the description in the example, but the description should
say USB.
14. Click on the Apply button. Next, click on the General tab and then click on the Print Test Page
button. Your receipt printer should print out a generic test page. If you do not get a test page
your setup is incorrect or the installation was not completed. If this is the case, you must go back
to step 1 and try again. If your test page printed correctly, please proceed to step 15.
15. Start Salon Iris. Go to the Tools pull-down menu and select Options.
16. Next, click on the Receipt Printing tab and make sure Use Epson T88IV USB Printer is
selected. You should have already done this in step 1.
17. Confirm that your customized message for the top and bottom of the receipt is correct. See the
Message at Top and/or Bottom of Receipt - Receipt Printer Text Settings section, below.
18. Click the Print Test Receipt button to print a test receipt to verify the printer is working correctly.
If you are using an MMF cash drawer, you will need to select the My cash drawer is
connected to an USB Epson T88IV Printer option located under the Cash Drawer tab.
19. Click OK.
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Options
Message at Top and/or Bottom of Receipt - Receipt Printer Text Settings
You may print special messages and information at the top and/or bottom of each receipt by entering the
information in the Receipt Printer Text Settings section. To setup a message and/or add information to
be printed at the top and/or bottom of the receipt, perform the following steps:
1. Go to the Receipt Printer Setup screen. To do this, from the Tools pull-down menu, select
Options. Click the Hardware Setup tab and go to the Receipt Printer section. Click the
Configure button.
2. Look in the Receipt Printer Text Settings section. In the white boxes below Top of Receipt
Message and Bottom of Receipt Message enter in any words you would like printed on the
receipt, such as, "Thank you," business name, or a seasonal message.
3. In the Message Options section, you can also select the following additional items to print on the
receipt:
• Date
• Time
• Ticket Number
• Client First Name
• Client Last Name
• Client Balance
• Number of Loyalty Points Remaining
• Date Closed
• Date Created
• Client Address
• Upcoming Appointments
4. To print any of the additional items shown in step 3, above, perform the following steps:
a. Take your mouse and click the left mouse button in either the white box beneath the Top
of Receipt Message section or in the white box below the Bottom of Receipt Message
section.
b. Next to the Insert button, from the drop-down list, select the item (such as number of
loyalty points, upcoming appointments, etc.) that you would like printed on the ticket.
c. Press the Insert button and the item will be inserted on the receipt.
5. Click OK when finished.
Note: Click the Other button to change the wording of how default information appears on the receipt.
Note: You can click the Restore Default Text button to restore to default messages to print on receipt.
Credit Card Processing
Salon Iris has the option of using integrated credit card processing, called X-Charge software, to make
credit card transactions even easier. To use credit card processing, you must purchase a credit card
processing license. If you have not already done so, please contact CMJ Designs Inc. at 1-888-803-4747
to setup an account. To enable the integrated credit card processing, see the following sections in this
User's Guide:
1. Single Merchant Account Credit Card Processing Setup section.
2. Multiple Merchant Accounts Credit Card Processing Setup section.
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Options
Note: After configuring your Cash Drawer, Receipt Printer, and Credit Card Processing fields, click the OK
button to return to using other features in Salon Iris, or click the Ticket Setup tab to continue configuring
options.
Ticket Setup
You can access the Options Ticket Setup tab by going to the Tools pull-down menu, selecting Options,
and then clicking the Ticket Setup tab. The Ticket Setup tab is divided into five sections:
•
•
•
•
•
Scheduling, customize the way tickets are scheduled
Editing/Voiding/Deleting, customize how tickets are edited, voided, and deleted
Printing, customize how tickets are printed
Drag-and-Drop, enable or disable drag and drop
Other, configure discount and rounding options
Scheduling
To configure the way tickets are scheduled, perform the following steps:
1. Go to the Ticket Setup tab, which is found by going to the Tools pull-down menu, then Options
and clicking the Ticket Setup tab.
2. In the Scheduling section, click the Scheduling Options button. The Ticket Options screen
will appear. You have the option to warn the user or don't allow the following actions (you need
to check or uncheck the box(es) as you feel appropriate):
• Overlapping Appointments, this is sometimes called double booking since two or more
appointments may be booked at the same time
• Employee Not Working, if the employee is not scheduled to work
• Previous or Far Future Date, the date scheduled on the ticket is before today's date or
more than 2 years into the future
• Light Night/Early Morning, the time scheduled on the ticket is before 8:00 AM or after
9:00 PM
3. Click OK to return to the Ticket Setup tab.
4. Click the Other Options button. The Ticket Options screen will appear. Select one of the
following choices for a default date when creating a new ticket:
• Today's date
• Tomorrow's date
• Last date entered (with a pull-down menu)
• This date (the date you specify, with a pull-down menu)
5. Click the More Settings button. The More Ticket Options screen will appear. Check or uncheck
the appropriate ticket options (to be used when adding or editing a ticket):
• Put the cursor on 'Date Scheduled.' If not, put the cursor in ID column
• Do not prompt for the client's name. Always select 'Walk In' client
• Allow 'Walk In' to be selected when searching for a client
• Enter the current time in the 'Start' column when entering a service
• Notify if the client has a birthday or anniversary within 5 days
• Notify if the client has a balance (amount owed or amount credited)
• Bring up the 'Edit Client Info' screen every time a ticket is closed
• Require 'Created By' to be selected
• Show 'Commission Based On' column
6. Click OK when finished to return to the Ticket Options screen.
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Options
7. In the Previous Price for Services section, as you feel appropriate, check or uncheck the
following boxes:
• Use previous price for service
• Warn when using a previous price
8. In the Default Employee for New Tickets section, from the drop-down list, select which
employee you would like to use as a default when scheduling a new ticket.
9. Click OK to return to the Ticket Setup tab and continue configuring other ticket setup options by
going to the Editing/Voiding/Deleting section.
Editing/Voiding/Deleting
To configure the way tickets are edited, voided, and deleted, perform the following steps:
1. Go to the Ticket Setup tab, which is found by going to the Tools pull-down menu, then Options
and clicking the Ticket Setup tab.
2. In the Editing/Voiding/Deleting section, as you feel appropriate, check or uncheck the following
boxes:
• Allow tickets to be voided
• Allow closed tickets to be edited
• Allow tickets to be deleted. (Once tickets are deleted, they are permanently removed
from the Salon Iris database. However, unless you use the Remove History for Deleted
Tickets Now button, all ticket history is still stored in the Salon Iris database. The ticket
history is found by editing the ticket and in the lower left corner, clicking the History
button. For example, say you delete ticket #1000. Later, you do a search for that ticket
by ticket ID #. Salon Iris will prompt you that the ticket could not be found, but ticket
history exists and will ask if you would like to view the history.)
• Allow closed tickets to be re-opened if the ticket can be edited
• Keep the ticket history after a ticket is deleted
3. You can optionally click the Remove History for Deleted Tickets Now button to delete all ticket
history. The ticket history is found by editing the ticket and in the lower left corner, clicking the
History button.
4. Click OK to return to Salon Iris and use other features or continue configuring ticket setup options
by going to the Printing section.
Printing
To customize how tickets are printed, perform the following steps:
1. Go to the Ticket Setup tab, which is found by going to the Tools pull-down menu, then Options
and clicking the Ticket Setup tab.
2. In the Printing section, click the Printing Options button. The Ticket Options screen will
appear.
3. As you feel appropriate, check or uncheck the following boxes:
• Print most recent picture of client (if available)
• Print client ID
• Print history
• Print employee's upcoming schedule
• Print up to ___ previous products and services (Select the number using the up and
down arrows.)
• Font size ___ (Select the font size using the up and down arrows.)
4. Click OK to return to the Ticket Setup tab and continue configuring other ticket setup options by
going to the Drag-and-Drop section.
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Options
Drag-and-Drop
With drag-and-drop, you can take an appointment ticket in the appointment book and drag it over to a
new time slot. Salon Iris gives you the ability to enable or disable this feature. To enable or disable
Drag-and-Drop, perform the following steps:
1. Go to the Ticket Setup tab, which is found by going to the Tools pull-down menu, then Options
and clicking the Ticket Setup tab.
2. In the Drag-and-Drop section, as desired, check or uncheck the appropriate boxes:
a. Enable drag-and-drop
b. Warn before allowing drag-and-drop
3. Click OK to return to Salon Iris and use other features or continue configuring ticket setup options
by going to the Other section.
Other
The Other section (located on the Ticket Setup tab) allows you to configure discount and rounding
options. To customize the discount and rounding options, perform the following steps:
1. Go to the Ticket Setup tab, which is found by going to the Tools pull-down menu, then Options
and clicking the Ticket Setup tab.
2. In the Other section, click the Discount Options button. The Ticket Options screen will appear.
This produces an information field, Maximum Discount, which allows you to select your
business's maximum discount on products and services. Also, if desired, you can designate one
employee exempt from that restriction.
3. If you have a normal maximum shop discount, check the box to the left of Limit discount
amounts on products and services to, and enter this percentage in the field on the right.
4. If you would like to designate one employee not subject to the above limitation, press the Select
button. The Select Employee screen will appear.
5. Select the appropriate employee and click OK. Note that this employee may be real or fictitious.
For example, you may add an employee called Wholesale or High Discount to satisfy the
designated employee requirement. See the Employees section in this User's Guide for
information on adding an employee.
6. Check the box to the left of Automatically change ticket information to the above employee if
the above percentage is exceeded. It will be necessary to edit individual tickets if this box is
not checked.
7. Click OK to return to the Ticket Setup tab.
8. Click the Rounding Options button. The Ticket Options screen will appear. This will produce
an information field, Rounding, enabling you to round down or round off the ticket total currency
figure to your choice of increment. If you wish to round down figures, enter the appropriate
decimal value in the Round Down field. An explanation and example of rounding down are
shown on the screen. Note that since Salon Iris will round off totals after rounding down, so you
cannot have a value in the Round Off field when testing the round down, only, function.
9. If you wish to round off figures, enter the appropriate decimal value in the Round Off field. An
explanation and example rounding off are shown on the screen.
10. Click on the Test Rounding button. The Test screen will appear. Enter a currency amount in
the field at the bottom of the test screen, and click the OK button to see the rounded figure.
11. Click the OK button to return to the Test screen, where you may repeat the rounding test
procedure, or click the Cancel button to exit test rounding and return to the Ticket Options
screen.
12. Click OK to return to the Ticket Setup tab.
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Options
Note: After configuring your Scheduling, Editing/Voiding/Deleting, Printing, Drag-and-Drop, and Other
sections, click the OK button to return to using other features in Salon Iris, or click the Other tab to continue
configuring options.
Other
You can access the Options Other tab by going to the Tools pull-down menu, selecting Options, and
then clicking the Other tab. The Other tab is divided into four sections:
•
•
•
•
Taxes, configure product and service sales taxes
Security, configure security settings
Status Log, contains information about changes made to your database
Gift Cards, configure the way gift cards are reused and sold
Sales Taxes
Salon Iris allows for up to three unique sales taxes for products plus three unique sales taxes for services
to be configured. It is a good idea to check with a C.P.A. about your area's federal and local sales taxes.
To configure your business's sales tax information, perform the following steps:
1. Go to the Other tab, which is found by going to the Tools pull-down menu, then Options and
clicking the Other tab.
2. Check or uncheck the boxes (as you feel appropriate):
• Warn if tax saved on the ticket is different than stored taxes
• Warn if no sales tax information is entered
3. Select which country you are in. Depending on the country, your sales tax is exclusive or
inclusive to the price.
• Tax Exclusive to Price (United States, Canada, Mexico): The tax amount is added on
to the price of the product or service at the point of sale. This is done by multiplying the
sales amount by the tax rate and adding that to the total.
• Tax Inclusive to Price (UK, Europe, and Australia):
• The amount of tax is calculated by the formula [Collected Tax] = [Gross]*T/(T+1)
where T is the tax rate.
• When Salon Iris runs in VAT mode, the tax amount is recorded to 12 decimal
places. This amount is saved in the database.
• The Totals report uses the 12 decimal tax information from the tickets.
• The tax amount on the tickets editing screen is not added to the total.
• On the tickets editing screen, double clicking on the tax amount displays the full
(non-rounded) tax amount.
4. Click the Sales Tax Setup button. The Sales Tax Setup screen will appear.
5. Click to enable each sales tax to be applied.
6. Enter the tax name.
7. Enter the product and/or service tax rates. (You may enter 0% if a tax is not applicable).
8. Repeat steps 6-7 until all applicable sales taxes are entered.
9. Click OK to return to the Other tab.
Security
Salon Iris allows you to configure security settings. To configure your security settings, perform the
following steps:
1. Go to the Other tab, which is found by going to the Tools pull-down menu, then Options and
clicking the Other tab.
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Options
2. In the Security section, click the Security Setup button. The Security Options screen will
appear. Check or uncheck the boxes as you feel appropriate:
• Show client phone numbers when searching for a client, on the Tickets screen,
and on the Appointment Book. (This option does not apply to the main Clients screen.
Password protection can be used to limit access to the Clients screen if needed.)
• Show client phone numbers when editing a client's information
• Show client street address when searching for a client
• Allow client's address to be displayed on the Appointment Book
• Allow client's ID to be changed
3. Click OK to return to the Other tab.
Status Log
The Status Log contains information about changes made to your database. To view, print, or e-mail
your status log, perform the following steps:
1. Go to the Other tab, which is found by going to the Tools pull-down menu, then Options and
clicking the Other tab.
2. In the Status Log section, click the Status Log Options button and the Status Log Options
screen will appear.
3. You can click any of the following buttons:
• View the status log
• Print the status log
• Clear the status log
• Send status log to CMJ Designs, Inc.
4. Click OK to return to the Other tab.
Gift Cards
The Gift Cards section allows you to configure the way gift cards are reused and sold. To configure the
way gift cards are reused and sold, perform the following steps:
1. Go to the Other tab, which is found by going to the Tools pull-down menu, then Options and
clicking the Other tab.
2. Click the Gift Card Setup button. The Gift Card Options screen will appear.
3. In the Gift Card Reuse section, if desired, click the box that says you would like to reuse (resell)
gift cards once they reach a zero balance.
4. In the Batch Pre-Sale/Promotional Give-a-Way section,click the Batch Pre-Sale button. If you
wish, you can define a set of gift cards as sold without manually having to create a separate ticket
for each card. This is useful when you want to give away a group of cards for a special sale or
promotion. Cards selected when using this feature will not appear as income in the Totals report.
5. Enter the starting ID of the gift card batch (example: 1000) and click OK.
6. Enter the ending ID of the gift card batch (example: 5000) and click OK.
7. Enter the amount of money to assign to each gift card (example: $5).
8. When the Confirm screen appears, click Yes.
9. Click OK and OK again to return to the Other tab.
Note: After configuring your Sales Taxes, Security, Status Log, Gift Cards, and Other sections , click the
OK button to return to using other features in Salon Iris.
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Getting Started
Packages
Packages Overview
Salon Iris salon and spa management software makes tracking packages easy. You can enter in a group
of services and products in a single transaction. This feature is great for spas, too.
To edit a package, go to the Products and Services pull-down menu. Select Edit Packages.
Note: The Packages function should be used for items that contain different products and/or services and will
be redeemed in a single visit. If a package is merely a collection of the same service that will be used on
different days (e.g., four treatments of the exact same service to be used on different days), you should use
the Pre-Paid Quantities tab on the Add/Edit Service screen to track the customer's pre-paid quantity for the
service.
Adding a Package
Salon Iris salon and spa management software makes tracking packages easy. You can enter in a group
of services and products in a single transaction. For example, you may wish to make a package called,
"Day of Beauty" where your client receives a massage, facial, and lotion. The massage, facial, and lotion
would all be listed under the "Day of Beauty" package ID. On the open ticket, you would simply type in
the package ID for the "Day of Beauty," and the massage, facial, and lotion would appear.
The Packages function should be used for items that contain different products and/or services and will
be redeemed in a single visit. If what you are thinking of as a "package" is merely a collection of the
same service that will be used on different days (e.g., four treatments of the exact same service to be
used on different days), you should use the Pre-Paid Quantities tab on the Add/Edit Service screen to
track the customer's pre-paid quantity for the service. However, packages can contain pre-paid services,
if desired.
To add a package, perform the following steps:
1.
2.
3.
4.
5.
Go to the Products and Services pull down menu. Select Edit Packages.
Click the Add Package button.
Type in the package ID, description, and comments.
Optionally, select the category.
Click the Add Item by Searching (after clicking this button, the Look Up screen will appear.
Select your item and click OK) or Add Item by ID (type in the service or product ID and press
Enter) buttons to add items to the package. You can add products and services.
6. You have the option to customize how you price packages. You can do a package price
adjustment in any of the three following ways:
• Click the Force button to force the sum of all items to equal an exact amount. The Enter
Package Price screen will appear. Enter in the price of the package and click OK. This
feature is useful if you would like to offer several products and/or services for an even
amount such as $100.
• Click the Percent Discount button to apply a percentage discount. The Enter Percent
Discount screen will appear. Enter in the percent discount and click OK. This feature is
useful if you would like to offer several products and/or services with a certain discount
off the retail price, say 20%.
• Click the Full Price button to reset prices to their original amount. You can use this
button if you make a mistake when applying the percent discount or forced package
amount. The Full Price button will reset prices to their original amounts.
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Packages
7. Click Save when finished.
Note: To sell a package to a customer, on the open ticket, type in the Package ID, and the group of products
and services that the package contains, will appear.
Editing a Package
To edit a package, perform the following steps:
1. From the Products and Services pull-down menu, select Edit Packages. From the Packages
screen, click on the package you wish to edit.
2. Click on the Edit Package button.
3. Make the appropriate changes and click Save.
Note: The Packages function should be used for items that contain different products and/or services and will
be redeemed in a single visit. If a package is merely a collection of the same service that will be used on
different days (e.g., four treatments of the exact same service to be used on different days), you should use
the Pre-Paid Quantities tab on the Add/Edit Service screen to track the customer's pre-paid quantity for the
service.
Deleting a Package
To delete a package, perform the following steps:
1. From the Products and Services pull-down menu, select Edit Packages. From the Packages
screen, click on the package you wish to delete.
2. Click on the Delete Package button.
3. The Are You Sure? screen will appear. Confirm that you would like to delete the package and
click Yes.
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Getting Started
Password Protection and Security
Password Protection Overview
You may use password protection to assure privacy for any or all of the Salon Iris main screens and
reports, as well as many specific features. Employee access to screens may be set up and each
employee may have a unique password. Password protection for individual employees and screens is
optional.
A password is set for the entire Salon Iris database as well. This password is not optional, and is initially
set when Salon Iris is first installed, but may be changed from within Salon Iris after installation.
You can access the Password Controls screen by going to the Tools pull-down menu and selecting
Password Setup.
Accessing Password Controls
To access password controls, perform the following steps:
1. From the Tools pull-down menu, select Password Setup.
2. The Password Controls screen will appear. It is divided into three main areas:
• The Database Password Protection section, where you can password protect your
entire database.
• The Employee Access section, where you can control employee access to screens,
reports, and features.
• The Password Log In/Log Out Settings section, where the password may or may not
be entered each time a new screen or function is accessed.
Database Password Protection
Password protection is applied to your database to keep it from being accessed by another program or
unauthorized persons who should not be able to access this information. You will be prompted to enter a
password when you start Salon Iris or restore a database from backup. You will also be prompted to enter
a password if you attempt to access the Salon Iris database with another program, such as SQL.
Note: Since database password protection is controlled by Microsoft SQL, CMJ Designs, Inc.
does not guarantee replacements for lost passwords. Be sure to write down your database
password and keep it in a safe place!
Setting Up the Database Password for the First Time
As soon as you open Salon Iris for the first time, you will be prompted to enter a password. Be sure to
write your password down and keep it in a safe place.
Changing the Database Password
To change the database password, perform the following steps:
1. From the Tools pull-down menu, select Password Setup.
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Password Protection and Security
2. The Password Controls screen will appear.
3. In the Database Password Protection section, click the Change Password button.
4. The Disclaimer screen will appear. Read the wording very carefully and if you agree, check the I
have read and agree with the above statements box. Then, click Continue.
5. Enter the current password in the first prompt, then enter a new password in each of the two
boxes as prompted, then click OK.
Note: Since database password protection is controlled by Microsoft SQL, CMJ designs does
not guarantee replacements for lost passwords. Be sure to write down your database
password and keep it in a safe place!
Setting Employee Screens/Features Access
Password protection can be applied to many of the screens and functions in Salon Iris. Each employee
can be granted custom access to these screens and functions. You can also determine whether or not to
show client phone numbers and addresses.
Setting Which Screens/Features Employees Can Access
To edit employee password access, perform the following steps:
1. From the Tools pull-down menu, select Password Setup. The Password Controls screen will
appear.
2. In the Employee Access section, check the Enable employee password protection on this
computer box.
3. Click the Edit Access button. The Employee Passwords screen will appear.
4. For each option that you would like to restrict access to for employees, check the box in the
Require Password column on the row that corresponds with the restricted option. This will
require the employee to enter his or her password to access this feature, and block some
employees from accessing this feature completely.
5. Underneath each employee’s name, uncheck the box if that employee is not allowed access to
this screen or feature. If the employee should be allowed access to this screen or feature, the box
under that employee’s name should be checked.
6. Repeat step 5 for each screen/feature/report to be password protected and click OK.
Note: For security reasons, we recommend having as many screens/features/reports as possible password
protected.
Note: If password protection is enabled, be sure to protect the Password Editing feature so that employees
cannot get into this screen and change password settings.
New Employee Password Settings
You can easily use the New Employee button on the Password Controls screen to select an employee,
so that employee will have his or her CURRENT password access information saved and used as a
default for new employees. In other words, when you add a new employee, his or her password
information will be set to the default employee access you have selected.
These password settings are a 'snapshot' of the default employee you are selecting. Future changes to
the default employee's password settings are not automatically updated. To update changes, you need
to re-select the default employee.
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Password Protection and Security
To select an employee to have his or her CURRENT password access information saved and used as a
default for new employees, perform the following steps:
1. From the Tools pull-down menu, select Password Setup. The Password Controls screen will
appear.
2. In the Employee Access section, check the Enable employee password protection on this
computer box.
3. For a current employee that you wish to have his or her CURRENT password access information
saved and used as a default for new employees, setup his or her access as described in the
Setting Which Screens/Features Employees Can Access, shown above.
4. Click the New Employee button. Read the message and click OK.
5. The Select Employee screen will appear. Select the employee that you configured in step 3,
above. This is the employee that you wish to have his or her CURRENT password access
information saved and used as a default for new employees.
6. Click the OK button to return to the Password Controls screen.
7. Click the OK button to return using the software. From now on, whenever you add a new
employee to the database, his or her password information will be set to the default employee
you selected in step 5, above.
Determining Whether to Show Client Phone Numbers and Addresses
Salon Iris allows you to determine if client phone numbers and addresses should be shown on the
Tickets screen, when searching for a client, and on the Appointment Book screen. To determine
whether or not to show these items, perform the following steps:
1. From the Tools pull-down menu, select Options and click the Other tab.
2. In the Security section, click the Security Setup button. The Security Options screen will
appear. Check or uncheck the boxes as you feel appropriate:
• Show client phone numbers when searching for a client, on the Tickets screen,
and on the Appointment Book. (This option does not apply to the main Clients screen.
Password protection can be used to limit access to the Clients screen if needed.)
• Show client phone numbers when editing a client's information
• Show client street address when searching for a client
• Allow client's address to be displayed on the Appointment Book
• Allow client's ID to be changed
3. Click OK to return to the Other tab.
4. Click OK again to return using the other features in Salon Iris.
Editing/Setting Employee Passwords
Each employee can set a password for access to screens, reports, and functions. To edit and set
employee passwords, perform the following steps:
1. From the Tools pull-down menu, select Password Setup. The Password Controls screen will
appear.
2. In the Employee Access section, check the Enable employee password protection on this
computer box.
3. Click the Edit Passwords button. The Employee Passwords screen will appear.
4. Select the employee and click Edit. The Enter Passwords screen will appear.
5. Enter the password in each of the two boxes as prompted and click OK.
6. Click OK when finished.
Note: Check and uncheck the Hide passwords box to display or hide each employee's password.
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Password Protection and Security
Password Log In and Log Out Settings
In the Password Log In/Log Out Settings section of the Password Controls screen (which is accessed
by selecting Password Setup from the Tools pull-down menu), you can choose to have Salon Iris
remember (or not remember) which employee was logged in.
If Remember what employee is logged in is selected, Salon Iris will ask for the employee’s name and
password to be entered the first time a password protected feature is accessed. The employee will be
able to use the software according to his or her allowed access without entering his or her name and
password again. The employee will have to Log Out when finished using Salon Iris by going to the Tools
pull-down menu and selecting Password Log Out.
If Do not remember what employee is logged in is selected, Salon Iris will ask for the employee name
and password every time a restricted feature is accessed. This will provide greater security, but also slow
down employees using the software if many features are password protected.
Note: If the Remember what employee is logged in feature is set, when the employee is finished using
Salon Iris, the employee should select Password Log Out from the Tools pull-down menu. This will ensure
that another employee will not gain unapproved access to a screen or function.
Activity Log
You can track most major events including ticket, client, product, and service,
additions/modifications/deletions in the Activity Log feature.
Note: The employee name and the Employee ID are only recorded with the corresponding activity if
employees are required to log in using a password.
Viewing the Activity Log
To view the activity log, perform the following steps:
1. From the Tools pull-down menu, select Activity Log.
2. The Log screen will appear. You can check which employees performed tasks and the time the
activity was performed. The Employee ID will only be shown with the corresponding activity IF
you have password protection enabled for that employee and also set your password log in/log
out settings to remember what employee is logged in.
3. From the Log screen, click the Activity Log Options button to change the display of which
information is shown. The Log Options screen will appear. Check and uncheck the following
boxes as appropriate:
• Tickets
• Clients
• Products & services
4. Select the number of days to display activity for.
5. In the Clear Information section, you may press the Clear Log Now button to clear the activity
log.
6. Click OK.
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Password Protection and Security
Thumb Print Reader
Salon Iris software allows a maximum of one employee (such as the owner) to gain access to any
password protected screen using a thumb print reader. To use a thumb print reader with Salon Iris,
perform the following steps:
1. Purchase a thumb print reader (such as one from Microsoft), plug it in and install the drivers.
Contact CMJ Designs Inc. if you have questions on the type of reader to purchase.
2. Be sure password protection is enabled. To do this perform the following steps:
a. From the Tools pull-down menu, select Password Setup. The Password Controls
screen will appear.
b. In the Employee Access section, check the Enable employee password protection
on this computer box.
c. Click the Edit Access button. The Employee Passwords screen will appear.
d. For each option that you would like to restrict access to for employees, check the box in
the Require Password column on the row that corresponds with the restricted option.
This will require the employee to enter his or her password to access this feature, and
block some employees from accessing this feature completely.
e. Underneath each employee’s name, uncheck the box if that employee is not allowed
access to this screen or feature. If the employee should be allowed access to this screen
or feature, the box under that employee’s name should be checked.
f. Repeat steps d-e for each screen and employee to be password protected and click OK.
3. From the Password Controls screen, click the Edit Passwords button. The Employee
Passwords screen will appear. Select one employee listed, such as the owner or manager, who
you wish to have him or her be able to use the reader to gain access to screens.
4. That employee should press his or her thumb on the reader.
5. Pop-up instructions will appear. Follow the instructions. Now, that special employee can use the
thumb print reader to access any password protected screen, report, or feature.
149
Getting Started
Payroll
Payroll Overview
Salon Iris can calculate your business's employee payroll, and, if desired, print payroll checks. Payroll
calculations are made from information taken from the following items:
1. Payroll employee setups for income and deductions, including tables for income and deductions.
See the Configuring Payroll Tables-adding a Payroll Table section for more information on
payroll tables.
2. Products and services sales recorded in closed tickets. See the Tickets section in this User's
Guide for more information on closed tickets.
3. Time clock information (if applicable). See the Time Clock section in this User's Guide for more
information.
To view the Payroll screen, perform the following steps:
1. From the Finance pull-down menu, click Calculate New Payroll.
2. If the Payroll screen is password protected, the Password Required window will appear. See
the Passwords section in this User's Guide for more information.
3. Select from the following options to run payroll:
• Run payroll and save results, run a new payroll and save the results for future
reference. This new payroll will be used in year-to-date totals.
• Recalculate a previous payroll and save results, replace a previously run payroll with
a new calculation. The new payroll will be used in the year-to-date totals. This option can
be used to correct a payroll that was previously run.
• Practice: Run test payroll and do not save results, run a payroll for any range of
dates. The results are not saved and will not affect any year-to-date totals or any
previously ran payrolls. If you chose this selection, you can also have the software
prompt you for values to use in payroll calculations by checking the appropriate box.
4. Make the appropriate date range selection, and then click OK. The Payroll screen will appear
showing the calculated payroll for all of the business's employees that have been setup to be
included in the payroll report.
Configuring Payroll - Single Commission System
Salon Iris allows you to customize payroll information. The recommended configuration for payroll is the
Single Commission System. This means that the employees' commission is based on the amount
shown in the Commission Based On column on the Ticket Information screen (for all tickets for the
selected time period) and the settings below.
The Payroll Configuration screen is divided into three main sections:
•
•
•
Settings
Income
Deduction
See below for complete descriptions and instructions on how to configure each section.
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Configuring the Employee Settings Payroll Information:
To configure the employee settings payroll information, perform the following steps:
1. From the Finance pull-down menu, select Payroll Configuration.
2. If this is the first time you are configuring payroll, the Select Country screen will appear. Select
the country you are in.
3. If you are in the United States, proceed to step 8. The United States Federal tax tables are
automatically installed.
4. If you are in any other country except for Canada, proceed to step 8.
5. If you are in Canada, proceed to step 6.
6. The Tax Table Installation and Update screen will appear, which contains a list of built-in
Canadian Federal Tax tables. Click the Check for Updates button to check for any newer tax
tables.
7. Click on the appropriate Canadian Federal tax table, and click Install. Click the Close button to
be taken to the Payroll Configuration screen and proceed to step 8.
8. On the Payroll Configuration screen, be sure that Use single commission system is selected.
9. Click the box directly underneath the employee that is horizontally in-line with the Include field.
Click the Edit button. Select whether or not to include this employee in payroll calculations.
Click OK to return to the Payroll Configuration screen.
10. Double click in the box underneath the employee that is horizontally in-line with the Hours
Worked field. Select from the following choices:
• Hours based on time clock entries
• Prompt for hours worked each time payroll is run
• Use ____ number of hours, where ____ is the amount you enter.
11. Click OK to return to the Payroll Configuration screen. Proceed to the Income section, below,
or click OK again to return using Salon Iris.
Configuring the Employee Income Payroll Information:
To configure the employee income payroll information, perform the following steps:
1. Go to the Payroll Configuration screen, by selecting Payroll Configuration from the Finance
pull-down menu.
2. From the Payroll Configuration screen, click the box directly underneath the employee that is
horizontally in-line with the Salary field. Click the Edit button. The Salary screen will appear.
3. You can select to pay the employee in the following ways:
• No salary
• Always use the following currency amount. Type in the amount to always use.
4. Click the OK button to return to the Payroll Configuration screen.
5. Repeat step 2, except use the Hourly field instead of Salary. You can select to pay the
employee in the following ways:
• No hourly pay
• Rate of ___ per hour, entering in the currency amount.
• Pay based on hourly table. See the section, Payroll Table Configuration, of this User's
Guide for information on adding and editing payroll tables.
Note: To view instructions on how to use the hourly table to pay your employee overtime, see the Adding a Payroll
Table section of this User's Guide.
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6. Repeat step 2, except use the Adjustment field. You can select to pay the employee in the
following ways:
• No adjustment
• Use the following currency amount. Type in the amount to use.
7. Click OK to return to the Payroll Configuration screen.
8. Repeat step 2, except use the Tips Claimed field. In the Tips Claimed field, you may select to
claim tips in the following ways:
• Don't claim tips.
• Based on amounts claimed on a ticket.
• Fixed percentage of services sold. Enter in the fixed tip percentage.
• Fixed amount. Enter in the fixed tip amount (depending on how your employee is paid
with tips).
9. Click OK to return to the Payroll Configuration screen.
10. Employee commissions for products or services may be calculated in three common ways: fixed,
stepped, or incremental stepped:
• With a fixed commission, there is one commission rate that is applicable to all total sales
(minus backbar), regardless of the currency amount. For example, if the employee’s total
sales (minus backbar) is $2300 and the commission rate for that employee is set to 10%,
the commission amount received will be 10% of $2300 (or $230).
• A stepped-scale commission rate will use a specific commission rate that will be
determined by set intervals of the employee’s total sales. For example, if the employee’s
total sales (minus backbar) is $2300 and the commission intervals are set up so that if
the employee’s sales total is $0.00 - $999.99 he or she will receive 10% commission, if
the sales total is $1000-1999.99 he or she will receive 12% commission, and if the sales
total is $2000-2999.99 he or she will receive 14%, then the employee would receive 14%
of $2300 (or $322).
• An incremental stepped scale commission adjusts the percentage rates at intervals of
total sales, but pays at the interval rates. For example, the employee’s total sales is
$2300 and the commission rates are set up so that if the employee’s total sales is $0.00 999.99 the employee receives 10%, for $1000-1999.99 the employee receives 12%, and
for $2000-2999.99 the employee receives 14%, just as described in option b. However,
using an incremental stepped-scale, the employee will now receive 10% for the first
$1000 out of $2300, plus 12% of the second $1000 out of $2300, plus 14% of the $300
out of $2300. This would be 0.10x$1000 + 0.12x$1000 + 0.14x$300 = $100 + $120 +
$42 = $262.
11. In the Product Commission field, you can select to pay the employee in the following ways:
• No commission
• Straight commission of ____%. Enter in the percentage if the employee is paid a
straight percentage of commission for all the products he/she sells.
• If the employee will receive commission based on a stepped-scale or an incremental
stepped-scale, as described in 10b and 10c, above, select the Based on Product or
Service Commission Table option. You can then select to use a previously made
commission table or create a new commission table. See the section, Payroll Table
Configuration, in this User's Guide for more information on payroll tables.
12. Click OK after selecting your product commission type to return to the Payroll Configuration
screen.
13. If you wish to have a product bonus paid to the employee for a particular product when sold, click
OK to exit out of the Payroll Configuration screen. Edit the product and click the Bonus tab.
Type in the amount. If desired, click the Exceptions button to do product bonus exceptions for
each employee. Click OK when finished and then click Save when finished configuring the
product exceptions. Repeat this step for each product that you wish to pay an employee a bonus
when sold.
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14. From the Payroll Configuration screen (select Payroll Configuration from the Finance pulldown menu), repeat step 2, except use the Service Commission field. You can choose from the
following selections:
• Off, no service commission (bonuses are also not applied).
• On, and enter a certain percentage.
• On, and use a table.
15. If you wish to make exceptions for each employee for the amount of commission, backbar, and/or
bonus for a service, follow steps 15-18. If not, skip to step 19. You may choose to make
exceptions to the amount of commission paid for a particular service. This is called a service
commission exception. If you make a service commission exception, the settings from the
Payroll Configuration, above, are not used and are overridden (the amount you list for the
exception will be the straight commission amount used in the commission calculation). If you
change the commission amount, it will apply to all tickets and is retroactive. Depending on your
settings, backbar may or may not be deducted. To make a service commission exception,
perform the following steps:
a.
b.
c.
d.
e.
f.
Click the OK button on the Payroll Configuration screen to exit out of the payroll setup.
Edit the service that you wish to create a commission exception for.
Click the Commission tab.
Click the Exceptions button.
Click Add and click on the appropriate employee and click OK.
Enter the amount of commission the employee should receive when this service is used.
It can be a lump sum or percentage. Click OK. Repeat steps e-f for each employee that
you would like to assign a unique commission amount to. Click OK then Save.
g. Repeat steps b-f for each service that you wish to apply a commission exception to.
16. You may choose to make exceptions to the amount of backbar for each employee. This backbar
amount is subtracted from the service price when determining employee commission. If you
change the backbar amount, the backbar amount will apply to all future tickets created (after the
point in time in which you changed the backbar amount) and you will be given the option if you
would like to update open, closed, open and closed tickets, or neither open or closed tickets with
the new backbar amount. To make exceptions to the amount of backbar for each employee,
perform the following steps:
a. Edit the service that you wish to create a backbar exception for.
b. Click the Bonus & Backbar tab.
c. In the Employee Backbar section, click the Exceptions button.
d. Click Add and click on the appropriate employee and click OK.
e. Enter the amount of backbar for the employee when this service is used. Click OK.
Repeat steps d-e for each employee that you would like to assign a unique backbar
amount to. Click OK then Save.
f. Repeat steps a-e for each service that you wish to apply a backbar exception to.
17. You may choose to make exceptions to the amount of bonus an employee receives for each
service. When configuring a service bonus (when editing the service), a standard bonus can be
defined and exceptions created as needed per employee. A bonus is a lump sum awarded to an
employee for the selling of a service. It is independent of commission. If you change the bonus
amount, it will apply to all tickets and you will be given the option if you would like to update open,
closed, open and closed tickets, or neither open or closed tickets with the new bonus amount. To
make exceptions for the amount of bonus for each employee, perform the following steps:
a. Edit the service that you wish to create a bonus exception for.
b. Click the Bonus & Backbar tab.
c. In the Employee Bonus section, click the Exceptions button.
d. Click Add and click on the appropriate employee and click OK.
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e. Enter the amount of bonus for the employee when this service is used. Click OK. Repeat
steps d-e for each employee that you would like to assign a unique bonus amount to.
Click OK then Save.
f. Repeat steps a-e for each service that you wish to apply a bonus exception to.
g. Click the Save button when finished configuring the service exceptions.
18. It is strongly recommended that if you are using any commission, backbar, or bonus exceptions,
you review the Single Commission System Examples section of this User's Guide, shown
below.
19. See the Configuring the Employee Payroll Deduction Information section of this User's
Guide, below, for instructions on configuring deductions.
Note: Product and service commissions are calculated using the Commission Based On column on a ticket,
except if you do a service commission exception as explained in step 15, above.
Configuring the Employee Payroll Deduction Information:
1. From the Finance pull-down menu, select Payroll Configuration. The Payroll Configuration
screen will appear. See the Deduction section.
2. The taxes and deductions listed on this page are set to a generic United States format (State Tax,
Federal Tax, Social Security Tax, Health Care, and SEP, Simplified Employee Pension), but can
be easily renamed to match your specific needs. To change these headings, perform the
following steps:
a. Click the Deductions button.
b. Select the deduction and delete it by clicking the Delete button.
c. Then, click the Add button. Type in the new name of the deduction. When entering
employee payroll taxes, the names of the payroll tax deduction will be the same for all
employees, so it is imperative that the names and fields be consistent and appropriate for
all cases.
d. Click OK.
e. Repeat steps c-d for each deduction that you would like to add.
f. Click OK to return to the Payroll Configuration screen.
3. Once you have your deduction names entered, you are ready to configure each employee's
payroll deductions. From the Payroll Configuration screen, click the box directly underneath the
employee that is horizontally in-line with the appropriate deduction field, such as Federal Tax.
Click the Edit button.
4. You may configure the deduction in one of the following ways:
•
•
•
•
No deduction
Fixed amount. Type in the fixed amount.
Percentage. Type in the percentage.
Based on deduction table. In this User's Guide, see the section, Configuring Payroll
Tables - Adding a Payroll Table in this User's Guide for instructions on adding a payroll
table. Then, scroll down the list to select the appropriate table.
5. You can also select the pre-deduction amount. If a pre-deduction amount is used, then the
percentage or table deduction will be based on the gross pay minus the pre-deduction amount.
For example, say my employee has a salary of $10,000 and I have a deduction shown like in
Figure A, below. When the software calculates this deduction it will take [(Gross Pay) &endash;
(Pre-deduction Amount)] X (Percentage Amount). So, that would be ($10,000.00 - $5,000.00) X
0.10 = $500.00.
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Figure A: Pre-deduction Example Setup
6. You can also base this deduction on either:
• Taxable gross, bases the deduction on total gross minus other pre-tax deductions.
• Gross, bases the deduction on the total gross and does not take into account any other
pre-tax deductions.
7. Optionally, select if this deduction is a pre-tax item. Marking a deduction as a pre-tax item will
adjust the employee’s taxable gross when running payroll. For example, my employee has a
salary of $10,000 and contributes 10% of her gross salary to her 401k plan. In the software, I
would setup my deduction like what is shown in Figure B, below. When the software calculates
this deduction it will take (Gross Pay) X (Percentage Amount). So, that would be ($10,000) X
0.10 = $1,000. Thus, my employee’s gross income is $10,000, but her taxable gross income now
becomes $10,000 - $1,000 = $9,000. Now, subsequent deductions (such as State, Federal,
Local, Social Security, etc.) will be calculated using the employee’s taxable gross which, as
stated earlier in this example, would be $9,000.
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Payroll
Figure B: Pre-tax Deduction Example Setup
8. Repeat steps 3-7 for each employee.
9. Click the OK button when done configuring payroll.
Note: To copy the criteria of one employee to another, click on the Copy Profile(s) button after the first
employee profile has been set up.
Note: Gross income is the amount of salaries or wages being paid by an employer before any deductions
have been taken out. Taxable gross income is gross income minus any pre-tax deductions. If you do not
have any pre-tax deductions setup in the software, gross income and taxable gross income will always be
identical. Examples of pre-tax deductions are 401k contributions, pension contributions, and certain health
care insurance. Contact your CPA to determine if particular deductions are considered pre-tax items.
Resizing the Payroll Configuration Screen
To increase or decrease the size of the payroll configuration screen, position your pointer over the edge
of the border of the Payroll Configuration screen until a double-headed black arrow appears. Once the
black arrow appears, press down the left mouse button to resize the Payroll Configuration screen.
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Payroll
Single Commission System Examples
The examples below are for services given, no product examples will be discussed. The Single and
Dual Commission systems apply to services only and not to products. To review what was discussed
above, when using the Single Commission System, there are four configurable entities for each service:
1. Price: A standard price can be defined and exceptions created as needed per employee. If you
change the service price, this new price will apply to all future tickets created (after the point in
time in which you changed the service price) and is not retroactive.
2. Backbar: A standard backbar amount can be defined and exceptions created as needed per
employee. This backbar amount is subtracted from the service price when determining employee
commission. If you change the backbar amount, the backbar amount will apply to all future
tickets created (after the point in time in which you changed the backbar amount) and you will be
given the option if you would like to update open, closed, open and closed tickets, or neither open
or closed tickets with the new backbar amount.
3. Bonus: A standard bonus can be defined and exceptions created as needed per employee. A
bonus is a lump sum awarded to an employee for the selling of a service. It is independent of
commission. If you change the bonus amount, it will apply to all tickets and you will be given the
option if you would like to update open, closed, open and closed tickets, or neither open or closed
tickets with the new bonus amount.
4. Commission: A commission percentage or lump sum can be awarded to an employee for
performing a service. This number is usually determined from the Payroll Configuration screen,
but exceptions can be created as needed per employee. Note that if you change the commission
amount, it will apply to all tickets and is retroactive. Normally, the commission given to each
employee is determined by the settings on the Payroll Configuration screen. However, you can
make commission exceptions (for each employee) based on the Commission tab within a
service. If you make a commission exception, the settings on the Payroll Configuration screen
are not used and are overridden by the settings under the Commission tab within the service.
The amount you list for the exception will be the straight commission amount used in the
commission calculation. Depending on your settings, backbar may or may not be deducted.
There are four configurable entities, each of them having either a ”r;Standard” or ”r;Exception” value.
There are therefore, sixteen possible configurations for any employee using the Single Commission
System for each service.
Figure 1
Example 1:
1. Let us configure Niki White to have a commission percentage of 20% from the Payroll Configuration
screen (Figure 2).
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Figure 2
2. We will be looking at a generic service, SERVICE A, configured for Niki White. Here are its
characteristics:
•
•
•
•
Price: $60.00, no exceptions for Niki
Backbar: $15.00, no exceptions for Niki
Bonus: $10.00, no exceptions for Niki
Commission: Based on Payroll Configuration screen (20%)
3. Niki performs the service, Ticket #1069 is closed, and a payroll is run.
4. The Commission Details screen is displayed (See Figure 3).
5. Niki’s commission total taken from Ticket #1069 should be:
CommissionTotal = ($60.00 - $15.00)*20% + $10.00 = $19.00
Ticket #1069's information is below:
•
•
•
•
Service price: $60.00
Backbar: $15.00
Commission: 20%
Bonus: $10.00
6. As can be seen below, this total is correct.
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Payroll
Figure 3
Example 2:
1. Niki White’s commission percentage will remain at 20%.
2. We will again be looking at SERVICE A configured for Niki White. Here are its characteristics:
•
•
•
•
Price: $60.00, no exceptions for Niki
Backbar: $15.00, exception of $20.00 for Niki. This $20.00 exception will apply
to Ticket #1071 and later. In other words, all tickets created after the point in
time the exception was created will have a backbar exception of $20 for Niki.
Bonus: $10.00, exception of $15.00 for Niki.
Commission: Based on Payroll Configuration screen (20%)
3. Niki performs the service, Ticket #1071 is closed, and a payroll is run. This payroll assumes that Ticket
#1069 was already closed.
4. The Commission Details screen is displayed (See Figure 4).
5. Niki’s commission total taken from Ticket #’s 1069 (from Example 1) and 1071 is calculated below:
CommissionTotal = ($60.00 + $60.00 - $15.00 - $20.00)*20% + ($15.00 + $15.00) = $47.00
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Payroll
Ticket #1069's information is below:
•
•
•
•
Service price: $60.00
Backbar: $15.00
Commission: 20%
Bonus: $15.00
Ticket #1071's information is below:
•
•
•
•
Service price: $60.00
Backbar: $20.00
Commission: 20%
Bonus: $15.00
6. As can be seen below, this total is again correct. Note that the bonus amount has no memory. That is,
the most current bonus amount defined in the service will be applied to all of that specific service included
in that payroll report.
Figure 4
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Payroll
Example 3:
1. Niki White’s commission percentage will remain at 20%.
2. We will again be looking at SERVICE A configured for Niki White. Here are its characteristics:
•
•
•
•
Price: $60.00, exception of $80.00 for Niki. This $80.00 exception will apply to all
tickets created including Ticket #1073 and later and is not retroactive. In other
words, all tickets created after the point in time the exception was created will
have a SERVICE A price exception of $80.00 for Niki.
Backbar: $15.00, exception of $20.00 for Niki. This $20.00 exception will apply to
Ticket #1071 (from Example 2) and later. In other words, all tickets created after
the point in time the exception was created will have a backbar exception of $20
for Niki.
Bonus: $10.00, exception of $15.00 for Niki.
Commission: exception of 50% for Niki. This 50% exception will apply to all
tickets created and is retroactive.
3. Niki performs the service, Ticket #1073 is closed, and a payroll is run. This payroll assumes that Ticket
#’s 1069 and 1071 have already been closed.
4. The Commission Details screen is displayed (See Figure 5).
5. Niki’s commission total taken from Ticket #’s 1069 (from Example 1) and 1071 (from Example 2) and
1073 should be:
CommissionTotal = ($60.00 + $60.00 + $80.00 - $15.00 - $20.00 - $20.00)*50% + $45.00 =
$117.50
Ticket #1069's information is below:
•
•
•
•
Service Price: $60.00
Backbar: $15.00
Commission: 50%
Bonus: $15.00
Ticket #1071's information is below:
•
•
•
•
Service price: $60.00
Backbar: $20.00
Commission: 50%
Bonus: $15.00
Ticket #1073's information is below:
•
•
•
•
Service price: $80.00
Backbar: $20.00
Commission: 50%
Bonus: $15.00
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6. This total is again correct. Note that the individual service price and backbar amounts per ticket are
remembered, but the bonus amount is not. Also note that the exception of 50% is applied to all tickets in
the payroll with SERVICE A. The $45.00 amount equals the bonus amounts ($15.00) from Ticket #’s
1069, 1071, and 1073.
Figure 5
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Payroll
Example 4:
1. This time, we will be using Niki’s Commission Table (Figure 6).
Figure 6
2. We will again be looking at SERVICE A configured for Niki White. Here are its characteristics:
•
•
•
•
Price: $60.00, exception of $80.00 for Niki. This $80.00 exception will apply to
Ticket #1073 (from Example 3) and later and is not retroactive. In other words,
all tickets created after the point in time the exception was created will have a
SERVICE A price exception of $80.00 for Niki.
Backbar: $15.00, exception of $20.00 for Niki. This $20.00 exception will apply to
Ticket #1071 and later. In other words, all tickets created after the point in time
the exception was created will have a backbar exception of $20 for Niki.
Bonus: $10.00, exception of $15.00 for Niki.
Commission: exception of 50% for Niki. This 50% exception will apply to all
tickets created and is retroactive.
3. A second service, SERVICE B will be configured for Niki White as shown below:
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Payroll
•
•
•
•
Price: $25.00, exception of $20.00 for Niki
Backbar: $10.00, no exceptions for Niki
Bonus: none
Commission: Based on Payroll Configuration screen (Niki’s Table)
4. Niki performs SERVICE B, Ticket #1075 is closed, and a payroll is run. This payroll assumes Ticket #’s
1069, 1071, and 1073 have already been closed.
5. The Commission Details screen is displayed (See Figure 7).
6. Niki’s commission total taken from Ticket #’s 1069 (from Example 1) and 1071 (from Example 2) and
1073 (from Example 3) and 1075 should be:
Commission Total = ($60.00 + $60.00 + $80.00 - $15.00 - $20.00 - $20.00)*50% + ($20.00 $10.00)*10% + $45.00 = $118.50
Ticket #1069's information is below:
•
•
•
•
Service price: $60.00
Backbar: $15.00
Commission: 50%
Bonus: $15.00
Ticket #1071's information is below:
•
•
•
•
Service price: $60.00
Backbar: $20.00
Commission: 50%
Bonus: $15.00
Ticket #1073's information is below:
•
•
•
•
Service price: $80.00
Backbar: $20.00
Commission: 50%
Bonus: $15.00
Ticket #1075's information is below:
•
•
•
•
Service price: $20.00
Backbar: $10.00
Commission: 10%
Bonus: $0.00
7. This total is again correct. Note that the $45.00 amount equals the bonus amounts ($15.00 + $15.00 +
$15.00 + $0.00) from Ticket #’s 1069, 1071, 1073, and 1075.
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Figure 7
Summary:
1. There are sixteen possible configurations for each employee for each service when using the Single
Commission System. The configurable entities are: price, backbar, bonus, and commission.
2. Changing the service price for an employee is not a retroactive change.
3. Changing the commission for an employee is a retroactive change.
4. A retroactive change will change the amounts of an entity for all tickets included in a payroll period.
5. A non-retroactive change will not change the amounts of an entity for all tickets included in a payroll
period.
6. If an employee’s commission is defined as an exception (percentage) then the exception is calculated
as:
Exception = (serviceprice &endash; backbar)*exception%
7. If an employee’s commission is defined as an exception (lump sum) then the exception is calculated
as:
Exception = (lumpsum &endash; backbar)
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Configuring Payroll - Dual Commission System
Salon Iris allows you to customize payroll information. The Dual Commission System is able to give
different commission amounts when a service is used and when a service is purchased. When using the
Dual Commission System, the Commission Based On column will no longer appear on a ticket.
The Payroll Configuration screen is divided into three main sections:
1. Settings
2. Income
3. Deduction
See below for complete descriptions and instructions on how to configure each section.
Configuring the Employee Settings Payroll Information:
To configure the employee settings payroll information, perform the following steps:
1. From the Finance pull-down menu, select Payroll Configuration.
2. If this is the first time you are configuring payroll, the Select Country screen will appear. Select
the country you are in.
3. If you are in the United States, proceed to step 8. The United States Federal tax tables are
automatically installed.
4. If you are in any other country except for Canada, proceed to step 8.
5. If you are in Canada, proceed to step 6.
6. The Tax Table Installation and Update screen will appear, which contains a list of built-in
Canadian Federal Tax tables. Click the Check for Updates button to check for any newer tax
tables.
7. Click on the appropriate Canadian Federal tax table, and click Install. Click the Close button to
be taken to the Payroll Configuration screen and proceed to step 8.
8. On the Payroll Configuration screen, be sure that Use dual commission system is selected.
9. Click the box directly underneath the employee that is horizontally in-line with the Include field.
Click the Edit button. Select whether or not to include this employee in payroll calculations.
Click OK to return to the Payroll Configuration screen.
10. Double click in the box underneath the employee that is horizontally in-line with the Hours
Worked field. Select from the following choices:
• Hours based on time clock entries
• Prompt for hours worked each time payroll is run
• Use ____ number of hours, where ____ is the amount you enter.
11. Click OK to return to the Payroll Configuration screen. Proceed to the Income section, below,
or click OK again to return using Salon Iris.
Configuring the Employee Income Payroll Information:
To configure the employee income payroll information, perform the following steps:
1. Go to the Payroll Configuration screen, by selecting Payroll Configuration from the Finance
pull-down menu.
2. From the Payroll Configuration screen, click the box directly underneath the employee that is
horizontally in-line with the Salary field. Click the Edit button. The Salary screen will appear.
3. You can select to pay the employee in the following ways:
• No salary
• Always use the following currency amount. Type in the amount to always use.
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4. Click the OK button to return to the Payroll Configuration screen.
5. Repeat step 2, except use the Hourly field instead of Salary. You can select to pay the
employee in the following ways:
• No hourly pay
• Rate of ___ per hour, entering in the currency amount.
• Pay based on hourly table. See the section, Adding a Payroll Table, of this
User's Guide for information on adding and editing payroll tables.
Note: To view instructions on how to use the hourly table to pay your employee overtime, see the Adding a
Payroll Table section of this User's Guide.
6. Repeat step 2, except use the Adjustment field. You can select to pay the employee in the
following ways:
• No adjustment
• Use the following currency amount. Type in the amount to use.
7. Click OK to return to the Payroll Configuration screen.
8. Repeat step 2, except use the Tips Claimed field. In the Tips Claimed field, you may select to
claim tips in the following ways:
• Don't claim tips.
• Based on amounts claimed on a ticket.
• Fixed percentage of services sold. Enter in the fixed tip percentage.
• Fixed amount. Enter in the fixed tip amount (depending on how your employee is
paid with tips).
9. Click OK to return to the Payroll Configuration screen.
10. Next, for each service, you will need to set up the Service Commission When Used and
Service Commission When Purchased. To do this, exit out of the Payroll Configuration
screen by pressing the OK button.
11. Edit the service and click the Commission tab.
12. Click the Commission When Purchased tab and choose one of the following:
a. None, no commission is given to the employee when the service is purchased.
b. Fixed currency amount of, the commission issued to the employee selling the service is
in the form of a lump sum. The value found in Payroll Configuration is ignored. This
exception will apply to any employee selling the service.
c. Fixed percentage amount of, the commission issued to the employee selling the
service is a percent of the service price. The value found in Payroll Configuration is
ignored. This exception will apply to any employee selling the service.
d. Based on Payroll Configuration screen, the commission issued to the employee
selling the service is based on the percent amount found in Payroll Configuration
(either a straight percentage or based on a commission table). To make exceptions to
what is on the Payroll Configuration screen, click the Exceptions button, then Add,
then select the employee and click OK. Type in the amount and then click OK. Press
OK again to return to the Edit Service screen. If you do an exception, the commission
issued to the employee selling the service is based on an exception value (either a lump
sum or a percentage amount). If an exception is chosen the value found in Payroll
Configuration is ignored. With this option selected, different employees can have
different exception values for the same service. See step 18 for a description on how to
setup the Payroll Configuration screen.
13. Click the Commission When Used tab and choose one of the following:
a. None, no commission is given to the employee when the service is performed.
b. Fixed currency amount, the commission issued to the employee performing the service
is in the form of a lump sum. The value found in Payroll Configuration is ignored. This
exception will apply to any employee performing the service.
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Payroll
c.
14.
15.
16.
17.
18.
Fixed percentage amount, the commission issued to the employee performing the
service is a percent of the service price minus the backbar amount. The value found in
Payroll Configuration is ignored. This exception will apply to any employee performing
the service.
d. Based on Payroll Configuration screen, the commission issued to the employee
performing the service is based on the percent amount found in Payroll Configuration
(either a straight percentage or based on a commission table). To make exceptions to
what is on the Payroll Configuration screen, click the Exceptions button, then Add,
then select the employee and click OK. Type in the amount and then OK. Press OK
again to return to the Edit Service screen. The commission issued to the employee
performing the service is based on an exception value (either a lump sum or a
percentage amount). If an exception is chosen the value found in Payroll Configuration
is ignored. With this option selected, different employees can have different exception
values for the same service. See step 18 for a description on how to setup the Payroll
Configuration screen.
You may choose to make exceptions to the amount of backbar for each employee. A standard
backbar amount can be defined and exceptions created as needed per employee. This
backbar amount is subtracted from the service price when determining employee commission.
This backbar amount is subtracted only when a service is used and not when purchased. If
you change the backbar amount, the backbar amount will apply to all future tickets created and
you will be given the option if you would like to update open, closed, open and closed tickets,
or neither open or closed tickets with the new backbar amount. To make an exception to the
backbar amount for a service, perform the following steps:
a. Edit the service that you wish to create a backbar exception for.
b. Click the Bonus & Backbar tab.
c. In the Employee Backbar section, click the Exceptions button.
d. Click Add and click on the appropriate employee and click OK.
e. Enter the amount of backbar for the employee when this service is used. Click OK.
Repeat steps d-e for each employee that you would like to assign a unique
backbar amount to. Click OK then Save.
f. Repeat steps a-e for each service that you wish to apply a backbar exception to.
You may choose to make exceptions to the bonus paid for a service for each employee. A
standard bonus can be defined and exceptions created as needed per employee. A bonus is a
lump sum awarded to an employee for the selling of a service. It is independent of
commission. There is no bonus for the performing of the service. If you change the bonus
amount, you will be given the option if you would like to update open, closed, open and closed
tickets, or neither open or closed tickets with the new bonus amount. To make an exception to
the bonus amount for a service, perform the following steps:
a. Edit the service that you wish to create a bonus exception for.
b. Click the Bonus & Backbar tab.
c. In the Employee Bonus section, click the Exceptions button.
d. Click Add and click on the appropriate employee and click OK.
e. Enter the amount of bonus for the employee when this service is sold. Click OK.
Repeat steps d-e for each employee that you would like to assign a unique bonus
amount to. Click OK then Save.
f. Repeat steps a-e for each service that you wish to apply a bonus exception to.
When configuring service pricing (when editing the service and clicking the General tab), a
standard price can be defined and exceptions created as needed, per employee.
If in steps 12 and 13, you selected to give commission based on the Payroll Setup screen,
then go to step 18. If not, skip to step 21.
To set up the commission rate employees will receive for services that have been set to have
commission based on the Payroll Setup screen, follow the steps below. To access the
Payroll Configuration screen, select Payroll Configuration from the Finance pull-down
menu. Employee commissions for products or services may be calculated in three common
ways, fixed, stepped, or incremental stepped:
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Payroll
•
19.
20.
21.
22.
23.
With a fixed commission, there is one commission rate that is applicable to all total
sales (minus backbar), regardless of the currency amount. For example, if the
employee’s total sales (minus backbar) is $2300 and the commission rate for that
employee is set to 10%, the commission amount received will be 10% of $2300 (or
$230).
• A stepped-scale commission rate will use a specific commission rate that will be
determined by set intervals of the employee’s total sales. For example, if the
employee’s total sales (minus backbar) is $2300 and the commission intervals are
set up so that if the employee’s sales total is $0.00 - $999.99 he or she will receive
10% commission, if the sales total is $1000-1999.99 he or she will receive 12%
commission, and if the sales total is $2000-2999.99 he or she will receive 14%,
then the employee would receive 14% of $2300 (or $322).
• An incremental stepped scale commission adjusts the percentage rates at
intervals of total sales, but pays at the interval rates. For example, the employee’s
total sales is $2300 and the commission rates are set up so that if the employee’s
total sales is $0.00 - 999.99 the employee receives 10%, for $1000-1999.99 the
employee receives 12%, and for $2000-2999.99 the employee receives 14%, just
as described in option b. However, using an incremental stepped-scale, the
employee will now receive 10% for the first $1000 out of $2300, plus 12% of the
second $1000 out of $2300, plus 14% of the $300 out of $2300. This would be
0.10x$1000 + 0.12x$1000 + 0.14x$300 = $100 + $120 + $42 = $262.
In the Service Commission field (double click in the column beneath the appropriate
employee's name and in the same row as the Service Commission field), you can select to
pay the employee in the following ways:
• Off:, no commission given.
• On:, enter in the percentage if the employee is paid a straight percentage of
commission for all the services (that are not bonuses or exceptions) he/she sells.
• On:, alternatively, if the employee gets commission per a changing step-scale
based on the amount of sales, select to use a table. See the section, Adding a
Payroll Table, of this User's Guide for more information on payroll tables. You can
also do incremental step commission.
Click OK to return to the Payroll Configuration screen.
To set up the commission rate employees will receive for products they sell, use the Product
Commission field in the Payroll Configuration screen (double click in the column beneath
the appropriate employee's name and in the same row as the Product Commission field).
See step 18 for information about the different ways commission can be given. You can select
to pay the employee in the following ways:
• No product commission (bonuses are not applied)
• Straight commission of, and enter in the percentage if the employee is paid a
straight percentage of commission for all the products he/she sells.
• Based on product commission table, alternatively, if the employee gets
commission per a changing step- scale based on the amount of sales. See the
section, Adding a Payroll Table, of this User's Guide for more information on
payroll tables. You can also do incremental step commission.
Click OK to return to the Payroll Configuration screen.
If you wish to set up a bonus for a product that is sold, click OK to exit the Payroll
Configuration screen. Edit the product and click the Bonus tab. Type in the amount. If
desired, click the Exceptions button to do product bonus exceptions for each employee and
perform the following steps:
a. Click Add and click on the appropriate employee and click OK.
b. Enter the amount of bonus to be used in commission calculation when this product
is purchased. Click OK.
c. Repeat steps a-b for each employee that you wish to apply a unique commission
bonus to when that product is sold.
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Payroll
d. Click OK to return to the Edit Product screen.
e. Click the Save button to save all product changes.
24. Repeat step 23 for each product that you wish to apply a bonus exception to.
25. If you are using dual commission, we strongly recommend that you review the Configuring
Dual Commission System Examples section, shown below.
26. Proceed to the Deduction section, below, or continue using Salon Iris.
Configuring the Employee Payroll Deduction Information:
1. From the Finance pull-down menu, select Payroll Configuration. The Payroll Configuration
screen will appear. See the Deduction section.
2. The taxes and deductions listed on this page are set to a generic United States format (State Tax,
Federal Tax, Social Security Tax, Health Care, and SEP, Simplified Employee Pension), but can
be easily renamed to match your specific needs. To change these headings, perform the
following steps:
a. Click the Deductions button.
b. Select the deduction and delete it by clicking the Delete button.
c. Then, click the Add button. Type in the new name of the deduction. When entering
employee payroll taxes, the names of the payroll tax deduction will be the same for all
employees, so it is imperative that the names and fields be consistent and appropriate for
all cases.
d. Click OK.
e. Repeat steps c-d for each deduction that you would like to add.
f. Click OK to return to the Payroll Configuration screen.
3. Once you have your deduction names entered, you are ready to configure each employee's
payroll deductions. From the Payroll Configuration screen, click the box directly underneath the
employee that is horizontally in-line with the appropriate deduction field, such as Federal Tax.
Click the Edit button.
4. You may configure the deduction in one of the following ways:
•
•
•
•
No deduction
Fixed amount. Type in the fixed amount.
Percentage. Type in the percentage.
Based on deduction table. In this User's Guide, see the section, Adding a Payroll Table,
in this User's Guide for instructions on adding a payroll table. Then, scroll down the list to
select the appropriate table.
5. You can also select the pre-deduction amount. If a pre-deduction amount is used, then the
percentage or table deduction will be based on the gross pay minus the pre-deduction amount.
For example, say my employee has a salary of $10,000 and I have a deduction shown like in
Figure A, below. When the software calculates this deduction it will take [(Gross Pay) &endash;
(Pre-deduction Amount)] X (Percentage Amount). So, that would be ($10,000.00 - $5,000.00) X
$500.00.
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Payroll
Figure A: Pre-deduction Example Setup
6. You can also base this deduction on either:
• Taxable gross, bases the deduction on total gross minus other pre-tax deductions.
• Gross, bases the deduction on the total gross and does not take into account any other
pre-tax deductions.
7. Optionally, select if this deduction is a pre-tax item. Marking a deduction as a pre-tax item will
adjust the employee’s taxable gross when running payroll. For example, my employee has a
salary of $10,000 and contributes 10% of her gross salary to her 401k plan. In the software, I
would setup my deduction like what is shown in Figure B, below. When the software calculates
this deduction it will take (Gross Pay) X (Percentage Amount). So, that would be ($10,000) X
0.10 = $1,000. Thus, my employee’s gross income is $10,000, but her taxable gross income now
becomes $10,000 - $1,000 = $9,000. Now, subsequent deductions (such as State, Federal,
Local, Social Security, etc.) will be calculated using the employee’s taxable gross which, as
stated earlier in this example, would be $9,000.
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Payroll
Figure B: Pre-tax Deduction Example Setup
8. Repeat steps 3-7 for each employee.
9. Click the OK button when done configuring payroll.
Note: To copy the criteria of one employee to another, click on the Copy Profile(s) button after the first
employee profile has been set up.
Note: Gross income is the amount of salaries or wages being paid by an employer before any deductions
have been taken out. Taxable gross income is gross income minus any pre-tax deductions. If you do not
have any pre-tax deductions setup in the software, gross income and taxable gross income will always be
identical. Examples of pre-tax deductions are 401k contributions, pension contributions, and certain health
care insurance. Contact your CPA to determine if particular deductions are considered pre-tax items.
Resizing the Payroll Configuration Screen
To increase or decrease the size of the payroll configuration screen, position your pointer over the edge
of the border of the Payroll Configuration screen until a double-headed black arrow appears. Once the
black arrow appears, press down the left mouse button to resize the Payroll Configuration screen.
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Payroll
Dual Commission System Examples
When using the Dual Commission System there are five configurable entities for each service. These
are as follows:
1. Price: A standard price can be defined and exceptions created as needed per employee. If you
change the service price, this new price will apply to all future tickets created (after the point in
time in which you changed the service price) and is not retroactive.
2. Backbar: A standard backbar amount can be defined and exceptions created as needed per
employee. This backbar amount is subtracted from the service price when determining employee
commission. This backbar amount is subtracted only when a service is used and not when
purchased.
3. Bonus: A standard bonus can be defined and exceptions created as needed per employee. A
bonus is a lump sum awarded to an employee for the selling of a service. It is independent of
commission. There is no bonus for the performing of the service.
4. Commission When Purchased (CWP): This commission is issued when a service is sold by an
employee. Note that if you change the commission amount, it will apply to all tickets and is
retroactive. The commission types available are:
• None: No commission is given to the employee when the service is sold.
• Fixed currency amount of (generic): The commission issued to the employee
selling the service is in the form of a lump sum. The value found in Payroll
Configuration (from d.) is ignored. This exception will apply to any employee
selling the service.
• Fixed percentage amount of (generic): The commission issued to the employee
selling the service is a percent of the service price. The value found in Payroll
Configuration is (from d.) is ignored. This exception will apply to any employee
selling the service.
• Based on the Payroll Configuration screen: The commission issued to the
employee selling the service is based on the percent amount found in Payroll
Configuration (either a straight percentage or based on a commission table).
• Exception (specific): The commission issued to the employee selling the service
is based on an exception value (either a lump sum or a percentage amount). If
an exception is chosen the value found in Payroll Configuration (from d.) is
ignored. With this option selected, different employees can have different
exception values for the same service.
5. Commission When Used (CWU): This commission is issued when a service is performed by an
employee. Note that if you change the commission amount, it will apply to all tickets and is
retroactive. The commission types available are:
• None: No commission is given to the employee when the service is performed.
• Fixed currency amount of (generic): The commission issued to the employee
performing the service is in the form of a lump sum. The value found in Payroll
Configuration (from d.) is ignored. This exception will apply to any employee
performing the service.
• Fixed percentage amount of (generic): The commission issued to the employee
performing the service is a percent of the service price. The value found in
Payroll Configuration is (from d.) is ignored. This exception will apply to any
employee performing the service.
• Based on Payroll Configuration screen: The commission issued to the
employee performing the service is based on the percent amount found in
Payroll Configuration (either a straight percentage or based on a commission
table).
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Payroll
•
Exception (specific): The commission issued to the employee performing the
service is based on an exception value (either a lump sum or a percentage
amount). If an exception is chosen the value found in Payroll Configuration
(from d.) is ignored. With this option selected, different employees can have
different exception values for the same service.
There are five configurable entities. Three entities have either a "Standard" or "Exception" value. Two
entities can either have a "None" value or some type of exception value or be based on the Payroll
Configuration Screen. There are, therefore, seventy-two possible configurations for any employee using
the Dual Commission System for each service.
Figure 1
Example 1:
1. Niki White’s commission percentage will remain at 20%.
2. We will again be looking at SERVICE A configured for Niki White. Here are its characteristics:
•
•
•
•
•
Price: $60.00, no exceptions for Niki
Backbar: $15.00, exception of $20.00 for Niki
Bonus: $10.00, exception of $15.00 for Niki
Commission When Purchased (CWP): None
Commission When Used (CWU): Based on Payroll Configuration screen (20%)
3. Niki sells and performs the service, Ticket #1076 is closed, and a payroll is run.
4. The Commission Details screen is displayed (See Figure 2).
5. Niki’s commission total taken from Ticket #1076 should be:
•
•
•
CWP = ($60.00)*0% + $15.00 = $15.00
CWU = ($60.00 - $20.00)*20% = $8.00
CommissionTotal = CWU + CWP = $23.00
Ticket #1076's information is as follows:
•
•
•
•
•
Service price: $60.00
Backbar: $20.00
Bonus: $15.00
CWP: 0%
CWU: 20%
6. As can be seen below, this total is correct. A few notes:
•
•
The bonus amount of $15.00 is applied when SERVICE A is purchased and not used.
The backbar amount of $20.00 is applied when SERVICE A is used and not purchased.
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Payroll
•
•
The first row of Figure 2 details the commission results for Commission When
Purchased from Ticket #1076. Since None was selected for SERVICE A, this row is
accurate.
The second row of Figure 2 details the commission results for Commission When Used
from Ticket #1076. Since Based on Payroll Configuration screen was selected for
SERVICE A, this row is accurate as well.
Figure 2
Example 2:
1. Niki White’s commission percentage will remain at 20%.
2. We will again be looking at SERVICE A configured for Niki White. Here are its characteristics:
•
•
•
•
•
Price: $60.00, no exceptions for Niki
Backbar: $15.00, exception of $20.00 for Niki
Bonus: $10.00, exception of $15.00 for Niki
Commission When Purchased: a generic exception of 10% (applied to any
employee selling the service). This 10% exception will apply to all tickets created
and is retroactive.
Commission When Used: Based on Payroll Configuration screen (20%)
3. Niki sells and performs the service, Ticket #1077 is closed, and a payroll is run. This payroll assumes
Ticket #1076 has already been closed.
4. The Commission Details screen is displayed (See Figure 3).
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Payroll
5. Niki’s commission total taken from Ticket #’s 1076 (from Example 1) and 1077 is calculated below:
•
•
•
CWP = ($60.00 + $60.00)*10% + $15.00 + $15.00 = $42.00
CWU = ($60.00 + $60.00 - $20.00 - $20.00)*20% = $16.00
CommissionTotal = CWP + CWU = $58.00
Ticket #1076's information is below:
•
•
•
•
•
Service price: $60.00
Backbar: $20.00
Bonus: $15.00
CWP: 10%
CWU: 20%
Ticket #1077's information is below:
•
•
•
•
•
Service price: $60.00
Backbar: $20.00
Bonus: $15.00
CWP: 10%
CWU: 20%
6. As can be seen below, this total is correct. A few notes:
•
•
The first and third rows of Figure 3 detail the commission results for Commission When
Purchased for Ticket #’s 1076 and 1077. Since an Exception of 10% was selected for
SERVICE A, these rows are accurate. Note that this exception is applied to all SERVICE
A services purchased for this payroll period.
The second and fourth rows of Figure 3 detail the commission results for Commission
When Used for Ticket #’s 1076 and 1077. Since Based on Payroll Configuration
screen (20%) was selected for SERVICE A, these rows are accurate as well.
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Payroll
Figure 3
Example 3:
1. Niki White’s commission percentage will remain at 20%.
2. We will again be looking at SERVICE A configured for Niki White. Here are its characteristics:
•
•
•
•
•
Price: $60.00, exception of $80.00 for Niki. This $80.00 exception will apply to all
tickets created including Ticket #1078 and later and is not retroactive. In other
words, all tickets created after the point in time the exception was created will
have a SERVICE A price exception of $80.00 for Niki.
Backbar: $15.00, exception of $20.00 for Niki
Bonus: $10.00, exception of $15.00 for Niki
Commission When Purchased: a generic exception of 10% (applied to any
employee selling the service). This 10% exception will apply to all tickets created
and is retroactive.
Commission When Used: a specific exception of 50% for Niki (applied only when
Niki performs the service). This 50% exception will apply to all tickets created
and is retroactive.
3. Niki sells and performs the service, Ticket #1078 is closed, and a payroll is run. This payroll assumes
that Ticket #’s 1076 and 1077 have already been closed.
4. The Commission Details screen is displayed (See Figure 4).
5. Niki’s commission total taken from Ticket #’s 1076 (from Example 1) and 1077 (from Example 2) and
1078 is calculated below:
•
•
•
CWP = ($60.00 + $60.00 + $80.00)*10% + $15.00 + $15.00 + $15.00 = $65.00
CWU = ($60.00 + $60.00 + $80.00 - $20.00 - $20.00 - $20.00)*50% = $70.00
CommissionTotal = CWP + CWU = $135.00
Ticket #1076's information is below:
•
•
•
•
•
Service price: $60.00
Backbar: $20.00
Bonus: $15.00
CWP: 10%
CWU: 50%
Ticket # 1077's information is below:
•
•
•
•
•
Service price: $60.00
Backbar: $20.00
Bonus: $15.00
CWP: 10%
CWU: 50%
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Payroll
Ticket #1078's information is below:
•
•
•
•
•
Service Price $80.00
Backbar $20.00
Bonus $15.00
CWP 10%
CWU 50%
6. As can be seen below, this total is correct. A few notes:
•
•
•
The first, third, and fifth rows of Figure 4 detail the commission results for Commission
When Purchased for Ticket #’s 1076, 1077 and 1078. Since an Exception of 10% was
selected for SERVICE A, these rows are accurate.
The second, fourth, and sixth rows of Figure 4 detail the commission results for
Commission When Used for Ticket #’s 1076, 1077, and 1078. Since an Exception of
50% was selected for SERVICE A, these rows are accurate as well. Note that this
exception is applied to all SERVICE A services purchased for this payroll period.
The price for each individual SERVICE A is remembered ($60.00 and $80.00,
respectively).
Figure 4
Example 4:
1. Niki White’s commission percentage will remain at 20%.
2. We will again be looking at SERVICE A configured for Niki White. Here are its characteristics:
•
•
Price: $60.00, exception of $80.00 for Niki. This $80.00 exception will apply to all
tickets created including Ticket #1078 (from Example 3) and later and is not
retroactive.
Backbar: $15.00, exception of $20.00 for Niki
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Payroll
•
•
•
Bonus: $10.00, exception of $15.00 for Niki
Commission When Purchased: a generic exception of 10% (applied to any
employee selling the service).
Commission When Used: a specific exception of 50% for Niki (applied only when
Niki performs the service).
3. The client purchases (5) of SERVICE A and uses (1) for the day. This type of procedure is called a
pre-paid service.
4. Niki sells (5) of SERVICE A and performs (1) of SERVICE A, Ticket #1079 is closed, and a payroll
is run. This payroll assumes that Ticket #’s 1076, 1077 and 1078 have already been closed.
5. The Commission Details screen is displayed (See Figure 5).
6. Niki’s commission total taken from Ticket #’s 1076 (from Example 1) and 1077 (from Example 2) and
1078 (from Example 3) and 1079 is calculated below:
•
•
•
CWP = ($60.00 + $60.00 + $80.00 + 5*$80.00)*10% + $120.00 = $180.00
CWU = ($60.00 + $60.00 + $80.00 + $80.00 - $20.00 - $20.00 - $20.00 - $20.00)*50% =
$100.00
CommissionTotal = CWP + CWU = $280.00
Ticket #1076's information is below:
•
•
•
•
•
Service price: $60.00
Backbar: $20.00
Bonus: $15.00
CWP: 10%
CWU: 50%
Ticket # 1077's information is below:
•
•
•
•
•
Service price: $60.00
Backbar: $20.00
Bonus: $15.00
CWP: 10%
CWU: 50%
Ticket #1078's information is below:
•
•
•
•
•
Service price: $80.00
Backbar: $20.00
Bonus: $15.00
CWS: 10%
CWU: 50%
Ticket # 1079's information is below:
•
•
•
•
Service price: $80.00
Backbar: $20.00
Bonus: $15.00
CWP: 10%
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Payroll
•
CWU: 50%
7. As can be seen below, this total is correct. A few notes:
•
•
On this payroll, Niki has sold a total of (8) SERVICE A's. She has performed a total of (4)
SERVICE As.
ƒ One SERVICE A was sold on each of the Ticket #’s 1076, 1077, and 1078
ƒ Five SERVICE A's were sold on Ticket #1079
ƒ One SERVICE A was performed on each of the Ticket #’s 1076, 1077, 1078, and
1079.
For Ticket #1079 containing the pre-paid services, Niki’s Commission When Purchased
is based on the number of SERVICE As sold (5). Her Commission When Used is
based on the number of SERVICE As performed (1).
Figure 5
Summary:
1. There are seventy two possible configurations for each employee for each service when using the Dual
Commission System. The configurable entities are: price, backbar, bonus, commission when
purchased, and commission when used.
2. A generic exception will apply to any employee selling or performing the service.
3. A specific exception will apply only to the employee selling or performing the service for which the
exception was defined.
4. Changing the service price for an employee is not a retroactive change.
5. Changing the commission when purchased for an employee is a retroactive change.
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Payroll
6. Changing the commission when used for an employee is a retroactive change.
7. A retroactive change will change the amounts of an entity for all tickets included in a payroll period.
8. A non-retroactive change will not change the amounts of an entity for all tickets included in a payroll
period.
9. A bonus is awarded only when a service is sold.
10. A backbar amount is subtracted from the service price only when a service is performed.
Adding a Payroll Table and Configuring Overtime
Payroll may use tables to customize commissions, pay, and deductions.
Adding a Payroll Table
To add a payroll table, perform the following steps:
1. From the Finance pull-down menu, select Edit Payroll Tables.
2. Click the Add button. The Modify Table screen will appear. Type in the appropriate name of the
table. For example, type in Products Commission Table.
3. Next, select the table type. You can choose from the following table types:
• Deduction - this can be a tax deduction, employee retirement deduction, or a custom
deduction. Because Salon Iris makes payroll calculations based on federal tax payroll
deduction information, it is extremely important that your tax tables be correct and up-todate. Salon Iris comes with current year federal tax payroll deduction tables for married
and single employees, however, you should verify that these are correct and applicable
to your business. This information may be edited or added should tax laws change.
• Income: Hourly Pay - this can be an employee's hourly pay based on a table of hours
worked vs. income. To enter in overtime amounts for hourly pay, a table may be used.
See the example at the bottom of this section.
• Income: Product Commission - this can be an employee's amount of commission
based on products sold.
• Income: Service Commission - this can be an employee's amount of commission
based on services sold.
4. Click the Add Row button. The Edit Row screen will appear.
5. Enter in the appropriate amounts in the Range start: and Range end: fields.
6. Select if the amount of income or deduction is one of the following parameters:
• Exact currency amount
• A percent of gross pay, this selection does not apply for an Income: Hourly pay table.
7. Click Save and Add Another.
8. Repeat steps 5-7 until all the table entries are complete. Then click Save to return to the Modify
Table screen.
9. After the payroll table is complete, click OK to return to the Payroll Tables screen.
10. Repeat steps 2-9 for each table that you would like to add.
11. Click the Close button to return to using Salon Iris.
Note: On the Payroll Tables screen, use the Test button to enter in an amount and have the table return the
value.
Note: On the Modify Table screen, check the Use incremental step box to use incremental step commission
for this table. Incremental step commission is when the amount of commission an employee receives is
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cumulative for each row in the table. For example, if the commission amount From $0 To $100 is $10 and
commission from $101 To $200 is $20, then an employee sells $150, the incremental step commission
amount would be $10 plus $20, which equals $30. If a straight table amount was used, the employee would
only receive $20 in commission.
Note: On the Modify Table screen, use the Edit, Add Row ,Insert Row, and Delete Row buttons to
manipulate the rows within the table.
Configuring an Hourly Pay Table for Overtime
Salon Iris allows you to configure an hourly pay table in which you can configure hourly pay amounts
based on the amount of hours an employee works.
To configure a payroll table for overtime pay, perform the following steps:
1. From the Finance pull-down menu, select Edit Payroll tables.
2. Click the Add button. The Modify Table screen will appear. Type in the appropriate name of the
table, such as Income: Hourly Pay (Including Overtime).
3. In the Table Type section, select Income: Hourly pay.
4. Click the Add Row button.
5. Enter the appropriate pay for the appropriate number of hours. For example, for 0 to 40 hours of
work, enter in $10. Click Save and Add Another.
6. Then, for 41 to 80 hours of work, enter $15. Click Save.
7. Then, click the Use incremental step box at the bottom left corner. When payroll is run, your
employee will be paid $10 for every hour worked during the first 40 hours and then $15 for every
hour worked over 40 hours.
8. Click OK to return to the Payroll Tables screen and then Close to continue using Salon Iris.
9. Run your payroll as you normally would.
Note: The above example assumes that the employee is paid weekly. If you pay your employees every two
weeks, you would set up a table for 0-80 hours as regular pay and 81 - 100 hours as the overtime hourly rate.
This would assume that your employees never work less than 40 hours per week.
Editing and Deleting a Payroll Table
Editing a Payroll Table
To edit a payroll table, perform the following steps:
1. From the Finance pull-down menu, select Edit Payroll Tables. The Payroll Tables screen will
appear.
2. Select the table to edit and click the Edit button. The Modify Table screen will appear. Make the
appropriate changes and click OK then OK again.
3. Click the Close button to exit from the Payroll Tables screen.
Deleting a Payroll Table
To permanently delete a table from the database, perform the following steps:
1. From the Finance pull-down menu, select Edit Payroll Tables.
2. Select the table to delete and click the Delete button.
3. The Are You Sure? screen will appear. Verify your selection and click Yes to permanently
delete the table from the database.
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Payroll
4. Click the Close button to exit from the Payroll Tables screen.
Payroll Calculations
Payroll calculations are automatically made by Salon Iris when you open the Payroll screen as described
below:
1. From the Finance pull-down menu, click Calculate New Payroll.
2. If the Payroll screen is password protected, the Password Required window will appear. See
the Passwords section in this User's Guide for more information.
3. Select from the following options to run payroll:
a. Run payroll and save results, run a new payroll and save the results for future
reference. This new payroll will be used in year-to-date totals.
•
Recalculate a previous payroll and save results, replace a previously run payroll with
a new calculation. The new payroll will be used in the year-to-date totals. This option can
be used to correct a payroll that was previously run.
• Practice: Run test payroll and do not save results, run a payroll for any range of
dates. The results are not saved and will not affect any year-to-date totals or any
previously ran payrolls. If you chose this selection, you can also have the software
prompt you for values to use in payroll calculations by checking the appropriate box.
4. Make the appropriate date range selection, and then click OK. The Payroll screen will appear
showing the calculated payroll for all of the business's employees that have been setup to be
included in the payroll report.
The following is a summary of the items (and their descriptions) used in the payroll calculations and
shown on the Payroll screen.
Item
Product Sales (Total Sales)
Product Sales (Commission Based
On)
Service Sales (Total Sales)
Service Sales (Commission Based
On)
Backbar
Hours Worked
Hourly Pay (Hours*Rate)
Salary
Product Commission - product
dollar amount
Service Commission - services
dollar amount
Adjustment
Tips Claimed
Unsettled Tips
Gross Pay
Description
Total of all products sold for selected date range not including tax
Total of all products sold for selected date range not including tax
that commission is based on
Total of all services sold for selected date range, not including tax
Total of all services for selected date range with backbar subtracted
out, not including tax
Total of all backbar on services for selected date range
From payroll configuration (fixed, prompt, or based on time clock)
Hours worked times hourly rate from payroll configuration
Salary rate from payroll configuration
From payroll configuration based on product sales
From payroll configuration based on service sales
From payroll configuration
From payroll configuration based on tips claimed
Sum of all unsettled withheld tips. If you are recalculating this
payroll, this amount will also include withheld tips in a previously ran
payroll.
Sum of all income (hourly pay, salary, commission, adjustment,
unsettled tips)
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Taxable Gross Pay
Net Pay
Sum of all income to be claimed (hourly pay, commission, salary,
adjustment, tips claimed) minus pre-tax deductions
Gross pay minus deductions minus direct tips (withheld tips are
included)
The following items are the Salon Iris default deductions. The names of these can be changed,
deductions can be added or deleted, or they can be selected as a pre-tax deduction. A pre-tax deduction
is when an amount of currency is taken out of the gross pay before taxes are applied.
SEP
From payroll configuration
Health Care
From payroll configuration
Federal Tax
From payroll configuration
State Tax
From payroll configuration
Local Tax
From payroll configuration
Social Security
From payroll configuration
Booth Renter
From payroll configuration
Medicare
From payroll configuration
Printing Payroll Information
After running a payroll calculation, you have three ways to print:
1. Click the Print Checks button to print out payroll checks.
2. Click the Print Single Page button to print all payroll info onto a single page.
3. Click the Print Separate Pages button to print each employee's payroll information on a different
page.
See below for instructions on how to do items 1-3, above.
Printing Payroll Checks
To print payroll checks, perform the following steps:
1. Run your payroll calculation (after configuring payroll, select Calculate New Payroll from the
Finance pull-down menu). The Payroll screen will appear.
2. Click the Print Checks button. The Print Checks screen will appear.
3. In the Payroll Check Options section, select the starting check number.
4. Check or uncheck the following boxes as appropriate:
• Add entries to General Ledger after printing in the following category: (You can
select the category from the drop-down list or click the Edit Categories button).
• Do not print service and product totals on check stub
5. In the Print column, select who you would like to print the checks for.
6. Click the Next button. The Printing Options screen will appear.
7. Click the Print button. Only checks for a value greater than zero will be printed.
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Payroll
Printing a Summary of Payroll Information on a Single Page
To print a summary of payroll information on a single page, perform the following steps:
1. Run your payroll calculation (after configuring payroll, select Calculate New Payroll from the
Finance pull-down menu). The Payroll screen will appear.
2. Click the Print Single Page button.
3. The Printing Options screen will appear.
4. Click the Print button. A summary of your information will print on a single page.
Printing Payroll Information on Separate Pages
To print each employee's payroll information on separate pages, perform the following steps:
1. Run your payroll calculation (after configuring payroll, select Calculate New Payroll from the
Finance pull-down menu). The Payroll screen will appear.
2. Click the Print Separate Pages button.
3. The Printing Options screen will appear.
4. Click the Print button. A summary of each employee's payroll information will print on a separate
page.
Payroll Reports
Running Payroll Reports
You can run several payroll reports. Four types of payroll reports exist:
1. View Year-to-Date Payroll Totals - this report is based on previously ran payroll calculations.
2. View Payroll History by Employee - select an employee to view his or her payroll history.
3. View/Delete Previous Payrolls - a list will appear of previously ran payroll. From the list, select
which payroll calculation(s) to view.
4. W2/1099 Report - you can print the information required for W2 and 1099 reports. You can then
enter this information into another program that prints the actual W2 and 1099 forms.
To run a payroll report, perform the following steps:
1. From the Finance pull-down menu, select Payroll Reports.
2. Select the appropriate payroll report to run and follow the screen prompts.
How to Correct a Payroll Run
If payroll has been run for an incorrect date range, the steps to delete all payroll runs since the incorrect
run and re-run the correct payroll are listed below.
1.
2.
3.
4.
5.
From the Finance pull-down menu, select Payroll Reports.
Select View/Delete Previous Payrolls.
Select the Delete Last button.
Verify your selection and click the Yes button. The last payroll you ran will be deleted.
Repeat steps 3 and 4 until all payrolls run after the incorrect payroll are deleted as well as the
incorrect payroll run is deleted. For example, you may notice you need to delete a payroll run
from 3 pay periods ago. To delete the payroll from 3 pay periods ago, you should press the
Delete Last button (and then the Yes button) until all payrolls after and including the incorrect
payroll run are deleted.
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Payroll
6. Run the payroll with the correct date range by going to the Finance pull-down menu and
selecting Calculate New Payroll. If needed, rerun all payrolls that you deleted in step 5.
Copy Profiles
You can copy the same payroll information from an already existing employee. When you have multiple
employees to enter, this option will make entering payroll information more convenient.
To copy employee profiles from one employee to another, perform the following steps:
1. From the Finance pull-down menu, select Payroll Configuration.
2. As desired, setup the payroll configuration for your first employee.
3. In the lower left portion of the screen, press the Copy Profile(s) button. The Copy Profile
screen will appear.
4. On the right side of the screen, there is The same as: box with a list of the names that contains
the employee information that is to be copied. From the pull-down box, select the employee that
has the same payroll information that you want to copy for your other employee(s).
5. On the left side of the screen, in the box next to the employee's name(s), check the appropriate
employees that you want to make their information the same as the person you selected in step
4.
6. Press the OK button and you will return to the Payroll Configuration screen.
Updating Federal Tax Tables
If you have Internet access, you can update the federal tax tables for the United States and Canada
directly in Salon Iris. Federal table updates typically come out around February of each year. To update
your federal tax tables, perform the following steps:
1.
2.
3.
4.
From the Finance pull-down menu, select Update/Install/Remove Tax Tables.
Click on the Check for Updates button and follow the instructions.
Next, click on the appropriate tax table and click Install.
Click Close when finished.
If you do not have Internet access, you can request a CD by e-mailing us at [email protected]
Payroll FAQ's
Here are some common payroll FAQ's. Please read over before calling technical support. Your answer
may be listed below and is easy to understand.
Q1: What does it mean when you claim a tip on a ticket?
A1: Claiming a tip means that the employee is reporting and recording the tip as income. Employees
may claim a tip on an open ticket. Two types of tips exist:
1. Direct tip, this is a tip that is given directly to the employee. The tip amount does not
appear on the client's receipt. The tip amount is reported in payroll (for reference), but is
not included in the payroll total. Payroll taxes for the tip amount are calculated and
applied to payroll.
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Payroll
2. Withheld tip, the tip is withheld (not given to the employee) until the tip is settled. A
withheld tip may be settled by using the Settling feature (example: settle the tip at the
end of the employee's shift, by going to the Employees pull-down menu, selecting Tips,
then clicking Settlement, then the Settle Tips button.) or by running payroll. The
withheld tip appears on the client's receipt. A withheld tip may be used when the client is
paying by check or credit card. Payroll taxes are applied to the withheld tip.
Q2: What does it mean when you settle a tip?
A2: To settle a tip means that if your business took the tip money from the client, put it in the cash
drawer, and then, at a later time, you give the employee the money for the tip. For example, a customer
may pay by check or credit card, and include the employee's tip on the check or credit card. Your
business settles the tip when your business gives the employee the money for the tip.
Q3: What impact does backbar have?
A3: Backbar is the amount in products used to support a service. For example if Service A costs $50,
but $10 of Product B is used to while performing the service, the backbar is $10.
1. For the Single Commission Payroll System: A standard backbar amount can be
defined and exceptions created as needed per employee. This backbar amount is
subtracted from the service price when determining employee commission.
2. For the Dual Commission Payroll System: A standard backbar amount can be
defined and exceptions created as needed per employee. This backbar amount is
subtracted from the service price when determining employee commission. This
backbar amount is subtracted only when a service is used and not when purchased.
Q4: Where can I get my State tax tables?
A4: Federal tax tables are built into the software, but state tax tables are not built in. Some states have a
percentage tax and some states have a tax table. You need to check with an accountant for your state
tax information and to get a copy of the state tax table. You can also search the Internet for a copy of
your state tax table. If you need to create a tax table, you just need to perform the following steps:
1. From the Finance pull-down menu, select Edit Payroll Tables.
2. Click the Add button. The Modify Table screen will appear. Type in the appropriate name of the
table. For example, type in State Tax Table.
3. Next, select the table type. For a state tax table, the type would be a Deduction.
4. Click the Add Row button. The Edit Row screen will appear.
5. Enter in the appropriate amounts in the Range start: and Range end: fields.
6. Select if the amount of income or deduction is one of the following parameters:
a. Exact currency amount
b. A percent of gross pay
7. Click Save and Add Another.
8. Repeat steps 5-7 until all the table entries are complete. Then click Save.
9. After the payroll table is complete, click OK to return to the Payroll Tables screen and then
Close.
Note: On the Payroll Tables screen, use the Test button to enter in an amount and have the table return the
value.
Q5: How do I know how much to configure for Social Security, Medicare, City, Local or other
deductions or taxes?
A5: You should check with an accountant and then configure in payroll accordingly.
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Payroll
Q6: What is a booth renter deduction?
A6: A booth renter is an independent contractor. Some businesses only have independent contractors
and no employees. Each month, the independent contractors pay the business rent for using space
inside the business.
Q7: What if I ran the incorrect payroll date? How do I fix it?
A7: If payroll has been run for an incorrect date range, the steps to delete all payroll runs since the
incorrect run and re-run the correct payroll are listed below.
1.
2.
3.
4.
5.
From the Finance pull-down menu, select Payroll Reports.
Select View/Delete Previous Payrolls.
Select the Delete Last button.
Verify your selection and click the Yes button. The last payroll you ran will be deleted.
Repeat steps 3 and 4 until all payrolls run after the incorrect payroll are deleted as well as
the incorrect payroll run is deleted. For example, you may notice you need to delete a
payroll run from 3 pay periods ago. To delete the payroll from 3 pay periods ago, you
should press the Delete Last button (and then the Yes button) until all payrolls after and
including the incorrect payroll run are deleted.
6. Run the payroll with the correct date range by going to the Finance pull-down menu and
selecting Calculate New Payroll. If needed, rerun all payrolls that you deleted in step 5.
Q8: What is a payroll adjustment?
A8: A payroll adjustment is any currency amount that you wish to give or take away from an employee.
A positive amount indicates that you are giving currency to the employee. A negative amount (which will
appear in parenthesis) indicates currency being subtracted from the employee's payroll. This feature is
useful if for example, an employee unexpectedly worked some extra hours over the weekend during the
last pay period, but after payroll for that period was run. You can pay the employee during the next pay
period.
Q9: Why don't all of my employees appear when I run a payroll report?
A9: Your employees may not appear for either of the following reasons:
1. You have no closed tickets for the range of dates that you selected to run payroll for. All payroll
calculations are taken from closed tickets.
2. In the Payroll Configuration screen, in the Include field, you have "No" selected.
Q10: How can I test my payroll configuration and settings?
A10: From the Finance pull-down menu, select Calculate New Payroll. Click the button next to
Practice: Run test payroll and do not save results.
Q11: I added an employee bonus for a product and/or a service. Why are the bonuses not
showing on my payroll calculations?
A11: in order for a bonus to be given to the employee, the employee must be set up to receive
commission. So, for a product to have a bonus, the employee should have product commission enabled,
and likewise for services. If the employee should receive a bonus only for some products/services, but will
receive either no bonuses, different bonuses, and/or no commission for other products/services, then the
product/service commission should be enabled, and set at a straight percentage of 0%. This will keep the
commission enabled, but not give anything to employees unless a bonus amount is entered for individual
products/services.
Q12: On what amounts does the commission get based off of?
A12: Commission amounts are calculated by taking information from closed tickets and applying the
settings you have chosen to the total sales amounts for each employee. These amounts will be obtained
differently, depending on the commission system being used:
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Payroll
1. For the Single Commission System, commission is given to employees when services are
performed. From individual closed tickets, the commission amount is based off of the price of the
service (subtracting out any discounts and backbar), and multiplied by the number showing in the
Quantity Used column.
2. When using the Dual Commission System, commission is given to employees when services
are purchased, and separately when services are performed. From individual closed tickets, the
commission when purchased amount (CWP) is based off of the price of the service (subtracting
out any discounts), and multiplied by the number showing in the Quantity Purchased column.
The commission when used amount (CWU) is based off of the price of the service (subtracting
out any discounts and backbar), and multiplied by the number showing in the Quantity Used
column.
Q13: When I run my payroll, why does the Service Sales (Total Sales) and Service Sales
(Commission Based On) fields show a different amount for a specific employee?
A13: The Service Sales (Commission Based On) field will only include the service sales of services that
will have commission based on the settings on the Payroll screen. In other words, services with
exceptions for this employee will not be included in the Service Sales (Commission Based On) field.
Also, if the employee sells the service, but does not perform the service and also does not receive any
commission for selling the service, it will be included in the Service Sales (Total Sales) field, but not the
Service Sales (Commission Based On) field. If you would like more detailed information about which
services are being included in the Service Sales (Total Sales) field, you can double-click on the field to
see a window containing more information. For more information about which services are being included
in the Service Sales (Commission Based On) field, you can click on the Commission Details option on
the left of the screen.
Rerunning an Incorrect Payroll Report
If payroll has been run incorrectly (for example, an incorrect date range or an incorrect commission
amount setting), you should delete all payroll runs since the incorrect run and rerun with the correct
information. The steps to delete all payroll runs since the incorrect run and rerun the correct payroll are
listed below.
1.
2.
3.
4.
5.
From the Finance pull-down menu, select Payroll Reports.
Select View/Delete Previous Payrolls.
Select the Delete Last button.
Verify your selection and click the Yes button. The last payroll you ran will be deleted.
Repeat steps 3 and 4 until all payrolls run after the incorrect payroll are deleted as well as
the incorrect payroll run is deleted. For example, you may notice you need to delete a
payroll run from 3 pay periods ago. To delete the payroll from 3 pay periods ago, you
should press the Delete Last button (and then the Yes button) until all payrolls after and
including the incorrect payroll run are deleted.
6. Run the payroll with the correct date range by going to the Finance pull-down menu and
selecting Calculate New Payroll. If needed, rerun all payrolls that you deleted in step 5.
Importing Payroll Tables
You can import your own sets of payroll deduction tables in several ways. The information you are
importing needs to be in a text file (.txt) or a .ddf (Database Deduction File) file format. .ddf files are
generated using the Export Payroll Table function.
Text files can be either comma or tab separated variable files. These files should contain three columns.
The first column should be the From value, the second column should be the To value, and the third
column should be the Amount.
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Payroll
Sample Text File:
0,100,5
100.01,500,7.5
500.01,1000,11
1000.01,2000,14.5
This would result in the following deduction table:
From
$0.00
$100.01
$500.01
$1000.01
To
$100.00
$500.00
$1000.00
$2000.00
Amount
5.0%
7.5%
11.0%
14.5%
To import your own payroll table into Salon Iris, perform the following steps:
1. Select the Finance pull-down menu, and select Edit Payroll Tables. The Payroll Tables screen
will appear.
2. Click the Import button and click OK.
3. Select the type of file(s) you wish to import from the following options:
• Import a single table from a text file.
• Import multiple tables from an entire directory of text files.
4. Press OK.
5. Select the file from your hard drive or another location and click Open.
6. The file will be imported into Salon Iris and shown on the Payroll Tables screen. You can click
on the table you just imported and click the Edit button to view the information. To access the
Payroll Tables screen, from the Finance pull-down menu, select Edit Payroll Tables.
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Getting Started
PDA
PDA Overview
Overview
Salon Iris has the ability to transfer upcoming appointment information to a PDA (Personal
Data Assistant). This document will explain the first-time setup for your PDA. After
installation of My Appointments on your PDA, you will be able to view the following items:
1.
2.
3.
4.
5.
6.
Upcoming appointments dates and times
Services and products for each upcoming appointment
Grand total price for the appointment
Quantity, price, and discounts for each service
Employee that performs each service
Details on the client who is scheduled for the appointment including:
• Client's address
• Home, cell, and work phone number
• Comments
• History
• Pop-up reminders
• Balance
Compatibility
The PDA software will run on any Pocket PC that is running Windows Mobile 5.0 or higher. Also, you
must be using version 7.0.0 of the software by CMJ Designs Inc. or later.
Connection Type
The PDA needs to connect to your computer via a serial or USB port and have the ability to transfer data
using Microsoft’s ActiveSync or the Mobile Device Center. ActiveSync is a free product and is usually
included with the software that came with your PDA. If you are using Windows Vista, then the Mobile
Device Center will already be installed. Additionally, if you are using Windows Vista, you may have to run
a Windows update, with your PDA connected, in order to establish a partnership.
You can visit Microsoft’s web site for more information on ActiveSync at:
http://www.microsoft.com/windowsmobile/help/pocketpc/default.mspx
PDA Setup and Usage
Instructions to setup your PDA are shown below.
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PDA
Setup for Windows Vista
1. Ensure that there is a partnership established in the Mobile Device Center between the PC and
your PDA.
2. Connect your PDA to the computer using the cables provided with the PDA.
3. After the PDA synchronizes, the Mobile Device Center will open.
4. Select Mobile Device Settings and then select Change content sync settings.
5. Click the check box next to Files and then click Save.
Setup for Windows XP (Service Pack 2)
1.
2.
3.
4.
Ensure that there is a partnership established in ActiveSync between the PC and your PDA.
Connect your PDA to the computer using the cables provided with the PDA.
After the PDA synchronizes, a window will appear. Select Tools then Options.
Click the check box next to Files. Then, click OK and then OK again.
Installation
1. Ensure that your software by CMJ Designs Inc. is version 7.0.0 or later before continuing.
2. My Appointments is the program that runs on your PDA and allows you to view your upcoming
appointments. You can install My Appointments from the Internet or from the program CD. To
install My Appointments on your PDA, make sure your PDA is plugged in to your computer,
then:
If you have your program CD:
Place your software CD into your CD drive. To install My Appointments, start the
main application (i.e. Salon Iris, 123Pet, Orchid, or DaySmart) and select Transfer to
PDA from the Tools pull-down menu.
-orIf you have Internet access:
Go to www.cmjdesigns.com/Public/PDASetup.exe. You will be prompted to Save or
Open the file. Select Open. After the download completes, the installation will begin.
Follow the setup instructions. You can skip to the usage section of this document if
you chose this installation option.
3. If you have more than one PDA that synchronizes with the computer, you will be prompted as to
which PDA’s folder you would like to synchronize with. Now, click on the First Time Install
button.
4. Follow the on-screen installation instructions for installing My Appointments on your PDA.
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PDA
Usage
Once a day, or more often, depending on your needs, you will want to synchronize your PDA with your
computer. When you do this, the upcoming appointments on your computer will be copied to your PDA.
Here is how to transfer your appointments to your PDA:
1. Start the main program on your computer (i.e. Salon Iris, Orchid, 123Pet, or DaySmart).
2. Select Transfer to PDA from the Tools pull-down menu. If you have more than one PDA that
synchronizes with the computer, you will be prompted as to which PDA’s folder you would like to
synchronize with.
3. Select the appropriate employee(s) and number of days to transfer. You will be able to transfer up
to 14 days of appointments. Press Transfer.
4. Click OK.
5. Connect your PDA to the computer. ActiveSync or the Mobile Device Center will start and
automatically transfer the appointments to your PDA.
6. To view your appointments, run the program, My Appointments, on your PDA.
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Getting Started
Pictures
Pictures Overview
Salon Iris allows you to take and store pictures of clients. These pictures may be recalled for reference
when looking up a client and may be shown for reference when printing out an open ticket. Additionally,
client "before" and "after" pictures can be put on a ticket. Pictures before and after services are very
effective.
Obtaining Pictures
Pictures may be entered into your database in any of the following ways:
1. By taking a client's picture using a TWAIN compliant capture device, such as a camera or
scanner that is connected directly to your computer. Salon Iris will communicate directly with
most cameras that connect to your computer.
2. By importing a client's picture from a pre-existing file.
3. By importing a client's picture by batch importing.
Storage
Your pictures are stored directly in your Salon Iris database. Because of this, you do not have to worry
about making separate backups of your pictures. You can store your photos in your database as .jpg
files. See the Picture Storage and Display Options section of this User's Guide for more information.
Installing Your LifeCam
To setup your Microsoft LifeCam VX-1000 camera, follow the instructions below:
Note: Please do not plug your camera into the USB port until the instructions tell you to do so.
Windows XP (Service Pack 2) Setup
If your computer uses Windows XP (Service Pack 2) as its operating system, follow the steps below:
1. Be sure that the software you purchased from CMJ Designs Inc. is installed on your computer.
2. Into your computer’s CD drive, insert the Microsoft LifeCam software CD that came with the
camera.
3. The installation should automatically start after the CD is inserted.
4. Select Do not install Windows Live Messenger and press Next.
5. Read the agreement and check the I accept this agreement box and press Next to continue.
6. The Setup will now install the necessary files to your computer.
7. When the software is finished installing the files, you will be prompted to plug the camera into a
USB port on your computer. Plug the camera in, and then click Finish.
8. The camera is now ready to use with your software. You may see additional setup options after
clicking finish, but it is optional to complete these steps.
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Windows Vista Setup
If your computer uses Windows Vista as its operating system, follow the steps below:
1. Be sure the software that you purchased from CMJ Designs Inc. is installed on your computer.
2. Into your computer’s CD drive, insert the installation CD you received from CMJ Designs Inc. with
your software purchase. If you do not have the CD, you can download the drivers at
www.SalonIris.com/otherdownloads.htm and then skip to step 5.
3. On the AutoPlay window, select the option Open folder to view files. Do not run the main setup
program.
4. Double click on the Microsoft Live Cam XV1000 Driver for Vista.exe file and the setup will run.
5. Select Do not install Windows Live Messenger and press Next.
6. Read the agreement and check the box to accept the agreement and press Next again. This
may take a while. Do not connect the camera until it prompts you to do so.
7. When the software is finished installing the files, you will be prompted to plug the camera into a
USB port on your computer. Plug the camera in, and then click Finish.
8. The camera is now ready to use with your software. You may see additional setup options after
clicking finish, but it is optional to complete these steps.
Picture Storage and Display Options
Picture Storage Options
If using a picture capture device to take pictures, you must first select how the pictures are to be stored.
To do this, perform the steps below:
1. From any Salon Iris main screen, click on Tools, then Options in the pull-down menu.
2. Click on the Preferences tab. In the Picture Storage section, click the Storage Options button.
The Storage Options screen will appear.
3. Use the slide bar to select the percent compression level. Note that a jpeg file at 80%
compression provides the best picture quality vs. file size combination.
4. Click the OK button to return to the Options screen and then OK again to return using Salon Iris.
Picture Display Options
Salon Iris allows you to choose how to display pictures. To do this, click the Options button that can be
found on the Picture tab while editing a client’s information or from the Ticket Information screen (in the
Before and After sections). A menu will appear allowing you to select from one of the following choices:
•
•
•
•
•
•
•
•
Enlarge, enlarges the picture to the full screen.
Select Source, allows you to select a camera to use from a list of cameras currently
installed and plugged into your computer.
Print Picture, prints the picture.
Print Before and After, prints the before and after picture.
Import, imports the picture from a file saved on your computer, thumb drive, or
another location where the picture may be stored.
Export, exports the picture, so you can save it on your computer, thumb drive, or
other location.
Hide Pictures, does not display the pictures on Salon Iris.
Remove Picture, deletes the picture.
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Selecting Capture Devices
If your computer system has more than one capture device installed, such as a camera and a scanner,
you must select the appropriate capture device before taking a picture. This procedure is rarely required
after initial system setup. To setup your picture capture device, perform the following steps:
1. From editing a client and clicking the Picture tab or from the Ticket Information screen (in the
Before or After sections), click the Options button.
2. Click on Select Source. The Select Source window will appear listing any appropriate (TWAIN
compliant) capture devices installed.
3. Click to highlight the appropriate capture device choice and click Select.
Taking a Client's Picture
You can quickly and easily take a client's picture. To do this, perform the following steps:
1. From editing a client and clicking the Picture tab or from the Ticket Information screen (in the
Before or After sections), click the Take button.
2. Follow the prompts.
Note: Some businesses prefer to have a special spot set up to take pictures so that the picture format is very
consistent; the use of a digital camera attached directly to the computer lends itself very well to this approach.
Importing and Exporting Pictures
You can import and export pictures in several different ways:
1.
2.
3.
4.
Importing a single picture
Exporting a single picture
Batch importing multiple pictures
Batch exporting multiple pictures
Importing a Single Picture
To import a single picture, perform the following steps:
1. From editing a client and clicking the Picture tab or from the Ticket Information screen (in the
Before or After sections), click the Options button.
2. Click on Import. The Select Picture to Open window will appear.
3. Select the appropriate file to import and click Open.
4. The picture will now appear. Continue to use Salon Iris as usual.
Note: Some businesses prefer the flexibility of using a hand-held camera to take more casual and varied
client photographs. The use of importing photographs lends itself very well to this approach.
Exporting a Single Picture
To export a single picture, perform the following steps:
1. From editing a client and clicking the Picture tab or from the Ticket Information screen (in the
Before or After sections), click the Options button.
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2. Click on Export. The Export a Picture to a File window will appear.
3. Select the appropriate file, name, and location to be saved in, and click Save. Your file is now
saved.
4. Continue to use Salon Iris as usual.
Note: This allows you to provide a client with a file of a picture that may be taken home. For example, a
bride-to-be has her hair done during a "practice" appointment and wants to take it home to show her friends.
You can give her a picture of herself on thumb drive, saved as a .jpg file.
Batch Exporting
Batch importing and exporting is extremely useful if you would like to use another program to modify your
pictures or save all your pictures as individual files. A common use would be exporting all your pictures,
opening/editing/re-saving them with a photo editing program, then importing them back into Salon Iris.
To batch export pictures, follow these steps:
1.
2.
3.
4.
Select Database Summary from the File pull-down menu.
Click on the Pictures tab.
Click the button next to Export all pictures in database.
Click OK. Your pictures are now exported and can be opened with a photo editing program.
When you export pictures, you will see that they are all saved in a single directory with a file
name that contains the client's ID and/or the ticket ID, which contains the picture. Do not change
the file names if you plan on importing the pictures back into your database. It is okay to change
the format from bitmap to .jpg or vise-versa.
Batch Importing
Batch importing and exporting is extremely useful if you would like to use another program to modify your
pictures or save all your pictures as individual files. A common use would be exporting all your pictures,
opening/editing/re-saving them with a photo editing program, then importing them back into Salon Iris.
To batch import pictures, follow these steps:
1. Pictures will only be imported if they follow a specified format. For pictures that are stored in the
client's file, the file name must contain CLIENT and the client ID. For example, a valid name
would be CLIENT1000.jpg. For pictures that go on tickets, the file name must contain BEFORE
or AFTER and the Ticket ID. For example, a valid name would be BEFORE1000.jpg.
2. Select Database Summary from the File pull-down menu.
3. Click on the Pictures tab.
4. Click the button next to Import pictures into database.
5. Click OK.
6. The Browse For Folder screen will appear.
7. Select the directory containing the files to import and click OK. Click OK again after the files are
imported.
Deleting Pictures from the Database
There are three ways to remove pictures from the database:
1. When editing a client and clicking the Pictures tab. This is useful if you would like to delete a
single picture for a client.
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2. From the Ticket Information screen, by clicking the Options button beneath the picture. This is
useful if you would like to delete a single picture for a client.
3. From the Database Summary screen. This is useful if you would like to delete all pictures on
tickets and all pictures for clients.
Deleting a Client's Picture When Editing a Client
To delete a client's picture when editing a client, perform the following steps:
1.
2.
3.
4.
5.
Click the Clients button/icon or from the Clients pull-down menu, select Edit Clients.
Select the client and click the Edit Client button.
Click the Picture tab.
Click the Options button and select Remove Picture.
The Are You Sure? screen will appear. Click Yes.
Deleting a Client's Picture When Editing a Ticket
To delete a client's picture when editing a ticket, perform the following steps:
1.
2.
3.
4.
Click the Tickets button/icon or from the Tickets pull-down menu, select Edit Tickets.
Edit the appropriate ticket and in the Before or After sections, click the Options button.
Select Remove Picture.
The Are You Sure? screen will appear. Click Yes.
Deleting Pictures From the Database Summary Screen
To delete all pictures on tickets or all clients's pictures, perform the following steps:
1. From the File pull-down menu, select Database Summary.
2. Click the Pictures tab.
3. In the Remove section, make the appropriate selection:
• Remove only pictures from tickets (before and after pictures)
• Remove only pictures in clients list
4. The Are You Sure? screen will appear. Click Yes.
5. Click OK to return to the Database Summary and Editing screen.
6. To remove empty space in your database, you should run a repair and compact. To do this, click
the Repair and Compact Database button, located on the Database Summary and Editing
screen, and click Next.
7. Click OK, then OK again.
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Getting Started
Products
Products Overview
The Products screen facilitates complete tracking of business retail sales of products such as
conditioners and shampoos, including product descriptions, cost, inventory with automatic reordering,
and profit analysis.
Additionally, Salon Iris permits product labeling, bar code scanner labels, maintains a Suppliers list, and
simplifies product ordering.
See the Products Screen Overview for a complete list of the information that can be held on the Products
screen.
Bar Code Scanner
You can use a bar code scanner to enter products on a ticket instead of typing in the inventory number by
hand. For more information on editing tickets, see the Tickets section.
Where to Purchase
A bar code scanner may be purchased at many computer stores or from retail sales hardware
distributors. You may check to see if CMJ Designs is currently carrying bar code scanners. You can
check our web site for more information at www.SalonIris.com/hardware.htm.
Type to Purchase
You should purchase a USB bar code scanner. Follow the instructions provided with the scanner for
hook-up with your computer.
See the Printing Labels section in this User's Guide for information on how to print labels for your
products that include a bar code.
Printing Labels
Printing Product Labels (With or Without a Bar Code Scanner)
Salon Iris can print labels for your products using your printer and gum label sheets. Optionally, these
labels may contain bar code symbols for use with products that do not have pre-existing bar code labels.
To print product labels, perform the following steps:
1. From the Product and Services pull-down menu, select Print Bar Code Labels.
2. The Select Labels to Print screen will appear. Your products you have in your database will
appear. In the Stock Count column, your existing quantity in stock will be listed. In the Display
section, you can select to display services also. You can also print labels for services. Some
businesses find it useful to print single sheets containing ID's and/or bar code symbols for their
services. Generally, most businesses will only want to print labels for products.
3. For products you wish to print bar codes for, check the appropriate box in the Include column.
Only items with both a non-zero value in the Quantity to Print column and a check mark in the
Include column will be printed.
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4. In the Quantity to Print column, enter the quantity of bar code labels to print.
5. Click the Print button.
6. In the Select Type of Label to Use section, select the type/size of label you want the bar code
labels printed on.
7. In the Bar Code Type section, it is recommended to keep the setting at the Code 128 Auto.
8. In the Message section, optionally type in a message to include on the labels, such as "Thank
you."
9. In the Other Items to Include section, select which items you wish to include on the labels (ID,
bar code, description, and/or price).
10. Press the Print button.
11. The Information screen will appear. If you click the Print button on the Information screen, it
will print out the following note: If your labels do not print properly, you can adjust all margins and
spacing by pressing the Edit Label button on the previous screen (which is the screen discussed
in step 6, above). The size of the bar code symbol can also be edited on this screen.
12. Click OK to go to the Printing Options screen. Click the Print button to print your labels.
Editing a Gum Label
Editing the format of gum labels is available any time you print gum labels. You may also modify and/or
add to the list of available label formats. To edit a label, after performing step 5, above, in the Select
Type of Label to Use section, press the Edit Label button under the list of available labels. The Edit
Label screen will appear. Make the appropriate changes and click OK.
Printing to a Dymo Label Printer- A Helpful Hint
When printing Dymo labels that are one inch high, make sure the Paper Size option in the Dymo printer
driver is set to a label that is one inch high. The default is 30252, which is 1” high by 2 1/8” wide. To
change the Dymo Paper Size option, perform the following steps:
1.
2.
3.
4.
5.
6.
7.
8.
On your Windows desktop, open the Control Panel.
Click on the Printers icon.
Right-click on the Dymo printer then select Properties.
Press the Printing Preferences button.
Click the Advanced button.
You will now see the Paper Size option.
Select one inch.
You are all set now!
Backbar Products
Backbar represents the amount of the store's supplies that are used to perform in-shop services. Salon
Iris allows you to remove backbar items from your inventory and track their usage.
The recommended way to track backbar product inventory is shown below:
1. Add a ticket and when it asks for which client this ticket is for, press the Back Bar button on the
Find Client screen.
2. In the ID field, enter all backbar products that you wish to remove from inventory.
3. Since Backbar was selected as the client, Salon Iris will automatically change the retail price in
the Price column to $0.
4. Close the ticket.
5. The items will be taken out of inventory. When your Profit and Loss report is run, if you choose
to include General Ledger transaction entry payments to the supplier who provides these
products, the amount spent on backbar is already part of the profit and loss calculation.
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6. If you wish to run a report to see how much your store has used in backbar products, perform the
following steps:
a. Go to the Reports pull-down menu and select Products.
b. Select Backbar Product Usage - Grouped by Category. This is report #94.
c. Select the range of dates and click OK.
d. Report #94 allows you to view the total quantity and wholesale price of backbar products
used.
7. In addition, you can also search for the client called, "Back Bar " and view a total spent on
backbar items and all products that were taken out of inventory and used for backbar.
Mark Up Products
The price of one or more products can be easily increased or decreased by a percentage. This makes
"across the board" price changes simple.
To use the markup function, follow these steps:
1. Go to the Products screen. This can be done by selecting Edit Products from the Products
and Services pull-down menu.
2. Using the mouse, highlight the products to be marked up. To select multiple products (but not all
products), hold the Shift key and select each product with the mouse.
3. Click the Markup button on the left-hand side of the screen.
4. Confirm your selections and press Yes.
5. Enter the percentage amount that you wish to increase each product. If you would like to
decrease the price, enter a negative number.
6. Press OK.
7. Confirm that you have entered the correct percentage, and press Yes.
8. Press OK.
Products Screen
Products Screen Overview
To access the Products screen, click the Products button/icon at the top of any Salon Iris main screen.
In this screen, products are tracked under the following headings/identifiers:
•
•
•
•
•
•
•
•
•
•
•
•
Product ID, an 18 digit alpha numeric stock identification number that you assign. It can be a bar
code number.
Description, product identification.
Make, the manufacturer or brand of the product.
Size, such as container size
Wholesale, the price paid for the product.
Retail, the price of the product.
Auto Reorder, a feature that allows a product to be automatically reordered at a specified
inventory level. This feature must be deactivated by un-checking the box when a product is to be
discontinued.
Reorder Point, the quantity level at which a reorder is to be placed.
Order Quantity, the amount of product to be reordered.
Quantity On Order, the amount of the product currently ordered, but not received.
Hold Order Until, the date that an auto reorder will be placed.
Quantity in Stock, the quantity in stock. (Salon Iris automatically updates the business's stock
count each time a sale is recorded on a ticket, described in the Tickets section of this User's
Manual.)
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Products
•
•
•
•
•
•
•
•
•
•
Supplier, the source or supplier of the product.
Commission Bonus, amount of currency the employee will receive (or lose) for each sale in
addition to commission.
Backbar, the cost of products used when in-shop services are performed.
Taxable, the tax status of the product.
Inactive, if the product is no longer sold, check this box.
Tanning, optionally add or subtract to the client's remaining tanning minutes when item is sold.
Balance, optionally add or subtract to the client's amount of credit or debt when item is sold.
Aliases, this allows a single product to have more than one ID. A common use for the feature is
allow products with printed labels containing old ID's to bring up this product when scanned. This
can happen when a product supplier changes a product's ID or bar code label and you still have
the same product with the original ID on your shelf.
Custom Fields, up to three user definable fields can be added for products. These fields can be
used to store any special pieces of information associated with the product. These fields are
automatically updated when importing information from a ScanPal2.
Loyalty Points, see the Loyalty Points section of the User's Guide for complete instructions.
Note: You may click the Search button to display only certain products. To display all products, press the
Clear button.
Note: Salon Iris automatically updates the Order screen based on the Product screen information. See the
Ordering section for addition information.
Adding Products
To add a product, perform the following steps:
1. Go to the Products screen by clicking the Products button/icon.
2. Click Add Product. The Add Product screen will appear.
3. Enter the appropriate information on each of the seven tabs:
• General
• Ordering
• Balances
• Bonus
• Aliases
• Custom
• Loyalty Points
4. Descriptions of each tab are shown below.
5. After finishing adding product information to each tab, to add just one product, click the Save
button or press the Enter key. The product will be added to the Products screen. To add more
than one product, click the Save and Add Another button.
General
To enter information in the General tab, follow the steps below:
1. Click the mouse on the Product ID field. Enter the product ID number (up to 18 alphanumeric
characters). The product ID number can be a number that you create and enter or you can use
the bar code scanner to enter the bar code number.
2. Complete the remaining information fields (description, make, wholesale price, retail price, etc.).
3. If the product is taxable,check the Taxable box..
4. If the product is a backbar item, check Backbar box.
5. If the product is no longer sold or not currently in use, check the Inactive box.
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6. Enter the quantity in stock.
7. If applicable, enter the category of the product. Press the Edit button to add or edit product
categories.
8. Enter the supplier of the product. Use the Add Supplier and Edit Supplier buttons as
appropriate.
Ordering
To enter information in the Ordering tab, follow the steps below:
1. If the product is to be automatically reordered, check the box labeled Auto Reorder. If this is
selected, Salon Iris will automatically place this product on the Ordering screen when quantity in
stock equals or is less than the reorder point.
2. You should also enter the Reorder Point, Reorder Quantity, and the Quantity on Order (if
any).
3. If you would like to keep this item off the ordering screen until a certain date, enter the
appropriate date on the Hold Order Until: field.
4. In the box on the right, any active purchase orders associated with this product will appear.
Balances and Tanning
To enter information in the Balances tab, follow the steps below:
1. If applicable, enter the appropriate tanning information. From the drop-down box for when a
product is sold, select from the following choices:
•
•
•
Don't change client's remaining tanning minutes
Add to the client's tanning minutes
Subtract from the client's tanning minutes
You can view the client's current tanning minutes when viewing client information. See the
Adding Clients section for more information.
2. If applicable, enter the appropriate balance information. From the drop-down box in the Balance
section, when a product is sold, you may select from the following choices:
•
•
•
Don't change client's balance
Add to the client's balance (i.e. credit the business)
Subtract to the client's balance (i.e. credit the client)
For example, you may offer a special such as each time a client purchases a bottle of
shampoo, he or she will receive $1 toward the next product purchased. To configure Salon Iris
to perform this, when editing a product, in the Balances section, you would select Subtract
from the client's balance. Then, for the amount to subtract, you would enter $1. Every time a
ticket is closed with a bottle of shampoo, Salon Iris will give the client $1 credit. You can view
the client's current balance when viewing client information. See the Adding Clients section for
more information.
NOTE: An easier way to track tanning minutes is to enter the pre-paid service directly on the Ticket
Information screen. See the Pre-Paid Services section of the User's Guide.
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Bonus
To enter information in the Bonus tab, just type in the amount of money the employee will receive or lose
for each sale of this product in addition to his or her base commission. Click the Exceptions button if you
would like different employees to receive unique bonuses for selling that product.
Aliases
Aliases allows a single product to have more than one ID. A common use for the feature is to allow
products with printed labels containing old ID's to bring up this product when scanned. This can happen
when a product supplier changes a product's ID or bar code label and you still have the same product
with the original ID on your shelf. You can enter up to three aliases for each product.
Custom
Up to three user defined fields can be added for products. These fields can be used to store any special
pieces of information associated with this product. These fields are automatically updated when
importing information from a data collector. You can enter up to three lines of comments for each
product.
Loyalty Points
Loyalty Points, see the Loyalty Points section of the User's Guide for complete instructions.
Searching for Products
The following methods are available to use when searching for a product:
•
Single Product Search
To quickly search for a single product, select Search from the Products and Services pull-down
menu and enter the ID or description of the product.
•
Multiple Product Search
To search for multiple products at one time, go to the Products screen (by selecting Edit
Products from the Products and Services pull-down menu) then press the Search button
located towards the bottom of the search. Enter part or all of the product information that you are
looking for and click OK.
Editing Products
To edit product information, such as price changes, perform the following steps:
Editing Products Using Buttons
1. Go to the Products screen by clicking the Products icon or selecting Edit Products from the
Products and Services pull-down menu.
2. Click on the product to edit.
3. Click the Edit Product button located at the upper left of the Products screen.
4. The Edit Product screen will appear. Type in the appropriate information.
5. Click Save.
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Products
Editing Products By Double Clicking
1. Go to the Products screen by clicking the Products icon or selecting Edit Products from the
Products and Services pull-down menu.
2. Instead of using buttons, simply double click on the product to edit.
3. The Edit Product screen will appear. Type in the appropriate information.
4. Click Save.
Note: See Adding a Product for a complete description of what each field is used for.
Deleting a Product
To delete a product permanently from the database, perform the following steps:
1. Go to the products screen by selecting Edit Products from the Products and Services pulldown menu or press the Products button/icon.
2. Click the product to be deleted.
3. Click the Delete Product button located at the upper left of the Products screen.
4. The Are You Sure? screen will appear. Click the Yes button to permanently delete the product
from the database.
Products Summary
To determine the total value of product inventory, see the Product Statistics section in the Reports
chapter of this User's Guide. The Reports chapter also explains many other reports that provide
information on product sales.
Ordering
Ordering Overview
You can track product orders and ordering requirements using two main screens:
1. The Products on Order screen keeps track of all products on order.
2. The Products That Need to be Ordered screen keeps a list of products that need to be ordered.
Salon Iris will automatically generate a purchase order, PO, for items that need to be ordered.
To access these screens, select Product Ordering from the Products and Services pull-down menu or
press the Ordering button. One of the above screens will appear with a Show field on the left. Click on
the appropriate screen choice in this field to control which screen is displayed.
Note: The Products on Order /Products that Need to be Ordered screens can be sorted by Product ID,
Name, Make, Supplier, Quantity in Stock, and Quantity on Order by clicking the appropriate column
heading.
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Products
Ordering Products
Pop-Up Product Reordering Options
An automatic pop-up message can be set to appear when one or more products need to be reordered.
To display a pop-up notification when a product is added to the Products That Need to be Ordered
screen, click the Tools drop-down menu and select Pop-Up Reorder Options. Select the notification
options you prefer and click OK.
Note: You can grab the top of the pop-up ordering reminder window and drag it to keep it from disappearing.
Setting Up Product Ordering Parameters
You can track when your inventory gets low and when products need to be ordered. To configure your
products for ordering, perform the following steps:
1. After your products are added in, the Automatic Reorder feature can be setup. First, edit the
product. You can do this by clicking the Product icon or selecting Edit Products from the
Products and Services pull-down menu. Click on the product and click the Edit Product button.
2. Click the Ordering tab.
3. Check the Auto Reorder box. Checking this box will put this product on the list of products to
reorder when the quantity in stock is equal to or less than the reorder point.
4. Type in the product Reorder Point. When the quantity of products in stock reaches the reorder
point, these items will go on the Products That Need to Be Ordered list if you checked the Auto
Reorder box, shown above.
5. Type in the Reorder Quantity, which is the number of products to order.
6. You can optionally check the Hold Order Until box to not reorder products until a certain date.
7. Click Save when finished.
8. When your product count falls below the reorder point entered in step 4, you will receive a pop-up
message if the pop-up product reordering option is enabled, and this product will be
automatically added to the Products that Need to Be Ordered list.
Note: The Quantity on Order field will show the number of that product currently on order. Also, to the right
of the Quantity on Order field, all purchase orders associated with this product will appear.
Placing a Product (That Needs to Be Ordered) on Order
To place a product that needs to be ordered on order, perform the following steps:
1. From the Products and Services pull-down menu, select Product Ordering.
2. In the Show section, select Products that need to be ordered. A list of products that need to
be ordered will appear. Any product from this list can have a purchase order, PO, generated for it
by following the steps below.
3. Highlight and click the Order Items button, or double click on a product that you would like to
place on order. The Add Purchase Order screen will appear.
4. The description, size, make, category, wholesale price, and quantity ordered will automatically
populate. The quantity ordered is calculated by adding the reorder quantity plus the reorder point
minus the stock count.
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5. In the Supplier Information section, select the supplier from the drop-down list. The supplier will
not automatically populate with what you have selected for the supplier stored on the product
screen because sometimes purchase orders have multiple items and a different supplier may be
used when ordering multiple items. If the supplier has already been added to the database along
with its address and contact information, this will be added into the appropriate fields when the
supplier is selected from the drop-down list. You can add a new supplier by clicking the Add
Supplier button.
6. Click the Save button and the product will be shown as being put on order. You will be returned
to the Ordering screen. In the Show field, you can select from the following choices to view the
status of your product ordering:
• Products that need to be ordered
• Products on order
• All orders
• Orders in process
• Complete orders
• Incomplete orders
7. To physically place the order after the purchase order has been saved, you should call, fax, or email the supplier the purchase order. If you wish to e-mail a purchase order to a supplier, this is
done from the Purchase Orders screen. See the Purchase Orders section of this User's Guide
for instructions.
Note: Inactive products will not appear on the Ordering screen.
Note: To put several different types of products on order on the same purchase order, from the Ordering
screen, click to highlight all items that need to be ordered (by clicking the left mouse button, while holding the
Ctrl button on each product you would like to add to a single PO), and press the Order Items button. A
purchase order with all items that you have highlighted will be created. Click the Save button.
Note: If you wish to take a product off the Ordering screen, edit the product, click the Ordering tab and
uncheck the Auto Reorder box.
Printing Products on Order
To print a list of products on order, perform the following steps:
1. Go to the Product Ordering screen by selecting Product Ordering from the Products and
Services pull-down menu.
2. In the Show section, make the appropriate products on order selection.
3. After sorting the Products on order list, click the Print List button. The Print Options window
will appear.
4. Make the appropriate print option selections, and click Print.
Note: From the Printing Options screen, you can use the Print Preview or Properties buttons.
Receiving/Editing Ordered Products
To edit products on order or when you receive your shipment of products on order and want to update the
ordering information and stock counts, perform the following steps:
1. From the Products and Services pull-down menu, select Product Ordering.
2. In the Show field, select Products on order, then Orders in process.
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Products
3. Click to highlight the purchase order (containing the product(s) you have received) to be edited,
then click the Edit PO button. The Edit Purchase Order screen will appear.
4. In the Qnt Received column, enter the quantity received for this product order (or edit the other
fields as appropriate). For example, you can edit the shipping and wholesale prices (sometimes
wholesale prices go up). If the quantity received is greater to or equal to the quantity ordered, the
Status column will be changed to Complete and the PO status will be changed to Closed. Click
the Yes button if prompted to change the PO status to closed. If the quantity received is less
than the quantity ordered, the Status column will be changed to Incomplete, and the purchase
order status will remain as Open.
5. Your stock count will be automatically updated and the quantity received will be added to the
current quantity in stock.
6. Click the Save button.
Note: The General Ledger feature has an automatic checking system that checks if the wholesale price of
products received has changed. See General Ledger for more details.
Suppliers
Suppliers Overview
The Suppliers screen facilitates tracking of suppliers transactions. You can add, edit, print, and
associate products with suppliers that you enter on the Suppliers screen. To access the Suppliers
screen, click Edit Suppliers from the Products and Services pull-down menu.
Adding a Supplier
To add a supplier, perform the following steps:
1. Go to the Suppliers screen by selecting Edit Suppliers from the Products and Services pulldown menu.
2. From the Suppliers screen, click the Add Supplier button. The Add Supplier window will
appear.
3. Type in the supplier's name, address, phone number, products supplied, comment, e-mail
address, etc.
4. In the Comments and Notes section, you may optionally enter in the currency amount that you
have spent with this particular supplier. This section can be used to manually enter in any
currency amount, for any tracking purpose you wish.
5. You can click the History and Other Notes button to enter in dates of orders, what was ordered,
and the status of the order.
6. Optionally, fill in the Print on check as field. This information is for the To section when creating
a check for a supplier. The General Ledger feature allows you to track payments to suppliers
and print checks. See the General Ledger section of the User's Guide for more information.
7. Click Save or Save and Add Another.
Note: Each product can be associated with a supplier. See the Products section for more information.
Editing a Supplier
To edit supplier information, perform the following steps:
1. Go to the Suppliers screen. To do this, select Edit Suppliers from the Products and Services
pull-down menu.
208
Products
2. Click to highlight a supplier, then click the Edit Supplier button. The Edit Supplier window will
appear.
3. Make any changes, and click Save.
Note: On the Edit Supplier screen, there is a field for recording and updating money paid to that supplier.
The General Ledger feature also tracks payments to suppliers. See the General Ledger section for more
information.
Deleting a Supplier
To delete a supplier permanently from the database, perform the following steps:
1. Go to the Suppliers screen. To do this, select Edit Supplier from the Products and Services
pull-down menu.
2. From the Suppliers screen, click to highlight a supplier, then click the Delete Supplier button.
The Are You Sure? screen will appear.
3. Click Yes to permanently delete the supplier from the database.
Viewing/Editing Supplier History
You can record any type of text you wish regarding supplier history and information. To view or edit
supplier history, perform the following steps:
1. Go to the Suppliers screen. To do this, select Edit Suppliers from the Products and Services
pull-down menu.
2. Click to highlight a supplier, then click the Edit Supplier button. The Edit Supplier screen will
appear.
3. Click the History and Other Notes button located at the bottom of the Edit Supplier screen.
The Supplier History screen will appear. This is a text file screen that may be viewed or
printed.
4. To add supplier history, type the information on the screen.
5. Click Print, OK, or Cancel to exit the Supplier History screen.
Printing Suppliers
To print the list of suppliers, perform the following steps:
1. Go to the Suppliers screen. Select Edit Suppliers from the Products and Services pull-down
menu.
2. From the Suppliers screen, you can sort and customize the list of suppliers to include certain
fields. To do this, right click on the supplier list and select Customize View. Use the Add and
Remove buttons as needed to make the desired fields appear in the Display section. Click the
OK button to return to the Suppliers screen. You can also click on column headings, such as
Name, to sort by that column.
3. Click the Print List button. The Print Options window will appear.
4. Select the printer and page range options, and then click Print.
Note: From the Printing Options screen, you can use the Print Preview or Properties buttons.
209
Getting Started
Purchase Orders
Purchase Orders Overview
You have the ability to create, edit, delete, print, and e-mail purchase orders. A purchase order,
sometimes called a "PO," is a commercial document used to request someone to supply something in
return for payment. PO's are commonly sent to suppliers when ordering products.
The PO's screen can be accessed by pressing the POs icon or by going to the Finance pull-down menu
and selecting Edit Purchase Orders.
Note: On the PO's screen, you can display purchase orders according to status, date, or supplier name.
Adding a Purchase Order
To add a purchase order, perform the following steps:
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
Click the POs button/icon or from the Finance pull-down menu, select Edit Purchase Orders.
Click the Add PO button. The Add Purchase Order screen will appear.
In the Date Created: field, select the date created. The current date will appear by default.
Select the Status as one of the following:
• Open, the PO is still open and you are awaiting receipt of products on the PO or you
need to pay the supplier.
• Closed, once items are received and you make payment to the supplier, the PO is
closed.
In the ID column, type in the product or service ID. If you want to search for the ID, in the ID
column, double click. Select your product or service and press OK.
If you selected a product ID, the following columns will automatically populate: Description,
Make, Size, Category, and Wholesale Price. These columns' values are based on what you
have entered from the Products screen. If you select a service ID, the following columns will
automatically populate: Wholesale Price (will be the retail price of the service), Description,
and Category.
For products, the Qty Ordered column (quantity ordered) will automatically populate based on
what you have setup in the Products screen. For services, the Qty Ordered column will default
to 1. You can also type in another quantity. The quantity should be greater than 0.
Type in the shipping cost.
In the Supplier Information section, select the supplier that the PO is going to. If the supplier
has already been added to the database along with its address and contact information, this will
be added into the appropriate fields when the supplier is selected from the drop-down list. You
can add a new supplier by clicking the Add Supplier button.
Repeat for each item to add to the PO.
Click the Save button.
To physically place the purchase order with the supplier, you can now e-mail, fax, or call the
supplier with the purchase order.
Note: Purchase orders are also added when the product is put on order from the Ordering screen.
210
Purchase Orders
Editing a Purchase Order
To edit a purchase order, perform the following steps:
1. Click the POs button/icon or from the Finance pull-down menu, select Edit Purchase Orders.
2. Use the Search by Status and Date Range sections to display the appropriate PO's. It is ok to
leave those sections set at All.
3. Click on the PO and then press the Edit PO button.
4. Make the appropriate changes and click Save.
Deleting a Purchase Order
To delete a purchase order, perform the following steps:
1. Click the POs button/icon or from the Finance pull-down menu, select Edit Purchase Orders.
2. Use the Search by Status and Date Range sections to display the appropriate PO's. It is ok to
leave those sections set at All.
3. Click on the PO and then press the Delete PO button.
4. The Are You Sure? screen will appear. Verify your selection and click Yes. Your PO will be
permanently deleted from the database.
Note: If a purchase order is deleted and products are setup to do autoreordering, the deleted products will be
added back to the Products that need to be ordered list on the Ordering screen.
E-mailing a Purchase Order
To e-mail a purchase order, perform the following steps:
1. Click the POs button/icon or from the Finance pull-down menu, select Edit Purchase Orders.
2. Click on the PO to e-mail and click the E-mail PO button. The E-mail screen will appear.
3. Type in the name, e-mail address, subject, text of e-mail note, and from information. If this is
NOT the first purchase order that you are sending to a supplier, skip to step 10.
4. If this is the first purchase order that you are sending to a client, click the E-mail Setup button,
located in the lower left. The E-mail Configuration screen will appear.
5. In the From section, type in the name and e-mail address that your suppliers will see when they
receive an e-mail.
6. In the Account section, type in the SMTP server, user name, and password. Your ISP (Internet
Service Provider) can provide you with this information. An ISP is the company that provides
your Internet access, such as your cable or DSL company.
7. Keep the authentication as Automatic and the Port Number as 25 (AOL users should enter in
587).
8. Press Send Test E-mail and enter your own e-mail address to see if this will work. If you are
having trouble with the test e-mail, send an e-mail to [email protected] for assistance or
by going to the Help pull-down menu and selecting Contact CMJ Designs.
9. Click OK and you will be returned to the E-mail screen.
10. Click Send to send the purchase order via e-mail. Click OK.
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Purchase Orders
Printing a Purchase Order
Two ways to print a purchase order(s) exist:
1. An individual PO
2. The PO list
Before printing a purchase order, you must setup the print format. See the section below for instructions
on how to do this.
Setting Up the Print Format
To setup the format for how the purchase order will be printed, perform the following steps:
1. Click the POs icon or from the Finance pull-down menu, select Edit Purchase Orders.
2. Click the Print Setup button.
3. The Purchase Order Print Setup screen will appear. Type the appropriate information in the
From and Comment sections.
4. Click OK.
Printing an Individual PO
To print an individual purchase order, perform the following steps:
1. Click the POs button/icon or from the Finance pull-down menu, select Edit Purchase Orders.
2. Click the purchase order and then click on the Print Single PO button.
3. The Printing Options screen will appear. Click the Print button.
Printing the PO List
To print the list of purchase orders, perform the following steps:
1. Click the POs button/icon or from the Finance pull-down menu, select Edit Purchase Orders.
2. The Purchase Orders screen will appear. You may right click on a column heading, such as ID,
and select Customize View. You can use the Add and Remove buttons to move any additional
items that you would like to show into the Display column. Click the OK button to return to the
Purchase Orders screen.
3. Click on the Print List button.
4. The Printing Options screen will appear. Click the Print button.
212
Getting Started
QuickBooks - Export To
Exporting to QuickBooks Overview
Exporting Your Information to QuickBooks Has Never Been Easier!
You do not need QuickBooks to use Salon Iris.
You do not need QuickBooks to use Salon Iris. Salon Iris will track your entire payroll, expenses, profit
and loss, and supplier payments. It will print out all information for W2 and 1099 forms that you can give
to your accountant. Salon Iris is still an all-in-one program. We added in exporting to QuickBooks
because some accountants like to have all end of year financial information in the QuickBooks format.
Benefits of Using Salon Iris Over QuickBooks
100% integration with the sales reporting system allows commission to be created directly off sales
With Salon Iris annual updates are free and no subscription is required. You can run payroll as many
times on Salon Iris as you like for free. QuickBooks charges between approximately $169 and $756 per
year. This information is in the Employees-Payroll Setup section in QuickBooks.
Salon Iris allows you to have one, exclusive program to track your business.
Export to QuickBooks
If you do decide to export to QuickBooks, Salon Iris makes it easy. To export to QuickBooks, perform the
following steps:
1. Go to the Tools pull-down menu and select Export to QuickBooks.
2. Select which type of information that you would like to export:
• Clients
• Employees
• Products/Inventory
• Services
• Suppliers
• General Ledger Transactions, also select the date interval of transactions to export
3. Click the Export button.
4. The Select Output File screen will appear.
5. Select where to save the file and verify the file name. Click the Save button.
6. An .iif file is now generated and can be opened in QuickBooks.
7. Repeat steps 1-6 for each type of information that you would like exported to QuickBooks.
Note: The payroll information and totals do not export to QuickBooks. This is due to constraints in
QuickBooks. You can enter your totals information into the General Ledger and then export to QuickBooks.
213
QuickBooks - Export To
Questions and Answers
Q1: Do I have to use QuickBooks with Salon Iris?
A1: No. You do not need QuickBooks to use Salon Iris. Salon Iris will track all your payroll, expenses,
profit and loss, and supplier payment information. It will print out all information for W2 and 1099 forms
that you can give to your accountant. Salon Iris is still an all-in-one program. We added in exporting to
QuickBooks because some accountants like to have all-end-of-year financial information in the
QuickBooks format.
Q2: Can I run payroll in Salon Iris and export the payroll information to QuickBooks?
A2: Salon Iris can export all payroll information to a .txt file, but QuickBooks does not have an option to
import payroll data from another program. The payroll system in Salon Iris is very complete, simple to
use, and contains all the major features in the QuickBooks payroll system, including the following items:
•
•
•
•
•
•
Check printing
Support for salary, hourly, commission, and product/service bonus pay
Generates information for W2 and 1099 reporting
Year to date totals
SEP, Medicare, and 401k deduction
Ability to create custom deductions
214
Getting Started
Quotes and Invoices
Quotes and Invoices Overview
You can create, edit, e-mail, and delete quotes and invoices for clients.
Both the quotes and invoices are accessed by pressing the Quotes button/icon or by going to the
Finance pull-down menu, then selecting Edit Quotes and Invoices.
A quote is an estimate of cost for services to be performed or products purchased. A quote is not a bill to
the customer.
An invoice is an itemized bill (given to the customer) detailing the costs of products and services already
rendered or to be rendered. Your business expects to receive payment for an invoice.
Note: On the Quotes and Invoices screen, you can display quotes and/or invoices according to Type,
Status, Date Range, or by Client's Name.
Adding a Quote or Invoice
To add a quote or an invoice, perform the following steps:
1. Press the Quotes button/icon or go to the Finance pull-down menu, then select Edit Quotes and
Invoices.
2. Click the Add Quote/Invoice button and type in the client's name, for whom the quote or invoice
is for. The Quote/Invoice Information screen will appear.
3. Select the Type, whether it is an Invoice or a Quote.
4. Select the Status, Open or Closed.
• An open invoice is an invoice that the client needs to make payment on.
• An invoice is closed when a client finishes making all payments on it.
• An open quote is a quote that was sent to the client for review. An open quote can be
changed to an invoice at any time.
• A closed quote is a quote that a client has reviewed, but has decided not to proceed with.
5. Select the Employee or just leave as None.
6. In the ID column, type in the Service ID or Product ID or double click to do a search. Repeat
this for each product or service to put on the quote.
7. Based on the service or product entered, inside the grid, the following columns will automatically
update:
• Mins, amount of time it takes to perform the service.
• Type, whether it is a product or service.
• Description, the description of the product or service.
• Price, the price.
• Tax, if tax applies.
• Backbar, if applicable. Backbar is the amount in products used to provide a service.
• Qnt Prch, quantity purchased.
• Discnt, enter in a currency or percentage discount.
8. You can adjust the Start Time column if desired.
9. Click Save.
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Quotes and Invoices
Editing a Quote or Invoice
To edit a quote or invoice, perform the following steps:
1. Press the Quotes button/icon or go to the Finance pull-down menu, then select Edit Quotes and
Invoices.
2. Use the Search by Type, Date Range, Search by Status, and/or Search by Client Name
sections at the bottom of the Quotes and Invoices screen to display your quote(s) and/or
invoices. You can just leave "All" as a default if you like.
3. Click on the quote or invoice and press the Edit Quote/Invoice button.
4. Make the appropriate changes and press the Save button.
Deleting a Quote or Invoice
To delete a quote or invoice, perform the following steps:
1. Press the Quotes button/icon or go to the Finance pull-down menu, then select Edit Quotes and
Invoices.
2. Use the Search by Type, Date Range, Search by Status, and/or Search by Client Name
sections at the bottom of the Quotes and Invoices screen to display your quote(s) and/or
invoices. You can just leave "All" as a default if you like.
3. Click on the quote or invoice and press the Delete Quote/Invoice button.
4. The Are You Sure? screen will appear.
5. Click Yes and your quote or invoice will be permanently deleted from the database.
E-mailing a Quote or Invoice
To e-mail a quote or an invoice, perform the following steps:
1. Click the Quotes icon or from the Finance pull-down menu, select Edit Quotes and Invoices.
2. Click on the quote or invoice to e-mail and click the E-mail Quote/Invoice button. The E-mail
screen will appear.
3. Type in the name, e-mail address, subject, text of e-mail note, and from information. If this is
NOT the first quote or invoice that you are sending to a client, skip to step 10.
4. If this is the first quote or e-mail that you are sending, click the E-mail Setup button, located in
the lower left. The E-mail Configuration screen will appear.
5. In the From section, type in the name and e-mail address that your clients will see when they
receive an e-mail.
6. In the Account section, type in the SMTP server, user name, and password. Your ISP (Internet
Service Provider) can provide you with this information. An ISP is the company that provides
your Internet access, such as your cable or DSL company.
7. Keep the authentication as Automatic and the port number as 25 (AOL users should enter in
587).
8. Press the Send Test E-mail button and see if it works. If you are having trouble with sending the
test e-mail, send an e-mail to the Technical Support department at CMJ Designs Inc. by sending
an e-mail to [email protected]
9. Click OK and you will be returned to the E-mail screen.
10. Click Send to send the quote or invoice via e-mail. Click OK.
216
Quotes and Invoices
Printing a Quote or Invoice
Two ways to print a quote or invoice exist:
1. An individual quote or invoice
2. The quote or invoice list
Setting Up the From and Comment Information Printed on a Quote or Invoice
To setup the from and comment information that will be printed on the quote or invoice, perform the
following steps:
1. Click the Quotes button/icon, or from the Finance pull-down menu, select Edit Quotes and
Invoices. The Quotes and Invoices screen will appear.
2. Click the Print Setup button.
3. The Quote and Invoice Print Setup screen will appear. Type in the appropriate information in
the From and Comment sections.
4. Click OK to return to the Quote and Invoices screen.
Printing an Individual Quote or Invoice
To print a quote or invoice, perform the following steps:
1. Click the Quotes icon/button, or from the Finance pull-down menu, select Edit Quotes and
Invoices.
2. Click on the quote or invoice to be printed, so it is highlighted.
3. Click the Print Single Item button.
4. The Printing Options screen will appear. Make the appropriate printer selections and click the
Print button.
Printing the Quote and/or Invoice List
To print the list of quote or invoices, perform the following steps:
1. Click the Quotes icon/button, or from the Finance pull-down menu, select Edit Quotes and
Invoices.
2. You can right click on a column heading such as Status and select Customize View. Click the
Add and Remove buttons to move items that you would like shown to the Display column. Click
OK to return to the Quotes and Invoices screen.
3. Click on the Print List button.
4. The Printing Options screen will appear. Make the appropriate printer selections and click the
Print button. The information displayed on the screen will print.
217
Quotes and Invoices
Moving a Quote or Invoice to a Ticket
You may want to move a quote or invoice to a ticket when a customer is ready to pay for his or her quote
or invoice and finalize the sales transaction.
To move a quote or invoice to a ticket, perform the following steps:
1. Click the Quotes icon or from the Finance pull-down menu, select Edit Quotes and Invoices.
2. Click on the quote or invoice you wish to move to a ticket and then press the Move to Ticket
button.
3. The Ticket Information screen will appear. Type in the tender amount and close out the ticket
as you normally would.
218
Getting Started
Reports
Reports Overview
Salon Iris comes with numerous built-in reports and even has the ability to allow you to write your own
reports. See the Creating Custom Reports section in this User's Guide for more information. The reports
are categorized and listed on the Reports pull-down menu. You can run a report simply by selecting it
from the Reports pull-down menu.
Running a Report
You can run a report in any of the following ways:
1. Select the report from the Reports pull-down menu.
2. Select Run Report by Browsing from the Reports pull-down menu. You will be presented with
a complete list of all reports. Double click on the report you wish to run.
3. Select Run Report by ID Number from the Reports pull-down menu. Enter the ID of the report
you wish to run.
4. Select Run Report by Searching from the Reports pull-down menu.
Report ID Numbers and a List of Available Reports
To make finding a report easier, each report has its own ID Number. This number is simply an easy way
to remember and reference a report. Below is a list of all built-in reports and their associated ID Number.
ID
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
Title
Sales Totals and Sales Tax by
Range of Days
Top Spending Clients
General Clients Report / Mailing /
Mail Merge
Percent of Clients Retained by
Employee
Product Sales Statistics
Service Sales Statistics
Percentage of Coupons Returned
Product Shelf Total
Gum Label List
Sales by Day
Sales by Month
Sales by Year
Tickets Using Gift Certificates
Tickets Containing a Specific
Product or Service
Quantity of Products Sold vs.
Employee
Description
Total sales and sales tax for a given range of days.
List clients that have spent the most on products and
services. Amounts displayed do not include sales tax.
List of clients by criteria with ability to print directly to
mailing labels.
Percentage of new clients that have returned to an
employee.
Products sales and inventory statistics.
Service sales and profit statistics.
Percentage of coupons returned for closed tickets.
Total cost of on-shelf products.
List of all gum labels formats in database
Total sales summed by day.
Total sales summed by month.
Total sales summed by year.
List of all tickets referencing a gift certificate.
List of all tickets containing a specific product or service.
List of products sold by each employee.
219
Reports
16
17
18
19
20
21
22
23
24
Profit for Products Sold vs.
Employee
Quantity of a Single Product Sold
vs. Employee
Profit of a Single Product Sold vs.
Employee
Quantity of All Services Sold vs.
Employee
Profit of All Services Sold vs.
Employee
Quantity of a Single Service Sold
vs. Employee
Profit of a Single Service Sold vs.
Employee
Gift Certificate Statistics
Gift Certificate Statistics by
Month
25
City vs. Spending
26
Employee vs. Client Gender
27
All Clients with a Default
Discount
28
Employee vs. Client Count
39
40
41
42
43
44
Referral Type for New Clients vs.
Employee
Clients by Number of Visits
Tickets vs. Client Referral Types
Ticket Payment Types
Tickets Using Coupons
Sales by Day of the Week
All Open Tickets
Unconfirmed Open Tickets
Hours Worked Based on Time
Clock Entries
Hours Worked Based on Time
Clock Entries per Day
New Client List
Clients by First Visit Date
Clients by Last Visit Date
Sales by Week
List of Clients by First Name
List of Clients by Last Name
45
Survey of New Clients
46
Sales Totals and Sales Tax for
Today
29
30
31
32
33
34
35
36
37
38
List of employees and gross profit by products sold.
Quantity of a specific product sold by each employee.
Amount profit for a particular product for all employees.
Quantity of all services sold for each employee.
Amount product for all services for all employees.
Quantity of a particular service sold for all employees.
Profit for a particular service for all employees.
Sales and return statistics for gift certificates.
Sales and return statistics for gift certificates by months.
List of unique cities and how much was spent by the
clients in those cities.
List of employees and the number of male and female
clients.
List of all clients that have a non-zero default discount
amount.
List of employees and the number of clients based on last
visit.
List of employees and quantity of unique new client
referral types.
List of clients with more than a specified number of visits.
Total of each unique referral type for tickets.
Total of each unique payment type for tickets.
List all tickets using a coupon.
Sales statistics grouped by day of the week.
List of all open tickets.
List of all open tickets that have not been confirmed.
Summary of hours each employee has worked based on
time clock entries.
Hours per day each employee has worked based on time
clock entries.
List of new clients.
List of clients based on a selected first visit date range.
List of clients based on a selected last visit date range.
Total sales summed by week.
List of clients with a particular first name.
List of clients with a particular last name.
List of new clients based on first visit and purchase
details for a given range of dates.
Total sales and sales tax for today only.
220
Reports
47
Sales Totals and Sales Tax for
Yesterday
48
Employee's Clients
49
Items Sold and Client Names
50
Monthly Sales
53
54
Tips Claimed by Employee
(Summary)
Tips Claimed by Employee
(Details)
Tips Claimed by Ticket
Sales by Hour of the Day
55
Tickets with Discounts
56
57
Tickets with Returns
Clients Referrals - All
58
Clients Referrals - Not Credited
51
52
59
60
61
62
63
64
65
66
67
68
69
70
71
General Ledger - Products
Received Ordered by Date
General Ledger - Products
Received Ordered by Product ID
General Ledger - Products
Received Grouped by Product ID
(Simple)
General Ledger - Products
Received Grouped by Product ID
(Detailed)
General Ledger - Products
Received Grouped by Date
General Ledger - Products
Received Grouped by Category
General Ledger - Products
Received Grouped by Supplier
General Ledger - Non-Products
Grouped by Description
General Ledger - Non-Products
Grouped by Category
General Ledger - Non-Products
Grouped by Supplier
General Ledger - Non-Products
Grouped by Description (Checks
only)
General Ledger - Non-Products
Grouped by Category (Checks
only)
General Ledger - Non-Products
Total sales and sales tax for yesterday only.
List of all clients to see an employee based on closed
tickets and a range of dates.
List of products and/or services sold, amounts, and
clients that purchased for a range of days
Total and average sales of any product or service
grouped by month.
Total amount of tips claimed by each employee.
List of tips claimed on each ticket grouped by employee
name.
List of tips claimed ordered by ticket ID.
Sales statistics grouped by hour of the day.
List of all tickets that have at least one product with a
non-zero currency or percent discount.
List of all tickets that contain at least one return.
List of all clients that have referred another client.
List of clients that have referred another client and have
not been credited.
List of products entered on the General Ledger sorted by
date.
List of products entered on the General Ledger sorted by
product ID.
List of products entered on the General Ledger grouped
and summed by product ID.
List of products entered on the General Ledger grouped
and summed by product ID.
List of products entered on the General Ledger grouped
and summed by date and product ID.
List of products entered on the General Ledger grouped
and summed by category.
List of products entered on the General Ledger grouped
and summed by supplier.
List of non-products entered on the General Ledger
grouped and summed by description.
List of non-products entered on the General Ledger
grouped and summed by category.
List of non-products entered on the General Ledger
grouped and summed by supplier.
List of non-products entered on the General Ledger
grouped and summed by description.
List of products entered on the General Ledger grouped
and summed by category.
List of non-products entered on the General Ledger
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72
73
74
75
76
77
Grouped by Supplier (Checks
only)
General Ledger - Search by
Product ID
General Ledger - Search by
Category
General Ledger - Search by
Supplier
General Ledger - Checks
Ordered by Check Number
General Ledger - Checks
Grouped by Category
General Ledger - Checks
Grouped by Supplier
78
Product Sales Percentage
Maintained
79
All Clients with a Balance (Tab)
80
Profit and Loss
81
82
83
84
85
86
87
88
89
90
91
92
93
General Ledger - All Payments
Grouped by Category
General Ledger - All Deposits
Grouped by Category
Services Sold Grouped by
Category
Products Sold Grouped by
Category
Services Sold Grouped by
Employee and Category
Products Sold Grouped by
Employee and Category
All Product Sales Details Grouped by Category
All Service Sales Details Grouped by Category
Gift Card Sales
Gift Cards Redeemed
Gift Card Sales by Month
Gift Cards Redeemed by Month
All Sales Details Grouped by
Category
94
Back Bar Product Usage Grouped by Category
95
Tickets with Tender Less Than
Total
grouped and summed by supplier.
List of products according to product ID.
List of products according to category.
List of products according to supplier.
List of checks according to check number.
List of all checks grouped and summed by category.
List of all checks grouped and summed by supplier.
List of employees, how much each has sold in products
and services, and percent maintained (total product sales
/ total service sales * 100%)
List of clients with a non zero balance. Positive indicates
clients owe business; negative indicates business owes
client.
Income and deductions grouped by category with
summarized net profit and loss.
List of all General Ledger payments grouped and
summed by category.
List of all General Ledger deposits grouped and summed
by category.
List of all services sold on tickets for a given date range
grouped by category.
List of all products sold on tickets for a given date range
grouped by category.
List of all services sold on tickets for a given date range
grouped by category.
List of all products sold on tickets for a given date range
grouped by category.
List of all products sold by quantity, gross, and net profit
grouped by category.
List of all services sold by quantity, gross, and net profit
grouped by category.
Tickets that contain the sale of at least one gift card.
Tickets that contain at least one gift card redeemed.
Total and average sales of gift cards grouped by month.
Total and average sales of gift cards redeemed by month.
Product sales including sales count, return count,
wholesale, retail, and gross markup.
List of all products sold to the 'Back Bar' client grouped by
category. This report shows the total cost of products
used for in-house services.
List of all tickets that incorrectly have a tender less then
the total.
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Reports
96
97
98
99
100
101
Tickets with Charge for Process
or Finish Time
Forecast
Top Spending Clients by Product
Totals
Top Spending Clients by Service
Totals
Clients Referrals With Totals - All
Clients Referrals With Totals Not Credited
102
Percentage Booked
103
Today's Appointments for Clients
Without an E-mail Address
104
105
106
107
108
109
110
111
112
114
115
Totals Report by Range of Days
Totals Report by Range of
Weeks
Totals Report by Range of
Months
Totals Report by Range of Years
My Totals Report (for employee
logged in)
Outstanding Balance Total on All
Gift Cards
Outstanding Balance Total on All
Gift Certificates
No Show Report for All Clients
Employee Totals Grouped by
Category
Product Shelf Total by Supplier
Products Sold Grouped by
Supplier
116
Tips with Client Names
117
118
Products Sold Grouped by Make
Ticket Referral Totals
119
Future Sales for Employees
120
Specific Category Statistics
Employee's Clients based on
Preferred Employee
122
123
124
125
Prepaid Service Balances
Open Tickets by Created By
Type
Open Tickets by Confirmation
List of all tickets that incorrectly have a non-zero amount
associated with the process or finish times.
Estimated income based on existing tickets.
Top spending clients based on retail cost of purchased
products.
Top spending clients based on retail cost of purchased
services.
List of all clients that have referred another client.
List of clients that have referred another client and have
not been credited.
List of employees, hours worked, hours scheduled, and
percentage booked for a range of days.
Clients whom have an appointment today but did NOT
receive an email reminder because they do not have an
email address
Detailed total sales for a given range of days.
Detailed total sales for a given range of weeks.
Detailed total sales for a given range of months.
Detailed total sales for a given range of years.
Total report for employee currently logged in.
Total amount of outstanding balances (unused funds) on
all gift cards.
Total amount of outstanding balances (unused funds) on
all open gift certificates.
List of all tickets marked as no show for a selected range
of days.
Total employee product and service sales for selected
range of dates, grouped by category.
Product shelf total grouped by supplier.
Product sales grouped by supplier.
List of tips received with client names over selected range
of dates.
Product sales grouped by make.
Ticket referral totals.
Total amount of sales on open tickets for all employees
over a range of dates.
Product statistics for a specific category.
List of all clients that have a preferred employee selected
and their contact information.
Unused balance of pre-paid services over the selected
range of dates.
Open tickets grouped by Created By type over selected
range of dates.
Open tickets grouped by Confirmation type over selected
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Type
126
Total Value of Discounts Given
128
Returns Done by Employee
129
Products Ordered by Date
130
Amount Spent by Supplier
131
Gift Certificates Unused Balance
133
Client Spending
134
135
Clients With Appointment Without
E-mail Address
Gift Cards Unused Balance
range of dates.
The dollar value of all discounts given in closed tickets
over a range of dates.
Total value of all returns performed, grouped by
employee.
Products added to a PO on a specified date.
Based on all POs, the total amount spent with each
supplier.
All gift certificates that currently have a non-zero balance.
List of all clients and the amount they have spent with the
business.
Clients that have an appointment during the selected
range of dates and no e-mail address entered.
All gift cards that currently have a non-zero balance.
Creating Custom Reports
Salon Iris allows you to create your own custom reports. There is no limit to the number of reports you
can create. Each time you create a new report, you have the option of having it added to the Reports
pull-down menu.
You can even create your custom reports by basing them on the built-in reports that come with Salon Iris.
See the Creating Your Own Reports Based on Built-In Reports that Come With Salon Iris section,
shown below.
Creating Your Own Reports
Creating a custom report is not difficult; however, you need to be familiar with the following two topics:
1. The Salon Iris database format. Your database is where Salon Iris holds all your information. It
contains a list of all your clients, products, services, sales, etc. These items are grouped together
in separate lists known as tables. The tables are further subdivided into smaller categories called
fields. For example, the Clients table has a field called FirstName, which is a list of all the
clients' first names. You can see a complete list of the database format by opening the file called,
Database Schema.xls, located on the Salon Iris CD.
2. Structured Query Language. The Structured Query Language, or SQL, is a series of commands
you use to specify what information you want in your report. The format consists of abbreviations
and words, similar to English.
To create a custom report, perform the following steps:
1.
2.
3.
4.
From the Reports pull-down menu, select Manage Custom Reports.
Click the Add button and type in the title, description, and SQL statement.
See the examples in the Structured Query Language Information section, shown below.
Click the Run or the OK button.
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Creating Your Own Reports Based on Built-In Reports that Come with Salon Iris
You can view the SQL statements for approximately 90% of the built-in reports in Salon Iris. Importing
the built-in reports in Salon Iris is a great way to see how the reports were written. You can model your
own reports after these built-in reports. To view the SQL statements for an existing report and create
your own report, perform the following steps:
1. From the Reports pull-down menu, select Manage Custom Reports. The Custom Reports
screen will appear.
2. Click the Add button.
3. Click the Import button. The Available Reports screen will appear.
4. Select the report you wish to import the SQL statements for and press OK.
5. Make the desired changes to the SQL statements, title, description and click OK to return to the
Custom Reports screen.
6. Click OK again and your report will be added to the list of custom reports.
7. You can view the custom report that you just wrote by going to the Reports pull-down menu and
selecting Manage Custom Reports. The Custom Reports screen will appear.
8. Select your report and click the Run button. Click OK when finished.
Structured Query Language Introduction
Below is a basic introduction to the SQL language. This introduction will allow you to write basic reports.
SQL statements can range from very simple to extremely complex. Because SQL is one of the most
popular database languages, hundreds of books have been written on it. We highly recommend
purchasing a book on SQL if you would like to become more familiar with the language. After you have a
firm understanding of SQL, you will be able to write your own very sophisticated reports.
The basic format of an SQL statement is as follows:
SELECT <field> FROM <table>
Where:
<field> are a list of the items (fields) you want to view, or * if you would like to view all
fields
<table> is the name of the table containing the items
Example 1: List of All Clients
As we mentioned above, there is a table in the database called Clients that contains an item (field) called
FirstName. A SQL statement to obtain a list of all the first names of all your clients would be:
SELECT fldFirstName FROM tblClients
Note: Notice that all fields are preceded by fld and all tables are proceeded by tbl. The is true for all fields and
tables in Salon Iris.
We could also obtain a list of all the information on each client with the following statement:
SELECT * FROM tblClients
Now let's create a custom report that shows a list of all the clients. Select Manage Custom Reports from
the Reports pull-down menu. Click the Add button. Enter the following information:
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Title: List of All My Clients
Description: This is my first custom report!
SQL Statement: SELECT * FROM tblClients
Press the Run button. You should see a list of all your clients and all their information. Notice that each
field name (heading of each column) is preceded by fld. We will show you how to clean this up in the next
example. Click OK and OK again.
Example 2: Better List of All Clients
Example 1 showed you how to get a basic list of all clients and all their information. The result was a list
that was very complete, but also very hard to read as the column headings were all somewhat cryptic and
were preceded with a 'fld.' You can indicate your own column heading names by using the AS command.
You can also specify what fields you want displayed. In the example below, you can type anything you
want in between the brackets: [Type anything you want in between the brackets]. Whatever is typed in
between the brackets is your new column heading.
Here is how to create a list of only the first and last name of each client, complete with easy-to-read
column headings:
Title: First and Last Name of All My Clients
Description: This report is easier to read.
SQL Statement: SELECT fldFirstName AS [First Name], fldLastName AS [Last Name] FROM
tblClients
Example 3: Show Only Certain Clients
Now let's make a more useful report. We will create a report that contains a list of all clients who have a
first name of Chris and have spent more than $100. We will use the WHERE command to do this. The
WHERE command is placed after the name of the table and is used to select only entries matching a
specific criteria.
Title: All Chris's That Spent More Than $100
Description: These clients have a first name of Chris and spent more than $100
SQL Statement: SELECT fldFirstName AS [First Name], fldLastName AS [Last Name] FROM
tblClients WHERE fldFirstName='Chris' AND fldTotal>100
The above examples are only an introduction to SQL. The language is very sophisticated and supports
dozens of other keywords. Over 90% of the reports in Salon Iris were written using pure SQL. You can
view all the SQL statements by pressing the Import button when editing a report, then selecting the builtin report that contains the SQL statement you wish to view.
Built-In User Prompts
There will be times when you want to ask the user for information when you are writing a report. In
addition to all SQL commands, Salon Iris allows you to imbed additional commands in your SQL
statements. They are as follows:
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GetUserInput(<prompt>)
Where:
<prompt> is the question you want to display to the user
GetUserDate(<type>,<field name>,<prompt>)
Where :
<type> is WHERE or AND
<field name> is the name of the field you want to compare the selected to date
to
<prompt> is the question you want to display to the user
GetUserInput(<prompt>)
When this keyword is embedded in an SQL statement, the user will be prompted to enter a value. The
value is inserted into the original SQL statement in place of the GetUserInput keyword.
Example:
SELECT * FROM tblClients WHERE fldFirstName='GetUserInput('Enter the client's first name.')'
When this report is run, the user will be prompted with a pop-up window with the prompt 'Enter
the client's first name.' If the user enters 'Bill', the final SQL statement would be:
SELECT * FROM tblClients WHERE fldFirstName='Bill'
GetUserDate(<type>,<field name>,<prompt>)
When this keyword is embedded in the SQL statement, the user will be prompted to enter a range of
dates. The range of dates selected by the user is transformed into another SQL statement using the <field
name> that is passed. The result is inserted into the original SQL statement in place of the GetUserDate
keyword.
Example 1:
SELECT * FROM tblClients GetUserDate('WHERE','fldLastVisit','Enter last visit date
range')
When this report is run, the user will be prompted with a pop-up window and asked to enter a
date or range of dates. In this example, to select a date range from Jan 1, 1999 to Jan 1, 2000,
the final SQL statement would be:
SELECT * FROM tblClients WHERE fldLastVisit >= DateSerial(1999,1,1) AND
fldLastVisit <= DateSerial(2000,1,1)
Example 2:
If we wanted to specify additional search criteria, we could place it in prior to the GetUserDate
keyword then use the AND type in the GetUserDate keyword. Example:
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SELECT * FROM tblClients WHERE fldFirstName='Chris'
GetUserDate('AND','fldLastVisit','Enter last visit date range')
When this report is run, the user will be prompted with a pop-up window and asked to enter a
date or range of dates. In this example, to select a date range from Jan 1, 1999 to Jan 1, 2000,
the final SQL statement would be:
SELECT * FROM tblClients WHERE fldFirstName='Chris' AND fldLastVisit >=
DateSerial(1999,1,1) AND fldLastVisit <= DateSerial(2000,1,1)
Built In Reports
Coupon Statistics
To view the coupons statistics report, perform the following steps:
1. From the Reports pull-down menu, select Coupons and then select Percentage of Coupons
Returned or Tickets Using Coupons.
2. On the Percentage of Coupons Returned report, the Coupon Statistics screen will appear
showing the Coupon ID, Description, # Sent Out, # Returned, and % Returned. Comparison
of the percent returned data shows the relative effectiveness of each coupon type.
3. Click the Close button.
Product Statistics
To analyze your business product sales and profit statistics and to determine relative product profitability,
perform the following steps:
1.
2.
3.
4.
From the Reports pull-down menu, select Products.
Next, select Product Sales Statistics.
Then, select the range of dates to calculate statistics for and click OK.
By going to the File pull-down menu and making the appropriate selection, you can copy the
information, save as a file, or print.
5. Press the Close button when finished.
Note: You can perform several product reports. See the Reports Overview section of this User's Guide for a
complete list of reports you can run.
Service Statistics
Salon Iris will calculate your business's service statistics to show the quantity of services sold and the net
profit for each service. This allows you to see which services are the most and least profitable for your
business. To perform a service statistics report, perform the following steps:
1.
2.
3.
4.
5.
From the Reports pull-down, select Services.
Select Services Sales Statistics.
Select the range of dates of interest and click OK.
The results will be shown in the table.
By going to the File pull-down menu and making the appropriate selection, you can copy the
information, save as a file, or print.
6. Click OK when finished.
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Note: You can perform several service reports. See the Reports Overview section of this User's Guide for a
complete list of reports you can run.
Totals
The Salon Iris Totals screen shows calculated business totals for any selected date and time period.
Viewing Totals
To view totals, perform the following steps:
1. From any Salon Iris main screen, click the Totals button/icon at the top of the screen, or from the
Reports pull-down menu, select Totals then Sales Totals and Sales Tax by Range of Days.
2. In the Date Range section, make the appropriate date selections.
3. In the Time Range section, if you are viewing totals for a single day, you can enter in the time of
day range for calculations. For example, you can view totals for a single day from 9:00 AM to
1:00 PM and then perform another calculation for 1:00 PM to 5:00 PM.
4. In the Individuals section, you can select who you would like included in the Totals report from
the following choices:
• Employees: All, this would include all employees.
• Employees: Only employees listed on the Employees screen, this would include only
current employees. Also, check or uncheck the appropriate boxes:
a. Do not list employees with a zero total
b. Include all booth renters
• Only this employee:, then select the employee from the drop-down list.
• Only this booth renter:, then select the booth renter from the drop-down list.
5. If you are networking, in the Computers section, you can select to show totals for All Computers
or by pressing the Select button, only a certain computer. This section is useful for businesses
that do local area networking and have multiple computers on the network.
6. Click the OK button.
7. The Totals screen will appear. The Totals screen is divided into five sections (see the sections
below for a complete explanation of each):
• Other
• Summary
• Payment and Change
• Tax(es)
• Employee(s) and/or Booth Renter(s)
Note: You can double click on any entry in the Totals display to view all closed tickets associated with that
entry.
Other
In the Other section, the following information is displayed:
•
•
Backbar:, which is the amount of backbar from closed tickets.
Services - backbar:, which is the amount of services minus backbar from closed
tickets.
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•
Gift Cert. Purchased:, for reference, the gift certificate purchase costs entries based
on the Gift Certificates screen is shown. Note that the preferred method of adding a
gift certificate is to add it to a ticket and not add it directly using the Gift Certificates
screen. See the Purchasing a Gift Certificate section of this User's Guide for more
information.
Summary
In the Summary section, the following information is displayed:
•
•
•
•
•
•
•
•
•
•
•
•
•
•
Products:, amount of products sold.
Services:, amount of services sold.
Total Tax:, total sales tax collected. Note that in the Tax(es) field, each individual sales
tax collected will appear. Some states, cities, and countries have multiple sales taxes.
You can enter up to three different taxes for products and three different taxes for
services.
Returns:, amount of refunds.
Withheld Tips:, amount of withheld tips collected.
Settled Tips:, amount of settled tips given to employees.
Credits Received:, if a client was credited, the amount of credit will appear in this field.
Credits Given:, this is credit that a client used on a ticket. The amount of credit given
will appear in this field.
Gift Certificates Purchased:, amount in gift certificates purchased (from tickets).
Gift Certificates Redeemed:, amount in gift certificates redeemed (from tickets).
Petty Cash In:, amount of petty cash put in the drawer.
Petty Cash Out:, amount of petty cash taken out.
Loyalty Points Rewards:, amount of loyalty points rewards given.
Total equals Products plus Services plus Total Tax minus Returns plus Withheld Tips
minus Settled Tips plus Credits Received minus Credits Given plus Gift Certificates
Purchased minus Gift Certificates Redeemed plus Gift Cards Purchased minus Gift
Cards Redeemed plus Petty Cash In minus Petty Cash Out minus Loyalty Points
Rewards.
Payment and Change
In the Payment and Change section, the following information is displayed:
•
•
Name of the payment type vs. the amount taken in and the amount given out in
change.
The net amount is equal to the amount taken in minus the amount given out in
change.
Tax(es)
In the Tax(es) section, all applicable sales tax(es) on products and services are displayed.
Employee(s) and/or Booth Renter(s)
In the Employee(s) and/or Booth Renter(s) section, the following information is displayed:
•
•
Employee ID
Employee Name
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•
•
•
•
•
•
Products, amount of products sold.
Services, amount of services sold.
Returns, amount of returns.
Backbar, amount of backbar.
Total, amount of services sold plus amount of products sold minus returns minus
backbar.
# of Tickets, number of tickets closed.
Note: Double-click on a value for more details and a list of closed tickets that the value was generated from.
Changing the Date Selection for Totals
To change the date for the totals currently being displayed, perform the following steps:
1. From the Totals for (selected dates) screen, click the Change Date button. The Sales Totals
and Taxes screen will appear.
2. Make the appropriate new date selections, and click OK. The updated Totals screen will appear.
Showing Tickets Used for Totals Calculations
Double click on any entry in the Totals display to view all closed tickets associated with that entry.
Showing Employee Totals Details
To display a report of detailed employee closed ticket information on products, services, and backbar,
perform the following steps:
1. After running your totals, from the Totals screen, click on the appropriate employee.
2. Click the Show Details button. The Employee Totals Details screen will appear.
3. Make the appropriate selection and press OK. The appropriate report will be displayed.
Printing All Information
To print all information, perform the following steps:
1. After running your totals, from the Totals screen, click the Print All Information button. The
Printing Options screen will appear.
2. Click Print.
Printing Employee Totals Information
To print employee totals information, perform the following steps:
1. After running your totals, from the Totals screen, click the Print Employee Table button. The
Printing Options screen will appear.
2. Select the options, and then click Print.
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Printing Employee Summary Stubs for Totals Information
To print employee summary stubs information, perform the following steps:
1.
2.
3.
4.
After running your totals, from the Totals screen, click the Print Summary Stubs button.
Select how many employees to print per page. You can enter in "1."
The Printing Options screen will appear.
Click Print.
Copying Employee Information
To copy employee information, perform the following steps:
1. After running your totals, from the Totals screen, click the Copy Employee Info button.
2. You can then paste employee information to a word processor or a spreadsheet.
Note: If you have a booth renter business, see the Booth Renter section of this User's Guide, which is located
in the Employees section, for information on totals for your business.
Top Clients
The Top Clients report allows you to review your business's highest spending clients. The top clients are
listed vertically in the Top Clients table in descending order for purchase totals and listed in categories
for overall business and employee sales.
Viewing Top Spending Clients
To view your business's top spending clients, perform the following steps:
1. From the Reports pull-down menu, select Clients.
2. Then, select Top Spending Clients. The Top Clients screen will appear.
3. Select the appropriate dates, the number of clients to view, and which employees you would like
to see in the reports. The entire business is the first item on the employee list. Keeping this entry
checked will show the top clients for your entire business overall.
4. Click OK. The Top Clients report screen will appear. Click OK when finished.
Note: You can perform several client reports. See the Reports Overview section of this User's Guide for a
complete list.
I asked for the Top 10, but got more! Why?
If there is more than one client that spent the same amount as the client on the bottom of the list, the
number of clients returned may be more than the number of clients you specified.
Example:
You selected Show the top 10 clients and pressed OK. When the report runs, the following is
displayed:
Count
ID
Name
Amount
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1
843 John Doe
$1,234.12
2
846 Mark Turner
$1,154.45
....
... ...
...
10
434 Mary Smith
$782.00
11
645 Jane Reed
$782.00
12
783 Carrie Barner
$782.00
Why are 12 clients listed when you selected Show the top 10 clients? This is because Mary,
Jane, and Carrie ALL have spent the same amount, $782.00. Because of this, they are all
displayed.
Exporting Top Clients Information
To export client information, perform the following steps:
1.
2.
3.
4.
5.
Run the Top Clients report, as described above.
From the Top Spending Clients screen, from the File pull-down menu, select Save As.
Select where you want to save the file and in the File name: field, type in the file name.
Click the Save button. Your Top Spending Clients report will be saved to a .txt file.
You can now open the file using a word processor or spreadsheet document.
Printing Top Clients Information
To print client information, perform the following steps:
1.
2.
3.
4.
Run the Top Clients report, as described above.
From the Top Spending Clients screen, from the File pull-down menu, select Print.
The Print Options window will appear.
Enter your print option selections, and then click Print.
Percent Retained
The Percent Retained report allows you to review the percent of new clients that return to your business
for repeat services. Return rates are listed for each employee; the average return rate represents your
business's overall return rate.
Viewing the Percent Retained Report
To view a report of percent retained clients, perform the following steps:
1.
2.
3.
4.
From the Reports pull-down menu, select Employees.
Then, select Percent of Clients Retained by Employee.
Select the appropriate dates to view percent retained clients for, and then click Next.
Select how many times the client must have returned during the specified dates to qualify as
retained. Select the appropriate number and then click Next.
5. Select in the past how many days, the return was made to qualify as retained. Select the
appropriate number of days and then click Finish. The Percent Retained report will appear.
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The definitions of the columns within the Percent Retained table are as follows:
New Clients Number of new clients who had services performed.
# Retained Employee Number of new clients who had returned to a particular employee.
% Retained Percent of new clients who had returned to a particular employee.
Employee
# Retained Business Number of new clients who had returned to the business.
% Retained Business Percent of new clients who had returned to the business.
# Retained Total Number of new clients who had returned to a particular employee plus number
of clients that has returned to business.
% Retained Total Percent clients who had returned to a particular employee plus percent of clients
that have returned to business.
Totals and Averages If a column is a percentage (ex: % Retained Business), then the average
percentage for the column is given. If the column is a number (ex. # New
Clients), then the total for the column is given.
Note: You can perform several employee reports. See the Reports Overview section of this User's Guide for a
complete list.
Printing Percent Retained Information
To print percent retained information, perform the following steps:
1. Run the Percent Retained report, as described above. From the Percent Retained report, from
the File pull-down menu, select click Print. The Print Options screen will appear.
2. Enter your print option selections, and then click Print.
Mailing
Mailing Overview
The Mailing feature allows you to create a client mailing list that you may print directly to gum mailing
labels, save as a file, or view. This mailing list may be highly customized by sort criteria. For example,
you might create a list of female clients with May birthdays.
Creating a Custom Mailing List
To create a custom mailing list, perform the following steps:
1. Click the Mailing button/icon or select Mailing from the Clients pull-down menu. The Mailing
screen will appear.
2. In the Select Clients to Include section, by checking the appropriate box(es), select the clients
to include.
3. Click Next.
4. In the Purchase History section, make the appropriate selections:
a. By checking the appropriate box, you can choose to include clients that have purchased
any of the products, services, or packages listed in the table.
b. Click the Add button to add a product, service, or package. The Look Up screen will
appear. Select the item and click OK.
c. Select if the purchase date is before, after, or on a certain date.
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d. By checking the appropriate box, you can also choose to include clients who have not
purchased any of the above products, services, or packages since that date.
5. As you feel appropriate, you may choose to check or uncheck the following boxes:
6.
7.
8.
9.
10.
11.
• Only include clients that have a complete address entered
• Only include clients selected as "primary contact" in their profile
• Skip clients that have "Do not mail" selected in their profile
Click Next.
In the Print, Save, or View section, select to View the list. We recommend viewing the list first
before saving the file or printing directly to labels.
By checking the appropriate box, you can include a title in front of the name (i.e. Mr., Mrs., etc.)
Select how to order the information and click Next. The Mailing screen will appear with a list of
customers.
Review the information shown on the mailing report.
Click the Close button and see the sections below for instructions on how to print, view, e-mail, or
save the mailing addresses to a file.
Printing the Mailing List Directly to Labels
To print the mailing list directly to labels, perform the following steps:
1. Create your mailing list as described in steps 1-6 in the Creating a Custom Mailing List section,
shown above.
2. By checking the appropriate box, you can include a title in front of the name (i.e. Mr., Mrs., etc.).
3. Select how to order the information by selecting the appropriate choice.
4. In the Print, Save, or View section, select to Print the list and click Next.
5. In the Select Label Type section, make the appropriate label selection from the label description
drop-down menu, and edit if desired (click Edit This Label make any changes and click OK) and
click Next.
6. In the Select Additional Information to Include section, check or uncheck the appropriate
selections. Select your font size and click the Finish button.
7. The Print Options screen will appear.
8. Make the appropriate print option selections and click Print.
Saving the Mailing List to a File
To save the mailing list to file, perform the following steps:
1. Create your mailing list as described in steps 1-6 in the Creating a Custom Mailing List section,
shown above.
2. By checking the appropriate box, you can include a title in front of the name (i.e. Mr., Mrs., etc.).
3. Select how to order the information by selecting the appropriate choice.
4. In the Print, Save, or View section, select to Save the list and click Next.
5. The Select File to Create screen will appear. Select where to save the file and in the File name:
field, type in your file name. Click the Save button.
6. Click the Finish button.
7. Your file will be saved as a .doc or .txt file and you can open it using a spreadsheet or a word
processor program.
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Viewing the Mailing List
To view the mailing list, perform the following steps:
1. Create your mailing list as described in steps 1-11 in the Creating a Custom Mailing List
section, shown above.
Creating a List of Client E-mail Addresses
To create a list of clients' e-mail addresses to paste into your e-mail program so you can send out a mass
e-mail, perform the following steps:
1.
2.
3.
4.
Click the Mailing icon or from the Clients pull-down menu, select Mailing.
By checking the appropriate box(es), select the clients to include.
Click Next.
In the Purchase History section, make the appropriate selections:
a. By checking the appropriate box, you can choose to include clients that have purchased
any of the products, services, or packages listed in the table.
b. Click the Add button to add a product, service, or package. The Look Up screen will
appear. Select the item and click OK.
c. Select if the purchase date is before, after, or on a certain date.
d. By checking the appropriate box, you can also choose to include clients who have not
purchased any of the above products, services, or packages since that date.
5. When doing an e-mail, as you feel appropriate, you may choose to check or uncheck the
following boxes:
6.
7.
8.
9.
10.
11.
12.
• Only include clients that have a complete address entered
• Only include clients selected as "primary contact" in their profile
• Skip clients that have "Do not mail" selected in their profile
Click Next.
Select View, to view the list or copy e-mail addresses to the Windows clipboard.
By checking the appropriate box, you can include a title in front of the name (i.e. Mr., Mrs., etc.)
Select how to order the information and click Next. The Mailing screen will appear with a list of
customers.
From the File pull-down menu, select Copy E-mail Addresses.
Open up your e-mail program (for example Outlook or AOL e-mail) and in the field where you
usually type in e-mail addresses, select Paste (you can paste by pressing Control, holding
Control down and pressing the "v" key on the keyboard).
Type in your title and body of the e-mail and send it.
Creating a List of Client E-mail Addresses
To create a list of clients' e-mail addresses to paste into your e-mail program so you can send out a mass
e-mail, perform the following steps:
1.
2.
3.
4.
Click the Mailing icon or from the Clients pull-down menu, select Mailing.
By checking the appropriate box(es), select the clients to include.
Click Next.
In the Purchase History section, make the appropriate selections:
a. By checking the appropriate box, you can choose to include clients that have purchased
any of the products, services, or packages listed in the table.
b. Click the Add button to add a product, service, or package. The Look Up screen will
appear. Select the item and click OK.
c. Select if the purchase date is before, after, or on a certain date.
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d. By checking the appropriate box, you can also choose to include clients who have not
purchased any of the above products, services, or packages since that date.
5. When doing an e-mail, as you feel appropriate, you may choose to check or uncheck the
following boxes:
6.
7.
8.
9.
10.
11.
12.
• Only include clients that have a complete address entered
• Only include clients selected as "primary contact" in their profile
• Skip clients that have "Do not mail" selected in their profile
Click Next.
Select View, to view the list or copy e-mail addresses to the Windows clipboard.
By checking the appropriate box, you can include a title in front of the name (i.e. Mr., Mrs., etc.)
Select how to order the information and click Next. The Mailing screen will appear with a list of
customers.
From the File pull-down menu, select Copy E-mail Addresses.
Open up your e-mail program (for example Outlook or AOL e-mail) and in the field where you
usually type in e-mail addresses, select Paste (you can paste by pressing Control, holding
Control down and pressing the "v" key on the keyboard).
Type in your title and body of the e-mail and send it.
Client Referrals
Client Referral Overview
Salon Iris contains the ability to track which clients are referred by an existing client. You can view reports
that contain this information and/or use the mailing report to print mailing labels so a "thank you" letter or
coupon can be mailed to the client that referred a new client. The sections below explain how to use the
referral process.
Existing Client Referring a New Client
When a new client enters the business, ask him or her how he or she heard about the business. If an
existing client referred him or her, you can record the referral by performing the following steps:
1. Add or edit the new client.
2. Clicking the History tab.
3. In the Referral Client section, press the Select button to select the client that referred him or her.
The Find Client screen will appear.
4. Type in the existing client's name that referred him or her and press OK. If the More Than One
Client Found screen appears, select the client and press OK.
5. Click the Save button when finished editing the client.
Steps to Credit Clients Who Deserve Referral Credit
Some businesses offer a perk, such as a $5 off coupon, for clients who refer another client. After
recording who referred the new client, as described in the Existing Client Referring a New Client
section, above, perform the following steps to give all clients (who deserve referral credit ) referral credit:
1. Run Report #58, which is described in the Client Referrals Who Were Not Credited Yet Report
section, shown below. A list of clients who were not credited yet will appear.
2. Manually give the clients the appropriate referral perk. Some examples of referral perks are as
follows: mailing out $5 off coupons and adjusting client balances to show a credit.
3. Then, go to the Clients pull-down menu and select Credit Clients for Referrals. All clients that
have not been credited, will be marked as receiving credit for their referral.
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Client Referrals Who Were Not Credited Yet Report
Salon Iris allows you to create a report of a list of referrals that were not credited yet. To generate this
report, perform the following steps:
1.
2.
3.
4.
Go to the Reports pull-down menu and click Clients.
Then, select Client's Referrals - Not Credited (Report #58).
From the File pull-down menu, select Print, to print the list.
The Printing Options screen will appear. Make your selections and click Print. You now have a
printed list that you can use when crediting clients who deserve referral credit.
Crediting All Clients Who Have Not Received Credit for a Referral
To credit all clients who have not received credit for a referral, perform the following steps:
1. Manually give the clients the appropriate referral perk. Some examples of referral perks are as
follows: mailing out $5 off coupons and adjusting client balances to show a credit.
2. From the Clients pull-down menu, select Credit Clients for Referrals.
3. All clients that have not been credited, will be marked as receiving credit for their referral.
All Client Referrals Report
Salon Iris allows you to create a report of all client referrals.
1. Go to the Reports pull-down menu and select Clients. Select Clients Referrals - All (Report
#57).
2. The Clients Referrals - All screen will come up and show all of the client referrals. Click OK
when finished viewing.
3. You can also go to the Reports pull-down menu and select Clients. Select Clients Referrals
with Totals - All (Report #100). The Options screen will appear. Make the date selection and
click OK. This will show a list of all client referrals with total amount spent. Click OK when
finished.
Profit and Loss
The profit and loss report provides the comprehensive tools for analyzing the income, expense, and net
profit for your business. This report is only available in the Professional and Network packages of Salon
Iris.
To run this report, follow the steps below:
1.
2.
3.
4.
From the Reports pull-down menu, select Totals.
Select Profit and Loss. The Profit and Loss screen will appear.
Select the date range.
As you feel appropriate, check or uncheck the Include sales transactions box. This box should
be checked if you do not record sales deposits in the General Ledger. If you do record sales
deposits in the General Ledger, then these General Ledger entries will represent your business's
income.
5. Select how payroll will be calculated in the profit and loss report. Choose from the following:
• Include payroll from General Ledger entries
• Include payroll from saved payroll calculations
• Do not include payroll
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6. In the General Ledger section, in the Include column, check or uncheck the General Ledger
entries that you would like to include in the calculation. Usually, General Ledger entries include
utility payments and other business expenses, so we recommend including these in the
calculation.
7. After making these selections, press the OK button. Click the Close button when finishing
viewing the Profit and Loss report.
Below is a sample of the report that will appear:
Selection Detail Level - Manually
You may change the amount of detail displayed under each heading by pressing on the + or - symbols
next to the heading name.
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Selection Detail Level - Automatically
You may change the amount of detail displayed by going to the Detail pull-down menu and selecting
Level 1, 2, 3, or 4. Level 4 has the greatest detail and Level 1, the least.
Note: The backbar products that you have taken out of inventory (i.e. sold to the Back Bar client) are already
accounted for in the Profit and Loss report if you chose to include payments made to the suppliers in the
General Ledger.
Note: You can print, copy, or save the Profit and Loss report. If you select to copy the report (to copy, go to
the File pull-down menu and select Copy), the information is copied to the clipboard. Next, you can open a
spreadsheet and paste (hit Control + v on the keyboard) in the information. If you selected Save As, you can
save the information as a .txt file and open in a spreadsheet.
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Getting Started
Resources and Room Scheduling
Resources Overview
A resource is any object that is used to support your business. The purpose of the Resources feature in
Salon Iris is to allow you to schedule and track the use of your resources in the Salon Iris Appointment
Book feature.
Examples of resources are as follows:
•
•
•
Tanning beds
Treatment rooms
Massage chairs
The Resource screen is where you add, edit, and delete resources.
To access the Resources screen, click Edit Resources from the Employees pull-down menu.
Adding a Resource
To add a resource, perform the following steps:
1. Select Edit Resources from the Employees pull-down menu or click the Resources button/icon
located on the toolbar. The Resources screen will appear.
2. On the Resources screen, click the Add Resource button. The Add Resource screen will
appear.
3. Enter the appropriate information on the Contact tab. The Name: can be any phrase that easily
identifies the resource such as, "Treatment Room 1" or "Massage Room 1." The information in
the Contact Information section can be used to track a person that is responsible for
maintaining the resource.
4. Click the Service Limitations tab. If you wish to have no service limitations set, select This
resource can perform all services, then skip to step 6.
5. If you wish to set limitations for which services should be scheduled with this resource, follow the
steps below. Setting service limitations with a resource does not prevent a service from being
scheduled with a resource, but rather will determine what services will be listed as a search result
when using the Look Up screen (available by pressing F12 on the keyboard or by double clicking
the ID column on the Ticket Information screen) when this resource is selected as the employee
when scheduling an appointment.
a. Select This resource CANNOT be used for all services (select for more details).
b. If you wish to add specific services that the resource can perform, in the Single Services
section, click the Add Service button. Select the service and click OK.
c. Repeat step b for each service you wish to add.
d. If you wish to add services based on service categories, in the Service Categories Available Categories section, a list of your service categories will appear. The Service
Categories&emdash;Available Categories section is generated from all the categories
that were used for services when they were entered on the General tab while adding or
editing each service.
e. Select the service category, such as massage or face treatment, and click the Add
button.
f. The added service category will now appear in the Used Categories section.
g. Repeat steps e-f for each service category you wish to add.
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Resources and Room Scheduling
6. Click the Display Options tab. Click the appropriate boxes to control which screens the
resources are shown on:
7.
8.
9.
10.
11.
• Show resource when using the Ticket Search feature
• Show resource on Scheduling screen
• Show resource on the Appointment Book
• Show resource on the Ticket Modify screen
You can also click the Linked Services tab to view any services that are linked with this resource
or add new links. A service that is linked to a resource means that the service will require that this
resource be used when scheduling an appointment. The appointment must book both an
employee and a resource. Therefore, (when creating an appointment for the service that is linked
to a resource) the resource will be automatically added to the ticket (in addition to the employee
performing the service) and have time blocked out for the appointment.
You can click the Add Service Link button to add a service that is linked to this resource. Select
the service and click OK.
Repeat step 8 for each service that you wish to link to a resource.
The services entered and shown on the Linked Services tab are usually the same as the
services entered and shown on the Service Limitations tab. For example, if services A and B
are the services entered and shown on the Linked Services tab, then usually, on the Service
Limitations tab, services A and B would be entered and shown as the services the resource can
perform. However, in theory it is possible to have a resource that can perform all services on the
Service Limitations tab, but is only linked to service C on the Linked Services tab.
Click the OK button.
Note: From the Ticket Information screen, in the Employee column, if you select the resource and then
double click in the ID column, only services that the resource is allowed to perform will appear on the Look
Up screen.
Note: When a service is added or edited, links to resources can also be added through the Linked
Resource tab. When editing a resource, the information you entered on the Linked Resources tab (when
adding or editing a service) will also be shown on the Linked Services tab.
Editing a Resource
To edit a resource, perform the following steps:
1. Select Edit Resources from the Employees pull-down menu or click the Resources button/icon
located on the toolbar. The Resources screen will appear.
2. On the Resources screen, click the Edit Resource button (or double click on the resource in the
list). The Edit Resource screen will appear.
3. Make the appropriate changes.
4. Click the OK button when finished.
Deleting a Resource
To delete a resource, perform the following steps:
1. From the Resources screen, click to highlight the resource to be deleted.
2. Click the Delete Resource button located on the upper left of the Resources screen.
3. If the resource is not linked to any services, the Are You Sure? screen will appear. If the
resource is linked to a service, a warning screen will appear reminding you that if you delete this
resource, it will no longer be linked to that service.
4. Click the Yes button to permanently delete the resource from the database.
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Resources and Room Scheduling
Scheduling a Resource
There are two ways to schedule a resource:
1. Schedule the times when the resource is available. This is to be used when determining
appointment availability times.
2. Schedule the resource on an open ticket. This is used when the customer calls and actually
wants an appointment scheduled.
See the sections below for complete instructions on how to do this.
Scheduling Times When a Resource is Available
The Scheduling feature allows you to enter when a resource is available. This is generally any time your
business is open. This information is extremely useful in scheduling appointments and when using the
Appointment Book feature.
To schedule a resource, perform the following steps (please note adding and editing the schedule for a
resource is identical to adding and editing the schedule for an employee):
1. Click the Schedule button/icon located at the top of the screen or from the Employees pull-down
menu, select Scheduling . The Scheduling screen will appear.
2. Go to the Date section at the bottom of the Scheduling screen and select from the following
choices:
• Upcoming week
• Single date
• Range, from start to end, using the pop-up calendar to make the date selections.
3. Look at the white grid in the center of the Scheduling screen. The names of resources that you
have selected for scheduling will appear on the left in a column with a Res: before the resource
name. (See the Adding a Resource section in this User's Guide if you need to add a resource).
4. In the same row where the resource name is found (to the right of the resource’s name) and
underneath the appropriate date that you would like to edit the schedule for, click to highlight the
cell, and then click on the Edit Schedule button in the upper left portion of the screen. The
Modify Schedule window will appear.
5. In the Modify Schedule screen, in the Status section, select if the resource is working (available)
or off (not available) that day.
6. In the Working Hours section, click the mouse in the Start field and enter the resource's normal
starting (available) time. Note that if it is a morning starting (available) time, you must enter AM
or "a." Also, while even hour times may be entered as simply one number; minutes must be
separated from hours when entering an incremental time. (For example, valid entries for times
could be 9a for 9:00 AM, while 9:30 AM could be entered as 9.30a, 9.30am, or 9;30a.) Only enter
in the times the resource is available. Do not include non-available times such as cleaning times
and non-available times. For example, entering 9:00 AM to 12:00 PM then 1:00 PM to 5:00 PM
will indicate that the resource is not available from noon to 1:00 PM.
7. In the End field, enter the resource's ending availability time and click the Add button. You can
add multiple start and ending times for a resource to reflect cleaning time or other time off. For
example, you might have a resource that is available from 9:00 AM to 11:00 AM and 12:30 PM to
4:00 PM, because cleaning takes place from 11:00 AM to 12:30 PM.
8. Continue adding start and end times until you have entered the resource's availability schedule
for that day.
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Resources and Room Scheduling
9. To enter in a recurring schedule (so you do not have to enter in each day's schedule over and
over), perform the following steps:
a. Toward the top, in the Date section, you can press the Recurring button. The
Recurring Dates screen will appear.
b. Click the Add Multiple Dates button. The Add Multiple Dates screen will appear.
c. Select the start of recurrence and end of recurrence dates.
d. In the Recurrence section, select if you want the recurrence to be:
• Daily, then select how many days you would like the schedule to recur.
• Weekly, then select the day of the week and how often you would like the weekly
schedule to recur.
• Monthly, then select the day of the month you would like to monthly schedule to
recur.
e. You can click the Test button to view the dates that will be added.
f. Press OK when done to return to the Recurring Dates screen.
g. Press OK to return to the Modify Schedule screen.
10. Press OK when done entering in the schedule.
Note: From the Scheduling screen, click the Employee Order button to edit the order that the resources
appear in the Scheduling screen.
Note: Click the Print Single Employee Schedule button to print resource schedules on different pages.
Copying and Pasting Schedules
To copy and paste resource schedules, perform the following steps:
1. Click the grid cell that you would like to copy the schedule for.
2. Click the Copy Grid Cell button.
3. Click in the grid cell that you would like the schedule copied to. To select multiple cells to copy to,
click in the first grid cell that you would like the schedule copied to, hold down the Shift key while
taking the mouse and moving it to highlight all cells that you desire.
4. Click the Paste Grid Cell button.
Color Coding Resources' Schedules
The Scheduling screen allows for color codes for various reasons for resources non-availability. The
color codes include:
•
•
•
•
•
•
•
Working (which means available)
Off: Regular Day
Off: Vacation Day
Off: Illness
Off: Personal Business
Off: Other Reason
No Schedule Entered
To color code the resources' schedules, perform the following steps:
1. In the Color Codes section (at the bottom of the Scheduling screen), double click on the box
containing the item to change the color for. For example, on the Working box.
2. The Color screen will appear. Select the new color and click OK.
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Resources and Room Scheduling
3. Repeat steps 1-2, above, for each reason why the resource is not available.
Scheduling a Resource to Be Used on an Open Ticket
You can add a resource on an open ticket. This will reserve the resource to be used. For example, you
can reserve Treatment Room 1 when a facial is performed on an open ticket. To schedule a resource to
be used, perform the following steps:
1. First, you should link all resources that can be used with a service for each service that requires
that a resource be used. Instructions for linking services to resources can be found in the Adding
a Resource or Adding a Service sections of this guide.
2. Add a ticket as you normally would. On the Ticket Information screen, in the ID column, type in
the Service ID that you wish to schedule.
3. When you type in the Service ID (that has a linked resource to it), Salon Iris will automatically
add the linked resource to the ticket, depending on what you have selected on the service for how
to schedule the resource.
4. Continue to schedule the ticket as you normally would.
Note: You can manually add a resource on an open ticket by first entering in the service to be performed and
the employee. On the line beneath, in the Employee column, select the resource; then, in the ID column,
enter in the Service ID.
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Getting Started
Services
Services Overview
Services, such as haircuts and perms, are tracked on the Services screen. To access the Services
screen, click on the Services button/icon, located at the top of any Salon Iris main screen. When adding
or editing a service, the Add Service/Edit Service screen is divided into eight main tabs:
1. General
Inside the General tab, the service is tracked by the following headings/identifiers:
•
•
•
•
•
•
•
Service ID, up to an 18-digit alpha numeric identification.
Description, the service description.
Price, the price charged for the service. If this is a pre-paid service, this is the price per
visit.
Taxable, the tax status of the product.
Inactive, if the service is no longer sold, then check this box.
Category, the service category.
Length of Time, time it takes to perform a service including the processing time.
Processing time may or may not be selected. For example, a haircut has no processing
time, but a perm may have a 30 minute setup time, a 30 minute processing time, which is
the length of time the perm solution needs to process before it can be rinsed, and finally, a
45 minute finish time.
2. Balances
Earn or lose tanning minutes and/or client credit used/earned every time a ticket is closed for this service.
3. Bonus & Backbar
In this section, you can enter backbar and commission bonus amounts. Backbar is the cost of the
materials used for the service. See the Backbar section in this User's Guide for more information on
backbar.
•
•
In the Employee Backbar section, enter the backbar amount for this service. You can
use the Exceptions button to have unique backbar amounts for different employees.
In the Employee Bonus section, enter the amount of currency the employee will receive
(or lose) for each sale in addition to commission. The commission bonus is a currency
amount that is added/subtracted to the employee's regular commission. You can use the
Exceptions button to have unique bonus amounts for different employees. Please see
the Payroll section of this User's Guide for more information on how to setup payroll and
employee's commission rates.
4. Links
If a service requires a particular product to be purchased, you may enter the ID of these products (up to
three) in this section. When you add this service to a ticket, the product(s) you selected will be entered
automatically.
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Services
5. Pre-Paid Quantities
When a service is sold, you can specify the default value a customer is purchasing and using. For
example, a Quantity Purchased amount of 5 and Quantity Used amount of 1 will indicate that the client
will purchase five of these services ahead of time, and then come in and use the service balance one at a
time for five visits before having to pay for the service again.
6. Loyalty Points
Loyalty points are given when a service is sold. See the Loyalty Points section of this User's Guide for
complete instructions.
7. Commission
You can set exceptions for the commission rate of the service. Or, when the dual commission system is
used, you can set up the commission received when this service is sold or performed. See the Payroll
section of this User's Guide for more details on commission.
8. Linked Resources
For ease of scheduling, resources (such as rooms, tables, machines, etc.) can now be linked with a
service. Whenever a service is scheduled, the resource will automatically appear on the open ticket and
avoid you from having to enter in the resource separately.
Adding a Service
To add a service, perform the following steps:
1. From the Services screen (which is accessed by clicking the Services icon or selecting Edit
Services from the Products and Services pull-down menu), click the Add Service button. The
Add Service window will appear.
Note: For pre-paid services, the total price of the "package" should be divided by the Quantity Purchased:
field on the Pre-Paid Quantities tab. For example, if a service includes five treatments to be used over the
course of five appointments, and costs $100, the price would be $20. The price of $20 will be multiplied by 5
on the ticket to equal $100.
2. Enter the appropriate information into each of the eight tabbed areas: General, Balances,
Bonus & Backbar, Links, Pre-Paid Quantities, Loyalty Points, Commission, Linked
Resources. An explanation of each tab is shown below.
General Tab
1. Click the General tab.
2. Enter the Service ID, Description, Price, and tax status of the service. (The Service ID may be
a maximum of 18 alphanumeric characters. For example, HC, could be used as a Service ID for
a haircut.). See the Exceptions section below for an explanation of the Exception buttons.
3. Enter the amount of time the service normally takes, in minutes. Processing time may or may not
be selected. For example, a haircut has no processing time, but a perm may have a 30 minute
setup time, a 30 minute processing time, which is the length of time the perm solution needs to
process before it can be rinsed, and finally, a 45 minute finish time. See the Exceptions section
below for an explanation of the Exception button.
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4. To use Service Category Color Codes on the appointment book, select a Category for the
service. You may add additional categories by clicking the Edit button and then adding a new
category by pressing the Add button.
5. Click the Balances tab to continue configuring your service or click Save to use other features in
Salon Iris.
NOTE: If you enter, for example, a Setup Time of 30 minutes for a haircut, 30 minutes will be used as the
default time for the service each time a ticket is created. See the Tickets section of this User's Guide for
information on appointment tickets.
Note: If you change a service price or backbar amount for a service, you will be automatically prompted if you
want to update all open tickets with this new price.
Balances Tab
1. Click the Balances tab.
2. In the Tanning section, from the drop-down box for When this service is sold, select from the
following choices:
• Don't change client's remaining tanning time
• Add to the client's tanning time
• Subtract from the client's tanning time
3. In the Balance section, When this service is sold, you may select from the following choices:
• Don't change client's balance
• Add to the client's balance (i.e. credit the business), or
• Subtract from the client's balance (i.e. credit the client)
4. For example, you may offer a special that each time a client receives a haircut, he/she will
receive $1 toward the next service. To configure Salon Iris to perform this, when editing a service,
in the Balances section, you would select subtract from the client's balance. Then, for the
amount to subtract, you would enter $1. Every time a ticket is closed with a haircut, Salon Iris will
give the client $1 credit.
5. Click the Bonus & Backbar tab to continue configuring your service or click Save to use other
features in Salon Iris.
Bonus & Backbar Tab
1. Click the Bonus & Backbar tab.
2. In the Backbar: field, enter the backbar amount. Backbar is the amount of product used to
perform a service and will be the amount deducted from the amount the employee will receive
commission on for this service.
3. In the Bonus: field, enter the commission bonus amount (if any). The commission bonus is the
amount of money the employee will receive (or lose) for each service sold in addition to
commission configured in payroll.
4. To enter a bonus or backbar exception, click the Exceptions button in the appropriate field
(either Employee Backbar or Employee Bonus field).
• Click the Add button. Click on the employee and click OK.
• Type in the appropriate amount and click OK.
• See the Payroll portion of the User's Guide for information on how bonuses and backbar
are used in payroll calculations.
5. Click the Links tab to continue configuring your service or click Save to use other features in
Salon Iris.
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Services
Links Tab
1. Click the Links tab.
2. In the Product ID 1:, Product ID 2:, and Product ID 3: fields, enter the product ID if this service
requires a purchase of a specific product. Up to 3 product ID's can be entered. See the Adding
Products section of this User's Guide for details on products.
3. Click the Pre-Paid Quantities tab to continue configuring your service or click Save to use other
features in Salon Iris.
Pre-Paid Quantities Tab
1. Click the Pre-Paid Quantities tab.
2. In the Quantity Purchased: field, enter in the total number of treatments/services that are
purchased on the first visit. In the Quantity Used: field, enter in the number of
treatments/services used during each visit. Usually this amount is 1.
3. Click the Loyalty Points tab to continue configuring your service or click Save to use other
features in Salon Iris.
Loyalty Points Tab
1. Click the Loyalty Points tab.
2. See the Loyalty Points area of this User's Guide, which is located in the Clients section, for
complete instructions.
3. Click the Commission tab to continue configuring your service or click Save to use other
features in Salon Iris.
Commission Tab
1. Click the Commission tab. See the Payroll portion of this User's Guide for instructions on
commissions.
2. Click the Linked Resources tab to continue configuring your service or click Save to use other
features in Salon Iris.
Linked Resources Tab
1. Click the Linked Resources tab to link a resource to a service.
2. The Available Resources section will display all resources that you have entered. If no
resources are shown, exit out of the services screen, go to the Resources screen and create
your resources. If you have resources shown, skip to Step 3.
3. Click on the resource to link to this service and click the Add button. The resource will now be
shown in the Linked Resources section. For example, you may want to link a massage service
to the massage table resource. If you have more than one massage table, you can link the
service, "massage" to the following resources: massage table 1, massage table 2, massage table
3, etc.
4. If you have more than one resource selected in the Linked Resources section, you have two
options as how to schedule the resource:
• Autopopulate resource based on availability. Salon Iris will look at the schedule of
the first resource in the Linked Resources section and if the first resource's schedule is
busy, it will look at the 2nd resource, 3rd resource, etc. until an opening is found.
• Prompt me for which resource to use based on availability. Salon Iris will look at the
schedules of all the resources listed in the Linked Resources section and prompt you for
which resource to use.
5. After configuring the service's General, Balances, Bonus & Backbar, Links, Pre-Paid
Quantities, Loyalty Points, Commission, and Linked Resource tabs, click Save.
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Exceptions Button
The Exceptions button can be used to set a unique price, time to perform service, backbar amount,
bonus amount, and/or commission amount for each employee. In other words, each employee can have
a different service price, time to perform service, backbar amount, bonus amount, and/or commission
amount. To use the Exceptions button, perform the following steps:
1.
2.
3.
4.
5.
In the appropriate field, click the Exceptions button.
Click Add.
Select the employee and click OK.
Enter the appropriate value for the employee that you selected and click OK.
Click OK again to return to the Edit Service/Add Service screen.
Editing a Service
To edit a service, perform the following steps:
1. From the Services screen (which is accessed by clicking the Services icon or selecting Edit
Services from the Products and Services pull-down menu), click on the service you wish to
edit.
2. Click on the Edit Service button.
3. Make the appropriate changes and click Save.
Backbar
Backbar represents the amount of the store's supplies that are used to perform in-shop services. For
each service performed by an employee, that employee may earn a commission based on a formula of
(price minus backbar) times commission percentage.
Example
A store charges its clients $50 for a coloring and pays its employees 50% commission for all services.
The store owner estimates that during a typical coloring, $10 worth of dyes is used. The store owner may
create a service category in Salon Iris called Coloring, with a price of $50 and a backbar of $10. Based
on the above formula, the employee would earn ($50-$10) times 50%, or $20.
Tracking BackBar Product Inventory
The recommended way to track backbar product inventory is shown below:
1. Add a ticket and when it asks for which client this ticket is for, press the Back Bar button on the
Find Client screen.
2. In the ID field, enter all backbar products that you wish to remove from inventory. Because
backbar was selected for the client, Salon Iris should change the price to $0.
3. Close the ticket.
4. The items will be taken out of inventory. When your Profit and Loss report is run, if you choose
to include General Ledger transaction entry payments to the supplier who supplies these
products, the amount spent on backbar is already part of the profit and loss calculation.
5. If you wish to run a report to see how much your store has used in backbar products, perform the
following steps:
a. Go to the Reports pull-down menu and select Products.
b. Select Backbar Product Usage - Grouped by Category. This is report #94.
c. Select the range of dates and click OK.
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d. Report #94 allows you to view the total quantity and wholesale price of backbar products
used.
6. In addition, you can also search for the client called, "Back Bar " and view a total spent on
backbar items and all products that were taken out of inventory and used for backbar.
Deleting a Service
To delete a service permanently from the database, perform the following steps:
1. From the Services screen (which is accessed by clicking the Services icon or selecting Edit
Services from the Products and Services pull-down menu), click to highlight the service to be
deleted.
2. Click the Delete Service button, which is located at the upper left of the Services screen.
3. The Are You Sure? screen will appear.
4. Click the Yes button to permanently delete the item from the database.
Printing a List of Services
To print a list of services, perform the following steps:
1. Click the Services button/icon or from the Products and Services pull-down menu select Edit
Services. The Services screen will appear.
2. From the Services screen, sort to the desired display. You may right click on a column heading,
such as Service ID, and select Customize View. You can use the Add and Remove buttons to
move any additional items that you would like to show into the Display column. Click the OK
button to return to the Services screen.
3. Click the Print List button. The Printing Options screen will appear.
4. Enter your print option selections, and then click Print. What is shown on the screen will be
printed.
Note: From the Printing Options screen, you can use the Print Preview or Properties buttons.
Service Reports
The Reports section in this User's Guide has information on the reports that Salon Iris contains.
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Mark Up Services
The price of one or more services can be easily increased or decreased by a percentage. This makes
"across the board" price changes simple.
To use the markup function, follow these steps:
1. Go to the Services screen. This can be done by selecting Edit Services from the Products and
Services pull-down menu
2. Using the mouse, highlight the services to be marked up. To select multiple services (but not all
services), hold the Control key and select each service with the mouse.
3. Click the Markup button on the left-hand side of the screen.
4. Confirm your selections and press Yes.
5. Enter the percentage amount you wish to increase each service. If you would like to decrease
the price, enter a negative number.
6. Press OK.
7. Confirm that you have entered the correct percentage, and press Yes.
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Getting Started
Tickets and Appointments
Tickets Overview
The Tickets feature tracks all of the day-to-day operations of your business. Tickets contain information
on scheduled appointments and a complete history of previous appointment activity.
You can access the Tickets screen by pressing the Tickets icon/button or by going to the Tickets pulldown menu and selecting Edit Tickets.
The main Tickets screen contains the following information:
1. Open tickets. These are lists of appointments for services scheduled, but not yet performed.
Tickets can also contain products. Open tickets are NOT used in any reporting calculations
because no payment has been received yet.
2. Closed tickets. You have the option of whether or not to display closed tickets. A ticket becomes
closed after a service is performed and the customer pays for the service and/or product. Closed
tickets are used when calculating reports, such as totals, commission, top spending clients, etc.
A closed ticket is the record of the service rendered or product purchased.
3. By adding or editing an open or closed ticket, the Ticket Information screen is opened. The
Ticket Information screen serves several purposes:
• It contains the appointment scheduling information.
• It details products and services associated with the specific appointment.
• It tracks all personnel, costs, taxes, discounts, coupons, tips, gift certificates, and gift
cards associated with the appointment.
• It tracks payment information and calculates change.
• It may be printed as a customer receipt.
Ticket Information Display
All tickets in your database, open or closed, are displayed in the center of the Tickets screen; this is
called the Tickets summary table. The open or closed status is determined by the Status section,
located in the lower right side of the screen.
•
•
Open tickets describe products and services scheduled, in progress, or not yet completed.
Closed tickets describe services completed/products purchased and paid for.
The default ticket information display includes the following information:
•
•
•
•
•
•
•
Ticket ID, a tracking number automatically assigned when a new ticket is added. Adding tickets
is described later in this User's Guide.
Date Scheduled, date of the scheduled appointment.
Description, description of the scheduled service.
Price, price of the scheduled service.
Start Time, the scheduled start time of the appointment.
Last Name, the last name of the client.
Employee Name, the employee scheduled to perform the service.
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Search for Tickets by Client Name and Service or Product Description
The Search for Tickets section allows you to search for tickets based on client first name, client last
name, description of service or product, and/or the employee performing the service. To do a ticket
search, perform the following steps:
1. Be sure the Status, Date Range, Display, and Picture sections are set to the appropriate
settings. See the sections below for instructions.
2. In the Search for Tickets section, click the Search button. The Search screen will appear. Enter
in the client's name and/or the description of the product or service on the ticket. Click the OK
button.
3. All clients matching the search criteria will appear in the center of the Tickets screen.
4. Click the Clear Search button if desired to clear the search you just performed.
Search for Tickets by Date Range
The Date Range section allows you to search for tickets based on the date. You can select from the
following date choices:
•
•
•
•
•
•
Today's tickets
Yesterday and before
Tomorrow's tickets
Range
Single Date
All dates
Search for Tickets by Status
The Status section allows you to search for tickets based on the status of the tickets. You can search by
status based on the following criteria:
•
•
•
•
Open, open tickets describe products and services scheduled, in progress, or not yet completed.
Closed, closed tickets describe services completed/products purchased and paid for.
All, all tickets, including open, closed, and voided tickets.
Voided, voided tickets are no longer valid tickets.
Search for Tickets by Picture
The Picture section allows you to search for tickets based on if the client has a "before" or an "after"
picture. You can check or uncheck the boxes as appropriate.
Display
The Display section allows you to decide to show the ticket information list as a detailed or a summary
view:
1. The Detailed view shows the following information:
• Ticket ID
• Date Scheduled
• Description
• Price
• Start Time
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• Last Name
• Employee Name
2. The Summary view shows the following information:
• Ticket ID
• Date Scheduled
• First Name
• Last Name
• Client Home Phone
• Client Work Phone
• Client Cell Phone
• Total
3. You can select to show more information in the Tickets summary table, by performing the
following steps:
a. Right click on a column heading, such as Ticket ID, and select Customize View.
b. In the Display tab, in the Available column, click on the item to add and click the Add
button.
c. Repeat step b for each item you would like displayed.
d. Click OK when finished.
Quick Show
The Quick Show section allows you to show the following tickets with one click of a button:
•
•
•
•
Today's Open, today's open tickets.
Today's Closed, today's closed tickets.
All, all tickets.
All Void, all voided tickets.
Find Ticket
The Find Ticket section allows you to do the following:
•
•
You can view, print, or delete recent tickets.
You can search for a ticket by entering the Ticket ID number and pressing the Enter key.
Ticket Information
Ticket Information Fields
The Ticket Information screen can be accessed by adding or editing a ticket. The Ticket Information
screen holds all of the information about a client's appointment or a product being purchased. To access
the Ticket Information screen, perform the following steps:
1. Click the Tickets button/icon or select Add New Ticket from the Tickets pull-down menu.
2. Then, press the Add Ticket button to add a ticket and enter in the client's name and press OK. If
more than one client is found, select the client from the More Than One Client Found screen
and click OK. Or, double click on an existing ticket to edit it.
3. The Ticket Information screen will appear.
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The Ticket Information screen is divided into eight main sections:
1. Assignment Information, this includes the date scheduled and referral. The No Show button is
also located here. See the No Show section of this User's Guide for information on client no
shows.
2. Client Information, this includes the client name, balance, and buttons that you can click on to
view previous purchases, formula history, and other information about the client.
3. Picture, optionally display and take "before" and "after" pictures.
4. Appointment Details, includes the employee performing the service, time, products, pricing, tax,
backbar, quantity purchased, quantity used and any discounts.
5. General, includes comments, gift certificate, gift card, coupon, created by, and confirmation
information.
• For more information, see the Gift Certificates section of this User's Guide.
• For more information, see the Gift Card section of this User's Guide.
• For more information, see the Coupons section of this User's Guide, which is located in
the Ticket Information section.
• For more information, see the Created By section of this User's Guide, which is located in
the Ticket Information section.
• For more information, see the Confirmed section of this User's Guide, which is located in
the Ticket Information section.
6. Totals, you can see applicable taxes and how much currency is due.
7. Tender, this is where you enter in the amount of currency received and the tender type. Salon
Iris will calculate the amount of change due.
8. Action buttons, such as Schedule/Leave Open, CheckOut/Close, etc.
The Assignment Information, Client Information, Picture, and Appointment Details sections are
described in detail, below. The other portions of the Ticket Information screen are described in other
areas of this User's Guide, as described in step 5, above.
Assignment Information
The Assignment Information section is located in the upper left corner of the Ticket Information
screen.
To complete the Assignment Information section, perform the following steps:
1. Click the Tickets button/icon or select Add New Ticket from the Tickets pull-down menu
2. Then, press the Add Ticket button to add a ticket and enter in the client's name and press OK. If
more than one client is found, select the client from the More Than One Client Found screen
and click OK. Or, double click on an existing ticket to edit it. The Ticket Information screen will
appear. If you just added a ticket, Salon Iris will have assigned a Ticket ID number and shows
the status as Open.
3. Enter the scheduled date in the Date Scheduled: field. There will be a default date in this field
you can override in three ways:
• Type the date directly in the information box.
• Use the down arrow on the right side of the box to access a drop-down calendar for date
selection.
• Click the Select Default Date button. The Ticket Options screen will appear producing
the following default date choices for new tickets. Select the date and click the OK
button.
• Today's date
• Tomorrow's date
• Last date entered (with field showing date)
• This date (with field and drop-down calendar for selection)
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Note: The default date setting can be a time-saver in making ticket entries. You can, for example set the
default for Today in the morning when there are open times available, then change to Tomorrow, or the next
day that the business is open as the day progresses and times become unavailable.
4.
To schedule a recurring appointment, perform the following steps:
a. Click the Recurring Appointment button. The Recurring Dates screen will appear.
Then, click the Add Multiple Dates button.
b. In the Start of Recurrence section, enter the Start date for the recurring appointments.
You may enter your choice of starting date directly, or use the down arrow to the right to
use a calendar to select the date.
c. In the End of Recurrence section, select either of the following choices:
• To have the schedule end after a specific number of appointments, click on the
circle to the left of the End after: field and enter a number in.
• To end on a specific date, click on the circle to the left of the End on or before:
field, and enter a date. You may enter your choice of date directly, or use the
down arrow to the right to use a calendar to select the date.
d. In the Recurrence section, choose from the following:
• To schedule the appointments in intervals of a specific number of days, click on
the circle to the left of Daily. This will cause the heading for the section to the
right to change to Daily and produce the Every field for entry of the desired
interval in days. Enter in how often the recurrence should be. For example,
entering in 3 in the Every field will produce an interval of an appointment to recur
every 3 days.
• To schedule the appointments in intervals of a specific number of weeks, click on
the circle to the left of Weekly. This will cause the heading for the section to the
right to change to Weekly. Check the day(s) of the week that you would like to
have this appointment recur on. In the Every field, enter the number of weeks
between appointments. For example, entering 2 in the Every field and checking
Tuesday would schedule this appointment for every other Tuesday.
• If you would like to schedule the appointments in intervals of a specific number of
months, click on the circle to the left of Monthly. This will cause the heading for
the field to the right to change to Monthly.
i.
To have an appointment to be on a specific date in the month, click on
the circle to the left of Day, and enter the date and monthly interval in the
appropriate boxes. For example, if you want to schedule for the 5th of
every other month, you would enter 5 in the first box, and 2 in the second
box.
ii.
To have an appointment to be on a specific day of the month, click on
the circle to the left of The, and make the appropriate entries in the three
boxes to the right. Use the down arrows to make pull-down entry
selections in the first two boxes and enter the monthly interval in the last
box. For example, selecting Third in the first box, Friday in the second
box, and enter the number 2 in the last box, would produce a schedule of
appointments on the third Friday of every other month.
e. Use the Test button, located in the lower left of the Add Multiple Dates screen to view
the schedule you created.
f. When you have completed the entries on the Add Multiple Dates window, click the OK
button to return to the Recurring Dates screen and the OK again to return to the Ticket
Information screen.
g.
A ticket with recurring appointments should be scheduled via the
Schedule/Leave Open button.
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Warning: Do not press the Check Out/Close button to close a ticket when the ticket includes
recurring appointments or the appointments scheduled on recurring dates will be scheduled as
closed tickets.
5. Move to the Referral field and click the down arrow to the right of the Referral field to reveal the
referral options menu. The four default referral choices are:
•
•
•
•
Request, where a previous customer is returning with a request for a specific employee.
This selection is at the top of the list, making it the default field name in the initial setup.
New, a new customer with no specific employee request.
New Request, a new customer requesting a specific employee.
Transient, a customer visiting the business on a one-time basis.
6. The Referral list can be customized to include different or additional options by going to the
Tickets pull-down menu and selecting Edit Lists then Referral. From that menu, you may add
or remove referrals, edit names, modify order of presentation or put a blank at the top of the list.
7. Putting a blank at the top of the Referral list causes some windows to open with a blank default
setting, forcing the operator to make a specific entry before closing the window; this eliminates
the problem of default settings being ignored, and therefore inadvertently entered as correct.
8. Move to the Client Information section.
Client Information
The Client Information section is located in the upper right of the Ticket Information screen. Salon Iris
will have already entered the Client's ID number and name, since you selected the client when adding
the ticket. This section is useful in adding new tickets, as it allows you to look up previous appointment
information to determine client history and preferences. For example, you could press the Purchases
button to determine what products the client normally purchases.
To access the client information click on one of the four button options:
•
•
•
•
View Info, view the client's information
Purchases, view the client's previous purchases
Edit Info, edit the client's information, such as address or phone number
Formula Hist, view the client's formula history
You can also click the Change button to select a different client for this appointment. You may now move
to the Picture or Appointment Details section.
Picture
The Picture section will show a "before" and "after" picture for each client. See the Pictures section of
this User's Guide for instructions on taking pictures. You can now move to the Appointment Details
section.
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Appointment Details
The Appointment Details section is the large information grid located in the center area of the Ticket
Information screen; it contains multiple columns for entering details and cost information on all products
and services associated with the appointment.
To complete the Appointment Details section, perform the following steps:
1. Click on the Employee column, the first box on the left. Use the down arrow to view the pulldown employees menu, and click on the employee that will be performing the ticket service.
2. Move to the Start column and enter the desired service starting time. Salon Iris will have entered,
as a default, the time the ticket was added, assuming an immediate start.
3. Move to the ID column and enter the appropriate Product ID or Service ID. You can move to this
and other points in the field by clicking on the desired point or using the arrow keys (up, down,
left, right) to go to the next field. If you are unsure of the correct Product ID or Service ID,
double click in the ID column. This will produce the Look Up screen, which displays a complete
list with details of your business's products and services as described below:
a. In the Display section, located in the lower-left portion of the window, there are choices
of displaying the following items: (Click the circle to the left of the appropriate choice.)
•
Products
• Services
• Packages
• Products and Services
• Backbar Products
• All Products, Services, and Backbar Products.
b. In the Show Only section, you can select to display items by their product or service
category or services that can be performed by particular employees. See the Adding an
Employee section of this User's Guide for more information regarding applying employee
service limitations.
c. In the Sort List By section, located in the lower-right portion of the window, there are the
following choices of sorting by: (Click the circle to the left of the appropriate choice).
• Name
• ID
• Price
d. In the Search section, you may enter an ID, or a partial product or service description.
Your search will be limited to the criteria described in the field; if there is a previous entry
in this field, or if you do not want this search limitation, click the Clear button.
e. With the above fields set, use the arrows or slide bar to the right of the information field to
locate the appropriate product or service. Click on that item, to highlight, the click on the
OK button to return to the Ticket Information screen.
4. Note that after entries in the Employee, ID, and Start Time columns, Salon Iris will have made
automatic (default) entries in the remaining columns for that line. You may change any entry item
by moving to the appropriate box and entering the new information. These column entries are as
follows:
a. Mins, the time in minutes that the selected employee normally takes to perform that
service. See the Adding an Employee section of this User's Guide for information on
setting service time.
b. Type, could be any of the following:
• P- Product
• S - Service or service setup time
• X - Service processing time
• F - Service finish time
• E - Resource linked to a service
• R - Product return (add to inventory)
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• D - Product return (do not add to inventory)
• V - Service return
• G - Gift certificate purchase
• L - Loyalty points reward
• M - Multi-ticket checkout
• C - Client credited
• T - Amount due transferred to client's balance
• N - Note or comment
c. Description, the product or service description.
d. Price, the price of the product or service.
e. Tax, the taxable status of the product or service.
f. Backbar, the cost of products used in performing a service.
g. Qnt Purch, quantity purchased, the number of products or services being purchased
under that specific ID or description.
h. Qnt Used, quantity used, the number of products or services being used during this visit.
i. Discount, the discount being offered for the product or service. For example, you may
be offering a special $2.00 off discount on some items. To enter percentage discount,
enter the percentage sign (for 10% off, enter 10% in the Discount column).
j. Total, the total price for the product or service entered under that ID. This will reflect the
normal price, less any offered discounts.
k. Commission Based On, enter the price that the employee's commission should be
based on, if different from the total of the product or service.
5. If there are additional products or services associated with this appointment, move to the second
line of the Appointment Details grid and continue entries. If you are entering a product, or, if the
same employee is to perform the service, you may start with the ID column. You may frequently
have multiple employees listed, as one may do a service A and another a service B.
6. Having completed the Appointment Details section, you may click on the Schedule/Leave
Open button located at the lower right hand corner of the screen to schedule the appointment or
continue adding additional information.
Note: Product and service commissions are calculated using the Commission Based On column on a ticket,
not the Total column.
No Show Button
A client is labeled as a no show if he or she does not show up for his/her appointment and does not call to
cancel or reschedule.
Recording a No Show Client on an Appointment Ticket
To record a no show client on an appointment ticket, perform the following steps:
1. If a client fails to appear for a scheduled appointment, open the client's ticket and press the No
Show button in the upper left corner of the ticket.
2. The Are You Sure? screen will appear. Click the Yes button.
3. The ticket will be closed and the no show will be recorded in the client's history.
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Viewing a Client's No Show History
To view a client's no show history, perform the following steps:
1. Edit the client and click the History tab.
2. Click the View No Show Report button. View the information and press OK.
3. Press Save when finished.
Running a Report of All No Shows
To look at all clients and determine a list of no shows, perform the following steps:
1.
2.
3.
4.
From the Reports pull-down menu, select Clients.
Then, select Report #111, No Show Reports for All Clients.
Select the range of dates and click the OK button.
Click the OK button when finished.
Created By
The Created By: field is located at the lower left corner of the Ticket Information screen. The Ticket
Information screen is accessed by adding or editing an appointment. The Created By: field identifies
the person or method used to remind a client of an upcoming appointment.
To use this feature, perform the following steps:
1. Add or edit a ticket, so the Ticket Information screen appears. Move to the General section.
2. In the Created By: field, click on the down arrow. This will produce a drop-down list that is initially
set with the following choices:
• Main desk
• Walk up
• Phone In
3. Select your choice.
4. The Created by list can be customized to include different or additional options by performing the
following steps:
a. Press the Edit button, located to the right of the Created by: field.
b. The Created By Types screen will appear. Press the Add button.
c. Type in the new name of the created by type, such as an employee's name.
Click the OK button.
d. Repeat steps b-c for each created by type that you would like to add.
e. You can click on a created by type and use the Move Up and Move Down
buttons as needed to re-order the list.
f. Click OK when finished revising your list.
5. Continue editing or adding your appointment ticket as needed.
Note: The top entry in the list of choices in the Created By Types screen will be the default entry
on your Ticket Information screen.
Note: To see the date when a ticket was created and history, click the History button, located at
the lower left of the Ticket Information screen.
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Confirmed
The Confirmed: field is located at the lower left corner of the Ticket Information screen. The Ticket
Information screen is accessed by adding or editing an appointment. The Confirmed: field identifies
the person or method used to remind a client of an upcoming appointment
To use this feature, perform the following steps:
1. Add or edit a ticket so the Ticket Information screen appears. Move to the General section.
2. In the Confirmed: field, click on the down arrow. This will produce a drop-down list that is initially
set with the following choices:
• Phone (Direct)
• Phone (Answering Machine)
• In person
• E-mail
3. Select your choice.
4. The Confirmed list can be customized to include different or additional options by performing the
following steps:
a. Press the Edit button, located to the right of the Confirmed: field.
b. The Confirmation Types screen will appear. Press the Add button.
c. Type in the new name of the confirmed type, such as fax sent. Click the OK
button.
d. Repeat step c for each confirmation type that you would like to add.
e. You can click on a confirmation type and use the Move Up and Move Down
buttons as needed to re-order the list.
f. Click OK when finished revising your list.
5. Continue editing or adding your appointment ticket as needed.
Note: The top entry in the list of choices in the Confirmation Types screen will be the default
entry on your Ticket Information screen.
Note: To see the date when a ticket was created and history, click the History button, located at
the lower left of the Ticket Information screen.
Edit Change Type
The Ticket Information screen defaults to the following change types:
•
•
•
•
•
Cash
Visa
MasterCard
American Express
Discover
To edit or add change types, perform the following steps:
1.
2.
3.
4.
From the Tickets pull-down menu, select Edit Lists.
Select Change. The Change Types screen will appear.
Click the Add button to add in the change type. Click OK.
Repeat step 3 for each change type that you would like to add.
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5. Click OK when finished entering the new change type(s). Your revised choices will appear on the
Ticket Information screen when adding or editing tickets.
Tender
The Tender (or payment) section is located in the lower right of the Ticket Information screen. It
contains the following three information fields, which track the method of payment offered by the
client/payee:
•
•
•
Type, the type of payment offered.
Comments, if any.
Tender, the amount given to you by the client/payee.
Making an Entry in the Tender Section
To make entries in the Tender section, perform the following steps:
1. On the open ticket, click on the down arrow to the right of the Type: field to reveal the drop-down
payment type options list.
2. Click on the appropriate type description.
3. Click on the Comments: field and enter any comments.
4. Click on the Tender: field and enter the amount tendered. For example, if the customer presents
a $50 bill for payment, enter $50.
5. Close the ticket as you normally would.
Note: After the above entries are made in the Tender section, both the Tender and the Change will be
displayed in the Totals section, to the left.
Changing Tender (Payment) Types
The Ticket Information screen defaults to the following tender types:
•
•
•
•
•
•
Cash
Check
Visa
MasterCard
American Express
Discover
To edit or add tender types (payment types), perform the following steps:
1.
2.
3.
4.
5.
From the Tickets pull-down menu, select Edit Lists.
Select Payment. The Payment Types screen will appear.
Click the Add button to add in the payment type. Click OK.
Repeat step 3 for each payment type that you would like to add.
Click OK when finished entering the new payment type(s). Your revised choices will appear on
the Ticket Information screen when adding or editing tickets.
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Split Tender
The Split button in the upper left portion of the Tender section allows entry of two different types of
payments when closing a ticket. For example, a customer may want to pay part by cash and part by
check. To use this feature, perform the following steps:
1. From the open ticket, click the Split button, located in the Tender section. The section name will
change to Tender (Split Payment) and there will be two sets of tender entry fields. In addition,
the option button name will have changed to Single.
2. Make the appropriate Type 1 and Type 2 tender entries.
3. For example, suppose the total was $50. A customer might want to pay with a $20 bill and a
check for $30:
a. Type 1 entries would be Cash for the Type 1: field and $20 for the Tender 1: field.
b. While Type 2 entries would be Check for the Type 2: field and the amount of the check,
$30, for the Tender 2: field.
4. Close the ticket as you normally would.
Gift Certificates
For complete instructions and information on purchasing, viewing, tracking and redeeming gift certificates,
see the Gift Certificates section of this User's Guide.
Purchasing a Gift Certificate
Gift certificates are purchased from the Ticket Information screen. The Ticket Information screen is
accessed by adding or editing a ticket. To purchase a gift certificate, perform the following steps:
1. From the Ticket Information screen, click the Special button, located at the bottom right of the
screen. A drop-down menu will appear.
2. Select Purchase Gift Certificate from the menu. The Add Gift Certificate window will appear
with the ID that is automatically assigned. You can change the ID by clicking the Change ID
button. In the General section, fill in the following information:
a. The purchase cost. If there is no surcharge or discount applied to the gift certificate, click
to check the Make equal to currency value box before entering the purchase price;
clicking this box first will cause the currency value to update to equal the purchase price.
b. Status, as Open or Closed. The status will default to Open, since this is a new gift
certificate. The status becomes Closed when there are no more currency, products, or
services left to redeem.
c. Enter the currency value. The currency value of the gift certificate is a strict cash value
and is separate from any cash value inherent in products and services. The purchase
cost of the gift certificate may be different than its currency value depending on whether
the gift certificate also includes redeemable products and/or services.
3. Complete the To and From sections. The To and From sections are identical in setup and may
be completed in two ways:
a. Enter the first and last names of the gift certificate recipient and giver in the appropriate
fields, or
b. Click the Select button in each field. The Find Client window will appear. Complete this
window and click OK. For information on completing this window, see the Clients section
of the User's Guide.
4. If the purchaser desires the certificate to be used for specific products and services, move to the
Product and Services Savings section. (This section maintains a list of the specified goods and
services and enables the business to offer special currency or percent discounts on items
purchased on gift certificates.) Click the Add button. The Add Gift Certificate Item window will
appear. If no products or services are to be added on the gift certificate, then skip to step 5.
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5.
6.
7.
8.
a. In the Item section, enter the ID or click the Search button to search for the product
and/or service.
b. In the Quantity section, enter the quantity.
c. In the Discount Type and Amount section, enter applicable discounts as a percent
and/or currency.
d. After completing the Add Gift Certificate Item window, click OK to return to the Add Gift
Certificate window.
e. If desired, click the Add button to add additional products and/or services to the Product
and Services Savings section and repeat steps a-d.
In the Miscellaneous section, complete the expiration date, created date, and comments
information.
When the Add Gift Certificate window is complete, click OK to return to the Ticket Information
screen.
The Ticket Information screen will show the gift certificate as an entry on the ticket.
Close the ticket as you normally would.
Note: The recommended method to purchase gift certificates is from the Tickets screen. This method
creates a ticket associated with the gift certificate, which allows you to track how the gift certificate was paid
for. The other method is to create a gift certificate from the Gift Certificates screen. If you create a gift
certificate from the Gift Certificates screen, no record of how the gift certificate was purchased will exist.
Redeeming a Gift Certificate
To use a gift certificate to pay for a portion or all of products and/or services, perform the following steps:
1. On the open ticket, list all products and services that the customer is purchasing.
2. In the lower left corner, click the Redeem Gift Certificate button. The Gift Certificate
screen will appear.
3. Enter in the gift certificate number and click OK.
4. The Redeem Gift Certificate screen will appear.
5. If you are redeeming a currency (cash) value, click the Redeem Currency button. If not
(in other words, you are only redeeming products and/or services) skip to step 8.
6. The Enter Currency to Redeem screen will appear. Enter the currency to redeem and
click OK.
7. If you are not redeeming products and/or services, skip to step 11.
8. If you are redeeming products and/or services, in the Available Products and Services
section, all available products and services to use on this gift certificate will be listed.
Double click on the item you wish to redeem.
9. The Enter Quantity to Redeem screen will appear. Enter the quantity to redeem and
click OK. That item will now appear in the Selected Products and Services section.
You can use the Remove Item button, if needed.
10. Repeat steps 8-9 for all products and/or services that you wish to redeem.
11. Click OK after all currency, products, and/or services to redeem are selected and you will
be returned to the Ticket Information screen.
12. Close the ticket as you normally would.
Note: Use the Remove this gift certificate from this ticket button if desired.
Note: If you do not know the gift certificate number, you can look at a complete list of your business's gift
certificates by going to the Tickets pull-down menu and selecting Edit Gift Certificates.
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Coupons
The Redeem Coupon button is located at the lower left corner of the Ticket Information screen in the
General section. The Ticket Information screen is accessed by adding or editing a ticket.
To use a coupon to pay for a portion or all of products and/or services, perform the following steps:
1. On the open ticket, click the Redeem Coupon button. The Enter Coupon ID window will
appear.
2. Type in the Coupon ID and click OK to return to the Ticket Information screen.
3. Enter the amount of the discount in the in the Discount column (located in the center of the
Ticket Information screen). For a currency discount, for example, type in $5 in the Discount
column. For a percentage discount, for example, type in 10% in the Discount column on the
Ticket Information screen.
4. The Tax and Total fields will be automatically updated. Close the ticket as you normally would.
Note: To do reports based on coupons, go to the Reports pull-down menu and select Coupons. Each ticket
only allows the entry of one coupon.
Adding a Ticket
The Ticket Information screen can be accessed by adding a ticket. The Ticket Information screen
holds all of the information about a client's appointment or a product being purchased. To add a ticket,
perform the following steps:
1. Click the Tickets button/icon or select Add New Ticket from the Tickets pull-down menu.
2. Then, press the Add Ticket button.
3. The Ticket Information screen will appear.
The Ticket Information screen is divided into nine main sections:
1. Assignment Information, this includes the date scheduled and referral. The No Show button is
also located here. See the No Show section of this User's Guide for information on client no
shows.
2. Client Information, this includes the client name, balance, and buttons that you can click on to
view previous purchases, formula history, and other information about the client.
3. Picture, optionally display and take "before" and "after" pictures.
4. Appointment Details, includes the employee performing the service, time, products, pricing, tax,
backbar, quantity purchased, quantity used and any discounts.
5. General, includes comments, gift certificate, gift card, coupon, created by, and confirmation
information.
• For more information, see the Gift Certificates section of this User's Guide.
• For more information, see the Gift Card section of this User's Guide.
• For more information, see the Coupons section of this User's Guide, which is located in
the Ticket Information section.
• For more information, see the Created By section of this User's Guide, which is located in
the Ticket Information section.
• For more information, see the Confirmed section of this User's Guide, which is located in
the Ticket Information section.
6. Totals, you can see applicable taxes and how much currency is due.
7. Tender, this is where you enter in the amount of currency received and the tender type. Salon
Iris will calculate the amount of change due.
8. Action buttons, such as Schedule/Leave Open, Check Out/Close, etc.
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The Assignment Information, Client Information, Picture, and Appointment Details sections are
described in detail, below. The other portions of the Ticket Information screen are described in other
areas of this User's Guide, as described in step 5, above.
Assignment Information
he Assignment Information section is located in the upper left corner of the Ticket Information screen.
To complete the Assignment Information section, perform the following steps:
1. Click the Tickets button/icon or select Add New Ticket from the Tickets pull-down menu
2. Then, press the Add Ticket button to add a ticket and enter in the client's name and press OK. If
more than one client is found, select the client from the More Than One Client Found screen
and click OK. Or, double click on an existing ticket to edit it. The Ticket Information screen will
appear. If you just added a ticket, Salon Iris will have assigned a Ticket ID number and shows
the status as Open.
3. Enter the scheduled date in the Date Scheduled: field. There will be a default date in this field
you can override in three ways:
a. Type the date directly in the information box.
b. Use the down arrow on the right side of the box to access a drop-down calendar for date
selection.
c. Click the Select Default Date button. The Ticket Options screen will appear producing
the following default date choices for new tickets. Select the date and click the OK
button.
•
•
•
•
Today's date
Tomorrow's date
Last date entered (with field showing date)
This date (with field and drop-down calendar for selection)
Note: The default date setting can be a time-saver in making ticket entries. You can, for example set the
default for Today in the morning when there are open times available, then change to Tomorrow, or the next
day that the business is open as the day progresses and times become unavailable.
4.
To schedule a recurring appointment, perform the following steps:
a. Click the Recurring Appointment button. The Recurring Dates screen will appear.
Then, click the Add Multiple Dates button.
b. In the Start of Recurrence section, enter the Start date for the recurring appointments.
You may enter your choice of starting date directly, or use the down arrow to the right to
use a calendar to select the date.
c. In the End of Recurrence section, select either of the following choices:
• To have the schedule end after a specific number of appointments, click on the
circle to the left of the End after: field and enter a number in.
• To end on a specific date, click on the circle to the left of the End on or before:
field, and enter a date. You may enter your choice of date directly, or use the
down arrow to the right to use a calendar to select the date.
d. In the Recurrence section, choose from the following:
• To schedule the appointments in intervals of a specific number of days, click on
the circle to the left of Daily. This will cause the heading for the section to the
right to change to Daily and produce the Every field for entry of the desired
interval in days. Enter in how often the recurrence should be. For example,
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entering in 3 in the Every field will produce an interval of an appointment to recur
every 3 days.
• To schedule the appointments in intervals of a specific number of weeks, click on
the circle to the left of Weekly. This will cause the heading for the section to the
right to change to Weekly. Check the day(s) of the week that you would like to
have this appointment recur on. In the Every field, enter the number of weeks
between appointments. For example, entering 2 in the Every field and checking
Tuesday would schedule this appointment for every other Tuesday.
• If you would like to schedule the appointments in intervals of a specific number of
months, click on the circle to the left of Monthly. This will cause the heading for
the field to the right to change to Monthly.
i.
To have an appointment to be on a specific date in the month, click on
the circle to the left of Day, and enter the date and monthly interval in the
appropriate boxes. For example, if you want to schedule for the 5th of
every other month, you would enter 5 in the first box, and 2 in the second
box.
ii.
To have an appointment to be on a specific day of the month, click on
the circle to the left of The, and make the appropriate entries in the three
boxes to the right. Use the down arrows to make pull-down entry
selections in the first two boxes and enter the monthly interval in the last
box. For example, selecting Third in the first box, Friday in the second
box, and enter the number 2 in the last box, would produce a schedule of
appointments on the third Friday of every other month.
e. Use the Test button, located in the lower left of the Add Multiple Dates screen to view
the schedule you created.
f. When you have completed the entries on the Add Multiple Dates window, click the OK
button to return to the Recurring Dates screen and the OK again to return to the Ticket
Information screen.
g.
A ticket with recurring appointments should be scheduled via the
Schedule/Leave Open button.
Warning: Do not press the Check Out/Close button to close a ticket when the ticket includes
recurring appointments or the appointments scheduled on recurring dates will be scheduled as
closed tickets.
5. Move to the Referral field and click the down arrow to the right of the Referral field to reveal the
referral options menu. The four default referral choices are:
•
•
•
•
Request, where a previous customer is returning with a request for a specific employee.
This selection is at the top of the list, making it the default field name in the initial setup.
New, a new customer with no specific employee request.
New Request, a new customer requesting a specific employee.
Transient, a customer visiting the business on a one-time basis.
5. The Referral list can be customized to include different or additional options by going to the
Tickets pull-down menu and selecting Edit Lists then Referral. From that menu, you may add
or remove referrals, edit names, modify order of presentation or put a blank at the top of the list.
6. Putting a blank at the top of the Referral list causes some windows to open with a blank default
setting, forcing the operator to make a specific entry before closing the window; this eliminates
the problem of default settings being ignored, and therefore inadvertently entered as correct.
7. Move to the Client Information section.
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Client Information
The Client Information section is located in the upper right of the Ticket Information screen. Salon Iris
will have already entered the Client's ID number and name, since you selected the client when adding
the ticket. This section is useful in adding new tickets, as it allows you to look up previous appointment
information to determine client history and preferences. For example, you could press the Purchases
button to determine what products the client normally purchases.
To access the client information click on one of the four button options:
•
•
•
•
View Info, view the client's information
Purchases, view the client's previous purchases
Edit Info, edit the client's information, such as address or phone number
Formula Hist, view the client's formula history
You can also click the Change button to select a different client for this appointment. You may now move
to the Picture or Appointment Details section.
Picture
The Picture section will show a "before" and "after" picture for each client. See the Pictures section of
this User's Guide for instructions on taking pictures. You can now move to the Appointment Details
section.
Appointment Details
The Appointment Details section is the large information grid located in the center area of the Ticket
Information screen; it contains multiple columns for entering details and cost information on all products
and services associated with the appointment.
To complete the Appointment Details section, perform the following steps:
1. Click on the Employee column, the first box on the left. Use the down arrow to view the pulldown employees menu, and click on the employee that will be performing the ticket service.
2. Move to the Start column and enter the desired service starting time. Salon Iris will have entered,
as a default, the time the ticket was added, assuming an immediate start.
3. Move to the ID column and enter the appropriate Product ID or Service ID. You can move to this
and other points in the field by clicking on the desired point or using the arrow keys (up, down,
left, right) to go to the next field. If you are unsure of the correct Product ID or Service ID,
double click in the ID column. This will produce the Look Up screen, which displays a complete
list with details of your business's products and services as described below:
a. In the Display section, located in the lower-left portion of the window, there are choices
of displaying the following items: (Click the circle to the left of the appropriate choice.)
•
Products
• Services
• Packages
• Products and Services
• Backbar Products
• All Products, Services, and Backbar Products.
b. In the Show Only section, you can select to display items by their product or service
category or services that can be performed by particular employees. See the Adding an
Employee section of this User's Guide for more information regarding applying employee
service limitations.
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c.
In the Sort List By section, located in the lower-right portion of the window, there are the
following choices of sorting by: (Click the circle to the left of the appropriate choice).
• Name
• ID
• Price
d. In the Search section, you may enter an ID, or a partial product or service description.
Your search will be limited to the criteria described in the field; if there is a previous entry
in this field, or if you do not want this search limitation, click the Clear button.
e. With the above fields set, use the arrows or slide bar to the right of the information field to
locate the appropriate product or service. Click on that item, to highlight, the click on the
OK button to return to the Ticket Information screen.
4. Note that after entries in the Employee, ID, and Start Time columns, Salon Iris will have made
automatic (default) entries in the remaining columns for that line. You may change any entry item
by moving to the appropriate box and entering the new information. These column entries are as
follows:
a. Mins, the time in minutes that the selected employee normally takes to perform that
service. See the Adding an Employee section of this User's Guide for information on
setting service time.
b. Type, could be any of the following:
• P- Product
• S - Service or service setup time
• X - Service processing time
• F - Service finish time
• E - Resource linked to a service
• R - Product return (add to inventory)
• D - Product return (do not add to inventory)
• V - Service return
• G - Gift certificate purchase
• L - Loyalty points reward
• M - Multi-ticket checkout
• C - Client credited
• T - Amount due transferred to client's balance
• N - Note or comment
c. Description, the product or service description.
d. Price, the price of the product or service.
e. Tax, the taxable status of the product or service.
f. Backbar, the cost of products used in performing a service.
g. Qnt Purch, quantity purchased, the number of products or services being purchased
under that specific ID or description.
h. Qnt Used, quantity used, the number of products or services being used during this visit.
i. Discount, the discount being offered for the product or service. For example, you may
be offering a special $2.00 off discount on some items. To enter percentage discount,
enter the percentage sign (for 10% off, enter 10% in the Discount column).
j. Total, the total price for the product or service entered under that ID. This will reflect the
normal price, less any offered discounts.
k. Commission Based On, enter the price that the employee's commission should be
based on, if different from the total of the product or service.
5. If there are additional products or services associated with this appointment, move to the second
line of the Appointment Details grid and continue entries. If you are entering a product, or, if the
same employee is to perform the service, you may start with the ID column. You may frequently
have multiple employees listed, as one may do a service A and another a service B.
6. Having completed the Appointment Details section, you may click on the Schedule/Leave
Open button located at the lower right hand corner of the screen to schedule the appointment or
continue adding additional information.
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Note: Product and service commissions are calculated using the Commission Based On column on a ticket,
not the Total column.
Editing a Ticket
Editing an Open Ticket
To edit an open ticket, perform the following steps:
1.
2.
3.
4.
Click the Tickets button/icon or from the Tickets pull-down menu, select Edit Tickets.
Click on the ticket to edit, then click the Edit Ticket button.
The Ticket Information screen will appear.
Make the appropriate changes and click the Schedule/Leave Open button.
Editing a Closed Ticket
To edit a closed ticket, perform the following steps:
1. Click the Tickets button/icon or from the Tickets pull-down menu, select Edit Tickets.
2. Click on the closed ticket to edit, then click the Edit Ticket button. The Ticket Information
screen will appear.
3. Click the Edit button.
4. Make the appropriate changes and click the Save Changes button.
Note: You can control whether or not a closed ticket can be edited. To do this, perform the following steps:
1) From the Tools pull-down menu, select Options. 2) Click the Ticket Setup tab. 3) In the
Editing/Voiding/Deleting section, check or uncheck the Allow closed tickets to be edited box.
Re-opening a Closed Ticket
You can re-open a ticket once it is closed. To re-open a closed ticket, perform the following steps:
1.
2.
3.
4.
Click the Tickets button/icon or from the Tickets pull-down menu, select Edit Tickets.
Click on the ticket to edit, then click the Edit Ticket button.
Select the Edit button on the ticket.
Click the Re-Open button. The ticket will be reopened. You can now treat the ticket as an open
ticket.
Note: If you re-open the ticket, the products on the ticket will NOT be added back to inventory. Also, pre-paid
services will not be removed from the client. Re-closing the ticket will subtract the products from inventory
again and re-add or re-subtract pre-paid services to/from the client's balance. In general, for these reasons,
we do not recommend reopening a closed ticket if you can prevent it.
Note: You can control whether or not a closed ticket can be re-opened. To do this, perform the following
steps: 1) From the Tools pull-down menu, select Options. Click the Ticket Setup tab. Check or uncheck the
Allow closed tickets to be re-opened if the ticket can be edited box.
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Deleting a Ticket
What is the difference between a voided and a deleted ticket?
A voided ticket will not appear in any business totals or payroll reports, but a record of it will be tracked. A
deleted ticket is permanently removed from the database. Just like a voided ticket, no deleted ticket
information appears in payroll or totals reports. However, no record of the deleted ticket is kept.
To delete a ticket, perform the following steps:
1.
2.
3.
4.
Click the Tickets button/icon or from the Tickets pull-down menu, select Edit Tickets.
Click on the ticket to delete, then click the Delete Ticket button.
The Are You Sure? screen will appear.
Click the Yes button to permanently delete the ticket from the database.
A few notes:
1. Once you delete a ticket from the database, it is gone forever. You cannot recover it. However,
the ticket's history information could still remain in the database, depending on your setting on the
Options screen/Ticket Setup tab.
2. To be sure that you removed the deleted ticket's history, first delete the ticket (as described in
steps 1-4, above), then perform the following steps:
a. From the Tools pull-down menu, select Options.
b. Click the Ticket Setup tab.
c. Click the Remove History for Deleted Tickets Now button. All deleted tickets' histories
will be permanently removed from the database.
d. Note that you can also check or uncheck the Keep ticket history after a ticket is
deleted box. If you uncheck this box, then from this point on, steps a-c, above are not
necessary after you delete a ticket, since the ticket history will not be kept in the
database.
Note: You can control whether or not a ticket can be deleted. To do this, perform the following steps: 1) From
the Tools pull-down menu, select Options. 2) Click the Ticket Setup tab. 3) In the
Editing/Voiding/Deleting section, check or uncheck the Allow tickets to be deleted box.
Voiding a Ticket
What is the difference between a voided and a deleted ticket?
A voided ticket will not appear in any business totals or payroll reports, but a record of it will be tracked. A
deleted ticket is permanently removed from the database. Just like a voided ticket, no deleted ticket
information appears in payroll or totals reports. However, no record of the deleted ticket is kept.
To void a ticket, perform the following steps:
1. From the open ticket, press the Void button. Information recorded on the ticket will not appear in
totals or payroll reports, but a record of the voided ticket will be kept.
2. You can view tickets that were voided by selecting Void in the Status section on the main
Tickets screen.
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Note: Note: You can control whether or not a ticket can be voided. To do this, perform the following steps: 1)
From the Tools pull-down menu, select Options. 2) Click the Ticket Setup tab. 3) In the
Editing/Voiding/Deleting section, check or uncheck the Allow tickets to be voided box.
Multi Ticket Checkout
It is possible to close multiple tickets on one ticket. This is useful if you have a person bringing his or her
friends in for a bridal party, and he or she wants to pay for all services on one ticket.
To do a multi-ticket checkout, perform the following steps:
1. From the Tickets screen, click on the first ticket that you would like to include on the multi-ticket
checkout. The ticket should be highlighted once it has been selected. This will be the primary
ticket, which is the ticket that will hold the combined totals from the secondary tickets that will be
selected to do the multi-ticket checkout for.
2. Click the Multi-Checkout button.
3. If the Question screen appears, click Yes.
4. Adding a secondary ticket to the multi-ticket checkout can be done in two ways:
• Click the Add Another Ticket by ID button under the Secondary Ticket(s) section.
Type in the Ticket ID number and click OK.
• Click the Add Another Ticket by Browsing button. The Browse for Open Tickets
screen will appear. Select the ticket and click OK.
5. Repeat step 4 until all desired secondary tickets have been added.
6. Click the Finished button and click OK.
7. The Ticket Information screen for the primary ticket you selected will appear. The balance(s)
from the secondary ticket(s) you entered will be carried over to the balance from the primary
ticket that you have selected.
8. Close out the ticket as you normally would.
NOTE: You can use the Remove This Ticket as Primary Ticket and Set This Ticket as Primary Ticket
buttons as needed.
NOTE: If you make a mistake, use the Remove Selected Ticket button on the Multi-Ticket Checkout
screen.
NOTE: If you delete the ticket that the balance was carried over to (in other words, the primary ticket), the
tickets that were added to this ticket will still exist. Be very careful when deleting tickets that were used in a
multi-ticket checkout.
Multi Ticket Checkout
It is possible to close multiple tickets on one ticket. This is useful if you have a person bringing his or her
friends in for a bridal party, and he or she wants to pay for all services on one ticket.
To do a multi-ticket checkout, perform the following steps:
1. From the Tickets screen, click on the first ticket that you would like to include on the multi-ticket
checkout. The ticket should be highlighted once it has been selected. This will be the primary
ticket, which is the ticket that will hold the combined totals from the secondary tickets that will be
selected to do the multi-ticket checkout for.
2. Click the Multi-Checkout button.
3. If the Question screen appears, click Yes.
4. Adding a secondary ticket to the multi-ticket checkout can be done in two ways:
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•
5.
6.
7.
8.
Click the Add Another Ticket by ID button under the Secondary Ticket(s) section.
Type in the Ticket ID number and click OK.
• Click the Add Another Ticket by Browsing button. The Browse for Open Tickets
screen will appear. Select the ticket and click OK.
Repeat step 4 until all desired secondary tickets have been added.
Click the Finished button and click OK.
The Ticket Information screen for the primary ticket you selected will appear. The balance(s)
from the secondary ticket(s) you entered will be carried over to the balance from the primary
ticket that you have selected.
Close out the ticket as you normally would.
NOTE: You can use the Remove This Ticket as Primary Ticket and Set This Ticket as Primary Ticket
buttons as needed.
NOTE: If you make a mistake, use the Remove Selected Ticket button on the Multi-Ticket Checkout
screen.
NOTE: If you delete the ticket that the balance was carried over to (in other words, the primary ticket), the
tickets that were added to this ticket will still exist. Be very careful when deleting tickets that were used in a
multi-ticket checkout.
Scheduling Recurring (Standing) Appointments
To schedule a recurring appointment, perform the following steps:
1. While adding or editing a ticket, in the Assignment Information section on the Ticket
Information screen, click the Recurring Appointment button. The Recurring Dates screen will
appear. Click the Add Multiple Dates button.
2. In the Start of Recurrence section, enter the Start date for the recurring appointments. You
may enter your choice of starting date directly, or use the down arrow to the right to use a
calendar to select the date.
3. In the End of Recurrence section, select either of the following choices:
• To have the schedule end after a specific number of appointments, click on the circle to
the left of the End after: field and enter a number.
• To end on a specific date, click on the circle to the left of the End on or before: field, and
enter a date. You may enter your choice of date directly, or use the down arrow to the
right to use a calendar to select the date.
4. In the Recurrence section, choose from the following:
• To schedule the appointments in intervals of a specific number of days, click on the circle
to the left of Daily. This will cause the heading for the field to the right to change to Daily
and produce the Every field for entry of the desired interval in days. Enter in how often
the recurrence should be. For example, entering in 3 in the Every field will produce an
interval of an appointment to recur every 3 days.
• To schedule the appointments in intervals of a specific number of weeks, click on the
circle to the left of Weekly. This will cause the heading for the section to the right to
change to Weekly. Check the day(s) of the week that you would like to have this
appointment recur on. In the Every field, enter the number of weeks between
appointments. For example, entering 2 in the Every field and checking Tuesday would
schedule this appointment for every other Tuesday.
• If you would like to schedule the appointments in intervals of a specific number of
months, click on the circle to the left of Monthly. This will cause the heading for the field
to the right to change to Monthly.
a. To have an appointment to be on a specific date in the month, click on the circle
to the left of Day, and enter the date and monthly interval in the appropriate
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boxes. For example, if you want to schedule for the 5th of every other month,
you would enter 5 in the first box, and 2 in the second box.
b. To have an appointment to be on a specific day of the month, click on the circle
to the left of The, and make the appropriate entries in the three boxes to the
right. Use the down arrows to make pull-down entry selections in the first two
boxes and enter the monthly interval in the last box. For example, selecting
Third in the first box, Friday in the second box, and enter the number 2 in the
last box, would produce a schedule of appointments on the third Friday of every
other month.
5. Use the Test button, located in the lower left of the Add Multiple Dates screen to view the
schedule you created.
6. When you have completed the entries on the Add Multiple Dates window, click the OK button to
return to the Recurring Dates screen and the OK again to return to the Ticket Information
screen.
7.
A ticket with recurring appointments should be scheduled via the Schedule/Leave Open
button.
Warning: Do not press the Check Out/Close button to close a ticket when the ticket includes
recurring appointments or the appointments scheduled on recurring dates will be scheduled as
closed tickets.
Searching for and Sorting Tickets
All tickets in your database, open or closed, are displayed in the center of the Tickets screen; this is
called the Tickets summary table. The open or closed status is determined by the Status section,
located in the lower right side of the screen.
•
•
Open tickets describe products and services scheduled, in progress, or not yet completed.
Closed tickets describe services completed/products purchased and paid for.
The default ticket information display includes the following information:
•
•
•
•
•
•
•
Ticket ID, a tracking number automatically assigned when a new ticket is added. Adding tickets
is described later in this User's Guide.
Date Scheduled, date of the scheduled appointment.
Description, description of the scheduled service.
Price, price of the scheduled service.
Start Time, the scheduled start time of the appointment.
Last Name, the last name of the client.
Employee Name, the employee scheduled to perform the service.
Search for Tickets by Client Name and Service or Product Description
The Search for Tickets section allows you to search for tickets based on client first name, client last
name, description of service or product, and/or the employee performing the service. To do a ticket
search, perform the following steps:
1. Be sure the Status, Date Range, Display, and Picture sections are set to the appropriate
settings. See the sections below for instructions.
2. In the Search for Tickets section, click the Search button. The Search screen will appear. Enter
in the client's name and/or the description of the product or service on the ticket. Click the OK
button.
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3. All clients matching the search criteria will appear in the center of the Tickets screen.
4. Click the Clear Search button if desired to clear the search you just performed.
Search for Tickets by Date Range
The Date Range section allows you to search for tickets based on the date. You can select from the
following date choices:
•
•
•
•
•
•
Today's tickets
Yesterday and before
Tomorrow's tickets
Range
Single Date
All dates
Search for Tickets by Status
The Status section allows you to search for tickets based on the status of the tickets. You can search by
status based on the following criteria:
•
•
•
•
Open, open tickets describe products and services scheduled, in progress, or not yet completed.
Closed, closed tickets describe services completed/products purchased and paid for.
All, all tickets, including open, closed, and voided tickets.
Voided, voided tickets are no longer valid tickets.
Search for Tickets by Picture
The Picture section allows you to search for tickets based on if the client has a "before" or an "after"
picture. You can check or uncheck the boxes as appropriate.
Display
The Display section allows you to decide to show the ticket information list as a detailed or a summary
view:
1. The Detailed view shows the following information:
• Ticket ID
• Date Scheduled
• Description
• Price
• Start Time
• Last Name
• Employee Name
2. The Summary view shows the following information:
• Ticket ID
• Date Scheduled
• First Name
• Last Name
• Client Home Phone
• Client Work Phone
• Client Cell Phone
• Total
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3. You can select to show more information in the Tickets summary table, by performing the
following steps:
a. Right click on a column heading, such as Ticket ID, and select Customize View.
b. In the Display tab, in the Available column, click on the item to add and click the Add
button.
c. Repeat step b for each item you would like displayed.
d. Click OK when finished.
Quick Show
The Quick Show section allows you to show the following tickets with one click of a button:
•
•
•
•
Today's Open, today's open tickets.
Today's Closed, today's closed tickets.
All, all tickets.
All Void, all voided tickets.
Find Ticket
The Find Ticket section allows you to do the following:
1. You can view, print, or delete recent tickets.
2. You can search for a ticket by entering the Ticket ID number and pressing the Enter key.
Sorting Tickets
You can sort the list of tickets that you have displayed in the Tickets screen by any column heading.
Simply click on the column heading, such as Employee Name, to sort by that column.
You can also determine which information to display in the Tickets screen by performing the following
steps:
1. From the Tickets screen, right click on a column heading, such as Ticket ID.
2. Select Customize View. The Customize View screen will appear.
3. Click the Display tab and in the Available section, select the item that you would like to display
on the Tickets screen. Click the Add button and the item will appear in the Display section.
4. Repeat step 3 for each item that you would like displayed.
5. Click the OK button to return to the Tickets screen.
6. You can now click on any column heading to sort by that column heading.
Printing, Viewing, or Deleting the Most Recent Ticket Viewed
You may also print, view, and delete the last ticket viewed from the Tickets screen by going to the Find
Ticket section (located on the Tickets screen), and clicking the View, Print, or Delete buttons.
Receipt Printer Setup
See the Options - Hardware Setup (Cash Drawer and Receipt Printer) section of this User's Guide for
instructions on setting up your receipt printer.
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Printing Tickets
Receipt Printer Setup
See the Options - Hardware Setup (Cash Drawer and Receipt Printer) section of this User's Guide for
instructions on setting up your receipt printer.
Printing a List of Tickets
To print a list of tickets, perform the following steps:
1. Go to the Tickets screen, by clicking the Tickets button/icon or selecting Edit Tickets from the
Tickets pull-down menu. The Tickets screen will appear.
2. From the Tickets screen, select the appropriate settings in the Search for Tickets, Date Range,
Display, Status and Picture sections to display the list of desired tickets.
3. You can also select which ticket information to display, by right clicking on a column heading such
as Ticket ID and selecting Customize View. You can use the Add and Remove buttons to add
and remove what is shown in the Display column. Click the OK button to return to the Tickets
screen.
4. Click the Print button. The Print Format screen will appear.
5. Select Multiple tickets per page.
6. Click the Print button.
7. The Printing Options screen will appear. Make the appropriate printer and page range
selections and click the Print button. Whatever is displayed on the screen will be printed.
Printing a Traveler/Single Ticket Per Page
You can easily print a traveler ticket/single ticket per page. This printout is given to the employee and it
contains the client's notes, past purchases, and other important information. To print a traveler ticket,
perform the following steps:
1. Go to the Tickets screen, by clicking the Tickets button/icon or selecting Edit Tickets from the
Tickets pull-down menu. The Tickets screen will appear.
2. From the Tickets screen, select the appropriate settings in the Search for Tickets, Date Range,
Display, Status and Picture sections to display the list of desired tickets.
3. Click the Print button. The Print Format screen will appear.
4. Select Traveler/single ticket per page. You can select to Print all pages or Print selected
ticket(s).
5. The Printing Options screen will appear. Make the appropriate printer and page range
selections and click the Print button.
Note: It is very useful to print each day's open tickets. Copies containing various items of client Information,
including today's service, previous products and services purchased, formula history, and client photographs,
if available, may then be distributed to the scheduled employees.
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Pay Off Client's Balance/Adding Credit to a Client's Balance
Adding credit to a client's balance is useful if the client is putting a down payment (or a deposit) on a
procedure or service that your business offers. Or, adding credit to a client's balance can be performed
when the client wants to pay off his or her balance.
To add credit to (or payoff) a client's balance, perform the following steps:
1. From the Ticket Information screen (while adding or editing a ticket), click the Special button,
then select Client Balance, then Add Additional Credit/Pay Off Balance.
2. The Enter Credit Amount screen will appear. Enter in the amount and click OK.
3. Close the ticket.
Note: The client's used credit will appear in the Credits Received field in the Totals report.
Note: If a booth renter is selected on the ticket, as performing the service or selling the product, the Client
Balance feature is disabled.
Using a Client's Available Credit
To use a client's available credit toward his or her purchase, perform the following steps:
1. From the Ticket Information screen (after a product or service is entered on the open ticket),
click the Special button, then select Client Balance and then Use Available Credit.
2. The Enter Credit Amount screen will appear. Enter in the amount of credit to use and click OK.
3. The ticket will be adjusted by the appropriate amount. Close the ticket.
Note: The client's used credit will appear in the Credits Given field in the Totals report.
Note: If a booth renter is selected on the ticket, as performing the service or selling the product, the Client
Balance feature is disabled.
Adding Amount Due to Client's Balance
Sometimes you may wish to add the amount from a purchase to a client's balance. This may happen if a
loyal customer forgets his or her check book or wallet. You can add the amount due to the client's
balance and next time the client comes in, he or she can pay you.
If you wish to add the amount due on an open ticket to the client's balance, perform the following steps:
1. From the Ticket Information screen (after a product or service is entered on the open ticket),
enter the tender amount. This could be a currency amount (such as $0 or an amount due that is
less than the tender.
2. Click the Check Out/Close button. The Tender Less Than Total screen will appear.
3. Click the Record Amount Due button to close the ticket and add the amount due to the client's
balance.
Note: The amount due that was added to the client's balance will appear in the Credits Given section of the
Totals report.
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Note: If a booth renter is selected on the ticket, as performing the service or selling the product, the Client
Balance feature is disabled.
Returns
Salon Iris can accommodate product and service returns. When a customer returns a product, you may
select whether the quantity in stock should be increased by the quantity returned.
Processing a Product Return - Cash or Check
To process a product return and give the client cash back, follow the steps below:
1. Create a new ticket. The Ticket Information screen will appear.
2. In the Employee column, select an employee. The employee you select will lose commission for
the item being returned. If you do not wish any employee to lose commission, select the (none)
employee.
3. On the ticket, enter the ID of the product (double click in the ID column for that quick look-up) that
is being returned.
4. If the product will be returned to inventory, in the Type column, change the type from P to R
&endash; Product Return (Add to inventory).
5. If the product will not be returned to inventory, in the Type column, change the type from P to D Product Return (Do NOT add to inventory).
6. Repeat steps 2-5 for each additional item being returned.
7. Enter $0 for the tender amount.
8. Press the Check-Out/Close button and give the client his or her cash back.
Processing a Product Return - Credit Card Processing if Using X-Charge Software
To process a product return and give the client credit using X-Charge software, follow the steps below:
1. Create a new ticket. The Ticket Information screen will appear.
2. In the Employee column, select an employee. The employee you select will lose commission for
the item being returned. If you do not wish any employee to lose commission, select the (none)
employee.
3. On the ticket, enter the ID of the product (double click in the ID column for that quick look-up) that
is being returned.
4. If the product will be returned to inventory, in the Type column, change the type from P to R
&endash; Product Return (Add to inventory).
5. If the product will not be returned to inventory, in the Type column, change the type from P to D Product Return (Do NOT add to inventory).
6. Repeat steps 2-5 for each additional item being returned.
7. Enter $0 for the tender amount.
8. Press the Card button located underneath the Refund Type: field that has appeared in the
Totals section. You cannot use the Card button located in the Tender section to process a credit
card return. Swipe the client's card in the usual matter to process the refund.
Processing a Product Return - Using a Credit Card Processor Other Than X-Charge Software
To process a product return and give the client credit on his or her credit card using a processor other
than X-Charge software, follow the steps below:
1. Create a new ticket. The Ticket Information screen will appear.
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2. In the Employee column, select an employee. The employee you select will lose commission for
the item being returned. If you do not wish any employee to lose commission, select the (none)
employee.
3. On the ticket, enter the ID of the product (double click in the ID column for that quick look-up) that
is being returned.
4. If the product will be returned to inventory, in the Type column, change the type from P to R
&endash; Product Return (Add to inventory).
5. If the product will not be returned to inventory, in the Type column, change the type from P to D Product Return (Do NOT add to inventory).
6. Repeat steps 2-5 for each additional item being returned.
7. Run the card separately through your merchant's credit card reader/processor and apply the
credit. You may need to contact your credit card processor to figure out how to do this.
8. In Salon Iris, enter $0 for the tender amount. In the Totals section, in the Refund Type: field,
select the credit card type such as Visa, MasterCard, etc.
9. Press the Check-Out/Close button and your transaction will be recorded in Salon Iris, but it is
your credit card processing company that will actually be crediting the client.
Processing a Service Return - Cash or Check
To process a service return and give the client cash back, follow the steps below:
1. Create a new ticket. The Ticket Information screen will appear.
2. In the Employee column, select an employee. The employee you select will lose commission for
the item being returned. If you do not wish any employee to lose commission, select the (none)
employee.
3. On the ticket, enter the ID of the service (double click in the ID column for that quick look-up) that
is being returned.
4. In the Type column, change the type from S to V - Service Return.
5. Repeat steps 2-4 for each additional item being returned.
6. Enter $0 for the tender amount.
7. Press the Check-Out/Close button and give the client his or her cash back.
Processing a Service Return - Credit Card Processing if Using X-Charge Software
To process a service return and give the client credit using X-Charge software, follow the steps below:
1. Create a new ticket. The Ticket Information screen will appear.
2. In the Employee column, select an employee. The employee you select will lose commission for
the item being returned. If you do not wish any employee to lose commission, select the (none)
employee.
3. On the ticket, enter the ID of the service (double click in the ID column for that quick look-up) that
is being returned.
4. In the Type column, change the type from S to V- Service Return.
5. Repeat steps 2-4 for each additional item being returned.
6. Enter $0 for the tender amount.
7. Press the Card button located underneath the Refund Type: field that has appeared in the
Totals section. You cannot use the Card button located in the Tender section to process a credit
card return. Swipe the client's card in the usual matter to process the refund.
Processing a Service Return - Using a Credit Card Processor Other Than X-Charge Software
To process a service return and give the client credit using a processor other than X-Charge software,
follow the steps below:
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1. Create a new ticket. The Ticket Information screen will appear.
2. In the Employee column, select an employee. The employee you select will lose commission for
the item being returned. If you do not wish any employee to lose commission, select the (none)
employee.
3. On the ticket, enter the ID of the service (double click in the ID column for that quick look-up) that
is being returned.
4. In the Type column, change the type from S to V- Service Return.
5. Repeat steps 2-4 for each additional item being returned.
6. Run the card separately through your merchant's credit card reader/processor and apply the
credit. You may need to contact your credit card processor to figure out how to do this.
7. In Salon Iris, enter $0 for the tender amount. In the Totals section, in the Refund Type: field,
select the credit card type such as Visa, MasterCard, etc.
8. Press the Check-Out/Close button and your transaction will be recorded in Salon Iris, but it is
your credit card processing company that will actually be crediting the client.
Note: To add credit to a client's balance, see the Adding Credit to a Client's Balance section in this User's
Guide.
Note: On the Ticket Information screen, in the Employee column, only one booth renter can be selected on
a ticket for all products and services being purchased. In other words, multiple booth renters cannot be
selected on the same ticket. This is due to how information is held in the database, reporting is done, and the
ability to deposit credit card transaction amounts directly in each booth renter's bank account. If you do not
have booth renters, but have direct employees, then multiple employees can be selected on a ticket.
Tickets Options
You can access the Options Ticket Setup tab by going to the Tools pull-down menu, selecting Options,
and then clicking the Ticket Setup tab. The Ticket Setup tab is divided into five sections:
•
•
•
•
•
Scheduling, customize the way tickets are scheduled
Editing/Voiding/Deleting, customize how tickets are edited, voided, and deleted
Printing, customize how tickets are printed
Drag-and-Drop, enable or disable drag and drop
Other, configure discount and rounding options
Scheduling
To configure the way tickets are scheduled, perform the following steps:
1. Go to the Ticket Setup tab, which is found by going to the Tools pull-down menu, then Options
and clicking the Ticket Setup tab.
2. In the Scheduling section, click the Scheduling Options button. The Ticket Options screen
will appear. You have the option to warn the user or don't allow the following actions (you need
to check or uncheck the box(es) as you feel appropriate):
• Overlapping Appointments, this is sometimes called double booking since two or more
appointments may be booked at the same time
• Employee Not Working, if the employee is not scheduled to work
• Previous or Far Future Date, the date scheduled on the ticket is before today's date or
more than 2 years
• Light Night/Early Morning, the time scheduled on the ticket is before 8:00 AM or after
9:00 PM
3. Click OK to return to the Ticket Setup tab.
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4. Click the Other Options button. The Ticket Options screen will appear. Select one of the
following choices for a default date when creating a new ticket:
• Today's date
• Tomorrow's date
• Last date entered (with a pull-down menu)
• This date (the date you specify, with a pull-down menu)
5. Click the More Settings button. The More Ticket Options screen will appear. Check or uncheck
the appropriate ticket options (to be used when adding or editing a ticket):
6.
7.
8.
9.
• Put the cursor on 'Date Scheduled.' If not, put the cursor in ID column
• Do not prompt for the client's name. Always select 'Walk In' client
• Allow 'Walk In' to be selected when searching for a client
• Enter the current time in the 'Start' column when entering a service
• Notify if the client has a birthday or anniversary within 5 days
• Notify if the client has a balance (amount owed or amount credited)
• Bring up the 'Edit Client Info' screen every time a ticket is closed
• Require 'Created By' to be selected
• Show 'Commission Based On' column
Click OK when finished to return to the Ticket Options screen.
In the Previous Price for Services section, as you feel appropriate, check or uncheck the
following boxes:
• Use previous price for service
• Warn when using a previous price
In the Default Employee for New Tickets section, from the drop-down list, select which
employee you would like to use as a default when scheduling a new ticket.
Click OK to return to the Ticket Setup tab and continue configuring other ticket setup options by
going to the Editing/Voiding/Deleting section.
Editing/Voiding/Deleting
To configure the way tickets are edited, voided, and deleted, perform the following steps:
1. Go to the Ticket Setup tab, which is found by going to the Tools pull-down menu, then Options
and clicking the Ticket Setup tab.
2. In the Editing/Voiding/Deleting section, as you feel appropriate, check or uncheck the following
boxes:
• Allow tickets to be voided
• Allow closed tickets to be edited
• Allow tickets to be deleted. (Once tickets are deleted, they are permanently removed
from the Salon Iris database. However, unless you use the Remove History for Deleted
Tickets Now button, all ticket history is still stored in the Salon Iris database. The ticket
history is found by editing the ticket and in the lower left corner, clicking the History
button. For example, say you delete ticket #1000. Later, you do a search for that ticket
by ticket ID #. Salon Iris will prompt you that the ticket could not be found, but ticket
history exists and will ask if you would like to view the history.)
• Allow closed tickets to be re-opened if the ticket can be edited
• Keep the ticket history after a ticket is deleted
3. You can optionally click the Remove History for Deleted Tickets Now button to delete all ticket
history. The ticket history is found by editing the ticket and in the lower left corner, clicking the
History button.
4. Click OK to return to Salon Iris and use other features or continue configuring ticket setup options
by going to the Printing section.
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Printing
To customize how tickets are printed, perform the following steps:
1. Go to the Ticket Setup tab, which is found by going to the Tools pull-down menu, then Options
and clicking the Ticket Setup tab.
2. In the Printing section, click the Printing Options button. The Ticket Options screen will
appear.
3. As you feel appropriate, check or uncheck the following boxes:
• Print most recent picture of client (if available)
• Print client ID
• Print history
• Print employee's upcoming schedule
• Print up to ___ previous products and services (Select the number using the up and
down arrows.)
• Font size ___ (Select the font size using the up and down arrows.)
4. Click OK to return to the Ticket Setup tab and continue configuring other ticket setup options by
going to the Drag-and-Drop section.
Drag-and-Drop
With drag-and-drop, you can take an appointment ticket in the appointment book and drag it over to a
new time slot. Salon Iris gives you the ability to enable or disable this feature. To enable or disable
Drag-and-Drop, perform the following steps:
1. Go to the Ticket Setup tab, which is found by going to the Tools pull-down menu, then Options
and clicking the Ticket Setup tab.
2. In the Drag-and-Drop section, as desired, check or uncheck the appropriate boxes:
• Enable drag-and-drop
• Warn before allowing drag-and-drop
3. Click OK to return to Salon Iris and use other features or continue configuring ticket setup options
by going to the Other section.
Other
The Other section (located on the Ticket Setup tab) allows you to configure discount and rounding
options. To customize the discount and rounding options, perform the following steps:
1. Go to the Ticket Setup tab, which is found by going to the Tools pull-down menu, then Options
and clicking the Ticket Setup tab.
2. In the Other section, click the Discount Options button. The Ticket Options screen will appear.
This produces an information field, Maximum Discount, which allows you to select your
business's maximum discount on products and services. Also, if desired, you can designate one
employee exempt from that restriction.
3. If you have a normal maximum shop discount, check the box to the left of Limit discount
amounts on products and services to, and enter this percentage in the field on the right.
4. If you would like to designate one employee not subject to the above limitation, press the Select
button. The Select Employee screen will appear.
5. Select the appropriate employee and click OK. Note that this employee may be real or fictitious.
For example, you may add an employee called Wholesale or High Discount to satisfy the
designated employee requirement. See the Employees section in this User's Guide for
information on adding an employee.
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6. Check the box to the left of Automatically change ticket information to the above employee if
the above percentage is exceeded. It will be necessary to edit individual tickets if this box is
not checked.
7. Click OK to return to the Ticket Setup tab.
8. Click the Rounding Options button. The Ticket Options screen will appear. This will produce
an information field, Rounding, enabling you to round down or round off the ticket total currency
figure to your choice of increment. If you wish to round down figures, enter the appropriate
decimal value in the Round Down field. An explanation and example of rounding down are
shown on the screen. Note that since Salon Iris will round off totals after rounding down, so you
cannot have a value in the Round Off field when testing the round down, only, function.
9. If you wish to round off figures, enter the appropriate decimal value in the Round Off field. An
explanation and example rounding off are shown on the screen.
10. Click on the Test Rounding button. The Test screen will appear. Enter a currency amount in
the field at the bottom of the test screen, and click the OK button to see the rounded figure.
11. Click the OK button to return to the Test screen, where you may repeat the rounding test
procedure, or click the Cancel button to exit test rounding and return to the Ticket Options
screen.
12. Click OK to return to the Ticket Setup tab.
Note: After configuring your Scheduling, Editing/Voiding/Deleting, Printing, Drag-and-Drop, and Other
sections, click the OK button to return to using other features in Salon Iris, or click the Other tab to continue
configuring options.
Automatic E-mail Appointment Reminders
You can easily and automatically send clients automatic e-mail appointment reminders directly from
Salon Iris.
Automatic E-mail Reminder Configuration
To setup automatic e-mail reminders, perform the following steps:
1. From the Tools pull-down menu, select E-mail Reminder Configuration. The Reminder E-mail
Configuration screen will appear.
2. From the drop-down list, select the time frame of when to send out the e-mails:
• Clients who have an appointment within 24 hours
• Clients who have an appointment within 48 hours
• Clients who have an appointment within 72 hours
3. By checking or unchecking the appropriate box(es), select when to send the e-mails:
• When Salon Iris starts
• When Salon Iris exits
• Automatically throughout the day
4. Type in the Subject and Message of the reminder e-mail. Use the First Name, Last Name, etc.
buttons in the Insert section to insert the appropriate information into the reminder e-mail.
5. Click the Show Sample E-Mail button and make sure the e-mail is how you want it. Click OK.
6. Click the E-mail Setup button, located in the lower left. The E-mail Configuration screen will
appear.
7. In the From section, type in the Name and E-mail Address that your clients will see when they
receive an e-mail.
8. In the Account section, type in the SMTP Server, User Name, and Password. Your ISP
(Internet Service Provider) can provide you with this information. An ISP is the company that
provides your Internet access, such as your cable or DSL company.
9. Keep the Authentication as Automatic and the Port Number as 25 (AOL users should enter in
587).
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10. Press Send Test E-Mail and see if it works. E-mail the CMJ Designs Inc. Technical Support
dept. at [email protected] if you are having trouble with the test e-mail.
11. Click OK and you will be returned to the Reminder E-mail Configuration screen.
12. Click OK again to finish.
13. Next, you must make sure that the client is setup to receive the e-mails. Edit the client and click
the Contact Information tab.
14. Type in the client's e-mail address and in the lower right hand corner, be sure the Send
appointment reminders to: E-mail address box is checked.
15. Click Save.
Note: From the Reminder E-mail Configuration screen, you can click the Sent Mail tab to view sent emails.
Sending Automatic E-Mails
Depending on what you configured in step 3, above, Salon Iris will automatically send e-mails for you.
If you want to manually send e-mails at any time, from the Tools pull down menu, select Send E-mail
Reminders Now.
SMS Messaging
You also have the ability to do SMS (Short Message Service) messaging. SMS messages are text pages
or e-mails that go to the client's cell phones. If you would like a SMS message appointment reminder to
go to the client, perform the following steps:
1. Edit the client and click the Contact Information tab. In the SMS Text Number: field, enter in
the client's SMS text number. To determine the client's SMS text number, perform the following
steps:
a. Ask the client for his or her cell phone number. The phone number makes up the first
portion of the SMS text number.
b. Ask the client for his or her cell phone provider. An example of a cell phone provider
could be Sprint PCS, T-Mobile, Verizon Wireless, etc.
c. Using the information you gathered in steps a and b, look in the table below to determine
the SMS text number to enter in the Contact Information tab (in the SMS Text Number:
field) when editing a client. If you are having trouble with the information provided in the
table below (because the cell phone provider may have changed the SMS information
after this table was published), contact your cell phone provider and ask for the most
current SMS information.
Cell
Phone
Provider
Alltel
Bell
Mobility
Cingular
Wireless
(including
former
AT&T
SMS Text Number
[email protected]
Contact Bell Mobility for e-mail format
Example
[email protected] alltelmessage.com
1 + [email protected]
mobile.mycingular.com
Note: Former AT&T Wireless accounts
used this format:
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Tickets and Appointments
Wireless
accounts)
Rogers
Wireless
Sprint
PCS
T-Mobile
Telus
Mobility
Verizon
Wireless
Other
[area code] [phone number] @
mobile.att.net
Not sure which format to use? Contact
Cingular Wireless for more information
[email protected]
[email protected] pcs.rogers.com
[email protected]
[email protected]
messaging.sprintpcs.com
[email protected] t-mobile.net
[email protected] msg.telus.com
[email protected]
[email protected]
[email protected] msg.telus.com
[email protected] vtext.com
[email protected]
If you do not see your client's cell phone
provider on the list above, contact your
cell phone provider and ask for the SMS
information or visit
www.notepage.net/smtp.htm for a more
complete list of providers.
2. In the lower right hand corner, be sure the Send appointment reminders to: SMS address box
is checked.
3. Click Save.
4. Be sure that the Automatic E-mail Appointment Reminder Configuration, shown above, is
setup. Setting this up and following steps 1-3, above, will send SMS appointment reminders to
clients.
Printing/Viewing Deleting Future Appointments for a Client
There are two ways to print or view a client's future appointments:
1. On the receipt
2. When editing a client
Printing/Viewing Future Appointments on a Receipt
To print a client's future appointments on a receipt, see the Receipt Printing section of this User's Guide,
which is found by going to the Tools pull-down menu, selecting Options, then clicking the Hardware
Setup tab.
Printing/Viewing Future Appointments When Editing a Client
To print a client's future appointments (when editing a client), perform the following steps:
1.
2.
3.
4.
Edit the client.
Click the Purchases button.
Click the Upcoming Appointments tab.
Click Print. Click Yes or No to print entries with or without IDs and prices listed. Press OK when
finished. Press OK again to exit out of the Edit Client screen.
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Tickets and Appointments
Deleting Future Appointments
To delete a client's future appointments, perform the following steps:
1.
2.
3.
4.
Edit the client.
Click the Purchases button.
Click the Upcoming Appointments tab.
Click on the appointments to delete. If you would like to delete more than one appointment at a
time, hold down the Shift key and click all the appointments to delete.
5. Press the Delete Tickets(s) button.
6. The Are You Sure? screen will appear. Select Yes.
7. Press OK when finished and OK again to exit out of the Edit Client screen.
Creating an Appointment Call List
You can easily create a client upcoming appointment call list. To do this, perform the following steps:
1. Click the Tickets button/icon or select Edit Tickets from the Tickets pull-down menu.
2. Make the appropriate search selections such as:
• Status as Open
• Date Range selection
3. Once your list of appointments (tickets) appears, right click on the Ticket ID column heading.
Click on Customize View. The Customize View screen will appear.
4. Click the Display tab and in the Available section, click on Client Cell Phone and click the Add
button. The client's cell phone number will now be moved to the Display section.
5. In the Available section, click on Client Home Phone and click Add.
6. In the Available section, click on the Client Work Phone and click Add.
7. Click OK. The phone numbers will now appear on the Tickets screen. Your receptionist can
now call each client, and then edit the ticket and record the confirmation type in the General
section. See the section below for more information on confirmation types.
Confirming Appointments
The Confirmed: field is located at the lower left corner of the Ticket Information screen. The Ticket
Information screen is accessed by adding or editing an appointment. The Confirmed: field identifies
the person or method used to remind a client of an upcoming appointment
To use this feature, perform the following steps:
1. Add or edit a ticket so the Ticket Information screen appears. Move to the General section.
2. In the Confirmed: field, click on the down arrow. This will produce a drop-down list that is initially
set with the following choices:
• Phone (Direct)
• Phone (Answering Machine)
• In person
• E-mail
3. Select your choice.
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4. The Confirmed list can be customized to include different or additional options by performing the
following steps:
a. Press the Edit button, located to the right of the Confirmed: field.
b. The Confirmation Types screen will appear. Press the Add button.
c. Type in the new name of the confirmed type, such as fax sent. Click the OK
button.
d. Repeat step c for each confirmation type that you would like to add.
e. You can click on a confirmation type and use the Move Up and Move Down
buttons as needed to re-order the list.
f. Click OK when finished revising your list.
5. Continue editing or adding your appointment ticket as needed.
Note: The top entry in the list of choices in the Confirmation Types screen will be the default
entry on your Ticket Information screen.
Note: To see the date when a ticket was created and history, click the History button, located at
the lower left of the Ticket Information screen.
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Getting Started
Time Clock
Time Clock Overview
You can have complete time clock capabilities for businesses with employees working on an hourly basis.
Each time an employee "logs in" and "logs out," the hours worked are calculated for payroll use. Note the
following features:
1. The time clock feature may be protected with an individual password for each employee.
2. The time clock feature is optional. You can also pay your employees according to salary and/or
commission if you do not wish to use the time clock.
3. The time clock features may be accessed in two ways:
• Click the Log In or Log Out button/icons at the top of any main screen. The appropriate
Time Clock screen will appear.
• From the Time Clock pull-down menu, select Log In or Log Out. The appropriate Time
Clock screen will appear.
Logging In
To log into the time clock, perform the following steps:
1. From the Time Clock pull-down menu, select Log In.
2. Select the employee, and then click the Log In button. If the employee's time clock entry is
password protected, a password entry box will appear. Enter the employee's password and click
the Log In button.
Note: If you would like to change the employee's password for the time clock, see the Change Password for
Time Clock section of this User's Guide for more information.
Logging Out
To log out of the time clock, perform the following steps:
1. From the Time Clock pull-down menu, select Log Out.
2. Select the employee, and then click the Log Out button. If the employee's time clock entry is
password protected, a password entry box will appear. Enter the employee's password and click
the Log Out button. The employee is now logged out; Salon Iris will record the hours the
employee worked and use them in payroll calculations.
Note: If you would like to change the employee's password for the time clock, see the Change Password for
Time Clock section of this User's Guide for more information.
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Time Clock
Time Clock Record Management
The Time Clock screen allows the business owner or other designated employees to access time clock
records. See the sections below for instructions on how to view, edit, add, delete, and print time clock
entry records.
Note: The Time Clock screen can be password protected for privacy. See the Passwords section in this
User's Guide for more information.
Viewing the Time Clock Screen
To view the time clock entries, perform the following steps:
1. From the Time Clock pull-down menu, select Edit Time Records.
2. In the Date Range section, select the appropriate date range.
3. In the Search section, from the Search by Employee drop-down menu, select a specific
employee or select All to view all employees' time records.
Editing a Time Clock Entry
Editing a time clock entry is useful for making adjustments in situations where a customer comes in and
requests a service from an employee that has already logged out.
To edit the time clock entries, perform the following steps:
1. From the Time Clock pull-down menu, select Edit Time Records. The Time Clock screen will
appear.
2. Click to highlight the employee entry to be edited, and then click the Edit Entry button. The Edit
Time Clock Entry screen will appear.
3. Make the appropriate changes, then click the OK button.
Adding a Time Clock Entry
To add a time clock entry, perform the following steps:
1. From the Time Clock pull-down menu, select Edit Time Records. The Time Clock screen will
appear.
2. Click the Add Entry button. The Add Time Clock Entry screen will appear.
3. Make the appropriate entries and click the OK button.
Deleting Time Clock Entry Records
To delete time clock entry records, perform the following steps:
1. From the Time Clock pull-down menu, select Edit Time Records. The Time Clock screen will
appear.
2. Click to highlight the employee time clock entry to be deleted, and then click the Delete Entry
button. The Are You Sure? screen will appear.
3. Verify your selection and click the Yes button if you would like to permanently delete the time
clock entry from the database.
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Time Clock
Printing Time Clock Entry Records
To print time a list of clock records, perform the following steps:
1. From the Time Clock pull-down menu, select Edit Time Records. The Time Clock screen will
appear.
2. From the Time Clock screen (with the appropriate employee/date display and sort), click the
Print List button. The Print Options screen will appear.
3. Select the desired options, and then click Print.
Changing the Employee's or Business Owner's Password for the Time Clock
An employee can change his or her password for the time clock and the business owner can also
password protect the access to the entries in the Time Clock screen. See the sections below for
instructions on how to do this.
Password Protecting the Time Clock Screen
To password protect the Time Clock screen, so only the owner or manager has access to viewing the
entries, perform the following steps:
1. From the Tools pull-down menu, select Password Setup. The Password Controls screen will
appear.
2. Click the Enable employee password protection on this computer box.
3. Click the Edit Access button. The Employee Passwords screen will appear.
4. In the Item column, you will see a section called the Time Clock Screen.
5. In the same row as the Time Clock Screen section, click the box in the Require Password
column. Then, underneath each employee's name (in the same row as the Time Clock Screen
section), check the boxes underneath the names of the employees that you want to have access
to the Time Clock screen.
6. Click the OK button. Click OK again.
Employee Passwords for Logging In and Logging Out Using the Time Clock
To assign a password to an employee for when he or she logs in and logs out using the time clock,
perform the following steps:
1. From the Tools pull-down menu, select Password Setup. The Password Controls screen will
appear.
2. Click the Enable employee password protection on this computer box.
3. Click the Edit Passwords button. The Employee Passwords screen will appear.
4. Double click on the employee for whom you wish to set the password for. Enter the password. It
must be between 3 and 20 characters long. Click OK.
5. Enter the new password for a second time. This verifies the password. Click OK.
6. Click OK.
7. Once you complete steps 1-6, above, when the employee tries to log in or log out of the time
clock, he or she will be automatically prompted for his or her password.
Note: After clicking the Edit Passwords button, in step 3, above, you may check the Allow employees to
change their own passwords on the Time Clock Log In and Log Out screens checkbox, if you wish to do
so.
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Getting Started
Tips
Tips Overview
Employees may claim tips on an open ticket. Two types of tips exist:
Direct Tip
This is a tip that is given directly to the employee. The tip amount does not appear on the client's receipt.
The tip amount is reported in payroll (for reference), but is not included in the payroll total. Payroll taxes
for the tip amount are calculated and applied to payroll.
Withheld Tip
The tip is withheld (not given to the employee) until the tip is settled. A withheld tip may be settled by
using the Settling feature (example: settle the tip at the end of the employee's shift by going to the
Employees pull-down menu, selecting Tips, clicking the Settlement button, then clicking the Settle Tips
button) or by running payroll. The withheld tip appears on the client's receipt. A withheld tip may be used
when the client is paying by check or credit card. Payroll taxes are applied to the withheld tip.
Claiming a Tip
An employee may claim a tip on an open ticket. To claim a tip on a ticket, perform the following steps:
1. Add or edit a ticket. The Ticket Information screen will appear.
2. Click the Edit Tip button, located in the Totals section of the Ticket Information screen, or click
the Special button and select Claim Tips.
3. The Claim Tip screen will appear.
4. In the Claim section, in the Amount: field, type in the amount of the tip.
5. In the Withholding Type section, select the withholding type of the tip. Select either a direct tip
or a withheld tip.
• Direct - This is a tip that is given directly to the employee. The tip amount does not
appear on the client's receipt. The tip amount is reported in payroll (for reference), but is
not included in the payroll total. Payroll taxes for the tip amount are calculated and
applied to payroll.
• Withheld - The tip is withheld (not given to the employee) until the tip is settled. A
withheld tip may be settled by using the Settling feature (example: settle the tip at the
end of the employee's shift) or by running payroll. The withheld tip appears on the
client's receipt. A withheld tip may be used when the client is paying by check or credit
card. Payroll taxes are applied to the withheld tip. See the Settling Tips section in this
User's Guide for more information on settling withheld tips.
6. Click OK. The Tips Claimed screen will appear. A list of all employees shown on the ticket and
corresponding tips will appear.
7. To add tips for additional employee(s) listed on the ticket, click the Add button. Select the
employee and click OK. Repeat steps 3-6, shown above.
8. Repeat step 7 for each employee that you wish to add a tip for.
9. Click the OK button to return to the Ticket Information screen.
10. After you have entered all of the information on the ticket, close the ticket.
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Tips
Editing a Tip
Editing a tip can be performed in two ways:
1. From a ticket. Once a tip has been entered on an open ticket, it is possible to edit the amount
entered. If the ticket has been closed, you must edit the ticket to edit a tip.
2. From the Tips screen. To access the tips screen, from the Employees pull-down menu, select
Tips.
Editing a Tip from a Ticket
To edit a tip from a ticket, perform the following steps:
1. Edit the ticket. If the ticket has been closed, you must edit the ticket to edit the tip. To do this,
perform the following steps:
a. Locate the closed ticket and double click on it to edit it.
b. Click the Edit button. Now, the ticket is ready to have the tip edited.
2. Click the Edit Tip button and make the appropriate changes.
3. Click the OK button to return to the Ticket Information screen.
4. Click the Check Out/Close button or the Save Changes button.
Editing a Tip from the Tips Screen
To edit a tip from the tips screen, perform the following steps:
1. From the Employees pull-down menu, select Tips. The Tips screen will appear.
2. Click on the tip to edit and select the Edit Tip button. Make the appropriate changes.
3. Click the OK button.
Note: If a credit card was used to pay for a ticket that you would like to edit the tip on, the amount charged to
the card will not be automatically changed and you will have to adjust the amount charged to the credit card
through the credit card processing system.
Deleting a Tip
Deleting a tip can be performed in two ways:
1. From a ticket. Once a tip has been entered on an open ticket, it is possible to delete the tip
amount entered. If the ticket has been closed, you must edit the ticket to delete a tip.
2. From the Tips screen. To access the tips screen, from the Employees pull-down menu, select
Tips.
Deleting a Tip from a Ticket
To delete a tip from a ticket, perform the following steps:
1. Edit the ticket. If the ticket has been closed, you must edit the ticket to delete the tip. To do this,
perform the following steps:
a. Locate the closed ticket and double click on it to edit it.
b. Click the Edit button. Now, the ticket is ready to have the tip deleted.
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Tips
2. Click the Edit Tip button and make the appropriate changes, such as making the tip amount $0.
If more than one employee with a tip is listed, the Tips Claimed screen will appear. Click on the
employee and click Edit and make the appropriate changes, such as making the tip amount $0.
3. Click the OK button to return to the Ticket Information screen.
4. Click the Check Out/Close button or the Save Changes button.
Deleting a Tip from the Tips Screen
To delete a tip from the tips screen, perform the following steps:
1. From the Employees pull-down menu, select Tips. The Tips screen will appear.
2. Click on the tip to delete and select the Delete Tip button.
3. The Are You Sure? screen will appear. Verify your selection and click the Yes button.
Settling Tips
If a tip is withheld it is not given to the employee until the tip is settled. Withheld tip(s) may be settled in
four ways:
•
•
•
•
Running payroll
From an open ticket or ticket that is being edited
From the Tips screen, a single tip can be settled
From the Tips screen, multiple tips can be settled
Settling Tips by Running Payroll
The withheld tips can be settled automatically by running payroll. The amount in tips that are owed to the
employee along with the payroll tax deductions are calculated. The employee's pay is adjusted
accordingly. See the Payroll section in this User's Guide for more information on running payroll.
Settling Tips from a Ticket
A tip can be settled from a ticket. To settle a tip from a ticket, perform the following steps:
1. From the open ticket or ticket to be edited, click the Edit Tip button. Select the tip to edit. The
Claim Tip screen will appear. Be sure that the tip type is Withheld.
2. Click the Settle This Tip Now button.
3. Give the employee the appropriate amount of cash. The settled tip will appear in the payroll
calculations (for reference). It will not be added to the employee's income. Payroll tax
deductions will still be calculated and subtracted from the employee's income.
Settling Tips from the Tips Screen (Single or Multiple Tips)
Single or multiple tips (batches of tips) can be settled from the Tips screen. To settle tips from the Tips
screen, perform the following steps:
1. From the Employees pull-down menu, select Tips. The Tips screen will appear.
2. To settle a single tip, in the View section, select Details. Double click on the tip to be settled and
click the Settle This Tip Now button. Give the employee the appropriate amount of cash. The
settled tip will appear in the payroll calculations (for reference). It will not be added to the
employee's income. Payroll tax deductions will still be calculated and subtracted from the
employee's income.
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Tips
3. To settle multiple tips, in the View section, select Settlement. A sum of all unsettled tips for each
employee will be displayed. Click on the employee for whom you wish to settle all tips, and click
the Settle Tips button. Give the employee the appropriate amount of cash. The settled tips will
appear in the payroll calculations (for reference). It will not be added to the employee's income.
Payroll tax deductions will still be calculated and subtracted from the employee's income.
4. Repeat step 2 or 3 for each employee as appropriate.
Note: Withheld tips that have already been settled cannot be edited or un-settled.
Note: Settling a tip will also subtract from the amount of cash expected in your cash drawer
when you run a close/out cash drawer balance at the end of the day. If you take money out of
the cash drawer for an employee's tip, be sure to settle the tip or at the end of the day close
out, your drawer will be shown as being under.
Printing a Tip Line on Receipt
Salon Iris has the option of using integrated credit card processing, called X-Charge software, to make
credit card transactions even easier. If you are using the X-Charge credit card processing software,
you can print a receipt with a tip line from Salon Iris while processing a credit card transaction.
1.
2.
3.
4.
From the Tools pull-down menu, select Options.
Click the Hardware Setup tab and go to the Credit Card Processing section.
Click the Configure button.
In the Tip Line section, select one of the following choices:
•
Include a tip line only if one or more services are listed on the ticket
• Always include a tip line
• Never include a tip line
5. Click the OK button. Then OK again.
Entering a Tip into Salon Iris After the Customer Signed the Receipt
If you are using the X-Charge credit card processing software, Salon Iris makes it easy to enter a tip into
Salon Iris after the customer signs the receipt. To do this, perform the following steps:
1.
2.
3.
4.
5.
6.
7.
8.
9.
Configure Salon Iris to print a tip line on a receipt, as explained above.
Add a ticket and list all of the products and/or services that the client is purchasing.
In the Tender section on the Ticket Information screen, click the Credit Card button.
Swipe the credit card or type in the credit card number and expiration date.
The receipt will print with a tip line on it. Present the receipt to the customer for signature and to
write the tip amount in.
In Salon Iris, the Add Tip screen will appear. In the Tip Amount column, enter in the tip amount
that the customer wrote on his/her receipt.
Click the OK button.
Enter in the client's ZIP or Postal code and press OK.
If the transaction was approved, press the OK button to close the ticket. If the card declined, you
will receive a pop-up notification and you should ask the customer if he or she has another credit
card that he or she would like to use.
296
Getting Started
Wait List
Wait List Overview
The Wait List feature allows you to create a list of clients who have no prior scheduled appointment and
are waiting for the next available employee. On the wait list, you can select a specific employee, or the
first available employee, and the service that the client is waiting for. Then, you can move the employee
from the wait list to an open ticket.
Adding a Client to the Wait List
To add a client to the wait list, perform the following steps:
1. From the Clients pull-down menu, select Edit Wait List. Click Add Entry. The Find Client
screen will appear.
2. Type in the client's name and select OK. If more than one client is found, the More Than One
Client Found screen will appear. Select the client and click OK. The Edit Wait List Entry
screen will appear.
3. Click the Select button to the right of the Employee: field, to select the employee that the client is
waiting for. You can select a certain employee or leave it as first available. If you press the Select
button, the Select Employee screen will appear. Select the employee and click OK.
4. Enter in a comment in the appropriate field.
5. In the Find by ID section, type in the service ID. If you do not know the service ID, click the
Search button. The Look Up screen will appear. Select the service(s) the client is waiting for
and press OK.
6. Repeat Step 5 for each service the client would like to have performed.
7. Click OK and the client is added to the wait list.
Note: From the Edit Wait List Entry screen, you can delete a service the client is waiting for, by selecting the
service and clicking the Delete button.
Note: From the Edit Wait List Entry screen, you can delete an employee the client is waiting for, by clicking
the Clear button.
Moving a Client From the Wait List to an Open Ticket
Once the employee is available to service the client, the client can easily be moved to an open ticket. To
do this, perform the following steps:
1. Go to the Wait List screen. This can be accessed by selecting Edit Wait List from the Clients
pull-down menu.
2. Select the client (to move to an open ticket) and select Move to Ticket. The open ticket will
appear.
3. Select the name of employee who is going to perform the service (if needed).
4. See the Editing and Adding Information to a Ticket section of this User's Guide to complete the
open ticket and click the Schedule/Leave Open button.
5. After the service is complete, see the Closing a Ticket section of this User's Guide to close the
ticket.
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Editing a Client on the Wait List
To edit a client that is on the wait list, perform the following steps:
1. Click the Wait List button/icon or from the Clients pull-down menu select Edit Wait List. The
Wait List screen will appear.
2. Select the client and click Edit Entry. Make the necessary changes and click OK.
Printing the Wait List
You can print the list of clients on the wait list by performing the following steps:
1. Click the Wait List button/icon or from the Clients pull-down menu select Edit Wait List. The
Wait List screen will appear.
2. From the Wait List screen, select Print List. The Printing Options screen will appear.
3. Make the appropriate printer and page range selections and press Print.
Note: From the Printing Options screen, you can use the Print Preview or Properties buttons.
Exporting the Wait List
You can export the clients on the wait list to a text file. See the Exporting section of the User's Guide on
instructions to do this.
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Getting Started
Web Site with Online Appointment
Why Use Web Site with Online Appointment?
The Salon Iris Web Site with Online Appointment feature is easy-to-use and has many benefits that will
help your business grow and become more profitable:
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Take appointments 24/7: Our online booking system runs 24 hours a day, 7 days a week, 365
days a year so your customers can book appointments anytime, even when your business is
closed. Because your customers only request an appointment, you make the final decision to
accept or reject the appointment.
Your own web site is included: Your business will have its own, unique web site. Your web
site address will be www.OurSalonOnline.com/YourAccountName. Or, for an extra fee, select
your own domain (www.YourName.com)
Advertise on the Internet: The Web Site with Online Appointment Booking system also gives
you your own web site. You can customize the text on this site, announce sales, promote
services, and talk about the benefits of your business vs. the competition.
Show the world you are high-tech: Give your customers an interactive web site and show them
that your business is truly in touch with today's technology.
Free for 30 days: Try the online appointment booking completely free for the first 30 days. If you
don't like it, just cancel within the first 30 days and you will not be charged for anything.
Easy to use: When a customer books an appointment on your web site, Salon Iris will notify you.
You will be given the opportunity to review the appointment and then to "Accept" or "Reject" it.
Salon Iris will automatically e-mail your customer with your response.
Automatic updating: Your computer will automatically connect to your web site and update it
with the times your employees can take appointments.
Safe and secure: There is no need to worry about any security issues because none of your
client information, sales information, product pricing, or appointment details are on the web site.
Your database is never transferred outside of your business.
Save time and money: Let your customers spend their time looking up and booking their
appointments so your employees are free to do other things.
Quick and easy setup: You can have your entire web site setup ready to allow your customers
book online appointments in under 10 minutes!
No special Internet access required: You and your customers may use your existing Internet
service provider, such as AOL, Earthlink, Prodigy, Juno, or any other type of Internet access such
as DSL or cable modem. Even WebTV users will be able to book appointments on your web site!
Full service list: Your web site can also contain a list of the services you offer. You can decide
what services are listed on the web site. You can also specify if you would like the prices of the
services displayed.
Web Site with Online Appointment Overview
Your own web site with online appointment booking is available with Salon Iris. Your business can have
its own web site and your clients can book appointments and view your business's information (services
offered, specials, etc.) over the Internet. Online appointment booking works with your business's Salon
Iris database. Salon Iris sends your business's list of services, times when employees are busy (i.e.
when an open ticket is scheduled), and employee schedules over the Internet to your own, custom web
site. Your clients can view your services, contact information, and request an appointment over the
Internet. Your web site will then "talk" to Salon Iris and update the Salon Iris database that you have
running in your business!
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Salon Iris allows you the option of having clients enter a password on your web site before they can book
an appointment.
Online information can be accessed from the Web Site pull-down menu on Salon Iris. After you try the
free trial of the web site with online booking or purchase, six major selections from the Web Site pulldown menu will appear. They are as follows:
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Web Site Setup, which walks you through the setup of your own, custom web site. Setup takes
less than ten minutes!
Web Site Appearance, this will allow you to change the appearance of your web site and edit
your account information.
Check for Appointment Requests, check if there are any new appointment requests.
View Appointment Requests, you can view incoming appointment requests from the Internet.
Update Web Site, update your web site.
Visit Web Site, view your web site on the Internet!
Note: If you are using the free trial of the Web Site with Online Booking feature, from the Web Site pulldown menu, you will see the Purchase Online Booking System selection. This selection allows you to
purchase the Web Site with Online Booking feature.
Web Site Setup for Free Trial and/or Purchase
Web Site Setup Wizard - First Time Web Setup
The Web Site with Online Appointment feature comes with a built-in web site Setup Wizard. The
Setup Wizard will walk you through how to create your own, custom web site! Setup takes less than ten
minutes! As always, it's that quick and easy!
Whether you are using the free trial for 30 days, or purchasing the Web Site with Online Booking
feature, to get started, simply follow the instructions below.
To use the Setup Wizard and create your web site, perform the following steps:
1. From the Web Site pull-down menu, select Web Site Setup. The Setup screen will appear.
Read about the benefits of the Web Site with Online Appointment feature, and click Next.
2. Read about our billing policy and click Next.
3. Select the type of account you would like to create (and then click Next):
• I would like to create a new account
• I already have an account
4. Enter a name to use for your account. Your account name will be part of your web site name.
Enter your password. Be sure to remember your password! Click Next.
5. Enter your company information (business name, phone, etc.) in the appropriate boxes. Click
Next.
6. Select how you would like to be billed and click Next. You can select from the following choices:
• Use the free trial for 30 days
• Monthly billing
• Yearly billing
7. If you selected b or c in step 6, above, enter your payment information. All payment information
is encrypted and secure. Click the Finish button. Click OK then OK again.
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8. Your web site will be created and the Appearance screen will appear. The Appearance screen
is divided into ten tabs:
• General, setup the look and feel of your web site. Choose from different themes.
• Header, setup the look and feel of your web site header, which is the top portion of each
page of your web site.
• Welcome Page, enter text and pictures that are displayed on the Welcome page.
• Booking, setup parameters for when clients book appointments online.
• Services, enter text, pictures, and service information that are displayed on the Services
page.
• Employees, enter text, pictures, and employee information that are displayed on the
Employees page.
• Specials, enter specials information and pictures.
• History, select a picture to display on the History page as well as enter in text.
• Contact, enter in business contact information.
• MapQuest, a link to MapQuest will be displayed on the web containing your business's
address.
9. Click the Save and Update Web Site button and then OK. Click the Close button and see step
10, below.
10. To view instructions on how to configure your web site's appearance (step 8, above), see the
Configuring Your Web Site's Appearance section in this User's Guide. All information that you
entered in steps 1-8, above can easily be modified over and over by modifying your web site's
appearance.
Note: If you selected to use the free 30 day trial, and wish to purchase the Web Site with Online Booking
feature, you must first make sure have purchased a full copy of Salon Iris. If you would like to purchase Salon
Iris, please call 1-888-803-4747 to purchase. Next, you would go to the Web Site pull-down menu, and select
Purchase Online Booking System. Enter in your contact information. Click the Change Billing Type
button and select if you want to be automatically billed for yearly or monthly payments. Click the OK button.
Click the Change Credit Card button and enter in your credit card information. Click the OK button to return
to the Account Management screen. Finally, click the Update button to have all information updated. Your
credit card will be billed monthly or yearly for the web site with online booking (as you specified).
Web Site Setup Overview
After you use the Setup Wizard to create your web site, you can use the Web Site Setup feature to view
your online account information and web site information. To access your web site and account
information, from the Web Site pull-down menu, select Web Site Setup. The Web Site Setup screen will
appear. The Web Site Setup screen is divided into five main sections:
1. Status, which displays your account name, status, and last update to your web site.
2. Activity, which displays messages any time Salon Iris "talks" to your web site.
3. Web Site, which displays the following information about your web site:
• Appearance. See the Configuring Your Web Site's Appearance section of this User's
Guide for instructions on setting up your web site's appearance (insert custom text and
graphics; customize your display).
• Automatic Update Setup, select time in minutes to check for new appointment requests
and update the web site.
• Test Connection, test your Internet connection.
• Visit, visit your own web site.
• Update Site, update your web site with any changes to the Salon Iris database.
• Rebuild Entire Site, removes all changes that have been made to your web site and
resets the site to the initial, default values.
4. Appointment Requests
• Check for New Requests, check for new appointment requests.
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View New Requests, view new appointment requests. You have the option to accept or
reject the request. Also, a complete record of all Internet appointment requests is kept
along with a tracking number.
5. Account Management
• Billing Information, view your business's billing information.
• Billing Status, view the billing status of your account.
• Change Password, change your account's password.
• Cancel Account, cancel your account.
Configuring Your Web Site's Appearance
Salon Iris allows you to create custom text, a theme, and pictures on your web site.
Web Site Appearance
After you use the Setup Wizard to create your web site, to edit the appearance (text, theme, pictures) of
your web site, perform the following steps:
1. From the Web Site pull-down menu, select Web Site Appearance.
2. The following ten tabs will be displayed:
• General, setup the look and feel of your web site. Choose from different themes. Your
web site's theme is the collection of pictures, font types, font sizes, font colors, and
background colors that make up your web site.
• Header, setup the look and feel of your web site header, which is the top portion of each
page of your web site.
• Welcome Page, enter text and pictures that are displayed on the Welcome page.
• Booking, setup parameters for when clients book appointments online.
• Services, enter text, pictures, and service information that are displayed on the Services
page.
• Employees, enter text, pictures, and employee information that are displayed on the
Employees page.
• Specials, enter specials/sales information and pictures.
• History, select a picture to display on the History page as well as enter in text.
• Contact, enter in business contact information.
• MapQuest, a link to MapQuest will be displayed on the web containing your business's
address.
3. See the sections below for instructions on how to configure each tab, shown in step 2, above.
General Tab
1. From the Web Site pull-down menu, select Web Site Appearance.
2. Click the General tab.
3. The Themes section, sets the look and feel of your web site. Your web site's theme is the
collection of pictures, font types, font sizes, font colors, and background colors that make up your
web site.
4. In the Themes section, press the Select Theme button to choose the look and feel of your site.
The Web Themes screen will appear. A list of themes will appear in the Theme Name column.
Select the theme and click the Apply Theme button. When you apply the theme to your web
site, all current pictures, font types, font sizes, font colors, and background colors are replaced
with the theme that you selected.
5. In the Grid and Calendar Style section, a theme can be applied to the data grids and calendar
controls on your web site. From the Select style: drop down box, select the style.
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6. In the Header Background Format section, a background format can be applied to the header of
your web site. The header is located at the top of each page of your web site and will stretch to
the size of your computer screen. The background can be either a solid color or an image.
Select the background color or press the Select button to select an image. Select the image off
of your computer's hard drive, thumb drive, etc. and click the Open button. You can press the
Clear button to unselect the image.
7. In the Body Background Format section, a background format can be applied to the body of
your web site. The body is located at the middle of each page of your web site. The background
can be either a solid color or an image. Select the background color or press the Select button to
select an image. Select the image off of your computer's hard drive, thumb drive, etc. and click
the Open button. You can press the Clear button to unselect the image.
8. In the Generic Label Format section, you can select the font color and font name (such as Arial,
Monotype Corsiva, etc.) for the text on the Appointment page and Contact page of the web site.
9. Press Save and Update Web Site or see the Header Tab section, below.
Header Tab
1. From the Web Site pull-down menu, select Web Site Appearance.
2. Click the Header tab.
3. In the Header Image section, to select an image (which is 125 x 1000 pixels) to display in the
header (top) of each page, select the Select Image button. Some business's like to put a picture
of their business or business logo on the header of each web site page. Select the image off of
your computer's hard drive, thumb drive, etc. and click the Open button. You can press the Clear
Image button to unselect the image.
4. In the Header Label Format section, you can include text to put on the header of each page.
Some business's like to put a welcome message or their slogan on the header of each web site
page. In the Header text: box, type in the appropriate text. Click the Edit Style button and the
Modify Text screen will appear. In the appropriate fields, you can select the font color, font type,
and font size of the text. Click the OK button to return to the Header tab.
5. In the Header Link Label Format section, you can select how the buttons (Welcome,
Appointment, Specials, Employees, Services, Our History, Contact Us) on the top of your
site appear.
6. The Regular appearance: box shows how the buttons in step 5, above, will normally appear.
Click the Edit Style button to the right of the Regular appearance: box. The Modify Text
screen will appear. In the appropriate fields, you can select the font color, font type, and font size
of the text. Click the OK button to return to the Header tab.
7. The Hover appearance: box shows how the buttons in step 5, above, will appear when your
client waves the mouse over the buttons. Click the Edit Style button to the right of the Hover
appearance: box. The Modify Text screen will appear. In the appropriate fields, you can select
the font color, font type, and font size of the text. Click the OK button to return to the Header tab.
8. Press Save and Update Web Site or see the Welcome Page Tab section, below.
Welcome Page Tab
1. From the Web Site pull-down menu, select Web Site Appearance.
2. Click the Welcome Page tab.
3. In the Welcome Top section, you can select a single image or multiple images to use at the top
of the Welcome page.
4. If you choose to use a single image, click on Use single image and press the Select button.
Select the image off of your computer's hard drive, thumb drive, etc. and click the Open button.
You can press the Clear button to unselect the image. Skip to step 8.
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5. If you choose to use multiple images and text, click on Use multiple images and text and three
fields will appear, where you can select images of the following sizes:
• 225x450 pixels
• 120x180 pixels
• 120x180 pixels
6. Next to the appropriate image size from step 5, above, click the Select button. Select the image
off of your computer's hard drive, thumb drive, etc. and click the Open button. You can press the
Clear button to unselect the image.
7. In the two text fields, type in the appropriate text (such as welcome messages and we are looking
forward to seeing you) and click the Edit Style button and the Modify Text screen will appear. In
the appropriate fields, you can select the font color, font type, and font size of the text. Click the
OK button to return to the Welcome Page tab.
8. In the Welcome Center section, in the two fields, type in the appropriate text and click the Edit
Style button and the Modify Text screen will appear. In the appropriate fields, you can select the
font color, font type, and font size of the text. Click the OK button to return to the Welcome Page
tab.
9. In the Welcome Bottom section, you can select a single image or multiple images to use at the
bottom of the Welcome page.
10. If you choose to use a single image, click on Use single image and press the Select button.
Select the image off of your computer's hard drive, thumb drive, etc. and click the Open button.
You can press the Clear button to unselect the image. Skip to step 14.
11. If you choose to use multiple images and text, click on Use multiple images and text and two
fields will appear, where you can select images of the following sizes:
• 225x260 pixels
• 225x260 pixels
12. Next to the appropriate image size from step 11, above, click the Select button. Select the image
off of your computer's hard drive, thumb drive, etc. and click the Open button. You can press the
Clear button to unselect the image.
13. In the center text field, type in the appropriate text and click the Edit Style button and the Modify
Text screen will appear. In the appropriate fields, you can select the font color, font type, and
font size of the text. Click the OK button to return to the Welcome Page tab.
14. Press Save and Update Web Site or see the Booking Tab section, below.
Booking Tab
1. Be sure to check that your Windows date and time settings are correct. Salon Iris works with
your desktop date and time selection when using online appointment request scheduling.
2. From the Web Site pull-down menu, select Web Site Appearance.
3. Click the Booking tab.
4. In the General Settings section, by checking the appropriate box, select whether or not to
display this page on your site.
5. In the Booking Graphics section, you can select to show one image on each of the four booking
pages. To show an image on the first Booking page, perform the following steps:
a. Click the mouse in the Booking Page 1 row.
b. Click the Select Image button.
c. Select the image off of your computer's hard drive, thumb drive, etc. and click the Open
button.
d. Optionally, you can click the Preview Image button to view the image or the Clear Image
button to unselect the image.
e. Repeat steps a-d, except select the Booking Page 2 row, Booking Page 3 row, and/or
Booking Page 4 row(s).
6. In the Range and Interval section, select how far in advance clients can schedule a request for
an appointment.
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7. In the Password section, select whether or not you would like clients to enter a password before
booking an appointment. If you selected to have the clients enter a password before they can
book an appointment, enter the password in the Password: field. You must give this password
out to clients and have them enter this before they can book an appointment online.
8. Press Save and Update Web Site or see the Services Tab section, below.
Services Tab
1. From the Web Site pull-down menu, select Web Site Appearance.
2. Click the Services tab.
3. In the General Settings section, by checking the appropriate box, select whether or not to
display this page on your site.
4. In the Services Image section, you can select an image to apply to the top right of your Services
page. Click the Select Image button. Select the image off of your computer's hard drive, thumb
drive, etc. and click the Open button.
5. Optionally, you can click the Clear Image button to unselect the image.
6. In the Services Text section, type in the text (such as a message on how your business offers a
wonderful variety of services) to display at the top and below the top of the Services page. Click
the Edit Style button (next to the Top of page: and/or Below top: boxes) and the Modify Text
screen will appear. In the appropriate fields, you can select the font color, font type, and font size
of the text. Click the OK button to return to the Services tab.
7. In the Services List section, all of the services in the Salon Iris database will be displayed in the
box. Select which services to display on the web site, by checking the appropriate service or
pressing the Select All button. Leaving the Show on Web Site box unchecked, means the
service will not be shown on the web site.
8. To add a comment next to the service, click in the box to the right of the service and type in the
comment. Click the Add prices to comments button if you would like your business's service
prices shown on the web.
9. Click the Remove prices from comments button to remove prices from comments.
10. Every time a change is made to the Salon Iris database (such as a services is added, modified, or
deleted) and then you select Update Web Site from the Web Site pull-down menu, the web site
will be updated with the changes to your Salon Iris database.
11. Press Save and Update Web Site or see the Employees Tab section, below.
Note: Every time a service is entered into Salon Iris, the default setting is to have the service displayed on the
web site. To remove the service from being displayed on the web site, you must follow steps 1-11, above.
Employees Tab
1. From the Web Site pull-down menu, select Web Site Appearance.
2. Click the Employees tab.
3. In the General Settings section, by checking the appropriate box, select whether or not to
display this page on your site.
4. In the Employees Image section, you can select an image to apply to the top of your Employees
page. Click the Select Image button. Select the image off of your computer's hard drive, thumb
drive, etc. and click the Open button.
5. Optionally, you can click the Clear Image button to unselect the image.
6. In the Employees Text section, type in the text (such as a message about how your employees
give outstanding service) to display at the top and below the top of the Employees page. Click
the Edit Style button (next to the Top of page: and/or Below top: boxes) and the Modify Text
screen will appear. In the appropriate fields, you can select the font color, font type, and font size
of the text. Click the OK button to return to the Employees tab.
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7. In the Employees List section, all of the employees in the Salon Iris database will be displayed in
the box. Select which employees to display, by checking the appropriate box. Leaving the Show
on Web Site box unchecked, means the employee will not be shown on the web site. To add a
comment next to the employee, click in the box to the right of the employee and type in the
comment. Every time a change is made to the Salon Iris database (such as an employee is
added, modified, or deleted) and then you select Update Web Site from the Web Site pull-down
menu, the web site will be updated with the changes to your Salon Iris database.
8. Press Save and Update Web Site or see the Specials Tab section, below.
Note: Every time an employee is entered into Salon Iris, the default setting is to have the employee displayed
on the web site. To remove the employee from being displayed on the web site, you must follow steps 1-8,
above.
Specials Tab
1. From the Web Site pull-down menu, select Web Site Appearance.
2. Click the Specials tab.
3. In the General Settings section, by checking the appropriate box, select whether or not to
display this page on your site.
4. In the Specials Graphics section, you can select up to four different images to display on the
Specials page:
• Top Right, 320x280 pixels
• Bottom Left, 200x280 pixels
• Bottom Center, 140x280 pixels
• Bottom Right, 200x280 pixels
5. To show an image on the Specials page, perform the following steps:
a. Click the mouse in the Top Right row.
b. Click the Select Image button.
c. Select the image off of your computer's hard drive, thumb drive, etc. and click the Open
button.
d. Optionally, you can click the Preview Image button to view the image or the Clear Image
button to unselect the image.
e. Repeat steps a-d, except select the Bottom Left row, Bottom Center row, and/or
Bottom Right row(s).
7. In the Specials Text section, type in the text (i.e. any specials or sales your business is currently
offering) to display at the top, below the top, bottom left, bottom center, and bottom right of the
Specials page. Click the Edit Style button (next to the Top of page: and/or Below top: and/or
appropriate Bottom boxes) and the Modify Text screen will appear. In the appropriate fields,
you can select the font color, font type, and font size of the text. Click the OK button to return to
the Specials tab.
8. In the Specials Description section, type in any specials or sales that your business is currently
offering. Click the Edit Style button and the Modify Text screen will appear. In the appropriate
fields, you can select the font color, font type, and font size of the text. Click the OK button to
return to the Specials tab.
9. Press Save and Update Web Site or see the History section, below.
History Tab
1. From the Web Site pull-down menu, select Web Site Appearance.
2. Click the History tab.
3. In the General Settings section, by checking the appropriate box, select whether or not to
display this page on your site.
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4. In the History Image section, you can select an image to apply to the top of your History page.
Click the Select Image button. Select the image off of your computer's hard drive, thumb drive,
etc. and click the Open button.
5. Optionally, you can click the Clear Image button to unselect the image.
6. In the History Text section, type in the text (i.e. your business's history such as when it opened
or information about the owner) to display on the top of the History page. Click the Edit Style
button and the Modify Text screen will appear. In the appropriate fields, you can select the font
color, font type, and font size of the text. Click the OK button to return to the History tab.
7. In the History Description section, type in the history text to display on the History page. Click
the Edit Style button and the Modify Text screen will appear. In the appropriate fields, you can
select the font color, font type, and font size of the text. Click the OK button to return to the
History tab.
8. Press Save and Update Web Site or see the Contact section, below.
Contact Tab
1. From the Web Site pull-down menu, select Web Site Appearance.
2. Click the Contact tab.
3. In the Contact Image section, you can select an image to apply to the top of your Contact page.
Click the Select Image button. Select the image off of your computer's hard drive, thumb drive,
etc. and click the Open button.
4. Optionally, you can click the Clear Image button to unselect the image.
5. In the Contact Text section, enter in your business's information (business name, e-mail, phone,
etc.)
6. Next to the Business name:, Hours:, and/or Directions: boxes, click the Edit Style button and
the Modify Text screen will appear. In the appropriate fields, you can select the font color, font
type, and font size of the text. Click the OK button to return to the Contact tab.
7. Press Save and Update Web Site or see the MapQuest section, below.
MapQuest Tab
1. From the Web Site pull-down menu, select Web Site Appearance.
2. Click the MapQuest tab.
3. Enter your business's information (address, city, state, etc.). Click the Preview button if you
would like to preview what the MapQuest directions to your business will look like.
4. After completing steps 1-3, on your Contact page on your web site, a link to MapQuest will
appear so your customers can easily get directions to your business.
5. Click Save and Update Web Site.
Test Your Internet Connection
Salon Iris allows you to test your Internet connection. This feature verifies that Salon Iris can "talk" to the
Internet. Sometimes it is useful to test your Internet connection if you feel that Salon Iris is not connecting
to your web site.
To test your Internet connection, perform the following steps:
1. From the Web Site pull-down menu, select Web Site Setup. The Web Site Setup screen will
appear.
2. Toward the upper left of the screen, click the Test Connection icon. Your connection will be
verified and any messages will appear in the Activity section of Web Site Setup screen.
3. Click the Close button to return to using Salon Iris.
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View Your Web Site
In Salon Iris, you can view your web site. Of course, you can always view your web site from any web
viewer, by typing in your business's site address.
To view your web site using Salon Iris, perform the following steps:
1. From the Web Site pull-down menu, select Visit Web Site.
2. Your web browser will open a separate window, where your web site will be displayed.
Note: You can also view your web site from the Web Site Setup. To do this, select Web Site Setup from the
Web Site pull- down menu. Then click the Visit icon, located on the left side of the screen.
Booking an Appointment Online
Salon Iris allows your clients to book appointments over the Internet using your web site. You also have
the option to have clients enter a password before they can book appointments using the Internet.
For a client to book an appointment using your web site, he or she must perform the following steps:
1. Go to your business's web site. The address will be in the format as follows:
http://www.OurSalonOnline.com/YOUR BUSINESS'S ACCOUNT NAME or
http://www.YOURDOMAINNAME.com, depending on which account you signed up for.
2. Click the Appointment link, located on the top of the screen. The Book an Appointment
screen page 1 of 3 will appear. The client should enter the appropriate information, including a
password, if you specified that he or she should. Click the Next button.
3. The Book an Appointment screen page 2 of 3 will appear. Select the employee and services
the client would like performed in the appropriate fields.
4. In the calendar, select the date. Click the Get Appointment Times button. In the Select Start
Time: section, the available appointment start times will appear. By checking the appropriate box
in the Select column, select the start time for the appointment and click the Next button.
5. The Book an Appointment screen page 3 of 3 will appear. Verify all information is correct, enter
in any requests or comments, and press the Finish button.
6. The Book an Appointment Request Confirmation screen will appear. Your client will receive
an appointment request tracking ID number. The client also will receive a message that says
your business will call or e-mail him or her to confirm the appointment.
Manually Check for Appointment Requests
You can manually check for appointment requests using Salon Iris.
To manually check for appointment requests using Salon Iris, perform the following steps:
1. From the Web Site pull-down menu, select Check for Appointments Requests.
2. Salon Iris will use the Internet to check for new appointment requests. If there are any new
appointment requests, the New Online Appointment Request(s) screen will appear. Follow the
steps in the Accept or Reject Appointment Requests section of this User's Guide.
Note: You can use the Automatic Web Site Update Setup feature of Salon Iris to automatically check for
appointment requests. See the Automatic Web Site Update Setup section of this User's Guide for
instructions.
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Web Site with Online Appointment
Note: You can also check for appointment requests from the Web Site Setup screen. To do this, select Web
Site Setup from the Web Site pull-down menu. Then, click the Check for New Requests icon, located on
the left side of the screen.
Accept or Reject Appointment Requests
When clients book appointment requests over the Internet, Salon Iris allows you the option to accept or
reject the appointment request.
Accepting an Appointment Request
To accept an Internet appointment request, perform the following steps:
1. Check for appointment requests. From the Web Site pull-down menu, select Check for
Appointment Requests or depending on your settings, Salon Iris will automatically check for
new appointment requests.
2. Salon Iris will use the Internet to check for new appointment requests. If there are any new
appointment requests, the New Online Appointment Request(s) screen will appear. Press the
View Requests button. The Appointment Requests screen will appear.
3. In the center of the Appointment Requests screen, a list of appointment requests made on your
web site will appear. Each appointment request has a unique ID, for tracking purposes.
4. Click to highlight the appointment request. Click the View button to view information about the
request. The client information, service details, date of appointment request, and comments or
requests will be displayed.
5. Click the Accept button to accept the appointment request. All of the appointment request
information will automatically be transferred to an open ticket. Click Schedule/Leave Open and
the appointment will be scheduled.
6. Click the Close button to return using other great features in Salon Iris.
Note: The Show field, located on the Appointment Requests screen, can show all old accepted
appointment requests and requests that were rejected. The old appointment request list will be automatically
removed after 90 days.
Rejecting an Appointment Request
To reject an Internet appointment request, perform the following steps:
1. Check for appointment requests. From the Web Site pull-down menu, select Check for
Appointment Requests or depending on your settings, Salon Iris will automatically check for
new appointment requests.
2. Salon Iris will use the Internet to check for new appointment requests. If there are any new
appointment requests, the New Online Appointment Request(s) screen will appear. Press the
View Requests button. The Appointment Requests screen will appear.
3. In the center of the Appointment Requests screen, a list of appointment requests made on your
web site will appear. Each appointment request has a unique ID, for tracking purposes.
4. Click to highlight the appointment request. Click the View button to view information about the
request. The client information, service details, date of appointment request, and comments or
requests will be displayed.
5. Click the Reject button to reject or not accept the appointment request. The Are You Sure?
screen will appear. Click the Yes button to reject the appointment.
6. Click the Close button to return using other great features in Salon Iris.
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Web Site with Online Appointment
Note: The Show field, located on the Appointment Requests screen, can show all old accepted
appointment requests and requests that were rejected. The old appointment request list will be automatically
removed after 90 days.
Automatic Web Site Update and Check for Appointment Requests Setup
You can set the time interval to check for new appointments and update your web site.
To set the time interval to check for new appointments and update your web site, perform the following
steps:
1. From the Web Site pull-down menu, select Web Site Setup. The Web Site Setup screen will
appear.
2. Toward the upper left of the screen, click the Automatic Update Setup icon. The Auto Update
screen will appear.
3. Check the following boxes to perform automatic updates/check for appointments:
• Automatically check for new appointment requests and update the web site every
___ minutes. Select the appropriate amount of time.
• When automatically updating the site, display a warning message and wait for ___
seconds. Select the appropriate amount of time.
• If you use a phone line, not cable or DSL, for Internet access, check the Dial up
connection: Launch web browser prior to update or appointment check to initiate
Internet connection box.
Note: If you do not check the above boxes, you must use the Web Site Setup screen to manually update
your web site and check for appointments. To do this, from the Web Site pull-down menu, select Web Site
Setup and click Update Site, Rebuild Entire Site, View New Requests, or Check for New Requests icons
as appropriate. Instead of using the Web Site Setup screen to update the web site, check for new
appointment requests, etc., you can also use the Web Site pull-down menu and make the appropriate
selection.
Manually Update Your Web Site
If you make a change to the appearance of your web site (such as change a font type or color) or the
Salon Iris database (such as add a service or delete an employee), you can easily update what
information is shown on the web site. For example, if you change an employee's schedule or add open
tickets to the Salon Iris database, this information can be sent through the Internet to your web site. That
way, your web site can show the most up-to-date appointment availability information.
To update your web site using Salon Iris, perform the following steps:
1. From the Web Site pull-down menu, select Update Web Site.
2. Salon Iris will use the Internet to send the latest information to your web site.
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Web Site with Online Appointment
Note: You can also update your web site from the Web Site Setup screen. To do this, select Web Site
Setup from the Web Site pull-down menu. Then click the Update Site icon, located on the left side of the
screen.
Note: You can use the Automatic Web Site Update Setup feature of Salon Iris to automatically update your
web site. To do this, perform the following steps: 1) From the Web Site pull-down menu, select Web Site
Setup. The Web Site Setup screen will appear. 2) Toward the upper left of the screen, click the Automatic
Update Setup icon. The Auto Update screen will appear. 3) Check the box to automatically update the web
site and check for appointment requests every ___ mins. Then select the amount of minutes. Click OK when
done and then Close to return using Salon Iris.
Manually View Appointment Requests
You can manually view the list of existing appointment requests that was transferred to your computer on
a prior check while using Salon Iris.
To manually view existing appointment requests while using Salon Iris, perform the following steps:
1. From the Web Site pull-down menu, select View Appointment Requests. The Appointment
Requests screen will appear. Salon Iris will not use the Internet to check for new requests using
this feature, it will only display information that has been transferred to your computer in a prior
check for new appointment requests.
2. A list of appointment requests will be displayed. You may need to select Old in the View section.
You can click the View button to learn more information about the appointment request. Then,
you can click Accept or Reject, as appropriate.
3. Click the Close button to return using Salon Iris.
Note: You can manually check for brand new appointment requests by going to the Web Site pull-down menu
and selecting Check for Appointment Requests. Salon Iris will use the Internet to check for brand new
appointment requests.
Updating Your Web Site's Credit Card Billing Information
Salon Iris may give you a pop-up message that your online booking credit card information needs to be
updated. This may happen if your credit card is past its expiration date and you need to enter in a new
expiration date.
To update your credit card information, perform the following steps:
1. From the Web Site pull-down menu, select Web Site Setup. The Web Site Setup screen will
appear.
2. On the left, click the Billing Information icon.
3. Click the Change Credit Card button.
4. Enter your new credit card information in and click OK to return to the Account Management
screen.
5. Check your contact information and make any changes necessary. The contact information is
private and will not be displayed on the web.
6. Click the Update button and you will return to the Web Site Setup screen.
7. Click Close to return using other features in Salon Iris.
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Web Site with Online Appointment
Note: On the Web Site Setup screen, click the Billing Status icon to check the billing status of your account.
Change Web Account Password
To change your web account password, perform the following steps:
1. From the Web Site pull-down menu, select Web Site Setup. The Web Site Setup screen will
appear.
2. Click the Change Password icon. Enter your current and new password information.
3. Press the Update button.
4. Press the Close button.
Note: Always remember your password! Write it down and keep it in a safe place!
Cancel Web Account
To cancel your web account, perform the following steps:
1. From the Web Site pull-down menu, select Web Site Setup. The Web Site Setup screen will
appear.
2. Click the Cancel Account icon. Enter your password information and press Cancel Account.
Press Close if you do not wish to cancel your account.
3. Press Close again.
Note: You may be subject to a setup fee if you decide to reopen your account later.
Keeping Things in Sync and the Public Internet
The online appointment booking system is a robust and stable system that has been designed to
minimize problems. However, due to the nature of the public Internet, Internet service providers, and that
the Salon Iris database is separate from your web site, some issues may occur. Remember, Salon Iris
periodically contacts your web site and synchronizes information. Most of these issues can occur if
something changes, such as employees' schedules, in the Salon Iris database before the web site is
updated, but while a client is accessing the web site.
The Public Internet and Reliability
The Internet is a public network and is not maintained by CMJ Designs, Inc. Occasionally, portions of the
Internet may temporarily stop working. Because of this, CMJ Designs, Inc. cannot guarantee the
reliability of the online appointment booking system. Although these outages are rare and usually brief,
this may affect the ability for your clients to book online appointments or the ability of Salon Iris to check
for online appointments or update your web site.
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Web Site with Online Appointment
Double Booking
Clients are not allowed to double book (request a service from an employee who is already performing a
service at the same time) on the web site. Clients are only allowed to request appointments for
employees who are scheduled to work and do not have any other appointments. It is possible, however,
for a client to book an appointment on the web site at the same time a client in the business is booking an
appointment. Because of this, double booking can occur. It's not possible to avoid this problem due to
the nature of online appointment booking. If this does occur, you will be notified when you accept the
appointment request if the double-booking warning option turned on. The double booking warning option
is located on the Options screen on the Ticket Setup tab. By default, it is turned on.
Service ID or Description Changed
If a request is made for a service that has been deleted from the database, Salon Iris will warn you that
the service ID was not found. You will have the opportunity to edit the service ID after the appointment
request is accepted (converted to an open ticket). If the description for a service is changed after a client
places a new appointment request, the most recent description will appear when the ticket is accepted
(converted to an open ticket). Because of this, it is always a good idea to confirm an appointment request
with the client.
Employee Deleted
If a service is requested for an employee that no longer exists in the database, you will be notified of this
when accepting the appointment request. You will have the opportunity to select a different employee
after the appointment request is converted to an open ticket.
Client Not Found
When Salon Iris receives an appointment request, it will attempt to locate the client in the database first
by searching by the client's name, then by searching by the client's e-mail address. If no matching clients
are found, then Salon Iris will create a new client in the database.
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Getting Started
Wide Area Networking
Wide Area Networking Overview
The Wide Area Network (WAN) package has all the features of the Local Area Network (LAN) package
and allows one location to remotely connect to other location(s) to perform functions such as appointment
booking and reporting. In other words, multiple buildings anywhere in the world (in different locations)
can share information.
Software Requirements
The supported software systems are as follows:
•
•
•
•
•
Windows XP (Service Pack 2) Pro
Windows 2003 Server
Windows Vista
Microsoft SQL Server 2005 Express or Standard version installed on one computer at each
location (just like LAN)
WAN version of software by CMJ Designs Inc. installed at each store
Hardware Requirements
The hardware requirements are as follows:
•
•
Full time Internet connection
Virtual Private Network (VPN) between each location
Configuration
Each store is identified by a unique store name, which can be selected by the user.
Standard Reports
Standard reports are the set of reports that exist in the non-WAN version of the software. Standard
reports display information of a single location by including only information of the database from that
location. Standard reports can be run for any location that Salon Iris is currently ”r;connected” to.
For example, if you are currently at location A, and wish to run a standard report for location B, connect to
location B (by selecting Wide Area Network Settings from the Tools pull-down menu, and selecting
Location B from the drop-down menu next to the Remote Location option) and run the reports you
would like to. When you are finished, you can connect to another location to run reports for or connect
back to your current location, location A, by going back to the Wide Area Network Settings option from
the Tools pull-down menu and selecting the appropriate option.
Cross Reports
Cross reports encompass information from all locations on a single report. Cross reports start with report
ID #500 and are located on the Reports pull-down menu under Wide Area Network.
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Wide Area Networking
What the WAN Package CAN Do
1. Everything that a Local Area Network package can do.
2. Everything is done in real time.
3. Connect to other locations and perform all functions that a Local Area Network client copy can
perform, including the following functions:
• View the appointment book
• Make appointments
• View/edit inventory
• View/edit clients
• Run 100% of the reports
• Look up the balance of a gift card or gift certificate
• Payroll for each location (must log into each location separately and run payroll)
• Inventory (must log into each location separately to view inventory)
4. Run the ”Cross Reports.” Currently, the following three cross reports are available:
• Totals for All Location
• Number of Open Tickets
• Product Stock Count
What the WAN Package Can NOT Do
•
•
•
•
•
•
•
Centralized payroll
Centralized mailing report
Search all locations and find an open time slot; you must connect to each location separately to
view an open time slot
Automatic inventory transfer from one location to another
Backup or restore a database at a remote location
Communicate with other locations that are running different versions of the software
You cannot ”log in” and ”log out” using a remote location’s time clock
Wide Area Network Setup
To setup the WAN, perform the following steps:
1. At each location, be sure your VPN is setup.
2. At the first location, install Salon Iris on the server computer, which holds the database and that
you will make Salon Iris database backups on, by performing the following steps:
a. While in Windows, insert the Salon Iris CD in the CD ROM drive. The installation process
should begin.
b. If you use Windows XP (Service Pack 2), if the installation process does not begin, click
the Start button on the Windows desktop. Select Run. At the prompt, type d:\launch
(where d: is the letter of your CD ROM drive). If you use Windows Vista, hold down the
Windows key, which is located next to the Alt key, and press the R key. At the prompt,
type d:\launch (where d: is the letter of your CD ROM drive). Your CD ROM drive could
also be the e: drive, depending on your computer's configuration.
c. Or, if you do not have a CD, download the software from
http://www.saloniris.com/otherdownloads.htm and click on Salon Iris full version and
the installation process should begin. If you are downloading this file from the Internet,
the Open File - Security Warning screen will appear. Click the Run button. Salon Iris
is free of viruses and is perfectly safe to run on your computer.
d. The InstallShield Wizard screen will appear. Click Next.
e. The License Agreement screen will appear. Please carefully and slowly read over the
license agreement. If you wish to accept the terms in the license agreement, select I
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Wide Area Networking
accept the terms in the license agreement and click the Next button. If you do not
accept the terms, Salon Iris will not install and you can stop using Salon Iris.
f. Leave the default destination folder as C:\Program Files\Salon Iris\ and click Next.
g. Click the Install button. Salon Iris will also automatically install SQL Server. This
process will take a few minutes.
h. Click the Finish button.
i. The Salon Iris icon will now appear on your computer's desktop. Double click on the
Salon Iris icon.
j. The First Time Setup screen will appear. When it asks you how you would like to get
started, select Register.
k. The Register screen will appear. Enter your business name and the WAN serial number
that was provided to you when you purchased Salon Iris. This serial number can be
found on your receipt. Be sure to keep your serial number in a safe place and do not
lose it.
l. Click the OK button.
m. The Registration Successful screen will appear. Click the OK button.
n. The Select Server window will appear. It can also be opened by selecting Database
Controls from the File pull-down menu and then pressing the Select Server button.
Select the first option, which says, This computer is the server. Take careful note of the
name (including spelling and UPPER and lower case) of this computer. You will need this
name when you setup the client computers. Press Auto Setup. Salon Iris will now
attempt to connect to an instance of SQL Express. If more than one instance of SQL is
found, a screen will appear asking you to select which instance of SQL to connect to.
Select the instance and click OK.
o. If no instances of SQL Server are detected, click the Auto Setup button again. If this
does not fix the issue, restart your computer and if the No Database Open screen
appears when you reopen Salon Iris, click the Select Server button and repeat step n. If
you are still having an issue, see the Networking Troubleshooting and SQL Server
Troubleshooting sections of this User's Guide for further assistance.
p. Select which type of database that you would like to start with. You can select either of
the following choices:
• Sample Database, select this choice if you would like to start using Salon Iris
with some sample clients, products, and appointments. We recommend using
the sample database with the trial version of Salon Iris.
• Blank Database, select this choice if you would like to start using Salon Iris with
a totally blank database.
q. Click OK. Click OK.
r. The Set Database Password screen will appear. Salon Iris will ask for a database
password every time it is opened or when you restore a database from a backup. Enter
your database password and then retype it. Be sure to take careful note of your
database password spelling in UPPER and lower case. Passwords are CaSe sensitive.
Keep the password in a safe place as CMJ Designs Inc. does not replace database
passwords. Click the OK button.
s. Salon Iris will tell you that your password was successfully set. Click OK.
3. At your current location, for each of the additional computers that you want to be included in your
Salon Iris network as client computers, repeat step 2, letters a-s On step n,on the Select Server
screen, select This computer is the client. Then, click on Auto Setup. Select the server
computer from the list of available instances of SQL Server and click OK. On each computer on
the WAN that is at the same location (i.e. all computers within location 1), you will enter in the
same Salon Iris serial number, that was given to you when you purchased, and your registration
name.
4. At the second, third, fourth, etc. business locations, repeat steps 2 and 3. A unique serial number
for each WAN location is to be entered on all computers at each location (i.e. all computers within
location 1 could have serial number "XYZ" and all computers at location 2 could have a serial
number "ABC.").
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Wide Area Networking
5. After you register Salon Iris, Salon Iris (on each computer on the network) will need to be
activated. Next time you close and re-open Salon Iris, Salon Iris will walk you through how to
activate it. You can activate it over the Internet or via phone. Complete step-by-step instructions
that are very easy to follow, will be shown on the Salon Iris screen. Follow the instructions for
activation. If you are on a payment plan, you are not required to activate until you complete the
payment plan. If you are leasing the software, you are not required to activate the software.
6. After the serial number of a WAN package is entered, a new item on the Tools pull-down menu
appears, which is called Wide Area Network Settings. Make this selection.
7. Next, the Wide Area Network Configuration screen will appear. The Wide Area Network
Configuration screen shows where the names of the other locations are entered. Press the Add
button on the right side of the screen to add in each store’s locations.
8. When it asks for the password for the location being added, you should enter the database
password that has been set at the selected location. To ”reconnect” to one of these locations,
select the name of the location from the drop-down list, which is located in the Active Server
section. For example, to connect to the store named, Northville, select Northville from the dropdown list.
9. After selecting the location, press OK. You will notice that the title bar on the top of the software
now lists the name of the location you are connected to.
10. From now on, all operations in the software perform as if you were at the Northville location.
11. To return back to your local location, go back to the Wide Area Network Settings screen and
change the Active Server to This location.
Note: At each location, only one computer will hold the Salon Iris database and be able to make backups.
This computer is called the "server" computer. The other computers can still make changes to the Salon Iris
database in real-time (such as schedule appointments, look up clients, etc.), but cannot make backups.
These computers are called "clients."
Note: While following steps 1-11, above, if you are presented with the No Database Open screen, press the
Select Server button, and repeat steps 2n-11, above.
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Getting Started
Appendix
Short Keys
The following key combinations can be used on any of the major screens in Salon Iris.
Function Keys
Key
Function
F1
Help
F2
Products
F3
Search for a time opening
F4
Open cash drawer
F5
Add a new ticket
F6
Tickets
F7
Clients
F8
Lookup client
F9
Appointment book
F11
Totals by range of days report
F12
Search for a product or service
Control Keys
While holding down the Control key, press any of the following letter keys to access the function in the
right hand column.
Key
Function
A
Mailing report
B
Backup database
D
Enter declared cash
E
Employees
F
Employee scheduling
G
Gift certificates
I
Product ordering
L
Print labels
M
Merge clients
O
Options
P
Password setup
R
Run report by report ID
S
Services
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Appendix
T
Employee tips
U
View User's Guide
W
Run report by browsing
X
Password logout
Z
About Salon Iris
Copyright and Trademark Notice
Salon Iris is a registered trademark of CMJ Designs, Inc.
Copyright (c) 1997- 2008 CMJ Designs, Inc.
Salon Iris Software License Agreement
ATTENTION! Important: Carefully read the following terms and conditions. By installing this Software,
you (the "Licensee") are consenting to the terms of this agreement and accepting that they will be legally
binding on you and any end user who may obtain this Software through you or your company. If you do
not agree with the terms of this agreement, or do not wish them to be binding on you and your company,
do not install the Software and promptly return the package and its contents together with proof of
payment for a refund.
Throughout this document, "Software" refers to items written by CMJ Designs, Inc. (the "Licensor"),
including, but not limited to, Salon Iris® support software, Salon Iris® documentation, and/or all other files
included in the Salon Iris® total software package.
1. CONSENT FOR INTERNET-BASED SERVICES. CMJ Designs, Inc. may offer Internet-based
services that may be used in conjunction with the Software. CMJ Designs, Inc. may change or cancel
these services at any time. If you use the on-line process to activate the Software, or if you use an
Internet-based service offered by CMJ Designs, Inc., the software automatically contacts a CMJ Designs
server over the Internet, and transmits certain information about your computer without separate notice to
you. CMJ Designs, Inc. does not obtain personally identifiable information from your computer other than
any personal information you specifically enter as part of your usage of the Internet-based service and the
Software’s serial number. By using this Software, you consent to the transmission of this information.
2. LICENSE. In consideration of payment of a license fee as part of the purchase price of this product
and while in compliance with the terms and conditions of this license agreement, Licensor grants to
Licensee a non-exclusive and non-transferable license to use the Software for Licensee’s internal
business purposes with the specific rights to:
• use the Software on any single computer;
• use the Software on a network, provided that each computer accessing the Software
through the network has a licensed Software copy or an authorized network multi-user
license;
• use the Software on a second computer when the primary shop computer is not being used;
and/or
• copy the Software for archival purposes only, provided the copy contains all the original
Software's proprietary notices.
319
Appendix
Rights not expressly granted by this section are reserved to CMJ Designs, Inc.
3. RESTRICTIONS ON USE. You may not:
• permit other individuals to use the Software except under the terms listed above;
• permit concurrent multi-computer use of the Software except with a multi-user license;
• modify, translate, reverse engineer, de-compile, disassemble (except to the extent
applicable laws specifically prohibit such restriction) or create derivative works based on the
Software;
• make error corrections to or otherwise modify or adapt the Software or create derivative
works based upon the Software, or permit third parties to do the same;
• copy the Software other than as specified above;
• assign the license rights granted above to any other person or entity except with the prior
written consent of Licensor and in accordance with Licensor’s requirements as provided in the
Licensor’s Transfer of Ownership form.;
• rent, lease, sublicense, grant a security interest in or otherwise transfer rights to the
Software; nor
• remove any proprietary notices or labels on the Software or its output.
4. OWNERSHIP. Title, ownership rights, and intellectual property rights in the Software shall remain in
CMJ Designs, Inc. The Software is protected by copyright laws and treaties. Title and related rights in the
content accessed through the Software is the property of the applicable content owner and may be
protected by law. This license gives you no rights to such content. The Licensee owns the disk on which
the Software is recorded, while CMJ Designs Inc. retains ownership of the Software program and all
copies of the Software.
5. TERM. The license is effective until terminated. You may terminate the license at any time by
destroying the Software and all copies and documentation. The license will terminate automatically if you
fail to comply with the limitations described in this agreement. For example, if any modifications are made
to the Software by the user or the media is subjected to accident, abuse or improper use, the terms of this
agreement are violated and this license shall be terminated immediately. Upon termination, you agree to
destroy the Software and all copies and documentation.
6. LIMITED WARRANTY. CMJ Designs, Inc. warrants the original disks or CDs on which the Software is
furnished to be free from defects for 30 days from date of delivery. This limited warranty does not apply
to downloaded Software and is the only warranty made by CMJ Designs, Inc. This time limitation may not
apply in some jurisdictions.
No dealer, agent or employee of CMJ Designs, Inc. is authorized to make any modifications, extensions
or additions to this warranty. This warranty shall not apply to hardware or Software other than the
unmodified version of hardware and Software as described in the documentation. If any modifications are
made to the Software by the user, or the media is subjected to accident, abuse or improper use, the
terms of this agreement are violated and this warranty shall be terminated immediately.
If the software does not perform substantially in accordance with the Salon Iris® documentation, the
entire liability of CMJ Designs, Inc. and your exclusive remedy shall be limited to either, at the Licensor’s
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option, replacement of the Software or refund of the amount you paid for the Software. If the Software
was purchased in conjunction with hardware from CMJ Designs, Inc., any such hardware is sold with the
manufacturer's limited warranty. The warranty period and service varies by manufacturer and product.
The return policy applicable to hardware purchased from CMJ Designs, Inc. is available on the following
website: http://www.saloniris.com/support/policies.htm . CMJ Designs, Inc. warrants that the Software is
compatible only when used on hardware and hardware support items (including cables, connectors,
interfaces, and adaptors) purchased from CMJ Designs Inc. or that meets the specifications provided by
CMJ Designs, Inc. on its website, using the manufacturer's drivers or direct (serial) connection while
Windows is operating in the following default regional setting: "English (US)".
7. DISCLAIMER. THE FOREGOING LIMITED WARRANTY STATES THE SOLE AND EXCLUSIVE
REMEDIES FOR THE LICENSOR’S OR ITS SUPPLIERS’ BREACH OF WARRANTY. CMJ DESIGNS,
INC. AND ITS SUPPLIERS DO NOT AND CANNOT WARRANT THE PERFORMANCE OR RESULTS
YOU MAY OBTAIN BY USING THE SOFTWARE. EXCEPT FOR THE FOREGOING LIMITED
WARRANTY, THE LICENSOR AND ITS SUPPLIERS MAKE NO WARRANTY OR REPRESENTATION,
EXPRESS OR IMPLIED, AS TO ANY OTHER MATTERS, INCLUDING NON-INFRINGEMENT OF
THIRD PARTY RIGHTS OR MERCHANTABILITY, FITNESS OR SATISFACTORY QUALITY FOR ANY
PARTICULAR PURPOSE. THE TERMS OF THIS SECTION SURVIVE THE TERMINATION OF THIS
AGREEMENT IRRESPECTIVE OF THE CAUSE OF THE TERMINATION, BUT DO NOT IMPLY OR
CREATE ANY CONTINUED RIGHT TO USE THE SOFTWARE AFTER TERMINATION OF THE
AGREEMENT.
8. LIMITATION OF LIABILITY. UNDER NO CIRCUMSTANCES AND UNDER NO LEGAL THEORY,
TORT, CONTRACT, OR OTHERWISE SHALL CMJ DESIGNS, INC. OR ITS SUPPLIERS OR
RESELLERS BE LIABLE TO YOU OR ANY OTHER PERSON FOR ANY INDIRECT, SPECIAL,
INCIDENTAL, OR CONSEQUENTIAL DAMAGES OF ANY CHARACTER INCLUDING, WITHOUT
LIMITATION, DAMAGES FOR LOSS OF GOODWILL, WORK STOPPAGE, COMPUTER FAILURE OR
MALFUNCTION, OR ALL OTHER COMMERCIAL DAMAGES OR LOSSES. IN NO EVENT WILL CMJ
DESIGNS, INC. BE LIABLE FOR ANY DAMAGES IN EXCESS OF THE AMOUNT CMJ DESIGNS, INC.
RECEIVED FROM YOU FOR A LICENSE TO USE THE SOFTWARE, EVEN IF CMJ DESIGNS, INC.
SHALL HAVE BEEN INFORMED OF THE POSSIBILITY OF SUCH DAMAGES, OR FOR ANY CLAIM
BY ANY OTHER PARTY. CMJ DESIGNS, INC. AND ALL OTHER PARTIES INVOLVED IN THE
DEVELOPMENT OF THE SOFTWARE ARE NOT RESPONSIBLE FOR ANY ERRORS, AND/OR
FINANCIAL LOSSES, AND/OR PROBLEMS, AND/OR LOSS OF CLIENTS, AND/OR LOSS OF
INFORMATION AND/OR DIFFICULTIES THE USERS OF THE SOFTWARE MAY EXPERIENCE AS A
RESULT OF ITS USE. ALL CALCULATIONS THE SOFTWARE PERFORMS (INCLUDING, BUT NOT
LIMITED TO CALCULATIONS RELATING TO TICKET/SALES INFORMATION, AND/OR TAXES,
AND/OR PAYROLL, AND/OR CLIENTS, AND/OR TOTALS, AND/OR SERVICES, AND/OR PRODUCTS,
AND/OR MAILINGS, AND/OR COUPONS, AND/OR ORDERS, AND/OR PICTURES, AND/OR GIFT
CERTIFICATES, AND/OR REPORTS, AND/OR TAX FILINGS INCLUDING, BUT NOT LIMITED TO, W2
AND 1099 FILINGS) ARE FOR REFERENCE ONLY. ALL CALCULATIONS SHOULD BE PERFORMED
AND VERIFIED BY MEANS INDEPENDENT OF THE SOFTWARE.
The Licensee assumes full responsibility for the selection and suitability of the Software, for its installation
and use, and for the results obtained from the Software program. IMPORTANT: THE LICENSEE ALSO
ASSUMES FULL RESPONSIBILITY FOR MAKING &rdquor;BACKUP” COPIES OF ALL CLIENT
DATABASE FILES DEVELOPED WITH THE AID OF THE SOFTWARE. CMJ DESIGNS, INC.
STRONGLY ADVISES LICENSEES TO BACK UP THEIR DATABASE FILES PERIODICALLY AS
APPROPRIATE AND NOT LESS FREQUENTLY THAN ONCE A DAY. The Licensor is not responsible
for any loss of database files of a Licensee.
9. PRODUCT SUPPORT. Although CMJ Designs, Inc. intends to provide advisory support to customers
following purchase of the Salon Iris® license and disk, the Licensor is not obligated to provide such
support and customers and/or any other users of the Software are not guaranteed such support. Any
sales and support offered by CMJ Designs will be provided in the English language. The support policies
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Appendix
and practices of CMJ Designs, Inc. are subject to change without notice or obligation. The Licensee is
solely responsible for applying to its activities any customer support information provided by the Licensor
and for any consequences thereof.
a) LANGUAGE AND REGIONAL SETTINGS SUPPORT. For proper functionality, the
Windows Operating System setting must be set to "English (US)" default regional setting only.
Although CMJ Designs, Inc has tested the Software in many other settings, it is not able to
provide full support unless the Windows Operating System has been configured to the setting
noted above.
b) HARDWARE SUPPORT. Compatibility with hardware is warranted only with hardware
sold by CMJ Designs, Inc. or that meets the hardware specifications listed on the CMJ
Designs, Inc. website using the manufacturer's drivers or direct (serial) connection while
Windows is operating in the regional setting described in the "Language and Regional
Settings Support" section listed above. Current hardware and hardware support items
available from CMJ Designs, Inc. are listed on the hardware page of the CMJ Designs,
website at www.saloniris.com. For any other hardware or hardware support items CMJ
Designs, Inc. will endeavor to provide basic setup information; however, compatibility of the
Software with that hardware is not covered by the Software Limited Warranty.
In the event that Licensor provides technical support including training or troubleshooting through its help
desk or by means of a remote access program such as &rdquor;Log Me In” or other facility, Licensor does
not warrant that such support will resolve Licensee’s problem or be error free. If Licensee allows Licensor
to remotely access Licensee’s system to provide such technical support, Licensee agrees to release,
indemnify and hold Licensor harmless from any and all liability or damage to Licensee’s computer,
system or software, including any loss of or changes to Licensee’s files or data regardless of the cause.
Licensee shall be solely responsible for the accuracy and correctness of any changes to files or data
made by Licensor at Licensee’s request.
10. GOVERNING LAW. This license agreement, including its Limited Warranty provisions, shall be
governed by the laws of the State of Michigan. All disputes arising under this agreement shall be
resolved in the applicable state or federal courts of Michigan. The parties consent to the jurisdiction of
such courts, agree to accept service of process by mail, and waive any jurisdictional or venue defenses
otherwise available.
11. EXPORT CONTROLS. You may not export or re-export the Software to any country prohibited by
the United States Export Administration Act, or by other similar restrictions or regulations.
12. INTEGRATION. This agreement constitutes the entire understanding of the parties and is intended
as the final expression of their agreement.
Rev. 10.30.07
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