2014 SuperSalon iOffice User`s Manual

2014 SuperSalon iOffice User`s Manual
2014 SuperSalon iOffice User’s Manual
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Sales & Management Software for the Salon & Spa Industry
SuperSalon
2014 iOffice User’s Manual
Phone: 888-458-1001:
For Support, Paper & Hardware Orders Press 1
For Sales Press 3
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E-mail: [email protected] or [email protected]
SuperSalon & Rogers POS ©Copyright Rogers Software Development Inc., 2003-2014
Rogers Software Development Inc.
SuperSalon iOffice User’s Manual
Copyright 2014 Rogers Software Development Inc.
Written and Compiled by Aaron Gipson, Staff Technical Writer
for Rogers Software Development
The information in this document is subject to change without notice
and does not represent a commitment on the part of Rogers Software
Inc. The software may be used or copied only in accordance with the
terms of the software license agreement. Agreement to the software
license implies an unspoken ageement to create and send delicious
baked goods to Rogers Software Development staff at the user’s
convinience. It is against the law to copy the software on any medium
except as specifically allowed in the software license agreement. No
part of this document may be reproduced or transmitted in any form
or by any means, electronic or mechanical, including photocopying
and recording, for any purpose without the express written consent of
Rogers Software Inc.
Contents
Introduction................................................................................................................................................ 1
Part One: Preliminaries............................................................................................................................... 2
System Requirements................................................................................................................................ 2
Getting There.............................................................................................................................................. 3
Logging In................................................................................................................................................... 3
Password Requirements............................................................................................................................ 3
Why are the Password Requirements so Stringent?................................................................................... 3
“Why Must I Agree to the EULA Each Time I Log Into iOffice?...................................................................... 4
Part Two: iOffice Overview and Home Page............................................................................................... 5
The iOffice Home Page.............................................................................................................................. 7
Part Three: The Setup Tab.......................................................................................................................... 8
Setup - Auto Reports................................................................................................................................... 9
Setup - Business Audit Tool......................................................................................................................... 9
Setup - Custom Reports............................................................................................................................10
Setup - Export............................................................................................................................................11
Setup - FPS Export....................................................................................................................................11
Setup - Custom Reports............................................................................................................................12
Setup - Messages......................................................................................................................................13
Setup - Sales Tax Update Utility.................................................................................................................13
Setup - SalonCheckin................................................................................................................................14
Setup - Settings Change Utility...................................................................................................................15
Setup - Store Update Audit.........................................................................................................................16
Setup - Stores............................................................................................................................................16
Setup - User Prefs......................................................................................................................................17
Setup - Upload Log....................................................................................................................................17
Part Four: The Sales Tab............................................................................................................................18
Part Five: The Reports Tab.........................................................................................................................19
Reports Terminology................................................................................................................................ 20
Part Six: Audit Reports.............................................................................................................................. 26
Appointment Audit.................................................................................................................................... 27
Appointment Percentage......................................................................................................................... 27
At a Glance............................................................................................................................................... 28
Audit Trail.................................................................................................................................................. 28
Exceptions............................................................................................................................................... 29
Gift Card Transactions.............................................................................................................................. 29
Guest Summary....................................................................................................................................... 30
Paid In........................................................................................................................................................31
Paid Out.....................................................................................................................................................31
Permission Report....................................................................................................................................31
Service Gap............................................................................................................................................. 32
Shop Charge............................................................................................................................................ 32
Statistics................................................................................................................................................... 33
Tally Transaction Export........................................................................................................................... 34
Time Clock............................................................................................................................................... 34
Part Seven: Customer Reports................................................................................................................. 35
Chemical Release.................................................................................................................................... 36
Clubs........................................................................................................................................................ 36
Customer Retention................................................................................................................................. 37
Customer Retention Analysis (Non Returning)......................................................................................... 38
Customer Visit.......................................................................................................................................... 39
Daily Traffic............................................................................................................................................... 40
Demographics......................................................................................................................................... 40
Points........................................................................................................................................................41
Rate My Visit..............................................................................................................................................41
Source.......................................................................................................................................................41
Traffic....................................................................................................................................................... 42
Part Eight: Discount Reports..................................................................................................................... 43
Traffic Discount Item Report..................................................................................................................... 43
Discount List............................................................................................................................................. 44
Discount Usage........................................................................................................................................ 44
Part Nine: Gift Certificate Reports............................................................................................................. 45
Gift Certificates......................................................................................................................................... 45
Usage....................................................................................................................................................... 45
Part Ten: Membership Reports................................................................................................................. 46
Membership Activity Report..................................................................................................................... 46
Membership Cancellations.......................................................................................................................47
Membership Error Report..........................................................................................................................47
Membership Financial Report.................................................................................................................. 48
Part Eleven: Multi - Store Reports.............................................................................................................. 49
Child Record Compliance........................................................................................................................ 50
Daily Posting............................................................................................................................................. 50
Daily Posting..............................................................................................................................................51
Discount Report........................................................................................................................................51
Employee Trend....................................................................................................................................... 52
Mobile Analytics....................................................................................................................................... 53
Monthly Overview.................................................................................................................................... 53
Monthly Sales Projection.......................................................................................................................... 53
Package Contribution Report................................................................................................................... 54
Product Orders......................................................................................................................................... 54
Product Sales........................................................................................................................................... 54
Product Sales Register - Non VAT............................................................................................................. 55
Sales........................................................................................................................................................ 55
Sales Overview........................................................................................................................................ 55
Salon Sales Register - Non VAT................................................................................................................ 56
Service Sales........................................................................................................................................... 56
Settings Comparison Report.................................................................................................................... 57
Store Ranking........................................................................................................................................... 57
Weekly Overview..................................................................................................................................... 57
eMail Capture Report............................................................................................................................... 58
Part Twelve: Payroll Reports..................................................................................................................... 59
Commission Edits.................................................................................................................................... 60
Commission Report................................................................................................................................. 60
Employee Contact List.............................................................................................................................. 60
Employee List........................................................................................................................................... 61
Employee Membership Sales.................................................................................................................. 62
Employee Payrates.................................................................................................................................. 62
Employee Production Detail Report......................................................................................................... 63
Employee Schedule................................................................................................................................. 64
Hourly Bonus............................................................................................................................................ 64
Labor Sales.............................................................................................................................................. 64
Payroll...................................................................................................................................................... 65
Points....................................................................................................................................................... 67
Position Hours.......................................................................................................................................... 67
TimeCard................................................................................................................................................. 68
Tips Detail................................................................................................................................................. 69
Tips Estimate............................................................................................................................................ 69
Part Thirteen: Product Reports................................................................................................................. 70
Employee Product Sales...........................................................................................................................71
Inventory...................................................................................................................................................71
Inventory Transactions............................................................................................................................. 72
Inventory Transactions............................................................................................................................. 72
Monthly Sales Trend................................................................................................................................. 73
Operator’s Product Sale Register............................................................................................................. 73
Product List................................................................................................................................................74
Product Sales........................................................................................................................................... 75
Product Sales Analysis............................................................................................................................. 76
Product Sales Detail................................................................................................................................. 76
Receive / Transfer / Adjust......................................................................................................................... 76
Sales Register (Invoicewise)..................................................................................................................... 77
Suppliers.................................................................................................................................................. 77
Part Fourteen: Sales Reports................................................................................................................... 78
52 Week Tracking Report......................................................................................................................... 79
Average Wait Time................................................................................................................................... 79
Average Weekly Sales.............................................................................................................................. 80
BF Royalty.................................................................................................................................................81
BTC Error Report...................................................................................................................................... 82
Comparison Report.................................................................................................................................. 82
Daily Detail Report.................................................................................................................................... 82
Credit Card Reports.................................................................................................................................. 83
Daily Report.............................................................................................................................................. 84
Deposit Analysis....................................................................................................................................... 85
Deposit Summary.................................................................................................................................... 86
Drops........................................................................................................................................................ 86
Employee Ranking................................................................................................................................... 87
Employee Sales Summary....................................................................................................................... 87
Hourly Sales Analysis............................................................................................................................... 87
End of Day................................................................................................................................................ 88
Monthly Financial..................................................................................................................................... 89
Monthly Gross.......................................................................................................................................... 90
Monthly Sales........................................................................................................................................... 90
Monthly Statistics..................................................................................................................................... 91
Monthly Trend........................................................................................................................................... 92
Performance Trend Analysis.................................................................................................................... 93
Performance Trend Analysis.................................................................................................................... 94
Production................................................................................................................................................ 95
Production Overview................................................................................................................................ 96
Refunds.................................................................................................................................................... 96
Receptionist Sales................................................................................................................................... 97
Reconcile Summary................................................................................................................................. 98
Schedule Forecasting.............................................................................................................................. 99
Store Overview........................................................................................................................................101
Tax Collections........................................................................................................................................101
Transaction Summary............................................................................................................................ 102
Weekly Detail.......................................................................................................................................... 102
Weekly Report........................................................................................................................................ 103
YTD Comparison................................................................................................................................... 104
Year vs. Year........................................................................................................................................... 105
Part Fifteen: Services Reports................................................................................................................ 106
Sales (Invoicewise)................................................................................................................................. 106
Service List..............................................................................................................................................107
Service Sales......................................................................................................................................... 108
Stylist Extra Services.............................................................................................................................. 108
Part Sixteen: The Scheduler Tab............................................................................................................. 109
Assigning Schedules...............................................................................................................................110
Options at a Glance..................................................................................................................................111
Part Seventeen: The Manager Tab..........................................................................................................112
Brands.....................................................................................................................................................113
Closeout..................................................................................................................................................114
Customers..............................................................................................................................................115
New Customers.......................................................................................................................................116
Discounts................................................................................................................................................117
Editing Discounts.....................................................................................................................................118
Creating Discounts..................................................................................................................................119
Discounts Terminology............................................................................................................................120
Employees..............................................................................................................................................124
Opening..................................................................................................................................................125
Packages................................................................................................................................................126
Paid Outs.................................................................................................................................................127
Price Groups...........................................................................................................................................127
Product Categories.................................................................................................................................128
Products..................................................................................................................................................129
Product Terminology.............................................................................................................................. 130
The Inventory Manager.......................................................................................................................... 133
Quick Keys............................................................................................................................................. 135
Resources.............................................................................................................................................. 136
Search Sales...........................................................................................................................................137
Series..................................................................................................................................................... 138
Service Categories................................................................................................................................. 139
Services..................................................................................................................................................140
Services - Editing Services......................................................................................................................141
Services - Quick Key Configuration.........................................................................................................142
Store Groupings......................................................................................................................................143
Synchronize............................................................................................................................................143
Vendors...................................................................................................................................................144
Part Eighteen: The Appointments Tab.....................................................................................................145
Part Nineteen: Store Synch......................................................................................................................146
Synching Services..................................................................................................................................147
The Synch Process - In Review............................................................................................................... 150
Store Synch - Products........................................................................................................................... 150
Store Synch - Series Sales...................................................................................................................... 150
Store Synch - Packages...........................................................................................................................151
Store Synch - Discounts..........................................................................................................................151
Store Synch - SMS...................................................................................................................................151
Store Synch - Employees.........................................................................................................................151
Store Synch - Permissions.......................................................................................................................151
Store Synch - Everything Else..................................................................................................................152
Part Twenty: The Store Setup Tab........................................................................................................... 153
Card Swipe Settings............................................................................................................................... 154
Cash Drawer.......................................................................................................................................... 154
Company Information............................................................................................................................. 154
Internet Setup - General.......................................................................................................................... 155
Internet Setup - Dialup............................................................................................................................. 156
Internet Setup - Dialup..............................................................................................................................157
Owner Password.................................................................................................................................... 158
Payment Methods - General....................................................................................................................159
Payment Methods - Credit Card Processor Setup................................................................................... 160
Payment Methods - Gift Card Processor Setup........................................................................................161
Payroll / Bonuses - General......................................................................................................................162
Payroll / Bonuses - Timecards................................................................................................................. 163
Payroll / Bonuses - Pay Periods............................................................................................................... 164
Payroll / Bonuses - Commisssion............................................................................................................ 165
Permissions........................................................................................................................................... 169
Pole Display.............................................................................................................................................171
Positions..................................................................................................................................................171
Receipt Printer - Hardware.......................................................................................................................172
Receipt Printer - Options..........................................................................................................................173
Receipt Printer - Default Footer................................................................................................................174
Receipt Printer - New Customer Footer....................................................................................................174
Receipt Printer - Additional Footer............................................................................................................175
Receipt Printer - Rate My Visit Footer.......................................................................................................175
School Settings.......................................................................................................................................176
Store Setup..............................................................................................................................................178
Upload PDF.............................................................................................................................................179
Utilities.....................................................................................................................................................179
Part Twenty One: Software Settings........................................................................................................181
Software Settings - Reports.....................................................................................................................187
Software Settings - Taxes....................................................................................................................... 188
Software Settings - Tickets..................................................................................................................... 189
Software Settings - Tickets (Bottom Options)...........................................................................................192
Software Settings - Appointments.......................................................................................................... 193
Software Settings - Wait Time................................................................................................................. 194
Software Settings - Uploads................................................................................................................... 196
Software Settings - Inventory.................................................................................................................. 196
Software Settings - Birthday Settings.......................................................................................................197
Software Settings - SMS Alerts............................................................................................................... 198
Software Settings - Tips.......................................................................................................................... 200
Software Settings - Retail........................................................................................................................ 201
Part Twenty Two: E-Royalties.................................................................................................................. 203
The Overview Page................................................................................................................................ 204
The Closed Days Page........................................................................................................................... 208
The History Page.................................................................................................................................... 209
The Settings Page...................................................................................................................................210
Introduction
Welcome to the newest edition of the iOffice user manual.
The iOffice feature of the SuperSalon point-of-sale system allows owners and
authorized managers to securely access their important data from any location
on the planet with an Internet connection. When used in conjunction with the
SuperSalon point-of-sale system, business owners have an incredible tool for
never losing sight of the “big picture” in regards to their salon’s success.
This publication is designed to provide both a reference point and a training
aid for advanced and beginning users. The material herein encompasses every
aspect of normal use for the iOffice environment. It is also recommended that
the user familiarize themselves with the basic operations of the SuperSalon
point-of-sale system itself as well in order to get a more rounded familiarity.
The material presented herein represents a collaborative eff ort between Rogers
Software Development’s senior support technicians and Development staff .
Excerpts from the SuperSalon Version 5 User Guide, as well as internal
correspondences between Development and Support have been cited in the
creation of this publication.
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Part One: Preliminaries
System Requirements
• Hardware: The iOffice environment can be viewed and manipulated from almost any
personal computer with an Internet connection. Possible exceptions to this would be
computers older than 10 years, or those whose Windows operating systems are no
longer supported by Microsoft (Windows XP and prior).
• Software: In order to properly view, retrieve, and manipulate the data of iOffice,
Rogers software development has optimized it for best performance on the Mozilla
Firefox and Google Chrome browser platforms. This is due to Firefox’s superior
ability to handle in-depth queries for multiple areas of a database server at once, as
well as its superior memory management and plug-in containment. iOffice has also
been tested successfully on the Safari and Opera platforms; but sporadic issues and
hangups from all prevents our implicit endorsement of them. Internet Explorer should
not be considered for any kind of extended work in the iOffice environment.
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Getting There....
iOffice can be accessed from the SuperSalon homepage at www.SuperSalon.com, and
you will find the link to iOffice on the top of the homepage, as seen on the image below.
Once there, the user is greeted by the attractive young woman who maintains her silent,
and studious vigil over the iOffice login screen.
Logging In
To login to iOffice, you’ll need an authenticated user name as well as an encrypted
password. If these two credentials have not yet been set up for you, please contact
Rogers Software Technical Support at 1-888-458-1001 to have these set up for you.
Password Requirements
Due to our servers’ security requirements, and our commitment to keeping client data as
safe as possible, we have the following requirements for any encrypted password that
has access to iOffice. The password must contain at least one capital letter, one number,
one symbol (!,%,$, etc.), and must be at least 8 characters long. Example: ‘pa2sw$rD1!’
Why are the Password Requirements so Stringent?
A common tool for cyber criminals is a program that randomly guesses passwords based
on typed character combinations. Having a mix of capital and lowercase letters, numbers,
and symbols together in the same login credential greatly reduces the effectiveness of
these programs. It is highly recommended by Rogers Software Development that you
apply the same password strategy to all of your computer-based authentications.
3
Now that you have the proper login credentials, go ahead and type them in the appropriate
fields. If this is your first time using iOffice, please be sure to click the link below the login
fields to read our End-User License Agreement. This document goes into detail on the
rights and responsibilities of iOffice users and their delegates.
“Why Must I Agree to the EULA Each Time I Log Into iOffice?
This is something that has been asked many times via e-mail and phone conversations
with technical support. Though it may seem tedious, the reasons behind this practice
speak to our commitment to security for users and developers alike. Each time you log
into the iOffice environment, you are entering an environment where the financial and
transactional information of yours and tens of thousands of other businesses is accessed
24 hours a day. Isn’t it good to know that every single person who accesses this network
agrees to do so in a manner set forth in the license agreement, every time they login?
4
Part Two: iOffice Overview and Home Page
iOffice is a web-based cloud backup system whose general interface mimics that of
the SuperSalon POS. This reduces any potential learning curve when going from one
interface to the other. The tabs (shown below) are the primary method of navigating the
iOffice interface, and users already familiar with SuperSalon will see the similarity quite
quickly.
It is through the iOffice interface that owners are able to perform several administrative
functions, as well as have access to features that are neither available nor practical to
have on the point-of-sale itself. If a business owners desires a setting or function change
in SuperSalon, on the salon side computer, that change that can be made in iOffice, and
transferred to the salon via a standard upload from the POS.
iOffice replenishes itself several times during the course of a workday via SuperSalon’s
uploading process. Depending on the desired time intervals for automatic uploads to
take place, the data on iOffice can be as fresh as a few hours, to even a few minutes!
The reporting functionality of iOffice is second to none, with literally hundreds of reports
based on thousands of metrics, and the ability to even create customized reports based
on your unique business model’s needs. And though several of these reports are also
available on the point-of-sale, iOffice gives its users the unique ability to explore reporting
data over several salons at once, or even across several franchise accounts (depending
on user access).
In addition to these powerful reporting, data storage, and administrative functions; iOffice
5
also provides users with the following great features, as well as several more:
• Real time announcements on the iOffice home page in the event of system outage
or maintenance.
• Unlimited access to Rogers Software’s SuperSalon documentation, user manuals,
and instructional video library.
• The ability to synch products, services, discounts, and several other features across
several salons at once with our StoreSynch™ feature.
• Monitor and submit E-Royalties, for many franchise concepts, in just a few easy steps.
• Compose text messages to be received either individually, or en masse to several
users and locations at once.
• Secure global access to your data 24 hours a day, 7 days a week, with almost never
a moment of downtime.
• Reduced downtime in the event of equipment failure due to regular updating of critical
data, which can then be downloaded into a new system.
6
The iOffice Home Page
As stated above, the iOffice home page contains a real time announcements in addition
to other critical information to keep users and owners abreast of any changes or outages.
In addition to this, the iOffice home page is also a great source for learning materials.
Training videos, how to manuals, and other extensive documentation on our products
are all available from the home page of iOffice. Other features of the Home page include:
• Contact information for Support, Billing, and for receipt printer paper orders.
• Industry related news and critical updates.
• A delightful scrolling image carousel of our surprisingly photogenic staff.
• Areas where you can provide your feedback, or suggest improvements and
enhancements.
• Software license transferal information.
7
Part Three: The Setup Tab
Although most of iOffice’s interface was designed to
mimic the POS, the “Setup” tab for both interfaces is
quite different. Operations and utilities corresponding
to SuperSalon’s “Setup” tab are instead displayed in
iOffice’s “Store Setup” tab which will be addressed
at length later.
This page contains features accessible only to salon
owners and their selected staff. Here users will find
tools and resources that will help configure and
customize various aspects of the software to make
it more unique to their business.
The most popular feature on this page is, of course,
the Custom Report builder. This tool is designed to
allow business owners the ability to configure almost
any reporting metric, and then have it exported into
a user-friendly format such as Microsoft Excel or
QuickBooks.
Most common uses:
• Receiving text messages from individual employees at individual salons, or sending
a mass e-mail to multiple employees, at multiple locations.
• Configuring and receiving e-mail alerts through the audit tools.
• Creating and exporting customized reports.
• Using the “settings change utility” to affects multiple point-of-sale systems, for multiple
salons.
• Reviewing the upload log.
8
Setup - Auto Reports
An optional expanded service that will automatically e-mail pertinent reports from any or
all salons in the account to any requested e-mail address.
Setup - Business Audit Tool
Another optional service which will issue e-mail alerts when business rules are broken
or theft indicators are triggered.
9
Setup - Custom Reports
iOffice and SuperSalon have over 120 reports, each detailing different metrics and
settings, but sometimes owners and managers who like to think outside the box need to
see their investment’s performance from differently assigned variables. This link loads
the Custom Report builder which can be used to create very finely detailed reports
based on hundreds of metrics, and prepares them for export into a familiar program.
The user is encouraged to experiment with their own custom reports, there is absolutely
no damage that can be done to either the iOffice or SuperSalon systems from these
experimentations.
When metrics are assigned and saved using the convenient drag and drop interface,
they will appear whenever the user logs in under the “Saved Reports” tab.
10
Setup - Export
This submenu provides the user with the tools necessary to export their custom reports
into a user friendly format. Quickbooks is currently the program of choice in the case of
most owners and managers.
Setup - FPS Export
The FPS Export allows the user to export purchase orders to Regis for accounts with
a pre-existing relationship with that company. Accounts who are not under partnership
with Regis will not likely to see or have need of this particualr submenu at all.
11
Setup - Custom Reports
This new utility in iOffice allows users to broadcast messages to all staff, at all locations.
Owners have the option of setting any messages to be required reading provided the
POS software version is 5.6.1 or above. I office users also have the option of reviewing
past broadcasted messages through the use of the “past messages” button in the upper
right-hand corner of the interface.
This tool was just recently introduced, and has proved to be quite useful for corporate
wide communications on an almost instantaneous level.
The interface is almost identical to any other e-mail interface the user may have
encountered, and is also quite similar to the messaging format of the POS itself.
12
Setup - Messages
The iOffice messaging system allows users to distribute email like text messages through
out every store in their account. The messages are not sent instantly, but instead are
sent via the next upload from the store-side POS.
Anyone familiar with navigating an email interface should be able to utilize the Messages
system without any problems. When messages are sent via upload, they appear to the
individual as a prompt in the Timeclock screen.
Setup - Sales Tax Update Utility
This utility can allow owners of multiple salons to adjust a particular tax by use of an
Excel file. Once uploaded into this interface, it will distribute the new rate(s) accordingly.
13
Setup - SalonCheckin
Users of the SalonCheckin functionality will notice an augmented interface in this latest
release of iOffice. Coupled with a revamp of the web side check-in interface as well, this
service has exploded in both functionality and customization options.
Upon logging in, users will see their store group, along with any stores associated with
them in a clean looking roster. Clicking on the “edit” button will allow the user to perform
any number of customization options ranging from welcome messages to the uploading
of their own original logo.
14
Setup - Settings Change Utility
This utility allows owners and their authorized managers to make quick settings
adjustments on the fly to any of the stores in their account. Created after popular demand,
this utility also presents the user with the possibility of unwittingly making an adjustment
they didn’t plan on.
Users should be aware that no settings adjustments will take place until the target store
performs a standard upload.
All settings available to users in the Setup > Software Settings menu are also available
here, and changes are quickly distributed to all salons.
15
Setup - Store Update Audit
A new tool for iOffice users and business owners to use in keeping track of their salons’
SuperSalon software versions, and when those updates have taken place. The user is
given three different options, all of which are described in detail on the interface.
The results of this query will populate in the form of an Excel (CSV formatted) spreadsheet
downloaded to the user’s machine. Microsoft Office will be needed to properly view it.
Setup - Stores
This submenu displays a detailed roster of all salons under the account of that particular
iOffice login. Stores are listed with their name, time of last upload, and SuperSalon
version number.
Clicking on the individual entry will populate this screen where a more detailed view is
available that includes the address and contact information for the salon.
16
Setup - User Prefs.
This submenu is where the user can configure and customize a few preferences that
are exclusive to their login. Security questions can be put in place for increased levels of
protection.
Send Email Verification Link
This area is for users who log onto the iOffice environment and see the message “***
Email not verified ***” message in the upper right hand corner of the home page. Clicking
this button will send an email to the given account which will have an imbedded link for
the user to click and verify their email.
Setup - Upload Log
This submenu displays a color coded roster of all stores and salons in the given IOffice
account, along with their last upload time and the IP address from where the upload
originated. Where backdoor access is available, clicking on the IP address will activate
a link that will engage the remote connection.
Searching and reviewing past upload logs is also available from this submenu by entering
the proper date range using the dropdowns on the left.
17
Part Four: The Sales Tab
There are no specific submenus under the Sales tab as it is merely a reflection of the
current day’s “Search Sales” functionality which is a submenu of the Manager tab.
However, the iOffice version of this Sales screen a little more limited than that of the
SuperSalon point-of-sale system.
Users in iOffice can only view and make changes to assigned commissions from this
interface as it is not connected to any checkout hardware like the drawer or receipt
printer. Therefore, editing and voiding entire tickets is impossible from the iOffice version
of this functionality.
Should owners find the need to edit or void tickets, they should do so either via backdoor
access, or through a delegated manager who is onsite at the salon.
18
Part Five: The Reports Tab
The Reports tab is one of the more outstanding features
of the iOffice environment, and where many owners
spend most of their time while accessing this tool.
Although it also corresponds with the Reports tab in the
point-of-sale system, there are far more reports available
to the iOffice user that allow for trend forecasting, payroll
maintenance, and internal audit functionalities. A brief
summary of each report is available in this section.
Most common uses:
Payroll and commission calculation.
Reviewing and forecasting trends through production
reports that can be run for every possible time period
since the initial installation of the
SuperSalon software.
Close audit of credit card transactions that occur utilizing
integrated processing.
Running comparisons of multiple stores in a single
account from a myriad of angles, utilizing an enormous amount of different metrics
19
Reports Terminology
While SuperSalon has a significant number of reports available, most of them contain the
same basic information or variation thereof. The major differences between the reports
is mostly cosmetic, or in other words, how the information is presented and what filters
can be used to narrow down your searches. The basic components of most reports is
as follows:
Average Cut Time
The Average Cut Time is calculated based off of the ticket service times. It only factors
in tickets that are sold with a service Categorize as Haircut.
Average Time Between Cuts
The Average Time Between Cuts is calculated based off of the time in between tickets
that are sold with a haircut on them.
Commission
The Commission total, usually represented as Com. on most reports, is a figure calculated
using a mix of the same guidelines to calculate Net and Gross. Only services or products
that are eligible for commission are included in the total and this is further affected by any
discounts that are used during the transaction as well as Non Commissionable Shop
Charges.
In order to ensure that the number for this total is accurate, it is important to make sure
that “Apply Discount to Sale Commission” Discounts is configured properly, as well as
the correct discounts are used on Check-Out. It is also important to make sure that any
Non Commissionable Shop charges are set up properly prior to sales taking place.
Non Commissionable Shop charges directly subtract from the Commission amount of a
service.
Because of the nature of this field, it is not unusual for the total to fall somewhere in
between Net and Gross or even to be the same amount as either of the two other totals
depending on your system settings.
Count
The count field is used throughout many of the different SuperSalon reports to refer to
how much of a particular item there is. This could be anything from the number of times
20
a discount was used to how many times a certain service or product was sold. This field
adapts itself to the report in question when displaying it’s numerical data.
Customer Statistics
Customer Statistics include Customer Age, Gender, Source, if they’re New or Recurring,
as well as which offers and requests they’ve accepted. All of the totals for the statistics
are calculated based off of the information entered at the time of customer creation and
are only counted when the customer is used on a ticket that completes Check-Out.
When the Statistics are listed in the various iOffice reports, they are usually presented
with a count of the number of customers who fall into that category, and in some cases,
the amount of Net or Gross revenue generated from their visits. At times, this is further
broken up between Net Service/ Product and Gross Service/Product.
In situations where Customer Data is not known because it was not entered, iOffice
uses a separate category called Unknown to display the information.
Discounts
Reports that show discount amounts do so by looking at which discounts are applied
to a service or product at the time of Check-Out. The total amount subtracted from a
particular product or service sale will then be displayed. In order to ensure that the totals
represented in this column are accurate, it is important to make sure that the discounts
your location choose to use are set up properly as well as applied correctly at the time
of Check-Out.
Discounts have modifiers such as “Free Service” or “Bounce-Back” which can also be
used to gather specific data demographic data.
Gross/Net
Gross is the amount of money the location brought in before discounts are subtracted
from the total. Net is the amount of money the location brought in after discounts are
subtracted from the Gross. Both figures do not include sales tax or employee tips in their
total.
When iOffice is reporting Net and Gross it is taking a look at the transaction data generated
from employees entering tickets into the system. Since Net and Gross are dependent
on ticket information, it is important to make sure that when checking out customers, it is
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done properly. A misentered ticket could potentiality throw off the calculation resulting in
bad data being reported.
iOffice has the ability to divide Net and Gross up between Product and Service sales. In
situations where this is occurring, the information is calculated the same way as before,
except instead of looking at all of the location’s sales data, iOffice confines it to revenue
generated from Product or Service sales. Since iOffice looks at the individual items on
a ticket when calculating this information, tickets that include both products and services
will still have their information accurately reported.
Because gift cards and certificates do not fall under either Products or Services, they are
tracked separately from the two. When a Gift Card/Certificate is sold to a customer, it will
have no affect on either the Net or Gross for Product/Service sales. Product/Service Net
and Gross will only be affected at the time the Gift Card/Certificate is actually redeemed.
It will, however, factor into the Total Net/Gross figures.
Total Net and Total Gross is calculated by adding together Product and Service Net/
Gross along with any other extraneous sales figures such as Gift Card/Certificates and
Requests
Gross/Net Services or Products an Hour
This figure is calculated by taking the Gross and Net totals for product and/or services
and dividing it by the total production hours an employee has. Another name that this
figure is also known by is PPH (Production Per Hour).
Haircuts
The Haircut field is calculated using the transaction data from the time of Check-Out. It
is the number of services sold that have their Category set as Haircut. Even if a service
has the word “Haircut” in it’s name, if the category is not set properly as “Haircut” it will
not be counted towards the total.
Haircuts/Hour
When the total number of haircuts an hour is displayed, this figure is calculated by dividing
the Haircut count with the Production hours for a given employee.
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Non-Production/Production Hours
Production and Non-Production hours are calculated based off of the position used when
an employee clocks in. If an employee clocks in under a position that is not flagged for
production, then calculations that require production hours to complete their calculations
will be incorrect.
In almost all cases, employees who perform services or sell products will want to be
clocked in using production hours while employees who focus only on administration or
receptionist duties will want to be clocked in under a position not flagged for production.
iOffice displays hours that are not considered Production as “Other Hours”. In situations
where employees have both Production Hours and Other Hours, these are combined
into a third field known as Total Hours.
Payment Methods
On reports that deal with Closeout Information, a list of the different payment methods
created in the system as well as the amount they have closed out with will be displayed.
Products Per Guest (PPG)
PPG is calculated by dividing the Net Product sales total by the Total Number of Customers
to visit the location during the date range selected.
Refund/Redo
Refund totals are calculated using the service and product information entered at the
time of Check- Out. On every report where the Refund amounts are listed, this figure
has already been subtracted from the location Net and Gross totals, as well as the
Commission total if applicable. There is no need to manually subtract the totals yourself
as this figure is mostly for auditing purposes.
Redo totals are calculated using the service information entered at the time of CheckOut. Redoes vary slightly from refunds in that they are specific to service sales. When a
refund is completed in iOffice, the funds for the service or product are given back to the
customer. When a Redo is completed, the service is both refunded and sold back to the
customer so there is no gain or loss to the location. For auditing purposes, on reports
where refunds are listed, the Refund total will increase by the amount that was refunded
to the customer without taking into
account the service that was sold back.
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Reported +/- and Actual +/This field appears on certain reports as a diagnostic aid to determine whether or not
the location is uploading their information to the iOffice iOffice correctly. It does so by
comparing the computed close out totals in the iOffice database to the ticket totals in the
iOffice database. In the event the two fields do not match, that usually means that the
upload did not complete correctly and it is necessary to re-save the closeout and upload
again.
Requests
Requests are calculated using the service request feature. When an employee is selected
as being requested by a customer, it increases the request count for that employee.
Because Requests are counted as a service, they can artificially inflate your service
count and even average service sales (if your location charges for employee requests).
This can be circumvented by turning off the option that includes Requests in Service
Sales (See Software Settings). If this is done, requests will be counted separately from
the service totals.
Retail to Net (RTN)
Retail to net is the percentage of retail sales to total net sales. It is calculated by taking
the net product sales, dividing it by the total net (combination of product, service, gift,
requests), and then multiplying the resulting number by 100.
On the payroll report, RtN is calculated using the Product and Service Commission
totals as opposed to actual Net.
Retail to Service [Net] (RtS)
Retail to Service Net is the percentage of retail sales to net service sales. It is calculated
by taking the net product sales, dividing it by the net service sales, and then multiplying
the resulting number 100.
On the payroll report, RtS is calculated using the Product and Service Commission total
as opposed to true net.
Sales Per Hour (SpH)
SpH is specific to the payroll report. Whereas PPH is calculated using Net and Gross
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depending on what the report is trying to accomplish, SpH is always calculated by dividing
the employee Commission total by the number of production hours worked for the given
time range.
Service and Product Categories
On reports that provide a breakdown of different service and product sales based on
their category, the information is pulled from the transaction data created when a ticket
has finished Check-Out. In order to ensure that the correct categories are presented, it
is important to make sure service and product categories are set up correctly.
Ticket Average
Ticket Average, or T.A, is calculated by adding together the total of amount due for all
completed tickets during a given range and then dividing the resulting number by the
amount of completed tickets there were.
Depending on the report, modifiers can be used to provide a more thorough breakdown,
such as only giving the ticket average for male or female customers, or even only giving
the average service sale or product sale per a ticket.
Tips
Tips are calculated using the employee tip information entered at Check-Out. In order to
ensure that accurate tip data is gathered for employees, it’s important to make sure that
“Track Employee Tips” on page 75 is enabled and that employees are actually entering
their tip data.
By default, any tip on a credit card transaction that is not assigned to an employee will be
credited towards house.
Voids
Reports that list the total number of voids pull the data from tickets that have been
cancelled. Only tickets that have their status set as void are counted in the calculation.
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Part Six: Audit Reports
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Appointment Audit
Displays all appointments that have been edited for a given timeframe, along with naming
which individual employee made the change.
Appointment Percentage
This report presents data on all appointments, broken down by individual employee. It
further shows the percentage of no-shows and cancellations along with demographic
information.
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At a Glance
Displays a simple column list of all net service and retail performance as well as gift
certificates and other metrics. Ideally, this report is to be used with multiple salons, as in
our visual example above.
Audit Trail
This report tracks changes made on the SuperSalon point-of-sale system, where they
have been made, and under which individual login the action was performed under.
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Exceptions
Displays the amount of nonproduction services performed, and which salon employee
performed them.
Gift Card Transactions
This date ranged report will display all gift card transactions within a given time frame,
and further filters the data by response time and individual stylist.
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Guest Summary
Presents a daily snapshot of all tickets processed in the SuperSalon point-of-sale system
for a given day.
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Paid In
Presents all paidins performed by the salon on a given date range, the employee who
processed them, the amount, and the notated reason for the adjustment.
Paid Out
This report tracks all of the paidouts performed by the salon in addition to the employees
who performed them, the vendor, and the total amount.
Permission Report
Shows a one page display of all authentucation settings within one salon’s POS. Changes
cannot be made from this screen however, as that function is still in the Setup tab.
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Service Gap
Displays all lost time incurred by employees based on a user defined time limit, and it
also takes into consideration staffing and clock in times for increased accuracy.
Shop Charge
This report displays a snapshot view of all shop charges incurred by individual employees
over a given date range.
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Statistics
Shows a large amount of statistics based on employee performance, void reasons, and
other metrics.
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Tally Transaction Export
Exports pertinent transactional information to a Microsoft Excel spreadsheet in .CSV
format.
Time Clock
This very detailed tool shows extended attendance information based on the time clock
on the SuperSalon point-of-sale system. It tracks whether employees are late, absent,
and tallies the amount as a total.
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Part Seven: Customer Reports
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Chemical Release
For salons that require their clients sign a release for in the event of chemical usage
(color, perm, etc.), this report will give a detailed roster of all signees for a given date
range. The results are broken down by date, but other metrics included are both the
digital signature, and the name of any guardian signatures that may apply as well.
Clubs
For locations that have set up individual clubs for their customers to be a part of for
promotional purposes, this report will track the number of visits, broken down by the
name of the club. This particular report, however, only displays the number of visits, and
does not track any revenue.
The visual example shown above shows three active clubs for this salon, along with how
many times their members have visited, along with a percentage value.
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Customer Retention
A very detailed report that can be filtered by gender, age, new and existing customers,
service category, and several other metrics to determine which customers are returning,
and how often.
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Customer Retention Analysis (Non Returning)
This report shows a breakdown of all non-returning customers, it allows the user to
conjecture as to why based the color-coded indicator of time passed since last visit.
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Customer Visit
Displays all customers who have visited during a given date range, and the amount of
times they have visited based on that time frame.
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Daily Traffic
This report is broken down by days of the week based on the date range entered in by
the user, it is further broken down by hours and tallies how many customers have visited
in that hour span.
Demographics
In this report, a total of all customers for a given date range is broken down by gender,
services, refunds, and other metrics.
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Points
Only salons that utilize customer points will find need for this report. It shows a total of
all points redeemed for a given timeframe, broken down by ticket number and service
description.
Rate My Visit
This report is only available to subscribers of our Rate My Visit program which allows
customers to rate their experience at the participating salon and provide feedback through
an offer attached to their receipt. This report tracks the ratings of this service, and how
many are being redeemed.
Source
Displays the zip code, city, and demographic information for the bulk number of customers
who have visited during a given date range.
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Traffic
Provides a snapshot view of the amount of customers who are new or repeat clients
within a given date range.
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Part Eight: Discount Reports
Traffic Discount Item Report
Displays detailed information on individual discounts, based on a given date range. Data
is broken down by franchise name, invoice number, and customer name.
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Discount List
Here the user can see a quick roster of all active discounts currently registered on the
point-of-sale system. This report only displays a list, and there is no way to edit any of
the entries.
Discount Usage
This report can be run to show the total amount of discounts used for a given date range,
separated by individual discount, and can be further broken down by stylist if needed.
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Part Nine: Gift Certificate Reports
Gift Certificates
This report can be used to track the activity of customers’ gift certificate programs, and
displays the data broken down by customer information and time of use.
Usage
Here the user can see all payment and usage statistics for gift certificates, broken down
by customer and attending salon employee.
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Part Ten: Membership Reports
Membership Activity Report
A very detailed report that shows membership activity based on a large amount of user
defined filters. This report and the two subsequent to it are only available to accounts
who are utilizing customer memberships for their services.
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Membership Cancellations
A summary of all cancelled Membership accounts, based on date range or other metrics,
can be found here. Reasons (when given) are also available in the display for better
marketing research.
Membership Error Report
Shows complete details of all errors in the membership payment process, and further
presents messages from the partnered integrated processing merchant explaining those
errors.
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Membership Financial Report
This report displays all financial activity regarding the users’ membership functionality.
The data can be displayed on a given date range, and shows all recurring and expected
fees.
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Part Eleven: Multi - Store Reports
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Child Record Compliance
Displays all employees from all selected salons, and rates their percentage of compliance
with child recordkeeping (not applicable in all areas).
Daily Posting
This report displays the raw revenue amount of sales broken down by individual service,
and each selected store, within a given date range.
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Daily Posting
This report displays the raw revenue amount of sales broken down by individual service,
and each selected store, within a given date range.
Discount Report
The multi - store version of this report allows users to track the performance of various
promotional discounts across several salons. Research and forecasting are assisted
with the various filters included in its operation as well.
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Employee Trend
Allows the user to quickly track employee performance over a large amount of stores,
and it utilizes a start and end of month as a date range facilitator.
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Mobile Analytics
Mobile Analytics covers the SalonCheckin feature which can be an invaluable tool for
branding and customer loyalty. The associated multi - store report will allow business
owners to guage how well this feature is working in brining in new clients, and tallying the
revenue gained therein.
Monthly Overview
Displays all selected stores in a listed column format, and displays data pertinent to total
volume and year-to-date performance separated by monthly increments.
Monthly Sales Projection
Much like the previous report, this displays the selected stores on top of each other in a
column to compare sales data based on figures from the previous year.
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Package Contribution Report
Another very useful research and forecasting tool for businesses who are running
package promotions. Multiple salons, and multiple date ranged possibilities make this
report on of the more popular in this section.
Product Orders
This report shows total product orders for all selected salons within the given date range,
and their current statuses. It also breaks the order down to individual product as well as
cost versus retail.
Product Sales
The multi - store version of the Product Sales report allows for a giagantic amount of
salons (within that account) to be vierwed at once for a comparison view of their retail
peformance.
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Product Sales Register - Non VAT
A very lengthy and indepth multi - store product sales report allows for several salons to
compare their retail performance, and further break that information down by individual
employee.
Sales
Meant to be a very detailed report for comparing the performance of several salons
at once, and it does this task quite well. With multiple filters, this report can provide an
endless amount of research potential.
Sales Overview
A slightly less detailed report as the previous one, but multiple salons are intended to be
viewed in column format and compared based on service and retail volume numbers.
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Salon Sales Register - Non VAT
Much like the Product Sales Register shown previously, this is a very indepth report that
displays a large amount of data that includes all revenue transactions to take place in
that given date range, across several locations.
Service Sales
Shows a snapshot view of all services being sold for multiple stores in column format, and
the data is further broken down by the number of instances the service was performed
along with the net amount gained in
revenue.
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Settings Comparison Report
A relatively new report. This tool will allow users and administrators of the SuperSalon
Point of Sale review and compare various software settings across all salons within the
same account.
Store Ranking
A very detailed report that compares multiple salons at once based on several userdefined filters that can be selected or unselected depending on the nature of the data
needed.
Weekly Overview
This is yet another comparative report designed to be run for multiple salons at once
on a given date range, and it tracks several metrics from total volume to customer
demographics.
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eMail Capture Report
This monthly based report displays the amount of times a stylist or receptionist inputs
and e-mail address into the customer information. This amount is then turned into a
percentage of total customers input, and compared with previous months.
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Part Twelve: Payroll Reports
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Commission Edits
Presents a snapshot view of all commissions that have been edited in a given date
range. The data can be displayed based on commission edit date, or the date of the
transaction itself.
Commission Report
Here the user can see the total commission amount for a given date range, broken down
by franchise name and location.
Employee Contact List
Displays the name, position, and contact information of all active employees currently on
the payroll of the salon.
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Employee List
This report shows a more detailed list of active employees, then the contact list with the
ability to sort by individual employee. This report may be run for multiple salons at once.
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Employee Membership Sales
Because they tend to have unique commission structures, a special report has been
created to track employee sales performance in regards to Memberships.
Employee Payrates
This report displays a current list of all active employees, along with their production and
non-production pay rates.
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Employee Production Detail Report
The report shown above, though new, has quickly gained popularity as it tracks employee
performance in both sales and retail concerns in minute detail.
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Employee Schedule
Shows and past and current schedules of all active salon employees based on the active
page, and can be filtered for individual start day.
Hourly Bonus
Displays the total amount of hourly bonus pay, separated by employee and their unique
payroll ID.
Labor Sales
This report tracks all nonproduction labor and displays a summary of all service and
retail sales that were gained during that time frame.
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Payroll
The payroll report is designed to calculate how much money your employees are owed
at the end of each payperiod. The report is broken down into three sections. The first
section of the payroll report lists employee hours for the selected date range. Employees
who are considered receptionists (those who are not set to “Performs Services” in their
employee setup) are listed first. A total of their hours and the percentage of the total
hours worked which belong to this particular group is then listed. After the receptionists
are listed, the next group listed are stylist. The stylist grouping consists of employees
who are enabled to perform services in their employee setup.
Like the receptionist group, this group also provides a total list of hours and the percentage
of hours which belong to their subset. The next section of the report is referred to nonproduction details. This section provides a listing of Off Floor Adjustments. These
adjustments are already calculated into the store employee hours listed in the first section.
This particular area of the report is purely for convenience.
The last section of the report is the Sales & Commission totals. This section of the report
actually lists the amount owed to each employee as part of the service and product sale
breakdown. Unlike the other sections of the report, this section could be considered four
separate parts.
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The first part lists the employee information: Employee ID, Name, Total Number of Guests
assisted (pulled from their ticket count), their “Retail to Service [Net] (RtS)” and “Retail
to Net (RTN)”. The next segment is their service totals: Sales (also known as service
“Commission”), “Sales Per Hour (SpH)”, Commission generated from any commission
plans assigned to the employee (the commission plans in question calculate their data
based off of the service sales amount listed in this section), Bonuses (also from any
relevant commission plans), Request bonuses, and then a total of Com., Bonus, and
Req.
The next segment is their product totals: Sales (also known as product “Commission”),
“SpH (Sales Per Hour)”, Commission generated from any commission plans assigned
to the employee (the commission plans in question calculate their data based off of the
service sales amount listed in this section), Bonuses (also from any relevant commission
plans), and then a total of Com., and Bonus.
The last segment is the actual amount due to employees. The pay rate listed is the same
one as in their individual employee setup. The base pay itself is calculated by multiplying
their pay rate by their non production and production hours. If there are different pay
rates for the two hours, then they are calculated separately and then added together.
Overtime pay is added to another column, along with additional hours, vacation hours,
and holiday pay. The next segment is their commission total which is a combination of
both service and product commission generated from plans assigned to the employee.
Next to last is the Gross pay which is Base pay + Add/Vac/Hol Pay + Com (if combine
Commission and Base is turned on). OT must be added in separately. Labor Cost is
generated by dividing the salon net sales by their gross pay.
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Points
Although not all salons participate in a points program for their employees, this report will
display those points based on retail and service production.
Position Hours
A date ranged report that tallies all of the hours worked for a given date range, and
breaks those hours down by employee name and what position they were clocked in as
at the time.
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TimeCard
This report feeds directly from the timeclock on the SuperSalon point-of-sale system,
and is accurate to the most current upload. It displays all individual clocking in and out
times, as well as overtime incurred, and break time for each employee.
The Original Hours listing is how many hours the employee actually clocked in for,
including overtime. The Regular Hours listing is how many hours they were clocked in
for that did not go into overtime.
Overtime hours are how many hours they worked that could be considered overtime.
The Break listing is used for when automatic breaks are enabled or when one is entered
in manually. It lists how long the break was for.
Split Shifts lists split shift hours.
Additional Hours is a listing of any additional time added (for whatever reason). Holiday
and Vacation hours are also listed.
The Total Hours column is calculated by adding together all of the other columns with the
exception of Original Hours.
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The Weekly Hours column is calculated based off of the regular hours time. If overtime
after forty hours a week is enabled, any time that spills past that point will be considered
overtime hours as well. If there are any errors, the Timecard entry for the day will appear
in red. Finally, the report also lets you know if the entry for the day was edited
Tips Detail
Shows a complete detail of all tips that are owed to the individual employee, and this is
further broken down by cash and credit card tips.
Tips Estimate
Here the user can see the estimated tip amount for each individual employee based on
a date range, and separated by payment method.
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Part Thirteen: Product Reports
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Employee Product Sales
This report can be run on a vast date range, for multiple salons, and can be filtered by
brand. Product sales are broken down by employee, and both the gross and net revenue
is displayed.
Inventory
Displays a simple, color-coded reference for quickly determining how many products
were sold, adjusted, or transferred by which salon employee. Only totals are displayed,
and the information is not broken down by individual product.
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Inventory Transactions
Shows the movement of products in and out of the salon’s inventory. It also can be run
from a date range, and displays whether an item was sold, received, transferred, or
adjusted.
Inventory Transactions
Displays product sale quantities along with their corresponding par levels to better gauge
turnover rates.
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Monthly Sales Trend
This report is run with a year’s worth of data in the calculations. It shows product sales
broken down by month of the selected year, and can also be generated in a comparison
mode for accounts with multiple salons.
Operator’s Product Sale Register
Displays product sales broken down by stylist and number of units sold. It can be run for
multiple salons on a vast date range.
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Product List
Both V3 and V4 of this report displays a raw detailed roster of all products, tools, and all
other pieces of inventory currently registered on the point-of-sale system.
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Product Sales
A very detailed report that allows several filters to be utilized in order to track all inventory
sales, as well as the last time a particular product was purchased from the salon.
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Product Sales Analysis
Shows the total product sales of a given date range, and is possible to run a query with
multiple salons selected. The results of the query are broken down by brand.
Product Sales Detail
This report displays all product sales over a given date range, broken down by stylist and
customer name. This report may be generated for multiple salons at once.
Receive / Transfer / Adjust
Presents all inventory adjustments for given date range, and also displays the name of
the salon employee who made the adjustment.
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Sales Register (Invoicewise)
This report displays the same data as the Product Sales Detail report, but presents it in
an Invoicewise format for easier printing and/or faxing.
Suppliers
Here the user can see a roster and contact information of all the current vendors partnered
with the salon.
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Part Fourteen: Sales Reports
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52 Week Tracking Report
This displays a very detaied and well broken down report based on a particular selected
service, and can contain information from a span of up to 52 weeks. The above example
was run for the entire year in order to show the large scope of data.
Average Wait Time
This report requires Wait Time to be enabled in the SuperSalon point-of-sale system in
order to display data. When activated, it shows how long clients have waited on average
to be serviced, broken down and separated by hour.
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Average Weekly Sales
This report shows the average revenue generated by a salon, broken down by department
and/or technician.
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BF Royalty
Displays the total amount of royalties and fees incurred on a monthly basis, and allows
that report to be e-mailed to any address.
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BTC Error Report
This report is not available for all salons, only the ones running a bonus incentive for
employees who sell both a service and a product on a single ticket. BTC stands for
“behind the chair”.
Comparison Report
A very detailed report that allows up to three date ranges on four different metrics to
show performance over a particular time span versus another.
Daily Detail Report
This report displays over 20 detailed metrics based on revenue generation, and utilizes
advanced filtering and comparison capabilities. This report can be run on one particular
day, or over a vast date range.
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Credit Card Reports
Shows complete details of all credit card transactions processed using methods integrated
into to the point-of-sale system. The two different reports within show all transactions,
and a post settle report.
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Daily Report
The Daily Report provides a brief overview of the location’s performance for the day
requested. The report is broken into six sections. The first section is a look at the closeout
totals for the day and whether or not the location was short. If the closeout is not performed
properly, then the information listed on this report will be incorrect. The Summary section
provides a brief overview of sales, while customer statistics give a breakdown of visitor
information. If customer demographics is not enabled, then all customers are assumed
to be unknown.
The Hourly Work Details section, what could be considered the primary focus of the
report, is designed to give an hour by hour break down of customer visitation. The section
lists how many tickets were entered into the system during the displayed period of time,
and who the ticket was assigned to. It also displays how many look and walks were
entered into the system during the same period of time.
The purpose of this is to assist with finding the busiest work hours for the location. The
report counts how many production hours were used (pooled together from all of the
employees working at the time) and offers suggestions on how many additional hours
might need to be scheduled at the location to prevent customer loss.
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Deposit Analysis
This report can be run from either a date range or selected week, and it shows and
tracks revenue flowing into and out of the salon via closeout numbers, payouts, and
traffic statistics.
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Deposit Summary
The Deposit Summary report provides a look at the deposit information for the month
requested. In order for the report to display accurate information, the close out for each
day in the requested month needs to be completed properly. Running the report on a
month that has not finished will not have any adverse affects, but running the report
when there incomplete or inaccurate closeouts will throw off the total calculation at the
end.
The deposit information for Credit, Debit, Phone, and Gift payments is based off of the
Mid-Day and End-Day count fields on the closeout screen. The Cash and Deposit field
are based off of the Cash Deposit section of the Deposit Summary of the Closeout
screen. These two numbers should always be the same. Each day listed in the report
is also a link. When the desired date is selected, it takes you to the Daily Report for that
day.
Drops
Although not utilized by all salons, this report shows details of cash and check drops
over a date ranged timeframe.
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Employee Ranking
This report breaks down stylists’ retail and service performance based on either a month,
or a requested date range.
Employee Sales Summary
Displays both the gross and net retail and service revenue generated by individual
employee. Can be run on a requested date range.
Hourly Sales Analysis
This report displays regional sales data and is generally only available to the upper
echelons of management. It displays revenue generation broken down by location and
hour of the day.
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End of Day
The End of Day report displays every single ticket that was checked in for the requested
date. The employee who performed the service or sold the product is listed, as well as
the customer name, service time, and Check-Out time. The report is primarily used to
circumvent using the search sales screen to bring up ticket information, since by using
End of Day, all of the information is loaded and ready to view.
After the ticket information is listed, the End of Day report calculates the Net Totals and
deposit information for the day. The deposit information is based off of the closeout
totals, so before the information will populate, the closeout will need to be performed and
uploaded.
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Monthly Financial
The Monthly Financial Report provides a look at the Total Gross and Net sales for the
location, along with the closeout totals for each date in the month selected. The primary
purpose of the report is to assist with quickly identifying which days were the most
productive for the location as well as spotting overages or shortages with the closeout
for each day in the month.
The totals for each day are added together at the bottom of the mid section of the report
as a monthly total. Because this section is compartmentalized, it is easy to identify Total
Gross and Net, as well as the Gross and Net for product and service sales respectively.
Taxes and gift certificate/card sales are also tracked separately. The information in the
closeout totals section is dependent on the closeout information entered for that day. If
the closeout for a particular date is incorrect, then it will throw off the total calculation at
the end.
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The closeout totals section also contains the Reported +/- and Actual +/- fields. These
fields are used to determine if there was any data loss during the upload for the date in
question. These two fields should always match in number.
Monthly Gross
Monthly Gross: This report can only be run for a month time span, and it displays a quick
snapshot of closeout, discount, and performed services.
Monthly Sales
This report displays the performance of the top five services rendered, product sales,
discount usage, and paid in/outs. The default time frame for the query is a month, but
can be switched to a date ranged query as well.
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Monthly Statistics
A month of data is presented as a snapshot in this report, and it tracks everything from
net production per hour, amount of customers broken down by gender, new and recurring
customers, and several other metrics displayed in daily increments.
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Monthly Trend
A report that features the performance of two months side-by-side in the same display,
and compares their revenue generation on several different metrics.
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Performance Trend Analysis
This report compares retail performance, manager efficiency, customer metrics, and
individual service sales. It then displays them in current, three-month trend, in the prior
year for comparative analysis.
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Performance Trend Analysis
This report compares retail performance, manager efficiency, customer metrics, and
individual service sales. It then displays them in current, three-month trend, in the prior
year for comparative analysis.
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Production
The primary purpose of the Production Report is to provide a detailed overview of individual
employee sales and performance for the requested date range. The Production Report
displays a list of the services performed by each individual employee, the Net and Gross
worth of the services performed, as well as the commission generated by the employee
as well.
Aside from offering a detailed look at their servicing performance, the Production Report
also offers product sale counts as well as gift certificate/card sale counts. Located below
the actual employee sales is a listing of their production, other, and total hours. This
is further augmented by other servicing statistics such as individual Male and Female
customer count, total haircuts, PPH, PPG, Average Service Time, and etc.
After every employee has been displayed individually, the production report generated
statistics for the entire location in the form of Store Totals. The servicing statistics at the
bottom are an average of all of the employee statistics that were shown before.
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Production Overview
Production Overview: This report tracks gross, net, discount and refund usage, and
customer count for each stylist and can be generated for single days or expansive date
ranges.
Refunds
This report tracks and displays all refunds based on either a month or given date range,
and further breaks down by employee and ticket amount.
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Receptionist Sales
Receptionist Sales: This displays a simple snapshot of employee retail and service
performance based on a date range.
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Reconcile Summary
Setting a start and end date (which can also be a single day) will generate this simple
snapshot formatted report which displays several metrics based on net and gross
revenue as well as other pertinent financial data.
This is another one of our popular reports, and an excellent example of report overlap.
Functionally, the Reconcile Report is the same as the Salon Dashboard report as far as
the core information presented is concerned. The primary difference between the two
reports is how the information is displayed and the lack of any extra employee, customer,
service, or discount details.
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Schedule Forecasting
The scheduling forecaster is designed to match staffing to customer flows. The estimated
traffic is displayed in terms of estimated gross sales per hour and is then divided by the
productivity goal to calculate the number of employees needed at any given time. Walkouts and Look n’ Walks can also be factored in.
The lightly shaded columns are gross estimated sales for the hour. This column is the
average net sales generated from tickets started during that hour over the date range
run. The darker shaded columns are the number of employees needed for the hour. It
is calculated by dividing the number from the first column by the Assume Production
rate entered prior to running the report. These are expressed in decimals. We know you
cannot have 3.65 employees working, but you can round up or down according to your
needs.
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When running the report, the date range may be as long or as short as need, although
it is recommended you run one for a similar period of time to what you are considering
scheduling for. An example of this would be looking at last year’s holiday data when
planning for the current year.
The Forecaster considers all past sales that occurred when the customer walked in,
not when they were serviced. This allows the estimates to be based off of when the
customer actually wanted to receive their service, not when it was actually received.
For the purposes of this report, walk-outs are considered tickets that were placed in
waiting and then subsequently voided. Look N’ Walks are customers who entered the
salon but left before a ticket could be created. The walk value is the assumed loss the
location is taking with each lost customer.
The last variable is the Assume production rate. Enter what you assume to be a reasonable
rate of production for your employees. The closer this number is to what your employees
actually perform at, the better the results will be on the report.
If you are unsure as to what number to use, the Net Services a Hour section of Store
Totals on the “Production Report”, ran for the same date range as the schedule forecaster,
provides an accurate view of what employee performance is at on average.
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Store Overview
Although not quite as detailed as the salon dashboard, this snapshot formatted report
displays several important reporting metrics in a small area, based on a given date
range.
Tax Collections
This is a simple report that displays tax revenue generated by the salon based on a
given date range. Taxes are categorized between either product or service sales.
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Transaction Summary
This report tracks deposit, sales, and employee performance based on a user requested
date range. Because this report can easily take a while to compile the requested
information, it is suggested that it be ran for date ranges consisting of one day at a time.
The Last section of the Mini Transaction Report displays every single service that was
sold during the requested date range. The number of services sold along with their
Gross and Net value is listed, coupled with any discounts and refunds as well. After each
service is listed, the service totals are provided.
Weekly Detail
The user configures the start day of this weekly ranged report, and it displays retail and
service performance broken down by payment method, total sales per hour, and several
other metrics.
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Weekly Report
This report tracks individual employee performance, close out totals, a summary of
words and refunds, and a large amount of other metrics based on a week time frame.
However, this report can also be run via a requested date range.
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YTD Comparison
Displays pertinent data separated by department and technician, and compares it to the
year prior utilizing the same metrics.
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Year vs. Year
The user selects a given year in the past, then that year is compared with subsequent
years in regards to total revenue generated, broken down by month.
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Part Fifteen: Services Reports
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Service List
Displays the current Services roster for the selected location, and for multiple salons at
once if so desired.
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Service Sales
The user may select multiple salons at once, in any given date range, and the report will
present all of the service sales within that date range tallied as a total.
Stylist Extra Services
This report is broken down by stylist and shows the net total of all services and extra
services, as well as the services per hour for a given date range, also for multiple salons
at once if the user chooses.
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Part Sixteen: The Scheduler Tab
The scheduler tab gives business owners and their selected managers the ability to
create, manage, and track their staffing in a convenient and centralized way. However,
in order to utilize this tool, it must first be enabled. To achieve this, the user must first go
to Store Setup, then software settings, and the option of enabling the scheduler tab is
under the “Misc.” heading.
Upon first populating, the scheduler screen looks identical to its counterpart on the
SuperSalon point-of-sale system, and the interface is exactly the same. Below, you’ll
see the options available to navigate between set weeks and months that the pay period
corresponds to.
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Assigning Schedules
Clicking on an empty field beneath an employee’s name brings up the screen that allows
the user to configure the hours for their shift. The option for adding a daily note for the
employee is also available on this screen. Employees may be scheduled for any time
set forth in the store hours, unless they have been blocked specifically from certain time
periods.
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Options at a Glance
Options available for the Scheduler tab:
Search: Allows the user to run a query for any employee based on name or employee
number.
Copy All: Makes a duplicate or multiple duplicates of the current schedule and sets
them two subsequent weeks in the future.
View Schedule: Displays the schedule anymore printer friendly column and row format.
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Part Seventeen: The Manager Tab
The Manager tab in iOffice corresponds to the Manager tab
on the SuperSalon point-of-sale system as well. Within this
screen owners and users can enter and adjust products,
discounts, employees, and view a roster of past and present
sales. The implementation of these features can be restricted
to only iOffice, only SuperSalon, or both as owners and
managers see fit.
Most common uses:
• Entering and adjusting of new discounts, services, or
employees.
• Performing maintenance and/or other tasks in regards to
the product inventory.
• Viewing raw sales data as it comes in via upload, or
based on any desired date range spanning from the initial
installation of SuperSalon, to the present.
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Brands
The Brands submenu also follows the same interface parameters as the Vendors and
Product Categories submenus. From here the user is able to edit, add, and delete the
different product brands in their inventory.
Adding a new brand uses an even simpler form of entry than the previous submenus.
The user need only enter and individual brand code, along with the name, and save the
information.
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Closeout
Much like the iOffice version of the Opening submenu, the Closeout submenu is for
viewing and editing past closeouts. The date range functionality for this feature is in the
upper right-hand corner, and the user may view any previous closeout from the time the
salon has open for business to the present. The user may not, however, close out the
salon from iOffice due to their being no cash drawer attached or receipt printer to print
the appropriate summary reports.
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Customers
A complete roster of all customers who have been entered into the SuperSalon pointof-sale system is available here, as well as several filters that can be applied for quicker
access.
Although the SuperSalon point-of-sale also has a similar feature available, the amount
of filters and search options available in IOffice are far more in-depth and customizable.
Queries run in this submenu are available to export immediately to an Excel spreadsheet
that uses the.CSV format.
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New Customers
All pertinent customer information can also be entered at the iOffice level should any
of the salon staff neglect do so, or in the cases VIP guests where privacy may be a
concern. The salon must immediately do an upload for the new customer to pass from
iOffice to the point-of-sale system.
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Discounts
Displayed above is a sample of the discount list you will receive when you click into
the Discount submenu. Every discounts, coupon, and promotion relevant to the salon
is listed here or and editing purposes. New discounts can be created and configured
utilizing the button at the very top of the screen that reads “Add Discount”. Clicking on an
individual discount here will populate the detailed information associated with it.
It is important to always review the discounts every so often to ensure that a popular one
has not expired, or needs to be applied to a new product or service.
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Editing Discounts
Existing discounts can be edited by clicking on their individual entries in the roster. The
above screen is then populated were displays all of the unique characteristics to the
discount. This should be done whenever new products or services are introduced to
either the iOffice or SuperSalon end of the total point-of-sale system. Popular discounts
from previous time periods can be brought back by configuring their details in such a
manner as well.
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Creating Discounts
The “Add Discount” button populates this screen was blank entries to be saved as a new
discount. Notice how all products and services currently stalled and governed by the
SuperSalon point-of-sale system have already populated themselves in their appropriate
“Apply To” section. A breakdown of the various aspects of discount terminology is as
follows.
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Discounts Terminology
Discount Code
The discount code can be any unique alpha-numeric code (Rogers Software Development
recommends using numeric codes only). You may wish to use this to categorize discounts
by using the 10s for coupons, 20s for in-store specials, etc. It is possible to use the
same code as one of the products or service previously entered into the system, but not
recommended.
Name
This is the short version of the description. For instance, if the description is “Student
Discount $5.00 off” the name might just be simply “Student Discount”.
Apply Discount to Sale Commission
This option allows you to determine how this discount will affect the commission paid on
a product or service after this discount is used. Usually this will be set to “Yes/100%”. As
an example, when an employee sells a $15.00 item with a $1.50 discount, they are paid
commission on the $13.50 sale.
In other words, 100% of the discount was removed from the commission. If this is set
to “Yes”, you can also select a lower amount to affect the commission. This is useful
when services are deeply discounted, maybe to the point they are free, to attract new
customers. If you determine that you still want your employees to get a reasonable
commission, you might set it to “Yes/50%”. As another example, if $20.00 haircuts are
discounted to $10.00 because of a $10.00 discount, only half of the discount will be
removed from their commission. Their commission will be based on $10.00 as only
$10.00 will be subtracted. If you set this to “No”, their commission will always be based
on the full value of the service or product without regard for discount. This might be used
in a new shop where services are discounted 100% for a period of time, but stylist still
need to earn commissions based on the value of the work they performed.
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Discount Valid From/Through
Enter the date you wish for the discount to initially be made available for selection, as well
as the date you wish the discount to expire. This will allow you to enter an entire group
of promotional discounts in advance. For example, if you receive a promotion calendar
for an entire year, you can enter them all at once. Discounts appear when their start date
occurs, and disappear when the end date passes. If you leave these dates blank, the
discount will immediately be accessible and it will not expire.
Free Service/Bounce-Back
Enter the date you wish for the discount to initially be made available for selection, as well
as the date you wish the discount to expire. This will allow you to enter an entire group
of promotional discounts in advance. For example, if you receive a promotion calendar
for an entire year, you can enter them all at once. Discounts appear when their start date
occurs, and disappear when the end date passes. If you leave these dates blank, the
discount will immediately be accessible and it will not expire.
House Sale Only/Requires Override
If the discount applies only to a House Sale or Requires an Override, check these boxes.
Discount Value
This is the amount of the discount that will be subtracted from the retail price. If you leave
this field set to “0” you will be asked to enter an amount during the sale. This allows the
discount to be variable. This works well for discounts such as “Dollars off”, “Percentage
off”, “Spin the wheel for your discount” or other variable dollar or percentage off discounts
that will be entered at the time of the sale.
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Applies To
If you select “Line” here, the discount will be applied to any items selected. If you select
“Subtotal” the discount will be shared by any items you select. For example, if you have
a $4 discount applied to “Line”, each item you select will be reduced by $4. If you have
a $4 discount applied to “Subtotal”, part of the $ will be applied to each of the items you
select depending on what percentage each item is of the total. If you select “Subtotal” a
new field called Restricted Amount will appear. Here you can enter a minimum amount
you would like the total ticket to amount to before the discount will be allowed.
Discount Type
Select if this discount is based on a dollar amount or a percentage. Optionally, the
discount can be used to reduce the item or items to a preset retail value: e.g. a “two for
$20” special. To accomplish this see the description below.
Discounts to Retail Price
When you apply a discount with the Discounts to Retail Price option selected, the resulting
retail price will be whatever amount you enter in the field.
Choose this option by selecting the radio button to the left. This will enable the option,
requiring you to enter an amount in the field to the right. The discount automatically
adjusts, depending on the regular price of the product or service, to result in the retail
you enter. The program subtracts the amount entered from the regular price to calculate
the discount.
If the retail amount entered in the field is higher than the regular price of an item, the
discount will be negative and actually increase the price of the item. This feature is
very useful for product specials. For instance, if you want to put all of your slow moving
products on a table and sell them all for $5.00, use this discount for the special. This
feature allows IOffice to maintain the relative profitability of each item. This is far more
desirable than discounting the shampoo by $2.00 and the conditioner by $8.00 to reach
the $20.00.
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Apply to Services
Select the services to which this discount can be applied. You can select “All” or “None”
or use your Ctrl key to select multiple services.
Apply to Products
Select the products to which this discount can be applied. You can select “All” or “None”
or use your Ctrl key to select multiple products.
Apply to Customer Types
Select which Customer Type this discount is applicable to. You can select “All” or “None”
or use your Ctrl key to select multiple types.
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Employees
Upon first clicking into the submenu, all of the active employees currently on staff at the
salon are displayed. The menu of buttons above allow the user to add new employees,
view the schedule, or manage employee groups.
Clicking on an individual employee name populates all of their pertinent information, as
well as the option to configure their status, pay rates, and commission plans.
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Opening
Viewing and editing of the Openings for the POS is accomplished from this submenu.
In the iOffice environment, the functionality of this submenu is limited to only those two
functions. The user cannot open the store from here as the cash drawer and till are
not attached. However, the ability to view and edit any of the openings from the salon’s
opening is a very useful tool for both tracking and correctional purposes.
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Packages
Packages allow you to offer multiple items (services and products) as one bundled
offering. Using packages allows you to properly record the sale of all the component
items and properly allocate sales dollars and discounts across the component items.
Packages can be set up for any combination of services and products.
As an example, you may want to run a Mother’s Day special. The package can include
a manicure, pedicure, facial, and a massage. Packages allow you to combine all these
services with a special price if desired. Enter a name and price for the package in the
Name and Price fields. Then select the Add Package button. The Package is added to
the Currently Configured Packages list. Select the red circle to delete the package. To
add the services or products you wish to include in the package, or to edit the package
information, select the notepad. When you select the notepad, the Edit Package screen
comes up where you can change the name, edit the price and add and delete services
or products you wish to include in the package. Each item sold in the package is detailed
separately in reporting and offer customer service times for the entire package.
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Paid Outs
This submenu allows the user to view and edit all paid outs that have been performed
by the salon based on any date range. The interface is very straightforward, and clicking
on the individual entry allows the user to edit the payment amount as well as view more
detailed data.
Once the payment amount has been edited, the user needs simply save the changes and
they will enter the database with the new value. It is highly advised that the corresponding
setting in the POS be set to a very high permission value you to secure nature of this
particular functionality.
Price Groups
The Price Groups submenu is a little different from the previous ones, though the interface
is still quite self-explanatory. Creating and editing new price groups are possible from
this screen, as well as creating exceptions. After clicking the exceptions button, the user
is taken to a screen where they are to select the employee the exception is meant to
apply to.
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Product Categories
The Product Categories functionality is fairly straightforward, and follows the same
interface guidelines as previous submenus. That is to say, clicking on an existing entry
will allow you to edit it, and the options to enter new ones are in the buttons listed in the
upper portion of the interface.
Clicking the “Add Category” button populates the menu above were the user may input
the desired name for their new product category. Clicking Save should populate the next
screen, showing successful capture of the data.
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Products
The products functionality of the IOffice does not differ that much from the SuperSalon
point-of-sale system, but the interface may seem confusing to some when they first see.
This simple and elegant initial menu allows the user searched current products, add new
ones, place product orders, perform inventory management, or import par levels from
other locations.
Before diving headlong into this section, it would be best some basic terminology
when it comes to product inventory management. The user will find all of these terms
interchangeable with the functionality of the SuperSalon system as well.
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Product Terminology
Product Code
Enter any unique numeric code for this product. Usually this will be a 4 digit number
that corresponds to a price tag you might stick on the bottle. The receptionist can key
this number in during a sale to add the product. You may use alpha-numeric product
codes; however, we suggest you use numeric product numbers. The reason for this
is SuperSalon / IOffice’s use of keyboard quick key shortcuts. While trying to key in an
alpha-numeric product code, you may inadvertently invoke one of these shortcuts.
Description
The product description should show the name of the product and the size. Try to keep the
format of the descriptions consistent. They do not need to include redundant information
like brand, category or pricing.
Brand, Vendor, and Category
To select a brand, vendor or category, these must first be set up on their respective
screens under the Manager tab. This information enables the use of the Quick Pick
system and helps for searching and ordering. For instance, you can generate orders by
vendor, or search for all products of a specific brand.
Pay Commission
Products with Pay Commission set to “Yes” will be included in the commission calculation
on the payroll report assuming that a commission plan is defined. Typically this will be
set to “Yes”. For special products such as closeout products, owners may wish to not
pay commission.
Number of Allowed Discounts
This option allows you to limit the number of discounts that may be used on this product
in a single transaction. This can keep someone from ringing up a sale with a senior
citizen discount, a newspaper coupon, a $2.00 discount card, and a student discount all
on one ticket by limiting the product to one or two discounts. Set to No Limit, if you want
to disable it. Applicable discounts can be selected at the bottom of the screen.
#Points to Credit
This field will only appear if the point system is enabled. Enter the number of points that
a customer will be credited on their account each time this product is purchased.
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#Points to Redeem
This field will only appear if the point system is enabled. Enter the number of points
needed before acustomer can redeem their points for a discount.
Discount to Use When Redeeming Product
This field will only appear if the point system is enabled. Choose the discount the
customer will receive when they redeem their points. You may use any discount you
wish. The default discount is the “Redeem Points” discount the system creates when the
customer points system is first enabled. This discount is 100% of the cost of the product.
The points system only works with discounts which do not have an amount of zero. A
discount’s amount must be defined.
Cost $
This is what you pay wholesale for the product. This can be left blank, but it is useful to
enter an amount so you can see how much you are spending on purchase orders and
product profitability on reports. You can report on the value of inventory by cost or retail.
Last Received Cost $
The system will enter the cost for the product from the last order.
Retail $
This is the amount that you sell the product for at retail.
Variable Priced
If you would like the product to be variable priced, choose “Yes” from the drop down.
Employees will be able to change the price when a customer is purchasing the product.
In Stock
This is the quantity the computer calculates that you should currently have on hand. You
can see how this number was derived by viewing the Inventory Report on the Reports
tab (Reports tab → Products → Inventory).
Employee Points
Enter points to assign to an employee who sells this product. These points might be
used as incentives and bonuses to encourage employees to offer certain products to
customers thereby increasing the per
customer transaction amount.
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Track Inventory
Select “Yes” from the drop down if you want the system to track the product’s inventory.
Alert Qty
When the quantity on hand reaches the level you set here or below, the next order you
create automatically suggests you order whatever quantity it takes to get back to the par
level.
Par Level
This is the quantity that you would like to maintain on your shelf. When you display a
product Purchase Order, it will show suggested quantities. These quantities are calculated
by subtracting the current number on hand from the par level. If the par level is 6, and the
number on hand is 3, SuperSalon will suggest ordering 3.
Min/Max Days Cover
This is where you set the minimum and maximum days on hand you would like to have
for the product to cover you between orders.
Taxable
This option allows you to set a product as non-taxable. Usually this option will be set to
“Yes” in order for proper taxes to be added to sales.
Additional Tax
Additional taxes can be added for specific products. Create the additional tax on the tax
setup screen (Store Setup tab → Software Settings → Sales → Taxes → Current
Taxes → Add Tax). Select the Additional Tax button and choose the additional tax to
apply to the product.
Additional Tax Behavior
Select the Additional Tax Behavior button to choose whether the additional tax should
replace the current tax for the product or add to it. This is useful in situations where a
specific product has a higher tax rate than other products you may sell.
Scanner Code/UPC
This field allows you to enter the UPC code for a product. If you are using a barcode
scanner you will need to enter these numbers. The quickest way to enter these numbers
is by using the barcode scanner. However this method is not available in iOffice.
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Transition Scanner Code/UPC
This is a special field for use when a particular product is in a transition. For example,
a particular product is re-packaged but there are both types in stock. Enter the newly
packaged barcode into the Transition Scanner Code/ UPC field and either barcode will
bring up the same product.
Applicable Discounts
Choose the discounts you wish to allow for the product. Choose All or None, or use the
Ctrl key to choose multiple discounts.
The Inventory Manager
The Inventory Manager is used to receive products in from an order, adjust products
when doing inventory, and transferring products to and from back the back bar and
other salons. This screen is designed to be very fast and efficient. All entries made in the
Inventory Manager are shown in the
Receive/Transfer/Adjust report (Reports tab → Products → Receive/Transfer/
Adjust). You can view products received (or select adjusted or transferred) for any date
range by cost or price. Total value is calculated.
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Receive/Adjust In/Adjust Out/Transfer In/Transfer Out/Count
When you start the Inventory Manager screen, the cursor is already in the Code/UPC
field. Enter a product number. The product and current quantity will be displayed for
confirmation. Select the Receive button (or other button depending on what is needed),
select or enter a description if needed, and tab to the Qty field. Enter the quantity and
press the Enter key. The cursor will jump back up to the Code/UPC field and the inventory
change will be confirmed. Enter the next code and continue:
1. Enter the product code
2. Select the Receive button (or other button depending on what is needed)
3. Select or enter a description
4. Tab to the Qty field and enter a quantity
5. Hit the Enter key. Repeat for the next product.
If you make a mistake search for the product on the main products screen or use the
Edit Multiple function to find the product and make the correction. Remember that all
changes must be sent to the point-of-sales system via standard upload in order to match
on both ends.
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Quick Keys
The Quick Keys functionality is illustrated above, and it allows the user to select and order
the display of services on the POS end. Ordering them is simply a matter of clicking the
appropriate arrows to send the service up or down according to the user’s wishes.
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Resources
If you have resources that are required for some services, here is where you set these
up. Examples might include a massage room for a massage or a tanning bed for a
tan. Select the Manage Resource Categories button. Enter a name for the Resource
Category and select the Add Category button. Then select the Manage Resources
button to add the individual resources. Enter the resource name in the name field and
select the Add Resource button. Continue until all of the desired resources are entered.
The Resource Categories will be listed in the Requires Resource drop down on the Edit
Service Menu and the resources and Resource Categories are listed on the Appointment
screen when using Resource View. When scheduling, you can select specific resources,
such as tanning booth #2. Resources can be applied manually or IOffice can assign
them for you. Settings for this feature are located at Store Setup tab → Software
Settings → System → Appointments → Manually Assign Resources.
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Search Sales
The search sales
screen is easily the
most used auditing
tool for getting
specific information
on specific tickets
that have been run
through the system
at any time. This list
will be as up-to-date
as the most current
upload from the
SuperSalon pointof-sale system at
the salon itself,
and it gives users
the ability to look
at specific details
from tickets of the
current day or any
day past.
The filters at the top
of the page allow
the user to tweak
their search criteria to cover everything from payment method, service rendered, to
individual stylist who performed the service on the ticket. Due to the iOffice version not
being connected to any hardware sales terminal, the tickets can only be viewed in this
environment and not edited or voided. If the user finds any mistakes that need to be
corrected on any tickets through this medium, they should have either the manager on
duty at the salon, or technical support make the proper adjustments at the point-of-sale
level, and re-upload the data.
Clicking on the individual ticket brings up all of the pertinent information such as stylist
name, sales total, and service rendered.
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Series
Series Sales are those that require customers to prepay for a series of services to be
performed in the future. Tanning packages, regular eyebrow treatments, etc. fall into this
category. The screen above is where this is set up. It displays any series sales that you
may have previously set up, and gives the user the ability to edit, delete, or create new
ones.
Creating a new series sale is as easy as clicking the “Add Series” sale but which brings
up the appropriate screen, then select the service you wish to have it apply to from the
drop-down list that propagates under “Service”. Enter the quantity, and the schedule or
regularity of any free services in the future for participating in the series. After configuring
this from iOffice, be sure to have the salon perform a standard upload to move the
settings down to the POS as well.
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Service Categories
Service Categories can be viewed, edited, and created in this screen. The interface and
method of navigation are exactly the same as the two previous submenus, and the user
is given complete freedom to create whatever category they need. However as with
most things done in the iOffice environment, a standard upload from the point-of-sale
system at the salon will carry the settings back to the computer as well.
Also one should not forget to configure their services after performing any edits or
additions. This will prevent firing off of any reporting metrics, and go a long way in making
sure that all information is homogenous between the POS and IOffice.
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Services
This area of iOffice holds both the roster in the ability to edit and add services for the
SuperSalon point-of-sale system. This screen stays in communication with the POS via
the upload functionality, such as with most things in the iOffice environment, and upload
will need to be performed pretty changes to be carried down to the salon level.
Though most of the menu buttons at the top of the screen are self-explanatory, the Quick
Key functionality governs how services are displayed in the point-of-sale as far as their
order.
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Services - Editing Services
Clicking on an individual service in the roster populates this screen that gives the user
the ability to make necessary changes to existing services. Everything from actual price
to what discounts can and cannot be applied can be configured from here.
The “Add Service” button at the top of the Services screen will take the user to a similar
submenu as this, only completely blank and ready to be completed and saved.
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Services - Quick Key Configuration
The Quick Keys functionality is illustrated above, and it allows the user to select and order
the display of services on the POS end. Ordering them is simply a matter of clicking the
appropriate arrows to send the service up or down according to the user’s wishes.
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Store Groupings
For accounts with multiple salons in their charge, the store groupings functionality will
allow them to manage and update their various groups they have individual salons
separated into. The interface is very straightforward, and adding a new store groupings
as easy as clicking the button at the very top of the menu.
Synchronize
The Synchronize link takes the user to iOffice’s Store Sync functionality. This tool allows
owners and their delegated managers the ability to move services, products, discounts,
and other aspects of the SuperSalon POS system from one salon’s PC to another. This
functionality will be explained in greater detail in the guide under “Part 7: Store Sync”.
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Vendors
The Vendors submenu allows the user to view, edit, and add their partnered merchants
to the system. These may already be set up and configured by the applicable corporate
headquarters, but they can be changed and added to as the user sees fit.
Clicking “Add New Vendor” takes the user to the above screen where they can input the
information of the new vendor. Clicking on the name of an existing vendor populates a
similar screen where changes can be made and saved to those entries.
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Part Eighteen: The Appointments Tab
The Appointments tab in iOffice is a read only version of the Appointments tab on the
SuperSalon point-of-sale system installed at the salon. Here, users can view and audit
all past and present appointments, as well as view new ones. However, this functionality
is completely optional. Some salons that perform their services on a walk-in only basis
will not find very much usefulness in this feature.
The Appointments functionality can be turned off or on by going into Store Setup Tab
(In IOffice / Setup in the POS)→ Software Settings → System → Appointments
→ Show Appointment Tab. If this feature is activated in iOffice, the salon must make a
standard upload, and then press F5 to refresh the browser in order for the Appointments
tab to appear.
The primary interface will show all scheduled and working employees as well as available
and blocked times. The Appointments tab takes information directly from the Scheduler
functionality and applies it to its timing matrix. This should be taken into account when
scheduling and booking appointments due to possible overtime hours or substitutions of
staff.
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Part Nineteen: Store Sync
This iOffice feature allows businesses more conformity and convenience in regards to
their critical settings being present in all salons currently in their account. Everything
from services, discounts, employees, and even SMS settings can be transferred from
one master store to one or several others with just a few mouse clicks and settings
adjustments.
This feature can be quite intimidating due to the large nature of the data migration
involved. Rogers Software Technical Support stands by to assist at any time should you
have any questions or concerns about this process.
The process is essentially the same for each aspect of the synchronization functionality,
and this guide will explain the nature and any differences between them. We will begin
with the synchronization of services as this tends to be the most common form of sync
to be done with larger accounts.
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Syncing Services
All store synchronizations follow the same basic process in order to correctly transfer
the data from one salon to another. The first step is almost always to select the “master”
store. This will be the salon that transmits the data from its own database archives to the
receiving stores. It is important that the master store represent the exact correct settings
you wish to have moved.
The next step is to select the options from the left that will correspond with what the user
will like to have accomplished with this store synchronization. Pay special attention to
these options, as making a mistake could result in one or more databases being either
damaged or corrupted if they are configured improperly.
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Syncing Services - Continued
After the owner selects the appropriate options from the left, they can then select the
individual services they wish to have synchronized over. Multiple services may be
selected by holding down the Ctrl key and clicking on each of them individually. The
option to select all is also available with a single click.
When the services have been selected, the user may then select the receiving salons
from the list on the right. As with the services selection, all or multiple salons may be
selected with a few mouse clicks. When these have been selected, the user may then
click the button at the very bottom of the screen that says “Synchronize Test”
After about 1 to 2 minutes, if all went well, the synchronization test should produce a
message similar to the one above. Note that coloration and design are the results of the
author’s particular browser settings, and not indicative of all iOffice windows. If the test
has completed successfully, the next step is to do the synchronization itself.
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Syncing Services - Continued
Clicking “okay” on a test message will take the user back to the previous screen, however
in the place of “Synchronize Test”, I knew button labeled “Synchronize Stores” will
populate at the bottom of the menu. Clicking on that button will set the synchronization
functionality in progress and depending on the size of the database and the amount of
salons the information has to travel to, the user will be greeted with the following screen
for up to several minutes.
When it finishes going through its processes, the user will be greeted with the following
success screen. If the operation simply times out, takes longer than an hour to complete,
or comes back with an error message, please notify Rogers Software Technical Support
immediately.
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The Sync Process - In Review
Now that we have successfully synchronize the services between salons, let us review
the process, as it is identical with only a few differences with synchronizing other aspects
of the database.
1. Choose the database element that you would like to have synchronized.
2. Select the master store from the subsequent drop down to act as the transmitter of
data.
3. Configure the options appropriate to your scenario while paying special attention to
each of them to ensure no unforeseen mishaps.
4. Select the individual characteristic (service, product, etc.) or characteristics you would
like to have synchronized.
5. Choose the salon or salons that are set to be the receiver of the data.
6. Perform synchronization test and wait for the successful message in the subsequent
pop up.
7. Perform the actual synchronization and wait for the positive indicator in the form of
another pop up.
8. Celebrate the successful synchronization with whatever method is appropriate to your
scenario and / or personality.
Store Sync - Products
Synchronizing products involve special attention paid to the details and options involved
when first setting it up. Always be mindful of the “Delete Items Not Found in the Master”
setting when setting up the synchronization as it will delete anything not found in the
master store. Larger accounts with regionally-based products would be most affected
by this.
Store Sync - Series Sales
Synchronizing series sales is a very straightforward process that leaves very little room
for error or potential tragedy on the part of the user. The process is almost exactly the
same as that of synchronizing services, and the synchronization itself takes a relatively
short amount of time.
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Store Sync - Packages
Salons who engage in package deals will no doubt find the synchronization functionality
quite useful. Much like the previous synchronization involving series sales, this particular
aspect of the database tends to synchronize quite quickly and easily as well.
Store Sync - Discounts
Synchronizing discounts carries almost as many options as synchronizing products,
therefore the user must be very mindful of each checkbox and dropped only have
selected before performing the actual synchronization. Deleting discounts not found in
the master salon could have been disastrous consequences with certain accounts who
allow regional managers some leeway as far as promotions and marketing tools.
Store Sync - SMS
Although it very straightforward and simple process, synchronizing SMS settings requires
the user to be very mindful of exactly which messages they are sending. There is no
option to delete any settings or messages in the master store, so there is no real danger
should anything go amiss.
Store Sync - Employees
Synchronizing employees is often a necessary action in the case of managers who spend
their time in different salons. The synchronization does not synchronize sales history or
individual ticket data, only the personal information and possibly the payment details. It
should also be noted that commission plans from both the receiving and transmitting
stores should be identical in both name and function when synchronizing employees
over or there could be payroll issues.
Store Sync - Permissions
Synchronizing permissions is very likely the easiest synchronization to perform, but it
also has some of the most wide reaching consequences. Some salons may have special
situations where individual employees have different permissions that others at their pay
grade do not. A synchronization of all of these settings will override those, and they will
need to be reconfigured after the data has been assimilated.
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Store Sync - Everything Else
As previously stated the synchronization process is very straight forward, and should
not be approached with too much trepidation. The other database elements that can be
synchronized (Gift Vouchers, Service Credits, etc.), all follow the same guidelines and do
not have very wide reaching consequences should they be done incorrectly.
It should also be kept in mind that Rogers Software Development does in fact keep very
extensive backup records of all user databases on both iOffice and POS. If you find
yourself in a situation where any kind of store synchronization has resulted in undesirable
consequences, the situation is not completely catastrophic. Our system administrators
can pull a backup from the server within about 24 hours and reapply the data to either
the iOffice or POS end as needed.
Again, Rogers Software Development recommends that you consult with technical
support before your very first synchronization to ensure that all details are hammered
out in proper order and function before the task is processed.
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Part Twenty: The Store Setup Tab
This tab contains the screens that comprise the “nuts and
bolts” of the SuperSalon point-of-sale system. Several of
these submenu items are configurable only from the pointof-sale itself, and not the iOffice interface. They are included
in the iOffice environment for viewing purposes, but the
functionalities are isolated only to the individual computer
housing the SuperSalon program.
The Setup Tab includes all of the initial setup options to
customize iOffice and the SuperSalon POS for your business.
Most of these options only need to be set once, but they are
available at all times should they need to be changed at either
the salon or iOffice level If the entire system was purchased
from Rogers Software, many of these options may have
already been configured prior to shipping the computer to
your location. And as with all major operations on the iOffice
platform, a standard upload from the store side POS is required
for the settings to migrate.
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Card Swipe Settings
Although the user dies have the ability to configure various aspects of the installed card
swiper settings from this menu, it is reccommended that these functions be performed
live at the salon for testing and accuracy purposes.
Cash Drawer
Various ascpects of the cash drawer may be configured from this submenu, and an
upload will be required for the settings to transfer to the SuperSalon software, and then
to the drawer itself.
Company Information
The default view for the Company Info submenu will always be the company info itself,
and here is where the user can input the information unique to their store for the purposes
of payroll and reporting.
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Internet Setup - General
This submenu gives the user access to the SuperSalon point-of-sale system’s networking
settings. This General button is populated by default when the submenu first loads,
and it shows a layout of statuses and the method for remote backdoor access to the
SuperSalon system itself.
Last connection time
This time readout indicates the last time the POS connected with iOffice. This is usually
the result of an upload, and is a good indicator of how current the iOffice data is at the
time.
Last IP Address
This number is in hyperlink format, and shows from what IP address the aforementioned
connection was made. Clicking on this link will connect the user to the POS’ backdoor (if
enabled) and give them direct access of all live SuperSalon functions in real time.
Apache Port
This is the specific port on the router and/ or PC which acts as a gateway for backdoor
access. The port will almost always be either 80 or 8080, with a few exceptions in the
cases where clients have a more complicated networking setup.
Remote access
This displays the current user name and password that the user will be prompted with
when they first connect via backdoor.
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Internet Setup - Dialup
Dialup Account
These settings are analogous to the same ones on the SuperSalon software.
The applicable Dialup Account information is provided by either Rogers Software, or your
own dialup internet provider. When this has been configured, the PC housing the POS
will automatically upload and backup data to iOffice as well as download appropriate
updates.
This section is not necessary for those who are on a broadband (high speed) internet
connection such as DSL, cable, or wireless. In these instances, the Dialup Account
fields should be kept blank, and “Enable Dialup” should always be un-selected.
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Internet Setup - Dialup
Office Upload
Most of these settings are to be configured from the POS end only by Rogers Software
Technical Suppoer with the exception of different upload times which will be sent to
SuperSalon after the subsequent upload.
Store Username
This is assigned by Rogers Software Techincal Support, and is the POS system’s unique
ID on the IOffice server. This is accessed via secure connection to the upload host
upload.supersalon.com.
Store Version
Shows the most recent update applied to the POS system, the figure above shows this
last update to be to the new Upload system.
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Mode
This allows the user to select between a set interval, or a list of specific times for the
SuperSalon POS to upload.
Interval
Displays the time in minutes between standard uploads within the given time periods.
List Mode Settings
This is where the owner configures the specific upload times.
System Auto Restart
This field, when configured with a specific time, will govern when the POS at the salon
will automatically reboot. If left blank, the POS wil never restart, unless manually made
to do so by the user.
Owner Password
The Owner password is the skeleton key for every aspect of the SuperSalon point-ofsale system, and it can be changed universally, or for just a few specific stores from this
submenu.
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Payment Methods - General
In the initial screen of the Payment Methods submenu, the user is shown a list of all
applied payment methods currently in use for the SuperSalon point-of-sale system. The
buttons above give the user the option to configure gift cards, credit card processors, as
well as add new payment methods as they become available.
Clicking on the entry of an existing payment method will allow the user to configure
certain aspects of it, including how it is reported. And configuring the arrows on the
right, the user is able to change how individual payment methods are displayed in the
checkout screen of the point-of-sale system.
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Payment Methods - Credit Card Processor Setup
The screen pictured above is the credit card processor setup window, and this allows
users to enter or change the information that corresponds with their integrated credit
card processing merchant. Salons who utilize a standalone system will never need to
use this screen, and for businesses that do not, these settings should never be adjusted
or edited unless absolutely necessary and called for by the processing merchant.
Switching credit card processors is quite easy when utilizing this functionality, and when
this is done in IOffice, not only will upload need to be completed for the settings to
transfer, but the individual swiping device must be configured on the POS end as well.
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Payment Methods - Gift Card Processor Setup
Gift card processors may also be configured from the payment methods screen as
pictured in the illustration above. As of present, SuperSalon in IOffice recognizes SVS
primarily as the most widely used gift card processor. However, others are available and
used quite extensively throughout Rogers Software Development’s many thousands of
accounts.
And much like the credit card integration, once the settings are made, they should not be
altered or edited in any way unless mandated by the individual processor, or the result of
a switch in service. Retrieving this information once it is lost can be difficult and lengthy
process as several parties will need to be involved.
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Payroll / Bonuses - General
The General section of the Payroll/Bonuses screen shows a summary of the current pay
period settings and allows you to select some basic settings.
Payroll Mode
Unless your franchise requires you to use a specific mode, leave this at Generic Payroll
System.
Request Charge
If you charge customers an additional fee for requesting a specific employee, please
enter the amount here. It will automatically be added as a line item in their check-out
screen.
Request Bonus
If you pay your employee an additional fee for each request they receive, enter the
amount here. It will automatically be added to their bonus column on the payroll report.
Include Request Charge In Service Commission
Select “Yes” here to include the request charge in service sales totals. If this is set to yes
and a Request bonus is also configured, employees will receive both the bonus and an
increase to commission for each request they received.
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Employee Payroll Method
Use this dropdown to choose if employees get paid the sum of their commissions and
hourly wage or if they are paid the higher of the two.
Payroll / Bonuses - Timecards
Overtime for over 8 hours/day
If the system is being used in a location where overtime pay must be paid to employees
who work over eight hours a day, select “Yes”.
Overtime After:
Enter the number of hours an employee must reach per week before overtime is applied.
Automatic Employee Breaks
Some salons require breaks to be taken at certain intervals. For instance, if enabled,
a 30 minute break time is automatically deducted after working 5 hours. This means
the employee should have taken 30 minutes worth of breaks in the course of the five
hour shift. These entries appear on the
time card report in the break column.
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Automatic Split Shift Adjustment
If you use split shifts in your salon, you can enable their tracking here. If you would like
to give a bonus to employees working a split shift, enter the amount of time the bonus is
worth.
Payroll / Bonuses - Pay Periods
The Pay-period setup screen is where you initially set up your pay-periods. This should
be done prior to using the SuperSalon POD for Check-Out purposes as the Time Clock
and Payroll Reports are dependent on it.
If no periods are shown select the Pay-Period drop down menu and select “Create new
Pay Period”. If they are setup, but they are incorrect, select the pay-period to delete
and select the Remove Pay-Period button at the bottom of the screen before selecting
“Create New Pay Period.”
The next step is to assign your employees to a pay-period. Go to employee setup
(Manager Tab → Employees → Select employee name → Payroll); select the period
with the Pay Period drop down box and then select Save.
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To quickly set all employees to the same pay-period go to Store Setup Tab → Utilities
→ Check Employee Payperiod Setup. As long as there is only one pay-period, this
will set all employees to it.
Payroll / Bonuses - Commisssion
When the Commission button is first selected, there will be a drop down box displayed
which reads “Select a Plan”. To edit an existing plan, select the plan name. If you have
no plans defined, drop down the field and select “Create New Plan”. Give the plan a
descriptive name and then in the “Select Plan Type” dropdown, select a commission
plan type to create.
The following Commission Plans are supported:
Service Sales
This commission type pays commission on services sales only. Commission can be
based on gross or net and calculated on total sales or sales per hour.
Service Count Bonus
This commission type allows you to pay employees a certain amount every time they
perform a service.
Product Sales
This commission type pays commission on product sales only. Commissions can be
based on gross or net and calculated on total sales or sales per hour.
% Retail to Service - Product Commission
This is a product commission based on the ratio of retail (product) sales compared with
service Sales.
% Retail to Service - Service Commission
This is a service commission based on the ratio of retail (product) sales compared with
service sales.
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% Retail to Total Sales - Product Commission
This is a product commission based on the ratio of retail sales compared with total sales.
Service Based on Product
This is a percent commission for services determined by the amount of product sales
calculated either as a total of all sales or as a dollars per hour figure.
Product Brand Premium
This is an extra commission paid on a specific brand.
Tenure Bonus
This is a payroll bonus based on employee longevity.
Service Category Premium
This provides an extra commission on all service sales that belong to a specific service
category
PPG Service Commission
This is a product per guest service commission. Employee service commission is based
on product sold divided by the number of guests.
Hourly Options
This is a custom commission plan. If the listed plan types do not meet your needs please
contact Rogers’ Tech Support.
NTA Commission
This is a custom commission plan. If the listed plan types do not meet your needs please
contact Rogers’ Tech Support.
Additional Bonus
This allows you to add additional bonus amounts to an employee’s time card for service,
products, etc.
Production Fee
This commission plan is used to remove a percentage of an employee’s commission for
service sales.
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The commission screens allow you to setup commissions and bonus plans. Each salon
can have multiple commission plans so that employees can each be set to one or multiple
commission plans.
On the bottom of the commission setup screen (see previous illustration) you have the
option to select if you will be basing commissions on overall sales or sales per hour. You
also have the option to select if different commissions will be paid for each commission
tier, or if commissions will be based on all sales at the highest commission level hit.
Each time you add a sales goal and corresponding commission, IOffice will automatically
add another level. The screen will allow up to 40 levels. This enables it to handle various
matrix systems well. The last row displays a sales number one cent above the prior
level and shows “and up” indicating all amounts beyond are included in the highest
commission level. Any row that has the commission level left blank will be ignored. If you
want the next level to be “and up” just leave the commission field blank for the preceding
row.
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The Bonus column allows you to enter a bonus amount in dollars that will be paid to
employees for achieving that sales level. If you wish to pay these bonuses, but you do
not wish to pay a commission percentage, enter “0” for the commission for each level (If
you leave the commission blank, the row will be skipped).
All of the bonus information will show up in the commission and bonus section of the
payroll report.
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Permissions
The Permissions screen allows owners to choose almost any setup function, management
function, or report in the POS and enable or disable an employee’s access to them
based on the permissions group to which they are assigned. Highlight a permissions
group name by selecting the name, and then highlight an area of the software. Add or
remove permissions by highlighting the section name with the appropriate color with
mouse clicks.
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Create Employee Permission Groups
The first step is to define the employee permissions groups. By default, SuperSalon
has three groups: Manager, Receptionist, and Stylist. Salon owners have access to all
areas using the Owner password, a special user, which is always available and does not
require a permission group. Additional permissions groups are easily created using the
Create Permission Group button at the top of the Permissions screen. Similarly, use the
Delete Permission Group button to remove a permission group.
Enabling and Disabling Access
For each screen or report in SuperSalon, you can select who is allowed access by
setting the permission to green. You can disable access by setting the permission to
red. Setting the permission to gray allows anyone access. After making all necessary
changes on the Permissions screen, you will need to select the Save Permissions button
for the changes to take place.
Assigning Employees to a Group
Each employee that will be granted some level of access must be assigned to a Permission
Group. This is done on the Employee information screen (Manager Tab → Employees
→ Select Employee → General Information).
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Pole Display
All options for the installed pole display, with the exception of testing the device, are
available to the user from this submenu. The various text messages, port settings, and
enabling functionalities are accessed here.
Positions
Although employee positions are configured individually on their specific employee roster
(as seen in Part: 4 of this guide), often times owners and management by the need to
create other timeclock positions to reflect other activities such as banking, meetings, or
other activities that may go outside of the scope of the current position. Maybe your staff
gets and hourly bonus if they are in training? This submenu is where those new positions
can be created and edited, as well as additions made to currently standing ones.
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Below is a sample of the New Position screen, and all that needs to be input here is
the name, whether the position should be tracked as far as production, and any hourly
bonus that may be incurred while clocked in at this position. Saving the information locks
the settings in the database, making them instantly ready to use.
Receipt Printer - Hardware
The initial hardware screen of the Receipt Printer submenu in iOffice is a read only display
of the current settings of the installed receipt printer. The iOffice user can only view
these settings, and cannot make any changes. They can, however, make adjustments
to various settings and print outs made by the printer from the iOffice environment.
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Receipt Printer - Options
This screen has a number of dropdowns that allow the user to customize exactly when
and how the receipt printer activates. These are divided into Timeclock, Servicing, and
Sales functionalities within the POS.
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Receipt Printer - Default Footer
This displays the current footer that is appearing on all printed receipts, this usually
includes a thank you and contact information, as well as the attending stylist.
Receipt Printer - New Customer Footer
This print out will appear only on the receipts of new customers. Many times, owners will
attach a special offer or promotion to this particular receipt. It will, however, need to be
enabled before it can be used.
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Receipt Printer - Additional Footer
This can be programmed to print out at desired increments, perhaps every 100th
customer. Select Additional Footer to add text and set how often you would like it to print.
We recommend a sign that says, “Check your receipt to see if you have won!” To disable
this option, set it to “0”.
Receipt Printer - Rate My Visit Footer
This footer is to be configured for those users who are utilizing Rogers Software and
SuperSalon’s RateMyVisit feature which incurs a monthly fee. This feature allows
customers to fill out a survey online with a discount on their next visit as an incentive.
The individual footer can be configured from this screen.
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School Settings
Prior to configuring these settings, the user must first be sure that School Settings are
enabled (Setup Tab → Software Settings → System → School Settings) a new
button called School Settings is added to the Setup Tab.
SuperSalon and iOffice allow you to prompt for credits and grades at ringout. This is
usually used if an instructor is present.
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Prompt for Credits at Ringout
When “Yes” is selected on this screen, a popup appears at ringout allowing an instructor
to enter credits for services performed. If this setting is set to “No,” students automatically
receive full credit for the services they perform which can be edited by navigating to the
Reports Tab → School → Student Credits.
Prompt for Grades at Ringout
When “Yes” is selected on this screen, a popup appears at ringout allowing an instructor
to enter grades for services performed as well as a space for customers to grade the
service as well.
Grades can be edited and unassigned grades can be entered at Reports → School
→ Student Grades (Grades are unassigned if the Skip button is used at ringout). The
grade field supports up to two decimal places of precision, for example 98.75.
Grades and credits can also be assigned for services performed on mannequins. This
allows students to receive adequate grades and credits to graduate in a reasonable
amount of time in the event there are not enough customers.
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Store Setup
Above, is the default view for the Store Setup submenu as it appears when the user
first logs onto it. This submenu is for information that will be necessary for other iOffice
and the SuperSalon functions such as scheduling, appointments, and certain aspects
of payroll.
For example, the second button labeled “Store Hours” is where the user configures the
hours of operation for the salon. The information input here is also used by the system
to check schedules and appointments. Booking either will result in an error message if
they fall outside the parameters of the hours set forth in this submenu. The third button
labeled “Release” contains the template for users to configure with a chemical release
statement on customer receipt.
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Upload PDF
Sometimes it is neccesary to either incorporate new data or convey documents to Rogers
Software in the form of PDF files. This submenu provides a quick and efficient way to
perform this task.
Utilities
The Utilities submenu of iOffice is a bit more limited than that on the POS itself. This is
due mostly to iOffice not being directly connected to the SuperSalon database. As a
result, all of iOffice’s utilities pertain only to the online data stored on Rogers Software’s
severs.
Fix Inventory Count
This utility sends a query to the iOffice database which matches the backed up inventory
counts to those that should be on the POS as well.
Check Employee Payperiod Setup
Running this can correct payroll issues where specific employees are not appearing on
the reports despite working those established hours.
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Move Employee Sales
This takes the user to a screen with a drop down menu that allows them to merge
records of that nature. However, it will not move payroll data (punches, etc).
Customer merge
This is the only tool available to owners and manager for cleaning up customer records
The user will be prompted to search for a customer name, and it will bring all records of
that name and give the user the option of merging them.
Re-synch SalonCheckin
This utility resets and recalibrates the communication protocols between IOffice and the
SalonCheckin server. This should be run if there are ever complaints about the checkin
site being down.
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Part Twenty One: Software Settings
Both iOffice, and the SuperSalon
point-of-sale system it governs
have a large array of settings that
are designed to allow users to
customize their systems to the
exacting standards necessary
for
their
unique
business
environments. The next section of
this user’s manual will contain all
of the definitions for the settings,
and how they affect performance
and function. And due to the scope
of this section, it was neccesary to
omit it from the previous section,
and give it its own.
It is important to note that any
and all settings changes that are
done at the iOffice level need to
have an standard upload from the
SuperSalon point-of-sale system in
order for the settings to take effect
on that end.
Misc. Settings
Store Type
Select the following store type that applies to your location: 6E Empire, 5S SuperCuts,
4C Cost Cutters, 3F Fantastic Sams, 2B Barbershop, 1F Full Service, Other
Language
Select the Language that is native to your region. The available languages are: English
(USA), English (CAN), English (GBR), Hindi, German, Spanish, Arabic (U.A.E), Arabic
(Qatar). Restart SuperSalon for the changes to apply after the receiving upload has
been perfmormed.
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Gift System
The gift card / certificate functionality is toggles with this setting.
Points System
Likewise, if the user would like to incorporate Customer Points into their system, setting
this to “Enable” will achieve this.
Block Back Bar Product Sale
Enable this option if you wish to prevent employees from selling Back Bar items. You
must also select Back Bar” from the Type drop down on the product record (Manager
Tab → Products → Product Record → Type).
Display Sale ID In Receipt
Setting this to “Yes” will show the daily ticket number on the customer receipt. This will
display the database sale ID on the receipt. This is unique to every ticket.
Display Invoice Number on Receipt
This will display an invoice number on the receipt. Much like the above but the number
is not determined by the database
Enable Auto Discounting
This setting will either activate or deactivate the Auto Discount functionality for the pointof-sale.
Prevent Negative Gift Card Balances
Enabling this setting will allow a gift card to be charged despite having no funds on it.
This is meant as a way to service a customer with the expectation they will put money
on said card.
Hide Customer Contact Info
Having this set to “Yes” will block out any queries as to the personal information of your
customers. It should be noted that there is a Permission that governs this as well, but this
setting will shut it down for everyone, despite authorization status.
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Require Password for Clock In/Out
Though self explanatory, this setting will require all employees to input their passwords
in order to access the Timeclock screen.
Disable Time Clock Reports
If this line is disabled, employees will not be able to print the Mini Production and Itemize
Reports from the Time Clock.
Allow Services with Service Gap
Setting this to “No” will cut down on idle time spent by the salon staff.
Allow Duplicate Services in Package
This allows owners and managers to decide on including more than one performed
service on their package deals.
Default Screen
This setting determines whether the Wait/Serve screen or the Appointments screen is
populated as the default view for the business day.
Scheduler Tab
This is the setting that determines whether or not SuperSalon’s Scheduler tab is utilized
for staffing, or if the ownership / management staff uses their own method. After the
receiving upload is performed, the store side POS will need to refresh their browser with
F5 for the setting to take effect.
School Settings
SuperSalon and IOffice have many functions that apply to schools. Here is where you
enable or disable these functions. When you enable School Functions several new fields
and buttons appear throughout the POS and IOffice.
Show Today’s Sales
Gives the option of viewing “Today’s Sales” from the Wait/Serve screen of the POS
Show “Additional Time” as “Personal Time”
This setting alters reporting metrics to show any time that goes above and beyond the
established schedule as non-billed time.
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Display “Next Available Stylist”
This option, if set to “yes” will show the next stylist available to service a customer on the
Wait/Serve screen.
Track Booking and Editing Employees for Appointments
If Appointments are enabled in the system, this setting will keep track of which individual
employee edited or booked an appointment in the reports.
Show Employees That Clocked in Today on Lookup Screens
This setting will populate the clocked in employee name on the various look up screens
that comprise a ticket sale.
Allow Customer Credit Cards to Be Stored
Due to recent PCI compliance laws, this setting has been nullified, and they system no
longer stored any sensitive customer financial data anymore.
Assume all Paid Ins are Cash
This will automatically categorize any and all Paid Ins as cash payments for tracking and
reporting purposes.
Enable Gift Voucher
For businesses who run Gift Vouchers (mostly in Canada), this setting will enable or
disable them according to the owner’s wishes. Tracking them will be accomplished after
setting them up as a payment method.
Enable Franchisee Remittance
This setting allows Franchisees to better process their payments to their corporate offices.
Prevent New Ticket Without Closeout
This setting makes it so once the salon is closed for the day, no new tickets may be
processed until the store is opened again.
Enable HUL Loyalty
Seldom used setting that governs a program for Gift Cards and Gift Vouchers. Mostly
replaced by SVS as of 2012.
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Enable Auto Series Discount
This is for series sales. It will automatically apply the discount to a service when the
customer is entered.
Allow Package Upgradation
Though the title might be grammatically torturous to read, this setting allows packages to
be modified on the fly for individual customers and/or circumstances.
Custom Employee Sorting
Allows the user to configure how employees are displayed in the various lookup screens
based on a vast amount of criteria available in this drop-down menu.
Except SVS Reward Cards
Toggling this setting to “Yes” will prompt the system to begin accepting SVS-based gift
card payments. The settings will still need to be configured in the Payment Methods
screen for them to be fully operational, however.
Prompt for SVS Reward Cards when Pay Now pressed
Setting this to “yes quote will generate a pop up asking you the customer would like to
utilizing SVS reward card when every ticket is checked out. In the interest of efficiency,
this is very rarely set to “Yes” and is not required for SVS payments.
Apply Reward Cards To
The drop-down in this setting has “Services”, “Products”, or “Both” listed in regards to
exactly where Reward Cards may be applied.
SVS Reward Card Discount Code
The individual code for this salon’s SVS processing capability should be entered here.
RGIS Inventory Count Enabled
For salons whose inventory is determined by Regis, the next three settings help enable
the process and ensure proper communication.
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Require Opening Till Count
Choose “Yes” if you would like to require Opening Till to be counted each day.
Carry over Opening till from Closing
Choose “Yes” if you would like to carry over the Closing Till to the next day to be used
as an Opening Till. This will be different than the Expected amount if it drops below that.
Allow opening till to be recounted
Choose “Yes” if you would like to allow multiple edits to your opening till count.
Allow deposits to be edited
Choose “Yes” if you will not be depositing what the close out states. The Expected Till
Count must be set to 0 to enable.
Expected Opening Till Amount
This is the amount you would like the Opening Till Amount to be. It will be used to
calculate carry over, if enabled.
Add Drops to Close Out Totals
Choose “Yes” if drops should be included in the expected till amount for the day.
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Software Settings - Reports
Haircut Min Flag Time
Specify a minimum flag time for haircuts for anti-theft. If an employee performs a service
without entering it in the computer, but enters it at the last minute because the customer
wants a receipt, or because another employee arrives, this will be flagged.
Haircut Max Flag Time
Specify a Maximum flag time for haircuts for anti-theft. If a haircut typically takes 15
minutes, you might set the maximum to 20 minutes. If a haircut takes 40 minutes it will
be flagged. Sometimes this can indicate that a more expensive service was performed,
but the employee only entered a haircut and kept the extra money.
Include Requests in Service Sales
If enabled, requests will be listed as service on the Production report.
Age Definitions - Child/Teen/Adult
Customize your customer age group. If you are using the Customer Database, customers
will be tracked automatically based on their birthday.
Mini-Production Report - Display Gross Column
If enabled, this feature will add a Gross $ column to the Sales Summary on the MiniProduction Report.
Weekly Report Start Day
Specify the day of the week you would like the Weekly Report to start from. Try to match
this day with your pay period to reduce confusion.
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Software Settings - Taxes
Tax rates may be configured from this screen and applied to the point-of-sale via standard
upload. The options include enabling the VAT system, combining all taxes on the receipt
(where applicable), and making loyalty cards taxable.
Creating a new tax is achieved by clicking the green plus sign at the bottom of the
interface, giving the new tax a name, determining its percentage rate, and what items
that rate will apply to. Services, products, and gift certificates are currently the selections.
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Software Settings - Tickets
Use Customer Database
Toggling this setting will activate or deactivate the Customer database for the purposes
of new ticket entry. Having this set to “No” can cause problems in record keeping, but for
some walk in stores, it speeds up the POS.
Allow Customer lookup “skip” button
This setting will determining whether or not a “Skip” button will be placed in the POS
interface during ticket processing to allow the user to forgo looking up a customer’s
information.
Require Last Name
Tickets cannot be entered into the system with a blank field were a last name should be,
if this setting is toggled to “Yes”.
Skip Receptionist Selection Screen
This setting governs whether or not a lookup screen for the receptionist will appear
during ticket processing.
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Allow tickets to be edited in servicing
With this set to “no”, stylists and managers will not be able to make any changes to tickets
once they have been entered into the system in place in either waiting or servicing.
Presort selected services by
The preselected services during the checkout process will be presented either in order
of their code order description, based on this setting.
Require Pre-Selected Services
Enable this option to require employees to pre-select services during new ticket creation.
Pass Pre-Selected Services to Check-Out
Enable this option to allow services that have been pre-selected to move to the checkout screen. If this option is disabled, services will need to be selected again once the
ticket moves to check-out.
Allow servicing for nonproduction clock ins
Having this setting toppled to “yes” will allow receptionist and other non-production
employees to perform services if needed.
Auto select repeat for customers
The system will automatically assume that every customer that is processed in the pointof-sale system will be a repeat visitor if this is set to “yes”.
Auto select new for customers
This setting is the polar opposite of the one above in that it will allow the system to
presume all customers are new as opposed to repeats.
New Customer Entry Mode
Toggle for the desired type of new customer entry mode. The available types are:
Traditional — In the traditional mode, the customer database fields flow in a traditional
manner: name, address, city, state, zip code.
Quick — In the quick mode, the most common customer information is arranged first.
Also, the zip code field comes before city, state, etc. which populate based on the zip
code entered.
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Auto Prompt for Split Commission in Checkout
If enabled, any service listed with split commission will result with a pop-up during CheckOut forcing the user to select and end the commission split information.
Auto Complete All Tickets in a Multiticket
If enabled, all tickets that are part of a Multiticket will automatically be completed once
the CheckOut process is finished.
Allow editing of previous days tickets
If this setting is enabled, it will allow staff members with the appropriate permission levels
to go into the “Search Sales” screen and edit tickets from any given date.
Allow Selection of “House Sale” for Ticket Receptionist
Enable this option to enable House Sale as a selectable employee. If this option is
disabled, then “House Sale” will not show up on any of the employee lists.
Enter Customer Description When Creating Ticket
If enabled, this feature will provide a Description field for new tickets. Enter a visual
characteristic of the customer, this allows staff to view the details on the ticket while in
waiting and approach the customer, rather than calling out for the customer by name.
Require all tickets closed before closeout
With this set to enabled, stylists and managers are unable to enter the closeout screen
until all tickets for that day have been completed.
Automatically Void Waiting Tickets After
This option will automatically void tickets that are still in waiting based on the numerical
value entered in the box.
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Software Settings - Tickets (Bottom Options)
Tracking Options
this series of tracking parameters assists in the reporting functionality of both SuperSalon
and I office immensely. Requiring demographics will paint a very good long-term picture
of the business environment and its associated ebbs and flows.
Customer Sources
user can input various sources of customers in this section and save them for tracking
purposes as well. Sources could be anything from promotions, walk-ins, or holiday traffic.
Void Reasons
the user configures the different reasons for a ticket to be voided in these fields. These
reasons then populate in the lookup screen whenever a ticket is voided on the pointof-sale system. Generalized void reasons include things like “Customer Walked Out”,
“Unruly Child”, or “Impending Apocalypse”.
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Software Settings - Appointments
Appointment Tab (Press F5 After Save Settings)
If the user does not wish to use the appointment book screens, disable this line. The
Appointment Tab will be removed.
Manually Assign Resources
When making an appointment the user may manually assign resources to their customers
or have IOffice assign the resources for them.To manually assign resources, enable this
line (to set up resources select the Manager Tab → Resources).
Default Screen Main or Resource View
Here the user can set their default Appointment screen to show resources or show
employees.
Days to Check for Duplicate Booking
Enter the number of days ahead you wish the system to check for duplicate bookings
here. The system will notify you when you are double booked. If it is not necessary to
have the system check for double booking, enter a “0” to disable.
Appointment Screen Timeout in Seconds
Enter a non-zero value here to require an employee to log in to the Appointment screen
after the screen is idle for the entered number of seconds. Entering zero will disable this
function.
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Software Settings - Wait Time
Default Service/Default Time
The call-ahead wait time is designed to assume that walk-ins may show up before the
call-aheads arrive. To provide an accurate time estimate, IOffice pads the call -ahead
time estimates to accommodate potential walk-ins. The service or time chosen here is
the assumed service time of any potential walk-ins.
Assumed Walk-In Rate %
This option creates a separate wait time bar for call-aheads, provided a number larger
than 0 is used. The call ahead wait time bar is calculated based on the Default Service/
Time selected and whatever percentage is used in this box. Locations that constantly
have customers walking in may want to use a higher Assumed Walk-in Rate % so that
their call ahead customers have a more accurate view of the potential wait time.
Wait Time Tuner %
This option will increase or decrease the walk-in wait time and the call-ahead wait time
calculation by the specified percentage. It allows you to adjust the wait time estimator to
your salon.
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Wait Time Refresh Rate %
This option specifies how frequently the wait time will update on your sales screen.
Lower numbers will increase accuracy but require more system resources.
Factor in Employees Schedules
When enabled, wait time calculations will consider employee schedules when determining
the wait time. If set to “yes” and an employee is scheduled to come in within the current
wait time, the wait time will reflect that accordingly. It will also take into consideration if an
employee is blocked out for a period of time. If the employee does not clock in at their
scheduled time the customer will be factored into another employees queue.
Factor in Appointments
This option determines whether or not pending appointments are factored into the current
wait time. If enabled, it will automatically assign an employee’s appointments to them.
Employees will show up in the list even if they are not clocked in. If they do not take their
appointment at its scheduled time the appointment will not be factored to anyone and the
employee will not appear in the wait time list. Additionally, if an appointment is scheduled
by resource, without an employee selected, it will put the appointment into an employee’s
queue that is available at that time.
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Software Settings - Uploads
The upload settings are configurable from this submenu, and should be reviewed
very closely before implemented. Any image above, you can see a series of 14 drop
down embedded settings which correspond to different aspects and elements to the
SuperSalon point-of-sale, as well as iOffice. In this screen, the user can select which
system will be the authority as far as the input of new information.
Example: Having services selected to “iOffice”-only means that new services will need
to be input from iOffice alone, because if they were done so on the POS, the new service
would simply disappear after the next upload because that service was not present in
iOffice.
Software Settings - Inventory
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Use Price Groups
The option to enable price groups is in this submenu, and changes to the inventory will
be immediate when it is enabled.
Block all inventory modifications except adjust in
This self explanatory setting is in place for security and shrinkage concerns. The user
should be aware that this block will exist in the IOffice environment as well.
Inventory manager
These fields are for the user to enter their customized reasons for inventory adjustments.
A few are already there by default, but they may be erased or edited as the user sees fit.
Software Settings - Birthday Settings
Enable Today’s Birthday Pop-Up
If enabled, a customer’s birthday notice will appear with the selected Alert Note entered
below.
Show During Appointment Booking
If enabled, the birthday pop-up alert note will appear during Appointment Booking.
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Show in Servicing From Appointment
If enabled, the birthday pop-up alert note will appear when servicing an appointment.
Show During New Ticket Creation
If enabled, the birthday pop-up alert note will appear when creating a New Ticket.
Show in Servicing From Waiting Tickets
If enabled, the birthday pop-up alert note will appear when a ticket is moved to waiting.
Show in Service Ticket Receipt
If enabled, the birthday pop-up alert note will appear on the servicing receipt when the
ticket is moved from Waiting to Servicing.
Software Settings - SMS Alerts
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NOTE: The SMS functionality is an extra service that will require both Rogers Software
Technical Support and the Accounting department’s attention prior to activation.
Enable SMS Messaging
If enabled, the SMS Feature will become active in the POS. SuperSalon only sends
SMS messages to customers who are set to receive them. In order to opt customers in,
select “Yes” under allow SMS on the customer record (Manager Tab → Customers →
Customer Search → Select Customer → Allow SMS).
SMS Account Balance
SMS messages must be purchased through SuperSalon Accounting to use the SMS
system. This field will let you view your balance.
Appointment Alert Message
Enter the message you want be sent out to customers after booking an appointment. In
order for the message to be sent, “Send this message after appointment booking” will
need to be enabled. There is a 140 character limit.
Appointment Confirmation Message
Enter the message you want be sent out to customers after confirming an appointment.
In order for the message to be sent, “Send this message on appointment confirmation”
will need to be enabled. There is a 140 character limit.
Appointment Reminder Message
Enter the message you want to be sent out to customers as a reminder for an appointment.
In order for the message to be sent, “Send reminder (X) hours before appointment time”
will need to be enabled. There is a 140 character limit.
Checkout Alert Message
Enter the message you want to be sent out to customers after Check-Out. In order for
the message to be sent, “Send message (X) minutes after checkout” will need to be
enabled. There is a 140 character limit.
Return Visit Reminder Message
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Enter the message you want to be sent out to customers as a reminder to return to the
salon. In order for the message to be sent, “Send message (X) days after checkout” will
need to be enabled. There is a
140 character limit.
Birthday Alert Message
Enter the message you want to have sent out to customers as a congratulation for their
birthday. In order for the message to be sent, “Send message (X) days before customer’s
birthday” will need to be enabled. The format should be as follows (HH:MM AM) or
(HH:MM PM).
Software Settings - Tips
Tip Adjustments on Timeclock
If enabled, this feature adds a Tip Adjustment field on the Time Clock. This field allows
users to adjust their tips in the event they were entered incorrectly.
Subtract Tips from Computed cash
If enabled, tips will be included in the total dollar amount to be balanced at Close Out. A
line is also added to the Close Out to add in the amount of tips.
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Subtract Tips From Change on Checkout
If enabled, the system will automatically display the change with the tip subtracted so that
the user knows exactly how much to take from the drawer that doesn’t include the tip.
Employee Tips
If enabled, an additional pop-up will be displayed on the check-out screen. This screen
allows the user to enter tip amounts for additional employees involved in the transaction.
Only Show Tip Prompt for Service Sales
If enabled, the popup for tips will only be presented for service sales.
Auto Credit Tip → Employee
If enabled, a “Keep the Change” feature will automatically track tips which are generated
from a credit card transaction. These tips are carried over to the Payroll Report.
Enable Tips Paid Out
If enabled, adds an Employee Tips button to the Open Till Section.
Software Settings - Retail
Skip Ticket Options
Skip Ticket allows you to bypass the wait/serve screen while still obtaining customer
information then moving the ticket directly to Check-Out once a service and stylist has
been selected from the preselect menu.
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Track Pricing History
If this option is enabled, the system will track product pricing history. This is used in the
Proof of Inventory report to calculate the cost of goods sold in specific date ranges.
Allow Tip Limit
If enabled, the POS will allow a tip limit.
Prompt for Upload After Product Order is Ordered Electronically
If enabled, the system will prompt the user to upload after a product order is sent
electronically.
Tip Limit Percentage
Enter the Tip Limit percentage. This feature runs in tandem with the aforementioned
“Allow Tip Limit”.
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Part Twenty Two: E-Royalties
For the last 5 years, the E-Royalties program
developed by Rogers Software Development
has allowed salon owners to safely and
conveniently submit electronic royalty reports
to the Regis Corporation. Using only the iOffice
interface, business owners and / or their chosen
representatives can simplify this process without
having to manually review each sale.
The joint creation of this project by both Regis and RSD represents one of the earliest
cross-company ventures that would eventually lead to the lasting partnership that still
exists today. It represents a collaborative effort of developers and logistical personnel
to create a fair and easy to use system. As a failsafe the system will not allow a user to
submit incomplete sales data, and will not let the user get more than two report periods
behind. If a submission is rejected, for whatever reason, the E-Royalties system will only
allow users to submit one more period before subsequent submissions are refused.
The following publication is meant to be a reference source as well as a user’s guide.
All material discussed herein reflects information that has been found to be current as of
Q3 2014.
The iOffice Interface
Upon logging into iOffice, the user need only click the “E-Royalties” tab located on the
top menu bar. The interface is then broken down by five submenus that are available
from the left side of the page, and they are listed below as follows;
• Overview (The Default View)
• Status
• Closed Days
• History
• Settings
Each submenu corresponds with a specific functionality of the E-Royalties system, and
though their labels may seem self explanatory, the following sections will map out each
feature of these submenus. And also, it is important to know how they relate to the other
features and setup options.
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The Overview Page
The default view for the E-Royalties section of iOffice is the initial overview page that
gives a quick numeric summary of all salons participating in the E-Royalties program, as
well as their current statuses. As can be seen in the illustrated example below, this page
also offers a reminder to the user of their current status, and how many days (if any) they
are late in making their submissions.
A link to the current E-Royalties manual is also available from this screen via the self
titled link, located above the Sales Submission Reminder.
Though the information located in this section may seem to be more generalized than
what may be needed by the client, each metric serves a specific purpose in regards as
explained below;
• “Salons Will Submit this Evening”: The number of participating E-Royalty using
salons that have all required information, and are ready to be sent to Regis during that
evening’s upload cycle.
• “Salons submitted and confirmed”: Number of salons who, in the current reporting
period, have already submitted and completed the process of their royalties for their
location.
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• “Salons Submitted and Pending Confirmation”: These are salons that have
outstanding reports that have not yet completed the confirmation process, but have
been confirmed as submitted to Regis.
• “Ready to Submit Sales”: All requirements for submittal have been met, and Regis
is simply waiting on the owner to send it.
• “Salons Missing Data”: This signifies that that there is information in the report that
is either missing or unfinished. The two most common causes for this are failure to
upload, or an incorrect configuration of closed days.
• “Salons Have Reported an Error”: Representative of all salons that have shown
errors in their reporting for the current period.
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The Status Page
The Status page shows a view of the participating E-Royalties salons in a more organized
format. Designed to be read like a spreadsheet, the columnar arrangement allows the
user to quickly monitor and reference several salons at once. The image below also
shows the color coded statuses of each salon, as it stands from the time of the report’s
generation.
The four horizontal columns are broken down as follows:
• Store: The name of the individual salon, as it appears in RSD’s operational and
administrative databases.
• Report Beginning: Will either simply display the date corresponding to current
report, or it will list the date of the last unconfirmed one.
• Status: This column shows the status of the current report, and is the first indicator
of anything that might have gone wrong in the process.
• Regis: Will always say “Pending” until a response has been received, in which case
it will switch to “Confirmed”.
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As it stands, the Status page will allow for four possible combinations in regards to the
“Status” and “Regis” columns, and they can be broken down and explained as follows:
Submitted / Pending: iOffice has transferred the information correctly, but Regis has
not yet responded.
Submitted / Confirmed: Submitted correctly from iOffice, received by Regis, and they
in turn have confirmed the correct transfer of data.
Ready / Pending: All information is correct, and the salon is ready to submit their royalties
without any missing data. Upon clicking the “Submit” button, it will be sent to the correct
party during night processing, and the status will change to “Submitted / Pending”.
Incomplete / Pending: There are days in the report period with zero tickets, and they
have not been marked in the “Closed Days” section of the E-Royalties interface.
Submitted / Error: This usually means Regis has rejected the E-Royalty, and instances
such as these should be brought to the immediate attention of Rogers Software Support.
In addition to being a quick reference point, the Status page also allows the user to
begin the submission process by clicking the “Create All Ready Stores” button, located
at the top of the interface. The status will then change to “Created”, and the report will be
available at the normal location in Reports>Sales>E-Royalties.
The salon is then queued for the nightly processing where it is encrypted and sent
directly to Regis via secure upload. Canceling a submission is possible by going into the
History page before midnight (local time), and clicking the “Cancel” button.
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The Closed Days Page
Illustrated below is the utility page for selecting Closed Days, and it is from here that the
user is able to specify which days the salon will not be processing any tickets so the
system will not look to those days for data.
A friendly system of dropdown menus will allow the user to select both the specific store
AND time period for which to look for days to mark. The dropdown will also alert the user
of any reports that are missing data by displaying them in a red font.
One of the most common causes of E-Royalty mistakes and issues is to forget or
incorrectly perform this step in the E-Royalty process. If days without tickets are not
marked as closed, then the system will count that day and an error will result.
Marking a day as “Closed” gives the user to copy that same closed day to all other
salons in the account by using the “Copy to All” functionality. This is especially useful in
instances of holidays and / or other events that would result in zero sales for that salon.
After all needed days are appropriately marked as closed by selecting “Yes” in the
dropdown menu; the status of the report should change from “Incomplete” to “Ready”.
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The History Page
As the name suggests, the History page allows the user to review all past reports in great
detail, along with ones that have yet to be submitted to Regis. Below is an illustrated
example of this report, and how it appears in the newly re-imaged iOffice environment.
system will not look to those days for data.
An error that is unique to this interface will indicate that “store data has not uploaded
for a specified period”, and it can normally be resolved with a successful upload from
the salon. The reason for its appearance is that the E-Royalty system confirms data
reception by getting a completed upload within the proceeding period of time. Because
of this, many users prefer to perform their E-Royalty related tasks on Monday, though
Sunday is the day the period technically ends. The most common problems effecting
accurate E-Royalty usually stem from the upload process.
And because this error can only appear in the History page, with “Ready” still showing on
the Status page, the user needs to make sure and check all E-Royalty screens whenever
performing routine tasks.
Another aspect that is unique to the History page is the ability on the part of the user to
cancel recently generated (but not submitted) reports. This is done via the aptly named
“Cancel” button that will appear to the right of the listed report. Creating a single E-Royalty
is also possible on this page, as is seeing the status if more than one unconfirmed report.
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The Settings Page
The Settings page, though simple in appearance, enables the user to make sweeping
changes to each salon’s E-Royalty information and reporting metrics. Below is an
example of this interface, along with some sample store data for better reference.
In addition to the Store Number and Data Enabled fields, there are a series of dropdown
menus that can be changed and committed by way of the large blue “Save” button.
Special attention should be paid in this screen, most notably in regards to the “Store
Version” dropdown menus. Having to redo information in this interface can potentially
cause a complicated mess, especially if the discrepancy is not noticed right away.
Using the “Date Enabled” is not necessary unless in instances of switching a salon’s
status from “disabled” to “enabled”. This will then be the date that will be the first reported
for, after the change.
While store owners can configure the specific salons that belong to them from this
interface, only SysAdmins and Support have the administrative access required to attend
to all locations at once. There are no iOffice updates or releases in the foreseeable future
that will deviate from this policy.
Finishing with the Settings page, the E-Royalties tab in iOffice has now been fully
documented and illustrated. The next two sections of this publication will cover the
E-Royalties report, as well as setup instructions for the feature itself.
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