User`s Guide - DaySmart Software

User`s Guide - DaySmart Software
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Table Of Contents
Chapter 1:
Welcome
Chapter 2:
Database Controls
Chapter 3:
Employees and Scheduling
Chapter 4:
Services
Chapter 5:
Products and Inventory
Chapter 6:
Clients
Chapter 7:
Appointment Book
Chapter 8:
Tender Tracking and Transactions
Chapter 9:
Marketing
Chapter 10:
Messaging
Chapter 11:
Payroll
Chapter 12:
Accounting
Chapter 13:
Reporting
Chapter 14:
Networking
Chapter 15:
Web Features
Chapter 16:
Appendix
Welcome to 123Pet
getting to know the basics of the software
Getting Started
This User's Guide can be accessed at any time through 123Pet by going to the Help drop-down menu and
selecting Table of Contents or View User's Guide. You can also access support and technical articles on
most of the topics covered by this guide and more by visiting http://support.123Pet.com.
123Pet is a powerful, easy to use software program that updates and prepares reports and tracks
information for clients, pets, products, services, payroll, mailing, ordering, employees, and much more.
123Pet is designed especially for mobile groomers, grooming shops, pet supply businesses, and vets. 123Pet
is the easiest to use and most powerful pet tracking program available. It includes all the features needed to
run your business. We have several versions available to meet the needs of:
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Mobile groomers
Small to large-scale dog grooming salons
Vet offices
Pet stores
123Pet supports the following additional features:
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Full tracking of pet appointments
Integrated credit card processing with full support for all major credit cards
Online appointment booking that allows your customers to book appointments via Internet
Remote and mobile access
QuickBooks integration
Importing data files from other programs
Exporting data to other programs
Visit our website at http://www.123PetSoftware.com for the latest information and new features.
Installing 123Pet
1. Insert the 123Pet CD into the CD/DVD ROM drive. The installation process should begin.
2. If you do not have a CD, download the software from
http://www.123PetSoftware.com/software/support/first-time-setup/ and click the Download Latest
Version link to start the download of the software.
3. The InstallShield Wizard screen will appear. Click Next.
4. The License Agreement screen will appear. Please carefully and slowly read over the license
agreement. If you wish to accept the terms in the license agreement, select I accept the terms in the
license agreement and click the Next button. If you do not accept the terms, 123Pet will not install.
5. Leave the default destination folder as C:\Program Files\123Pet\ and click Next.
6. Click the Install button. 123Pet will also automatically install SQL Server. This process may take some
time.
7. Click the Finish button.
8. The 123Pet icon will now appear on your computer's desktop. Double-click on the 123Pet icon.
9. The How Would You Like To Start? screen will appear. If you are using the trial version select Use
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Chapter 1: Welcome
10.
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the Free Version. If you are using a purchased version of 123Pet select Enter Registration Info.
Enter your Username and Password to register your software or click Enter Serial Number to register
the software with the serial number that was provided to you when you purchased 123Pet. This serial
number can be found on your invoice. Be sure to keep your serial number in a safe place and do not
lose it.
Click the Register button.
The Let's Get Started screen will appear.
Select which type of database that you would like to start with. You can select either of the following
choices:
l Quickly Start with Sample Info: select this choice if you would like to start using 123Pet with
some sample clients, products, and appointments. We recommend using the sample database
with the trial of 123Pet
l Jump Right In: select this choice if you would like to start using 123Pet with a totally blank
database
l Restore a Backup: select this choice if you have a database backup from another computer or if
you're reinstalling 123Pet and have a backup to restore
Click the OK button. If multiple copies of SQL are detected on your computer the Select Server screen
will appear. If this is the case, press the Auto Setup button. Select the correct instance of SQL to
connect to and press the OK button.
You are ready to begin using 123Pet.
After you register 123Pet, it will need to be activated. You will be automatically prompted to activate
with the Enter Registration Name screen. The next time you close and reopen 123Pet, it will walk you
through activation. You can activate via Internet or via phone. Complete the step-by-step instructions
that are that are shown on the 123Pet screen. Follow the instructions for activation. If you are on a
software subscription, you are not required to activate until you complete the payment plan.
If you are on a software subscription, you will receive a new temporary serial number each month. If you
have elected to register the software with the temporary number, you will need to enter the new temporary
serial each month when you receive it in your e-mail address on file with DaySmart Software, Inc.
Registering the software with your Username and Password will eliminate the need to manually enter the
serial number each month by automatically checking your account status. We highly recommend registering
the software with your account credentials for this reason.
For instructions on setting up, installing 123Pet and setting up network connections, please refer to the
Networking section of this User's Guide for instructions.
Registering the Trial: if you have been using the trial version of 123Pet, after you purchase you will receive
a serial number.
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Install 123Pet as explained above.
Select Register from the Help drop-down.
Enter the name of the person or company that purchased the product.
Enter your serial number and click OK. If a notice appears that states your serial number is invalid, you
should check the date and time on your computer's Windows settings, double-check the number, and
try again before calling technical support.
After you register 123Pet, it will need to be activated. The next time you close and re-open 123Pet, it will
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Chapter 1: Welcome
walk you through activation.
If you had entered information in the trial mode, all of the information will be saved and you can begin
entering additional clients.
Creating a New Database: once the software is registered you are ready to create a custom database. The
database contains a list of all your employees, products, services, clients, appointments, and sales
transactions. Whenever you restore a database or create a new blank database your current information
including all clients, tickets, products, services, etc. since the last back up will be overwritten by the backup
you are restoring or the new database you are creating.
1. Select Database Controls from the File drop-down menu.
2. Select one of the following choices:
l New Sample Database: create a new database with sample clients, products, services, and
sales transactions. The sample entries will help you quickly become familiar with some of the
features in 123Pet. This is the best option to select if you have never used 123Pet before
l New Blank Database: create a database that contains no sample information
3. With the database created you can begin entering data in any of the following information categories:
employees, products, services, clients, gift certificates, coupons, and sales transactions (tickets).
Refer to the appropriate sections of this User's Guide for more information on each of these topics.
It is recommended that you save daily backups of your database to USB memory sticks, external hard drives,
or some other form of removable media. This will aid in the prevention of lost database information in the
case that something happens to your computer or your computer’s hard drive.
If your computer is currently connected to the Internet, 123Pet can automatically check for available updates
or if you are currently using the newest available version.
1. Select Check for Update from the Help drop-down menu.
2. Click the Yes button to check for the update, then follow the prompts to update 123Pet.
Customizing and Configuring 123Pet
123Pet allows you to customize the headings and icons you want displayed on each screen, i.e. on the
Clients screen you can select to display the client name and address, or you can display the client name and
phone number.
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Go to the appropriate screen.
Click Customize View under General Options on the left-hand side.
The Customize View screen will appear.
The items shown on the left in the Available column are items available to display. Items shown on
the right in the Display column are what will be displayed on that screen.
Use the Add and Remove buttons to add or remove items as desired.
Click the Move Up and Move Down buttons on the right of the screen to organize the items.
If you make a mistake you can click the Restore to Default button to restore default settings.
Click OK to save the changes.
Repeat the steps for each screen that you would like to customize display settings on.
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Customize the Toolbar: customizing the toolbar allows you to format the icons displayed at the top of
123Pet, i.e. you can display the Packages icon for convenient access, or remove it if your business does not
offer packages.
1. Select Customize Toolbar from the Tools drop-down menu.
2. In the Available Icons column select the icons you would like your main screen to display. You can
select from the following:
l Dashboard: navigate to the dashboard screen
l Apt Book: navigate to the appointment book
l Tickets: navigate to the tickets screen
l Clients: navigate to the clients screen
l Pets: navigate to the pets screen
l Kenneling: navigate to the kenneling screen to schedule available kennels
l Client Info: open the client info screen
l Products: navigate to the products screen
l Services: navigate to the services screen
l Packages: navigate to the packages screen
l Employees: navigate to the employees screen
l Schedule: navigate to the schedule (schedule both employees and resources)
l Messaging: navigate to the messaging screen
l Marketing: navigate to the marketing screen
l Totals: run the Sales Total and Taxes report
l Mailing: run the Mailing report
l Remote Access: open the Remote Access Status screen
l Mobile Apps: open windows with links to Google Play and Apple App stores
l Payroll: run a new Payroll report
l Passwords: open the password controls screen
l Resources: navigate to the resources screen
l Reminders: navigate to the reminders screen
l Vets: navigate to the vets screen
l Wait List: navigate to the wait list screen
l Gift Certs: navigate to the gift certificates screen
l Ledger: navigate to the general ledger screen
l Barcode: open the barcode label printing screen
l Ordering: navigate to the ordering screen
l Options: open the options screen
l Quotes: navigate to the quotes and invoices screen
l POs: navigate to the POs screen
l Tips: navigate to the tips screen
l Out: password log out (password protection needs to be enabled)
l Exit: exit 123Pet
l Log In: log in to the time clock
l Log Out: log out of the time clock
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Online Booking: open Online Booking settings screen (Online Booking needs to be enabled)
l Cash: open the cash drawer
l Coupons: navigate to the coupon screen
l QuickBooks: navigate to the QuickBooks integration screen
l CC Trans: navigate to the credit card transactions screen
l Apt Check: check for online appointment requests (Online Booking needs to be enabled)
You can use the Select All or Deselect All buttons to check or uncheck all the icon boxes.
Use the Move Up and Move Down buttons to change the order of how the icons are displayed. The
top-most icon will be the left-most icon on the toolbar.
If you make a mistake you can click the Restore Defaults button to restore the default settings.
Check or un-check the following items In the General section as desired:
l Show Toolbar: display the toolbar
l Show Tool Tips: display a descriptive phrase when a mouse is over an icon
l Show Captions: display a description under each icon
Click OK to save the changes.
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Options Overview
The Options screen is accessed by selecting Options from the Tools drop-down menu. The Options screen
contains the following tabs and topics:
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General: customize styles, gift card usage, and set Status Log options.
Hardware Setup: configure your crash drawer, receipt printer, and other hardware options.
Credit Card Processing: configure integrated credit card processing and credit based tips.
Scheduling: customize scheduling and appointment book options.
Tickets: customize ticket information, how they are printed, discount options, and rounding standards.
Clients:customize general client settings, picture options, and client document tracking.
Taxes and Other: configure product and service sales tax and client information security settings.
Options - General Tab
Startup and Style: customize the way 123Pet starts and its overall appearance.
1. Click the Startup button.
2. The Startup Options screen will appear. Check or uncheck the following boxes as desired:
l Start 123Pet when Windows starts: launch 123Pet when the computer is turned on
l Show Tip of the Day: display "Tip of the Day" when 123Pet starts
l Automatically check for updates every |____| day(s): choose how often the software checks
for updates
3. Select the screen that will be shown when 123Pet starts from the drop-down box next to Startup
screen.
4. Click the Select button next to the Country field and select your country.
5. Click OK.
6. Click the OK button to return to the General tab of the Options screen.
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7. Click the Style button.
8. The Visual Style Options screen will appear.
9. A style can be chosen from the Visual Style drop-down menu to provide a customized look and feel to
123Pet. There are many to choose from, so choose the one that looks best to you. Visual Style can
also be changed directly from the Tools drop down menu.
10. Click the OK button to return to the General tab of the Options screen.
Gift Cards: configure the way gift cards are reused and sold.
1. Click on the Gift Card Setup button. The Gift Card Options screen will appear.
2. Under the Gift Card Reuse section check the box that says Allow gift cards to be re-sold to a
different client after the balance reaches zero if you would like to reuse, or resell gift cards once
they reach a balance of zero.
3. Under the Batch Pre-Sale/Promotional Give-a-Way section clicking the Batch Pre-Sale button will
define a set of gift cards as sold without manually having to create a separate ticket for each card.
This is useful when you want to give away a group of cards for a special sale or promotion. Cards
selected when using this feature will not appear as income in the Totals report.
a. Enter the starting ID of the gift card batch, i.e. 1000, and click OK.
b. Enter the ending ID of the gift card batch, i.e. 1500, and click OK.
c. Enter the amount of money to assign to each gift card, i.e. $5.00.
d. When prompted by the Confirm screen select Yes to continue.
4. Under Gift Card Expiration select the desired settings for when you would like your gift cards to
expire.
l Automatically assign an expiration date to a gift card when it is sold: automatically sets the
expiration date of a gift card to |____| day(s) from the original sale date
l Expiration dates must be assigned to gift cards: gift card sales cannot be completed without
entering an expiration date
5. Click OK to return to the General tab of the Options screen.
Status Log: view options pertaining to the status log.
1. Click the Status Log Options button.
2. The Status Log Options screen will appear.
3. The following options can be performed with the Status Log:
l View the Status Log: view the Status Log on your computer
l Print the Status Log: print a copy of the Status Log
l Clear the Status Log: delete the information in the Status Log
l Send Status Log to DaySmart Software: send the Status Log to Technical Support for review
4. Click OK to return to the General tab of the Options screen.
Options - Hardware Setup Tab
Cash Drawer: set up and configure your cash drawer.
1. Before configuring your specific cash drawer, choose how you would like your cash drawer to operate
from these three settings:
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a. Open the cash drawer when a ticket is closed: after closing a ticket and completing a
transaction the cash drawer will open. The cash drawer can only be opened from the computer
that it is connected to.
b. Display a pop-up message after opening the cash drawer: a pop-up will appear after the cash
drawer is opened showing the tender and the change, if applicable.
c. Open cash drawer when settling tips: if tips are not withheld and are settled with money from
the till, the cash drawer will open at the time the tips are settled.
2. Click the Configure Cash Drawer button.
3. The Configure Cash Drawer screen will appear.
4. Choose the appropriate cash drawer settings from below:
a. I do not have a cash drawer: if the business does not have or does not use a cash drawer
through the software.
b. My cash drawer is connected to a USB receipt printer: if the cash drawer does not connect
directly to the computer and is instead connected to a USB receipt printer. 123Pet officially only
supports Epson receipt printers. Other USB receipt printers do work with 123Pet, but they are not
guaranteed.
i. Make sure that your USB receipt printer is on and working properly. Drivers for USB receipt
printers need to be installed before the printer or cash drawer will work.
ii. Plug the cash drawer into the receipt printer using the cord that looks like a phone cord.
This cord has a label at each end indicating which device it should be plugged into.
iii. Make sure the Opening Sequence is correct. In most cases the default sequence is
correct. If it is not correct, the Opening Sequence can usually be obtained from the
manufacturer of the cash drawer.
iv. Click the Test Open Drawer button.
v. If the drawer does not open, then check the enable legacy support box.
vi. Click the Test Open Drawer button.
vii. Click OK to return to the Hardware Setup tab of the Options screen.
c. My MMF cash drawer is connected directly to the computer using a USB cable: if the MMF
brand cash drawer is connected directly to the computer through a USB connection.
i. Begin with 123Pet closed on the computer.
ii. Connect the power cable to the back of the cash drawer, and then plug the other end of the
cable into a power outlet.
iii. Connect the MMF cash drawer to your computer by connecting the USB cable to a USB port
on your computer.
iv. Open the software and return to the Configure Cash Drawer screen.
v. In the USB DIP Switch Number field enter a 1.
vi. Click the Test Open Drawer button.
vii. If your drawer does not open, review your USB DIP switch number settings in greater detail.
On the back of the MMF USB interface cash drawer there are four small switches called
DIP switches. DIP 1 should be in the Up, or OFF position, and DIP 2, DIP 3, and DIP 4 should
be in the Down, or ON position. If for some reason your drawer was shipped to you with
the DIP switches in positions other than described, unplug your cash drawer from the
computer and make sure that you do not have the software open. Change your DIP
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positions to what is recommended above, plug the cash drawer back into the USB port on
your computer, and test the connection.
viii. Click OK to return to the Hardware Setup tab of the Options screen.
d. My APG cash drawer is connected directly to the computer using a USB cable: if the APG
brand cash drawer is connected directly to the computer through a USB connection.
i. Begin with 123Pet closed on the computer.
ii. Connect the power cable, normally black, to the back of the cash drawer by plugging it into
the power jack, and then plug the other end of the cable into a power outlet.
iii. Connect the APG cash drawer to your computer by connecting the USB cable, normally grey
or tan, to a USB port on your computer. The USB cable may already be attached to the back
of the cash drawer.
iv. Open the software and return to the Configure Cash Drawer screen
v. Click the Test Open Drawer button.
vi. Click OK to return to the Hardware Setup tab of the Options screen.
e. My cash drawer is connected to the serial port or is connected to a serial Epson receipt
printer: if the cash drawer is connected directly to the computer through a serial connection, or
if the cash drawer is connected to a serial Epson receipt printer.
i. Automatic Setup:
1. Connect the cash drawer to the nine-pin serial port on your computer.
2. If the cash drawer connects through a serial receipt printer, plug the cash drawer into
the receipt printer using the cord that looks like a phone cord.
3. Click the Auto Setup button.
4. The Cash Drawer Setup Wizard will appear.
5. Click the Next button.
6. 123Pet will be try different combinations of COM Port options on your computer.
Each combination will be tried for 5 seconds until all forty combinations are explored.
7. Click the red Stop button once your cash drawer opens.
8. Click OK to complete the setup.
9. Click OK to return to the Hardware Setup tab of the Options screen.
ii. Manual Setup:
1. Connect the cash drawer to the nine-pin serial port on your computer.
2. If the cash drawer connects through a serial receipt printer, plug the cash drawer into
the receipt printer using the cord that looks like a phone cord.
3. Enter the appropriate communication settings. With the exception of the COM Port #,
the communication information should be provided by the manufacturer of the cash
drawer. The COM Port # is determined by your Windows and hardware settings.
l COM Port #
l Baud Rate
l Parity
l Data Bits
l Stop Bits
l Opening Sequence
4. You can click the Reset to Default Values button if you would like to reset the
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Chapter 1: Welcome
values.
5. Click the Test Open Drawer button.
6. Click OK to return to the Hardware Setup tab of the Options screen.
Receipt Printer: set up and configure your receipt printer.
1. Before configuring your specific receipt printer, choose how you would like your receipt printer to
operate from these six settings:
a. Print receipt when ticket is closed: a receipt will print after every ticket closes. A client and
merchant receipt will always print following a credit card transaction.
b. and second copy: a second copy of the receipt will print for company records.
c. Include employee name: the employee's first name will print on the receipt.
d. Include employee last name: the employee's last name will print on the receipt.
e. Include stock number: the stock number of products will print on the receipt.
f. Include currency symbol: currency symbols will print on the receipt.
2. Click the Configure Receipt Printer button.
3. The Configure Receipt Printer screen will appear.
4. Settings: choose the appropriate receipt printer settings from below:
a. Use default Windows printer: print from the default printer assigned through your Windows
Devices and Printer settings.
i. Check to make sure you have a printer installed and selected as the default. This can be
any 8.5" x 11" printer or receipt printer that you have set as the default.
1. Click the Start button in the lower, left corner.
2. Go to Control Panel.
3. Open Devices and Printers.
4. Right-click on the printer you would like as the default.
5. Select Set as default printer.
ii. Click the Settings button to check the Font size and Margins. Change these as desired.
iii. The Graphic to print on receipt will be set to a default Thank You.bmp.
iv. To upload a new graphic click the Select button and locate the image file on your
computer. Graphic files must be in .jpg, .jpeg, or .bmp format.
v. Click Print Test Receipt.
vi. If the image doesn't appear as desired on the receipt, edit the graphic margins as needed
with the Top, Left, Height, and Width options.
vii. Click OK.
viii. Click OK to return to the Hardware Setup tab of the Options screen.
b. Use standard full-size Windows printer or USB receipt printer: print from any USB printer, fullsize or receipt. USB printer drivers need to be installed for this setting to work. Most customers
prefer this setting to Use specific USB receipt printer because the text on receipts prints darker.
i. Install the USB printer drivers. The drivers are usually included on a CD with the printer, or
they can be found at the manufacturer's website. Epson receipt printer drivers are also
provided on 123Pet's website:
http://http://www.123PetSoftware.com/supportdownloads.aspx. Do not connect the USB
printer to the computer until after the drivers have installed and you are prompted to do so.
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Failure to do this may result in installation complications.
ii. After the drivers are installed connect the printer to a USB port on your computer.
iii. Make sure the printer is plugged in, turned on, and that the printer has paper.
iv. Click the Select button and choose your printer from the drop-down list.
v. Click the Settings button to check the Font size and Margins. Change these as desired.
vi. The Graphic to print on receipt will be set to a default Thank You.bmp.
vii. To upload a new graphic click the Select button and locate the image file on your
computer.
viii. Click Print Test Receipt.
ix. If the image doesn't appear as desired on the receipt, edit the graphic margins as needed
with the Top, Left, Height, and Width options.
x. Click OK.
xi. Click OK to return to the Hardware Setup tab of the Options screen.
c. Use serial printer (no Windows driver needed): print from a printer connected through a serial
port. When using a serial port receipt printer you do not need to install the Epson drivers. The
printer driver is built into 123Pet. If you are using a serial to USB cable the driver for the cable
needs to be installed before the printer will print.
i. Click the Settings button.
ii. Enter the COM Port #. This is usually a value of 1, 2, 3, or 4. If you do not know the COM
Port #, first try 1. If that does not work try 2, 3, 4, and so on.
iii. The Baud Rate, Parity, Data Bits, and Stop Bits typically don't need to be changed from
the default settings. Any different settings other than the default are provided by the
printer manufacturer.
iv. Enter the Paper width.
v. Enter the Blank lines after each receipt. These will be the number of blank lines at the
bottom of the receipt.
vi. Enter the number of End of line characters, normally 10 and 13, where 10 is a line feed
and 13 is a carriage return.
vii. Enter the End of receipt characters and Delay between lines. These numbers are
specified by the printer manufacturer.
viii. Click the Print Test Receipt button to test the working printer settings.
ix. If a receipt does not print repeat Steps ii through viii until a receipt prints.
x. Click OK.
xi. Click OK to return to the Hardware Setup tab of the Options screen.
d. Use specific USB receipt printer (example: Epson TM-T88V): print through a USB receipt
printer. USB printer drivers need to be installed for this setting to work.
i. If you have not installed the printer driver already click the Install Driver button.
ii. A message box will prompt you stating: "NOTE: You do not need to install this driver if you
are using a serial printer. Are you sure you wish to continue?" If you are sure this is an
Epson USB printer then select Yes.
iii. You will be given two options for installing the USB printer driver:
1. Install USB printer driver from the 123Pet CD: if you are installing from the CD
make sure the 123Pet CD is in the CD/DVD drive. Select Install USB printer driver
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from the 123Pet CD and click OK. A list of drivers for your system will be displayed.
Select the printer that you have from the list and click OK.
2. Install USB printer driver from the Internet: if you do not have the CD you can
install the drivers from the Internet. Select Install USB printer driver from the
Internet and click OK. This will take you to the
http://www.123PetSoftware.com/supportdownloads.aspx web page with a list of
drivers. Click on the Epson Receipt Printer Driver for Epson TM-T88III, T88IV and
T88V printers link for the printer download driver setup file. After the driver setup
file downloads, run the file. You will need to select your specific receipt printer from
the drop-down list, as well as the USB connection type.
iv. After the drivers are installed connect the printer to a USB port on your computer.
v. Make sure the printer is plugged in, turned on, and that the printer has paper.
vi. Click the Select button and choose your printer from the drop-down list.
vii. Click the Settings button to check the Paper width. Change this as needed.
viii. Click the Print Test Receipt button.
ix. Click OK.
x. Click OK to return to the Hardware Setup tab of the Options screen.
5. Text Settings: you can print custom messages and information at the top and/or bottom of each
receipt by entering the information in the Text Settings section.
a. In the white boxes below Top of Receipt Message and Bottom of Receipt Message enter in any
messages you would like printed on the receipt, i.e. Thank You, your business name, or a
seasonal message.
b. You also have the option of adding the following additional information:
l Date
l Time
l Ticket Number
l Client First Name
l Client Last Name
l Client Number
l Client Balance
l Client Pre-Paid Service Balance
l Created By
l Loyalty Points
l Training Sessions
l Date Closed
l Date Created
l Client Address
l Client City
l Client State
l Client Postal Code
l Next 1-5 Appointment(s)
l All Upcoming Appointments
c. Insert any of the previous listed items on your receipt:
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i. Choose where you would like to insert the information by left-clicking either the white box
beneath Top of Receipt Message or in the white box below Bottom of Receipt Message.
The box will change to yellow when it is selected.
ii. Move the cursor to place you would like to insert the information.
iii. From the drop-down list next to the Insert button, select the item that you would like
printed on the ticket.
iv. Click the Insert button and the item will be inserted on the receipt.
d. Click the Other button to change the wording of how default information appears on the receipt,
i.e. Employee, Total, etc.
e. If you've made a mistake, click the Restore Default Text button to restore the receipt to its
default settings.
f. Click OK to return to the Hardware Setup tab of the Options screen.
6. Dual Currency: a second currency can be printed on receipts by entering in a conversion ratio. This
feature is intended for countries that require dual currency amounts to be displayed on a customer's
receipt.
a. Enter the primary currency name in the Primary currency name field.
b. Enter the secondary currency name in the Secondary currency name field.
c. Enter the Conversion ratio.
d. Click OK to return to the Hardware Setup tab of the Options screen.
Pole Display: set up your pole display.
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Choose your pole display in the Pole display drop-down menu.
Plug the pole display into a USB port on your computer.
Click Install Driver.
The Install Item screen will appear.
Choose to install the driver from the following options:
a. Install pole display driver from the 123Pet CD: if you are installing from the CD make sure the
123Pet CD is in the CD/DVD drive. Select Install pole display driver from the 123Pet CD and
click OK.
b. Install pole display driver from the Internet: if you do not have the CD you can install the
drivers from the Internet. Select Install pole display driver from the Internet and click OK. This
will take you to the http://www.123PetSoftware.com/supportdownloads.aspx web page with a
list of drivers. Click on the Logic Controls Pole Display Driver for Windows link for the pole
display download driver setup file. After the driver setup file downloads, run the file.
6. Click Show Test Message once the driver is installed to verify that the device works.
7. Click OK to return to the Hardware Setup tab of the Options screen.
Options - Credit Card Processing Tab
123Pet has the option of using integrated credit card processing. To use credit card processing you must
purchase a credit card processing license. If you have not already done so please contact 123Pet Software,
Inc. at (800) 423-8100 to set up an account. See the Credit Card Processing Overview secion of the User's
Guide to enable the integrated credit card processing.
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Chapter 1: Welcome
1. Enable credit card processing: turn credit card processing on.
2. Hide credit card buttons on tickets screen: hides the credit card buttons on the tickets screen if you
do not currently accept credit card transactions.
3. Show a pop-up message confirming the transaction was approved: shows a pop-up confirmation
message after a successful credit card transaction.
4. Computer name or IP address: Computer name or IP address, typically available at the top left corner
of the 123Pet window.
5. Port #: the port connection of the credit card processor.
Tips: you can customize how and if you would like tips to be available on tickets. Tips can be turned off for
business that don't accept tips, customized for businesses that employ independent contractors, or modified
for better use within the business.
1. Include a tip line only if one or more services are listed on a ticket: this option will only provide a
tip line if a ticket features one or more services. If a ticket only features products then no tip line will
be available.
2. Always include a tip line: this option always provides a tip line.
3. Never include a tip line: this option never provides a tip line.
4. Treat tips for independent contractors as direct tips for credit card transactions: this option is
specific to those businesses that employ independent contractors. If independent contractors receive
tips they will be treated as direct tips, or tips that are not added to the transaction.
Options - Scheduling Tab
Before modifying the Scheduling Options, select whether or not you want a service to display on the
appointmenb book if the Quantity Used field is not 0.
Scheduling: customize the way tickets are scheduled on the appointment book.
1. Click the Scheduling Options button.
2. The Ticket Options screen will appear.
3. You have the two options for each of the five scheduling features:
a. Warn: warn users when they attempt to do the following scheduling option.
b. Don't allow: don't allow users to do the following scheduling option.
4. Check or uncheck the boxes as desired for the following five options:
a. Overlapping Appointments: this is sometimes called double-booking and refers to when two or
more appointments are booked at the same time.
b. Employee Not Working: if the employee the ticket is for is not scheduled to work.
c. The Previous or Far Future Date: the date scheduled on the ticket is before today's date or
more than two years into the future.
d. Light Night/Early Morning: the time scheduled on the ticket is before 8:00 AM or after 9:00 PM.
e. Service Limitations: an employee on the ticket is selected to perform a service which he or she
cannot perform due to service limitations.
5. Click OK to return to the Scheduling tab of the Options screen.
Drag-and-Drop: enable or disable the drag-and-drop settings. The Drag-and-Drop option allows you to take
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Chapter 1: Welcome
an appointment ticket in the appointment book and drag it over to a new time slot. 123Pet gives you two
options with this feature:
1. Enable drag-and-drop: turn Drag-and-Drop on or off.
2. Warn before allowing drag-and-drop: warn before an appointment is modified using the Drag-andDrop feature.
Appointment Book Auto Refresh Rate: customize how often the appointment book refreshes when running
in a network environment or using remote access.
1. Select the desired Refresh rate from the drop-down menu:
l (Never)
l 5 seconds
l 10 seconds
l 30 seconds
l 1 minute
l 5 sessions
l 10 sessions
l 30 sessions
l 60 sessions
Options - Tickets Tab
General: customize how tickets are created and edited.
1. Click the Ticket Options... button.
2. The Ticket Options screen will appear.
a. General Options
l Allow tickets to be voided: voided tickets are completely canceled.
l Allow closed tickets to be edited: tickets can be edited after they have been closed.
l Allow tickets to be deleted: tickets can be deleted, completely removing them from the
database.
l Bring up the 'Edit Client Info' screen every time a ticket is closed: whenever a ticket is
closed, the clients information is displayed and can be edited.
l Notify if a client has a birthday or anniversary within 5 days: a pop-up notification will
be displayed when you create a ticket for a client who has a birtday within the next 5 days.
l Notify if a client has a balance (amount owed or amount credited): a pop-up
notification will be displayed if you create a ticket for a client with a balance.
l Keep ticket history after a ticket is deleted: even if you have deleted a ticket, you will
still be able to view a history of all changes made on that ticket.
l Remove History for Deleted Tickets Now: if you have Keep ticket history after a ticket
is deleted enabled, this button is used to remove all history files associated with deleted
tickets. This can be useful in reducing the size of your current database.
b. Options When Creating a New Ticket
l Allow 'Walk In' to be selected when searching for a client: this will allow you to select
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Chapter 1: Welcome
'Walk In' as a client to associate with a ticket.
l Do not prompt for the client's name. Always select 'Walk In' client: when creating a
ticket, the client will automatically set to 'Walk In' instead of allowing you to search
for/add a client to the database.
l If no employee is selected, use |___| as the default employee: the 'Employee' column
will default to the selected employee when adding a product or service to a ticket
l When Creating a new ticket, use the following as the date scheduled: this option allows
you to select the default date that a ticket is scheduled for when create a ticket from the
Tickets screen. You can choose from the following options:
l Today's date: use the current day as the default scheduling day when adding new
tickets
l Tomorrow's date: use tomorrow as the default scheduling day when adding new
tickets
l Last date entered: use the last day that a ticket was scheduled as the default
scheduling day when adding new tickets
l This date: specify a date to be the default scheduling day when adding new tickets
c. Options When Editing a Ticket
l Always base service/product commission on the full price of the service/product:
effects whether or not a discount applied to a ticket is considered when calculating an
employees' commission.
l Automatically update start times: automatically change the start times when editing
tickets
l Show the 'Commission Based On' column: shows the Commission Based On column on
tickets. This column can be removed for privacy purposes
l Show the 'Backbar' column: shows the Backbar column on tickets. This column can be
removed for privacy purposes
l Require 'Referral' to be selected: requires the ticket to have the Referral field selected
l Require 'Created By' to be selected: requires the ticket to have the Created By field
selected
l When selecting a service for a client that previously purchased the same service, use
the price the client previously paid: if a client paid a previous price for a specific service
other than the listed retail price, then they will receive that same price whenever they
purchase that service again
l Warn when using a previous price: warn users when a client is paying a price for a
service other than the listed retail price
l Prompt to rebook an appointment: a pop-up will be displayed when closing a client's
ticket asking if you would like to book another appointment for the client
3. Click OK to return to the Tickets tab of the Options screen.
Printing: customize how traveler tickets are printed. This does not affect the information printed on
receipts. Traveler tickets are tickets that would be given to the client when they book their appointment. A
copy may also be given to the employee providing the service for the client.
1. Click the Printing Options button.
2. The Printing Options screen will appear.
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Chapter 1: Welcome
3. Check or uncheck the following boxes as desired:
l Address: prints the client's address on the ticket
l Client comment: prints any comments about the client on the ticket
l Client ID: prints the client's ID on the ticket
l Date of birth: prints the client's birthday on the ticket
l E-mail: prints the client's E-mail on the ticket
l Employee's upcoming schedule: prints the upcoming schedule for the employee the client has
the appointment with on the ticket
l First visit: prints the date of the client's first visit on the ticket
l History: prints the client's purchase history on the ticket
l Home phone: prints the client's home phone number on the ticket
l Last employee: print's the last employee the client was serviced by on the ticket
l Last visit: prints the date of the client's last visit on the ticket
l Mobile phone: prints the client's mobile phone number on the ticket
l Primary picture of client (if available): prints the associated picture of the client on the ticket
l Ticket comment: prints any ticket comments on the ticket
l Work phone: prints the client's work phone number on the ticket
4. Enter the number of previous products and services you would like to be printed on the ticket in the
Print up to field.
5. Enter the preferred font size in the Font size field.
6. Click OK to return to the Tickets tab of the Options screen.
Discounts: set up your discount standards.
1. Click on Discount Options button to access the Discount Options screen.
2. The Discount Options screen will appear.
3. If you have a normal maximum shop discount, check the box to the left of Limit discount amounts on
products and services to and enter the maximum discount percentage in the field on the right.
4. If you would like to designate one or more employees not subject to the above limitation press the
Selup Employee Permissions button.
5. This will open the Employee Passwords screen. Please see the section labeled Employee Passwords
for information on setting up employee password protection.
6. When finished setting up the proper Employee Password settings, click OK to return to the Discount
Options screen
7. Click OK to return to the Tickets tab of the Options screen.
Rounding: Set up your rounding standards.
1. Click the Rounding Options button.
2. The Rounding Options screen will appear. Rounding enables you to Round Down or Round Off the
ticket total currency figure to your choice of increment.
3. Round Down: 123Pet will round the total down to the nearest dollar if under the set decimal amount,
i.e. if you wish to round down totals like $7.09 to a straight $7.00, then enter $0.09 in the Round
Down field.
4. Round Off: 123Pet will round the total to the nearest decimal value, i.e. if you wish to round off $9.08
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Chapter 1: Welcome
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to $9.10 and $7.42 to $7.40, then enter $0.10 in the Round Off field.
Click on the Test Rounding button.
The Test screen will appear.
Enter a currency amount in the field at the bottom of the test screen and click the OK button to see the
rounded figure. Since 123Pet will round off totals after rounding down you should not have a value in
the Round Off field when testing the Round Down function.
Click OK to return to the Test screen where you may repeat the rounding test procedure, or click
Cancel to exit and return to the Rounding Options screen.
Click OK to return to the Tickets tab of the Options screen.
Options - Clients Tab
General: set up a general settings for clients.
1. Click the Client Options button.
2. The Client Options screen will appear.
3. In the Item name and Units fields you can enter in an item name and item units to associate with a
specific service, i.e. the default item is Training and the default unit is Sessions. You can track the
number of training sessions each client has purchased and the remaining sessions.
4. Enter a Default SMS Provider into the appropriate box as desired.
5. Check or uncheck the box Automatically check the "Do not send promotional e-mails to this
client" option when adding a new client as desired.
6. Enter the Default State, Default City, and Default Area Code that will automatically appear each time
you make a new client entry.
7. Click the Set Default Phone Format button to select a desired format for telephone numbers. Click
OK.
8. Click OK to return to the Clients tab of the Options screen.
Pictures: open the picture manager and configure the way pictures are stored on your hard drive. See the
Pictures Overview section of this User's Guide for complete instructions on managing pictures.
1. Click the Storage Options button.
2. The Storage Options screen will appear.
3. Select the Compression Level for JPEG pictures stored in your 123Pet database. 100% is the best
quality, but the largest file size. 0% is the smallest file size, but the worst quality. The recommended
compression level is 80%.
4. In the Image Resizing section you can prevent your database from being bogged down by images that
are too large. Make the appropriate selection. If image width is more than 1600 pixels, make the
image width 1600 are the recommended settings.
5. Click OK to return to the Clients tab of the Options screen.
Document Tracking: allows you to add unique documents required for all or most clients.
1. Click the Document Setup button.
2. The Document Tracking Options screen will appear.
3. Click the Add Document button.
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Chapter 1: Welcome
4. The Add Document screen will appear.
5. Type in the Document name, i.e. Service Agreement or Legal Disclaimer.
6. Select a Document type from the drop-down menu. If the specific document type is not in the dropdown menu click the Edit button.
7. The Document Type screen will appear.
8. Click Add, Edit, Delete, and Add Blank as needed to customize the document types.
9. Click OK to return to the Add Document screen.
10. Click the Select button to select the document off your computer's hard drive. Click Open to associate
the document.
11. Click OK to return to the Document Tracking Options screen.
12. Repeat Steps 3-11 for each document that you need to add.
13. You can use the Edit Document, Remove Document, and Open Document buttons to edit, remove,
and/or open the document(s).
14. Click OK to return to the Clients tab of the Options screen.
Options - Taxes and Other Tab
Sales Taxes: configure product and service sales taxes. It is a good idea to check with a C.P.A. about your
area's federal and local sales taxes. Certain countries or U.S. states/cities/counties may base the Sales Tax
2 amount off the ticket total plus the Sales Tax 1 amount, or they may base the Sales Tax 3 amount off the
ticket total plus the Sales Tax 1 plus Sales Tax 2 amount. Check the appropriate COMPOUND TAX boxes if
you would like to do this.
1. Check or uncheck the boxes as desired:
l Warn if tax saved on the ticket is different than stored taxes: warns the user if a ticket was
created before the sales tax changes were made
l Warn if no sales tax information is entered: warn the user if sales tax has been set up, but no
sales tax has been entered on a product or service
2. Select which country you are in. Depending on the country, your sales tax is exclusive or inclusive to
the price.
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l United States, Canada, Mexico (tax exclusive to price):
the tax amount is added on to the
price of the product or service at the point of sale. This is done by multiplying the sales amount
by the tax rate and adding that to the total, i.e. a product cost of $75 with a 33% tax would come
out to $100, or $75 + ($75 x 33%)
l UK, Europe, and Australia (tax inclusive to price): the tax amount is included in the final cost
of the product already, i.e. a product cost of $100 with a 25% inclusive tax would mean that the
product was $75 and the tax on the product was $25
¡ The amount of tax is calculated by the formula [Collected Tax] = [Gross]*T/(T+1) where T
is the tax rate.
¡ When 123Pet runs in VAT mode, the tax amount is recorded to 12 decimal places. This
amount is saved in the database.
¡ The Totals report uses the 12 decimal tax information from the tickets.
¡ The tax amount on the tickets editing screen is not added to the total.
¡ While on the Ticket Information screen clicking on the tax amount displays the full (nonChapter 1: Welcome - Page 18 / 21
Chapter 1: Welcome
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rounded) tax amount.
Click the Sales Tax Setup button.
The Sales Tax Setup screen will appear.
Enable each sales tax to be applied.
Enter the Name of this tax.
Enter the product and/or service tax rates. (You may enter 0% if a tax is not applicable).
Repeat steps 5-7 until all applicable sales taxes are entered.
Click OK to return to the Other tab of the Options screen.
Security: configure security settings.
1. Click the Security Setup button.
2. The Security Options screen will appear.
3. Check or uncheck the boxes as desired:
l Show client phone numbers when searching for a client, on the Tickets screen, and on the
Appointment Book and when printing an open ticket: shows client phone numbers on tickets
and the appointment book
l Show client phone numbers when editing a client's information: shows client phone numbers
when editing client information
l Show client street address when searching for a client: shows client addresses when doing a
client search
l Allow client's address to be displayed on the Appointment Book: allows for the client
address to be visible on the Appointment Book
l Allow client's ID to be changed: allows Client IDs to be changed
4. Click OK to return to the Other tab of the Options screen.
Dashboard Overview
The Dashboard is an interactive tool in 123Pet that provides a snapshot of business performance and details
about what's currently happening. Click the Dashboard button on the button bar or select Dashboard from
the Reports drop-down to return to it at any time. It is divided into several sections:
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Today: the main screen of the Dashboard showing an overview of the day's current workload.
Business Summary: the secondary screen of the Dashboard that provides metrics and sets/displays
business performance goals.
Social Media: connect 123Pet with social platforms for quick updates and posting to social media
accounts.
Training Videos: opens a web browser to connect quickly to YouTube videos for training on diverse
software functionality.
Online Help: opens a web browser to the 123Pet Online Support Center containing details support and
technical documents.
Today
This screen is designed to provide a picture of the work day as well as a few controls to help navigate
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Chapter 1: Welcome
123Pet and manage the day's appointments from one convenient place. This is a recommended startup
screen since it cannot be password protected.
1. Upcoming Appointments: provides a chrnological list of the day's appointments. QUickly check
clients in for appointments just by clicking the checkbox for their appointment in this section.
2. Today's Appointments: displays the total number of appointments scheduled for today. Click to be
taken to the Appointment Book.
3. First Visit Clients: displays the number of clients whose first visit is scheduled today. Click the number
to view a list of these clients.
4. Online Requests: displays the total number of new requests from your Online Booking website
waiting to be accepted or rejected.
5. Needs Confirmation: displays number of clients whose appointments are scheduled but do not have a
selection in the Confirmed field on their ticket.
6. Setup Progress: displays a chelckist of items to perform to have the fullest experience possible using
123Pet. Click on each item to be taken to the area of the software used to complete the step.
7. Business Productivity: displays the amount of time with at least one appointment booked divided by
the amount of time available. Availibility is determined by the working hours entered on the
Scheduleing screen. Any Time Blocks you've created are considered unavailable time and do not
factor into this calculation. Click to view a breakdown of the numbers listed by employee.
8. Top Booked Services: displays a bar graph showing the total number of each service booked for the
day. Click each bar to view information about the appointments contaning the service.
9. Due for Checkout: displays a list of scheduled appointments that are due to be checked out. Click
each item to be taken to the ticket for checkout.
Business Summary
This section is designed to provide a place to view financial information about the business. Quickly manage
the goals of the business with the Manage Goals button in the upper right and view business progress over
any date range simply using the Run for: drop-down in the upper left. The default view will always show
today's information
1. Business Productivity: The amount of time with at least one appointment booked divided by the
2. Sales Overview: Ticket totals based on revenue from sales of services in the first column, retail
products in the second, and the total of both in the third.
3. Appointment Referrals: Sales totals from tickets based on Referral types. You can set the referral
type for a ticket in the General section, and its totals will be included in this report so you can see at a
glance which referral methods are most effective.
4. Sales Benchmarks:
l Prebooked Clients %: The percentage of clients who booked an appointment while finishing up
a previous appointment.
l Average Service Sale: The average service sales subtotal per ticket with at least one service on
it. Taxes not included.
l Average Retail Per Ticket: The average product sales subtotal per ticket with at least one
product on it. Tickets may also contain services but do not have to. Taxes not included.
l Average Retail Per Service Ticket: The average rpduct sales subtotal per ticket withat least one
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Chapter 1: Welcome
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product on it, where the ticket includes one or more services. Taxes not included.
l Average Retail Per Retail Ticket: The average product sales subtotal per ticket, where the ticket
does not include any services. Taxes not included.
Appointments Total number of appointments closed within the specified date range.
Clients Added: Total number of clients added to 123Pet during the specified date range.
Online Requests: Total number of appointment requests generated from your Online Booking site
during the specified date range.
Client Retention: The percentage of clients who visited your business at least two times within a 90
day period. If the client's first visit was within the date range specified, that client will be considered
in the "new client retention" rate. If the date range specified does not allow for at least 90 days of
appointment history, the report is run for the past 90 days to ensure accuracy.
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Database Controls
everything you need to know about managing your database
Database Overview
The 123Pet database is a single file that contains most of the information you see. This includes the
following items:
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Tickets (all sales history and future appointments)
Clients
Payroll (configuration and previous payrolls)
Photos
Products and services
Employee schedules
Gift certificates
Gift cards
Coupons
Declared cash/close out and cash drawer balance entries
Gum label settings
Time clock entries
Suppliers
Quotes
Purchase orders
General ledger
Activity log
E-mail reminder configuration
Time clock records
Pet information
123Pet uses a Microsoft SQL Server database. The database is located in the Microsoft SQL Server Program
File and is called OneTwoThreePet.mdf. The full location of the database is typically:
C:\Program Files\Microsoft SQL Server\MSSQL10_50.DSI\MSSQL\Data\OneTwoThreePet.mdf
It is highly recommended that you backup your database on a regular basis. Some businesses make backups
every few hours, once a day, or once every few days. It is recommended that you save backups onto USB
flash drives, or some other removable media so your database will be available even if something happens
to your computer or your computer's hard drive.
The Database Summary and Editing screen is accessed by selecting Database Summary from the File
drop-down menu and contains the following tabs and buttons:
1. General: brief database summary, delete tickets before a certain date, delete clients who haven't
come in since a certain date.
2. E-mail and Text Messages: apply general mailing options for all clients, apply general E-mail options
for all clients, apply general SMS options for all clients.
3. Products and Services: change general tax settings for all products, change general tax settings for
all services, update wholesale prices, categories, and makes for products.
4. Repair: rebuild client information on tickets, rebuild price, product, and service information on tickets,
Chapter 2: Database Controls - Page 1 / 21
Chapter 2: Database Controls
rebuild employee IDs.
5. Optimize Database: repair corrupted database files, shrink database to smallest possible size.
Database Summary and Editing - General Tab
Summary: provides general information about when your database was created.
Delete: gives you the option of deleting old tickets and clients.
1. Remove all tickets closed before
a. Select a date from the drop-down calendar that you would like to use as the cutoff for closed
tickets.
b. Click the >> button next to Remove all tickets closed before to delete closed tickets before the
selected date.
2. Delete all clients that have not been in since
a. Select a date from the drop-down calendar that you would like to use as the cutoff for the last
time a client came in.
b. Click the >> button next to Delete all clients that have not been in since to delete clients that
have not been in since before the selected date.
Client Loyalty Points: gives you the option to reset all accumulated loyalty points to zero.
Database Summary and Editing - E-mail and Text Messages Tab
Marketing E-mails: the Clear All button will clear the "Send marketing e-mails to this client" option for all
clients.
Appointment Notifications: apply general "Send e-mail appointment notifications" and "Send text
message notifications" settings to all clients. Automatic Appointment Reminders can be sent via e-mail or
SMS text messaging. Typically these options are selected on an individual basis, but they can be applied to
or removed from all clients.
1. E-mail options for all clients:
a. Click the Set All button to apply the "Send e-mail appointment notifications" selection to all
clients.
b. Click the Clear All button to remove the "Send e-mail appointment notifications" selection
from all clients.
2. Text Messages options for all clients:
a. Click the Set All button to apply the "Send text message appointment notifications" to all
clients.
b. Click the Clear All button to remove the "Send text message appointment notifications" from
all clients.
3. Delete: delete all e-mail and text message bodies. This option will clear all sent items to decrease
size and improve performance of the database.
Database Summary and Editing - Products and Services Tab
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Chapter 2: Database Controls
Change Taxable Status: taxes can be applied to products and services. Typically these tax settings are set
on an individual basis, but they can be applied to or removed from all products and/or services.
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>> Set all PRODUCTS to TAXABLE: applies sales tax to all products
>> Set all PRODUCTS to NON-TAXABLE: removes sales tax from all products
>> Set all SERVICES to TAXABLE: applies sales tax to all services
>> Set all SERVICES to NON-TAXABLE: removes sales tax from all services
Update Wholesale Price, Category, and Make: every time a ticket that contains a retail product is closed,
123Pet will record the wholesale price, category, and make of that particular product. You can update the
wholesale price, category, and/or make of a product to the latest recorded price, category, and/or make, i.e.
if you change the category of a specific product while creating a ticket, you can use the Update Wholesale
Price, Category, and Make button to update the category for the product, and all of the tickets containing
that product in your database.
Database Summary and Editing - Repair Tab
Clients: rebuild and clean up any blank fields of the client information screen, or rebuild tickets with recently
imported client information.
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Click the Rebuild Client Information on Tickets button.
The View Log File? screen will appear.
Click Yes or No.
Clicking Yes will open up a .txt file showing the results of the rebuild.
Tickets: update ticket information that is used for reporting.
1. Click the Rebuild Ticket Price, Product, and Service Count button.
2. Ticket information will be updated to reflect current records.
Employees: rebuild all Employee IDs in the database based on employee name.
1. Click the Rebuild Employee IDs button.
2. The All done. screen will appear.
3. Click OK to return to the Database Summary and Editing screen.
Database Summary and Editing - Optimize Database Button
Files in your database can become corrupted at times. These errors typically occur when a computer is
interrupted while writing information to the hard drive. This can happen when Windows locks, or when a
program terminates or is improperly shut down. The Optimize Database and Scan Disk features can be used
to repair or correct these problems.
Run Scan Disk: a more in depth, and consequently, longer running file scanning option that will check files
and folders for errors, lost data clusters, and bad sectors.
1. If possible, make a backup before running the Scan Disk function.
2. Select Database Summary or Database Controls from the File drop-down menu.
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Chapter 2: Database Controls
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Click the Optimize Database button.
The Optimize Database screen will appear.
Click the Run Scan Disk button.
You will be notified that the Scan Disk function may take a while to complete, and that your computer
will need to be restarted after the Scan Disk finishes.
7. Click Yes to continue.
8. Restart your computer when the Scan Disk has finished.
Optimize Database: compress large databases to their smallest possible size.
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If possible, make a backup before running the Optimize Database function.
Select Database Summary or Database Controls from the File drop-down menu.
Click Optimize Database.
The Optimize Database screen will appear.
Check Reset all customized screen views if desired. This will change all custom screen settings back
to their default.
6. Check Rebuild Database if desired. This will remove all the information in your database temporarily
and rewrite it to new tables to imrove performance and correct errors.
7. Click Next.
8. Click OK when the optimization is complete.
Database Backup Overview
It is highly recommended that you make backups of your database frequently. Some businesses make
backups every few days, once a day, and some even backup information every few hours. It is also
recommended that you save backups to USB flash drives or some other removable media device so that your
database will be available even if something happens to your computer or your computer's hard drive.
The following information IS backed up:
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Tickets (all sales history and future appointments)
Clients
Pets
Payroll (configuration and previous payrolls)
Photos
Products and services
Employee schedules
Gift certificates
Gift cards
Coupons
Close out and cash drawer balance entries
Gum label settings
Time clock entries
Suppliers
Quotes
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Chapter 2: Database Controls
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Purchase orders
General ledger
Activity log
Time clock records
The following information IS NOT backed up:
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Local computer settings
Program serial number
Database password (if enabled)
Employee password protection options
Cash drawer settings
Receipt printer settings
Other miscellaneous information (Windows locations, default state and area code, etc.)
Automatic Backup: a system that automatically makes backups of your database throughout the day while
123Pet is open. We highly recommend setting up a consistent Automatic Backup schedule to reduce the
risk of information loss or damaged information.
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Select Backup and Restore and then Automatic Backup Settings from the File drop-down menu.
The Automatic Backup screen will appear.
Check the Enable automatic backup option.
Either enter an amount, or use the arrows to select how many automatic backups to keep on file. We
recommend keeping at least 25 automatic backup files. Once 123Pet has created the set amount of
Automatic Backups it will begin replacing the oldest backups with the newest backups.
Set the hourly and daily frequency for making backups:
a. Make automatic backups every |____| hour: choose how often you would like an automatic
backup created.
l 24 hours a day: makes backups for the chosen frequency of hours for 24 hours out of the
day
l From |____| to |____|: makes backups for the chosen frequency of hours between a set
time during the day
b. on the following days: choose the specific days that the auto backups will run.
Check Make a backup when 123Pet exits if the last backup was more than an hour ago as desired.
Choose the location where the backup files save:
a. You can manually type in the location where you would like the backup files to save.
b. Click Select to browse for a new location where you would like the backup files to save.
c. Click Explore to view the folder where the backup files save.
d. Click Default to switch back to the default location for saving backup files.
Click Backup Now to make an immediate backup if desired.
Click OK to exit.
Database Backup: configure how often 123Pet reminds you to make a backup. Making regular backups of
your database is very important. We highly recommend making a backup at least once a day, and more if
you are a busy business.
1. Check or uncheck the box Ask me once a day if I would like to make a backup if it has been more
Chapter 2: Database Controls - Page 5 / 21
Chapter 2: Database Controls
than |____| days since my last backup as desired.
2. Select how many days you would like to go by before 123Pet reminds you to make a backup. We highly
recommend choosing 1 day.
Backup to Another Location: it is highly recommended that you save backups an external drive, or some
other form of external media.
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Select Backup and Restore and then Backup Database from the File drop-down menu.
The Backup screen will appear.
Click Next.
Select where you would like to save the file.
l Hard Drive: save a backup to a location on your local disk drive (typically the c:\ drive)
l USB Flash Drive: save a backup to a removable disk or flash drive
l External Hard Drive: save a backup to an external or portable hard drive
l CD/DVD Drive: save a backup to a writable CD/DVD. We do not recommend that you attempt to
"burn" a backup directly to a writable CD/DVD. If you would like to save backups on a writable
CD/DVD, then you should first save the backup file to your hard drive. After the backup saves
you should then write the backup from your hard drive to the CD/DVD using your CD/DVD writing
software. We do not provide instructions on how to use your CD/DVD writing software.
Enter a file name for the data or use the suggested default name shown there when the window first
opens.
Click the Save button.
The All Done screen will appear.
Click OK to finish.
It is highly recommended that you make multiple backups of your database on some type of removable
media devices, and that you keep the backups in multiple locations. We recommend a backup drive for each
day of the week: Monday, Tuesday, Wednesday, Thursday, Friday, Saturday, and Sunday. Make a backup of
the database each day on the corresponding drive. Each month we recommend taking the prior month's
backups and storing them in multiple places, such as safety deposit boxes, safes, your home, and your
business. Although it is impossible to guarantee that your database will never be lost, if you follow these
instructions, your chance of data loss is greatly reduced.
Database Restoration Overview
Restoring a backup is quick and easy, and will allow you to recover your database information should your
database encounter problems, or if you ever experience data loss. If you've had complete computer failure
or a hard drive crash, then you can restore backup databases if they've been saved to some sort of external
storage device.
Restoring from the last recorded Automatic Backup: this option will automatically choose the newest
automatic backup to restore.
1. Select Database Controls from the File drop-down menu.
2. Click Restore Database from Backup.
3. Click the Yes button to restore your database from backup.
Chapter 2: Database Controls - Page 6 / 21
Chapter 2: Database Controls
4. The Restore Database screen will appear.
5. Select I would like to restore my last recorded automatic backup (recommended). Here you will
also see the Date and time that the backup was created on, and the Location of the backup file. Use
this information to determine if restoring from the last recorded automatic backup is the best option
for you to restore a database.
6. Click the Next button.
7. The Are You Sure? screen will appear.
8. Click Yes to continue.
9. If you entered a database password, the Password Required screen will appear.
10. Enter your password and click OK.
11. Your database will be restored.
12. Click OK.
Restoring from an Automatic Backup: restore your database from an automatic backup made periodically
by 123Pet.
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Select Database Controls from the File drop-down menu.
Click Restore Database from Backup.
Click the Yes button to restore your database from backup.
The Restore Database screen will appear.
In the Backup Location section, select Restore a database from the automatic backup location. If
the Automatic Backup option is grayed out, then restoring from an automatic backup is not available
because the Automatic Backup feature is probably turned off. We highly recommend that you keep
the Automatic Backup feature turned on.
Click the Next button.
In the Automatic Backup Files section, all of your automatic backups will appear. Select the automatic
backup to restore and click Restore.
The Are You Sure? screen will appear.
Click Yes.
If you entered a database password, the Enter Database Password screen will appear.
Enter your password and click OK.
Your database will be restored.
Click OK.
Restoring from a Backup Location: restore your database from a backup saved to an external location.
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Select Database Controls from the File drop-down menu.
Select Restore Database from Backup.
Click the Yes button if you wish to restore the database.
Select Restore a database from a specific location.
Click Next.
Locate the backup file that you wish to restore on your computer or on the external drive.
Select the file to restore and click the Open button.
Click Yes.
If you entered a database password, the Enter Database Password screen will appear.
Chapter 2: Database Controls - Page 7 / 21
Chapter 2: Database Controls
10. Enter your password and click OK.
11. Your database will be restored.
12. Click OK.
Restoring from an SQL Server database file: restore your database using the database .MDF and .LDF files,
usually located in C:\Program Files\Microsoft SQL Server\MSSQL.1\MSSQL\Data\.
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Select Database Controls from the File drop-down menu.
Select Restore Database from Backup.
Click the Yes button if you wish to restore the database.
Select I would like to restore my database using an SQL Server database file.
Click Next.
Locate the .MDF file that you would like to restore from. Be sure that the matching LDF file is located
in the same directory.
Select the file to restore and click the Open button.
Click Yes.
If you entered a database password, the Enter Database Password screen will appear.
Enter your password and click OK.
Your database will be restored.
Click OK.
Importing Overview
123Pet allows you to import lists of information that were created using other programs (such as another
database program, Microsoft Excel, etc.).
A separate file is required for each list of information that can be imported and must be specially formatted.
When importing files, Name, FirstName, LastName, and/or the ID in its various forms are required fields for
the file to import properly. The following information can be imported:
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Clients
Pets
Vets
Client history
Products
Services
Employees
Suppliers
Gift certificates
Files must be saved in any one of the following formats:
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.txt (comma or tab delimited)
.csv (comma or tab delimited)
Excel, .xls
Word, .doc
Chapter 2: Database Controls - Page 8 / 21
Chapter 2: Database Controls
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Access
Outlook
We are also able to import quite a few other formats. E-mail [email protected] if you would like
to see if your format can be imported.
If you are using a format other than a .txt file, you must first convert your information to a text only .txt file.
Most files (.csv, Outlook, Excel, Word, Access, etc.) are usually pretty easily converted to text files. The
format for the individual .txt files is listed under the individual Importing sections.
Importing Clients
Column Name
Description
Type
Example
FirstName
First Name
Text
Mary
LastName
Last Name
Text
Smith
Address
Address
Text
123 Anystreet
Address2
Second line of address
Text
Apt. 201
City
City
Text
Anytown
State
State
Text
California
Zip
Zip or postal code
Text
12345-6789
E-Mail
E-mail address
Text
[email protected]
HomePhone
Home phone number
Text
(555) 555-1212
WorkPhone
Work phone number
Text
(555) 555-1212
CellPhone
Cell phone number
Text
(555) 555-1212
Gender
Gender
Text (M for
male, F for
female)
F
Comment
General client comment
Text
Has two children
Class
Class or category. Short phrase describing the type of
Text
service the client frequents
Tan
DateOfBirth
Date of birth
Date
2/1/1975
Anniversary
Date of anniversary
Date
5/7/1998
TotalVisits
Total number of visits
Number
54
FirstVisit
Date of first visit
Date
3/4/1997
LastVisit
Date of last visit
Date
10/5/2011
Mailing
Indicates if the client wants to receive mail or not
Text (TRUE for
yes, FALSE for
no)
FALSE
FirstEmployeeName
Name of the first employee to provide service to the
client
Text
Bill Rogers
FirstEmployeeID
ID of the first employee to provide service to the
client
Number
100
LastEmployeeName
Name of the last employee to provide service to the
client
Text
Jenny Johnson
Chapter 2: Database Controls - Page 9 / 21
Chapter 2: Database Controls
LastEmployeeID
ID of the last employee to provide service to the
client
Balance
Balance the client owes. Positive number means the
client owes money, negative number means the client Number
has credit to use
19.95
BalanceComment
Comment describing the balance
Text
Owes $19.95 from
10/2/2011 visit
ProductDiscountPercent Default discount percentage on products
Number
10
ServiceDiscountPercent Default discount percentage on services
Number
0
Link
Path and name of a file related to the client.
Text
c:\My Documents\Bill.xls
ClientHistory
Notes or other history
Text
Use color formula #123. Let
set extra 5 min.
ClientID
ID number for the client
Number
1000
Title
Title before name, i.e. Mr., Mrs., Dr., etc.
Text
Mrs.
Item
The unit assigned from the Options - Clients tab
Text
sessions
ItemComment
Comment for the item described above
Text
Comments
IDCard
ID card number for the client
Number
1000
Number
101
Example: a spreadsheet file might look like this:
1.
2.
3.
4.
FirstName LastName Address
City
State Zip
Mary
Johnson
123 Myroad
Anytown
CA
12345 (555) 555-1212
Dylan
Warren
456 West Ave.
Beverly Hills CA
90210 (555) 555-1212
Judy
Guller
7890 Parrot Drive Lakeview
AZ
HomePhone
91875 (555) 555-1212
Save your information as a text-only tab delimited file.
Select Import, then Clients from the File drop-down menu.
Follow the prompts.
123Pet will automatically import your file and, depending on preferences, either add it to your existing
list of clients, or overwrite your current list of clients with the imported file.
Importing Pets
Column Name
Description
Type
Example
ClientID
Client ID of the pet's owner
Number
1064
FirstName
First name of the pet's owner
Text
Mary
LastName
Last name of the pet's owner
Text
Jones
PetID
Pet ID
Number
104
Name
Name of the pet
Text
Buttons
Type
Type of pet (Cat, Dog, Other)
Text
Dog
Breed
Pet breed
Text
Beagle
Weight
Weight
Text
25lb
Chapter 2: Database Controls - Page 10 / 21
Chapter 2: Database Controls
DOB
Pet's date of birth
Date
2/20/2009
Gender
Pet's gender
Text (Male or Female) Male
Comments
General comments about the pet
Text
Likes playing fetch
Burns
Burns easily
Text (TRUE/FALSE)
FALSE
HairDryer
Afraid of hair dryer
Text (TRUE/FALSE)
TRUE
SensitiveSkin
Has sensitive skin
Text (TRUE/FALSE)
FALSE
GroomLevel
Groom level (easy, average, challenging) Text (TRUE/FALSE)
Easy
Length
Groom length
Text
Short shave
Color
Color of fur
Text
White with brown spots
Texture
Fur texture
Text
Silky
GroomComments
Grooming comments
Text
Allergic to pink dye
AgWithPeople
Aggressive with people
Text (TRUE/FALSE)
False
AgWithAnimals
Aggressive with animals
Text (TRUE/FALSE)
TRUE
Barker
Is a barker?
Text (TRUE/FALSE)
TRUE
Biter
Is a biter?
Text (TRUE/FALSE)
FALSE
Hyper
Is hyper?
Text (TRUE/FALSE)
TRUE
Shy
Is shy?
Text (TRUE/FALSE)
FALSE
PersonalityComments Comments about personality
Text
Likes to snuggle
LeashOn
Keep leash on?
Text (TRUE/FALSE)
TRUE
Chews
Does pet chew?
Text (TRUE/FALSE)
TRUE
Exercise
Exercise instructions
Text
Walk 30 mins. per day
KennelComments
Kenneling comments
Text
Needs own kennel
Diabetic
Is the pet diabetic?
Text (TRUE/FALSE)
FALSE
Deaf
Is the pet deaf?
Text (TRUE/FALSE)
FALSE
Blind
Is the pet blind?
Text (TRUE/FALSE)
FALSE
Example: a spreadsheet file might look like this:
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FirstName LastName Name
Type Breed
Todd
Smith
Rex
Dog Bulldog
Mary
Parker
Toonses Cat
Tabby
Larry
Solo
Mouser Cat
Persian
Hillary
Williams Mooch
Dog Beagle
Save your information as a text-only tab delimited file.
Select Import, then Pets from the File drop-down menu.
Follow the prompts.
123Pet will automatically import your file and, depending on preferences, either add it to your existing
list of pets, or overwrite your current list of pets with the imported file.
Chapter 2: Database Controls - Page 11 / 21
Chapter 2: Database Controls
Importing Vets
Column Name Description
Type
VetID
ID number to the vet
Number 1000
Business
the business name that the vet uses Text
Tom's Vet Clinic
FirstName
First name of the veterinarian
Text
Tom
LastName
Last name of the veterinarian
Text
Jones
Address
Address of the business
Text
111 State St.
City
City of the business
Text
Anytown
State
State of the business
Text
MI
Zip
Zip or postal code of the business
Text
12345
Comments
Comments about the vet
Text
Just north of the freeway
PhoneHome
Veterinarian's home phone number
Text
(555) 555-1212
PhoneMobile Veterinarian's mobile phone number Text
(555) 555-1212
PhoneWork
(555) 555-1212
Veterinarian's work phone number
Text
Example
Example: a spreadsheet file might look like this:
Business
FirstName
LastName City
PhoneHome
City Vet
Randall
Vetman
(555) 555-1212
Hugo's Vet Clinic
Hugo
Guevarra Cleveland
(555) 555-1212
Hiller's Pet Health
Mary
Hiller
(555) 555-1212
Collars Are For Pets Joyce and Allan Collar
1.
2.
3.
4.
Brighton
Canton
Montgomery (555) 555-1212
Save your information as a text-only tab delimited file.
Select Import, then Vets from the File drop-down menu.
Follow the prompts.
123Pet will automatically import your file and, depending on preferences, either add it to your existing
list of vets, or overwrite your current list of vets with the imported file.
Importing Client Notes
Column Name Description
Type Example
ClientID
The client ID number Text 1000
Date
Date
Date 10/3/2011
History
Client history
Text 10/1/2011 - Allergy to latex
Or, you can import the text file using the following format:
Column Name Description
Type Example
Chapter 2: Database Controls - Page 12 / 21
Chapter 2: Database Controls
FirstName
First name of client Text Joe
LastName
Last name of client Text Williamson
Date
Date
Date 10/3/2011
History
Client history
Text 10/1/2011 - Allergy to latex
Example: a spreadsheet file might look like this:
FirstName LastName Date
1.
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3.
4.
History
Mary
Smith
8/8/2011 8/7/2011 - Recommended Color to client
Michael
Jones
9/4/2011 8/30/2011 - Allergy to peanuts
Jane
Adams
9/25/2011 9/20/2011 - Client likes to water ski
Save your information as a text-only tab delimited file.
Select Import, then Client Notes from the File drop-down menu.
Follow the prompts.
123Pet will automatically import your file and add it to your existing client notes.
Importing Products
Column Name
Description
Type
Example
ID
Product ID or SKU number. The ID must be unique
Text
Sham100
Description
Description or name of product
Text
Lilac Shampoo
Category
Category
Text
Shampoo
Backbar
Backbar items are used in-house to support services. No commission is Text (TRUE or
made on backbar items
FALSE)
TRUE
Make
Make
Text
Great's
Shampoo
Size
Size
Text
12 oz
Wholesale
Wholesale Price
Number
4.50
Retail
Retail Price
Number
8.99
Tax1
Indicates if tax1 should be applied to product sales
Text (TRUE or
FALSE)
TRUE
Tax2
Indicates if tax2 should be applied to product sales
Text (TRUE or
FALSE)
FALSE
Tax3
Indicates if tax3 should be applied to product sales
Text (TRUE or
FALSE)
FALSE
Inactive
Is the product inactive?
Text (TRUE or
FALSE)
FALSE
Balance
Currency amount to automatically increase or decrease the client's
balance
Number
1.00
Supplier
Supplier of the product
Text
My Supplier
StockCount
Current stock quantity
Number
4
Chapter 2: Database Controls - Page 13 / 21
Chapter 2: Database Controls
ReorderAuto
Indicates if the product should be automatically added to the reorder
list
ReorderPoint
The stock quantity at which the product will be added to the reorder list Number
5
ReorderQuantity
The quantity that will be added to the reorder list
Number
10
OnOrder
Quantity currently on order
Number
10
DateOrderHold
Keep this product off the reorder list until a specific date
Date
11/1/2011
OrderDate
Date put on order
Date
10/1/2011
Number
2.00
CommissionBonus Currency amount added as a commission bonus
Text (TRUE or
FALSE)
TRUE
Example: a spreadsheet file might look like this:
ID
Name
Sham100
Lilac Shampoo 8.99
TRUE 5
Sham101
Rose Shampoo 8.99
TRUE 3
1234567890 Comb
1.
2.
3.
4.
Retail Tax1 Stock
3.99
TRUE 10
Save your information as a text-only tab delimited file.
Select Import, then Products from the File drop-down menu.
Follow the prompts.
123Pet will automatically import your file and, depending on preferences, either add it to your existing
list of products, or overwrite your current list of products with the imported file.
Importing Services
Column Name
Description
Type
Example
ID
ID
Text
Color
Description
Description
Text
Color
Service
Category
Category
Text
Hair Styling
Backbar
Backbar amount taken out before commission determined
Number
3.50
Price
Price
Number
45
Tax1
Indicates if tax1 should be applied to service sales
Text (TRUE or
FALSE)
FALSE
Tax2
Indicates if tax2 should be applied to service sales
Text (TRUE or
FALSE)
FALSE
Tax3
Indicates if tax3 should be applied to service sales
Text (TRUE or
FALSE)
FALSE
Setup
Setup duration (length of time)
Number
45
Process
Process duration (length of time)
Number
30
Finish
Finish duration (length of time)
Number
15
Inactive
Is the service inactive?
Text (TRUE or
FALSE)
FALSE
Chapter 2: Database Controls - Page 14 / 21
Chapter 2: Database Controls
Link1
Link to a specific product used for the service
Text
Sham100
Link2
Link to a specific product used for the service
Text
Cond100
Link3
Link to a specific product used for the service
Text
Hydrator
Balance
Currency amount to automatically increase or decrease the client's
balance
Number
0
Number
10
CommissionBonus Currency amount added as a commission bonus
Example: a spreadsheet file might look like this:
ID
Description
Price Setup
HCMen
Men's Haircut
20.00 30
HCWomen Women's Haircut 35.00 45
HCKids
1.
2.
3.
4.
Children's Haircut 12.00 20
Save your information as a text-only tab delimited file.
Select Import, then Services from the File drop-down menu.
Follow the prompts.
123Pet will automatically import your file and, depending on preferences, either add it to your existing
list of services, or overwrite your current list of services with the imported file.
Importing Employees
Column Name Description
Type
Example
FirstName
First name of employee
Text
Rita
LastName
Last name of employee
Text
Doe
Employee ID
ID number
Number
1000
Address
Address
Text
100 Park St
Address2
Second line of address
Text
Apt. 100
City
City
Text
Middleville
State
State
Text
FL
ZIP
ZIP or postal code
Text
44444
Phone
Phone number
Text
(555) 555-1212
CellPhone
Mobile phone number
Text
(555) 555-1212
E-Mail
E-mail address
Text
[email protected]
Gender
Gender
Text (M for male, F for female) F
Comment
Employee comments
Text
Wants Saturdays off
DateOfBirth
Date of birth
Date
5/10/1975
DateOfHire
Date of hire
Date
2/7/2002
W2Local
City name if local withholding tax is being deducted Text
Anytown
W2State
State name if state withholding tax is being deducted Text
FL
Active
Is the employee actively employed?
TRUE
TRUE or FALSE
Chapter 2: Database Controls - Page 15 / 21
Chapter 2: Database Controls
Independent
Is the employee a independent contractor?
TRUE or FALSE
FALSE
SSN
Social Security Number
Text
000-00-0000
Example: a spreadsheet file might look like this:
1.
2.
3.
4.
FirstName LastName Address
City
State ZIP
John
James
456 Cut Rd
Anytown
FL
44444
Tina
Waters
6789 North St Anytown Heights FL
44446
Save your information as a text-only tab delimited file.
Select Import, then Employees from the File drop-down menu.
Follow the prompts.
123Pet will automatically import your file and, depending on preferences, either add it to your existing
list of employees, or overwrite your current list of employees with the imported file.
Importing Suppliers
Column
Name
Description
Type
Example
Name
Name of the supplier
Text
ABC Distributions
FirstName
First name of the primary contact person
Text
Mark
LastName
Last name of the primary contact person
Text
Albert
Address
Address
Text
123 Mystreet
City
City
Text
Mytown
State
State
Text
CA
Zip
ZIP or postal code
Text
12345
E-Mail
E-mail address
Text
[email protected]
Phone
General phone number
Text
(555) 555-1212
TollFree
Toll free phone number
Text
(800) 555-1212
Cell
Mobile phone number
Text
(555) 555-1212
Fax
Fax phone number
Text
(555) 555-1212
Comment
General comments
Text
Doesn't ship after 5pm Friday
Products
List of products the supplier supplies
Text
Sham100, Cond100
Total
Current amount owed to or from the supplier
Number 120.50
Check
Name that should appear on the "To" section
when printing checks
Text
SupplierID
ID number for the supplier
Number 1000
History
History and other information
Text
ABC Service, Inc.
Started account on Jan. 10, 1998. This supplier only
ships UPS
Example: a spreadsheet file might look like this:
Chapter 2: Database Controls - Page 16 / 21
Chapter 2: Database Controls
Name
1.
2.
3.
4.
FirstName LastName Address
City
Lakeview Systems Bill
Wayne
Harborview WA
98765
Pro Distributor
Lockford 9000 Avondale Cheesetown WI
43210
Karen
2020 Elm St
State Zip
Save your information as a text-only tab delimited file.
Select Import, then Suppliers from the File drop-down menu.
Follow the prompts.
123Pet will automatically import your file and, depending on preferences, either add it to your existing
list of suppliers, or overwrite your current list of suppliers with the imported file.
Importing Gift Certificates
Column Name
Description
Type
Example
GiftCertID
The gift certificate ID number
Number 1000
OriginalAmount The original amount on the gift certificate
Number 100.00
Balance
The current amount on the gift certificate
Number 50.00
FromFirstName
First name of who the gift certificate is from Text
Larry
FromLastName
Last name of who the gift certificate is from Text
Jones
ToFirstName
First name of who the gift certificate is for
Text
Kerry
ToLastName
Last name of who the gift certificate is for
Text
Williams
DateCreated
Date the gift certificate was created
Date
8/10/2011
Text
Birthday gift
GiftCertComment Comments or additional information
Example: GiftCertID must be a numerical value. A spreadsheet file might look like this:
GiftCertID OriginalAmount Balance ToFirstName ToLastName DateCreated
1000
75.00
25.00
Joe
Teddy
8/4/2011
1001
25.00
0.00
Amy
Jonas
1/24/2011
1002
50.00
50.00
Jacob
Jackson
10/1/2011
Perform the following steps to import your data file:
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Save your information as a text-only tab delimited file.
From any 123Pet main screen click the File drop-down menu.
Select Import, then Gift Certificates.
Follow the prompts.
123Pet will automatically import your file and, depending on preferences, either add it to your existing
list of gift certificates, or overwrite your current list of gift certificates with the imported file. The
amount in gift certificates is NOT added to your business' income and is not shown on the Totals
report. This function is meant to track a list of existing gift certificates that you have already sold.
Chapter 2: Database Controls - Page 17 / 21
Chapter 2: Database Controls
Exporting Overview
You can export information to a spreadsheet or word processing file for viewing, comparisons, or numerical
manipulations.
1. Select Export to Text File from the Tools drop-down menu.
2. The Export Database Information to a File screen will appear.
3. Check the box for the information you would like to export:
l Activity log
l Clients
l Coupons
l Employee schedule
l Employees
l Gum Label Formats
l Products
l Services
l Tickets
l Time Clock
l Tips
l Suppliers
l Wait List
l Pets
4. Click the Export button.
5. Select a file and directory to save the data to and click Save.
6. Open the file through your spreadsheet or word processing application.
Password Protection Overview
You may use password protection to assure privacy for any or all of the 123Pet main screens and reports, as
well as many specific features. Employee access to screens may be set up and each employee may have a
unique password. Password protection for individual employees and screens is optional.
A password can be set for the entire 123Pet database as well. This password can be set when 123Pet is first
installed, or it may be set or changed from within 123Pet after installation. Database password protection is
controlled by Microsoft SQL. 123Pet Software, Inc. does not guarantee replacements for lost passwords. Be
sure to write down your database password and keep it in a safe place.
1. Select Password Setup from the Tools drop-down menu.
2. The Password Controls screen will appear. It is divided into three sections:
l Database Password Protection: password protect the entire database
l Employee Access: control employee access to specific screens, reports and features
l Password Log In/Log Out Settings: choose whether you would like the password entered for
every screen, or if you would like the password to store and automatically log the user out after
a set time
Chapter 2: Database Controls - Page 18 / 21
Chapter 2: Database Controls
Database Password Protection: Password protection is applied to your database to keep it from being
accessed by another program or unauthorized persons who should not be able to access this information.
You will be prompted to enter a password when you start 123Pet or restore a database from backup. You will
also be prompted to enter a password if you attempt to access the 123Pet database with another program,
such as SQL. There are four options for database password protection. If a database password has not been
set, then there will only be one option: Set Database Password.
1. Set Database Password: initially set a database password.
a. Click the Set Database Password button in the Database Password Protection section.
b. The Set Database Password screen will appear.
c. Enter the password in each of the two boxes as prompted.
d. Click OK.
2. Change Database Password: change the database password from a previously set password.
a. Click the Change Database Password button in the Database Password Protection section.
b. The Password screen will appear.
c. Enter the old password and click OK.
d. Enter a new password in each of the two boxes as prompted.
e. Click OK.
3. Clear Database Password: remove database password protection.
a. Click the Clear Database Password button in the Database Password Protection section.
b. Enter the current password in the prompt.
c. Click OK.
4. Remember the database password on this computer on startup: if this box is checked, you will not
be prompted to enter the database password when 123Pet opens. This will only remember the
password on the current database. If the database is restored from a backup, or if the database is
loaded on a different computer the password will not be remembered.
Employee Access: password protection can be applied to many of the screens and functions in 123Pet. Each
employee can be granted custom access to these screens and functions.
1. Select Password Setup from the Tools drop-down menu.
2. The Password Controls screen will appear.
3. In the Employee Access section, check the Enable employee password protection on this computer
box.
4. Click the Edit Passwords button.
5. The Employee Passwords screen will appear.
6. Double-click to enter employee passwords. You have the additional options of allowing employees to
change their own passwords from the Time Clock Log In and Log Out screens, and hiding employee
passwords from other employees.
7. Click OK to return to the Password Controls screen.
8. Click the Edit Access button.
9. The Employee Passwords screen will appear.
10. For each option that you would like to restrict access to for employees, check the box in the Require
Password column on the row that corresponds with the restricted option. This will require the
employee to enter his or her password to access this feature, and block some employees from
Chapter 2: Database Controls - Page 19 / 21
Chapter 2: Database Controls
accessing this feature completely. If password protection is enabled, make sure to protect the
Password Editing feature so employees cannot get into this screen and change password settings.
11. Underneath each employee’s name, uncheck the box if that employee is not allowed access to this
screen or feature. If the employee should be allowed access to this screen or feature, the box under
that employee’s name should be checked. We recommend having all the important financial screens
password protected, as well as establishing different levels of password protection for different
employees.
12. Repeat Steps 10 and 11 for each screen/feature/report to be password protected.
13. Click OK.
New Employee Button: you can use the New Employee button on the Password Controls screen to select
an employee and have his or her CURRENT password access information used as the default setting for all
new employees. In other words, when you add a new employee, his or her password information will be
automatically set to the selected employee's access.
These password settings are a 'snapshot' of the default employee you are selecting. Future changes to the
default employee's password settings are not automatically updated. To update changes you need to reselect the default employee.
1. Click the New Employee button.
2. If this is the first time selecting default New Employee password settings, read the message and click
OK.
3. The Select Employee screen will appear.
4. Select the employee with the CURRENT password access information that you would like used as a
default for new employees.
5. Click the OK button to return to the Password Controls screen.
6. Click the OK button to save the password settings.
Password Log In/Log Out Settings: 123Pet can be set to remember, or not remember the employee that is
logged in.
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Remember which employee is logged in: 123Pet will ask for the employee’s name and
password to be entered the first time a password protected feature is accessed. The employee
will be able to use the software according to his or her allowed access without entering his or
her name and password again. The employee will have to Log Out from 123Pet by going to the
Tools drop-down menu and selecting Password Log Out
Do not remember which employee is logged in: 123Pet will ask for the employee name and
password every time a restricted feature is accessed. This will provide greater security, but also
slow down employees using the software if numerous features are password protected. If you
have Do not remember which employee is logged in checked, but still have Automatic
Logout enabled, then 123Pet will return to the selected startup screen after periods of inactivity.
Disable Automatic Logout to stop this
If you have 123Pet remember which employee is logged in, it's a good safeguard to have the employees be
automatically logged out after a period of software inactivity. If an employee forgets to log out, this will
minimize the possibility of another employee accessing screens he or she is not supposed to.
1. Check the box labeled Enable automatic logout in the Automatic Log Out section.
Chapter 2: Database Controls - Page 20 / 21
Chapter 2: Database Controls
2. Enter the time of inactivity you would like to cause the employee to be logged out automatically.
3. Click OK to save this setting.
Activity Log
You can track most major database events including ticket, client, product, and service
additions/modifications/deletions with the Activity Log feature. The Employee Name and the Employee ID
are only recorded with the corresponding activity if employees are required to log in using a password AND
you set your password log in/log out settings to remember which employee is logged in.
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Select Activity Log from the Tools drop-down menu.
The Log screen will appear.
You can check which employees performed tasks, and the date and time the activity was performed.
You can modify the information that appears from the Log screen.
a. Click the Activity Log Options button.
b. The Log Options screen will appear.
c. Check and uncheck the following boxes as desired:
l Tickets
l Clients
l Products and services
d. Select the number of days to record activity for.
e. You may press the Clear Log Now button in the Clear Information section to clear the activity
log.
f. Click OK to return to the Activity Log.
Chapter 2: Database Controls - Page 21 / 21
Employees and Scheduling
maintaining your employees and their schedules
Employee Overview
The Employees screen shows the identification number, name, and contact information for all your
business' employees.
To access the Employees screen, click the Employees button/icon, or select Edit Employees from the
Employees drop-down menu.
Add or Edit an Employee: adding an employee and editing an employee is simple and quick with 123Pet.
1. Click Add Employee to add a new employee, or click the Edit Employee button or double-click on the
employee in the list to select an employee.
2. The Employee screen will appear. It has eight tabs:
l Contact: all the necessary contact information
l Services Limitations: used to limit the services that an employee can perform
l Display Options: if the employee should appear on the scheduling screen and appointment book
l W2 and 1099: enter local and state tax withholdings
l Independent Contractor: if the employee is not directly employed, and earns all profit from
their individual sales
l Education and Certificates: add any specialized certificates or educational degrees to the
employees
l ID Card: associate an ID Card to an employee
3. Enter or edit the appropriate information in the various tabs.
4. Click OK to return to the Employees screen.
Delete an Employee
NOTE: Once an employee has been scheduled an appointment, that employee can no longer be deleted from the database.
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Highlight the employee to be deleted.
Click the Delete Employee button located on the upper-left of the Employees screen.
The Are You Sure? screen will appear.
Click the Yes button to delete the employee from the database.
You can use the View Deleted Employees button to view deleted employees or undelete them.
Employee - Contact Tab
1. Click the Contact tab.
2. Enter the appropriate general information: name, phone number, social security number, address, city,
state, ZIP code, date of hire, birth date, last day of work, comments, gender, e-mail address,
emergency contact, etc.
3. If you would like to be able to display employees by category on the appointment book, select a
Category for the employee, i.e. technician, stylist, etc.
4. You may create any new categories to suit business needs.
a. Click the Edit button next to the Category field.
Chapter 3: Employees and Scheduling - Page 1 / 12
Chapter 3: Employees and Scheduling
b. The Employee Resource Categories screen will appear.
c. Clicking the Add button to add a new category.
d. Use the Move Up and Move Down buttons to organize the list as needed. We recommend
keeping a (blank) field on the top of the list.
e. Click OK to return to the Contact tab.
5. An Employee Contact Information report can be generated by performing the following steps:
a. Select View Employee Contact Information from the Employees drop-down menu.
b. The Employee Contact Information screen will appear.
c. You can copy this information to the clipboard, save to a file, print, or close the information from
this screen by using the File drop-down menu.
Employee - Service Limitations Tab
Using individual services or service categories, limitations can be set for the services that an employee is
able to perform on the Service Limitations tab. The service limitations you set will be used to determine
what is displayed when adding or editing a ticket and searching for a product or service; the Look Up screen
that appears when searching for a Product ID or Service ID on the Ticket Information screen will only
display those services that the employee can perform.
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Click the Services Limitations tab.
Select This employee CANNOT perform all services (select for more details).
Select the service or services the employee CAN perform by clicking on the Add Service button.
The Look Up screen will appear.
Select the service and click the OK button.
Repeat Steps 3-5 for each service.
To add categories of services the employee can perform, select the service category from the
Available Categories section and click the Add>> button to add the category to the Used Categories
section.
8. Repeat Step 7 for each service category to add.
9. Click OK to return to the Employees screen.
Employee - Display Options Tab
1. Click the Display Options tab.
2. Check or uncheck the following boxes as appropriate:
l Active: This person is currently employed at this business: uncheck this if an employee has
temporary leave, and you would like to keep an employee on the books while they are gone
l Show employee when using the Ticket Search feature: if you would like the employee to be
included on ticket searches
l Show employee on the Scheduling screen: employee will be listed on schedule
l Show employee on the Appointment Book: employee appears on the appointment book
l Show employee on the Ticket Modify screen: employee will appear on the ticket screen when
adding or modifying tickets
Chapter 3: Employees and Scheduling - Page 2 / 12
Chapter 3: Employees and Scheduling
3. Enter the employee's Name on Appointment Book if this is to be different from the employee's full
name.
4. Click OK to return to the Employees screen.
Employee - W2 and 1099 Tab
123Pet allows you to export payroll information. The W2 and 1099 tab allows you to enter the city and state
included in the deductions.
1. Click the W2 and 1099 tab.
2. Enter the city and state.
3. Click OK to return to the Employees screen.
Employee - Independent Contractor Tab
Typically independent contractors are not considered regular employees. They rent space and have their
own account for their specific sales. See the Independent Contractor Overview section of this User's
Guide for more information.
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Click the Independent Contractor tab.
You can select This person is a independent contractor.
If they have provided you with their Merchant ID enter it in the Merchant ID field.
Click OK to return to the Employees screen.
Employee - Education and Certificates Tab
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Click the Education and Certificates tab.
Click the Edit Default Certificate Types button.
The Employee Certificates screen will appear.
Click the Add button to add in a certificate type, i.e. College Degree.
Click OK to return to the Education and Certificates tab.
You can list any degrees, certificates, and educational levels for each employee.
Click OK to return to the Employees screen.
Employee - ID Card Tab
You must purchase the following items to use the employee ID cards:
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Employee ID cards: You can get them printed from 123Pet Software. To order, please call (800)
423-8100. You can also have them printed from another source. Just be sure the magnetic
encoding portion starts with .E and includes a 30 digit number. For example, the magnetic
encoding would be .E012345678910111213141516171819. Also, the magnetic encoding should
be able to be read with track 1 and track 2 readers.
Magnetic card reader: To order one, please call (800) 423-8100. If you purchased a credit card
Chapter 3: Employees and Scheduling - Page 3 / 12
Chapter 3: Employees and Scheduling
or a gift card reader from 123Pet Software, it will read employee ID cards.
ID cards can be used in the place of a password on any screen that's protected. Employees can be assigned
both a password and an employee ID card.
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Click the ID Card tab.
Click the Enable button.
A window will appear prompting you to swipe the employee ID card.
Swipe the card.
This card is now assigned to the employee.
Click OK.
The employee can now swipe the ID card instead of typing in a password.
Click OK to return to the Employees screen.
Resources Overview
A resource is any object that is used to support your business. The purpose of the Resources feature in
123Pet is to allow you to schedule and track the use of your resources in the 123Pet Appointment Book
feature.
Examples of resources include:
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Rooms
Tables
Other machines that are used to perform services
The Resource screen is where you add, edit, and delete resources. To access the Resources screen, click
Edit Resources from the Employees pull-down menu.
Add or Edit a Resource: Creating and editing resources is quick and easy within 123Pet.
1. Click Add Resource to create a new Resource, or click the Edit Resource button or double-click on a
resource in the list to select a resource to edit.
2. The Add/Edit Resource screen will appear. It has four different sections:
a. General: Add/Edit general information relating to the resource.
l Resource ID: this is the ID number associated with the resource. This value cannot be
changed.
l Name: a way to easily identify the resource.
l Max Occupancy: the maximum amount of concurrent appointments that can be booked for
this resource.
l Comment: any general notes to associate to this resource.
b. Linked Services: The services that will automatically populate the appointment book for this
resource, up to its Max occupancy. To link a service to resource, please take the following
steps:
i. Click Add Service Link. The Service Look Up screen will appear.
ii. Select the Service that you would like to link to this resource, and click OK.
iii. Repeat this process for each service that you would like to link to this resource.
Chapter 3: Employees and Scheduling - Page 4 / 12
Chapter 3: Employees and Scheduling
c. Contact Information: shows contact information for the person in charge of maintaining this
resource (if applicable).
d. Display Options: control how the resource is displayed in various screens of the software.
l Show resource when using the Ticket Search feature: When searching for a service, this
allows you to only show services that are linked to a specific resource.
l Show resource on the Scheduling screen: displays the resource when modifying items on
the Scheduling Screen.
l Show resource on the Appointment Book: displays the resource as a column on the
Appointment Book.
Managing Resources
Scheduling a Resource to be used on an open ticket: 123Pet has the ability to reserve a time slot for the
use of a resource that is required to perform a service. For example, Groom (Medium) requires the use of
Room 1 to be performed. To schedule a resource to be used, perform the following steps:
1. First, you should link all resources that can be used with a service for each service that requires a
resource be used (if you have already done this, skip to step 2). To do this, perform the following
steps:
a. Edit the service and click the Linked Resources tab.
b. The Available Resources section will display all resources that you have entered. If no resources
are shown, exit out of the services screen, go to the Resources screen and create your
resources. If you have resources shown, proceed to step c.
c. Click on the resource to link to this service and click the Add button. The resources will now be
shown in the Linked Resources section. For example, you may want to link Bath to Resource 1. If
you have more than one massage table, you can link Bath to Resource 1, Resource 2, and
Resource 3.
d. If you have more than one resource selected in the Linked Resources section, you have two
options as how to schedule the resource:
l Auto-populate resource based on availability. 123Pet will look at the schedule of the
first resource in the Linked Resources section and if the first resource's schedule is busy,
it will look at the 2nd resource, 3rd resource, etc. until an opening is found.
l Prompt me for which resource to use based on availability. 123Pet will look at the
schedules of all the resources listed to the Linked Resources section and prompt you for
which resource to use.
l Click Save when finished linking the resources to the service.
2. Add a ticket as you normally would. On the Ticket Information screen, in the ID column, type in the
Service ID that you wish to schedule.
3. When you type in the Service ID (that has a resource linked to it), 123Pet will automatically add the
linked resource to the ticket, depending on what you have selected on the service for how to schedule
the resource (this is explained in bullet options above in step 1). This can be seen by clicking the
Manage Resources button.
4. Continue to schedule the ticket as you normally would.
NOTE: If you would like to manually choose which service you would like to use for a service that is linked to multiple resources,
Chapter 3: Employees and Scheduling - Page 5 / 12
Chapter 3: Employees and Scheduling
you can do so by going to the Linked Resources tab when editing a service, and selecting Prompt me for which resource to use
based on availability.
Scheduling Overview
Scheduling allows you to enter your employees' working schedules by hours and days off, as well as the
operating hours of any resources you use. This information is extremely useful in conjunction with the
Appointment Book feature.
You can access the Scheduling feature by clicking the Schedule button/icon, or by selecting Scheduling
from the Employees drop-down menu.
Color Codes: the Scheduling screen can be color coded for employee and resources non-availability. The
color codes include:
Working
Off: Regular Day
l Off: Vacation Day
l Off: Illness
l Off: Personal Business
l Off: Other Reason
l No Schedule Entered
Double-click on the box containing the item to change the color for in the Color Codes section at the
bottom of the Scheduling screen, i.e. the Working box.
The Color screen will appear.
Select the new color and click OK.
Repeat Steps 1-3 to change the color for the remaining items if desired.
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Copy Employee Schedules: 123Pet has the ability to copy one employee's schedule to one or more other
employees. This saves time when several employees have similar schedules.
1. Click the Copy Schedules button under the General Options menu on the left.
2. In the Source employee field, select the employee with the schedule that will be copied to other
employees.
3. In the Start date field, select the beginning of the copy range.
4. In the End date field, select the last date of the copy range.
5. In the box labeled Copy schedule to, select the employees to receive the same schedule as the
source employee.
6. Click Copy.
7. Click OK and then Close to return the Scheduling screen.
Schedule Working Days: working days are the normally scheduled days and times that a single employee
will be working.
1. Go to the Date section at the bottom of the Scheduling screen and select from the following display
choices:
l Upcoming week: displays a week from the current date on your computer clock
l Single date: select a single date from the calendar
Chapter 3: Employees and Scheduling - Page 6 / 12
Chapter 3: Employees and Scheduling
Range: select a range of dates from start to end on the calendar
The names of employees selected for scheduling will appear on the left of the white grid in a column.
Click to highlight the cell in the same row that the employee's name is found, underneath the
appropriate date.
Click the Edit Schedule button in the upper-left portion of the screen.
The Modify Schedule screen will appear.
Select Working under the Status section.
In the Working Hours section, click the mouse on the Start field and enter the employee's normal
starting time. If it is a morning starting time, you must enter AM or "a".
Enter the employee's ending time in the End field.
Click the Add button.
Only enter in the times the employee is working. Do not include non-working times such as lunches
and breaks. For example, entering 9:00 AM to 12:00 PM then 1:00 PM to 5:00 PM will indicate that the
employee is gone from noon to 1:00 PM. You can add multiple start and ending times for an employee
to reflect lunch hours or other time off. Continue adding start and end times until you have entered the
employee's schedule for that day.
Click OK to return to the Scheduling screen.
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Scheduling Off Days: off days can be scheduled for a variety of reasons: sickness, vacation, personal
business, etc. You can quickly and easily mark a group of days as days off. Select the appropriate days by
first clicking the mouse under the appropriate day. Hold the Shift key down and then click the mouse in the
appropriate ending day box. Click the Mark as Day(s) Off button. Click Yes to mark these as days off. Days
off can also be scheduled as recurring days the same as regularly worked days.
1. The names of employees selected for scheduling will appear on the left of the white grid in a column.
2. Click to highlight the cell in the same row that the employee's name is found, underneath the
appropriate date.
3. Click the Edit Schedule button in the upper left portion of the screen.
4. The Modify Schedule window will appear.
5. Select from the following off choices in the Status section:
l Off: Regular Day: regularly scheduled day off
l Off: Vacation Day: scheduled vacation day off
l Off: Illness: unplanned sick day off
l Off: Personal Business: scheduled personal day off, or unplanned personal day off
l Off: Other Reason: day off for reasons other than those listed
7. Click OK to return to the Scheduling screen.
Scheduling Recurring Days: 123Pet allows you to enter schedules on a day-to-day basis, but you can also
enter a recurring schedule to avoid entering the same schedule over and over.
1. The names of employees selected for scheduling will appear on the left of the white grid in a column.
2. Click to highlight the cell in the same row that the employee's name is found, underneath the
appropriate date.
3. Click the Edit Schedule button in the upper left portion of the screen.
4. The Modify Schedule window will appear.
5. Select if the employee is working or off under the Status section.
Chapter 3: Employees and Scheduling - Page 7 / 12
Chapter 3: Employees and Scheduling
6. In the Working Hours section, click the mouse on the Start field and enter the employee's starting
time.
7. In the End field, enter the employee's ending time.
8. Click the Add button.
9. You can add multiple start and ending times for an employee to reflect lunch hours or other time off.
Continue adding start and end times until you have entered the employee's schedule for that day.
10. Click the Recurring button toward the top of the Modify Schedule screen in the Date section.
11. The Recurring Dates screen will appear.
12. Click the Add Multiple Dates button.
13. The Add Multiple Dates screen will appear.
14. Select the start of recurrence and end of recurrence dates.
15. In the Recurrence section, select if you want the recurrence to be:
l Daily: the selected schedule will occur every day
l Weekly: the selected schedule will occur on the selected day(s) of the week each week
l Monthly: the selected schedule will occur on the selected day for the selected amount of
months
16. Select the reccurence start date.
17. Select either the amount of recurrences to schedule or a recurrence end date. You can click the Test
button to view the dates that will be added.
18. Click OK when done to return to the Recurring Dates screen.
19. Click OK to return to the Modify Schedule screen.
20. Click OK to return to the Scheduling screen.
Scheduling Common Days: 123Pet has a feature that simplifies scheduling days that are common to
multiple employees, such as holidays.
1. On the common day, such as a holiday, enter in the schedule for the first employee. The employee's
schedule may most likely be Off: Other Reason, such as holiday.
2. Click the grid cell that you would like to copy the schedule from.
3. Click the Copy Grid Cell button.
4. Click in the grid cell that you would like the schedule copied to. To select multiple cells to copy to,
click in the first grid cell that you would like the schedule copied to, hold down the Shift key while
moving the mouse to highlight all cells that you desire.
5. Click the Paste Grid Cell button.
Independent Contractor Overview
A independent contractor is a worker who is not directly employed by your business, but works inside your
business and performs services for clients. Usually, the independent contractor collects payment for
services from the clients directly and pays your business a monthly or yearly rental fee.
Some businesses may choose not to have the independent contractor's income appear in the business'
totals. This is usually done for tax accounting because each independent contractor is responsible for paying
his or her own business taxes. When running your business' totals, you may or may not choose to have each
independent contractor's totals appear.
Chapter 3: Employees and Scheduling - Page 8 / 12
Chapter 3: Employees and Scheduling
123Pet allows you to do the following with independent contractors:
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Record the employee as a independent contractor
Schedule the independent contractor
Close the independent contractor's tickets separately
Each independent contractor can view his or her own totals separately
The independent contractor's income is kept separate from your business' income
Track the independent contractor's payment (rent) to your business
Independent Contractor Setup:
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Click the Employee button/icon,
Select the employee that is a independent contractor.
Click the Edit Employee button.
Select the This person is a independent contractor box on the Independent Contractor tab.
Click OK.
When scheduling a independent contractor's appointments or work schedule, the process is treated like any
other employee.
Credit Card Processing for Independent Contractors: 123Pet allows you to associate separate merchant
accounts for individual independent contractors. You must be using XCharge software and Global Payments
as your merchant account to take advantage of this feature.
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Click the Employee button/icon,
Select the employee that is the independent contractor.
Click the Edit Employee button.
Click the Independent Contractor tab.
Enter their separate XCharge merchant ID in the Merchant ID field.
Click OK.
If you are not using XCharge, contact your processing company for instructions on ringing up independent
contractor credit card transactions.
Independent Contractor Tracking and Reporting
Because you have the option to keep a independent contractor's totals separate from the business' totals, if
a independent contractor is selected as an employee on a ticket, all products and services listed on that
ticket must be for the same independent contractor. In other words, if a independent contractor is selected
on a ticket, no other employee can be on the same ticket, and the independent contractor should have all
the products and services listed under his or her name. This is a requirement due to the way database
information is stored.
If you have a client who is, for example, purchasing services from a independent contractor and products
from your business, you should do the following:
1. Make one ticket for the independent contractor and list the services performed. Make sure the
independent contractor is listed in the Employee column on the Ticket Information screen.
2. Close the ticket.
Chapter 3: Employees and Scheduling - Page 9 / 12
Chapter 3: Employees and Scheduling
3. Add a second ticket for the products, and on the Ticket Information screen in the Employee column
select None or the business employee performing the sale.
4. Close the ticket. By selecting None or a regular business employee, the products sold will
automatically be shown on your business' totals.
By performing Steps 1-5 above, your business will show the products purchased as income and will give you
the option not to show the independent contractor's income.
Viewing Independent Contractor Totals: you can set up 123Pet so each independent contractor can only
view his or her totals.
1. Select More Reports from the Reports drop-down menu.
2. Select Totals.
3. Select My Totals Report, report #108. To use this report you must have password protection enabled
and also have this report set up to require a password, while still allowing independent contractors to
have access to it.
4. The appropriate independent contractor will enter his or her ID and password to access the Totals
report.
5. The Sales Totals screen will appear.
6. Select the appropriate time and date ranges and click OK.
7. The independent contractor's totals will appear.
Separating Independent Contractors From Your Totals: when a person is a independent contractor, you
have the option of keeping his or her totals separate from the business' totals.
1. Click the Totals button/icon.
2. Select the appropriate date, time, employee parameters, and leave the Include all independent
contractors parameter unchecked.
3. Click OK.
See the Reporting chapter of this User's Guide for more information on totals and totals reporting.
Tracking Independent Contractor Payments to Your Business: you can easily do a deduction, i.e. rent,
etc., for a independent contractor's payment to your business.
1.
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5.
Select Payroll Configuration from the Accounting drop-down menu.
Double-click the Independent Contractor field in the Deduction section.
Enter the appropriate deductions.
Click OK.
Continue to configure payroll as desired according to the Payroll chapter of this User's Guide.
The set deduction amount will come out of the independent contractor's pay whenever a new Payroll has
been run.
Reminders Overview
123Pet allows you to easily add in reminders for employees. Each reminder can be marked as Complete or
Incomplete and can be associated with a client or a ticket. The Auto-Notify feature will automatically
notify you until a reminder is complete.
Chapter 3: Employees and Scheduling - Page 10 / 12
Chapter 3: Employees and Scheduling
You can access the Reminders screen by clicking the Reminders button/icon, or by selecting Reminders
from the Employees drop-down menu. You can also add a reminder for a ticket from the Ticket Information
screen. Click the Special button, then Reminders, and Add Reminder for this Ticket.
Adding or Editing a Reminder
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Click the Add Reminder button, or highlight the reminder and click the Edit Reminder button.
Select the status as Complete or Incomplete.
Enter the title and select the Employee that this reminder is for.
Select the category from the drop-down menu. Perform the following to add or modify categories:
a. Click the Edit button.
b. Use the Add, Edit, and Delete buttons as needed.
c. Click OK.
Select the priority from the drop-down menu.
Select the start and due date and enter in any notes.
If desired, click the Associate This Reminder with a Client button.
The Find Client screen will appear.
Type in the client's name and select the client. Optionally, you can check the Show me this reminder
whenever this client or a ticket with this client is modified box.
If desired, click the Associate This Reminder with a Ticket button.
Select the ticket and click OK. Optionally, you can select the Show me this reminder whenever this
ticket is modified.
In the Auto-Notify section, select whether or not you want to be notified until the reminder is
complete or not to be notified of the reminder.
Click OK.
If you wish to be notified until the reminder is complete, you will be notified according to your Notify
Schedule settings.
Deleting a Reminder
1. Highlight the reminder and click Delete Reminder.
2. The Are You Sure? screen will appear.
3. Click Yes.
Notify Schedule: the settings you establish for the notify schedule will determine how frequently you are
notified.
1. Click the Notify Schedule button or select Notify Schedule from the Tools drop-down menu.
2. The Notify Schedule screen will appear.
3. In the Frequency section, select when to be notified from one of the following options:
l When the software starts.
l Select a time from the drop-down menu.
l Every 15 mins., 30 mins., 1 hour, 2 hours, or 4 hours.
l Or, select not to be notified of reminders.
4. In the Reminders to Include section, select if you want to include all reminders, or only include
reminders that have a due date less than a certain amount of time from today.
Chapter 3: Employees and Scheduling - Page 11 / 12
Chapter 3: Employees and Scheduling
5. Select to display the notification as a separate window or display as a pop-up window in the Display
section.
6. Click OK when finished.
Marking a Reminder as Complete
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Highlight the reminder and click Edit Reminder.
Change the Status field to Complete.
Click OK.
You will no longer be notified of having to complete this reminder.
Chapter 3: Employees and Scheduling - Page 12 / 12
Services
taking control of the services you offer
Services Overview
To access the Services screen, click on the Services button/icon located at the top of the 123Pet main
screen, or select Edit Services from the Products and Services drop-down menu.
When adding or editing a service, the Add Service/Edit Service screen is divided into six main tabs:
1. General: the service is tracked by numerous headings and identifiers: Service ID, Description, etc.
2. Bonus & Backbar: in this section you can enter backbar and commission bonus amounts. Backbar is
the cost of the materials used for the service. See the Backbar Overview section in this User's Guide
for more information on backbar.
3. Pre-Paid Quantities: when a service is sold, you can specify the default value a customer is
purchasing and using. For example, a Quantity Purchased amount of 5 and Quantity Used amount of
1 will indicate that the client will purchase five of these services ahead of time, and then come in and
use the service balance one at a time for five visits before having to pay for the service again. For prepaid services, the total price should be divided by the Quantity Purchased field. i.e., if a service
includes five Groom (Medium) to be used over the course of five appointments and costs a total of
$100, the Groom (Medium) price would be $20. The price of $20 will be multiplied by the Quantity
Purchased field on the ticket, in this case five, to equal $100.
4. Commission: you can set exceptions for the commission rate of the service. Or when the dual
commission system is used you can set up the commission received when this service is sold or
performed. See the Payroll Overview section of this User's Guide for more details on commission.
5. Linked Resources: for ease of scheduling, resources (such as rooms, tables, machines, etc.) can be
linked with a service. Whenever a service is scheduled, the resource will automatically appear on the
open ticket and prevent you from having to enter in the resource separately.
6. Other: contains other miscellaneous items relating to services, such as Product Links, Training, and
Loyalty Points.
Adding or Editing a Service
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Click the Add Service button, or highlight the service to edit and click the Edit Service button.
The Add Service/Edit Service screen will appear.
Enter the appropriate information into each of the eight tabbed areas.
Click Save to save the changes. If you change a service price or backbar amount for a service, you will
be automatically prompted if you want to update all open tickets with this new price.
Deleting a Service
NOTE: Once a service has been added to a ticket, the service cannot be deleted from the database.
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Highlight the service to be deleted.
Click the Delete Service button located in the upper-left of the Services screen.
The Are You Sure? screen will appear.
Click the Yes button to permanently delete the item from the database.
Mark Up Services: the price of one or more services can be easily increased or decreased by a straight
percentage. This makes "across the board" price changes simple.
Chapter 4: Services - Page 1 / 6
Chapter 4: Services
1. Highlight the services to be marked up. To select multiple but not all services, hold the Ctrl key and
select each service with the mouse.
2. Click the Markup button on the left-hand side of the screen.
3. Confirm your selections and click Yes.
4. Enter the percentage amount you wish to increase each service. If you would like to decrease the
price, enter a negative number.
5. Click OK.
6. Confirm that you have entered the correct percentage, and click Yes.
Printing a List of Services: you can use the Print Preview or Properties buttons from the Printing Options
screen to better customize your printing settings.
1. Click the Customize View button on the left to add or remove columns as desired.
2. You can use the Add, Remove, and Move Up and Move Down buttons to customize the information
to view.
3. Click OK to return to the Services screen.
4. Sort to the desired display by clicking a column heading, such as Service ID.
5. Click the Print List button.
6. The Printing Options screen will appear.
7. Enter your print option selections and then click Print.
Services - General Tab
1. Click the General tab.
2. Enter the following items:
a. Service ID: up to an 18-digit alpha numeric identification. Typically these are shorter to be easily
remembered.
b. Description: a longer service description.
c. Price: the price charged for the service. If this is a pre-paid service, this is the price per visit.
d. Exceptions: if the service has price exceptions for specific employees.
e. Category: the service category. Services categories need to be used if you plan on color coding
the Appointment Book.
f. This service is inactive and is no longer sold: if the service is no longer provided.
g. Include this service in the Favorites list: used if you would like to add this service to a list of
your most frequently sold services.
h. Apply Sales Tax to this service: used if a sales tax will be applied to this service.
i. This is a multiple day service: if the service last more than one day.
j. This is a single day service: the service can be performed in one day.
k. Length of Time: the time it takes to perform a service including the processing time. Processing
time may or may not be selected, i.e. most services have no processing time, but Groom
(Medium) requires 30 mins. to process before the employee can continue on with the service. In
this case Groom (Medium) may have a 30 minute setup time, a 30 minute processing time,
which the client is not actively being serviced, and a 30 minute finish time.
l. Exceptions: if the service has time exceptions for specific employees, i.e. some employees
Chapter 4: Services - Page 2 / 6
Chapter 4: Services
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perform the service faster or slower.
To use Service Category Color Codes on the appointment book, a Category must be selected
services. You may add any number of additional categories.
a. Click the Edit button.
b. The Services Category screen will appear.
c. Click the Add button to add a new category.
d. Enter a category name.
e. Click OK
f. Use the Move Up and Move Down to organize as desired.
g. Repeat Steps 3-6 as needed.
h. Click OK to return to the Edit Service screen.
Click Save to return to the Services screen.
l Don't change client's remaining Training Sessions: purchasing this service will not change a
client's training sessions balance
l Add to the client's Training Sessions: purchasing this service will add X training sessions to the
client's balance
l Subtract from the client's Training Sessions: purchasing this service will subtract X training
sessions from the client's balance
In the Balance section you may select from the following choices When this service is sold:
l Don't change client's balance: the client's balance with the business won't change
l Add to the client's balance: add X amount to the client's spending balance, or decrease the
client's owed debt to the business
l Subtract from the client's balance: subtract X amount from the client's spending balance, or
increase the client's owed debt to the business
Click Save to return to the Services screen.
Services - Bonus & Backbar Tab
1. Click the Bonus & Backbar tab.
2. Enter the backbar amount in the Backbar field. Backbar is the amount of product used to perform a
service. The backbar amount is deducted from the amount the employee will receive commission on
for this service.
3. Enter the commission bonus amount, if any, in the Bonus field. The commission bonus is the amount
of money the employee will receive, or lose, for each service sold in addition to the commission
configured in payroll.
4. To enter a bonus or backbar exception, click the Exceptions button in the appropriate field.
5. Click Save to return to the Services screen.
Services - Pre-Paid Quantities Tab
1. Click the Pre-Paid Quantities tab.
2. Enter the total number of Services that are purchased on the first visit in the Quantity Purchased
field.
Chapter 4: Services - Page 3 / 6
Chapter 4: Services
3. Enter the number of Services used during each remaining visit In the Quantity Used field. Usually this
amount is 1.
4. Click Save to return to the Services screen.
Services - Commission Tab
1. Click the Commission tab. See the Payroll Overview section of this User's Guide for more instructions
on Commission.
2. Enter any employee Commission exceptions for this service. This is typically used when an employee
is specially trained to perform a specific service, or has a reputation for performing the service
exceptionally well.
3. Click Save to return to the Services screen.
Services - Linked Resources Tab
1. Click the Linked Resources tab
2. The Available Resources section will display all resources that you have entered. If no resources are
shown, exit out of the Services screen and go to the Resources screen to create your resources.
3. Click on the resource to link to this service.
4. Click the Add button.
5. The resource will now be shown in the Linked Resources section. If you have more than one resource
that can be used for a single service, you can link the service to each of the available resources, and
you'll be able to choose one to for the service when it is booked.
6. If you have more than one resource selected in the Linked Resources section, you have two options to
schedule them:
l Auto-populate resource based on availability: 123Pet will look at the schedule of the first
resource in the Linked Resources section, and if the first resource's schedule is busy, it will look
at the 2nd resource, 3rd resource, etc. until an opening is found
l Prompt me for which resource to use based on availability: 123Pet will look at the schedules
of all the resources listed in the Linked Resources section and prompt you for which resource to
use
7. Click Save to return to the Services screen.
Services - Other Tab
1. Click the Other tab
2. The Product Links section allows you to link products to this service, in the case that performing the
service requires the use of various products.
3. In the Training section, use the When this service is sold drop-down box and select from the
following choices:
l Don't change client's remaining Training Sessions: purchasing this service will not change a
client's training sessions
l Add to the client's Training Sessions: purchasing this service will add X training sessions to the
Chapter 4: Services - Page 4 / 6
Chapter 4: Services
client's balance
l Subtract from the client's Training Sessions: purchasing this service will subtract X training
sessions from the client's balance
l Click Save to return to the services screen.
4. In the Loyalty Points section, you can configure how many Loyalty Points a client will receive when
purchasing the product or service.
Packages Overview
123Pet makes tracking packages easy. You can enter in a group of services and products in a single
transaction. For example, you may want to make a package called, "Deluxe Service Package" where your
client receives Groom (Medium), Bath, and Doggie Treats. The services and products would all be listed
under the "Deluxe Service Package" package ID. On the open ticket, you would simply type in the package ID
for the "Deluxe Service Package," and the services and products would all appear.
To add, edit, or delete a package click the Packages button/icon, or select Edit Packages from the Products
and Services drop-down menu.
Adding or Editing a Package: the Packages function should be used for items that contain different
products and/or services that will be redeemed in a single visit. If what you are thinking of as a "package" is
merely a collection of the same service that will be used on different days, i.e. four Training to be used on
different days, then you should use the Pre-Paid Quantities tab on the Add/Edit Service screen to track the
customer's pre-paid quantity. However, packages can contain pre-paid services if desired.
1. Click the Add Package button, or highlight the appropriate package and click the Edit Package button.
2. The Add/Edit Package screen will appear.
3. Enter the following information:
l Package ID: up to an 18 alphanumeric code to designate the package
l Description: a longer description of the package name
l Comments: any applicable comments about the package
4. Select the Category if desired. New categories may be added by clicking the Edit button.
5. Click the Add Item by Searching button and the Look Up screen will appear. Select your item and
click OK.
6. You can also click the Add Item by ID button and type in the service or product ID and click OK.
7. Continue adding products and/or services until your package is complete.
8. You have the option to customize how you price packages. You can do a package price adjustment in
any of the three following ways:
a. Force: force the sum of all items to equal an exact amount. The Enter Package Price screen will
appear. Enter in the price of the package and click OK. This feature is useful if you would like to
offer several products and/or services for an even amount such as $100.
b. Percent Discount: apply a straight percentage discount. The Enter Percent Discount screen
will appear. Enter in the percent discount and click OK. This feature is useful if you would like to
offer several products and/or services with a specific discount off the retail price, i.e. 25% off.
c. Full Price: reset prices to their original amount. You can use this button if you make a mistake
when applying the percent discount or forced package amount.
Chapter 4: Services - Page 5 / 6
Chapter 4: Services
9. Click Save when finished.
Deleting a Package
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Click on the package you wish to delete.
Click the Delete Package button.
The Are You Sure? screen will appear.
Confirm that you would like to delete the package and click Yes.
Chapter 4: Services - Page 6 / 6
Products and Inventory
maintaining and controlling inventory flow
Products Overview
To access the Products screen, click the Products button/icon or select Edit Products from the Products
and Services drop-down menu.
When adding or editing a product, the Add Product/Edit Product screen is divided into seven main tabs:
1. General: product and pricing information.
2. Ordering: set reorder points and quantities. 123Pet will automatically add low stock count items to be
ordered based on your settings, but all orders must be approved and submitted to a vendor or a
supplier.
3. Balances: add or subtract from a client's training sessions or a client's balance when the ticket is
closed.
4. Aliases: use up to three different product aliases. This is useful if a supplier changes UPCs for a
product that you already have in stock.
5. Custom: add up to three custom description fields. Custom fields can be used to organize products for
printing or other purposes.
6. Loyalty Points: loyalty points are given when a product is sold. See the Loyalty Points Overview
section of this User's Guide for complete instructions.
7. Commission And Bonus: set the bonus an employee will gain or lose by selling the product, as well as
commission and bonus exceptions.
Adding or Editing a Product
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Click the Add Product button, or highlight the product to edit and click the Edit Product button.
The Add Product/Edit Product screen will appear.
Enter the appropriate information into each of the seven tabbed areas.
Click Save to save the changes. To add another product instead of returning to the Products screen,
click the Save and Add Another button.
Deleting a Product
NOTE: You can only delete a product if it has not been added to a ticket previously. Once it has been used, the product is
permanently saved to the database.
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Click to highlight the product to be deleted.
Click the Delete Product button located at the upper-left of the Products screen.
The Are You Sure? screen will appear.
Click the Yes button to permanently delete the product from the database.
Markup Products: The price of one or more products can be easily increased or decreased by a percentage.
This makes "across the board" price changes simple.
1. Highlight the products to be marked up. To select multiple but not all products, hold the Ctrl key and
select each product with the mouse.
2. Click the Markup button on the left-hand side of the screen.
3. Confirm your selections and click Yes.
4. Enter the percentage amount that you wish to increase each product. Enter a negative number if you
Chapter 5: Products and Inventory - Page 1 / 14
Chapter 5: Products and Inventory
would like to decrease the price.
5. Click OK.
6. Confirm that you have entered the correct percentage, and click Yes.
Searching for Products: there are two methods to search for products
1. Single product search: quickly search for a single product.
a. Select Search from the Products and Services drop-down menu.
b. The Look Up screen will appear.
c. Enter either the ID or the description of the product.
d. Search results will automatically generate based on the information provided.
2. Multiple product search: search for multiple products at one time.
a. Go to the Products screen.
b. Type any information relating to a product in the search field to filter the search results.
c. Alternatively, click the Advanced Search button to perform a more refined search.
l ID: brings up product(s) by part or all of the ID
l Description: brings up product(s) by part or all of the description
l Make: brings up product(s) of a specific make
l Category: brings up product(s) of a specific category
l Supplier: brings up product(s) from a specific supplier
l Status: narrow results by active, inactive, or both
l Taxable: narrow results by taxable, non-taxable, or both
l Type: narrow results by retail, backbar, or both
d. Search results will automatically generate based on the information provided.
Products - General Tab
1. Click the General tab.
2. Enter the following items.
a. Product ID: enter an ID up to 18 alphanumeric characters in length. You can create a number, or
you can use a barcode scanner to enter product SKU.
b. Description: enter a short detailed description of the product.
c. Make: enter the product Make or brand. Click the Edit button to add or edit makes.
d. Category: enter the product Category. Click the Edit button to add or edit categories.
e. Size: optionally enter a product Size, i.e. 6oz, Small, etc.
f. Wholesale Price: enter the price that you pay when ordering the product.
g. Retail Price: enter the price that you charge customers for the product.
h. Supplier: select the Supplier from the drop-down menu. See the Suppliers Overview section for
more information.
i. Quantity in stock: enter the current stock count of the product.
j. This product is a backbar product and is used to support services
k. This product is inactive and is no longer sold
l. Include this product in the Favorite list: use this to add the product to a list of your most
frequently sold/used items.
Chapter 5: Products and Inventory - Page 2 / 14
Chapter 5: Products and Inventory
m. Apply Sales Tax to this product: if the product is taxable.
3. Click Save to return to the Products screen.
Products - Ordering Tab
1. Click the Ordering tab.
2. Check the box labeled Auto Reorder if the product is to be automatically reordered. If this box is
selected, 123Pet will automatically place this product on the Ordering screen when the quantity in
stock equals or is less than the reorder point.
3. Enter the Reorder Point. This number will tell 123Pet when to add the product to the order list.
4. Enter the Reorder Quantity. This is the quantity that will be added to the order list.
5. If you would like to keep this item off the ordering screen until a certain date, enter the appropriate
date in the Hold Order Until field.
6. In the box on the right, any active purchase orders associated with this product will appear.
7. Click Save to return to the Products screen.
Products - Balances Tab
1. Click the Balances tab.
2. If applicable, enter the appropriate training information.
3. Select the following from the drop-down menu for when a product is sold:
l Don't change client's remaining Training Sessions: purchasing this product will not change a
client's training sessions balance
l Add to the client's Training Sessions: purchasing this product will add X training sessions to the
client's balance
l Subtract from the client's Training Sessions: purchasing this product will subtract X training
sessions from the client's balance
6. Click Save to return to the Products screen.
Products - Aliases Tab
1. Click the Aliases tab.
2. Enter up to three different aliases containing no more than 18 alphanumeric characters.
l Aliases allow a single product to have more than one Product ID.
l A common use for this feature is to allow products with printed labels containing old ID's to
bring up the same newer product when scanned. This often happens when a product supplier
changes a product's SKU or barcode label and you still have the same product with the original
ID on your shelf.
3. Click Save to return to the Products screen.
Products - Custom Tab
Chapter 5: Products and Inventory - Page 3 / 14
Chapter 5: Products and Inventory
1. Click the Custom tab.
2. Enter up to three user defined fields.
l These fields can be used to store any special pieces of information associated with this product.
l These fields are automatically updated when importing information from a data collector.
3. Click Save to return to the Products screen.
Products - Loyalty Points Tab
1. Click the Loyalty Points tab. See the Loyalty Points Overview section of the User's Guide for
complete instructions.
2. Enter the number of Loyalty Points the client earns with each purchase of this product.
3. Click Save to return to the Products screen.
Products - Commission And Bonus Tab
1. Click the Commission And Bonus tab.
2. Click the Exceptions button under Commission to enter any employee commission exceptions when
they sell this product.
3. If applicable, enter the amount of money the employee will receive or lose for each sale of this
product in the Bonus field.
4. Click the Exceptions button under Bonus to enter any employee bonus exceptions when they sell this
product.
5. Click Save to return to the Products screen.
Backbar Products Overview
Backbar represents the amount of the store's supplies that are used to perform in-shop services. For each
service performed by an employee, that employee may earn a commission based on a formula of (price
minus backbar) times commission percentage, or (Price$ - Backbar$) x Commission%.
For example, if a store charges its clients $50 for Groom (Medium) and pays its employees 50% commission
for all services. The store owner estimates that during a typical Groom (Medium), $10 worth of Doggie
Treats is used. The store owner may create a service in 123Pet called Groom (Medium) with a price of $50
and a backbar of $10. Based on the above formula, the employee would earn ($50-$10) x 50%, or $20 in
commission.
Tracking Backbar Product Inventory: the recommended way to track backbar product inventory is shown
below:
1. Add a ticket.
2. When it asks for which client this ticket is for, click the Backbar button on the Find Client screen.
3. Enter all backbar products that you wish to remove from inventory in the ID field. Because backbar was
selected for the client, 123Pet will change the price to $0.
4. Close the ticket.
Chapter 5: Products and Inventory - Page 4 / 14
Chapter 5: Products and Inventory
5. The items will be taken out of inventory.
6. Backbar is accounted for as General Ledger payments made to suppliers on your Profit and Loss
report.
7. If you wish to run a report to see how much your store has used in backbar products, perform the
following steps:
a. Go to the Reports drop-down menu.
b. Select More Reports, and then select Products.
c. Select Backbar Product Usage - Grouped by Category, Report #94.
d. Select the range of dates.
e. Click OK.
f. Report #94 allows you to view the total quantity and wholesale price of backbar products used.
8. You can also search for the "Back Bar" client to view a total spent on backbar items and all products
that were taken out of inventory and used for backbar.
Barcode and Printing Overview
Barcode Scanner: when purchasing a barcode scanner, you should purchase a USB barcode scanner. They
are easy to install and use.
You can use a barcode scanner to enter product IDs when adding products to inventory and when adding
products to tickets. For more information on editing tickets, see the Tickets Overview section.
123Pet carries a barcode scanner for purchase, and they are carried at many retail hardware distributors.
You can check our website for more information: http://www.123PetSoftware.com/hardwarepricing.aspx.
Printing Product Labels: 123Pet can print labels for your products using your printer and gum label sheets.
Optionally, these labels may contain barcode symbols for use with products that do not have pre-existing
barcode labels.
1. Click the Print Barcode Labels button/icon or select Print Barcode Labels from the Product and
Services drop-down menu.
2. The Select Labels to Print screen will appear.
3. Your products will appear in the List of Items section.
4. Highlight a product and click Add Selected Items for products you wish to print barcodes for.
5. Enter the quantity of barcode labels to print in the Quantity to Print column.
6. Click the Next button.
7. Select the type and size of label you want the barcode labels printed on in the Select Type of Label to
Use section.
8. Select the bar code style In the Barcode Type section. It is recommended to keep the setting on Code
128 Auto.
9. Optionally, type in a message to include on the labels in the Message section.
10. In the Other Items to Include section, select which items you wish to include on the labels: Bar code
symbol, ID, Description, and/or Price.
11. Click the Print button.
12. The Information screen will appear.
Chapter 5: Products and Inventory - Page 5 / 14
Chapter 5: Products and Inventory
13. If you click the Print button on the Information screen, it will print out the following note: "If your
labels do not print properly, you can adjust all margins and spacing by pressing the Edit Label button
on the previous screen." The size of the barcode symbol can also be edited on this screen.
14. Click OK to print your labels.
In the Search section, you can select to display services also. Labels can be printed for services. Some
businesses find it useful to print single sheets containing ID's and/or barcode symbols for their services that
they can keep near the register to speed up creating tickets.
Editing a Gum Label: editing the format of gum labels is available any time you print them. You may also
modify and/or add to the list of available label formats. You can modify labels after performing Step 7 in the
above steps for Printing Product Labels.
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Click the Edit Label button In the Select Type of Label to Use section.
The Edit Label screen will appear.
Make the appropriate changes to the label settings.
Click Select next to the Printer Name field to select a specialized printer if needed.
Click the Generate Test Document button to view the changes that you have made.
Click OK to return to the Print Labels screen.
Printing to a Dymo Label Printer: when printing Dymo labels that are one inch high, make sure the Paper
Size option in the Dymo printer driver is set to a label that is one inch high. The default is 30252, which is 1” high by 2 1/8” wide.
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Open the Devices and Printers on your Windows desktop.
Right-click on the Dymo printer and select Properties.
Click the Printing Preferences button.
Click the Advanced button.
You will now see the Paper Size option.
Select 30332 1 in x 1 in.
Inventory Overview
123Pet tracks your inventory. You can count your current inventory in three different ways:
1. By Hand: you can manually count your inventory and adjust the quantity in stock on the Products
screen.
2. With a Barcode Scanner: you can use your barcode scanner to count products. The products that are
scanned will be automatically added to your current inventory count.
3. With a Data Collector: you can use a wireless data collector to scan in products. The products that
are scanned can be automatically added to your current inventory count OR your entire inventory
counts can be overwritten. The advantage of using a data collector over a barcode scanner is that the
data collector allows you to take all data remotely and upload it into 123Pet. A barcode scanner
requires you to be on a 123Pet screen while counting inventory.
Updating your inventory will not create or keep a history of previous inventory totals for loss or shrink data.
It is best to save the inventory totals before doing an inventory count, and compare the totals after the
inventory is updated.
Chapter 5: Products and Inventory - Page 6 / 14
Chapter 5: Products and Inventory
Counting Inventory by Hand
1. Click the Products button/icon or select Edit Products from the Products and Services drop-down
menu.
2. From the Products screen, print a list of current product quantities.
3. Manually count your store inventory and compare the inventory counts to the printed list.
4. Make the quantity adjustments in 123Pet from the Edit Product screen.
Counting Inventory Using a Barcode Scanner
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Select Update Inventory with Barcode Scanner from the Products and Services drop-down menu.
The Barcode Inventory Update screen will appear.
Take the mouse and click in the ID column.
Scan in the product using the barcode scanner.
Enter the quantity.
Click OK.
Repeat Steps 3-6 for each product.
You can print barcode labels for your new products before updating your inventory counts. Simply click
the Print Barcode Labels button and 123Pet will automatically know the quantity of labels to print for
the items just scanned.
9. Click the Update Inventory button when finished scanning.
Counting Inventory with a Data Collector: You can purchase a wireless data collector and use it to count
your inventory. The quantity of products scanned can be added to the existing 123Pet database inventory or
you can overwrite existing inventory counts.
1. Turn the data collector on by pressing the orange ON button located in the lower right-hand corner of
the data collector.
2. Remove the data collector from its stand.
3. Press the ESC key if necessary until the main menu appears.
4. There should be three options:
l Collect Data: collects the scanned data
l Upload Data: upload the scanned data to 123Pet
l Utilities: other features on the data collector
5. Press 1 for the Collect Data option.
6. Press the large yellow button located in the center of the data collector and scan your first product.
You should see a red light appear while scanning.
7. If desired, change the Qty (Quantity) of product by typing in the amount and then pressing the Return
button. The Return button is yellow and has a sideways arrow on it.
8. Repeat Step 6 and Step 7 until all products are scanned.
9. Press the ESC button until you are at the menu that shows the following three options:
l Collect Data
l Upload Data
l Utilities
10. Press 2 for Upload Data and return the data collector to its base. Be sure it is placed firmly on its base
and is properly connected.
Chapter 5: Products and Inventory - Page 7 / 14
Chapter 5: Products and Inventory
11. Select Acquire Inventory From Data Collector from the 123Pet Products and Services drop-down
menu.
12. The Data Collector screen will appear.
13. Select the COM Port, i.e. COM1 or COM2, that your data collector is plugged into.
14. Click Add Inventory to add the counted inventory to your existing inventory.
15. Click Re-inventory if you would like to replace your existing inventory with the information recorded in
the data collector.
16. Click the Receive From Data Collector button.
17. Your business' current stock count, quantity counted with the data collector, and discrepancy will
appear. The Discrepancy column shows the current stock count minus the quantity just counted with
the data collector.
18. Make any desired changes and click the Update Inventory button.
19. After your inventory is updated, it is a good idea to delete any product counts in the data collector.
Simply Press 1 to delete all data. This will avoid any double counting of inventory in the future.
Suppliers Overview
The Suppliers screen facilitates tracking of suppliers transactions. You can add, edit, print, and associate
products with suppliers that you enter on the Suppliers screen. To access the Suppliers screen, select Edit
Suppliers from the Products and Services drop-down menu.
Adding or Editing a Supplier
1. Click the Add Supplier button, or highlight the supplier to edit and click the Edit Supplier button.
2. The Add Supplier/Edit Supplier screen will appear.
3. Enter the supplier's information: name, address, phone number, products supplied, e-mail address,
etc.
4. In the Comments and Notes section, you may optionally enter in the currency amount that you have
spent with this particular supplier.
5. You can click the History and Other Notes button to enter the dates of orders, what was ordered, and
the status of the order.
6. Optionally, enter information in the Print on check as field. This information is for the To section
when creating a check for a supplier.
7. Click Save to exit back to the Suppliers screen, or Save and Add Another to continue adding
suppliers.
Deleting a Supplier
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Click to highlight a supplier.
Click the Delete Supplier button.
The Are You Sure? screen will appear.
Click Yes to permanently delete the supplier from the database.
Viewing and Editing Supplier History: you can record any type of text you wish regarding supplier history
and information.
1. Click to highlight a supplier.
Chapter 5: Products and Inventory - Page 8 / 14
Chapter 5: Products and Inventory
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Click the Edit Supplier button.
The Edit Supplier screen will appear.
Click the History and Other Notes button located at the bottom of the Edit Supplier screen.
The Supplier History screen will appear.
To add supplier history, type the information on the screen.
Click Print to print the supplier history.
Click OK to exit the Supplier History screen.
Printing Suppliers
1. You can sort and customize the list of suppliers to include certain fields.
a. Click Customize View in the left-hand column.
b. Use the Add and Remove, and the Move Up and Move Down buttons as needed to make the
desired changes to the Selected section.
c. Click the OK button to return to the Suppliers screen.
2. Click on the column headings, i.e. Name, to alphabetically sort by that column.
3. Click the Print List button.
4. The Print Options screen will appear.
5. Select the printer and page range options.
6. Click Print.
Ordering Overview
123Pet can help you manage your product ordering by keeping an organized list of all the products that need
to be ordered, as well as providing you with purchase orders that can be e-mailed, faxed, or mailed directly
to your suppliers. Once a purchase order is created and saved, it can be found by selecting Edit Purchase
Orders from the Accounting drop-down menu.
To access the Product Ordering screen click the Ordering button/icon or select Product Ordering from the
Products and Services drop-down menu.
1. Click the Products button/icon or select Edit Products from the Products and Services drop-down
menu.
2. Double-click the product to order, or highlight the product and click the Edit Product button.
3. Click the Ordering tab.
4. Click the Order this Product Now button.
5. The Add Purchase Order window will open. Once completed, submit to Supplier for order fulfillment.
Setting Products For Auto Reordering: automatically add products to the Products the Need to be
Ordered list when they reach a certain stock level.
1. Click the Product button/icon or select Edit Products from the Products and Services drop-down
menu.
2. Either double-click on the product, or highlight the product and click the Edit Product button.
3. Click the Ordering tab.
4. Check the Auto Reorder box. This product will be added to the reorder list when the quantity in stock
is equal to or less than the reorder point.
Chapter 5: Products and Inventory - Page 9 / 14
Chapter 5: Products and Inventory
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6.
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Enter the product Reorder Point.
Enter the Reorder Quantity, or the number of products to order.
Optionally check the Hold Order Until box to not reorder products until a certain date.
Click Save when finished.
When your product count falls below the reorder point entered in Step 5, you will receive a pop-up message
if the Pop-up Product Reordering option is enabled, and the product will be automatically added to the
Products that Need to be Ordered list.
Pop-Up Product Reordering Options: an pop-up message can be set to appear when one or more products
need to be reordered. You can click the top of the pop-up reordering reminder window and drag it to keep it
from disappearing.
1. Select Pop-Up Reorder Options from the Tools drop-down menu.
2. Select the notification options you prefer.
l Every time a ticket is closed: displays the pop-up reorder reminder every time a ticket is closed
l Every |___| hours: displays the pop-up reorder reminder at a selected hourly interval
l Once a day: only displays the pop-up reorder reminder once per day
l Do not show pop-up reorder reminder: disables the pop-up reorder reminder
3. Click OK.
Ordering Products
1. Click the Ordering button/icon or select Product Ordering from the Products and Services dropdown menu.
2. In the Display section, select Products that need to be ordered. Inactive products will not appear on
the Ordering screen.
3. A list of products that need to be ordered will appear. Any product from this list can be added to a
purchase order, or PO. If you wish to take a product off the Ordering screen, uncheck the Auto
Reorder box on that product.
4. Highlight the items to add to the purchase order and click the Order Items button, or double-click on a
product that you would like to place on order. To put several products on the same purchase order,
click to highlight all items that need to be ordered by clicking the left mouse button while holding the
Ctrl key, then press the Order Items button. A purchase order with all items that you have highlighted
will be created.
5. The Add Purchase Order screen will appear.
6. The description, size, make, category, wholesale price, and quantity ordered will automatically
populate.
7. The quantity ordered is calculated by adding the reorder quantity plus the reorder point minus the
stock count.
8. Select the supplier from the drop-down list in the Supplier Information section.
9. Leave the status as Open.
10. Optionally set a Date due date.
11. Click the Save button and the product will be shown as being put on order.
12. You will be returned to the Ordering screen.
13. In the Show field, you can select from the following choices to view the status of your product
Chapter 5: Products and Inventory - Page 10 / 14
Chapter 5: Products and Inventory
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ordering:
l Products that need to be ordered: products that need to be ordered
l Products on order: products that have been added to purchase orders
¡ All orders: all purchase orders
¡ Orders in process: products that have been added to purchase orders but not received
¡ Complete orders: products that have been added to purchase orders that have been
received
¡ Incomplete orders: products that have been added to purchase orders, but only some
have been received
To physically place the order after the purchase order has been saved, you should call, fax, or e-mail
the supplier the purchase order. You can e-mail a purchase order to a supplier from the Purchase
Orders screen.
Click the POs button or select Edit Purchase Orders from the Accounting drop-down menu.
Highlight the purchase order to e-mail.
Click the E-mail PO button.
Printing Products on Order
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Go to the Product Ordering screen.
Make the appropriate products on order selection in the Display section.
Click the Customize View button on the left to add or remove columns as desired.
You can use the Add, Remove, and Move Up and Move Down buttons to customize the information
to view.
Click OK to return to the Product Ordering screen.
Sort to the desired display by clicking a column heading, such as Product ID.
Click the Print List button.
The Print Options window will appear.
Make the appropriate print option selections and click Print.
Receiving Ordered Products
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Go to the Product Ordering screen.
Select Products on order in the Show field.
Select Orders in process.
Double-click on the purchase order with the products you received.
The Edit Purchase Order screen will appear.
Enter the quantity of the product received in the Qty Received column.
Edit any fields that may have changed, i.e. you can edit the shipping and wholesale prices if they have
changed.
If the quantity received is greater to or equal to the quantity ordered, the Status column will be
changed to Complete.
Change the PO Status to Closed.
Optionally select a Date closed date.
If the quantity received is less than the quantity ordered, the Status column will be listed as
Incomplete, and the purchase order status should remain Open.
Chapter 5: Products and Inventory - Page 11 / 14
Chapter 5: Products and Inventory
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Click the This PO has been paid box if this purchase order has been paid for already.
Click the Add items to general ledger box if you would like to add these items to the general ledger.
Click the Save button.
Your stock count will automatically update and the quantity received will add to the current quantity in
stock.
16. If you selected Add items to general ledger the Edit Ledger Entry screen will appear.
17. Fill out the information and click Save. See the General Ledger Overview section for more information
on ledger entries.
If you have numerous products on the purchase order and you wish to mark them all as being received,
simply click the Mark All Received button and save the purchase order as you normally would.
To easily print your own barcode labels for the products on the purchase order, click the Print Labels button
to go to the Print Barcode Labels screen.
Purchase Orders Overview
You have the ability to create, edit, delete, print, and e-mail purchase orders. A purchase order, or PO, is a
commercial document used to request someone to supply something in return for payment. PO's are
typically sent to suppliers when ordering products.
The PO screen can be accessed by clicking the POs button/icon, or by selecting Edit Purchase Orders from
the Accounting drop-down menu.
Purchase Orders can be organized according to status, date, or supplier name.
Adding or Editing a Purchase Order: purchase orders are also added when the product is put on order from
the Ordering screen.
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Click the Add PO button, or highlight the PO to edit and click the Edit PO button.
The Add Purchase Order/Edit Purchase Order screen will appear.
Select the date created in the Date created field. The current date will appear by default.
Optionally select a Date due.
Select the Status as one of the following:
l Open: the PO is still open and you are awaiting receipt of products on the PO or you need to pay
the supplier
l Closed: once items are received and you have made the payment to the supplier the PO is
considered closed. You can optionally check the Add items to the General Ledger box if you
would like to add the items on the PO to the General Ledger
Type in the product ID in the ID column. If you want to search for the ID in the ID column, double-click
the space, select your product from the list, and click OK.
After selecting a product ID, the following columns will automatically populate: Description, Make,
Size, Category, and Wholesale Price. These columns' values are based on what you have entered
from the Products screen.
Enter the quantity you would like to order in the QTY Ordered column.
Repeat Steps 6-8 for each item to add to the PO.
Enter the shipping cost.
Chapter 5: Products and Inventory - Page 12 / 14
Chapter 5: Products and Inventory
11. Select the supplier that the PO is going to in the Supplier Information section. If the supplier has
already been added to the database, the appropriate fields will populate when the supplier is
selected. You can add a new supplier by clicking the Add Supplier button.
12. Click the Save button.
13. To physically place the order with the supplier, you can now e-mail, fax, or call the supplier with the
purchase order.
Deleting a Purchase Order: if a purchase order is deleted and products are set for auto-reordering, the
deleted products will be added back to the Products that need to be ordered list.
1. Use the Search by Status and Date Range sections to display the appropriate POs. It is ok to leave
those sections set at All.
2. Highlight the appropriate PO.
3. Click the Delete PO button.
4. The Are You Sure? screen will appear.
5. Verify your selection and click Yes to permanently delete the PO from the database.
E-mailing a Purchase Order:
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Highlight the appropriate PO to e-mail.
Click the E-mail PO button.
The E-mail screen will appear.
Most of the fields will be auto-populated based on the supplier entry. Enter the following information
if any fields are missing:
l Name: your contact at the supplier
l E-mail: the contact e-mail address
l Subject: the subject matter of the e-mail
l E-mail To Body: the body of the e-mail
l E-mail From Body: if you wish to include any message in the 'From' section of the purchase
order
5. Click Send to send the purchase order via e-mail.
6. Click OK.
Printing Purchase Orders: before printing a purchase order, the print format must be set up.
1. Click the Print Setup button.
2. The Purchase Order Print Setup screen will appear.
3. Modify the following information to suit your needs:
l From: this field should contain your business information
l Comment: any other comments you would like to include
l Graphic file: if you would like to print a graphic on the purchase order, i.e. a company logo, click
the Select button to choose the fill from your computer.
l Top: graphic's distance from the top of the PO
l Left: graphic's distance from the left side of the PO
l Height: graphic's height
l Width: graphic's width
4. Click OK.
Chapter 5: Products and Inventory - Page 13 / 14
Chapter 5: Products and Inventory
There are two ways to print an existing purchase order or purchase orders.
1. Individual PO
a. Click to highlight the purchase order.
b. Click the Print Single PO button.
c. The Printing Options screen will appear.
d. Make the appropriate printer and page selections and click the Print button.
2. PO List
a. Click the Customize View button.
b. Use the Add and Remove, and the Move Up and Move Down buttons to organize the Display
column.
c. Click OK to return to the Purchase Orders screen.
d. Click on a column heading to organize the list as desired.
e. Click the Print List button.
f. The Printing Options screen will appear.
g. Make the appropriate printer and page selections and click the Print button.
Chapter 5: Products and Inventory - Page 14 / 14
Clients and Pets
keeping track of client and pet information
Clients Overview
Maintain a record of your clients, including their previous visits to your business, purchases, history, notes,
and photographs. Client information can be reviewed and printed to support appointments, and it can be
used to tailor marketing campaigns to meet specific needs.
To access the Clients screen, click the Clients button/icon or select Edit Clients from the Clients drop-down
menu.
When adding or editing a client, the Add Client/Edit Client screen is divided into seven main tabs:
1. Contact Information: address, phone number, e-mail address, birthday, anniversary, and other
details.
2. History: client notes, visit and no show history, preferred employee, pre-paid balances, and many
other details.
3. Balance and Loyalty Points: client credit balance, and current loyalty points earned.
4. Document Tracking: the completion status of required documents, and linked customer specific
documents.
5. Marketing: how your clients find you.
6. Pictures and Other: store pictures, create a pop-up alert notifications, set a default discount, and
store family information.
There are three client information buttons available at the bottom of each tab:
1. Notes: this button brings up a detailed client notes screen.
2. Purchase History: this button is not available until after you first save the client to the database. This
button brings up detailed purchase and appointment history screen. It is divided into seven tabs:
a. Upcoming Appointments: all upcoming appointments.
b. Previous Products: a list of previous product purchases.
c. Previous Services: a list of previous service purchases.
d. Previous Other: a list of other transactions, such as gift certificates, returns, etc.
e. No Shows: a list of appointments that the client never showed up for.
f. Canceled: a list of appointments the client canceled.
g. Voided: voided tickets that the client is listed on.
3. Pre-Paid Service: brings up a screen detailing the client's pre-paid services.
Adding or Editing a Client
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Click the Add Client button, or highlight the client to be edited and click the Edit Client button.
The Add Client/Edit Client screen will appear.
If it's a new client, a Client ID will be automatically assigned.
Enter the appropriate information in the various tabs.
Click the Save button.
Deleting a Client
NOTE: Once a client has been associated with a ticket, that client can no longer be deleted from the database.
Chapter 6: Clients - Page 1 / 20
Chapter 6: Clients
1. Click to highlight the client to be deleted.
2. Click the Delete Client button.
3. Click the Yes button to permanently delete the client from the database.
Searching for Clients: there are two ways to search for clients
1. Clients button/icon: search for a client or list of clients based on a number of different search filters.
All clients that meet the search criteria appear in the Clients Table.
a. Click the Clients button/icon or select Edit Clients from the Clients drop-down menu.
b. Type any client information in the search field to search the client list.
c. Alternatively, click the Advanced Search button to perform a more refined search.
l Client ID: narrow results by Client ID
l First name: narrow results by first name
l Last name: narrow results by last name
l City: narrow results by city
l E-mail: narrow results by e-mail
l Phone number: narrow results by phone number
l Category/class: narrow results by client category or class
l Referral type: narrow results by referral type
l Show only active clients: include only clients marked as active
l Only clients with pictures: include only clients with pictures in search
l Last visit: include only clients with a last visit on, before, or after a specified date
d. Enter information about the client as needed to define the search, i.e. entering "Mary" as a First
name will produce a list of all clients named "Mary"; entering a First name of "M" and a Last
name of "Jones" will produce a list of all clients with the last name "Jones" and a first name
beginning with "M".
e. Leaving a field or fields blank causes the search to ignore that subject as a criterion.
f. To return to the full clients list, click Clear Search.
2. Client Info button/icon: search for a single client according to name, or partial name, and phone
number to view his or her information. The Client Info button/icon is useful for locating and reviewing
information for a specific client. Since a photograph of the client can be included in Client Information,
this feature can also be used to confirm the identity of a client.
a. Click the Client Info button/icon or select View Client Information from the Clients drop-down
menu.
b. The Find Client screen will appear.
c. Use the search options to find the client.
d. Click OK.
e. This screen will show a complete current history of the client.
f. Click OK when finished viewing the information.
Client ID Card: you can track each customer by his or her driver's license, or with another ID card. This
allows for easy searching for a client's information.
1. Add or edit a client for whom you wish to store a Client ID card.
2. The Client Information screen will appear.
Chapter 6: Clients - Page 2 / 20
Chapter 6: Clients
3. On the Contact Information tab, next to the Drivers Lic or ID Card field, click the Scan button.
4. Swipe the license or ID card through your magnetic stripe reader, or scan the ID card with a barcode
scanner.
5. Click Save.
Once you store a client's ID card information, you can look up the client up by clicking the Client Info
button/icon or when adding a ticket on the Find Client screen. Click the Card button and swipe or scan the
card to bring up the client information.
Merging Clients: you can merge two clients that have the same or similar information.
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Select Merge Clients from the Clients drop-down menu.
Click the Select Client 'A' button to select the first client.
The Find Client screen will appear.
Use the search options to find the client and click OK.
Click the Select Client 'B' button to select the second client.
Repeat Steps 3-4.
Information that is different between Client A and Client B will be highlighted in red.
For items in red, you must select the appropriate information between Client A or Client B. Once the
selection is made, the information selected will turn from red to yellow. Yellow boxes indicate the
information used when the clients are merged. All information in boxes that are not yellow will be
discarded when the two clients are merged.
9. Click the Merge button and click OK.
Printing a List of Client Information
1. Click the Customize View button on the left to add or remove columns as desired.
2. You can use the Add, Remove, and Move Up and Move Down buttons to customize the information
to view.
3. Click OK to return to the Clients screen.
4. You can limit the information to print using the Search and/or Status sections.
5. Sort to the desired display by clicking a column heading, such as Client ID.
6. Click the Print List button.
7. The Printing Options screen will appear.
8. Make your printer and page selections and click Print.
Clients - Contact Information Tab
1. Click the Contact Information tab.
2. Enter the appropriate information in each field:
a. General
i. Client ID: auto-populates. Click the Change ID button to assign a different ID.
ii. First name: client's first name.
iii. Last name: client's last name.
iv. This client is inactive: check this box if the client is no longer active.
b. Phone
Chapter 6: Clients - Page 3 / 20
Chapter 6: Clients
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Home: client's home phone number.
Work: client's work phone number.
Mobile: client's mobile phone number.
Auto Format: check this box to have phone numbers auto format after entering the
numbers in. Click the Format button to change the auto format style.
v. Set as Primary Number: check the box for the primary contact number.
Address
i. Address: client's address. Click the Show Address Line 2 button to add a second address
line for P.O. Box or Apartment information.
ii. ZIP: client's postal code.
iii. City: client's city.
iv. State: client's state.
v. Determine city and state based on ZIP: check this box to have the City and State fields
auto-populate after entering the ZIP.
Miscellaneous
i. Gender: client's gender.
ii. Title: client's title. Click the Edit button to customize the Title list.
iii. Occupation: client's occupation. Click the Edit button to customize the Occupation list.
iv. Birthday: click Select to enter the client's birthday. Click the Show Year button to include
the birth year. Click Clear to remove the birthday information.
v. Anniversary: click Select to enter the client's anniversary. Click the Show Year button to
add the year they were married. Click Clear to remove the anniversary information.
Reference
i. E-mail: client's e-mail address. Click the E-mail button to the right of the field to e-mail the
client directly through 123Pet.
ii. SMS text number: client's SMS text number. This will be the client's mobile phone number
with area code and the SMS gateway, i.e. @txt.att.net.
iii. Driver's license or ID card: add an ID card for ease of client look up.
iv. Category and class: add any number of client categories and classes. Click the Edit button
to set the categories list.
v. File link: 123Pet will link to a file from your computer to the client. Click the Select button
next to the File link field, select the file off your computer and click Open to save the file
to the client. Click the Open button next to Select to view the file.
vi. Comment: add a comment about the comment, i.e. Frequently late for appointments, etc.
vii. Show comment when creating or editing a ticket: check the box to show the client
comment when creating or editing tickets.
Contact Options
i. Do not send promotional e-mails to this client: client will be excluded when generating
e-mail marketing campaigns.
ii. Do not send postal mail to this client: client will be excluded when generating postal
mail marketing campaigns.
iii. Do not call this client by phone: check this box if the client requests not to be called.
iv. Send appointment reminders to: E-mail address: check this box to send automatic
Chapter 6: Clients - Page 4 / 20
Chapter 6: Clients
appointment reminders to the client's e-mail address.
v. Send appointment reminders to: SMS address: check this box to send automatic
appointment reminders to the client's SMS text address.
vi. Primary contact: check this box if the client is the primary contact for a family unit.
3. Click Save to return to the Clients screen.
Clients - History Tab
1. Click the History tab.
2. The history information is divided into six sections:
a. Totals: the total amount (including sales tax) that the client has spent.
b. Visit History: shows the date of the first and last visits, and the total number of client visits.
c. First Employee to See Client: the first employee to service the client. Click Select to choose a
different employee than the one shown.
d. Last Employee to See Client: the last employee to service the client. Click Select to choose a
different employee than the one shown.
e. Preferred Employee: set an employee that the client prefers for services. Click Select to choose
the preferred employee.
f. No Show: if the client was a no show for the last scheduled appointment, this box will be
checked. A risk factor is listed calculated on the number of scheduled appointments vs. no
shows. Click the View No Show Report button to view a list of recent no shows.
3. Click Save to return to the Clients screen.
Clients - Balance and Loyalty Points Tab
1. Click the Balance and Loyalty Points tab.
2. The tab is divided into two sections:
a. Balance: view the balance the client owes, if any, or the business owes the client, along with an
explanation of what is owed. Balances are tracked automatically when a ticket affecting the
client's balance is closed. You can click the View Balance History button to view all
credits/debits applied to the client's account. You can make manual adjustments to the client's
balance if needed.
i. Choose to make the adjustment to the client's balance from the following buttons:
l Set to Exact Value: set a client's balance to an exact amount
l Adjust by Adding Credit: add to the client's credit, or remove the amount of money
a client owes the business
l Adjust by Removing Credit: reduce the client's credit, or add to the amount of
money a client owes the business
ii. After clicking one of the above buttons, enter the proper numerical amount.
iii. Click OK to return to the Balance and Loyalty Points tab.
b. Loyalty Points: view the current loyalty points balance of the client. Loyalty points are tracked
automatically when a ticket affecting the client's balance is closed, but they need to be actively
utilized before they can be tracked. See the Marketing Chapter for more information on how
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Chapter 6: Clients
loyalty points are used. You can click the View Loyalty Point History button to view how the
loyalty points have been earned and used. You can make manual adjustments to the client's
balance if needed.
i. Choose to make the adjustment to the client's loyalty points from the following buttons:
l Set to Exact Value: set a client's loyalty points to an exact amount
l Increase Points: add to the total number of loyalty points
l Decrease Points: reduce the total number of loyalty points
ii. After clicking one of the above buttons, enter the proper numerical amount.
iii. Click OK to return to the Balance and Loyalty Points tab.
3. Click Save to return to the Clients screen.
Clients - Document Tracking Tab
1. Click the Document Tracking tab.
2. There are two options for tracking customer documents and information:
a. Generic Document Information: track the completion status of any generic document that has
already been entered; see the Options Overview section for more information on adding
generic client documents.
i. The name(s) of the document(s) that you can track the completion status for will be listed
under every client. Highlight the document and click the Edit Status button.
ii. The Edit Document Status screen will appear.
iii. Choose one of the following selections from the Current Status drop-down list:
l Incomplete: not started
l Complete: finished
l Pending: awaiting approval
l In Process: started but not finished
l Unknown: no known status
iv. You can change or add status options with the Edit button next to the Current Status field.
v. Beneath the Current Status field, you can track up to four records of past histories for this
document, i.e. you can enter in a status of Pending for 3/1/11 and In Process for 4/1/11.
vi. Repeat Steps i-iii for each generic document.
vii. Click the OK button to return to the Document Tracking tab.
b. Unique Document Information: documents unique to the specific client. Link complete folders,
and specific documents that can be opened directly through 123Pet. You can set an unlimited
number of unique documents that can be assigned to each client in the Unique Document
Information section.
i. To link a folder directly to the client, click the Select button next to Folder Location.
ii. Locate the appropriate folder on your computer and click OK.
iii. Click the Add Document button to add a specific document.
iv. The Add Document screen will appear.
v. Type in the document name, i.e. Service Agreement or Legal Disclaimer.
vi. Select the document type from the drop-down list.
vii. Click the Edit button to create a type that's not currently listed.
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Chapter 6: Clients
viii.
ix.
x.
xi.
Click the Select button to select the document off of your computer and click Open.
Click OK when finished to return to the Document Tracking Options screen.
Repeat Steps iii-ix for each unique document to add.
To remove or edit a document, highlight the desired document and click the Edit
Document button or the Remove Document button.
xii. Click Open Document to open the document from 123Pet. You must already have a
program capable of opening the linked file type.
xiii. Click the Edit Status button to change the completion status of the unique document if
desired.
3. Click Save to return to the Clients screen.
Clients - Training Tab
The client's training sessions information is automatically updated when a ticket is closed that features a
service or product that increases or decreases the training sessions balance. Training can be any service
that is provided on a sessions to sessions basis. Both training and sessions can be changed to better suit
the needs of your business. Training sessions can be manually adjusted if needed.
1. Click the Training tab.
2. Manually change the Sessions balance to a number of your choosing by clicking in the Balance field
and entering a number.
3. Adjust the number in single steps using the arrows next to the Balance field.
4. Use the Adjust button to adjust the balance by a defined number: positive adds sessions, and
negative subtracts sessions.
5. Use the Clear button to reduce the sessions to zero.
6. Click Save to return to the Clients screen.
Clients - Marketing Tab
1. Click the Marketing tab.
2. The Marketing tab allows you to track how new clients are referred to your business in two ways:
a. Client Referral: if the new client was referred by a current client.
i. Click the Select button to select the client that referred this client to your business.
ii. Select the appropriate client from the list and click OK.
iii. Check the The above client has received credit for referring this client. box if the
referring client has already received credit. If not, leave this box unchecked. Report #58
(Client Referrals - Not Credited) can be run later to check for referrals not credited.
b. Marketing Referral: if the new client was referred to your business by some other means.
i. Select how the client heard about your business from the list of Referral Types.
ii. Use the Edit button to customize your list of Referral Types.
iii. Click the Add button for each type of marketing referral that you would like to appear.
iv. Click OK when finished to return to the Marketing tab.
3. Click Save to return to the Clients screen.
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Chapter 6: Clients
Clients - Pictures and Other Tab
1. Click the Pictures and Other tab.
2. The Pictures and Other tab is divided into six sections:
a. Pictures: manage client photos.
i. Click the Manage Pictures button.
ii. The Picture Manager screen will appear.
iii. Pictures can be imported from the computer, a camera, or a scanner.
iv. Organize your pictures by type and category, and filter by date.
v. For more information on picture management, see the Pictures Overview section.
vi. Click Close to return to the Pictures and Other tab.
b. Reminders: manage specific client reminders.
i. Click Add Reminder to add a reminder to the client.
ii. The Add Reminder screen will appear.
iii. Enter the pertinent information regarding the reminder.
iv. For more information on reminders, see the Reminders Overview section in the
Employees and Scheduling chapter.
v. Click OK to return to the Pictures and Other tab.
vi. Click View Reminders to see all the reminders associated with this specific client.
vii. Click OK to return to the Pictures and Other tab.
c. Secure Information: encrypt important client information.
i. Click the Edit Secure Information button.
ii. The Encrypted Client Information screen will appear.
iii. Enter the secure client information. This information is encrypted in the database.
iv. Optionally add a date stamp by clicking the Insert Date Stamp button.
v. Click OK to return to the Pictures and Other tab.
d. Default Discount: set standard service and product discounts specific to this client. This can be
used for clients that are members, premium clients, etc.
e. Family: set spouse and children names for quick reference.
f. Pop-Up Alert: enter alerts that will pop-up every time the client is added to a ticket, or a ticket
with the client is edited. The pop-up alerts can be used for medical alerts, or any other pertinent
information connected to the client.
3. Click Save to return to the Clients screen.
Client Balances and Training Sessions Overview
Client Balances: Each client can have an associated balance with the business, either an amount due or an
amount of credit. There are three ways to adjust a client's balance.
1. Adjusting Balances with Products and Services: when a product or service is purchased the client’s
balance can be updated if that product or service has been set up to make adjustments to the balance.
See the Products Overview or the Services Overview sections for more information. The balance will
be updated when the ticket containing the product or service is closed.
Chapter 6: Clients - Page 8 / 20
Chapter 6: Clients
a. Create a product or service with the appropriate balance selection.
b. Select Add New Ticket from the Tickets drop-down menu. See the Tickets Overview section in
the Appointment Book chapter for more instructions on creating tickets.
c. Select the client that requires a balance adjustment.
d. Enter the appropriate product or service that uses the balance updating feature.
e. Enter in the remaining information on the ticket and close it.
f. When the ticket is closed, the adjustment to the balance will be added to the client's record.
2. Special Button: from the Tickets screen you can add credit to a client's balance, use a client's
available credit, and add the amount due to the client's balance with the Special button.
a. Adding Credit with the Special Button: adding credit to a client's balance is useful if the client
is putting a down payment or a deposit on a procedure or service that your business offers. It
can also be used if the client wants to pay off his or her balance. The client's added credit will
appear in the Credits Added field of the Totals report.
i. Select Add New Ticket from the Tickets drop-down menu.
ii. Select the client's name in the Find Client screen.
iii. Click the Special button on the Ticket Information screen.
iv. Select Client Balance. If a independent contractor is selected on the ticket as performing
the service or selling the product, the Client Balance feature is disabled.
v. Select Add Additional Credit/Pay Off Balance.
vi. The Enter Credit Amount screen will appear.
vii. Enter in the amount and click OK.
viii. Close the ticket.
b. Using Available Credit with the Special Button: use the current available credit to pay off a
ticket's balance.
i. Select Add New Ticket from the Tickets drop-down menu.
ii. Enter a product or service.
iii. Click the Special button.
iv. Select Client Balance.
v. Select Use Available Credit.
vi. The Enter Credit Amount screen will appear.
vii. Enter in the amount of credit to use and click OK.
viii. The ticket will be adjusted by the appropriate amount.
ix. Close the ticket.
c. Adding the Amount Due to a Client's Balance: sometimes you may wish to add the amount
from a purchase to a client's balance. This may happen if a loyal customer forgets his or her
wallet. You can add the amount due to the client's balance, and the next time the client comes
in he or she can pay you. The amount due that was added to the client's balance will appear in
the Credits Used section of the Totals report.
i. Select Add New Ticket from the Tickets drop-down menu.
ii. Add a product or service.
iii. Enter the available tender amount if any. This could be $0 or an amount due that is less
than the total tender being paid.
iv. Click the Special button.
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Chapter 6: Clients
v. Select Client Balance. If a independent contractor is selected on the ticket as performing
the service or selling the product, the Client Balance feature is disabled.
vi. Select Close Ticket And Add Amount Due to Client's Balance.
vii. The Tender Less Than Total warning will appear.
viii. Click the Record Amount Due button to close the ticket and add the amount due to the
client's balance.
3. Manually Adjusting Balances: sometimes you may not want to create a ticket to adjust a client's
balance. The balance can be manually changed through the client's profile on the Balance and
Loyalty tab.
a. Click the Clients button/icon or select Edit Client from the Clients drop-down menu.
b. Double-click the client, or highlight the desired client and click Edit Client button.
c. The Client Information screen will appear.
d. Click the Balance and Loyalty Points tab to view the balance the client owes or has available.
e. Make the manual adjustments with the following buttons:
l Set to Exact Value: set the balance to an exact value
l Adjust by Adding Credit: credit the client with a balance to use for later purchases
l Adjust by Removing Credit: debit the client with a balance owed to the business
f. Click Save to exit.
Training Sessions: track the number of training sessions for each client, as well as the total number of
training sessions each client has purchased or used. The item and the units can be changed. For example,
"sessions" can be changed to "visits", and "training" can be changed to any other word that describes
services that your business offers. There are two ways to adjust a client's training sessions balance.
1.
2.
3.
4.
5.
Select Options from the Tools drop-down menu.
Click the Clients tab
Click the Client Options button.
Change the Item name and the Units.
Click OK to save the changes.
There are two ways to track training sessions:
1. Automatically with Products and Services: you must first create a product ID or service ID to
automatically update a client's training sessions when that item or service is sold. See the Products
Overview or Services Overview sections for more details on how to do this.
a. Select Add New Ticket from the Tickets drop-down menu.
b. Select the client whom the training sessions balance is being changed for.
c. Enter the appropriate product ID or service ID configured to automatically update a client's
training sessions when that item is sold. If this is a feature that your business will be using, it is
recommended that separate products or services be created to add and subtract specific
amounts of training sessions. This will not only reflect in totals and sales, but it will also allow
better sessions management.
d. When the ticket is closed, the appropriate amount of training sessions will be added or
subtracted.
2. Manually Adjust Training Sessions: Sometimes you may not want to create a ticket to adjust the
sessions. Instead, you may wish to quickly access the client information and adjust the sessions.
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Chapter 6: Clients
a.
b.
c.
d.
Add or edit the appropriate client.
The Client Information screen will appear.
Click the Training tab.
Use the Adjust and Clear Balance buttons appropriately to change the number of training
sessions remaining.
e. Click Save.
Client No Show Overview
A client is considered as a no show if he or she does not show up for his or her appointment and does not
call to cancel or reschedule.
1.
2.
3.
4.
5.
6.
If a client fails to appear for a scheduled appointment, open the scheduled appointment ticket.
Click the No Show button.
The Mark Ticket No Show screen will appear.
Enter a comment if desired.
Click OK.
The ticket will be closed and the no show will be recorded in the client's history.
Viewing a Client's No Show History
1.
2.
3.
4.
5.
6.
7.
Click the Clients button/icon or select Edit Clients from the Clients drop-down menu.
Double-click the client, or highlight the desired client and click the Edit Client button.
Click the History tab.
The total No Shows vs. appointments made will be displayed in red text.
Click the View No Show Report button.
Review the information and click OK.
Click Save when finished.
Run a No Show Report: generate a list of all client no shows.
1.
2.
3.
4.
5.
6.
Select More Reports from the Reports drop-down menu.
Select Clients.
Select No Show Reports for All Clients (Report #111).
Select the range of dates.
Click the OK button.
Click the OK button when finished.
Pets Overview
You can access pet information by clicking the Pets button/icon, by selecting Edit Pets from the Pets dropdown menu, or by editing the client pet owner, and clicking the Pets button. Pet information is tracked
through six tabs:
1. General: pet name, type, breed, weight, date of birth, gender, last visit, comments, and purchase
history.
Chapter 6: Clients - Page 11 / 20
Chapter 6: Clients
2. Grooming: color of hair, texture of hair, length of hair, burns easily, grooming difficulty, scared of hair
dryer, sensitive skin, special instructions, comments, and grooming notes.
3. Personality: aggressive with animals, aggressive with people, barker, biter, hyper, chews, shy, keep
leash on, and comments.
4. Kennel Information: kenneling Instructions and comments.
5. Medical Information: vet, diabetic, deaf, blind, epileptic, heart condition, deceased, rabies shot,
breeding status, vaccinations, and comments.
6. Pictures and Other: pictures and pet reminders.
Adding or Editing a Pet: add unlimited pets for each client. 123Pet comes with over 140 predefined cat and
dog breeds or you can enter your own by using the Edit Breeds button. There are two ways to edit or add
pets:
1. While editing the client and clicking the Pets button.
a. Click the Clients button/icon or select Edit Clients from the Clients drop-down menu.
b. Double-click the client, or highlight the client and click the Edit Client button.
c. The Edit Client screen will appear.
d. Click the Pets button.
e. If this is not the first pet for the client, the Pets screen will appear. Click the Add Pets button to
add another pet, or highlight the pet and click the Edit Pet button.
f. The Add Pet/Edit Pet screen will appear.
g. Enter or change the desired pet information.
h. Click Save if finished, or Save and Add Another Pet to add another pet.
2. Directly from the Pets screen.
a. Click the Pets button/icon or select Edit Pets from the Pets drop-down menu.
b. Click Add Pet or highlight the pet and click the Edit Pet button.
c. If you are adding a new pet, you will be prompted to look up the pet's owner or add the client to
the database.
d. Click the Pets button.
e. Follow Steps e-h above.
Deleting a Pet
NOTE: Once you have created a ticket associated with a pet, that pet can no longer be deleted from the database.
1.
2.
3.
4.
5.
Click the Pets button/icon or select Edit Pets from the Pets drop-down menu.
Click on the pet to delete.
Click the Delete Pet button.
The Are You Sure? screen will appear.
Confirm your selection and select Yes to permanently delete the pet from the database.
Adding Animal Types and Breeds: even though 123Pet comes with several built-in dog and cat breeds, you
can easily add unlimited animals and breed types.
Animal Types:
1. Select Edit Pets from the Pets drop-down menu.
2. Select a pet to edit and click the Edit Pet button.
Chapter 6: Clients - Page 12 / 20
Chapter 6: Clients
3.
4.
5.
6.
7.
8.
9.
Click the Edit Types button.
The Pet Types screen will appear.
Click the Add button to add a type.
The Enter New Name screen will appear.
Type in the name and click the OK button.
Repeat Steps 5-7 for each animal type to add.
Click OK when finished.
Animal Breeds: over 140 breeds can be difficult to navigate through. You can use the Delete button while
editing the Dog Breeds or Cat Breeds to remove unwanted breeds from the list.
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
Select Edit Pet Breeds from the Pets drop-down menu.
The Select Animal Type screen will appear.
Select the animal type you are adding a breed for.
Click the OK button.
The Breeds screen will appear.
Click the Add button to add a breed.
The Enter New Name screen will appear.
Type in the name and click the OK button.
Repeat Steps 6-8 for each breed to add.
Click OK when finished.
Pets - General Tab
1. Click the General tab.
2. Enter the appropriate information in each field:
a. Owner name: click the Edit Client button if the listed owner is incorrect.
b. Pet Name: enter the name of the pet.
c. Type: select the type from the drop-down list.
d. Breed: choose the specific breed from the drop-down list.
e. Weight: enter the weight of the pet.
f. Date of birth: enter the pet's date of birth.
g. Gender: select the pet's gender.
h. Last visit: last visit will update every time a ticket with the pet on it is closed.
i. Comments: enter any general comments about the pet.
3. Click Save to return to the Pets screen.
Pets - Grooming Tab
1. Click the Grooming tab.
2. Enter the appropriate information in each field:
a. Burns easily: does the pet burn easily?
b. Scared of hair dryer: is the pet scared of the hair dryer?
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Chapter 6: Clients
c. Sensitive skin: does the pet have sensitive skin?
d. Easy/Average/Challenging: the grooming difficulty level.
e. Length: fur length.
f. Color: fur color.
g. Texture: fur texture.
h. Grooming comments: general comments about grooming.
3. Click Save to return to the Pets screen.
Pets - Personality Tab
1. Click the Personality tab.
2. Enter the appropriate information in each field:
a. Aggressive with animals: is the pet aggressive with other animals?
b. Aggressive with people: is the pet aggressive with other people?
c. Barker: is the dog a chronic barker?
d. Biter: does the pet bite?
e. Chews: does the pet chew on things?
f. Shy: is the pet shy?
g. Hyper: is the pet hyper?
h. Keep Leash On: should the pet be kept on a leash?
i. Personality comments: general comments about the pet's personality.
3. Click Save to return to the Pets screen.
Pets - Kennel Information Tab
1. Click the Kennel Information tab.
2. Enter the appropriate information in each field:
a. Instructions: general feeding, medication, and exercise instructions for kenneling.
i. Click the Add Entry button to add new instructions.
ii. Choose the category: feeding, medication, activity. You can add new categories with the
Edit button.
iii. Select a time.
iv. Select the day(s) of the week.
v. Add a description, i.e. if the pet only gets half a cup of food on Saturday vs. a full cup every
other day.
vi. Click Save to return to the Kennel Information tab.
b. Kennel comments: general comments about kenneling.
3. Click Save to return to the Pets screen.
Pets - Medical Information Tab
1. Click the Medical Information tab.
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Chapter 6: Clients
2. Enter the appropriate information in each field:
a. Vet: the vet that the pet normally sees. See the Vet Overview section for more information on
adding vets.
b. Diabetic: is the pet diabetic?
c. Deaf: is the pet deaf?
d. Deceased: is the pet deceased?
e. Blind: is the pet blind?
f. Heart Condition: does the pet have a heart condition?
g. Epileptic: is the pet epileptic?
h. Rabies shot: has the pet had its rabies shot?
i. Breeding status: is the pet able to breed, neutered, spayed, or otherwise unable to breed?
j. Vaccinations: Add vaccination history. See the Vaccinations section for more information on
adding and using vaccinations.
k. Medical comments: general comments about the pet's medical condition.
3. Click Save to return to the Pets screen.
Pets - Pictures and Other Tab
1. Click the Pictures and Other tab.
2. Enter the appropriate information in each field:
a. Pictures: add and manage pictures. See the Picture Overview section for more information.
b. Reminders: add and view reminders.
i. Click the Add Reminder button to add a new reminder.
ii. The Add Reminder screen will appear.
iii. Enter the appropriate information.
iv. Click OK to return to the Pictures and Other tab.
v. Click the View Reminders button to see the current reminders associated with the pet.
3. Click Save to exit back to the Pets screen.
Vaccinations Overview
123Pet has the ability to track the pets' vaccinations so you can verify if the vaccinations are current. 123Pet
is able to warn you if a pet is coming in that has an expired or soon expiring vaccination.
Adding or Editing a Vaccination: before vaccinations can be associated to pets, the specific vaccinations
need to be added to 123Pet.
1.
2.
3.
4.
5.
6.
7.
Select Vaccinations from the Pets drop-down menu.
The Vaccination Setup screen will appear.
Click the Add button or highlight the vaccination to edit and click the Edit button.
The Add Vaccination/Edit Vaccination screen will appear.
Select the Pet type that this vaccination applies to.
Enter the Vaccination name.
Check the box Required by default for this pet type if the vaccination is required for this pet type.
Chapter 6: Clients - Page 15 / 20
Chapter 6: Clients
8. Check the box This vaccination is active if the vaccination is actively used for this pet type.
9. Click Save.
10. If you want the software to warn you if a pet's required vaccination is expired or will expire soon,
check the appropriate box at the bottom of the Vaccination Setup screen.
11. Repeat Steps 3-9 for each vaccination.
12. Click OK.
Recording a Vaccination for an Individual Pet: once vaccinations are created, they can be added to pet
medical information.
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
Click the Pets button/icon or select Edit Pets from the Pets drop-down menu.
Double-click the specific pet, or highlight the pet and click the Edit Pet button.
Click the Medical Information tab.
Click Add next to the Vaccinations box.
Select the vaccination you would like to record for this pet and click OK.
Check the appropriate box if the vaccination is required for this specific pet.
Enter the vaccination's expiration date.
Optionally enter a comment about the vaccination into the Comment field.
Click Save to return to the Edit Pet screen.
Click Save to save the pet and vaccination information.
Veterinarian Overview
Keep a list of veterinarians that can be associated with each pet. To access the Vets screen, click the Vets
button/icon or select Edit Vets from the Pets drop-down menu.
The veterinarian information stored can be associated to specific pets by utilizing a drop-down list on the
Medical Information tab.
Adding or Editing a Veterinarian
1. Click the Add Vet button or highlight the vet and click the Edit Vet button.
2. The Add Vet/Edit Vet screen will appear.
3. Enter the appropriate information in each field:
a. First name: vet first name.
b. Last name: vet last name.
c. Business name: the business the vet works for.
d. Home phone: vet's home phone number (typically for emergencies).
e. Work phone: business phone number.
f. Mobile phone: vet's mobile phone number (typically for emergencies).
g. Address: vet business address.
h. City: vet business city.
i. State: vet business state.
j. ZIP: vet business postal code.
k. Vet comments: general comments about the vet, i.e. do not call between 9am and 11am.
4. Click OK to save the vet.
Chapter 6: Clients - Page 16 / 20
Chapter 6: Clients
Deleting a Veterinarian
1.
2.
3.
4.
Highlight the vet to delete.
Click Delete Vet.
The Are You Sure? screen will appear.
Confirm your selection and click Yes to permanently delete the vet from the database.
Recording a Veterinarian for an Individual Pet: veterinarian information can be associated to specific pets
by utilizing a drop-down list on the Medical Information tab.
1.
2.
3.
4.
5.
Click the Pets button/icon or select Edit Pets from the Pets drop-down menu.
Double-click the specific pet, or highlight the pet and click the Edit Pet button.
Click the Medical Information tab.
Select the veterinarian from the drop-down list next to Vet:.
Click Save.
Pictures Manager Overview
123Pet allows you to take and store pictures of clients and pets. These pictures may be recalled for
reference when looking up a client or pet and may be shown for reference when printing out an open ticket.
Additionally, pet "before" and "after" pictures can be taken. Your pictures are stored directly in your 123Pet
database, so you do not have to worry about making separate backups of them. You can store your photos in
your database as .bmp or .jpg files.
Obtaining Pictures: pictures may be added to your database in the following ways:
1. By taking a client's picture using an image capture device, such as a camera or scanner that is
connected directly to your computer.
2. By importing a client's picture from a pre-existing file.
Picture Manager: you can have multiple pictures assigned to each client using the Picture Manager, giving
you the ability to track and manage your pictures. You can access the Picture Manager feature in any of the
following ways:
l
l
l
l
l
While editing a client, click the Pictures and Other tab, then click the Manage Pictures button.
While editing a pet, click the Pictures and Other tab, then click the Manage Pictures button.
While on the Ticket Information screen, click the Pictures button.
From the Tools drop-down menu, select Options, and then click the Clients tab.
Select Picture Manager from the Clients drop-down menu.
There are nine major buttons on the Picture Manager screen:
1. Take: take a picture directly through 123Pet. If your computer system has more than one capture
device installed, such as a camera and a scanner, you must select the appropriate capture device
before taking a picture. This procedure is rarely required after initial system setup.
a. Make sure your device is connected to the computer.
b. Click the Take button.
c. Select your device from the Device drop-down menu.
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Chapter 6: Clients
d. You should now see a display of your capture device.
e. Select the picture size from the Resolution drop-down menu. A larger resolution will produce a
better quality picture, but the file size will also increase.
f. Click Take Picture.
g. The Add Picture screen will appear.
h. Select the picture type in the Picture type field from:
l General: generic category
l Before Picture: before a service is performed
l After Picture: after a service is completed
l. The category will be listed as Default in the Picture category field. Select a new category from
the drop-down list, or add a new picture category.
i. Click the Edit button.
ii. The Picture Categories screen will appear.
iii. Click Add.
iv. Type in your category name, such as Groom (Medium).
v. Click OK.
vi. Repeat Steps iii-v for each picture category to add.
vii. Click OK to return to the Add Picture screen.
m. Type the picture name in the Picture name field.
n. If desired, check the Make primary client picture box, to make this the main picture for your
client.
o. Click the Save Picture button.
2. Import: allows you to import pictures that you have saved in another location.
a. Click the Import button.
b. The Select Picture to Import window will appear.
c. Select the appropriate picture to import.
d. Click Open.
e. The Add Picture screen will appear with the imported picture.
f. Select the Picture type.
g. Select the Picture category.
h. Type in a Picture name.
i. Assign the picture to a ticket if desired with the Change Ticket button.
j. Assign the picture to a client if desired with the Change Client button.
k. Check the Make primary client picture box if desired.
l. Click Save Picture.
3. Edit: allows you to edit picture settings.
a. Select the picture to edit and click the Edit button.
b. The Edit Picture screen will appear.
c. Make any appropriate changes and click Save Picture.
4. Delete: allows you to delete a picture.
a. Select the picture to delete and click the Delete button.
b. The Delete Pictures? screen will appear.
c. Confirm your selection and click Yes to permanently delete the picture from the database.
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Chapter 6: Clients
5. Rename: allows you to rename a picture.
a. Select the picture to rename and click the Rename button.
b. Enter the new name of the picture.
c. Click OK.
6. Enlarge: allows you to view the picture at full size.
a. Select the picture to enlarge and click the Enlarge button.
b. Click the Close button to return to the Pictures Manager screen.
8. Print: allows you to print pictures. You can print a selection, all visible pictures, or all pictures.
a. Print Selection: use this option to print a single picture, or many pictures of your choice.
i. Organize your pictures to suit your printing needs using the Filter options.
ii. Hold down Ctrl on the keyboard and select the pictures to print.
iii. Click Print.
iv. Select Selection.
v. The Printing Options screen will appear.
vi. Make your printer and page selections and click Print.
vii. Only the pictures that you selected will print.
b. Print All Visible Pictures: use this option to print specific picture categories or types.
i. Organize your pictures to suit your printing needs using the Filter options.
ii. Click Print.
iii. Select All Visible Pictures.
iv. The Printing Options screen will appear.
v. Make your printer and page selections and click Print.
vi. All visible pictures will print.
c. Print All Pictures: use this option to print every picture in your database.
i. Click Print.
ii. Select All Pictures.
iii. The Printing Options screen will appear.
iv. Make your printer and page selections and click Print.
v. Every picture stored in your database will print.
9. Export: allows you to export a picture one at a time to a location on your computer. This allows you to
provide a client with a picture that may be taken home, i.e. if you perform a dramatic dye job, you can
give the client a picture saved to a thumb drive. The client can then use that picture to e-mail to
friends or use on social media sites.
a. Select the picture to export.
b. Click the Export button.
c. Select the appropriate location to save it to.
d. Enter a file name.
e. Click Save.
10. Views: allows you to select how to view your stored pictures. You can select from the following
choices:
l Details: shows name, title, size, and other important information
l Tiles: shows a thumbnail image of each picture with picture name, type, and category
l List: shows pictures as a list of the picture names
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Chapter 6: Clients
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Small Icons: shows a thumbnail image of each picture along with the picture name
Large Icons: shows a larger image of each picture along with the picture name
Filter: this section of the Picture Manager screen allows you to choose what is displayed according to the
fields below:
1. Ticket ID: by clicking the Select Ticket button you can select to show pictures on all tickets or just one
ticket.
2. Client name: filter pictures by a specific client name.
3. Pet Name: filter by a specific pet name.
4. Picture type: you can choose from:
l All: shows all pictures
l General: shows generic pictures
l Before Picture: shows before pictures
l After Picture: shows after pictures
5. Picture category: you can choose from the following categories:
l All: all pictures will be shown
l "___": choose from the categories you created
6. Date range: click the Select button if you wish to show only a certain date range.
7. Check the Only show primary photos box if desired.
Click the Clear Filter button if you want to reset the Picture Manager to show all pictures.
Chapter 6: Clients - Page 20 / 20
Appointment Book
making and keeping track of appointments
Appointment Book Overview
The 123Pet Appointment Book allows you to maintain a visual setting of your scheduled services and
previous service sales, as well as view your current business resources that require scheduling.
The Appointment Book screen is accessed by clicking the Apt Book button/icon or selecting View
Appointment Book from the Tickets drop-down menu. The appointment book has the following features:
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View the schedule of any employee
View ticket numbers, times, and services assigned to employees
Assign new tickets to available employees in open time slots
Add, edit, print, and delete tickets
Color code services and employees
Check-in clients and color code if they are late
Block out times when employees and/or resources are not available
Appointment Book Views: 123Pet allows you to select how much information that you would like to display
on the appointment book. The appointment book display can be viewed in three different date formats. You
can switch between the three formats by clicking on the corresponding buttons towards the top of the
Appointment Book screen.
1. Day: view the appointments by day. Choose to view the daily schedule anywhere between viewing one
day and five days, one week, or two weeks.
2. Week: view the appointments by week. Because there is less space, viewing the appointment book by
week will provide less details than viewing on a day to day basis.
3. Month: View the appointments by month. This view will look similar to a calendar, and the
appointment book will show very few details.
Time interval: change the interval that will display on the Appointment Book by selecting one of the
following options from the drop-down list:
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1 min.
2 mins.
5 mins.
10 mins.
15 mins.
20 mins.
30 mins.
60 mins.
Column Width: You can change the Column width to increase or decrease the column size. The Column
width is optimized to fit as many columns as possible onto the screen. However, for businesses that have
numerous employees and resources, they may want to display more information on the tickets and increase
the width. The minimum width is 50 pixels, and the maximum width is 1500 pixels.
Appointment Book Calendar: you can use the Calendar button to bring up the calendar and quickly select
which day(s) to view.
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Chapter 7: Appointment Book
1.
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3.
4.
Click the Calendar button.
The calendar will appear.
Click on a date to immediately move to that date in the appointment book.
Continue to use the appointment book as you normally would.
Calendar Show Options: easily display certain categories of employees on the Appointment Book screen.
You can quickly find an employee or resource on the appointment book, or a recently edited ticket.
1. Click the Calendar button.
2. Click the arrows next to Show to expand those options.
l All employees and resources: view everything
l Only employees: view only your employees
l Only resources: view only your scheduled resources
3. Check the Only show working employees and resources box to display only those working that day.
4. Select a category from the drop-down list that you would like to display. The categories listed are the
categories that you created when adding and editing employees.
5. If you wish to quickly find an employee or resource on the Appointment Book screen, click the arrows
next to Find Employee or Resource to expand those options.
6. Select the employee name or resource from the drop-down list.
7. If you wish to quickly find a recently edited or added ticket on the Appointment Book screen, click
the arrows next to Recent to expand those options.
8. Select the ticket from the drop-down list.
Adding or Editing an Appointment: adding an appointment on the Appointment Book screen is the same
as adding a ticket. Appointments are a visual representation of your tickets that contain services requiring
employee time. For more information about adding tickets, see the Tickets Overview section.
1. Click the Options button.
2. Double-click on the open time under the appropriate employee, single-click on the open time under the
appropriate employee and click the Add Appointment button or right-click on the open time under the
appropriate employee and select Add Appointment from the menu. If editing or viewing an
appointment, double-click the appointment to edit or highlight the appointment and click Edit
Appointment, and skip to Step 5.
3. The Find Client screen will appear.
4. Use the search options to find the client. If the client is new, click Add New Client to add the client to
the database. If you do not wish to create a new client, simply click the Walk In button.
5. The Ticket Information screen will appear.
6. In the Ticket Information section, verify that the Date Scheduled is correct and change it if
necessary.
7. In the Employee column, verify that the Employee is correct and change it if necessary.
8. In the Start Time column, verify that the Start Time is correct and change it if necessary.
9. Type in the Service ID of the service to be performed in the ID column. If you do not know the Service
ID, double click in the ID column and the Look Up screen will appear. Select the service and click the
OK button.
10. In the Mins column, the amount of time it takes to perform the service will appear. This amount of
time is automatically populated from the added the service. Change the time if necessary.
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Chapter 7: Appointment Book
11. The Type column will show an S for service setup time. If the service has a processing time, the
processing time will be listed below the setup time and the type will show as X. If the service has a
finishing time, the finishing time will be listed below the processing time and the type will show as F.
12. The Price, Tax, and Backbar columns will be automatically populated from the added service.
13. In the Qty Prch column, type in the quantity being purchased. This column will automatically default
to the quantity defined when setting up the service.
14. In the Qty Used column, type in the quantity being used today. This column will automatically default
to the quantity defined when setting up the service.
15. In the Referral field, if desired, select the type of referral from the drop-down list.
16. Click the Schedule/Leave Open button.
17. Your ticket is now scheduled in the 123Pet appointment book database.
Deleting Future and Past Appointments: 123Pet gives users the options of deleting future and past
appointments. Because past appointments affect reporting, it is recommended to only delete them after
sufficient time has passed.
1. Delete a Single Appointment: use this option to delete a single appointment from the appointment
book.
a. Click the Options button.
b. Click to highlight the appointment to delete.
c. Click Delete Appointment.
d. The Are You Sure? screen will appear.
e. Click Yes to remove the appointment.
2. Delete Client Specific Appointments: use this option to delete appointments directly from a client's
purchase history.
a. Click the Client Info button/icon or select View Client Information from the Clients drop-down
menu.
b. Select the client from the list.
c. Click the Purchase History button.
d. Click the appropriate tab for what should be deleted.
e. Click on the tickets to delete. If you would like to delete more than one ticket at a time, hold
down the Shift key and click the tickets to delete.
f. Press the Delete Tickets(s) button.
g. The Are You Sure? screen will appear.
h. Click Yes.
Time Block: a time block blocks off the appointment book from regularly scheduled appointments. They are
typically used for lunches or random appointments that come up. There are two options for adding a time
block.
1. Time Block button: located on the Appointment Book screen under the Other section of the
Options.
a. Click the Options button.
b. Click the Time Block button under the Other section.
c. The Employee Time Block screen will appear.
d. Select the Date to add the time block on.
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Chapter 7: Appointment Book
e.
f.
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Select the Employee to add the time block to.
Select the Description for what the time block is for.
If you do not see an appropriate description, click the Edit button to add one.
Select the appropriate Time Range that the time block is for, or select a start time and an
Interval from the drop-down list.
i. If this is a recurring time block, click the Recurring button near the top, and enter the
appropriate recurring schedule. See the Scheduling Overview section for more information
regarding recurring schedules.
2. Right-Click on the Appointment Book Screen: this will bring up a menu with numerous appointment
book options.
a. Right-click under the employee the time block is for.
b. Select Add Time Block from the menu.
c. The Employee Time Block screen will appear.
d. Select the Description for what the time block is for.
e. If you do not see an appropriate description, click the Edit button to add one.
f. Select the appropriate Time Range that the time block is for, or select a start time and an
Interval from the drop-down list.
g. If this is a recurring time block, click the Recurring button near the top, and enter the
appropriate recurring schedule.
Drag and Drop Appointments: you may easily move an appointment by using the drag and drop feature.
Please note some important points about drag and drop:
Day view must be selected. Drag and drop is always disabled in the Week and Month views
l Only one employee can be scheduled on the ticket. Drag and drop is disabled if you have more
than one employee or resource selected on a ticket
Set the Appointment Book screen on the desired day.
Make sure that Day view is selected at the top of the Appointment Book screen.
With your mouse pointer positioned on the ticket you wish to move, click and hold down your left
mouse button.
While continuing to hold down the left mouse button, drag the appointment into the column of the
new employee or to the row of the new time.
Release the left mouse button to schedule the ticket at the new time or with the new employee.
The Complete Drag and Drop? screen will appear.
Click the Yes button to complete the drag and drop.
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The drag and drop feature only works on the same day that the appointment was originally scheduled. To
move an appointment between days, you will need to use the cut and paste tools.
Cut, Paste Appointments: easily move appointments using the Cut Appointment, and Paste Appointment
tools. This can be used to easily move appointments between days on the Appointment Book screen.
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Right-click on the appointment you could like to move on the Appointment Book screen.
Select Cut Appointment from the menu.
Browse the Appointment Book to the new day and/or time of the appointment.
Right-click on the Appointment Book where you would like the appointment to begin.
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Chapter 7: Appointment Book
5. Select Paste Appointment.
Search for an Open Appointment: automatically search for the next available appointment. You can search
for up to five services with five different employees.
1. Select Search Availability from the Tickets drop-down menu.
2. The Search for Appointment Opening screen will appear.
3. In the Step 1: Select Type section, select the type of search according to the following parameters:
a. Service(s): use this selection to find openings for a specific service length. 123Pet will
automatically account for service setup, processing, and finish times as well as the "employee
performing the service" time exceptions.
i. Enter up to five employees and services.
ii. If you do not remember the Service ID of the service you would like to enter, click the ...
button to the right of the Service ID column to search for the service. If the service
selected is linked to a resource, that resource will automatically populate when this
appointment is scheduled.
iii. 123Pet will check availability for both the employee and the resource needed for this
service to be scheduled.
b. Simple time opening: use this selection to find a basic opening with a specific employee
i. Select the Employee from the drop-down list.
ii. Enter the length of time the appointment is for.
4. Select the Start Date for the search under the Step 3 section.
5. Select the Number of Days that you would like to search after that date.
6. Click the Search button. You must have the employees' and resources' schedules entered to use the
Search function. If no employee or resource schedules are entered, the software will assume the
employee is not working and will show the time as unavailable.
7. A list of available appointment start time slots for the criteria you specified will appear.
8. For each employee and service combination in the Select column, check the box for the time slot that
you wish to schedule the appointment for.
9. Click the Create Ticket button.
10. The Find Client screen will appear.
11. Select the client and create an open ticket as normal.
Checking a Client In: check in a client when he or she arrives for his or her appointment. You may check in a
client by right-clicking on the appointment and selecting Check Client In from the menu.
1. Click Options.
2. Click to highlight the client's scheduled appointment.
3. Click the Check Client In button located under Other in the Options section.
Appointment Book Options Overview
123Pet allows you to select how much information that you would like to display on the appointment book.
1. Click the Options button.
2. Click the Calendar View Options button located under the Scheduling section.
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Chapter 7: Appointment Book
3. The Appointment Book Options screen will appear.
4. The Appointment Book Options screen is divided into two tabs:
a. Calendar Options: the Calendar Options tab is broken down into four sections:
i. Days and Times to Display: select the start and end times, and which days to show on the
appointment book.
ii. Information to Display: choose which information to show on the appointment book, and
its order of importance.
iii. Display Options: select general appointment book display options.
iv. Other: choose your general appointment book ticket display options and off time options.
b. Color Codes: the Color Codes tab is broken down into three sections:
i. Appointment Color Codes: set the color codes of standard tickets, and customize color
codes based on service, referral, or confirmation type.
ii. Appointment Color Code Priority for Open Tickets: change the priorities of how your
color codes will work, i.e. if a service type color code is less important than the closed
ticket color code, then the ticket will be color coded as the service until it is closed.
iii. Employee and Resource Color Codes and Appointment Book Order: give your
employees and resources specific colors and set the order in which employees appear on
the Appointment Book.
5. The Appointment Book screen must refresh on the other network computers before the color coding
will update on them. Click the Refresh Calendar button under the Scheduling options to do this
manually, otherwise the screen will refresh based on your settings.
Appointment Book Options - Calendar Options Tab
The Calendar Options tab allows you to select how days, times, and other information is displayed in the
appointment book.
1. Click the Calendar Options tab.
2. Edit the Days and Times to Display section:
a. Checking the appropriate box(es) in the Visible column to select the days of the week that you
would like to display on the appointment book. These should be the days that you are open and
accepting appointments.
b. In the Start Time and End Time columns, select the appropriate start and end times by clicking
the mouse in the column and selecting the time from the drop-down list. The start times are
typically when your business opens and the end times are typically when your business closes.
The displayed time range for all days on the appointment book will be based off the earliest
start and latest end time.
c. Select the first day of the week that will appear on the visual calendar from the First Day of
Week drop-down list.
3. Edit the Information to Display section.
a. Check or uncheck the appropriate boxes of information that you would like displayed (on each
appointment) in the appointment book:
l Client Name
l Service Description
l Client Home Phone Number
Chapter 7: Appointment Book - Page 6 / 36
Chapter 7: Appointment Book
Overdue
l Checked In
l Client Name - Service Description
l Created By
l Ticket Number
l Start Time of Appointment
l End Time of Appointment
l Client Work Phone Number
l Client Mobile Phone Number
l Client Address
l Confirmation
l Referral
l Comments
l Client Primary Phone Number
l Online Booking Tracking Number: applicable if you use the Online Booking feature
l E-mail Reminder
l Pet Name
l Pet Breed
l Pickup Time
l Completed
b. Use the Move Up and Move Down buttons to change the order of the information displayed
above. Moving information to the top of the list will prevent information near the lower end of
the list from being displayed if the appointment is very short.
4. Edit the Display Options section.
a. Time slot label style: reflect how often on the screen the time slot label is shown.
i. Hour Only: the time slot label will be shown on the hour only.
ii. Every Time Slot: the time slot label will be shown on every time slot, i.e. if your Time
Interval is every 10 min. the Appointment Book screen may look a little busy if you select
this option.
iii. Alternating Time Slots: the time slot label will be shown on every other time interval.
b. Employee header style: reflect how you would like the employee names to appear on the
appointment book.
i. Employee within Date: the day of the week will appear above the employee names as one
long bar.
ii. Date within Employee: the employees will be listed above the day of the week.
c. Side bar location: change if you want the Calendar and Options to be on the Left or Right side
of the appointment book.
5. Edit the Other section.
a. Check or uncheck the appropriate box(es) to change the remaining display options:
l Display closed tickets: if closed tickets will be shown on the appointment book
l Show closed tickets on the date they were closed: will move tickets from the day they
are scheduled to the day they are closed if it's different than the scheduled date
l Display the font of overdue tickets in RED: the font of overdue tickets will change to red
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Chapter 7: Appointment Book
Show employee and resource schedules: this will display the off times according to the
entered schedule
l Show if employee or resource is not scheduled: this will display if no schedule is entered
for employees and resources
l Display scheduling comments for "Off" Times: this will display the Comment field for the
"Off" day that was entered on the Scheduling screen, i.e. if the employee is scheduled as
Off: Other the comment will display if you added one
b. Select one of the following options for how "Off" times are displayed on the appointment book:
l Use default colors for employee and resource off times: will use the default color for
"Off" times
l Use universal color for employee and resource off times: will use the selected color for
"Off" times
6. Click OK to save the changes and return to the Appointment Book screen.
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Appointment Book Options - Color Codes Tab
The Color Codes tab allows you to select how tickets, services, and employees are color coded.
1. Click the Color Codes tab.
2. Edit the Appointment Color Codes section.
a. There are two options for appointment color codes: Standard Color Codes and Custom Color
Codes.
i. Standard Color Codes: change the color codes for the six standard tickets: Appointment
Requests, Checked In, Closed Tickets, Open Tickets, Selected Appointment, and Time
Block.
1. Select the ticket type to change and click the Edit button.
2. The Customize Color Code screen will appear.
3. Select the desired Background color.
4. Check the Use Gradient box If you want the color to fade from one to another.
5. Select the Gradient color if applicable.
6. Select the Gradient style if applicable.
7. Select the Border color.
8. Select the Font color.
9. Select the Font name.
10. Select the Font size.
11. Check the appropriate box(es) if you would like the font to appear Bold or in Italic.
12. The Preview section will show you how your changes will look on the appointment
book.
13. Click OK when finished.
14. Repeat Steps 1-11 for the remaining Standard Color Codes.
ii. Custom Color Codes: this feature allows you to customize the way certain appointments
for individual services, service categories, referral types, or confirmation types appear on
the appointment book. You must create service categories in order to create service
category color codes. See the Services Overview section of this User's Guide for
Chapter 7: Appointment Book - Page 8 / 36
Chapter 7: Appointment Book
instructions on creating service categories.
1. Click the Add button.
2. Enter the name of the color code, i.e. Sample Service Category.
3. Click the OK button.
4. The Customize Color Code screen will appear.
5. Select the type of color code from the Type drop-down list: Confirmation, Referral,
or Service ID/Category.
6. If it's a Confirmation select the Confirmation type from the drop-down list. This list
is populated based on your confirmation settings.
7. If it's a Referral select the Referral type from the drop-down list. This list is
populated based on your referral settings.
8. If it's a Service ID/Category click the Select button.
9. To add a single service, type in the Service ID or click Search and select the service
from the list.
10. Click the Add button.
11. To add a Service Category, click on the service category and click Add.
12. Follow Steps 3-13 from the Standard Color Code instructions.
13. Click OK when finished.
14. Repeat Steps 1-13 for each Custom Color Code.
b. Color codes may overlap, i.e. open tickets, checked in, and a service category. The color will
change on the Appointment Book screen based on priority.
3. Edit the Appointment Color Code Priority for Open Tickets section.
a. The highest priority level will determine the color code for open tickets on the Appointment
Book screen.
b. Increase and decrease the priority of the following with the Increase Priority and Decrease
Priority buttons:
l Confirmation Type: gives priority to the type of appointment confirmation used on tickets
l Referral Type: gives priority to the type of referral used on tickets
l Service ID/Category: gives priority to the type of service ID or service category on the
ticket
l Checked In: gives priority to tickets that are checked in
l Open Tickets: gives priority to open tickets
c. If a ticket is lacking a higher priority, i.e. if a referral type was not used, then the color code for
the next highest priority will be used.
4. Edit the Employee and Resource Color Codes and Appointment Book Order section.
a. Highlight the employee to change.
b. Click the Edit button.
c. If this is the first time editing the employee, the Edit Name screen will appear.
d. Enter a color code name and click OK to continue.
e. The Customize Employee Color Code screen will appear. There are two tabs:
l General
l Appearance and Colors
f. Select the General tab.
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Chapter 7: Appointment Book
g. If you would like to change the name of the color code, click the Change Name button.
h. There are four options pertaining to the employee(s) that the color code can by applied to:
l Apply this color code to all employees/resources: apply the color code to all
employees/resources on the appointment book
l Apply this color code to only this employee/resource: apply the color code to only the
employee/resource selected
l Apply this color code to only the following category of employee/resource: apply the
color code to a specific employee/resource category selected from the drop-down list
l Apply this color code to only the following employees/resources: apply the color code
to employees/resources that are selected by the user
i. Select the Appearance and Colors tab.
j. Select from the following two options for color schemes:
l Use Default Base Color: choose preset color options from a drop-down list
l Use Specific Base Color: choose a specific color from three different drop-down lists:
Custom, Web, and System
k. Select a Font name for the Header from the drop-down list. This list comes from the fonts
available on your specific computer.
l. Select a Font size for the header. 6pt is the smallest available size, and 24pt is the largest
available size.
m. Use the Move Up and Move Down buttons to change position of selected employee on the
Appointment Book.
n. Click OK to return to the Appointment Book Options screen.
5. Click OK to save the changes and return to the Appointment Book screen.
Appointment Book Printing Overview
The appointment book can be printed in a variety of formats to fit business needs.
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Standard Schedule
Daily Schedule
Weekly Schedule
Monthly Schedule
Calendar Summary
Memo
Tri-Fold
Standard Schedule: selecting Standard Schedule prints employee and resource schedules in a grid
showing the working hours, client, ticket ID, service ID, and service description.
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Select the Day, Week, or Month view. If you selected Day, also select the number of days to display.
Click the Options button.
Click the Print Appointment Book button under the Printing section.
The Select Printing Method screen will appear.
Select Standard Schedule and click OK.
The Print Appointment Book Options screen will appear.
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Chapter 7: Appointment Book
7. In the Standard Schedule section, select from the following choices:
a. Print employee and resource schedules: print the full schedules including times that are open.
b. Print employee and resource schedules without openings: print the employee and resource
schedules without openings to save space when printing.
c. Exclude non-working days: does not print employees on the days they have scheduled off.
d. Start each day on new page: each day starts on a new page.
e. Start each employee or resource on a new page: each resource and/or employee will be
printed on a new page.
f. Items to include in printout: Client address, notes, e-mail, and primary phone number
8. Select from the following choices in the Date Range section:
a. Base date range on selected date range from appointment book: the date range to print is
based on what you have selected in Step 1.
b. Specify date range: select a specific start and end date for the schedule to print.
9. In the Employees and Resources to Print section you can select which employees and resources to
print by checking or unchecking the appropriate boxes.
10. The Time Range section is grayed out and not available for the Standard Schedule selection.
11. The Color section is grayed out and not available for the Standard Schedule selection.
12. Click the Print button.
13. The Printing Options screen will appear. You can click the Print Preview button to view what will be
printed.
14. Select the printer and range of pages to print and click the Print button.
Daily Schedule: selecting Daily Schedule prints the employee and resource schedules according to a day at
a time.
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Select the Day view and select the number of days to display.
Click the Options button.
Click the Print Appointment Book button under the Printing section.
The Select Printing Method screen will appear.
Select Daily Schedule and click OK.
The Print Appointment Book Options screen will appear.
In the Daily section, you can select from the following choices:
a. Include blank notes area: this will include an area for blank notes on the printout so the
employee can hand write in notes.
b. Include lined notes area: this will include an area for lined notes on the printout so the
employee can hand write in notes.
c. Include date header area: this will include a date header on the printout.
8. Select from the following choices In the Date Range section:
a. Base date range on the selected date range from appointment book: the date range to print
is based on what was selected in Step 1.
b. Specify date range: choose a specific date range between the date ranges currently selected in
Step 1.
9. Select from the following choices In the Time Range section:
a. Print entire day: print the entire day's schedule.
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Chapter 7: Appointment Book
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b. Specify time range: choose to print a specific time range from the day.
In the Employees and Resources to Print section you can select which employees and resources to
print by checking or unchecking the appropriate boxes.
In the Color section, select if you would like to print the appointment book information in grayscale,
color, or monochrome.
Click the Print button.
The Printing Options screen will appear. You can click the Print Preview button to view what will be
printed.
Select the printer and range of pages to print and click the Print button.
Weekly Schedule: selecting Weekly Schedule prints the employee and resource schedules according to a
week at a time.
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Select the Week view.
Click the Options button.
Click the Print Appointment Book button under the Printing section.
The Select Printing Method screen will appear.
Select Weekly Schedule and click OK.
The Print Appointment Book Options screen will appear.
In the Weekly section, you can select from the following choices:
a. Pages per week: select how many pages per week you would like the appointment book
information printed on. Selecting 1 page per week formats the information to fit on one printed
page for each week.
b. Layout style: select from the following choices:
i. Day view: this displays the appointment book information as one day at a time.
ii. Week view: this displays the appointment book information as a week at a time.
iii. Month view: this displays the appointment book information as one month at a time.
c. Check or uncheck the following boxes as desired:
i. Include blank notes area: this will include an area for blank notes on the printout so the
employee can hand write in notes.
ii. Include lined notes area: this will include an area for lined notes on the printout so the
employee can hand write in notes.
iii. Include date header area: this will include a date header on the printout.
Select from the following choices in the Date Range section:
a. Base date range on the selected date range from appointment book: print the date range
based on what you selected in Step 1.
b. Specify date range: select a specific date range between the dates selected in Step 1.
Select from the following choices in the Time Range section:
a. Print entire day: print the entire day's schedule.
b. Specify time range: choose to print a specific time range from the day.
In the Employees and Resources to Print section you can select which employees and resources to
print by checking or unchecking the appropriate boxes.
In the Color section, select if you would like to print the appointment book information in grayscale,
color, or monochrome.
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Chapter 7: Appointment Book
12. Click the Print button.
13. The Printing Options screen will appear. You can click the Print Preview button to view what will be
printed.
14. Select the printer and range of pages to print and click the Print button.
Monthly Schedule: selecting Monthly Schedule prints the employee and resource schedules according to
a month at a time.
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Select the Month view.
Click the Options button.
Click the Print Appointment Book button under the Printing section.
The Select Printing Method screen will appear.
Select Monthly Schedule and click OK.
The Print Appointment Book Options screen will appear.
In the Monthly section, you can select the following choices:
a. Pages per month: select how many pages per month you would like the appointment book
information printed on. Selecting 1 page per month formats the information to fit on one printed
page for each month.
b. Layout Style: select from the following choices:
i. 5 weeks per page: this displays the appointment book information as five weeks per page.
ii. One month per page: this displays the appointment book information as one month per
page. It may or may not show the first few days of the following month depending on the
formatting.
iii. One month per page exact: this displays the appointment book information as one month
per page exactly. It will not show the first few days of the next month.
c. Check or uncheck the following boxes as desired:
i. Include blank notes area: this will include an area for blank notes on the printout so the
employee can hand write in notes.
ii. Include lined notes area: this will include an area for lined notes on the printout so the
employee can hand write in notes.
iii. Include date header area: this will include a date header on the printout.
The Date Range and Time Range sections are grayed out and not available for the Monthly Schedule
selection.
In the Employees and Resources to Print section you can select which employees and resources to
print by checking or unchecking the appropriate boxes.
In the Color section, select if you would like to print the appointment book information in grayscale,
color, or monochrome.
Click the Print button.
The Printing Options screen will appear. You can click the Print Preview button to view what will be
printed.
Select the printer and range of pages to print and click the Print button.
Calendar Summary: selecting Calendar Summary prints a list of each employee's and resource's
appointment times, ticket ID's, and description of services.
1. Select the Day, Week or Month view.
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Chapter 7: Appointment Book
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Click the Options button.
Click the Print Appointment Book button under the Printing section.
The Select Printing Method screen will appear.
Select Calendar Summary and click OK.
The Print Appointment Book Options screen will appear.
Under the Calendar Summary section, select one of the following choices from the Page break mode
drop-down list:
a. None: this selection adds no page breaks when printing the calendar summary.
b. Day: this selection adds a page break after each day when printing the calendar summary.
c. Week: this selection adds a page break after each week when printing the calendar summary.
d. Month: this selection adds a page break after each month when printing the calendar summary.
e. Year: this selection adds a page break after each year when printing the calendar summary.
Check or uncheck the following boxes as desired:
a. Include date header area: this will include a date header on the printout.
b. Include employee and resource off times: this will print employee and resource off times. Do
not check to save printing space.
Select from the following choices in the Date Range section:
a. Base date range on the selected date range from appointment book: print the date range
based on what you selected in Step 1.
b. Specify date range: select a specific date range between the date ranges selected in Step 1.
The Time Range section is grayed out and not available for the Calendar Summary selection.
In the Employees and Resources to Print section you can select which employees and resources to
print by checking or unchecking the appropriate boxes.
In the Color section, select if you would like to print the appointment book information in grayscale,
color, or monochrome.
Click the Print button.
The Printing Options screen will appear. You can click the Print Preview button to view what will be
printed.
Select the printer and range of pages to print and click the Print button.
Memo: selecting Memo prints the employee and resource schedules in a format showing the ticket
information, and the start and end times of the appointments.
1.
2.
3.
4.
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6.
7.
Select the Day, Week or Month view.
Click the Options button.
Click the Print Appointment Book button under the Printing section.
The Select Printing Method screen will appear.
Select Memo and click OK.
The Print Appointment Book Options screen will appear.
Under the Memo section, select one of the following choices from the Page break mode drop-down
menu:
a. No extra breaks: this selection adds no page breaks when printing the memo.
b. Break after whole item: this selection adds a page break after a whole item when printing the
memo.
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Chapter 7: Appointment Book
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c. Break after each item: this selection adds a page break after each item when printing the
memo.
Check or uncheck the Include employee and resource off times as desired.
Select one of the following choices from the Date Range section:
a. Base date range on the selected date range from appointment book: print the date range
based on what you selected in Step 1.
b. Specify date range: select a specific date range between the date ranges selected in Step 1.
The Time Range section is grayed out and not available for the Memo selection.
In the Employees and Resources to Print section you can select which employees and resources to
print by checking or unchecking the appropriate boxes.
In the Color section, select if you would like to print the appointment book information in grayscale,
color, or monochrome.
Click the Print button.
The Printing Options screen will appear. You can click the Print Preview button to view what will be
printed.
Select the printer and range of pages to print and click the Print button.
Tri-Fold: selecting Tri-Fold prints the employee and resource schedules in a format that can show the day's
schedule, the week's schedule, and the month's schedule all on the same page.
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Select the Day, Week or Month view.
Click the Options button.
Click the Print Appointment Book button under the Printing section.
The Select Printing Method screen will appear.
Select Tri-Fold and click OK.
The Print Appointment Book Options screen will appear.
Under the Tri-Fold section, select one of the following choices from the Layout style drop-down list:
a. Page per employee: this selection prints one page per employee and resource.
b. Page per date: this selection prints one page per date.
The Left section will show the information to print on the left third of the page. The Middle section
will show the information to print on the middle third of the page. The Right section will show the
information to print on the right third of the page.
Select one of the following choices for the Left section, Middle section, and Right section from the
drop-down list options:
a. Daily: this selection will print the daily schedule on the appropriate third of the page.
b. Weekly: this selection will print the weekly schedule on the appropriate third of the page.
c. Monthly: this selection will print the monthly schedule on the appropriate third of the page.
d. Yearly: this selection will print the yearly schedule on the appropriate third of the page.
e. Blank notes area: this selection will print a blank notes area on the appropriate third of the
page.
f. Lined notes area: this selection will print a lined notes area on the appropriate third of the
page.
Check the Include date header area box if desired.
Select from the following choices in the Date Range section:
Chapter 7: Appointment Book - Page 15 / 36
Chapter 7: Appointment Book
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a. Base date range on the selected date range from appointment book: print the date range
based on what you selected in Step 1.
b. Specify date range: select a specific date range between the date ranges selected in Step 1.
Select from the following choices in the Time Range section:
a. Print entire day: print the entire day's schedule.
b. Specify time range: choose to print a specific time range from the day.
In the Employees and Resources to Print section you can select which employees and resources to
print by checking or unchecking the appropriate boxes.
In the Color section, select if you would like to print the appointment book information in grayscale,
color, or monochrome.
Click the Print button.
The Printing Options screen will appear. You can click the Print Preview button to view what will be
printed.
Select the printer and range of pages to print and click the Print button.
Printing and Viewing Future Appointments: look up and print future appointments for a client. There are
two ways to print or view a client's future appointments.
1. On the receipt. See the Options - Hardware Setup Tab section of the Options Overview for full
receipt printer setup instruction.
a. Click on the Tools drop-down menu.
b. Select Options.
c. Click the Hardware Setup tab.
d. Click the Configure Receipt Printer button.
e. Edit your Text Settings to include Upcoming Appointments.
f. Click OK to save the changes.
2. When viewing client information.
a. Click the Client Info button/icon or select View Client Information from the Clients drop-down
menu.
b. Select the client from the list.
c. Click the Purchase History button.
d. Click the Upcoming Appointments tab.
e. Click Print.
f. Click Yes or No to print entries with or without IDs and prices listed.
g. Click OK when finished.
Printing and Viewing Past Appointments: 123Pet stores old client purchase history for records and
marketing purposes.
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4.
Click the Client Info button/icon or select View Client Information from the Clients drop-down menu.
Select the client from the list.
Click the Purchase History button.
Depending on the situation, select one of the following tabs:
a. Previous Products: all previous products purchased.
b. Previous Services: all previous services purchased.
Chapter 7: Appointment Book - Page 16 / 36
Chapter 7: Appointment Book
c. Previous Other: shows tickets containing other transactions like gift certificates, product
returns, etc.
d. No Shows: a list of no shows.
e. Canceled: client tickets that have been canceled.
f. Voided: client tickets that have been voided.
5. Click Print.
6. Click Yes or No to print entries with or without IDs and prices listed.
7. Click OK when finished.
Appointment Confirmations Overview
Creating an Appointment Call List: easily create a client upcoming appointment call list. This can be used
to not only remind clients of their appointments, but to confirm that they will be coming in.
1. Click the Tickets button/icon or select Edit Tickets from the Tickets drop-down menu.
2. Make the appropriate search selections:
l Set the Status as Open
l Edit the appropriate Date Range selection
3. Click the Customize View button.
4. The Customize View screen will appear.
5. In the Available section, click on Client Cell Phone and click the Add => button.
6. In the Available section, click on Client Home Phone and click Add =>.
7. In the Available section, click on the Client Work Phone and click Add =>.
8. Click OK.
9. The phone numbers will now appear on the Tickets screen. Your receptionist can now call each client,
and then edit the ticket and record the confirmation type in the General section.
Appointment Confirmations: appointment confirmations let your employees know that the client has
confirmed that they will be in. The Confirmed field identifies the person or method used to confirm the
upcoming appointment. It's located on the Ticket Information screen on the lower-left corner.
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Add or edit a ticket to bring up the Ticket Information screen.
Move to the General section.
Click on the down arrow in the Confirmed field.
A drop-down list is initially set with the following choices:
l Phone (Direct)
l Phone (Answering Machine)
l In person
l E-mail
5. Select how the appointment was confirmed.
6. The Confirmed list can be customized to include different or additional options by performing the
following steps:
a. Click the Edit button to the right of the Confirmed field.
b. The Confirmation Types screen will appear.
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Chapter 7: Appointment Book
c.
d.
e.
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g.
Click the Add button.
Type in the new name of the confirmation type, i.e. Text Message.
Click the OK button.
Repeat Steps c-e for each confirmation type that you would like to add.
You can click on a confirmation type and use the Move Up and Move Down buttons as needed
to re-order the list. The top entry in the list of choices in the Confirmation Types screen will be
the default entry on your Ticket Information screen. It's recommended that you use a (blank)
entry as the top entry to keep the default blank until further notice.
h. Click OK when finished.
7. Continue editing your appointment ticket as needed and click Schedule/Leave Open to save the
ticket.
Canceled Appointments: if a client is reminded of their appointment and cancels, or calls directly to cancel.
Canceled appointments may be moved to another date if the client likes, or they can be canceled outright.
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Open the client's appointment ticket.
Click the Cancel button.
The Cancel Ticket screen will appear.
Enter a comment if desired.
Click OK.
Tickets Overview
Tickets track all of the day-to-day sales and returns of your business. Tickets contain information on
scheduled appointments and a complete history of previous appointment activity. All tickets in your
database, open, closed, voided, etc., can be displayed in the center of the Tickets screen.
To access the Tickets screen, click the Tickets button/icon, or select Edit Tickets from the Tickets dropdown menu.
Tickets Screen: the tickets screen can display the following tickets:
1. Open: these are lists of appointments for services scheduled, but not yet performed. Open tickets may
also contain products.
2. Closed: closed tickets are used when calculating reports, such as totals, commission, top spending
clients, etc. A closed ticket is the record of the service rendered or product purchased.
3. Canceled: appointments that have been created and saved, and then later canceled.
4. Voided: appointments that have been created and saved, and then later voided.
5. No Show: appointments that have been created and saved, and then later marked as a No Show.
6. All: display all tickets. It is not recommended to display All tickets over All dates.
7. Time Blocks: because time blocks are saved as tickets, you can view scheduled time blocks on the
Tickets screen. This can be helpful when deleting recurring time blocks.
The default ticket information displayed includes the following information:
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Ticket ID: a tracking number automatically assigned when a new ticket is added
Date Scheduled/Date Closed: date of the scheduled appointment
Chapter 7: Appointment Book - Page 18 / 36
Chapter 7: Appointment Book
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Description: description of the scheduled service
Price: price of the scheduled service(s) and product(s) (open tickets only)
Start Time: the scheduled start time of the appointment
Last Name: the last name of the client
Employee Name: the employee scheduled to perform the service
Total: total of the closed ticket (closed tickets only)
Adding or Editing a Ticket
1. Click the Add Ticket button or select Add New Ticket from the Tickets drop-down menu to add a
ticket, or highlight the ticket to edit and click the Edit Ticket button.
2. The Find Client screen will appear.
3. Select the client and click OK.
4. The Ticket Information screen will appear. It is divided into these key sections:
a. Ticket Information: includes the date scheduled, date created, ticket ID, status, and comments.
b. Client Information: includes the client name, picture, balance, and buttons that you can use to
view previous purchases, notes, and other information about the client.
c. Appointment Details: includes the employee performing the service, times, products, pricing,
tax, backbar, quantity purchased, quantity used, and any discounts, including coupons.
d. General: includes gift certificate, gift card, created by, confirmation, and referral information.
e. Totals: includes applicable taxes, tips, and how much currency and change is due.
f. Tender: where you enter the amount of currency received and the tender type. 123Pet will
calculate the amount of change due.
g. Action buttons: Schedule/Leave Open, Check Out/Close, No Show, Void, etc. The Special
button is also located here. The Special button brings up a menu that can be used for Loyalty
Points, Client Balance, etc.
5. Enter the appropriate information into the fields.
6. Click Schedule/Leave Open to schedule the appointment ticket, or Check Out/Close to close the
ticket.
Deleting a Ticket: a deleted ticket is permanently removed from the database. No deleted ticket information
appears in payroll or totals reports. You can control whether or not tickets can be deleted. Select Options
from the Tools drop-down menu and click the Tickets tab. Under the Editing/Voiding/Deleting section,
check or uncheck the Allow tickets to be deleted box.
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Click on the ticket to delete.
Click the Delete Ticket button.
The Are You Sure? screen will appear.
Click the Yes button to permanently delete the ticket from the database. Once you delete a ticket from
the database it is gone forever. You cannot recover it. However, the ticket's history information could
still remain in the database depending on your ticket settings.
Select Options from the Tools drop-down menu.
Click the Tickets tab.
Click the More Options button.
Click the Remove History for Deleted Tickets Now button.
All deleted tickets' histories will be permanently removed from the database.
Chapter 7: Appointment Book - Page 19 / 36
Chapter 7: Appointment Book
10. You can also check or uncheck the Keep ticket history after a ticket is deleted box. If you uncheck
this box, then from this point on Steps 5-8 are not necessary after you delete a ticket, because the
ticket history will not be kept in the database.
Searching for Tickets: you can search for tickets by Date Range, Status, Client, Employee, Service or
Product, or by Ticket ID. You can also view Recent Tickets and choose the information to display on the
Tickets screen.
1. Date Range: allows you to search for tickets based on the date range of your tickets.
a. Today's tickets: view today's tickets.
b. Yesterday: view yesterday's tickets.
c. Tomorrow's tickets: view tomorrow's tickets.
d. Range: view tickets between a specified date range.
e. Single Date: view tickets from a single date.
f. All dates: view tickets from all days. It's not recommended to choose All dates and All tickets.
2. Status: search by a ticket's status, i.e. open, closed, etc.
a. Open: tickets that have unpaid products and services scheduled, and tickets featuring services
in progress or not yet completed.
b. Closed: tickets that have completed services and products purchased and paid for.
c. Canceled: canceled tickets.
d. Voided: voided, or no longer valid tickets.
e. No Show: client no shows.
f. All: all tickets, including open, closed, and all canceled, voided, and no show tickets.
g. Time Blocks: times that employees are unavailable to take appointments.
3. Client: enter any part of the client's First name and/or Last name under the Search section.
4. Employee: select an employee from the drop-down list under the Search section.
5. Service or Product: enter part or all of the Service or Product name in the Description field under
the Search section.
6. Ticket ID: if you know the ticket ID that you would like to look up, enter it in the Find by ID field.
7. Recent Tickets: select one of the recent tickets from the drop-down list.
8. Display: show the ticket information list as a Detailed or a Summary view.
a. Detailed: shows the following information:
l Ticket ID
l Date Scheduled
l Pet Name
l Description
l Price
l Start Time
l Last Name
l Employee Name
l Comment
b. Summary: shows the following information:
l Ticket ID
l Date Scheduled
Chapter 7: Appointment Book - Page 20 / 36
Chapter 7: Appointment Book
First Name
l Last Name
l Client Home Phone
l Client Work Phone
l Client Cell Phone
l Total
c. You can select to show more information in the tickets Detailed or Summary table by
performing the following steps:
i. Choose either Detailed or Summary.
ii. Click the Customize View button under the General Options section.
iii. The Customize View screen will appear.
iv. Use the Add, Remove, Move Up, and Move Down buttons to organize the desired fields
of the Selected column.
v. Click OK when finished.
9. Quick Show: allows you to view the following tickets:
a. Today's Open tickets.
b. Today's Closed tickets.
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Printing Tickets: you may print recently viewed tickets from the Tickets screen by going to the Find Ticket
section, selecting a ticket from the drop-down menu, and then clicking the Print button. You can also print a
list of tickets, as well as individual traveler tickets for employees and customers. Traveler tickets will have
client notes, past purchases, and other important information.
1. List of Tickets
a. Click the Tickets button/icon or select Edit Tickets from the Tickets drop-down menu.
b. The Tickets screen will appear.
c. Click Customize View.
d. Use the Add and Remove, and the Move Up and Move Down buttons as needed to make the
desired changes to the Selected section.
e. Click the OK button to return to the Tickets screen.
f. Select the appropriate settings in the Search, Date Range, Display, and Status sections to
display the list of desired tickets.
g. Click a column heading to organize the tickets as desired.
h. Click the Print button.
i. The Print Format screen will appear.
j. Select Multiple tickets per page option.
k. Click the Print button.
l. The Printing Options screen will appear.
m. Make the appropriate printer and page range selections and click the Print button. Whatever is
displayed on the screen will be printed.
2. List of Traveler Tickets
a. Select the appropriate settings in the Search, Date Range, Display, and Status sections to
display the list of desired tickets.
b. Click to highlight one ticket, or hold the left mouse button down and drag to select any number
Chapter 7: Appointment Book - Page 21 / 36
Chapter 7: Appointment Book
of tickets.
c. Click the Print button.
d. The Print Format screen will appear.
e. Select Traveler/single ticket per page.
f. You have two options:
i. Print all pages: this will print a traveler ticket for all the tickets on the screen.
ii. Print selected ticket(s): this will print a traveler ticket for the currently highlighted tickets.
g. Click the Print button.
h. The Printing Options screen will appear.
i. Make the appropriate printer and page range selections and click the Print button.
3. Single Traveler Ticket: can be printed from the appointment book, or directly from an open ticket.
a. Find the appointment on the appointment book.
b. Right-click on the appointment and select Print Ticket from the menu, or;
c. Open a ticket to the Ticket information screen.
d. Click the Special button and select Print Ticket from the menu.
Ticket History: each created ticket has a log that automatically records when the ticket was created, edited,
and deleted. This log is referred to as the Ticket History. The ticket's history can be accessed by clicking the
History button in the bottom left corner of the Ticket Information screen. The Ticket History can record
which employees made the changes to the tickets if you use Employee Passwords with the option to
Remember what employee is logged in. Ticket history of deleted tickets can be viewed if the Keep ticket
history after a ticket is deleted option is selected. See the Options Overview section of the Welcome
chapter for more information.
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7.
8.
If you don't remember the deleted ticket ID, you can find it in the Activity Log.
Select Activity Log from the Tools drop-down menu.
Click the Tickets button/icon or select Edit Tickets from the Tickets drop-down menu.
Locate the Find by ID field under the Find Ticket section.
Enter the ticket ID in the Find by ID field.
Hit the Enter key on the keyboard.
The Ticket Not Found. View History? screen will appear.
Click Yes to view the ticket history.
Ticket Information Overview
The Ticket Information screen can be accessed by adding or editing a ticket. The Ticket Information
screen holds all of the information about a client's appointment or a product being purchased. The Ticket
Information screen serves several purposes:
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It contains the appointment scheduling information
It details products and services associated with the specific appointment
It tracks all personnel, costs, taxes, discounts, coupons, tips, gift certificates, etc. associated
with the appointment
It tracks payment information and calculates change
The information will be printed as a customer receipt
Chapter 7: Appointment Book - Page 22 / 36
Chapter 7: Appointment Book
Ticket Information: this section is located in the upper-left corner of the Ticket Information screen.
1. Enter the scheduled appointment date in the Date Scheduled field. The default date will typically be
today. You can change the date in the following ways:
a. Type the date directly in the information box.
b. Use the down arrow to the right of the box to access a drop-down calendar for date selection.
2. If this appointment is going to be a recurring appointment, click the Recurring Appointment button.
a. The Recurring Dates screen will appear.
b. Click the Add Multiple Dates button.
c. Enter the Start date in the Start of Recurrence section. You may enter your choice directly, or
use the arrow to bring up a calendar to select the date.
d. Select one of the following choices from the End of Recurrence section:
l End after |___| occurrences: have the schedule end after a specific number of
appointments
l End on or before: end on a specific date
e. Choose from the following in the Recurrence section:
i. Daily: schedule the appointments in intervals over a specific number of days. This will
cause the heading for the section to the right to change to Daily and produce the Every
field for entry of the desired interval in days. Enter in how often the recurrence should be,
i.e. entering 3 in the Every field will produce an interval of an appointment to recur every 3
days.
ii. Weekly: schedule the appointments in intervals of a specific number of weeks. This will
cause the heading for the section to the right to change to Weekly. Check the day(s) of the
week that you would like to have this appointment recur on. Enter the number of weeks
between appointments in the Every field, i.e. entering 2 in the Every field and checking
Tuesday would schedule this appointment for every other Tuesday.
iii. Monthly: schedule the appointments in intervals of a specific number of months. This will
cause the heading for the field to the right to change to Monthly. There are two options
for monthly recurrence:
l Day: the appointment will be on a specific date of the month for a selected interval
of months. Enter the date and monthly interval in the appropriate boxes, i.e. if you
want to schedule for the 5th of every other month, you would enter 5 in the first box,
and 2 in the second box
l The: the appointment will be on a specific day of a specific week of the month for a
selected interval of months. Use the drop-down entries to make the weekly and daily
selections in the first two boxes, and then enter the monthly interval in the last box,
i.e. selecting Third in the first box, Friday in the second box, and the number 2 in the
last box would produce a schedule of appointments on the third Friday of every other
month
f. Use the Test button located in the lower, left to view the schedule you created.
g. When you have completed the entries click the OK button to return to the Recurring Dates
screen.
h. Click OK again to return to the Ticket Information screen.
i. A ticket with recurring appointments should be scheduled via the Schedule/Leave Open button.
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Do not click the Check Out/Close button to close a ticket when the ticket includes recurring
appointments, or the appointments scheduled on recurring dates will be scheduled as closed
tickets. Once the recurring schedule has been set, the ticket can be closed as normal.
3. Enter any comments in the Comment field.
4. Select a pet pickup time in the Pickup at field if desired.
5. When finished with entering the Ticket Information, move on to the remaining sections of the ticket
or click the Schedule/Leave Open or Check Out/Close buttons.
Client Information: this section is located in the upper-right of the Ticket Information screen. It is useful in
adding new tickets, as it allows you to look up previous appointment information to determine client history
and preferences, i.e. you could press the Purchases button to determine what products the client normally
purchases.
1. Click any of the buttons to view a client's information.
a. View Info: view the client's information.
b. Edit Info: edit the client's information, such as address or phone number.
c. Pets: view and edit the client's pets.
d. Purchases: view the client's previous purchases.
e. Notes: view the client's notes.
f. Pictures: view/take/manage the client's pictures.
2. You can also click the Change Client button to select a different client for this appointment.
3. When finished with entering any Client Information, move on to the remaining sections of the ticket
or click the Schedule/Leave Open or Check Out/Close buttons.
Appointment Details: this section is the large information grid located in the center area of the Ticket
Information screen. It contains multiple columns for entering details and cost information on all products
and services associated with the appointment.
1. Click on the Employee column. Use the drop-down employees list, and click on the employee that will
be performing the service on the ticket. If the ticket was added from the Appointment Book screen,
the default employee on the ticket will be the employee from the appointment book.
2. Move to the Start column and enter the desired service starting time. 123Pet will have entered, as a
default, the time the ticket was added assuming an immediate start. If the ticket was added from the
Appointment Book screen, the default time will be the time from the appointment book.
3. Move to the ID column and enter the appropriate Product ID or Service ID. You can move to this and
other points in the field by clicking on the desired cell with the mouse or by using the arrow keys (up,
down, left, right) on your keyboard. If you are unsure of the correct Product ID or Service ID, double
click in the ID column to reach the Look Up screen.
a. In the Display section, located in the lower-left portion of the window, there are choices for
displaying the following items:
l Products
l Services
l Products and services
l All Products, services, and backbar products
l Backbar products
l Packages
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Coupons
b. In the Show Only section you can select to display items by their product or service category or
services that can be performed by particular employees.
c. Select to sort the list in the Sort List By section
l Name
l ID
l Price
d. You may enter an ID or a partial product or service description in the Search section. Your search
will be limited to the criteria you've already selected. Click the Clear button if there is a previous
entry in this field, or if you do not want this search limitation.
e. With the above fields set, locate the appropriate product or service. Double-click that item to
add it and return to the Ticket Information screen.
f. If the client is redeeming a Pre-Paid service, add the item to the ticket by ID or use the Redeem
Pre-Paid Service button just below the appointment details section. Click the button and the
Select Pre-Paid Service To Redeem window will be displayed. Once the service to be redeemed
has been added to a ticket, the client's pre-paid service items will be adjusted to reflect the
new item balance.
4. After entries in the Employee, Start Time, and ID columns, 123Pet will have made automatic (default)
entries in the remaining columns for that row. These entries are based on the information you entered
for the specific product or service. You may change any entry item by moving to the appropriate box
and entering the new information.
a. Mins: the time, in "mins." that the selected employee normally takes to perform that service.
b. Type: could be any of the following:
l P: product
l S: service or service setup time
l X: service processing time
l F: service finish time
l E: resource linked to a service
l R: product return (add to inventory)
l D: product return (do not add to inventory)
l V: service return
l G: gift certificate purchase
l L: loyalty points reward
l M: multi-ticket checkout
l C: client credited
l T: amount due transferred to client's balance
l N: note or comment
c. Description: the product or service description.
d. Price: the price of the product or service.
e. Tax: the taxable status of the product or service (a checked box means the item is taxable).
f. Backbar: the cost of products used in performing a service.
g. Qty Purch: quantity purchased, or the number of products or services being purchased under
that specific ID or description.
l
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h. Qty Used: quantity used, or the number of products or services being used during this visit.
i. Discount: the percentage or dollar discount being offered for the product or service, i.e. you may
be offering a special $2.00 or 10% off discount on some items. To enter a percentage discount
use the percentage sign after the numerical value.
j. Total: the total price for the product or service entered under that ID. This will reflect the normal
price less any offered discounts.
k. Commission Based On: the price that the employee's commission is based on. Enter a new
value if the desired commission is different from that listed.
5. If there are additional products or services associated with this appointment, move to the second row
of the Appointment Details grid and continue adding entries. If you are entering a product, or, if the
same employee is to perform the service, you may start with the ID column. You may frequently have
multiple employees listed, as one may perform Groom (Medium) and another Bath.
6. When finished with entering the Appointment Details, move on to the remaining sections of the
ticket or click the Schedule/Leave Open or Check Out/Close buttons.
General Information: this section is located in the lower-left corner of the Ticket Information screen.
1. Created by: identifies the person or method used to create the original ticket.
a. Click on the down arrow next to Created by.
b. This will produce a drop-down list that is initially set with the following choices:
l (blank)
l Main Desk
l Walkup
l Phone In
c. Select your choice.
d. The Created by list can be customized to include different or additional options.
i. Click the Edit button to the right of the Created by field.
ii. The Created By Types screen will appear.
iii. Click the Add button.
iv. Type in the new name of the created by type, i.e. an employee's name.
v. Click the OK button.
vi. Repeat Steps iii-v for each created by type that you would like to add.
vii. You can click on a Created by type and use the Move Up and Move Down buttons as
needed to re-order the list.
viii. The top entry in the list of choices will be the default entry on the Ticket Information
screen. For this reason, we recommend leaving the top entry as (blank)
ix. Click OK when finished revising your list.
2. Confirmed: identifies the person or method used to remind a client and confirm an upcoming
appointment.
a. Click on the down arrow next to Confirmed.
b. This will produce a drop-down list that is initially set with the following choices:
l (blank)
l Phone (Direct)
l Phone (Answering Machine)
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Chapter 7: Appointment Book
In person
l E-mail
c. Select your choice.
d. The Confirmed list can be customized to include different or additional options.
i. Click the Edit button to the right of the Confirmed field.
ii. The Confirmation Types screen will appear.
iii. Click the Add button.
iv. Type in the new name of the confirmed type, i.e. Fax.
v. Click the OK button.
vi. Repeat Steps iii-v for each confirmation type that you would like to add.
vii. You can click on a confirmation type and use the Move Up and Move Down buttons as
needed to re-order the list.
viii. The top entry on the list of choices will be the default entry on the Ticket Information
screen. For this reason, we recommend leaving the top entry as (blank).
ix. Click OK when finished revising your list.
3. Referral: identifies how the customer heard about the business or why they came in.
a. Click on the down arrow next to Referral.
b. This will produce a drop-down list that is initially set with the following choices:
l (blank)
l Request
l Transient
l New
l New Request
c. Select your choice.
d. The Referral list can be customized to include different or additional options.
i. Click the Edit button to the right of the Referral field.
ii. The Referrals List screen will appear.
iii. Click the Add button.
iv. Type in the new name of the referral type, i.e. Magazine Ad.
v. Click the OK button.
vi. Repeat Steps iii-v for each referral type that you would like to add.
vii. You can click on a referral type and use the Move Up and Move Down buttons as needed
to re-order the list.
viii. The top entry on the list of choices will be the default entry on the Ticket Information
screen. For this reason, we recommend leaving the top entry as (blank).
ix. Click OK when finished revising your list.
4. Redeem: redeem a gift card, gift certificate, or coupon.
a. If you know the coupon ID, type that ID under the ID column.
b. If you do not know the coupon ID, click the Coupon button next to Redeem.
c. The Look Up screen will appear.
d. Make sure the Display section is set to Coupons.
e. Double-click the appropriate coupon.
f. Repeat Steps b-e for as many coupons as you would like to redeem on this ticket.
l
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Chapter 7: Appointment Book
g. Click Check Out/Close or Schedule/Leave Open to save the ticket as needed.
5. Purchase: purchase a gift card or gift certificate.
a. For more information on redeeming and purchasing gift cards and certificates, see the Tender
Tracking and Transactions chapter.
6. When finished with entering the General information, move on to the remaining sections of the ticket
or click the Schedule/Leave Open or Check Out/Close buttons.
Special Button: located in the lower-right side of the Ticket Information screen under the Void button, and
to the right of the No Show button. The Special button brings up a separate menu that allows the user to
perform a variety of ticket related tasks from clearing the entire ticket to checking it for errors.
1. Click the Special button.
2. A menu will appear with fifteen options:
a. Check Ticket: checks the ticket for errors or problems.
b. Delete Ticket: deletes the ticket from the database.
c. Add Ticket to Multi-Ticket Checkout: adds the ticket to the current list of tickets for a multiticket checkout.
d. Cancel Ticket: cancels the ticket.
e. Void Ticket: voids the ticket.
f. No Show: records the ticket as a no show for the client.
g. Gift Card: brings up a sub-menu with the following options:
i. Redeem Gift Card: redeem an already purchased gift card.
ii. Purchase Gift Card: purchase a gift card.
iii. Add to Balance: add money to an already purchased gift card.
iv. Look Up Balance and History: look up a gift card's current balance and purchase history.
h. Client Balance: brings up a sub-menu with the following options:
i. Use Available Credit: use a positive credit to pay for services or products.
ii. Add Additional Credit/Pay Off Balance: add to the current positive credit the client can
spend, or pay off any negative balance that the client owes.
iii. Close Ticket And Add Amount Due to Client's Balance: close the ticket and add the
unpaid remainder to the client's negative balance.
iv. Show Client's Balance: shows the current positive or negative balance that the client has
with the business.
i. Loyalty Points: brings up a sub-menu with the following options:
i. Redeem Loyalty Points: redeem accrued loyalty points for a loyalty option.
ii. Add Loyalty Points: add loyalty points to the current loyalty point balance. For more
information on Loyalty Points see the Marketing chapter.
j. Reminders: brings up a sub-menu with the following options:
i. Add Reminder for this Ticket: add a reminder to the ticket. This is useful when originally
scheduling the appointment, as you can leave notes for other employees.
ii. View Reminders for this Ticket: view any reminders associated with the ticket.
k. Purchase Gift Certificate: purchase a gift certificate.
l. Claim Tips: claim any tips associated with the ticket.
m. Clear All Items: clears all items from the appointment details.
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Chapter 7: Appointment Book
n. Print Ticket: print a copy of the ticket.
o. Print Tip Line Receipt: print a copy of the receipt with the tip line added. This is typically used
with credit card transactions.
3. When finished with using the Special button features, move on to the remaining sections of the ticket
or click the Schedule/Leave Open or Check Out/Close buttons.
Closing Tickets Overview
Closing a Ticket: a ticket is closed after the product, service, coupon, gift certificate, gift card, and payment
information has been completed. A closed ticket is a record of services rendered or products purchased.
Closed tickets are used when reports, such as business totals, commission, top spending clients, etc., are
calculated.
1.
2.
3.
4.
5.
Open the Ticket Information screen from the appointment book, adding a ticket, or editing a ticket.
Verify that all the ticket information is correct, and make any necessary changes.
Add any tips if necessary.
Enter the tender Type.
Enter the Tender, or the amount that the client is paying. Click the Tender = Due button if they are
paying the exact amount.
6. Click the Check Out/Close button to close the ticket and record the sales in your totals.
Closing a Ticket and Rebooking the Appointment: rebook the next appointment immediately after closing
the previous service ticket.
1. Check the Rebook after closing box in the lower-right corner and close the ticket as normal, or simply
click the Check Out/Close & Rebook button.
2. The current ticket that you have selected will be closed.
3. The Rebook Client screen will appear.
4. Use the Quick rebook option to select a date that's 1 to 8 weeks from the date of the original
appointment.
5. Use Manually select a date to rebook to choose a specific date from the calendar.
6. You have the option of including the products and services from the previous ticket or removing them
by checking or unchecking the Copy products and services from previous ticket box as desired.
7. Click the Rebook button.
8. Carefully read the following note on the screen: "The appointment book will now display the selected
rebook date. To complete the rebooking process, simply right-click on the appointment slot where you
would like to rebook the appointment, then select Paste Appointment."
9. Click OK.
10. As described in Step 8, simply right-click on the appointment slot where you would like to rebook the
appointment, then select Paste Appointment from the menu to complete the rebook.
Voiding or Canceling a Ticket: a voided or canceled ticket will not appear in any business totals or payroll
reports, but a record of it will be tracked. Occasionally a ticket will need to be voided or canceled
completely, and the ticket will need to be removed from the appointment book. Voiding or canceling a ticket
will close and remove the ticket while retaining a record for certain reporting purposes.
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Chapter 7: Appointment Book
1.
2.
3.
4.
Edit an open ticket.
Click the Void or Cancel button.
The Void/Cancel screen will appear.
Enter in any comments and click OK.
Edit a Closed Ticket: you can control whether or not a closed ticket can be edited. Select Options from the
Tools drop-down menu and click the Tickets tab. Under the Editing/Voiding/Deleting section, check or
uncheck the Allow closed tickets to be edited box.
1.
2.
3.
4.
5.
6.
Click the Tickets button/icon or select Edit Tickets from the Tickets drop-down menu.
Click on the closed ticket to edit or do a search to find the closed ticket in question.
Click the Edit Ticket button.
The Ticket Information screen will appear.
Click the Edit button.
Make the appropriate changes and click the Save Changes button.
Multi-Ticket Checkout: it is possible to close multiple tickets on one ticket. This is useful if you have two or
more clients coming in together and want to pay for all of their services on one ticket. If one or more
independent contractors is listed on the ticket, you can't do a multi-ticket checkout. This is because
independent contractors receive payments to their own accounts, and there can only be one account per
transaction.
1. Click the first ticket that you would like to include on the multi-ticket checkout.
2. The ticket should be highlighted once it has been selected. This will be the primary ticket, or the ticket
that will hold the combined totals from the secondary tickets. You can use the Remove This Ticket as
Primary Ticket and Set This Ticket as Primary Ticket buttons as needed.
3. Click the Special button.
4. Select Add Ticket to Multi-Checkout option.
5. If the Question screen appears, click Yes.
6. Adding a secondary ticket to the multi-ticket checkout can be done in multiple ways:
a. Click the Add Another Ticket by ID button under the Secondary Ticket(s) section. Type in the
Ticket ID number and click OK.
b. Click the Add Another Ticket by Browsing button. The Browse for Open Tickets screen will
appear. Select the ticket and click OK.
c. Select an open ticket and click the Special button. Then select Add Ticket to Multi-Ticket
Checkout.
6. Repeat Step 5 until all desired secondary tickets have been added.
7. If you make a mistake, use the Remove Selected Ticket button on the Multi-Ticket Checkout screen.
8. Click the Finished button.
9. Click OK.
10. The Ticket Information screen for the primary ticket you selected will appear. The balance(s) from the
secondary ticket(s) you entered will be carried over to the balance from the primary ticket that you
have selected.
11. Close out the ticket as you normally would.
If you delete the primary ticket of a multi-ticket checkout, the secondary ticket(s) that were added will still
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Chapter 7: Appointment Book
exist as closed tickets, and as such will reflect on your sales reporting. Be very careful when deleting tickets
that were used in a multi-ticket checkout.
Taking Deposits on Tickets: some clients may prefer putting a down payment or a deposit on a procedure or
service that your business offers. Some businesses require deposits on certain services to ensure the
appointment is kept. Deposits can be made for the full or partial amount. Most businesses will not refund
the deposit if the client does not show up for the scheduled appointment.
1. Take the Deposit: the customer can put down a partial or full deposit.
a. Create a ticket.
b. Select the service that the client is putting a deposit on.
c. Set the Qty Used column to 0 for that service. The Qty Prch column should be the quantity of
this service that the client is scheduling an appointment for, usually 1.
d. In the Tender section, enter the amount of the deposit and the payment type.
e. Click the Check Out/Close button.
f. If the deposit is less than the full amount, the Tender Less than Total screen will appear.
g. Click Record Amount Due to add the payment to the prepaid service with the remaining
balance to the customer.
h. Next reserve the date of the future appointment.
i. Create a new ticket for the date and time that the client is coming in for the service.
j. Add the service with the deposit to the ticket.
k. The Pre-Paid Available screen should appear.
l. Click Yes to use the pre-paid service.
m. Click the Schedule/Leave Open button.
2. Redeem the Deposit: when the client comes in to have the appointment fulfilled and the service
rendered, the remaining balance (if any) will need to be paid.
a. Open the ticket for the previously scheduled appointment.
b. Click the Special button.
c. Select Client Balance then Add Additional Credit/Pay Off Balance.
d. Enter the remaining amount of the client's balance in order to completely pay for the service.
e. Click OK.
f. Enter the tender type and amount.
g. Click the Check Out/Close button.
3. Lost Deposit: most businesses will not refund a deposit for a service if the client does not show up for
the appointment. It's easy to remove the client's credit for the deposit without losing the deposit from
your totals.
a. Edit the client and click the Balance tab.
b. Click the Set to Exact Value button.
c. Enter 0 and click OK.
d. Enter that the client was a no show for the appointment in the Comments section.
e. Click the Pre-Paid Services button.
f. Select the pre-paid service to remove and click Edit.
g. Click the Current Quantity tab.
h. Change the Quantity Available field as desired. This will most likely be set to 0.
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Chapter 7: Appointment Book
i. Click OK.
j. Click Save to exit the client's file.
k. Edit the scheduled appointment ticket and click the No Show button.
Wait List Overview
The Wait List feature allows you to create a list of clients who have no prior scheduled appointment and are
waiting for the next available employee. On the wait list, you can select a specific employee or the first
available employee, and the service that the client is waiting for. You can then move the employee from the
wait list to an open ticket. To access the wait list feature, click the Wait List button/icon or select Edit Wait
List from the Clients drop-down menu.
There are six options for viewing the clients on the wait list:
1. Only show clients who are currently in the lobby: show only the clients currently waiting at the
business.
2. Show clients who are available today: show clients who are available to fill appointments today.
3. Show clients who are available tomorrow: show clients who are available to fill appointments
tomorrow.
4. Show clients who are available over a range of days: show clients who are available to fill
appointments between a set range of days.
5. Show clients who are available on a specific day: show clients who are available to fill appointments
on a specific day.
6. Show all wait listed clients: show all clients waiting to fill an appointment.
Wait List Settings: determine when the software will automatically look for appointment openings.
1. Click Wait List Settings under the General Options section, or select Wait List Settings from the
Clients drop-down menu.
2. The Wait List Settings screen will appear.
3. Under the Automatic Appointment Opening Search Settings, select when the software should
automatically look for appointment openings:
l cancel/void/no show a ticket
l delete a ticket
l close a ticket
l drag and drop a ticket
l cut/paste a ticket
4. Click OK to save the settings.
Adding or Editing a Wait List Entry
1.
2.
3.
4.
5.
6.
Click Add Entry or select the entry from the list and click Edit Entry.
The Find Client screen will appear if you are adding a new entry.
Select the client you want to add to the wait list and click OK.
The Edit Wait List Entry screen will appear.
If necessary, enter in a comment in the appropriate field.
Under the Wait Dates section, select if the client is waiting for an appointment today or at some point
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Chapter 7: Appointment Book
7.
8.
9.
10.
11.
12.
in the future.
l This client is waiting in the lobby for an appointment today: the client is currently waiting for
a seat
l This client would like to be booked on the following day: the client is waiting for a specific
available day, and optionally is available every day after the original date
l This client would like to be booked on one of the following days: the client is waiting for an
appointment on any of the specified days
Under the Wait Times section, select what times the client would like to come in for the appointment.
l This client is available for this appointment at any time: the client is always available
l This client is available for this appointment only during specific times: the client is only
available during certain hours
Under the Services this client is Waiting for section, enter the ID of the service the client is waiting
for or click on the ... button next to the Service ID field to bring up the Look Up screen.
In the same row, if the client is waiting for a particular employee, select the employee in the
Employee/Resource box.
Repeat Step 8 and Step 9 for each service the client would like to have performed.
You can delete a service from the Edit Wait List Entry screen by using the Delete button, and you can
delete the employee the client is waiting for with the Clear button.
Click OK to save the entry to the wait list.
Deleting a Wait List Entry
1.
2.
3.
4.
Click to highlight the appropriate entry.
Click Delete Entry.
The Are You Sure? screen will appear.
Click Yes to permanently delete the wait list entry.
Moving a Client from the Wait List to an Open Ticket: once an appointment opening is available to
service the client, the client can easily be moved to an open ticket.
1.
2.
3.
4.
5.
6.
Select the appropriate wait list entry.
Under the General Options section, click Move to Ticket.
The open ticket will appear.
If needed, select the name of employee who is going to perform the service.
Complete any remaining information for the ticket and click the Schedule/Leave Open button.
Close the ticket after the service is complete.
Printing the Wait List: it's occasionally helpful to print the wait list, especially if you would like to call
clients that have been waiting for an extended period of time.
1. Click Customize View.
2. Use the Add and Remove, and the Move Up and Move Down buttons as needed to make the desired
changes to the Selected section.
3. Click the OK button to return to the Wait List screen.
4. Select the appropriate option in Client Booking Availability.
5. Click a column heading to organize the wait list as needed.
6. Click Print List.
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Chapter 7: Appointment Book
7. The Printing Options screen will appear.
8. Make the appropriate printer and page range selections and click Print.
Quotes and Invoices Overview
You can create, edit, e-mail, and delete quotes and invoices for clients. Both quotes and invoices can be
accessed by clicking the Quotes button/icon, or by selecting Edit Quotes and Invoices from the
Accounting drop-down menu.
The Quotes and Invoices screen can display quotes and/or invoices according to:
l
l
l
l
Type: quote or invoice
Status: open or closed
Date Range: today, yesterday, a single specified date, a range of dates, or all dates
Client's Name: search specifically by client name
Adding or Editing a Quote or Invoice
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
Click the Add Quote/Invoice button or select the quote/invoice to edit and click Edit Quote/Invoice.
The Find Client screen will appear if you are adding a new quote or invoice.
Select the client and click OK.
The Quote/Invoice Information screen will appear.
Select the Type:
a. Quote: an estimate of cost for services to be performed or products purchased. A quote is not a
bill to the customer.
b. Invoice: an itemized bill given to the customer detailing the costs of products and services
already rendered or to be rendered. Your business will expect to receive payment for an invoice.
Select the Status:
a. Open: an open invoice is an invoice that the client needs to make payment on. An open quote is
a quote that was sent to the client for review. An open quote can be changed to an invoice at
any time.
b. Closed: an invoice is closed when a client finishes making all payments on it. A quote is closed
when a client has reviewed the quote, but has decided not to proceed with the purchase.
Select the Employee or leave as none.
In the ID column, type in the Service ID or Product ID or double-click to bring up the Look Up screen.
Repeat this for each product or service to add to the quote/invoice.
Adjust the Start Time column if desired.
Click Save.
Deleting a Quote or Invoice
1.
2.
3.
4.
5.
Use the Search and Date Range options to display the appropriate quotes and/or invoices.
Click on the quote or invoice to delete.
Click the Delete Quote/Invoice button.
The Are You Sure? screen will appear.
Click Yes and your quote or invoice will be permanently deleted from the database.
Chapter 7: Appointment Book - Page 34 / 36
Chapter 7: Appointment Book
Moving a Quote or Invoice to a Ticket: you may want to move a quote or invoice to a ticket when a
customer is ready to pay for his or her quote or invoice and finalize the sales transaction.
1.
2.
3.
4.
5.
Click on the quote or invoice you wish to move to a ticket.
Click the Move to Ticket button.
The Ticket Information screen will appear.
Select an employee if necessary.
Enter the tender amount and close out the ticket as you normally would, or click Schedule/Leave
Open to schedule the appointment.
E-mailing a Quote or Invoice: e-mail the quote or invoice to a customer for review.
1.
2.
3.
4.
5.
6.
7.
Click on the quote or invoice to e-mail.
Click the E-mail Quote/Invoice button.
The E-mail screen will appear.
The E-mail To information will be entered based on the client.
Enter a comment or your business information in the E-mail From section.
Click Send to send the quote or invoice via e-mail.
Click OK to complete the process.
Printing a Quote or Invoice: before printing quotes and invoices, the print format must be set up.
1. Click the Print Setup button.
2. The Quote and Invoice Print Setup screen will appear.
3. Modify the following information to suit your needs:
l From: this field should contain your business information
l Comment: any other comments you would like to include
l Graphic file: if you would like to print a graphic on the purchase order, i.e. a company logo, click
the Select button to choose the fill from your computer.
l Top: graphic's distance from the top of the PO
l Left: graphic's distance from the left side of the PO
l Height: graphic's height
l Width: graphic's width
4. Click OK.
There are two ways to print a quote or invoice.
1. Individual Quote or Invoice
a. Click to highlight the quote or invoice.
b. Click the Print Single Item button.
c. The Printing Options screen will appear.
d. Make the appropriate printer and page selections and click the Print button.
2. Quote or Invoice List
a. Click the Customize View button.
b. Use the Add and Remove, and the Move Up and Move Down buttons to organize the Display
column.
c. Click OK to return to the Quotes and Invoices screen.
Chapter 7: Appointment Book - Page 35 / 36
Chapter 7: Appointment Book
d.
e.
f.
g.
Click on a column heading to organize the list as desired.
Click the Print List button.
The Printing Options screen will appear.
Make the appropriate printer and page selections and click the Print button.
Chapter 7: Appointment Book - Page 36 / 36
Tender Tracking and Transactions
maintaining your cash drawer and performing transactions
Cash Drawer Balance Overview
123Pet will control most cash drawers that interface with the serial port or USB port on your computer. The
cash drawer controls can be password protected. See the Password Protection chapter of this User's Guide
for more information. Please visit our website at http://www.123PetSoftware.com//software/add-ons/salonpos-system/ for our current recommendation of cash drawer types. See the Options - Hardware Setup Tab
in the Options Overview section for detailed instructions on setting up your cash drawer.
Cash Drawer Balance and Startup: track and balance all currency in the cash drawer. The actual amount of
money, checks, credit cards, and other currencies in the cash drawer may be recorded and compared to the
amount of currency taken in on closed tickets. Each cash drawer balance for each employee can be recorded
and tracked. Cash drawer balances can be reached by selecting View Cash Drawer Balances from the Cash
drop-down menu.
You do not need to do a cash drawer balance first thing in the morning or at the beginning of a shift, but it is
recommended. The starting balance will be used when counting down the drawer for closing, or counting
down the drawer at the end of a shift. Most businesses use a set amount for each day's starting balance,
i.e. $200.
1. Click Open the Day which is located under the General Options.
2. The Open the Day screen will appear.
3. Enter the starting balance of your cash drawer. Most businesses prefer to have a set amount of money
that they start the day with. This is usually done so businesses can make change at the start of the
day, and to have a set balance that drawers can be counted down to. This balance will be the same
from day to day.
4. Check the box next to When running a new cash drawer balance, automatically set the starting
balance to the counted cash value of the last cash drawer balance ran if your business carries over
the previous night's sales to the morning balance. The starting amount in the drawer will be set to the
last amount recorded from the previous cash balance. This is typically used when there aren't
replacement drawers used between shifts, or when businesses hold all money in the drawer until a
deposit can be made to the bank.
5. Click OK to save the changes.
Adding Cash Drawer Balance Entries: adding cash drawer balance entries is similar to closing out the
drawer at the end of the day. Cash drawer balance entries can be made periodically throughout the day, or
when changing cashiers. The cash drawer balance entries record the cash amount at specific times of the
day.
1. Click the Add Balance button.
2. If password protection is enabled, the cash drawer balance will be recorded for the employee that is
logged in. The Select Date and Time screen will appear.
3. Select the appropriate date and time parameters and click the OK button.
4. If you have independent contractors, a pop-up screen will appear asking if you would like to include
them.
5. Select Yes or No as desired.
6. Select the computer(s) that you would like to record the new cash drawer balance for and click the OK
Chapter 8: Tender Tracking and Transactions - Page 1 / 23
Chapter 8: Tender Tracking and Transactions
7.
8.
9.
10.
11.
12.
13.
14.
15.
button.
The Cash Drawer Balance screen will appear.
In the Counted Cash section, enter the number of each type of currency in the cash drawer.
The Starting Balance field should already be set to your declared starting balance. If you have not set
a starting balance, enter the amount that the cash drawer started the day with.
The amount of dropped cash will automatically appear.
The amount of petty cash and settled tips will automatically appear.
123Pet will calculate the reported amount of cash in the drawer and compare it to the counted cash in
the drawer.
The Non-Cash section shows the total amount of checks, credit cards, and other non-cash amounts
from closed tickets.
For a perfect drawer balance, there should be no difference in counted currency and reported currency.
Click Save when finished.
Record a New Cash Drawer Balance and Close Out: 123Pet enables you to easily balance your cash drawer
and close out for the day. You can do a cash drawer balance and close out according to date and/or time.
1. Select Close Out & Cash Drawer Balance from the Cash drop-down menu.
2. Follow Steps 2-15 under Adding Cash Drawer Balance Entries.
3. After closing the drawer, most businesses fill out a deposit slip and take the day's cash and checks to
the bank, or they keep them in a safe until they are taken to a bank or a can be picked up by a bank
service.
The cash drawer Reported Balance should be equal to the Counted Cash in the drawer. The Reported
Balance is equal to the starting balance plus calculated total of cash from closed tickets minus dropped
cash minus petty cash minus settled tips. The Counted Cash is the amount of cash physically in the
drawer. Status shows if the drawer is balanced, over, or under.
Viewing Cash Drawer Balance Entries and Close Outs: 123Pet does not allow you to edit an existing cash
drawer balance entry. This screen may be used by the business owner or manager to view, delete, and add
cash drawer balance entries. We recommend that this screen be password protected.
1. Select the appropriate Date Range as desired:
l Today: balances recorded today
l Yesterday: balances recorded yesterday
l Range: balances recorded within a user defined range of days
l Single Date: balances recorded on a single date
l All dates: balances recorded for all days
2. Click on the cash drawer balance entry that you would like to view.
3. Click the View Balance button.
4. Click OK when finished.
Deleting Cash Drawer Balance Entries: if you happen to accidentally run a cash drawer balance for the
incorrect day or time, it is easy to recalculate, but it does need to be rerun.
1. Select the appropriate Date Range as desired.
2. Click on the cash drawer entry to delete.
3. Click the Delete Balance button.
Chapter 8: Tender Tracking and Transactions - Page 2 / 23
Chapter 8: Tender Tracking and Transactions
4. The Are You Sure? screen will appear.
5. Select Yes to permanently delete the cash drawer entry from the database.
6. If necessary, you may now rerun the cash drawer balance.
Petty Cash Overview
Petty cash transactions are money taken out of the cash drawer, i.e. if you buy coffee for your employees,
and money put back in the drawer, i.e. change from the coffee purchase. Petty cash transactions do not
appear in store sales' totals, but they do appear in the overall cash balance. This feature allows you to track
miscellaneous money taken out of and put back in the cash drawer. Petty cash transactions can be reached
by selecting View Petty Cash Transactions from the Cash drop-down menu.
Adding Petty Cash Transactions: you may record a new petty cash transaction in either of two ways:
1. New Petty Cash Transaction: from the Cash drop-down menu.
a. Select New Petty Cash Transaction from the Cash drop-down menu. If password protection is
enabled, the petty cash transaction will be recorded for the employee that is logged in.
b. The Add Petty Cash screen will appear.
c. Select the employee from the drop-down list.
d. Select a category from the drop-down list. There are two default choices:
l Misc. Supplies
l Found Currency
e. Click the Edit button to add more categories, i.e. a category called "Coffee."
f. Add a description of the petty cash transaction.
g. Enter the Type: is cash going into the drawer or coming out.
h. Enter the amount of the petty cash transaction.
i. Click OK.
2. Add Petty Cash: from the Petty Cash Tracking screen.
a. Click the Add Petty Cash button.
b. The Add Petty Cash screen will appear.
c. Perform Steps c-h listed above.
d. Click OK.
Viewing or Editing Petty Cash Transactions: after petty cash transactions are entered, you may wish to
view or edit them as needed. This option will typically be used by the business owner or manager to review
incoming and outgoing petty cash transactions.
1.
2.
3.
4.
Click on the petty cash transaction to view or edit.
Click the Edit Petty Cash button.
Make the appropriate changes, or just view the transaction.
Click OK when finished.
Deleting Petty Cash Transactions
1. Select the petty cash transaction to delete.
2. Click the Delete Petty Cash button.
Chapter 8: Tender Tracking and Transactions - Page 3 / 23
Chapter 8: Tender Tracking and Transactions
3. The Are You Sure? screen will appear.
4. Confirm your selection and click the Yes button to permanently delete this entry from the database.
Cash Drop Overview
123Pet allows you to record and track cash and check drops. A cash drop is an amount of cash removed from
the cash drawer and placed in the safe or sent to the bank for deposit. There is no limit on the number and
cash amount of drops you can take. Typically, cash drops are performed to remove excess money from the
drawer to be placed in the safe until the balance can be reconciled. Cash drops can be viewed by selecting
View Cash Drops from the Cash drop-down menu.
Adding a Cash Drop: you may record a new cash drop in either of two ways:
1. New Cash Drop: from the Cash drop-down menu.
a. Select New Cash Drop from the Cash drop-down menu.
b. The Add Cash Drop screen will appear.
c. Enter the amount in cash being dropped.
d. Enter the amount in checks being dropped.
e. Select the employee from the drop-down list. If password protection is enabled for this feature,
the employee logged in will be recorded automatically.
f. Click OK.
2. Add Cash Drop: from the Cash Drop Tracking screen.
a. Click the Add Cash Drop button.
b. The Add Cash Drop screen will appear.
c. Perform Steps c-e listed above.
d. Click OK.
Viewing Cash Drop Entries: 123Pet does not allow you to edit an existing cash drop entry. The Cash Drop
Tracking screen will typically be used by the business owner or manager to view, delete, and add cash drop
entries. It is highly recommended that this screen be password protected.
1. Select View Cash Drops from the Cash drop-down menu.
2. All cash drop entries will appear in a table.
3. You can narrow or adjust the results by selecting the appropriate option from the Date Range section:
l Today
l Yesterday
l Range
l Single Date
l All Dates
Deleting Cash Drop Entries
1.
2.
3.
4.
Click on the entry that you would like to delete.
Click the Delete Cash Drop button.
The Are You Sure? screen will appear.
Confirm your selection and click the Yes button to permanently delete the entry from the database.
Chapter 8: Tender Tracking and Transactions - Page 4 / 23
Chapter 8: Tender Tracking and Transactions
Checking Out Overview
When a ticket is created it can be saved on the appointment book or closed to record the transaction.
Closing out a ticket records all sales information, purchase history, tender, and balances. Open tickets can
be viewed on the Appointment Book or on the Tickets screen.
Closing an Open Ticket
1.
2.
3.
4.
5.
6.
7.
8.
Open a scheduled ticket or create a new one.
Make sure that all ticket information is correct before closing out.
Add a tip if necessary with the Edit Tip button.
Select the Type of tender from the drop-down list. There are six default tender types.
l Cash
l Check
l Visa
l MasterCard
l American Express
l Discover
Enter the amount the client is paying in the Tender field. If the client is paying the exact amount, click
Tender = Due.
123Pet will calculate the change.
Click the Check Out/Close button.
If you are processing a credit card with integrated processing through 123Pet use the Process Credit
Card button instead of the Check Out/Close button.
Split Tenders: customers have the option of splitting their payments between different tender types, i.e. a
customer may want to pay part by cash and part by credit card. To split tenders use the Split button in the
upper-left portion of the Tender section.
1. Click the Split button on the open ticket.
2. The section name will change to Tender (Split Payment) and there will be two sets of tender entry
fields. The Split button name will change to Single, use this to return back to single tender payment.
3. Make the appropriate Type 1 and Type 2 tender entries, i.e. if the total was $50, and the customer
wants to pay $20 cash and a check for $30:
a. Enter Cash for the Type 1 field and $20 for the Tender 1 field.
b. Enter Check for the Type 2 field and $30 for the Tender 2 field.
4. Close the ticket as you normally would.
Tender Types: tender types can be added or modified as needed to suit the needs of the business.
1.
2.
3.
4.
5.
6.
Select Edit Lists from the Tickets drop-down menu.
Select Payment.
The Payment Types screen will appear.
Click the Add button.
Enter the payment type.
Click OK.
Chapter 8: Tender Tracking and Transactions - Page 5 / 23
Chapter 8: Tender Tracking and Transactions
7. Repeat Steps 4-6 for each payment type that you would like to add.
8. Use the Edit, Delete, Add Blank, Move Up, and Move Down buttons as necessary to organize the
tender types.
9. Click OK when finished.
Change: 123Pet automatically calculates the change for all transactions after the tender amount is entered.
There are five default change settings:
l
l
l
l
l
Cash
Visa
MasterCard
American Express
Discover
Change Types: users can edit and add change types depending on business needs, i.e. using return gift
cards or store credit for returns without receipts or excessively late returns.
1.
2.
3.
4.
5.
6.
7.
8.
Select Edit Lists from the Tickets drop-down menu.
Select Change.
The Change Types screen will appear.
Click the Add button.
Enter the change type.
Click OK.
Repeat Steps 4-6 for each change type that you would like to add.
Use the Edit, Delete, Add Blank, Move Up, and Move Down buttons as necessary to organize the
change types.
9. Click OK when finished.
Tips Overview
Employees may claim tips on an open ticket. Two types of tips exist:
1. Direct Tip: a tip given directly to the employee. The tip amount does not appear on the client's receipt.
The tip amount is reported in payroll for reference, but is not included in the payroll total. However,
payroll taxes for the tip amount are calculated and applied to payroll.
2. Withheld Tip: the tip is withheld until the tip is settled. A withheld tip may be settled at the end of the
employee's shift by giving them cash from the drawer, or they can be held and settled by running
payroll. Withheld tips appear on the client's receipt and in your totals reports. Withheld tips and
settled tips should be equal by the time payroll is calculated. Payroll taxes are applied to withheld
tips.
Adding Tips: an employee may claim a direct or withheld tip on an open ticket.
1. Add or edit a ticket.
2. The Ticket Information screen will appear.
3. Click the Edit Tip button located in the Totals section of the Ticket Information screen, or click the
Special button and select Claim Tips.
Chapter 8: Tender Tracking and Transactions - Page 6 / 23
Chapter 8: Tender Tracking and Transactions
4. The Claim Tip screen will appear.
5. In the Claim section, enter the amount of the tip in the Amount field.
6. Select the appropriate tip type in the Withholding Type section.
l Direct: cash is given directly to the employee
l Withheld: tip payment is made with some tender other than cash, and the employee receives no
direct tip from the client
7. Click OK.
8. The Tips Claimed screen will appear with a list of all employees shown on the ticket with the
corresponding tips.
9. If more than one employee performed services on the ticket, click the Add button to add tips for
additional employee(s).
10. Select the employee and click OK.
11. Repeat Steps 5-7 to add the tip for the other employee.
12. Repeat Step 8 for each employee that you wish to add a tip for.
13. Click the OK button to return to the Ticket Information screen.
14. Close the ticket as normal to record the sale.
Settling Tips: if a tip is withheld, it is not given to the employee until the tip is settled. Settling tips on a
daily basis will subtract from the amount of cash expected in your cash drawer when you run a close
out/cash drawer balance at the end of the day. If you take money out of the cash drawer for an employee's
tip, be sure to settle the tip or at the end of the day, or your drawer will be shown as being under. All tips
can be viewed by clicking the Tips button/icon, or by selecting Edit Tips from the Employees drop-down
menu.
1. From an Open Ticket: from a ticket being edited.
a. From the open ticket or ticket to be edited, click the Edit Tip button.
b. The Tips Claimed screen will appear.
c. Highlight the tip to edit.
d. Click the Edit button.
e. The Claim Tip screen will appear.
f. Make sure that the tip type is Withheld.
g. Click the Settle This Tip Now button.
h. Give the employee the appropriate amount of cash.
i. The settled tip will appear in the payroll calculations for reference. It will not be added to the
employee's income, but payroll tax deductions will still be calculated and subtracted.
2. Single Tip: settled from the Tips screen.
a. Select Details in the Display section.
b. Double-click on the tip to be settled.
c. Click the Settle This Tip Now button.
d. Give the employee the appropriate amount of cash.
e. The settled tip will appear in the payroll calculations for reference. It will not be added to the
employee's income, but payroll tax deductions will still be calculated and subtracted from the
employee's income.
3. Multiple Tips: from the Tips screen.
Chapter 8: Tender Tracking and Transactions - Page 7 / 23
Chapter 8: Tender Tracking and Transactions
a.
b.
c.
d.
e.
f.
Select Settlement in the View section.
A sum of all unsettled tips for each employee will be displayed.
Click on the employee for whom you wish to settle all tips.
Click the Settle Tips button.
Give the employee the appropriate amount of cash.
The settled tips will appear in the payroll calculations for reference. It will not be added to the
employee's income, but payroll tax deductions will still be calculated and subtracted from the
employee's income.
g. Repeat Step c-e for each employee as appropriate.
4. Running Payroll: withheld tips can be settled automatically by running payroll. The amount in tips
that are owed to the employee along with the payroll tax deductions are calculated at the same time.
The employee's pay is adjusted accordingly to include the tips that haven't been settled. This is an
excellent way to monitor tips for tax purposes. See the Payroll chapter in this User's Guide for more
information on running payroll.
Unsettling Tips: you can easily unsettle tips if you make a mistake, such as forgetting to settle tips and
running payroll. Since the tips settle automatically when payroll is run and are added onto employee's
checks, this would be an issue if you meant to give your employees cash. Therefore, you can unsettle the
tips, and resettle the tips manually to indicate that the employees received cash tips. Payroll would need to
be recalculated in this instance to reflect the change.
1. Select Edit Tips from the Employees drop-down menu.
2. The Tips screen will appear.
3. Select Withheld: Settled Only in the Display section. This may make it easier to find the settled tip
that you wish to unsettle.
4. Double-click the tip that you wish to unsettle.
5. The Claim Tip screen will appear.
6. Click the Unsettle This Tip Now button.
7. Click the Yes button.
8. Click OK.
9. Repeat Steps 4-8 for each individual tip that you wish to unsettle.
Editing a Tip: a tip can be edited in two ways:
1. From an Open Ticket: from a ticket being edited.
a. Edit the desired ticket. If the ticket has been closed, you must edit the ticket to edit the tip. If a
credit card was used to pay for a ticket that you would like to edit the tip on, the amount charged
to the card will not be changed to reflect the tip change. The change will have to be made
through the credit card processing company. To remain PCI compliant, most processing
companies will not allow transactions if the card is not present.
i. Locate the closed ticket and double-click on it.
ii. Click the Edit button.
iii. The ticket is now able to have the tip edited.
b. Click the Edit Tip button.
c. The Tips Claimed screen will appear.
d. Highlight the tip to edit.
Chapter 8: Tender Tracking and Transactions - Page 8 / 23
Chapter 8: Tender Tracking and Transactions
e. Click the Edit button to make the appropriate changes.
f. Click the OK button to return to the Ticket Information screen.
g. Click the Check Out/Close button or the Save Changes button.
2. Tips Screen
a. Select Edit Tips from the Employees drop-down menu.
b. The Tips screen will appear.
c. Highlight the tip to edit and click the Edit Tip button.
d. The Claim Tip screen will appear.
e. Make the appropriate changes. Changes to tip amounts can only be made to open tickets.
f. Click the OK button.
Deleting a Tip: tips can be deleted in two ways:
1. From an Open Ticket: from a ticket being edited.
a. Edit the ticket. If the ticket has been closed, you must edit the ticket to delete the tip. If a credit
card was used to pay for a ticket that you would like to delete the tip on, the amount charged to
the card will not be changed to reflect the tip deletion. The change will have to be made through
the credit card processing company. To remain PCI compliant, most processing companies will
not allow transactions if the card is not present.
i. Locate the closed ticket and double-click on it to edit it.
ii. Click the Edit button.
iii. The ticket is now able to have the tip deleted.
b. Click the Edit Tip button.
c. The Tips Claimed screen will appear.
d. Highlight the tip to delete.
e. Click the Delete button.
f. Click the OK button to return to the Ticket Information screen.
g. Click the Check Out/Close button or the Save Changes button.
2. Tips Screen
a. Select Edit Tips from the Employees drop-down menu.
b. The Tips screen will appear.
c. Highlight the tip to delete.
d. Click the Delete Tip button.
e. The Are You Sure? screen will appear.
f. Verify your selection and click the Yes button.
Processing Returns Overview
123Pet can accommodate product and service returns. Product returns may be added back to stock during
the transaction, and defective items can simply be returned without being added. Service returns are
typically used if a client is unhappy with the service that was provided. Service returns, like product returns,
will reduce the commission for the employee included on the return ticket.
Only one independent contractor can be selected on a ticket for all products and services being returned. In
other words, multiple independent contractors cannot be selected on the same ticket. This is due to how
Chapter 8: Tender Tracking and Transactions - Page 9 / 23
Chapter 8: Tender Tracking and Transactions
information is held in the database, reporting is done, and the ability to deposit credit card transaction
amounts directly in each independent contractor's bank account. If you do not have independent contractors
but only direct employees, then multiple employees can be selected on a return ticket.
Product Return: process a product return and give the client cash back. See the Credit Card Processing
Overview section for more details on processing credit card product returns.
1. Create a new ticket.
2. The Ticket Information screen will appear.
3. In the Employee column, select an employee. If employees get product commission, the employee you
select will lose commission for the item being returned. If you do not wish any employee to lose
commission, select the (none) employee.
4. Enter the ID of the product that is being returned.
5. Under the Type column, change the type from P to R - Product Return (Add to inventory) if the
product will be returned to inventory.
6. Under the Type column, change the type from P to D - Product Return (Do NOT add to inventory) if
the product will not be returned to inventory.
7. Repeat Steps 3-6 for each additional item being returned.
8. Make sure the tender amount is $0.
9. Make sure the refund type is listed as Cash.
10. Click the Check Out/Close button and give the client his or her cash back.
Service Return: process a service return and give the client cash back. See the Credit Card Processing
Overview section for more details on processing credit card service returns.
1. Create a new ticket.
2. The Ticket Information screen will appear.
3. Select an employee in the Employee column. If employees get service commission, the employee you
select will lose commission for the service being returned. If you do not wish any employee to lose
commission, select the (none) employee.
4. Enter the ID of the service that is being returned.
5. Change the type from S to V - Service Return in the Type column.
6. Repeat Steps 3-5 for each additional service being returned.
7. Make sure the tender amount is $0.
8. Make sure the refund type is listed as Cash.
9. Click the Check Out/Close button and give the client his or her cash back.
Credit Card Processing Setup Overview
123Pet works with X-Charge, a credit card processing service through OpenEdge. This allows you to process
credit cards directly through 123Pet. To use this feature, we recommend you have the following:
1. Merchant Account: before you can process your first integrated credit card transaction, you need to
have a merchant account. Ownership of a merchant account is required to process credit cards and
also provides a way for the credit card funds to be routed to your bank account. Please contact us at
(800) 423-8100 for more information on how to obtain a merchant account. Businesses can have
Chapter 8: Tender Tracking and Transactions - Page 10 / 23
Chapter 8: Tender Tracking and Transactions
multiple merchant accounts to facilitate each independent contractor employed.
2. Credit Card Reader: a credit card reader is a device that attaches to your computer and allows you to
quickly obtain the information needed for a credit card transaction by swiping the credit card through
the reader. If you use a credit card reader, you will not need to manually type in the credit card
information. Some credit card readers are a little larger than a candy bar and plug directly into the USB
port on your computer. You can also purchase a keyboard with a built-in credit card reader.
3. Printer: a receipt printer is used to print receipts. One receipt is kept by the customer and the other
receipt is signed by the customer and returned to you. 123Pet officially supports Epson brand receipt
printers. You can also use a regular full size (8.5" x 11" sheets of paper) Windows printer to print
receipts.
4. Internet Connection: a phone line modem is used by your computer to connect to your merchant
account provider and process the charge. If you are going to use a modem and not high speed Internet,
we recommend using a US Robotics modem. A phone line is also required when using the US Robotics
modem. For higher processing speeds, we recommend a cable modem or DSL line to process the credit
card transactions.
Single Merchant Account Setup: a single merchant account means that all credit card transaction amounts
will be deposited into one account. Most businesses use high speed Internet to process their credit card
transactions, but a phone line modem will also work. XCharge allows processing Visa and MasterCard credit
cards. See Accepting Discover and American Express for instructions on accepting Discover and American
Express.
1. Obtain the hardware and connect it to your computer(s).
2. Obtain your business' merchant account. A merchant account is a requirement to process credit cards.
To obtain a merchant account:
a. If you have not already done so, call (800) 423-8100 and we can send you the merchant
worksheet and provide instructions on the process.
b. Fill out and return, by fax, the merchant worksheet that was faxed, e-mailed, or postal mailed to
you.
c. After a few days, you will receive a formal application. Your information will already be filled out
on this application. Simply sign the application and return it using the enclosed return-envelope.
d. After the signed application is received, OpenEdge will apply for a merchant account for you.
This takes 2-3 working days. Once CAM Commerce receives approval, they will send you the
merchant approval sheet. This sheet will contain your merchant ID and bank number.
3. On all computers on the network, be sure Windows file sharing is enabled and that it allows other
users to modify files. Make sure your Windows file sharing is NOT set as read only. Also, be sure that
123Pet is installed on all computers on the network.
4. Have your bank ID number and terminal ID number ready. If you are unsure about any of these, call
OpenEdge credit card processing support at (800) 338-6614, and they can give you this information or
tell you the status of your bank and terminal IDs.
5. Start 123Pet.
6. Select Options from the Tools drop-down menu.
7. Click the Credit Card Processing tab.
8. Check the Enable credit card processing box.
9. Check the Show a pop-up message confirming the transaction was approved box.
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Chapter 8: Tender Tracking and Transactions
10. Select the appropriate option in the Processing Method drop-down.
11. If you use the XCharge type, click the Test Connection button to make sure that the software is able
to communicate.
12. Click OK.
13. If you use the EdgeLink Cloud type, enter your X-Web ID, Terminal ID, and Auth Key.
14. If you accept EMV credit card payments, check the Enable EMV credit card payments box.
15. Click the Verify Settings buttons to ensure your account credentials are entered correctly. If you
receive an error and are unsure of your account settings, contact OpenEdge at (800) 338-6614.
16. Click OK.
17. Choose from the following options in the Tips section:
l Include a tip line only if one or more services are listed on the ticket
l Always include a tip line
l Never include a tip line
l Treat tips for independent contractors as direct tips for credit card transactions
14. Click the OK button to return to the Options screen.
15. Click OK again to return to 123Pet.
16. Repeat Steps 6-15 for each computer on the network.
You should now test your integrated credit card processing. To do so, add or edit a ticket. Add a service and
mark it to a dollar. Click the Tender = Due button and click the Process Credit Card button. Swipe the credit
card and 123Pet will process the card and approve or decline it. If the card is approved, the ticket will
automatically close. Perform a return for the service to return the money to your card. If your credit card did
not process, call XCharge credit card processing technical support at (800) 338-6614.
Multiple Merchant Accounts Setup: 123Pet allows you to set up multiple merchant accounts. Each
independent contractor can have his or her own merchant ID number and the credit card transaction
amounts from a ticket for a specific independent contractor can be deposited directly into his or her account.
Most businesses use high speed Internet to process their credit card transactions, but a phone line modem
will also work. XCharge allows processing Visa and MasterCard credit cards. See Accepting Discover and
American Express for instructions on accepting Discover and American Express.
1. Obtain the hardware and connect it to your computer(s).
2. Obtain merchant accounts for each independent contractor who wishes to have credit card transaction
amounts deposited into his or her account. The merchant account is a requirement to process credit
cards. To obtain merchant accounts:
a. If you already have not done so, call (800) 423-8100 and we can send you the merchant
worksheet and provide instructions on the process.
b. Fill out and return, by fax, the merchant worksheet that was faxed, e-mailed, or postal mailed to
you.
c. After a few days, you will receive a formal application. Your information is already filled out on
this application. Simply sign the application and return it using the enclosed, return-envelope.
d. After the signed application is received, OpenEdge will apply for a merchant account for you.
This takes 2-3 working days. Once OpenEdge receives approval, they will send you the merchant
approval sheet. This sheet will contain your merchant ID and bank number.
3. On all computers on the network, be sure Windows file sharing is enabled and that it allows other
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Chapter 8: Tender Tracking and Transactions
4.
5.
6.
7.
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10.
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13.
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15.
16.
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14.
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users to modify files. Make sure your Windows file sharing is NOT set at read only. Also, be sure that
123Pet is installed on all computers on the network.
Make sure that each independent contractor has his or her bank ID number and terminal ID number. If
you are unsure about any of these, call OpenEdge credit card processing support at (800) 338-6614,
and they can give you this information or tell you the status.
Call OpenEdge credit card processing support at (800) 338-6614, and they will walk you through the
proper configuration and setup on the computer containing the Internet connection.
Start 123Pet.
Select Options from the Tools drop-down menu.
Click the Credit Card Processing tab.
Check the Enable credit card processing box.
Check the Show a pop-up message confirming the transaction was approved box.
Select the appropriate option in the Processing Method drop-down.
If you use the OpenEdge type, click the Test Connection button to make sure that the software is able
to communicate.
Click OK.
If you use the EdgeLink Cloud type, enter your X-Web ID, Terminal ID, and Auth Key.
If you accept EMV credit card payments, check the Enable EMV credit card payments box.
Click the Verify Settings buttons to ensure your account credentials are entered correctly. If you
receive an error and are unsure of your account settings, contact OpenEdge at (800) 338-6614.
Choose from the following options in the Tips section:
l Include a tip line only if one or more services are listed on the ticket
l Always include a tip line
l Never include a tip line
l Treat tips for independent contractors as direct tips for credit card transactions
Click the OK button to return to the Options screen.
Click OK again to return to 123Pet.
Select Edit Employees from the Employees drop-down menu.
Double-click on the employee who is a independent contractor.
Click the Independent Contractor tab.
Check the box that says This person is a independent contractor.
In the X-Web ID, Terminal ID, and Auth Key that was provided to this independent contractor. The
merchant ID should have been obtained when he or she applied for the merchant account in Step 2.
Note that EMV credit card processing is not available for independent contractors. Transactions should
be processed using a standard card reader obtained from OpenEdge.
Click the OK button.
Repeat Steps 17-21 for each employee that is a independent contractor.
You should now test your integrated credit card processing. To do so, add or edit a ticket. Add a service and
mark it to a dollar. In the Employees column, select one independent contractor with merchant processing.
Multiple independent contractors cannot be selected on the same ticket. This is due to how information is
held in the database, reporting is done, and how the credit card transaction amounts are deposited into the
independent contractor's bank account. Click the Tender = Due button and click the Process Credit Card
button. Swipe the credit card and 123Pet will process the card and approve or decline it. If the card is
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Chapter 8: Tender Tracking and Transactions
approved the ticket will automatically close. Perform a return for the service to return the money to the card.
If your credit card did not process, call XCharge credit card processing technical support at (800) 338-6614.
Accepting Discover and American Express: if you followed the instructions in the sections above, you will
be automatically set up to accept Visa and MasterCard. If you already have a merchant account for Discover
and/or American Express, call Global at (800) 338-6614 and give them your merchant account number(s).
They can set up your account with the ability to accept Discover and American Express.
1. Discover: if you do not have a merchant account with Discover yet, call OpenEdge at (800) 338-6614
and they will add the ability for you to accept Discover.
2. American Express: if you do not have an American Express merchant account set up, call (800) 5285200 and request a merchant account. When you receive your American Express merchant account,
call OpenEdge at (800) 338-6614 and give them your American Express merchant account. They will
add the ability for you to accept American Express.
Receipt Tip Line: if you are using the integrated credit card processing feature, and have not done so yet,
you can print a receipt with a tip line while processing a credit card transaction.
1. Select Options from the Tools drop-down menu.
2. Click the Credit Card Processing tab.
3. Choose from the following options in the Tips section:
l Include a tip line only if one or more services are listed on the ticket
l Always include a tip line
l Never include a tip line
l Treat tips for independent contractors as direct tips for credit card transactions
4. Click the OK button.
5. Click OK again.
Depending on your chosen settings, a tip line will now be printed on the receipt before finalizing the credit
card transaction. The tip line system has the following advantages:
l
l
l
Seamless integration with the existing tip tracking system.
Support for up to two different credit cards with different tip amounts on a single ticket.
Support for unlimited employees receiving tips on a single ticket.
Processing Credit Card Sales
Credit cards may be used as tender for all service and product sales. There are two ways to process credit
card sales:
1. Integrated Processing: the credit card transaction is processed directly through 123Pet.
a. Create or edit a ticket.
b. The Ticket Information screen appears.
c. Make sure the ticket is filled out completely.
d. Enter the amount, not including tip, to charge to the card in the Tender field of the the Tender
section.
e. Click the Process Credit Card button.
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Chapter 8: Tender Tracking and Transactions
f. The Credit Card screen will appear.
g. If you have a credit card reader attached to the computer, slide the credit card through the
reader. If you do not have a credit card reader or the reader is unable to read the card, type in all
the required information on the credit card screen and click the Process button.
h. If you have the option selected to include a tip line on the receipt, the receipt will print with a tip
line on it.
i. Present the receipt to the customer for his or her signature and for him or her write the tip
amount in.
j. In 123Pet, the Add Tip screen will appear.
k. Enter the tip amount in the Tip Amount column.
l. Click the OK button.
m. If the transaction was approved, the ticket will close. If the card was declined, you will receive a
pop-up notification and you should ask the customer if he or she has another form of payment.
2. External Processing: the credit card is processed through an external terminal, and the tender needs
to be recorded appropriately to match. Although 123Pet does not approve the credit card transaction
directly, by following the steps, you will manually record the credit card transaction. When totals and
other reports are run, 123Pet will be able to show results for each type of credit card.
a. Create or edit a ticket from within 123Pet.
b. The Ticket Information screen will appear.
c. Make sure the ticket is filled out completely.
d. Click the Edit Tip button and enter the tip amount to be given to each employee on the ticket.
e. Click OK after entering the tip.
f. This will add the tip amount to the amount due.
g. Take the amount due from within 123Pet and run the credit card separately through your credit
card processor's terminal, software, and/or reader. This step will approve or decline the credit
card transaction.
h. Have your client sign the credit card receipt as you normally would. If you wish to print a tip line
on the credit card receipt, you must ask your credit card merchant for instructions on how to do
this.
i. From within 123Pet, enter the amount that you processed on the credit card in the Tender field.
j. From within 123Pet, select the credit card type from the Type field.
k. Click Check Out/Close.
Processing Credit Card Returns
Product Returns: there are two ways to process credit card product returns.
1. Integrated Processing: the credit card return transaction is processed directly through 123Pet.
a. Create a new ticket.
b. The Ticket Information screen will appear.
c. Select an employee in the Employee column. If employees get product commission, the
employee you select will lose commission for the item being returned. If you do not wish any
employee to lose commission, select the (none) employee.
d. Enter the ID of the product being returned.
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Chapter 8: Tender Tracking and Transactions
e. Under the Type column, change the type from P to R - Product Return (Add to inventory) if
the product will be returned to inventory.
f. Under the Type column, change the type from P to D - Product Return (Do NOT add to
inventory) if the product will not be returned to inventory.
g. Repeat Steps c-f for each additional item being returned.
h. Make sure the tender amount is $0.
i. Click the Card button located underneath the Refund Type field. You cannot use the Process
Credit Card button located in the Tender section to process a credit card return.
j. Swipe the client's card in the usual matter to process the refund.
2. External Processing: the credit card return is processed through an external terminal, and the tender
needs to be recorded appropriately to match.
a. Create a new ticket.
b. The Ticket Information screen will appear.
c. Select an employee in the Employee column. If employees get product commission, the
employee you select will lose commission for the item being returned. If you do not wish any
employee to lose commission, select the (none) employee.
d. Enter the ID of the product being returned.
e. Under the Type column, change the type from P to R - Product Return (Add to inventory) if
the product will be returned to inventory.
f. Under the Type column, change the type from P to D - Product Return (Do NOT add to
inventory) if the product will not be returned to inventory.
g. Repeat Steps c-f for each additional item being returned.
h. Make sure the tender amount is $0.
i. Take the amount refunded from within 123Pet and run the credit card refund separately through
your credit card processor's terminal, software, and/or reader. This step will approve or decline
the credit card transaction.
j. In the Refund Type field, select the credit card type that the amount was refunded to, i.e. Visa,
MasterCard, etc.
k. Click the Check Out/Close button and your transaction will be recorded in 123Pet. Your credit
card processing company will actually be the one crediting the client.
Processing Credit Card Service Returns: there are two ways to process credit card service returns.
1. Integrated Processing: the credit card return transaction is processed directly through 123Pet.
a. Create a new ticket.
b. The Ticket Information screen will appear.
c. Select an employee in the Employee column. If employees get service commission, the
employee you select will lose commission for the service being returned. If you do not wish any
employee to lose commission, select the (none) employee.
d. Enter the ID of the service that is being returned.
e. Change the type from S to V - Service Return in the Type column.
f. Repeat Steps c-e for each additional service being returned.
g. Make sure the tender amount is $0.
h. Click the Return to Credit Card button located underneath the Refund Type field. You cannot
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Chapter 8: Tender Tracking and Transactions
use the Process Credit Card button located in the Tender section to process a credit card return.
i. Swipe the client's card in the usual matter to process the refund.
2. External Processing: the credit card return is processed through an external terminal, and the tender
needs to be recorded appropriately to match.
a. Create a new ticket.
b. The Ticket Information screen will appear.
c. Select an employee in the Employee column. If employees get service commission, the
employee you select will lose commission for the service being returned. If you do not wish any
employee to lose commission, select the (none) employee.
d. Enter the ID of the service that is being returned.
e. Change the type from S to V - Service Return in the Type column.
f. Repeat Steps c-e for each additional service being returned.
g. Make sure the tender amount is $0.
h. Take the amount refunded from within 123Pet and run the credit card refund separately through
your credit card processor's terminal, software, and/or reader. This step will approve or decline
the credit card transaction.
i. In the Refund Type field, select the credit card type that the amount was refunded to, i.e. Visa,
MasterCard, etc.
j. Click the Check Out/Close button and your transaction will be recorded in 123Pet. Your credit
card processing company will actually be the one crediting the client.
Gift Cards vs. Gift Certificates
Gift cards and gift certificates both provide ways for your clients to pre-pay for a specific amount and then
give that amount to another person. If you will only be tracking cash, it is recommended to use gift cards.
Gift cards are much simpler to use than gift certificates, and can only have a designated amount of money
associated with them.
If you will be tracking both cash and specific products and/or services, then it is recommended to use gift
certificates. Gift certificates provide greater flexibility than gift cards, and can be used to redeem a specific
product or service on top of having a straight cash value.
The following chart summarizes the differences between gift cards and gift certificates:
Gift Card
Gift Certificate
Size
Roughly the size of a credit card
Any size. Common sizes are 8 1/2" by 11" and
paycheck size
Material
Plastic
Paper
Yes - if purchased from 123Pet Software
Comes with Pre-printed Value
Amount?
No - if purchased from another company or
printed yourself
Yes, gift certificates are only created by the
user
Tracks Current Balance?
Yes
Yes
Tracks Balance History?
Yes
Yes
Chapter 8: Tender Tracking and Transactions - Page 17 / 23
Chapter 8: Tender Tracking and Transactions
Can Have Services or Products
Attached?
No
Yes
Reusable?
Yes
No
Gift Card Overview
Gift cards provide a quick and efficient way for your clients to purchase a specific amount to give as gift.
After a gift card is purchased, it can be used on returning visits to pay for purchases. Selling and redeeming
gift cards is simple. Our gift cards work with a barcode scanner, gift card/credit card reader, or both
depending on the style you choose. You can also track gift cards using a gift card ID number and do not have
to have a barcode or magnetic stripe. Gift cards are made of plastic and are the size of a credit card. They
may contain the following information:
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l
l
l
l
l
l
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Full color or logo
Full color photo
Your business name
Your business address
Your business phone number
Your business website address
Optional message
Optional value of card
There are two types of gift cards:
1. Predefined Cards: these are cards that have the currency value, i.e. $50, printed directly on the card
and encoded in the gift card value.
2. Undefined Cards: these cards do not have a value assigned to them. When these cards are purchased,
123Pet will ask what value should be assigned to the card.
Obtaining Gift Cards: there are two ways to obtain gift cards for use with 123Pet.
1. Directly from 123Pet Software
a. This is the recommended method. Cards printed by 123Pet Software can have either a
predefined or undefined value. Depending on your design, you can track the gift cards using a
four digit number, a credit card reader, and/or a barcode scanner.
b. To purchase cards through 123Pet Software, call (800) 423-8100, or select Order Gift Cards from
the Gift Cards drop-down menu in 123Pet.
2. Print Your Own
a. The other option is to print your own gift cards or order them through another company.
b. Cards printed this way cannot have a predefined value and may not work with a credit card
reader or barcode scanner. Instead, the Gift Card ID number and amount must be manually
typed into 123Pet. In other words, if you print your own cards or order through another company,
they are considered to be undefined gift cards.
Selling Gift Cards
1. Create a new ticket or edit an existing ticket.
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Chapter 8: Tender Tracking and Transactions
2. Click the Gift Card button next to Purchase and type in the Gift Card ID number, or scan/swipe the gift
card.
3. If the card is predefined, i.e. already has the card value printed on it, 123Pet will automatically put the
value of the card on the ticket. If the card is undefined, 123Pet will prompt you to enter the value of
the card.
4. Close the ticket.
5. After the ticket is closed, 123Pet will record the total on the gift card.
Redeeming Gift Cards: when a customer returns to your business and wishes to use a gift card, the gift card
needs to be redeemed.
1. Create a new ticket or edit an existing ticket.
2. Add all the products and services to the ticket that the customer is purchasing.
3. Click the Gift Card button next to Redeem and type in the Gift Card ID number, or scan/swipe the gift
card.
4. 123Pet will suggest the amount to use, or you can type in the amount that the customer wishes to
redeem.
5. Confirm the amount is correct, then click the OK button.
6. If applicable, enter in any tender still owed after the card is redeemed.
7. Close the ticket.
Viewing a Gift Card Balance and Activity: gift cards will keep track of the current balance and the amount
spent each time the gift card is used. All gift cards can be viewed by selecting Edit Gift Cards from the Gift
Cards drop-down menu. Double-clicking on a card will bring up the Gift Card Information screen. There are
two other ways to check a gift card's balance and activity.
1. Look Up Gift Card Status: from the Gift Cards drop-down menu.
a. Select Look Up Gift Card Status from the Gift Cards drop-down menu.
b. The Enter Gift Card ID screen will appear.
c. Scan the gift card or enter the gift card ID manually and click OK.
d. The Gift Card Information screen will appear.
e. Review the information and click OK.
2. From an Open Ticket: gift card balances can also be looked up while editing or creating a ticket.
a. Create or edit a ticket.
b. Click the Special button.
c. Select Gift Card then Look Up Balance and History.
d. Scan the gift card or enter the gift card ID manually and click OK.
e. The Gift Card Information screen will appear.
f. Review the information and click OK.
Edit a Gift Card Balance: you can manually edit a gift card balance if there is a dispute or discrepancy.
1.
2.
3.
4.
5.
Double-click on a gift card or highlight the gift card and click the Edit Gift Card button.
The Gift Card Information screen will appear.
Click the Change Balance button.
Enter the new balance and click OK.
Click OK to exit.
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Chapter 8: Tender Tracking and Transactions
Delete Gift Card: you can manually delete gift cards in the instance that predefined cards are stolen, or
some other reason would necessitate.
1.
2.
3.
4.
Highlight the gift card in question.
Click the Delete Gift Card button.
The Are You Sure? screen will appear.
Click Yes to permanently delete the gift card from the database.
Reusing Gift Cards: 123Pet gives you the flexibility to reuse gift cards. In other words, after a gift card is
sold and the client redeems it to a remaining balance of zero, the gift card may be sold again.
1. Select Gift Card Options from the Gift Cards drop-down menu.
2. The Gift Card Options screen will appear.
3. Check the box that says Allow gift cards to be re-sold to a different client after the balance
reaches zero.
4. Click OK.
5. Sell the already used gift card the same as a regular gift card.
Promotional Gift Cards: you can define a set of gift cards as sold without manually having to create a
separate ticket for each card. This is useful when you want to give away a group of cards for a special sale
or promotion. Cards selected when using this feature will not appear as income in the Totals report.
1.
2.
3.
4.
5.
6.
7.
8.
Select Gift Card Options from the Gift Cards drop-down menu.
The Gift Card Options screen will appear.
Click the Batch Pre-Sale button.
Enter the starting ID of the gift card batch, i.e. 1000, and click OK.
Enter the ending ID of the gift card batch, i.e. 1100, and click OK.
Enter the amount of money to assign to each gift card, i.e. $5, and click OK.
Click the Yes button.
Click OK when done.
Printing a List of Gift Cards: you may want to print out a list of gift cards for records purposes.
1. Click the Customize View button on the left to add or remove columns as desired.
2. You can use the Add, Remove, and Move Up and Move Down buttons to customize the information
to view.
3. Click OK to return to the Gift Card screen.
4. You may click a column heading, such as Amount, to sort by that column.
5. Click the Print List button.
6. The Printing Options window will appear.
7. Make your printer and page selections and click Print.
8. The information that is displayed on the screen will print.
Gift Certificate Overview
123Pet allows you to sell and track gift certificates. Note the following about gift certificates:
l
123Pet maintains a record of the issuance and usage of gift certificates. 123Pet does not
Chapter 8: Tender Tracking and Transactions - Page 20 / 23
Chapter 8: Tender Tracking and Transactions
l
l
l
l
physically write the certificate document the business gives to the buyer, but you can easily
purchase pre-made gift certificates at your local office supply store or print them yourself using
a word processor program.
Gift certificates have a currency value that may be used the same as cash for purchasing
business products and/or services.
The purchase prices of gift certificates may be different from their currency values. For example,
the business might have a surcharge on certificates when purchased.
Gift certificates may offer products and/or services savings or may be for specific products
and/or services. For example, there may be currency or percentage discounts on items
purchased on a gift certificate.
Gift certificates may be for a combination of both currency and/or products and/or services.
Selling Gift Certificates: Gift Certificates must be purchased from the tickets screen. This creates a ticket
associated with the gift certificate that allows you to track how the gift certificate was paid for
1.
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3.
4.
5.
6.
7.
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10.
Add or edit a ticket.
The Ticket Information screen will appear.
Click the Gift Cert button located to the right of Purchase.
The Add Gift Certificate screen will appear with an ID that is automatically assigned.
You can change the ID by clicking the Change ID button.
Enter the following information of the General section:
a. Purchase cost: if there is no surcharge or discount applied to the gift certificate, check the
Make equal to currency value box before entering the purchase price; clicking this box first will
cause the currency value to update to equal the purchase price.
b. Status: as Open or Closed. The status will default to Open since this is a new gift certificate.
The status becomes Closed when there are no more currency, products, or services left to
redeem.
c. Currency Value (Useable as Cash): the currency value of the gift certificate is a strict cash value
and is separate from any cash value inherent in products and services. The purchase cost of the
gift certificate may be different than its currency value depending on whether the gift certificate
also includes redeemable products and/or services.
Complete the To and From sections. The To and From sections are identical in setup and may be
completed in two ways:
a. Enter the first and last names of the gift certificate recipient and giver in the appropriate fields.
b. Click the Select button in each field and select the client from the Find Client window.
If the purchaser desires the certificate to be used for specific products and services, move to the Item
Savings section. This section maintains a list of the specified goods and services and enables the
business to offer special currency or percent discounts on items purchased on gift certificates. If no
products or services are to be added on the gift certificate, then skip to Step 11.
Click the Add button.
The Add Gift Certificate Item screen will appear.
a. Enter the ID or click the Search button to locate the product and/or service.
b. Enter the quantity.
c. Check the Apply taxes to this item box if applicable.
d. In the Discount Type and Amount (Per Item) section, enter applicable discounts as a percent
Chapter 8: Tender Tracking and Transactions - Page 21 / 23
Chapter 8: Tender Tracking and Transactions
11.
12.
13.
14.
and/or currency.
e. Click OK to return to the Add Gift Certificate screen.
f. If desired, click the Add button to add additional products and/or services to the Product and
Services Savings section and repeat Steps a-e.
Complete the expiration date, created date, and comments information in the Miscellaneous section.
Click OK to return to the Ticket Information screen.
The Ticket Information screen will show the gift certificate as an entry on the ticket.
Close the ticket as you normally would. Taxes for products and services will be applied to the gift
certificate at the time it is redeemed.
Redeeming a Gift Certificate: if you do not know the gift certificate number, you can look at a complete list
of your business' gift certificates by selecting Edit Gift Certificates from the Tickets drop-down menu.
1.
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3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
On the open ticket, enter all products and services that the customer is purchasing.
Click the Gift Cert button to the right of Redeem.
The Gift Certificate screen will appear.
Enter in the gift certificate number and click OK.
The Redeem Gift Certificate screen will appear.
If you are only redeeming products and/or services skip to Step 10. If you are redeeming a currency
(cash) value, click the Redeem Currency button.
The Enter Currency to Redeem screen will appear.
Enter the currency to redeem and click OK.
If you are not redeeming products and/or services, skip to Step 15.
If you are redeeming products and/or services, all available products and services to use on this gift
certificate will be listed in the Available Items section. Double-click on the item you wish to redeem.
The Enter Quantity to Redeem screen will appear.
Enter the quantity to redeem and click OK. That item will now appear in the Selected Items section.
You can use the Remove Item button if necessary.
Repeat Steps 10-12 for all products and/or services that you wish to redeem.
If the gift certificate number is wrong, or if the client decides not to use the gift certificate, use the
Remove this gift certificate from this ticket button.
Click OK after all currency, products and/or services to redeem are selected, and you will be returned
to the Ticket Information screen.
Close the ticket as you normally would.
Viewing a Gift Certificate Balance and Activity: 123Pet lists the details of all gift certificates, open and
closed, in a table on the Gift Certificates screen. To access this screen, select Edit Gift Certificates from the
Tickets drop-down menu. The gift certificate table will display all of the gift certificates and their current
status. They can be organized by clicking any of the column headings. Gift certificates will keep track of the
current balance and the amount spent each time the certificate is used.
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Click the Gift Certs button/icon or select Edit Gift Certificates from the Tickets drop-down menu.
The Gift Certificates screen will appear.
Double-click on the appropriate gift certificate.
The Edit Gift Certificate screen will appear.
Click the Usage History tab.
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Chapter 8: Tender Tracking and Transactions
6. Review the information and click OK to exit.
Edit a Gift Certificate Balance: you cannot manually edit a gift certificate balance if there is a dispute or
discrepancy. Balances can only be changed by closing tickets to accurately reflect the true balance of the
gift certificate.
Delete a Gift Certificate: you can manually delete gift certificates in the instance that they are stolen, or
some other reason would necessitate.
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Click to highlight the certificate to be deleted.
Click the Delete Gift Certificate button.
The Are You Sure? window will appear.
Click the Yes button to permanently delete the gift certificate.
Printing a List of Gift Certificates: you cannot print out individual gift certificates within 123Pet. If you want
to make gift certificates, you can do so using a word processing program. You can also purchase pre-made
gift certificates at an office supply store and hand write them as you sell them. 123Pet does allow you to
track gift certificates and print out a list of gift certificates that you have sold.
1. Click the Customize View button on the left to add or remove columns as desired.
2. You can use the Add, Remove, and Move Up and Move Down buttons to customize the information
to view.
3. Click OK to return to the Gift Certificate screen.
4. You may click a column heading, such as Amount, to sort by that column.
5. Click the Print List button.
6. The Printing Options window will appear.
7. Make your printer and page selections and click Print.
8. The information that is displayed on the screen will print.
Chapter 8: Tender Tracking and Transactions - Page 23 / 23
Marketing
marketing your brand and customer loyalty
Marketing Campaigns Overview
123Pet has the ability to create and track your business' marketing campaigns. 123Pet is able to help you
start different types of marketing campaigns: e-mail, postal mail, as well as campaigns through other
mediums, such as newspapers, magazines, and television. Marketing campaigns can be reached by clicking
the Marketing button/icon, or by selecting Edit Marketing Campaigns from the Marketing drop-down
menu.
123Pet will only directly send e-mail and text messages to clientele. 123Pet can print out a list of labels for
postal mail marketing as well. 123Pet does not contact radio, television, or periodicals to run ads; it will only
record the rate of success that those ads have bringing in customers.
1. E-mail: send the clientele a promotional e-mail directly through 123Pet.
2. Postal Mail: send the clientele a promotional letter through postal mail. With this option selected, you
can optionally link a file to record what the client is being sent. When this type of campaign is
initiated, 123Pet can print off mailing labels that you can apply to envelopes to send to your clients.
3. Other: record and analyze a marketing campaign initiated through some other form of media. Each
option allows for a file to be saved and associated with the campaign. Choose from the four following
options:
a. Radio
b. Television
c. Magazine
d. Newspaper
Adding a Marketing Campaign
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Select Edit Marketing Campaigns from the Messaging & Marketing drop-down menu.
Click Add Campaign.
Enter the campaign's name in the Campaign Name field.
Enter the campaign's description in the Detailed Description field.
Choose the date the e-mail blast should be sent using the calendar tool.
Optionally, select the Automatically send this e-mail on a recurring basis bubble and set frequency
of recurrence using the Starting on calendar tool.
Optionally, select the end date from the Stopping on calendar tool.
Select the frequency of the campaign to send every | __ | day(s), week(s), month(s), or year(s).
Select the appropriate bubble for clients to include:
l Send to all active clients: includes every active client in the database with an e-mail address.
l Send to a targeted list of clients: click the Select Fileter Criteria button to launch the tool used
to target specific clients based on customized criteria. (See the Client Report section of this
chapter for more detail on this tool.)
Once clientele have been selected, a blue link will be available to check list of targeted clients.
Select the information to be sent in this campaign. Use an existing marketing template with the Select
Existing E-mail button or create a completely new template with the Create a New E-mail button. (See
the E-mail Templates Overview section of this chapter for more details on this feature.)
Once you are ready to initiate the campaign, click the Turn on Campaign button to initiate. If you're
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not finished and want to save your work and come back to it later, choose the Save as Draft button.
Editing a Marketing Campaign: there may be the need to reopen a campaign to edit settings or run a
previously run campaign over again.
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Select the campaign you would like to edit and click the Edit Campaign button.
Make the adjustments to the campaign as necessary.
Click Save to save the changes.
If you are initiating a previously saved campaign, click the appropriate button under the Initiate
Marketing Campaign section.
Copying a Marketing Campaign: there may be times when you want to create a campaign very similar to an
existing campaign. 123Pet helps you with this by providing the ability to copy a previous campaign using the
Copy Campaign option.
1. Select the campaign you would like to clone, and click the Copy Campaign button in the General
Options section on the left side of the screen.
2. A prompt window will appear.
3. Click Yes and a new campaign will be created based on the original.
4. A new window will appear asking if you would like to view the campaign.
5. Click the Yes or No button depending on whether you would like to do this at this time.
Deleting a Marketing Campaign: occasionally a marketing campaign will need to be deleted.
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Select the campaign you would like to delete.
Click the Delete Campaign button.
The Are You Sure? window will appear.
Click Yes to permanently delete the campaign.
If a referral type was created specifically for that campaign, the referral type will not be deleted.
To delete a referral type, select Edit Lists from the Tickets drop-down menu.
Select Referrals.
Delete the appropriate referral from the list.
E-mail Templates Overview
123Pet comes with and has the ability to store e-mail templates to be used for contacting clients and
marketing promotions. E-mail templates can be accessed by selecting Edit E-mail and Text Message
Templates from the Messaging & Marketing drop-down menu. There are five main uses for e-mail
templates:
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General: e-mails meant to be sent to a single client.
Appointment Notification: what clients receive as appointment correspondence.
Appointment Reminder: what clients receive as a reminder for an upcoming appointment.
Appointment Receipt: what clients receive as a receipt by e-mail when a ticket is closed.
Marketing: templates that can be used for marketing campaigns, newsletters, etc.
Because the message may need to change depending on who is receiving the e-mail or text message,
special fields to personalize messages can be added to the templates that automatically tailors the
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message for the receiving client. For instance, fields that get replaced automatically with the following
information are:
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Client First Name: the client's first name
Client Last Name: the client's last name
Client Number: the client's Client ID in your database
Client Balance: the amount the client owes or is owed by your business
Client Pre-Paid Services Balance: list of pre-paid services the client has available to redeem
Loyalty Points: the amount of loyalty points the client currently has available to rdeem
Client Address: the client's address.
Client City: the client's city
Client State: the client's state
Client Postal Code: the client's postal/ZIP code
Next Appointment: displays the client's next upcoming appointment
Next 2 Appointments: displays the client's next 2 upcoming appointments
Next 3 Appointments: displays the client's next 3 upcoming appointments
Next 4 Appointments: displays the client's next 4 upcoming appointments
Next 5 Appointments: displays the client's next 5 upcoming appointments
All Upcoming Appointments: displays all the client's upcoming appointments
Company Name: your business' name
Company Address: your business' address
Company City: your business' city
Company State: your business' state
Company Postal Code: your business' postal/ZIP code
Company Phone: your business' phone number
Company E-mail: your business' e-mail address
Employee First Name: the scheduled employee's first name
Employee Last Name: the scheduled employee's last name
Appointment Date: the appointment's scheduled date
Appointment Time: the appointment's scheduled time
Add to Google Calendar: allows the client to click to add appointment to their Google Calendar
Service Details List: displays list of scheduled services
Ticket ID: the Ticket ID number in your database
Appointment Closed Date: the date the ticket was closed
Appointment Closed Time: the time the ticket was closed
Ticket Details Table: the service, totals, and tender information on the ticket
Delivered by Address: identifies DaySmart Software, Inc. as the message sender
Company Address Mailing Line: displays your business' full mailing address
Unsubscribe: allows the client to click and opt out of receiving e-mail from your business
Adding these items to a template is easy.
1. Open a template.
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Chapter 9: Marketing
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down menu. Not all items listed above can be inserted into every template type.
Click in the message body to place your cursor where you would like this information to appear.
Click the Insert button.
The item's name will be entered and surrounded by greater-than and less-than signs e.g. <First
Name>.
When this e-mail is sent, 123Pet will automatically replace this field with whatever it symbolizes to
customize notifications for each client/employee.
Adding E-mail Templates
1. Select Edit E-mail and Text Message Templates from the Messaging & Marketing drop-down menu.
2. The Manage Message Templates screen will appear. Choose the medium of delivery for this template
in the Message Format drop-down.
3. Click the Create New Template button.
4. Choose the type of message (described at the beginning of this section) to create and your preference
to start with a blank message or a pre-designed e-mail template and click Continue.
5. Give the template a name in the Name field.
6. Optionally, use the Import from Existing E-mail to copy an existing template already in the software
into this template.
7. When finished editing the template, click the Save E-mail Message button. You will now be able to
select this template when sending e-mails based on the message type you chose in Step 4.
8. If you need to edit or delete a template in the future, simply select Edit E-mail and Text Message
Templates from the Messaging & Marketing drop-down menu again, highlight the desired template,
and use the appropriate button in the right side of the Manage Message Templates screen.
If creating a marketing template, it is recommended that the <Company Mailing Address Line> If you no
longer want to receive these advertisements, please click <Unsubscribe> text remain intact. Without the
placeholder items included in this text in the template, you will not be able to save the template.
The options for editing and creating e-mail templates in the E-mail Content section of the template editor
are similar to those found in most word processing programs. E-mail templates can be written completely in
HTML. Editing options from left to right on the toolbar include:
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Font Size: choose any size between 5-74 pt.
Font Color: choose any color that Windows can create
Bold: make selected text bold
Italic: make selected text italic
Underline: make selecedt text underlined
Left Align: align selected text/item(s) left
Center Align: align selected text/item(s) center
Right Align: align selected text/item(s) right
Bullet List: create bullet list of text
Numeric List: create numberic list of text
Picture Insert: add images from file path or URL
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Table Insert: create tables of text
Copy text from MS Word: copy edited text and preserve formatting from Microsoft Word
Design View: create/edit template in Design View
HTML Edit Mode: create/edit template in HTML View
123Pet also comes with a variety of professionally designed e-mail templates that can be customized to suit
the needs of your business for all types of e-mail messages. To view these templates, select Edit E-mail
and Text Message Templates from the Messaging & Marketing drop-down menu and then the
Professionally designed templates radio bubble. Double-click or highlight and select the Create E-mail
Using Selected Design to begin customizing this template.
Adding Text Message Templates
1. Select Edit E-mail and Text Message Templates from the Messaging & Marketing drop-down menu.
2. The Manage Message Templates screen will appear. Choose the medium of delivery for this template
in the Message Format drop-down.
3. Click the Create New Template button.
4. Choose the type of message (described at the beginning of this section) to create and click Continue.
5. Give the template a name in the Template Name field.
6. It is recommended that you keep text message templates below 160 characters to ensure that clients'
cellular providers do not split a sent text message into multiple segments.
7. When finished editing the template, click the Save Text Message button. You will now be able to
select this template when sending e-mails based on the message type you chose in Step 4.
8. If you need to edit or delete a template in the future, simply select Edit E-mail and Text Message
Templates from the Messaging & Marketing drop-down menu again, highlight the desired template,
and use the appropriate button in the right side of the Manage Message Templates screen.
Client Report Overview
The Client Report feature allows you to create a client mailing list that you may print directly to gum
mailing labels, save as a file, or view. The mailing list can be highly customized by sort criteria, i.e. you
might create a list of clients with a preferred employee if the employee leaves the business, or you may
want to create a list of female clients that have birthdays in May.
1. Click the Client Report button/icon or select Client Report from the Messaging & Marketing dropdown menu.
2. The Client Report screen will appear.
3. You can choose one of the quick filter options here by selecting the Use a quick filter to find clients
based on popular criteria.
4. Select the clients to include by choosing the appropriate radio bubble:
l Has a birthday within the next __ days/weeks/months/years
l First visit was within the past __ days/weeks/months/years
l Last visit was within the past __ days/weeks/months/years
l Hasn't had any appointments in __ days/weeks/months/years
5. You can also filter your client selection with dozens more criteria by selecting the Find clients based
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on customized criteria using purchase history, personal information, and visit history.
Choose Next after selecting desired filter option.
If you chose the quick filter option, the results screen will appear.
If you chose the option to filter based on customized criteria, the next screen will have an accordion
menu with search and sort filters.
l Visit History: set parameters and find clients based on their visit history
l Purchased Services and Products: set parameters and find clients based on items they have
purchased
l Client Information: set parameters and find clients based on demographics
l Birthday: set parameters and find clients based on birthdates
l Client Options: set parameters and find clients based on other information contained in your
database
Leave all the boxes blank to include all clients.
Click Next when finished and the results screen will appear.
Select the way the list should appear by choosing the appropriate bubble in the Order Results By
section:
l Client's last name
l Client's birthday
l Last employee to service client
Choose how you'd like to view the list in the Result Options section:
l View list or copy e-mail addresses to the Windows clipboard: view, save, print, copy, or
export the displayed information to Excel in this window.
l Save to a file: choose the Select File button, name the document that will be created, and
choose Save.
l Print list to guml label sheets:
¡ Select the appropriate label to use for printing with the Select Label button. Make
any desired changes to the label with the Edit label button.
¡ Select the font size to be printed on the label.
¡ Optionally, check the box to print the text bold
¡ Optionally, check the box to print the text italic.
¡ Optionally, select additional items to be included: client's birthday, last employee,
numbr of months since last visit, and title in front of name.
Click Finish to execute your chosen option and complete the report.
Client Referrals Overview
123Pet contains the ability to track which clients are referred by an existing client. You can view reports that
contain this information and/or use the mailing report to print mailing labels so a "thank you" letter or
coupon can be mailed to the client that referred the new client. You can also track which marketing tools,
i.e. radio ad, newspaper, etc., referred the client. Tracking client referrals is a good way to not only
understand where your clients are hearing about you, but it helps narrow down the best possible options for
marketing.
When a new client enters the business, ask him or her how he or she heard about the business. If an
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Chapter 9: Marketing
existing client referred him or her, you can record the referral.
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Add or edit the new client.
Click the Marketing tab.
Click the Select button in the Client Referral section to select the client that referred him or her.
The Find Client screen will appear.
Use the search options to find the client.
Check the The above client has received credit for referring this client box if you have already given
the desired credit to this client.
7. Click the Save button when finished editing the client.
Credit Clients Who Deserve Referral Credit: some businesses offer a perk, such as a $5 off coupon, for
clients who refer another client. After recording who referred the new client, the referring client should
receive a referral credit if they already haven't.
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Select More Reports from the the Reports drop-down menu.
Click Clients.
Select Client's Referrals - Not Credited, Report #58.
Select Print from the File drop-down menu to print the list.
The Printing Options screen will appear.
Make your printer and page selections and click Print.
Use the printed list to manually give the clients the appropriate referral perk. Some examples of
referral perks are as follows: mailing out $5 off coupons, giving clients credit to use towards
purchases, giving the clients loyalty points, etc.
8. After the credit has been given to the clients, select Credit Clients for Referrals from the Marketing
drop-down menu.
9. All clients that have not been credited will be marked as receiving credit for their referral.
Client Referral Report: 123Pet can generate a report that will show all referrals by all clients. This can be
helpful in finding out who refers the most business.
1. Clients Referrals - All
a. Select More Reports from the Reports drop-down menu.
b. Select Clients.
c. Select Clients Referrals - All, Report #57.
d. The Clients Referrals - All screen will appear.
e. Click OK when finished viewing.
2. Clients Referrals with Totals - All
a. Select More Reports from the Reports drop-down menu.
b. Select Clients.
c. Select Clients Referrals with Totals - All, Report #100.
d. The Options screen will appear.
e. Make the date selection and click OK.
f. The Clients Referrals With Totals - All screen will appear.
g. Click OK when finished viewing.
Marketing Tools Referring a New Client: when a new client enters the business, ask him or her how they
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heard about the business. If a newspaper, radio ad, etc. referred them, you can record the referral.
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Add or edit the new client.
Clicking the Marketing tab.
You can select how your client heard about your business under the Marketing Referral section.
Click the Edit button to add new referral types.
The Marketing Referral Types screen will appear.
You can customize your list by clicking the Add button for each type of marketing referral that you
would like to appear.
7. Click OK when finished to return to the Marketing tab.
8. Click the Save button when finished editing the client.
Marketing Referral Report
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Select More Reports from the Reports drop-down menu.
Select Clients.
Select Marketing Referral Type for New Clients vs. Last Employee, Report #29.
The Options screen will appear.
Make the date selection and click OK.
The Marketing Referral Type for New Clients vs. Last Employee screen will appear.
Click OK when finished viewing.
Loyalty Points Overview
The Loyalty Points System allows you to establish and customize a rewards system for your clients.
Conveniently and easily issue rewards to clients who demonstrate consistency towards your business. After
loyalty points are defined for individual services and products, clients will receive points for purchasing
these services and/or products. Clients can then redeem the loyalty points for rewards.
Loyalty points rewards are considered an expense to your business. When a loyalty points reward is
redeemed, its dollar value is subtracted from your totals for the day. For instance, if a dollar amount of
$50.00 is redeemed, then $50.00 will be subtracted from your totals for the day. If a free service or product
is redeemed, for instance Groom (Medium), then that service or product’s retail price will be subtracted from
your totals for the day.
Setting up the Loyalty Points Rewards Table: the Loyalty Points System is based on the Loyalty Points
Rewards Setup, which can be found under the Messaging & Marketing drop-down menu. The Loyalty
Points Rewards Table can be customized to issue three types of awards:
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The point value defined must be reached in order for the client to be eligible for the reward type. If a client
has points in excess of what is shown in the table, he or she will have access to multiple awards.
1. Select Loyalty Points Reward Setup from the Messaging & Marketing drop-down menu.
2. The Loyalty Points Rewards Setup screen will appear.
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3. The Rewards Table is customizable and may be configured to award strictly a dollar amount, a free
service, a free product, or any combination of the three.
4. Click on the Add button to add a new reward.
5. The Loyalty Point Reward screen will appear.
6. Enter the number of Points required to obtain the reward.
7. Enter the Reward type. This can be a designated currency amount, or one free product or service.
8. Click Save.
9. Repeat Steps 4-8 until your Loyalty Points Reward Table setup is complete.
10. Under the Options section, select from the following options:
a. Use the loyalty points defined for each product or service when calculating the loyalty
points earned on a ticket: loyalty points are awarded to clients for the purchase of specific
services or products. The Individual services and products that will award loyalty points must be
assigned a loyalty point amount.
i. Go to the Products or Services screen.
ii. Edit any product or service that will add loyalty points.
iii. The Edit Product or Edit Service screen will appear.
iv. Click on the Loyalty Points tab.
v. Enter a value in the Loyalty Points field. This value is the amount that will be added to a
client’s loyalty points balance upon purchasing this product or service.
vi. Click Save.
vii. Repeat Steps ii-vi for every other product or service that you wish to incorporate into the
loyalty point system.
b. Base the loyalty points earned on a ticket on the subtotal of the ticket: loyalty points will be
calculated using a set spending ratio, i.e. one loyalty point for every two dollars spent. This will
be applied to the subtotal of the ticket, regardless of what items make up the subtotal. You will
not be able to make exceptions on a per product/service basis.
i. Enter an earn value. This is how many points per specified dollar amount the client will
earn.
ii. Enter a spent amount. This is how much clients have to spend before they earn the above
point value. Dollar amounts are rounded to the nearest numerical value you select. If you
are giving one loyalty point for every dollar spent and the subtotal is $24.39, then $24 will
be used to calculate loyalty points. If you are giving one loyalty point for every $2.25 spent
and the subtotal is $22.41, then $22.50 will be used to calculate loyalty points.
iii. Click OK.
11. Check the I would like 123Pet to notify me of the rewards a client is eligible for when creating
tickets box if desired.
12. Click OK when finished.
Recording and Adjusting Loyalty Points: when a ticket is closed, loyalty points are automatically added or
subtracted on the client's record. A pop-up window will appear displaying the amount of points added to the
client's balance and the total number of points available for redemption. Every loyalty point transaction is
recorded in the client’s Loyalty Point History.
1. Go to the Clients screen.
2. Edit the client.
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The Edit Client screen will appear.
Click on the Balance and Loyalty Points tab.
The View Loyalty Point History button displays a history of all loyalty point transactions.
Click OK when finished viewing it.
The Set To Exact Value button allows you to set the client’s loyalty points to an exact value.
The Increase Points button allows you to increase a client’s existing loyalty points by a certain
amount.
a. A positive number will increase the client’s points.
b. A negative number will decrease the client’s points.
9. The Decrease Points button allows you to decrease a client's loyalty points by a certain amount.
a. A positive number will decrease the client’s points.
b. A negative number will increase the client’s points.
10. When you are finished editing or viewing the client's loyalty points, click Save to exit.
Redeeming Loyalty Points: if the product or service being redeemed is not already on the ticket, 123Pet will
add the product or service to the ticket and a line to remove the price, and then account for the point
deduction. If the product or service is already on the ticket, 123Pet will only remove the price and subtract
the loyalty points to be used.
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Open a ticket and add a service or product.
On the Ticket Information screen, click the Special button.
Select Loyalty Points.
Then select Redeem Loyalty Points.
The Loyalty Point Rewards screen will appear.
Double-click on one of the available rewards to redeem. When redeeming loyalty points, the price and
any sales tax is included in the loyalty points usage.
7. The reward will be shown on the ticket and the ticket will be adjusted accordingly.
8. Close the ticket.
9. A pop-up screen will appear showing the client's loyalty points adjustment and remainder.
Coupons Overview
The Coupons screen allows viewing, adding, editing, and deletion of coupons issued by your business. It
also facilitates evaluation of the statistical effectiveness of each coupon type by displaying redemption
history. This aids in determination of the most and least popular coupons. Coupons can be set to take a
percentage off the total sale, a specific amount off the total sale, or give discounts to specific services or
products. Click the Coupons button/icon or select Edit Coupons from the Messaging & Marketing dropdown menu to access the Coupons screen.
Adding or Editing a Coupon
1. Click the Add Coupon button, or highlight the coupon to edit and click the Edit Coupon button.
2. The Add Coupon/Edit Coupon screen will appear.
3. Enter the following information In the General section:
a. ID: a unique number, word, or code that you assign to track coupon usage.
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b. Description: a sentence or two explaining what the coupon is for.
c. Expiration date: if necessary.
d. Notes: if necessary, leave any miscellaneous details or terms and conditions.
e. This coupon is inactive: mark to remove item from coupon and ticket item search screens.
5. There are three options for the Coupon Savings Details section:
a. Percent: takes the percentage off of the total purchase.
b. Currency: takes the currency amount off the total purchase.
c. Leave both numbers as zero if the coupon is only for specific product or service discounts.
6. If the coupon is to be used for specific product or service savings, select the corresponding option and
add an item to be discounted or redeemed with the coupon.
a. Click the Add button.
b. The Add Coupon Item screen will appear.
c. Type in the product or service ID or click the Search button.
d. Select the quantity that needs to be purchased to receive the discount, i.e. buy two get one free,
or buy 1 get one half off.
e. Enter the discount percent or currency to be applied to this item when the coupon is redeemed.
f. Click the Save button to add the coupon to the database.
Deleting a Coupon: If a coupon is deleted, 123Pet will not be able to evaluate coupon statistics and will not
be able to determine how many coupons were redeemed.
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Click to highlight a coupon.
Click the Delete Coupon button.
The Are You Sure? screen will appear.
Click the Yes button to permanently delete the coupon from the database.
Redeeming a Coupon
1. Add or edit a ticket.
2. Make sure that all products and services are added and correct.
3. Add a coupon through either of the two methods:
a. Click the Coupon button to the right of Redeem in the General section of the ticket.
b. Manually add the coupon ID to the ID column.
i. Type the coupon ID in the ID column, or double-click in the ID column to bring up the Look
Up screen.
ii. Select Coupons in the Display section.
iii. Double-click on the coupon to use.
4. Repeat Step 3 to add multiple coupons.
5. Close the ticket as you normally would.
Viewing Coupon History and Usage: evaluating the effectiveness of each coupon type can help determine
how many of each coupon type was returned. Use this to determine the best way to create coupons for
future marketing campaigns.
1. Click to highlight a coupon.
2. Click the Edit Coupon button.
3. The Edit Coupon screen will appear.
Chapter 9: Marketing - Page 11 / 12
Chapter 9: Marketing
4. From here you can add or subtract to the number of coupons that have been issued.
a. Click the Modify Number Issued button.
b. The Enter Number of Coupons Issued screen will appear.
c. Enter the number of coupons that were issued.
l A positive number adds to the total coupons available
l A negative number subtracts from the total coupons available
d. Click OK.
e. A notification screen will tell you how the coupons were adjusted.
f. Click OK to return.
g. Click View Issue History to view the history of how many coupons were added/subtracted, and
on what date it happened.
6. The number of redeemed coupons, and the last date of use will be displayed under the Usage History
section.
7. Click the OK button when finished.
Printing the Coupon List: some business prefer to keep a list of all current coupons at the POS to keep
track of current sales.
1. Click the Customize View button on the left to add or remove columns as desired.
2. You can use the Add, Remove, and Move Up and Move Down buttons to customize the information
to view.
3. Click OK to return to the Coupon screen.
4. Sort to the desired display by clicking a column heading, such as Coupon ID.
5. Click the Print List button.
6. The Printing Options window will appear.
7. Select the printer and page range options and click Print.
8. Only the list of coupons will print and not individual coupons. If you would like to print individual
coupons to send to clients, you can make coupons using a word processor program or purchase premade coupons from an office supply store.
Chapter 9: Marketing - Page 12 / 12
Messaging
communicating with clients and suppliers
Messaging System Overview
123Pet has a Messaging System in place that can send electronic business correspondence to clients,
employees, and suppliers. Types of messages that can be sent include:
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Appointment reminders, changes, and cancellations by e-mail and SMS (Short Message Service) text
message
Marketing campaigns by e-mail
Individual e-mails and SMS text messages
Purchase orders e-mailed to Suppliers
All messages are sent by 123Pet and require a Messaging Service subscription with DaySmart Software.
Appointment correspondence is automated and requires only a first time setup. Marketing campaigns can be
sent manually or set to run automatically on selected scheduled frequency. In order for 123Pet to send any
messages from the Messaging System, the program must be open on the server computer and requires an
Internet connection.
To create a new Messaging Service account:
1. Select Messaging System Setup from the Messaging & Marketing drop-down menu.
2. Click the Sign up for Messaging button. A web browser will open to the DaySmart account
management webpage. Click the Continue to Messaging Setup button. If you have not created a
DaySmart account yet, choose the Create Account button and follow the setup instructions.
3. Choose the credit card details to use by electing to use the card information already on file or entering
new credit card information and choosing Continue Using this Payment Info.
4. Enter all your business information and click Create Account. WHen the account creation is complete,
close the web browser and return to 123Pet.
5. Click the I'm Done Signing Up Online button in the Messaging System Setup window to complete
account creation. Click OK to manage your account and sending preferences.
123Pet can also be used to send single e-mails and text messages to clients. To send an e-mail or text
message:
1. Access the Messaging screen by clicking the Messaging button or choosing View E-mail and Text
messages from the Messaging & Marketing drop-down menu.
l Alternatively, any time the Edit Client screen is open, both an E-mail Client and a Text Client
button will be available to quickly send correspondence to a client. Messages sent and saved as
drafts from this screen will appear on the Messaging Screen.
2. For an E-mail, click New E-mail button in the upper left, enter recipient's name or e-mail address, edit
the Subject line and Text Body, and then click Send.
3. For a Text Message, click the New Text button in the upper left, enter the recipient's name or SMS text
number, edit the Subject Line and Text Body, and then click Send.
Any e-mail or text message that is started can be saved as a Draft to be finished and sent at a later time.
When editing either type of message, click the Save Draft button and the message will be saved in Draft
Status. Each message status can be viewed by using the Advanced Search. Simply select the desired
message status from the Status drop-down menu. Messages in Draft Status can be sent by highlighting the
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Chapter 10: Messaging
item and clicking Send Messages from the Messaging Options on the left of the Messaging screen or by
opening the draft and clicking Send.
If the Purchase Orders function is utilized by your business, then e-mailing orders with your Messaging
Service account is a great way to handle all product ordering in one place. See the Ordering Overview in
the Products and Inventory chapter to learn how to create purchase orders using 123Pet. Once a PO has
been created, sending it by e-mail with a Messaging Service account is performed by highlighting any open
PO and clicking the E-mail PO button on the left of the Purchase Orders screen.
An overview of Templates for both Appointment Reminders and Marketing Campaigns is available in the
Marketing Chapter.
Managing Notifications
1. Select Set Up Appointment Notifications from the Messaging & Marketing drop-down menu.
2. The Edit Appointment Notification Settings window will appear.
3. The window is divided into four tabs which are based on the four types of notifications that 123Pet can
send:
l Appointment Reminders: what clients receive as a reminder for appointments
l Client Notifications: what cleints receive when scheduling, changing, or canceling appointments
l Employee Notifications: what employees receive when appointments are scheduled, changed,
or canceled
l Receipts: what your clients receive as receipts from closed tickets
Appointment Reminders: this tab contains all the controls that determine the how, when, and what
appointment reminders are sent.
1. Check or uncheck the Send appointment reminders to clients by e-mail to turn on or off e-mailed
appointment reminders.
2. Check or uncheck the Send appointment reminders to clients by text message box to turn on or off
text message appointment reminders.
3. Optionally, check or uncheck the and allow clients to respond to a text reminder to confirm the
appointment box to receive confirmations automatically. 123Pet will proces this feedback periodically
(about once an hour) and change the Confirmed drop-down on the client's ticket to Text Message.
(See the Appointment Book chapter if you would like to learn about color coding based on
confirmation.)
4. Select the timeframe for reminders with the Send reminders |__| day(s) before a scheduled
appointment drop-down.
5. Optionally, check or uncheck the Send a follow-up reminder |__| day(s) before a scheuled
appointment box.
6. Optionally, check or uncheck the Make sure a client only gets one e-mail and text message
reminder per day box. This is useful if you have clients with multiple bookings.
7. Optionally, check or uncheck the Don't send any reminders the same day of a scheduled
appointment box. This is useful if 123Pet is shut down during a time reminders should be sending.
8. Select and/or edit the template for Email Reminders, Text Reminders, and Text Confirmation Reply
in the lowest section. This is the template that clients will receive based on the message type.
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Chapter 10: Messaging
Clicking the Edit Message button will show a preview and options to edit or create new templates.
(See the Templates Overview section of the Marketing chapter for more on editing templates.)
Client Notifications: to make sure the line of communication is always open with clients, 123Pet can send
messages to keep them aware when anything chages with their appointments. Each message type can be
sent by both e-mail and/or text message.
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Check or uncheck the box for each type to turn its notification on or off.
Make changes to e-mail templates for each message type with the Edit E-mail button.
See a preview or what clients will receive the with the Preview button for each message type.
Employee Notifications: in the same way as it can for clients, 123Pet can send messages to employees to
keep them aware when anything chages with their appointments. Each message type can be sent by both email and/or text message.
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Check or uncheck the box for each type to turn its notification on or off.
Make changes to e-mail templates for each message type with the Edit E-mail button.
See a preview or what employees will receive the with the Preview button for each message type.
Receipts: unlike all the other notification types, receipts can only be sent by e-mail. Text message receipts
would like be split into multiple segments because of character count and be confusing to clients.
1. Check or uncheck the Send receipt when ticket is closed box to turn on or off the sending of receipts
when tickets are closed.
2. Optionally, check or uncheck the and prompt me each time before it sends to choose whether or not
to send a receipt by e-mail.
3. Click the Edit E-mail button to make changes to the template clients receive as receipts.
4. Clieck the Preview button to see what the message looks like.
5. Optionally, check or uncheck the Include employee names for each line item when including the
ticket item details box to show which employee performed each service or sold each product on the
ticket.
6. Optionally, check or uncheck the and also include employees' last names box to include last names.
Chapter 10: Messaging - Page 3 / 3
Payroll Settings
time clock and payroll maintenance
Time Clock Overview
You can have complete time clock capabilities for businesses with employees working on an hourly basis.
Each time an employee "logs in" and "logs out" the hours worked are calculated for payroll use.
1. The time clock feature may be protected with an individual password for each employee.
2. The time clock feature is optional. You can also pay your employees according to salary and/or
commission if you do not wish to use the time clock.
Utilize the time clock by clicking the Log In or Log Out button/icons, or by selecting Log In or Log Out from
the Time Clock drop-down menu.
Logging In: 123Pet will record the hours worked until the employee logs out.
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Click the Log In button/icon or select Log In from the Time Clock drop-down menu.
The Time Clock Log In screen will appear.
Select the employee from the drop-down list.
Click the Log In button.
If the employee's time clock entry is password protected, a password entry box will appear.
Enter the employee's password and click the Log In button.
Logging Out: 123Pet will record the hours the employee worked since logging in and use them in payroll
calculations.
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Click the Log Out button/icon or select Log Out from the Time Clock drop-down menu.
The Time Clock Log Out screen will appear.
Select the employee from the drop-down list.
Click the Log Out button.
If the employee's time clock entry is password protected, a password entry box will appear.
Enter the employee's password and click the Log Out button.
Time Clock Record Management: the Time Clock screen allows the business owner or other designated
employees to access time clock records. The information displayed on the Time Clock screen is what your
payroll is based on if your business operates on hourly wages. For this reason we highly recommend
password protecting the Time Clock screen and only giving access to managers and owners.
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Select Edit Time Clock Entries from the Time Clock drop-down menu.
The Time Clock screen will appear.
Select the appropriate date range from the Date Range section.
Click the Advanced Search button to display the Search by Employee drop-down list to view specific
employee entries, or select All to view all employees' time records.
Manually Adding or Editing a Time Clock Entry: adding and editing time clock entries is useful for adding
missed punches, or making adjustments in situations where a customer comes in and requests a service
from an employee that has already logged out.
1. Click the Add Entry button, or highlight the entry to edit and click the Edit Entry button.
2. The Add Time Clock Entry/Edit Time Clock Entry screen will appear.
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Chapter 11: Payroll
3.
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Select the employee from the Employee drop-down list.
Set the appropriate Date.
Enter the Time In.
Enter the Time Out.
Add or subtract time with the Adjustment feature, i.e. 1 hour spent on lunch.
Add any Comment if necessary.
Click the OK button to save the entry.
Manually Deleting a Time Clock Entry: deleting a time clock entry is helpful if an employee accidentally
logs in as another employee.
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Click to highlight the time clock entry to be deleted.
Click the Delete Entry button.
The Are You Sure? screen will appear.
Verify your selection and click the Yes button to permanently delete the time clock entry from the
database.
Printing Time Clock Entries: printing time clock entries is important for records keeping. Some businesses
require employees to sign off on their hours before collecting their paychecks.
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Select the appropriate date range.
Select the appropriate employee sort options.
Click the Customize View button on the left to add or remove columns as desired.
You can use the Add, Remove, and Move Up and Move Down buttons to customize the information
to view.
Click OK to return to the Time Clock screen.
Sort to the desired display by clicking a column heading, such as Employee ID.
Click the Print List button.
The Print Options screen will appear.
Select the printer and page range options and click Print.
Time Clock Password Overview
123Pet can be set up so that logging in and logging out requires an employee password. This is helpful in
reducing accidental logins. 123Pet can also be set up so that an employee can change his or her password
for the time clock from the Log In or Log Out screen.
The business owner can also password protect the access to the entries in the Time Clock screen. Because
these entries are typically how payroll is calculated, we highly recommend that only managers and the
business owner have access to the Time Clock screen, and that employees sign off on their hours to ensure
that employees are being paid for hours worked.
Setting Employee Log In/Log Out Passwords
1. Select Password Setup from the Tools drop-down menu.
2. The Password Controls screen will appear.
3. Click the Enable employee password protection on this computer box.
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Chapter 11: Payroll
4. Click the Edit Passwords button.
5. The Employee Passwords screen will appear.
6. Check the Allow employees to change their own passwords on the Time Clock Log In and Log Out
screens box if you would like employees to be able to change their own passwords.
7. Check the Hide passwords box if you want passwords to be hidden.
8. Double-click on the employee for whom you wish to set the password for.
9. Enter the password. It must be between 3 and 20 characters long.
10. Click OK.
11. Enter the new password for a second time. This verifies the password.
12. Click OK.
13. Repeat Steps 8-12 for each employee password.
14. Click OK to return to the Password Controls screen.
15. Click OK to save the changes.
16. When the employee tries to log in or log out of the time clock, he or she will be automatically
prompted for his or her password.
Password Protecting the Time Clock Screen: because the Time Clock screen has payroll sensitive
information, we recommend that only the owner and/or manager(s) have access to it.
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Select Password Setup from the Tools drop-down menu.
The Password Controls screen will appear.
Click the Enable employee password protection on this computer box.
Click the Edit Access button.
The Employee Passwords screen will appear.
You will see an item called Time Clock: Time Clock Screen in the Item column.
In the same row as the Time Clock: Time Clock Screen item, click the box in the Require Password
column.
Underneath each employee's name and in the same row as the Time Clock: Time Clock Screen item,
check the boxes underneath the names of the employees that you want to have access to the Time
Clock screen.
Repeat Steps 7-8 for Time Clock: Delete Time Clock Entries and Time Clock: Add/Edit Time Clock
Entries if desired.
Click OK to return to the Password Controls screen.
Click OK to save the changes.
Payroll Overview
123Pet can calculate your business' employee payroll, and if desired, print payroll checks. Payroll
calculations are made based on information taken from the following items:
1. Employee payroll settings for income and deductions, including tables for income and deductions.
2. Product and service sales commission recorded in closed tickets.
3. Time clock information if applicable.
The Payroll Configuration screen can be reached by selecting Payroll Configuration from the Accounting
Chapter 11: Payroll - Page 3 / 39
Chapter 11: Payroll
drop-down menu.
First Time Setup: to increase or decrease the size of the Payroll Configuration screen, position your pointer
over the edge of the border until a double-headed arrow appears. Once the arrow appears, click and hold
the left mouse button and drag to resize.
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Select Payroll Configuration from the Accounting drop-down menu.
The Select Country screen will appear.
Select your country and click OK. Federal tax tables may be installed or updated.
The Payroll Configuration screen will appear.
There are three types of information for payroll configuration:
a. Setting: basic inclusion and hours worked settings.
b. Income: set how the money is earned.
c. Deduction: set any number of deductions to be taken out.
6. The Commission System has two settings:
a. Use single commission system: if employees earn commission for the entirety of the sale and
use of services and products.
b. Use dual commission system: if different commissions are earned on the original sale and
when/if the service is used.
7. Click OK when finished.
Copy Profiles: you can copy the same payroll configuration from an already existing employee. When you
have multiple employees to enter, this option will make entering payroll information more convenient.
1. In the lower-left portion of the screen, click the Copy Profile(s) button.
2. The Copy Profile screen will appear.
3. On the right side of the screen, select the employee that has the same payroll configuration that you
want to copy from the The same as drop-down list.
4. On the left side of the screen, in the box next to the employee's name(s), check the appropriate
employees that you want to copy the payroll configuration to.
5. Click OK to return to the Payroll Configuration screen.
Payroll Settings Overview
1. Double-click the box directly underneath the desired employee that is horizontally in-line with the
Include field.
2. The Include screen will appear.
3. Select whether or not to include this employee in payroll calculations.
4. Click OK to return to the Payroll Configuration screen.
5. Double-click the box underneath the desired employee that is horizontally in-line with the Hours
Worked field.
6. The Hours Worked screen will appear.
7. Select from the following choices:
l Hours based on time clock entries: use time clock entries to calculate hours worked
l Prompt me for the number of hours worked for this employee each time I run payroll: set
Chapter 11: Payroll - Page 4 / 39
Chapter 11: Payroll
hours based on a prompt before payroll is calculated
l Use |___| hours: set a specific amount of hours to be used for each payroll
8. Click OK to return to the Payroll Configuration screen.
9. Click OK to save the settings.
Hourly vs. Commission: since many businesses have a system where the employees are paid based on
which is greater between hourly pay and commission pay, the payroll system in 123Pet is able to calculate
this for you automatically.
1. Set up the Service Commission and Product Commission for the desired employee. See the Single
Commission Income Overview section.
2. Double-click on the Hourly field for the same employee.
3. Select Rate of |___| per hour and enter the employee's wage. Or select Based on hourly table
depending on hourly pay rate.
4. Check the Use product and service commission amount, if greater box.
5. Click OK.
Payroll for this employee will be calculated from either commission or hourly wages, not both. When payroll
is run, if the employee's total commission pay (service commission + product commission) is greater than
the hourly pay over that time period, the employee's hourly pay will be set to zero for this pay period and
just the commission pay will be given. Otherwise, if the hourly pay is greater than the total commission, the
two commission amounts will be set to zero and the hourly pay will be given instead.
Single Commission Income Overview
The recommended configuration for payroll is the Single Commission System. This means that the
employees' commission is based on the amount shown in the Commission Based On column on the Ticket
Information screen for all tickets for the selected time period.
1. Click Use single commission system under the Commission System section.
2. Double-click the box directly underneath the desired employee that is horizontally in-line with the
Salary field.
3. The Salary screen will appear.
4. You can select to pay the employee in the following ways:
l No salary: this employee does not receive salary pay
l Use |___| (currency amount): enter the salary amount that will be paid
5. Click OK to return to the Payroll Configuration screen.
6. Double-click the box directly underneath the desired employee that is horizontally in-line with the
Hourly field.
7. The Hourly screen will appear.
8. You can select to pay the employee in the following ways:
l No hourly pay: this employee does not receive hourly pay
l Rate of |___| per hour: enter the rate of pay per hour worked, i.e. $9 for $9/hour
l Based on hourly table: the rate of hourly pay fluctuates based on the settings of an established
table
Chapter 11: Payroll - Page 5 / 39
Chapter 11: Payroll
9. Click OK to return to the Payroll Configuration screen.
10. Double-click the box directly underneath the desired employee that is horizontally in-line with the
Adjustment field.
11. The Adjustment screen will appear.
12. You can select to pay the employee in the following ways:
l No adjustment: this employee does not receive a pay adjustment
l Use |___| (currency amount): enter an adjustment to the employee's normal pay. Adjustments
will remain through payroll periods, so if the adjustment is a one time bonus, it must be removed
before the next payroll period is calculated
13. Click OK to return to the Payroll Configuration screen.
14. Double-click the box directly underneath the desired employee that is horizontally in-line with the Tips
Claimed field.
15. The Tips Claimed screen will appear.
16. You may select to claim tips in the following ways:
l Don't claim tips: this employee does not receive tips
l Prompt me for this employee's tips each time I run payroll: set claimed tips based on a
prompt before payroll is calculated. Some business prefer to have their employees record daily
tips on a sheet that is then added during payroll calculations
l Based on amounts claimed on tickets: claimed tips are calculated based on closed tickets over
the specified pay period
l Fixed percentage of services sold: claimed tips are based on a set fixed percentage from the
services provided on closed tickets over the specified pay period
l Fixed amount: claimed tips are based on the same fixed amount every pay period
17. Click OK to return to the Payroll Configuration screen.
18. Employee commission for products and services may be calculated in three common ways:
a. Fixed: there is one commission rate that is applicable to all total sales, minus backbar,
regardless of the currency amount, i.e. if the employee’s total sales minus backbar is $2300, and
the commission rate for that employee is set to 10%, then the commission amount received will
be 10% of $2300, or $230.
b. Stepped: a specific commission rate will be determined by set intervals of the employee’s total
sales, i.e. if the employee’s total sales minus backbar is $2300, and the commission intervals
are set up so that if the employee’s sales total is between $0.00 - $999.99 he or she will receive
10% commission, if the sales total is between $1000-1999.99 he or she will receive 12%
commission, and if the sales total is between $2000-2999.99 he or she will receive 14%, then
the employee would receive 14% of $2300, or $322.
c. Incremental Stepped: adjusts the percentage rates at intervals of total sales, but pays at the
interval rates, i.e. if the employee’s total sales minus backbar is $2300, and the commission
rates are set up so that if the employee’s sales total is between $0.00 - 999.99 the employee
receives 10%, for $1000-1999.99 the employee receives 12%, and for $2000-2999.99 the
employee receives 14%, then by using an incremental stepped scale, the employee will now
receive 10% for the first $1000 out of $2300, plus 12% of the second $1000 out of $2300, plus
14% of the $300 out of $2300. This would be (0.10 x $1000) + (0.12 x $1000) + (0.14 x $300) =
$100 + $120 + $42 = $262.
19. Double-click the box directly underneath the desired employee that is horizontally in-line with the
Chapter 11: Payroll - Page 6 / 39
Chapter 11: Payroll
20.
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Product Commission field.
The Product Commission screen will appear.
You can select to pay the employee in the following ways:
l No commission: this employee does not receive product commission
l For all product sales amounts that are not bonuses or exceptions, use the following
percentage: the employee earns a straight percentage on all products sold excluding products
with specific bonuses and exceptions
l For all product sales amounts that are not bonuses or exceptions, use the following table: if
the employee will receive commission based on a stepped or incremental stepped scale, select
the appropriate commission table from the drop-down list
Click OK to return to the Payroll Configuration screen.
Double-click the box directly underneath the desired employee that is horizontally in-line with the
Service Commission field.
The Service Commission screen will appear.
You can select to pay the employee in the following ways:
l No commission: this employee does not receive service commission
l For all service sales amounts that are not bonuses or exceptions, use the following
percentage: the employee earns a straight percentage on all services rendered excluding
services with specific bonuses and exceptions
l For all service sales amounts that are not bonuses or exceptions, use the following table: if
the employee will receive commission based on a stepped or incremental stepped scale, select
the appropriate commission table from the drop-down list
Click OK to return to the Payroll Configuration screen.
To configure overtime settings and tables, please see the Payroll Tables Overview section for more
information.
Single Commission System Examples: the examples below are for services given, no product examples will
be discussed. When using the Single Commission System, there are four configurable entities for each
service.
1. Price: a standard price can be defined, and exceptions created as needed per employee. If you change
the service price, this new price will apply to all future tickets created after the point in time in which
you changed the service price. The change is not retroactive.
2. Backbar: a standard backbar amount can be defined, and exceptions created as needed per employee.
This backbar amount is subtracted from the Commission Based On amount when determining
employee commission. The total backbar on a ticket is calculated as: Backbar times Qty Used.
3. Bonus: a standard bonus can be defined, and exceptions created as needed per employee. A bonus is
a lump sum awarded to an employee for the selling of a service. It is independent of commission. The
total bonus for a ticket is calculated as: Bonus times Qty Prch.
4. Commission: a commission percentage or lump sum can be awarded to an employee for performing a
service. This number is usually determined from the Payroll Configuration screen, but exceptions can
be created as needed per employee. If you change the commission amount, it will apply to all tickets.
The change is retroactive. You can make commission exceptions for each employee based on the
Commission tab within a service. If you make a commission exception, the settings under the
Commission tab within the service are used instead of the settings on the Payroll Configuration
Chapter 11: Payroll - Page 7 / 39
Chapter 11: Payroll
screen.
There are four configurable entities, each of them having either a Standard or Exception value. Therefore,
there are sixteen possible configurations for any employee using the Single Commission System for each
service.
Configurable Item Price
Employee A
Backbar
Bonus
Commission
Standard/Exception Standard/Exception Standard/Exception Payroll Settings/Exception
Figure 1: Different configurations using the Single Commission System
Example 1:
1. Let us configure Susan Smith to have a commission percentage of 20% from the Payroll Configuration
screen, Figure 2.
Figure 2: Payroll Configuration screen with a 20% Service Commission
2. We will be looking at a generic service, SERVICE A, configured for Susan Smith. Here are its
characteristics:
l Price: $60.00, no exceptions for Susan
l Backbar: $15.00, no exceptions for Susan
l Bonus: $10.00, no exceptions for Susan
l Commission: 20%, based on Payroll Configuration
3. Susan performs SERVICE A and Ticket #1027 is closed.
4. When payroll is run the Commission Details screen will be displayed, see Figure 3.
5. Susan’s commission total taken from Ticket #1027 is calculated below:
l Commission Total = ($60.00 – ($15.00 * 1))*20% + $10.00 = $19.00
l Ticket #1027's information:
Chapter 11: Payroll - Page 8 / 39
Chapter 11: Payroll
Commission Based On: $60.00
¡ Backbar: $15.00
¡ Commission: 20%
¡ Bonus: $10.00
6. As can be seen below, this total is correct.
¡
Figure 3: Commission Details screen for Example 1
Example 2:
1. Susan Smith’s Payroll Configuration commission percentage will remain at 20%.
2. We will again be looking at SERVICE A as configured for Susan Smith. Here are its characteristics:
l Price: $60.00, no exceptions for Susan
l Backbar: $15.00, exception of $20.00 for Susan. This $20.00 exception will apply to Ticket #1029
and later. In other words, all tickets created after the point in time the exception was created
will have a backbar exception of $20.00 for Susan
l Bonus: $10.00, exception of $15.00 for Susan. This $15.00 bonus exception will apply to Ticket
#1029 and later. In other words, all tickets created after the point in time the exception was
created will have a bonus exception of $15.00 for Susan
Chapter 11: Payroll - Page 9 / 39
Chapter 11: Payroll
Commission: 20%, based on Payroll Configuration
3. Susan performs SERVICE A and Ticket #1029 is closed.
4. When payroll is run the Commission Details screen is displayed, see Figure 4. This payroll assumes
that Ticket #1027 was already closed.
5. Susan’s commission total taken from Ticket #’s 1027, from Example 1, and 1029 is calculated below:
l
Commission Total = ($60.00 - ($15.00*1) + $60.00 – ($20.00*1))*20% + ($10.00 + $15.00) = $42.00
Or,
Ticket #1027's information is below:
¡ Commission Based On: $60.00
¡ Backbar: $15.00
¡ Commission: 20%
¡ Bonus: $10.00
l Ticket #1029's information is below:
¡ Commission Based On: $60.00
¡ Backbar: $20.00
¡ Commission: 20%
¡ Bonus: $15.00
6. As can be seen below, this total is again correct.
l
Chapter 11: Payroll - Page 10 / 39
Chapter 11: Payroll
Figure 4: Commission Details screen for Example 2
Example 3:
1. Susan Smith’s Payroll Configuration commission percentage will remain at 20%.
2. We will again be looking at SERVICE A configured for Susan Smith. Here are its characteristics:
l Price: $60.00, exception of $80.00 for Susan. This $80.00 exception will apply to Ticket #1030
and later. In other words, all tickets created after the point in time the exception was created
will have a price exception of $80.00 for Susan
l Backbar: $15.00, exception of $20.00 for Susan. This $20.00 exception will apply to Ticket #1029
from Example 2 and later
l Bonus: $10.00, exception of $15.00 for Susan. This $15.00 exception will apply to Ticket #1029
from Example 2 and later
l Commission: exception of 50% for Susan. This 50% exception will apply to all tickets created and
is retroactive
3. Susan performs SERVICE A and Ticket #1030 is closed.
4. When payroll is run, the Commission Details screen is displayed, see Figure 5. This payroll assumes
that Ticket #’s 1027, 1029, and 1030 have already been closed.
5. Susan’s commission total taken from Ticket #’s 1027 from Example 1, and 1029 from Example 2, and
Chapter 11: Payroll - Page 11 / 39
Chapter 11: Payroll
1030 should be:
Commission Total = ($60.00 - ($15.00*1) + $60.00 - ($20.00*1) + $80.00 - ($20.00 * 1))*50% + ($10.00
+ $15.00 + $15.00) = $112.50
Or,
Ticket #1027's information is below:
¡ Commission Based On: $60.00
¡ Backbar: $15.00
¡ Commission: 50%
¡ Bonus: $10.00
l Ticket #1029's information is below:
¡ Commission Based On: $60.00
¡ Backbar: $20.00
¡ Commission: 50%
¡ Bonus: $15.00
l Ticket #1030's information is below:
¡ Commission Based On: $80.00
¡ Backbar: $20.00
¡ Commission: 50%
¡ Bonus: $15.00
6. The total is again correct. The exception of 50% is applied to all tickets in the payroll with SERVICE A.
l
Chapter 11: Payroll - Page 12 / 39
Chapter 11: Payroll
Figure 5: Commission Details screen for Example 3
Example 4:
This time, instead of using Susan's Payroll Configuration of 20%, we will be using Susan’s Commission
Table, see Figure 6.
Chapter 11: Payroll - Page 13 / 39
Chapter 11: Payroll
Figure 6: Commission Table Example
1. We will again be looking at SERVICE A configured for Susan Smith. Here are its characteristics:
l Price: $60.00, exception of $80.00 for Susan. This $80.00 exception will apply to Ticket #1030
from Example 3 and later
l Backbar: $15.00, exception of $20.00 for Susan. This $20.00 exception will apply to Ticket #1029
from Example 2 and later
l Bonus: $10.00, exception of $15.00 for Susan. This $15.00 exception will apply to Ticket #1029
from Example 2 and later
l Commission: exception of 50% for Susan. This 50% exception will apply to all tickets created and
is retroactive
2. A second service, SERVICE B will be configured for Susan Smith as shown below:
l Price: $25.00, exception of $20.00 for Susan
l Backbar: $10.00, no exceptions for Susan
l Bonus: none
Chapter 11: Payroll - Page 14 / 39
Chapter 11: Payroll
Commission: Based on Payroll Configuration screen, Susan’s Commission Table
3. Susan performs SERVICE B and Ticket #1031 is closed.
4. When the payroll is run, the Commission Details screen is displayed, see Figure 7. This payroll
assumes Ticket #’s 1027, 1029, and 1030 have already been closed.
5. Susan’s commission total taken from Ticket #’s 1027 from Example 1, 1029 from Example 2, 1030
from Example 3, and 1031 should be:
l
Commission Total = ($60.00 - ($15.00*1) + $60.00 - ($20.00*1) + $80.00 - ($20.00 * 1))*50% + ($20.00
- $10.00)*20% + ($10.00 + $15.00 + $15.00) = $114.50
Or,
Ticket #1027's information is below:
¡ Commission Based On: $60.00
¡ Backbar: $15.00
¡ Commission: 50% exception for SERVICE A
¡ Bonus: $10.00
l Ticket #1029's information is below:
¡ Commission Based On: $60.00
¡ Backbar: $20.00
¡ Commission: 50% exception for SERVICE A
¡ Bonus: $15.00
l Ticket #1030's information is below:
¡ Commission Based On: $80.00
¡ Backbar: $20.00
¡ Commission: 50% exception for SERVICE A
¡ Bonus: $15.00
l Ticket #1031's information is below:
¡ Commission Based On: $20.00
¡ Backbar: $10.00
¡ Commission: 20% from Susan’s Commission Table
¡ Bonus: $0.00
6. This total is again correct.
l
Chapter 11: Payroll - Page 15 / 39
Chapter 11: Payroll
Figure 7: Commission Details screen for Example 4
Summary
1. There are sixteen possible configurations for each employee for each service when using the Single
Commission System. The configurable entities are: price, backbar, bonus, and commission.
2. Changing the service price for an employee IS NOT a retroactive change.
3. Changing the commission for an employee IS a retroactive change.
4. A retroactive change will change the amounts of an entity for all tickets included in a payroll period.
5. A non-retroactive change will not change the amounts of an entity for all tickets included in a payroll
period.
6. If an employee’s commission is defined as an exception percentage, then the exception is calculated
as:
Exception = (Commission Based On – (Backbar*Quantity Used))*Exception%
7. If an employee’s commission is defined as an exception lump sum, then the exception is calculated as:
Exception = (Lump Sum - Backbar)*Quantity Used
Chapter 11: Payroll - Page 16 / 39
Chapter 11: Payroll
Dual Commission Income Overview
The Dual Commission System is able to give different commission amounts when a service is used and when
a service is purchased. When using the Dual Commission System a Commission Used Based On column and
a Commission Purchased Based On column will appear on tickets. Dual Commission payroll income can be
set almost identically to Single Commission payroll income, except for a few minor differences.
1. Click Use dual commission system under the Commission System section.
2. See the Single Commission Income Overview section above for instructions on employee income
setup.
3. For each service you will need to set up the Service Commission When Used and Service Commission
When Purchased.
4. Click OK to exit out of the Payroll Configuration screen.
5. Go to the Service screen.
6. Edit the service and click the Commission tab.
7. Click the Commission When Purchased tab and choose one of the following:
l None: no commission is given to the employee when the service is purchased
l Fixed currency amount of: the commission issued to the employee selling the service is in the
form of a lump sum. The value used in Payroll Configuration is ignored. This exception will
apply to any employee selling the service
l Fixed percentage amount of: the commission issued to the employee selling the service is a
percent of the Commission Purchased Based On column. The value used in Payroll
Configuration is ignored. This exception will apply to any employee selling the service
l Based on Payroll Configuration screen: the commission issued to the employee selling the
service is based on the percent amount found in Payroll Configuration, either a straight
percentage or based on a commission table. To make exceptions to the Payroll Configuration,
click the Exceptions button and add any employees exempt from the normal routine. If you do an
exception, the commission issued to the employee selling the service is based on an exception
value, either a lump sum or a percentage amount. If an exception is chosen, the value found in
Payroll Configuration is ignored. Different employees can have different exception values for
the same service
8. Click the Commission When Used tab and choose one of the following:
l None: no commission is given to the employee when the service is performed
l Fixed currency amount: the commission issued to the employee performing the service is in the
form of a lump sum minus the backbar amount. The value used in Payroll Configuration is
ignored. This exception will apply to any employee performing the service
l Fixed percentage amount: the commission issued to the employee performing the service is a
percent of the Commission Used Based On column minus the backbar amount. The value used
in Payroll Configuration is ignored. This exception will apply to any employee performing the
service
l Based on Payroll Configuration screen: the commission issued to the employee performing the
service is based on the percent amount found in Payroll Configuration, either a straight
percentage or based on a commission table. To make exceptions to the Payroll Configuration,
click the Exceptions button and add any employees exempt from the normal routine. If you do an
Chapter 11: Payroll - Page 17 / 39
Chapter 11: Payroll
exception, the commission issued to the employee performing the service is based on an
exception value, either a lump sum or a percentage amount minus the backbar amount. If an
exception is chosen, the value found in Payroll Configuration is ignored. With this option
selected, different employees can have different exception values for the same service
9. You may choose to make exceptions to the amount of backbar for each employee. A standard backbar
amount can be defined and exceptions created as needed per employee. This backbar amount is
subtracted from the Commission Used Based On amount when determining employee commission.
This backbar amount is subtracted only when a service is used and not when purchased. The total
backbar for a ticket can be calculated as: Backbar times Qty Used.
10. You may choose to make exceptions to the bonus paid for a service for each employee. A standard
bonus can be defined and exceptions created as needed per employee. A bonus is a lump sum
awarded to an employee for the selling of a service. It is independent of commission. There is no
bonus for the performing of the service. The total bonus for a ticket can be calculated as: Bonus times
Qty Prch.
11. Click Save to exit.
Dual Commission System Examples: when using the Dual Commission System, there are five configurable
entities for each service.
1. Price: a standard price can be defined and exceptions created as needed per employee. If you change
the service price, this new price will apply to all future tickets created after the point in time in which
you changed the service price. The change is not retroactive.
2. Backbar: a standard backbar amount can be defined and exceptions created as needed per employee.
This backbar amount is subtracted from the Commission When Used amount when determining
employee commission. This backbar amount is subtracted only when a service is used and not when
purchased. The total backbar for a service on a ticket is calculated as: Backbar times Qty Used.
3. Bonus: a standard bonus can be defined and exceptions created as needed per employee. A bonus is a
lump sum awarded to an employee for the selling of a service. It is independent of commission. There
is no bonus for performing a service. The total bonus for a ticket is calculated as: Bonus times Qty
Prch.
4. Commission When Purchased (CWP): this commission is issued when a service is sold by an
employee. If you change the commission amount, it will apply to all tickets and is retroactive.
5. Commission When Used (CWU): this commission is issued when a service is performed by an
employee. If you change the commission amount, it will apply to all tickets and is retroactive.
There are five configurable entities. Three entities have either a Standard or Exception value. Two entities
can either have a None value, some type of exception value, or be based on the Payroll Configuration
screen. There are seventy-two possible configurations for any employee using the Dual Commission System
for each service.
Configurable
Price
Item
Backbar
Bonus
Employee A Standard/Exception Standard/Exception Standard/Exception
Commission When
Purchased
Commission When Used
None/Exception/Payroll None/Exception/Payroll
Configuration
Configuration
Figure 8: Different configurations using the Dual Commission System
Chapter 11: Payroll - Page 18 / 39
Chapter 11: Payroll
Example 1:
1. Susan Smith’s commission percentage will be 20%.
2. We will be looking at SERVICE A configured for Susan Smith. Here are its characteristics:
l Price: $60.00, no exceptions for Susan
l Backbar: $15.00, exception of $20.00 for Susan
l Bonus: $10.00, exception of $15.00 for Susan
l Commission When Purchased (CWP): None
l Commission When Used (CWU): 20%, based on Payroll Configuration
3. Susan performs and sells SERVICE A and closes Ticket #1027.
4. When payroll is run the Commission Details screen is displayed, see Figure 9.
5. Susan’s commission total taken from Ticket #1027 should be:
CWP = ($60.00)*0% + $15.00 = $15.00
CWU = ($60.00 – ($20.00 * 1))*20% = $8.00
Commission Total = CWU + CWP = $23.00
Ticket #1027's information is as follows:
¡ Commission When Used Based On: $60.00
¡ Commission When Purchased Based On: $60.00
¡ Backbar: $20.00
¡ Bonus: $15.00
¡ CWP: 0%
¡ CWU: 20%, from Payroll Configuration
6. As can be seen below, this total is correct. The bonus amount of $15.00 is applied when SERVICE A is
purchased and not used. The backbar amount of $20.00 is applied when SERVICE A is used and not
purchased.
l
The first row of Figure 9 details the commission results for Commission When Purchased from Ticket
#1027. Since None was selected for SERVICE A, this row is accurate.
The second row of Figure 9 details the commission results for Commission When Used from Ticket
#1027. Since Based on Payroll Configuration screen was selected for SERVICE A, this row is accurate
as well.
Chapter 11: Payroll - Page 19 / 39
Chapter 11: Payroll
Figure 9: Commission Details screen for Example 1
Example 2:
1. Susan Smith’s commission percentage will remain at 20%.
2. We will again be looking at SERVICE A configured for Susan Smith. Here are its characteristics:
l Price: $60.00, no exceptions for Susan
l Backbar: $15.00, exception of $20.00 for Susan
l Bonus: $10.00, exception of $15.00 for Susan
l Commission When Purchased: a generic exception of 10% applied to any employee selling the
service. This 10% exception will apply to all tickets created and is retroactive
l Commission When Used: 20%, based on Payroll Configuration
3. Susan sells and performs SERVICE A and Ticket #1032 is closed.
4. When payroll is run the Commission Details screen is displayed, see Figure 10. This payroll assumes
Ticket #1027 has already been closed.
5. Susan’s commission total taken from Ticket #’s 1027 from Example 1, and 1032 is calculated below:
CWP = ($60.00 + $60.00)*10% + ($15.00 + $15.00) = $42.00
CWU = ($60.00 – ($20.00*1) + $60.00 – ($20.00*1))*20% = $16.00
Chapter 11: Payroll - Page 20 / 39
Chapter 11: Payroll
Commission Total = CWP + CWU = $58.00
Or,
Ticket #1027's information is below:
¡ Commission When Used Based On: $60.00
¡ Commission When Purchased Based On: $60.00
¡ Backbar: $20.00
¡ Bonus: $15.00
¡ CWP: 10%, exception for SERVICE A purchase
¡ CWU: 20%, from Payroll Configuration
l Ticket #1032's information is below:
¡ Commission When Used Based On: $60.00
¡ Commission When Purchased Based On: $60.00
¡ Backbar: $20.00
¡ Bonus: $15.00
¡ CWP: 10%, exception for SERVICE A purchase
¡ CWU: 20%, from Payroll Configuration
6. As can be seen below, this total is correct. The second and fourth rows of Figure 10 detail the
commission results for Commission When Purchased for Ticket #’s 1027 and 1032. Since an
Exception of 10% was selected for SERVICE A, these rows are accurate. This exception is applied to all
SERVICE A services purchased for this payroll period. The first and third rows of Figure 10 detail the
commission results for Commission When Used for Ticket #’s 1027 and 1032. Since Based on Payroll
Configuration, or 20%, was selected for SERVICE A, these rows are accurate as well.
l
Chapter 11: Payroll - Page 21 / 39
Chapter 11: Payroll
Figure 10: Commission Details screen for Example 2
Example 3:
1. Susan Smith’s commission percentage will remain at 20%.
2. We will again be looking at SERVICE A configured for Susan Smith. Here are its characteristics:
l Price: $60.00, exception of $80.00 for Susan. This $80.00 exception will apply to all tickets
created after and including Ticket #1033 and is not retroactive. In other words, all tickets created
after the point in time the exception was created will have a SERVICE A price exception of
$80.00 for Susan
l Backbar: $15.00, exception of $20.00 for Susan
l Bonus: $10.00, exception of $15.00 for Susan
l Commission When Purchased: a generic exception of 10% applied to any employee selling the
service. This 10% exception will apply to all tickets created and is retroactive
l Commission When Used: a specific exception of 50% applied only when Susan performs the
service. This 50% exception will apply to all tickets created and is retroactive
3. Susan sells and performs SERVICE A and Ticket #1033 is closed.
4. Payroll is run and the Commission Details screen is displayed, see Figure 11. This payroll assumes
that Ticket #’s 1027 and 1032 have already been closed.
Chapter 11: Payroll - Page 22 / 39
Chapter 11: Payroll
5. Susan’s commission total taken from Ticket #’s 1027 from Example 1, 1032 from Example 2, and 1033
is calculated below:
CWP = ($60.00 + $60.00 + $80.00)*10% + ($15.00 + $15.00 + $15.00) = $65.00
CWU = ($60.00 – ($20.00*1) + $60.00 – ($20.00*1) + $80.00 – ($20.00*1))*50% = $70.00
Commission Total = CWP + CWU = $135.00
Or,
Ticket #1027's information is below:
¡ Commission When Used Based On: $60.00
¡ Commission When Purchased Based On: $60.00
¡ Backbar: $20.00
¡ Bonus: $15.00
¡ CWP: 10%, exception for SERVICE A purchase
¡ CWU: 50%, exception for SERVICE A use
l Ticket #1032's information is below:
¡ Commission When Used Based On: $60.00
¡ Commission When Purchased Based On: $60.00
¡ Backbar: $20.00
¡ Bonus: $15.00
¡ CWP: 10%, exception for SERVICE A purchase
¡ CWU: 50%, exception for SERVICE A use
l Ticket #1033's information is below:
¡ Commission When Used Based On: $80.00
¡ Commission When Purchased Based On: $80.00
¡ Backbar: $20.00
¡ Bonus: $15.00
¡ CWP: 10%, exception for SERVICE A purchase
¡ CWU: 50%, exception for SERVICE A use
6. As can be seen below, this total is correct. The first, third, and fifth rows of Figure 11 detail the
commission results for Commission When Purchased for Ticket #’s 1027, 1032 and 1033. Since an
Exception of 10% was selected for SERVICE A, these rows are accurate. The second, fourth, and sixth
rows of Figure 11 detail the commission results for Commission When Used for Ticket #’s 1027, 1032,
l
Chapter 11: Payroll - Page 23 / 39
Chapter 11: Payroll
and 1033. Since an Exception of 50% was selected for SERVICE A, these rows are accurate as well.
These exceptions are applied to all SERVICE A services purchased for this payroll period. The price for
each individual SERVICE A is based on when the exceptions for price were added: $60.00 and $80.00.
Figure 11: Commission Details screen for Example 3
Example 4:
1. Susan Smith’s commission percentage will remain at 20%.
2. We will again be looking at SERVICE A configured for Susan Smith. Here are its characteristics:
l Price: $60.00, exception of $80.00 for Susan. This $80.00 exception will apply to all tickets
created after and including Ticket #1033 from Example 3. This change is not retroactive.
l Backbar: $15.00, exception of $20.00 for Susan
l Bonus: $10.00, exception of $15.00 for Susan
l Commission When Purchased: a generic exception of 10% applied to any employee selling the
service
l Commission When Used: a specific exception of 50% applied only when Susan performs the
service
3. A client purchases (5) of SERVICE A and uses (1) for the day. This type of procedure is typically called
Chapter 11: Payroll - Page 24 / 39
Chapter 11: Payroll
a pre-paid service.
4. Susan sells (5) of SERVICE A and performs (1) of SERVICE A and closes Ticket #1034.
5. When payroll is run the Commission Details screen is displayed, see Figure 12. This payroll assumes
that Ticket #’s 1027, 1033 and 1034 have already been closed.
6. Susan’s commission total taken from Ticket #’s 1027 from Example 1, 1032 from Example 2, 1033
from Example 3, and 1034 is calculated below:
CWP = ($60.00 + $60.00 + $80.00 + (5*$80.00))*10% + ($15.00 + $15.00 + $15.00 + (5*$15.00)) =
$180.00
CWU = ($60.00 – ($20.00 * 1) + $60.00 – ($20.00 * 1) + $80.00 – ($20.00 * 1) + $80.00 – ($20.00 * 1))
*50% = $100.00
Commission Total = CWP + CWU = $280.00
Or,
l
l
l
Ticket #1027's information is below:
¡ Commission When Used Based On: $60.00
¡ Commission When Purchased Based On: $60.00
¡ Backbar: $20.00
¡ Bonus: $15.00
¡ CWP: 10%, exception for SERVICE A purchase
¡ CWU: 50%, exception for SERVICE A use
Ticket #1032's information is below:
¡ Commission When Used Based On: $60.00
¡ Commission When Purchased Based On: $60.00
¡ Backbar: $20.00
¡ Bonus: $15.00
¡ CWP: 10%, exception for SERVICE A purchase
¡ CWU: 50%, exception for SERVICE A use
Ticket #1033's information is below:
¡ Commission When Used Based On: $80.00
¡ Commission When Purchased Based On: $80.00
¡ Backbar: $20.00
¡ Bonus: $15.00
Chapter 11: Payroll - Page 25 / 39
Chapter 11: Payroll
CWS: 10%, exception for SERVICE A purchase
¡ CWU: 50%, exception for SEVICE A use
l Ticket #1034's information is below:
¡ Commission When Used Based On: $80.00
¡ Commission When Purchased Based On: $400.00
¡ Backbar: $20.00
¡ Bonus: $75.00
¡ CWP: 10%, exception for SERVICE A purchase
¡ CWU: 50%, exception for SERVICE A use
7. As can be seen below, this total is correct. On this payroll, Susan has sold a total of (8) SERVICE A's
and performed a total of (4) SERVICE A's. For Ticket #1034 containing the pre-paid services, Susan’s
Commission When Purchased is based on the number of SERVICE A’s sold, or (5). Her Commission
When Used is based on the number of SERVICE A’s performed (1).
¡
Figure 12: Commission Details screen for Example 4
Summary:
1. There are seventy-two possible configurations for each employee for each service when using the
Chapter 11: Payroll - Page 26 / 39
Chapter 11: Payroll
2.
3.
4.
5.
6.
7.
8.
9.
10.
Dual Commission System. The configurable entities are: price, backbar, bonus, commission when
purchased, and commission when used.
A generic exception will apply to any employee selling or performing the service.
A specific exception will apply only to the employee selling or performing the service for which the
exception was defined.
Changing the service price for an employee IS NOT a retroactive change.
Changing the commission when purchased for an employee IS a retroactive change.
Changing the commission when used for an employee IS a retroactive change.
A retroactive change will affect the amounts of an entity for all tickets included in a payroll period.
A non-retroactive change will not affect the amounts of an entity for all tickets included in a payroll
period.
A bonus is awarded only when a service is sold.
A backbar amount is subtracted from the service price only when a service is performed.
Payroll Deductions Overview
1. The taxes and deductions listed on this page are set to a generic United States format, i.e. Federal
Tax, State Tax, Local Tax, Social Security, Independent Contractor, Medicare, Health Care, and SEP
or Simplified Employee Pension. They can be easily renamed to match your specific needs.
a. Click the Deductions button.
b. Select the deductions that aren't needed and delete them by clicking the Delete button.
c. Click the Add button to add the new deductions.
d. Type in the new name of the deduction. When entering employee payroll taxes, the names of the
payroll tax deduction will be the same for all employees, so it is imperative that the names and
fields be consistent and appropriate for all cases.
e. Click OK.
f. Repeat Steps c-e for each deduction that you would like to add.
g. Click OK to return to the Payroll Configuration screen.
2. Once you have your deduction names entered, you are ready to configure each employee's payroll
deductions.
3. Double-click the box directly underneath the desired employee that is horizontally in-line with the
appropriate deduction field, such as Federal Tax.
4. The Deduction screen will appear.
5. You may configure the deduction in the following ways:
l No deduction: no money is deducted
l Fixed amount: a fixed amount of money is deducted
l Percentage: a fixed percentage of the total income is deducted
l Based on deduction table: select the appropriate deduction table. You can choose to base the
deduction value on some percentage of the table value. The default percentage is 100%
6. You can also base this deduction on either:
l Taxable gross pay: bases the deduction on total gross pay minus pre-tax deductions
l Gross pay: bases the deduction on the amount of salaries or wages being paid by an employer
before any deductions have been taken out.
Chapter 11: Payroll - Page 27 / 39
Chapter 11: Payroll
7. You can also select if this deduction is a pre-tax item. Marking a deduction as a pre-tax item will
adjust the employee’s taxable gross when running payroll, i.e. an employee has a salary of $10,000
and contributes 10% of her gross salary to her 401k plan. In 123Pet you would set up your deduction as
shown in Figure 13 below. When 123Pet calculates this deduction it will take (Gross Pay) X
(Percentage Amount). In this example it would be ($10,000) X (0.10) = $1,000. Thus, the employee’s
gross income is $10,000, but her taxable gross income now becomes $10,000 - $1,000 = $9,000.
Subsequent deductions, such as State, Federal, Local, Social Security, etc., will be calculated using the
employee’s taxable gross which, as stated earlier in this example, would be $9,000. A pre-tax item
MUST be based on gross pay and cannot have a pre-deduction amount associated with it.
Chapter 11: Payroll - Page 28 / 39
Chapter 11: Payroll
Figure 13: Pre-tax Example Setup
8. You can also select the pre-deduction amount. If a pre-deduction amount is used, then the percentage
or table deduction will be based on the taxable gross/gross pay minus the pre-deduction amount, i.e.
the employee has a salary of $10,000 and has a deduction as illustrated in Figure 14. When 123Pet
calculates this deduction it will take ((Gross Pay) – (Pre-deduction Amount)) X (Percentage Amount).
So, that would be ($10,000.00 - $5,000.00) X 0.10 = $500.00.
Figure 14: Pre-deduction Example Setup
Chapter 11: Payroll - Page 29 / 39
Chapter 11: Payroll
9. You can optionally choose when to stop a deduction.
l Never: the deduction will happen every pay period
l When the YTD gross pay reaches: the deduction will stop when the YTD gross pay reaches the
set amount
l When the YTD total deduction amount reaches: the deduction will stop when the deduction
total reaches the set amount
10. Repeat Steps 3-9 for each employee and deduction.
11. Click the OK button when the payroll configuration is complete.
If you do not have any pre-tax deductions set up in the software, gross income and taxable gross income will
always be identical. Examples of pre-tax deductions are 401k contributions, pension contributions, and
certain health care insurance contributions. Contact your CPA to determine if particular deductions are
considered pre-tax items.
Payroll Tables Overview
Payroll tables may be used to customize commissions, pay, and deductions. Tables involve any payroll
option that doesn't work based on a straight percentage, i.e. a deduction that gets incrementally larger with
a higher gross pay, or hourly pay that increases with the amount of hours worked in a week (overtime).
Payroll tables can be reached by selecting Edit Payroll Tables from the Accounting drop-down menu.
Adding or Editing a Payroll Table
1.
2.
3.
4.
Click the Add button, or select the table to edit and click the Edit button.
The Modify Table screen will appear.
Type in the appropriate name of the table, i.e. Products Commission Table.
On the Modify Table screen, check the Use incremental step box if needed. Incremental steps are
when the amount received or deducted is cumulative for each row in the table, i.e. if a commission
amount from $0 to $100 is $10 and commission from $101 to $200 is $20, then when an employee
sells $150, the incremental step commission amount would be $10 plus $20, which equals $30. If a
straight table amount was used, the employee would only receive $20 in commission.
5. Select the table Type from the following table options:
l Deduction: this can be a tax deduction, employee retirement deduction, or a custom deduction.
Because 123Pet makes payroll calculations based on federal tax payroll deduction information, it
is extremely important that your tax tables be correct and up-to-date. Verify that these tables
are correct and applicable to your business. This information may be edited or added should tax
laws change
l Income: Product commission: this can be an employee's amount of commission based on
products sold
l Income: Service commission: this can be an employee's amount of commission based on
services sold
l Income: Hourly pay: this can be an employee's hourly pay based on a table of hours worked vs.
income. A table may be used to enter in overtime amounts for hourly pay
6. On the Modify Table screen, use the Edit, Add Row, Insert Row, and Delete Row buttons to
manipulate the rows within the table.
Chapter 11: Payroll - Page 30 / 39
Chapter 11: Payroll
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Click the Add Row button.
The Edit Row screen will appear.
Enter the appropriate amounts in the Range start and Range end fields.
Select if the amount of income or deduction is one of the following parameters:
l Exact currency amount: is the deduction or income a straight numerical amount
l % of gross pay: deduction percentage of gross income
l % of products sold: income percentage based on total value of products sold
l % of services sold - Backbar: income percentage based on total value of services sold
Click Save and Add Another.
Repeat Steps 6-11 until all the table entries are complete.
Click Save to return to the Modify Table screen.
After the payroll table is complete, click OK to return to the Payroll Tables screen.
Use the Test button to enter an amount and have the table return the value. Always test new tables to
ensure that they deliver the desired results.
Repeat Steps 1-15 for each table that you would like to add.
Click the Close button when finished.
Deleting a Payroll Table
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Select the table to delete.
Click the Delete button.
The Are You Sure? screen will appear.
Verify your selection and click Yes to permanently delete the table from the database.
Click the Close button to exit.
Configuring an Overtime Pay Table: 123Pet allows you to set up an incremental hourly pay table
configured to the amount of hours an employee works, i.e. calculate overtime for hours worked over 40 in a
week. This example assumes that the employee is paid overtime wages based on weekly hours worked. If
you pay your employees overtime based on their daily hours worked or pay period hours worked, you would
set up the table accordingly. Also, if employees earn double-time for hours worked over 80, an extra row
would have to be added to accommodate that.
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Make sure that the hours the employee works is based on time clock settings.
Select Payroll Configuration from the Accounting drop-down menu.
Double-click in the box underneath the desired employee and in the same row as Hours Worked.
The Hours Worked screen will appear.
Select Hours based on time clock entries.
Click OK.
Click OK to return to the main screen.
Select Edit Payroll Tables from the Accounting drop-down menu.
The Payroll Tables screen will appear.
Click the Add button.
The Modify Table screen will appear.
Enter the appropriate name of the table, i.e. Income: Hourly Pay (Including Overtime).
Select Income: Hourly pay in the Type section.
Chapter 11: Payroll - Page 31 / 39
Chapter 11: Payroll
14. Select which type of hourly pay table this is from the drop down list:
a. Base on pay period hours: the total number of hours worked in the pay period will be used to
obtain the table value.
b. Base on weekly hours: the total number of hours per week (7 days) will be used to obtain the
table value. If more than one week is included in the payroll time range, the time range will be
broken into week (7 day) segments.
c. Base on daily hours: the total number of hours worked per day will be used to obtain the table
value. If more than one day is included in the payroll time range, the time range will be broken
into day segments.
15. Click the Add Row button.
16. The Edit Row screen will appear.
17. Enter the appropriate pay for the appropriate number of hours, i.e. for 0 to 40 hours of work, enter in
$10.
18. Click Save and Add Another.
19. Enter the appropriate overtime pay for the appropriate number of hours, i.e. for 41 to 80 hours of work,
enter $15 if they receive time-and-a-half.
20. Click Save.
21. Click the Use incremental step box at the bottom left corner. When payroll is run, your employee will
be paid $10 for every hour worked during the first 40 hours and then $15 for every hour worked over
40.
22. Click OK to return to the Payroll Tables screen.
23. Click Close to exit.
Importing Payroll Tables: you can import your own payroll deduction tables in several ways. The
information you are importing needs to be in a text file (.txt) or a database deduction file (.ddf) format.
A .ddf file can be generated using the Export Payroll Table function. Text files can be either comma or tab
separated variable files. These files should contain two columns. The first column should be the To value (or
the end range), and the second column should be the Amount.
Sample Text File 1:
100,5
500,7.5
1000,11
2000,14.5
Would result in the following deduction table:
From
To
Amount
$0.00
$100.00
$5.00
$100.01 $500.00
$7.50
$500.01 $1000.00 $11.00
$1000.01 $2000.00 $14.50
Chapter 11: Payroll - Page 32 / 39
Chapter 11: Payroll
You can also import amounts based off of percentages rather than dollar amounts. To do this, simply include
percent signs at the end of each amount in the text file.
Sample Text File 2:
100,5%
500,7.5%
1000,11%
2000,14.5%
Would result in the following deduction table:
From
To
Amount
$0.00
$100.00
5.0%
$100.01 $500.00
7.5%
$500.01 $1000.00 11.0%
$1000.01 $2000.00 14.5%
1. Click the Import button.
2. Click OK.
3. Select the type of file(s) you wish to import from the following options:
l Import a single table from a text file.: import one text file from a location on your computer
l Import multiple tables from an entire directory of text files.: import multiple tables from a file
directory on your computer
4. Click OK.
5. Select the file(s) from your hard drive or another location.
6. Click Open.
7. The file(s) will be imported into 123Pet and be shown on the Payroll Tables screen under its original
file name.
8. Select the table you just imported and click the Edit button to view or modify the information. By
default, tables will import as deductions.
You can click on the table you just imported and click the Edit button to view the information, or you can
click Test and then enter a sample gross pay amount to see how the calculations from the table will work.
Updating Federal Tax Tables: if you have Internet access, you can update the federal tax tables for the
United States and Canada directly. Federal table updates typically come out around February of each year.
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Select Update/Install/Remove Tax Tables from the Accounting drop-down menu.
The Tax Table Installation and Update screen will appear.
Click on the Check for Updates button and follow the instructions.
Click on the appropriate tax table and click Install.
Click Close when finished.
If you do not have Internet access, you can request a CD with the updates by e-mailing us at
[email protected]
Chapter 11: Payroll - Page 33 / 39
Chapter 11: Payroll
Payroll Calculation Overview
Payroll calculations are made based on criteria from payroll configuration information, closed tickets, and
product and service commission.
Calculating Payroll
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Select Calculate New Payroll from the Accounting drop-down menu.
If the Payroll screen is password protected, the Password Required window will appear.
The Run Payroll screen will appear.
Select from the following options to run payroll:
l Run payroll and save results: run a new payroll and save the results for future reference. This
new payroll will be used in year-to-date totals
l Recalculate a previous payroll and save results: replace a previously run payroll with a new
calculation. The new payroll will be used in the year-to-date totals. This option can be used to
correct a payroll that was previously run
l Practice: Run test payroll and do not save results: run a practice payroll to test configuration
settings. The results are not saved and will not affect any year-to-date totals or any previous
payrolls
If applicable, select the Pay Date.
Make the appropriate pay period Date Range selection.
Click OK.
The Payroll screen will appear with the calculated payroll for all of the business' employees that have
been set to be included in the payroll report.
The following is a summary of the items and their descriptions used in the payroll calculations and shown on
the Payroll screen.
Item
Description
Employee ID
Employee identification number
Product Sales (Total
Sales)
Total of all products sold for selected date range, not including tax
Service Sales (Total
Sales)
Total of all services sold for selected date range, not including tax
Backbar
Total of all backbar on services for selected date range
Hours Worked
From payroll configuration (fixed, prompt, or based on time clock)
Hourly Pay
(Hours*Rate)
Hours worked times hourly rate from payroll configuration
Salary
Salary rate from payroll configuration
Product Commission
From payroll configuration based on product sales
Service Commission
From payroll configuration based on service sales
Adjustment
From payroll configuration
Tips Claimed
From payroll configuration based on tips claimed
Chapter 11: Payroll - Page 34 / 39
Chapter 11: Payroll
Unsettled Tips
Sum of all unsettled withheld tips. If you are recalculating this payroll, this amount will also include
withheld tips in a previously ran payroll
Gross Pay
Sum of all income (hourly pay, salary, commission, adjustment, unsettled tips)
Taxable Gross Pay
Gross pay minus pre-tax deductions
Deductions
All deductions removed from the paycheck
Net Pay
Gross pay minus deductions minus direct tips (withheld tips are included)
The following items are the 123Pet default deductions. Deductions can be added, edited, or deleted to suit
business needs. They can be selected as a pre-tax deduction, or as a deduction to the Taxable Gross Pay.
Federal Tax
From payroll configuration
State Tax
From payroll configuration
Local Tax
From payroll configuration
Social Security
From payroll configuration
Independent Contractor From payroll configuration
Medicare
From payroll configuration
Health Care
From payroll configuration
SEP
From payroll configuration
Recalculating an Incorrect Payroll Report: if payroll has been calculated incorrectly, i.e. an incorrect date
range or an incorrect commission amount setting was used, you should delete all payroll calculations since
the incorrect payroll and recalculated them with the correct information.
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Select Payroll Reports from the Accounting drop-down menu.
Select View/Delete Previous Payrolls.
The Previous Payrolls screen will appear.
Select the Delete Last button.
Verify your selection and click the Yes button to delete the last payroll you ran.
Repeat Steps 4-5 until all payrolls calculated after the incorrect payroll are deleted as well as the
incorrect payroll, i.e. you may notice you need to delete a payroll from 3 pay periods ago.
7. Recalculate the payroll with the correct information by selecting Calculate New Payroll from the
Accounting drop-down menu.
8. Follow the steps described in Calculating Payroll.
9. Repeat Step 7-8 until you are back to your current pay period.
Running Payroll Reports: there are four payroll reports that 123Pet can generate.
1. Select Payroll Reports from the Accounting drop-down menu.
2. Select the appropriate payroll report to run.
l View/Delete Previous Payrolls: a list will appear of previously calculated payrolls. Select which
payroll calculation(s) to view or delete from this list
l View Year-to-Date Payroll Totals: a comprehensive report is based on previously calculated
payrolls
l View Payroll History by Employee: select an employee to view his or her payroll history
Chapter 11: Payroll - Page 35 / 39
Chapter 11: Payroll
W2/1099 Report: you can print the information required for W2 and 1099 reports. This
information can be entered into a program that prints actual W2 and 1099 forms, or exported for
sending to a CPA
3. Follow the screen prompts for the specific report.
4. Click OK when finished.
l
Printing Payroll Information: there are three options to print after running a payroll calculation.
1. Print Checks: use to print out payroll checks.
a. Calculate your payroll by selecting Calculate New Payroll from the Accounting drop-down
menu.
b. The Payroll screen will appear.
c. Click the Print Checks button.
d. The Print Checks screen will appear.
e. Select the starting check number in the Payroll Check Options section.
f. Check or uncheck the following boxes as appropriate:
i. Add entries to General Ledger after printing: select the appropriate ledger account and
the appropriate ledger category from the drop-down lists.
ii. Do not print service and product totals on check stub: keep individual totals off the
check stub and only print the pay information.
g. Select who you would like to print the checks for in the Print column.
h. Click the Next button.
i. The Printing Options screen will appear.
j. Click the Print button.
k. Only checks for a value greater than zero will be printed.
2. Print Single Page: use to print all payroll info onto a single page.
a. Calculate your payroll by selecting Calculate New Payroll from the Accounting drop-down
menu.
b. The Payroll screen will appear.
c. Click the Print Single Page button.
d. The Printing Options screen will appear.
e. Click the Print button.
f. A summary of the payroll information will print on a single page.
3. Print Separate Pages: use to print each employee's payroll information on a different page.
a. Calculate your payroll by selecting Calculate New Payroll from the Accounting drop-down
menu.
b. The Payroll screen will appear.
c. Click the Print Separate Pages button.
d. The Printing Options screen will appear.
e. Click the Print button.
f. A summary of each employee's payroll information will print on a separate page.
Quick Print Employee Checks: the Quick Print Employee Checks feature is a way to print payroll checks
that do not include wage or deduction details on the stub. These checks can be added directly to the
General Ledger.
Chapter 11: Payroll - Page 36 / 39
Chapter 11: Payroll
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Select Quick Print Employee Checks from the Accounting drop-down menu.
The Print Checks screen will appear.
Select the starting check number in the Payroll Check Options section.
Check or uncheck the following boxes as appropriate:
a. Add entries to General Ledger after printing: select the appropriate ledger account and the
appropriate ledger category from the drop-down lists.
b. Do not print service and product totals on check stub: keep individual totals off the check
stub and only print the pay information.
Select who you would like to print the checks for in the Print column.
Click the Next button.
The Printing Options screen will appear.
Click the Print button.
Only checks for a value greater than zero will be printed.
Payroll FAQ: these are some common, frequently asked questions regarding payroll.
Q1: What does it mean when you claim a tip on a ticket?
A1: Claiming a tip means that the employee is reporting and recording the tip as income. Employees may
claim a tip on an open ticket. Two types of tips exist:
1. Direct tip: this is a tip that is given directly to the employee. The tip amount does not appear on the
client's receipt. The tip amount is reported in payroll (for reference), but is not included in the payroll
total. Payroll taxes for the tip amount are calculated and applied to payroll.
2. Withheld tip: the tip is withheld (not given to the employee) until the tip is settled. A withheld tip may
be settled by using the Settling feature, i.e. settle the tip at the end of the employee's shift, or the tip
can be settled by calculating payroll. The withheld tip appears on the client's receipt. A withheld tip
may be used when the client is paying by check or credit card. Payroll taxes are applied to the
withheld tip.
Q2: What does it mean when you settle a tip?
A2: To settle a tip means that if your business took the tip money from the client, put it in the cash drawer,
and then at a later time you give the employee the money for the tip, i.e. a customer may pay by check or
credit card, and include the employee's tip on the check or credit card. Your business settles the tip when
your business gives the employee the money for the tip.
Q3: What impact does backbar have?
A3: Backbar is the amount in products used to support a service, i.e. if Groom (Medium) costs $50, but $10
of Flea Shampoo is used to while performing the service, the backbar is $10.
1. Single Commission Payroll System: a standard backbar amount can be defined and exceptions
created as needed per employee. This backbar amount is subtracted from the service price when
determining employee commission.
2. Dual Commission Payroll System: a standard backbar amount can be defined and exceptions created
as needed per employee. This backbar amount is subtracted from the service price when determining
employee commission. This backbar amount is subtracted only when a service is used and not when
purchased.
Q4: Where can I get my State tax tables?
Chapter 11: Payroll - Page 37 / 39
Chapter 11: Payroll
A4: Federal tax tables are built into the software, but state tax tables are not. Some states have a
percentage tax and some states have a tax table. You need to check with an accountant for your state tax
information and to get a copy of the state tax table. You can also search the Internet for a copy of your state
tax table. See the Payroll Tables Overview section for more instructions on creating tax tables.
Q5: How do I know how much to configure for Social Security, Medicare, City, Local or other
deductions or taxes?
A5: You should check with an accountant and then configure payroll accordingly.
Q6: What is a independent contractor deduction?
A6: Some businesses only have independent contractors and no employees. Each month, the independent
contractors pay the business rent for using space inside the business.
Q7: What if I calculate the incorrect payroll date? How do I fix it?
A7: If payroll has been run for an incorrect date range, the payroll calculations after and including the
incorrect payroll need to be recalculated. See the Calculating Payroll and Recalculating an Incorrect
Payroll Report portions of the Payroll Calculation Overview for the proper steps.
Q8: What is a payroll adjustment?
A8: A payroll adjustment is any currency amount that you wish to give or take away from an employee. A
positive amount indicates that you are giving funds to the employee. A negative amount, which will appear
in parenthesis, indicates funds being subtracted from the employee's payroll. This feature is useful if, for
example, an employee unexpectedly worked some extra hours over the weekend during the last pay period,
but after payroll was run. You can pay the employee the difference during the next pay period with a payroll
adjustment.
Q9: Why don't all of my employees appear when I run a payroll report?
A9: Your employees may not appear for either of the following reasons:
1. You have no closed tickets for the range of dates that you selected to run payroll for. Some important
payroll calculations are taken from closed tickets.
2. You have No selected under the Include field on the Payroll Configuration screen.
Q10: How can I test my payroll configuration and settings?
A10: Select Calculate New Payroll from the Accounting drop-down menu. Click the button next to Practice:
Run test payroll and do not save results.
Q11: I added an employee bonus for a product and/or a service. Why are the bonuses not showing on
my payroll calculations?
A11: in order for a bonus to be given to the employee, the employee must be set up to receive commission.
For a product to have a bonus, the employee should have product commission enabled, and likewise for
services. If the employee should receive a bonus only for some products/services, but will receive either no
bonuses, different bonuses, and/or no commission for other products/services, then the product/service
commission should be enabled and set at a straight percentage of 0%. This will keep the commission
enabled, but not give anything to employees unless a bonus amount is entered for individual
products/services.
Q12: On what amounts does the commission get based off?
A12: Commission amounts are calculated by taking information from closed tickets and applying the settings
you have chosen to the total sales amounts for each employee. These amounts will be obtained differently
Chapter 11: Payroll - Page 38 / 39
Chapter 11: Payroll
depending on the commission system being used:
1. Single Commission System: commission is given to employees when services are performed or
products are sold. From individual closed tickets, the commission amount is based off of the price of
the service, subtracting out any discounts and backbar, and multiplied by the number showing in the
Quantity Used column.
2. Dual Commission System: commission is given to employees when services are purchased, and
separately when services are performed. From individual closed tickets, the commission when
purchased amount (CWP) is based off of the price of the service, subtracting out any discounts, and
multiplied by the number showing in the Quantity Purchased column. The commission when used
amount (CWU) is based off of the price of the service, subtracting out any discounts and backbar, and
multiplied by the number showing in the Quantity Used column.
Chapter 11: Payroll - Page 39 / 39
Accounting
monitoring payments in your general ledger
General Ledger Overview
The General Ledger feature allows you to track the financial transactions of your business. These
transactions can be rent payments, utility payments, supplier shipments, written checks, and most every
other financial transaction that can occur within your business. The General Ledger works very much like an
interactive bank account statement. 123Pet can even calculate the current balance of your account based on
what checks have cleared. To reach the General Ledger click the Ledger button/icon, or select Edit General
Ledger from the Accounting drop-down menu.
The General Ledger feature also allows you to track multiple accounts. This is useful for business owners
who have more than one business or would like to track personal and business accounts in one software
package. Some of the benefits of using the General Ledger:
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Each entry can be categorized into an unlimited number of customized categories
Check printing with automatic check numbering
Automatic stock count update if products are received from a supplier
Automatic retail price changing. If wholesale prices change, a new retail price is suggested
based on the previous wholesale/retail ratio
Split entry payments where a single entry can be sub-divided into multiple entries, i.e. a single
invoice from a supplier can contain multiple items. This invoice can be entered as a single
General Ledger entry using the split feature
Each General Ledger entry contains the following information:
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Account: assign this entry to a particular account
Date entered: the date the payment or deposit was entered
Check number: the check number for the payment or deposit
Date cleared: the date the deposit or payment has been cleared through the bank
Date voided: the date the transaction has been voided. Voided transactions do not affect the
balance
Supplier: supplier of the product
Supplier invoice number: the invoice number associated with this entry
Description/To: person or company that is receiving payment
Comment: comment about the payment
Authorization code: if relevant, the credit card authorization code
PO #: the purchase order ID number associated with this entry
Category: type of payment or deposit
Type: payment or a deposit
Split: allows two types of payments in one transaction, i.e. one half for non-product items:
shipping, credit charges or supplier discounts, and the other half for products
Payment Amount: transaction amount
The General Ledger screen also displays the following information:
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Balance (Cleared): total figure after deposits and payments go through
Balance (All): total figure including all pending and cleared deposits and payments
Chapter 12: Accounting - Page 1 / 9
Chapter 12: Accounting
Adding Ledger Accounts
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Click the Accounts button.
The Accounts screen will appear.
Click the Add Account button.
Enter the account name and click OK.
Click the mouse in the Starting Balance column and enter the starting balance.
Click the OK button.
Repeat Steps 1-6 for each account you would like to add.
Renaming a Ledger Account
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Click the Accounts button.
The Accounts screen will appear.
Click on the account to change and click the Rename Account button.
Enter the new name and click OK
Click OK to return to the ledger.
Deleting a Ledger Account: deleting an account will not delete the transactions associated with that
account in the general ledger, but it will clear the Account field from those transactions.
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Click the Accounts button.
The Accounts screen will appear.
Click on the account to delete and click the Delete Account button.
The Delete General Ledger Account? screen will appear.
Click Yes to delete the account.
Click OK to return to the ledger.
Entering an Account Balance: you can enter your business' initial account balance. The balance is
sometimes referred to as the "carry-over" balance. This is the account balance at the time when the first
ledger entry is made.
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Click the Accounts button.
The Accounts screen will appear.
Click the mouse in the Starting Balance column of the appropriate account.
Enter the starting balance.
Click OK to return to the ledger.
Ledger Entry Overview
Adding or Editing a General Ledger Entry: 123Pet allows you to enter transactions into the General
Ledger. You can enter payments or deposits to keep track of your business' finances and better track profit
and loss. You can search for General Ledger entries using the Date Range and Search sections located at
the bottom of the General Ledger screen.
1. Click the Add Entry button, or click the entry to edit and click the Edit Entry button.
2. The Add Ledger Entry/Edit Ledger Entry screen will appear.
Chapter 12: Accounting - Page 2 / 9
Chapter 12: Accounting
3. The Add Ledger Entry/Edit Ledger Entry screen has two tabs:
l General: this tab contains all the general information about the ledger entry
l Check: this tab lets you print checks directly from the ledger
4. Once the information is filled out, click Save or Save and Add Another to continue.
Ledger - General Tab: enter the ledger entry information.
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Click the General tab.
Select the appropriate Account.
Enter the correct date. The day the entry was added will be the default.
Enter the check number or click the Next Check Number button and 123Pet will automatically insert
the next unused check number into the Check number field. If you are making a payment or receiving
a deposit by another means besides check, such as automatic withdrawal, leave the Check number
field blank.
Select the appropriate supplier from the drop-down list. If it is a new supplier, click the Add New
Supplier button and enter in the appropriate information. If it is an existing supplier that requires
updating, click on the Edit Supplier button and enter the appropriate information.
Enter the supplier invoice number if applicable.
Enter the description for whom the check is made payable if applicable.
The Comment field is available to note other information that is relevant to the transaction.
Select the Category from the drop-down list. The Category is the type of transaction, payroll, utilities,
expenses, etc. Click the Edit button to modify the category information if desired.
Select if the transaction is a Payment or a Deposit from the Type field.
Enter in the appropriate transaction amount. If you would like to split how a transaction is tracked,
click the Split button.
The Split Details section will appear. The Split Details section is divided into two areas:
a. General: all non-product items, shipping charges, etc.
b. Products: all product items received.
i. Click the Add Row button next to the General section.
ii. Select the Category.
iii. Enter a Description and Amount.
iv. Click the Add Row button next to the Products section.
v. Select the Category.
vi. Enter the Product ID.
vii. If the Product ID is already in 123Pet's database, the Description, Unit Price, and
Amount will automatically appear. If the wholesale price has changed, type in the
appropriate amount in the Unit Price field. If the Product ID is not in the database, 123Pet
will prompt you to enter it.
viii. Enter the quantity received.
ix. 123Pet will automatically compare the amount entered in the Split Details section to the
amount of the transaction. The difference will appear in the Difference from
Payment/Deposit Amount listed above field.
x. Click the Fix button.
xi. You will be prompted to Change Payment Amount or Add Adjustment to account for the
Chapter 12: Accounting - Page 3 / 9
Chapter 12: Accounting
discrepancy.
xii. Click OK after making your selection.
xiii. If you check the Update pricing and stock after saving box, 123Pet will automatically
perform a pricing check and a stock count update.
xiv. The Pricing and Stock Count Update screen will appear.
xv. Your current and new, or suggested wholesale, retail, quantity on order, and stock count
will be displayed. When 123Pet "suggests" the new pricing, the ratio of wholesale to retail
price for the current prices are used.
xvi. Select Update or Don't Update as appropriate. If you follow the General Ledger
instructions, there should be no need to update products on the Ordering screen.
13. Click the Save or Save and Add Another button to save the information.
Ledger - Check Tab: print a check for a ledger entry.
1. Click the Check tab.
2. If this is your first time printing checks, click the Check Setup button. If not, skip to Step 3.
a. The Edit Check Format screen will appear.
b. You can adjust the format, spacing, and alignment of how each check is printed. It is
recommended that while you are adjusting the settings, you use a blank sheet of paper in the
printer to practice on. After you print your first test check, you can hold the paper next to the
check and adjust the settings accordingly.
c. Click the OK button after your check settings are correct.
3. Click Print This Check Now.
4. The Printing Options screen will appear.
5. Make your selections and click Print.
Deleting a General Ledger Entry
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Click to highlight the entry to be deleted.
Click the Delete Entry button.
The Are You Sure? screen will appear.
Confirm your selection and click the Yes button to permanently delete the ledger entry.
General Ledger Category Search and Replace: you can easily do a general ledger category search and
replace, i.e. this would allow you to replace all categories called, "Utilities" with a category called, "Utilities:
Location One". The ledger category must be added before it can be used to replace a previous entry.
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Select Ledger Category Replace from the Accounting drop-down menu.
The Category Search and Replace screen will appear.
Select the category that you wish to replace from the Search for category called field.
Select the category that you wish to have the item in Step 3 replaced with from the Replace with
field.
5. Click the Replace button.
6. All ledger entries will be searched and replaced according to your specifications.
Move General Ledger Entries: 123Pet gives users the ability to move ledger entries between accounts
quickly and easily.
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Chapter 12: Accounting
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Click to highlight the entry or entries to be moved.
Click Move Entries.
The Move Entries to Different Account window will appear.
Select the account from the drop-down list that you would like to move the entry or entries to. The
account needs to already be created within 123Pet.
5. Click OK.
Printing the General Ledger Entry: the information that is displayed on the screen is the information that
will print.
1. Click the Customize View button on the left to add or remove columns as desired.
2. You can use the Add, Remove, and Move Up and Move Down buttons to customize the information
to view.
3. Click OK to return to the General Ledger screen.
4. Make the appropriate selections in the Date Range and Search sections to display what you would
like printed from the General Ledger screen.
5. Sort to the desired display by clicking a column heading, such as Account.
6. Click the Print List button.
7. The Printing Options screen will appear.
8. Select the printer and page range options and click Print.
Check Printing Overview
You can print checks using a full-size Windows printer. To do this, you need to obtain blank checks from your
local bank or from 123Pet Software. Please contact us at (800) 423-8100 or visit our website at
http://www.123PetSoftware.com. There are five different ways to print a check. Each way is designed for all
payment kinds:
1. Payroll: calculate payroll and then click the Print Checks button. The check stubs will include wages
and deduction details. The option is provided to add or not add the entries to the general ledger after
printing.
2. Quick Print Employee Checks: select Quick Print Employee Checks from the Accounting drop-down
menu. These are checks that do not include payroll wages or deduction details.
3. Miscellaneous General Checks: select Quick Print Any Check from the Accounting drop-down menu.
This is a non-payroll check and it includes no payroll calculations.
4. Individual General Ledger Check: when editing a General Ledger entry, select the Check tab. Click
the Print This Check Now button.
5. Multiple General Ledger Checks: click the Print Checks button while on the General Ledger screen.
All the checks on the ledger that have been flagged to print will be printed. These checks will be
included on the General Ledger.
Before checks can be printed, they need to be formatted. Select Check Setup from the Accounting dropdown menu to customize how your checks are printed. Make the appropriate selections and click OK. You
only need to configure the check setup once. It is recommended that you use blank paper while adjusting
the settings. Hold the paper next to a check and adjust the settings accordingly.
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Chapter 12: Accounting
Printing General Ledger Checks: printing checks from the General Ledger screen is quick and easy. You can
use these checks to pay employees, utilities, or other business expenses. You can print checks from the
General Ledger screen in two ways:
1. While Adding or Editing a Ledger Entry
a. Select Edit General Ledger from the Accounting drop-down menu.
b. The General Ledger screen will appear.
c. Add or edit a general ledger entry.
d. Click the Check tab.
e. Click the Print This Check Now button.
f. The Printing Options screen will appear.
g. Make the appropriate printer selection and click the Print button.
2. From the General Ledger Screen
a. Select Edit General Ledger from the Accounting drop-down menu.
b. The General Ledger screen will appear.
c. Click the Print Checks button.
d. The Print Checks screen will appear.
e. In the Print column, a checkmark means the check will be printed. Make sure the appropriate
boxes are checked in the Print column.
f. If you need to change any information such as the check #, click on the Check # column and type
in the appropriate changes.
g. Click the Next button.
h. The Printing Options screen will appear.
i. Make the appropriate printer selection and click the Print button.
Quick Print Any Check: you can quick print non-payroll checks, such as a check going to a supplier. The
process is identical to quick printing payroll checks, except no payroll calculations are made. You may edit
the name of the payee, and must enter the check amount.
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Select Quick Print Any Check from the Accounting drop-down menu.
The Quick Print Check screen will appear.
The Date default to today's date. Change it if desired.
Manually enter in the check number in the Check number field, or click the Next Check Number
button to have the next check number inserted.
Enter who the check is being issued to in the Description/To field.
Enter text in the Comment field if desired.
Enter the amount in the Amount field.
Check or un-check the Add this check to General Ledger after printing box.
Select the ledger Account if necessary.
Select the Category of the check from the drop-down list in the Category field.
If you wish to edit the category, click the Edit Categories button and make the appropriate revisions.
Click the Print This Check Now button.
The Printing Options screen will appear.
Select the appropriate options and click Print.
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Chapter 12: Accounting
QuickBooks Integration Overview
123Pet is fully compatible with QuickBooks. This means that you can setup 123Pet to sync your most
important information with QuickBooks automatically.
What can you sync with QuickBooks?
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Clients
Tickets
Employees
Products
Services
Suppliers
Gift Cards
Gift Certificates
General Ledger
Syncing with QuickBooks - Desktop Edition
To get started with syncing your 123Pet information with QuickBooks, please take the following steps:
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Select QuickBooks, located in the Accounting drop-down menu.
When the QuickBooks Setup Wizard window appears, click Next.
Select I am using a QuickBooks Desktop Edition, and click Next.
In order to sync 123Pet with QuickBooks, we will need to install the QuickBooks Foundation
support file. To do this, click the Install QuickBooks Foundation button. Once the installation
wizard has finished installing the QuickBooks Foundation, click Next.
In most cases, selecting the Use default company file option should be fine. However, if you
have a specific company file that you would like to use that is not your default company file, you
may select Use specific company file, and click the Select button to locate the desired company
file.
Once you have selected the correct company file, click Next.
If QuickBooks is not already open, open QuickBooks now. QuickBooks must be running alongside
123Pet in order for 123Pet and QuickBooks to communicate.
Click Next.
QuickBooks may prompt you to accept a connection from 123Pet. Allow this connection. It is also
recommended that you select the option to "Allow access even if QuickBooks is not running."
Once 123Pet connects, a message will display stating that a connection has been successfully
established with QuickBooks. Click Next
On the Account Mapping screen, you will see the items that you can map to QuickBooks. Click
on the item in the QB Account column to select which account you would like to map an item to.
Once you click next, 123Pet will create the accounts listed under the "Chart of Accounts" section
of QuickBooks.
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Chapter 12: Accounting
QuickBooks Settings Screen
QuickBooks Connection Info: This section displays information relating to the status of 123Pet's
connection to QuickBooks.
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Connecting To: this will display the QuickBooks connection type.
Connection Status: Displays 123Pet's connection status. This will give a brief description of any
errors connecting to Quickbooks.
Change Connection: If you would like to sync your information to a different company file, this
will launch the QuickBooks connection setup wizard and guide you through the process of
connecting to QuickBooks. Please the the previous Syncing with QuickBooks section for more
details on setting up a connection.
Disconnect: This will remove any connection to any QuickBooks Company file account. Once you
disconnect, you will no longer be able to sync your information with QuickBooks until you run the
QuickBooks Setup Wizard to establish a new connection.
Account Mapping: Account Mapping is needed to make sure 123Pet is correctly syncing your information
with QuickBooks.
When you click on the Account Mapping button, you will be brought to the Account Mapping screen. Here
you can designate what items in [Product Name] will be exported to QuickBooks, as well as what
QuickBooks Account will be associated with the item. For example, If you make a Gift Card sale, a sales
receipt is created, adding to your "Gift Card Liability" account.
Manual Sync: Click the Manual Sync button here to begin syncing your information with QuickBooks. All
information will be sent to the accounts that were configured in the previous Account Mapping section.
QuickBooks Questions and Answers
Q1: Do I have to use QuickBooks with 123Pet?
A1: No, you do not need QuickBooks to use 123Pet. 123Pet will track your entire payroll, expenses, profit
and loss, and supplier payments. It will print out all information for W2 and 1099 forms that you can give to
your accountant. 123Pet is an all-in-one business management program. Some accountants like to have all
end of year financial information in the QuickBooks format.
Q2: Can I run payroll in 123Pet and export the payroll information to QuickBooks?
A2: 123Pet can export all payroll information to a .txt file, but QuickBooks does not have an option to import
payroll data from another program. The payroll system in 123Pet is very complete, simple to use, and
contains all the major features in the QuickBooks payroll system, including the following items:
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Check printing
Support for salary, hourly, commission, and product/service bonus pay
Generates information for W2 and 1099 reporting
Year-to-date totals
SEP, Medicare, and 401k deduction
Ability to create custom deductions
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Chapter 12: Accounting
AutoSync: AutoSync can automatically keep your information between 123Pet and QuickBooks current and
up-to-date. You must be using a desktop edition of QuickBooks to use AutoSync.
Chapter 12: Accounting - Page 9 / 9
Reporting
pulling your business information together
Reports Overview
123Pet comes with numerous built-in reports and even gives users the option to write their own. See the
Custom Reports Overview section for more information. The reports are categorized and listed on the
Reports drop-down menu. You can run a report in any of the following ways:
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Select the report from the Reports drop-down menu
Select Search for Reports from the Reports drop-down menu. Choose the Browse All Reports
Option. You will be presented with a complete list of all reports. Double-click on the report you
wish to run
Select Search for Reports from the Reports drop-down menu. Choose the Run by ID Number
option. Enter the ID of the report you wish to run
Select Search for Reports from the Reports drop-down menu. Choose the Search by Keywords
option. Search for the report with the appropriate keywords
To make finding a report easier, each report has its own ID Number. This number is a simple and easy way
to remember and reference a report. To see the latest list of available reports, select Search for Reports
from the Reports drop-down menu. Choose the Browse All Reports option. A list of all the available reports
will be shown. The report IDs are in the left-most column. If desired, click Print to print this list for future
reference.
Customizing the Appearance of a Report: sometimes it is useful to customize the columns of a report. This
can be used to make the report more concise or to limit the horizontal length of the report so everything can
be printed on one page.
1. Run the desired report.
2. Click the Customize View button on to add or remove columns as desired.
3. You can use the Add, Remove, and Move Up and Move Down buttons to customize the information
to view.
4. Click OK to save the settings.
5. The report will then be updated to reflect these changes.
Additionally, the option of customizing the Header and Footer displayed on a report is available by selecting
Report Header and Footer from the Reports drop-down menu. These fields can be used to display business
name and details on each report generated using 123Pet.
Graphing and Charts: for most reports, you can easily create graphs and charts of the information
contained in the report. After running a report, simply click the Graph button if it is available. You can create
the following types of graphs and charts:
Area: typically used for graphing cumulated totals
Bar: good for comparing specific items
l Pie: good for showcasing percentages or totals
l Step: like an area chart, good for showing growth or trends in totals
l XY Plot: typically used for statistical analysis and measuring variance
1. Run the desired report.
2. The results of the report will be displayed.
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Chapter 13: Reporting
3. Click the Graph button. If there is not Graph button on the report, the graphing feature is not
available.
4. The graph or chart will be displayed.
5. If the graph is not displayed in the desired style, it can be easily changed to fit your needs.
Editing the Graph or Chart Appearance
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Run the desired report.
The results of the report will be displayed.
Click the Graph button.
The graph or chart will be displayed.
Click the Edit Graph Properties button.
The Graph Options screen will appear.
Select the graph type from the drop-down list:
l Area
l Bar
l Pie
l Step
l XY Plot
Enter the Title.
Select the item that you wish to graph from the Horizontal axis drop-down list.
Enter the Horizontal axis label.
Enter the Vertical axis label.
Select the items to graph by checking the appropriate box(es).
Optionally, check Use 3D Effects or Invert Vertical Axis if desired.
Click OK.
Printing a Graph or Chart
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Run the desired report.
The results of the report will be displayed.
Click the Graph button.
The graph or chart will be displayed.
Edit the graph or chart to fit your needs.
Click the Print button.
The Print Options screen will appear.
Verify the settings and click Print.
Most Used Reports: there over hundreds of reports available in 123Pet, but there are certain reports that
get used more often. These are nine of the most commonly used reports:
1. Sales Totals and Sales Tax Report (Report #1): shows calculated business totals and taxes for any
selected date and time period, and for specific employees and independent contractors.
2. Business Performance Report (Report #147): provides various metrics to measure the business'
performance. The report provides the ability to set goals, and reports whether or not those goals are
being met over different time ranges.
3. Business Growth Report (Report #152): provides a comparison of the business' performance
Chapter 13: Reporting - Page 2 / 14
Chapter 13: Reporting
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between two different time ranges, i.e. the report can be used to compare the total sales of the most
recent month to the same month a year prior.
Client Retention Report (Report #4): review the percent of new clients that return to your business
for repeat services. Return rates are listed for each employee and the average return rate represents
the overall return rate for the business.
Employee Performance Report (Report #146): provides performance information regarding a specific
employee.
Profit and Loss Report (Report #80): provides comprehensive tools for analyzing income, expense,
and net profit for your business.
Product Sales Statistics (Report #5): analyze your product sales and profit statistics to determine
relative product profitability.
Service Sales Statistics (Report #6): analyze your service sales and the net profit for each service to
determine which services are the most and least profitable for your business.
Top Spending Clients (Report #2): review your highest spending clients. The top clients are listed
vertically in descending order for purchase totals, and listed in categories for overall business and
employee sales.
Sales Totals and Sales Tax Report
The Sales Totals and Taxes screen shows calculated business totals for any selected date and time period.
1. Click the Totals button/icon or select Sales Totals and Sales Tax Report from the Reports drop-down
menu.
2. The Sales Totals and Taxes screen will appear.
3. Make the appropriate date selections in the Date Range section.
4. If you are viewing totals for a single day then you can enter the time of day for calculations in the
Time Range section, i.e. you can view totals for a single day from 9:00 AM to 1:00 PM, and then
perform another calculation for 1:00 PM to 5:00 PM.
5. In the Individuals section, you can select who you would like included in the Totals report from the
following choices:
l Employees: All (grouped by employee name): include all employees
l Employees: Only employees listed on the Employees screen (group by employee ID): include
only current employees. Check or uncheck the appropriate boxes:
¡ Do not list employees with a zero total: will not include employees with no recorded
sales
¡ Include all independent contractors: include all independent contractors in the totals
l Only this employee: select the employee from the drop-down list
l Only this independent contractor: select the independent contractor from the drop-down list
6. If you are networking, you can select to show totals for All Computers or for a specific compluter by
clicking the Select button in the Computers section. This is useful for businesses that have multiple
computers on the business network.
7. Click the OK button.
8. The Totals screen will appear.
9. The Totals screen is divided into five sections:
Chapter 13: Reporting - Page 3 / 14
Chapter 13: Reporting
a. Other: backbar and gift certificate totals.
i. Backbar: the amount of backbar from closed tickets.
ii. Services - backbar: the amount of services minus backbar from closed tickets.
iii. Gift Cert. Purchased: for reference, the gift certificate purchase cost entries on the Gift
Certificates screen are shown. Note that the preferred method of adding a gift certificate
is to add it to a ticket and not add it directly using the Gift Certificates screen.
b. Summary: summary of financial totals and returns.
i. Products: amount of products sold.
ii. Services: amount of services sold.
iii. Total Tax: total sales tax collected. Some states, cities, and countries have multiple sales
taxes. You can enter up to three different taxes for products and three different taxes for
services.
iv. Product Returns: amount of product refunds.
v. Service Returns: amount of service refunds.
vi. Withheld Tips: amount of withheld tips collected.
vii. Settled Tips: amount of settled tips given to employees.
viii. Credit Added: if a client was credited, the amount of credit will appear in this field.
ix. Credit Used: this is credit that a client used on a ticket. The amount of credit given will
appear in this field.
x. Gift Certs Purchased: amount in gift certificates purchased (from tickets).
xi. Gift Certs Redeemed: amount in gift certificates redeemed (from tickets).
xii. Petty Cash In: amount of petty cash put in the drawer.
xiii. Petty Cash Out: amount of petty cash taken out.
xiv. Loyalty Points Rewards: amount of loyalty points rewards given.
xv. Coupons Redeemed: total amount of coupon discounts redeemed.
xvi. Total: grand total of all sales and returns for the date range selected.
c. Payment and Change: summary of payments received and change given.
i. Name: Type of tender used on the transaction, i.e. Cash, Check, Visa, etc.
ii. In: the total amount of the tender type taken in as a payment.
iii. Out: the total amount of the tender type given out as change.
iv. Net: net profit from each tender type. Net is equal to Amount In minus Amount Out.
d. Tax(es): amount of sales tax charged.
i. All applicable sales tax(es) on products and services are displayed in the Tax(es) section.
Products and services can have up to three separate taxes applied to each. Each tax will be
listed individually with the amount that was taken.
e. Employee(s) and/or independent contractor(s): totals by employee(s) and/or independent
contractor(s).
i. ID: the employee or independent contractor ID.
ii. Name: the employee or independent contractor name.
iii. Products: amount of products sold by the employee or independent contractor.
iv. Services: amount of services sold by the employee or independent contractor.
v. Returns: amount of returns performed by the employee or independent contractor.
vi. Backbar: amount of backbar used by the employee or independent contractor.
Chapter 13: Reporting - Page 4 / 14
Chapter 13: Reporting
vii. Total: amount of services sold plus products sold minus the returns and backbar.
viii. # of Tickets: number of tickets closed by the employee or independent contractor.
10. Click or double-click on most every entry in the Totals display to view the information associated with
that calculation.
Changing the Date Selection: you can change the date easily from the Sales Total and Sales Tax Report
screen.
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Click the Change Date button.
The Sales Totals and Taxes screen will appear.
Make the appropriate date(s) selection.
Click OK.
The Totals and Sales Tax screen will appear with the new date or date range.
Copy Employee Information: you can copy employee and independent contractor totals quickly. This copy
can be easily pasted into a word processor or spreadsheet program.
1. Click the Copy Employee Info button.
2. The Copy Completed notification will appear stating: "The information has been copied to the
clipboard."
3. Click OK to proceed.
4. Paste the employee information to a word processor or a spreadsheet program by hitting Ctrl+V on
your keyboard.
Printing the Sales Total and Sales Tax Report: there are four options for printing the report.
1. Print All Information: prints the entire report will all details.
a. Click the Print All Information button on the Totals screen.
b. The Printing Options screen will appear.
c. Verify the settings and click Print.
2. Print to Receipt Printer: print the totals formatted to standard receipt paper size.
a. Click the Print to Receipt Printer button.
b. The Printing Options screen will appear.
c. Verify the settings and click Print.
3. Print Employee Table: only print the details from the Employee(s) and/or Independent Contractor
(s) table as it appears.
a. Click the Print Employee Table button.
b. The Printing Options screen will appear.
c. Verify the settings and click Print.
4. Print Summary Stubs: print the Employee(s) and/or Independent Contractor(s) table broken up by
each individual employee.
a. Click the Print Summary Stubs button.
b. Select how many employees to print per page.
c. The Printing Options screen will appear.
d. Verify the settings and click Print.
Chapter 13: Reporting - Page 5 / 14
Chapter 13: Reporting
Business Performance Report
The Business Performance Report provides various metrics measured against goals to show a business'
performance.
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Select Business Performance Report from the Reports drop-down menu.
The Select Date screen will appear.
Select the desired date.
Click OK.
The Business Performance Report will appear.
Business goals can be set from this report to measure the business performance.
Click Edit Goals.
The Modify Business Performance Goals screen will appear.
Enter each performance goal for your business.
Click Save to return to the Business Performance Report.
Business Growth Report
The Business Growth Report provides a comparison of the business' performance between two different
time ranges to measure how well the business is growing, i.e. this past January to the January from the year
before. This report will only make sense if the two date ranges are of the same length. When comparing
month-to-month, a 31-day month will tend to appear "better" than a 30-day month simply because there is
an extra day. However, when one January is compared to another January, the months will show clear
differences. However, holidays and the days that they fall during the week and inclement weather will not
be accounted for in totals.
1. Select Business Growth Report from the Reports drop-down menu.
2. The Busines Growth Report screen will appear.
3. Enter the following information:
l First date range: the older of the two date ranges to compare
l Second date range: the more recent of the two date ranges to compare
l Employees: the employees to include in the report
¡ Employees: All (grouped by employee name): include all employees
¡ Employees: Only employees listed on the Employees screen (group by employee ID):
include only current employees
¡ Only this employee: select the employee from the drop-down list
¡ Only this independent contractor: select the independent contractor from the drop-down
list
4. Click OK.
5. The Business Growth Report will appear.
Client Retention Report
The Percent Retained report allows you to review the percent of new clients that return to your business for
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Chapter 13: Reporting
repeat services. Return rates are listed for each employee; the average return rate represents your business'
overall return rate.
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Select Client Retention Report from the Reports drop-down menu.
The Find Percent Retained screen will appear.
Select the appropriate Date Range.
Click Next.
Select how many times the client must have returned to qualify as retained, i.e. 2 times.
Click Next.
Select the past number of days the client has to have returned to qualify as retained, i.e. 90 days. This
includes the number of times that a client has returned, i.e. the client would be considered a returning
customer if they have returned 2 times in the past 90 days since the initial visit.
8. Click Finish.
9. The Percent Retained Report will appear.
Employee Performance Report
The Employee Performance Report provides performance information regarding a specified employee.
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Select Employee Performance Report from the Reports drop-down menu.
The Options screen will appear.
Select the Range of Dates that you would like for the report.
Select the Employee from the drop-down list.
Click OK.
The Employee Performance Summary will appear.
Profit and Loss Report
The Profit and Loss Report provides the comprehensive tools for analyzing the income, expense, and net
profit of your business.
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Select Profit and Loss Report from the Reports drop-down menu.
The Profit and Loss screen will appear.
Select the Date Range.
As desired, check or uncheck the Include sales transactions box. This box should be checked if you do
not record sales deposits in the General Ledger. If you do record sales deposits in the General
Ledger, then these ledger entries will represent your business' income.
5. Select how payroll will be included:
l General Ledger entries: if you utilize a payroll account in your general ledger
l Saved payroll calculations: if you only use payroll calculations and don't include payroll in your
general ledger
l Don't include payroll: if you do not want to include payroll in your Profit and Loss Report
6. In the General Ledger section, use the Include column to check or uncheck the general ledger entries
that you would like to include. Usually General Ledger entries include utility payments and other
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Chapter 13: Reporting
business expenses, so we recommend including these.
7. Click OK.
8. The Profit and Loss Report will appear.
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Chapter 13: Reporting
Sample Profit and Loss Report
Backbar is accounted for in your General Ledger when you order products. Products contained on tickets
with Backbar are not an additional expense because the wholesale cost of these products should already
have been accounted for.
The amount of detail shown on the report can be changed automatically or manually depending on needs.
To manually change the amount of detail displayed under each heading, click the + or - symbols next to each
heading name. To automatically change the amount of detail displayed, select one of the four levels from
the Detail drop-down menu. Level 4 has the greatest amount of detail and Level 1 has the least.
You can print, copy, or save the Profit and Loss Report. If you select to copy the report by selecting Copy
from the File drop-down menu, the information is copied to the clipboard. Next, you can open a spreadsheet
and paste the information by hitting Ctrl+V on the keyboard. If you selected Save As, you can save the
information as a .txt file that can be opened in a spreadsheet.
Product Sales Statistics Report
The Product Sales Statistics Report will help you to analyze your product sales and profit statistics, and it
will help to determine relative product profitability.
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Select Product Sales Statistics from the Reports drop-down menu.
The Options screen will appear.
Select the Range of Dates to calculate statistics for.
Click OK.
The Product Sales Statistics will appear.
Service Sales Statistics Report
The Service Sales Statistics Report will calculate your business' service statistics to show the quantity of
services sold and the net profit for each service. This allows you to see which services are the most and
least profitable for your business.
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Select Services Sales Statistics from the Reports drop-down menu.
The Options screen will appear.
Select the Range of Dates to calculate statistics for.
Click OK.
The Service Sales Statistics will appear.
Top Spending Clients Report
The Top Spending Clients Report allows you to review your business' highest spending clients. The top
clients are listed vertically in the Top Clients table in descending order for purchase totals and listed in
categories for overall business and employee sales.
1. Select More Reports from the Reports drop-down menu.
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Chapter 13: Reporting
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Select Top Spending Clients from the Clients menu.
The Top Clients screen will appear.
Select the appropriate dates to run the report for.
Select the number of clients to view on the report, i.e. the top 10 spending clients, etc.
Select which employees you would like to see on the report. The entire business is the first item on the
employee list. Keeping this entry checked will show the top clients for your entire business overall.
7. Click OK.
8. The Top Spending Clients Report will appear.
Custom Reports Overview
123Pet allows you to create your own custom reports. There is no limit to the number of reports you can
create. Each time you create a new report, you have the option of having it added to the Reports drop-down
menu. You can even create your custom reports by basing them on the built-in reports that come with
123Pet. Creating a custom report is not difficult. However, you need to be familiar with the following two
topics:
1. The 123Pet database format. The database is where 123Pet holds all your information. It contains a
list of all your clients, products, services, sales, etc. These items are grouped together in separate lists
known as tables. The tables are further subdivided into smaller categories called fields, i.e. the Clients
table has a field called, FirstName, which is a list of all the clients' first names. You can see a
complete list of the database format by opening the file called, Database Schema.xls, located on the
123Pet CD.
2. Structured Query Language. The Structured Query Language, or SQL, is a series of commands you use
to specify what information you want in your report. The format consists of abbreviations and words
similar to English.
Creating Custom Reports
1.
2.
3.
4.
5.
Select Manage Custom Reports from the Reports drop-down menu.
The Custom Reports screen will appear.
Click the Add button.
Enter the title and description of the report.
Add the SQL statement. See the examples in the Structured Query Language Information section
for assistance on writing the SQL statement.
6. If desired, select from the following options:
l Show results after running report: check this if the report is generating information that you
need displayed, i.e. generating a report of all clients that came in on a specific date. If the report
is being used to make changes to a specific field, then this option can be unchecked, i.e. setting
all client discounts to 0
l Fix first column: select this option if you do not want to be able to click the column headings to
sort the data
l Show subtotals row for each change in first column: check this option if the report needs to
feature subtotals under each row
l Show totals row at end of report: check this option if you are generating a report that is to
Chapter 13: Reporting - Page 10 / 14
Chapter 13: Reporting
show a total amount
7. Click the Run button to view your report.
8. Click the OK button to save it.
Creating Custom Reports Based on Built-In 123Pet Reports: you can view the SQL statements for
approximately 90% of the built-in reports in 123Pet. Importing the built-in 123Pet reports is a great way to
see how the reports were written so you can model your own reports after them.
1.
2.
3.
4.
5.
6.
7.
8.
9.
Select Manage Custom Reports from the Reports drop-down menu.
The Custom Reports screen will appear.
Click the Add button.
The Modify Custom Report screen will appear.
Click the Import button.
The Available Reports screen will appear.
Select the report you wish to import the SQL statements for and click OK.
Make the desired changes to the SQL statement, Title, and Description.
Click OK to return to the Custom Reports screen.
Structured Query Language Introduction
Below is a basic introduction to the SQL language. This introduction will allow you to write basic reports.
SQL statements can range from very simple to extremely complex. Because SQL is one of the most popular
database languages, hundreds of books have been written on it. We highly recommend purchasing a book
on SQL if you would like to become more familiar with the language. After you have a firm understanding of
SQL, you will be able to write your own very sophisticated reports.
The basic format of a SQL statement is as follows:
SELECT <field> FROM <table>
Where:
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<field> are a list of the items, or fields, that you want to view, or * if you would like to view all
fields
<table> is the name of the table containing the items
Example 1: List of All Clients: as mentioned, there is a table in the database called Clients that contains a
field called FirstName. A SQL statement to obtain a list of all the first names of all your clients would be:
SELECT fldFirstName FROM tblClients
Notice that all fields are preceded by fld and all tables are preceded by tbl. The is true for all fields and
tables in 123Pet.
You could also obtain a list of all the information on each client with the following statement:
SELECT * FROM tblClients
Now let's create a custom report that shows a list of all the clients.
1. Select Manage Custom Reports from the Reports drop-down menu.
Chapter 13: Reporting - Page 11 / 14
Chapter 13: Reporting
2.
3.
4.
5.
The Custom Reports screen will appear.
Click the Add button.
The Modify Custom Report screen will appear.
Enter the following information:
Title:
List of All My Clients
Description:
This is my first custom report!
SQL Statement: SELECT * FROM tblClients
6. Click the Run button.
7. You should see a list of all your clients and all their information. Each field name (heading of each
column) is preceded by fld. We will show you how to clean this up in the next example.
8. Click OK.
9. Click Close to finish.
Example 2: Better List of All Clients: Example 1 showed you how to get a basic list of all clients and all
their information. The result was a list that was very complete, but also very hard to read as the column
headings were all preceded with fld. You can indicate your own column heading names by using the AS
command. You can also specify what fields you want displayed. In the example below, you can type anything
you want in the brackets: [Type anything you want in the brackets]. Whatever is between the brackets is
your new column heading.
TItle:
First and Last Name of All My Clients
Description:
This report is easier to read.
SQL Statement: SELECT fldFirstName AS [First Name], fldLastName AS [Last Name] FROM tblClients
Example 3: Show Only Certain Clients: now let's make a more useful report. We will create a report that
contains a list of all clients who have a first name of Chris and have spent more than $100. We will use the
WHERE command to do this. The WHERE command is placed after the name of the table and is used to
select only entries matching a specific criteria.
Title:
All Chris's That Spent More Than $100
Description:
These clients have a first name of Chris and spent more than $100
SQL
Statement:
SELECT fldFirstName AS [First Name], fldLastName AS [Last Name] FROM tblClients WHERE
fldFirstName='Chris' AND fldTotal>100
The above examples are only an introduction to SQL. The language is very sophisticated and supports
dozens of other keywords. Over 90% of the reports in 123Pet were written using pure SQL. You can view all
the SQL statements by using the Import button when editing a report, then selecting the built-in report that
contains the SQL statement you wish to view.
Built-In User Prompts: there will be times when you want to ask the user for information when you are
writing a report. In addition to all SQL commands, 123Pet allows you to imbed additional commands in your
Chapter 13: Reporting - Page 12 / 14
Chapter 13: Reporting
SQL statements. They are as follows:
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GetUserInput(<prompt>)
¡ <prompt> is the question you want to display to the user.
¡ When this keyword is embedded in an SQL statement, the user will be prompted to enter a
value. The value is inserted into the original SQL statement in place of the GetUserInput
keyword
GetUserDate(<type>,<field name>,<prompt>)
¡ <type> is WHERE or AND
¡ <field name> is the name of the field you want to compare the selected to date to
¡ <prompt> is the question you want to display to the user
¡ When this keyword is embedded in the SQL statement, the user will be prompted to enter a
range of dates. The range of dates selected by the user is transformed into another SQL
statement using the <field name> that is passed. The result is inserted into the original
SQL statement in place of the GetUserDate keyword
GetUserEmployees(<type>,<field name>,<prompt>)
¡ <type> is WHERE or AND
¡ <field name> is the name of the field you want to compare the selected Employee ID to
¡ <prompt> is the question you want to display to the user
¡ When this keyword is embedded in the SQL statement, the user will be prompted to select
employees this report applies to. The employee list selected by the user is transformed into
another SQL statement using the <field name> that is passed. The result is inserted into
the original SQL statement in place of the GetUserEmployees keyword
Example Using GetUserInput(<prompt>)
SELECT * FROM tblClients WHERE fldFirstName='GetUserInput('Enter the
client's first name.')'
When this report is run, the user will be prompted with a pop-up window asking to 'Enter the client's first
name.' If the user enters 'Bill', the final SQL statement would be:
SELECT * FROM tblClients WHERE fldFirstName='Bill'
Example 1 Using GetUserDate(<type>,<field name>,<prompt>)
SELECT * FROM tblClients GetUserDate('WHERE','fldLastVisit','Enter
last visit date range')
When this report is run, the user will be prompted with a pop-up window and asked to enter a date or range
of dates. In this example, to select a date range from Jan 1, 2010 to Jan 1, 2012, the final SQL statement
would be:
SELECT * FROM tblClients WHERE fldLastVisit >= DateSerial(2010,1,1)
AND fldLastVisit <= DateSerial(2012,1,1)
Example 2 Using GetUserDate(<type>,<field name>,<prompt>)
If we wanted to specify additional search criteria, we would place it in prior to the GetUserDate keyword and
then use the AND type in the GetUserDate keyword.
Chapter 13: Reporting - Page 13 / 14
Chapter 13: Reporting
SELECT * FROM tblClients WHERE fldFirstName='Chris' GetUserDate
('AND','fldLastVisit','Enter last visit date range')
When this report is run, the user will be prompted with a pop-up window and asked to enter a date or range
of dates. In this example, to select a date range from Jan 1, 2010 to Jan 1, 2012, the final SQL statement
would be:
SELECT * FROM tblClients WHERE fldFirstName='Chris' AND fldLastVisit
>= DateSerial(2010,1,1) AND fldLastVisit <= DateSerial(2012,1,1)
Example Using GetUserEmployees(<type>,<field name>,<prompt>)
SELECT fldFirstName, fldLastName, fldHomePhone FROM tblEmployees
GetUserEmployees('WHERE','fldEmployeeID','Select the employees to
list')
When this report is run, the user will be prompted with a pop-up window and asked to select which
employees to run the report for. In this example, to select employees only with IDs 1000, 1001, and 1002,
the final SQL statement would be:
SELECT fldFirstName, fldLastName, fldHomePhone FROM tblEmployees WHERE
fldEmployeeID IN (1000, 1001, 1002, 0)
Chapter 13: Reporting - Page 14 / 14
Networking
local and wide area networking
Networking Overview
123Pet is designed to operate on a network. This allows you to connect several computers and use 123Pet
on all of them simultaneously. The networking ability is only available in the Multi-Computer and MultiLocation editions of 123Pet. Networking is not available in the free trial. The information in your database,
i.e. clients, appointments, products, services, etc. will be available on each of the computers. Additionally,
the Appointment Book screen and the Tickets screen will automatically update to show changes that have
been made on any of the other networked computers. Screens can be updated manually by clicking the
Refresh button located towards the left side of each major screen.
The proper operation of the network can be critical to the operation of your business. Because of this, we
recommend that the network be set up and maintained by an experienced network administrator.
Networking Basics: a local area network, or LAN, consists of two or more computers that are physically
connected together, usually within the same building, and can share information. 123Pet can be set to work
in a LAN environment. One computer in your LAN will contain the 123Pet database. This computer is referred
to as the "server" because it "serves" information to the other computers. All the other computers are called
"clients" because they get their information from, and send their information to the server. The cables that
connect the computers together are attached to a "hub" that controls the flow of information. Below is a
diagram that shows a typical LAN setup:
The server computer does the following:
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Contains a copy of the database
Performs database backups and restores databases
Runs a copy of 123Pet which allows you to view and edit all your information
Runs a copy of Microsoft SQL Server 2012 Express, the free version of SQL Server and can be
downloaded from the 123Pet website
Because the server contains the database, it is required to be running any time a client computer is
connected to it. It is recommended that you leave the server running all the times. The client(s) run a copy of
Chapter 14: Networking - Page 1 / 12
Chapter 14: Networking
123Pet, which allows you to view and edit all of your database information that is located on the server
computer. Keep in mind that you can use any computer on your network to edit the database, book
appointments, enter clients, sell products, etc., but only the server can be used to backup and restore the
database.
Network Requirements: 123Pet uses Microsoft's SQL Server for the database engine. SQL Server 2012
Express is the free version of SQL Server and it can be downloaded from the 123Pet website. SQL Server
2012 Express only allows a maximum of 10 users at a time. If you want to network more than 10 computers,
you will need to purchase Microsoft's SQL Server Standard version. Your software and computers must meet
the following requirements to use 123Pet in a network environment.
1. 123Pet: you must have a Multi-Computer Edition of 123Pet. The Multi-Computer Edition includes a
license for two computers (one server plus one client). If you wish to use more than two computers,
you must purchase additional client access licenses (CALs).
2. Network Hardware: make sure each computer has an Ethernet connection. If it does not, purchase
and install the appropriate hardware. If you are networking more than two computers, then you should
also purchase a network hub. All computers that are going to be networked should be connected to
this hub. Follow the instructions included with the hardware you purchase(d). The networking kit
should contain specific information on how to install and configure the network hardware. We
recommend that you have an experienced network technician help you network your computers.
3. Other Requirements: please use the chart below to determine system requirements:
Computers
(Server +
Clients)
2 to 9
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Server
Requirements
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Client
Requirements
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10 or More
Windows Server 2008, 2008RT, 2011 (all
editions), and 2012, Windows 7 (all editions),
Windows 8 (all editions), or Windows 10 (all
editions)
SQL Server 2008 R2 Express or 2012 Express
(comes free with your 123Pet purchase)
1.6 GHz Intel Core i5 or better processor
4 GB RAM
1 GB or more free hard drive space
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Windows Server 2008, 2008RT, 2011 (all
editions) and 2012, Windows 7 (all editions),
Windows 8 (all editions), or Windows 10 (all
editions)
1.5 GHz processor
2 GB RAM
1 GB or more free hard drive space
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Windows Server 2008, 2008RT, 2011 (all
editions) and 2012, Windows 7 (all editions),
Windows 8 (all editions), or Windows 10 (all
editions)
Full copy of Microsoft SQL Server (Standard or
higher)
2.66 GHz Intel Core i5 or better processor
6 GB RAM
2 GB or more free hard drive space
Windows Server 2008, 2008RT, 2011 (all
editions) and 2012, Windows 7 (all editions),
Windows 8 (all editions), or Windows 10 (all
editions)
2.0 GHz processor
2 GB RAM
1 GB or more free hard drive space
Network Setup Overview
If you have purchased the Multi-Computer or Multi-Location Edition of 123Pet and will be using 123Pet in a
network environment, it is the responsibility of the user to set up and troubleshoot the Windows network.
Chapter 14: Networking - Page 2 / 12
Chapter 14: Networking
Please see the Windows Help file for complete information on how to set up your Windows network or
contact a network administrator. Once the Windows network has been established, follow the steps below
to set up your 123Pet network. We recommend that the network be set up and maintained by an
experienced network administrator.
There are two major steps in setting up your 123Pet network:
1. Set up the server computer.
2. Set up the client computer(s).
After setting the server computer up, the client(s) can be connected to the server. If you experience
difficulties, call (800) 604-2040, or e-mail [email protected]
Set up the Server Computer: the server is the computer that contains the actual 123Pet database.
Generally the faster or most heavily used computer should be the server. The server computer must be on
for the client computers to run the software. The server is also the only computer that will be able to backup
the database, so it is recommended that this computer contain a CD/DVD writer, or access for a USB
memory stick.
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
Install 123Pet on the server computer. See the Getting Started section for more information.
Open 123Pet.
Select Database Controls from the File drop-down menu.
The Database Controls screen will appear.
Click the Select Server button.
The Select Server screen will appear.
Select This computer is the server.
Click the Auto Setup button.
In most cases, 123Pet will automatically connect to the instance of SQL Server found. If more than one
instance of SQL Server is found on your computer, you will be prompted to select which instance to
use. From the list of available instances, select which instance you would like to connect to and click
OK.
If 123Pet does not connect to an instance of SQL Server, click the Auto Setup button again. If you still
have an issue, restart your computer. When you open 123Pet, you may be prompted with the No
Database Open screen. Click the Select Server button and repeat Steps 7-10. If you still have an
issue, see the Networking Troubleshooting section of this User's Guide for further assistance.
Select which type of database that you would like to start with. You can select either of the following
choices:
l Sample Database: select this choice if you would like to start using 123Pet with some sample
clients, products, and appointments
l Blank Database: select this choice if you would like to start using 123Pet with a totally blank
database
Click OK on the next two screens.
After the database has been created, the Set Database Password screen will appear. 123Pet will ask
for a database password every time it is opened or when you restore a database from a backup.
Enter your database password and then retype it. Be sure to take careful note of your database
password spelling in UPPER and lower case. Passwords are CaSe sensitive. Keep the password in a
safe place as 123Pet Software does not replace database passwords.
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Chapter 14: Networking
15.
16.
17.
18.
Click the OK button.
123Pet will let you know that your database password was successfully set.
Click OK to continue.
You are now ready to set up your client computers.
Set up the Client Computer(s): each client computer needs to be connected to the server.
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
Install 123Pet on the server computer. See the Getting Started section for more information.
Open 123Pet.
Select Database Controls from the File drop-down menu.
The Database Controls screen will appear.
Click the Select Server button.
The Select Server screen will appear.
Select This computer is a client.
Click the Auto Setup button.
123Pet will now generate a list of computers on your network that have instances of Microsoft SQL
Server running on them.
Select the computer that you set up as the server computer from the list and click OK. If no instances
of SQL Server are detected, click the Auto Setup button again. If this does not fix the issue, restart
your computer. If the No Database Open screen appears when you reopen 123Pet, click the Select
Server button and repeat Steps 7-10. If you are still having an issue, see the Networking
Troubleshooting section of this User's Guide for further assistance.
The client computer will now connect to the database located on the server computer and prompt you
for the database password. This is the same password that you entered when setting up the server
computer.
Click OK after entering in the password.
You are now ready to use 123Pet on a network.
Important Networking Notes
1. The proper operation of the network can be critical to the operation of your business. We recommend
that the network be set up and maintained by an experienced network administrator.
2. The automatic backup feature only works on the server while 123Pet is running. Therefore, we highly
recommend that 123Pet always runs on the server.
3. The server must be turned on before any client computers can be used.
4. The server is the only computer that can backup, restore, or create a new database.
5. To select how often the network computers will check for changes from the other computers, such as
new appointments, select Options from the Tools drop-down menu, and click the Scheduling tab. In
the Appointment Book Auto Refresh Rate section, select how often to update the computers.
Multi-Location Overview
The Multi-Location Edition has all the features of the Multi-Computer Edition and allows one location to
remotely connect to other location(s) to perform functions such as appointment booking and reporting. In
other words, multiple buildings anywhere in the world can share information. Typically these locations are
connected through a wide area network, or a WAN. While a WAN operates similarly to a LAN, a full time
Chapter 14: Networking - Page 4 / 12
Chapter 14: Networking
Internet connection is required at each location, as well as a Virtual Private Network, or VPN, that will
connect each location to the overall network because the computers are not connected on a single, local
network.
The Multi-Location Edition differentiates each location with a unique store name selected by the user. The
hardware and software requirements for the Multi-Location Edition are the same as the Multi-Computer
Edition.
Multi-Location Reporting: standard reports are the set of reports that exist in the other Editions of the
software. Standard reports display information of a single location by including only information of the
database from that location. Standard reports can be run for any location that 123Pet is currently connected
to.
For example, if you are currently at Location A, and wish to run a standard report for Location B, connect to
Location B by selecting Wide Area Network Settings from the Tools drop-down menu. Select Location B
from the menu next to the Remote Location option. Run the reports as you normally would if you were on
the Location A database. When you are finished, you can connect to another location to run reports or
connect back to your current location, Location A, by going back to the Wide Area Network Settings option
from the Tools drop-down menu and selecting the appropriate option.
Cross reports encompass information from all locations on a single report. Cross reports start with report ID
#500 and are located on the Reports drop-down menu under More Reports and Wide Area Network. The
cross reports available are:
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Totals for All Locations (Report #500): view combined totals from all locations
Number of Open Tickets (Report #501): view the open tickets at all locations
Product Stock Count (Report #502): check stock at all locations
What the Multi-Location Edition CAN Do
1. Everything that the Multi-Computer Edition can do.
2. Everything is done in real time.
3. Connect to other locations and perform all functions that a Multi-Computer Edition client copy can
perform, including the following functions:
l View the appointment book
l Make appointments
l View/edit inventory
l View/edit clients
l Run 100% of the reports
l Look up the balance of a gift card or gift certificate
l Payroll for each location (must log into each location separately and run payroll)
l Inventory (must log into each location separately to view inventory)
4. Run the "Cross Reports."
What the Multi-Location Edition CAN'T Do
1. Centralized payroll.
2. Centralized mailing report.
3. Search all locations and find an open time slot; you must connect to each location separately to view
Chapter 14: Networking - Page 5 / 12
Chapter 14: Networking
4.
5.
6.
7.
an open time slot.
Automatic inventory transfer from one location to another.
Backup or restore a database at a remote location.
Communicate with other locations that are running different versions of the software.
You cannot ”log in” and ”log out” using a remote location’s time clock.
Multi-Location Edition Setup
1. Make sure your VPN is set up at each location.
2. At the first location, install 123Pet on the server computer.
3. At the first location, add each additional computer that you want included in your 123Pet network as
client computers.
4. At the second, third, fourth, etc. business locations, repeat Steps 1-3. A unique serial number for each
location needs to be entered on all computers at each location, i.e. all computers at location 1 will
have serial number "XYZ" and all computers at location 2 will have a serial number "ABC".
5. Register and activate 123Pet at each location. If you are on a payment plan, you are not required to
activate until you complete the payment plan. If you are leasing the software, you are not required to
activate the software.
6. After the serial number of a Multi-Location Edition is entered, a new item on the Tools drop-down
menu will be available. The setting is called Wide Area Network Settings.
7. Select Wide Area Network Settings from the Tools drop-down menu.
8. The Wide Area Network Configuration screen will appear. The Wide Area Network Configuration
screen shows where the names of the other locations are entered.
9. Click the Add button on the right side of the screen to add each location.
10. When it asks for the password for the location being added, you should enter the database password
that has been set at the selected location. If no password was set up at the location, you can leave
this field blank.
11. To "reconnect" to one of these locations, select the name of the location from the drop-down list,
which is located in the Active Server section, i.e. to connect to the store named Northville, select
Northville from the drop-down list.
12. After selecting the location, click OK.
13. The title bar on the top of the software now lists the name of the location you are connected to. From
now on, all operations in the software perform as if you were at the Northville location.
14. To return back to your local location, go back to the Wide Area Network Settings screen and change
the Active Server to This location.
Switching Client and Server Computers
When a business upgrades a client computer it sometimes ends up as the best computer at that location. As
a result, it would better function as the server instead of a client. Switching client and server computers is
easy.
1. Make a backup of your database on the current server computer, and then save that database backup
to an external device, such as a USB flash drive, or an external hard drive.
a. From 123Pet, select Backup and Restore from the File drop-down menu.
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Chapter 14: Networking
2.
3.
4.
5.
6.
7.
b. Select Backup Database.
c. Click Next.
d. Select the location where you would like to make the backup.
e. Click Save.
Safely remove the external device and take it to the computer that you would like to make the new
server. Older computers may require you to stop the device before removing it.
If 123Pet is not already installed on the new computer, install it.
Register 123Pet with your serial number.
Open 123Pet and set your new computer as the server.
a. Select Database Controls from the File drop-down menu.
b. The Database Controls screen will appear.
c. Click the Select Server button.
d. The Select Server screen will appear.
e. Choose the option that says This computer is the server.
f. Take note of the name of your new computer which is listed on the Select Server screen. You
will need this to set up the rest of your client computers properly.
g. You may be prompted to create a new or blank database at this point; create a blank database this will be replaced shortly with your backup.
Restore your database backup to the new server computer.
a. Connect the USB flash drive or external hard drive to the new server computer.
b. In 123Pet, select Database Controls from the File drop-down menu.
c. The Database Controls screen will appear.
d. Click the Restore Database from Backup button.
e. Click Yes on the warning to override the current database.
f. The Restore Database screen will appear.
g. Select I would like to restore my database from a database backup file.
h. Select Restore a database from a specific location.
i. Click Next.
j. Select the backup file from its location and click Open.
k. You will be prompted to enter the password for the backup database. This is the same as the
database password from the old computer and might not necessarily match the new password
set on this computer if you changed it.
Go to each of your client computers and set them to connect to the new server computer. This may
include the computer that used to be the server computer if it will now be working as a client
computer.
a. On each client select Database Controls from the File drop-down menu.
b. The Database Controls screen will appear.
c. Click the Select Server button.
d. The Select Server screen will appear.
e. Choose the option that says This computer is a client.
f. Click Auto Setup.
g. Select the computer that was just made the new server from the list.
h. Click OK.
Chapter 14: Networking - Page 7 / 12
Chapter 14: Networking
8. Repeat Step 7 a-h for each client computer on the network.
Networking Troubleshooting
If you are having trouble with your network setup, below are some helpful troubleshooting tips to try. Please
consider the items below prior to calling customer support.
1. Restart the computer: sometimes simply restarting the computer will re-establish the network
connection.
2. Check the network connections: makes sure that your network is working, and that computers can
communicate.
a. Make sure that the computers on your network can see each other.
i. If you have Windows 7, click on the Start menu in Windows, then select Network.
ii. Click on View Workgroup Computers.
iii. If you have Windows 8, from the desktop, hold the Windows key on our keyboard, and
press "R". This will bring up the Run window. Type "\\(Computer Name)" Where
(Computer Name) is the name given to your computer.
iv. You should be able to see a list of the other computers and files that are shared through
the network.
b. If you do not see any other computers or shared folders, are unable to access this screen due to
a Windows error message, or can see the files and/or computers, but cannot access the
information by double-clicking an item, your network is not functioning properly.
i. Verify that your network cables are properly connected.
ii. If you are using a wireless network that receives a signal from a router, verify that your
hub, router, or switches are all powered and properly configured.
iii. You may also have to re-establish your network settings if everything appears to be
connected and functioning, but you still cannot see the other computers on your network or
access network folders.
3. Configure Windows Firewall: the Windows Firewall has to be turned off or has to be specially
configured so that it can remain on, but not block client computers from accessing the Microsoft SQL
Server on your server computer. If your Windows Firewall is on, you may turn it off and test the
connection. If your clients can connect to the server with the Firewall off, an exception needs to be
created to allow client computers to connect to the server with the Windows Firewall on.
If using Windows 7:
a.
b.
c.
d.
e.
On your Windows desktop, click the Start menu.
Select All Programs.
Select Microsoft SQL Server 2012.
Select Configuration Tools.
Select SQL Server Configuration Manager. The SQL Server Configuration manager screen
will appear.
f. Continue to step g below.
If using Windows 8:
Chapter 14: Networking - Page 8 / 12
Chapter 14: Networking
a.
b.
c.
d.
e.
f.
From the Start screen, right click on a blank area of the screen
Click on All Apps.
Scroll to the right of the apps screen, until you find Microsoft SQL Server 2012.
Click on SQL Server Configuration Manager.
The SQL Server Configuration Manager will appear.
Continue to step g below.
g.
h.
i.
j.
k.
Click SQL Server Network Configuration
Double-click Protocols for DSI.
Right-click on TCP/IP and select Properties from the menu.
The TCP/IP Properties window will appear.
Click on the IP Addresses tab.
i. In every section, delete the information in the field labeled TCP Dynamic Ports so
that the field is completely blank.
ii. In every section, change the information in the field labeled TCP Port to 1433.
iii. If you have Windows 7, do not change any of the Enabled fields.
Click Apply once all the changes have been made.
Click OK on the warning message.
Close out the TCP/IP Properties window.
Click on SQL Server Services.
Right-click on SQL Server (CMJ) and select Restart from the menu.
Right-click on SQL Server Browser and select Restart from the menu.
Select Exit from the File drop-down menu in the SQL Server Configuration Manager.
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n.
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p.
q.
r.
If using Windows 7:
s. From your computer's desktop, click on Start menu.
t. Select Control Panel.
u. Continue to step i below.
If using Windows 8:
s. From your computers desktop, hover the mouse cursor to the top right corner or top left
corner of your screen. The windows Sidebar will appear.
t. Click Settings.
u. Click Control Panel.
i. Select Windows Firewall.
ii. Click Advanced settings.
iii. The Windows Firewall with Advanced Security window will appear.
iv. Click Inbound Rules.
v. Click New Rule.
vi. The New Inbound Rule Wizard window will appear.
vii. Select Port.
viii. Click Next.
ix. Select TCP.
x. Select Specific local ports and enter 1433 in the field.
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Chapter 14: Networking
xi. Click Next.
xii. Select Allow the connection.
xiii. Click Next and then Next.
xiv. Enter a Name and a Description.
xv. Click Finish.
v. You should now be able to have the Windows Firewall enabled while using the MultiComputer or Multi-Location Editions of 123Pet.
4. Check Other Firewall Software: make sure all other firewall software, such as Norton Personal
Firewall, McAfee Internet Suite, or McAfee Personal Firewall, is either disabled or allows access for
port 1433.
5. Perform Network Diagnostics: done through 123Pet.
a. In 123Pet select Database Controls from the File drop-down menu.
b. The Database Controls screen will appear.
c. Click the Select Server button.
d. The Select Server screen will appear.
e. Select the role of this computer Server or Client.
f. Check the Show Details box.
g. Click Auto Setup.
h. The software will now perform a series of diagnostics to determine the status of your Windows
network and the status of the SQL Server.
SQL Server Troubleshooting
There are certain issues that may arise when downloading and installing Microsoft SQL Server 2012 Express.
Some issues involve certain Microsoft Service Pack files while other problems occur from incorrect settings
following installation.
1. Restart the computer: sometimes simply restarting the computer will fix the SQL issue.
2. Enable the TCP/IP communication.
If using Windows 7:
a.
b.
c.
d.
e.
f.
On your Windows desktop, click the Start menu.
Select All Programs.
Select Microsoft SQL Server 2012.
Select Configuration Tools.
Select SQL Server Configuration Manager.
The SQL Server Configuration Manager window will appear.
If using Windows 8:
a.
b.
c.
d.
e.
From the Start screen, right click on a blank area of the screen
Click on All Apps.
Scroll to the right of the apps screen, until you find Microsoft SQL Server 2012.
Click on SQL Server Configuration Manager.
The SQL Server Configuration Manager will appear.
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Chapter 14: Networking
a. Click SQL Server Network Configuration.
b. Double-click on Protocols for DSI.
c. The various configuration protocols will be listed in the right window pane. Make sure the
protocol named TCP/IP is enabled.
d. If it is not, right-click on TCP/IP and select Enable from the menu.
e. Click on SQL Server Services.
f. Right-click on SQL Server (DSI) service and select Restart from the menu.
If using Windows 7:
a.
b.
c.
d.
On your Windows desktop, click the Start menu.
Select Control Panel.
Double-click on Add/Remove Programs.
Continue to step e below.
If using Windows 8:
a. From your computers desktop, hover the mouse cursor to the top right corner or top left corner of
your screen. The windows Sidebar will appear.
b. Click Settings.
c. Click Control Panel.
d. Click on Uninstall a Program.
e. Scroll down to check for MSXML6 (Service Pack 2).
f. If it is there, it can only be removed with the Windows Installer Cleanup program. This is a free
download available from http://downloads.daysmart.com/Misc/WindowsCleanup.exe.
g. Download Windows Installer Cleanup and install it.
h. Open Windows Installer Cleanup and locate MSXML6 (Service Pack 2) from the list.
i. Click Remove.
j. Reinstall 123Pet to reinstall Microsoft SQL Server 2012 Express and a compatible version of
MSXML6 (Service Pack 2).
4. Change the log on account for SQL Server: the software installs SQL Server using the Local System
account. This can cause problems on some computers. Sometimes changing this to a different account
will allow SQL Server to start.
a. On your Windows desktop, click the Start menu.
b. Select All Programs.
c. Select Microsoft SQL Server 2012.
d. Select Configuration Tools.
e. Select SQL Server Configuration Manager.
f. The SQL Server Configuration Manager window will appear.
g. Click SQL Server Services.
h. Right-click on the instance of SQL Server that is having problems and select Properties from the
menu.
i. The SQL Server Properties window will appear.
j. Make sure the Log on as option is set to Built-in account on the Log On tab.
k. Change the account type to Network Service.
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Chapter 14: Networking
l. Click the Apply button.
m. Click the OK button to exit.
n. Right-click the instance of SQL Server that is not running and select Start from the menu. If the
SQL Server starts and is running properly, then you should be able to open 123Pet without any
problem.
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Web Features
web-based options to grow your business
DaySmart Account
A DaySmart Account is an online account management tool designed to provide access to information
about business and account details. From a single login, accounts with administrative access can manage
the following:
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Payments made to DaySmart Software, Inc.
Services and subscriptions associated with 123Pet
User account access for other, non-administrative employees
In addition to accounts for employees, non-employed individuals, i.e. web designers, can also have
DaySmart Accounts that will grant access to editing and managing an Online Booking website. See the
Online Appointment Booking section of this chapter for more details.
Creating a DaySmart Account
Perform the following steps to create a DaySmart Account:
1.
2.
3.
4.
Click Online Services and select Go to my 123Pet Account
Your computer will open a web browser to http://account.123Pet.com/. Click Create an Account.
Enter your 123Pet Serial Number and click Check my serial number.
Type all your desired account credentials and click Create Account.
Navigating the DaySmart Account Website
Once an account has been created and you've logged in, navigation buttons along the top of the website
display the various account options that can be managed. The main features include:
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Overview: details next bill date, estimated amount due (varies based on number of Remote
Access users and Messaging Service usage), and service subscription details.
Billing: manage credit card on file to be billed and view payment summary of charges for
account subscriptions and services.
Users: lists employees in 123Pet database, non-employee accounts, and access/activation
status for Administrator privilege, Remote Access, and Online Booking.
My Info: displays account overview, account owner information, and business information for
[Online Booking and the Messaging Service.
Update: shows current licensing information and information about available updates/upgrades
Help: displays DaySmart Software, Inc. contact information for account support.
Log Out: log out of your DaySmart Account.
Online Appointment Booking Overview
Why Use Online Booking?: the 123Pet Online Booking feature is easy-to-use and has many benefits that
will help your business grow and become more profitable.
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Chapter 15: Web Features
The 123Pet Online Booking feature is easy-to-use and has many benefits that will help your business grow
and become more profitable:
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Take appointments 24/7: our online booking system runs 24 hours a day, 7 days a week, 365
days a year so your customers can book appointments anytime, even when your business is
closed. You control the appointment options. Clients can book their own appointments and have
them auto-approved or you can manually accept or reject their requests.
Your own website is included: your business will have its own, unique website. Your website
address will be YourAccountName.OurOnlineAppointment.com. Or for an extra fee, select your
own domain, www.YourAccountName.com
Advertise on the Internet: customize all the website content, announce sales, promote
services, and talk about the benefits of your business vs. the competition
Easy to use: when a customer books an appointment on your website, 123Pet will notify you.
Depending on the settings you choose, you can "Accept" and "Reject" requests manually or have
clients book their own appointments. 123Pet will automatically e-mail the customer with your
response
Automatic updating: your computer will automatically connect to your website and update it
with the times employees can take appointments
Safe and secure: there is no need to worry about any security issues because none of your client
information, sales information, product pricing, or appointment details is on the website. Your
database is never transferred outside of your business
Save time and money: let your customers spend their time looking up and booking their
appointments so your employees are free to do other things
Quick and easy setup: you can have your entire website set up and ready to allow your
customers to book online appointments in under 10 sessions
Online appointment booking works with your business' 123Pet database. 123Pet syncs your business' list of
services, times when employees are busy, i.e. when an open ticket is scheduled, and employee schedules
over the Internet to your website. Your clients can view offered services, contact information, specials, and
request an appointment. Your website will then communicate to 123Pet and update the 123Pet database
that you have running in your business.
Online information can be accessed by selecting Online Booking from the Online Services drop-down
menu. In this window you can view and Online Booking Summary in the upper section and take actions
with your website in the lower section including:
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Edit Your Website: opens a web browser to website Dashboard
Manage Your Billing: opens a web browser to the DaySmart Account login webpage
View Appointment Requests: navigate to Tickets screen and view requests
Manually Sync Website: opens a web browser to manually sync employee, service, and coupon
information to your website
View Sync History: opens a window in 123Pet to view recent website sync information
First Time Setup: You have the option of creating either a blank site with no styling or a site that's built with
one of 123Pet's premade themes. Once your account is created all the content on your site is managed from
the Dashboard, which is accessible from the left side of your web browser window when you're logged into
your website.
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Chapter 15: Web Features
Website Setup Overview
After your website is created, it can be accessed for editing in any of the following ways:
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Open a web browser and navigate to your website at
http://YourAccountName.OurOnlineAppointment.com/ or
http://www.YOURACCOUNTNAME.com, depending on which account you signed up for. Click
on the Manage Site link at the bottom of the page to log in.
Select Online Booking from the Online Services drop-down in 123Pet and click on Edit Website
in the lower section.
Once logged in, the landing page for Online Booking is the Dashboard, which contains navigation buttons
to each function of the website. The main sections of the Dashboard are:
1. Change Your Website Appearance:
a. Website Themes: select the theme for your website. There are several premade themes that can
be chosen and activated, or for total customization, a blank theme is available. Changing themes
will not affect added content (Like text and images). It will only affect the styling of the page.
There is no limit on the number of themes that can be created, but only one can be activated and
displayed at a time. Each theme has action links for editing:
i. Activate: makes a theme the active, displayed theme for your site.
ii. Preview: opens a new web page displaying the preview of the selected theme.
iii. Copy: quickly copies the theme. Enter a name for the new theme.
iv. Edit: opens the theme in a new web page for editing.
v. Delete: delete the theme. The changes are permanent if a theme is deleted.
b. Pages and Navigation: add new pages and select the ones that will be displayed to the public.
i. Pages: move the slider from 'Yes' to 'No' for desired display option, click Add New Page to
create new pages to show, and click Save Changes when finished.
ii. Menu Items: Arrange the order of the navigation links displayed for each website page.
Optionally, click the pencil to edit the name for each Menu Item and choose how it opens
in the web browser. Click Save Changes when finished.
2. Manage Business Information:
a. Business Details: modify business contact information displayed on the site, business hours,
types of services and amenities offered, enter a Google Analytics Tracking ID, and add buttons
with links to your business' social media profiles.
b. Service Listing: choose the services that will be displayed on your site. Use the Edit button to
enter an optional detailed description and check or uncheck boxes in the Show on Website
column to add or remove services from the Services page. Use the Reorder Service List button
to change the services list order.
c. Employee Profiles: choose the employees that will be displayed on your site. Click the Edit
button to add detailed information about employees including a photo, description, schedule,
contact phone number and E-mail address, and social media accounts. Check or uncheck boxes
in the Show on Website column to add or remove employees from the Employees page. Use
the Reorder Employee List button to change the employee display order.
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Chapter 15: Web Features
d. Coupons and Specials: choose coupons from the business database to display on the website.
Click the Edit button to add an image and/or detailed description of the promotion and check or
uncheck boxes in the Show on Website column to add or remove coupons from the Specials
page. Use the Reorder Specials List button to change the specials display order.
e. Appointment Request Log: view all appointment requests that have come to your software. You
can sort by Online requests and Offline requests over any date range you choose. You can also
mark your Offline requests as reviewed here.
3. Set Your Preferences:
a. Booking Preferences: customize all booking settings and preferences. Choose how appointments
get approved or rejected, how far in advance appointments can be requested, allow or force
clients to provide additional contact details, edit client notifications related to appointment
requests, and set up employee notifications and recipients. After each desired option is
selected, click Save Changes to finish and save settings.
b. Booking Plugin Setup: if you have an existing business website, a plugin can be designed to fit
the layout, look, and feel of that existing site. Click the Design Booking Plugin button to
customize what clients will see when booking. Once finished, click the Check mark in the editor
on the left and click Generate Plugin Code and copy the link into the code for the existing site
to link it directly to your Book Now page.
c. Facebook Integration: if you have a Facebook business profile, clients can book directly through
that page with a specially designed plugin. Click the Design Facebook Plugin button to
customize what clients will see when booking. Once finished, click the Check mark in the editor
on the left and click Login with Facebook button to allow your Online Booking page to access
your Facebook profile. Click Connect a Facebook Page and choose your business page from the
drop-down menu. Online Booking will now be available in the Apps section of your Facebook
business page.
4. Manage Account Settings
a. Account Overview: click to be directed to the landing page for your DaySmart Account.
b. Manage User Access: click to be directed to the Users page of your DaySmart Account.
c. Add Custom Domain: if your business is currently utilizing the provided website address of
YourAccountName.OurOnlineAppointment.com and you would like the option of using your own
selected domain, www.YourAccountName.com, then click to add that account option.
d. Manual Sync: this will manually sync employees, services, and coupons from your database if
the information displayed on your website does not match the information entered in your
database. Click Sync Now and the information will be updated.
Booking Appointments Online Overview
1. Go to your business' website. The address will be in the format as follows:
http://www.OurOnlineAppointment.com/ACCOUNTNAME or
http://www.YOURACCOUNTNAME.com, depending on which account you signed up for.
2. Click the Book Now link located on the top of the screen.
3. The Book an Appointment Online screen page 1 of 4 will appear.
4. The client should enter the appropriate information: first and last name, phone number, e-mail, and
address if you require one.
5. Click the Select Day & Time button.
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6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
19.
20.
The Book an Appointment Online screen page 2 of 4 will appear.
Select the date or date range the client would like to book from the appropriate fields.
Select a time range.
Click the Choose Service button.
The Book an Appointment Online screen 3 of 4 will appear.
The available appointment start times will appear in the Select Start Time section.
Select the service to be booked and sort by category to narrow down list.
Choose the employee the client would like to book with or choose First Available if no preference.
Add additional services if desired.
Click the Find an Appointment button.
The Book an Appointment Online screen page 4 of 4 will appear.
Select a desired time slot to schedule and click Book.
Click Book Now to submit the request.
The Book an Appointment Request Confirmation screen will appear.
At this time your client will receive an appointment request tracking ID number. The client will also
receive a message stating that your business will call or e-mail him or her to confirm the appointment.
Check for New Online Appointment Requests: requests will be sent to your software as they are made.
Depending on your booking notifications settings, you and/or the employee will also receive E-mail
notifications that a request has been submitted for approval or rejection.
View New Online Appointment Requests: you can manually view the list of existing appointment requests
that are currently awaiting rejection or acceptance.
1. Navigate to the Tickets screen.
2. Use the filter option for Online Booking and select View Appointment Requests.
3. Double-click on request to view the requested appointment details.
Accepting Appointment Requests
Perform the following steps to accept an online appointment request:
1.
2.
3.
4.
5.
Navigate to the tickets screen.
Select the Appointment Requests filter option from the Online Booking section.
Double-click to open an appointment request and details.
Click Accept Request.
Once accepted, the request is added to the database as an open ticket. The request is also held on file
in the Accepted Requests filter of the Online Booking section of the Tickets screen.
Rejecting Appointment Requests
Perform the following steps to reject an appointment request:
1. Navigate to the tickets screen.
2. Select the Appointment Requests filter option from the Online Booking section.
3. Double-click to open an appointment request and details.
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Chapter 15: Web Features
4. Click Reject Request.
5. Once rejected, the request is held on file in the Rejected Requests filter of the Online Booking
section of the Tickets screen.
Cancel Online Booking Account
Perform the following steps to cancel your account:
1.
2.
3.
4.
5.
Select Online Booking from the Online Services drop-down menu.
Click Manage Billing Information.
A web browser will open to your DaySmart Account page.
Choose the Manage button under Online Booking in the Services section.
Click Cancel Service and Confirm Cancellation.
Keeping Online Booking in Sync
The online appointment booking system is a robust and stable system that has been designed to minimize
problems. However, due to the nature of the public Internet, Internet service providers, and that the 123Pet
database is separate from your website, some issues may occur. 123Pet periodically contacts your website
and synchronizes information. Most issues occur while a client is accessing the website when something
changes in the 123Pet database before the website is updated, such as employees' schedules.
Some common issues that you may experience:
1. The Internet and reliability.
l The Internet is a service provided by various Internet Service Providers, and therefore is not
maintained by DaySmart Software, Inc. Occasionally, portions of the Internet will temporarily
stop working. Because of this, DaySmart Software, Inc. cannot guarantee the reliability of the
online appointment booking system. Although these outages are rare and usually brief, this may
affect the ability for your clients to book online appointments or the ability of 123Pet to check for
online appointments or update your website.
2. Restoring database backups.
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lists, it's possible that you may need to perform a manual sync to get all the information in your
database to match what is displayed on your website. The next automatic sync will also update
all the displayed information, but during the interim it may be possible to add appointment
requests that do not match availability of employee or service times.
3. The client is not found.
l When 123Pet receives an appointment request, it will attempt to locate the client in the
database first by searching by the client's name, then by searching by the client's e-mail
address. If no matching clients are found, then 123Pet will create a new client in the database.
This can lead to multiple clients under the same name if there are misspellings in either the
client name or e-mail address. See the Merging Clients overview in the Clients chapter for
instructions on how to create a single record for clients with more than one entry in your
database.
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Chapter 15: Web Features
Remote Access Overview
Remote Access is a powerful tool that allows the employees of your business to view and modify their
appointments remotely from their mobile devices or any computer with an internet connection. In order to
function, Remote Access requires Internet access on the business computer running 123Pet and the device
with which the employee is making a remote connection.
Before you are able to use the Remote Access system, you must first create a Remote Access account.
Once the account is created, you can log in to Remote Access by going to
https://Online.123PetSoftware.com or from the 123Pet website at http://www.123PetSoftware.com, clicking
log in and then entering your e-mail address and password. As long as your main business computer is
turned on and connected to the Internet, you can see your appointments from your phone or home
computer's web browser.
You can also use Remote Access via apps that are available for your Android phone, Android tablet, iPhone,
or iPad. To find the app for an Android device, all you have to do is search the Google Play Store for 123Pet,
and for an iPhone or iPad, you can search for 123Pet in the App Store. Once you have downloaded and
installed the app, you will be able to run the app and log in with the same e-mail address and password that
you use to log in to the Remote Access web page.
Creating a Remote Access Account
Before you can connect to your database from the Remote Access website or from a mobile application, the
owner of the business must first create a Remote Access account. Perform the following steps to create a
Remote Access account:
1. Click Online Services and then Remote Access Setup.
2. Click Create Remote Access Account.
3. Your web browser will open a web page. Select the employee that is to be the account
administrator. This is typically the owner of the business, or a general manager.
4. Enter the e-mail address that you would like to associate with your remote access account. This
must be a valid e-mail address, and will be used to log in to the Remote Access web site and
app.
5. Enter your desired password, and click Continue.
6. On the next screen, enter your business address and your payment information. If you have
received a promotional code, enter it into the Promotional Code: field and click Check.
7. Agree to the terms and conditions, and click Create Account. You should be directed to the
Remote Access web page, and can now perform all functions of Remote Access.
Creating an account for a new employee
In order for another employee to be able to view the appointment book via Remote Access, each employee
must have his or her own Remote Access account. To add additional employees to Remote Access, please
perform the following steps:
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NOTE: In order to create an account for a new employee, your account must have administrative privileges, and have the proper
permissions to add an employee to the database.
NOTE: To create an account for a new employee, you must first create an employee. You can do this from the Employees screen
within Remote Access, or you can also create the employee from within the software installed on your computer. For more
information on adding Employees, please see the Employees and Scheduling section of the user's guide.
1. Go to [Web Access Site] and log in using the proper credentials. You can also log in by going to
http://www.123PetSoftware.com
2. Click on the Employees tab.
3. You should see the new employee on this screen. Double-click on the employee to bring up the
Edit Employee screen.
4. Click on the New Remote User Account tab.
5. Click Create New User Account.
6. Enter the employees e-mail address. In order to complete this process, this must be a valid email address.
7. The new employee will receive an e-mail, which will contain a link to activate his or her Remote
Access account, and to create a password.
8. Once this process is completed, the new employee will have access to the Remote Access web
page, and can also download and install the mobile Remote Access app to any Android phone,
Android tablet, iPhone, or iPad.
Once the employee has an active account, you do have the option to set that employee as an administrator.
An administrator has the ability to create new employee accounts and modify existing user accounts.
Administrators also have access to the account setup screen where billing preferences and company
information can be modified.
More than one administrator is allowed at each business so that multiple managers can have access to
these functions.
To set an employee as an administrator, locate the employee on the employees screen. Double-click on the
employee to bring up the Edit Employee screen. Go to the Remote User Account tab, and click Make
Administrator.
Editing Employee Access Permissions
Remote Access allows you to fine-tune how your employees interact with various parts of the Remote
Access website. These settings are enforced automatically once set up, and can be changed at any time.
These settings also apply to what employees are able to access when using Remote Access on a mobile
device.
If you have already set up employee access permissions within 123Pet on your business computer, those
settings will carry over for any employees who also use Remote Access. For Example, if an employee is
unable to delete a client on within 123Pet on the business computer, that same employee will already be
unable to delete a client through Remote Access once his or her account has been created.
Please perform the following steps if you would like to edit the access permissions for your employees:
NOTE: In order to edit employee access, you must have the proper employee access permissions.
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Chapter 15: Web Features
1. Go to [Web Access Site] and log in using the proper credentials. You can also log in by going to
http://www.123PetSoftware.com
2. Click on the Options button.
3. Choose Management and then Employee Access, located on the left side of the options screen.
4. Click Set Up Employee Access.
5. Click on the tab that relates to the setting or screen for which you would like to modify
permissions (e.g., click on the Reports tab if you would like to change which reports an
employee has access to).
6. Underneath each employee’s name, uncheck the box if that employee is not allowed access to
this screen or feature. If the employee should be allowed access to this screen or feature, the
box under that employee’s name should be green with a check mark. We recommend having all
the important financial screens password protected.
Using Remote Access
The main features of the Remote Access website include the following items:
1. Tickets: track all of your day-to-day transactions, check-in clients, process credit cards, e-mail a
receipt to your client, void a ticket, check out a client, and record employee tips
2. Appointment Book: view your appointment book, schedule appointments, close tickets,
add/edit/delete time blocks and create recurring time blocks.
3. Client List: view/edit/delete client information, view clients purchase history, add new clients
and search your existing client list
4. Pet List: view/edit/delete general information, grooming information, kenneling information, and
basic medical information, relating to client's pets, view purchase history for a specific pet, add
new pets and associate them with a client
5. Product List: view/edit/delete all product information, update product inventory, and add new
products and deleting products
6. Service List: view/edit/delete all service details and add new services
7. Employee List: view/edit/delete employee information, add new employees and create a
Remote Access account for existing employees, view tip details and settle tips claimed, and also
setup individual merchant accounts for independent contractors
8. Scheduling: view/edit/delete employees' schedules, as well as add recurring dates to an
employees' schedule. Note that this information can only be viewd/modified using the website
interface and NOT the mobile apps
9. Reports: run various reports to track how your business is doing
10. Options: adjust various settings relating to Remote Access
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Appendix
Shortcuts and Legal Information
Shortcuts
The following keys and key combinations can be used on any of the major screens in 123Pet to quickly
access specific functions and features. Printing this page is helpful as a quick reference guide for 123Pet
shortcuts.
Use the Function Keys, or F1 through F12, to access numerous features in 123Pet.
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F1: open the Help window
F2: go to the Products screen
F3: search for an appointment opening
F4: open the cash drawer
F5: add a new ticket
F6: go to the Tickets screen
F7: go to the Clients screen
F8: lookup a client
F9: go to the Appointment book screen
F11: run the Sales Totals and Taxes report
F12: search for a product or service
Holding the Control key, or Ctrl on your keyboard, and hitting the certain letter keys will also perform
specific functions.
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Ctrl+B: backup database your database
Ctrl+D: enter a new declared cash
Ctrl+E: go to the Employees screen
Ctrl+F: go to the Schedule screen
Ctrl+G: go to the Gift Certificates screen
Ctrl+I: go to the Product Ordering screen
Ctrl+L: open the Print Labels screen
Ctrl+M: open the Merge Clients screen
Ctrl+O: open the Options screen
Ctrl+P: open the Password Setup screen
Ctrl+R: run report by specific Report ID
Ctrl+S: go to the Services screen
Ctrl+T: go to the Employee Tips screen
Ctrl+U: open the User's Guide
Ctrl+W: run report by browsing, browse all available reports
Ctrl+X: password logout for currently logged in employee
Ctrl+Z: open the 123Pet About screen
Copyright and Trademark Notice
123Pet is a registered trademark of DaySmart Software, Inc.
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Chapter 16: Appendix
Copyright © 1997- 2015 DaySmart Software, Inc.
DaySmart Software License Agreement
Carefully read the following terms and conditions. By installing this Software, you (the "Licensee") are
consenting to the terms of this agreement and accepting that they will be legally binding on you and any
end user who may obtain this Software through you or your company. If you do not agree with the terms of
this agreement, or do not wish them to be binding on you and your company, do not install the Software and
promptly return the package and its contents together with proof of payment for a refund.
Throughout this document, "Software" refers to items written by DaySmart Software, Inc. (the "Licensor"),
including, but not limited to, 123Pet® support software, 123Pet® documentation, and/or all other files
included in the 123Pet® total software package.
1. CONSENT FOR INTERNET-BASED SERVICES. DaySmart Software, Inc. may offer Internet-based services
that may be used in conjunction with the Software. DaySmart Software, Inc. may change or cancel
these services at any time. If you use the on-line process to activate the Software, or if you use an
Internet-based service offered by DaySmart Software, Inc., the software automatically contacts a
DaySmart Software server over the Internet, and transmits certain information about your computer
without separate notice to you. DaySmart Software, Inc. does not obtain personally identifiable
information from your computer other than any personal information you specifically enter as part of
your usage of the Internet-based service and the Software’s serial number. By using this Software, you
consent to the transmission of this information. Optional features for the Software such as messaging
services may be available to you for an additional subscription or usage fee. Fees for such optional
features may be changed by DaySmart Software, Inc. upon 30 days prior notice. By electing to
subscribe to such optional features, you agree that DaySmart Software, Inc. may terminate such
optional services immediately and without notice upon your failure to pay the subscription or usage
fee when it is due. Termination of the optional features will not affect your license to continue to use
the Software.
2. ACCESS FROM A REMOTE LOCATION. Your Software may include certain features that allow you to
access the Software on your computer from a remote location either through the Internet via DaySmart
Software, Inc. “LiveAccess” or “Remote Access” or through the use of a mobile device application. The
use of the Live Access service in conjunction with the Software is governed by the terms of this
license. The use of any mobile device applications offered through Licensor will be governed by the
terms of a separate license agreement that accompany those applications.
3. LICENSE. In consideration of payment of a license fee as part of the purchase price of this product and
while in compliance with the terms and conditions of this license agreement, Licensor grants to
Licensee a non-exclusive and nontransferable license to use the Software for Licensee’s internal
business purposes with the specific rights to:
l use the Software on any single computer;
l use the Software on a network, provided that each computer accessing the Software through the
network has a licensed Software copy or an authorized network multi-user license;
l use the Software on a second computer when the primary shop computer is not being used;
and/or
l copy the Software for archival purposes only, provided the copy contains all the original
Chapter 16: Appendix - Page 2 / 6
Chapter 16: Appendix
Software's proprietary notices.
Rights not expressly granted by this section are reserved to DaySmart Software, Inc.
4. RESTRICTIONS ON USE. You may not:
l permit other individuals to use the Software except under the terms listed above;
l permit concurrent multi-computer use of the Software except with a multi-user license;
l modify, translate, reverse engineer, de-compile, disassemble (except to the extent applicable
laws specifically prohibit such restriction) or create derivative works based on the Software;
l make error corrections to or otherwise modify or adapt the Software or create derivative works
based upon the Software, or permit third parties to do the same;
l copy the Software other than as specified above;
l assign the license rights granted above to any other person or entity except with the prior
written consent of Licensor and in accordance with Licensor’s requirements as provided in the
Licensor’s Transfer of Ownership form.;
l rent, lease, sublicense, grant a security interest in or otherwise transfer rights to the Software;
nor
l remove any proprietary notices or labels on the Software or its output.
5. OWNERSHIP. Title, ownership rights, and intellectual property rights in the Software shall remain in
DaySmart Software, Inc. The Software is protected by copyright laws and treaties. Title and related
rights in the content accessed through the Software is the property of the applicable content owner
and may be protected by law. This license gives you no rights to such content. The Licensee owns the
disk on which the Software is recorded, while DaySmart Software Inc. retains ownership of the
Software program and all copies of the Software.
6. TERM. The license is effective until terminated. You may terminate the license at any time by
destroying the Software and all copies and documentation. The license will terminate automatically if
you fail to comply with the limitations described in this agreement. For example, if any modifications
are made to the Software by the user or the media is subjected to accident, abuse or improper use, the
terms of this agreement are violated and this license shall be terminated immediately. Upon
termination, you agree to destroy the Software and all copies and documentation.
7. LIMITED WARRANTY. DaySmart Software, Inc. warrants the original disks or CDs on which the Software
is furnished to be free from defects for 30 days from date of delivery. This limited warranty does not
apply to downloaded Software and is the only warranty made by DaySmart Software, Inc. This time
limitation may not apply in some jurisdictions. No dealer, agent or employee of DaySmart Software,
Inc. is authorized to make any modifications, extensions or additions to this warranty. This warranty
shall not apply to hardware or Software other than the unmodified version of hardware and Software
as described in the documentation. If any modifications are made to the Software by the user, or the
media is subjected to accident, abuse or improper use, the terms of this agreement are violated and
this warranty shall be terminated immediately. If the software does not perform substantially in
accordance with the 123Pet® documentation, the entire liability of DaySmart Software, Inc. and your
exclusive remedy shall be limited to either, at the Licensor’s option, replacement of the Software or
refund of the amount you paid for the Software. If the Software was purchased in conjunction with
hardware from DaySmart Software, Inc., any such hardware is sold with the manufacturer's limited
warranty. The warranty period and service varies by manufacturer and product. The return policy
applicable to hardware purchased from DaySmart Software, Inc. is available on the following website:
Chapter 16: Appendix - Page 3 / 6
Chapter 16: Appendix
http://http://www.123PetSoftware.com/policies. DaySmart Software, Inc. warrants that the Software is
compatible only when used on hardware and hardware support items (including cables, connectors,
interfaces, and adaptors) purchased from DaySmart Software Inc. or that meets the specifications
provided by DaySmart Software, Inc. on its website, using the manufacturer's drivers or direct (serial)
connection while Windows is operating in the following default regional setting: "English (US)".
8. DISCLAIMER. THE FOREGOING LIMITED WARRANTY STATES THE SOLE AND EXCLUSIVE REMEDIES FOR
THE LICENSOR’S OR ITS SUPPLIERS’ BREACH OF WARRANTY. DAYSMART SOFTWARE, INC. AND ITS
SUPPLIERS DO NOT AND CANNOT WARRANT THE PERFORMANCE OR RESULTS YOU MAY OBTAIN BY
USING THE SOFTWARE. EXCEPT FOR THE FOREGOING LIMITED WARRANTY, THE LICENSOR AND ITS
SUPPLIERS MAKE NO WARRANTY OR REPRESENTATION, EXPRESS OR IMPLIED, AS TO ANY OTHER
MATTERS, INCLUDING NON-INFRINGEMENT OF THIRD PARTY RIGHTS OR MERCHANTABILITY, FITNESS
OR SATISFACTORY QUALITY FOR ANY PARTICULAR PURPOSE. THE TERMS OF THIS SECTION SURVIVE
THE TERMINATION OF THIS AGREEMENT IRRESPECTIVE OF THE CAUSE OF THE TERMINATION, BUT
DO NOT IMPLY OR CREATE ANY CONTINUED RIGHT TO USE THE SOFTWARE AFTER TERMINATION OF
THE AGREEMENT.
9. LIMITATION OF LIABILITY. UNDER NO CIRCUMSTANCES AND UNDER NO LEGAL THEORY, TORT,
CONTRACT, OR OTHERWISE SHALL DAYSMART SOFTWARE, INC. OR ITS SUPPLIERS OR RESELLERS BE
LIABLE TO YOU OR ANY OTHER PERSON FOR ANY INDIRECT, SPECIAL, INCIDENTAL, OR
CONSEQUENTIAL DAMAGES OF ANY CHARACTER INCLUDING, WITHOUT LIMITATION, DAMAGES FOR
LOSS OF GOODWILL, WORK STOPPAGE, COMPUTER FAILURE OR MALFUNCTION, OR ALL OTHER
COMMERCIAL DAMAGES OR LOSSES. IN NO EVENT WILL DAYSMART SOFTWARE, INC. BE LIABLE FOR
ANY DAMAGES IN EXCESS OF THE AMOUNT DAYSMART SOFTWARE, INC. RECEIVED FROM YOU FOR A
LICENSE TO USE THE SOFTWARE, EVEN IF DAYSMART SOFTWARE, INC. SHALL HAVE BEEN INFORMED
OF THE POSSIBILITY OF SUCH DAMAGES, OR FOR ANY CLAIM BY ANY OTHER PARTY. DAYSMART
SOFTWARE, INC. AND ALL OTHER PARTIES INVOLVED IN THE DEVELOPMENT OF THE SOFTWARE ARE
NOT RESPONSIBLE FOR ANY ERRORS, AND/OR FINANCIAL LOSSES, AND/OR PROBLEMS, AND/OR LOSS
OF CLIENTS, AND/OR LOSS OF INFORMATION AND/OR DIFFICULTIES THE USERS OF THE SOFTWARE
MAY EXPERIENCE AS A RESULT OF ITS USE. ALL CALCULATIONS THE SOFTWARE PERFORMS
(INCLUDING, BUT NOT LIMITED TO CALCULATIONS RELATING TO TICKET/SALES INFORMATION,
AND/OR TAXES, AND/OR PAYROLL, AND/OR CLIENTS, AND/OR TOTALS, AND/OR SERVICES, AND/OR
PRODUCTS, AND/OR MAILINGS, AND/OR COUPONS, AND/OR ORDERS, AND/OR PICTURES, AND/OR
GIFT CERTIFICATES, AND/OR REPORTS, AND/OR TAX FILINGS INCLUDING, BUT NOT LIMITED TO, W2
AND 1099 FILINGS) ARE FOR REFERENCE ONLY. ALL CALCULATIONS SHOULD BE PERFORMED AND
VERIFIED BY MEANS INDEPENDENT OF THE SOFTWARE. THE LICENSEE ASSUMES FULL RESPONSIBILITY
FOR THE SELECTION AND SUITABILITY OF THE SOFTWARE, FOR ITS INSTALLATION AND USE, AND FOR
THE RESULTS OBTAINED FROM THE SOFTWARE PROGRAM. IMPORTANT: THE LICENSOR IS NOT
RESPONSIBLE FOR ANY LOSS OF DATABASE FILES OF A LICENSEE. THE LICENSEE ALSO ASSUMES FULL
RESPONSIBILITY FOR MAKING BACKUP COPIES OF ALL CLIENT DATABASE FILES DEVELOPED WITH THE
AID OF THE SOFTWARE. DAYSMART SOFTWARE, INC. STRONGLY ADVISES LICENSEES TO BACK UP
THEIR DATABASE FILES PERIODICALLY AS APPROPRIATE AND NOT LESS FREQUENTLY THAN ONCE A
DAY. TO THE MAXIMUM EXTENT PERMITTED BY LAW, UNDER NO CIRCUMSTANCES SHALL DAYSMART
SOFTWARE, INC. OR ANY OF ITS OFFICERS, DIRECTORS, EMPLOYEES OR AGENTS BE RESPONSIBLE FOR
ANY DATA TRANSFERRED TO AND FROM ANY DATA PROCESSING ENTITIES PROMOTED BY DAYSMART
SOFTWARE, INC., OR ANY HARDWARE OFFERED BY OR SOLD THROUGH DAYSMART SOFTWARE, INC.,
Chapter 16: Appendix - Page 4 / 6
Chapter 16: Appendix
FOR ITS USAGE, FOR ANY LOSS OF DATA OR INCOME OR ANY SPECIAL, INCIDENTAL, CONSEQUENTIAL
OR INDIRECT DAMAGES HOWSOEVER CAUSED.
10. PRODUCT SUPPORT. Although DaySmart Software, Inc. intends to provide advisory support to
customers following purchase of the 123Pet® license and disk, the Licensor is not obligated to provide
such support and customers and/or any other users of the Software are not guaranteed such support.
Any sales and support offered by DaySmart Software will be provided in the English language. The
support policies and practices of DaySmart Software, Inc. are subject to change without notice or
obligation. The Licensee is solely responsible for applying to its activities any customer support
information provided by the Licensor and for any consequences thereof.
a. LANGUAGE AND REGIONAL SETTINGS SUPPORT. For proper functionality, the Windows
Operating System setting must be set to "English (US)" default regional setting only. Although
DaySmart Software, Inc. has tested the Software in many other settings, it is not able to provide
full support unless the Windows Operating System has been configured to the setting noted
above.
b. HARDWARE SUPPORT. Compatibility with hardware is warranted only with hardware sold by
DaySmart Software, Inc. or that meets the hardware specifications listed on the DaySmart
Software, Inc. website using the manufacturer's drivers or direct (serial) connection while
Windows is operating in the regional setting described in the "Language and Regional Settings
Support" section listed above. Current hardware and hardware support items available from
DaySmart Software, Inc. are listed on the hardware page of the DaySmart Software, website at
http://www.123PetSoftware.com . For any other hardware or hardware support items DaySmart
Software, Inc. will endeavor to provide basic setup information; however, compatibility of the
Software with that hardware is not covered by the Software Limited Warranty. In the event that
Licensor provides technical support including training or troubleshooting through its help desk or
by means of a remote access program such as ”Log Me In” or other facility, Licensor does not
warrant that such support will resolve Licensee’s problem or be error free. If Licensee allows
Licensor to remotely access Licensee’s system to provide such technical support, Licensee
agrees to release, indemnify and hold Licensor harmless from any and all liability or damage to
Licensee’s computer, system or software, including any loss of or changes to Licensee’s files or
data regardless of the cause. Licensee shall be solely responsible for the accuracy and
correctness of any changes to files or data made by Licensor at Licensee’s request.
11. AUTOMATED CREDIT CARD CHARGE AUTHORIZATION. If you have signed up to have your credit card
charged for support services, subscription service or the extended payment plan for DaySmart
software, you hereby authorize DaySmart Software, Inc., (“DaySmart”), to initiate monthly credit card
debit entries for payment and to initiate, if necessary, electronic credit entries and adjustments for
any monthly credit card entries in error to my account and the credit card listed above to electronically
debit and/or electronically credit the same to such account for subscription services you receive from
DaySmart. You agree to allow DaySmart to electronically debit your credit card for payment for
DaySmart services when due. This Authorization Agreement is to remain in effect until revoked by you
in writing and until DaySmart actually receives such notice. You agree that DaySmart shall be fully
protected in drawing any such monthly credit card debit or credit. DaySmart reserves the right to
cancel the monthly credit card payment program entirely or with respect to a particular credit card 30
days after notification. If any such monthly credit card payment does not clear, and any amounts due
DaySmart are not paid in accordance with the terms of the subscription service agreement, the
Chapter 16: Appendix - Page 5 / 6
Chapter 16: Appendix
subscription service to my account may be subject to termination.
12. GOVERNING LAW. This license agreement, including its Limited Warranty provisions, shall be
governed by the laws of the State of Michigan. All disputes arising under this agreement shall be
resolved in the applicable state or federal courts of Michigan. The parties consent to the jurisdiction of
such courts, agree to accept service of process by mail, and waive any jurisdictional or venue defenses
otherwise available.
13. EXPORT CONTROLS. You may not export or re-export the Software to any country prohibited by the
United States Export Administration Act, or by other similar restrictions or regulations.
14. INTEGRATION. This agreement constitutes the entire understanding of the parties and is intended as
the final expression of their agreement.
Last update: 09/01/15
Chapter 16: Appendix - Page 6 / 6
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