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Implementation Guide: Spa & Salon

Step 1: Create the Product Master for SPA services:

1.From main menu go to the Product Management (M > I > P)

2.Set Item Type = Services for all of the Spa Service Items. This type of products will not be shown in the Stock Statement, but will work exactly same in other modules as other products.

Sample Product Master;

Step 2: Create the Customer Master:

1.From main menu go to the Customer Master (M > O > C) and create the Customer.

Step 3: Create the Work Plan for the Spa service staffs:

1.From main menu go to the Work Plan (M > P > W)

2.Then create the Work Plan for the service staff as shown in the picture below:

Step 4: Create the Employee Master:

1.From main menu go to the Employee Master (M > P > E)

2.Set the Employee Work Plan at Work Plan field

3.Set Used in Spa Scheduling at Employee Type field

4.Press Enter then press ALT + L at Skill field to select the Skills of the Employee. Employees can be assigned with multiple Skills.

5.Press ALT + S to save.

Name	Particulars
Work Plan	Set the Work Plan created for the Employee. Spa Reservation and Scheduling for the employee will only be allowed if it falls within the time limit specified in the Work Plan selected here.
Employee Type	Set Used in Spa Scheduling here. In the Spa Reservation and Scheduling screen it will show only those service staff for whom Employee Type is set to as Used in Spa Scheduling.
Skill	Select one or more Skills from the list. The Spa Activities defined in the Service Block can be performed only by the service staff having the same Skill(s). It will assist appointment making by automatically finding capable employee(s) for the relevant service(s) chosen.

Step 5: Create Employee Schedule:

1.From main menu go to the Employee Schedule (M > P > L)

2.Press ALT + L at Employee Name field to select an employee from the list.

3.Set the Date from which you want to define the schedule for the selected employee at "From Date" field

4.Set the Date up to which you want to define the schedule for the employee at "To Date" field

5.Set other details as shown in the picture below and then press ALT + S to save.

Name	Particulars
Date	It will be picked up automatically by the system as per the date range set (From Date and To Date) in the Employee Schedule.
Day	It will be picked up automatically by the system as per the date range set (From Date and To Date) in the Employee Schedule.
Location	By default it will show the Current Location. You can change Location here.
Work Plan	Work Plan of the selected employee will be picked up here automatically. You can change Work Plan.
From Time	Time will be as per the above Work Plan. It cannot be modified.
To Time	Time will be as per the above Work Plan. It cannot be modified.
Break Minute	Break Minute will be as per the above Work Plan. It cannot be modified.
Sales Target	Enter the sales target for the day for the selected service staff.

Employee Schedule buttons:

Name

Particulars

^C Copy From

Press CTRL + C to copy Schedule data of any other Employee to the current selected Employee.

Steps:

1.In the Employee Schedule press ALT + L at "Employee Name" field to select employee from the list

2.Enter From Date and To Date data

3.Now press CTRL + C

4.Then a list of the Service Employees will appeared

5.Select an employee from the list

6.Then schedule data of the selected employee will be copied to the current for the given date range.

Step 6: Create the Service Block:

1.From main menu go to the Service Block (M > F > K)

2.Press ALT + L to select the service product from the list at "Product" field

3.Set validity days for the above product at "Service Block Validity (Days)" field. E.g. if you set 100 then the said service will be valid until the 100 days from the date of sale order and after which it will be ineffective unless you change the validity here.

Name	Particulars
Activity	Press ALT + L to select the Activity for the SPA Service Product from the list. You can set one or more activity here. If there is no Activity in the list then press CTRL + N to create the new activity. Activity is nothing but a task or set of tasks that need to be performed for a particular SPA Service Product.
Duration (Min)	Set the time required for the said Activity.
Comm On	Set the commission amount to be given to the service staff for the said Activity.
Break (Min)	Set the break time required after completion of a particular Activity.
Skill	Press ALT + L to select Skill(s) of the Service Staff which is required to perform the said Activity. If there is no skill in the list then press CTRL + N to create new Skill master. During the Spa Reservation and Scheduling, Activity can be performed only by the service staff having same Skill(s) as mentioned here.
Resources	Press ALT + L to select the resources / materials which are required to perform the said Activity. You can select one or more Resources here. If there is no Resource in the list then press CTRL + N to create the new Resource master. It allows you to keep track of resource availability and prevents clashes and / or overlaps when scheduling appointments.

Step 7: Do the following changes in the Location Master:

1.From main menu go to the Location Master (M > I > L)

2.In the Location Master, go to the Work Plan field and then choose a suitable Work Plan for the said Location.

Note:

•Spa Reservation and Scheduling screen will not open if Work Plan is set to [None]. A Work Plan must be set here.

•Business hours of the Location will be based on Work Plan as selected here.

•Once you define holiday at location then you cannot book an appointment on this holiday.

Step 8: Create Forced Question for Package Service Products:

Suppose you are offering Desi Bridal Make Up for amount Rs.5000/- and the Services required for this are as follows:

Package Service	Quantity	Amount
California Dream Look	1.00	00.00
Classic Manicure	1.00	00.00
Classic Pedicure	1.00	00.00
Full Arms Waxing	1.00	00.00
Half Legs Waxing	1.00	00.00
Face Waxing	1.00	00.00
Pure Gold Facial	1.00	00.00

In order to perform the above scenario you need to create a Forced Question:

1.From main menu got to the Forced Questions (M > F > F)

2.At Name field type the name of the Package Service Product like Desi Bridal Make Up

3.Set Enforce Answer = Yes

4.Set No of Choice same as the number of items selected below. For the seven items selected set 7.

5.Set all the service products that you want to offer under the package "Desi Bridal Make Up" along with its quantity and amount

6.Press ALT + S to save.

Note:

•If Number of Choice is same as the number of items selected as Forced Question (FQ), then during the transaction the system will not ask for FQ; rather it will populate all of the selected FQs automatically.

For Instance:

oIn the Forced Question if Enforce Answer = Yes, No of Choice =7 and FQ Service Products are also Seven then during the transaction if you select the said Package Service Item then it will not ask to select the FQ items rather it will populate all of the Seven FQs automatically.

oIn the Forced Question if Enforce Answer = No, No of Choice =7 and FQ Service Products are also Seven then during the transaction if you select the said Package Service Item then it will ask to select FQs from the list.

oIn the Forced Question if Enforce Answer = Yes, No of Choice =7 and FQ Service Products are Eight then during the transaction if you select the said Package Service Item then it will ask to select FQs from the list.

Step 9: Set the Forced Questions in the Menu Management:

1.From main menu go to the Menu Management (M > F > M)

2.In the Menu for the Spa Services, set the Forced Question(s) at Question column for the Package Service Items

3.Press ALT + S to save.

Step 10: Do the following changes in the Sale Order:

1.From main menu go to the Sale Order (S > T > O)

2.Press ALT + O to open the Sale Order Voucher Option

3.In the Sale Order Option, go to the Menu field and press the Enter key

4.Now set the Effective Date, Effective Time and Menu as shown in the picture below:

Note:

•During the Sale Order Forced Questions will work accordingly.

•Product Tax will be charged as per the Menu.

Step 11: Book the Service order(s) for Spa:

1.From main menu go to the Sale Order (S > T > O)

2.Select the Customer at Customer field

3.Press ALT + L to select the SPA Service Item at the Product field

4.Press ALT + S to save the order.

Note:

•Without taking an order you cannot proceed to the Spa Reservation and Scheduling.

•The Forced Question can neither be deleted nor its quantity changed if "SO FQ Allow Change" is set to No / Secure in the Designation Setup under the Action Control.

•Sale Order of SPA & Salon service packages can be done product child wise. In order to do so, you just need to select Package product in the Sale Order then press ALT + L at product child code field to select the desired child from the list. Here, you must note that Product Child list will not open if Item Type is set to Service in the Product Management.

•You can take sale order for more than one quantity at a discounted rate. Also, during the Spa Reservation and Scheduling, you can schedule for one or more services easily.

For instance:

Suppose you are selling a Package rate for the service item California Dream Look. If someone buys a yearly package of California Dream Look which consists of 10 quantities then he / she will be entitled to have flat 30% discount on total.

In this scenario you can book a sale order entry for the 10 quantities of California Dream Look at any discounted rate as you wish.

And during the Spa Reservation and Scheduling for the above sale order it will show 10 orders along with Remaining notification from Remaining 10 of 10 up to Remaining 1 of 10.

Step 12: SPA Reservation & Scheduling:

•From main menu go to the Reservation (Spa) (S > T > A) to see the Reservation Status Employee View or Resource View.

•In the Employee View it will show only those service staff for whom Employee Type is set to Used in Spa Scheduling in the Employee Master.

•Reservation (Spa) screen will not open if Work Plan is set to [None] in the Location Master.

•Once you define holiday at Location then you cannot book an appointment on that day.

•Details of Reservation (Spa) activities are given below:

Sample Reservation (Spa) screen in Employee View:

Spa Reservation Buttons:

Name

Particulars

-N New

Press ALT + N to see the customer wise outstanding services to prepare a service schedule. Once you create a service schedule (book an appointment) then the on screen Color Status will change as bellow:

•In the Outstanding Service List screen you need to press ALT + L at Customer field to select the Customer from the list.

•In the customer list it will show only those customers having service order(s) outstanding.

•On selecting a Customer all the related service order(s) either served or not will appear automatically as shown in the picture below.

•Services already served will be assigned with Schedule Date and Schedule Time; you cannot modify an order which is already served.

•Schedule Date and Schedule Time for the outstanding orders will be blank, you can make a schedule for these orders.

•Appointments can be rescheduled at any time to any staff using Drag-Drop and Resize functionality.

•SPA Reservation / Appointment can be scheduled 24 hour basis even on the off days or holidays, any time before or after the Employee Schedule based on "Schedule Employee beyond Work Plan Hrs" is set to Yes / Secure in the Designation Setup > Change Action Control.

Outstanding Service List columns:

Name	Particulars
Order No	Sale Order number
Order Date	Sale Order date
Service	Name of the service item
Remaining	Remaining notification for the service order(s) whether served or not. For instance: Suppose you are selling a Package rate for the service item California Dream Look. If someone buys a yearly package of California Dream Look which consists of 10 quantities then he / she will be entitled to have flat 30% discount on total. In this scenario you can book a Sale Order entry for the 10 quantities of California Dream Look at any discounted rate as you wish. And during the Spa Reservation and Scheduling for the above sale order it will show 10 orders along with Remaining notification from Remaining 10 of 10 up to Remaining 1 of 10.
Expires	Date of expiry of the service order. Beyond the expiry date the customer will be unable to avail the said service. E.g: if Service Block Validity (Days) = 100 in the Service Block (M > F > K) for a particular Spa Service Product then the said service will be valid for 100 days from the date of sale order and after which it cannot be utilized unless you change the validity.
Schedule Date	By default it will show the current system date on the Reservation screen. But if you want to book a Reservation for a future date then click the date field of the On Screen Calendar as shown in the picture below. Now the Reservation will be made as per the selected calendar date.
Schedule Time	Place the mouse pointer on the suitable time row under the desired service staff, then either click on -N New button or Right click on the mouse. Now select New Reservation from the list as shown in the picture below. The schedule time will be picked up automatically as the selected time row.

Outstanding Service List Buttons:

^R Schedule	Press CTRL + R to prepare the service schedule for the selected order row. Here you can change Employee and Resource only.
-S Save	Press ALT + S to save the service schedule.

-O Open

Press ALT + O to open a selected Reservation. You cannot open a Reservation once settled.

-D Done

Press ALT + D to end task of the selected Reservation. Subsequently the on screen Color Status will be changed as bellow:

-C Check in

Press ALT + C after scheduled arrival of the Customer for the selected Reservation. Subsequently the on screen Color Status will be changed as bellow:

-W No Show

Press ALT + W to cancel the selected Reservation by the service staff himself / herself on the event of non-arrival of the Customer for scheduled service without any prior information. Subsequently the on screen Color Status will be changed as bellow:

^C Cancel

Press CTRL + C to cancel the selected Reservation on customer's request. Subsequently the Reservation area will vacate automatically.

-I Status Info

Press ALT + I or click this button to see the current status along with colored indicators as shown in the picture below:

-P Print

Press ALT + P to print the Reservation Status for the selected Employee / Resource column.

^I Invoice

Press CTRL + I to collect payment of the selected Reservation of which status is Done. Subsequently the on screen Color Status will change as below:

Faq: How may Invoices will be printed if Customer availed more services in a visit?

Ans: Service amount having same Sale Order number will be merged in an Invoice. If Customer avails more services of more than one sale order then the invoices also will be generated accordingly as per the Sale Order numbers.

-V Change View

Press ALT + V to see the Reservation Status in Resource View. It allows you to keep track of resource availability and prevent clashes and /or overlaps when scheduling appointments.

Press ALT + V again to see the Reservation Status in Employee View.

Sample Reservation (Spa) screen in Resource View:

^O Order

Press CTRL + O to open Sale Order Voucher. If the Sale Order Voucher is opened from here then the ordered products will remain displayed on the screen even after being saved; subsequently you can schedule a selected onscreen service product using "^R Schedule" button in the Sale Order Voucher. Rest of the process of SPA Reservation is same.

Note:

•Only Booking is allowed if SPA Reservation screen opened from here, no other activity.

•If service block is not defined than it will not open the Scheduler.

^S POS

Press CTRL + S to open Sale Voucher. Here you can sale any Spa Products directly like Face Cream, Hair Oil etc.

-U Un Check in

Press ALT + U or click this button to cancel the "Check In" status. Status will be changed to "New".

^U Un Done

Press CTRL + U or click this button to cancel the "Done" status. Status will be changed to "Check In".

-E Add Emp

It is used to prepare SPA Schedule for the employee of any other location. Press ALT + E to select the employee from the list. Consequently, Schedule for the current date will automatically be generated for the selected employee having current users own Location and Work Plan in it.

-F3 Cust Sch

Press ALT + F3 to see the Customer Schedule Report.

Buttons in the Customer Schedule Report

Buttons in the Customer Schedule Report are explained in Using Reports (Register). Buttons specific to this report are discussed here:

-L Type

Press ALT + L to select type of reservation status All / Done / Pending from the list.

Reports for Reservation (Spa)

•Employee Commission Report

•Employee Report

•Employee Sales Vs Target Report

•Employee Efficiency Comparison

•Employee Vs Sales Report

Automatic SMS on the day of Spa Reservation and one day before of the scheduled arrival for Spa Services.

SMS on Spa Reservation:

1.From main menu go to the Business Alert (T > M > A)

2.In the Business Alert screen, select respective location at “Location” field

3.Set a message variable at “Spa Reservation” field

Automatic Alert 1 day before the scheduled arrival for Spa Services:

1.From main menu go to the SMS Scheduler (T > M > S)

2.In the SMS Scheduler screen, select respective location at “Location” field

3.In the Report column press ALT + L to select “Spa Reservation” from the list

4.Press ALT + L at “Data Period” to select “Yesterday” from the list

5.Set frequency at “Frequency” column, example “Daily”

6.Set Time to send the SMS at “Time” column

7.Set SMS variable at “Body” column

8.Set Is Active = Yes

9.Press ALT + S to save.

Sample Variable:

Dear <Customer-Name>, Thank you for choosing our services. The service is booked for <Memo-Date> at our <Location> outlet. Your reservation id is <Memo-No>

Sample Message as per above variable:

Dear Mr. Abhishek Bachchan, Thank you for choosing our services. The service is booked for 25-Mar-2013 at our Parksreet outlet. Your reservation id is 13/16

Note:

•Variables are explained in the Customized SMS.

•How to return the advance taken against a sale order?

•How to see ‘Order Quantity’, ‘Deliver Quantity’ and ‘Balance Quantity (to be delivered)’ and ‘Adjusted Quantity’ in a single report?

•What is the procedure to adjust pending Purchase Order and pending Sale Order?

•How do I maintain in house assets?

•Automatic SMS on the day of Spa Reservation and one day before of the scheduled arrival for Spa Services.

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RanceLab Software User Help

Implementation Guide: Spa & Salon

Employee Schedule buttons:

Spa Reservation Buttons:

Buttons in the Customer Schedule Report