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Chapter 1 - Salon Connection

1. 2008 BLUE CRYSTAL SOFTWARE CORPORATION 54 Salon Connection 1 0 Chapter 10 Client card The client card screen is a complete source for information about any and all of your clients This screen has ample space for notes about each client including special places for warnings and emergency information as well as a myriad of contact phone numbers and complete appointment sales and payment history The client s last name and first name are the only required fields on each card Each card contains a number of tab sections designed to organize your data more effectively Each of the tabs and the related information on each will be discussed in depth in this chapter Creating a new client card To add a new client e Click on File e Choose New Client from the menu OR e Click the first icon on the toolbar OR e Right click on one of the existing clients in the Client Explorer and select New client record from the popup menu The client card screen will appear The client s last name and first name are required before the card can be saved Note It is possible to open more than one client card at a time e Enter all of the available client information by pressing the tab key to move between fields Once you enter any of the phone numbers into the appropriate phone numbers boxes the Dial button for that number will become available You can use this button to automatically d
2. e Credit cards Define the credit card types you accept here including the surcharge imposed by the credit card company This will appear on the receipts to help you track from what source your income is derived e Click on the Credit Cards tab To add a credit card type e Click the New button e Type in the credit card name e Enter the discount amount charged by your bank for this credit card e Click Save when finished To modify a credit card e Select it from the credit card listing e Modify the information presented e When you are finished modifying the entry press Save To delete a credit card e Highlight the credit card by clicking on it e Press the Delete button You will be prompted for confirmation that this is truly what you want to do If you select Yes that credit card type will be removed from the list All occurrences of that credit card type will then be removed from the database 2008 BLUE CRYSTAL SOFTWARE CORPORATION 37 Salon Connection 1 0 Notices Define up to five reminder card notices and be able to select any one when printing reminders e Click on the Reminder card notices tab e Enter up to 350 characters for each of the five available reminder card notices Each notice can be selected separately when printing reminder cards e Click Save when done Zip codes As you use the program a database of Zip codes is created
3. Chapter 14 Reports There are several reports that are accessible within Salon Connection 1 0 from the appointment and stylist specific reports to income and reminder card printing Many new reports are added regularly so if you don t see a report you feel you need please contact us as we will be glad to design it just for you Below is a description of each of the current reports and their capabilities Each report gives you the ability to direct your output to either the screen or the printer General Reports Reports that don t fall into any other category will be found here Blank client info This report will allow you to print out a blank client information sheet which you can use to have your client fill out on first visit and then have the information input into Salon Connection Client Information All information about your clients that was entered into their client cards will be included on this report Employee schedule Print a schedule for all employees for the selected week ending date To print a schedule for a specific employee open that employee s record click the Schedule tab click the schedule you wish to print from the grid and click the Print button Gift Certificate Create and print a gift certificate for redemption at your shop Note The gift certificate report is not available in SCLite No shows Prints a list of client no shows for the specified period Stylist Report
4. Employees section of this manual Exiting the program When you have completed your Salon Connection 1 0 session and you want to logoff for the day e Click the X in the upper right hand corner of your screen OR e Click File and choose Exit from the main menu CAUTION It is extremely important that you exit your program AND Windows before turning off your computer If you do not exit your program and turn your computer off or if there is a power failure in the middle of your session the database can become corrupt Be sure to backup up your data regularly See System Maintenance Chapter for more information on this 2008 BLUE CRYSTAL SOFTWARE CORPORATION 17 Salon Connection 1 0 2008 BLUE CRYSTAL SOFTWARE CORPORATION 18 Salon Connection 1 0 Chapter 5 Business Information Setup To get to your business information including the name and address of your business plus your banking and chart of account list click on File Setup Business information Business information Your business information as entered when you first installed the program can be modified under this menu item If enabled you will need the administrative password to enter into this function On the first tab is your business information country of usage and tax rates Note Once installed the business name cannot be modified If you need to change your business name in the software you must conta
5. Enter the quantity select the item from the list from your 2008 BLUE CRYSTAL SOFTWARE CORPORATION 70 Salon Connection 1 0 inventory the description will automatically populate and the price will also automatically populate You can adjust any of these items at any time Any items entered on this tab will appear on the invoice at check out If any of these inventory items are commissionable as defined by the Commissionable checkbox on the setup screen for Inventory select the employee who will receive the commission from the drop down located in the last column Commissionable items entered here will get listed on the commission report once the invoice is created and these items are pulled onto it To delete an entry from the list click on the entry and press the Delete button You will be prompted that this is what you want to do Click Yes and the item will be permanently deleted from the list Please note If the invoice has already been created and this item was added to it this item will remain on the invoice Please note If you need to add or delete any items from any of these tabs you can do so by modifying the booking entry entry modification is covered in the next section The modification will also get picked up on the invoice at check out Modifying an entry To modify an entry e Double click on your entry e Press the Modify button The Modify Booking box will show up w
6. File Setup System options The options on this screen define the look and functionality of your system Global Options The settings on this first tab affect all of the computers if you are running the program on a network and apply to the entire system Use startup password and security settings If you are the only employee or do not have a need to protect your data uncheck this box and the system will not prompt you for a password when you first start it The password however will still be required when you enter the administrative areas of the program such as employee and system preference functions If you require a startup password the logging in user will have security permissions assigned to them permitting them to do just what you assigned to them on the Access Rights tab of their employee card covered later in this manual Require initials on bookings This option when selected will require the employee making an entry on any of the schedules to enter in his her initials at the time the appointment is made This feature allows you to track employees that may be overbooking resources on any given day so that the problem may be addressed and corrected You can select this option by clicking on the box A checkmark will appear in the box 2008 BLUE CRYSTAL SOFTWARE CORPORATION 23 Salon Connection 1 0 Do member expiry check If your particular business requires memberships for your clients
7. ADMIN is required by the system and cannot be deleted The ID and password can be modified though It is very important that you remember your ID and password as Blue Crystal Software Corporation will have no way of knowing what you typed in and will be unable to assist you in obtaining access once you change the default ID and password To add an employee e Click the New button Enter the employee information in the fields to the right of the grid on the General tab The employee ID password last name and first name are all required before you can save this record All other information is optional but will be helpful as it will print out on the employee list report Barcode field If you wish to use Salon Connection s bar code reader time clock function enter the barcode from the card you will give your employee without any spaces or dashes Once a barcode is entered in this field if the time clock module is enabled on your system when your employee swipes their card the time will be recorded on their record just like they were clicking the time clock icon on the toolbar 2008 BLUE CRYSTAL SOFTWARE CORPORATION 41 Salon Connection 1 0 If your employee is a stylist manicurist or esthetician check the appropriate box All employees that have one or all of these boxes checked will appear in the appropriate drop downs on the various schedule and booking screens If there are two employees with the same firs
8. Calendar OR e Click on the Calendar icon from the toolbar When selected the program displays the Salon Connection 1 0 Calendar The current month s calendar pops up with the current day selected with the listing of appointments for the day displayed In the upper right hand corner of each day s box a number appears indicating the number of scheduled appointments for the day selected Clicking once on each day will display the list of appointments for the day If you right click an appointment you will see a context menu which will allow you the same functionality provided by the regular schedule screen see the regular appropriate schedule section of this manual for more information regarding the drop down menus To open a day s schedule double click the area between the day number and the number of appointments for that day Double clicking one of the names in your list will open that specific appointment Refresh button Occasionally you may need to reload the calendar to reflect the totals for the most recent entries into your schedules Click the Refresh button This button will refresh the totals displayed on the chosen calendar tab Marking special dates The Salon Connection 1 0 Calendar features a system that enables you to mark off blocks of dates for special events vacations holidays or anything you can come up with The major U S holidays are currently highlighted in red When adding
9. Link set to Employee gt Resource will show up on the Employee gt Resource Map tab When completed click the Save button To add a new resource type click New again When you ve finished entering your resource types click the Next button Resources A resource is the actual apparatus used to perform your service such as tanning room 1 or manicure station3 The resources will be tracked by Salon Connection for scheduling and to prevent overbooking To add a resource click the New button and enter a resource When completed click the Save button To add a new resource click New again When you ve finished entering your resources click the Next button Employee Resource Map Salon Connection now needs to know what employees will be assigned to what resources This in turn will simplify scheduling duties This will also allow Salon Connection to track what employees are available for scheduling resources Note If you do not see any resources listed on this screen you did not set the link to Employee gt Resource on the Resource Types tab Please return to the Resource Types tab and edit at least one of your resource types to have the Employee gt Resource link To add a resource employee mapping click the previously entered resources on the left side of the screen and place a checkmark in the box next to each employee s name on the right that wil
10. check this option It will alert you to when a client s membership has expired the next time you access their record Use confirmation numbers when confirming Right clicking an appointment on the schedule screen allows you to confirm an appointment with a client Right clicking displays the client s phone number for ease of reference when calling to confirm If you wish you can enable this feature to generate a confirmation number to give to the client when the confirmation is made This number will be displayed on the booking screen and on the right click context menu on the schedule screens Adjust in out time on client check in out If it is important for your billing to know exactly when a client was checked in or checked out checking this option will timestamp the booking with your system time on each check in check out Perform No Show check This function upon starting the system for the first time each day will mark clients not checked in on the previous day s schedule as no shows and put a note on their client card Each client must be checked in and checked out for this function to work properly If you don t check each client in and out using the system uncheck this box and you won t be prompted to perform the no show check when you start the system for the first time each day Note If you choose to start using the no show check option you must set the no show date otherwise all of your previo
11. view the credit card information click the Show Credit Card Info button You will be prompted for your login ID if this feature is enabled To change this information simply type it in and click Ok Saving the data When you are finished entering this client s information and want to save it e Click on File e Choose Save from the menu OR e Press the Save icon the single floppy disk on the toolbar OR e Click on the X in the upper right hand corner If you click the X you will be prompted to save the information and the card will disappear OR e Click OK Modifying a client A client s information can be modified quite easily through one of several methods e Click the Locate client icon on the toolbar OR 2008 BLUE CRYSTAL SOFTWARE CORPORATION 60 Salon Connection 1 0 e Click File e Choose Open Client OR e Double click the client s name in the Client Explorer or right click your mouse on that client and select Open client from the popup menu If you are using the Search screen enter either part or all of the client s first or last name and click the Search button Once the locator appears select that client by double clicking it from the list Once you double click the client from the locator any warnings and outstanding balance messages will be displayed on your screen before the client card appears Make an
12. you can specify a week ending day for your schedules If your workweek ends on a Wednesday you can specify Wednesday in the system options and the system will automatically keep track of this for you To add a schedule select an employee Click the Add button The selected employee s name will be located in the panel at the top of the screen Select the week ending date and enter the in times and out times for each of the days Breaks and lunches will be tracked by the actual time clock punches on those days To change an employee s schedule select the week ending date from the list by clicking on it Select the employee and then click the Modify button The employee s name whose schedule you are modifying will appear in the panel at the top of the screen Make your adjustments to the date and times and click the Ok button to save the changes To calculate the total amount of time that you are scheduling for occasionally click the Calc Time button This will let you know at a glance how much time you have scheduled the employee for To delete a schedule select the week by clicking on it in the list Click the Delete button You will be prompted that this is what you want to do Click Yes to permanently delete that employee s schedule from the system The total time scheduled for the selected period will be calculated in the lower right hand corner of the screen Copying a schedule to another pe
13. Appointment schedule functions The Dayview Appointment Schedule The Dayview Appointment Schedule shows all appointments for a specific day organized by time and employee To open the dayview appointment schedule e Click on the dayview schedule icon on the toolbar OR e Click on Schedule e Click on Dayview schedule Once the schedule appears the day will appear in the title bar of that window The name of the employee appears at the top of each column with their appointment listed under them next to the start time The type of appointment is color coded according to the legend at the top of the screen Note If you don t see a particular employee listed or if there aren t any names available in the list except for Master list your employees need to be defined and resoureces assigned To define your employee click on File Setup Employees Enter your administrative login if required See the chapter entitled Employees for information about adding employees and defining their resources Sort order The dayview appointment schedule can be sorted either by employee or by resource The sort order selection also determines the order in which the daily report is printed If you choose to see the schedule by resource click on the option button next to By resources This will display the defined resources across the top of the columns where the employee names were Column sort Salon
14. Chapter 9 Inventory Note The Inventory feature including vendors and categories is only available in the standard version If you purchased the Lite version the inventory section of the program will be unavailable to you Contact Blue Crystal Software Corporation sales for more information on obtaining the inventory portion of the program The inventory section of Salon Connection 1 0 is a complete point of sale system The inventory section of the program works in conjunction with the invoice in addition to providing several features that will allow it to act as a point of sale system To work with the inventory portion of the program click File Setup Inventory Note You must have inventory access rights to gain access to the inventory section of the program If you are unable to click Inventory then your user ID does not have the permissions necessary to access the inventory section of the program Please contact your system administrator about getting inventory permissions Provided you have the permissions necessary to enter this section the inventory setup screen will appear This screen contains three options Inventory Vendors and Categories Across the top of this screen is an Activities menu that will allow you to access the point of sale features of the inventory This will be covered later in this chapter Categories This section allows you to define categories for your products For example if you carry a multit
15. Click Accounting Gift Certificates Your administrative login will be required to enter the gift certificates portion of the program if enabled Select the gift certificate you wish to print by clicking on it once and clicking the Print button Redeeming a gift certificate When a client wishes to pay their bill using the gift certificate you must first create and save the invoice Note DO NOT take a receipt against this invoice on the original invoice screen Gift certificates cannot be redeemed from the initial invoice screen To take the gift certificate as payment click Accounting Invoices Find the invoice in the list and double click it or click on it once and click the Modify button The Add receipt screen will appear Click the Redeem Gift Certificate button OR Click Accounting Receipts Click the Add button Select the client from the list and click the Redeem Gift Certificate button The gift certificate window will appear Double click the gift certificate you wish to redeem You will be prompted that this is what you want to do Click Yes The gift certificate will now appear as a line item in the grid Place a checkmark in Pay column next to initial invoice and next to the gift certificate Click Ok 2008 BLUE CRYSTAL SOFTWARE CORPORATION 77 Salon Connection 1 0 2008 BLUE CRYSTAL SOFTWARE CORPORATION 78 Salon Connection 1 0
16. New button Type in the credit card name Enter the discount amount charged by your bank for this credit card Click Save when finished To modify a credit card Select it from the credit card listing Modify the information presented When you are finished modifying the entry press Save To delete a credit card Highlight the credit card by clicking on it Press the Delete button You will be prompted for confirmation that this is truly what you want to do If you select Yes that credit card type will be removed from the list All occurrences of that credit card type will then be removed from the database e Notices Define up to five reminder card notices and be able to select any one when printing reminders To enter notices Click on the Notices tab Enter up to 350 characters for each of the five available reminder card notices Each notice can be selected separately when printing reminder cards Click Save when done e Zip codes As you use the program a database of Zip codes is created and then referenced Once you enter a Zip code it can then populate the associated city and state automatically To add a Zip code 2008 BLUE CRYSTAL SOFTWARE CORPORATION 32 Salon Connection 1 0 Click the Add button Type in the Zip code Enter the City and State for the Zip code Click Save when finished To modify a Zip code Select it from the Zip code lis
17. OK The Duration box signifies in minutes how long this appointment will take This is useful for the way the appointments display in the Week View calendar It s that simple All of the appointments will fall on the same day of the week at the same time If there s a holiday or vacation scheduled on the day that the appointment falls on the appointment will automatically be moved to the following week However if a recurring appointment is made and an employee chooses to go on vacation at a later date they will receive visual notification advising them that an appointment is made for the date they have chosen to take vacation If any dates and times are already booked by another client the recurring appointment will still be booked However you will receive a visual notification of the conflict with the date s in question displayed You will then be asked if you want to print a list of the scheduled dates This list can be presented to the client or used internally to adjust any of the dates with scheduling conflicts NOTE Any future appointments previously made for this client will be erased when scheduling recurring appointments e Inventory tab Occasionally a client may purchase some of your inventory items while visiting such as shampoo or nail polish Enter those items in the list here for inclusion on the invoice The drop down list is derived from the inventory list under File Setup Inventory
18. SOFTWARE CORPORATION 61 Salon Connection 1 0 Once you add your first client you can right click on that client for an additional easy to access popup menu please see Adding your first client in a later chapter Once you have several clients listed in the Client Explorer you can sort the view two different ways Last name this is the default setting and phone number if you prefer to locate a client by phone number To be able to locate an entry by typing a few characters click on one of the names and start typing The list will scroll through the client names as you type As the names get entered into the system they will appear in the Client Explorer Clients may have an icon next to their name if one has been chosen through their client card The icons are descriptive pictures set on the client card that are used to illustrate the type of client prior to opening their card Client names listed in red have a warning typed in the warning box on their client card See the client card section later in this chapter for more information about the icons and client warnings features To scroll down the names using your mouse click and hold on the slider down the right hand edge of the client explorer A yellow tooltip will appear letting you know where you stand in terms of scrolling through the names Note the slider and tooltip will only be there if the list fills beyond the visible area of the client explorer Yo
19. and then referenced Once you enter a Zip code it can then populate the associated city and state automatically e Click on the Zip codes tab To add a Zip code e Click the Add button e Type in the Zip code Enter the City and State for the Zip code Click Save when finished To modify a Zip code e Select it from the Zip code listing e Modify the information that is presented e When you are finished modifying the entry press Save To delete a Zip code e Highlight the Zip code by clicking on it e Press the Delete button You will be prompted for confirmation that this is truly what you want to do If you select Yes that Zip code will be removed from the list All occurrences of that Zip code will then remain in the database Tanning packages If you offer tanning packages in minutes you will define them here in terms of how you charge For example you may charge for a 60 minute package and the system will track how many minutes are used for each e Click on the Tanning packages tab To add a tanning package e Click the Add button 2008 BLUE CRYSTAL SOFTWARE CORPORATION 38 Salon Connection 1 0 e Type in the code of the tanning package for use on the invoice e Type in the descriptive name of this package e Enter the package cost e Enter the number of minutes for this particular package e Click Save when finished To modify a tanning package
20. assistance in the configuration of your network If there are no dots in the computer name then that is the name you should write down Click Cancel to close the properties window The next step is to share the drive or folder on the server where the database will reside Do this by double clicking the My Computer icon Right click the C drive and select Sharing Note If you don t have a menu item named Sharing then your network isn t configured properly Consult with your network installer to get your network functioning properly Click the Sharing option Type in a name for this drive next to Shared as we recommend accepting the default Important Write down this share name as you will need it for all of the other computers that will be sharing the database Under Access type click Full Click Apply then Ok Workstation setup From each workstation assuming Salon Connection 1 0 has already been installed right click Network Neighborhood in Windows 95 98 ME My Network Places in Windows 2008 BLUE CRYSTAL SOFTWARE CORPORATION 89 Salon Connection 1 0 2000 XP Select Map network drive In the top box next to drive select K or any available drive In the lower box next to path type servername sharename where servername is the name of the main machine decided upon in the first step and sharename is the name of the share given the drive in the second step Now we must tell the program on e
21. at once click the Select all button Click Deselect all to uncheck all of the boxes If at any time any button or menu item is grayed out for any employee while using the software be sure to check this screen to make sure that the appropriate permissions have been enabled The General section List Setup Uncheck this box if you don t want your employees to have permissions getting into the lists setup feature File Setup Lists Vendor Setup If this box is unchecked the employee will be unable to access the vendors section of the Inventory setup screen Category Setup If this box is checked the employee will be unable to access the categories section of the Inventory setup screen Credit card info This box determines whether an employee has the appropriate permissions to view the client credit card information if it is located on their client card 2008 BLUE CRYSTAL SOFTWARE CORPORATION 42 Salon Connection 1 0 Module permissions Restricts access to adding modifying and deleting any scheduling related activities For example if you wanted an employee to only be able to add a booking place a checkmark in the A for add box of the appointments section and leave the M for modify and D for delete boxes empty This employee will now only be able to add appointments Inventory Permits only authorized users to access the inventory maintenance screen File Setup Inventory or
22. client record and your Salon Connection must be configured properly for the email functions Please see the Email Utility chapter later in this manual for more information on configuring the email functions Use this procedure to email an invoice from the client s card e Open the customer card e Select the Invoices tab e Select the invoice to be emailed e Click Email e You will be prompted to email the selected invoice to the client Selecting yes will email that invoice to the email address on this client s card Use this procedure to email an invoice from the main invoice listing screen Open the invoice listing screen by clicking Accounting Invoices Select the invoice to be emailed Click Email this invoice You will be prompted to email the selected invoice to the client Selecting yes will email that invoice to the email address on this client s card Use this procedure to email an invoice right from the invoice screen e Create the invoice as described earlier in this chapter e Ifyou have selected a client an Email this invoice button will be visible A Cash Sale invoice as selected at the top of the invoice screen will not display the Email this email button e With the completed invoice displayed on the screen click the Email this invoice button e You will be prompted to email the selected invoice to the client Selecting yes will email that invoice to the email address on this client s card Gift certifi
23. declines the transaction Note You MUST have a modem in your computer or to use internet processing a high speed connection such as cable or DSL The modem will dial into the processing center directly while Internet processing is a direct secure connection Configuring your software After the processing company approves you Blue Crystal Software Corporation will receive notification of your approval complete with your merchant information We will then create a patch which we will email you and that will inject your merchant information into your software This will also enable the Credit Card tab on the Business Information screen No further configuration is required once this patch is run Note Should you decide to switch from dialup processing to internet processing the processing company can make this adjustment for you to your account and we can assist you with configuring Salon Connection to use your high speed internet connection for processing Important A high speed Internet connection is mandatory for processing over the internet Batching out Upon completion of your working day simply batch out by clicking Accounting Credit Card This will display the credit card management screen Simply click the Submit Batch button Upon completion of the batch submission a batch receipt will be printed If any of the data is in question see the next topic Adjusting the batch crediting a cardholder Occasionally y
24. e Select it from the tanning package listing e Modify the information that is presented e When you are finished modifying the entry press Save To delete a tanning package e Highlight the package by clicking on it e Press the Delete button You will be prompted for confirmation that this is truly what you want to do If you select Yes that tanning package will be removed from the list To apply a tanning package to a client see the client card chapter of this manual 2008 BLUE CRYSTAL SOFTWARE CORPORATION 39 Salon Connection 1 0 2008 BLUE CRYSTAL SOFTWARE CORPORATION 40 Salon Connection 1 0 Chapter 8 Employees Note The Employees feature including timekeeping and commission are only available in the standard version If you purchased the Lite version the employees section of the program will be unavailable to you Contact Blue Crystal Software Corporation sales for more information on the employees portion of the program To add modify and delete employees and assign system access rights click on File Setup Employees Enter your administrative ID and password if this feature is enabled OR e Select File from the main menu e Choose Setup e Click on Employees e Enter your administrative ID and password if this feature in enabled Enter your password Click on OK The employees dialog screen will appear The first default ID
25. emails it needs to be configured to use your Internet Service Provider s email server Make sure you have your email address entered into the Email box on the main screen under the Business Info tab Click the Email tab The information to configure this feature of Salon Connection is provided by your Internet Service Provider ISP If you do not have this information readily available please contact them for it Our support team will be unable to provide any assistance with the setup of this feature without that information Outgoing server The name of the outgoing server your ISP provided E g mail yourisp com Authentication If your ISP requires authentication set this option to Login otherwise set it to None Username Password Your ISP s server login and password are required here if Authentication is set to Login Once this information has been correctly entered click the Test button If you have configured this feature properly you will receive an email at the address you specified on the Business Info tab Email appointment confirmations To send an email confirmation of a newly created appointment after the system is configured properly and the test email sends successfully on the same Email tab put a check in box that says Send email confirmations This will enable email confirmations for all new appointments provided the client that the reservation was created for has an email address listed on their client card If
26. for itself You will need Internet access for this function If you do not have Internet access then you can proceed no further QuickBooks needs to be updated to very latest release or our module will not function Please contact QuickBooks about getting this latest release Step 2 Configure QuickBooks You should already have a company file setup for your company in QuickBooks From within QuickBooks with your company file open click on Edit Preferences On the left hand side of the screen click on Purchases and Vendors Click on the Company Preferences tab and put a checkmark in the entry marked Inventory and purchase orders are active Click OK to close this screen Step 3 Install Salon Connection 1 0 If QuickBooks is all updated then install Salon Connection 1 0 if not already installed To do so place the Salon Connection CD in your CD ROM drive and follow the onscreen prompting to install it If your computer prompts you to reboot when completed allow it to do so For detailed instructions on the installation of Salon Connection see the complete installation instructions at the beginning of this manual 2008 BLUE CRYSTAL SOFTWARE CORPORATION 91 Salon Connection 1 0 Step 4 Install Microsoft XML 4 The Microsoft XML 4 package is what provides the main communications platform between Salon Connection and QuickBooks To install MSXML4 double click My Computer Right click on your CD ROM drive it wi
27. product will be displayed if the item is marked as a Product An item must be marked Product or 2008 BLUE CRYSTAL SOFTWARE CORPORATION 50 Salon Connection 1 0 Service as this is used for printing inventory reports Only items marked as Product will appear on the report To add an inventory item e Click the New button e Enter the item code If you are using a bar code scanning gun available from Blue Crystal Software Corporation place the cursor in this box and scan the bar code The numerical code will appear in the box e Select the vendor for the item if it is a product the vendor must first be set up in the vendor section of the program e Ifthe item is taxable click the Tax 1 box to place a checkmark in it The taxable items will show up as taxable on the invoice Some countries and municipalities require that a second tax is charged If that is the case where you do business check the Tax 2 box Any items with the Tax 2 box checked will have the T2 box on the invoice checked when the invoice is created e Enter the quantity that you have on hand As items are depleted from your inventory through the invoice this number will reflect the amount of items you have left e Enter a low warning That is enter a number for the system to let you know when you are close to running out of this item e Enter its cost to you e Enter your markup ex 35 for 35 or 25 5 for 25 When you exit
28. purposes First it will tell you what state your system is in whether it is ready for you to do something or if it is waiting for some information from you Another function of the system status panel is to display how many clients active and inactive you currently have in your database To find out how many active clients there are double click this panel After a few seconds the display will turn back to say Ready The final function of this panel is to display CallerID information as explained in the next section CallerID function If a call comes in from a phone number that isn t present in your database the status panel will display that CallerID information If your system has a modem that is CallerID enabled most voice modems are CallerID ready any callers that don t have a corresponding record in the database will appear in this panel Additionally callers that do have a record in the database as matched by the phone number from the CallerID signal will appear automatically when the CallerID signal is detected by the modem Note The CallerID function will automatically detect the CallerID signal from your phone company provided your modem is CallerID capable The easiest way to find out if your modem is CallerID capable is to plug the phone line with CallerID enabled on it into the modem and call that number with either a cell phone or another phone line After the first ring the Ready indicator will change to eit
29. schedule screens e Right click on the client that you want to create the invoice for and select Check out e Or select Accounting from the main menu and click Check out e Once you are checked out successfully you will be prompted to create an invoice Select Yes and the invoice will appear 2 Use the Toolbar Click on the Money bag icon on the toolbar e Click the entry from the schedule and click the check out icon on the toolbar An invoice screen will appear with this client s appointment information If for some reason a blank invoice appears then e Select the date from the date dropdown the current date is displayed e Select the client by pressing the client pop up list box please select client to begin gt gt gt 3 From the Client s Card e Open up the Client s Card by clicking on their name in the locator e Click on the money bag icon on the toolbar The invoice will appear with the day s appointment services and inventory purchases displayed if any The client s name will automatically be loaded into the invoice No modifications to the name may be made at this time Once the client is selected or cash sale is selected if you don t require the billing to go to any specific client any appointment information for that client that matches the selected invoice date will appear in the grid at the bottom of the screen with the appropriate calculated amounts The inf
30. that you allow to set the system options specifically for each local machine Use Color Scheme The Salon Connection 1 0 is set to display a blue textured panel by default in the menu bar and backgrounds on some screens If your menu bar appears gray and this option is checked your system is not set to view over 256 colors To receive the benefit of the blue textured look your system s video must be set at high color If you do not wish to see the color scheme uncheck this box and your system will use the familiar gray screens Salon Connection 1 0 comes with several different background patterns To change your background pattern simply select one from the scheme dropdown A preview will then be shown To use the selected scheme make sure there is a check mark in the Use Color Scheme box and click Ok The menu bar and several screens will now display the selected pattern Use schedule color codes Color codes are used to differentiate between clients checked in checked out and completed services The color legend can be found just below the set of command buttons on the schedule screens If you find the color codes in the schedules distracting uncheck this box to display the listings in black and white Show client warning messages If a client has a warning typed in the warning field on their card visual notification will be given when that client s record is opened The Last Name label will remain in red
31. the email to all the chosen recipients The status count will be listed in the upper right corner of the email utility screen If any errors occur during the send those errors will get listed in the status box at the bottom of the utility When the messages have finished sending you will be notified and you can close the email utility by clicking the Close button 2008 BLUE CRYSTAL SOFTWARE CORPORATION 98 Salon Connection 1 0 This concludes the Salon Connection 1 0 User s Guide Thank you for your interest in our product If you have any comments questions or suggestions please feel free to contact us at any of the options listed toward the front of this manual This guide is complete as it pertains to Salon Connection 1 0 service release 1 08 and its functions at the time of printing 2008 BLUE CRYSTAL SOFTWARE CORPORATION 99
32. the services 2008 BLUE CRYSTAL SOFTWARE CORPORATION 25 Salon Connection 1 0 Spa options Select a resource from the list on the left by clicking on it once Then place a checkmark next to each employee s name on the right that will be able to use that resource Repeat the procedure for each of the resources in the list Manicure options Select a resource from the list on the left by clicking on it once Then place a checkmark next to each employee s name on the right that will be able to use that resource Repeat the procedure for each of the resources in the list Pedicure options Select a resource from the list on the left by clicking on it once Then place a checkmark next to each employee s name on the right that will be able to use that resource Repeat the procedure for each of the resources in the list Hair Style options Select a resource from the list on the left by clicking on it once Then place a checkmark next to each employee s name on the right that will be able to use that resource Repeat the procedure for each of the resources in the list Invoice Tab Tax Registration Number Show tax registration number Don t show tax registration number Some international municipalities require that the business tax registration number appear on the sales invoice If your municipality requires your tax number to appear enter the tax number here and select the Show tax number on invoice option butto
33. the client locator Enter the Deposit Ticket ID This is set to today s date by default Select the client s payment type For the Reference number field enter the client s credit card authorization number if paid by credit card Cash if paid by cash or check number if paid by check Enter the amount paid and click Ok to save this prepayment When this client checks out the prepayment will automatically appear on the invoice To Reprint an Invoice e Open the client s card e Click on the Revenue tab of the client s card e Click on the invoice you wish to reprint e Click on Print OR e Click Accounting Invoices e Locate the invoice you are looking for e Select it on the screen and click the Print button or e Double click it on the screen and click the Print button Note An overpayment registers a change due notice at the bottom of the invoice with an option to apply the change as a credit to the clients account This is accomplished by checking the box marked credit applied next to the change due total 2008 BLUE CRYSTAL SOFTWARE CORPORATION 75 Salon Connection 1 0 If the cash drawer is selected as an option in preferences use the Open Drawer button on the invoice to open the cash register drawer To email an invoice There are three different places that you can use to email an invoice to a client The client must have a valid email address in their
34. this procedure You have now entered all of the required information and a Finish button is now available Click the Finish button to enter Salon Connection Congratulations You ve now completed the setup guide and Salon Connection is up and running Other startup information By default the login screen is shut off If for some reason you have enabled the Require startup password option under system options the login screen will be the first screen you see on subsequent startup attempts of your software The ID for the initial login to the system is Admin The default password is sc1000 You will need to use this ID and password for all administrative functions The ID and password can be changed in a few locations and the login ID and password can be disabled through the preferences settings discussed later in this chapter All programs ship as demo versions allowing thirty day access to all of the features When you decide that you wish to purchase the software call Blue Crystal Software Corporation sales for a registration code by calling 888 486 4343 The registration code must be entered by opening Salon Connection and clicking Help Register Salon Connection 1 0 to allow full access the thirty day restriction is then removed If you paid the full purchase price for the program and have received your registration code please enter it into this screen PLEASE NOTE Once you have received a registration code fr
35. to add modify and delete inventory items from the inventory maintenance screen Reports You may choose whether your employees can see all of the available reports or only some of them You will only see the modules that you purchased in this section Invoices Permissions assigned here restrict the users to what they can do with invoices If you wish your employees to be able to add modify and or delete invoices check the appropriate box Sometimes it is necessary for an employee with only Add permissions to be able to see previously created invoices Check this box if this requirement applies to your business If this box is unchecked when Add invoices is selected the user will not be able to see any previously created invoices either under Accounting Invoices or on the client s card This option is unavailable when modify and or delete permissions are assigned to an employee Receipts Permissions assigned here restrict the users to what they can do with receipts If you wish your employees to be able to add modify and or delete receipts check the appropriate box Sometimes it is necessary for an employee with only Add permissions to be able to see previously created receipts Check this box if this requirement applies to your business If this box is unchecked when Add receipts is selected the user will not be able to see any previously created invoices either under Accounting Receipts or on the client s
36. to alert you to the fact that a warning was put on the client s card at one point in time To disable the notification uncheck this box Use receipt printer If you have installed receipt printer place a checkmark in this box Then from the drop down select the Star receipt printer that you had previously installed on your system If you did not install a 3 receipt printer leave this box unchecked Please note If you do not see your printer listed in this drop down then the drivers have not been loaded properly Please install the drivers and select them from this drop down Sort dates On each of the screens that display lists of dates such as the invoices or receipts screen this option will allow you to sort those dates either ascending or descending If you prefer the list to be sorted from last to first select Descending If you prefer to have the list sorted from first to last select Ascending Modem Port setting This setting tells the program which port your modem is on for use with the automatic dialer feature of the program If you aren t sure which port your 2008 BLUE CRYSTAL SOFTWARE CORPORATION 27 Salon Connection 1 0 modem is connected to see your computer s documentation Note This setting has no bearing on the CallerID feature of the program explained later in this manual Cash drawer connection type Cash drawers are designed with three different types of connections Serial po
37. you prefer to include a custom message for the body of the confirmation email enter the text in the box provided up to 250 characters Email confirmations are for new appointments only and will NOT be sent for modified reservations 2008 BLUE CRYSTAL SOFTWARE CORPORATION 21 Salon Connection 1 0 2008 BLUE CRYSTAL SOFTWARE CORPORATION 22 Salon Connection 1 0 Chapter 6 Setting System Options The Salon Connection 1 0 working environment can be modified in a number of ways to reflect your personal work preferences and the way your business operates We have designed the system to accommodate many different styles of charging clients and realize that there are many more If the way you charge your clients is not present in the system please ask as we may be able to provide that billing style in a future release of the software e From the main menu select File e Choose Setup System options Please note All changes to all of the items on all of the tabs will be reflected in all computers that are running Salon Connection 1 0 on your network except the Local settings tab All changes to the Local settings tab will be reflected on your local machine only Your administrative ID and password will be required to enter this section Setup Categories This section will describe each option to get you started A System options To set the global and local system options of your program click
38. your desktop This will set the Salon Connection 1 0 icon right on your main screen When the installation completes updating your system you may or may not be prompted to restart your computer If it does prompt you select Ok to restart your machine The installation is now complete Network Installations Salon Connection 1 0 is automatically network ready at no additional charge Please refer to the Networking chapter Chapter 16 later in this user manual Where Do I Go from Here Once the software has been installed onto your system and your networking has been set up properly you are ready to begin using the program The rest of this manual will guide you through each of the sections of the software including setup entering data and printing reports The manual is broken down in sections with each section presented in order of importance On the Salon Connection web site and on the CD there is a QuickStart tutorial document that will get you started entering data quickly and easily If you need more information refer to this manual One final setup note To best enjoy the program and all that it has to offer we recommend using a video setting that is at least 800x600 resolution and be able to display 16 bit color or higher This will enable you to view more data on the screen in a much more comfortable manner To find out what resolution and color mode your video card is currently set to click Start Settings Control Pane
39. 0 locally and on a rare occasion two percent of the databases are damaged beyond repair Please backup regularly Removing old data A few times a year depending on the volume of business you do you may wish to occasionally delete appointments that have passed Doing so could free up many megabytes worth of space on your hard drive in addition to adding a little speed to the appointment addition and modification process To delete old data e Click on File from the main menu e Choose Utilities e Choose Delete old data You will be prompted to enter the date up to which you wish to delete For example if it s currently September 1 2008 you may wish to enter 08 31 2008 as the deletion date Once you press OK all appointments up to and including August 31 2008 will be deleted WARNING This process CANNOT be reversed once you press the final OK you will be prompted twice for confirmation Your old appointments will then be removed from the schedules Income data will remain unaffected The database will then be compacted Printing Salon Connection 1 0 allows you the option of printing all unprinted invoices To take advantage of this option click File Print Print invoices All unprinted invoices will print Print destination Every time you attempt to print something you will be prompted to send the report to the screen or to the printer The default setting is your p
40. Connection 1 0 contains a feature by which you can swap the order of the columns If you want to swap the order of the columns on the schedule simply click the gray header at the top of any column to reveal a drop down Select the name of the column from the drop down that you want to swap the current column with and the selected column will move into that position with the replaced column moving to where the new column once was 2008 BLUE CRYSTAL SOFTWARE CORPORATION 67 Salon Connection 1 0 Scan box Note The scan box will only be visible if you have checked the Barcode scanner is connected to this computer option in System Options on the Local settings tab By using bar coded key tags as each client comes through the door or prepares to depart you can scan their key tag The key tags are exactly like those available from your local grocery store and can be acquired by contacting Blue Crystal Software Corporation Once the key tag barcode has been scanned into the client s card clicking your mouse in the Scan box and then scanning the client s key tag when they come through the door will automatically trigger the check in procedure or the check out procedure if check in has already been performed See the Client card section of this manual for more information regarding entering the barcodes for each of your clients Moving to other days To move from one day to the next e Press the Previous Day to see pa
41. Salon Connection 1 0 Chapter 1 Introduction Salon Connection 1 0 is quite simply the easiest most time saving and economical way to keep track of your clients your shop and all of your busy schedules This comprehensive software system features a unique Client Explorer which lists your clients in the familiar Windows Explorer style format but with the added features of color coding and emoticons Client records are store by last name or phone number which makes locating them a snap and double clicking each opens their individual cards Right clicking the mouse on each in the Client Explorer offers a complete menu of options Additionally right clicking the mouse on the entries in the various schedules offers additional menu options And getting the clients to the schedules is even easier by opening the schedule and dragging them from the Client Explorer to the schedule to begin the booking process How to use this manual This manual explains the operations and features of Salon Connection 1 0 It has been separated into a number of sections which allows you to use it as a reference guide as well as an initial tutorial on using the program To get started using this software you should finish reading this chapter and then follow the instructions in Chapter 2 which explains how to install Salon Connection 1 0 on your system After installing the software onto your system you can either explore the program on your ow
42. Typically the system will compress your file to approximately 1 10 its regular size The backup restore utility contains a feature that will allow you to backup your database directly to an email message and send it to the Salon Connection Support Team This will be covered shortly in this chapter Do not utilize this feature if not instructed to do so by the Salon Connection Support Team Before you begin to use the utility there is a basic backup rule of thumb you may wish to consider For this illustration we will assume that you will be backing up to your floppy disk drive and that the backup file will fit on one disk To create the ultimate in data safety you should use ten different floppy diskettes Label one for each day of the week Monday through Friday and label the last five Saturday 1 Saturday 2 Saturday 3 Saturday 4 and Saturday 5 one for each of the possible Saturdays in a given month The premise is simple backup every night using a different disk For example on Monday you would use your Monday disk on Tuesday the Tuesday disk etc On Saturday you would use the Saturday 1 disk for the first Saturday of the month the Saturday 2 disk for the second Saturday of the month etc If there is ever a problem and you need to refer back to previous data you will have a daily backup a weekly backup 2008 BLUE CRYSTAL SOFTWARE CORPORATION 83 Salon Connection 1 0 and a monthly backup and the chances of recovering that
43. ach workstation where to find the database Assuming that the program was installed in the default location of C Program Files SalonConn substitute your installation directory if not at each individual workstation double click My Computer double click the C drive double click the Program Files folder and now double click the SalonConn folder In there you will see a file named SALON INI Depending on the settings of your computer you may not see the INI extension However you will see its icon which will look like a notepad with a little yellow gear on it Double click this file Notepad will start and your program settings will be displayed Next to DataDrive change the letter C to a K or whichever letter you chose in the previous step Click File Save then File Exit to close Notepad And that s all there is to it The Workstation setup section must be repeated on each of your workstations but after that you are all set to go One final note on networking When installing any updates to your software it is imperative that each of the workstations be out of Salon Connection 1 0 Once the update has been installed on the server and Salon Connection 1 0 started successfully then each of the workstations should receive the update and the program subsequently started Installing an update will not remove any of the settings set during this exercise Also if you put data on one computer and it doesn t appear
44. an appointment Salon Connection will use these dates to warn you that you may have chosen a day that a stylist has chosen for vacation or that the date is marked as a special event on the calendar To mark off a date or a block of dates on the calendar e Click once on the day or the first day of your special event 2008 BLUE CRYSTAL SOFTWARE CORPORATION 63 Salon Connection 1 0 To select more than one day e Press and hold your Ctrl key down while clicking on the additional days with your mouse e When you are through release the Ctrl key and select the type of day you are reserving Select the option from the Mark as box in the lower right hand corner of the calendar screen To mark whether the selection is for the business or the employee select the appropriate Set for option button Your selection will be marked for your special event To unmark a day select it again and press None To mark off a date or a block of dates on the employee s calendar s e Click on the Set for spot designated for either employee or business before you set your dates Otherwise all employees will have the same vacation holiday other dates marked on their calendars e Choose the employee s name from the drop down list in the upper left hand corner e On that employee s calendar click once on the day or the first day of the employee s special event To select more than one day
45. ange the in and or out date and time at the bottom of the screen and click the Ok button The changes will be loaded into the grid To delete an entry from the time clock grid select the entry by clicking on it Once selected click the Delete button You will be prompted that this is what you want to do If so click Yes and the entry will be removed from the grid To make a one time adjustment to an entry click the Adjust button This feature is to allow you one click entry for a half hour lunch or 15 minute break etc To print a time sheet for your employees click on Reports Revenue Timesheets The total time worked for the selected period will be calculated in the lower right hand corner of the screen Employee Time Keeping In order for your employees use the built in time clock function they can perform the following steps e Click on Accounting from the main menu bar e Click on Time Clock OR e Click the Time Clock icon on the toolbar Select the employee s name from the drop down list Click on Clock In when beginning work shift The time you clocked in will be displayed e Click on Clock Out when the work shift ends The time you clocked out will be displayed Payroll Info tab Your employees payroll rate information is stored on this tab To store the information enter it as follows Pay method Select the method of payment for this employee Hou
46. ange the quantity received to the actual amount that was received For example say you ordered 20 bottles of shampoo but only 12 came in Leave the checkmark in the Revd column and change the quantity received to 12 This will leave 8 on the purchase order and after you save this record and reopen it the shampoo will show a quantity of 8 Reports The inventory reports consist of Bar Code Sheet This feature will print a page of labels for the selected inventory item provided they have a valid bar code entered in the Code box Avery 8160 labels 30 per page are required Inactive Inventory List This report will list all inactive inventory items in your system For an item to appear on this report its Inactive checkbox must be checked Inventory list This report shows active products only and has the options of printing by category or without categories Low report This report lists items that need to be reordered It pulls data from your database where your inventory product on hand number is at or below the low setting Note For zero count items to show up on this report you must check the Include zero items checkbox on the report options screen Services listing This report will list all of your inventory items that are entered as a service To set an item as a service select the item and put a dot in the Service option and click Save Vendor list Prints a list of all of your vendors for easy reference
47. arious services you offer here and their various rates This will assist your employees with adding these services to an invoice without having to worry about price which can always be adjusted and the invoice will also automatically pick up the scheduled services e Click on the Services tab To add a new service e Click the New button e Type in the service name e Enter a description of the service e Select the resource type for this service as defined in the Resource Types tab 2008 BLUE CRYSTAL SOFTWARE CORPORATION 35 Salon Connection 1 0 e Enter the rate for this service and whether or not it is taxable Checking the Taxable box will ensure that the Tax box is automatically checked on the invoice e Enter the estimated service times for this service e If this service is commissionable check the commissionable checkbox and enter the appropriate pay rate e Click Save when finished To modify a service e Select it from the Services listing on the left e Modify the information presented e When you are finished modifying the entry press Save To delete a service e Highlight the service to be deleted on the left by clicking on it e Press the Delete button You will be prompted for confirmation that this is truly what you want to do If you select Yes that service will be removed from the list All occurrences of that service will then be removed from the
48. ash drawer receipt printer credit card swipe keyboard and bar code scanning gun complete your Salon Connection 1 0 system e Scannable key tags speed the check in and check out process e Send text message reminders directly to your clients cell phones e Free updates to the software during your support period As the program grows to include more features you will receive those features free through our web site as a registered user of our software with a current support plan Each of our updates contains all of the previous updates so if you miss a few that s ok Simply install the latest and get all of the previous We also post a list of what has changed in the software with each revision e And so much more Please explore this manual for more information about the hundreds of timesaving features that Salon Connection 1 0 offers 2008 BLUE CRYSTAL SOFTWARE CORPORATION 4 Salon Connection 1 0 Chapter 2 Getting Started What s Included The following items are included with your Salon Connection 1 0 package e Welcome paperwork e Latest version of Salon Connection 1 0 on CD ROM e User s guide if ordered System Requirements In order to use Salon Connection 1 0 you must have the following minimum hardware and software remember these are MINIMUM requirements increase these amounts for greater performance e Processor Intel Pentium III or greater or equivalent e RAM 128 MB or greater e Hard disk 50
49. ate To add a new purchase order e On the purchase orders listing screen click the Add button The Add purchase order screen will appear e Select the desired vendor from the vendor drop down The vendor will already have to be in the database for them to appear in the list e Enter the purchase order number required If you don t have a number make one up We suggest using the current date as a purchase order number For example if you are creating the P O on September 2 2008 the P O would be 090208 e In the grid enter the quantity that you wish to order the inventory item code the description and the unit price The amount column will calculate automatically e Click OK to save this purchase order and the purchase order will appear in the list under the appropriate month To modify a purchase order e On the purchase orders listing screen either double click the purchase order you wish to modify or click on it once and click the Modify button e When you finish modifying this purchase order click Ok to save it To delete a purchase order e On the purchase orders listing screen click on the purchase order you wish to delete and then click the Delete button You will be prompted that this is what you want to do If you do want to delete this purchase order click Yes To return to the purchase orders screen without deleting it click No To print the purchase order e On the purcha
50. atment such as first claim to appointment times or other specials check this box and set the expiration date There is a membership expiration report included with Salon Connection and the system will also let you know when a membership is expiring Simply leave the box unchecked if you do not need this feature 2008 BLUE CRYSTAL SOFTWARE CORPORATION 58 Salon Connection 1 0 If this client receives a special discount from you for each of their visits enter the percentage in the Discount field When an invoice is created for this client their discount percentage will automatically be included The Invoices tab This tab contains all of the invoices that were created for this client If this client has a balance an alert will be visible on this client s screen alerting you to this when the card first opens with the balance due highlighted in red Double clicking on any line will display that invoice You can reprint any invoice from this screen by selecting it clicking on it and then clicking the Print button You can create an invoice from this screen by clicking the moneybag icon on the toolbar To modify an invoice double click it Note You cannot delete an invoice from this screen The Email button Select an invoice by clicking the line then click the Email button A copy of the selected invoice will be emailed to this client at the email address on the General tab of their client card Please note The Salon Connect
51. card This option is unavailable when modify and or delete permissions are assigned to an employee Unchecking the Prepayments Deposits box will prevent the employees from taking prepayments deposits on any of the booking screens or under Accounting Receipts The Time Card tab The Time Card tab is used view and to manually adjust and employees time keeping record See Employee Time Keeping at the end of this section for instructions on the built in time clock function As each employee clocks in and out the records are stored in the database for easy retrieval through each employee s card If there are no entries in the grid on the Time Card tab the selected employee either has not had any clock in or out entries or the week ending date has not been changed To manually add an entry to the employees time click the Add button Enter the date in or out and the time in or out or both Select the reason for the addition enter any notes about this adjustment and enter an approval code Click Ok to save this punch Note You do not need to enter both in and out time and date if you are adding a missed 2008 BLUE CRYSTAL SOFTWARE CORPORATION 43 Salon Connection 1 0 punch for example Simply enter the in time and date and click the Save button The addition will then be added to the grid To modify an entry in the time clock grid click on the entry that you wish to modify and click the Modify button Ch
52. cates Salon Connection 1 0 can issue gift certificates for your clients to give as gifts or for themselves Once created a gift certificate can be redeemed against an open invoice Note once a gift certificate is redeemed its text will appear in blue in the list Creating a new gift certificate Click Accounting Gift Certificates Your administrative login will be required to enter the gift certificates portion of the program if enabled Click the Add button Enter the date payment type amount bank account where the funds will be deposited complete the To line and the From information and click Ok 2008 BLUE CRYSTAL SOFTWARE CORPORATION 76 Salon Connection 1 0 Modifying an existing gift certificate Click Accounting Gift Certificates Your administrative login will be required to enter the gift certificates portion of the program if enabled Select the gift certificate you wish to modify and click the Modify button Make your adjustments to this screen and click Ok Deleting a gift certificate Click Accounting Gift Certificates Your administrative login will be required to enter the gift certificates portion of the program if enabled Select the gift certificate you wish to delete by clicking on it once and click the Delete button You will be prompted that this is what you wish to do To confirm your deletion click Yes Printing a gift certificate
53. ch Salon Connection s email utility click on File Utilities Send email First select who you want to send an email message to In the upper left corner of the email utility screen click either Active customers Inactive customers or Select customers Selecting Active or Inactive will send your message to all clients under the chosen group If you choose the Select option a button will appear to allow you to select the customers that you want to send the email to Select the clients you wish to send the email and click OK If you want to include an attachment click the button marked at the end of the line marked Attachment Make sure that the file size of your attachment isn t exceptionally large as the receiver s email provider may not allow it to go through To clear an attachment click the Clr button so no attachment is listed Enter a subject for this email in the Subject box Each of the three boxes below the subject line represents a paragraph for the body of your email to assist you with the layout Each box will be separated into a paragraph in the body of the email To test the email message you just created click the Test button This will send a single email message to the email address you listed for your company on the Business Information setup screen Only one message will be sent regardless of how many recipients you chose If you re satisfied with the test message click the Send emails button This will send
54. client see the client card chapter of this manual This section will describe in detail how to work with all of the list setups for use in a majority of the drop down boxes on certain screens throughout Salon Connection 1 0 To find each of these items click File Setup Lists from the main menu and select the tab of your choice from the screen The choices are as follows e Resource Types Add all of your resource types to this list which is used in the definition of the resources A resource type is the type of apparatus used to perform your service such as tanning room or manicure station e Click on the Resource Types tab To add a resource type Click the New resource type button Type in the resource type e Enter a brief description of the resource in the description box Enter the rate for this resource e If this is a tanning resource place a checkmark in the Tanning resource box This will allow this resource type to show up for only tanning related resources Select the Kind of service from the predefined list in the dropdown e For ease in scheduling the link field when set to Employee gt resource will allow you to define what employees use which resource types e Click Save when finished To modify a resource type e Select it from the resource type listing e Change the information e When you are finished modifying the entry pre
55. ct Blue Crystal Software Corporation for a software patch to make this modification There is a charge to make this modification to the software Operating Hours The operating hours of your shop are entered on this tab Hours entered here control the way the schedules are displayed and which hours are available both on display and when entering appointments Salon Connection allows for two sets of open and close hours for each day which allows for a mid day closing time Enter your shop hours on this tab If you are closed on any days leave the hours for those days blank and if you don t have a mid day break only fill in the first set of hours Bank Accounts Now we will define your bank account On the Bank Accounts tab is your banking information for use with the invoice and receipts Add modify and delete bank accounts here With whichever modules you are using the system needs to know where to put all of your income All receipts are tied subsequently to a bank account as you have to identify which account any or all receipts must go to First let s enter a bank account Select the Bank Accounts tab and click the Add button If you have a concern over security you do not need to add real account or bank information here but the system needs some type of account number and name Enter both of these items Now click Save You will be prompted to Set this account as the default If this is the first account c
56. ction com Please check the Updates section of our web site to verify that you have the latest version of the program You can find out what release you are currently running by starting Salon Connection and clicking Help About Salon Connection 1 0 Updates enhancements and bug fixes for the current version are free to registered users With a current support plan you will receive email notifications from Blue Crystal Software Corporation that let you know that a new update has been posted This service is automatic with purchase We also offer a user to user forum by clicking the Message Board button on our web site We also encourage the use of support via email Our support address is scsupport bluecrystalsoftware com We are automatically notified of new email messages so you can be sure that we will attend to your messages promptly Salon Connection technical support is responsible for Salon Connection related issues only There is no charge for technical support for Salon Connection problems provided your support plan is current Our technical support team can address any other computer problems but there is a support fee associated with that assistance Our mailing address is Blue Crystal Software Corporation Salon Connection Division 3627 Lynn Lane Nazareth PA 18064 If your problem is urgent and none of the other support methods are available to you call 610 837 0200 Our fax number is 610 837 4340 We ap
57. d to the PIX folder on the main computer click the button under either the Before or the After image with the three on it Select the client s photo file that you saved to the PIX folder the PIX folder will be the default folder location that opens up by double clicking on it or you can simply double click one of the files we provided It will then appear in the space provided for the photo To change a client s photo Once the client s photo has been applied to their card you may wish to choose either another photo or an updated one To change the photo press the button under the photo that you wish to change Select the new photo by double clicking the filename The new photo will then appear in the photo box To clear a client s photo If you want to remove a client s photo from their card click the Clr button at the bottom of the photo area that you wish to clear This will remove the filename from the box and clear the photo Note This does not remove the photo image file for your computer The file will remain on your hard drive until you physically delete it The Notes tab When you have completed entering the information on the first tab click the Notes tab On the Notes tab are two fields that will allow you to store unlimited information about the client in either the Formula field and or the Notes field Both are free form fields and will hold unlimited amounts of information Un
58. data for up to a month are very good NOTE This utility will not function if you have Salon Connection 1 0 running on your computer or if anyone on your network is running Salon Connection 1 0 Please be sure to exit Salon Connection 1 0 before using this utility Again all workstations if you are on a network must also be out of the software IMPORTANT This utility will only back up to writable magnetic media like floppy diskettes Zip disks or USB removable hard drives It will NOT write automatically to a CD burner To save the data file to a CD burner please consult the documentation that came with the CD burner regarding its software and its usage Because of the variety of software available for CD burners Salon Connection Technical Support can not assist you in the functionality of that software However if you want to use your computer s burner software to backup the database the data file name is SALON MDB and it is located in the SalonConn folder on the main computer If you wish to run our backup utility and set the destination to the C drive this will create a SC1 ZIP file on your C drive NOT in any folder which you can burn to your CD Instructions for setting the destination of SC1 ZIP follow Now let s get started backing up your data To use the utility from your Windows operating system click Start Programs Salon Connection 1 0 Backup Restore Utility The utility has two tabs one to backup your data and one
59. database Sources Referral sources are defined here and then appear on the client card for tracking where a client came from e Click on the Sources tab To add a source e Click the Add button e Type in the source e Click Save when finished To modify a source e Select it from the source listing e Change the information that is presented e When you are finished modifying the entry press Save To delete a source e Highlight the source by clicking on it e Press the Delete button 2008 BLUE CRYSTAL SOFTWARE CORPORATION 36 Salon Connection 1 0 You will be prompted for confirmation that this is truly what you want to do If you select Yes that source will be removed from the list All occurrences of that source will then be removed from the database e Special rates If you charge extra for holiday stays or extra for certain days of the week enter the additional rates here These rates will then be calculated automatically and added to the invoice on checkout or on creation of the invoice For example if you charge 15 00 for a haircut and charge 3 00 extra per for a holiday service holidays must be defined on the Salon Connection 1 0 calendar enter 3 00 in the box next to holiday That amount will then be added to the regular amount To set up your special rates e Click on the Special rates tab e Enter any additional amounts to this screen e Click Ok
60. der the Formula and Notes fields are two Warning boxes One of the boxes is for the client record and the other is an invoice warning If you enter information into the Warning box a message will be displayed on the screen every time this client card is opened If you enter any information in this field the client s name will turn red in the 2008 BLUE CRYSTAL SOFTWARE CORPORATION 57 Salon Connection 1 0 Client Explorer advising you before you open the record that a warning is coming A visual warning will also appear each time you select this client s record for any bookings To clear the warning simply clear the Warning box by clicking in the box at the end of the text and backspace to remove all of it The Invoice Warning box will pop up a message any time an invoice is created for this client Utilize it in the same manner as described in the regular Warning box Text messaging Salon Connection contains a feature to allow you the ability to text message your clients On the Notes tab you can enter your client s cell phone number Enter the phone number without the leading 1 and without dashes Ex 6105551212 You will need to know your client s cell phone service provider however Once you know who provides your client s cell phone service select it from the drop down Please note If you don t see the provider listed you can add it through the lists setup by clicking File Setup Lists cl
61. dingly To purchase a tanning session package for this client click the Purchase Tan Sessions button The invoice will appear with only the created tanning session packages appearing in the dropdown under code Once a package is selected on the invoice and the invoice is saved the client s card is updated with the number of minutes that the package was 2008 BLUE CRYSTAL SOFTWARE CORPORATION 59 Salon Connection 1 0 good for Once a package is sold and the number is set every time that client is checked in and out using Salon Connection s check in out feature the number of minutes left will decrement by the total of minutes between the check in time and the check out time When the client gets to ten minutes left the system will warn you If you wish to issue reminders for this client select the Yes option button on the Issue reminders panel The default is Yes Set the client s weekly appointment interval by clicking the up down arrows Together this feature will allow you to set when a client is to be sent a reminder and at what interval Credit card info The credit card info tab allows you to keep client credit card information on file for instant recall when checking out a client The employee s login ID protects this information if data is entered into the field provided they have the required permissions to do so If there is no data the employees may click the button freely to enter data To
62. ds labels to print will be to your inactive clients The Toolbar The Salon Connection 1 0 Toolbar contains several icons to simplify most of your everyday tasks It provides one click access to the most used Salon Connection features To disable the Salon Connection 1 0 Toolbar click View from the main menu and uncheck the Toolbar To turn it back on recheck it To find out what each button does hold your cursor over the button in question Its function will be displayed 3 MBH Ht A VUS Q A BCDEF GHIJKL The Salon Connection 1 0 Toolbar The Toolbar buttons Create a new client record Locate an existing client record Locate a client by phone number Save the active client card Open the Salon Connection 1 0 Calendar Open the Weekview schedule Open the Dayview schedule Create an appointment Check a client in Check a client out Create an invoice Employee time clock PASS ROAM OeS Special features The Status Bar Across the bottom of the main screen is the status bar This displays the time and date the logged in user whether or not NumLock and CapsLock is on and the system status panel You can activate the NumLock and CapsLock functions of your computer by 2008 BLUE CRYSTAL SOFTWARE CORPORATION 14 Salon Connection 1 0 double clicking either of these panels to find out which is which press the CapsLock and NumLock keys on your keyboard The panel currently reading Ready serves several
63. dy for you to scan each of your barcode items The scan box on the invoice is explained in the invoice section of this manual 2008 BLUE CRYSTAL SOFTWARE CORPORATION 28 Salon Connection 1 0 Chapter 7 Lists Salon Connection 1 0 provides a variety of lists to make data entry even easier The information added here populates several of the drop down boxes used throughout the program Note In a lot of cases you will be unable to select information on several of the screens unless the information is first populated on these lists To get to the lists click on File Setup Lists The tabs contain each of the following e Resource Types A resource type is the type of apparatus used to perform your service such as tanning room or manicure station The resource types will be assigned to specific resources on an adjacent tab To add a resource type Click the New resource type button Type in the resource type Enter a brief description of the resource in the description box Enter the rate for this resource If this is a tanning resource place a checkmark in the Tanning resource box This will allow this resource type to show up for only tanning related resources Select the Kind of service from the predefined list in the dropdown For ease in scheduling the link field when set to Employee gt resource will allow you to define what employees use which resou
64. e Press and hold your Ctrl key down while clicking on the additional days with your mouse e When you are through release the Ctrl key and select the type of day you are reserving Select the option from the Mark as box in the lower left hand corner of the calendar screen Your selection will be marked for your special event To unmark a day select it again and press None On the employee side each employee can have their own set of day blocks To switch the employee select their name from the drop down list on the upper left hand corner of the screen Moving ahead or back a month or year To move forward or backward a month e Click the left or right facing arrows on the thumb slider which are located at the bottom of the Calendar screen To go back a full year e On the thumb slider click slightly to the right side of the left arrow 2008 BLUE CRYSTAL SOFTWARE CORPORATION 64 Salon Connection 1 0 To advance a full year e Click slightly to the left of the right arrow Viewing a day s activities To view the appointment schedule for a desired day e Click on the Calendar icon e Double click on the day you wish to see The appointment schedule for that day will pop up e To exit the Calendar press Close 2008 BLUE CRYSTAL SOFTWARE CORPORATION 65 Salon Connection 1 0 2008 BLUE CRYSTAL SOFTWARE CORPORATION 66 Salon Connection 1 0 Chapter 12
65. e click the Regional Settings applet Click the Date tab The long date format setting should be AT LEAST MMMM dd yyyy or dd MMMM yyyy If it isn t you may get errant behavior in some of the date sensitive features such as the no show processor No show processing date This is the date that the No show processor was last run If you have never run the no show processing feature of this software and have just checked the Perform No Show check box set this date to today s date With this set when you start Salon Connection tomorrow the no show processing feature will be activated the first time you run the software Special booking message To create a special booking message type a message in this box This message will then appear on special booking functions Client card phone labels If you would rather label the phone number buttons on the client card with more descriptive information such as Work or Cell enter those modifications here Appointment Options Salon Connection provides the ability to allow certain resources to be assigned to various employees This assists in the scheduling process to eliminate scheduling errors by the user assigning the wrong employee to the wrong resource In the Lists setup section and through the setup guide the lists for each resource are defined In the following tabs you will assign your employees to each of the different resources for each of
66. e of the outgoing server your ISP provided Eg mail yourisp com Authentication If your ISP requires authentication set this option to Login otherwise set it to None Username Password Your ISP s server login and password are required here if Authentication is set to Login Once this information has been correctly entered click the Test button If you have configured this feature properly you will receive an email at the address you specified on the Business Info tab Email appointment confirmations To send an email confirmation of a newly created appointment after the system is configured properly and the test email sends successfully on the same Email tab put a check in box that says Send email confirmations This will enable email confirmations for all new appointments provided the client that the reservation was created for has an email address listed on their client card If you prefer to include a custom message for the body of the confirmation email enter the text in the box provided up to 250 characters Email confirmations are for new appointments only and will NOT be sent for modified reservations 2008 BLUE CRYSTAL SOFTWARE CORPORATION 97 Salon Connection 1 0 Email utility With the Salon Connection email utility you can send emails to one customer selected customers or all customers The email utility also allows for attachments in case you want to attach photos newsletters or other documents To laun
67. e report to your printer for use by your accountant e Multiple employees can keep track of their schedules and income on an employee by employee basis including the scheduling of their holidays and vacation days e Acomplete time keeping solution has been developed especially for Salon Connection 1 0 It allows you to enter employee schedules print them and also provides the capability to add a bar code swipe reader as a time clock e Invoices can be printed directly from the income section giving your client a complete listing of all services performed and purchases made during their visit The invoicing screen will even calculate the total cost of all services eliminating the guesswork from calculating services and inventory purchases e The handy Appointment Cards print all information about a client s visit for easy movement from station to station You and your employees know at a glance the client s name and their needs for that visit e Salon Connection 1 0 contains complete point of sale features The point of sale section allows you to create purchase orders receive and keep track of your 2008 BLUE CRYSTAL SOFTWARE CORPORATION 3 Salon Connection 1 0 inventory including low reports so you know instantly when supplies need to be reordered e Caller ID feature allows you to use the telephone company s Caller ID feature to view a client s information BEFORE you even pick up the phone e An available c
68. ectLink will remain disabled until this box is unchecked Default income account To select the income account you want unassigned transactions to be deposited to in QuickBooks select the account here The Display Income Accounts button will display the list of Income accounts that you have in QuickBooks Each inventory item has its own specific income account and if the inventory item sold doesn t have a QuickBooks income account listed this will be the default account The standard income account on each of the inventory items is set on the inventory screen for each of the inventory items Client transfer order Some people prefer their clients sorted in QuickBooks by last name first name and some prefer to see it in first name last name order Choose your preference here For more information regarding the configuration of QuickBooks DirectLink module and its functions see the QuickBooks DirectLink chapter later in this manual Credit card tab If you purchased the credit card module you will see another tab called Credit Card The credit card processing feature of the software automatically processes credit cards through the software See the Credit Card section of this manual for more information Note You will only see this tab once you receive your setup patch from us 2008 BLUE CRYSTAL SOFTWARE CORPORATION 20 Salon Connection 1 0 Email tab Configure the email feature Before Salon Connection can send
69. erased and it will be replaced by the information stored when you performed your backup Repairing Compacting your database If your database becomes corrupt or if you have added modified and deleted a lot of entries or even if everything is fine with your database and you want to reset your database it will be necessary to run the database repair compact utility We recommend running this utility at least once a week Note If you use our backup restore utility to backup your data prior to completing the backup the utility performs the same functions as the repair compact database utility so this step can be skipped if you use our utility to backup regularly e In the Salon Connection 1 0 group Start Programs Salon Connection 1 0 click on the Repair Compact Database Utility IMPORTANT Be sure the Salon Connection 1 0 program is NOT running when you do this e Press the Compact Repair Database button Your database will reset all of its pointers and remove all dead records records marked by the program as deleted You will be notified of a successful repair and will be returned to Windows If your database should become corrupt or damaged beyond repair and you have no backup available you may be able to email your database to us for repair Ninety percent of all databases can be repaired by this utility We can repair an additional eight percent 2008 BLUE CRYSTAL SOFTWARE CORPORATION 85 Salon Connection 1
70. et the interval and length of time e To sell product to this customer to be included on the invoice at checkout list the items on the Inventory tab e Click on OK Salon Connection 1 0 will then add your booking to the schedule for the day s listed and put a note on the client s card 2008 BLUE CRYSTAL SOFTWARE CORPORATION 69 Salon Connection 1 0 The Quick 6 button If a client wishes to make an appointment in six weeks go to the Add Booking screen and press the Quick 6 button located above the In Date This will automatically jump the date up six weeks If you press the button again it will jump the date up another six weeks a total of 12 weeks by hitting it twice Right next to the button you will see an up arrow and a down arrow These buttons will change the number of weeks it will jump i e the Quick 6 button will become Quick 7 if you press the up arrow or Quick 5 if you press the down arrow Scheduling recurring appointments If a client faithfully comes in every six weeks and they would like to book six months worth of appointments then this feature is for you When scheduling the first appointment e On the recurring appointments tab set the time and day of week and select the number of weeks between appointments and select the length of time i e every __ weeks for __ weeks months years e Select the services from the grid on the right e Click on
71. folder double click the QBDL folder and double click the setup icon Follow the on screen prompting and accept the defaults You may be prompted to reboot when the installation is complete Step 6 Backup your data It is now very important to backup both your QuickBooks and Salon Connection data in case any unexpected issues arise Do not proceed to Step 7 until both systems have been backed up Please note We will not be responsible for any lost or damaged data in either system Step 7 Configure Salon Connection To configure Salon Connection start Salon Connection 1 0 in the usual manner Once the program is up and running click on Help Add additional module Please enter the pass code given when you purchased the QBDL module This pass code is specific to your business and will be required when calling for technical support Once the pass code is entered click on File Setup Business information There is now a QuickBooks DirectLink tab You will now need to tell Salon Connection where the QuickBooks database is Do this by clicking the button on this screen Double click the QuickBooks database and the name will appear in the blank Click OK to close this screen 2008 BLUE CRYSTAL SOFTWARE CORPORATION 92 Salon Connection 1 0 Step 8 Final QuickBooks configuration Now all you need to do is to let QuickBooks know that it is OK to accept data from Salon Connection With QuickBooks a
72. he vendors or categories options are selected this feature is unavailable Search box As you type in the text box your inventory list will scroll based on the Code column If you have a barcode scanner you can click your mouse in this field and scan the item The list will automatically scroll to that item Search button If you enter information into the Search box and click the Search button the system will search by the description column and only display a list that matches your search criteria Bar code button At the end of the Code data entry box there is a button labeled with three dots This button allows you to generate a bar code for this item Note The Code box must be empty before a bar code can be generated for this item The bar code will then print on a sheet of labels by clicking on Reports Bar Code Sheet right on this screen Point of sale functions 2008 BLUE CRYSTAL SOFTWARE CORPORATION 52 Salon Connection 1 0 Salon Connection 1 0 offers new features that allows the system to act as more of a point of sale system From the inventory screen click the Activities menu item The two menu items available from there are Purchase Orders and Receive Inventory Purchase orders The purchase orders function allows you to create and print purchase orders for your vendors When you click Purchase orders you get the purchase order screen which organizes your purchase orders by d
73. her the phone number of the caller and or the caller name If nothing happens chances are your modem isn t CallerID capable or the modem s drivers need to be updated Consult your modem manufacturer s web site for more information regarding these drivers The Locate button There are two locate functions in the Salon Connection 1 0 one for names and one for phone numbers On the name location side there are two types of locators available for you The Search type screen allows you to enter any or all information about a client to narrow down the search process For example click the File Open client from the main menu or click the open file folder from the toolbar The Search screen will appear In the last name field to search for Thompson enter Th or even just T and click Search All clients that match will appear in the locator Double click the client name that you wish to open and their card will appear If no client matches the information you entered in any of the search fields and you would like to add the client you are searching for click the New button This will allow you to enter required parts of a client s record to get you a fast start on that information We invite you to experiment with the Search screen as it can become a very powerful tool to helping you locate a certain client through a variety of search options No matter which method
74. ial the client s number through your modem provided your computer has a modem The ID field is a free form field if you wish to enter your own client ID The fax number is self explanatory Inactive checkbox To make a client inactive check this box The client s record will then be moved to the inactive client list retrievable by clicking the Show inactives 2008 BLUE CRYSTAL SOFTWARE CORPORATION 55 Salon Connection 1 0 checkbox on the Client Explorer To get the client back on the regular list simply open their card by double clicking on it to open it and uncheck the Inactive checkbox If the client has emergency contact information enter it here The emergency contact field and its related information are self explanatory Enter the client s email address useful for email reminders and web site address Once this card is saved it will appear in the Client Explorer To reopen the card once it is saved double click it from the list or right click on it and select Open Auto populating the city state and zip When entering client information Salon Connection 1 0 will try to anticipate which city state and Zip you are entering If the program doesn t find a match for the Zip you entered it will prompt you to add it to the database This feature is very useful as you can enter a Zip code and the system will automatically populate the city and state The same feature holds true for the ci
75. icking the Cell Providers tab and creating a new entry You will need to know the domain name that the provider uses to send email messages to their cell phone clients Sending a text message To send a text message to your client click the Text Msg button after the text number field The next field is the Referred by field The information entered into this box is saved in the Sources database table If you enter a source into this box that isn t in the database you will be prompted to save the information in the database To modify the list that appears click File Setup Lists The Sources list will appear on the Sources tab Add modify or delete your referral sources from this tab The Occupation field will store the occupation of the client for reporting purposes The date this record was created is stored in the Date record created field The barcode field stores the client s barcode information from the key tag you can offer them Much as your favorite grocery store offers a bar coded key tag Salon Connection allows you to offer your clients bar coded key tags with your company name and logo on them This allows the clients the ability to check themselves in and out of the schedule by scanning their key tags Contact Blue Crystal Software Corporation for more information regarding bar coded key tags The Member checkbox allows you to set up a membership system for your clients If you charge a yearly fee for preferential tre
76. icon to client explorer to the left of the client s name 2008 BLUE CRYSTAL SOFTWARE CORPORATION 56 Salon Connection 1 0 The Photos tab Salon Connection provides the ability to display two photos for each client Salon Connection has them labeled as Before and After but you can display whatever two photos you deem necessary To add a client s photo to their card the photo needs to be taken either with a web cam digital camera or scanned The photo file in jpg bmp tif or gif formats only then needs to be saved to the PIX folder on your main computer The PIX folder is inside the SalonConn folder By placing the photos inside the PIX folder on the main machine each computer on the network will have access to them and they will display properly If using a web cam the web cam will automatically take and save the photo to the client s card Note Please consult the documentation that came with your camera or scanner for information on the procedures for working with photos and image files There is no limitation to the size of the photo as far as Salon Connection is concerned as only the filename is stored with the program There are several photos included with the program which were placed in the PIX folder when the software was installed You can experiment with those photos while following along with these instructions To add a client s photo to their card Once the client s photo image file has been save
77. ient s name in the search screen and click Search If there are any matches the locator box appears If the client s name appears in red a warning will display when they are selected Double click on the client you would like to schedule an appointment for OR e Locate the client in the Client Explorer and drag them to the schedule by clicking on them with the left mouse button Hold the left mouse button down and drag the client to the schedule s grid Now release the left mouse button The schedule MUST be opened for the client to be successfully dragged and dropped The Add Booking dialog box pops up e Enter the in date and time both are required e Set the services in the grid by selecting your defined service from the drop down in the first column Click in the column and you ll see a drop down arrow Click it to display your list of services Once you select one the preset information to go with that service will appear in the grid You can make adjustments to any of the information To add more services on the second line repeat the same procedure e On the notes tab type in the formula if required and enter any special instructions The Get style notes will list the notes from the client s card and the History button will display a list of appointment notes from all previous appointments e To make this a recurring appointment click on the Recurring Appointments tab and s
78. in the other computer then your networking isn t configured properly 2008 BLUE CRYSTAL SOFTWARE CORPORATION 90 Salon Connection 1 0 Chapter 17 QuickBooks DirectLink The QuickBooks DirectLink module automatically puts your client vendor inventory invoice and receipt information into QuickBooks Pro 2002 or greater Every time one of these items is input or updated within Salon Connection it is automatically bridged into QuickBooks Your QuickBooks data file can be password protected and QuickBooks doesn t even need to be running for Salon Connection to do the data transfer The transfer is completely transparent and secure once the initial configuration is completed Unlike the other modules that can be purchased and added right over the phone QuickBooks DirectLink requires some additional components to be installed prior to enabling the module These additional components can be found on the Salon Connection 1 0 CD To install and configure the QuickBooks DirectLink module perform the following steps Step 1 Update QuickBooks With QuickBooks Pro 2002 or greater installed this feature will NOT work with QuickBooks Basic 2002 or any previous versions of QuickBooks it is extremely important that you have the latest release of QuickBooks Pro 2002 or greater This will enable our module with the latest functionality to work as intended Start QuickBooks and click File Updates Allow QuickBooks to download the latest update
79. ine to be the main machine or server This machine will house the database and should be capable of backing up the database Salon Connection 1 0 must be installed on this machine and on every machine on your network Please note You may have to contact your system administrator for administrator access on some computers before performing any of the following steps Also the network should already be in place and functioning before attempting this configuration Server setup The first step is to determine the name of the main computer For Windows 98SE 2000 XP or Vista Right click the Network Neighborhood or Network Places icon on your desktop and select Properties Note If you do not have a Network Neighborhood Places icon your system may not be configured properly for networking Please consult your local computer technician Click the Identification tab The computer s name is listed in the Computer name box Write this name down as you will need it for all of the other workstations that will share its data Click Cancel to close the properties window For Windows 2000 or XP Right click your My Computer icon on your desktop and select Properties Click the Computer Name tab The full computer name is listed on this screen If your computer is named something like salon domain local your computer is on a domain and you should contact your local network installer for
80. ion email feature must be configured properly before this function will work Please see the Email Utility chapter of this manual for information on how to configure Salon Connection s email feature The Statement button Stmt Click the Stmt button You will be prompted for the date range that you want a statement for The client s name will already be populated in the selection box Click OK to print the statement for the selected date range for this client Payments tab All payments made by this client will appear on this tab To get to a particular payment click Accounting Receipts Appointments tab The complete list of all of this client s appointments both past and future are listed on this tab By double clicking the appointment you will see the details of that appointment You can also add modify or delete appointments from this tab by clicking on the appointment and clicking either the modify or delete buttons To add an appointment for this client simply click the Add button to launch the booking screen Tanning session packages The number of tanning minutes left for this client will be displayed in the Tanning minutes left panel To adjust the minutes up or down double click the panel with the minutes listed You will be prompted to enter your administrative ID and password Enter your information click ok and using the up and down arrow buttons increase or decrease the number of minutes accor
81. ith the current booking information e Change the information accordingly e Press OK The schedule will be modified to include all of the dates involved Deleting an entry To delete an entry e Click on the entry to highlight it e Press the Delete button You will be asked for confirmation that this is truly what you want to do e Press the OK button The client s entry will be removed from that date 2008 BLUE CRYSTAL SOFTWARE CORPORATION 71 Salon Connection 1 0 Walk in clients If a client walks through the door that doesn t have an appointment this function will enable you to create a booking quickly and assign that booking to the first employee to become free To access the function click Schedule Walk ins This will launch the Walk in listing screen Add your walk in clients through this screen as though you are creating a regular appointment Once an employee is free to take the client select the client from the Walk ins listing click the appointment and click the Start button This will allow you to set the appropriate employee and times for the appointment Once you click ok on the appointment screen you are free to start the service s Confirming an appointment If you wish to confirm appointments open the appointment schedule Right click on the first entry that you want to confirm At the bottom of the context menu that appears is the Confirm menu item Jus
82. l Double click the Display 2008 BLUE CRYSTAL SOFTWARE CORPORATION 6 Salon Connection 1 0 icon Select the Settings tab In the Screen Area section of this tab a slider control will tell you what resolution you are at Move the slider to 800x600 For the Colors drop down make sure 16 bit color is selected Click Ok Your system may prompt you to reboot Backing up your data IMPORTANT At this point your program is now installed and you are ready to begin entering your data It is highly imperative that you backup your data at least once a week Blue Crystal Software Corporation cannot and will not be held responsible for lost or damaged data It is your responsibility to backup your data A utility has been provided with your software to aid in the backup of your data If your data does get damaged for whatever reason we have also included a repair utility with your software which in most cases will restore your data to a good working condition See System Maintenance Chapter for more information on these utilities 2008 BLUE CRYSTAL SOFTWARE CORPORATION 7 Salon Connection 1 0 2008 BLUE CRYSTAL SOFTWARE CORPORATION 8 Salon Connection 1 0 Chapter 3 Starting the program for the first time This chapter will lead you through the setup guide The setup guide is only available upon initial installation and startup of the software Starting the program The installation placed a Salon Connection 1 0 icon
83. l be staffing that resource Click Save when complete Repeat this procedure for each of your resources This information can be modified once the setup guide is completed and Salon Connection is started When you ve finished entering your resource employee mappings click the Next button Services Enter all of the services that you provide such as manicure pedicure waxing etc This will allow Salon Connection to track pricing for you for invoicing once the services are performed Click New to create your first service and click Save when you re finished Repeat this procedure for all of your services This information can be modified once the setup guide is completed and Salon Connection is started When you ve finished entering your services click the Next button Note You have now entered all of the required information and a Finish button is now available If you sell tanning services and wish to enter tanning packages proceed to the next tab Otherwise click the Finish button to enter Salon Connection 2008 BLUE CRYSTAL SOFTWARE CORPORATION 10 Salon Connection 1 0 Tanning Packages If you offer tanning packages Salon Connection will track the tanning minutes used with each visit To enter tanning packages click the New button Enter the package name cost and total minutes in this package Click Save to save your information To enter additional tanning packages repeat
84. lation program will proceed to copy Salon Connection 1 0 and its support files onto your hard drive A program group and Salon Connection 1 0 icon will be added to your Windows system and to your desktop Once the installation wizard starts you may be informed that MDAC needs to be installed before continuing the installation MDAC is the Microsoft Data Access Components system that stabilizes the database for use on your system and in a networking environment If the setup wizard determines that MDAC is required on your system it will prompt you to install it and then you may be prompted to reboot prior to the completion of the installation Once the MDAC installation is complete and your system restarts if required or if MDAC isn t required on your system the installation will continue Click Next on each of the option screens You will be brought to a license agreement screen You must agree to the terms of the license agreement before you can complete the installation PLEASE READ THE LICENSE AGREEMENT CAREFULLY If you don t agree with any of the terms of the agreement you should not install the software Once the installation is complete you will be prompted if you want a Salon Connection group created on your start menu Answering Yes to this prompt will put a Salon Connection 1 0 group and icons in your start menu clicking Start Programs will display this group You will then be prompted to put an icon on
85. lick Yes QuickBooks DirectLink If you purchased the QuickBooks DirectLink module you will see another tab called QuickBooks DirectLink The DirectLink feature of the software automatically puts your client vendor inventory invoice and receipt information into QuickBooks Pro 2002 or greater Once configured the QuickBooks DirectLink module will deposit the data into QuickBooks regardless of whether or not the QuickBooks data file is password protected Note Due to QuickBooks guidelines Salon Connection is unable to delete any 2008 BLUE CRYSTAL SOFTWARE CORPORATION 19 Salon Connection 1 0 QuickBooks data The only operations allowed by QuickBooks are adding and modifying data Complete configuration instructions for this portion of the software are included in the last chapter of this manual Your Salon Connection 1 0 CD will be required prior to completing installation Once those instructions are completed the following configuration changes can be made QuickBooks DirectLink tab overview Data file location For the system to place data into your company QuickBooks data file set the path to your QuickBooks data file by clicking the button Once you select your QuickBooks data file the path and filename will appear in the box Disable QuickBooks DirectLink If you wish to disable the transfer feature for certain transactions place a checkmark in the Disable QuickBooks DirectLink checkbox QuickBooks Dir
86. ll be to your inactive clients Referrals Prints a list of customers by their referral sources so that you can track where your marketing is being most effective Reminders Various options are available for printing your reminder cards labels or lists Stylist List Prints a list of employees that you have listed as a stylist Tanning booths beds Prints a list of the tanning booths beds that you have defined in the Lists section of the software Closeout report The Salon Connection closeout report provides your business closer with a tally sheet of the day s sales to effectively close out the day The closer must have the Closeout report permissions option set under File Setup Employees Access Rights tab and putting a check in the Closeout report box 2008 BLUE CRYSTAL SOFTWARE CORPORATION 80 Salon Connection 1 0 This concludes the listing of reports currently included in Salon Connection 1 0 There are new reports added regularly so please check our website under the Updates button for a list of all additions and enhancements to Salon Connection 1 0 The previous list contains all of the new reports that were present at the time this user s manual was printed and includes all of the latest bug fixes and additional enhancements 2008 BLUE CRYSTAL SOFTWARE CORPORATION 81 Salon Connection 1 0 2008 BLUE CRYSTAL SOFTWARE CORPORATION 82 Salon Connection 1 0 Chapter 15 System maintenance Backing
87. ll have the Salon Connection flower for an icon Select Explore When the contents on the CD ROM appear double click the Extras folder double click the QBDL folder and double click the MSXML4 icon The installation should complete successfully If you get a message stating that you have an older version of Windows Installer you must upgrade your Windows Installer We have included the Windows Installer update on the CD From within the QBDL folder on the CD ROM double click the WindowsInstaller folder Inside the WindowsInstaller folder are two folders each clearly marked for your operating system If you are running Windows 95 98 or ME double click the Windows9xME folder and double click the InstMsiA exe file If you are running Windows 2000 or XP double click the Windows2K XP folder and double click the InstMsiW exe file This will install the latest Windows Installer Upon completion of installation you may be prompted to reboot When ready repeat this step to install MSMXL4 Step 5 QuickBooks XML The QuickBooks XML package is the language that QuickBooks uses to communicate with Salon Connection The installation package is included on the CD Close all open windows on your computer To install QBXML double click My Computer Right click on your CD ROM drive it will have the Salon Connection flower for an icon Select Explore When the contents on the CD ROM appear double click the Extras
88. megabytes of free disk space More space will be required as your client base grows e Video Windows supported graphics adapter A color SVGA system is recommended with 800 x 600 resolution and hi color enabled e Windows Windows 95 or higher e Mouse Or similar Windows pointing device Installing the Software On most systems a CD Rom drive will start the install process automatically If your system does not start the installation automatically follow the instructions below The following example will refer to your CD ROM drive as your X drive You must follow these steps exactly in order for the software to work Please note You cannot run Salon Connection 1 0 directly from the CD ROM installation disk It MUST be installed onto your computer 1 Start up your Windows computer in the usual manner 2 Insert the Salon Connection 1 0 CD ROM into your CD ROM drive Most commonly this will be your D Drive Note If you are uncertain as to which drive is your CD Rom drive once the disc is inserted click your Windows Start My Computer and look under Devices with removable Storage to see what letter identifies your CD Rom drive That letter will be used in the next step 3 If the installation screen doesn t appear automatically click Start select Run Type D SCSETUP into the box labeled Open and then click OK 2008 BLUE CRYSTAL SOFTWARE CORPORATION 5 Salon Connection 1 0 4 The automated instal
89. n Currency wording for printing The entries into these fields will appear on the gift certificates Depending on your country enter the appropriate denomination value here Invoice Title Some international municipalities require a specific title for the invoice If you would like to change the name of the invoice to something more suitable for your business enter that title here This title will only appear on the invoice Tax title Some international municipalities require specific tax titles on their invoices If you have a certain way the tax title instead of Sales tax needs to be printed on your invoice enter the wording in this box Discount title If you don t want the word Discount to appear on the printed invoice or would like the word changed enter that change here Invoice footer If you want a message to appear at the bottom of the invoice besides the standard Thank you enter that message here for printing on each of your invoices 2008 BLUE CRYSTAL SOFTWARE CORPORATION 26 Salon Connection 1 0 Terms of payment If you have special payment terms such as Net 30 enter them here Grace period If after a certain amount of days from when the invoice is generated payment is not made you can set the system to automatically charge a late fee Select the late payment rate whether it is percentage or flat and enter that amount Local options The Local tab handles the options
90. n If the client didn t pay in full change the amount paid to the 2008 BLUE CRYSTAL SOFTWARE CORPORATION 74 Salon Connection 1 0 actual amount the client did pay Click Ok to save this receipt The invoice will now be updated to show the proper balance due You may now print this invoice Application of Payment at a later date If a client didn t pay his balance or didn t pay his balance in full you may take a payment at a later date To take a later payment select Accounting Receipts from the main menu This screen will show you all receipts taken for a specific month and year To add a receipt click the Add button Select the client s name from either the Search screen or the client locator All open invoices will then appear for this client in the grid In the grid apply a checkmark in the column marked Pay on the line for the invoice you would like to take payment for The amount of the invoice will then be transferred to the Amount paid column If the client didn t pay in full change the amount paid to the actual amount the client did pay Click OK to save this receipt Taking a deposit prepayment If you routinely accept deposits or prepayments from your clients click on Account Receipts On the main receipts screen click the Prepayment credit button The Add prepayment screen will appear Select the client from either the Search screen or
91. n referring to the rest of the chapters for an in depth reference of each function or you can experiment with the software It is very robust and was built to withstand abuse by its users Keep in mind that Salon Connection 1 0 is very user friendly and whichever method you choose it will most likely take very little time to get up and running How to Contact Blue Crystal Software Corporation If you are still having problems with the software program after reading this manual read the following before you do anything else Collect the following information for the computer system that the Salon Connection 1 0 is running on e Computer manufacturer and model e Operating system which version of Windows e Hard disk space free on each drive amount of RAM CPU type any other relevant information 2008 BLUE CRYSTAL SOFTWARE CORPORATION 1 Salon Connection 1 0 The fastest way to receive technical support is to fax or e mail this information and a description of the problem to us Prior to contacting technical support it is important that you are running the absolute latest version of our software You will not be able to get help from technical support unless the latest release of the software is running on your system We regularly post service releases on our web site Please check our web site regularly to stay up to date with the latest enhancements and improvements to the program Our web address is http www salonconne
92. nd Salon Connection open to begin the conversation add a new client in Salon Connection Simply call the client Bob Test so that it will be easily identified as the test record when you delete it after this step Enter Bob for the first name and Test for the last name and click OK You should now get a message from QuickBooks that Salon Connection is trying to talk to it Click Yes Always and respond Yes to the following prompt Now switch over to QuickBooks Click on Edit Preferences and click the Integrated Applications icon on the left side of the screen Click the Company Preferences tab and you should see Salon Connection Interface in the list Click on it and click the Properties button Place a checkmark in the Allow this application to access this company file checkmark and place a checkmark in the Allow this application to login automatically box Click OK You can now close QuickBooks Step 9 Select Income Account As your invoice data is transferred from Salon Connection to QuickBooks QuickBooks needs to know which income account you want to put this data into To select your income account click on File Setup Business information Click the QuickBooks DirectLink tab To select the income account you want transactions to be deposited to in QuickBooks select the account here The Display Income Accounts button will display the list of Inc
93. nd the changes will be applied To delete a category e Click the category to be deleted e Click the Delete button e The category will be removed from the system Vendors This section allows you to set up your vendors for use in the inventory section so that you can enter inventory items by vendor Note You must have vendor access rights to gain access to the vendor section of the program If you are unable to click the Vendors option button then your user ID does not have the permissions necessary to access the vendor section of the program Please contact your system administrator about getting vendor permissions To add a vendor e Click the Vendors option button e Click the New button e Type in the vendor company name required contact information and any other information if necessary e Click the Save button and the vendor will appear in the list to the left To modify a vendor e Click the vendor that you want to modify e Type in your changes e Click the Save button and the changes will be applied To delete a vendor e Click the vendor to be deleted e Click the Delete button e The vendor will be removed from the system Inventory To setup your inventory click the inventory option button An item code is required for all items so that it will sort properly when selected for an invoice and for internal reporting purposes The available quantity of this
94. nt explorer A yellow tooltip will appear letting you know where you stand in terms of scrolling through the names the slider and yellow tooltip are not in the software You can also click on one of the names as the list fills up and start typing to scroll through the list to quickly get to the client name you re looking for 2008 BLUE CRYSTAL SOFTWARE CORPORATION 13 Salon Connection 1 0 At the top of the Client Explorer is a checkbox labeled Show inactives This provides you the ability to mark a client inactive to remove them from the main list but gives you the ability to still get to those clients simply by checking this box which will show you a list of your inactive clients On the main client screen there is a checkbox to set the client to inactive in addition to right clicking the client in the Client Explorer and selecting Make inactive from the popup menu In either case the client will be removed from the Client Explorer To view your inactive clients place a checkmark in the Show inactives checkbox To reactivate a client double click them from the inactives list or right click on them and select Open client Uncheck their inactive checkbox and press Ok They will now be returned to active status Note If you want to print labels or postcards to inactive clients click the Inactive checkbox on the Client Explorer and print your postcards labels With this box checked the postcar
95. o do If you select Yes that resource will be removed from the list All occurrences of that resource will then be removed from the database e Services Enter all of the services that you provide such as manicure pedicure waxing etc This will allow Salon Connection to track pricing for you for invoicing once the services are performed Entering the services here will allow scheduling them to be simplified To add anew service Click the New button Type in the service name Enter a description of the service Select the resource type for this service as defined in the Resource Types tab Enter the rate for this service and whether or not it is taxable Checking the Taxable box will ensure that the Tax box is automatically checked on the invoice Enter the estimated service times for this service If this service is commissionable check the commissionable checkbox and enter the appropriate pay rate Click Save when finished 2008 BLUE CRYSTAL SOFTWARE CORPORATION 30 Salon Connection 1 0 To modify a service Select it from the Services listing on the left Modify the information presented When you are finished modifying the entry press Save To delete a service Highlight the service to be deleted on the left by clicking on it Press the Delete button You will be prompted for confirmation that this is truly what you want to do If you select Yes that se
96. om Blue Crystal Software Corporation through your purchase you will be unable to receive a refund Note All products ship from Blue Crystal Software Corporation as demo versions regardless of whether or not you purchase the software The software is then activated taken out of demo mode upon purchase by entering a 25 digit unlock code that you will receive from your sales representative 2008 BLUE CRYSTAL SOFTWARE CORPORATION 11 Salon Connection 1 0 2008 BLUE CRYSTAL SOFTWARE CORPORATION 12 Salon Connection 1 0 Chapter 4 General information This chapter describes several of the overall features of the software Navigating the screen If for some reason your mouse or pointing device fails to respond or you would rather use your keyboard for your navigation the various menu items and icon buttons throughout the program can be activated e Press and hold down the Alt key and press the underlined letter key on the desired menu option or function button That menu s functions will then be activated Also if you have a question about what a particular icon does position your cursor over the icon and its function will appear in a little ToolTip balloon next to where the cursor is The Client Explorer Salon Connection 1 0 features a Windows Explorer style interface called the Client Explorer As you add clients they will be listed in the Client Explorer down the left side of your screen If you wish
97. ome accounts that you have in QuickBooks Further each inventory item you enter into Salon Connection will require its own income account otherwise it will default to this default account Step 10 Data synchronization The final step is to copy all of your Salon Connection data into QuickBooks From within Salon Connection click on File Utilities QuickBooks DirectSync Enter your administrative ID and password On the DirectSync screen select only the data that you want to synchronize set the start date for syncing invoices and receipts and click OK Note This procedure will take an extremely long time on some systems depending on the amount of data that needs to be transferred Configuration information To configure your QuickBooks DirectLink module when adjustments are required the following settings may be modified Data file location For the system to place data into your company QuickBooks data file set the path to your QuickBooks data file by clicking the button Once you select your QuickBooks data file the path and filename will appear in the box 2008 BLUE CRYSTAL SOFTWARE CORPORATION 93 Salon Connection 1 0 Disable QuickBooks DirectLink If you wish to disable the transfer feature for certain transactions place a checkmark in the Disable QuickBooks DirectLink checkbox QuickBooks DirectLink will remain disabled until this box is unchecked Default income account To select the income acc
98. ompson has her last name changed to Ryan Once you change her name on her client card Salon Connection 1 0 will automatically update this information on all records pertaining to her Employee Time Keeping To have your employees use the built in time clock function perform the following steps e Click on Accounting from the main menu bar e Click on Time Clock OR e Click the Time Clock icon on the toolbar e Select the employee s name from the drop down list e Click on Clock In when beginning work shift The time you clocked in will be displayed e Click on Clock Out when the work shift ends The time you clocked out will be displayed 2008 BLUE CRYSTAL SOFTWARE CORPORATION 16 Salon Connection 1 0 A record of the employee s time cards will be kept with the employee record Please note You must add your employees to the employees section of the software before they will appear in the time clock list Adding employees will be covered in a later chapter in this manual Once entered to access these records Click on File Choose Setup Choose Employees Click on the Time Card tab From here the administrator will be able to modify the individual employee s time records by double clicking on the entry that needs adjustment To print a timesheet click Reports Revenue Timesheets For more information on the employees individual time card entries see the
99. on your system s desktop Either double click it or click on Start Programs Salon Connection Salon Connection 1 0 At this point salon Connection is acting as a demo For Set up purposes please continue with your program in demo mode If you have purchased Salon Connection you will be instructed at the end of this chapter on how to register your product and allow full access to all of the features Salon Connection will now prompt you for whether you want to demo the standard version or the Lite version The standard version is the full version of the software while the Lite version does not have inventory and vendor features Select the version you have purchased or would like to demo and click Ok Once the program starts you will be presented with the Salon Connection setup guide This guide will assist you with inputting certain data pertinent to your business as it pertains to the software You will be unable to start Salon Connection unless all of the required fields are populated All of the information entered will be able to be modified once you enter the main part of Salon Connection We will now walk you through each of the tabs in this section so let s get started with the Salon Connection setup guide Salon Connection Setup Guide tabs Introduction This tab explains the purpose of the setup guide To continue click the Next button Company On the company tab you are required to enter your company info
100. ormation entered on this screen will be used to calculate their invoice Adjust any of the amounts or add any purchases to the list of items If you choose to not print the invoice leave the To be printed box checked This feature allows you to print the invoice at a later time date 2008 BLUE CRYSTAL SOFTWARE CORPORATION 73 Salon Connection 1 0 e Press Print to print it To print all unprinted invoices from the main menu select File and choose Print invoices This will print all invoices that have an X in the To be printed box 5 From the appointment schedule Open the schedule Highlight the client you wish to create the invoice for by highlighting on their entry Click on the money bag icon on the toolbar An invoice will appear on the screen with the current date and the client s name already filled in The invoice will be preloaded with the services provided and charges incurred e The invoice may then be completed and printed Adjusting the commissionable employees Items that are added to the Inventory tab of the booking screens will ultimately end up on the invoice screen These items and any inventory items that are added to the invoice at checkout can have employees assigned to them if they are commissionable If you need to add an employee to a commissionable item or need to adjust the employee that is to receive commission for an invoice item right click your mouse on
101. ou may need to make an adjustment to the credit card batch To do so click the View button on the credit card management screen On this screen you can adjust and void transactions and credit items back to a cardholder s account This screen is self explanatory and should be used sparingly Simply follow the onscreen instructions 2008 BLUE CRYSTAL SOFTWARE CORPORATION 95 Salon Connection 1 0 2008 BLUE CRYSTAL SOFTWARE CORPORATION 96 Salon Connection 1 0 Chapter 19 Email Functions Salon Connection 1 0 provides email capabilities to allow you to communicate with your customers either through a mass email announcement or individually with the option to include an attachment such as a newsletter or through email confirmations and reminders of reservations Configure the email feature Before Salon Connection can send emails it needs to be configured to use your Internet Service Provier s email server To configure the email utility click on File Setup Business Information Make sure you have your email address entered into the Email box on the main screen Click the Email tab The information to configure this feature of Salon Connection is provided by your Internet Service Provider ISP If you do not have this information readily available please contact them for it Our support team will be unable to provide any assistance with the setup of this feature without that information Outgoing server The nam
102. ount you want unassigned transactions to be deposited to in QuickBooks select the account here The Display Income Accounts button will display the list of Income accounts that you have in QuickBooks Each inventory item has its own specific income account and if the inventory item sold doesn t have a QuickBooks income account listed this will be the default account The standard income account on each of the inventory items is set on the inventory screen for each of the inventory items Client transfer order Some people prefer their clients sorted in QuickBooks by last name first name and some prefer to see it in first name last name order Choose your preference here 2008 BLUE CRYSTAL SOFTWARE CORPORATION 94 Salon Connection 1 0 Chapter 18 Credit card processing Salon Connection offers credit card processing which can be done directly through the software When you take a payment from a client if you have credit card processing enabled when you select a credit card as the payment type a new tab shows up that allows you to enter the client s credit card information This information can either be entered manually or the credit card can be swiped though our optional magnetic stripe reader keyboard Once the card information is entered and the submit button pressed Salon Connection either dials out through your modem or with high speed internet through the internet to the processing company which either approves or
103. period This report will just show collected receipts Use the sales report to show total sales for the period Sales Report Lists all invoices created by customer and invoice This report just shows sales Use the receipts report to show receipts collected against these sales Sales Tax Prints collected sales tax for a selected period Time Sheets Prints employee time sheets for a selected period List Reports All listing reports can be accessed under this report heading Birthday List Prints the list of the birthdays for your clients for the specified period Client by City Zip Prints a list of your clients by their location Client List Prints a list of your clients and their information Email list Prints a list of all clients and their email addresses if they have email addresses listed on their client record Employee List Prints a list of your employees and their information Membership expiration Prints a list of all clients whose membership is going to expire has expired in the specified period New client list Listing of all new clients entered into the system during the specified period Postcards Labels These reports will print out predefined postcards or labels for a selected group of your clients Note If you want to print labels or postcards to inactive clients click the Inactive checkbox on the Client Explorer With this box checked the postcards labels to print wi
104. preciate feedback from our clients and routinely incorporate your suggestions and wishes into our products If you have a specific need or feature you would like added to this product please write or call us 2008 BLUE CRYSTAL SOFTWARE CORPORATION 2 Salon Connection 1 0 Features and Benefits The following is a list of some of the features and benefits of Salon Connection 1 0 e Complete client information recording system Everything about the client is on one screen including their invoicing payment and appointment histories The system provides the ability to open numerous client cards simultaneously e Every screen is point and click There is hardly any typing required except for the initial client information e Several schedule screens support right clicking including the month view calendar Simply right click your mouse on the schedule screens or the Client Explorer to get a context menu e The monthly schedules are plainly displayed in our handy Salon Connection 1 0 Calendar One glance tells you how many clients are booked for any given day as a whole or by employee A double click of the mouse on that day shows you in even more detail which clients will be coming in e The detail screen then prints out who has appointments for that day and at what time they are scheduled to arrive with appropriate color coding for each service e Viewing income reports can take place on the screen for personal viewing or send th
105. rce types Click Save when finished To modify a resource type Select it from the resource type listing Modify the information When you are finished modifying the entry press Save To delete a resource type Highlight the resource type by clicking on it Press the Delete button You will be prompted for confirmation that this is truly what you want to do If you select Yes that resource type will be removed from the list All occurrences of that resource will then be removed from the database 2008 BLUE CRYSTAL SOFTWARE CORPORATION 29 Salon Connection 1 0 e Resources A resource is the actual apparatus used to perform your service such as tanning room 1 or manicure station 3 Salon Connection will track the resources for scheduling and also prevent overbooking To add a resource Click the Add button Type in the resource name Select the resource type from the drop down Items in this list are defined on the resource types tab Enter a description for this resource Enter the rate for this resource Click Save when finished To modify a resource Select it from the resources listing Modify the information presented When you are finished modifying the entry press Save To delete a resource Highlight the resource by clicking on it Press the Delete button You will be prompted for confirmation that this is truly what you want t
106. rinter If you would prefer to see the report on the screen before you send it to the printer set the option button to screen You can set the default setting to be the screen by clicking File Setup System options and changing the print destination box to Screen on the Global settings tab Additional output options If you would like to save your data to a file for use in Excel or Word preview the report on the screen and press the Export icon that looks like an envelope with a red arrow going into it This will allow you to select from several different file types Select the file type you want type in a file a name and press Ok Your data will be saved in a file of the type you chose to the destination on your system that you chose If you have several printers attached to your computer or network or have a faxing program loaded such as WinFax Pro or Microsoft Fax you can change the direction of 2008 BLUE CRYSTAL SOFTWARE CORPORATION 86 Salon Connection 1 0 the output by clicking File Printer setup and choosing the desired printer from the dialog box 2008 BLUE CRYSTAL SOFTWARE CORPORATION 87 Salon Connection 1 0 2008 BLUE CRYSTAL SOFTWARE CORPORATION 88 Salon Connection 1 0 Chapter 16 Networking Salon Connection Network Installations Salon Connection 1 0 is automatically network ready The first step toward setting up the product on the network is to select a mach
107. riod To copy a schedule from one period to the next select the schedule date that you want copied by clicking on it once Click the Copy button You will be prompted for the period ending date for the new schedule When you select the date click Ok The new schedule will be created automatically 2008 BLUE CRYSTAL SOFTWARE CORPORATION 45 Salon Connection 1 0 Printing a specific employee s schedule To print a schedule for a specific employee click the Print button on the employee s schedule screen A schedule must be selected in this screen in order for it to print Printing a schedule for all employees To print a schedule for all employees click on Reports General Employee schedule You will be prompted for the week ending date that you wish to print the schedule for This date MUST be a Saturday Timeclock swipe module Salon Connection contains an included module that will allow you to add one of our barcode swipe readers so that you can issue barcode encoded time cards for each employee to swipe to clock in or out The swipe registers directly into Salon Connection onto the employee s time card grid For more information about the barcode reader please contact Blue Crystal Software Corporation sales 2008 BLUE CRYSTAL SOFTWARE CORPORATION 46 Salon Connection 1 0 2008 BLUE CRYSTAL SOFTWARE CORPORATION 47 Salon Connection 1 0 2008 BLUE CRYSTAL SOFTWARE CORPORATION 48 Salon Connection 1 0
108. rly or salaried Frequency This is how often you pay this employee Hours per pay period Hours that this employee should work per period Rate If you selected hourly under Pay Method enter the hourly rate in this box If this employee is salaried enter their yearly rate Commission This is the percentage of commission on each sale and or service this employee performs Note The commissionable items under inventory and special items 2008 BLUE CRYSTAL SOFTWARE CORPORATION 44 Salon Connection 1 0 can have their own rates attached If a percentage rate is entered here it will supersede all percentage rates entered for the various items on the commission report Max appointments This is the maximum number of appointments this employee can take on any given day The system will automatically track the number of appointments assigned when new appointments are scheduled This feature is automatic A setting of zero means there is no limit to the number of appointments that can be scheduled for the selected employee Schedule tab If you keep track of your employee s schedules they will be stored on this screen The system allows you to schedule a first and second shift If the system finds a schedule for an employee for a day that an appointment is being requested it will check to see if the employee is available on that day at the time requested The system tracks employees schedules a week at a time Note On the system options screen
109. rmation and shop hours The company information will print out on all of your reports and the shop hours will allow you to setup your schedules properly Enter this information and click the Next button The information will be saved at the end of the setup guide Note Your Company s registration code is generated based on the correct spelling including all punctuation marks and suffixes such as Inc LLC etc Please be sure that our Sales Representative has the accurate information that you are entering as your company name Employees Salon Connection requires at least one employee for scheduling purposes To add an employee click the New button and enter an employee 2008 BLUE CRYSTAL SOFTWARE CORPORATION 9 Salon Connection 1 0 That employee s access rights will then be able to be set from inside Salon Connection The User ID password first name and last name are required fields When the information is entered click Save To add another employee click New again When you ve finished entering employees click the Next button Resource Types A resource type is the type of apparatus used to perform your service such as tanning room or manicure station The resource types will be assigned to specific resources on the next tab Click the New button and enter a resource type Note The Link field signifies that this resource type needs a resource and employee linkage and
110. rt receipt printer or USB Select the type of setting for your cash drawer Com Port Cash drawer setting If you purchased a serial port cash drawer this setting tells the program which available serial port your cash drawer is on If you purchased a special cash drawer that connects directly to the receipt printer leave this box unchecked To enable the cash drawer feature place a checkmark in the box and click the Test button that appears If the drawer doesn t open change the port setting and press the Test button again If you can t find the port that the cash drawer is currently attached to it may be because the port is disabled on your computer Check the computer s manual for details on how to enable the COM port on your computer Barcode scanner is connected to this computer If you purchased a barcode scanner from us place a checkmark in this box It will enable the scan boxes on all of the schedules and enable the scan box on the invoice The scan boxes on the schedules let you scan your clients in and out every day by using their barcode key tags and the scan checkbox on the invoice allows you to rapidly scan each item automatically dropping the cursor to the next line for the next scan Scan box on invoice is automatically checked This checkbox is only visible if the Barcode scanner is connected to this computer on this tab box is checked With this box checked the invoice will open rea
111. rvice will be removed from the list All occurrences of that service will then be removed from the database e Sources Lists all of your referral sources so that you may track where each customer is coming from and what source of advertising is working best for you To add a source Click the Add button Type in the source Click Save when finished To modify a source Select it from the source listing Change the information that is presented When you are finished modifying the entry press Save To delete a source Highlight the source by clicking on it Press the Delete button You will be prompted for confirmation that this is truly what you want to do If you select Yes that source will be removed from the list All occurrences of that source will then be removed from the database e Special Rates If you provide and charge extra for services on such days as a holidays or a Sunday enter the extra amount per day here To set up your special rates 2008 BLUE CRYSTAL SOFTWARE CORPORATION 31 Salon Connection 1 0 Click on the Special rates tab Enter any additional amounts to this screen Click Ok e Credit Cards Define all of the credit cards you accept here including the discount rate if any Entering the information here will allow you to select the various credit cards at a payment type when creating the receipt To add a credit card type Click the
112. s All stylist reports will be listed under this heading Appointment confirmation If you confirm your appointments this report will print out the list of appointments for the selected day and allow you to call each making notes for each The confirmations can then be put into the system by right clicking each appointment on the schedule Stylist report This report lists what each stylist has scheduled for the day and the rate of each of the services giving you an idea of what income will be generated by each Stylist cards Each appointment can be printed out on either a sheet of paper or a 4 x 6 card for reference at the stylist s station Stylist log Prints out the day s schedule for each stylist Revenue Reports All accounting and income based reporting will be located here Client payment totals Shows total payments from your clients by client Commission reports Prints employee commissions based on sales entered on the invoice 2008 BLUE CRYSTAL SOFTWARE CORPORATION 79 Salon Connection 1 0 Deposit slip As you take receipts each receipt should contain a specific Deposit Ticket ID the default is today s date A deposit slip is printed for that specific Deposit Ticket ID Enter it in the box provided and all receipts for that specific ID will print on the report Open Invoices Prints a list of all unpaid invoices Receipts Reports Prints a list of all payments received for a specified
113. se orders listing screen click on the purchase order you wish to print and click the Print button Select your output destination and then click Ok Receive inventory Once you have entered the items you wish to order into the purchase order system and the items come in it is then necessary to receive the items so that they can be entered into your inventory by increasing the on hand counts Any open purchase orders will appear in the list An open purchase order is defined as one that has not had all items that were ordered marked as received 2008 BLUE CRYSTAL SOFTWARE CORPORATION 53 Salon Connection 1 0 To receive your items into inventory e Click Activities Receive inventory from the menu on the inventory screen e From the Receive Inventory window click on the Purchase Order you previously created e Click the Receive inventory for selected PO button On the Receive inventory screen you will get a list of all items that were listed on the purchase order If any items have been previously received in their entirety they will not appear in this list Only non received items and partial shipments will appear here As a time saving feature by default all items listed are checked as received with the quantity received column showing all of the items as received If any of the items were backordered or didn t arrive simply uncheck the item If an item was received but not in its entirety ch
114. ss Save To delete a resource type e Highlight the resource type by clicking on it e Press the Delete button You will be prompted for confirmation that this is truly what you want to do If you select Yes that resource type will be removed from the list All occurrences of that resource will then be removed from the database 2008 BLUE CRYSTAL SOFTWARE CORPORATION 34 Salon Connection 1 0 e Resources The resources tab allows you to define your resources the actual apparatus used to perform your service such as tanning room 1 or manicure station3 e Click on the Resources tab To add a resource e Click the Add button e Type in the resource name Select the resource type from the drop down Items in this list are defined on the resource types tab e Enter a description for this resource e Enter the rate for this resource Click Save when finished To modify a resource e Select it from the resources listing e Modify the information presented e When you are finished modifying the entry press Save To delete a resource e Highlight the resource by clicking on it e Press the Delete button You will be prompted for confirmation that this is truly what you want to do If you select Yes that resource will be removed from the list All occurrences of that resource will then be removed from the database e Services Define the v
115. st appointments or Next Day buttons to see future appointments The schedule for the next or previous day will appear To jump to another day e Press the Find Date button Enter the date you would like to move to in mm dd yyyy format e Click on OK The appointment schedule for that day will appear on your screen Printing the schedule To print the schedule e Click on Print The schedule for the displayed day will be shown on the screen e Send it to the printer by clicking on the printer icon in the upper portion of the report window Only the displayed schedule will print 2008 BLUE CRYSTAL SOFTWARE CORPORATION 68 Salon Connection 1 0 The WeekView schedule To view the schedule for the week by employee click the WeekView icon on the toolbar or click Schedule Week View schedule This schedule will display appointments by employee for a week at a time and tally the specific appointments by their appropriate service at the bottom of the screen To move an appointment from one day to another click and hold the appointment with your mouse and drag and drop it to the new day To extend an appointment hold your mouse over the bottom of the box that shows the appointment until your mouse becomes a two headed pointer Click and hold and then drag down to the desired section Adding a client to the schedule e On the Dayview or WeekView schedule click on the Add button Enter the cl
116. t below it is the client s Phone 1 entry Click it to confirm the appointment If you selected the system option Use confirmation numbers you will receive a confirmation number that you can leave with the client The confirmation number will also appear on the add modify booking screen The confirmation checkmark will appear on the appointment schedule screen The confirmation number can be given to your client when a confirmation has been performed Confirmation numbers are an optional feature Marking an appointment completed or call when done When you have either completed an appointment or would like to mark the record as call when done select the appointment on the appropriate schedule and right click on it From the menu that pops up select completed or call when done This will mark the record accordingly and change the schedule screen color for that record You can also modify the appointment record by double clicking it and checking the appropriate checkboxes When you click Ok the schedule screen colors will change for that record Exiting the Schedule When you are finished with the schedule press the Close button 2008 BLUE CRYSTAL SOFTWARE CORPORATION 72 Salon Connection 1 0 Chapter 13 Salon Connection Invoice In Salon Connection 1 0 there are a variety of ways you can generate invoices The following are instructions for each 1 Use the Main Menu e Open one of the
117. t name you must differentiate them by putting a number after their name Example You ve just hired another employee named Debbie In order to differentiate between these two employees you must change your first employee s name to Debbiel and enter your new employee as Debbie2 The same premise applies for stylists manicurists and or estheticians Selecting any of these boxes will add the employee s name to each of the appropriate drop downs throughout the program If you wish an employee to have administrative capabilities check the Administrative box The default administrative ID cannot be unchecked as one ID is required to have administrative functions Once the Admin ID checkbox is checked the employee will be able to access all of the areas of the program that require an administrative login The Access Rights tab Once you have completed the employee information portion of the screen click the Access Rights tab to assign access rights to this employee This tab controls what the employee can access and what they can t A check in any of these boxes allows the employee access to that item There are six categories to the access rights items General Module permissions only the purchased modules will appear Inventory Reports Invoices and Receipts Placing a checkmark in the various boxes for an employee enables access while taking a checkmark away disables access To select all boxes
118. the line item in the invoice that needs adjusting This will display a context menu that will show you who the employee is that is supposed to receive commission for the item To change the assigned employee if any click the Modify employee menu item on the context menu Enter your administrative password if this feature is enabled and the employee adjustment screen will appear Select the employee who is to receive the commission from the drop down and click Ok The commissioned employee will now be adjusted on the invoice Please note No visible notification will appear that this adjustment has taken place Applying a payment To apply a payment to this invoice click the Payments tab The Add receipt screen will then appear with this client s invoice information at the bottom NOTE If this client has other unpaid invoices those invoices will also appear in the grid with their remaining balances To apply the payment to this invoice enter the Deposit Ticket ID This is set to today s date Select the client s payment type For the Reference number field enter the client s credit card authorization number if paid by credit card Cash if paid by cash or check number if paid by check In the grid apply a checkmark in the column marked Pay on the line for the invoice you would like to take payment for The amount of the invoice will then be transferred to the Amount paid colum
119. this field the retail price will automatically be calculated by the system which will use the formula cost x markup retail e If you don t want to use markup and have a set price for the item enter the retail cost to the client e Recurring checkbox It is now possible to mark certain inventory items as recurring This is especially helpful if you have a charge that you want to apply to every appointment such as insurance or miscellaneous To set the charge place a checkmark in the new Recurring checkbox on the item that you want to mark as recurring When you click Save the system will remind you that that item will now show up on every single invoice created with Salon Connection Once it is set every time an invoice is created for a booking the system will include the recurring charge It will not however be included on invoices created for miscellaneous items e Enter a brief description of the item e If this item is a product click the Product option button If this item is a Service click the Service option button e Commissionable checkbox If an item is commissionable such as a Styling or Manicure currently system items check this box Only commissionable inventory items will show up on the commission report e Commission type If this item is commissionable select whether the item commission is paid either by percentage or by a flat rate e Commission rate Enter the commission rate for
120. this item The rate format will be determined by what you selected as commission type 2008 BLUE CRYSTAL SOFTWARE CORPORATION 51 Salon Connection 1 0 e If you have the QuickBooks DirectLink module you will see the QBDL income account selection box Select the income account from the pop up list that sales of this item will flow into QuickBooks e When you are finished adding the entry press Save Please note Only commissionable items will get put on the commission report If the employee that sells these items has an amount in their commission box on their employee record that percentage amount will supersede the percentage amount on this screen when printing the commission report The retail cost will appear on the invoice when selected and both costs will be used in internal reporting To modify an item e Select it from the left side of the inventory listing by clicking on it e Modify the information that is presented e When you are finished modifying the entry press Save To delete an item e Highlight the item by clicking on it e Press the Delete button You will be prompted for confirmation that this is truly what you want to do If you select Yes the item will be removed from the list All occurrences of that item however will remain in any of the created invoices Searching for an item The search box on the main Inventory screen is for searching for inventory items only When t
121. ting Modify the information that is presented When you are finished modifying the entry press Save To delete a Zip code Highlight the Zip code by clicking on it Press the Delete button You will be prompted for confirmation that this is truly what you want to do If you select Yes that Zip code will be removed from the list All occurrences of that Zip code will then remain in the database e Tan Packages This tab provides the ability to add numerous tanning packages Packages entered here will then be able to be sold through the client card for your facility to track tanning minutes for each client To add a tanning package Click the Add button Type in the code of the tanning package for use on the invoice Type in the descriptive name of this package Enter the package cost Enter the number of minutes for this particular package Click Save when finished To modify a tanning package Select it from the tanning package listing Modify the information that is presented When you are finished modifying the entry press Save To delete a tanning package Highlight the package by clicking on it Press the Delete button 2008 BLUE CRYSTAL SOFTWARE CORPORATION 33 Salon Connection 1 0 You will be prompted for confirmation that this is truly what you want to do If you select Yes that tanning package will be removed from the list To apply a tanning package to a
122. tion will always prompt for a print destination when printing reports and schedules If you prefer to send the reports right to the printer instead of previewing them on the screen first set this option to Printer The option on 2008 BLUE CRYSTAL SOFTWARE CORPORATION 24 Salon Connection 1 0 the print destination screen will be set to this default saving you the trouble of an extra mouse click when printing Schedule Week Ending Day If you use the employee scheduling feature of Salon Connection 1 0 you can select the day of the week that ends your workweek For example if your workweek goes from Tuesday to Monday you can set the weekending day to Monday for ease in schedule assignment and printing Tax before or after discount Because some cities and or states require taxing before discounted amounts and some after select how your area handles discounts Country Indicate whether your business is located in the United States Canada or other for the UK Australia etc Date format By default the program comes with mm dd yyyy as the date format of choice If your Windows system is utilizing the international settings set the date format option to dd mm yyyy This option controls the way the program handles dates in certain screens and reports The long date format of your system is very important in Salon Connection To check your computer s long date format click Start Settings Control Panel and doubl
123. to restore your data Backup To backup your data click the Backup tab Select the drive to which you wish to backup by clicking the up down arrows next to Destination For example if you want to save the database file to your floppy drive which is typically your system s A drive set the destination to A If you have a Zip drive or comparable removable drive and that drive s letter is E set the destination drive to E Click the Backup the database button You will be prompted that this is what you want to do Click Yes and your data will be compressed and put on the selected drive as SC1 ZIP When the process is complete remove the disk if possible and store it Note Prior to creating the Zip file the utility to compact and repair your database tuning it up In the event that the database can t be compacted and repaired prior to its compression uncheck the Compress box on the main tab This will allow the database to still be zipped even though it can t be compacted and repaired An example of the usage of this is if you experience a runtime error 3343 meaning your database is corrupt You will need to uncheck this box to create the file to send to support If you were requested to email the database to support you will need to click the box marked Email DB to support prior to clicking the backup the database button Once you do a new tab will appear called Email Technical Support
124. to work without the Client Explorer you can click the X in the upper right hand corner of it to close it To get it back simply click View from the main menu across the top of the screen and then click Client Explorer It can also be turned off in the same manner Once you add your first client you can right click on that client for an additional easy to access popup menu please see Adding your first client in a later chapter Once you have several clients listed in the Client Explorer you can sort the view two different ways Last name this is the default setting and phone number if you prefer to locate a client by phone number To be able to locate an entry by typing a few characters click on one of the names and start typing The list will scroll through the client names as you type As the names get entered into the system they will appear in the Client Explorer Clients may have an icon next to their name if one has been chosen through their client card The icons are descriptive pictures set on the client card that are used to illustrate the type of client prior to opening their card Client names listed in red have a warning typed in the warning box on their client card See the client card section later in this chapter for more information about the icons and client warnings features To scroll down the names using your mouse click and hold on the slider down the right hand edge of the clie
125. ty field To disable this feature click File Setup System options Uncheck the Perform new Zip Code check option Select the client s gender age group and set the birth date All of these fields are optional although they will assist you at some point with targeted marketing or if you wish to send a birthday greeting to a client Salon Connection also sends email reminders and greetings Enter the client s email address if you wish them to be included in special announcements In the stylist drop down select the client s preferred stylist This will allow you to simplify the booking process when they call by automatically filling in the specified stylist Email This field is used to send reminders to customers via email type the customer s email address here A customer s email address is also used as the user ID for the optional Online Reservations System module Email button If the client record has an email address in the Email field the Email button will be available Click the email button to use Salon Connection s built in email utility to send an email to this client Note See the Email Functions chapter later in this guide for more information on sending emails from Salon Connection Emoticons In the lower right hand corner of the first tab there are a series of eight icons that will allow you to specify the type of client that this one is Clicking one of these icons will transfer the
126. u can also click on one of the names as the list fills up and start typing to scroll through the list to quickly get to the client name you re looking for At the top of the Client Explorer is a checkbox labeled Show inactives This provides you the ability to mark a client inactive to remove them from the main list but gives you the ability to still get to those clients simply by checking this box which will show you a list of your inactive clients On the main client screen there is a checkbox to set the client to inactive in addition to right clicking the client in the Client Explorer and selecting Make inactive from the popup menu In either case the client will be removed from the Client Explorer To view your inactive clients place a checkmark in the Show inactives checkbox To reactivate a client double click them from the inactives list or right click on them and select Open client Uncheck their inactive checkbox and press Ok They will now be returned to active status Note If you want to print labels or postcards to inactive clients click the Inactive checkbox on the Client Explorer and print your postcards labels With this box checked the postcards labels to print will be to your inactive clients 2008 BLUE CRYSTAL SOFTWARE CORPORATION 62 Salon Connection 1 0 Chapter 11 The Salon Connection Calendar Opening the Calendar e Select Schedule from the main menu e Choose
127. ude of shampoos from different vendors set them up here for easy viewing on the inventory screen or on reports To have the reports effectively break your sales down by category the following seven categories are required FACIAL PEDICURE HAIR TANNING MANICURE WAXING MASSAGE Your system already contains all of the above listed pre set categories which cannot be deleted If your system doesn t include these categories for some reason you must add them using the following method The built in invoice generator uses these seven categories tied to a corresponding inventory item Also the category revenue report will not function properly without them Note You must have category access rights to gain access to the categories section of the program If you are unable to click the Categories option button then your user ID does not have the permissions necessary to access the category section of the program Please contact your system administrator about getting categories permissions To add a category 2008 BLUE CRYSTAL SOFTWARE CORPORATION 49 Salon Connection 1 0 e Click the Categories option button e Click the New button e Type in the category name required and a brief description if necessary e Click the Save button and the category will appear in the list to the left To modify a category e Click the category that you want to modify e Type in your changes e Click the Save button a
128. up your data We strongly recommend that you back up your data regularly We have supplied a backup and restore utility with your software to aid you in the safekeeping of your data The file that contains your data is named SALON MDB and is stored in the SalonConn folder on your computer If you do not choose to use the backup utility provided by us this is the file that you must backup IMPORTANT It is highly imperative that you backup your data at least once a week Blue Crystal Software Corporation cannot and will not be held responsible for lost or damaged data It is your responsibility to backup your data A utility has been provided with your software to aid in the backup of your data If you need assistance with this backup utility please do not hesitate to call technical support If your data does get damaged for whatever reason we have also included a repair utility with your software which in most cases will restore your data to a good working condition If your database file does become damaged you may be able to email it to us for repair In this case there will be a charge for repairing the database Using the backup restore utility The backup restore utility provided with your software will compress your data into a zip file and store it to a drive that you select As you use your system your database file will grow resulting in the possibility that you may eventually need larger storage medium to hold the backed up file
129. us entries will be marked no show To do this set the No Show Processing Date at the bottom of the tab to today s date Now tomorrow when you start the system for the first time the no shows will be processed from today s date To disable this feature uncheck the box Perform new Zip code check Each time you enter a Zip code the Zip code database is searched If it is found the city and state are automatically updated If not you have the option of adding the new Zip code which will prompt you for the city and state associated with it After this feature is enabled if you enter just the Zip code for each new client the city and state will automatically be populated The Zip code list can be updated through File Setup Lists to be discussed later in this manual Provide tanning services Some salons do not offer tanning services Checking this box will allow tanning based items to appear on certain screens Use administration login This feature is set to on by default Some areas of the program such as the system options or employees screen require administrative privileges If you don t require this level of security uncheck this box to eliminate the administrative login prompt Note This box cannot be unchecked if the Use startup password and security features option has been enabled Salon Connection will automatically correct this setting if this occurs Default print option Salon Connec
130. will assign a support ID to your case which you will need to enter into this box prior to sending In the box below 2008 BLUE CRYSTAL SOFTWARE CORPORATION 84 Salon Connection 1 0 Support ID enter a brief description of the issue you were facing Your support technician will guide you through all of these steps Now click back to the Backup tab Click the backup the database button This will create an email message to support attach the database and send it You will need to confirm that you want to send this email Once you click Yes your database will be sent to the Salon Connection Support Team who will contact you as soon as they receive it and correct your issue Restore To restore your data click the Restore tab Select the drive from which you wish to restore by clicking the up down arrows next to Source For example if you had saved the database file to your floppy drive which is typically your system s A drive set the source to A If you have a Zip drive or comparable removable drive and that drive s letter is E set the source drive to E Click the Restore the database button You will be prompted that this is what you want to do Click Yes and your data will be restored and put back in your SalonConn folder When the process is complete remove the disk if possible and store it IMPORTANT Once you choose to restore your data the information in your current database will be
131. y required changes to the card and click OK to save them and close the card Deleting a client Deleting a client permanently removes that client record from the database Salon Connection 1 0 will then remove all occurrences of that client from all schedules Note Deleting a client is permanent You may want to set the client to inactive by checking the inactive box on the client card This way the client won t appear on the locator but can be retrieved if necessary To delete the client e Open the client s card and File Delete Client will not work if no client cards are open OR e Right click on the client from the Client Explorer and select Delete client You will receive a prompt on the screen asking you if this is truly what you wish to do If so press yes Please note that any occurrences that reside in the income section for this client will not be removed The Client Explorer Salon Connection 1 0 features a Windows Explorer style interface called the Client Explorer As you add clients they will be listed in the Client Explorer down the left side of your screen If you wish to work without the Client Explorer you can click the X in the upper right hand corner of it to close it To get it back simply click View from the main menu across the top of the screen and then click Client Explorer It can also be turned off in the same manner 2008 BLUE CRYSTAL
132. you chose to search for a client record double clicking on that client will open that client s card Note If a client doesn t appear in the list but you know 2008 BLUE CRYSTAL SOFTWARE CORPORATION 15 Salon Connection 1 0 they are present in the database click the Reload button to refresh the list The Reload button will not appear if the Search screen launched the locator Another method of locating the client is by using the Client Explorer When Salon Connection starts all of your clients are loaded into the client explorer and as you add clients they are populated in the client explorer To locate a client click on any name and type the first letter of the last name you are looking for and the list will scroll The Locate by Phone Number button To locate a client by phone number e Click on the picture of the telephone on the tool bar OR e Click on File e Choose Find Phone e Type in part or all of the phone number you wish to locate e Click OK If a record with that phone number is found in any of the phone number fields it will be displayed If not you will be given another opportunity to find another number Name Modifications When you need to change a client s name simply make the changes to that client s card Salon Connection 1 0 will automatically update the database and any related entries in any of the schedules and income sections of the program For example Becky Th

Chapter 1 - Salon Connection

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