Daily Operations Guide

Transcription

1 Daily Operations Guide Detailed Overview of The Reports in The Envision Software

2 I Day-to-Day Operations Guide Table of Contents Part I Welcome to Envision Cloud 1 Part II Daily Operations 2 1 Clocking In & Out Appointments... 3 Booking Appointments... 7 Steps to Book... an Appointment 11 Add / Edit a... Client 12 Editing Appointments Repeating Appointments Standing Appointments Sales Register Cashing Out Appointments Edit Line Item Discount Item Return Item Redeem Loyalty... Points 27 Item Coupon Discount Ticket Ticket Coupons Sell Gift Card Combining Tickets Take Payment Screen Perform Daily Z-Out Z-Out Payment... Summary 41 Z-Out Cash Counts Z-Out Payment... Checklist 46 Change Drawer... 47

3 Welcome to Envision Cloud 1 Welcome to Envision Cloud If you need additional help or support, you can: Use the Online Help Guide The help guide is a fully-searchable guide, containing step-by-step and detailed explanations of all screens and features. Access the help guide by selecting the Help icon in the upper right of the screen and choosing the Online Help Guide. Watch Our Training Videos The Envision Cloud channel has many videos that offer a guided tours to entering information and using different features of the program. Open the YouTube channel by selecting the Help icon in the upper right of the screen and choosing Training Videos. Submit a Support Ticket Online Simply select the Help icon in the upper right of the screen and choose to Open a Support Ticket. Our Technical Support Team responds to these incidents within 24 business hours. If you have a critical concern, you may reach a technician by telephone at

4 2 Day-to-Day Operations Guide Daily Operations Use this guide to learn the basics of the day-to-day operations that you will perform in Envision Cloud. Most of these operations are detailed on the Cloud YouTube channel. If you are viewing this document on a computer, click the button below to visit the Envision Cloud channel. Clocking In & Out The Time Clock can be a valuable management tool. Even employees that are not "On the Clock" will have requirements for attendance. The hours recorded when each employee Clocks In and Clocks Out here will be available for payroll. The Time Clock can be reached by clicking on Employees on the Tool Bar and selecting Clock In/ Out from the drop down. Time Clock Employee Login & Password Employees will use the login and password they use to log in and out of Envision Cloud. Time Clock Clock In / Clock Out After entering their Employee ID and Password, employees will click either of these buttons to clock in or out. They cannot perform illogical operations. For example, if they clocked in yesterday but never clocked out, they can't clock in again until they clock out from yesterday. Clock in and clock out times and dates may be adjusted in the Manage Time Card Records screen.

5 Daily Operations Appointments The key to using the Calendar is to double-click on an available time slot to create an appointment, or to click on top of an appointment to edit that appointment. To enter the Calendar, click on Schedule in the Tool Bar of Envision Cloud and select Appointments from the drop down menu. Appointment Dates Use the calendar on the far left to select the date you wish to book appointments. The single arrows to the sides of the month name will move you one month ahead or behind. The double arrows to the sides of the month name will move you three months ahead or behind. Just click any date to change the Appointment Calendar to that day. Calendar Day Buttons: The "Today" button at the top of the calendar can be used to move you back to today's date. This is very useful after you have set appointments for dates in the future and want to display today's schedule of appointments. The blue number buttons will move you the corresponding number of weeks ahead in the calendar from today's date. 3

6 4 Day-to-Day Operations Guide Filters You may select a single employee or employee department from the drop down selection boxes in this section to view a single employee or department. This is useful when there are a large number of employees on the calendar. Appointment Calendar Time The time you have set for your store hours when you setup the program, are the range of times shown on the column on the left. The white blocks indicate that the employee is available for those hours. By default, this will encompass the Store Hours you set. By going to the Employee Schedule and entering the working hours for each employee, you can change the hours available for an employee. If the employee is not scheduled to work, the area of their column that they are not scheduled for will be grayed out. For example, in the image above, Janet Yun is not schedule to start work until 10:00 AM. Her hours from 9:00 to 10:00 are grayed out because she is not scheduled to work. Employee Off Time Color: This color can be changed in the Company Settings. Column Heading The top row of the Appointment Calendar displays the employees available for appointments. You can double-click on the employee's column heading to switch to a weekly view of the employee's appointments. When you double-click on an empty time slot in an employee's column, that employee will automatically be selected for the appointment.

7 Daily Operations 5 Calendar Note Pop-up Hover your cursor over an appointment to see more information about the appointment that is booked. This is useful if you are not able to see the entire name of the client that is coming in, or if you need to view the client's appointment notes, time, or the service that is booked. Set Calendar View Clicking this will toggle between displaying only business hours (set in the Company Settings) and a 24 hour view. This is useful when a booking is going to take place outside of normal business hours. Drag Drop Extend You can drag-n-drop appointments and block times from different time slots and employee columns on the calendar by clicking and dragging on top of appointment blocks. You can extend or shorten the time block of an appointment by dragging the top and bottom holds on an appointment block.

8 6 Day-to-Day Operations Guide Service Appointment With Processing Time A service booked with processing time is a service that requires a period of time to elapse between the first part of the service and the final part. For example, if you have a service for hair color, it takes an amount of time to apply the color, then it must process in the hair for a set period of time, and then a rinse, cut or styling must be completed. This program allows this type of Inventory Service item so that the employee is available for other appointments during the processing time. If you move this appointment, both parts move since the program treats both parts as one appointment. Displayed above is a screen shot of a Service with processing time. Calendar Time Bar The current time slot (based on the time as set on the computer) is highlighted with yellow for easier navigation.

9 Daily Operations 7 Booking Appointments This is the working screen for the Appointment Calendar. By double-clicking on any empty time slot, you will see this screen. You may also click the "Add New Appointment" button on the left side of the Calendar to get to this screen. There are many powerful features loaded onto this screen. We suggest that you review the different features in the screen shot below to see how they work and learn the potential time-saving features available. Appt Date/Time If you double-clicked on top of a time slot on the Calendar to get to this screen, the date and time will be filled in automatically. You may change the date and time here if the client has changed their mind or if an incorrect time slot was selected. Employee If you double-clicked a time slot to get to this screen, the employee will be filled in automatically. If you chose to use the "New Appointment" option to schedule the appointment, select the employee that will perform this service by clicking the small drop down arrow and choose the employee from the drop down list. Select a Client The first step to scheduling an appointment is selecting a client. Start typing the first or last name of the client in the "Client" field to narrow down the search. Typing a name into this field will populate names into the "Client" field. If there are similar names in your Client List, the program will narrow down the search by every additional letter you enter. You may also click on the drop down arrow in the "Client" field to get a drop down list of clients that you can select from.

10 8 Day-to-Day Operations Guide Add Client A new screen will open when you click the Add Client button on the "Schedule Appointment" screen in the calendar. Enter the information that the client provides and click the "Save Client" button. A client record will be created to store the clients data. This screen can also be accessed via the "Add Client" button at the top of the Sales Register when the client drop down is blank. Client Details Click the Client Details button to instantly allow access to view and edit the selected client's information. This button will appear when a client is selected for booking, replacing the "Add Client" button. This is very useful for changing telephone numbers, address, etc. "On the Fly". You can also view purchase history, appointment history, and viewing / adding formulas. You can get to this screen from the Schedule Appointment screen or the Sales Register by clicking the "Client Details" button next to the client name. Service Click the drop down arrow to select the service that you are booking an appointment for from the drop drown menu. You can also start typing the name of the service into this field. Qualified Services: The services displayed here will be the "Qualified Services" that were setup for the employee selected, if you have "Use qualified services when booking appointments" checked in your Company Settings. If you do not have this option checked in your Company Settings, all of your active services will be available from this drop down menu. Resource If a resource (Manicure Station, Massage Room) is required for this service, click the drop down arrow to select the resource from the list. If you have selected a Resource Group applied to the service you have selected for this appointment, the resource will be automatically selected. Appt Type You may select the appointment type from this drop down menu. Standard appointment types are preset, but you may add custom appointment types by hovering over Schedule on the menu bar, then choosing the appointment type list. Standard appointment types may not be deleted, but may be hidden with an option in the Company settings.

11 Daily Operations 9 Adjust Service Times The three items in this area are the times that you setup for this service in the services list, or the specific time set for each employee under the Qualified Services tab on their employee profile. You can edit these times during booking, if needed. Init (Initial) Time All service items need a time filled into this field. It is the best estimate of the time it takes to perform the service. Use 15-minute increments only. For example, 1 hour would be entered as 60, or a half hour would be entered as 30. For most service items this is the only time needed. For a chemical service, this would be the amount of time that it takes to apply the color or chemical to the hair. Process Time Enter a time using 15 minute increments here if a delay is required during this service. For example, this would be necessary you apply color and must wait 30 minutes for processing time before you rinse and style. Entering a time here will allow you to schedule another service with a different client during this time. This allows you to maximize the use of the service provider's time. If you enter time here, you must enter a "Completion Time". Completion Time Enter a time here only if you entered a "Process" time above. This is the time it takes to finish the service after the delay. Notes Enter notes into this area if there is anything to remember about this appointment or client. These notes will only be attached to this appointment and can be viewed when the hovering over the appointment. They will not show up on your client's next visit. Book Appointment This button will save the information you have entered, close this screen and bring you back to the Calendar screen. Book & Continue Click this button to book the first service. The schedule appointment screen will remain open with the same client, employee and date selected. The time will change to the next available time slot. To book an additional service, choose the service, edit the service time if necessary, and select Book Appointment. Cancel Changes Button Click this button to cancel any changes you have made and return to the Calendar screen. Booked By Enter the initials of the employee booking the appointment. If you do not see this field, it can be enabled in the company settings.

12 10 Day-to-Day Operations Guide Extras Tab This tab allows you to attach any services or product to an appointment without taking additional time or booking another appointment. Anything listed here will transfer to the sales register when checking out the appointment.

13 Daily Operations 11 Steps to Book an Appointment 1. Hover over Schedule on the Menu Bar. 2. Click Appointments to open the Appointment Calendar. 3. Locate the day you wish to book by using the small calendar to the left of the appointment screen. 4. Double-click the time slot under the Employee that you wish to book. This will open the booking screen. 5. Enter the client name. If the client is not in your program, select the Add Client button and enter their information. 6. Choose the requested service. 7. Verify the Resource, Appointment Type and Service Times. 8. Enter any Notes for the appointment. 9. Enter your initials in the Booked By field to the right. 10.If you are finished with booking for this client, select to Book Appointment. If you wish to book another service directly after this one for the same client and employee, select Book & Continue.

14 12 Day-to-Day Operations Guide Add / Edit a Client Selecting to add a client from the appointment calendar or sales register screens will open the same window. This window will allow you to enter basic client information. If the client you are scheduling an appointment for or cashing out is not currently in your system, you can add them from the sales register or when booking an appointment on the calendar. Selecting the Add Client button will open a screen that allows for viewing and editing of basic client information.

15 Daily Operations 13 If you have a client selected and choose the same button, it will open a client edit screen. These buttons will appear when a client is selected for booking, replacing the "Add Client" button. This is very useful for changing telephone numbers, address, etc. "On the Fly". You can also view purchase history, appointment history, and viewing / adding formulas. You can get to this screen from the Schedule Appointment screen or the Sales Register by clicking the "Client Details" button next to the client name.

16 14 Day-to-Day Operations Guide Editing Appointments Moving Appointments There are multiple ways of moving an appointment in Envision Cloud. You can "drag n' drop" the appointment to the time slot that you would like to move the appointment to, you may Cut or Copy the appointment and then Paste it in the time slot that you would like to move the appointment to, or you may use the "Move Appointment" feature by right clicking on top of the appointment. Cut And Copy Appointment - Right Click on Top of Appointment To access this feature, right click on top of the existing appointment and select "Cut and Copy Appointment". This will copy the appointment and remove the appointment from the Calendar. You will then need to go to the correct time slot in the Calendar that you would like to move the appointment to. The appointment will need to be pasted into the highlighted time slot. To make a time slot highlighted, left click on top of it. After highlighting the correct time slot, right click on an empty time slot and select the "Paste Appointment" option. Warning: It is very important to remember to paste the appointment where you would like to move it after selecting the "Cut and Copy Appointment" option. If you forget that you cut the appointment and do something else in the Calendar without pasting the appointment in another time slot, the appointment will be lost. Move Appointment - Right Click on Top of Appointment This option can be accessed by right clicking on top of the existing appointment and selecting the "Move Appointment" option. This will open the Move Appointment Screen

17 Daily Operations 15 Move Appointment Screen Week Buttons The blue number buttons stand for number of weeks from today's date. Click one of these buttons to automatically select a date in the future. For example, if you click the "2" button, the program will automatically select the date exactly two weeks from the current day. Date and Time "Date" is the date that the appointment will be moved to. Clicking the small calendar shown to the right will open a calendar pop-up for date selection. "Time" is the time the appointment will be moved to on the selected date. Canceling Appointments The Cancel Appointment option can be used anytime a client needs to cancel their appointment. The "Cancel Appointment" option can be accessed by right clicking on top of the appointment and selecting "Cancel Appointment" from the menu. A list of canceled appointments can be run from the appointment report menu.

18 16 Day-to-Day Operations Guide Repeating Appointments Use this feature to repeat an existing appointment. The repeat option will make a copy of the appointment for a new date and time. This saves you from having to create a brand new appointment if the client wants to book the same service with the same employee. Right Click on Top of Appointment This option can be accessed by right clicking on top of the existing appointment and selecting the "Repeat Appointment" option. Repeat Appointment Screen Week Buttons The blue number buttons stand for number of weeks from today's date. Click one of these buttons to automatically select a date in the future. For example, if you click the "2" button, the program will automatically select a date exactly two weeks from the current day. Date and Time "Date" is the date that the appointment will be "Repeated" (copied) to. "Time" is the time on the selected date the appointment will be repeated. Note: If you will be repeating an appointment (for the same service / provider / time slot) several times, you may use Standing Appointments.

19 Daily Operations 17 Standing Appointments Standing Appointments are appointments that a client schedules in advance if they know that they will be coming in to have the same service done frequently. For example, a client may come in every other week to for a manicure, or every 6 weeks for a haircut. Instead of scheduling each appointment individually, you can book a standing appointment once and the program will schedule each appointment for you. Add a Standing Appointment 1. Right-click over an appointment and select to "Make Standing". The following window will appear. Fill out the desired options and select "Create Standing". 2. You will get a confirmation window stating that the appointments have been made, and the appointment will appear on the calendar with an icon that indicates that this is a standing appointment. Standing Appointment Icon

20 18 Day-to-Day Operations Guide Block times may also be entered as standing, creating repeating times that employees are unavailable for booking, like lunches or regular absences. Right-click over a block time and select to "Make Standing". The following window will appear. Fill out the desired options and select "Create Standing". Edit Standing Appointments To change an appointment that is part of a recurrence, you may change a single appointment by normal methods, like drag-n-drop. The changes will affect only the appointment you are editing. Delete Standing Appointments To delete a standing appointment, double-click on one of the standing appointments to open, then choose to Edit the Recurrence. You may then select if you wish to cancel all standing appointments from that date forward.

21 Daily Operations 19 Sales Register This is also one of the most used windows of the program. From here you sell every product including Gift Certificates. The Sales Register can be open by selecting Sales from the Tool Bar and selecting Sales Register. Selecting Client The client must be selected for this invoice if you wish to have transaction history attached to their record. Add Client An entry screen will open when you click the button next to the client name field. Enter the information that the client provides and click the "Save Client" button. A client record will be created to store the client's data. This screen can also be accessed via the Add Client button on the "Schedule Appointment" screen in the calendar. Client Details When clicking the button next to the client name when a client is selected will instantly allow access to view and edit the selected client's information. You can also do this by clicking Client Details when a client has been selected in the "Schedule Appointment" screen.

22 20 Day-to-Day Operations Guide Employee Information An Employee must be associated with each sale. This might only be the cashier, but the cashier must be selected. Since the program is sensitive to commissions, an employee is required. You may choose the "In House" employee for sales when an employee will not be receiving commission. Click the drop down to select the employee from the listing of all the employees entered. You may also start typing the first characters of the Employee ID. As you type each letter, the search will instantly narrow down. If an employee is not selected, the user that is currently logged in will be assigned to the sale. Item Search Click the drop down button and select the product you wish to sell from the listing or use the search field to find the item. The button to the left of the item selection field can display either Item Id or Barcode. Clicking it will change the item search function to look up items via one of these two options. If the button displays "Item Id" you may start typing in the Item Id of the service or retail product you would like to select and the program will narrow down the search with each character you type in. When the button displays "Barcode" you may scan the product's barcode when your cursor is blinking in this field. The product will automatically appear in the Invoice area. The Barcode search will also allow you to look up a coupon promo code. Department Selection This list comes from the inventory departments. When departments are made and items are assigned, they will show in the space to the right. Item Selection Items belonging to the selected department to the left will display here. This section may be disabled in the Company Settings. Invoice Listing This area of the screen (below the Client Information area) lists all the items you have chosen for this sale. It also displays the quantity, price and employee assigned to the sale. Remove Line Item This button will remove the corresponding line item from the invoice listing.

23 Daily Operations 21 No Sale Click this button to clear the invoice and return to a blank POS screen. If you are using a receipt printer, a receipt may print with a summary of the no sale performed. Invoice Breakdown This area of the screen (below the Invoice Listing) displays a detailed breakdown of the sale in progress. It instantly updates with changes you make.

24 22 Day-to-Day Operations Guide Cashing Out Appointments The POS Check Out feature transfers services from the Appointment Calendar to the Point of Sale screen. You can run this process several times on the same client if you add services to the calendar during their visit. 1. Right-click on top of one of the client's appointments. Select "CHECK OUT CLIENT" from the menu. 2. The services will be transferred to the Sales Register. Verify that you are checking out the correct client by verifying the client's name at the top of screen. 3. Review the information on the ticket and add any additional products or services that the client is purchasing. Make any changes needed or apply discounts. 4. Click the "Take Payment" button in the lower right hand corner of the screen. 5. Enter Tips, if desired. 6. On the Take Payment Panel, select the type of payment that the client will be using. Enter the amount and select "Add Payment". 7. Click the "Cash Out" button to complete and save the transaction.

25 Daily Operations 23 Edit Line Item The edit button allows you to adjust any item you have placed on the Invoice. You may also double-click over the item to open the Edit Line Item screen. Employee You may use the drop down arrow to select a different employee for the sale of the selected item. Unit Price This is the price of the item. You may edit the price of the selected item if needed. Note: It is recommended to apply a discount or coupon to an item to change the price. Cost This is the cost of the product that you entered on the Edit Screen in your Retail Product List. You may enter a new product cost if the cost has changed for this product at the time of sale. This will not change the cost of the product in the Retail Product List, but will show as the Cost for this single sale in Reports.

26 24 Day-to-Day Operations Guide Enable Commission Override If you would like to override the amount of commission an employee is paid for selling this item, check the "Enable Commission Override" box and enter a dollar amount in the field. This will override any commission percentages you have set up in your commission plans. Adjust Quantity You may use this field to adjust the quantity of the selected item you are selling. Quantity Prepaid Redeem Adjust the number of prepaid items being redeemed. Prepaid Sale Check this box if the client is pre-paying for the selected item or items. When the client returns to the business and this exact item is added to the invoice, it will be redeemed. The item will show for $0.00 when redeemed, and the prepaid item will be deducted from prepaid items available once the sale is completed. You may view prepaid items on the client profile. Is Non-Taxable Check this box if there is to be no tax amount collected for this item's sale. Is Backbar Check this box if the item selected is being used as a backbar item. This will zero out the Price field automatically.

27 Daily Operations 25 Discount Item This screen allows you to apply a discount to this item's sale. Discounts may be applied to a single item or the entire ticket. If you need to apply both a ticket discount and an item discount, apply the ticket discount first. When you select one of the 3 choices at the left of the screen you determine how the entry in the "Discount Amount" field on the right will be applied. If "No Discount" is selected, none of the fields work. If "Discount By a Percentage" is selected, the entry in the "Discount Amount" will be applied as percentage discount. "Discount By Fixed Amount" then entry in the "Discount Amount" will be applied as a dollar amount discount. "Discount Note" is an optional area to add a reason why the discount is being applied. How To Apply an Item Discount 1. Ring up the products/services that the client is purchasing. 2. Select the Edit Line Item button for the item to be discounted. 3. When the "Edit Line Item Screen" appears, select the "Discount" button. 4. Enter the desired discount options on the "Discount Item" screen and select "Save". 5. Select "Save" on the "Edit Line Item" screen. 6. Finish the transaction and collect payment.

28 26 Day-to-Day Operations Guide Return Item When this option is selected, the item will become a negative amount on the invoice listing (as shown below). Now you can select a new product or service if the client is exchanging the item or if a different employee did the service over for them, or you can move on to the payment panel to credit the money back to the client. You can also sell the client a gift certificate for the amount being returned if you do not want to give cash back to the client for returns. How To Make A Return 1. Select the Client that is returning the product / service at the top of the Sales Register. 2. Select the product/service and add it to the ticket. 3. Select the Edit Line Item button. 4. When the "Edit Line Item Screen" appears, select the employee that made the original sale and then select the "Return Item" button. Original Sales Employee: It is necessary to find out who sold the item originally so that when it is returned, this item will come out of the employee's total sales amount. 5. If this is a retail item being returned, choose whether to add the item back into your inventory for resale. 6. The item will become a negative amount on the ticket. Now you can select a new product or service if the client is exchanging the item or if a different employee did the service over for them, or you can move on to the Take Payment Panel to credit the money back to the client. You can also sell the client a gift certificate for the same amount that you would credit back to them if you do not want to give cash back for returns. Completing the Return: Make sure you click the "Cash Out" button to complete the return!

29 Daily Operations 27 Redeem Loyalty Points This screen allows you to apply any available loyalty points the selected client has accumulated. When you redeem loyalty points, you apply the points to a single line item at the sales register. A loyalty plan must be applied to the client in order to redeem points. How to Redeem Loyalty Points 1. Ring up the products/services that the client is purchasing. 2. Select the Edit Line Item button on the item to be discounted. 3. When the "Edit Line Item Screen" appears, select the "Loyalty" button. 4. The following screen will appear. Click on the "Use All" button to apply points to this line item. In this example, it will use 100 points and bring the item price down to zero dollars. If the client did not have enough points it would simply discount the item. 5. Select "Save". 6. Select "Save" on the "Edit Line Item" screen. 7. Finish the transaction and collect payment, if needed.

30 28 Day-to-Day Operations Guide Item Coupon This tab will allow you to apply coupons that have been created to discount a single item. How to Apply an Item Coupon Method 1: 1. Ring up the products/services that the client is purchasing. 2. Select the Edit Line Item button on the item the coupon will be applied to. 3. When the "Edit Line Item Screen" appears, select the "Coupons" tab. 4. Select a coupon from the drop down, then click "Add Coupon". 5. The coupon will appear in the list and the discount will be applied. You can choose to remove the coupon by clicking the red "Remove" button. 6. Select the "Save" button. 7. Finish the transaction and collect payment.

31 Daily Operations Method 2: 1. Ring up the products/services that the client is purchasing. 2. Set the item search to "Barcode" if it is not set already. The item search can be alternated by clicking the button to the left of the search field. 3. Type into the item search field the promo code linked with the coupon or scan the corresponding barcode. 4. This following screen will appear. Select the item you wish to apply the coupon to. 5. The discount will be applied to the item. Finish the transaction and collect payment. Important: Items can have both a ticket coupon and an item coupon applied. 29

32 30 Day-to-Day Operations Guide Discount Ticket This button will allow the user to apply a percentage discount to the entire ticket, or all items of a type on the fly. A note can be entered to indicate the reason for the discount. Click the "OK" button when done. Discounts may be applied to a single item or the entire ticket. If you need to apply both a ticket discount and an item discount, apply the ticket discount first.

33 Daily Operations 31 Ticket Coupons This screen will allow you to apply coupons that have been created to discount an entire ticket. How to Apply a Ticket Coupon Method 1: 1. Ring up the products/services that the client is purchasing. 2. Select "Ticket Coupons" from the Option list on the left. 3. When the screen appears, select a coupon from the drop down, then click "Add Coupon". 4. The coupon will appear in the list and be applied. You can choose to remove the coupon by clicking the red "Remove" button. 5. Select the "Close" button. 6. Finish the transaction and collect payment. Method 2: 1. Ring up the products/services that the client is purchasing. 2. Set the item search to "Barcode" if it is not set already. The item search type can be changed by clicking the button to the left of the search field. 3. Type into the item search field the promo code linked with the coupon or scan the corresponding barcode. 4. The discount will be applied to each item on the ticket. Finish the transaction and collect payment. Important: Items can have both a ticket coupon and an item coupon applied.

34 32 Day-to-Day Operations Guide Sell Gift Card Because Gift Certificates require information about who bought it and who it is intended for, these sales are handled through the small screen shown below. Normal inventory products have a set price, but a gift certificate can be for any amount. Amount The dollar amount that will be applied to the gift certificate or card. Gift Card No. You have three options for this field: o If you have gift cards, you can enter the number into this field. Click in this field so that the cursor is blinking and swipe the card. o You can manually type an assigned number of your choosing. o If you leave the field blank, Envision Cloud will automatically assign a number in sequential order, starting from 2. Sold By An optional field. Select the employee that is selling the gift card. Purchased for An optional field. Select a client that this gift card is being purchased for. It is recommended to input the Purchased For client, as this is how the gift amount can be located if the card is lost. Note An optional field. Enter a note for the gift card, if desired.

35 Daily Operations 33 Combining Tickets Tickets can be combined when bringing clients from the appointment calendar to the sales register. 1. Right-click the appointment for the paying client and bring them to the point of sale. 2. Change the client ID at the top of the screen to the second client's name. 3. Add the second client's services to the ticket. 4. Cash out as normal. This will show both clients with completed transactions on the appointment calendar and add the transaction to the first client's transaction history.

36 34 Day-to-Day Operations Guide Take Payment Screen Take Payment Screen - Non-EMV Device Take Payment Screen - EMV Device Payment Method Buttons Click one of these buttons to select the method of payment. The screen will display differently depending upon which method you select. For example, if you select any Credit Card method you will be prompted to process the card (if you have integrated processing). If you select Gift Card, you'll be asked for the Gift Card number. Other Payment Types You can create and show up to 8 payment types named Other 1, Other 2, etc. These optional types can be named and enabled to show in the Company Settings. Print Ticket Click the "Print Ticket" button if you would like to print a "Pre-Receipt" for the transaction. This can be useful if the client is paying with a credit card and you do not feel comfortable asking them if they would like to put a tip on the card. Clicking the "Print Ticket" button will print a receipt with a tip line so that the client can write the tip amount on the receipt and you can enter this before processing their card. The credit card information and authorization number will not be printed on this receipt because the card has not been processed yet.

37 Daily Operations 35 Add Payment The program has the ability to split a payment between multiple methods. Select a payment method and enter the amount that the client will be paying with the first payment type then select "Add Payment". Repeat this process for any additional payment methods until the entire balance amount due is accounted for. Total Due / Balance Due This will display the total amount due for the sale. The balance will display the total that hasn't been accounted for with a payment. If the balance due displays a total in parentheses ( ) it means that there is change due back to the customer. Payment List The list of payments that have been collected to settle the balance due. Depending on the method of payment, additional notes can be entered next to the amount. The red 'Do Note Enter' button will remove a method of payment from the list. Return to Sales Click this button if you need to make changes to the invoice before collecting payment. Cash out Click this button to complete the sales transaction and save the sale into your records. Once you click this button, you'll be prompted with the following screen displaying receipt and screen options. The top row of buttons on this box refer to the receipt options. You may choose to print a receipt, a copy of the receipt, or both print and the receipt to the client. Note: An address must be entered on the client profile in order for the business to the client a receipt. The bottom row of buttons will return you to the screen you select. For example, clicking "Calendar" will return you to the appointment calendar screen.

38 36 Day-to-Day Operations Guide Perform Daily Z-Out Below are instructions for closing your drawer at the end of the day or at the end of a shift. 1. Click the "Z-Out" Button on the left side of the POS under Sales Register Options. Once you click on the Z-Out button a new window will open. This is where you can enter in what you have received for the day (Cash, Visa, MC, Discover, Checks, Gift Certificates, etc). The amounts under the "Stated" column are the transaction amounts for each payment type recorded by the system, based on the sales transactions that were cashed out under the current open Z-Out Drawer. The "Actual" column provides open fields so that you can type in the actual amounts that you have counted during the Z-Out process.

39 Daily Operations 37 First you will handle the totaling of the Cash. If it has not been done already, enter the amount of cash in the drawer at the beginning of the day or shift. This is the "Starting Cash" amount. 2. Select the Cash Counts tab. Enter the number of each bill and coin type into the cash count screen. This will include the starting cash balance minus tips (if tips are paid at the end of the day/shift) and all cash received/taken out for the day (total amount of cash in the drawer). When you do a daily countdown of the drawer, the amount of cash on hand should equal the Starting Cash balance plus the Cash received, minus tips (if tips are paid out daily).

40 38 Day-to-Day Operations Guide 3. Enter the amount of tips paid out in to the "Actual" field". If tips are paid in payroll checks, enter $0.00 for tips paid. The cash actual column should then equal the amount of cash received for the day plus the tip amount. 4. Total your remaining payment (Cash, Visa, MC, Discover, Checks, Gift Certificates, etc) and verify each transaction per type to enter the totals into the "Actual" field for each payment type.

41 Daily Operations The "Difference" at the bottom should be as close to zero as possible for the drawer to be perfectly balanced. If the amount is not zero, and all of the "Actual" fields are matching the "Stated" fields from "Checks" to "Other", then the drawer is off by cash. Reasons For Cash Differences: There are a few reasons that the drawer can be off by cash. This could be because Tips or Cash were not handed out correctly. Another reason for the drawer not being balanced is if the Starting Balance was not entered correctly at the beginning of the day. TIP: If you have any discrepancies it is recommended that you run the "Payment Detail" report under the "POS reports" selection. It will give you a list of each payment collected with the ticket numbers, payment type, and amount applied. Cross-reference the ticket number with the type of payment received. Look through all of your receipts and all of your checks to verify that you have a receipt or check for each transaction listed. Deposit Amount: As long as there are no discrepancies in the drawer (Difference is $0.00) the Cash amount that you would take out of the drawer for the daily deposit would be what is listed in the Cash Stated column. If there is a difference, you would subtract the Starting Balance "Stated" amount from the Cash Actual amount to determine the deposit amount.

42 40 Day-to-Day Operations Guide 6. Click the "Print" button if you would like to print a Z-Out receipt. Printing the Z-Out Report From the Z-Out Screen: The Z-Out report will need to be printed BEFORE the drawer is closed if printed from the Z-Out screen. 7. Click the "Close Drawer" button when you are satisfied with the difference. This will close this drawer so that a new drawer can be opened for the next day or next shift. Once you click the "Close Drawer" button and click "OK" on the Close Cash Drawer confirmation window, this will close the drawer for the day and you will not be able to add any new transactions to that drawer. Once the drawer is closed, the system will automatically open a new drawer. Any new transactions completed will be under a different drawer/z Out report! Making Changes After A Drawer Has Been Closed: Once a Z-Out has been completed, if there is an error on a specific ticket (employee name or client name) you can recall the ticket, make the necessary changes and then click the "Take Payment" button and the "Cash Out" button to save the changes made to the ticket. Changes to the employees/clients/sales totals/payment types will be made but will not have any effect on the current drawer. Drawer Number and Date: Each time a drawer is closed, a new drawer will open and the drawer number will change to the next available drawer number. The date on the drawer will be the date that the drawer was opened, until the drawer is closed. When the drawer is closed, the date on the drawer will become the date that the drawer was closed. When running reports or reviewing Z-Out History for a specific drawer number, the date displayed next to the drawer number will be the date that the drawer was closed.

43 Daily Operations 41 Z-Out Payment Summary Z-Out, which stands for "Zero Out", is the standard term used for balancing a cash register. This process is normally performed at the end of each business day or at the end of a shift. On this screen you will count the various items in your cash drawer and enter the amounts in the indicated spaces under the "Actual" column. Any discrepancies will become obvious as you balance. The Z-Out screen will be used to enter what you have received for the day (Cash, Visa, MC, Discover, Checks, Gift Certificates, etc). The amounts under the "Stated" column are the transaction amounts for each payment type recorded by the system, based on the sales transactions that were cashed out under the current open Z-Out Drawer. The "Actual" column provides open fields so that you can type in the actual amounts that you have counted during the Z-Out process. Actual Column and Fields The Actual fields to the right of the payment types are the fields that you will use to enter the amounts counted from the cash in your drawer and any receipts or reports that you are using. If these fields do not match what is displayed in the "Stated" column, there may be a credit card statement or receipt missing or a sale may not have been entered through the Sales Register. Use the information on these screens along with your reports to determine why there is an amount other than "0.00" displayed as the difference.

44 42 Day-to-Day Operations Guide Stated Column The "Stated" column displays the amounts captured by the program for all of the transactions ran through the Sales Register for the current drawer. Compare this information to the actual amounts you have counted. Starting Balance The "Stated" field is where you will enter the amount of cash that you started with in the drawer. Cash Actual column This is the amount of cash you have in the drawer at the end of the day or close of shift. This will include the starting cash balance minus tips (if tips are paid at the end of the day/shift) and all cash received/taken out for the day (total amount of cash in the drawer). When you do a daily countdown of the drawer, the amount of cash on hand should equal the Starting Cash balance plus the Cash received, minus tips (if tips are paid out daily). If tips are not paid until payday, enter in $0.00 for tips paid. The cash actual column should then equal the amount of cash received for the day plus tips. Cash Stated column This is the total amount of cash you received for the day, minus tips and any cash taken out of the drawer (e.g., change for a customers check or credit card transaction). The system automatically deducts tips that were entered into the system from the Cash Stated total. It does not include the amount that was originally in the drawer. Stated Cash: The Cash total listed in the "Stated" column does NOT include the amount that you started with in the drawer. The cash amount listed in the "Stated" column is the total amount of Cash received MINUS tips entered into the system and any change given back for credit card or check purchases. Tips Collected The Stated column lists the total amount of tips that were entered into the Sales Register with the "Tips" button. If a client tips a service provider directly and it is not entered on the "Enter Employee Tips" screen at the time of checkout, it will not appear in the Tips Collected column. Tips Paid This column is where you enter in the total amount of tips paid out for the day. If you hold tips until payday, you would enter in $0.00 for Tips Paid. Checks This is the total amount of payments by check. This fills in when you verify each check received on the Payment Checklist tab.

45 Daily Operations 43 Gift Certs (Redeemed) This is the total amount of Gift Certificate transactions for the day. This is not the amount of Gift Certificates sold; this is the amount of Gift Certificates redeemed. This fills in when you verify each gift card or certificate received on the Payment Checklist tab. Credit Card Payment Types The amount displayed for each credit card payment type under the "Stated" column is the total amount captured from transactions using that payment type. You can manually enter in the amount for each payment type. Other 1-8 These payment fields are used if there is a different payment method that you accept that is not covered by one of the payment methods listed above. You can also change the name of the button in your Company Settings. This fills in when you verify each type on the Payment Checklist tab. Pay Outs You may view any Pay Ins or Pay Outs in the stated field. Subtotal This number is the total amount of money taken into the business through the Point Of Sale (POS). Difference The "Difference" at the bottom should be as close to zero as possible for the drawer to be perfectly balanced. If the amount is not zero and all of the "Actual" fields are matching the "Stated" fields from "Checks" to "Other", then the drawer is off by cash. Reasons For Cash Differences: There are a few reasons that a drawer may off by cash. This could be because Tips or Cash was not handed out correctly. Another reason for the drawer not being balanced is if the Starting Balance was not entered correctly at the beginning of the day. TIP: If you have any discrepancies it is recommended that you run the "Payment Detail" report under the "POS reports" selection. It will give you a list of each payment collected with the ticket numbers, payment type, and amount applied. Cross-reference the ticket number with the type of payment received. Look through all of your receipts and all of your checks to verify that you have a receipt or check for each transaction listed.

46 44 Day-to-Day Operations Guide Return to POS Button Click the "Return to POS" button to close "Z-Out" Screen and log more transactions. Print Z-Out Click the "Print Z-Out" button to get a printed copy of these screens. Close Drawer Click the "Close Drawer " button ONLY when you have made all your entries and printed the information. This button resets the drawer to its "Zero" state. You will not be able to make changes to the information you have entered in the Actual fields after clicking this button. Change Drawer This button is used to change the current drawer that is in use. When the "Choose Drawer" window appears, select the desired drawer to use and view. Transactions made by the user will be logged in the selected drawer. The user can also open a new drawer via the "New Drawer" button. Users logging onto Envision Cloud on separate computers or devices can either select the same or a separate drawer to use. This function is available if the "Automatic Drawer Management" option is disabled in the Company Settings.

47 Daily Operations 45 Z-Out Cash Counts Select the type of payment to populate a list of transactions that used the selected payment type, then click once over the transaction in the list to verify each transaction for that type. This will automatically place an amount in the "Actual" payment fields under the Drawer tab. This feature makes it easier for you to make sure your receipts and ticket history match what the program has recorded.this screen helps you to count the cash and coins in the drawer. Enter the number of each denomination bill and coin in the spaces provided and the program will total the amount for you. As you enter bill and coin counts on this screen, they are automatically entered into the "Actual" Cash field on the "Payment Summary" screen.