Millennium Integration

Appointments

• Scheduling an Appointment for a Client Registered at Another Location

  If a client visited another location in the past and wants to schedule an appointment at your location, you can add the client's profile to your Millennium database and then schedule their appointment as normal.  This prevents you from creating a duplicate client profile and ensures the integrity of the client's data across all locations.

  1. Click on the toolbar.

  The Appointment Book displays.

  2. Click 1st Avail on the left side of the Appointment Book.

  The First Available Manager displays.

  3. Click .

  The Central Office Client Information window displays.

  4. In the Client to Search for field, type the client's name in "lastname,firstname" format and press Enter.

  Tip:  If a list of clients with the same name displays, select the correct client and click Retrieve Data.

  The client's details display.

  5. Click Add Client to This Location.

  Tip:  Click Yes if the Transfer Notes window displays.

  A notification displays once Central Office has added the client's profile to your Millennium database.

  6. Click OK.

  7. Close the Central Office Client Information window.

  The client's details transfer to the First Available Manager.

  8. Schedule the client's appointment as normal.

   

Clients

Looking Up Client Information

• Looking Up Account Details

  1. Click on the toolbar.

  The Central Office Client Information window displays.

  2. In the Client to Search for field, type the client's name in "lastname,firstname" format and press Enter.

  Tip:  If a list of clients with the same name displays, select the correct client and click Retrieve Data.

  The client's details display.

  3. Select Account Balances.

  4. Click the Accounts tab.

  The client's account charges and payments across all locations display.

   

• Looking Up Appointment Details

  1. Click on the toolbar.

  The Central Office Client Information window displays.

  2. In the Client to Search for field, type the client's name in "lastname,firstname" format and press Enter.

  Tip:  If a list of clients with the same name displays, select the correct client and click Retrieve Data.

  The client's details are transferred to the Central Office Client Information window.

  3. Select Appointments.

  4. Click the Appts tab.

  The client's future appointments across all locations display.

  Tip:  To view details of the client's past appointments, adjust the date in the Appointments On or After field as necessary.

   

• Looking Up Coupons & Discount History

  1. Click on the toolbar.

  The Central Office Client Information window displays.

  2. In the Client to Search for field, type the client's name in "lastname,firstname" format and press Enter.

  Tip:  If a list of clients with the same name displays, select the correct client and click Retrieve Data.

  The client's details display.

  3. Select Disc/Coupon History.

  4. Click the Discount/Coupon History tab.

  The client's coupon usage and discount history across all locations displays.

   

• Looking Up Formulas/Visit Notes

  1. Click on the toolbar.

  The Central Office Client Information window displays.

  2. In the Client to Search for field, type the client's name in "lastname,firstname" format and press Enter.

  Tip:  If a list of clients with the same name displays, select the correct client and click Retrieve Data.

  The client's details display.

  3. Select Formulas/Visit Notes.

  4. Click the Formulas/Visit Notes tab.

  The client's formulas and visit notes across all locations display.

   

• Looking Up Liability Balances

  1. Click  on the toolbar.

  The Register displays.

  2. In the Paying Client field, type the client's name in "lastname,firstname" format and press Enter, or double-click in the field and locate the client's profile using the Quick Search window.

  The client's details display.  The Offsite Liability Indicators section (highlighted below) displays indicators to show the client's liability balances at other locations.

  

  Following are descriptions of the indicators:

  Icon	Description
  ●	Indicates the client has a series with at least one service remaining.  Move the mouse pointer over the indicator to view the number of services remaining.
  ●	Indicates the client has a package with at least one item remaining.  Move the mouse pointer over the indicator to view the number of items remaining.
  ●	Indicates the client has a gift certificate with credit remaining.  Move the mouse pointer over the indicator to view the amount of credit remaining.
  	Indicates the client has reward points available for redemption.  Move the mouse pointer over the indicator to view the number of reward points available.
  	Indicates the client has made purchases at other locations.
  $	Indicates the client has a payment plan.  Move the mouse pointer over the indicator to view the amount owed and the number of payments left.
  $	Indicates the client owes money on account.  Move the mouse pointer over the indicator to view the amount owed.
  $	Indicates the client has an account credit.  Move the mouse pointer over the indicator to view the amount of credit remaining.

  3. Complete the following as necessary:

  • View the client's gift certificate purchase and usage history

    1. Click .

    The Central Office Client Information window displays.

    2. Click GC History.

    The Offsite Gift Certificate History report displays with details for every gift certificate purchased and redeemed by the client.

     

  • View the client's package/series purchase and usage history

    1. Click .

    The Central Office Client Information window displays.

    2. Click Pkg History.

    The Offsite Pre-paid History report displays with details for every package and series item purchased and redeemed by the client.

     

   

• Looking Up Membership Details

  1. Click on the toolbar.

  The Central Office Client Information window displays.

  2. In the Client to Search for field, type the client's name in "lastname,firstname" format and press Enter.

  Tip:  If a list of clients with the same name displays, select the correct client and click Retrieve Data.

  The client's details display.

  3. Select Memberships.

  4. Click the Memberships and EFT Billing tab.

  The client's membership purchase history across all locations displays in the Memberships section.  The client's scheduled dues payments for their current membership display in the EFT Billing section.

  Tip:  To view details for the prepaid services that the client has available to redeem, select Pkg/series and click the Pkg/series tab.

   

• Looking Up Package/Series Details

  1. Click on the toolbar.

  The Central Office Client Information window displays.

  2. In the Client to Search for field, type the client's name in "lastname,firstname" format and press Enter.

  Tip:  If a list of clients with the same name displays, select the correct client and click Retrieve Data.

  The client's details display.

  3. Select Pkg/series.

  4. Click the Pkg/series tab.

  The client's unused package/series items or prepaid services from a membership display.

  Tips:  

  • Select Include Expired to display  expired package/series items.

  • Select Include No Remaining Value to display redeemed package/series items.

   

• Looking Up Purchase History

  1. Click on the toolbar.

  The Central Office Client Information window displays.

  2. In the Client to Search for field, type the client's name in "lastname,firstname" format and press Enter.

  Tip:  If a list of clients with the same name displays, select the correct client and click Retrieve Data.

  The client's details display.

  3. Select Transaction History.

  4. Click the Transaction History tab.

  The client's purchase history across all locations displays.

  Note:  When you transfer a client's profile to your location, Central Office does not transfer the client’s purchase history at other locations.

• Looking Up Reward Point Activity

  1. Click on the toolbar.

  The Central Office Client Information window displays.

  2. In the Client to Search for field, type the client's name in "lastname,firstname" format and press Enter.

  Tip:  If a list of clients with the same name displays, select the correct client and click Retrieve Data.

  The client's details display.

  3. Select Points/Value.

  4. Click the Points tab.

  The client's reward point activity across all locations displays.

   

Transferring Client Information

• Adding a Client Profile

  If a client visited another location in the past and is going to become a regular client of your business, you can add the client's profile to your Millennium database.  This prevents you from creating a duplicate client profile and ensures the integrity of the client's data across all locations.

  1. Click on the toolbar.

  The Central Office Client Information window displays.

  Tip:  You can also access the Central Office Client Information window from the Appointment Editor, First Available Manager, and Register.

  2. In the Client to Search for field, type the client's name in "lastname,firstname" format and press Enter.

  Tip:  If a list of clients with the same name displays, select the correct client and click Retrieve Data.

  The client's details display.

  3. Click Add Client to This Location.

  Tip:  Click Yes if the Transfer Notes window displays.

  A notification displays once Central Office has added the client's profile to your Millennium database.

  4. Click OK.

  5. Close the Central Office Client Information window.

   

• Transferring a Formula/Visit Note

  If a client visits your location to receive a service they previously received at another location, you can transfer any formulas/visit notes relating to that service.

  1. Click on the toolbar.

  The Central Office Client Information window displays.

  2. In the Client to Search for field, type the client's name in "lastname,firstname" format and press Enter.

  Tip:  If a list of clients with the same name displays, select the correct client and click Retrieve Data.

  The client's details displays.

  3. Select Formulas/Visit Notes.

  4. Click the Formulas/Visit Notes tab.

  The client's formulas and visit notes across all locations display.

  5. Complete the following for each formula/visit note you want to transfer:

  1. Select the formula/visit note you want to transfer.

  2. Click Add Selected Formula to Local Client Data.

  3. Click OK.

  6. Close the Central Office Client Information window.

   

Gift Certificates

• Transferring a Gift Certificate

  If a client wants to redeem a gift certificate that they purchased at another location, you can transfer the gift certificate during ring up.

  Note:  Before you can transfer a gift certificate, you need to make sure that the type of gift certificate you are transferring exists in your Millennium database.  Refer to the Data topic for instructions on how to copy a gift certificate to your database.

  1. Click on the toolbar.

  The Register displays.

  2. Type the client's name and create a ticket for the items they are purchasing.

  3. Click Sale.

  The Payment Types window displays.

  4. Click Use next to Gift Certificate.

  The No Gift Certificates message displays.

  5. Click OK.

  The Gift Certificate Redemption window displays.

  6. Click Offsite Gift Cert.

  The Global Gift Certificate Search window displays.

  7. Click Search Central Office.

  The following details display for the client's gift certificate.

  

  8. Complete the following:

  1. In the Value to Use field, type the amount of gift certificate credit to redeem.

  2. In the Tip to Use field, type the amount of prepaid tip to redeem.

  9. Click Ok.

  10. Click Yes.

  The Gift Certificate Redemption window displays with the new balance due.

  11. Click Ok.

  • If the Change Due window displays, click Ok to finalize the transaction.

  • If the Payment Types window displays, collect payment for the remaining balance due using another payment type.

   

Packages

• Transferring a Package

  If a client wants to redeem a package that they purchased at another location, you should transfer the package before scheduling the client's appointment.  You can then schedule the client for the services in the package using the Scan for Opening window and redeem the package as normal.

  Note:  Before you can transfer a package, you need to make sure that the type of package and the package items you are transferring exist in your Millennium database.  Refer to the Data topic for instructions on how to copy a package and package items to your database.

  1. Click on the toolbar.

  The Central Office Client Information window displays.

  2. In the Client to Search for field, type the client's name in "lastname,firstname" format and press Enter.

  Tip:  If a list of clients with the same name displays, select the correct client and click Retrieve Data.

  The client's details display.

  3. Select Pkg/series.

  4. Click the Pkg/series tab.

  The client's package displays.

  

  5. For each item in the package, type a quantity in the Transfer Qty field that matches the quantity shown in the Remain field.

  6. Click Import 'Transfer Quantities' into Pkg/series at This Location.

  7. Click OK.

  Central Office transfers the package to your Millennium database and it no longer displays on the Pkg/series tab.

  8. Close the Central Office Client Information window.

  9. Click on the toolbar.

  The Appointment Book displays.

  10. Click Scan on the left side of the Appointment Book.

  The Scan for Opening window displays.

  11. Click Insert Package.

  The Package Selection window displays.

  12. Select the package.

  13. Click Ok.

  The services in the package display.

  14. Scan for an available opening as normal.

   

• Converting a Package to a Gift Certificate

  If a client wants to redeem a package but you do not offer that package at your location, you can convert the package to a gift certificate.  The client can then use the gift certificate to pay for services they receive at your location.

  1. Click on the toolbar.

  The Central Office Client Information window displays.

  2. In the Client to Search for field, type the client's name in "lastname,firstname" format and press Enter.

  Tip:  If a list of clients with the same name displays, select the correct client and click Retrieve Data.

  The client's details display.

  3. Select Pkg/series.

  4. Click the Pkg/series tab.

  The client's package displays.

  

  5. For each item in the package, type a quantity in the Transfer Qty field that matches the quantity shown in the Remain field.

  6. Click Convert 'Transfer Quantities' to a Gift Certificate at This Location.

  7. Click OK.

  Millennium creates a gift certificate equal to the value of the package.

  8. Close the Central Office Client Information window.

  9. Redeem the gift certificate as normal.

   

Series

• Transferring a Service from a Series

  If a client wants to redeem a service from a series they purchased at another location, you can transfer the service during ring up.

  Note:  Before you can transfer a service from a series, you need to make sure that the service you are transferring exists in your Millennium database.  Refer to the Data topic for instructions on how to copy a service to your database.

  1. Click on the toolbar.

  The Appointment Book displays.

  2. Locate the column for the employee who serviced the client.

  3. Right-click on the client's appointment and select Ring-Up/Check-Out.

  The Register displays.

  4. Select the service.

  5. Click Use Offsite Pkg/series.

  The Offsite Pkg/series Items window displays.

  

  6. Select the prepaid service to redeem.

  7. Click Use Selected Item.

  8. Click Yes.

  The Pkg/series Containing window displays.

  

  9. Click Use Pkg/series.

  The Register displays.

  10. Click Sale.

  11. Click Ok.

   

• Converting a Service from a Series to a Gift Certificate

  If a client wants to redeem a service from a series but you do not offer that service at your location, you can convert the service to a gift certificate.  The client can then use the gift certificate to pay for the service they receive at your location.

  1. Click on the toolbar.

  The Central Office Client Information window displays.

  2. In the Client to Search for field, type the client's name in "lastname,firstname" format and press Enter.

  Tip:  If a list of clients with the same name displays, select the correct client and click Retrieve Data.

  The client's details display.

  3. Select Pkg/series.

  4. Click the Pkg/series tab.

  The client's series displays.

  

  5. Type "1" in the Transfer Qty field next to the series.

  6. Click Convert 'Transfer Quantities' to a Gift Certificate at This Location.

  7. Click OK.

  Millennium creates a gift certificate equal to the value of the service.

  8. Close the Central Office Client Information window.

  9. Redeem the gift certificate as normal.

   

Memberships

• Transferring a Prepaid

  If a client wants to redeem a prepaid service from a membership they purchased at another location, you can transfer the prepaid during ring up.

  Note:  Before you can transfer a prepaid service from a membership, you need to make sure that the service being transferred exists in your Millennium database.  Refer to the Data topic for instructions on how to copy a service to your database.

  1. Click on the toolbar.

  The Appointment Book displays.

  2. Locate the column for the employee who serviced the client.

  3. Right-click on the client's appointment and select Ring-Up/Check-Out.

  The Register displays.

  4. Select the service.

  5. Click Use Offsite Pkg/series.

  The Offsite Pkg/series Items window displays.

  

  6. Select the prepaid service to redeem.

  7. Click Use Selected Item.

  8. Click Yes.

  The Pkg/series Containing window displays.

  

  9. Click Use Pkg/series.

  The Register displays.

  10. Click Sale.

  11. Click Ok.

   

• Converting a Prepaid to a Gift Certificate

  If a client wants to redeem a prepaid service from a membership but you do not offer that service at your location, you can convert the prepaid service to a gift certificate.  The client can then use the gift certificate to pay for the service they receive at your location.

  1. Click on the toolbar.

  The Central Office Client Information window displays.

  2. In the Client to Search for field, type the client's name in "lastname,firstname" format and press Enter.

  Tip:  If a list of clients with the same name displays, select the correct client and click Retrieve Data.

  The client's details display.

  3. Select Pkg/series.

  4. Click the Pkg/series tab.

  The client's unused prepaid services display.

  

  5. Type "1" in the Transfer Qty field next to the prepaid.

  6. Click Convert 'Transfer Quantities' to a Gift Certificate at This Location.

  7. Click OK.

  Millennium creates a gift certificate equal to the value of the prepaid.

  8. Close the Central Office Client Information window.

  9. Redeem the gift certificate as normal.

   

Reward Points

• Transferring Reward Points

  If a client wants to redeem reward points that they earned at another location, you must transfer the reward points before ring up.

  1. Click on the toolbar.

  The Central Office Client Information window displays.

  2. In the Client to Search for field, type the client's name in "lastname,firstname" format and press Enter.

  Tip:  If a list of clients with the same name displays, select the correct client and click Retrieve Data.

  The client's details display.

  3. Select Points/Value.

  4. Click the Points tab.

  The Points Summary section displays the amount of reward points the client has available to redeem.

  

  5. In the Value to Use field, type the amount of reward points to transfer.

  6. Click Import Point Values.

  7. Click OK.

  8. Close the Central Office Client Information window.

  9. Click on the toolbar.

  The Register displays.

  10. Type the client's name and create a ticket for the items they are purchasing.
  11. Click Sale.

  The Payment Types window displays.

  12. Click Use next to Points/Rewards.

  The Points/Rewards Redemption window displays.

  13. Complete one of the following actions:

  • Redeem a specific amount of reward points = Type the amount of reward points to redeem in the Value to Use field.

  • Redeem all of the reward points or redeem sufficient points to cover the balance due = Click Auto-Total.

  The amended balance due displays in the New Balance field.

  14. Click Ok.

  • If the Change Due window displays, click Ok to finalize the transaction.

  • If the Payment Types window displays, collect payment for the remaining balance due using another payment type.

   

Inventory

• Creating a Purchase Order for the Warehouse

  If you use Central Office to manage your warehouse inventory, you can order products from the warehouse using the Purchase Order window in Millennium.

  1. Click on the toolbar.

  The Purchase Order window displays.

  2. Click New.
  3. Complete the following:

  1. Select Order From CO.

  2. In the By field, select the employee to associate with the purchase order.

  3. Select Exclude Items Already On Order? to prevent you from ordering products already on order.

  4. In the Manufacturer field, select a manufacturer to order products made by that manufacturer or leave the field blank to order products made by multiple manufacturers.

  5. In the Product Class field, select a product class to order products in that product class or leave the field blank to order products from multiple product classes.

  4. Select one of the following options:

  • Retail and Supplies = Select to order retail items and professional supplies.

  • Retail Only = Select to order retail items only.

  • Supplies Only = Select to order professional supplies only.

  5. Click Load All Products that Match this Criteria.

  A list of products displays.

  6. Select the products to order:

  • Order suggested products

    1. Click Automatic Purchase Order.

    2. Click Yes.

    Suggested order quantities display in the Order Qty fields based on the on-hand quantity, model quantity, and order point defined for each product.  The total value of the suggested order displays in the Total Due field.

    3. Review the suggested order quantities and make adjustments as necessary.

     

  • Order specific products

    1. Make entries in the Order Qty fields to indicate the quantity of each product that you want to order.

     

  7. Click Save.