Ringing Up an Appointment

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.
4. Review any notifications that display and take action where necessary.

• If the Products Previously Purchased window displays, ask the client if they want to purchase any of the products listed.  Select the desired product(s) and click Ok, or click Cancel if the client does not want to purchase any of the products.

• If a notification displays to indicate the client's appointment is associated with another client's appointment, click Yes to ring up both appointments together on the same ticket or click No to only ring up the selected appointment.

• If the Pkg/series Containing window displays, the client has a prepaid service available to redeem to pay for the service listed in blue text.  Select the prepaid service to redeem and click Use Pkg/series, or click Cancel if the client does not want to redeem a prepaid service.

The client's details display.

5. Complete the following as necessary:

• Add a product to the ticket

  1. In the Employee field, select the employee to credit with the sale or select "*EMPSALE" if an employee is purchasing the product.

  2. Double-click in the Product field, select the product, and click OK.  Alternatively, type the product code or scan the bar code on the product.

  3. In the Quantity field, adjust the quantity as necessary.

   

• Delete a service the client did not receive

  1. Select the service.

  2. Click Delete Line.

  3. Click Yes.

   

• Prevent sales tax from being charged

  1. Select No Product Tax to exempt products from sales tax.

  2. Select No Service Tax to exempt services from sales tax.

   

• Print an 8" x 11" invoice for the transaction

  1. Select Invoice.

   

• Prevent reward points from being earned on the transaction

  1. Deselect Points.

   

• Apply a coupon/discount to one item

  1. Select the item.

  2. Click Line Discount.

  The Single Item Discount window displays.

  3. Select the coupon/discount to use and click Add to discount list.

  4. (Optional) Select Full Commission to pay commission on the full price of the item.

  5. Click Ok.

   

• Apply a coupon/discount to multiple items

  1. Click Multi-line Disc.

  The Multi-Line Discount window displays.

  2. Select the items on which to use the coupon/discount.

  3. Select the coupon/discount to use.

  4. (Optional) Select Full Commission to pay commission on the full price of the items.

  5. Click Ok.

   

• Charge the employee price for an item

  1. Select the item.

  2. Click Emp Price.

  3. Click Yes.

   

• Pay commission to two employees for performing a service

  1. Select the service.

  2. Click Split Line.

  The Split Line window displays.

  3. Select the second employee to pay commission.

  4. Select one of the following options:

  • Select the type of split commission to use.

  • Change the commission percentages.

  • Select Full Commission Referral if you want to pay the service provider 100% commission and credit their assistant without paying commission.

  5. Click Ok.

   

6. Click Sale.

• If the Payment Types window displays, proceed to Step 7.

• If the client selected to redeem a prepaid service to cover the balance due, the Change Due window displays.  Click Ok to finalize the transaction without applying a tip, or click Cancel and proceed to Step 7 if the client wants to apply a tip.

• If the client selected to redeem a prepaid service that includes a prepaid tip, the Pre-Paid Package Tips window displays.  Click Ok twice to finalize the transaction.

7. Select one of the following options:

• If the client is not going to pay with a credit/debit card, proceed to Step 8.

• If the client is going to pay with a credit/debit card, proceed to Step 9.

8. Tell the client the balance due and ask whether they would like to apply a tip.

• If the client does not want to apply a tip, proceed to Step 9.

• If the client wants to apply a tip, click Auto-Tip, enter the tip amount, and click Ok.  Proceed to Step 9.

9. Collect payment for the balance due.

• Cash

  1. Complete one of the following:

  • If the client tenders the exact amount due, double-click the Cash icon.

  • If the client tenders more than the amount due, type the amount tendered and press Enter.

  

  The cash drawer opens and the Change Due window displays.

  2. Place the cash in the drawer and remove change if necessary.

  3. Close the drawer.

  4. Click Ok.

   

• Credit/Debit Card

  Important:  You must configure the Credit Card Processing interface before you can process a credit/debit card payment.  Click here for instructions.

  Depending on how you configured the Credit Card Processing interface to process tips, different actions are required to process a credit/debit card payment.

  Pre-Authorization Tipping

  1. Click Process Credit Card.

  The Credit Card Authorization window displays.

  2. Ask the client if they want to apply a tip or present the tip receipt to the client, then type the tip in the Tip Amount field.

  3. Complete the following to enter the client's card details:

  • Credit card = Click Use Card on File, swipe the client's card, or type the card details.

  • Debit card = Swipe the client's card.  If you allow cash back, ask the client if they want to get cash back and type the desired amount in the Cash Back field.

  Important:  If you type a debit card number, Element will decline the payment.

  4. Click Authorize.

  • If the client is paying with a debit card, ask the client to type their PIN on the PIN pad.

  • If the "Charge was approved" message displays, proceed to Step e.

  • If the "Connection Failed" message displays, click here for instructions.

  • If the "Declined" message displays, ask the client for an alternative form of payment.

  5. Click OK.

  The Charge/Credit Receipt window displays.

  6. Complete the following:

  • Click Merchant Copy and click Print to print the payment authorization receipt.  Present the receipt to the client so that they can authorize the payment.

  • If the client wants a copy of the payment authorization receipt, click Client Copy and click Print.

  7. Click Close.

  The cash drawer opens and the Change Due window displays.  If the client opted to get cash back on the transaction, give the client their cash back.

  8. Click Apply Tips.

  The Employee Tips window displays with the employee(s) that serviced the client(s) highlighted in red.

  9. Apply the tips to the service provider(s) by making an entry in the Tip field(s) next to their name, then click Ok.

  The Change Due window displays.

  10. Click Ok.

  Restaurant Style Tipping

  1. Click Process Credit Card.

  Tip:  Click No if the Print Tip Receipt message displays.

  The Credit Card Authorization window displays.

  2. Complete the following to enter the client's card details:

  • Credit card = Click Use Card on File, swipe the client's card, or type the card details.

  • Debit card = Swipe the client's card.  If you allow cash back, ask the client if they want to get cash back and type the desired amount in the Cash Back field.

  Important:  If you type a debit card number, Element will decline the payment.

  3. Click Authorize.

  • If the client is paying with a debit card, ask the client to type their PIN on the PIN pad.

  • If the "Charge was approved" message displays, proceed to Step d.

  • If the "Authorization Failed" message displays, click here for instructions.

  • If the "Declined" message displays, ask the client for an alternative form of payment.

  4. Click OK.

  The Charge/Credit window displays.

  5. Complete the following:

  • Click Merchant Copy and click Print to print the payment authorization receipt.  Present the receipt to the client so that they can apply a tip and authorize the payment.

  • If the client wants a copy of the payment authorization receipt, click Client Copy and click Print.

  6. Click Close.

  The Tip Amount window displays.

  Tip:  If you want to place the transaction on hold so that you can complete other transactions while the client is signing the payment authorization receipt, click Place On-Hold.  Once the client has signed the payment authorization receipt you can take the transaction off hold and finalize the payment.  Click here for instructions on how to ring up a transaction placed on hold.

  7. Type the tip amount and click Ok.

  The cash drawer opens and the Change Due window displays.  If the client opted to get cash back on the transaction, give the client their cash back.

  8. Click Apply Tips.

  The Employee Tips window displays with the employee(s) that serviced the client(s) highlighted in red.

  9. Apply the tips to the service provider(s) by making an entry in the Tip field(s) next to their name, then click Ok.

  The Change Due window displays.

  10. Click Ok.

   

• Check

  1. Click the  button next to Check.

  

  2. In the Enter Check Notes Here field, type the check number.

  3. Double-click the Check icon.

  The cash drawer opens and the Change Due window displays.

  4. Place the check in the drawer.

  5. Close the drawer.

  6. Click Ok.

   

• Gift Certificate Redemption

  Redeeming One Gift Certificate

  1. Click Use next to Gift Certificate.

  

  The Gift Certificate Redemption window displays.  If the gift certificate does not have sufficient credit remaining to cover the balance due, the amended balance due displays in the New Balance field.

  2. If the gift certificate has a prepaid tip included, type the amount of prepaid tip to redeem in the Tip to Use field.

  3. 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.

  Redeeming Multiple Gift Certificates

  1. Click Use next to Gift Certificate.

  

  The Gift Certificate Redemption window displays.

  2. Complete the following for each gift certificate the client wants to redeem:

  • If you use bar-coded gift cards, click in the Gift Certificate Number field and swipe the card through the card reader.

  • If you do not use bar-coded gift cards, select the gift certificate to redeem in the Gift Certificate Selection field and click  + .

  The amended balance due displays in the New Balance field.

  3. If any of the gift certificates have a prepaid tip included, type the amount of prepaid tip to redeem in the Tip to Use fields.

  4. 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.

   

• Reward Points Redemption

  1. Click Use next to Points/Rewards.

  

  The Points/Rewards Redemption window displays.

  2. Complete one of the following:

  • Redeem a specific amount of reward points = Type the value 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.

  3. 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.

   

• Account Charge

  Important:  You must define account terms before a client can pay using an account charge.  Click here for instructions.

  1. Click Use next to Client Account.

  

  The Account Charge window displays.

  2. (Optional) In the Notes field, type notes about the account charge.

  Tip:  You can view the notes entered for an account charge by accessing the client's profile on the Client Information window and clicking the Account tab.  Click here for instructions on how to look up account details.

  3. Click Ok.

  The Change Due window displays.

  4. Click Ok.

   

10. Complete the following if necessary:

• Enter Formulas/Visit Notes

  The Formulas for window displays after you finalize a payment if you selected "YES" for the Prompt for Client Formulas/Visit Notes after Ring-up preference on the Business Information window.  The Formulas for window allows you to record a formula or visit note for the service(s) performed.

  1. Select one of the following options:

  • Use Existing = Select if the service provider used the formula from a previous visit.  Then, select the formula used in the Existing Formulas field.

  • Enter New Formula = Select if the service provider used a new formula or if you want to type a visit note.  Type the formula/note in the New Formula field.

  2. Click Ok.

   

• Prebook the Client's Next Appointment

  The Pre-Book Options window displays before or after you finalize payment if:

  • You selected "YES" for the Prompt User to Pre-Book Next Appointment preference on the Business Information window.

  • You defined an average frequency of visit for the service(s) performed in the This service should be performed every _ weeks field on the Service Definitions window.

  The Pre-Book Options window allows you to prebook the client's next appointment for the services they just received.

  1. Select Pre-Book next to the service(s) the client wants to prebook.

  2. Click Ok.

  The Scan for Opening window displays.

  3. Select the desired date and time for the appointment.

  4. Click Scan.

  A list of available openings displays.

  Tip:  If there are no openings available, adjust the entries in the Date/Time Range for Client section and click Scan to perform another search.

  5. Select the desired appointment time.

  6. Click Book It.

  7. Click OK.

  8. Click Close.

   

related links

Daily Tasks - Appointments

Daily Tasks - Register