...
Therapists may have a separate survey to fill in during a session
Point of Sale
Find / capture individual details including Health Fund Membership
Note AutoPosLogin role has “IsSalesManager” > 9 then POS will default to the logged in user
Shopping Cart Status - Green Tick indicates a booking exists
Booking Sessions via the POS
Passive Services (room only)
Select a service
Choose a date
If other services in the cart have a date it will default
if the time is significantly different to other bookings same date will alert user
If a qualification survey is required (Type Appointment Qualification)
Added to the cart
Deposit Amount shows
Active Services (Therapist Required)
Active Services
Require selection of a Therapist to determine possible dates
Pricing may vary by level of therapist if pricing by level is setup
otherwise same as passive
Therapy Packs (Bulk Buys)
If A pack is the same service as a pack in the cart then the deposit is not active for that service
purchase a sauna (deposit shows)
Add a pack of 5 > deposit is removed from other Sauna item in the pos
Bundles (Different Services as a bundle)
Bundles when added explode to see the services that have been added
Bundle has the revenue in the POS
Services do not have separate prices in the POS
Customers Bundles use
Once a bundle has been purchased - they are listed on the person
Bundle, purchased, used, Date purchased, expiry date
Booking Wizard
Booking Wizard goes through
Selection of an area / Areas
Selection of a therapist (if required)
Therapists may have different price levels
Selection of a date
Tick “book another date” > adds another booking to the Wizard
Customer Receipt
A4 emailed receipt
Header information to include ref#, customer name, date and time, clinic address, person who served them etc.
...
Item
...
Qty
...
Total
...
Pay now
...
GST
...
Today
...
Hicaps
...
Remaining
...
Notes
...
Follow up Colonic (4 Pack)
...
1
...
$ 550.00
...
$ 550.00
...
y
...
1
...
$ 150.00
...
3
...
purchased, used 1
...
Hemagenics Iron Advanced 30 Caps
...
1
...
$1 8.00
...
$ 18.00
...
y
...
1
...
Stock paid and taken today
...
XCryo (Localised Cryotherapy Treatment) - paid 12/7
...
1
...
1
...
paid before used today
...
Natropathy session Today
...
1
...
$ 250.00
...
$ 250.00
...
y
...
1
...
$180.00
...
purchased today and used today
...
Natropathy session 12/12 Deposit
...
1
...
$ 250.00
...
$ 125.00
...
NA
...
deposit for future session
...
ALTR - senior initial session 12/12 deposit
...
1
...
$ 450.00
...
$ 250
...
y
...
deposit for future session
...
Sauna Session (5) and health Bundle
...
1
...
1
...
2
...
bundle owned - used 1
...
Hemagenics VitC Advanced 30 Caps
...
1
...
1
...
From sauna session bundle
...
Total inc GST
...
$ 1,518.00
...
$ 1,193.00
...
4
...
$ 330.00
...
GST included
...
$ 126.80
...
$ 106.80
...
Hicaps
...
$330.00
...
Balance required today
...
$ 863.00
...
CC Payment 1
...
$ 100.00
...
Voucher 1234
...
$ 100.00
...
Cash
...
$ 663.00
POS receipt layout
Also used for layout on phone
...
Item
...
Qty
...
Pay now
...
Follow up Colonic (4 Pack)
...
1
...
$ 550.00
...
Total $550
...
GST inclusive Price
...
1 used today, 3 remaining
...
Hemagenics Iron Advanced 30 Caps
...
1
...
$ 18.00
...
XCryo (Localised Cryotherapy Treatment) USED
...
1
...
Paid 12/7 and used today
...
Natropathy session Today
...
1
...
$ 250.00
...
Natropathy session 50% Deposit
...
1
...
$ 125.00
...
Booking 12/12
...
ALTR - senior initial session 50% deposit
...
1
...
$250
...
Booking 12/12
...
GST Free
...
Sauna Session (5) and health Bundle USED
...
Hemagenics VitC Advanced 30 Caps
...
1
...
Sauna Session Used Today
...
1
...
Remaining 3 Sauna Sessions
...
Total Ordered today (incGST)
...
$1,518
...
GST
...
$ 126.80
...
Total Payment Required Today
...
$ 1,193.30
...
HiCaps Claim
...
$ 330.00
...
Payment Balance Required Now
...
$ 863.00
...
Voucher1234
...
$ 100.00
...
CCPayment 1
...
$ 100.00
...
Cash
...
1
...
$ 663.00
Setups Required
Services Sold
Services can require a Therapist
Services can require a room
Services can imply a certification requirement
“Featured” services will list in the most popular services lists
Sequence of the services to be scheduled will use the Category Sequence Number (no sequence numbers will be last)
...
Services Pricing
Deposit is a global setting on Host Company
Packs
Can sell “Packs” at discounted prices based on a Quantity with expiry months - examples
2 pack must be used in 2 months
5 pack must be used in 4 months
Bundles
Bundles are Packs of multiple services and come with expiry months
Memberships are Recurring bundles
Surveys
Surveys are groups of questions with a pre-amble.
Surveys are filled in by customers prior to treatment (Type = Appointment Assessment) or by the clinician during the visit (Type = Therapy).
The Preamble is an introduction of the overall survey
Commonly used as a Waiver and the customer is required to accept in order to respond to following questions
...
The survey is built up from sets of questions
They can be renamed as sections in the survey, and sequenced.
...
Sets of Questions
Questions are setup in sets that can be used across many surveys
Questions may be multi or single select, ranges, numerical, text, mandatory or optional, scored and the results can be merged into a printable result document if required.
...
Question Special Type : Appointment (Qualification ) > before an appointment
eg - services where the customer must confirm they are not pregnant
Question Special Type : Appointment (Assessments) > during or after an appointment
May be a number of questions
Note - some question sets may have been answered in a previous session and allowed not to be repeated.
Venues and rooms
The Venue is of type Clinic and rooms that support Therapy are of type Therapy.
...
A venue has a number of Areas (Rooms)
The areas have types (Therapy room or Reception)
Room Certificates
Some require a certificate and may have notes
Certificates can be linked to Therapists, Services and Rooms. When linked to a room then it indicates that any service that requires that certificate can be done in that room. Generally this link is only used if the room is a dedicated room.
Can Rent Flag
If the Therapy Room is ticked as “Can Rent” then it will appear as one of the rentable spaces in the Renters section.
To add an Area (Room) - click on + beside Areas
Enter Name and select Type and enter Notes and select Certificate if applicable and click on Save Area
To Edit an Area (Room) - double click on an Area
It will populate on RHS where you can edit the information
...
Venue Dashboard
The Venue Dashboard covers all rooms / Practitioners for the day
Right click on any session to
mark arrived (will change to yellow)
Take payment (opens in POS so can add any other sales)
Open session
to move - lists available future times
review - can update any details, re-send surveys, flag as problem
cancel - with or without penalty using rules
...
Badges indicate first time attendees, friends of the clinic, overdue amounts, problem flags and other items
New Bookings can be made via the calendar - right click (future time and date) to create a booking with the therapist in the room
Therapist Rostered shifts
Practitioners have regular schedules that can be updated for changes on an individual day (earlier/later start, earlier/later finish, no show / swaps, gaps).
Open any shift to update as required
Practitioners can do make changes from their portal
Customer Surveys
Link a service to a service
Service - Advanced tab - Survey Dropdown - select the appropriate survey and Save
...
An email will be sent for the booking and for the survey if a survey is linked to that service
...
Click on the link to enter the answers to the survey questions
Waiver text can be set per survey and the customer must accept to proceed - (this survey shows no waiver text)
...
Questions can be viewed one at a time (above) or as a single page list (below)
...
Enter the answers to questions and comments
...
Click on Done and the answers will be updated for this booking
...
Point of Sale (POS)
AutoPosLogin role has “IsSalesManager” > 9 so POS Sales Rep will default to the logged in user.
Alternative is initials + PIN or Thumbprint scanner to update Sales Rep on POS orders
First page is to Find / create the customer
Then uses the same processes as the customer on the web above.
Add
services and choose dates
products (indicate mail out or pickup
)bulk buys
Bundles
Checkout payment
Any credit notes
Health Fund Membership for claim attempt
On file credit cards (via Eway)
Physically present cards (via Tyro)
Booking Sessions via the POS
Passive Services (room only)
Select a service
Choose a date
If other services in the cart have a date it will default
if the time is significantly different to other bookings same date will alert user
If a qualification survey is required (Type Appointment Qualification)
Added to the cart
Deposit Amount shows
Active Services (Therapist Required)
Active Services
Require selection of a Therapist to determine possible dates
Pricing may vary by level of therapist if pricing by level is setup
otherwise same as passive
Therapy Packs (Bulk Buys)
If A pack is the same service as a pack in the cart then the deposit is not active for that service
purchase a sauna (deposit shows)
Add a pack of 5 > deposit is removed from other Sauna item in the pos
Bundles (Different Services as a bundle)
Bundles when added explode to see the services that have been added
Bundle has the revenue in the POS
Services do not have separate prices in the POS
Customers Bundles use
Once a bundle has been purchased - they are listed on the person
Bundle, purchased, used, Date purchased, expiry date
Booking Wizard
Booking Wizard goes through
Selection of an area / Areas
Selection of a therapist (if required)
Therapists may have different price levels
Selection of a date
Tick “book another date” > adds another booking to the Wizard
Customer Receipt
A4 emailed receipt
Header information to include ref#, customer name, date and time, clinic address, person who served them etc.
Item | Qty | Total | Pay now | GST | Today | Hicaps | Remaining | Notes | |
Follow up Colonic (4 Pack) | 1 | $ 550.00 | $ 550.00 | y | 1 | $ 150.00 | 3 | purchased, used 1 | |
Hemagenics Iron Advanced 30 Caps | 1 | $1 8.00 | $ 18.00 | y | 1 | Stock paid and taken today | |||
XCryo (Localised Cryotherapy Treatment) - paid 12/7 | 1 | 1 | paid before used today | ||||||
Natropathy session Today | 1 | $ 250.00 | $ 250.00 | y | 1 | $180.00 | purchased today and used today | ||
Natropathy session 12/12 Deposit | 1 | $ 250.00 | $ 125.00 | NA | deposit for future session | ||||
ALTR - senior initial session 12/12 deposit | 1 | $ 450.00 | $ 250 | y | deposit for future session | ||||
Sauna Session (5) and health Bundle | 1 | 1 | 2 | bundle owned - used 1 | |||||
| 1 | 1 | From sauna session bundle | ||||||
Total inc GST | $ 1,518.00 | $ 1,193.00 | 4 | $ 330.00 | |||||
GST included | $ 126.80 | $ 106.80 | |||||||
Hicaps | $330.00 | ||||||||
Balance required today | $ 863.00 | ||||||||
CC Payment 1 | $ 100.00 | ||||||||
Voucher 1234 | $ 100.00 | ||||||||
Cash | $ 663.00 |
POS receipt layout
Also used for layout on phone
Item | Qty | Pay now |
Follow up Colonic (4 Pack) | 1 | $ 550.00 |
| ||
| ||
| ||
Hemagenics Iron Advanced 30 Caps | 1 | $ 18.00 |
XCryo (Localised Cryotherapy Treatment) USED | 1 | |
| ||
Natropathy session Today | 1 | $ 250.00 |
Natropathy session 50% Deposit | 1 | $ 125.00 |
| ||
ALTR - senior initial session 50% deposit | 1 | $250 |
| ||
| ||
Sauna Session (5) and health Bundle USED | ||
| 1 | |
| 1 | |
| ||
Total Ordered today (incGST) | $1,518 | |
GST | $ 126.80 | |
Total Payment Required Today | $ 1,193.30 | |
HiCaps Claim | $ 330.00 | |
Payment Balance Required Now | $ 863.00 | |
Voucher1234 | $ 100.00 | |
CCPayment 1 | $ 100.00 | |
Cash | 1 | $ 663.00 |
Setups Required
Services Sold
Services can require a Therapist
Services can require a room
Services can imply a certification requirement
“Featured” services will list in the most popular services lists
Sequence of the services to be scheduled will use the Category Sequence Number (no sequence numbers will be last)
...
Services Pricing
Deposit % is a global setting on Host Company
Packs
Can sell “Packs” at discounted prices based on a Quantity with expiry months - examples
2 pack must be used in 2 months
5 pack must be used in 4 months
Bundles
Bundles are Packs of multiple services and come with expiry months
Memberships are Recurring bundles
HiCaps Code
Service Billing code is passed to Hicaps
Surveys
Surveys are groups of questions with a pre-amble.
Surveys are filled in by customers prior to treatment (Type = Appointment Assessment) or by the clinician during the visit (Type = Therapy).
The Preamble is an introduction of the overall survey
Commonly used as a Waiver and the customer is required to accept in order to respond to following questions
...
The survey is built up from sets of questions
They can be renamed as sections in the survey, and sequenced.
...
Sets of Questions
Questions are setup in sets that can be used across many surveys
Questions may be multi or single select, ranges, numerical, text, mandatory or optional, scored and the results can be merged into a printable result document if required.
...
Question Special Type : Appointment (Qualification ) > before an appointment
eg - services where the customer must confirm they are not pregnant
Question Special Type : Appointment (Assessments) > during or after an appointment
May be a number of questions
Note - some question sets may have been answered in a previous session and allowed not to be repeated.
Venues and rooms
The Venue is of type Clinic and rooms that support Therapy are of type Therapy.
...
A venue has a number of Areas (Rooms)
The areas have types (Therapy room or Reception)
Room Certificates
Some require a certificate and may have notes
Certificates can be linked to Therapists, Services and Rooms. When linked to a room then it indicates that any service that requires that certificate can be done in that room. Generally this link is only used if the room is a dedicated room.
Can Rent Flag
If the Therapy Room is ticked as “Can Rent” then it will appear as one of the rentable spaces in the Renters section.
To add an Area (Room) - click on + beside Areas
Enter Name and select Type and enter Notes and select Certificate if applicable and click on Save Area
To Edit an Area (Room) - double click on an Area
It will populate on RHS where you can edit the information
Alter Name , select Type of room , alter the notes , select another certificate (or none) and click on Save Area
Payments to Therapists and Admin Staff
Commissions calculations are based on
Therapist that carried out the session
Room Renters tend to get close to 100% (reduced by cost of credit card transactions etc)
Others may be a $ figure per session or a lower percentage
Sales Person on the original booking of the session
Normally therapists are not the sales person on the booking
Commission is only earned after the session has been completed
Commission plans may include deposits forfeited by customers
Commission plans are linked to a Supplier
The supplier is paid based on actual completed sessions and on actual product sales made
Examples
An individual therapist employed by the clinic
...
An individual therapist that provides subcontractors
The subcontractors relationship needs to be setup to be included in the commission plan
...
A company that provides therapists
...
Example Front of House Concierge Staff
...
Room Renters
The Rent field can only be seen by users with the Secure Features
Creation of invoices button will create all invoices for the past week (if Monday or earlier) or the next week (if Tuesday or later)
Debtor invoices of SubType Recurring (Rent) will be created
...
Room renters may be asked to pay for non rent components.
These can be defined on a Journal Template and will be added to the weekly invoice when it is generated
...
on a Journal Template and will be added to the weekly invoice when it is generated
...
Therapist
A Therapist is
An employee ( must have a Title)
The linked Person must have a certificate of type “Therapy”
Employee will need a role of “Therapist” to enable login to the Therapist Portal
Certificates - Admin - Community - Certificate and SOP Definitions
...
Sales of products > money is earned when the products ship
Immediately when in store > DPP (Vs payment method)
When shipped / picked up if on the web
Deposit collected when online > DPP line to sales deposit account (vs bank)
Invoice created on shipping or pickup and payment allocated (vs bank and/OR sales deposit account)
Sales of Therapies
Deposit is non refundable - and hence earned as it is sold
DPP for amount of deposit to Sales deposit account (vs Bank)
Bundle payment is not earned until expiry date
Payment collected and allocated to Sales deposit account (Vs Bank)
On expiry date > amount moved to revenue account (expired bundles) - need a monthly process here
Therapy delivered
Value of therapy to revenue account (DPP vs Bank / deposit account)
Some or all of the payment may be from deposit account (if deposit paid or part of a bundle)
Some products may be prescribed during the session
Payment to Therapists
Based on therapies delivered if % or $ value
Calculation of amount to pay less room rentals over a period (CPP RCTI) if relevent
Commission on prescribed products (prescribed during the session)
Summary of Journals Created
Business Step | Debit | Credit |
|---|---|---|
Invoice of Sale of a Product (Physical item) | Trade Debtors | Default Income Control Account (or setting on item) |
| Bank | Default income control account (or setting on item) |
Deposit for a Therapy / Therapies (invoice) | Trade Debtors | GL Control account > Sales > Deposits and Progress Payments |
| Bank | GL Control account > Sales > Deposits and Progress Payments |
Value of the Therapy attended | Trade Debtors | Default Income Control Account (or setting on service) |
Removing deposit paid on therapy attended
| GL Control account > Sales > Deposits and Progress Payments | |
| Bank | Default Income Control Account (or setting on service) |
Deposits that have expired | GL Control account > Sales > Deposits and Progress Payments | Default Income Control Account (or setting on service). Ideally want in a separate revenue account - so linked to a service. |
Use of expired Deposits | From above row Credit | Default Income Control Account (or setting on service) |
Refund to customer if Health point covers more than deposit or amount paid (reverse of a payment) | Default income control account (or setting on item) | Bank |
Screenshots of example Journals
...
) | Bank |
Screenshots of example Journals
Customer pays in advance for some of the session
Note the same journal is generated if the customer pays 100% in advance of the session - just the deposit will be the full amount of the sale.
Customer deposit (50%) for a therapy (
...
$140)
No GST is involved as the sale has not yet happened - DPP
GL account | DR | CR |
|---|---|---|
Customers Deposits | 3070 | |
Bank | 7030 |
...
Customer attends
...
then pays the balance of
...
the therapy
GST is now collected as the sale has now happened - DPP
GL account | DR | CR |
|---|---|---|
Revenue (Service GL Account)100 | 127.27 | |
GST Colleted | 12.73 | |
Customer depositsDeposits | 3070 | |
Bank | 70 |
...
Customer misses the session and loses deposit
Where the customer misses their session revenue needs to be recorded as DPP
GL account | DR | CR |
|---|---|---|
Revenue (missed service)30 | 127.27 | |
GST Collected | 12.73 | |
Customer Deposits | 30 |
Deposit Expires
...
GL account
...
DR
...
CR
...
Revenue (deposit expired)
...
30
...
Customer Deposits
...
30
...
70 |
...
Customer misses the session and gets a full refund
The Deposit needs to be refunded - a refundable credit note is created
The refundable amount will have a -ve sequence number on the journal line
...
This will now list in the POS when the customer is found on the Payment page under “List Vouchers/Credits” so the credit can be applied or refunded
...
Customer misses the session and gets a partial refund
As above with a revenue line reducing the amount the customer gets as a credit
Deposit Write off
Invoice rounding is the write off account and the amount needs to include GST - say a credit note with an open amount of $70 is being written off
GL account | DR | CR |
|---|
Bank
30
Customer Deposits
Invoice Rounding | 63.64 | |
GST | 6.364 | |
Customer Deposits | 70 |
Customer pays 100% deposit prior to session - session now completed and no payment required
When the customer does not need to pay - a sales journal is still required
Customer pays any deposit then the health fund refunds more than the balance
Payment of the Therapist (Therapy less rent)
GL Account | DR | CR |
|---|---|---|
Service BUY GL account - Therapy amount | 100 | |
Service (Rent) | 20 | |
Bank | 80 |
...