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Therapists may have a separate survey to fill in during a session
Venue Dashboard
Practitioners have regular schedules that can be updated for changes on an individual day (earlier start, later finish, no show / swap, gaps). Open any shift to update as required and Practitioners can do this from their portal 
The Venue Dashboard covers all rooms / Practitioners for the day
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Badges indicate first time attendees, friends of the clinic, overdue amounts, problem flags and other items
New Bookings are NOT can be made via the calendar - instead the customer and service is selected in the POS and suitable sessions selected
Testing Customer Surveys
Link a service to a service
Service - Advanced tab -
Point of Sale
AutoPosLogin role has “IsSalesManager” > 9 so POS Sales Rep will default to the logged in user.
Alternative is initials + PIN or Thumbprint scanner.
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.
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Item
...
Qty
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Total
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Pay now
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GST
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
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An email will be sent for the booking and for the survey if a survey is linked to that service
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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)
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Questions can be viewed one at a time (above) or as a single page list (below)
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Enter the answers to questions and comments
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Click on Done and the answers will be updated for this booking
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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 |
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Sequence of the services to be scheduled will use the Category Sequence Number (no sequence numbers will be last)
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Services Pricing
Deposit % is a global setting on Host Company
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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
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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 Rent
Rooms can only be rented by ABN holders (the list populates on entry of some letters from the renters name).
The rent is entered as an exGST value as below
Select the days the rent covers
Select the start and end hours
Enter the rent amount
Enter a description to be put onto the invoice line (if the default text is to be replaced)
Note that the discount will create a seperate related line
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discount lines text “Discount” + “%” + “Text from related line” + “Day ticked”
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Non-rent invoice lines
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
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Certificates - Admin - Community - Certificate and SOP Definitions
If a service can only be offered by qualified Therapists
Define the certificate
Link to People
Type Therapy
Implies Therapist
Then the certificate is
linked to the Therapists that can perform the services
Linked to the services
The Service will also have “Person / Therapist is required” ticked on
If the Pricing varies by level of therapist (Apprentice to Master)
Note that the certificate level for a Therapist only needs a level if the service pricing varies by level
Apprentice (Tag A)
Junior ( Tag J)
Senior (Tag S)
Master (Tag M)
Price lists are then used to define the prices for the different levels
Define a price list for each level (including the relevant tag and tick Services)
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Then the price can be set for this price list on any service
The wizard will then indicate there is a range of prices available
the price will replace the RRP in the wizard for a Therapist who has the required certificate for service at that level
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If a service does not have a therapist and can only be offered in particular rooms
When a therapist certificate is required to perform a service there is no need to also certify the room as the roster will determine the room to be used.
Define the certificate
Linked to Services
Type Therapy
Implies (not required)
The certificate is then
linked to the room
linked to services that can be done in that room
Note the service will have “Room Location is required” ticked on
The booking wizard will only offer availability of these services if a certified room is available
Master List of Certificates
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To add a Certificate - click on Certificate and SOP Definitions
Note that internal SOP’s (Standard Operating Procedures) training results can also be tracked here
From Properties - enter Name , Applies to (People or Services) , Category (Therapy or Admin) , Implies and Save
Category “Therapist” is required for all Therapy related certificates
Implies “Therapist” is required if the certificate applies to “People” and is to be used to limit who can offer particular services.
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Certifiers can be added if certificates are provided by external organisations and you want to track where each person was trained.
Certificates linked to people
Bring up an employee you want to link to a certificate
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Click on the Person - Person Details
Click on Certificate tab
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Select the Certificate to link from the dropdown
Tick Can Teach (if they can teach) , enter a certificate number if applicable and Save Training
A person can have more than one Certificate
Expiring Certificate Management
There is a centralised expiring certificates report
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Services - Admin - Services - Services
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Add a Service
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On the General tab - Clear
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Enter Item Code , Name Style , select Category , Special Type - Therapy , Buy/Sell - select Sell , Duration in minutes , RRP and Save
Extended Attributes - Therapies / Rostering / Scheduling
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Select Certificate
Tick - Person/therapist is required (if applicable)
Tick - Room/locations is required (if applicable)
Save
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Some Services are passive in that only a room is required
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Other Services are active in that only a person/therapist is required
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Some Services will require a room and a person/therapist
Therapy Guest Role
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Add Therapy Guest Role to Debtor Relation
Credit Card Processing Secure Feature
Customers who login can enter credit card details and make payments.
In order to enable this the role they are using needs to have “Credit Card Processing” added.
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Rosters
Rosters are for Roles in Rooms
Date
Times
Person
Room
Specialists have Roster Patterns
Setting up roster patterns
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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
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An individual therapist that provides subcontractors
The subcontractors relationship needs to be setup to be included in the commission plan
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A company that provides therapists
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Example Front of House Concierge Staff
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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 Rent
Rooms can only be rented by ABN holders (the list populates on entry of some letters from the renters name).
The rent is entered as an exGST value as below
Select the days the rent covers
Select the start and end hours
Enter the rent amount
Enter a description to be put onto the invoice line (if the default text is to be replaced)
Note that the discount will create a seperate related line
...
discount lines text “Discount” + “%” + “Text from related line” + “Day ticked”
...
Non-rent invoice lines
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
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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
If a service can only be offered by qualified Therapists
Define the certificate
Link to People
Type Therapy
Implies Therapist
Then the certificate is
linked to the Therapists that can perform the services
Linked to the services
The Service will also have “Person / Therapist is required” ticked on
If the Pricing varies by level of therapist (Apprentice to Master)
Note that the certificate level for a Therapist only needs a level if the service pricing varies by level
Apprentice (Tag A)
Junior ( Tag J)
Senior (Tag S)
Master (Tag M)
Price lists are then used to define the prices for the different levels
Define a price list for each level (including the relevant tag and tick Services)
...
Then the price can be set for this price list on any service
The wizard will then indicate there is a range of prices available
the price will replace the RRP in the wizard for a Therapist who has the required certificate for service at that level
...
If a service does not have a therapist and can only be offered in particular rooms
When a therapist certificate is required to perform a service there is no need to also certify the room as the roster will determine the room to be used.
Define the certificate
Linked to Services
Type Therapy
Implies (not required)
The certificate is then
linked to the room
linked to services that can be done in that room
Note the service will have “Room Location is required” ticked on
The booking wizard will only offer availability of these services if a certified room is available
Master List of Certificates
...
To add a Certificate - click on Certificate and SOP Definitions
Note that internal SOP’s (Standard Operating Procedures) training results can also be tracked here
From Properties - enter Name , Applies to (People or Services) , Category (Therapy or Admin) , Implies and Save
Category “Therapist” is required for all Therapy related certificates
Implies “Therapist” is required if the certificate applies to “People” and is to be used to limit who can offer particular services.
...
Certifiers can be added if certificates are provided by external organisations and you want to track where each person was trained.
Certificates linked to people
Bring up an employee you want to link to a certificate
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Click on the Person - Person Details
Click on Certificate tab
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Select the Certificate to link from the dropdown
Tick Can Teach (if they can teach) , enter a certificate number if applicable and Save Training
A person can have more than one Certificate
Expiring Certificate Management
There is a centralised expiring certificates report
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Services - Admin - Services - Services
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Add a Service
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On the General tab - Clear
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Enter Item Code , Name Style , select Category , Special Type - Therapy , Buy/Sell - select Sell , Duration in minutes , RRP and Save
Extended Attributes - Therapies / Rostering / Scheduling
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Select Certificate
Tick - Person/therapist is required (if applicable)
Tick - Room/locations is required (if applicable)
Save
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Some Services are passive in that only a room is required
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Other Services are active in that only a person/therapist is required
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Some Services will require a room and a person/therapist
Therapy Guest Role
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Add Therapy Guest Role to Debtor Relation
Credit Card Processing Secure Feature
Customers who login can enter credit card details and make payments.
In order to enable this the role they are using needs to have “Credit Card Processing” added.
...
Rosters
Rosters are for Roles in Rooms
Date
Times
Person
Room
Specialists have Roster Patterns
Setting up roster patterns
An individual may have multiple roster patterns
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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
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) | 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 (
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$140)
No GST is involved as the sale has not yet happened - DPP
GL account | DR | CR |
|---|---|---|
Customers Deposits | 3070 | |
Bank | 7030 |
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Customer attends
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then pays the balance
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of the therapy
GST is now collected as the sale has now happened - DPP
GL account | DR | CR |
|---|---|---|
Revenue (Service GL Account) | 100127.27 | |
GST Colleted | 12.73 | |
Customer depositsDeposits | 3070 | |
Bank | 70 |
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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
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GL account
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DR
...
CR
...
Revenue (deposit expired)
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30
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Customer Deposits
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30
...
70 |
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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
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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
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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
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 |
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