Help Suite/Day-to-Day Use/Retail

Point-of-Sale

Valorie Sherman
posted this on August 14, 2009 06:31 AM

Whether you sell just services, or offer retail at your business, your MINDBODY site will have a tab called "Retail." This is your main Point-of-Sale. You can process sales, redeem gift cards, put credit on your clients' accounts, allow your clients to make purchases for friends and family, create payment plans, and even create new products all from the POS screen.

There are two types of sales that you can process through your site: walk-in sales and a client sales

  • Choose "Walk-In Sale" when you're selling products that you do not care to track to specific people—like bottled water, for example. Walk-In Sale may not be used when a client is purchasing services, because each service pricing option must be linked to a specific client's account.
  • Client sales, or sales made to a specific client, should be used any time a client is purchasing a service pricing option, or when you want to track who's buying the product. If you think there is any possibility that the client might return the product he or she is buying, it's best to complete the transaction as a client sale.

Content:

 

To make purchases

  1. Look up a client's account by clicking on the Retail tab, and then using the client search field near the top center of the screen.
  2. Add item(s) to the client's ticket by choosing one of the tabs in the Add Item Box, and then selecting the product or pricing option that the client wants to buy.
    • Tick the radio button titled Quick Add to view the Quick Add menu. This will consist of products that you have indicated for Quick Add sale on the Manage Products screen.
  3. The following fields can be edited prior to adding the item to the client's ticket:
    • Price: By default, this is the price you entered when you added the pricing option (series) or package. The price can be edited, but it is best to use the discount field if you are discounting a package.
    • Quantity: If the client is purchasing more than one of the same item, change the quantity.
    • Count: (services only) If the client is to receive more or less sessions than what is set in the pricing option (series) or package, you can edit it before adding the item to the ticket. This is useful to carry balances forward from previous software programs.
    • Duration: (services only) The duration or number of days until expiration can be increased or decreased before you add the item to the ticket. This is useful to carry balances forward from previous software programs.
    • Activates: If you want to delay activation for a pricing option (series), change the Activates date before adding the item to the ticket. If the activation date is previous to the sale date, you must change the sale date on the ticket. For contracts and packages, this field is titled Contract Start.
    • Discount: Use the discount field to enter a percent or amount discount for a package.
    • Tax: If you are selling a product or service that usually requires sales tax, but you don't want to charge for it, check the "No tax" box here.
    • Sale Notes: Add notes for the sale here. These notes appear in the client's Account Details screen and may be emailed to the client, depending upon your retail settings.
      • (If you cannot edit some of the fields listed, then you do not have sufficient staff permissions)
    • Commission: If you use the Commission Feature, then you will be prompted to choose a commission recipient. The recipient's name will appear in parenthesis beside the line item on the sales ticket. If two commission recipients are chosen, then a both names will be listed.
  4. If you use Sales Team Management, then the name of the sales rep assigned to the client you are checking out will automatically populate in the Sales Rep dropdown menu. If a rep is not assigned to the client's account, then the menu will automatically populate with the name of the staff member processing the sale (the staff member who is logged in). You can always choose a different recipient from the list.
  5. Remove items, apply a promotion code, or, if necessary, change the sale date in the upper right corner of the ticket window.
  6. Select a payment method, or split the sale between as many methods as you like. Since clients can potentially pay for a sale using account and a couple different credit card methods, you'll notice a radio button titled AutoPay Method that lets you pick what will be charged (credit card, ACH, or account) for the contract's future autopays.
  7. Save and complete the sale by clicking on one of the following buttons:
    • Save No Receipt
    • Save Print Receipt
    • Save Print Gift Receipt
    • Save Create Invoice
    • Save Print Invoice

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Redeeming undesignated gift cards

If a gift card was sold with an undesignated recipient, you will need to assign it once they come in to use it.

  1. Look up the recipient's account, or click Add New to add the person as a new client.
  2. Once you have the client's account selected in the Retail screen, locate the Assign Gift Card field next to the client's name.
  3. Type the number of the gift card.
  4. Click Assign.

The gift card amount now shows on the recipient's account as credit. If they can only use the gift card amount for specific services, purchase the service using the gift card credit right away:

  1. Look up the client's account.
  2. Click Services from the Add Item box.
  3. Select the service category from which you want to purchase services.
  4. Select a pricing option from the list.
  5. Make changes to the activation date, price, or other pricing-option details as needed, and then click Add Item.
  6. Choose the Account payment method.
  7. Complete the sale.

Note: If you've disabled the "Assignable Gift Cards - Allow Undesignated" option on the General Setup & Options screen, then the Assign Gift Card field will not display.

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Account credit

These steps can be used to resolve a negative balance, or add a positive balance for future purchases. For example, some businesses will keep credit on file for clients to use toward water purchases, or other items, so that the client does not have to remember to bring their wallet every time they come in.

  1. Look up the client's account.
  2. Click Payments/Gift Cards.
  3. Select a credit from the item list.
  4. If necessary, modify the credit amount.
  5. Click Add Item.
  6. Select the payment method the client wants to use to purchase the account credit.
  7. Complete the sale.

In the case that you are recreating an account balance from another system, do the following:

  1. First, make sure that you have a credit set up to use for recreating balances. Click here to learn how to do this.
  2. Click Payments/Gift Cards.
  3. Select a credit from the item list.
  4. If necessary, modify the credit amount. If you set up the credit correctly, you will be able to change the credit amount and keep the price at $0.00.
  5. Click Add Item.
  6. Select "Other" as your payment method. Some businesses even create a new payment method to use when they have to recreate a sale from another system. Click here to learn how.
  7. Click "Save No Receipt" or "Save Print Receipt" to complete the sale.

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Paying for another client

To pay for another client:

  1. Go to the Retail screen and search for the client who will be purchasing the item.
  2. In the upper right corner of the Add Item box, click "Pay for Another Client."
  3. Look up the client that the first client will be paying for. 
  4. Select "Look Up Item" from the upper right corner.
  5. Look up the item that the first client wants to purchase for the second client.
  6. Click Add Item.
  7. Select the payment method the client wants to use.
  8. Click "Save No Receipt" or "Save Print Receipt" to complete the sale.

When you look at the purchasing client's account details, you'll see a buddy icon next to the purchase. This displays next to all sales that were made for a friend. If the purchaser simply wants to share what they purchased with a friend, while keeping the pricing option on their own account, then you should set up a pricing option sharing relationship. Click here to learn how.

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Payment plan on the fly

While checking a client out on the Retail screen, you can quickly create a payment plan that sets up an autopay schedule and allows your client to pay your business over time. If you select a credit card or direct debit payment method and then the account payment method, you will be given an option to set up a payment plan. Selecting the Payment Plan option enables you to create the perfect on-the-fly payment plan—one that accurately calculates the payment amounts for the client—without ever leaving the Retail screen. Once you enter the amount that the client will be paying right away, you can specify the frequency and number of future autopays that the client will pay with his or her credit card. 
 
To setup a payment plan on the fly:

  1. Click on the Retail tab.
  2. Look up a client.
  3. Add an item to the ticket.
  4. Choose "CC (Keyed/Stored)" or another direct debit payment method (ACH, PAP, and ELV).
  5. Enter the amount the client will be paying right now. If the client isn't making a payment then enter "0.00." 
  6. Choose the "Account" payment method. 
  7. Click the new "Payment Plan" checkbox that appears.

    payment_plan.PNG

  8. Select the frequency that the client will be charged and the start date. The amount they will be charged will adjust according to the parameters you set. 
  9. Select a Save option. 

Note: This feature only works if you have an integrated MINDBODY Merchant Account

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Creating new products at POS

You can create new products as fast as you sell them from the Retail Screen—without having to go through the process of adding a new product to the system from the Manage Products screen. On the Retail screen (Retail/POS Tab), you'll see a "Create New Product" button in the Add Item window.

POS_add_new_product.png

Click it, and a lightbox (a window that pops up while the rest of the screen grays out) will display. You can enter the new product's information into the fields in the lightbox. Even if you click away from the window mid-entry, the site will save the partial information for the next time you click the "Create New Product" Button. You can also access this feature quickly while searching for a product that doesn't exist in the site yet. The site will provide you with a link to create a new product when your search does not provide any results.

Required fields

Only a name and category are required to create a new product from the lightbox. By default, products created here will be set to a new "Unassigned" product revenue category; you can change this by selecting one of your existing categories from the dropdown menu. Please note that the tax field will display only if your site features more than one type of tax. If it does, then be sure to choose which to apply to the product, as all of them will be enabled by default in the multi-select menu.

  • Use suppliers or manufacturer IDs to organize your inventory? If you have the "Product Category and Supplier Features at POS" Option enabled on the General Setup & Options screen, then the "Supplier" menu and "Manufacturer ID" field will display on the lightbox. With this option, you'll also have the ability to search for products on the Retail screen by either detail.
  • Duplicate bar codes? If you enter a barcode value that already exists for a product currently in your site, then a popup message will display and ask you if you'd like to create the new product using an existing bar code, choose to use a product that already exists in your site, or return to the Create New Product lightbox to change the barcode information.

Once you've successfully created a new product, a yellow banner will display across the top of the site, confirming that the product was added. 

Manage products

After you complete the sale, you can visit the Manage Products screen to add more detail to the newly created item. Products that were added to your site from the POS screen, and haven't been updated since, will be highlighted in yellow when you search Manage Products. You can even narrow your search specifically to show you only those particular products by running an advanced search using the new "Created at POS Only" Filter.

Staff permissions

The "Create products at POS" staff permission works in conjunction with this feature so that only the owner of the site and staff members with the permission granted can add products from POS. This permission is dependent on a parent permission that allows staff to complete transactions at the point-of-sale. If your staff has permission to set up retail products in your site, then they'll automatically have the add product permission granted.  

If a staff member without the add product permission tries to create a new product from the POS screen, then a pop-up message will display to let the staff member know that they cannot create the product.

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Want to watch the tutorial on how to use the Retail screen? View it here:

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