Transactions

When performing a cash sale for walk in clients, you will need to manually set an employee's name to a transaction. This will ensure there is a record of who sold the item to the client and also adding the sales total to the employee's sales record.

To add an Employee to a Transaction:

Step 1: Click the Transactions tab and select Cash Sale.

Step 2: The Cash Sale Transaction will appear. On the top right, a 'entered by' field will appear.

Step 3: Click on the edit icon to reveal the Employee List. Once you have selected your employee, the name will appear in the field.

You are able to assign commissions to different employees, depending on the transaction and business requirements.

Commissions can be assigned either during a transaction or after the transaction is completed.

To assign commission:

Step 1: In a Cash sale / booking payment transaction, click on the 3 line icon to reveal the options popup.

Step 2: The Options menu will appear. Select Assign Commission.

Step 3: The list of employees will appear. Select the employee you wish to assign the sale's commission to.

Step 4: Once selected, the name of the employee will appear below the product/service, with 'assisted by' next to their name.

Note: that the commission rate will depend on whether you have setup default commission or employee commission rate.

You may set up employee commission with Barkley HQ. Commission is a great way to entice your staff to sell more as an incentive.

There is 2 ways to set up commissions. Default commission rates or employee commission rates.

Default Commission Rates: This is a default rate that you can set for products and/or services. Once set, the same rate will apply to all.

Employee Commission Rates: This applies to individual employees. You may set a different commission rate for different employees depending on their seniority/experience etc.

To setup default commission rates:

Step 1: Click the Admin tab and select Setup.

Step 2: Select Employee Commissions on the left tab. Set your default commission rate by entering the figure in the field. Keep in mind that the figure is calculated on percentage. Once done, click Save.

To set up Employee commission rates:

Step 1: Click the Employees tab and select Search Employees.

Step 2: Locate the employee in question and open the employee card. Click Payroll, you may adjust the individual commission rate for products and/or services. Once done, click Save.

Barkley HQ allows you to provide your customers with a discount. You can have a discount that you use regularly, or you can manually insert your own discount.

Discounts can be made within any transaction entry, such as Booking payments, Cash Sale etc.

In a Transaction entry, once a item or service is selected, an Item Menu will appear.

To apply a discount onto the transaction:

Step 1: Click the Item Menu icon within Transaction Entry.

Step 2: Click on Discounts.

Step 3: The Discount Menu will appear. From here you have the option of selecting a pre-set percentage or type in a manual percentage. Once done, click Apply.

Step 4: The discount will now apply to the price of the individual item. It will also show the original price of the item before the discount was applied. If you would like to apply the same discount to the other item, you will need to repeat step 2.

Hint: If you want to apply a dollar figure discount, simply adjust the item amount to reflect your dollar value discount.

To remove a discount:

Step 1: On the Transaction tab, click on the discount icon to reveal the discount menu. Select Remove. The applied discount will now be removed from the selected individual item.

Along with making bookings, Barkley HQ also has the ability to accept payments for the bookings, therefore keeping track of the revenue your business is taking from bookings.

To make a booking payment:

Step 1: Locate the booking on the calendar, right click and select Booking Payment.

Step 2: The Booking Payment transaction entry will appear, showing the service and the total amount due. If the client wishes to add additional services and/or products, search for the product and add it onto the list. The amount will adjust accordingly. To complete the transaction, follow the normal process in completing a transaction.

Step 3: Once the payment has been accepted, the visual indication on the booking will change from pink to a dark blue. This indicates that payment has been completed.

If you frequently do purchase orders for your business, Barkley HQ now allows you to do your purchase order right from the system! If you have all your products linked to a supplier, the system will automatically detect any item that requires ordering and will add it into your purchase order for you.

Before you can make a purchase order, you will have to create suppliers.
To do a purchase order:

Step 1: Click the Transactions tab and select Purchase Order.

Step 2: The Purchase Order screen will appear. Search for your supplier from the drop down and once found, select the supplier.

Step 3: A popup will appear asking if you would like to add all under-stocked* items liked to the selected supplier. Select yes to allow the system to automatically add under-stocked items on the list. If you would like to do a manual order, select no.

*under-stocked means any items that has a reorder point and maximum level set within stock control.

Step 4: Next in Code/Description, if you have selected yes to add under-stocked items to the list and you are happy with the list of items, you may proceed with placing the order. If you want to edit the list or add additional items, search the item and once found, add it on to the list.

Note: Only items that is linked to the supplier will be shown.

Step 5: Once you are happy with your order, select Place Order. The Order summary will appear. You may print it and email it to your supplier for order fulfilment.

Note: If you started a purchase order and was interrupted halfway, you may resume it by going to the Transactions tab and select View Orders. Your pending order should appear on the list, followed by the status "entered". Select the order to resume.

Performing a stocktake periodically is crucial in keeping track of your inventory in your business. Barkley HQ allows you to do this to allow your business to continue to operate efficiently.

Before performing a stocktake, please ensure your current product line is correct and current. Suspend any products you no longer stock and add in any product ranges that is not already on the system.

Next count your physical stock level in store and note it down on a list.

Once done, you may now begin the stocktake process. For items that shows you have more than your physical stock level, you will need to write them off. For items that shows you have less than your physical stock level, you will need to write them on.

Note: Barkley HQ runs on average cost. Receive stock in the system before you sell it as it is crucial if you want to keep your costs correct. If the cost for a product is incorrect, or the store has never received stock into the system, write off all your stock holding, then click Receive Goods and input the correct cost.

After completing a transaction, you can email the receipt to an email address of your choice.

Step 1: Click on the email receipt button.

After clicking the email button a popup will appear.

Step 2: Enter a valid email address then click the Confirm button. The email will send shortly after clicking the confirm button.

Note: Sending the receipt email will take up 1 email credit. You must have at least 1 email credit for the receipt to successfully send.

Barkley HQ has the ability to take deposits into the system, allowing you to offer flexibility of payment to your clients.

By enabling deposits, you are able to take in a partial amount for the product/service and park the sale until the full payment is made.

To enable deposits:

Step 1: Click the Admin tab and select Setup.

Step 2: The Administration Setup Wizard will appear. On the left tab, select Sales Settings.

Step 3: In Sales Settings, ensure Allow Deposits is set to Yes. Once done, click Save.

To use deposits:

Step 1: Once Deposits have been activated, in a Transaction (Cash sale, refund, booking payment etc), when there is still an amount due, you are able to complete the transaction and it will be parked pending full payment.

Barkley HQ helps you to keep track of your store petty cash by allowing you to enter them through the program as a transaction.

To enter Petty Cash, you must first create a petty cash code. To do this:

Step 1: Click the Transactions tab and select Petty Cash Codes.

Step 2: Click New Petty Cash.

Step 3: Fill in the relevant information. When finished, click Save.

To enter a petty cash transaction:

Step 1: Click the Transactions tab and select Petty Cash.

Step 2: The Petty Cash Transaction Entry will appear. Click on Code/Description (red square) to locate your petty cash code and adjust accordingly. Once done, click Add (orange arrow) and it will appear on the Transaction Entry. Click Complete (green arrow) to finalise the petty cash transaction.

Prepaid packs can be beneficial to your business as it entices your clients to pay upfront for a range of services and it keeps them coming back to your business. Along with selling Prepaid Packages, Barkley HQ also allows you to search your packs and amend them as required.

To search/edit a prepaid pack:

Step 1: Click the Products tab and select Prepaid Packs.

Step 2: To edit your Prepaid Packages, select the Prepaid Package you wish to fix.

Step 3: The Prepaid maintenance screen will appear. You may proceed with your edits and once done, click Save to complete.

Note: Any changes done to the Prepaid Packages will not affect existing Prepaid Packages that was sold prior to these changes.

Setting up prepaid packages within Barkley HQ is easy! The benefit of doing this is it enables your business to create and sell attractive packages upfront and keep your clients coming back for the long term.

Before setting up your prepaid pack, ensure the service(s) involved in the pack is already created on the system.

To make a prepaid package:

Step 1: Click the Products tab and select Prepaid Packs.

Step 2: Select Add Prepaid Pack.

Step 3: The Prepaid setup screen will appear. Enter the required details and once done, click on Prepaid Services on the left tab.

*Category: Select a category that best fits your prepaid pack.

*Description: Enter a short description of what the prepaid pack is.

*Code: Setup a unique code for your prepaid pack.

Barcode: If you have a barcode for your pack, you may add it in here.

Status: Ensure the status is set to Active for your prepaid pack to be usable.

Expiry After: If you wish to incorporate an expiry date to your prepaid pack, you may select a timeframe from the drop down box.

*Price: Set a price for your prepaid pack.

*Tax Rate: Set the applicable tax rate for your country/region.

Hint: The items marked with * means it is mandatory to fill in.

Step 4: You may now set the services and quantity for your prepaid pack. Once set, it will appear on the description field. Once you have finish selecting your services, click Save

Prepaid is a great way to entice your clients to pay upfront for a string of services at a discounted price. This will ensure your clients continue to patronise your business and keep them for the long term.

Note: A prepaid pack can only be sold to a client with an existing client card. If it is a brand new client, ensure to create their client card first, before selling the prepaid pack. You may create your client card right from the transaction entry screen by clicking on the edit button next to the client name field.

To sell a prepaid pack:

Step 1: Ensure the prepaid pack is already created. 

Step 2: Go to the Transaction tab and select Cash Sale.

Step 3: The Cash Sale Transaction Entry will appear. Search for your prepaid pack and once found, add it to the transaction list. The prepaid item, along with the quantity will show next to a linked icon.

Step 4: Complete the transaction normal and once done, the purchased prepaid pack will be saved on the client's card under 'Prepaid'.

Hint: You may also sell a prepaid package via Booking Payment

Discount setup in Barkley HQ allows you to access your discounts easily with a click of a button instead of doing it manually per item.

To set up discounts:

Step 1: Go to the Products tab and select New Discounts.

Step 2: The Discount details screen will appear. Type in a description of the discount, and the type of discount you want to set up. You may set up 4 discounts:

- Dollar value discount
- Dollar value surcharge
- Percentage discount
- Percentage surcharge

Step 3: Next depending on the type of discount you selected, you will need to enter a dollar or percentage value. If your local legislation requires tax rate, enter the percentage in Tax Rate.

Step 4: You may decide what the discount can be used on:

- All items
- Products
- Services
- Prepaid
- Packages

Step 5: Next If you want your discount to apply to a specific category, you may select your chosen category from the drop down menu.

Step 6: Once done, click Save.

To utilise your newly created discount, do the following:

Step 1: In a Cash Sale (or Booking Payment) transaction entry, select the Discounts button.

Step 2: A popup will appear with your list of discounts. Check the appropriate discount and select Save.

Step 3: The selected discount will now appear on your transaction list. To remove a discount, simply click on the bin icon. Once satisfied, proceed with completing the transaction as per normal.

Step 4: In the Transaction confirmation screen, you will see the applied discount.

At the commencement of each trading day, Barkley HQ trading day is initialised by the store manager. This process prepares the system to accept the day's transactions from the store's employees. If trading is on, you are required to finish the previous trading day before you can start the next trading day.

To be able to start/end trade, ensure that trading is enabled.

Start Trading

Step 1: Click the Transactions tab and select Trading.

Step 2: A pop-up will appear confirming if you wish to start trade. Select Yes.

Step 3: Ensure the new trading day you have selected is correct date.

If you have selected Yes to Declare the registers before trading during the setup, enter the total amount you currently have or alternatively, click the Calculator icon to enter the quantity/value of each individual currency. When values have been entered, set Yes to I have checked the above values. Once done, click on Start Trade.

Once trading has started, a pop-up will advised trading has started for the selected day.

End Trading

Note: If you set a float in start trade, you will also have to declare this in end trade. Failure to do so will result with a misbalance.

Step 1: Click the Transactions tab and select Trading.

Step 2: A pop-up will appear confirming if you wish to end trade. Select Yes.

Note: If you have any incomplete transactions, a warning will appear.

Either complete the transaction by clicking the blue pencil icon, or cancel the transaction by clicking on the red cross icon. When there are no more transactions, select Continue to End Trade.

Step 3: The end trade procedure will commence. If you have selected Yes during the start/end trade setup to declare registers at the end of trading, proceed with your declaration. Alternatively, click the calculator icon to enter the quantity/value of each individual currency.

Step 4: At the last page, you will see the Final Declaration confirmation. Here, you can check if the declared values are correct.

If you wish to cancel the declaration you may do so by clicking Cancel Declaration.

To amend payments, click on the Previous.

If all declared sums are correct, select I have checked the above values and click on End Trade.

Note: You can cancel the declaration if you still need to complete a transaction within the same trading day.

From time to time, you might find yourself having to void transactions that have been entered incorrectly.

Before being able to void transaction, you must enable it in Setup Store settings. This menu can be accessed by going to the Admin tab and selecting Setup Store Settings. On the left tab, select Sales Settings.

To void a transaction:

Step 1: Go to the Transaction tab and select Search Transaction.

Step 2: The Search Transaction list will appear. You may locate the payment by either on the list or using the search criteria on the top right to narrow down your options.

Step 3: Once the payment is found, click on it. The Payment Confirmation screen will appear. To void the payment, simply click on the Void button.

Step 4: Once the payment is void, it will show a red bar, followed by the word Void.