Products & Services

Barkley HQ provides a Barcode Book for all your products/services that contains a barcode. This allows you to print out the Barcode Book so you can scan it in your transactions.

To locate the Barcode Book:

Step 1: Click the Products tab and select Retail Products.

Step 2: Click More. Once the drop down appears, click Barcode Book. This will bring you to a new screen.

Barkley HQ comes pre-installed with a set of commonly used categories. There may be a need to setup a new category or suspend an existing one, depending on your business needs.

To create a category:

Step 1: Go to the Products tab and select Categories.

Step 2: The Search Category list will appear. Click New Category.

Step 3: The Category details page will appear. Create your category and once done, select Save.

Name: Name of your category.

Online Description: Write a brief description of your services.

Online Details: Give details to what is involved with the service.

Packages can be created either for products, services or a combination of both.

Step 1: Go to the Products tab and select Packages.

Step 2: Click Add Package.

Step 3: Enter the package details.

Category:The category the package is to be placed under

Description: Brief description of the package

Package Code: The short code used when manually entering the item

Bar Code: The barcode number used for this item. 

Status: A status of Active denotes that the package is still in use. A Suspended package is no longer in use.

Online Bookings

Show Online: Determines whether it will be displayed on your online bookings website.

Online Description: Description it will show your online customers.

Service Details: Details about the service for your online customers.

Package Details

Products/Services: Select the product/service you wish to include in the package.

Optional: Whether this product/service is optional with this package.

Price: Original price of the product/service.

Price*: Total price for the package.

Step 4: Click Save.

Barkley HQ allows you to enter all your available services into the system. This makes bookings and transactions easy and accurate.

To create a service:

Step 1: Go to the Products tab and select Services.

Step 2: The Services list will appear. Select New Service.

Step 3: The Service Details page will appear. Enter the service details as necessary by clicking each tab on the left, e.g. with pricing, times, loyalty etc.

Details

Code: Create a unique code for your service.

Description: A short description of your service.

Category: Select the appropriate category from the list.

Colour: The colour you wish this service to show up on your booking screen.

Status: This is set to active by default.

Times

Minutes: Determine how long your services go for.

Processing time: Add additional processing time for services.

Barkley HQ allows you to enter all your available services into the system. This makes bookings and transactions easy and accurate.

To create a service:

Step 1: Go to the Products tab and select Services.

Step 2: The Services list will appear. Select New Service.

Step 3: The Service Details page will appear. Enter the service details as necessary by clicking each tab on the left, e.g. with pricing, times, loyalty etc.

Details

Code: Create a unique code for your service.

Description: A short description of your service.

Category: Select the appropriate category from the list.

Colour: The colour you wish this service to show up on your booking screen.

Status: This is set to active by default.

Times

Minutes: Determine how long your services go for.

Processing time: Add additional processing time for services.

Resources and Rooms

Required Equipment: Equipment that is required to perform this service.

Required Rooms: Room that is required for this service e.g. room that contains the equipment.

Employees

Required Employees: Employees who are able to perform this service.

Loyalty

Loyalty points: Decide how much loyalty points a client accrues for each service.

Loyalty dollars: Decide how much loyalty dollars a client accrues for each service.

Step 4: Once done, click Save.

Suppliers are important if you utilise purchase order and stock control. By assigning a supplier to your products, it enables you to quickly determine what needs to be ordered and have under-stocked items automatically selected.

To create a supplier:

Step 1: Click the Products tab and select Suppliers.

Step 2: Click New Supplier.

Step 3: The New Supplier details will appear. Enter your supplier details as displayed on the screen. Ensure the status is set to Active. Once done, click Save. If you have more than 1 supplier to enter, simply repeat the steps.

To manage suppliers:

Step 1: Click the Products tab and select Suppliers.

Step 2: The Suppliers list will appear. To edit your existing supplier, locate and click the supplier to reveal the supplier’s details.

Step 3: When you have finished with your changes, click Save.

All suspended items, be it a product, service or a category, continue to remain in the system’s database and is hidden from active items. If you need to recall the item, you simply have to reactivate it.

To reactivate a suspended category:

Step 1: Go to the Products tab and select Manage Category.

Step 2: The Categories list will appear. Click More and select Show Suspended. The suspended category will appear highlighted in red.

Step 3: Select the Category and change the status from Suspended to Active and click Save.

All suspended items, be it a product, service or a category, continue to remain in the system’s database and is hidden from active items. If you need to recall the item, you simply have to reactivate it.

To reactivate a suspended product:

Step 1: Go to the Products tab and select Retail Products.

Step 2: The list of product categories will appear. Click on More and select Show Suspended.

Step 3: Locate the product in question either by selecting from category list or search for the service name through the search field.

Step 4: Once the product is found, click on the name to open the product details and change the status from Suspended to Active and click Save.

All suspended items, be it a product, service or a category, continue to remain in the system’s database and is hidden from active items. If you need to recall the item, you simply have to reactivate it.

To reactivate a suspended service:

Step 1: Go to the Products tab and select Services.

Step 2: The list of service categories will appear. Click on More and select Show Suspended.

Step 3: Locate the service in question either by selecting from category list or alternatively, enter the service name through the search field above.

Step 4: Once the service is found, click on the name to open the service details and change the status from Suspended to Active and click Save.

It is recommended that you enter all shipment of products and goods into Barkley as soon as you receive them. This ensures the software is updated with the correct amount of goods currently in stock.

To receive goods:

Step 1: Click the Transactions tab and select Receive Goods.

Step 2: Select the products that you received and enter it into the system along with the quantity, followed by their cost price and click “+”. The cost price can be found on your order invoice you received from your supplier. Once done, click Complete.

From time to time, you might find that you have to edit your current range of products. This might be due to a name change, product description change or price change etc.

Follow the steps to search and edit your products:

Step 1: Go to the Product tab and select Retail Products.

Step 2: The list of products will appear. Locate the product either by selecting from category list or search for the service name through the search field.

Step 3: Once the product is found, click on the name to open the product details. Proceed with editing the details as necessary such as pricing, details etc and once done, select Save.

From time to time, you might find that you have to edit your current range of services. This might be due to a name change, service description change or price change etc.

Follow the steps to search and edit your products:

Step 1: Go to the Products tab and select Services.

Step 2: The list of products will appear. Locate the product in question either by selecting the category or search for the service name via the search field.

Step 3: Once the service is found, click on the name to open the product details. Proceed with editing the details as necessary such as pricing, details etc and once done, select Save

Depending on how your business runs, you may have a long or short list of categories. Barkley HQ makes it easy to maintain your categories by having them compiled in a easily searchable list.

To search your categories:

Step 1: Click the Products tab and select Categories.

Step 2: The Category list will appear.

Step 3: To amend your category, select the category in question to display the category details page. Make your changes as necessary and click Save

Barkley HQ is capable of saving all your products into the system, therefore keeping your business organised. Depending on your business operation, you may have a long list of products. Barkley HQ makes it easy by compiling them into a easily searchable list.

To search your products:

Step 1: Go to the Products tab and select Retail Products.

Step 2: The Products list will appear. There are 2 options to search.

Hint: Selecting a Category on the left list or typing the name of the product or service in the search field.

Barkley HQ is capable of saving all your services into the system, therefore keeping your business organised.Depending on your business operation, you may have a long list of services. Barkley HQ makes it easy bycompiling them into a easily searchable list.

To search your services:

Step 1: Go to the Products tab and select Services.

Step 2: The Services list will appear. There are 2 options to search. Selecting a Categoryon the left list or typing the name of the service in the search field.

Hint: If you wish to view Suspended services, click on More and select Show Suspended.

Packages are a great way to up-sell and entice your clients to spend more in your establishment. Before you can sell any packages, you must first create one.

Packages can be created either for products, services or a combination of both.

For product packages, it is recommended you sell it via the cash sale transaction entry. For services and/or combination products and services package, you may sell it either via cash sale or make a booking via the calendar.

To sell a package by booking:

Step 1: Click the Bookings tab and select New.

Step 2: The Booking Wizard will appear. Enter the client’s name and click Next.

Step 3: You may either select the package by category or the package name from the services drop down list. Once found, select it. It should automatically appear on the selected services list. Once done, click next.

Step 4: Select your date and time and once done, click Save. The booking will now appear on the calendar. You may now proceed with normal payment option for bookings to finalise the sale.

To sell a package by cash sale transaction:

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

Step 2: The cash sale transaction entry will appear. Select the package by searching in the search items list. Once found and selected, the package will display, detailing the items included in the package. You may proceed with the transaction as per normal cash sale.

Packages are a great way to up-sell to your client by combining multiple services and/or products as a enticing deal.

To create a package:

Step 1: Click the Products tab and select Packages.

Step 2: The Packages list will appear. Select Add Package.

Step 3: The New Package setup screen will appear. Follow the prompts to setup your new packages.

Note: Any field with a * is mandatory.

Step 4: Click Online Bookings. Here you will be able to allow the package to be displayed online. Ensure Show Online is set to Yes and enter the Online Description and Service Details if you wish to have this displayed online.

Step 5: Click Package Details. You will now be able to add your products and/or services to your selected package. If there are any optional products/services, you may assigned them here by using the optional feature.

Step 6: Once you have selected all your products and services, you may set either a price of your choosing or allow the system to set your total. Once done, click Save.

To edit a package:

Step 1: Click the Products tab and select Packages.

Step 2: The Packages list will display existing packages. If your package is not on the list, you may use the search function on the top right to locate it. Once found, click on the package. You will now see the package edit screen.

Rooms and resources is a handy tool to avoid overbooking resource required services. Before utilizing this tool, you will need to set up rooms and resources.

To set up rooms and resources:

Step 1: Click the Bookings tab and select New under Resources and Room.

Step 2: The Resources setup page will appear. Follow the prompts to setup your rooms and resource and ensure the status is set to Active. If you are setting up a room, ensure the type is set to Room. For resource, set the type to Resource. Once done, click Save

When you no longer require a category, it is best to suspend it from the system to avoid confusion or prevent products and services being assigned to the incorrect category.

To suspend a category:

Step 1: Go to the Products tab and select Categories.

Step 2: Your category list will appear, select the trash icon on the right of the category name you wish to suspend. A notice will appear, click suspend.

Alternatively:

Step 1: Go to the Products tab and select Categories.

Step 2: Your list of Categories will appear. Select on a category you wish to suspend.

Step 3: Change the status from Active to Suspended.

When you no longer stock a product it is best to suspend it from the system to avoid confusion or products sold by error. This will ensure your system is always updated with the correct product list.

To suspend a product:

Step 1: Go to the Products tab and select Retail Products.

Step 2: Your product list will appear, select the trash icon on the right of the product name you wish to suspend. A notice will appear, click suspend.

Alternatively:

Step 1: Go to the Products tab and select Retail Products.

Step 2: The list of product categories will appear. Locate the product in question either by selecting the category or search for the product name via the search field.

Step 3: Once the product is found, click on the name to open the product details and change the status from Active to Suspended and click Save.

When you no longer offer a service it is best to suspend it from the system to avoid confusion or services booked in error. This will ensure your system is always updated with the correct services list.

To suspend a services:

Step 1: Go to the Products tab and select Services.

Step 2: Your service list will appear, select the trash icon on the right of the service name you wish to suspend. A notice will appear, click suspend.

Alternatively:

Step 1: Go to the Products tab and select Services.

Step 2: The list of service categories will appear. Locate the product in question either by selecting the category list on the left or search for the service name via the search field above.

Step 3: Once the service is found, click on the name to open the service details and change the status from Active to Suspended and click Save

Rooms and resources is a great tool to avoid overbooking resource required services.

To setup resources, you must first create a new Resource. 

Once a resource is created, to apply it to your services, do the following:

Step 1: Click the Products tab and select Services. Select your item by either using the Category option or searching for the service. Once the service is found, click on the name.

Step 2: Once the Services Details page shows, select Resources and Room on the left pane. You may now add the appropriate rooms and equipment.

Definitions

Equipment – Equipment consists of machines/equipment needed to perform a service. You may add more than the one equipment required for a service. However the booking will only be allowed if all the selected equipment is available.

Rooms – Rooms consists of treatment rooms necessary for the service, e.g. bathtub etc. You may add more than one room as this gives flexibility to your booking, e.g. if 3 different rooms are selected, when the booking is made, the system will check the availability of the 3 rooms and if any one of the rooms are available, the system will automatically select that room and save the booking