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o rp 3

o rp 3. optimum reception training. Course Objectives. To give you an introduction to the core elements of using SALONGENIUS To establish in your minds The importance these elements have on your business Who should be responsible The benefits of using them

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o rp 3

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  1. orp 3 optimum reception training

  2. Course Objectives • To give you an introduction to the core elements of using SALONGENIUS • To establish in your minds • The importance these elements have on your business • Who should be responsible • The benefits of using them • To give you the skills to utilise these key elements

  3. This will… • Raise satisfaction by improving Customer Service • Increase Salon Performance • Improve your opportunities and satisfaction by learning new skills

  4. Schedule • Review ORP 2 • Stock Control Part 2 • Reception Management • Staff Performance & Targets

  5. Review ORP 2 • Stock Control Part 1 • Stock Management • Stock Security • Step 1 – Product Accuracy • Step 2 – Product Tracking • Effective Client Service • Return Rates • Client Data Quality • CCM • Effective Salon Performance • Booking Performance • Sales Performance

  6. Stock Control Part 2 • Stock Management is a set of best practices... • In ORP 2 we covered: • Accurate Stock configuration • Control Methods & Areas • Accurate Tracking • In ORP 3 we cover: • Stock Checking • Stock Ordering

  7. step 3 – stock checking Make regular stock checks on your system so that it can help you re-order easily

  8. Stock Checking...

  9. SALONGENIUS Stock Count... • Supports counting in sections • Select stock section to check • Print counting sheet • Count and record the levels • Select same section as before • Enter & check the all figures in the Stock Count • Print a report to check and keep • Confirm to update the stock levels in the system

  10. Counting your Stock... • F4-1-3-1 STOCK COUNT • Options are: • ALL– all products for every manufacturer • BY MANUFACTURER– all products for the selected manufacturer • BY CLASSIFICATION– e.g. colour products across ranges and manufacturers • BY CATEGORY– select and count a single range of products for a manufacturer • Select PRINT BLANK SHEET • 4 columns (week on week or shelves and total) • DO THE HARD WORK ON PAPER - Use SG to produce count sheet to work on

  11. Entering the Stock Count... • Make same selection as count sheet • Screen shows Stock Held, Counted and Difference • Select Edit • Enter each counted figure and press ENTER • Difference shows variance of Stock Held from Counted • Recommend enter all figures counted • When all figures entered select DONE • Select PRINT • To check figures and keep • Select CONFIRM only when all figures entered are correct • Select NO when asked to set Non-counted to zero

  12. step 4 – ordering Easily check what is low and create the order you want

  13. Less Stock?... • Minimum stock & ordering as req’d • Advantages: • Lower storage costs • You can keep up to date and change to new products without wasting stock • Efficient and flexible - you only have what you need, when you need it • Disadvantages: • Risk of running out of stock • Meeting stock needs can become complicated and expensive • You are dependent on the efficiency of your suppliers

  14. More Stock?... • Keeping large numbers of stock • Advantages: • Low management costs • You will never run out • Easy to manage • Cheaper if you buy in bulk • Disadvantages: • Not good for perishable goods • Stock may be come out of date before it is used • Stock may depreciate with time • Higher storage and insurance costs

  15. Ordering Manually... • Check what is low • Fill in the Stock Order • Place the order with a Supplier • When the order is delivered • Receive packages into salon • Unpack contents checking against Delivery Note • Update the Stock Figures

  16. Stock Ordering - Setup

  17. Setup Suppliers... • Supplier and Account details are required for ordering • F4-1-2 SUPPLIERS • Important fields are: • Supplier contact details • Account number • Credit Limit • Min Order Value • Main Supplier for – select the Manufacturers purchased from this supplier

  18. Setup Stock Control fields... • Product stock control settings are required for effective ordering • F4-1-1 STOCK SPECIFICATION • Stock Control setting fields are:

  19. When to re-order... • Reorder point • when the level of inventory for a product drops down to a level where replenishment is required • Lead Time • the time lag from the date of placing an order and the date on which the delivery is received • Delivery time stock • inventory normally needed during the lead time • Safety Stock • Inventory held as a protection against shortages due to fluctuations in demand

  20. Re-order level... • Delivery Time Stock = • Average daily usage rate x lead-time in days • Reorder Point = • (Average daily usage rate x lead-time in days) + Safety Stock • Or • Delivery Time Stock + Safety Stock • Example: • Average daily usage rate = 10 units per day • Lead Time = 3 days • Safety Stock = 5 units • Re-order Level = (10 units x 3 days) + 5 units • Re-order Level = 30 units + 5 units • Re-order Level = 35 units

  21. How many to re-order... • Pack Size • The number of products in each pack size • Delivery Frequency • Usual period between orders for this product in days • Order Quantity • the number of products to order • May be a regular minimum quantity or variable top-up quantity

  22. Re-order Quantity... • Order Quantity = • (Average daily usage rate x Delivery Frequency in days) rounded up to the next full pack size • Example: • Average daily usage = 10 units per day • Delivery Frequency = 14 days (trading 7 days per week & ordering every two weeks) • Pack Size = 12 (product is supplied in packs of 12) • Order Quantity = (10 units x 14 days) rounded up per 12 • Order Quantity = 140 units to round up per 12 [144 = 12 x 12] • Order Quantity = 144 units or 12 packs

  23. Use of Order Quantity... • Regular re-order quantity • Product A • Stock Held = 4 • Minimum Level = 12 • Pack Size = 6 • Order Quantity = 24 (4 x Packs) • If an order is placed, 24 products will be the starting order quantity • “Top-Up” re-order quantity • Product B • Stock Held = 3 • Minimum Level = 12 • Pack Size = 6 • Order Quantity = 0 • If an order is placed, 9 products are required to reach Min. Level, but products are only available in multiples of 6, so 12 products will be the starting order quantity

  24. Order Process Exercise... Information? Considerations?

  25. Preparation... • Prepare the order • Check what is low/needed • Current numbers in stock, how many needed, how many have been used since last order/period, cost of each item, how long until next order, commitments (shows, pre-orders etc) • Complete the order • Fill in a Stock Order • Product details (barcode, range, description, size, shade etc), Order Requirements (pack size), Number Required, Value (budgets, Min order values, discounts, bulk buys) • Delivery requirements – when, where, cost etc

  26. Ordering & Delivery... • Send the Order • Place the order with a Supplier – Supplier Details, account number, account limits • Order restrictions – order days/times, order methods (web, rep, order dept/tel no), delivery times • Delivery Arrives • Receive packages at salon – delivery where/when (access) • Courier – check packaging for damage, authority to sign for accept/refuse delivery, carriage insurance, carriage receipt • H&S – manual handling, moving packages

  27. Unpacking & Administration... • Unpack checking against Delivery Note • Delivery Note (essential) • Security while unpacking • Storage of packs/products – pricing up • H&S – packaging/waste, manual handling, opening packages (knives etc) etc • Correct Order • Delivery Note (essential) – use it to amend/trackreceived vs ordered items, back-orders • Update the Stock Figures • Numbers received, prices, valuation, extra items (bonus products etc)

  28. Preparing the SG Order... • Select F4-1-3-2 NEW STOCK ORDER • Select MANUFACTURER • Options to order by: • All (All products low on stock) • By Category (to order just a specific range) • By Classification (to order by type of products e.g. shampoo) • System checks what is low and builds starting stock order • Print this off to check what is actually needed

  29. Completing the SG Order... • Select F4-1-3-2 NEW STOCK ORDER • Make the same order selection • Edit to change starting order quantity • Delete to remove products not wanted • Add for products not low on stock but needed on this order • When products & quantities correct • Select Place order • Select aSupplier to create new Pending Order • Select VIEW to see the order • Print (to fax or ring through) • Email as attachment

  30. Receiving the SG Pending Order... Using the Delivery Note (with any amendments) • Select F4-1-3-3 STOCK ORDERS to see thePending Orders • Select the correct Pending Order • Select RECEIVE ORDER to allow amendment • Select EDIT to correct order quantities received • to match the what was actually delivered (Delivery Note) • NOTE: DELETE will delete entire order if never going to be delivered • If no items of a product were delivered set the order quantity as zero (0) • When all Order Quantities match what received • Select ACCEPT ORDER • to add the order quantities to the stock held to update the Stock figures in single action • Saves the order as a Received Order

  31. Back Orders... • SALONGENIUS does NOT keep back-orders of items • Use the SUNDRY RECEIVAL feature to combine the order and receive stages in one process to record what arrives • Also use for tracking ad-hoc stock received

  32. Using SG Sundry Receival... Receive packages into salon Unpack contents checking against Invoice/Delivery Note Using the Invoice/Delivery Note • Select F4-1-3-4 Sundry Receival • Select Supplier • Add each order line individually • Select Manufacturer • Select Range • SelectProduct • SelectSize • Enter quantity received • Select Done to see full order When all items correctly added • Select Accept Order • to add order quantities to stock held to update the Stock figures in single action • Save the Sundry Receival order as a Received Order

  33. stock reporting Valuable information on your stock

  34. Stock Monitoring...

  35. Sales... • F5-1-n-1 for Retail Sales for period • 1-By Operator • 2-By Item • 3-All • 4-By Manufacturer • 5-Best Sellers • By Value (of sales) • By Quantity (number sold) • By Profit (retail vs cost)

  36. Usage... • F5-1-n-6 Stock Reports for period • 3-Shop Use (“Empties Bin”) • 1-Damaged Stock (Quarantine) • 2-Transferred Stock (Quarantine) • 5-Stock Usage • Summary of sales and usage

  37. Orders & Purchases... • F5-1-n-6 Stock Reports for period • 4-Stock Orders • 6-Stock Purchases • 7-Sundry Receivals • F4-1-3-3 Stock Control • Current... • Pending Orders • Received Orders • F4-1-3-5 Reporting • Stock On Order

  38. Forecasts... • F4-1-3-5 Reporting • 4-Non-Movers • how long current stock holding will last based on movements over the previous 6 months • select by Manufacturer, Category, Classification or All • 5-Stock Forecast • a list of Non-moving Stock i.e. products ordered on last sale date • select by Manufacturer, Category, Classification or All

  39. Valuation... • F4-1-3-5 Reporting • Stock Valuation (inc Ex Tax option) • To obtain a current Average Stock Valuation • select by Manufacturer, Category, Classification or All

  40. Lists... • F4-1-3-5 Reporting • 1-Retail List • Retail products (where PRODUCT TYPE=RETAIL • select by Manufacturer, Category, Classification or All • 2-Professional List • Professional products (where PRODUCT TYPE=PROFESSIONAL) • select by Manufacturer, Category, Classification or All

  41. Stock Counts... • F4-1-3-1 Stock Count process • Print the report • Check the report • Investigate any discrepancies • Keep the report as a record of the count

  42. Stock Control Summary • Identified Stock processes in the salon • The impact of Stock Control and problems • Good management • Poor management • Monitoring Stock Control • Ways of monitoring stock

  43. Reception Management • Managing the resources and information for… • ...what the Salon needs/wants • ...what the Client needs/wants • In addition to all the other roles & duties!

  44. Resources… • Human • Staff • Clients • Tools & Equipment • Staff Tools • Salon Equipment • Utilities • Stock • Salon Products • Retail Products • Time

  45. Salon Service Needs • Client Details • So we can contact them • Appointments & Sales • So we know what they booked & bought • Technical Histories • So we know what we did/how we did it • Staff • So we & they know what they are doing/did • How we do it • By Telephone • In salon • Internet • Who is involved with this?

  46. Client Details • Client Record Card • Title, First and Last Names • Contact methods & permissions • Other fields • Do ALL on Reception understand the importance of the data • Especially New Client Booking over the Telephone

  47. Appointment & Sales Data • Appointment Bookings • Correct services with correct staff • Service and Staff SG Data Quality • Correct Diary use • Salon hours, Staff hours, Task, Busy % • Sales • Services • Service and Staff SG Data Quality • Products (even if Retail Only) • Sell to the client • Stock Data Quality • Refunds & Redo’s • Does everyone know how to correctly

  48. Technical Histories • Requires Correct Sales • Services • Technical Histories • Understand/Accept business importance • Whose responsibility? • To complete them? • To Check/Police them? • Pending History reports

  49. Diary Management • Start of the day • Reminders • SMS Reminders • Select the day to remind • OPTIONS – APPOINTMENT REMINDERS • CCM • SMS CCM • Email CCM

  50. Staff Management • Start of the day • Staff • Select silver staff button • Operator Job List • Print Colour Notes on job list • Print Todays Client Histories

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