STX Desktop: Report Samples

Appointment Reports

Client Care Card

The Client Care Card report helps to ensure accurate and complete information is on file for each client.

When a date is entered in Parameters, all clients on the Appointment Calendar will appear. You can choose to keep them all selected, or none selected to add your own list of clients. 

Add Client to list: allows you to enter each client name you wish to add to the list. Uncheck each client you wish to remove from the list.

The Select clients missing: checkboxes allow you to specify what missing information is required in order to receive a printout for a client. 

This report prints one client right after the other, showing 2 clients per page. Only those clients with missing information will be printed. 

The employee ID and time of the appointment show in the lower right-hand corner of the report. In this example, BKR is the employee performing the service(s) at 9:00 AM on 28 Mar.

Client Information

The Client Information report is a method to print out color, perm, or note information stored in the client files. This is an excellent way to prepare the staff in advance for their upcoming appointments for the entire day or on demand.

This report contains the following information: Client Name, Service History Dates, Employee ID, Service received as well as any notes attached to each service, and the Price paid for the service. It also contains Retail History with Dates, Employee ID, Product purchased, Stock # of products purchased, and the Price paid for each product. This report prints one client right after the other, showing multiple clients per page.

When a date is entered in Parameters, all clients on the Appointment Calendar will appear. You can choose to keep them all selected, or none selected to add your own list of clients. 

Add Client to list: allows you to enter each client name you wish to add to the list. Uncheck each client you wish to remove from the list.

The checkboxes allow you to specify what information you would like printed about each client. 

Print Addresses will print the client addresses on the report. This checkbox will only be available if the employee’s password security allows for it.

Print Phone Numbers will print the client phone numbers on the report. This checkbox will only be available if the employee’s password security allows for it.

Limit Service Notes, when checked, will limit the service note to 1 single line, rather than printing the entire note which may be a couple of lines in length. 

Include Service History will print the past services the client has received.

Include Retail History will print the past retail products the client has purchased.

History Limit allows you to choose how many items from the past (starting with "today" and working backward) you wish to have printed for the clients. If you leave it set to 10 Items, it will print just the last 10 services, and/or retail products they purchased. Changing the limit to X Visits will print past services and/or retail products they purchased the last X times they came in, regardless of how many services and/or retail products. 

Employee Appointments

The Employee Appointments report is a listing of the appointments for each employee for any given day.

This report contains the following information:

  • Time duration of the appointment

  • Client name

  • Status of the appointment

  • Service the client is receiving

  • Visit Type associated with the appointment

The Date entered in Parameters dictates which employees will be included. If an employee is not set to work that day, his/her name will not be checked. 

If the client is receiving a service in which a formula or note was entered for the same service the last time the service was performed, the formula or note will be included on the Employee Appointments report. 

This report will print one employee per page and is only printed for one day at a time. 

Employee Book

The Employee Book report is a listing of the appointments for each employee for any given day, as in the Employee Appointments report. However, it also prints the actual column from the Appointment Calendar in the left margin of the report.

This report contains the following information:

  • Image of employee’s appointment column

  • Time duration of the appointment

  • Client name

  • Status of the appointment

  • Service the client is receiving

  • Visit Type associated with the appointment

The Date entered in Parameters dictates which employees will be included. If an employee is not set to work that day, his/her name will not be checked. 

If the client is receiving a service in which a formula or note was entered for the same service the last time the service was performed, the formula or note will be included on the Employee Book report. 

This report will print one employee per page and is only printed for one day at a time. 

Pre-Booked by Performing Employee

The Pre-Booked by Performing Employee report will show pre-booked statistics for the employees PERFORMING the appointments scheduled on the appointment calendar during the day or date range for the report. 

This report shows Barb had 6 appointments created for her, meaning during the month of March, approximately 6 clients scheduled a new appointment. This also shows Barb had 39 appointments physically on the appointment calendar during the month of March. 

By Date Created shows the appointments that were created for the employee during the time frame you chose for the report to be printed. It is broken down as to how many of those appointments that were created for the employee were pre-booked, and how many of those appointments were standings. This has nothing to do with what is physically on the calendar. It is just the appointments that were created during the date range of the report.

For example, you print the report for all of March. On March 14th Jane Doe called and wanted to make an appointment with Barb (employee) for April. 4th. The appointment just booked was CREATED on March 14th and will therefore show on the report under By Date Created.

By Date of Appointment looks at the calendar for the date(s) the report is printed for and shows how many appointments are on the calendar (including canceled appointments) for each employee performing the services. 

It is broken down as to how many of those were pre-booked and how many were standings. This has nothing to do with when the appointments were created. It is just the appointments showing on the appointment calendar during the date range of the report.

Pre-Booked by Scheduling Employee 

The Pre-Booked by Scheduling Employee report will show pre-booked statistics for the employees who actually SCHEDULED the appointments on the appointment calendar during the day or date range for the report. 

This report shows the OWNER created 9 new appointments, meaning during the month of March, approximately 9 clients scheduled a new appointment. This also shows the OWNER scheduled 214 appointments physically on the appointment calendar during the month of March.

By Date Created shows the appointments that were created during the time frame you chose for the report to be printed, and which employee created them. It is broken down as to how many of those appointments created that were pre-booked, and how many of those appointments were standings. 

This has nothing to do with what is physically on the calendar or which employee will be performing the services. It is just the appointments that were created during the date range of the report.

For example, you print the report for all of March. On March 14th Jane Doe called and wanted to make an appointment with Barb (employee) for April. 4th. 

The appointment just booked was CREATED on March 14th and will therefore show on the report under By Date Created, and listed for the scheduling employee.

By Date of Appointment looks at the calendar for the date(s) the report is printed for and shows how many appointments are on the calendar (including canceled appointments) and which employee created them in the first place. 

It is broken down as to how many of those were pre-booked and how many were standings. This has nothing to do with when the appointments were created or which employee will be performing the services. It is just the appointments showing on the appointment calendar during the date range of the report.

SMS Activity

The SMS text messaging feature allows you to send appointment reminders to clients who wish to receive a reminder via text messaging and have a valid 10-digit phone number on file.

NOTE: You must have a current Online Services subscription in order to send SMS appointment reminders.

Set the desired Start Date and End Date. Click Print. 

Each time a new SMS appointment reminder is sent, the SMS Activity report will show the date and how many reminders were sent at once. With each SMS appointment reminder, the Balance will reflect how many credits are remaining. 

The SMS Activity report details the following information. 

Start – The starting balance for the number of SMS credits available for the date(s) of the report.

Credits – The number of SMS credits purchased for the date(s) of the report.

Debits – The number of SMS credits used during the date(s) of the report.

End – The ending balance for the number of SMS credits available for the date(s) of the report.

Date – The date when each SMS activity occurred.

Description – Describes what kind of SMS activity occurred, whether sending a reminder or purchasing SMS credits.

Credit – Shows how many SMS credits were purchased.

Debit – Shows how many SMS credits were used.

Balance – A running balance of SMS credits available.

Traveler

The Traveler report is used as a sort of traveling ticket for each client. It is designed to "travel" with the client from service provider to service provider in the company and can be used to replace regular, hand written tickets.

The Traveler report shows not only the service and retail history of a client, but also shows a Ticket area with service information from the Appointment Calendar. It shows the time of each service, the employee performing the service, and the service being performed. There is a separate area for entering product information. 

When a date is entered in Parameters, all clients on the Appointment Calendar will appear. You can choose to keep them all selected, or none selected to add your own list of clients. 

Add Client to list: allows you to enter each client name you wish to add to the list. Uncheck each client you wish to remove from the list.

The checkboxes allow you to specify what information you would like printed about each client. 

Print Phone Numbers will print the client phone numbers on the report. This checkbox will only be available if the employee’s password security allows for it.

Limit Service Notes, when checked, will limit the service note to 1 single line, rather than printing the entire note which may be a couple of lines in length. 

Include Service History will print the past services the client has received.

Include Retail History will print the past retail products the client has purchased.

History Limit allows you to choose how many items from the past (starting with "today" and working backward) you wish to have printed for the clients. If you leave it set to 10 Items, it will print just the last 10 services, and/or retail products they purchased. Changing the limit to X Visits will print past services and/or retail products they purchased the last X times they came in, regardless of how many services and/or retail products. 

vCalendar Export

The vCalendar Export option allows you to export appointments for each employee. These exported appointments can then be imported into iCal or your hand held device. 

The vCalendar Export will export the appointments for the date or date range chosen and can be used for importing into a Palm device. 

Once dates are entered into Parameters, the employees with appointment activity will automatically be checked. Check or uncheck the employees you do or do not want to include for the export. Checking only one employee and clicking Export…  will export for the single employee only. Click Export…

 Enter an appropriate name in the Save As: field. Choose Where: you would like to save the file to, and click Save. Once the file has been exported, double-click on it to open in the iCal program.

Double-click on any of the appointments once they are displayed in iCal. The details of the appointment will appear. 

Waiting List

The Waiting List report shows clients waiting for an appointment cancellation for the day or date range you selected.

The report shows the client name, the time required for the desired services, services and employees requested, contact information, and the waiting period for the desired appointment.

Optional Printouts

Standing Appointments

The Standing Appointments printout is used to print the list of standing appointments created for a client.

Open the Appointment Detail screen for one of the standing appointments. While on the Standing Appointments tab, click the Standings button to print the list.


Client Appointments

The Client Appointments printout is used to print past or future appointments, including cancelled appointments if desired. This can be given to the client for his/her own records, and will include ALL appointments the client has scheduled 

Select either Future Appointments or Past Appointments from the popup menu. Check Show Cancellations if you wish to include the cancelled appointments. Click Print Appointments… to print the list of appointments currently being viewed.

Client Reports

Client Retention

The Client Retention report is an extremely useful report used to evaluate true retention of the NEW clients you are attracting to your business with your marketing dollars.

While creating the Client Retention report, STX looks up and compares several pieces of information to decide who (which clients) will be included on the report and where they will be placed on the report.

The first thing that must be decided is, who are the new clients in the business? You will determine this by entering a beginning and ending date for STX to use as a reference. STX will look for all clients with a FIRST SERVICE date that falls between the Start and End dates you have specified.

When setting these dates remember: In order for a client to be considered as being retained, there must be a total of at least 3 service visits to the business. To calculate how many weeks it would take for a client to have at least 3 service visits, you must first estimate how much time there is between each visit on an average. 

If, on average, a client comes in every six weeks, then use 6 as the average between visits. You will then multiply the average by 3 visits. The resulting number would be 18.

Once you have the calculation, go backwards from the end of last month the number of weeks from the calculation. For example, if the number in the calculation comes to 18, and the previous month is March, then you will go backwards to running your report from December 1st through December 31st. In essence, if a client came in for the first time during the month of December, they would have had the opportunity to return 6 weeks later in January (which would be their second visit), and then again 6 weeks later in March (which would be their third visit), and therefore would be considered retained.

For a client to be retained by the employee during those 3 visits, they cannot have seen anyone else within the company. If they did see someone else, and did return for 3 or more visits, then it would be considered as though the business (company) had retained this client, not the employee.

Once STX determines who will be on the report, it will then give the important numbers you have been waiting to see. You can print the report for Any employee, or for a specific employee. Select the employee from the Employee popup menu to see the details for a single employee. 

Client Retention - Any Employee

The New column heading will show the number of new clients the employee saw during the specified date range. 

The One column heading will show the number of clients (from the #New) that only had the one visit – which was their first. 

The Two column heading will show the number of clients (from the # New) that had their first visit and then only came back one more time, for a total of 2 visits. 

The Employee column heading will show the number of clients (from the # New) that had at least 3 or more visits with that one individual employee – meaning the clients were retained by the employee. 

The Company column heading will show the number of clients (from the # New) that had at least 3 or more visits with more than one employee – meaning the clients were not retained by the individual employee but retained by the business.


Client Retention - Specific Employee

When limiting the Client Retention report to a single employee, the client's very first service listed on the very first ticket must be with that employee before the client will be included on the report.

The New column heading will show the number of new clients the employee saw during the specified date range. 

The One column heading will show the number of clients (from the #New) that only had the one visit – which was their first. 

The Two column heading will show the number of clients (from the # New) that had their first visit and then only came back one more time, for a total of 2 visits.

The Employee column heading will show the number of clients (from the # New) that had at least 3 or more visits with that one individual employee – meaning the clients were retained by the employee. 

The Company column heading will show the number of clients (from the # New) that had at least 3 or more visits with more than one employee – meaning the clients were not retained by the individual employee but retained by the business.

When printed for a specific employee, the Client Retention report will list the names of the new clients (for each specified employee during the specified date range) under the Client column heading. 

STX will also look at the number of visits and dates of the First Visit and Last Visit for each client. 

The # Visits is a total number of visits the client has had, including the first and last visits. 

The # Employees is the total number of employees the client has seen since their first visit, including the first and last visits. STX will then report who actually retained the client – the company or the employee – under Retained By.

Client Retention by Employee

The Client Retention by Employee report offers a whole new way at looking at new client retention. 

You have the ability to manage retention results by seeing how long it has been since the client’s last appointment, how many days there were between each visit, as well as a client index comparing the two numbers.

Client search criteria:

1. Search for all clients with any tickets in the date range.

2. If the client had no services on those tickets, remove the client from the list.

3. If their very first service is outside the date range, remove the client from the list.

4. Look at every employee this client has been with and see who, if anyone, has retained them

The Start Date and End Date fields will automatically be filled in for a one-month period, 4 months ago. You can change the dates if necessary, but we suggest you print the report for the recommended range.

Leaving the Employee popup menu set to Any will produce an individual report for each employee. Changing the Employee popup menu for a specific employee will produce a report for the requested employee only. 

Both reports look the same, but contain information for either all employees or just one employee.

Once printed, the Client Retention by Employee report will show all new clients having their first visit with the employee during the period of the report. The following information is included on each report.

• Client Name

• First and Last Visit Dates

• Total number of Visits within the company

• Total number of Visits with the employee

• Days between each Visit

• Days since Last Visit to ‘today’

• Client Index viewed as a percentage

• Status

The Index is calculated using the number of days since last visit divided by the average number of days between visits. The percentages are interpreted by the following guidelines.

• Percentage less than 100% indicates the client is not due for a visit yet

• Percentage equal to 100% indicates the client is due now for a visit

• Percentage greater than 100% indicates the client is overdue for a visit

There are five different Status descriptions, which are based on the client Index.

• Lost on First Visit – New clients who came for the first visit and never returned.

• Lost on Multiple Visits – New clients came for multiple visits, but have not returned for an exceedingly long period of time. 

• Company Retained – New clients who have multiple visits with multiple employees.

• Employee Retained – New clients who have multiple visits with a single employee.

• Unknown – New clients with only two visits and it is not yet time for their next visit based upon their history. This client is not yet retained since they are not due for the next visit, and is not lost yet either.

The last page of each report provides further retention details. Each Status category is reported, as well as a few additional category items.

• Total New Clients – All new clients having their first visit during the period of the report.

• In Danger of Being Lost – Based on visit history, regardless of the number of visits, and client index.

• Total Clients Lost – Includes clients lost on the first visit and on multiple visits.

Criteria are the measurements used to consider a client retained, lost, or in danger of being lost.  For example, before a client can be considered as a retained client, they must have at least 3 visits and an index of <150. 

The Visits criteria shows the measurement used for the number of visits per client in order to consider the client either retained or lost. 

The client Index percentage from the previous pages of the report is aligned with a table to know whom, if anyone, has retained the client. The result is the Index criteria. The Index includes three rankings: <150, 150-199, and 200+.

• Indexes with the <150 indicate clients either a retained or an unknown status. 

• Indexes with the 150-199 indicate clients in danger of being lost.

• Indexes with the 200+ indicate clients are already lost.

Clients Total is the total number of clients out of the number of new clients who fit into a specific Category. Clients Percent is the total percent of clients out of the number of new clients who fit into a specific Category.

Optional Printouts

Service Notes

The Service Notes can be printed directly from the client card. This is used for a “paper trail” of service notes, or to give to the client for his/her own records.

Open the client card, go to the Service Log tab and open the Service Note you wish to print. Click Print… 

Please note: The Color note template has been customized in Setup: Services: Notes. Magic Text Labels were used in the custom note template to show the client’s name and contact information. If you would like more information on using Magic Text Labels, please see chapter 06 Service Setup in the STX manual. 


Payroll Reports

Daily Hours

The Daily Hours report is printed for any specified day or date range and shows the times clocked in and the times clocked out for each selected employee.

Once the date or date range is set, the employees who have clock entries will automatically be checked. Click Print… to print the report. The report gives total Regular and total Overtime hours per employee, and also gives grand totals at the bottom.

Payroll Detail

The Payroll Detail report is printed by going to Payroll: Process Payroll.

Enter the date range for the pay period you wish to print and click Process Payroll. Once it shows the hours and Gross Pay amounts, click the Print button.

The Select All and Unselect All buttons at the bottom left are for selecting only the employees you wish to process the payroll for. Or, you can simply uncheck the employees you want to remove from being processed.

The Print one page per employee checkbox allows page breaks between each employee when printing the Payroll Detail report.

The following report example will break down the payroll information in the following ways:

Each day within the pay period shows totals for Service, Retail, Service Charge, and Hours worked.

The payroll method will be listed step-by-step, with calculated amounts showing.

Extra Pay, Pre-Tax Deduction, Pay Charges, and Gross Pay amounts show for each employee.

A Total Payroll amount is calculated at the end of the report. The Total Payroll is a sum of each Gross Pay amount for each employee included on the report.

Purchase Order Reports

Barcode Labels

Barcode Labels are printed using the Barcode font for your delivered stock based on a Purchase Order that has already been created and saved. You must have a Barcode Scanner to use with these labels. Please contact our expert sales department by calling 800.766.4778 or by emailing sales@stxsoftware.com.

If you are feeding an already used sheet of labels into the printer, set the Start Printing Labels at: fields to the correct Row: and Column:. Simply highlight the Purchase Order # you wish to print labels from and click the Print… button.

NOTE: Labels (Avery 5167 or comparable) are printed from the Ord Qty listed on the Purchase Order.

 

Product Labels

Product Labels are printed for your delivered stock based on a Purchase Order that has already been created and saved.

If you are feeding an already used sheet of labels into the printer, set the Start Printing Labels at: fields to the correct Row: and Column:. Simply highlight the Purchase Order # you wish to print labels from and click the Print… button.

NOTE: Labels (Avery 5167 or comparable) are printed from the Ord Qty listed on the Purchase Order.

Purchase Order

The Purchase Order report is printed to either hand or fax to your supplier or sales agent. It is a printed version of the Purchase Order you created and saved. 

Simply highlight the Purchase Order # you wish to print and click the Print… button. If the Purchase Order is a large order containing many products, the report might be printed on 2 pages. 

The first page will have the supplier information, your shipping information, as well as any special instructions for the supplier. 

The second page (or first page if there is only one) will include the actual printed order, along with a total estimated cost.

Setup Reports

Company Information

The Company Information report is used to verify that information has been set correctly and to keep a hard copy of the information in case it is ever needed.

Simply click the Print… button.

Employee List

The Employee List report is used to verify that the Employee setup information has been entered correctly and to keep a hard copy of the information in case it is ever needed. 

Check each box for the Department and/or Employee you wish to print the report for. Click the Print… button.

Inventory Optimization

The recommendations on this report are intended to bring a maximum return to your inventory investment. 

It is recommended to print the Inventory Optimization report for the last quarter, which is why the dates will automatically be set for you. However, you can generate the report as often, or rarely as you choose. You might decide to print the report on a yearly basis. Enter the Start Date and End Date for the time period you wish to print the report for.

The Padding percentage is a “safety stock”. If you sell 10 items within the period of the report, and you have a 50% pad, then it will recommend you set your minimum quantity to 15. In essence, 10 sold + 50% pad = 15 for the recommended minimum quantity.

Orders Placed Every is how often you do your ordering. Simply edit the number and use the popup menu to choose from Days, Weeks, or Months. The popup menu will default to Months, so be sure to set it according to your ordering habits.

You can choose to print for specific manufacturers or product lines, or by specific departments or product groups. If you wish to print for individual types of products, check the appropriate boxes and click Print… Leaving all checkboxes unchecked, you will receive a report for ALL products.

You can choose to print for just retail items, just professional items, or for both types. Simply click the appropriate radio button to make your selection and click Print… 

The Inventory Optimization report will show the Start: and End: dates for the report, how often you’ve set the ordering information to, and what you set the for the padding. It will line out each item within each product line and group.

The Average Cost is the Average On Hand Cost of the product.

The Sold/Used is how many were sold and/or used of the product.

The On Hand is the quantity STX currently believes to be on your shelves.

The Minimums Now / Ideal is two-fold.

Minimums Now is what you currently have the Min Qty set to.

• Minimums Ideal is what STX recommends the Min Qty be set to.

The Change In Value is the difference the value of your products would change by if you follow the recommended Min Qty. This report does not physically change the Min Qty setting for any product. You must manually make the recommended changes yourself. The Total at the very bottom of the report is the total Change In Value for ALL products listed on the report.

The information contained on the Inventory Optimization report can be compared to the information found on the Inventory Sales by Sales Rank report, which is why it is recommended they be printed for the same time period. 

It is important that the Average On Hand Cost is filled in for each product. It is equally important that the On Hand Quantity is accurate for each product. 

If you do not currently have the Minimum Quantity set on a product, the Inventory Optimization report will go ahead and make recommendations for what it should be set to.

Once the Inventory Optimization report has been generated, you will be prompted to have the minimum quantities automatically adjusted.

Click Cancel to leave the minimum quantities unchanged. 

Click Update Minimums to automatically change each minimum quantity to the recommended value.

Inventory Physical Checklist

It is important to remember the information contained in the Inventory Physical Checklist report is only as good as the day it is printed. This report gives the number of all products currently in stock.

You can choose to print for specific manufacturers or product lines, or by specific departments or product groups. If you wish to print for individual types of products, check the appropriate boxes and click Print… Leaving all checkboxes unchecked, you will receive a report for ALL products.

You can choose to print for just retail items, just professional items, or for both types. Simply click the appropriate radio button to make your selection and click Print… 

Use the Inventory Physical Checklist to perform a physical count of the products you have in stock. It is important you maintain an accurate on-hand count, or other reports could be affected when you are looking for totals.

Inventory Price List

The Inventory Price List report lists the products, stock #s, size, retail price, and supplier. 

To print all of the Manufacturer / Product Line items, leave all of the checkboxes unchecked. Otherwise, check the ones you wish to print the report for. 

To print all of the Department / Product Group items, leave all of the checkboxes unchecked. Otherwise, check the ones you wish to print the report for. You may also choose to print the report for either Retail products, Professional products, or Both types. Click Print… once your selections are made.

Inventory Value by Manufacturer

Previously known in older versions of STX as the Inventory List by Manufacturer report, it is important to remember the information contained in the report is only as good as the day it is printed.

The Inventory Value by Manufacturer report gives the total value of all products currently in stock. You can choose to print for specific manufacturers or product lines, or by specific departments or product groups. If you wish to print for individual types of products, check the appropriate boxes and click Print… Leaving all checkboxes unchecked, you will receive a report for ALL products.

You can choose to print for just retail items, just professional items, or for both types. Simply click the appropriate radio button to make your selection and click Print… 

  

Payment Type List

The Payment Type List report is used to verify that information has been entered correctly, and to keep a hard copy of the information in case it is ever needed.

Check the box for each Payment Type you wish to print information for.

The report will show the Image of each payment type chosen, as well as what the Fee percentage and/or dollar amount is.

  

Payroll Method List

The Payroll Method List report is used to verify that information has been entered correctly, and to keep a hard copy of the information in case it is ever needed.

The report shows the steps for each Payroll Method you have created.

Product Group List

The Product Group List report is used to verify that information has been entered correctly, and to keep a hard copy of the information in case it is ever needed.

Check the Department / Product Group boxes you wish to print the report for and click Print…

The report shows each Product Group, Department, Account Name the group belongs to, and the Number assigned to each account. 

Promotion List

The Promotion List report is used to determine the income the various promotions have brought to your company.

The report shows the promotion, type of promotion, start and end dates, duration of the promotion, discount amount, and compares services and retail for the Period and Lifetime of the promotion.

Service List

The Service List report is used to verify that information has been entered correctly, and to keep a hard copy of the information in case it is ever needed.

The report shows the department, name of the service, pricing for each price level, times for each time interval, service charge amounts, if taxable or not, and whether or not the employee is to get commission on the service – which also indicates whether or not you want the amount of the service to appear correctly on some of the Transactions reports. To print for all Departments, leave the checkboxes unchecked. Otherwise, check the ones you wish to print the report for and click Print…

The * next to the minutes in a time interval indicates the interval is marked for Book Employee.

Supplier List

The Supplier List report is used to verify that information has been entered correctly, and to keep a hard copy of the information in case it is ever needed. Check the boxes for the Supplier you wish to print for, or check all boxes to print all Supplier information and click Print…,

  

Transactions Reports

Activity Comparison

The Activity Comparison report is printed for a single day/date.

The report includes information regarding Number Of all Clients, Tickets, Services, Products, and Gifts as well as Dollars generated, % Clients w/Retail and # of New Clients for the date the report is printed. 

The report compares the information for the date printed to the following:

Date – Totals for the single date the report is printed.

Week to Date – The week including the date the report is printed up to the date the report is printed.

Month to Date – The month including the date the report is printed up to the date the report is printed.

Quarter to Date – The quarter including the date the report is printed up to the date the report is printed.

Year to Date – The year including the date the report is printed up to the date the report is printed. 

Year Ago – Compares the current month, quarter and year from the previous year.

% Change – Compares the difference between the current quarter to that from the previous year.

Prior Year – Totals from the previous calendar year.

Prior 12 Months – Totals from the 12 months prior to the date the report is printed.

Cash Counting Overview

The Cash Counting Overview report allows you to see information for each Cash Drawer and Shift # for any day or date range. 

The Cash Counting Overview report includes the Date, Drawer name, Shift, Prior Close, Beginning cash, amount Tendered, cash Paid In, cash Paid Out, Transactions total, amount counted to be In Drawer, and what the Difference was. 

Client Analysis by Employee

The Client Analysis by Employee report can be printed for any day or date range, for all or any Department / Employee. Terminated employees can be selected by checking the Show Terminated checkbox.

The Client Analysis by Employee report details the following information:

Date – Date(s) specific for when the report is printed.

Client Traffic Breakdown – Includes Total number of clients, Established number of clients, number of New clients, and number of based on Referrals.

Rebooked – Number of clients who rebooked their appointment the same day they came for the service within the date(s) the report is printed. The Pre-Booked checkbox MUST be checked on each rebooked appointment.

Revenue – Includes Total revenue with Service and Retail breakdowns.

Per Client – Includes Total revenue with Service and Retail breakdowns.

Man Hours – Total number of hours the employee worked. 

Clients / Hour – Average of clients seen by the employee per hour.

Total Services – Total number of services performed by the employee.

Services / Client – Average number of services per client.

Total Products – Total number of products sold by the employee.

Products / Client – Average number of products purchased per client.

Deleted Tickets 

Concerned about tickets being deleted? The Deleted Tickets report can be printed for any date or date range. 

Once printed, the Deleted Tickets report will show the employee logged in at the time of the deletion, the date the ticket was deleted, and the original ticket date. 

Employee Sales 

The Employee Sales report can be printed for any day or date range, for all or a specific Department / Employee, and can be printed for the terminated employees as well. Once you have made your selections by checking the appropriate checkboxes, click Print…

The report shows information about the Service and Retail sales for each employee. It also shows total Service and Retail discounts that were given on the Client Visit ticket transactions. The Total Net amount is the total of all tickets after discounts. The report also shows # of tickets, hours and tips for each employee.

Employee Sales Performance

The Employee Sales Performance report provides a revenue summary by employee and a breakdown of service and retail revenue. 

Revenue – indicates total revenue for each employee.

Tickets – indicates the number of tickets for each employee.

Avg Ticket – indicates the average ticket revenue for each employee.

Service: Sales – represents the revenue in services for each employee. 

Service: % - represents the % of total revenue for the employee. 

Retail: Sales – represents the revenue in retail for each employee. 

Retail: % - represents the % of total revenue for the employee.

Avg – indicates the average retail revenue per each ticket for each employee. 

% with Retail – indicates the % of tickets with retail for each employee.

Employee Tips 

When printing the Employee Tips report, select a day or date range, and the employees who received tips will automatically be checked for you. If you wish to include terminated employees, check the Show Terminated box and select the terminated employees you wish to print the report for. Once you have made your selections by checking the appropriate checkboxes, click Print…

The Employee Tips report will print one employee per page and shows the ticket #, client name, ticket total, service total, whether the tip was left in the drawer or paid out, and the average tip amount. The report will also be summarized by date if you chose to print for a date range.

 

Export MYOB

The Export MYOB actually exports your sales information into ASCII format so it can be imported directly into the MYOB Accounting Software.

Click Export… and choose what name you want to save the file as, and where you wish to save the export document. 

Click Save.

Launch the MYOB Accounting Software and import the information contained within the file you just exported.

For more information about setting up STX in order for the export to function properly with MYOB, please contact our expert support department at 800.766.4778 or by emailing support@stxsoftware.com. 

Export QuickBooks

The Export QuickBooks exports your sales information into journal entry format so it can be imported directly into the QuickBooks Accounting Software. 

Click Export… and choose what name you want to save the file as and where you wish to save the export document.

Click Save.

Launch the QuickBooks Accounting Software and import the information contained within the file you just exported.

For more information about setting up STX in order for the export to function properly with QuickBooks, please contact our expert support department at 800.766.4778 or by emailing support@stxsoftware.com.

Gift List

The Gift List report provides a complete detail of all gift certificates and/or cards sold through the program 

Using the Date Between parameters, this report can be defined by issue or expiration date. The information can be sorted by Issue Date, Expiration Date, Client, Balance, or Number. You may also choose to include the gifts with a $0 balance remaining.

The Gift List report gives an updated report of the client name, the number assigned to the gift at the time it was sold, the date it was issued (purchased), original amount, outstanding balance left on the gift, and the expiration date. 

For year-end reporting, the Gift List report will be printed 2 different ways.  

  • Outstanding gifts yet to be redeemed expiring at the end of the year

  • All gifts issued during the year

Both examples are as follows:

Gift List

Outstanding gifts yet to be redeemed expiring at the end of the year

Print this report for Expiration between the start of the year and the end of the year. You will not check the Include gifts with zero balance, and the Order By can be whichever sorting option you choose. Once you click Print… this report will show the outstanding gifts yet to be redeemed that expire at the end of the year. 

In this example, gift certificate #9 was issued on 9/9 and is an Anonymous gift certificate, since there is no Client name associated with it. This might have been a donated gift certificate given out. The Expiration shows as 12/9, and the Balance indicates it is yet to be redeemed. 

Your accountant might be interested in seeing the ‘outstanding’ gift certificates and gift cards for the year.

Gift List

All gifts issued during the year 

Print the Gift List report for all gifts issued during the year. Set the Date Between to Issue and enter the start of the year and the end of the year. You will want to check the Include gifts with zero balance so you can see ALL gifts issued during the date range. The Order By can be whichever sorting option you choose. 

Once you click Print… this report will show the gifts you either sold or donated during the year and will include the gifts already redeemed with a zero balance.

Inventory Activity

The Inventory Activity report instructs the system to generate and print a comprehensive item activity report. 

Not checking any of the checkboxes will print all products that had activity for the day or date range of the report. Checking one or more of the checkboxes will print the products within the selected Manufacturer / Product Line and Department / Product Group that had activity during the day or date range of the report. Choose to print for Retail, Professional, or Both types of products. Check the Include unsold inventory checkbox to have those items included on the report. Click Print…

The Inventory Activity report lists each individual item that had activity during the specified day or date range, and reports what kind of activity that item had. It also gives the net Change in the On Hand Quantity during that period for each item, and then totals all figures.

Inventory Sales by Employee

The Inventory Sales by Employee report is a very useful management tool 

Not checking any of the checkboxes will print all products that were sold for the day or date range of the report. Checking one or more of the checkboxes will print the products within the selected Manufacturer / Product Line and Department / Product Group that were sold during the day or date range of the report. Choose to print for Retail, Professional, or Both types of products. Click Print…

 The Inventory Sales by Employee report includes the stock number, size and description of the products each employee has sold, the quantity sold and the minimum quantity, the cost of the items sold, retail sales totals, and the GMROI (gross margin return on investment) for each item. All items are sorted and subtotaled by employee, with a grand total at the bottom.

Inventory Sales by Line / Group

The Inventory Sales by Line / Group report is effective for comparing sales of different manufacturers and their product lines. 

Not checking any of the checkboxes will print all products that were sold for the day or date range of the report. Checking one or more of the checkboxes will print the products within the selected Manufacturer / Product Line and Department / Product Group that were sold during the day or date range of the report. Choose to print for Retail, Professional, or Both types of products. Check the Include unsold inventory checkbox to have those items included on the report. Click Print…

The Inventory Sales by Line / Group report includes the stock number, size and description of the products sold, the quantity sold and the minimum quantity, the cost of the items sold, retail sales totals, and the GMROI (gross margin return on investment) for each item. All items are sorted by product line and then group, including subtotals, with a grand total of sales at the bottom.

Inventory Sales by Sales Rank

It is recommended to print the Inventory Sales by Sales Rank report for the last quarter. However, you can generate the report as often or rarely as you choose. You might decide to print the report on a yearly basis. 

Enter the Start Date and End Date for the time period you wish to print the report for. You can choose to print for specific manufacturers or product lines, or by specific departments or product groups. If you wish to print for individual types of products, check the appropriate boxes and click Print… Leaving all checkboxes unchecked, you will receive a report for ALL products.

You can choose to print for just retail items, just professional items, or for both types. Simply click the appropriate radio button to make your selection and click Print… 

It is highly recommended to check the Include unsold inventory box. Checking this box will include all inventory items that did not sell during the date range you are printing the report for. If you are printing the report for the last quarter, you will see how many of your items did NOT sell during a 3-month period, which can be a true eye-opener for you. 

This report will show the product’s stock number, description, and size. Also shown is the quantity set for the Min Qty, which is the number you always want to keep on your shelf, the quantity sold, cost of quantity sold, and the sales total you sold the products for.

The Inventory Sales by Sales Rank report will rank the product sales into the following groupings.

A = Top 60% of total Sales

B = Next 20% of total Sales

C = Next 15% of total Sales

D = Last 5% of total Sales

Below each grouping is a total for that specific grouping. 

The information in parenthesis is actually showing the Value of the items in the category. So, all of the C items have a value of $1,399.47, which is 54.0% of the total value of all inventory sitting on the shelf.

Each item shows the GMROI, which stands for Gross Margin Return On Investment. The higher the number, the better the return on your investment. Return equals the amount of turnover compared to what the minimum quantities are set to. The actual formula used to calculate the GMROI is as follows:

GMROI = ((Sales-Cost)/(Min Qty*Cost Each))*100

The calculation takes 2 numbers divided by each other, then multiplied by 100. Since this uses the total sales dollars for each product, the actual % for each category will vary depending on the total number of products and volumes. The less you have in sales, the more you have in variance. For instance:

Sales = $1000

Cost = $400

Min Qty = 6

Cost Each = $5

It takes Sales less the Cost, which would be 600.

It takes Min Qty multiplied by Cost Each, which would be 30.

Now it takes the 600 divided by the 30, which would be 20.

It then takes the 20 and multiplies it by 100, which is 200% GMROI.

Payment List

The Payment List report is important for balancing your cash drawer for the day. It is also used to see how much income came from each of the available payment types used. 

Print the Payment List report for any day or date range, for a specific Cash Drawer, Shift #, or Payment Type and click Print… Selecting a specific Payment Type will allow you to see what was generated with that payment type. 

Any Cash amounts showing in parenthesis in RED text -  ($8.15) - indicates the amount was removed from the cash drawer. This could indicate either change given back to the client, or was a tip paid out to an employee.

A cash summary is provided to detail the different types of the cash transactions. 

Product Usage by Employee

The Product Usage by Employee report shows the products removed from the inventory stock by the employees. 

Not checking any of the checkboxes will print all products that were used for the day or date range of the report. Checking one or more of the checkboxes will print the products within the selected Manufacturer / Product Line and Department / Product Group that were used during the day or date range of the report. Choose to print for Retail, Professional, or Both types of products. Click Print…

 The Product Usage by Employee report will print one employee at a time and gives a breakdown of each product used, and whether it was used by the employee themselves or for the facility.

Product Usage Summary

The Product Usage Summary report shows the products removed from the inventory stock by the employees. 

Not checking any of the checkboxes will print all products that were used for the day or date range of the report. Checking one or more of the checkboxes will print the products within the selected Manufacturer / Product Line and Department / Product Group that were used during the day or date range of the report. Choose to print for Retail, Professional, or Both types of products. Click Print…

The Product Usage Summary report gives a breakdown by Department Employee, Manufacturer Product Line, and Department Group. Each section shows the products used, whether they were used by the employee themselves or for the facility, as well as showing totals for each section.

Department Employee

Gives the usage amount for each employee with a Product Usage transaction.

Manufacturer Product Line

Gives the usage amount for each Manufacturer and Product Line entered on a Product Usage transaction.

Department Group

Gives the usage amount for each Department and product Group entered on a Product Usage transaction.

Reward Activity

The Reward Activity report can be printed for any day or date range.

The report includes the Client name, Account number, which Reward  Program was involved, the number of points for both the Start and End dates of the reporting period, the net Change in point balances, the Date and number of Days showing the Most Recent Activity

The bottom of the report includes totals for each Reward program during the reporting period.

Sales Analysis by Department

The Sales Analysis by Department report is printed by individual departments and separates the departments to one per page. 

Check the department(s) you wish to print and set the date range in the Parameters. Filtering by Cash Drawer breaks down the information by the transactions that were entered under a particular cash drawer for the individual departments. 

This report is broken down by the sales within the chosen departments and shows the number of days the department was open for business. The Sales Analysis by Department report is separated into 3 sections:

Service group / Service

Gives breakdown of each Service group with each Service performed during the dates of the report. Each Service shows the total sales amount, % of service, % of total (which is the service and retail sales combined), number of the service performed, % of the service compared to all services performed, and the average $ amount the service was sold for. 

Product Group

Gives breakdown of each Product Group sold during the dates of the report. Each Product Group shows the total sales amount, % of retail, % of total (which is the service and retail sales combined), number of the products sold within the group, % of the retail compared to all retail sold, and the average $ amount the retail items were sold for.

Visit Type

Gives breakdown of each Visit Type during the dates of the report. Each Visit Type shows total Sales amounts with percentages, Service amounts with averages and # of Services performed, as well as Retail amounts. 

The bottom of the report shows how many Days the report generated for Number Worked, Average Service Sales per day, and Average Retail Sales per day. 

Sales Analysis by Employee

The Sales Analysis by Employee report is printed by individual employees and separates the employees to one per page.

Once you set the date range in the Parameters, the employees with sales activity will automatically be checked. Filtering by Cash Drawer breaks down the information by the transactions that were entered under a particular cash drawer for the individual departments.

This report is broken down by the sales within the chosen employees. The Sales Analysis by Employee report is separated into 3 sections:

Service group / Service

Gives breakdown of each Service group with each Service performed during the dates of the report. Each Service shows the total sales amount, % of service, % of total (which is the service and retail sales combined), number of the service performed, % of the service compared to all services performed, and the average $ amount the service was sold for. 

Product Group

Gives breakdown of each Product Group sold during the dates of the report. Each Product Group shows the total sales amount, % of retail, % of total (which is the service and retail sales combined), number of the products sold within the group, % of the retail compared to all retail sold, and the average $ amount the retail items were sold for.

Visit Type

Gives breakdown of each Visit Type during the dates of the report. Each Visit Type shows total Sales amounts with percentages, Service amounts with averages and # of Services performed, as well as Retail amounts.

The bottom of the report shows how many Days and Hours the report generated for Number Worked, Average Service Sales per day, and Average Retail Sales per day. The Busy and Ratio figures are based on how many hours the employee worked versus the length of time it takes to perform each service during the time worked.

Sales Analysis Overview

The Sales Analysis Overview report is printed for the entire company and is an evaluation of the total retail and service performance, as well as customer visit types.

Once you set the date range in the Parameters, the employees and visit types with sales activity will automatically be checked. Click Print…

The Sales Analysis Overview is broken down by employee and shows the number of services per visit type, total service and retail sales amounts, how many tickets (Client Visits), and a retail sales amount per ticket (Client Visit). 

Sales Analysis Summary

The Sales Analysis Summary report is printed for all departments and employees combined. 

Set the date range in Parameters and click Print… Filtering by Cash Drawer breaks down the information by the transactions that were entered under a particular cash drawer. 

This report is broken down by the sales for the entire company. The Sales Analysis Summary report is separated into 3 sections:

Service group / Service

Gives breakdown of each Service group with each Service performed during the dates of the report. Each Service shows the total sales amount, % of service, % of total (which is the service and retail sales combined), number of the service performed, % of the service compared to all services performed, and the average $ amount the service was sold for. 

Product Group

Gives breakdown of each Product Group sold during the dates of the report. Each Product Group shows the total sales amount, % of retail, % of total (which is the service and retail sales combined), number of the products sold within the group, % of the retail compared to all retail sold, and the average $ amount the retail items were sold for.

Visit Type

Gives breakdown of each Visit Type during the dates of the report. Each Visit Type shows total Sales amounts with percentages, Service amounts with averages and # of Services performed, as well as Retail amounts.

The bottom of the report shows how many Days the report generated for Number Worked, Average Service Sales per day, and Average Retail Sales per day.

Ticket Summary

The Ticket Summary report includes information regarding Statistics, Percentages, Averages, and Tickets by Visit Type

The Ticket Summary report can be printed for any day or date range and any or all employees. Check the Show Terminated checkbox to include terminated employees. A separate report will be printed for each employee selected. 

Statistics – Compare the types of tickets for the report period, including the number of tickets with or without services or products, number of tickets with both services and products, as well as the number of tickets with only non-revenue producing items. 

Percentages – Compare the percent of tickets with service or product sales only, percent of ticket with both service and product sales, as well as percent of ticket with multiple products sold.

Averages – Compare the average revenue per entire ticket total, average revenue for service or product ticket, as well as average product sales per ticket.

Tickets by Visit Type – Compare how many of each visit type was selected for all ticket transactions during the report period.

Total Sheet

The Total Sheet report is a compilation of transaction totals reflecting the day or date range of transaction activity.

The Total Sheet report can be printed for any day or date range, for a specific cash drawer, or a specific shift. You can choose to print for just one or more departments and/or employees by checking the appropriate boxes. If you would like the terminated employees to also show on the report, check the Show Terminated box and click Print…

The Total Sheet report will print ALL information if NOTHING is checked. If you want information for all cash drawers, all shift #s and all departments/employees, it is not necessary to check any of the checkboxes or make changes to the Cash Drawer or Shift # areas. Doing so will limit the report to the specified requests, eliminating some of the necessary information from the report altogether. 

This report breaks down sales information into categories of By Employee, By Client Visit Type, By Payment Type, and includes a Summary section, which shows the service and retail tax amounts. 

The Total Sheet shows service and retail Sales and Performance for each employee. Sales is what was sold and Performance is what was performed. If a client purchases a service package or series, but has not redeemed those services yet, the amount will only be reflected in the Sales column. 

If a client purchases a service package or series and has redeemed the services, the amount will be reflected in both the Sales and Performance columns. If a client had purchased a service package or series in the past and is just now redeeming the services, the amount will only be reflected in the Performance column. Any services and/or products not marked for Pay Employee Commission will only show totals in the Sales column.

The last page of the Total Sheet report is the only STX report to show Service Tax and Retail Tax amounts.

It is often tempting to view the Total Sheet report as a company financial statement, similar to a balance sheet. The Total Sheet is intended to give numbers for an accountant to use to plug into his/her financial statements or into an accounting software package.

You would use the total sheet to do a Journal Entry for your balance sheet and P & L. The numbers to take from the Total Sheet to use in a Journal Entry for the balance sheet and P & L would be the Service Sales, Retail Sales, GC sold, GC Redeemed.

• GC Sold would be entered on the Balance Sheet as a Liability.

• GC Redeemed would be entered on the Balance Sheet as Income.

It is irrelevant how the numbers show on the Total Sheet as it is up to the accountant to take the numbers from the report and plug them into the balance sheet or P & L.  

You can view the Total Sheet for mathematical accuracy - it is not intended to be viewed from an accounting point of view.

Transaction Detail

The Transaction Detail report gives a breakdown of each individual transaction entered into the program.

The Transaction Detail report includes details of each sale such as: the client name and visit type, how much the transaction was, how it was paid, which services and retail items were sold and by which employee, how much tax was charged, and whether or not a tip was given (either paid out or left in the drawer). 

The Transaction Detail report can be printed for any day or date range, for a specific cash drawer, transaction type, payment type, or a specific shift. 

You can choose to print for just one or more departments and/or employees by checking the appropriate boxes. If you would like the terminated employees to also show on the report, check the Show Terminated box. The Transaction Detail report will print ALL information if NOTHING is checked.  Click Print…

Making changes to the parameters will limit the report to the specified requests, eliminating some of the necessary information from the report altogether. 

Transaction List by Employee

The Transaction List by Employee is a printout of the Transaction List when viewing for a specific employee. The report will print one employee per page. 

The Transaction List by Employee report can be printed for any day or date range, for a specific cash drawer, payment type, or a specific shift. Once you set the date range in the Parameters, the employees with sales activity will automatically be checked. 

If you want information for all cash drawers, all payment types, and all shift #s, it is not necessary to check any of the checkboxes, or make changes to the Cash Drawer, Payment Type or Shift # areas. Doing so will limit the report to the specified requests, eliminating some of the necessary information from the report altogether. 

 

Transaction List Summary

The Transaction List Summary is a printout of the Transaction List when viewing all of the transactions for the day.

The Transaction List Summary report can be printed for any day or date range, for a specific cash drawer, payment type, or a specific shift. You can choose to print for just one or more departments and/or employees by checking the appropriate boxes. 

If you would like the terminated employees to also show on the report, check the Show Terminated box. The Transaction List Summary report will print ALL information if NOTHING is checked.  Click Print…

Making changes to the parameters will limit the report to the specified requests, eliminating some of the necessary information from the report altogether.

Optional Printouts

Transaction Receipts

Go to the STX menu to the Preferences option. On the Receipts tab, make sure the Receipt Printer popup menu reflects the currently installed receipt printer.

The checkbox option Default Client Visit to Print Receipt indicates a receipt will print each time a Client Visit ticket transaction is saved and  closed. Uncheck the box if you do not wish to print a receipt by default each time a ticket is closed. 

Go to Setup: General: Merchant.

NOTE: You will probably need to log in as OWNER to see this area unless you have given an employee security permission to see this screen.

Check Discount Details and/or Discount Summary to have the information printed on each receipt. 

The Women’s Haircut service is discounted 100%. 

Receipt not showing either Discount Details or Discount Summary. Neither option has been checked for the Receipts Include checkboxes.

Receipt showing both Discount Details and Discount Summary. Both options have been checked for the Receipts Include checkboxes.

Receipt showing only Discount Details and no Discount Summary. Only the Discount Details option has been checked for the Receipts Include checkboxes. 

Receipt showing only Discount Summary and no Discount Details. Only the Discount Summary option has been checked for the Receipts Include checkboxes.

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