STX Desktop: Setup Finance

Finance Setup: Accounts

Purpose

Accounts allow you to track accounting data and generate accounting reports for posting to your general ledger. Please consult your accountant or financial advisor if you have questions about account types and/or numbers. STX allows exporting of sales information for use with MYOB and QuickBooks. 

The account number to enter for each account must match the account numbers you have set up in MYOB. If they do not match, the export will fail and consequently, you will not be able to import the information into MYOB. 

For QuickBooks, the names of the accounts must match exactly between STX and QuickBooks and are case sensitive. If they do not match, you will not be able to import the information into QuickBooks.


Adding an Account

Double-click and enter your general ledger account number in the Number column (optional) and click the Save icon to save the account information.

Changing an Account

Double-click on an account name or number and make the necessary changes using standard text editing techniques. You may also choose a new account type from the Type popup menu. Once your changes are complete, click the Save icon to save the changes.

NOTE: STX comes pre-set with several accounts already entered. It is not recommended these names be changed. Changing the names of the pre-set accounts could have an adverse affect on the exporting and importing of sales information for MYOB and/or QuickBooks.

Making an Account Active/Inactive

Click the check or uncheck the Active checkbox in front of the account’s name and click the Save icon. Unchecked accounts will only appear in the account list when the Show Inactive checkbox is checked.

Removing an Account

Highlight the account name that you wish to remove and click on the Delete icon in the toolbar. Now click the Save icon to save the changes. Note: You may not delete an account that is currently being used by any data. Make the account inactive as an alternative.

Sorting Accounts

You may sort your account list by clicking on the Active, Name, Type or Number headers using standard sorting techniques.


Finance Setup: Payment Types

Purpose

Set up the types of payment you accept and define how each works with the rest of the program. As well as the usual payment types, you may wish to consider a Payment Type of Donation to track donated Gift Certificates/Cards and possibly a No Charge to allow you to pay an employee on a ticket transaction without charging the client.


Adding a Payment Type

Click this icon in the toolbar. Enter the name of the Payment Type

Note: Payment type names must be unique.

You may drag and drop the payment type’s image over the Icon box, or click on the Choose button and use the open file sheet to find the image you wish to use.

Payment Type images may be bmp, gif, jpeg, png, ico or tiff image types of approximately .44 inch x .44 inch square. They may be created using a variety of available image editors for Mac OS X.

Enter the Transaction Fee percentage and/or per transaction fee, if applicable. If you are charged multiple fees by your financial institution, enter the totals here. These fees will appear on reports and may be deducted from payroll. You will get an Alert sheet if you enter a Per Transaction Fee greater than $9.99.

Click OK and adjust the Per Transaction Fee accordingly.

Enter an Abbreviation for the payment type that will appear in client service logs, client retail logs, and in the transaction list. Note: These must be unique for each payment type. 

Click the Process payments electronically checkbox if you are using STX with AuthPayX to process credit cards electronically. You must have a merchant account with First Data in order to process payments electronically.

Click the Uses Reference Field checkbox if you want a reference to be entered when this payment type is used in a transaction. An example is approval codes for credit cards, or the reason why the ticket was a No Charge or Donation. 

Note: If you check this box, all payments of this type will require a reference to be entered when applying payment on the Client Visit ticket transaction. If you are processing payments electronically through STX and have already checked the Process Payments Electronically checkbox, the Uses Reference Field checkbox will automatically become checked. 

Click the Uses Membership Billing checkbox if you want this payment type to reference a member number. An example is a health club that bills charges to the member’s health club account. Note: This feature is not currently supported.

Click on the Account popup menu to choose the account for the Payment Type. Click the Save icon to save the payment type.

Changing a Payment Type

Double-click a Payment Type name and make changes using standard text editing techniques. Once your changes are complete, click the Save icon to save the changes.

NOTE: STX comes with several payment types pre-set for you. Some of these will appear in GRAY text. This is so the names of the payment types cannot be changed or edited. However, you are still allowed to make these payment types Inactive.

Making a Payment Type Active/Inactive

Click the check or uncheck the Active checkbox in front of the Payment Type name. Click the Save icon. Unchecked payment types will only appear in the payment list when the Show Inactive checkbox is checked. 

Removing a Payment Type

Highlight a Payment Type you wish to remove and click the Delete icon in the toolbar. Click the Save icon to save the changes. Note: You may not delete a Payment Type that is currently being used by any data and you may never delete the Cash payment type. Make the Payment Type inactive as an alternative.

Rearranging Payment Types

Click on a Payment Type name, hold down the mouse button, and drag the Payment Type to a new position in the list. This order is used when displaying payment types and determines the printing order in various reports.


Finance Setup: Payroll Methods

Purpose

Payroll Methods allow STX to calculate gross pay for your employees. Once they are set up, you can assign both Regular Pay and Other Period Pay payroll methods to your employee’s records in Employee Setup.

Regular Pay is your normal weekly, biweekly, etc., payroll. Other Period Pay may be used for additional pay that is not included in the regular paycheck or for another pay period such as retail commissions or bonuses.

An Overview of Payroll Methods

Setting up a payroll method is simply taking your manual payroll steps and carrying them over to the payroll method. The example that follows is an hourly payroll method, and you should see the correlation to calculating the same method manually.

This hourly payroll method is set up one time and selected for individual employees who can each have their own hourly rates.

Each employee can also have 2 different types of hours worked/ hourly wages. If you pay an employee 2 different hourly rates for performing 2 different tasks, you will be able to track both.

1. Start With # of Hours Worked

This step is gathering the number of hours the employee worked.

2. Multiply By Hourly Wage

This step is multiplying the hours worked by the hourly wage.

3. Start With Secondary # of Hours Worked

This step is gathering the number of secondary hours the employee worked.

4. Multiply By Secondary Hourly Wage

This step is multiplying secondary hours worked by the secondary hourly wage.

5. Add Result of Step # 2

This step is adding both sets of hourly wages for the employee.

“Action” Items

These tell the program what “actions” to take in each step.


“Value” Items

There are many “value” items that tell the program what information to gather from the database. These items work with the “action” items to calculate a step result.

Hourly and Salary “Value” Items 

Hourly Wage

Hourly wage set in the employee record.

# of Hours Worked

Hours worked from Daily Hours if the employee clocks in/out. If the employee does not use the time clock feature, you can manually enter the hours worked on the Process Payroll screen.

Secondary Hourly Wage

Secondary hourly wage set in the employee record.

Secondary # of Hours Worked

Secondary hours worked from Daily Hours if the employee clocks in/out. If the employee does not use the time clock feature, you can manually enter the secondary hours worked on the Process Payroll screen. Some employees perform 2 different job functions at 2 different hourly rates.

Salary

Salary amount set in the employee record. This amount should reflect what the salary is for the entire pay period. If you pay every 2 weeks, the Salary amount should reflect that.

You will not enter the Salary for a single week and then process the payroll for a 2-week period. STX will pay only what is entered on the employee record, regardless of what the pay period is.


Service “Value” Items

Other than Gross Service, Salon Gross Service and Cost of Charge Cards, you must set up departments, service groups, visit types, service packages, and service series prior to using these items in your payroll method.

Gross Service

Total amount of services the employee performed during the pay period.

Gross Service Department:

Total amount of services from within a specific department the employee performed during the pay period.

Gross Service Service Group:

Total amount of services from within a specific group of services the employee performed during the pay period.


Gross Service Visit Type:

Total amount of services from a specific client visit type that the employee performed during the pay period.

Gross Service Package

Total amount of service packages sold by the employee during the pay period. The services from within the packages that were performed will be included in the Gross Service total.

Gross Service Series

Total amount of service series sold by the employee during the pay period. The services from within the series that were performed will be included in the Gross Service total.

Salon Gross Service

Total amount of services performed by the entire company during the pay period.


Service Charge

Total amount of service charges connected with services performed by the employee during the pay period.

Cost of Charge Cards

Total amount of credit card fees connected with the employee’s ticket transactions that were paid by a credit card. This amount is calculated for payments during the pay period.

Retail “Value” Items

Other than Gross Retail, Salon Gross Retail, Retail Profit Average Cost and Retail Profit Standard Cost, you must set up departments, product groups, manufacturers, products and product packages prior to using these items in your payroll method.

 

Gross Retail

Total amount of products the employee sold during the pay period.

Gross Retail Department:

Total amount of products from within a specific department the employee sold during the pay period.

Gross Retail Product Group:

Total amount of products from within a specific grouping of products the employee sold during the pay period.

Gross Retail Manufacturer:

Total amount of products from within a specific manufacturer the employee sold during the pay period.

Gross Retail Packages

Total amount of product packages the employee sold during the pay period.

Salon Gross Retail

Total amount of products sold by the entire company during the pay period.

Retail Profit Average Cost

Total profit (retail price less average cost) on products sold by the employee.

Retail Profit Standard Cost

Total profit (retail price less standard cost) on products sold by the employee.

Number (#) “Value” Items

There are several Number (#) “value” items that tell the program what information to gather from the database. These items work with the “action” items to calculate a step result.

 

# Days Worked

The total number of days the employee worked during the pay period. Note: The employee is not considered to have “worked” if there are not Client Visit ticket transactions for any given day during the pay period. 

# Services Performed

The total number of services the employee performed during the pay period.

# Services Visit Type:

The total number of services the employee performed based on a specific client Visit Type as set on the Client Visit ticket transaction.

# Service Tickets

The total number of Client Visit ticket transactions containing any service(s) the employee performed during the pay period.

# Service Packages

The total number of Service Packages sold by the employee during the pay period.

# Service Series

The total number of Service Series sold by the employee during the pay period.

# Products Sold

The total number of individual products sold by the employee during the pay period.

# of Retail Tickets

The total number of Client Visit ticket transactions containing any product(s) the employee sold during the pay period.

# of Retail Packages

The total number of retail packages sold by the employee during the pay period.

Other “Value” Items

 Constant:

Allows you to pre-set a Constant value to work with the “action” item in the step. 


Percent:

Allows you to pre-set a Percent value to work with the “action” item in the step.


Result of Step #:

Allows you to specify a particular result from a previous step to work with the “action” item in the current step.


Scale: 

Allows you to establish a Scale value to work with the “action” item in the step.


“Of” Items Popup Menu

Some of the “value” items will allow you to make choices from the popup menu in the Of column. These items work to further define the options set in the “value” column. The popup menu choices will become activated if a “value” choice ends with a colon ( : ).

Gross Service Department:

 Allows you to specify which department for service sales.


Gross Service Service Group:

 Allows you to specify which service group for service sales.


Gross Service Visit Type:

 Allows you to specify which visit type for service sales.


Gross Retail Department:

 Allows you to specify which department for product sales.


Gross Retail Product Group:

 Allows you to specify which product group for product sales.


Gross Retail Manufacturer:

 Allows you to specify which manufacturer for product sales.


# Services Visit Type:

 Allows you to specify which visit type for service sales.


Scale:

 Allows you to specify which scale to use, create a new scale, or edit an existing scale.


“Of” Items Amounts

Some of the “value” items will allow you to enter amounts in the Of column. These items work to further define the options set in the “value” column. The amount field will become activated if a “value” choice ends with a colon (:).


Constant:

 Allows you to enter a numeric value.


Percent:

 Allows you to enter a percentage value. This field already knows it is going to be a percentage. Type the percentage value in whole numbers, such as 50.00 so the correct percentage value will be used.


Result of Step #:

 Allows you to enter the previous step # that is in relation to the current step.

“Of” Items Scale

When selecting Add Scale… or Edit Scale… the scale drop-down sheet will appear.

 

Add Scale…

Enter the Name of this scale and use the Tab key on the keyboard to tab to the first Up To field. Enter the appropriate value. Use the Tab key on your keyboard to tab to the Percent field. Enter the percentage amount in whole number, such as 40.00. Continue using the Tab key to tab through the rest of your scale. When you have reached the “cap” of the scale, enter 999999 in the Up To column. 

To set how the scale will Calculate, choose either Weekly (based on a 7 day period) or By Pay Period (based on the date range of the pay period). Choose either Zero Based (pays higher percentage on entire amount) or Step Based (pays percentages based on each incremental level of the scale). 

Once the scale is set the way you want, click the OK button to return to the payroll method.

Edit Scale…

The Name of the scale, as well as the details of the scale, will already be filled in. Make the appropriate changes and click OK


Adding a Payroll Method

Click the New Method icon in the upper left-hand corner of the toolbar. Enter the name of the payroll method. Note: Payroll method names must be unique.

Click the New Step icon in the toolbar to add a step to the highlighted payroll method. 

Click the Delete Step icon in the toolbar to remove a step from the highlighted payroll method.

When you have finished creating the payroll method, click the Save icon in the toolbar.

Changing a Payroll Method

Double-click a payroll method’s name and make the necessary changes using standard text editing techniques, or change the steps of the payroll method as described above. Once your changes are complete, click the Save icon to save the changes.

Making a Payroll Method Active/Inactive

Click the check or uncheck the Active checkbox in front of the payroll method’s name and click the Save icon. Unchecked payroll methods will only appear in the payroll method list when the Show Inactive checkbox is checked.


Removing a Payroll Method

 Highlight a Payroll Method you want to remove and click on the Delete icon in the toolbar. Click the Save icon to save the changes.

Note: You may not delete a Payroll Method that is currently being used by any data, or still connected with an employee’s record. Make the Payroll Method inactive as an alternative.

Sorting Payroll Methods

You may sort your Payroll Method list by clicking on the Active or Payroll Method column headers using standard sorting techniques. 

To rearrange the steps of a Payroll Method, click on a step number, hold down the mouse button and drag the step to a new position in the list.

Note: If the step you are moving involves the “value” item of Result of Step #, you must make sure you adjust the method so it will process correctly. Because the Result of Step # “value” item is in direct relationship with another step, the payroll method might not process correctly.

Finance Setup: Basic Payroll Methods

Hourly

Salary

Service Commission

Retail Commission

Service + Retail Commission

Hourly + Commission

Hourly Guarantee

Service Charge Deduction (off the “top”)

Service Charge Deduction (off the “bottom”)

Credit Card Fee Deduction (off the “top”)

Credit Card Fee Deduction (off the “bottom”)

Per Ticket Charge Deduction (off the “top”)

Per Ticket Charge Deduction (off the “bottom”)

Manager Bonus Salon Services Total

Manager Bonus Percent of Total Services + Retail

Finance Setup: Advanced Payroll Methods

Service Commissions Based on a Scale

Retail Scale

 Note: This would normally be used for an Other Period Pay payroll method.

Service + Retail Scales

 

Service Commission by Department #1

This will calculate a higher percentage rate for services within the Nails department than the services within the other departments. Note: Service Groups or Visit Types could be substituted for Service Department.

Service Commission by Department #2

This will calculate an extra percentage on the services within the Nails department compared to the total services in the Gross Service. In essence, this method is paying 10% extra for all nail services performed by the employee during the pay period. Note: Service Groups of Visit Types could be substituted for Service Department. 

Retail by Department

This will calculate a lesser percentage for products in the Boutique department compared to the total products sold by the employee. In essence, this method is paying ONLY a 5% commission on boutique items when all other products are paying a 10% commission. Note: This would usually be used as an Other Period Pay payroll method.

Service Packages 

Note: Service Series could be substituted for Service Package.

Retail Packages

Note: This would usually be used as an Other Period Pay payroll method.

# Service Packages

Note: # Service Series could be substituted for # Service Packages.

Retail Profit

This method is calculating 20% of any amount over the Average Cost of each product sold by the employee during the pay period. The Retail Profit Standard Cost could be substituted for Retail Profit Average Cost. Note: This would usually be used as an Other Period Pay payroll method.

Retail to Service Percentage

Note: This would usually be used as an Other Period Pay payroll method.

Retail to Service Percentage with a Maximum

This method is going to guarantee at least a 20% commission on retail products sold by the employee during the pay period. If the Retail to Service % yields a higher amount, then this method will pay the greater of the two.

Note: This would usually be used as an Other Period Pay payroll method.


Retail to Service Percentage with a Minimum and Maximum

Note: This would usually be used as an Other Period Pay payroll method.


Retail to Service Percentage with a Scale

Note: This would usually be used as an Other Period Pay payroll method.


Double Hours Before Commission + Hours

This method also includes a 10% retail commission.


Average Retail Per Client

Note: This would usually be used as an Other Period Pay payroll method.

Double Salary Per Day Before Commission + Daily Salary

Note: The Value option of # Days Worked is dependent on whether or not the employee has any Client Visit ticket transactions on each day. If the employee has NO ticket transactions, the program will NOT consider them as having worked that day.

Commission – Ticket Charge + Retail to Service Percentage

Commission Rate Based on Working 25 Hours Per Pay Period

Hourly or Commission – Service Charge + New Request Bonus

Two Commission Rates based on Less Than or More Than $2,500

The first scale is calculating up to a 50% commission rate for all services performed by the employee during the pay period. The second scale is essentially calculating a bonus commission for all services performed by the employee totaling over $2,500 during the pay period. If the employee performed more than $2,500 in services they will receive up to a 10% bonus, but only on the amount over the $2,500 limit.

STX DesktopSTX Software