GSI System User Guide 3.4
GSI System User Guide 3.4
GSI System User Guide 3.4
User Guide
- Version 3.4 -
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GSI S ys t e m User Guide
Introduction 1
Client Types 8
Referral Sources 9
Corporate Clients 10
Categories 11
Occupations 12
Contra Indication 13
Title Types 14
State 15
Phone Type 16
Client Forms 17
Countries 19
Age Groups 20
Nationality 21
Suburbs 22
Multi-Purpose Tag 23
Document Management 24
Cancellation Reasons 31
Appointment Notes 32
Comment Notes 33
Equipment 35
Room Types 37
Departments 39
Funds 41
Roster Reasons 43
Privilege Groups 45
Staff List 46
New 48
Privileges 51
Roster 54
Setting Up Branches 55
Branch 57
Funds 58
Budget 59
Stock Groups 61
Suppliers 62
Manufacturers 63
Units 64
Promotions 65
Promotion2 66
Lists 67
Filling Up A Stock 72
Stock Types 74
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Matrix Item Setup 75
Bulk Selling 77
Batch Processing 79
Groups 84
Services 85
Day Packages 90
Destination Packages 92
Classes 94
Series 96
Facility Services 99
List 102
Till 108
Taxes 113
Currency 116
Groups 118
List 119
Table Of Contents v
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Memberships & Clubs Setup Menu 123
Locker 131
Linking Clients, Services & Packages, Stocks, Supplier, F&B, and Membership To MYOB Interface 138
Table Of Contents vi
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Room Types 160
Airline 163
Rooms 164
Packages 166
Sell 176
Pay 190
Variance 195
Transfer 200
Messages 210
Books 223
Transactions 225
Summary 226
Beneficiary 235
Search 236
History 237
Delete 237
Inquiry 237
Generate 254
Display 255
Export 256
Communication 257
Email 258
SMS 259
Scheduler 260
Table Of Contents ix
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Chapter 4: Managing Bookings And POS 261
Series 272
Class 279
Rebooking 301
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Multiple Booking 305
Selling 315
Wholesale 322
Checking Out The Client (Single Guest Booking & Multi Guest Booking In Combined Payment) 342
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Checking Out The Client (Multi Guest Booking In Individual Payment) 344
Main 362
Clients 363
Billing 370
Specialities 374
Staff 375
Stock 386
Contact Details xv
Manual Organization
Aside from just giving information to our customers, the underlying principle in the creation of this manual is to guide our readers in
getting the right information at their own convenience. We designed this manual to cater to the specific needs of our customers.
Whether you are just an average computer user or a system administrator, the instructions in this book are easy enough to understand
to get you going and perform the procedures given here.
This manual is subdivided into five major chapters.
Chapter 1: Navigating The System, orients the user on how the system is organized and thereby give them the idea how to find for
that facility they need to use in the system.
While Chapter 2: GSI Setup, discusses the steps in preparing the GSI System to work for your business.
Once the necessary settings are in place in your GSI System, reading Chapter 3: Managing Your Business Through The GSI
System, instructs you on how to use this system in running your business.
In Chapter 4: Managing Bookings & POS, the reader will be instructed on how bookings and its related operations are conducted for
the different types of service offered in the business. This also includes stock selling as well.
Reports generation in the system is being discussed in Chapter 5 of this manual (entitled Generating Reports).
With this organization we can guarantee easy access to information that the user of this system might need in managing their business.
Moreover, certain features of this manual are provided to allow for easy navigation and quick access to supporting information that are
relevant in the currently discussed topic.
Alerts
One of the very convenient resources that we provide in this manual is the alert notes.
On the right side of this manual you will notice from time to time, as you browse the pages, that certain shaded notes with icons are
shown. We call these alerts. These are provided to keep you informed of important notes and warnings, which for some reason are
very critical in the current topic where these are shown.
Take note of the following icons accompanying each of these alerts to give you an idea whether a note can be ignored or not.
This is an ALTERNATE alert. This gives ideas of This is an IMPORTANT alert. This provides urgent notes
another way of performing a discussed procedure. that must not be taken lightly as it is very important in the
Can be ignored although it may save some effort current discussion from which it comes out. Pay a decent
and time if followed. attention to this alert.
This is an INFORMATION alert. This provides This is a WARNING alert. This requires a high priority
relevant information regarding the topic being attention. Should this type of alert shows, READ IT.
discussed. Ignoring this may cause something to break in the system
or worst.
We recommend that you familiarize yourself with these and be aware of their nature to be properly guided. Having the right knowledge
on these alerts may save you precious time and resources when given with proper attention.
Topic Links
Moreover, topic links are also provided for your convenience to get instant information that are relevant on the current discussion.
These are provided from time to time as embedded on the discussions or on the alerts. Some of these are internal references that can
be obtained from within the manual and some as web links that open websites. With this you will be given a broader idea on the current
discussion where these are shown.
Screenshot Guides
The manual is also provided with lots of embedded images of the system’s screenshots in use. Just follow the numeric tags given on
each of these to guide you to the sequence on how to perform the discussed procedure wherein these are shown.
The following diagram shows the overall organization of the activities in using the GSI System. As being shown, these activities are
distributed on the two manuals that we have produced for this system: the Installation Guide and the User Guide.
The GSI System Installation Guide covers the discussion on the GSI System’s installation and related discussions. Whereas, the GSI
System User Guide tackles the issues on the system’s setup and use.
You will notice later on that the topics in this User Guide are organized in a way as presented here. This is so in order to establish
consistency in its use as well as for easy navigation. You may refer to this diagram from time to time to be properly guided.
Introduction ‐ 1 ‐
This chapter orients the user on working around the GSI
Interface: how to move around the software, where to
find a certain facility, and the right processes to perform
in conducting business using the system.
Chapter 1
Navigating The
System
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GSI Sys t e m User Guide
Navigating The GSI Interface
The GSI system interface consists of the Main Screen that shows the Main Menu at the top and the Status Area at the bottom; and
submenus that can be brought out through the options available in the Main Menu. Basically, knowing how the Main Menu is
organized can already give us the idea on how to navigate the GSI interface.
MAIN MENU
The Main Menu provides the accessibilities that can be performed in the GSI System. This comes
with 3 major options: the File, Booking and Administrator options.
The File option contains commands that are system related. While the Booking option is where
all the business tools of the system are found. In the Administrator option you will find the
different settings and management utilities that are used in establishing one’s business in the GSI
System. With this orientation it will then be easier for anyone to navigate the system and look for
that particular facility they need.
The screenshot below shows the available utilities for each of these menu options.
At the first instance of the use
of the system you will notice
that in the Status Area on the
lower right, a “Trial Version”
notice is being shown.
To remove this and make the GSI work
without any restrictions a license purchase
is needed. For further details on how to
avail a license for your GSI System contact
Helpdesk. See Contact Details for further
infos.
STATUS AREA
This section of the Main Screen shows the active settings of the system. As can be seen on the The ‘Link To Till’ option only
appear once a user logged
screenshot below, the currently set Branch (business section), logged in User, and Till Name back in to the GSI program
together with its status are being shown here. Take note of this before performing some after turning it off without
executions in the system to confirm that you have the necessary setup for it in your use. performing the necessary
steps in closing the till.
The usual routine in starting up the business of the day, with the use of the GSI System, after
Selecting this option in opening a till will
logging in is (1) by first opening the till to work with, (2) followed by entering the initial till amount include the previous transactions made
to use as change or for petty cash disbursement. (3) Check the settings in the Status Area. before the system termination together with
the ones made on the present.
To change to another branch, click on the Change link beside the branch and click from the
menu that will appear the button of the branch to work with.
To change the till to use, close first the set till by clicking the Close link beside the Current Till
display. Click the Open link when it appears and select the Branch to manage.
Login This shows the Login window for any staff who wants to access their particular set of
interface in the GSI System without the need for exiting the program.
Select Property This option brings out the Select Property window wherein available business branches
(or business sections such as in a hotel wherein it has branches like F&B, Spa, Gym,
and Salon etc.) are selected for management. A similar accessibility is also available in
the Status Area of the Main Screen.
About This option opens the About window where system information such as its version,
release date, expiration date and contact information are shown.
Appointment Book This opens the Appointment Book window where booking and reservation
management are performed. This is where you commonly go to enter bookings as well
as manage and track the day to day activities of your business and staffs.
Members Entry This option displays the Members Entry window to manage the admission of members
in the business. This can also be used together with a certain “gate” facility in controlling
electronic gates interfaced in the system to control member’s entrance.
Clients This provides facilities for the setup and management of clients.
Appointment Book This provides interfaces for the setup and management of Appointment Book.
Staff This provides interfaces for the setup and management of staffs.
Stock This provides interfaces for the setup and management of stocks.
Services and Packages This provides interfaces for the setup and management of services and packages
offered in the business.
F&B This provides interfaces for setting up the business’s Food and Beverage offers.
Financials This provides facilities for managing the business’s finances and its related settings.
Gift Vouchers This provides interfaces for managing gift vouchers as well as its settings.
Memberships & Clubs This provides interfaces for the setup and management of memberships and clubs.
Marketing This provides interfaces for managing company data for marketing purposes as well as
with the different tools for contacting clients.
Case Management This provides interfaces for managing treatment cases and history to track client’s
progress. Used especially on businesses that caters medical and therapy services.
System Settings This provides interfaces for managing the system configurations of the GSI program.
MYOB Interface This provides the necessary settings for generating export data to MYOB software.
Hospital This provides interfaces for the setup and management of a medical institution.
Room Management This provides interfaces for the setup and management of a lodging business.
POS This provides interfaces for the setup and management of a food service business.
Chapter 2
H. Financials Setup Menu
I. Gift Vouchers Setup Menu
J. Membership & Clubs Setup Menu
K. MYOB Interface Setup Menu
G S I S e tu p
L. Wholesale Setup Menu
M. Café/Restaurant POS Setup Menu
N. Room Management Setup Menu
GSI System© User Guide
GSI Setup
Upon the installation of GSI in your system the next procedure to perform is its configuration in your business. Depending on how you
want your business to be carried out and the business rules you want to implement, the settings to be entered in the GSI System should
correspond to this. Through the provided settings that are given here you may be able to do this in a way that can truly automate the
processes in your business.
Take note that this system is organized in such a way that each individual element of the business is housed in a particular screen
together with their settings and manipulations. That is, all client-related settings and manipulations can only be found at the Clients
screen which goes the same for the Staff, Stocks and the rest. Moreover, there are settings that are somehow generic to some of these
elements which may require certain configurations to be set first before performing any of these. With these in mind, we recommend the
steps shown at the title part of this chapter to be followed in setting the GSI System for your business.
Clicking the Client Types (Administrator > Clients > Client Types) option opens the screen
where you can set your preferred client types.
In comparison to Client Categories, Client Types are means to classify clients for billing purposes.
This has very important use especially on those establishments that provides medical services.
The fees for each treatment are linked to the client type. Therefore if you have more than one
client type in this screen you will have to enter a fee for each client type for a particular treatment.
The Referral Sources facility is being used to supply the system with the different media to indicate
how the clients got to know the company’s business. The frequency of accesses to each of these
referral sources were then being used in Marketing.
The next in this series of settings is the entry of your Corporate Clients or companies that do
business with you. This will allow you to link the clients to the corporations that they work for and
you will be able to run reports reflecting their use of your business.
Client Categories define the types of clients in your business. In contrast to client types, however,
these are mainly used for marketing purposes.
Occupations are system recognized jobs that clients may engaged in. This is mainly used for
marketing and reporting purposes as well as a way to identify a client in the system.
To populate the system with the list of possible employment titles or jobs your customers are into,
go to the Setup Occupations screen.
1. This is brought out by clicking Administrator > Clients > Occupations from the menu.
2. In effect, this will show the Setup Occupations screen. Enter the necessary occupations here
line by line while pressing the Enter key for each.
3. When you’re done with your entries, click the Save button.
Contraindications are medical conditions which are usually attributable to health problems. Once
entered these are then linked to a client and also to the treatment that may cause a problem.
If available in the system, these can be used to provide warnings while booking for those people
availing certain services that have any of the listed health problems.
To enter the health conditions you want the system to recognize use as contraindications perform
the following:
1. These are entered in the Setup Contraindication screen. To go there click Administrator >
Clients > Contra Indication.
2. On the screen that will show start by clicking the line just below the Name label. Then type
the necessary contraindications that you need to highlight in your business. Remember to
click the Enter key everytime you need to start another entry in this screen.
3. Then click Save to store your entries and close this screen.
Title Types are addresses used in communicating to clients (such as Mr., Miss, Ms., or Mrs.)
especially via letters, emails
In some countries it’s customary to address people with their title. These addresses or title types
are entered in the Title Types screen. They will be used in communicating with the clients by way
of letters, emails and SMS.
To populate the system with the title addresses to use follow these steps:
1. To go there click Administrator > Clients > Title Types from the menus.
2. In this screen, click the line below the Description label to start your entries. Press Enter key
after every line to allow another title type input.
3. As soon as the necessary title types are entered, click the Save button.
Another list that must be entered in your system is the list of states where your clients live. This is
what the State setup facility is for.
Phone Types are classifications for the contact phone numbers based on their nature of use or
(SMS or Voice Call).
To enter the phone types that you want to be listed in the system perform the following:
1. Start by clicking Administrator > Clients > Phone Types options from the menu.
2. Click on the line below the Description label and key-in your preferred phone types per line.
3. When all the necessary phone types are entered, click Save to enter these into the system
and close the screen.
In most common applications for this, however, these are used to create forms as required by the
user for purposes of recording this information in the clients file (such as Electronic Medical Record
for Medical businesses).
There is no limit to how many of these can be created in the system or the number of fields in them.
These can also be printed out in a formatted output to give to the clients or for their signature.
These can also be set with strict privacy rules to lock this information up after so many days (Lock
Days field) and also for the creator to set which staff can access or update this information (Setup
Client Forms Staff screen).
GSI provides a facility that allows you to create any number of client forms you may need in your In the previous versions of
the GSI System, the Lock
business and this is done at the Setup Client Forms screen. In doing so perform the following. Days field is being used to
1. To go there click Administrator > Clients > Client Forms from the menu. Just below the indicate the number of days
upon which the client form
labels (Name, Lock Days, Restricted) specify the initial details of the client form to create. will be displayed.
2. After creating the form click the Detail button to enter the necessary parameters for this.
3. On the screen that will open, click the New button. Provide the appropriate details of the field to
define. Do this repeatedly to achieve the necessary number of fields that you need for this
form. Click OK when done.
4. Perform these steps repeatedly for every succeeding client forms to create.
5. With the required forms already created, allocate the staffs to access each of these client forms
by clicking the Staff button.
6. In the screen that will open, select the staffs to allow access on the currently highlighted client
form. To indicate a read-only access for the staff tick its adjacent Read-Only checkbox.
7. Having done the necessary settings on the Setup Client Forms Staff screen, click Save.
8. This action brings you back to the Setup Client Forms screen. Click the Save button to update
these changes in your system.
Simple forms are only made up of a single text field. This is so since most users prefer texts on
this that will work as some sort of a notepad to record information about the client’s visit. This
commonly shows after billing if set as such in systems settings.
Simple client forms are created in the Simple Client Form screen as discussed in the following
procedure:
1. To do this click Administrator > Clients > Simple Client Forms from the menus.
2. On the screen that will show, click the New button. This brings out the screen where we
define the field to use as a simple form.
3. Provide the name and description of this new simple client form then click the OK button.
4. Do these repeatedly until the desired number of client forms are met then click Close to exit
Setup Client Form Fields screen.
This facility shows the list of Countries to be used in the address for the clients.
To enter the list of countries that you want the system to recognize perform the following:
1. Click Administrator > Clients > Countries options to go to the Countries screen.
2. Click on the line below the Description label and key-in the list of countries you want to be
included in the system line by line. When all entries are done, click Save.
Age Group is a classification scheme to identify clients based on their age. Businesses may
require age groups settings for statistical purposes.
To enter the various age groups that your system can recognize provide this in the Age Groups
screen.
1. To do this, click Administrator > Clients > Age Groups options from the menu.
2. This will then show the Age Group screen. Click on the line below the Description label and
enter the age group ranges line per line.
3. Having done this, click Save.
Clicking the Nationality option opens a screen where the list of nationalities to recognize in the
system is entered.
Another setting that can also be performed in the system is the definition of Suburbs or postal
areas by which a certain locality is found. This is being used in countries such as Australia, United
States and Canada.
In the GSI System, multi-purpose tags are used to link a client to multiple lists for marketing
purposes.
The first step in setting up GSI’s capability to store external documents is the configuration of its
file system.
8. Opening the GSI program, click Administrator > System Settings from the window to open
the System Settings screen.
9. Then go to Branch Settings then click Client. This opens the Client settings screen of GSI.
10. Going further below you will notice the Document Management setting. Click in this the
Select button to show the Browse Folder screen.
11. Select in this the documents folder previously created then click the OK button. You will then
notice that this will be shown differently as a drive as it has been mapped previously.
12. Click on the OK button to enter this new setting into the system.
With this setting, you have now established the repository directory of documents to enter into the
system.
GSI’s document management facility is available in the Client Details screen of a certain client.
1. To access this, go to the Clients screen (by clicking Administrator > Clients from the menu)
then click Select Client.
2. In the screen that will open select a client then click the Client Detail button.
3. In the Client Detail screen, click from the menu of buttons on the right the Documents button.
This opens the Client Documents screen wherein client documents are managed.
The GSI System’s document management feature allows documents to be stored and accessed
on a certain client’s account. With this system’s ability to access the available softwares upon
which a certain file is accessible, it is very much capable of handling any type of file formats
including Microsoft Word, Excel, Adobe Acrobat PDF documents and image files such as JPEG,
GIF, BMP etc.
The following topics show how documents are managed in this system.
To save a new document in the GSI System for a selected client follow these steps:
1. In the Client Documents screen click on the New button.
2. This action brings up the Add Client Document screen. Click the provided Select button to
indicate the file to add in the system.
3. In the Open dialogue screen that will show, go to the directory of the document file to enter
then click the Open button.
4. Going back on the Add Client Document screen, click Save to start the entry of the file.
5. Do these steps repeatedly until the necessary documents to enter for this client have already
been entered. Click Close to exit from this window.
Here are some of the actions being taken with regards to these files:
1. To open a document for viewing and/or updates highlight a document to open then click on
the Open button.
2. To assign or determine staff(s) that is responsible for entering the file, highlight the file then
click on the Staff button.
3. To check accesses on a particular file or document, highlight the file then click on the Audit
Log button.
Another important setting that must be setup is the entry of possible reasons for cancelling a
booking when being asked for.
In order for the set charges to
work for every cancellation
reasons selected in the
appointment book the Enable
Cancellation Option in the system settings
screen should be enabled.
This is done by clicking Administrator >
System Settings > Branch Settings >
Appointment Book. In the screen that will
show tick the Enable Cancellation Option
checkbox. Be sure to click the Save button
to enter this change into the system.
Appointment Notes are attention notes that are normally used in the booking screen.
When a certain staff, room, or facility is not available for a period of time, comment notes are used
in the appointment book to indicate the reason why. By entering this into the system, you have
provided the necessary pick list in the Appointment Book to use.
Specialities are set of skills that each service provider has. A certain staff may have one or more
expertise in carrying out his/her service in the business. In addition to this, a certain speciality
must be conducted to a particular room in the business establishment with the right equipment on
hand.
A facility as we define it in
our system is a type of
service that doesn’t require
the service of a certain staff
but rather just the use of a
room or equipment (like body building,
swimming, sauna bath, etc.)
Equipments are devices needed in performing a certain service in the business. In accessing the
Equipment screen found in the Appointment Book screen, allows the admin user to specify the
different available equipments in the business.
In entering the list of equipments being used in the business into the system perform the following:
1. In the Appointment Book window open the Equipment screen by clicking the Equipment
option from the menu.
2. In the screen that will show, enter the list of equipments that you have in the business.
3. After entering the necessary equipments to use in the business click Save.
Please refer to the screenshot above for further details.
With the declaration of Room Types, you may now set the rooms to be used in your establishment.
The rooms will be used in booking an appointment for a client by automatically allocating the room
according to the specialties setup. The system can distinguish between a single room to a couple’s
room and rooms that can accommodate more than 2 people.
To set the available rooms and facilities of the business establishment in this system perform these
steps:
1. Start by clicking the Rooms and Facilities option in the Appointment Book screen.
2. As this screen opens, enter the individual rooms that make up your establishment and the
conditions and schedules for each. See the table below for details of each field in this screen.
3. Click Save when the necessary details for this are entered here.
Please refer to the screenshot above on how to do this.
Clicking the Room Types option (clicking Administrator > Appointment Book > Rooms &
Facilities) opens the Setup Room Types screen wherein the groups to classify the available
rooms in the business are specified.
If set and linked to rooms, this will allow you to run statistics for the room usage.
1. In the Appointment Book screen click the Room Types option.
2. This opens the Setup Room Types screen. In this, key in the classification of the different
rooms in your building.
3. When this is through click Save. (See screenshot above for details)
Departments in this system used to define service orientation. This is commonly used to determine
sections of the business where a certain staff belongs. More to be particular, it will be used as a
filtering criteria in displaying services in the Appointment Book that only belongs to that selected
department.
The Departments facility is where the departments to use in the business are entered. In entering
the departments to use in the system perform the following
1. Click Administrator > Staff > Departments options from the menus.
2. As the Setup Departments screen shows, enter the needed departments to define in the
system.
3. If you want to use this department as a filtering tab in the Appointment Book Tick the Show
checkbox. Make sure that the system setting “Use Tabs In The Appointment Book” feature
is enabled. (Read the alert note on this page for further details on how to enable this feature.)
4. When this is done, click Save to enter these updates into the system.
For this example, where the Salon department is clicked, noticed that only Salon related bookings
are shown.
This facility is where the names of supported Health Funds of the business are entered. When
these are already available in the system, these are then linked to the clients and staff for the
purpose of printing provider numbers in receipts and also for payment structures.
With the necessary funds to recognize in the system already declared, you may now link clients for
this. Here’s how to do this in the system:
3. Go to the Clients screen by clicking Administrator > Clients. Then click the Select Client
option under the Management column.
4. This will show the Select Client screen. Press the Enter key or its corresponding icon to show
all the clients in the system. Then highlight the client to link to a certain fund then click the
Client Detail button.
5. The Client Detail screen will then open. In this screen, indicate in the Fund pick list the fund
to associate to this client.
6. Click Save when done.
Check out the screenshot on the next page for further details on how to perform this.
By doing this, you have now associated the client to a particular fund allowing him/her to use it in
paying for the availed treatments.
Whenever a certain staff is unavailable, the items entered in the Roster Reasons screen indicate
the reason for this.
For some companies, they provide some sort of a share or commission to the staffs for each
service they rendered to a client. This is aside from what they receive regularly as a salary.
In the GSI System the setting for the commission computation starts at the Set Formulae screen.
Take note that the formulas given here are not what the staff will receive as a commission. This is
just the basis where the staff’s commission will be computed.
1. To open this screen click Administrator > Staff > Commission Formulae options from the
menus.
2. Select from the Formula list your preferred commission basis computation. Then click the
Save button to update this in the system.
After this, set the commission of the staff by going to the Staff Commission Level screen. This is
where commission rates are specified for a certain staff based on a certain quota (known as
levels).
1. To open this screen click Administrator > Staff > Commissions By Type from the menus.
2. Key-in the commission levels to create under the Commission Level column.
3. Then highlight the commission level to set and click the Setup Details button. This brings up
the details screen for this level.
4. Enter the quota amount to reach in the Amount column and its corresponding percentage
commission in the Percentage column. As you can see here, there are 10 quota ranges
provided for the different commodities of your business.
In addition to this, at the 10th Level a Bonus column is provided. Enter here the bonus
amount to be added to its commission as an incentive for reaching this level (10th).
5. Having done the entries for this commission level, click Save then Close to exit this screen.
Staff privileges are accessibilities in the GSI System that are assigned to a certain personnel who
use it. It is unlikely that anyone should have an access to almost anything in the system (super
user privilege) that is aside from the owner. This can cause many problems in the business’s
operation as well as a security hazard since the customer’s sensitive information has the risk of
going into the wrong hands.
It should be maintained that each personnel has their particular accessibility rights in the system
that is appropriate to the scope of service they provide.
There are two ways of assigning accessibility rights to a certain staff: individually and by group.
Assigning individual access privileges in using the system provides a more accurate usage
limitation to the staff. However, this takes a lot of time and effort in composing, especially if you’re
going to provide individual access rights to a large number of employees. For most businesses,
they prefer to assign staff privileges by groups (i.e. by department, by section, by area, etc.). By
doing this, each staff with the same job assignment and level will be given the same privileges.
Thus, the definition of accessiblity rights will be done once and will just be linked to each staff
qualifying for those.
As a shortcut in identifying
credentials to allow for a certain
staff privilege group, the
buttons Check All and
Uncheck All are provided. Clicking the
Check All button ticks all accessiblity
checkboxes, thereby enabling all on that
credential group. The Uncheck All button
does the same thing in reverse effect.
The following discussion brings into light how the Privilege Group setting is carried out.
1. Click Administrator > Staff > Privilege Groups from the menu. With this action the Setup
Staff Privilege Group is opened.
2. Under the Name label enter the list of privilege groups you want to define in your system.
Then highlight any of these that you want to set with privileges and click the Privileges button.
3. On the dialogue screen that will open, select the Credential Group and the Accessibilities
that will be allowed for this staff privilege group. When everything is all set click the Save
button to enter these changes into the system.
4. Click Close to exit from this setup.
Take note also of the different accessibilities available here in setting a certain staff’s data which
includes the following as shown on the table below.
FIELDS DESCRIPTION
Sequence This indicates the order by which the staff will be listed in the Staff List screen.
Privilege Groups This column indicates the privilege group by which a staff is assigned to. This determines
the access privileges given to a certain staff as defined in the system. Privilege groups are
defined in the Setup Staff Privilege Group screen by clicking Administrator > Staff >
Privilege Groups option.
Last Roster Day This column shows the date upon which a last roster has been made. Staff rostering is
done at the Staff Roster screen by clicking the Roster button in the Staff List screen.
Password Expiry Date This column indicates the expiration date of the assigned password of the staff if the PCI
Compliance setting of the system is enabled.
To set the duration of this expiration as well as the activation of the PCI Compliance
Security, configure this in the System Settings screen (clicking System Settings > Branch
Settings > Security on the menu).
Pin Expiry Date This column indicates the expiration date of the assigned pin code of the staff if the PCI
Compliance setting of the system is enabled.
To set the duration of this expiration as well as the activation of the PCI Compliance
Security, configure this in the System Settings screen (clicking System Settings > Branch
Settings > Security on the menu).
Clicking the New button generates the Staff Detail screen by which a new staff can then be
entered into the system.
With the staff already created in the system, you can now provide the appropriate access
privileges for this. It is important that each staff must have their own assigned accessibility to the
system in order to limit its use to those facilities that are only needed to accomplish their job.
You should take note, however, that this specification only works when no Group Privileges are
given to the staff.
1. To do this, enter the appropriate privileges for the staff by first highlighting it and clicking the
Privileges button.
2. In the dialogue screen that will appear, specify the access details for this staff by selecting the
suitable Credential Groups and Accesibility Details to enable for the currently chosen staff.
3. Click Save when the necessary settings for these are entered. Likewise in the Staff List
screen click the Save button to enter this into the system.
After installation, the only allowable access to the system is through the Gumnut user. Provided
with a user name (“gumnut”) and a password (given upon request) you are then able to use the
system and perform the necessary settings in it until you have created a new staff with its own
login details.
On the following discussions we are going to demonstrate how a login credential is made for a
certain staff. It is important, however, that before performing this setup a staff has already been
created in the system.
1. Open the Staff List screen by clicking Administrator > Staff > Staff List.
2. Upon the display of this screen, select from the list the staff to whom we will assign login
credentials then click the Edit button.
3. In the Staff Detail screen enter the Login Name to assign for this staff. Then click the Reset
Password button and click Yes on the confirmation dialogue screen that will be shown. This
empties the password handler. This is required especially for new staffs that have no login
credentials yet, to avoid unpredictable access denials.
4. Going back on the Staff Detail screen, click the Reset PIN button. Click Yes on the
confirmation dialogue that will show. This will show the message box below with the detail for
the new PIN Number. TAKE NOTE OF THIS, and then click OK to continue.
5. As we exit from this setup, click OK on the Staff Detail screen. Then on the Staff List screen
click Save.
To assign a new password for the staff we are setting, follow these steps:
6. Login to the staff being set. Since we have recently reset the password for this staff (step 3)
just leave the Password field empty and fill in his/her User Name.
7. On this staff’s interface click Administrator > Staff > Change Password.
8. Enter this staff’s password, leaving the Old Password field empty. Click OK to enter these
changes.
With this setting, you have now established the following login credentials for this staff:
User Name
Password
PIN Number
For a staff to be accessible for service booking in the GSI System these had to be rostered first. In
its actual definition, a roster is a list of employees that are assigned for certain functions in a day.
This is simply put as scheduling a staff.
The following procedures show how a staff is assigned a schedule in this system.
1. Open the Staff List screen by clicking Administrator > Staff > Staff List on the menu.
2. In this screen highlight the staff to give a schedule, then click the Roster button below.
3. This will open the Roster dialogue screen for this staff. Select the Roster Type to assign for
this staff and indicate from the interactive calendar the month and year (by clicking the Next
and Previous buttons) upon which this rostering should take effect. Clicking the roster date
will automatically open the roster setting screen for this staff.
Take note, however, that rostering always starts on Monday of that week you have selected
in the calendar. Using the example below, if you select from the calendar September 2, 2010
(Thursday), it will not just give you the date slot for that day but rather it will also show the
date slot of August 30, 31 and September 1 (Monday and Tuesday) up to the end of this
week which is Sunday.
4. This then opens the Roster screen of the staff where you set his/her schedule in a week.
Enter the necessary schedule details for this staff.
For those day slots that you will vacate indicate the Reason for this. These reasons are
entered in the Roster Reasons screen by clicking Administrator > Staff > Roster Reasons
from the menu.
5. Then indicate up to how many weeks this schedule for the staff will take effect. By default
this is set to just 1 week. However, you could set this to last for about 52 weeks max.
6. Having done the necessary entries for this staff’s schedule, click the Save button. In the Staff
List screen click Save to update these changes in your system.
With this setup you now have created the branches you need to define in your GSI system.
Previously we have discussed about branches and how by creating these you can set your
business to work on multiple branches. These branches may operate as a different business entity
or a section of the business catering to a different commodity.
But what if you want a staff of your branch to also serve in the other branch of your business, how
would this be possible? This is what this Branch facility in the Staff List screen is for. It allows you
to link a certain staff to other branches as well. This is for this staff to be also recognizable in the
other branches for booking.
In relation to supported funds by certain staff who happens to be its certified provider, for him/her
to make a claim for remuneration for services rendered to a policy holder, he/she must be
identified with that fund company.
For a staff to be identified to his/her supported health funds perform the following:
1. Click Administrator > Staff > Staff List from the menu.
2. In the Staff List screen select the staff to set then click the Funds button.
3. In the screen that will open enter the funds to associate with the currently selected staff.
Supported funds in the system are entered in the Setup Funds screen which is accessible by
clicking Administrator > Staff > Funds from the menu.
4. Click the Save button to enter this into the system.
As a means for the company to boost sales, they usually set sales target in their business.
Through this the management is able to determine the performance of their employees as well as
a way to keep track on the status of the business.
To enable and set sales target for each staff of the business the following should be observed:
1. Open the Staff List screen, and click Administrator > Staff > Staff List from the menu.
2. This shows the Staff List screen. Select from the list the staff to set with a quota then click
the Budget button.
3. In the screen that will appear provide the sales target details for this staff.
4. When done with this setting, click Save.
All stock related settings and manipulations are found in the Stock screen. In this screen, you will
find that the facilities here are grouped into three major categories (just like what we have on
certain screens) as listed below:
Setup
Accessibilities under this group include facilities for setting up the stocks being used in the
business.
Management
Under this group, facilities that concerns with the management of stocks (such as stock
control, stock adjustment, and ordering) are available here.
Reporting
Clicking this group name, you’ll be able to access all Stock related reports that you can
generate in the system.
In this chapter, however, we will be dealing with the setup of the stocks used in the business for it
to be accessible in the system and for easy management.
Stock Groups organize the stocks being used in the business for its easy management. As a
main classification entity of stocks in the system this must be defined for a stock to be entered.
Stock Groups are defined in the Stock Group screen. In performing this follow these steps:
1. Click the Stock Groups option in the Stock screen (Administrator > Stock > Stock
Groups). See screenshot below.
2. In the Stock Groups screen enter the list of stock groups to create in the system then click the
Save button.
Suppliers in the GSI System are the means to order stocks in the business. This is one way to fill
your stocks. Suppliers are entered via the Setup Supplier screen.
The following procedures show how suppliers are defined in the system.
1. To go to the Setup Supplier screen, click Administrator > Stock > Suppliers from the
menus. Please refer to the screenshot above.
2. To create a new supplier in the system, click the New button.
3. In the screen that will open, provide the details of the supplier to define in the system then
click Save.
4. Do this repeatedly for all the suppliers you want to enter into the system then click Close.
Another classification entity that can be used to organize stocks is the Manufacturer (or brand)
from which stocks are coming from. Most of the time, consumers are guided by their affinity to the
brand in their purchases. It is through the brand by which they assess the quality of the product
they choose.
In the GSI System, brands or manufacturers are entered in the Manufacturers screen. In defining
brands in the system do the following:
1. Open the Manufacturers screen by clicking Administrator > Stock > Manufacturers from
the menus. Check out the screenshot below for details.
2. Populate this screen with the brands you want your system to recognize then click the Save
button to enter these changes into the system.
Conducting services in a business usually involves the use of certain substances or materials like
like oils, gels, thinner, makeup, and such. In most cases, this usage doesn’t always necessarily
deplete the whole item but rather in just a portion. By defining stock units in the system, you can
apply the appropriate charges for these based on the actual portion of the stock used.
In specifying the needed stock units to use in the system follow these:
1. Click Administration > Stock > Units from the menus. Please refer to the screenshot
above.
2. This brings up the Unit screen where stock units are entered. Provide the necessary stock
units to use (i.e. ml, ea, pk, et.al.) in the system here line by line then click Save.
To effectively sell retail stocks, promos are commonly used to gather prospective buyers. This is
especially applicable for those products that have less prominence in the market for these to
establish a name.
One of these promotion schemes is the Stock Promotion. Stock promotions are supplier based.
It can be created when suppliers declare a promo on the items they are selling. Most businesses
take this advantage to come up with an equivalent promo scheme (Stock Promotion) to encourage
consumer purchase.
This facility is also available in the GSI System. Through this you can create promotion schemes to
effectively market your retail stocks.
Another promotional scheme that is also available in this system is the Promotion2. This
promotion adopts the regular “buy one take one” scheme upon which the customer is guaranteed
to have freebie once a number of order for a certain product is met. The perk can be a stock,
service, a fixed amount discount or a percentage discount whichever the client prefers when
offered with these.
Stock item management begins at the creation of items in the system. With its inception,
manipulation for these can then be performed. There are two ways of entering stock items in the
system: (1) by entering these individually in the Stock Setup screen or (2) by importing these via
GSI System’s Import/Export Tool.
Entering Stocks Manually In The Stock Setup Screen
Stocks are normally entered in the system through the Stock Setup screen wherein the items are
entered manually and one at a time. This is especially needful if you are just starting to your
system. Through this you can set every stock items based on their particular uses in the business
individually.
Taxes play a very important role in a certain business especially in pricing. Prices are greatly
influenced by the taxes being levied to a product as imputed by the government. To cope with this,
most businesses resort to passing this burden to the consumer by applying taxes on the products.
The following discussion tackles how a tax is setup for a certain stock.
1. In the Stock Setup screen, click the Tax button to open the Setup Taxes screen. (Please refer
to the screenshot below for further details.)
2. Select the appropriate tax charges to use for this stock then click Save.
3. Do this repeatedly for every stock you wish to apply tax charges. Click Save when done with
this setting.
With the stocks already created in the system, the only thing that is missing is filling these up with
a quantity amount (or stock count) for these to be available for use and selling.
We are now going to discuss how a certain stock is being filled in this system.
1. Go to the Stock Setup screen by clicking Administrator > Stock > Lists from the menus.
2. In this screen, highlight the stock to enter an amount (or stock count) then click the Stock
Adjustment button.
3. This action opens the Stock Adjustment dialogue screen where you indicate the manner of
stock count adjustment to perform for the currently selected stock. Set this up in the following
manner:
a. Select whether to add (+) or remove (-) from the current stock. Clicking (+) on the
Adjustment field definitely increments the current stock quantity with the amount that
you have specified in the adjacent textbox.
b. Enter the required amount for adjustment on the textbox in the Adjustment field.
c. Click the Calculate button to preview the resulting stock quantity after the adjustment.
d. Then check the appropriate reason for this adjustment in the Adjustment Type option
group. This only provides reason for the stock adjustment in the report.
e. Click Save when done with this setup.
Having done this, you will notice that when checking the Stock Count information for this stock it
has now the corresponding change in its value.
Another interesting facility we added on this version of GSI System is the Stock Card. In the
financial lingo, a Stock Card is a form used to record all stock transactions or stock movement.
The same concept is being applied for the facility that we have in this system that documents all
transactions conducted on a certain stock of the business.
To view all the transactions made on a certain stock perform the following:
1. Open the Stock screen by clicking Administrator > Stock option from the menu.
2. In this screen click on the Lists option under the Setup column.
3. This brings up the Stock Setup screen where the list of stocks of the business is shown.
Select the stock to check the undergone transactions then click on the Card button.
This action will then generate the history table of that stock (stock card) wherein you could see the
activities that occurred on a particular stock.
As has been introduced lately, kit items are just collection of simple items that is treated as a single
stock in the system. That is when purchasing this type of stock it will be done so as a collection
(kit) and not individually by component.
Kit items are defined into the system in the following manner:
1. Open the Stock screen by clicking Administrator > Clients from the menu. Then in the
Stock screen click the Kits option under the Setup column.
2. This opens the Stock Kits Setup screen. Click in this the New button.
3. In the screen that will appear, indicate the details of this new kit after which click Save.
4. Going back to the Stock Kit Setup screen, click the Kit Details button at its lower left corner.
This action brings up the Setup Stock Kits screen. Click in this the Add button.
5. In the screen that will open, enter the stock item components to include in this kit. Having
done this, click the Save button then Close to exit from this dialogue screen.
6. Do this repeatedly until the necessary stocks for this kit are entered. Click Save then Close
when done.
Products that come in different variants, such as in color and size, are known as matrix items in
this system. Products like clothing, furnitures, paper products, foods, etc can be categorized under
this item type.
Although these items can be created in the system as a simple stock, entering these, however, as
a matrix item is much easier and fast. With the use of this stock declaration you can then simplify
the entries of stocks in your system
The following procedure demonstrates how a matrix item is created in this system:
1. Open the Stock screen by clicking Administrator > Clients from the menu.
2. In the screen that will show click the Matrix Colors option under the Setup column.
3. This opens the screen wherein color identifiers to use for items to create are entered. Just
click Save when the necessary entries for this screen has been made.
4. Going back to the Stock screen click on the Matrix Sizes option under the Setup column.
5. This brings up the Size screen wherein the size identifiers to use for items to create are
entered. When the necessary entries in this screen are entered just click Save.
With the color and size identifiers of the matrix items to define already entered, you could now
indicate the item components that you need for this matrix item.
6. Start by opening the Stock Setup screen. To do this open the Stock screen by clicking
Administrator > Stock from the menu and clicking the Lists option in it.
7. In the screen that will show (Stock Setup screen) click on the New button.
8. In the New Stock dialogue screen, provide the necessary details for the matrix item to create
then click the Colors/Sizes Matrix button below.
9. This will show the screen wherein a tabular form for indicating the size and color combination
of item components to create for the matrix items is specified. Just tick the necessary item
combinations to indicate for the matrix item to create then click Save then Close.
10. Going back to the New Stock screen click Save then Close.
Checking the Stock Setup screen you will then notice the new items that have now been created in
the list.
There are businesses that prefer to sell their stocks in bulks. That instead of just selling certain
stocks per piece they would do so in large amounts. This is quite a popular practice for many
companies nowadays in order for them to up-sell their products.
We are now going to discuss how to setup the system such that stocks are to be ordered in bulks.
One big concern for those businesses that offer consumable products is the spoilage of goods due
to expiration. Consumable products especially those that have a very short “life span” should be
taken with great consideration in selling.
For this reason was the batch processing feature of the GSI System is created. In enabling this
feature in the system it will prioritize the selling of stocks that are due for expiration such that these
will be sold first following the ones with expiration that comes after it.
Having done this you may then proceed to the ordering of these stocks. Batch processing only
works on those stocks that have just been ordered.
4. Open the Order List screen by clicking the Order Maintenance option in the Stock screen.
5. As the Order List screen opens, click in this the Create New Order button.
6. In the screen that will open, indicate the stock tagged for batch processing to include in this
new order by clicking the Add New Item button and indicating the details of this stock in the
dialogue screen that will open. Click the Save button upon doing so.
7. Perform the previous steps repeatedly for all stocks to include in this order. You may even
adjust the number of items to order for each stock by clicking its corresponding Count grid
and entering the required amount.
8. When the necessary stocks for this order are specified click on the Save button.
In doing this you have already created a purchase order in the system. Normally this will be sent
to the supplier either as a printout or by email.
Upon the arrival of the purchased goods, these have to be received then.
9. Do this by first highlighting the purchase order to process for receiving and clicking the
Receive Items button.
10. This in return opens the Receive Items screen. Acknowledge its receipt by either clicking the
Deliver In Full button or by indicating the partial amount delivered in the corresponding
Quantity Delivered grid of the stock ordered (partial delivery). Then click the Save button.
With the orders already received, you may then indicate the sequence of batches upon which
these stocks will be sold in the business.
11. To do this highlight any of the stock tagged for batch processing, then click the Batch Detail
button.
12. A dialogue screen will then appear showing the items in this stock. Click first the Expiry Date
grid of an empty line to indicate the current date by which a portion of these stocks will be set
in a batch.
13. Following this, specify the batch number to assign for this batch of stocks in the
corresponding Batch No. grid.
14. Then indicate the number of stocks to assign for this batch in the corresponding Batch Qty
grid. Take note that the total number of batch quantities to be indicated in this screen should
equal with the number of stocks ordered.
As an example, for a stock order of 10 (including the amount of free stocks) you could set
these to be in any number of batches as long as it equals to 10 (i.e. in 3 batches of 3-3-4
distribution, or in 2 batches of 5-5 distribution).
15. Having entered the necessary batches to create for the selected stock click the Save button.
16. Repeat this process for all the stocks in the purchase order as the business requires. When
the necessary batches to indicate for the stocks in this order have already been made click
the Save button.
This finalizes the ordering process of the stocks from the supplier and the establishment of which
of the products should be sold first.
In purchasing these stocks in the business you will notice that these are sold according to the
order of batches upon which these are previously set.
To track the orders made for the stocks in batches, go to the Stock Setup screen by clicking
Administrator > Stock from the menu. In this screen highlight the stock (set in a batch) to check
then click the Batch Summary button.
In the screen that will appear it will show the account on how stocks are sold. You will notice in
this that stocks are spent according to their batch sequence, that is, stocks specified on batch 1
are processed first before batch 2 and batch 3 as well.
The Services And Packages screen contains the necessary settings for the service and service
package products that are being offered in the business. The screenshot below shows the
different facilities that are provided here.
Service Group is the main classification entity of services in the GSI System. This
classification is commonly based on the nature of the service being provided to the clients
such as a massage service group that consists of massage related services (i.e. shiatsu,
swedish massage, and thai massage).
The definition of service groups in the GSI System is necessary to identify the services being
offered in the business especially in its booking.
To change the color
scheme of a certain group
service click the Font and
Background buttons to
access their respective
color dialogue screens.
Follow these procedures in defining service groups into the GSI system:
1. Click Administrator > Services And Packages > Groups on the menus to open the
Service Group screen.
2. Key in the group services to create in the system and their corresponding color schemes.
Then click Save.
With the service groups already defined in the system, as well as with the previous settings
you have already performed (Client, Staff, Appointment Book, and Stock) you can now start
the creation of services in your business.
This system supports the following service types:
Standard Service
Day Package Service
Destination Package Service
Series Service
Class
Facility
The following discussions concentrate on what each of these services are and how these are
defined in this system. We’ll start with the basic type of service that is being offered here.
A regular service is composed of just a single service that is conducted in only one session. It can
be availed at the same time it was booked or it can be set for future booking.
As a basic type of service being offered in the GSI System, the regular service should be the first
to set as the rest of the service types depend on these declarations.
To do this:
1. On the Setup Service And Fee screen select the service to set with a fee by clicking it. Then
click the Fee button.
2. This opens the fee setup screen for this service (i.e. Fee of Body Regeneration 1). You will
notice that the charges that we will assign here depend on the Client Type and Level of
Expertise of the service provider. Observing this condition, provide the necessary details for
this.
3. Click Save when through with this setup.
1. Still on the Setup Service And Fee screen, highlight the service to set then click the Stock
Usage button.
2. This shows the Stock Usage screen where consumable items needed to perform the service
are specified. Provide the necessary details for this then click the Save button to enter these
changes into the system.
3. Going back on the Setup Service And Fee screen, click the Tax button.
4. On the screen that will open select the appropriate Tax charge to apply for this service.
Having selected the desired tax charge for this service, click the Save button.
5. This brings back the Setup Service And Fee screen. Click in this the Costing button.
6. In the screen that will open, select from the dropdown list provided the additional costings that
will be included for the service.
7. When the necessary costings for this service are entered click Save.
With these settings, you have now established the necessary configuration for the charges of your
services.
To enter the description of the services in the system do the following: Contraindications as have
been discussed lately can be
1. Still in the Setup Service And Fee screen, highlight the service to assign a description then health conditions that may
click the Notes button. prevent a certain treatment
service from being availed.
2. This opens the specification window for entering the description of the service being set. However, the application for this may vary
Provide the necessary information regarding the service here then click the Save button to depending on the type of services being
enter this into the system. offered.
If requiring a counter check to determine whether a service is allowed for a certain client, the
setting of Contra Indications in the system is needed.
In entering this into the system perform the following:
3. Next, click the Contra Indication button.
4. This brings up the Link Service Contraindication screen. Enter in this the health conditions
that may prevent this service from being booked to a client. Certain treatment may cause
complications when applied to persons with a particular health condition.
5. Click Save when the necessary entries for these are already provided.
If certain immediate notes regarding payments are needed, especially for those bookings with
upgraded services, this facility may come in handy. This pops up when billing the customer.
6. To have this pop-up generated whenever this service is ordered and billed, go to the Payment
Notes screen. To do so, click the Payment Notes button in the Setup Service And Fee
screen.
7. In the screen that will open, enter your preferred message regarding this service’s fee then
click the Save button to update this into the system.
After these you now have fully set the services of your business in the system.
Packages, as we defined it in our system, are collection of two or more services that can only be
administered in a day. Packages are set in the Setup Packages screen.
>> Button (Delete) This column holds the delete buttons. When clicked, this removed the
corresponding service package from the list.
Active checkbox When not ticked this disables its corresponding package.
PMS Code textbox Enter in this the code of an interfaced PMS system being used.
Points Given textbox Enter here the number of points that will be received when availing this service package.
Points Redeemed textbox Enter here the number of points that can be used to avail this service package.
Indicate here the budget (quota) scheme to use for the selected package. For further
Budget Group pick list
details on budgeting refer to the topic “Setting Up A Budget Scheme” on this chapter.
This shows the color scheme to use for the service package as entered into the
Sample (Color) appointment book. This is set by accessing the Font and Background color dialogue
screen through the provided buttons.
Web Booking checkbox Ticking this enables the selected package to be available in web booking.
Multi-Branch checkbox When ticked this service package is available to other branches as well.
A Destination Package, just like a regular service package, may consist of more than one service
that is ordered as a whole. However, in this type of package the services can be conducted on
any number of days depending on its set conditions.
A Class is a service product that is attended by more than one client. Compared with a series, this
service package is not pre-paid and has to be enrolled for it to be booked.
The following discussion demonstrates how a class is defined in the GSI System:
1. Click Administrator > Services And Packages > Class on the menus.
2. As the screen shows, provide the initial details for the class to create. Refer to the table below
for the description of each field in this screen.
Stock Usage button Clicking this brings up the screen where you indicate the stocks that you’re about to use in the
class service.
Notes button Clicking this opens the screen where the description for this series product is entered.
Fee button Clicking this opens the screen where charges for this class are specified based on the
professional level of the service provider.
Font button Clicking this brings up the Font color screen. Together with Background color screen, this
sets the color scheme to use for this class when shown in the appointment book.
Background button Clicking this brings up the Background color screen. Together with Font color screen, this
sets the color scheme to use for this class when shown in the appointment book.
Costing button Clicking this button shows the screen where added costings (like electricity consumption,
cotton buds, swabs, etc.) for this class are specified.
Tax button Clicking this opens the Tax specification screen for this class. Just select the needed tax (or
taxes) you want to apply for this class. Taxes are defined on the Taxes screen by clicking
Administrator > Financials > Taxes from the menus.
ContraIndication button Clicking this button opens the screen where existing medical conditions that are not allowed
for the services in this class are entered.
Save button After the necessary entries on this screen are made click this button to make the necessary
update in the system.
Close button Click this button to exit the screen. Be sure to Save your changes first in doing so.
Another variant of the services that can be offered in the GSI System is the service known as
Series. A Series in GSI consists of more than one service that can be performed in a number of
sessions and even possible to be consumed in a day. For example, you may take one of your
services to become a series product which in doing so, it must be set with a specific number of
days from the time this was booked (as indicated in the Min Qty field).
Take note that a Series type of service is purchased as a stock. This means that you have to buy
the series first before it can be booked. Everytime you book a series it will deduct from it the
service or class that has been availed until the set quantity for the series is used up.
In creating a series type service in the GSI System the following should be performed:
1. Open the Setup Series screen by clicking Administrator > Services And Packages > Series
on the menus.
2. In this screen, enter the initial details for this new series. Refer to the table below for the
details of each field in this specification screen.
3. When all the necessary data are entered for this series, provide the services to apply for this
by first clicking either the Services or Classes button. For this example we will be using a
class service for this series. Click the Classes button.
4. This action opens the screen where the selections for the classes to include in the series
package are entered. When through with this setup, click Save. (See screenshot above.)
5. On the other hand, if you choose to include regular services for your series product, click on
the Services button instead. (See screenshot above)
Name Enter into this the assigned name for the series.
Min Qty Indicate here the minimum number of service that a client can avail.
PMS Code Enter in this the code of an interfaced PMS system being used.
Max Discount % Specify here the percentage rate for the discount to apply on this series product.
Points Given Enter here the number of points that will be received when availing this series.
Points Redeemed Enter here the number of points that can be used to avail this series.
Budget Group Indicate here the budget (quota) scheme to use for the selected series. For further
details on budgeting refer to the topic “Setting Up A Budget Scheme” on this chapter.
Commission Amount Specify here the amount of commission to give to the serving staff when this series is
purchased.
Service Charge checkbox If ticked, a service charge is also added to the fee of this series product.
All Branch checkbox If ticked this series is available to all branches as well.
Use Minutes checkbox Series package are basically consumed in a per service manner. However, if you
prefer this to be used in a per minute basis, as some customers would demand, tick
this checkbox.
Active checkbox By default this is ticked. Unchecking this will remove this series product from showing
in the appointment book for selection.
Services button Click this button to indicate the services to include in the series product. This is done
after the creation of the series.
Classes button Click this button to indicate the classes to include in the series product.
Tax button Clicking this opens the Tax specification screen for this series. Just select the needed
tax (or taxes) you want to apply here. Taxes are defined on the Taxes screen by
clicking Administrator > Financials > Taxes from the menus.
Notes button Clicking this opens the screen where the description for this series product is entered.
Payment Notes button Clicking this opens the screen where urgent payment instructions or infos are entered
for this series. Payment notes appear in the billing process.
Save button After the necessary entries on this screen are made click this button to make the
necessary update in the system.
Close button Click this button to exit the screen. Be sure to Save your changes first in doing so.
In some businesses like Health & Fitness, it is often that they offer access to certain facilities in
their establishment for a fee as an extension to their services. This is what a Facility Service is all
about.
In comparison to a regular service, however, this type of service doesn’t require the role of a
service provider in order to avail. These are offered to the clients especially for those with
membership affiliations. Facilities like swimming pool, Audio/Visual Room, gym and Function
Rooms, etc., are the common provisions for some of these establishments.
This type of service is also supported in this system.
Buttons Descriptions
Fee button Clicking this opens the screen where charges for this facility service are specified based
on the professional level of the service provider.
Costing button Clicking this button shows the screen where added costings (like electricity consumption,
cotton buds, swabs, etc.) for this facility service are specified.
Tax button Clicking this opens the Tax specification screen for this facility service. Just select the
needed tax (or taxes) you want to apply for this class. Taxes are defined on the Taxes
screen by clicking Administrator > Financials > Taxes from the menus.
Fields Description
Service Description Enter here the descriptive name of the facility service to create.
Seq (Sequence) Enter into this the sequence number by which facility services are arranged when
shown.
Short Code Provide here the code to represent this facility service in your system.
Time Enter here the time duration for the facility service (e.g. 1:30 means 1 hour and 30 minutes).
Wait Enter here the time duration for waiting before the facility service starts if applicable (e.g. 1:30
means 1 hour and 30 minutes).
Service Group Indicate here the service group by which this facility service belongs. Facility services of the
same service group are assigned with a certain color scheme to be identifiable in the
appointment book when selected.
Speciality Assigning a speciality to a facility service allows the system to look for appropriate providers
for this. Specialities are defined in the Specialities screen by clicking the Administrator >
Appointment Book > Specialities options.
PMS Code Enter in this the code of an interfaced PMS system being used.
Prepare Enter into this the time duration for the equipment preparation before the facility service starts
(e.g. 1:30 means 1 hour and 30 minutes).
TA/R (Turn Around Room) Enter here the time it takes for the room to be available after a facility
service is performed (e.g. 1:30 means 1 hour and 30 minutes).
TA/E (Turn-Around Equipment) Enter here the time it takes for the equipment that has been in use,
to be available after a facility service is performed (e.g. 1:30 means 1 hour and 30 minutes).
GN (Gender) Tick this if the facility service is to be conducted on a gender specific (for men or for
women only) room.
SH (Shared) Tick this if the facility service is conducted with other clients in the room.
Service Charge If ticked, a facility service charge is also added to the fee of this class.
SS (Same Sex) When ticked, this means that the package will be performed by the staff of same
sex only.
Pax (Packs) Tick this to make the facility service to be included in a package offer.
Points Enter here the number of points that will be received when availing this facility service.
Redeem Enter here the number of points that can be used to avail this facility service.
Budget Group Indicate here the budget (quota) scheme to use for the selected facility service. For further
details on budgeting refer to the topic “Setting Up A Budget Scheme” on this chapter.
Active By default this is ticked. Unchecking this will remove this facility service from showing in the
appointment book for selection.
For many companies food and beverage plays a very important role to achieve a positive result in
the treatments being carried out to the clients. That’s why for most of these businesses they
include food and beverages as part of their commodities.
All finance related settings and activities of the business are performed in the Financials screen. In
this screen you will find three sections: the Setup, Management and Reporting sections.
The Setup section provides different accessibilities in establishing the necessary financial settings
of the system. The Management section provides tools in performing financial related tasks.
While in the Reporting section you will find the different financial reports that can be generated in
the system. With this orientation you will then have an idea on what accessibilities to use and
where to find it. For this chapter, however, we will only be dealing with the financial settings of the
business.
The Financials screen can be accessed by clicking Administrator > Financials from the menus.
As shown on the above screenshot, you will see the different financial related settings of the GSI
System. We will go through each of these settings as we discuss how the financial scheme of the
business is established in the GSI System.
Payment Types as we define in our system are modes of payment by which a service or stock is
compensated.
In defining payment types to allow in the system, the following should be observed:
1. Click Administrator > Financials > Payment Types on the menus.
2. This shows the Setup Payment Types screen. Provide the necessary details of the payment
type then click the Save button to update this new setting. Refer to the table below for the
description of each field in this screen.
See the example on the screenshot above on how to define a payment type (credit card payment).
The GSI System also allows you to document petty cash transactions to manage the cash outflows
of the business. As seen on the screenshot below, accessibilities for these are also provided in
the Financials screen (Administrator > Financials > Petty Cash Transactions and
Administrator > Financials > Edit Petty Cash).
In using this, however, a list of anticipated reasons for the petty cash must be made to document it
well. For this we recommend the following steps.
1. Click Administrator > Financials > Petty Cash Reasons on the menus.
2. In the screen that will open enter the list of possible reasons for petty cash requests.
3. When done with the entries click Save.
Take note also of the following operations in conducting petty cash transactions. On these you will
notice how the entries on Petty Cash Reasons are being used in the system.
To perform petty cash disbursements open the Petty Cash Transactions screen by clicking
Administrator > Financials > Petty Cash Transactions from the menus
To make changes to the previously entered petty cash transactions access the Edit Petty Cash
screen by clicking Administrator > Financials > Edit Petty Cash from the menus.
Please refer to the screenshot above for more details.
Another finance related settings that are included in this system is the setting of discounts.
Discounts are specified in the system by first entering discount groups to categorize the discount
schemes and then creating the discounts to use in the system.
Fields Description
Reason (textbox) Enter on this column the reason for the specified discount.
% (textbox) (Percentage Rate) Enter here the percentage rate of the discount.
$ (textbox) (Fixed Amount) Enter here the fixed amount for the discount.
Group (pick list) Select from the list the appropriate group for the created discount scheme.
In its actual definition, a Till is storage of money that is either the holding area of a cash register or
a cash drawer. With the embedded POS (Point Of Sale) functionality in this system, the GSI
System has the ability to control hardware interfaces such as cash drawers to manage controlled
payments and disbursements. To this effect we have also included till management in its
operation to account for incomes and cash flows in a day to day operation of the business.
Tills are initially defined in the system for it to be used. This is performed in the Tills screen. In
doing so perform the following:
1. Click Administrator > Financials > Till on the menus.
2. This shows the Tills screen where you create the tills to use in the system. Enter the details
of the tills to create here as described in the table below.
3. Click Save to update the system.
Fields Description
Name (textbox) Enter here the name to assign for the till.
Password (textbox) Enter here the preferred password to use in accessing the till.
Receipt Prefix (textbox) Enter here the prefix code to use for the receipt.
Common (checkbox) Tick this to make the till usable by all branches recognized in the system.
Not Used (checkbox) If ticked the selected till will not be available for use.
Another very important feature of this system is its facility to create pricing schemes for the
commodities of the business. It even provides a means for these pricing schemes to be predefined
in the system for it to be disabled and reused in a snap. Through this, there’s no need for you to
undergo the tedious task of repeating the same process of composing pricing schemes over and
over again.
To start with, we have to create the price adjustment schemes (yield) to use in the system.
1. Do this by clicking Administrator > Financials > Yield Management on the menus.
2. This brings up the Yield Management screen. Enter into this the price adjustment schemes
you want to define in the system then click Save. Check out the table on the next page for the
details of each field given here.
With the yields already defined in the system, we can now indicate the preferred services or stocks
by which these pricing schemes are to take effect. For this purpose we will be using the Yield
Management screen.
3. Click Administrator > Financials > Link Yield Management on the menus.
4. In the screen that will open, select the type of commodity to set by clicking either the Services
or the Stock button.
5. Highlight the service (or stock) to set with the price adjustment scheme then click Edit Link.
6. On the Setup Pricing Variation dialogue select the yield to use then click Save.
7. Repeat this process for each desired service/stock to set. Click Close when finished.
Fields Description
From (textbox)Indicate here the starting date on which this price adjustment scheme takes effect. Use the
dd-mm-yyyy date format.
To (textbox)Indicate here the ending date on which this price adjustment takes effect. Use the dd-mm-yyyy
date format.
Mon...Sun (checkbox)Tick the day(s) on which the price adjustment takes effect.
Peak (checkbox)Ticking this allows the indicated price adjustment to work only during peak hours. Peak
hours are set in the Billing section (Administration > System Settings > Branch Settings > Billing)
Off Peak (checkbox)Ticking this allows the indicated price adjustment to work only on hours outside the peak
hours. Peak hours are set in the Billing section (by clicking Administration > System Settings >
Branch Settings > Billing)
Type (pick list)This determines whether the diminished/added amount is in percentage of the actual price
(Percentage) or in fixed value (Amount).
+/- (pick list)This indicates whether the amount will be subtracted (-) or added (+) from the original price.
Value (textbox)Enter here the adjustment value based on the selected type (Percentage or Amount).
In defining the Peak Time of the business in this system perform the following procedure:
1. Click Administrator > System Settings from the menu to open the System Settings screen.
2. In the Systems Settings screen click the Branch Settings tab and on the list that will show
under it click the Billing option.
3. This action opens the configuration screen for billing. In this screen indicate the beginning
(From) and end (To) of its Peak Time setting.
4. Click Save when done.
Having a prescribed amount for production or sale (quota) is quite common in many businesses.
This is some sort of a business strategy to most managers to determine whether the company is
able to reach its goals as well as a way to encourage sales.
This business scheme is also supported in this system and also known as “budget”. Quite
contrary to the common knowledge of this term, a budget, as we defined it here is a sales quota
target.
To populate the system with the name of banks that will be recognized in the system follow these
steps:
1. Click Administrator > Financials > Bank Names on the menus.
2. This opens the Setup Bank Name screen. Enter here the list of preferred banks that you will
allow in your business.
3. Click the Save button when done.
Take note that the entries made here will be shown as options at the Banking Run screen.
As a government mandated payments, taxes are applied not only on the operation of the business
but also to all of its commodities. This is another factor that contributes to the development of the
price of the commodities of the business.
In the following discussions we will be dealing on how taxes are defined in the system.
1. Taxes are set in the Taxes screen. To open this, click Administrator > Financials > Tax.
2. In this screen, provide the necessary details for the tax to create. Check out the table below
for details of each fields provided here.
3. Click Save once the necessary entries for these are done.
The Credit Cards facility is where credit cards that are to be recognized in the system are entered.
This is especially useful for those businesses that allow Credit Card payments in availing its
services and/or products.
To provide the system with the necessary credit cards to recognize follow these steps:
1. Click Administrator > Financials > Credit Cards on the menus.
2. In the screen that will open enter in this the credit cards you want to allow in the system.
Click Save when done.
Refer to the screenshot above on how to perform this.
To take account of the costings that are included in the services of the business, the GSI System
provides the Costing screen to setup the details for these.
To enter the list of costings that can be encountered in conducting the services of the business do
the following:
1. In the Financials screen, click Administrator > Financials > Cost Item from the menus. To
open the Costing screen.
2. As this screen opens, enter the Description of the costings you have in your services and
indicate their Amount. Click Save when through with your entries.
Refer to the screenshot above on how to perform this setting.
The Currency facility is where the setup of currencies to recognize in the system is performed.
To set the standard for the currencies to allow in the system use the Currency screen.
1. To access this screen click Administrator > Financials > Currency.
2. In the screen that will show, enter the Symbol (a character or 3-letter currency code),
currency Description and its Rate (which is user defined depending on what base currency
you prefer to use in the system let’s say for example Australian Dollar like the one we have on
the screenshot above)
3. Click the Save button when finished. (Refer to the screenshot above)
There comes a time that a need to delete a receipt is necessary to correct certain problems in the
system. However, there should be a valid cause in doing this. This is why we have also provided
a facility in this system to enter the allowable reasons for permitting receipt deletion.
Groups
The foremost of these prerequisite settings is the creation of the service group upon which the gift
vouchers should be classified. All transactions in the GSI System work in this way. The main
reason for this is to organize these transactions, which is very important in generating reports.
With the gift voucher service group already created, we can now produce the gift voucher we
need to use in the business. Gift vouchers are created in the Gift Voucher screen.
Every company has their particular preference for the gift vouchers they are going to use in the
business. No matter how you want gift vouchers to work, you can be set this in the System
Settings screen.
Memberships and clubs are managed in the Membership and Clubs screen. This is accessible
by clicking Administrator > Membership and Clubs from the menu. This screen’s facilities are
organized in three distinct groups (as can be seen on other screens) which includes the following:
Setup – This group hosts the different facilities in setting up the membership and clubs
system of the company. This is the first to be accomplished for the membership scheme of
the company to be created.
Management – In this group, facilities for supervising memberships and clubs are being
carried out.
Reporting – This group provides all the necessary reports that you need to generate
regarding the Membership & Clubs system of the company.
For this discussion, however, we will be concentrating on how memberships and clubs are
created into the system.
Membership List
Memberships are created in this system by accessing the Membership List facility in the
Membership & Clubs screen. However, the creation of memberships requires the definition of the
membership service group wherein memberships are to be categorized. The following procedure
shows how this is being carried out:
1. Click Administrator > Services & Packages. In the Services & Packages screen that will
open click the Groups option under the Setup column.
2. This brings up the Service Group screen. Create in this the “Memberships” group service
then click Save. (Refer to the screenshot above)
With the creation of the Memberships group service you can then create the memberships you
need to define in the system.
3. To begin with, click Administrator > Membership & Clubs option from the menu.
4. This will instantly show the Membership & Clubs screen. In this screen click the
Membership List option under the Setup column.
5. On the screen that will appear, enter the memberships to use in the system by specifying its
required settings as described in the table on the next page.
6. Having done the needed settings for the new membership click the Save button to enter this
new update into the system. Refer to the screenshot above for the details.
With this setup you now have the necessary memberships to use in your business.
7. Following this, setup the fee amount for this membership. Still in the Membership & Clubs
screen click the membership to set then click the Fee button. In the screen that will open
enter the membership fee based on the client type and professional level for its use.
Provide the necessary prices for the membership in this screen then click Save.
8. To apply tax charges to a certain membership highlight the one to apply taxes with then click
the Tax button. Select from the list the taxes to assign. Click Save when taxes have already
been specified. Refer to the screenshot on the previous page for the details.
9. If you want to include certain reminders regarding this membership’s payment, just select the
membership to set notes with then click the Payment Notes button. On the screen that will
appear, key in the message you want to indicate for the membership then click Save. Refer
to the screenshot above for details.
% Stock textbox Enter in this the discount rate for an ordered stock. With this setting you now have defined a
Tranquility Membership in the system.
Credit textbox Specify here the initial credit amount for this membership. Clients availing this membership are
entitled with one free service every month.
Direct Debit checkbox When ticked, this membership is being paid through a Direct Debit company.
In availing this privilege, the client should
Suspension Charge textbox When a certain client’s membership is suspended and this amount is available, this apply this discount in the Billing screen.
will be applied as an additional charge. 1. Just click the Discount button. Then
on the Select Discount screen that will
DD Amount textbox (Direct Debit Amount) Enter into this the amount to be automatically deducted as a
appear select the Tranquility discount.
payment for this membership.
2. Remember to click the order (or orders)
Active checkbox By default this is ticked. If unticked this membership will be rendered inactive. to apply this discount.
Commission Amount textbox Enter into this the commission amount to be given to the seller of this membership. 3. Then pay for the order.
Availing this the second time within the
Discount Reason textbox Indicate here the reason for applying a discount for this membership. This is also
same month will not be allowed
used to define a tranquility membership.
10. If in the business establishment the electronic gates are available, one could also set these Take note that in defining a
discount scheme to apply for a
gates to be automatically opened for a certain membership in the system by highlighting it certain membership, only one
then clicking the Gates button. In the screen that will open, select the gate upon which the of the two approaches will
highlighted membership will be set then click Save. See screenshot below on how to do this. work. Such that if both discount
specifications are performed, the system
11. To set certain commodities (services or stocks) to be discounted for a particular membership will only recognize the first one defined.
just select the membership for this to work then specify the discount to apply. The rule then is to just use only one
There are two ways of setting this for memberships (1) by entering the discount rates in the approach for discounting (per Stock/Service
Discount or per Stock Group/Service Group
%Service and %Stock fields of a particular membership which applies a per Stock/Service Discount).
Discount and the other one is (2) by specifying the discount rates in the Membership
Discount screen which applies a per Stock/Service Group Discount (accessed by clicking
Membership Card Template
the Discount button at the bottom of Setup Membership screen). can be customized to the
12. You may also generate membership cards for a certain membership in this system. In doing preference of the company
so that they can use
so take note of the following steps: different template design for
a. Click Administrator > Membership & Clubs to open the Membership & Clubs screen. each membership type.
b. In the screen that will open, highlight the membership to create a card then click the
Card Import button.
c. This will in turn open the Printout Design – Card screen. Specify the information to print
on the card to the provided text fields (Custom Text Line 1, 2 and 3) then click Save.
If you want to print a membership card (either with a regular printer or a plastic card
printer), click the Import button to open the interface upon which this can be performed.
However, if you wish to just generate the cards info in a file, to be used on another
branch or system, then clicking the Export button is what you’re going to do to open the
screen where this could be carried out.
Clicking the Close button brings you back to the Setup Membership screen.
13. When the necessary settings for the membership to create and use in the system are made
just click the Save button. Click Close to exit from the Setup Membership screen.
With these implementations memberships are now available for use in the system.
Direct Debit (also known as Direct Withdrawal) is a payment system wherein the Direct Debit
Company or the business’s bank itself collects an amount directly from a client’s account through
the request issued by the business enterprise with the client’s approval. This is a very common
process nowadays in collecting payments especially for those that are recurring such as for credit
cards and utility bills.
On the previous discussion that we have in setting the company’s memberships, we have
somehow taken the setup of Direct Debit payment in collecting for membership fee. This is
through the configurations made on the Direct Debit checkbox and the DD Amount textbox in
the Setup Membership screen. What is only missing is the setting of the company which will
conduct the direct debit transaction.
Establishing clubs is another very interesting scheme to implement in the business. Clubs in
comparison to memberships are groups, by which certain clients are associated with due to their
particular interests whereas Memberships are affiliations into which regular patrons are inducted
into to obtain discount privileges on the business’s merchandise. Such that a certain client can be
a “Platinum” member due to the discount privileges it offers and at the same time becomes a part
of a “Taekwondo Club”. It should also be taken note, however, that just like in memberships, a
certain club has also its own set of privileges.
The GSI System also supports Club memberships in the business. The facility for the creation
and set up of clubs is accessible by clicking the Club List option on the Membership & Clubs
screen.
1. From the opening screen click Administrator > Memberships & Clubs. Then on the
Membership & Clubs screen click the Club List option.
2. This action opens the Setup Clubs screen. Enter here the clubs to establish in the business.
Provide the necessary settings for the fields provided here as indicated in the table below.
3. Having done this, click the Save button to update this into the system. See screenshot on the
previous page for further details.
Fields Description
Name Indicate here the name to assign for a club to use in the business.
Stock spent for 1 point Enter in this the required amount of stock purchase in order to earn a point for
this club. For example, if you have entered $50 here, this means that for every
$50 stock purchase you’ll get 1 point. These points can then be used in availing
the merchandise of the business.
Points for 1 dollar stock Indicate here the stock redeeming rate to use for each point earned. That is if
you set 2 here, this means that 2 points is worth a dollar. To buy a stock item
then that costs $100 you must have earned at least 200 points.
Service spent for 1 point Enter in this the required amount for service booking in order to earn a point for
this club. For example, if you have entered $10 here, this means that for every
$10 service purchase you’ll get 1 point. These points can then be used in
availing the merchandise of the business.
Point for 1 dollar service Indicate here the service redeeming rate to use for each point earned. That is if
you set 2 here, this means that 2 points is worth a dollar. To book a service
then that costs $100 you must have earned at least 200 points.
The direct debit processing for payment is basically agreed by the customer whenever this
comes up as a requirement for paying for membership in the business. However, there are
instances wherein this process will not become successful due to insufficient funds at the time
this was carried out. In such cases, an alternate direct debit implementation is needed in order
to obtain the necessary amount for the payment. But this cannot be implemented right away as
it doesn’t follow the standard protocol for issuing direct debit requests. This is why a direct debit
reason is required in order to validate an alternate direct debit processing.
The allowable reasons for validating an alternate direct debit processing are entered at the Direct
Debit Reason screen.
If lockers are provided for members, this system also provides a management facility to
undertake this task.
To define the available lockers that can be used in the business follow these:
1. Click Administrator > Membership & Clubs from the menu. Then in the Membership &
Clubs screen click the Locker option.
2. To this effect, the Lockers screen will show. Enter into this the assigned names for the
available lockers to use in the business then click the Save button.
Check out the screenshot above for further details on how to perform this in the system.
In the suspension of a member, the client’s membership privileges are only withheld for a certain
period of time. The membership is still intact. However, in the suspension period direct debiting
is also on hold.
To enter the valid reasons for conducting membership suspension on certain clients, provide
these in the Suspension Reasons screen.
1. Do this by clicking Administrator > Membership & Clubs. Then click the Suspension
Reasons option under the Setup column.
2. The Suspension Reasons screen will then show. Provide in this the valid reasons for
implementing suspension of a certain membership then click Save when all the necessary
entries for these are made.
Check out the screenshot above for further details on how to perform this in the system.
In entering reasons for putting into effect the cancellation of a certain membership, perform the
following:
1. Click Administrator > Membership & Clubs option from the menu then click the
Cancellation Reasons option under the Setup column.
2. In the screen that will open, provide in this the list of allowable reasons for cancelling the
membership of a certain client. Click Save when this is through.
Check out the screenshot above for further details on how to perform this in the system.
With these implementations you have now established the membership scheme of the business
in the GSI system.
It is also noteworthy that beside the settings given on this screen, you could also customize the
way the Membership scheme work for your business in the System Settings screen.
This is accessible by clicking Administrator > System Settings from the menu. By clicking the
Branch Settings tab and then the Membership option, the configurations for the Membership
scheme will then show. Check the table below for the description of each of these fields and
how these are set.
Fields Description
Auto-Generate Membership Number Ticking this checkbox auto-generates a card number for each member.
Membership Number Starting From Enter in this starting value of the auto-generated membership number.
Allow Duplicate Membership Number Ticking this checkbox enables membership number duplication.
Alert Duplicate Membership Number Ticking this checkbox enables an alert message to be shown whenever an
entered membership number is already available in the system.
Allow To Change Membership Type Ticking this checkbox permits modification of the set membership type.
Default Direct Debit Export Location Specify in this the directory path by which the direct debit file will be saved.
Disable Membership On DD Failure If ticked, this disables the client’s membership if direct debit for this fails.
Activate Membership On DD Success If this checkbox is ticked, the system will automatically reactivate a disabled
client’s membership once an alternate direct debit for this succeeds.
Enable Pro-Rata For Membership Ticking this checkbox enables its membership fee to be prorated wherein it
will be proportioned so only those days it has been used will be charged.
Enable Card No. For Membership When ticked, a membership card is enabled for this member.
Off-Peak Hours Enter on the fields provided the set Off-Peak Hours of your business.
Technogym Export Member Info Tick this to enable exporting of member info through a file.
Membership DD Mandatory Fields Tick the Account Details checkbox to set it to be mandatory.
Membership Non-Editable Fields Tick the fields on the list to set to be non-editable in membership details.
The first step in making the MYOB System to work with the GSI System is in the activation of this
feature. In its establishment GSI can then start interfacing with it.
With these system configurations already set, the MYOB System can then be recognized in the
GSI System.
Following this, provide the elements of the created filter lists. The previous declarations just
created the filter lists to use in the system. You need to populate the elements on these lists.
After setting up the entire Custom list of the MYOB Interface, you will need to link this to the
Client, Staff, Services & Packages, Stocks, F&B and Membership that you want to include
for processing.
We will be discussing how this linking is carried out for each of these sections to the MYOB
Interface.
To link Membership information to the MYOB Interface observe the following procedure:
1. Click Administrator > Membership & Clubs option from the menu to open the Membership
& Clubs screen.
2. In the Membership & Clubs screen click on the Membership List option.
3. As the Setup Membership screen appears select the Membership to link to MYOB Data then
click the MYOB Data button.
4. In the MYOB Data for this membership, provide the details for the fields given here then
click the Save button.
Having entered the necessary data to process in an MYOB system, you may now generate this
as a report that is readable to MYOB.
As every transactions made in the GSI System, MYOB Exports made are fully documented for
the benefit of its tracking and review.
This can be carried out in the system by using the History facility in the MYOB Interface screen.
To perform this task do the following:
1. Open the MYOB Interface screen by clicking Administrator > MYOB Interface from the
menu.
2. In the screen that will open click the History option under the Management column.
3. The MYOB Export History screen will then appear. Indicate in this the Start Date and End
Date to determine the date coverage of the exports to show then click the Display button to
generate the list.
This will immediately show the exports made for the indicated coverage date together with its
details.
GSI’s Café POS system is made available through the configurations set in its System Settings.
See to it that these settings are
thoroughly done in order for the
POS screen to be available for
use.
Fields Description
Payment Type For Order Enter in this the payment type to use in handling regular orders. This has to
be defined in the Payment Type screen (Administrator > Financial > Payment Type).
Payment Type For Room Charge Enter in this the set payment type to use for handling payments of orders
made by resident clients (or hotel guests). This has to be defined in the
Payment Type screen (Administrator > Financial > Payment Type).
Casual Client Enter into this the default casual client to use for processing casual orders.
4. When done, click the Save button then click Close to exit from the System Settings screen.
5. To open the café POS screen just click the Administrator > POS option from the menu. As
the POS screen appears, click from this the Café/Restaurant POS option. In doing so, it will
show the Café POS screen (refer to the screenshot above).
Having the Café POS System made available, the next thing to do is to set this up to work for your
business upon which this is to be used.
Service Description Indicate in this field the descriptive name to assign for the item.
Seq (Sequence) Enter into this the sequence or order upon which this cuisine will appear in the POS screen.
Short Code Enter into this the code to be used for the cuisine.
Service Group Indicate in this the Service Group to classify the cuisine.
Points Enter in this the amount of points to be given whenever this cuisine is ordered.
Redeem Indicate here the amount of points needed to purchase or redeem this item.
Active If not ticked, this makes the cuisine not available in the POS screen.
Commission Amount Indicate in this the commission to be given whenever this item is ordered.
GENERAL
Stock Name Enter into this the name of the food item.
Wholesale Price Provide in this the price to charge when this food item is sold in large quantities.
Retail Price Provide in this the price to charge when this food item is sold per piece.
Bar Code Enter in this the barcode to assign for this food item.
Part No. Enter in this the part number to assign for this food item.
Rack No. Specify here the storage location of this item in a rack.
Stock Control Tick this to enable the automatic stock control feature of this system to track stock
availability.
Batch Process When ticked, this enable the food item to be distributed in a batch such that it prioritizes
items set on the first batch followed by its succeeding batch and so on.
Enable Price Levels When ticked, this makes the system to determine the price of a food item based on the
assigned price levels.
Import Image Clicking this image pane, shows the file specification program to indicate the image to use
in representing this food item in the POS interface.
CATEGORY
Stock Code Enter into this the code to assign for this stock
Group Indicate in this the service group to associate this food item.
Sub Group Indicate here the sub-group upon which the food item will be entered.
Category Code Enter in this the category code by which this item should belong.
QUANTITY
Number Indicate in this the quantity of food items included when ordered as a bulk.
Quantity In Stock This shows the currently available stock for this food item. The amount of stock for a certain
food item is set either by
Min. Order Level Indicate in this the minimum amount that when reached, it will generate an order in the
system to replenish it. This prevents available stocks from running empty.
Reorder Level Indicate in this the maximum amount that when receded to this, will generate an order in the
system to refill it to this amount. Through this the stock quantity of the food item is
maintained.
Unit/Size Indicate in this the amount and unit being used on this food item.
Supplier Indicate in this the supplier upon which the item is ordered.
One of these elements is the table (or Station for some business) wherein the client is being
served. In setting this perform the following:
1. Open the POS screen by clicking Administrator > POS option.
2. In the screen that will open, click the Table option.
3. This brings up the Setup Table screen. Enter into this screen the assigned table name on the
lines under the Description column and indicate the number of people that can be seated for
each of these in the lines under the No. Of Seat column.
4. Click Save when the necessary entries for this have already been provided.
Following this, define the identity of the printers to use in the POS system by performing the
following:
5. Still in the POS screen, click the Printer option.
6. In the Setup Printer screen indicate the name to assign for the printer to use in the POS
system in the grid under the Description column then select the path of the printer to
associate in this to the grid under the Path column.
7. When the necessary printers to use in the system have already been specified, click on the
Save button.
Having done this, you can now configure the serving stations upon which the defined printers in
the system are to be specified. This is performed in the following manner:
8. Going back to the POS screen, click the Serving Station option.
9. Enter into the screen that will appear the name of the serving station to use (Description)
and the printer to use for this (Printer) as defined in the Setup Printer screen.
10. Provide the necessary serving stations in the system then click the Save button.
With these settings, Tables and Serving Stations are now available for use in the POS interface.
In designing the items menu of the POS system perform the following: Take note that service items are
items that are created in the
1. In the POS screen, click the POS Menu option. Setup Service & Fee screen
while stock items are items
2. This opens the POS Menu wherein options that can be seen in the POS Interface are entered in the Stock Setup
created. Enter in this the options (which can either be a group or a food item) to show in the screen.
POS interface.
3. Having entered these, highlight an item provided here then click the New button.
4. This action brings up a dialogue screen wherein it will initially require the item Code, the
Parent name, and the Menu Type.
5. In defining a selected item to be an item group, enter the name of the item to click and leave
the Parent field blank. In the Menu Type, click the General option.
6. Likewise, in defining the selected item to be a specific item, enter the name of the item in the
Code field provided then indicate the item group in the Parent field upon which the item will
be under.
Then in the Menu Type, click the Detail option. Choosing this setting will show the extra
fields in this window.
Tick the Item option if the food item is a homebrewed item or Stock if the item is an ordered
item. Then indicate the item or stock to use on the item list that will appear.
You may also specify an image for this menu item by clicking on Import Image box provided.
7. When the necessary settings for this item menu are entered, click the Save button.
8. Perform these steps for every item in the POS Menu screen. When this is done click the
Close button.
With these settings, you have now established the menu of items in the POS interface. To check
for this click on the POS Screen option of the POS screen (Administrator > POS).
Bed Types
One major concern of clients with regards to their room accommodation is in the bed where they
will be spending much of their time. There are those who were very particular with this condition
such that this may somehow be the main factor in deciding a reservation for a room.
In defining the types of bed to use in the business perform the following:
1. Go to the Room Management screen by clicking Administrator > Room Management from
the menu.
2. Then click in this the Bed Types option under the Setup column.
3. As the Bed Types screen appears enter in this the different beds being used in the business.
4. After supplying these, click the Save button. Click Close to exit from this setting.
When this is done, you now have defined the necessary bed types to use in the system.
Next, we will be defining the room properties (or room amenities) to assign for a certain room
accommodation.
Make sure that before performing
this setting, the stocks to use here
have already been entered into the
system via Stock Setup screen
(clicking Administrator > Stock > Lists
from the menu).
Take note also that for these stocks to
appear as items in the Room Properties
dialogue, these should be set as
Professional stocks.
In defining the room properties to use in the room management system, do the following:
1. Still in the Room Management screen click on the Room Properties option.
2. In the screen that will show, enter the Name to assign for the room property to define then
select the corresponding Stock to go with it.
3. Perform this repeatedly until all the necessary room properties to use into the system have
already been defined. Having done this click the Save button to finalize this setting.
Another setting that must be defined in building up the room management system of the
café/restaurant business is the Room Types to use in it. Consequently, room type determines the
cost of the room as well as with the amenities that goes with it.
To specify the room types to use in the system, perform these steps:
1. In the Room Management screen, click on the Room Types option under the Setup column.
2. In the screen that will show, key-in the Room Types to define into the system.
3. Click the Save button when the necessary Room Types have already been entered.
Having entered the necessary room types to use in the system, we can now set the appropriate
prices for each of these. This is performed at the Room Pricing screen.
In assigning prices for the room types, the following steps should be observed:
1. Going to the Room Management screen, click in this the Room Types option.
2. This brings up the Room Pricing screen. You will notice in this the display of the room types
we have just entered previously into the system together with the month field. The setting for
the pricing of rooms in this system is scheduled in a per month basis.
From the Room Types that are shown click the one to schedule prices.
3. Going to the Room Management screen, click in this the Room Types option.
4. Then indicate on the month setting the month and year to set the pricing for the room type
then click the Display button.
5. A Calendar screen for the selected room type will then be shown. Indicate for each Roster
Date in this screen its corresponding Fee.
If you want to set the same fees all throughout this month just indicate on the first day the
price to set for all then click the Set Everyday Same As First Day button.
To extend this pricing scheme for the successive months just tick the Use This Roster To
Add n Months After The Last Rostered Month checkbox and specifying the number of
months to extend to. Then click once more the Set Everyday Same As First Day button.
6. For these settings to take effect click the Save button.
7. Perform these settings for every Room Types created into the system then click Close to exit
this setting.
With this setting, you have now set the prices of each room types that are defined into the system.
Cancel Reason
Cancellation of a certain room booking is unavoidable in any lodging business. However, a strict
control and proper management of this is necessary for it not to get out of hand. One way of
dealing with this is to set allowable reasons for cancelling a certain booking.
For some hotels, they provide some sort of an extended service aside from the regular reception
they offer to their customers. Such service includes a courier service wherein the customer is
being fetched from the airport terminal upon his arrival and bringing him/her into the hotel where
he/she will stay. Likewise, bringing him/her to the airport when his/her scheduled departure for a
flight comes.
This service is also supported in this system as it becomes a standard for most hotels nowadays.
To set this feature into the system the airlines to be recognized by the system must first be
entered. Follow these steps:
1. In the Room Management screen, click the Airline option.
2. This opens the Airline dialogue screen. Enter into this the necessary airlines to recognize
into the system.
3. After doing this, click the Save button.
This setting will now accommodate the airlines being entered for the arrival and departure of the
client.
Rooms
The Rooms setup screen is where we define the room accommodations that are being offered in
the business.
In setting this section of the Room Management System the following steps should be conducted:
1. In the Room Management screen click the Rooms option.
2. This action will show the Rooms screen. Enter the rooms to offer in the business by entering
these into the Room Name fields then provide the initial details for these. The table on the
next page shows the description of each of fields provided in this table.
3. Having entered these, click the Save button.
Room Name Enter in this the name of the actual room to offer in the lodging business.
Bed Count Specify in this the number of beds available in the room.
Bed Capacity The minimum number of persons that can be accommodated in the room based on its assigned
beds.
Max Capacity The maximum number of persons that can be accommodated in the room based on the bed.
Room Type This determines the design, size and overall amenities of the room as depicted by its room type.
Service Indicate in this the type of service to assign for this room accommodation. Services are provided in
the Setup Service And Fee screen (Administrator > Services & Packages > Service).
Service Half Day Indicate in this the type of service to assign for this room accommodation when occupied for only a
half day. Services are provided in the Setup Service And Fee screen.
Private Tick this to make the room available in the list when offered in the booking screen.
Inactive Tick this to make the room not available for use.
With the rooms already created we can now assign the beds and room amenities for this.
4. To do this, highlight the room to set then click the Details button.
5. In the screen that will show, indicate the necessary bed types to provide in the selected room.
6. Then click Save to enter this setting.
7. Still highlighting the same room, click on the Properties button.
8. This in turn will open the Property Details screen. Enter the details for the properties
(amenities) to assign for this room by indicating the Property, its Quantity and the worth
Amount for this.
9. Having provided the necessary items in this screen, click the Save button.
10. Perform these settings for all the rooms created here. Click Save to finalize this setting.
Having performed this setup, you have now created the rooms to offer in the system.
Normally, lodging accommodations are offered as a combination of services and perks. This has
been a standard for most lodging businesses nowadays to ensure salability of accommodations
as well as up their stakes in the competition.
To this effect was this scheme being adopted in this system - as accommodations that are offered
as a package of rooms, services, and perks. This means that all accommodations to offer for
booking should be created as a package.
In creating packages in the system make sure that all the previously discussed settings are
already done. When these are all set, perform the following:
1. Open the Room Management screen by clicking Administrator > Room Management from
the menu.
2. In the next screen that will show, click the Packages option.
3. This brings up the Packages screen. To create a package here, click the New button.
4. This will show a screen wherein the details of the package to create are to be specified.
Provide the necessary information for the given fields here as described in the table in the
next page.
5. After entering this, click Save to initiate the creation of this package.
Use Room Pricing Ticking this enables the set price for the assign room to become the price of the package.
No. Of Days Enter in this the number of coverage days for this accommodation.
Open Date Ticking this checkbox makes this accommodation available on any schedule. Otherwise, fill up the
Start Date and End Date fields for a fixed date setup.
Start Date Indicate in this the start date for the effectivity of this accommodation package.
End Date Indicate in this the end date for the effectivity of this accommodation package.
Service Indicate in this the full day room service accommodation to render for this package.
Service Half Indicate in this the half day room service accommodation to render for this package.
Disabled Tick this check box to make this package to be not available for offer.
6. Having created the package to offer in the business you may then assign the rooms that can
be used for this accommodation setup. Just highlight the package to set then click the Room
Types button. Then in the screen that will show indicate the necessary room types to use for
this package, after which click the Save button.
7. To assign services for this package, highlight the package then click the Service button. In
the screen that will show indicate the services to assign for this package then click Save.
8. To include an F&B service to the package, highlight the package then click the F And B
button. Provide in the dialogue screen that will show the necessary F&B service to add for
this accommodation package. When done with this setting click Save.
9. To assign stocks to go with this package, highlight the package then click the Stocks button.
Then in the screen that will open indicate the necessary stocks to come with this package.
Just remember to click Save for the entries to take effect.
With these settings already performed you have now created the necessary accommodation
packages to use in booking clients for your lodging business.
For discussions on how to transact bookings in a certain lodging business using the Room
Management system of GSI, read the topic “Processing A Client’s Room Booking” in Chapter 4.
Chapter 3
F. Managing Gift Vouchers
G. Managing Membership & Clubs
H. Managing Marketing
Managing Business
Using GSI
GSI System© User Guide
Owner/Operator If you are the owner or operator of the business, your day-to-day Tracking of the business and its resources.
responsibilities will include overseeing operations, making sure 1. All Facilities (especially Management Tools)
customer service is a top priority, making financial decisions,
checking salon product and retail product inventory, handling
personnel matters, hiring new staff, and assessing employee
performance.
Branch Manager The ideal setup for any businesses is that the assigned manager Tracking of the business and its resources as well as reporting to the
handles its day to day operation instead of the Owner/Operator. owner/operator of the current status and needs of the business.
Likewise, This person should have the authority to act on the behalf 1. All Facilities (especially Management Tools)
of the owner/operator in their absence. The manager can handle
myriad tasks like paperwork, record-keeping, employee scheduling
and purchasing. They will also oversee salon maintenance and
handle facility management issues.
System Administrator They are the ones handling your computer needs. When a need for Maintain the proper operation of the system as well as keeping track
purchase and setup of the system is required they are the ones who of its usage.
are the reliable experts in settling this. They conduct the overall 1. System Installation & Setup
system maintenance of your computer system, as well as its repairs, 2. All facilities except Financials
upgrades and troubleshooting when certain issue occurs. especially System Settings
Accounting Concerns regarding the financial standing of the company are the Tracking the cash flow of the company. Financial reconciliation.
main responsibilities of the Accounting personnel. They are the ones 1. Reports (All Facilities)
tracking the flow of money in the company in that they are taking into 2. Financials
account every business transactions, orders, purchases, company 3. Staff
resources as well as financial requests. Wages Entry,
Wages Maintenance,
Staff Log Hours,
Clock In / Clock Out
4. Stocks (Management)
Auditor For most business organizations they have these personnel to Tracking of the business and its resources.
oversee the viability of the business in regards to its feasibility, 1. Reports (All Facilities)
efficiency, cost-effectiveness and performance. They see to it that 2. Stock (Management)
the business is performing well by conducting periodic checks based
on industry standards. There are times that through these checks,
the owner/operator is working together with these people to ensure
unbiased and true-to-the-fact assessment of the current status of the
business.
Service Providers These people are responsible in providing services to the clients. For Checking and updating of client information and checking of
some of these, especially those who conduct treatments, they require business promos.
certain information such as client data, medical history, health 1. Client (Management)
condition, as well as client history in the business. 2. Appointment Book
3. Case Management (Management)
Receptionists / Store In addition to greeting customers as they arrive, the receptionist Checking and updating of client information and checking of
Clerk answers the phone, books appointments, gives directions, cashes out business promos.
customers and performs various other customer service duties like 1. Client (Management)
making coffee or even hanging up coats for clients. 2. Appointment Book
The usual practice though is that they are the ones who are going to 3. Membership Entry
use the GSI System most of the time. 4. Stock (Management)
Managing Clients
The GSI System is a lot more than just a business management system. It is packed with all the necessary tools that a certain
business needs in its operation. One such tool is a decent Customer Resource Management (CRM) system.
We are now going to discuss how clients (or customers) are effectively managed using the GSI System.
Going to the Clients screen (clicking Administrator > Clients from the menu) you will find under
the Management column the different facilities for managing the clients of one’s business. Refer
to the screenshot below for the list of available facilities in the GSI System that can be used for
this purpose.
We will be discussing each of these as we go along on this topic.
The frequent mistake that can be committed in entering clients into the system is the duplication
of entries of a single client. This happens when entries of the same client are made differently
(discrepancies in name, address, invoice number, etc.).
To solve duplication of entries in the GSI system, a facility is made to process this.
This is the same facility found at the Appointment Book screen only that the Waiting List facilities
here are specifically separated for Service and Class bookings.
You may also notice that for each of these waiting lists there is no available Book button. This is
only used to enter clients in the service waiting list and to keep track of its clients.
To process clients in the waiting list, use the Waiting List facility in the Appointment Book screen.
Similar to a Service Waiting List, the Class Waiting List facility shows the list of unbooked clients
for a certain class. You can only perform client entries and class reservation tracking here. To
process booking of clients in a class waiting list use the Waiting List facility in the Appointment
Book screen.
Client Alerts are pop-up messages that show whenever a certain client has been selected. The
nature of the messages provided for this depends on the business enterprise on what they
deemed as urgent reminder such that a heads up is necessary. These are entered into the Client
Alert List screen of a certain client, which is accessed via the Add To Client Alert List button in
the Client Detail screen.
The Client Alert List facility in the Clients screen, on the other hand, allows you to change the
set alerts of all clients that have this. Since it is very possible that there will come a time, due to
some changes in the client’s status that a corresponding change on this will also happen.
A Regular Sell in this system is a common selling transaction wherein the client is required to
register to establish a purchase. This is considered to be a standard form of selling among clients
since there is definite identity of who the customer is, as this is a requirement in billing and in
marketing.
4. With the new client already registered in the system, the second phase of this transaction will
then take place – the Selling.
After the registration of the client, the Billing screen opens. In this screen select from the
available commodities (Services, Packages, F&B, Stock...) at the lower left of this screen, by
clicking its button. For this example, we will be selling a stock item. Click the Stock button.
5. On the screen that will open, select the stock items to purchase, then click the OK button.
You will notice that the selected items will be showing on the screen together with their prices
and its total amount.
6. At the last phase of the selling process: the Payment. To process its payment, select the
Payment Mode to use (Cash, Cheque...) then, click the PAY button.
7. This will show the Change Calculation screen as seen on the screenshot below. Enter on the
Payment Tendered textbox the amount given by the customer then click the Change
textbox to show the change amount.
8. Click the Give Change button to end this transaction.
With the process that has just been performed you have already conducted a regular selling
transaction of stock items using the GSI System.
For some urgent reasons certain clients, especially walk-ins, prefer to buy things without divulging
information regarding their identity. For this purpose was the Casual Sell facility in the Clients
screen is made. It allows the user to purchase without the need for the client’s information. This
is unlike the Regular Sell wherein customers are obliged to give out their information for
documentation.
In relation to the Casual Sell, this facility allows the user to manage the casual transactions made
in the system. That is aside from keeping you informed on the casual transactions made in your
business, it also provides accessibilities in performing administrative functions on these.
Here are the things that can be done in this screen:
Prevent A Certain Casual Transaction From Being Banked (click Do Not Bank button)
Show The Details Of A Casual Transaction (click Detail button)
Perform A Reverse Payment (click Reverse Payment button)
Implement A Service Refund / Item Return (click Refund button)
Print A Casual Client History Receipt (click Print Receipt button)
Print A Casual Client History Receipt To A Docket Printer (click Print Docket button)
Change A Payment Type Of A Certain Transaction (click Change Payment Type button)
In the GSI System, client information is accessed through the Client Select screen. The Client
Select screen hosts a lot more utilities in managing client’s data which includes the following:
Entering A New Client
Accessing The Client’s Information
Manage And Track The Client’s History
Entering Clients In The Waiting List
Tracking A Certain Client’s Bookings
The Client Select screen is accessible by clicking Administrator > Clients > Select Client from
the menu. Just enter the pin code to the prompt that will show to validate your access to this
screen.
This screen is organized into following sections:
The Client Detail Table section which is at the topmost area shows the client information in
a table format.
The Filter Buttons section at the lower left shows the available filtering criteria for listing
clients.
The Search Entry section found at the lower middle where we enter the search key and
execute the listing of clients.
Then on the lower right of this screen, the Client Detail Management section is where
available facilities for managing client’s data are found.
Fields Description
Gender list Select from the list whether this client is male or female.
Client Type list Select here the appropriate type for this client.
Occupation list Select from this list the occupation for this client.
Club list If available select from the list the club to assign for this client.
Pref. Contact list Select from this list the desired contact medium (email, phone, sms, etc.) for the client.
No Marketing If this checkbox is ticked, this client won’t receive any marketing related communiqués.
Notes Write on this the necessary information you want to attach for this client in his/her booking
Title list Select from this list the title to address this client.
Recall Seq. Enter on this the number of interval days after the last regret booking for this client.
Is Prospect Tick this checkbox to tag this client as just a prospect client.
Fund Select from this list the available source fund of this client aside from cash.
State Select from this the state wherein this client is located.
Client No. Provide here the assigned code for this client.
DOB (dd/mm/yyyy) (Date Of Birth) Specify in this the date of birth of this client using the dd//mm/yy format.
Age This is automatically supplied with the client’s actual age based on the entered DOB information.
Category Select from the given list the classification to assign for this customer.
Corporate Indicate on this the Corporate Client from which this client is related to or affiliated with.
Points This is for viewing only showing currently garnered points of this client.
Referral Type list Select from the list the referral sources to whom this client learned about your business.
Referred By list Indicate here from whom the client got the information regarding your business.
Pref. Gender Select from this list the client’s preference for the gender of the staff to conduct the service.
Unavailable Time Enter here the time wherein this client is not available.
Next Recall Date Indicate in this the date upon which this client (with regret booking) will be contacted for booking.
Last Update This field shows the date from which this client detail is updated.
Weekly Visits Enter in this how often in a week does this customer visit the business establishment.
Eligible for Special When ticked, this client will be allowed to use a special payment type.
Payment Types
Emerg. Con. Enter on this the emergency contact number of this client.
Emerg. Ph. Enter on this the emergency phone number of this client.
To view the information of a certain client in the system perform the following:
1. Click Administrator > Clients > Client Select on the menu.
2. This brings up the Client Select screen. In displaying the list of clients to view/update perform
the following:
To show only those clients that fits to a set of criteria then click any of the filter buttons
(Surname, First Name, Card No., etc.) to use and type in the keyword for searching. Then
press the Enter key or click its equivalent button to execute the search.
To show all clients, just press the Enter key or click its corresponding button.
3. On the list of clients that will be displayed click the one to open then click the Client Detail
button to access the client’s information screen.
4. If performing an update on this client’s information, just provide the necessary changes in this
then click the Save button. Otherwise, click Close.
You may also take note of the following accessibilities provided in this screen that shows further
details of the client. Refer to the table on the next page for the description and use of these
facilities.
The following procedures show how a client’s history is accessed in this system.
1. Click Administrator > Clients > Client History to open the Client History screen.
2. You will notice at the top of this screen the different aspects of the client’s history in the
business. Click on any of these to view its information
3. As seen on the screenshot below the Client History screen also provides certain
functionalities that allow you to manage client transactions as needed. The following facilities
to manage client transactions are available in this screen.
a. Prevent A Certain Transaction From Being Banked (click Do Not Bank button)
b. Show The Details Of A Transaction (click Detail button)
c. Perform A Reverse Payment (click Reverse Payment button)
d. Implement A Service Refund / Item Return (click Refund button)
e. Print A Casual Client History Receipt (click Print Receipt button)
f. Print A Casual Client History Receipt To A Docket Printer (click Print Docket button)
4. Change A Payment Type Of Certain Transaction (click Change Payment Type button)
To access the Booking Details of a certain client the following should be carried out:
1. Click Administrator > Clients > Client Select on the menu. This brings out the Client
Select screen.
2. Press the Enter key or its equivalent icon in the menu. This will show all the clients in the
system.
3. On the list of clients that will be shown, select the one to view the active bookings then click
the Booking button on the right of this menu.
This will right away display the active bookings of the client wherein you can see its details and
application schedule.
Many companies allow certain of their commodities to be owed or paid later. This is very
common among businesses with established client memberships. In that they agree to this to
keep good customers patronizing their trade and also as a gesture of good faith to them. For
some however, they use this to keep their business going especially during those times with a low
income turn-out.
For whatever purpose it is adopted, owings or debts in the business have a certain advantage in
its operation. Fortunately this is available in the GSI System.
Some clients, however, that has more than one owings may prefer paying for these but not in full.
To this regard was the Multiple Payment facility is designed – to process selective partial
payment for the owings made.
As we have discussed before, a regret booking is an instance in the business when a certain
client decide to terminate a certain booking he/she was scheduled in due to certain problems
such as unavailability of staff, equipment, or room. This must be well documented in the system.
The Regret Booking facility in the Clients screen is created for this purpose. Through this the
company is able to asses the problem in the business and formulate measures to ensure that this
won’t happen again in the future.
This facility is the same as the Regret Booking facility in the Appointment Book screen. It follows
the same routine in documentation as it did in the previous one.
1. To open the Regret Booking screen in the Clients screen click Administrator > Clients >
Regret Booking from the menu.
2. A pin code entry screen will then show, prompting you to validate your access for the next
process.
3. This brings up the Regret Booking screen. Provide the details for the regret booking then
click the Save button to enter this into the system. (Refer to the screenshot above for details)
Another provision of the GSI System for the series type is that its services can be given to another
person to avail. That is if you have a series that has 5 services (5 series count) in it, you can just
indicate how many of these you want to transfer to the other client (for example 2 series count)
and these will be allotted to that person. Leaving you with what’s left (3 series count) from these.
Managing Stocks
In a certain business, stock items play a very important role in its operation. At the least, it has its purpose in the day to day function of
the office such as in its documentations, correspondence, filing and organization, etc. However, when we discuss Stocks or Stock
Items in this manual, we are referring to those items that are used in conducting services and those that supplement it as well.
As you have already known, the GSI System serves to cater service oriented businesses such as Spas, Fitness Centers, Health
Clinics, Hospitals, and such. On these trades, items are used as the prime resource in the implementation of its services. For most of
these they also offer their stocks as a commodity to extend their service to their clients. To this effect the stock items play an active role
in the operation of the business.
It is therefore important that an admin should have a proper oversee on its stocks: how these are being used, where these are
allocated, its quantity on hand and it’s ordering, etc. This is to ensure that the company’s stocks don’t go out of hand causing it to
impede the business’s operation as well as to maximize its use.
In this section we will be dealing with the ways stocks are being managed in the GSI System. The following topics are covered here:
Entering Stock Items
Adjusting Stock Quantity
Managing Stock Variance
Enabling Automatic Stock Control
Order Generation And Maintenance
Transferring Stocks To Another Branch
Distributing Professional Stocks
Printing Stock Barcodes
The Stock screen (accessed by clicking Administrator > Stock on the menu) hosts the different
facilities for managing stocks in the GSI System.
Although considered to be a setup procedure, the population of stocks in the store is the first
activity to be performed in implementing stock management. This is so since this process is
being done from time to time whenever a new stock is introduced in the business and because
the settings for these also determine how stock are being managed in the business.
This has been comprehensively discussed in Chapter 2 in the topic about the Stock List facility.
Click here to go to that topic.
Entering stock details in the system doesn’t mean these are already available for selling.
Specifying these into the system, just create the stock entity and not its availability. This is so
unless the necessary steps in providing the amount of stocks for the items are performed.
In another case, there are times that the need for adjusting the amount of available stocks is
needed, especially when reconciling the stock’s current inventory.
There are two ways of doing this in the system:
Using the Stock Adjustment facility in the Stock Setup screen (See the “Filling Up A
Stock” topic in Chapter 2: Setting Up Stocks section)
Using the Stock Variance facility (See “Variance” the next topic in this chapter Chapter 3:
Managing Stocks section)
Another important preoccupation of the admin in managing business is the tracking of its available
stocks. This need is well supported by the Stock Variance facility of the GSI System. This is
basically used to manage the difference between the actual stock count versus the system count.
Through this businesses will then be able to monitor their stock.
A certain feature of the system is its ability to decrement automatically the stock’s count once it is
sold or used in a treatment once enabled. We call this Automatic Stock Control.
In addition to this the system auto-detects when the number of available stocks is already in its
critical level as have been set in it, and generates an alert message to the admin user about it.
It will come to a point in time that the business’s stocks will be used up. If that happens you
should be able to determine the stocks to fill and how this is being processed in this system.
The following procedure demonstrates the manner by which these are done in the GSI System.
There are two ways by which items are reordered in this system:
Manually by entering the reordering of stocks directly in the Order List screen and
Automated as being generated via Reorder Level facility.
For this setup, however, we’ll be using the auto-generated reorder request (Automated
Reordering) in replenishing stocks.
As a pre-requisite for this implementation, the Automatic Stock Control feature must be enabled
together with the necessary settings that go with it (see previous discussion for details). Together
with this, simulated orders that exhaust a certain stock should be performed to auto-generate a
reorder request in the system.
4. A purchase order will then be created for this in the Order List screen. To go there click
Administrator > Stock > Order Maintenance from the menu.
5. Notice that in the left pane of this screen, a list of orders is being shown. Select the one to
process for ordering. Take note that the purchase transaction is done manually and not
covered in the system. However, you could generate an email message to the supplier for
your orders via a facility in this screen (clicking the Email To Supplier button).
6. To perform further adjustments to the order made click the Edit Order button. This in turn
will open the Edit Order screen as shown on the screenshot above. In this screen you could
perform either of the following editing activities:
a. Add A New Stock Item. To do so click the Add New Item button and in the form that will
show enter the details for the new item to include in this order. Click Save to enter this
into the system.
b. Change The Amount Of Items To Order. In performing this procedure just click the
Adjust Item button. Having done this just click the Save button.
When the necessary changes for this order has been made just click the Save button.
7. Upon receiving the items, click the Receive Items button to confirm this. Notice that the
Status of this order will now change from “Undelivered “ to “Delivered”.
8. This brings you to the next screen (Receive Items screen). Indicate in this the Quantity
Delivered amount if not delivered in full. Otherwise, just click the Deliver In Full button.
This finalizes the processing for this order. Just click the Close button on the Received History
screen of this order to proceed.
Checking the current count of the ordered stock will show that it has now been filled.
In managing businesses with branches, one of the issues that may frequently come up is when
stocks are getting spent. The immediate recourse is to order this right away from the supplier.
For most companies that have branches, the common immediate alternative for them is to just
transfer these stocks from other branches that have it.
When a certain item is assigned as a professional stock it will come to a point that the item will
eventually run out. If you enable the Automatic Stock Control feature of the system the
countdown for the available stock will be done automatically as determined by the unit amounts
used in conducting services.
However, there are companies that prefer to do this manually to keep a close track on its usage.
For this application a facility in this system is given to allow manual decrementing of professional
stocks. This is via the Professional Stock Control facility.
This system has also a facility to print bar codes for the products. Tagging stocks with barcode
allows these to be easily documented and sold. Via a barcode reader, selling of items can be
easily made.
For multi-branch businesses that run on a Remote Connection setup the need for constantly
updating the stock list of each branch is a usual part of the process to ensure consistency in their
stock list information per branch especially for the warehouse branch. Conducting this manually,
however, is indeed a very tedious task as it will be performed per stock for each department. With
the use of the Update Stock Across Branches facility this can be implemented quickly.
The following procedures demonstrates how updating the stock list of each or all branches is
carried out using the Update Stock Across Branches facility:
1. Still in the Stock screen, click the Update Stock Across Branches option under the
Management column.
2. As this screen shows indicate the branch or branches upon which the update will work. This
action brings up the Update Stock Across Branches screen. First, indicate in this the branch
or branches upon which the currently loaded stock list will be updated. You may want these
update for all branches by ticking the Choose All button.
3. Then indicate the Stock Type of the stocks to update by ticking any of these (Retail or
Professional checkbox).
4. Having done this, tick the textbox of the stock or stocks to update. Should you wish to update
all of the provided stocks in the list just tick on the Update All button.
5. When all of the mentioned steps are taken, click the Save button to proceed with the update.
What will happen then is that the selected stocks in the previous setup (as indicated by its stock
type and name) will be updated only for the selected branches.
Use the Stock Lookup facility to view the details of every stock available in the business, which is
in contrast with what the Stock Setup screen does, that merely shows all the stocks in the business
in a table format.
One of the most common problems of businesses is the losses due to spoilage of available stocks
through its expiration. This is especially true for those businesses that sells or use food,
medicines, and chemicals. These types of items have the tendency to degrade over time. For a
business to be able to cope with this issue an effective tracking of stock expiration should be
available for them.
In the GSI System, expiring stocks can be determined through the Expiring Stock By Date facility.
In determining stocks that are nearing expiration for a certain number of days do the following:
1. In the Stock screen, click on the Expiring Stock By Date option.
2. In the screen that will show, indicate the number of days from the current date upon which
items will expire in the No. Of Days field then click the Display button.
A list of items that will expire n days from now then be displayed together with its expiration details.
219
Managing Staff
It is very important for the business enterprise to have a good staff management system in order to keep its personnel in line with its
mission and vision as well as always apt to their tasks for the day. Through this the management is able to keep track of the
performance of each of its employee to provide them the basis on the necessary actions that should be taken to improve service and
business outcomes.
In the following discussions we will be demonstrating how a staff is being managed in the business using the GSI system.
Facilities in supervising company staff are found in the Staff screen (which is accessible by
clicking Administrator > Staff) under the Management column. In addition to this, certain setup
facilities in the Staff screen offer some sort of a staff management function as well.
We will be dealing on the use of these in managing the company’s personnel as we go along in
this discussion.
As we have already known, one of the first setup that must be carried out in the GSI System is the
assignment of access credentials of each staff in the business. This is to track user accesses to
the system and thereby ensure the safety and integrity of its data.
Depending on the preferred setup of the business in using the system, it may require that only
certain staff can use it, thus only these people are given with password.
A more comprehensive
discussion has been already
made regarding the setup of
the staff’s login credentials
in Chapter 2 of this manual.
For further details, please see the topic
Setting Up The Staff’s Login Credentials.
For the purpose of assigning a password to a certain staff, the following steps should be carried
out:
1. Before performing this setting, the staff to change or assign a password with has already
been given a pin code ID and with a password already been reset (See Setting Up The
Staff’s Login Credentials topic in Chapter 2: Setting Up The GSI System For Your
Business).
2. With this initial login credentials, the staff to set should access the system providing only
his/her user name (as entered in the Staff Setup screen).
3. As the system opens for this staff, go to the Staff screen by clicking Administrator > Staff
from the menu.
4. In the Staff screen click the Change Password link.
5. This opens the Change Password screen where the setup for the new password to use for
the currently logged-in staff is performed. If a Password Reset has already been carried out
for this staff, just leave the Old Password textbox blank; otherwise enter in this the
appropriate password. Then in the New Password and Retype Password textbox enter the
new password to assign.
6. Upon entering the necessary details for this screen click the OK button.
The most important staff-related management function of the admin is in taking into account the
right compensation of its staff for the hours worked they have rendered into the company. The
right appropriation of this determines the high morale of the company’s employees and the
smooth operation of the business as well.
As we have anticipated this need, this facility is also available in this business management
system.
The Staff Log Hours facility is used to check for the clock in/clock out time of the employees in
the company. This works hand in hand together with the Clock In/Clock Out facility. In that the
time entries made in the Clock In/Clock Out screen are being documented in this screen.
To check for the logged in hours of all the staff in the business, perform the following:
1. Go to the Staff screen (clicking Administrator > Staff from the menu) then click the Staff
Log Hours button under the Management column.
2. This action brings up the Staff Log Hours screen. To display the Log In / Log Out details of
every staff in the business for a set range of date, indicate this in it’s From and To fields then
click the Display button.
The login details of each employee in the company for a set date range will then be shown. For
further details on how the Staff Log Hours facility works in managing the hours worked salary
scheme check out the Clock In/Clock Out discussion in this chapter.
Another very handy tool that can be used in this system in managing staff is its facility for
sending/receiving messages. With this facility you’ll be able to establish communication to your
staff securely. Take note that this messaging facility is only available PCs that are linked by the
GSI System.
The Staff Roster is made to keep the manager informed on the scheduled services in a week. In
addition to this, this facility also allows editing so that adjustments on the schedules can be made
whenever these are needed.
This facility is commonly used as a quick way to edit a roster schedule of each staff in the
business.
This system, by default, uses the Staff Roster as the basis in computing staff wages. In this
system the staff is paid based on the services they have performed.
There are some businesses, however, that still follow the traditional means of compensating an
employee wherein a staff is paid based on the hours worked he/she has rendered in the business
as indicated by his/her logged time. On this type of wage setup, the company uses a certain form
of a Bundy clock machine or a regular time sheet to document employee time in and time out.
The GSI System also allows this type of salary scheme.
The following discussion demonstrates how this is enabled and used in this system.
Enable The Clock In/Clock Out Salary Calculation Method
As discussed lately, this system supports two methods of staff wage calculation: by Clock
In/Clock Out (hours worked scheme) and by Rostered Hours. For the Clock In/Clock Out
Scheme to work this should be enabled first.
1. To do this, go to the Branch Settings of the System Settings screen by clicking
Administrator > System Settings > Branch Settings.
2. In this screen click the Staff button to display the staff related settings of the system.
3. In the list of settings that will be shown, look for the Staff Salary Calculation Method, then
tick the “By Clock In/Clock Out” option. Click Save then Close to exit from this screen.
This now sets this system to use the Clock In/Clock Out Method in computing staff salary.
Logging In/Out
4. Open the Staff screen by clicking Administrator > Staff from the menu.
5. In the Staff screen, click the Clock In / Clock Out button under the Management column.
6. This will first require a Pin Code Entry screen to identify the staff to make a login. After
entering the appropriate pin code, the Clock In screen will then show.
7. In this screen click the Start Time button to initiate the working time of the employee if
logging in. Then click OK to acknowledge this. Perform the same step when logging out.
Managing Financials
Utilities for managing the business’s finances are found at the Financials screen under the Management column. As you may recall it
we have previously discussed the necessary settings to undertake in establishing the financial system of the company in this screen.
This time, however, we will be discussing the different ways to manage the company’s monetary resources using the facilities provided
in this screen.
Going to the Financials screen (clicking Administrator > Financials from the menu) you will
notice the different facilities in handling the company’s finances under the Management column.
The different facilities given here can be categorized into 4 distinct groups – mainly (1) PMS
Transactions Tracking, (2) Petty Cash Management, (3)Till Management, (4)Managing Banking,
(5)Managing Cash Book, (6)Tax Computation and (7)Tracking Owings. Grouping this together
with their respective categories we will have the following organization:
The entry for the petty cash requests are made at the Petty Cash Transactions screen as
conducted in the following manner:
1. Click Administrator > Financials from the menu. Then in the Financials screen click the
Petty Cash Transactions option under the Management column. (See screenshot on the
previous page)
2. In the screen that will show, enter the petty cash Amount to dispense and select the Reason
for this request.
3. With the necessary details for this petty cash request all entered, click the OK button.
This petty cash transaction has now been documented in the system. In most businesses this
requires further approval before being given. Refer to the screenshot on the previous page for
this.
Should there be any motion for changes on a previously entered petty cash request, either by the
applicant or by the one making the approval, the petty cash amount can be modified via the Edit
Petty Cash screen. Please take note that ONLY THE PETTY CASH AMOUNT CAN BE
CHANGED here.
To perform this do the following:
1. Open the Financials screen by clicking Administrator > Financials from the menu. Then
click the Edit Petty Cash option under the Management column. (See screenshot on the
previous page)
2. In this screen, select the petty cash transaction to edit then click its petty cash Amount. This
turns this field into edit mode where you can make the necessary changes on this.
3. Click Save for this new value to be updated.
Check out the screenshot on the previous page on how this should be performed.
With the necessary information already provided for the petty cash transaction and has been
approved, cash requested can now be handed over to the applicant. This finalizes the petty cash
transaction.
The money from where this should be obtained is commonly stored on a cash drawer (or till). As
you have known from the start, the GSI System is capable of handling hardware interfaces such
as an electronic cash drawer. Using the Open Cash Drawer facility in the Financials screen not
only mechanically ejects the cash drawer connected into the system but also allows you to
document this action. Through this, the manager can then track the cash disbursements made in
the cash drawer.
In performing this, take note of the following:
1. Go to the Financials screen (by clicking Administrator > Financials from the menu) then
click the Open Cash Drawer option under the Management column. This will immediately
prompt the user to enter his/her Pin Code.
2. Upon supplying the necessary code for this it will ask the user to indicate the reason (Select
Reason) for opening the cash drawer.
3. Selecting any of the reasons provided in the pick list and clicking the Open button will
automatically eject the interfaced cash drawer.
See screenshot on the previous page on how this should be carried out.
Till Management
A till is a logical representation of the cash drawer in the GSI system.
In our previous discussion of the Till we have taken up how these are defined in the system.
Having done this important task, we can now perform the necessary manipulations for this.
For a till to be used in the business, it must be opened for transaction. Although by executing the
GSI System, this automatically opens the Till before you are able to use the system. In this
process the following occurs:
1. The system will ask for the name of the till to open. Just select the necessary till to use.
2. Having done this, it will ask for the password. Provide the appropriate entry for this.
3. After this, the system will then ask for the initial amount to put in the till (as change for use in
transactions).
However, if for some reason the till hasn’t been opened (the till has just been created, the till was
closed, etc.), you could manually perform this by performing these steps.
1. Open the Financials screen by clicking Administrator > Financials from the menu. Then
click the Open Till option under the Management column. (See screenshot above)
2. In the screen that appears select the till to open then click OK.
This has the same effect of opening the till as can be observed automatically.
Linking to a till just reestablishes the previous connection you have to the till you have opened
earlier. This allows you to continue working on that till and still include the previous transactions
made into this before its interruption up to the time it was closed.
To link to a till after a break perform these steps:
1. Go to the Financials screen by clicking Administrator > Financials from the menu.
2. In this screen click the Link To Till option under the Management column.
3. This opens the Link To Opening Till screen. Select the till to link into then click OK to
execute this. (See screenshot on the previous page)
After doing this you will now be able to continue with what you have been working on with the
previous till and still get the summary of your transactions including those that have been made
before the interruption happened.
The transactions made to the till are being finalized upon its closing. In its execution a cash
reconciliation report will be displayed summarizing the activities of the till from the time it was
started. Through this the manager / admin is able to check the cash flows of the till and thereby
determine whether the actual amount sums up to what has been entered into it.
Closing the till is simply conducted in this manner:
1. Click Administrator > Financials from the menu to open the Financials screen.
2. In the Financials screen click the Close Till option. A Close Till screen will then appear
showing the summary of the cash flows to the till and its quantity on hand.
3. Click the Close button to turn off the currently opened till. (See screenshot on the previous
page)
By executing this, the system will then reset all the till transaction related variables to zero and will
render the till inactive.
Everytime a till is being opened a prompt for its initial value is shown. This required value will act
as a change whenever needed in the transaction. However, at the closing of the till, this will be
set aside to show the actual amount incurred in the business for the whole day.
If one wishes to change this, this is done by accessing the Edit Till Float facility. To do so follow
these steps:
1. The Edit Till Float facility is found at the Financials screen. To bring this up, click
Administrator > Financials from the menu.
2. Under the Management column in the Financials screen, click the Edit Till Float option.
3. By doing so, this opens the Till Float screen. Enter the amount to use as the initial till float
then click OK to apply this new setting.
This now sets the value for the till float to the amount you have just entered.
Banking Management
Due to its importance in the business, we have also included the different facilities of managing
your banking processes in this system. In the following discussions we will be dealing with the
use of these facilities in settling your banking needs.
Banking Run
The Banking Run screen sorts out the cash transactions of the business to their particular
payment types as identified by its set Run No. The cash transaction Run No. and its
corresponding payment type, is defined in the Payment Types screen. (Check out the topic
Setting Up The Payment Types in Chapter 2)
To prevent a certain
transaction from being
banked there is a Do Not
Bank option in the Client
History screen that allows
you to do this.
To access this facility, open the Client
screen by clicking Administrator > Clients
from the menu. In the screen that will open,
click the Select Client option.
This brings up the Client Select screen.
Indicate here the client upon whom the
transaction to process belongs. Then click
the Client History option.
In the Client History screen of the selected
client click the Do Not Bank button at the
bottom.
Accessing the Banking History screen allows you to view the details of the banking transactions
that have been made in the system. This is where all the cash transactions entered in to the bank
are shown.
Managing Taxes
As a government imposed requirement to everyone, and much more on a business enterprise, a
tax is one part of the company’s expense that must be properly managed and dealt with.
Due to the large sum of money being required on businesses for tax, the common practice of
companies nowadays is to distribute this burden to the consumer as well. Due to this taxes can
affect the price of the business’s commodities.
In the following discussions we will be dealing on how tax expenses are computed and being
applied in the system.
Tax Total
To compute the overall tax total of the company, the GSI System provided the Tax Total facility to
do this. This not only gives the business a thorough detail on the tax charges incurred but also it
provided different ways to generate this report either via an Excel spreadsheet or directly as a
printout.
To compute the Tax Total of the business on a given date range perform the following:
1. Open the Financials screen by clicking Administrator > Financials from the menu. In this
screen, look under the Management column then click the Tax Total option.
2. As soon as the Tax Total screen shows, indicate the start date (From field) and the end date
(To field) to compute the tax total of the business. Then click the Display button.
This will then generate the information on the fields provided for this screen based on the
time frame indicated earlier.
3. To view the details of the Tax On Billed Services, Tax On Billed Stock Sales, Tax Receipt
Services, and Tax Receipts Total, click its corresponding Preview Details button.
Likewise, click the corresponding Excel button if you need these details in Excel format file.
4. To print a summary for this tax total just click the Print button below.
There is a facility in the GSI System that allows you to check the current owings in the business.
This is through the End Of Month Statement Run facility.
Books
The management of cash books in the system begins in the creation of its books. Cash books
are created by accessing the Setup Books facility.
After the creation of the cash books, the next thing to do is to indicate the usual third party
companies the business is dealing with in its operation that involve cash transactions. This may
include those companies that provide utility services (such as electricity, phone connection, water,
etc.), partner businesses, and item suppliers (for your stocks, office supplies, etc.).
To perform these entries do the following:
1. Still in the Cash Book screen (by clicking Administrator > Financials > Cash Book), click on the
Third Party Companies option under the Setup column. See screenshot on the previous
page (steps 5 to7) for details.
2. This brings up the Company screen where we enter those companies that you constantly
transact businesses with. Just click the Save button after entering this into the system.
Having done this setup you have now created the companies recognized by the system to be
used in the cash books.
Account List
Following this, define the accounts to use in organizing the cash transactions in the business.
This is performed in the Account Code screen. To do this perform the following:
1. In the Financials screen go to the Cash Book screen (by clicking Administrator > Financials >
Cash Book) then click on the Account List option under the Setup column. See screenshot
on the previous page (steps 8 to 16) for details.
2. This opens the Account Code screen. In this enter the groups of the cash transactions that
constantly occur in the company by entering its Description, assigned Code and account
Type (Credit or Debit).
3. Having done this, highlight the account code group to define with specific cash transactions
then click the Detail button.
4. This action brings up the Details screen of the selected account group. Provide in this screen
the cash transactions commonly encountered in the company. When the necessary entries
for these are made click the OK button.
5. Next, set the tax to apply for the accounts. Going back on the Account Code screen, and with
the highlight still on the previously selected account group, click the Tax button.
6. This will immediately show the Tax screen. Select in this the appropriate Tax to charge for
the transactions under the selected account group then click the OK button.
Take note to perform these settings for all the account groups specified in the Account Code
screen.
7. When all the necessary settings are done in this screen click the Save button to update these
changes in your system.
With these settings you have now established the cash book you are going to use in the business.
The entry of the actual cash transactions in the business are carried out in the Account Book
screen.
To show the detailed account of the cash transactions documented in the system use the
Summary facility. This facility is commonly used in generating reports as well as financial
inquiries.
The management of gift vouchers in the GSI System is being provided in the Gift Vouchers
screen that is accessible by clicking Administrator > Gift Vouchers option from the menu.
In discussing how gift vouchers are being managed in this system we will be taking the following
steps:
1. Preparing The System In Using Gift Vouchers
2. Purchasing And Using Gift Vouchers
3. Managing Gift Voucher Usage
4. After specifying the client to make the purchase, you will then be brought to the Billing
screen. To purchase a gift voucher click the Gift Vouchers button from the list of commodity
buttons at the lower left area of the screen.
5. A screen will then be shown, providing a list of available gift vouchers being sold in the
business. Choose from any of these the one to buy by clicking it.
6. Then on the next screen that will be shown, indicate the quantity to order for the selected gift
voucher then click the OK button.
7. With the details of the gift voucher(s) to purchase already entered select the payment mode
to use to pay for this then click the PAY button. This brings up the Change Calculation
screen. Provide in this the details for its payment.
Refer to the screenshot above for further details.
8. With the gift voucher already paid, you will then be required to provide the details for these.
Provide the Beneficiary name (by clicking the Select From Clients or Enter New
Beneficiary button), and the effectivity date of the gift voucher (indicate these on the Valid
From and Expiry Date fields). Click Save when the necessary details for this gift voucher
has been entered.
9. Repeat these procedures for the rest of the gift vouchers that has been bought.
Having purchased a gift voucher, you can now use this in paying for a booking and stock orders
as well. We will now discuss how to use gift vouchers in paying for the commodities being
ordered in the business.
1. Perform a purchase or a booking. In the Billing screen, instead of using other means for
payment use the Gift Voucher payment method.
2. In doing so, the Gift Voucher Redeeming screen will show. Indicate here the Gift Voucher
Number. To check for the current amount of the gift voucher, click the Check button.
3. Click the Redeem button to use the amount in the gift voucher to pay.
4. Then click the PAY button to finalize this transaction.
The management facilities for gift vouchers are found under the Management column of the Gift
Vouchers screen.
Most of these facilities however are available in the Gift Vouchers Management screen. This
screen is accessible by clicking the Gift Vouchers Management option from the menu.
The first of the management facilities in this screen is the Mail Merge facility. This is used mainly
to generate a report for the selected gift voucher. Using a GSI template, this generates the
necessary Gift Voucher slip for the beneficiaries of gift vouchers.
In generating a Gift Voucher Slip using the GSI System perform the following:
Designing Your Own Gift Voucher Slip
The first and very important step in producing a gift voucher slip is the designing of its appropriate
template based on the business that you have. To do this perform the following:
1. Go to the directory wherein the original gift voucher template is found. The original template
is named as Spa XXX_GiftVoucher_Template.doc. This is a mail merge document file.
Using Screens Explorer go to the directory path C:\Program Files\Gumnut
Software\Gumnut System Client\MailMerge. (Check out the image below for this location)
2. In this directory copy the file Spa XXX_GiftVoucher_Template.doc on this location. (While
pressing the Ctrl key, click and drag the template file anywhere inside the screen.) This
ensures that if anything goes wrong with the editing of the template the original is still intact.
3. Modify the template copy according to the preferred design in your business. See the
screenshot below to give you an idea on what to do. For further details on how to edit a mail
merge document file please access the MS Word Help facility.
Comparison of the original gift voucher template document to the modified one which is being used in the business.
1. Open the Gift Voucher Management screen. Do this by clicking Administrator > Gift
Vouchers from the menu. Then on the screen that will open click the Gift Voucher
Management option under the Management column.
2. In the Gift Vouchers Management screen highlight the gift voucher to generate a notification
slip then click the Mail Merge button below. A message box will be shown informing the step
to carry out.
3. This action brings up the file dialogue screen wherein we indicate the gift voucher template
file to use. Looking at the same directory path where the gift voucher template file is found
(C:\Program Files\Gumnut Software\Gumnut System Client\MailMerge), highlight the
appropriate template file then click the Open button.
Following this, a Gift Voucher Slip is printed out.
If you want to change the beneficiary of a certain gift voucher, then use the Beneficiary facility in
the Gift Voucher Management screen.
1. Clicking the Beneficiary button in the Gift Voucher Management screen opens this facility.
2. It will first show the Pin Code ID entry screen. Enter your assigned pin code to validate your
access.
3. Having done this it will open the Client Select screen. Indicate in this the client to assign as
the new beneficiary for the selected gift voucher.
4. After this it brings you back to the Gift Voucher Management screen. Notice that the
beneficiary for the selected gift voucher has already been changed to the one you have
specified recently.
Mark As Redeemed
Marking the gift voucher as redeemed deactivates its use as well as removing it from this screen.
To set a certain gift voucher to be already used do the following:
1. Start by first highlighting the gift voucher to process, and clicking the Mark As Redeemed
button in the Gift Vouchers Management screen (which is accessed by clicking
Administrator > Gift Vouchers > Gift Vouchers Management from the menu).
2. Upon doing this it will show a pin code entry screen validating the access to this facility
followed by the display of its confirmation screen. Just click Yes on this to proceed.
After doing so, the selected gift voucher will no longer be seen in the list.
There are cases when you want to extend the use of a certain gift voucher beyond that of its set
expiration date. Many businesses resort to this kind of step especially when there’s a valid
reason for it.
The gift vouchers expiration date can be adjusted by using the Change Expiry Date button in the
Gift Voucher Management screen. Perform these steps in accomplishing this:
1. Go to the Gift Vouchers screen by clicking Administrator > Gift Vouchers from the menu.
In the widow that will open click on the Gift Vouchers Management option under the
Management column.
2. This brings up the Gift Vouchers Management screen. Highlight from the list the gift voucher
to adjust then click the Change Expiry Date button.
3. Before the Change Expiry Date screen appears you will be required to enter your pin code to
validate your access in this facility. Having entered the appropriate access code, a screen
will then show where the new Expiry Date is to be entered. Specify the preferred date for its
new expiration then click the OK button.
With this setting you have now extended the expiration date of the gift voucher.
Search
Viewing the gift voucher in the store allows you to check its current status as well as keep you
informed on its details. Since this is actively being used in the business its tracking is necessary
to determine whether it is still available for use or if enough credits are still obtainable in it to
suffice as payment.
To show the details of a certain gift voucher perform the following:
1. Open the Gift Vouchers Management screen by clicking Administrator > Gift Vouchers >
Gift Vouchers Management from the menu. Then in the screen that will open click the
Search button. (Refer to the screenshot above on how this should be done.)
2. This action displays the Gift Voucher Search dialogue screen. Enter in this the Gift Voucher
Number to view. This generates the details of the indicated gift voucher.
3. Click Close to exit this screen.
Another very helpful facility for managing gift vouchers is the History facility. With this facility you
can review the information regarding the gift voucher’s purchase and usage.
In reviewing a gift voucher’s usage do the following:
1. Click Administrator > Gift Vouchers > Gift Vouchers Management from the menu. This
brings up the Gift Voucher Management screen. In this click the Search button. (Refer to the
screenshot on the previous page on how this should be done.)
2. This action displays the Gift Voucher Search dialogue screen. Enter in this the Gift Voucher
Number to view. This then generates the details of the indicated gift voucher.
3. Click Close to exit this screen.
Delete
Inquiry
This facility is just the same as the Search facility that we can access in the Gift Vouchers
Management screen (accessible by clicking Administrator > Gift Vouchers > Gift Vouchers
Management).
Please refer to the Search facility discussed on the previous page for the details.
On our discussion regarding membership and clubs implementation using the GSI System we will
be adopting the following steps:
1. Joining Members
2. Managing Memberships & Clubs
3. Generating Reports*
Take note, however, that as a pre-requisite in this discussion the procedure on how memberships
are created and setup must already been performed and understood by the admin user. It is our
urgent advice that this should be done first.
As already been discussed, the facilities for managing membership and clubs are found at the
Membership & Clubs screen which is accessible by clicking Administrator > Memberships & Clubs
from the menu.
Joining Members
With the establishment of the membership scheme, you can now accept memberships from your
clients. Memberships are bought by the clients for them to be joined.
The following discussion demonstrates how this is done in the GSI System.
1. Just like any commodities of the business in this system, memberships are sold through the
Appointment Book screen. To go to this screen, click Booking > Appointment Book
option from the menu.
2. The Appointment Book screen will then be shown. In this screen click the Sell button on the
menus on the left. Check out the screenshot above for this.
3. This action brings up the Client Select screen. Select in this the client to activate as
member by showing the list and clicking from this the client.
4. The system will then immediately bring you to the Billing screen. To purchase a
membership click the Membership button.
5. The selection for the offered memberships of the system will then show. Just click on this
the membership to buy.
6. Next, select from the list of payment types the one to use for paying the membership to join
to. For this example we will be using the regular Cash payment type then click the PAY
button.
7. This will in turn show the Change Calculation screen. Indicate the given amount by the
customer in the Payment Tendered textbox then click the Change textbox to show the
amount of change left. Once this change is handed over to the client, click the Give
Change button.
If the customer gave an exact amount, just click the Exact Amount Paid button.
8. After this, the Membership Information screen of the selected client for this membership will
be shown. Provide the required information for this as described in the table below.
9. Click the Close button when finished.
The selected client has now been given a membership status in the business. It now depends on
the membership that client has chosen what privileges are available for them. See screenshot
below for further details
To check which client has now been included as a member in the business, go to the Client
Select screen (Administrator > Clients > Select Clients) and view the list of all clients in it.
Check the ones that have assigned Membership No. These are the ones with membership
status in the establishment.
Members List
Regular memberships are basically tracked in the Membership List screen. Take note that
corporate members are not shown in this list.
In using Membership List to track current member’s status take note of the following steps:
1. Click Administrator > Membership & Clubs option from the menu to open the Membership
& Clubs screen. In this click Members List under the Management column.
2. This brings up the Member List screen. In this screen, to generate a list of members in the
business indicate the Membership Type to view then click the Display button.
If you want, however, to display specific member information, enter either its Membership
Number or Card Number to its corresponding fields in this screen then click its Search
button.
3. To show the details of a certain member in the list, highlight a member then click the
Member Detail button.
Upon doing so the Membership Detail screen of the selected member will be displayed.
Perform the necessary updates for this and when done click the Save button.
4. You may also need to generate a membership card in the Member List screen. Just click
the Print Card button for this facility to open.
Likewise, if you want to print membership detail information of a selected member here just
click the Mail Merge button.
5. To exit from this screen, click the Close button.
A certain membership type can become a corporate membership if in its definition in the Setup
Membership screen the Corporate checkbox is enabled.
If you set certain memberships to be a corporate membership and you want to show the list of
members belonging to these, view this in the Corporate Membership screen.
Recurring payments or constantly repeating payments (like regular payments for utilities, credit
cards, and for this system’s membership fees) is a very tedious and complicated task to handle
manually. With the inception of the direct debit system for processing recurring payments, these
can now be easily managed.
Follow these steps in conducting membership fee payments using direct debit in this system.
1. To display the list of members that are scheduled for direct debit, go to the Membership &
Clubs screen by clicking Administrator > Membership & Clubs option. Then click the
Members Direct Debit option under the Management column.
In the (Members Direct Debit) screen that will open, provide the details for the DD Company
and Run Date fields then click the Display button to show the list of members with these
criteria.
2. From the list of members that will be shown, highlight the one to process. If you wish to
display the details of the currently selected member just click the Member Detail button.
3. To process the selected client for direct debit just click the Generate button. Then on the
confirmation screen that will be shown just click Yes. (See screenshot above)
In doing this, the selected membership account will now be transferred into the Pending screen
wherein the members for direct debit are consolidated and is generated as a record.
4. To view this consolidated list of members for direct debit go to the Pending screen by
clicking the Pending tab.
5. Then generate this direct debit record as a file. To do this, click the Export button. This will
be used by the bank to process collections on the member’s accounts included in this list.
Check out the screenshot on the next page for further details.
This file will then be handed over to the bank. In return, the bank will generate a file showing the
result of the direct debiting made on the members accounts. This will be used in the GSI System
to document and follow-up member’s direct debit status.
One privilege that most companies will give to bona fide members is a provision of a locker to
keep their things while undergoing services or treatment. This system also incorporates a facility
in tracking locker allocation and usage in the business. To use this perform the following:
1. The facility for managing lockers is accessible by going to the Membership & Clubs screen
(clicking Administrator > Membership & Clubs) and clicking in it the Locker Management
option.
2. This brings up the Locker Management screen wherein shows the list of currently allocated
lockers to members.
To assign a locker to a certain member just click the Allocate button. This automatically
shows the Client Select screen where you indicate the client member to allocate a locker
with. Following this the Allocate Locker Keys dialogue screen opens. Select from this the
available Locker Key to set for the selected client member then click Save.
In checking out a locker allocation of a certain member just select the member from the list,
then click the Return button. A confirmation prompt will be shown. Click Yes on this to
proceed with the deallocation of locker on that member.
If one wishes to view the memberships that are currently entered in the business use the New
Memberships facility to do this. To carry this out do the following:
1. Open the Membership & Clubs screen by clicking Administrator > Membership & Clubs
from the menu. In the screen that will open click the New Memberships option.
2. This action opens the members Direct Debit screen. To show memberships on a certain
period of time, indicate its From and To dates. You may also specify which DD Company
is processing the direct debit for these memberships to narrow down the list. When the
necessary criteria for the listing is provided, click the Display button to execute the display.
This facility doesn’t only put into view the new memberships in the business but generally
any memberships that have been enrolled so far. This is through the set date range here
that you can view almost any memberships you wish to track in your business.
3. To manage a certain membership’s account, highlight from the list the member to manage
then click the Member Detail button. This will then show the Client Details screen of this
member. Click on the right the Client History button.
4. The Client History screen for the selected member will then come into view. Click in this the
Membership button to show this membership’s history screen. Notice the different tools
here in managing a certain member’s account.
To extend the expiration of a certain membership click the Extend Expiry Date button. In
the dialogue screen that will open indicate the new expiration date at the Extend To field.
If you wish to set the membership to be not expiring, tick the No Expiry Date checkbox.
When the required settings are all entered click the Save button.
To suspend a certain client’s membership (disabling the member’s privileges) click the
Suspend button. This opens the Suspend Membership screen. Indicate in this the range
of date upon which this membership’s suspension will take effect in the Suspend From
and Suspend To fields. If you also wish to terminate this membership’s expiration
extension just untick the Extend Expiry Date checkbox, otherwise, provide the details for
this. Refer to the screenshot on the next page for details.
To set the currently selected member as a part of a corporate membership, click the Join
Corporate button. This brings up the Corporate Membership screen as shown in the
screenshot above. Click from the listed Corporate Membership the one upon which the
selected member will be joined into.
If you want to remove this member from a corporate membership just click the Drop
Corporate Membership button.
5. When all the necessary settings for this screen are entered click the Save button to make an
update for all the changes made here.
The common problem in processing a direct debit for membership fees is the lack of necessary
information in the membership details (especially bank details) that are very important in
conducting bank transactions upon which this will be carried out. By accessing the Missing
Membership Direct Debit Details screen this can be easily tracked and properly dealt with.
4. In the Client History screen, click the Membership button to show this client’s membership
history. In this membership’s details check the availability of these information:
Membership No. Expiry Date Payment Schedule DD Company
Joined On Minimum Period DD Start Date Alt. DD Start Date
Service Discount Direct Debit DD Amount Alt. DD Reason
Stock Discount DD Next Run Payment Method Alt. DD Reason
Alt DD Amount Alt DD End Date Account Holder Account No.
BSB Code Account Expire
Take note especially of the account details (in bold characters) of the member. Without
which direct debiting will not be carried out.
5. To enable editing on these details, click the View button. You will then be prompted to enter
your pin code. Just provide the appropriate input for this then click the Edit button. A pin
code entry will again be shown.
6. After this series of transitions it will then allow the editing for these details. Provide the
necessary account details for this member then click the OK button. Click Save to update
this into the system.
With the necessary details for the direct debit processing already provided you can now
proceed with the direct debiting for these memberships.
Managing Marketing
As one very essential process in the business, Marketing takes a very important concern in the operation of business. In that this takes
up the bulk in the task of creating business among the people. Through the operation of marketing, sales are incurred in the business.
That’s why we integrated a facility in the GSI System that provides tools that are needed in the effective accomplishment of this
process.
The work of marketing consists primarily of Information Management and Communication. The
bulk of the work of the marketing department is more on the management of its client information
which includes Client Search And Tracking, Client Demographics And Trending, and Reporting.
In addition to this, communication is another vital task that marketing is engaged with. Through
this, the business is able to widen its area of influence as well as establish good customer
relationship.
That’s why we have integrated in this system the necessary management tools, as shown on the
screenshot below, to facilitate these tasks more efficiently in one’s business.
The most common occupation a marketing department does is processing the available data it
has to formulate strategic approaches in improving sales condition. Through this the manager is
able to determine business trends as well as create feasible solutions and decisions. With the
aid of GSI’s Marketing List Generator this work is simplified.
Having generated the needed queries and lists to use, produce the list by accessing the Display
facility.
The generated Marketing List can also be exported or transferred to another system and likewise
be printed.
Communication
Communication plays a very important role in the work of marketing. To this effect we have also
integrated certain communication tools in this system. Media for sending such as Regular Mail,
Email and SMS (Text Message) are provided here.
We will now deal with the different tools provided in this system to communicate with the clients.
Mail Merge
One very common communication media used in the company is a regular mail (also known
nowadays as "snail mail”). In a printout form, you can inform, inquire, as well as deal issues with
the clients through the mail.
In addition to this, with this system’s facility, you can perform correspondence work on many
clients fast and easy with its adoption of the Mail Merge system in generating multiple letters.
Through this system, you can generate multiple documents (such as letters, reminders), of a
certain format to be given to more than one recipients.
Another media that you can use to communicate with your clients in this system is the email.
Instead of running another email service application to send messages to the clients, the GSI
System provides its own email service to conduct this without the need to exit here. Aside from
this, it has certain features that allow bulk sending and messages can be in an HTML format as
well.
Small Messages System (SMS) or text messages that are currently used on mobile phones are
another communication media by which the GSI System employs in this system.
To send a recurring correspondence such that messages are automatically sent to selected
clients periodically (either daily, weekly or monthly) perform the following:
1. In the Marketing screen, click the Scheduler option.
2. Then in the scheduler screen that will appear, click the New button to initiate the creation of
a new marketing schedule.
3. On the screen that will show, assign a name for this new schedule. Then select the Query
from which this marketing schedule will be based.
Specify the Start Date and End Date of this correspondence schedule.
Indicate also how often (Daily, Weekly, or Monthly) this scheduled correspondence will
occur, the medium by which this would be sent (SMS or Email), and how many times will
this occur (1 week, 2 weeks, etc.)
4. With the details already supplied in this screen, click the Next button.
5. In the next screen that will be shown, provide the details for its messages. Click Next when
this is done.
6. Following this, a prompt screen will open asking how often this task will be performed.
Select the needed settings for this then click Next to proceed.
7. This process ends with the confirmation screen that describes the created marketing
schedule. Click Save to finalize this setup.
8. With the Scheduler screen still up, clicking the Description button to view the description of
a selected marketing schedule, highlight the schedule then click the.
9. Likewise, clicking the Audit Log button for a certain marketing schedule shows the report
on the activities made in the Scheduler screen.
Chapter 4
H. Selling
I. Whole Sale
J. Café/Restaurant POS Transaction
K. Retail POS Transaction
Managing Bookings
L. Room Booking
A nd PO S
GSI System© User Guide
Managing Bookings And POS
It is a common setup for businesses which cater services to include bookings. Booking by definition is scheduling the services of the
business for reservation. Through its use it sets in order the demands for certain services that are being offered in the business.
A sound and systematic approach in dealing with the bookings is necessary to keep everything running smoothly in one’s business.
As the main facility in the GSI System, the Appointment Book screen is where all the daily
activities of the business happen. This is where you manage the schedule of services in the
business as well as its other transactions. On a service oriented business the appointment book
is a very busy area of the system.
On the following discussions we will be dealing with the different activities that are involved in
appointment booking using the GSI System.
Clicking the Appointment Book option under the Booking menu (Booking > Appointment
Book) opens up the Appointment Book screen.
Regular Service
We’ll start with the booking of a regular service. The regular service is usually availed by the time
it was booked although can also be availed for future booking. Considered to be the basic type of
service in the business, this service comes as a single product only, unlike other types. However,
you can book as many services that you want in just one booking.
The following discussions give account on how this is being performed in the GSI System.
Making A Booking
The first part of the booking is in its application. In entering this into the system perform the
following:
1. Go to the Appointment Book screen by clicking Booking > Appointment Book from the
menus.
2. In this screen, click the preferred time slot of a particular staff wherein you want a requested
service to be booked. You should take note, however, that if the selected service for this
booking is not a speciality of the selected staff, this will be booked to an appropriate staff
instead.
3. In doing this, a menu will then appear providing you options to perform in the selected time
slot. Click on the New Booking option.
4. Having done this you will be required to enter your pin code (as assigned by the branch
administrator, manager, or system administrator, etc., whoever is responsible for this).
5. Entering the required pin code immediately brings you to the Client Select screen where you
identify the client to whom this service will be provided. Just select from the list the client to
use if the client data has already been entered into the system (a registered client). To show
all registered clients in the system just press Enter upon opening this screen.
For this example, however, we will be simulating a new client ordering a service in a Spa
business.
6. Click the New Client button at the menu below.
7. In doing this you will be again required to enter your pin code.
8. Having done this, it opens a blank Client Details screen where you enter the information for
the new client. Provide the necessary information for this new client as described in the table
on the next page.
9. Upon finishing this, click the Save button.
10. This is followed by another screen where the services to be booked will be entered. Click the
Services button at the menu on the right.
11. On the screen that will open select the service to book by clicking this. This action will show
a menu. Selecting the name of the service in the menu allows you to select further from the
list. Do this repeatedly until the desired services to book are entered. When the necessary
services are already entered click the Save option.
12. You will then see the status of the services that has been ordered for booking. Just click the
Book button below to finalize this.
This brings you back to the Appointment Book screen. You will notice here that a certain service
has now been scheduled for implementation.
Once a service is booked, the next step in this process is for this to be conducted at the appointed
time it was scheduled. In most cases, however, these are booked and availed by the customer at
the same time and day. This is especially the case among walk-ins.
6. After providing your pin code for accessing the next facility, the Billing screen will appear. On
this select the payment type to use by the client in paying for the service. For this example
we will use the common Cash payment type. Then click the Pay button at the lower right of
this screen.
7. This brings up the Change Calculation screen where you will provide the actual amount
paid by the client. If the client gives an exact amount that is required for the availed services
just click the Exact Amount Paid button, otherwise, enter the given amount by the client and
click the Change textbox to show the remaining change for this payment.
8. Click the Give Change button after handing over the client’s change to finalize this
transaction.
With all these steps performed you have now closed this booking transaction. Noticed that in the
Appointment Book screen the scheduled booking will now have a $ (dollar) icon indicating that
this booking has already been paid. (Check this out in the screenshot on the previous page)
You should also take note that this booking remains displayed on the screen for the rest of the
day to allow the manager to check the activities of the business within the day. The Appointment
Book will be cleared in the following day giving you a clean slate for booking a new transaction for
that day.
Day Packages
A regular service is just one type of service that can be booked in the GSI System. This system
caters to more than just one type. Having recognized the infrastructure needs of most businesses
we have also included the management of these other types in this business system:
Day Package
Destination Package
Series
Class
Facility Service
For this discussion, however, we will start with the booking of a Regular Package type of service.
In the previous chapter, we have discussed what a service package is. That it is a type of service
consisting of more than one service that can only be administered in a day. This is also
commonly known as a “Day Package” for some.
To limit the clients displayed
in the list use the search
filter utility provided in the
lower right corner of the
Client Select screen.
In using this just click any of the criteria
buttons to use for searching (Surname,
First Name, Member No., Invoice No.,
etc.) then enter the keyword to search for.
Execute the search by pressing the Enter
key or clicking its corresponding button .
At this point of our discussion we will be demonstrating how a day package is booked in the GSI
system.
1. In the GSI screen click Booking > Appointment Book on the menus to open the
Appointment Book screen.
2. To initiate the process of booking click the time slot of the preferred staff for the service you
intend to book. On the menu that will show select the New Booking option.
3. This action will prompt you to enter your assigned pin code in performing the next activity of
this procedure.
You will then be brought to the Client Select screen. Just press the Enter key or click the
symbol to show all the registered clients in the system then select from this the client where this
booking will go.
4. Having done this, the Booking Selection screen will then open. In this, click the Package
button. Just select the package service to book from the list that will be shown in this screen.
5. When all the package services to book are already entered, click the Book button below.
Notice in the Appointment Book screen that the package service has now been booked.
Processing a day package service is exactly the same as with processing a regular booking.
Refer to the previous discussion “Processing A Regular Service Booking” for details.
Destination Package
Another type of service that can be booked in this system is the Destination Package. We have
known on the previous chapter that in comparison to a service package, the destination package
is set to be utilized on more than one day. But this has specific days upon which this is to be
used based on how it was set.
6. This will right away opens the Booking Selection screen where services to book are entered.
However, you will notice that for each set schedule (day offset) of the components of the
destination package being selected, a booking entry is made.
That is if the destination package has two days offset schedule (1 and 3) then these results
with two booking entries. This is much different from the regular package services wherein
components are only booked once.
The resulting booking will end up as a two-day service as shown on the screenshot below.
Processing A Destination Package Service is exactly the same as with processing a Regular
Booking. Refer to the previous discussion “Processing A Regular Service Booking” for details.
Series
Another package type of service that can be booked in the GSI system is the Series package
service. Series packages just like the previous service packages may consists of two or more
services. However, this type of service package is distinctive from any of these in many ways
such as the following:
Series packages are purchased first before it can be booked.
Series packages can be availed anytime as the client preferred as long as it is within its
coverage date (before the expiration date).
To this effect the series product undergoes a somehow different approach in its booking in
comparison with the regular services. Such that it takes two stages in booking this service type.
Purchasing A Series
The first stage of booking a series is in its purchase. A series cannot be booked unless it has
already been bought.
4. This brings you to the Billing screen where the series item can be sold. Just click from the
commodity buttons on the lower left, the Series button.
5. This action will show the available series services in the system. Just click the one to buy.
6. Following this the details screen of the selected series will then show. Enter in this the
necessary settings for this series; otherwise, just click the OK button.
7. This will then show the purchase detail of the series that has been bought in the middle of the
billing screen. In paying for this select from the list of payment terms being shown the one to
use for paying this order. For this example however, we will use the Cash payment term.
Then click the PAY button.
8. On the Change Calculation dialogue screen that will open, enter the amount being handed
over as payment for this series. Then click the Change textbox to show the resulting change
for this transaction. You could also just click the Exact Amount Paid button if the client is
paying the same amount as required for this series.
9. To finalize this purchase transaction click the Give Change button after giving the client’s
change.
With this process a series service has now been purchased. Therefore, this series can now be
booked for use.
Once a series is purchased it can already be booked. The process of booking a series somehow
follows the same steps that we did for a regular service and service package. However, there
won’t be any charges that will be shown to the client as this has already been bought. This
process will only schedule the series component for use.
4. In the Booking Selection screen, click the Series button of the menu on the right.
5. Doing this will show the purchased series services of this client. Click the series to book.
6. Following this, a screen showing the services included in this series is displayed. Just select
the one to book then click the Book button. (See screenshot on the next page)
7. This brings you back to the Appointment Book screen where you can see the service
component of the series that has been booked.
With the series service already been booked the next procedure to perform is in its availment by
the client. Processing a series for usage in GSI System is somehow similar with a regular service
booking. That is it follows the regular Confirm - Confirm Arrival - Pay process. The only
difference, however, is that there is no more payments to be collected in this since before a series
is booked it has to be purchased first.
Due to this, a declaration of another payment type to use to accommodate the billing process is
needed. As a recommendation the declaration for this should be done first.
1. Open the Financials screen by clicking Administrator > Financials from the menu.
2. In this screen click the Payment option under the Setup column.
3. This shows the Setup Payment Types screen. Create in this the “Series Redeem” payment
type by keying it in to the available slot provided. Use the Other payment type group for this.
You may also tick its corresponding No Tax and Not Revenue checkboxes to see to it that
this will not incur payments in the billing.
4. Click Save to enter this information into the system.
With this already declared into the system, you can now proceed with the processing of the series
booking.
In processing a certain series booking for usage follow these steps: Processing a certain
booking for billing does not
5. Open the Appointment Book screen by clicking Booking > Appointment Book from the actually incur payments to
menu. the customer, as it has
already been paid, but
6. To make a confirmation of the booking look for the booking to process then click it. On the rather just to close the processing of this
menu that will show click the Confirm option. Notice that a check icon will be displayed to booking which is necessary in reports.
tag this booking as already been confirmed.
Once the client arrive for the booking, declare this status by first clicking the series booking
on the Appointment Book, then clicking the Arrival option on the menu that will show. In the
screen that opens, just click the Arrive button. This will in effect tag this booking with a
smiley icon indicating that the client to avail this booking has already arrived.
7. Upon the implementation of the service, to “bill” the client for this booking, click once again
the booking. This time click the Pay option on the menu that will show.
This will in turn opens the Billing screen. Notice that in the Series textbox provided here, the
series product and its current component count are indicated (e.g. Regeneration Series (2)).
Upon payment this series count will decrement indicating that a certain service component in
the series has already been used.
8. On the payment options provided notice that the Series Redeem payment type is now
available. Click this then click the PAY button which then closes this transaction.
In the Appointment Book screen notice that a $ tag is now available indicating that the previous
booking has already been paid. (Check out the screenshot on the previous page on how this
looks.
Class
We have known already that a Class is a service that is availed by more than one client at a
certain point of time. Compared with a series, a class by itself is basically not pre-paid and has to
be enrolled for it to be booked. Although if linked to a series this can be pre-paid.
In the following discussions we will be dealing on how a client is being booked for a class service.
Scheduling A Class
With a class already been scheduled, it is now ready to accept participants. Take note that the
number of participants in a certain class depends on the amount of Capacity given on its settings
(check out the discussion Setting Up The Class Service in Chapter 2 for further details).
On the following discussion we will demonstrate how clients are being booked for a certain class.
1. On the Appointment Book screen, click the scheduled class to enroll with. Then on the menu
that will show click on the Manage/Pay Class option.
2. This action opens the Class Attendance screen where a particular class is managed. Click
the Add Client button to enlist attendees to the currently selected class. This at first prompts
you with a pin code entry. Upon entering this, the Client Select screen will then open.
3. To show all registered clients in the system press Enter or its corresponding icon in the
Client Select screen. Then click the client to include in this class service.
This adds this client in the Class Attendance list with an “Unpaid” status. This is manually
changed by clicking it and selecting from the list that will show the appropriate status.
The next and final step in the class booking is in its utilization and payment. Processing of a class
service follows a somehow different approach unlike that of the other types.
We are now going to demonstrate how this is implemented in the GSI System.
1. Open the Appointment Book screen by clicking Booking > Appointment Book from the
menu.
2. Click the scheduled class to process bookings. On the menu that will show click the
Manage/Pay Class. This brings up the Class Attendance screen. (Check the Appointment
Book screenshot on the previous page on how to do this.)
3. In the Class Attendance screen, select the client to process the booking for this class.
4. Set the status of this client to “Confirm” (click on the booking then select the Confirm option
from the menu) to indicate that the customer has already confirmed to attend on this booking.
5. Once the client shows for this booking, tag this client’s booking to “Arrive” (click on the
booking then select the Arrive option from the menu).
6. After this, process the payment for this class by clicking the Pay button.
7. A pin code entry will be shown. After providing the appropriate entry for this, you will then be
brought to the Billing screen which will then display the amount charge for this class service.
8. Select from the list the payment type to use for this class then click the PAY button.
9. Another screen will appear as a result, where you enter the payment for this service. Enter
the amount for payment to the Payment Tendered textbox then click the Change textbox to
show its change. Then click the Give Change button to close this transaction.
Notice that when you get back to the Class Attendance screen the client booking that has been
processed will now have “Paid” status with it.
By default, classes are conducted as a one time session. However, if you want to create a class
that will run for a number of days or sessions you will need to declare this as a Multiple Class.
Multiple Class is just a regular class booking that is extended to a number of days. It is
necessary therefore, that a regular booking must be made first. Having done this initial step, book
a certain client to a multiple class by performing the following procedures:
1. In the Appointment Book screen (Booking > Appointment Book), click on the class booking
to enroll a client for multiple classes. In the menu that will show click the “Add Client For
Multiple Class” option.
2. This opens the Client Select screen where we indicate the client to apply for this class
booking. Just press the Enter key or its corresponding icon in the form then click the client to
book on the list that will show.
3. Following this another form will appear showing details for this class. Just indicate the Room
to use for this booking by clicking the adjacent Select button on its textbox. This will show
another form where the room to use for the booking is specified. Just click Save to enter this
into the system.
4. After this the Multiple Booking form will then show. Just indicate on this how often the
classes will be conducted (its frequency (Every), unit of time (Day/Month) and the number of
times it will be conducted (For). Click OK when done.
5. Depending on the number of times entered in the Multiple Booking screen, the Select Class
screen will then show to indicate the class to use for the successive bookings. That is if you
have specified 3 times on the Multiple Booking screen, the Select Class screen will then
appear 2 times to book the selected client for the successive class schedule.
Once this is through you can then notice these bookings on the successive days in the
appointment book.
Facility Service
A Facility Service as we have mentioned before, is a type of service that doesn’t require a staff
to implement. Actually, the commodity here is not the actual service, but rather just the use of
certain facilities of the establishment like the swimming pool, audio/visual room, gym, sauna room
and such.
Let’s see now how a Facility Service is being booked in the GSI System.
1. Open the Appointment Book screen by clicking Booking > Appointment Book from the menu.
2. In this screen, click the Facility View, to give you a different perspective of the appointment
book based on the facilities available in the business.
3. With this setup, click the time slot of the facility to book then select the New Booking option
from the menu that will show. A pin code entry pop-up will appear to validate your access to
the next operation.
4. Upon entering your pin code, the Booking Selection screen will then open, for you to select
the facility to book. Just click the Service button to show the list of available facilities in the
business.
You will then see the resulting booking for the selected facility in the Appointment Book screen.
Facility service bookings are processed in the same way we did for the Regular Service and
Service Package. The only difference is that this booking is found under the Facility View of the
Appointment Book unlike other service bookings. To this effect we also process this type of
booking in this view.
1. Go to the Appointment Book screen (Booking > Appointment Book).
2. Switch to Facility View by clicking its corresponding button.
3. Click the facility booking to process then select the Confirm option. Do this if your client
already confirms to show for this booking.
The facility booking will now be tagged with a check icon to mark it confirmed.
4. To declare that the client has arrived at the destined time of the booking, click the facility
booking to process once more then select the Arrive option.
Notice that the facility booking will now have a smiley icon appearing on it, declaring that the
client had already appeared for this booking.
5. Having undergone the required service for the booking, the customer will be charged for this.
To perform the processing of the payment for this booking, click again the facility booking
then select the Pay option.
6. You will then be required to enter your pin code id into the system. Just provide the required
details for this.
7. Having done this the Billing screen opens up. This shows amount to pay for the selected
booking. Just select the payment type to use for this transaction then click the PAY button.
In the Appointment Book screen, you will notice that the booking is now tagged with a “$” (dollar)
symbol on it. Indicating that the booking has already been paid.
Booking Operations
Aside from the regular implementation of the bookings and other transactions in this system there
will be a time that certain procedures such as cancelling a booking, rescheduling of a booking, a
refund, and such will be needed.
To this effect we will now be dealing with the different booking operations that can be
implemented in the GSI System.
It is very usual that you want to determine whether the customer has an active booking aside from
the current one that he/she has.
This is especially needful, if the client is undergoing a certain treatment that requires a time
allowance before undertaking it. Moreover, for the receptionist it is also important to be informed
of the clients’ active bookings, to advice them regarding these.
For this purpose, we will now discuss on how to verify the client’s active bookings in GSI System.
1. On the Appointment Book screen, click an active booking of a certain client. On the menu
that will appear select the All Bookings option.
2. Clicking this will show the Booking Details screen where the active bookings of the selected
client are displayed. Take note that this will only show current bookings onward. Previous
bookings cannot be viewed here.
On this screen you can choose to show his/her bookings for the current day by clicking the
Today button or show all the bookings he/she has by clicking the All Days button.
To determine nature of each of the listed bookings, just select any of these then click the
Details button.
3. Just click the Close button to exit from this screen.
It is often that a request for cancelling a certain booking is raised either by the customer or by the
staff itself. This feature is also supported in this system.
In comparison with booking cancellation, deleting a booking totally scraps the whole transaction
which may be due to incorrect posting or erroneous transaction.
Once an appointment is
deleted, this is being
documented in the system
in a report.
To view this report, open the Appointment
Book screen by clicking Administrator >
Appointment Book. Click in this screen
the Standard Reports option under the
Reporting column. Then on the list of
reports that will appear click the Deleted
Appointments report. Then select from
the left bottom of this screen the Preview
button.
You could also choose to generate this as a
document in different formats. Just click
from the buttons on the lower left of this
screen the document format (PDF, Word,
Excel, etc.) by which this report will be
generated.
Some customers may want their set bookings moved on a different schedule. There are two
ways of implementing this in this system.
One way to do this in the Appointment Book is to just click and drag the booking to move to
another time slot. However, this process of moving a booking only moves it within the day.
This brings us to the other way of transferring a booking to another schedule – by accessing the
Edit/Move facility. Here’s how this is done:
1. In this process, right click the booking to move then choose the Edit/Move option on the
menu that will appear.
2. This brings up the Booking Selection screen where we normally enter bookings in the
system. In this screen you can either (1) set a new date for the booking, (2) or change the
time slot for the service, (3) or choose another staff to conduct the service.
3. After making the necessary changes on this booking click the Book button to finalize it.
Regret Bookings happen when the client decides to cancel his/her booking due to unavailability
of either the staff, equipment, or facility. The GSI System has a way of handling regret bookings.
The GSI System has a Waiting List facility wherein clients that are currently unaccommodated will
be set for reservation until a slot is free. When that time comes, you could just easily book the
client as the necessary details for the booking has already been entered.
The Unassigned Booking facility is another way of processing an unbooked client. We use this
facility for those customers that haven’t been booked for the reason that there was no room,
facilities, or staffs are available at that time. Unlike in the processing of clients in a waiting list,
however, clients entered in the Unassigned Booking facility hasn’t been booked yet.
6. After this the Unassigned Booking screen will then show. Click the New button on this.
7. With this, the Booking Selection then appears. This is to indicate the booking that should
have been made for this client. This is normally done in the following steps:
a. Click the service type to use by clicking either the Service, Package or Series button.
For this example we will be booking a Service.
b. The screen showing the available services in the business will then show. Click on this
the service(s) to include for booking. Take note that in performing multiple bookings
here just click the name of the service in the menu that will show. For the last entry,
however, just click the Save option.
c. When the necessary services for this booking have been entered click the Book button.
This will in turn, display the Unassigned Booking screen with the new client that has just been
entered.
When it comes to the time that resources are available, this can then be processed for booking.
A Service Refund or Return Item is a process of demanding a payback due to a service problem
or unsatisfactory experience with the product.
Take note that once a retail
item is refunded this
automatically rolls back the
stock count of the items
corresponding to the
number of these being returned.
In the event that a refund for the service made or item return is requested perform these steps:
1. In the Appointment Book screen click the booking to refund and on the menu that shows,
select the View/Reverse Payment option.
2. This brings up the Client History screen of the client on the selected booking. Highlight the
transaction to refund then click the Refund button.
3. On the screen that will show, indicate the Refund Type (Cash or Credit Refund) to give back
to the customer then click OK.
Going back on the Client History screen of a certain client, you will notice that together with the
previously refunded invoice a new invoice is now being shown.
This invoice has a negative value which means that the payment amount for this transaction has
already been refunded which in a way cancels out the previous one.
Reverse Payment as we define it here is a means to cancel out a transaction together with its
created invoice. This altogether nullifies the whole ordering process so that it won’t appear to the
reports. This is commonly needed when cancelling out an invoice due to wrong posting,
erroneous transaction and whatever the company deemed as a valid reason for this procedure.
In comparison to a service refund/item return this procedure is much simpler in that it just
scratches out the transaction and all the documentation (invoices, reports, etc.) that pertains to it.
2. This will then show the Client History screen of the client on selected booking. Click the
Payment History button to show all of the client’s paid transactions.
3. Select from any of these the payment transaction to implement reverse payment then click
the Reverse Payment button.
4. On the message box that will show just click Yes, to proceed with the reverse payment
process, then select the appropriate Receipt Deletion Reason for this. Click OK to finalize
this process.
You will then see on this Client History screen that the selected transaction is now removed.
7. On the Client History screen, click the Owing Items button to display the client’s current
owing. Select the owing to delete the invoice then click the Delete Invoice button.
8. A message box will be displayed before it deletes the invoice to give you a last warning on its
execution. Just click Yes to proceed with the invoice deletion.
There are times when a client would want to have another person to avail the booking he/she had
purchased. In such cases, GSI System has a way to make this happen in the bookings.
1. In the Appointment Book screen click the booking to transfer to another person. On the
menu that will show select the Change Client option.
2. After providing the pin code for accessing this facility, the Client Select screen will then show.
Clicking the Enter key or its corresponding icon in the menu will show all the registered
customers in the system. From these, select the client where the booking should go.
Having selected the client, you will be brought back once again to the Appointment Book screen
where you will see the booking set to the name of the client you have just selected.
As we have seen before, a certain booking takes a number of steps before its completion.
Fortunately, this system does have a facility to replicate a certain booking to save time and effort.
Another way of copying a
booking is by implementing
the Rebooking Last Billed
operation. In contrast to
Rebooking, the Rebooking
Last Billed operation just copies a
previously PAID booking.
One advantage of this over Rebooking is
that it doesn’t anymore require a selection
of a previously made booking. Just click on
a free time slot in the Appointment Book
and select a client for this booking. It will
automatically recognize that the booking to
make is exactly like the most recently billed
booking made.
The following discussions demonstrate how this is carried out in the GSI System:
1. Click Booking > Appointment Book from the menu to open the Appointment Book screen.
2. In its appearance click the booking to copy in the Appointment Book screen then select the
ReBook option on the menu that will show.
3. Clicking this brings out its Booking Selection screen. You can set a new Date, a new Time
Slot and a different Staff for this copy of the booking you have selected.
4. When you’re done with this setup, click the Book button.
A new copy of the previously selected booking is now available on a different schedule or staff, as
you have indicated in the Booking Selection screen.
There are cases when payments for individual bookings will be owned by a certain client. In this,
the payment for each of these bookings will be combined and to be paid single-handedly by one
client to close the transaction for these bookings.
The diagram above shows how to process combined payments in the system as discussed in the
following procedure:
1. Make sure that the bookings to be paid have already been arrived.
2. In the Appointment Book screen, click on the Combined Payment button.
3. In doing this a pin code entry dialogue will be shown. This is a requirement of the system to
document the accesses to this facility. Just provide the necessary pin code for this.
4. A new screen (Unpaid Appointments screen) will then show displaying the list of currently
unpaid bookings in the system. Just tick the ones to be paid then click the OK button.
5. Following this, the common billing process takes place with all the charges for each individual
bookings included for payment.
After this, you will notice in the appointment book that these selected bookings will then be tagged
as paid (with a dollar $ icon).
Certain instances in booking services require that the previously set bookings can be edited to
conform to the requirements of the business as well as to the needs of its clients. To this effect
we designed the booking facility of the GSI System to be flexible to cope up with this requirement.
The diagram above shows certain points in the Booking Selection screen that can be used to
modify a set booking which includes the following:
1. At the list area of the Booking Selection screen the Start (Start Time), Dur (Duration), Staff,
Room, Equipment and Seq (Sequence) fields can be modified depending on the availability
of provided options. Check out the display in the Status field if the selected settings work.
2. To set the booking appointment date, click on the Select Date field and in the calendar
dialogue indicate the date for this booking.
3. In addition to these, editing tools are also provided at the bottom of this screen to assist the
user in carrying out these changes.
Clear Clicking this removes all the displayed services in the Booking Selection list. For selective
removal of services in the booking use the Delete Row button.
Auto Select
Compact Time Clicking this button sets the scheduled services in the booking in such a way that these won’t
have any unnecessary gaps in them.
Check Selection
Delete Row By highlighting the service or services in the booking and clicking this button, you will then be
able to make selective removal of services in the booking.
Total Amount Clicking this button will show the current total cost of the services in the booking.
Select Option
Auto Select When ticked, this auto detects current available resources for the set booking and chooses
the best setting for this. Untick this when entering customizations in the booking for these
changes to take effect.
Same Staff Ticking this option sets the services in this booking to be conducted by the same staff.
Same Room When ticked, this sets the services in this booking to be performed in the same room.
Shared Time Ticking this option enables the services in the booking to be done at the same time. This
condition to take effect requires that the “Enable Multiple Service Selection” option in
System Settings screen (click Administrator > System Settings > Branch Settings >
Appointment Book) is enabled (ticked) and the Auto Select option in this screen is unticked.
Appointment Option
Couple Room Ticking this option sets the booking to be conducted in a couple room (room for two) only.
This requires a “couple room” facility.
To Be Reminded
Do Not Drag When ticked, this disables mouse dragging of this booking in the Appointment Book.
5. There are also action buttons provided at the lower right corner of the Booking Selection
screen, which depending on the success of the booking made, you can use these to further
set conditions on the current booking.
TAKE NOTE THAT THESE BUTTONS ARE USED AFTER A BOOKING HAS BEEN MADE.
Depending on the result of the booking (successful or not) are these buttons to be used.
The table below shows how these buttons work in the system.
Regret Booking Click this to open a facility to enter this booking as a regret booking when the client decide to
cancel this booking while it is being entered.
Waiting List Click this to open a facility to enter this booking as in a waiting list such that this booking is not
possible for the moment due to unavailability of resources (staff, room, equipment, time slot)
and the customer is willing to wait until these resources are accessible.
Take Deposit Clicking this button enables the user to enter a deposit for this booking. This deposit is
processed as a credit. For details on how credits are obtained see topic on Selling Credits.
Find
By using these accessibilities in the booking of services shall the company can then formulate the
booking setup that they need in their business.
Another interesting feature of this system is its capability of simplifying tasks in the business. One
such facility that you can use is in performing more than one booking of services of a certain client
to be distributed on different schedules. With this facility the user can then conduct multiple
bookings with great ease in less time.
In conducting multiple bookings in the GSI system simply follow these steps:
1. Open the Appointment Book screen by clicking Booking > Appointment Book on the menu.
2. With the Appointment Book screen in display, click a time slot (just as we did in a regular
booking). In the menu that will show click the New Multiple Booking option.
3. Doing so, will pop up the Pin Code Entry dialogue. Enter in this your assigned pin code
credential.
4. Following this, the Multiple Booking dialogue screen will be shown wherein you indicate the
duration and number of the bookings (Times) to set from the current date.
5. Then you will be prompted to indicate the client to whom these bookings will go.
6. Next, the Service or Package dialogue screen for selecting the types of service to book will
then show. For this example we will be using the Service option.
7. Following this a series of booking entries will occur depending on the number of Times
indicated in the Multiple Booking dialogue screen.
Having done this procedure you will notice in the Appointment Book that bookings have now been
distributed on the days as indicated by the entries made in the Multiple Booking dialogue screen.
There are instances when a group of people decides to book for services, and in many case
would even agreed to pay for it once such that one of them will own the payment for all of these.
We call this booking setup as Group Booking.
To validate a certain booking as a Group Booking the following conditions should be met:
It is to be conducted on a group of clients.
It is to be performed on the same date and time.
Although this can be processed individually and just apply combined payment to process its
payments, however, it will still consume a lot of time and effort and at the same time tedious. We
added this facility in the GSI System to simplify this process in booking.
5. Having entered your pin code, the Client Select screen will then show prompting you to
indicate the client to whom the payments for these bookings will be charged.
6. After indicating this, the Billing screen will then open. Notice in this screen that aside from
the booking availed by the client you will also see the booking of each member of the group.
This is the case, of course, if the Combined Payment checkbox is ticked in the previously
set Select Parameters screen. Otherwise, the processing for these bookings will be done
individually.
7. Perform the processing for these payments. For details on how to process a payment for a
certain booking, see the discussion “Processing A Regular Service Booking” in this
chapter.
8. Notice that after this, the bookings in the group booking will now be rendered as paid (tagged
with a dollar “$” symbol).
There are cases when a certain client will want to join his/her current booking to that of a group or
vice versa. Either way, this can be carried out in this system.
Oftentimes a number of walk-in clients just need to undergo certain service as they come without
the need for further divulging of any information about them. To this type of booking scenario is
the Casual Group Booking was made.
The following discussion demonstrates how this type of booking is created, as also being shown
in the screenshot above:
5. With the Appointment Book in view, click the Wizard button.
6. Then in the Select Wizard Type screen that shows click the Casual Group Booking option.
7. Doing so will generate the pin code entry dialogue. Enter into this the necessary code for
accessing this facility.
8. With this already provided, you will then be prompted by the system with the details (Date,
Start Time, Group Name, No. Of Clients and Notes) regarding the casual group booking to
make then click the OK button.
Couple Booking is just like a Group Booking. However, this type of booking is limited only to two
clients. This is usually conducted with the same service in the same room and many times
carried out by the same staff.
This booking scenario is also being supported by the GSI System.
4. In the next screen click on this the type of service to be availed by the client. For this
example we will be selecting the Service option.
5. Then in the Select Service screen indicate the services to book for these two clients. Just
click Close when the necessary services have already been entered into the system.
6. After this the Select Parameters screen will then appear. Indicate in this the Date and Start
Time of the booking as well as the Group Name to use by the couples.
7. You may also indicate in this whether the booking will be conducted by the Same Staff and
in the Same Room, and whether this will use Combined Payment by ticking the
corresponding options for these. When through with this, click OK.
8. This brings out the Booking Selection screen showing the clients with their respective
bookings and charges as well. Just click the Book button to finalize this booking.
Going back to the Appointment Book screen you will notice certain bookings there with a “C” tag
on them (see screenshot above). This indicates that the bookings are in a Couple Bookings.
9. Following this a series of booking setup will occur depending on the number specified on the
No. Of Clients field in the previously set Select Parameters screen.
In the completion of the booking process you will notice that certain bookings as named by their
group code will appear since no details of the identity of the clients have been given in its
establishment.
The processing of payment for this booking follows the same procedure we have in paying for a
group booking. Take note, however, that casual group booking is automatically set for combined
payment.
Another variation of Group Booking that can be set in the Appointment Book is when clients in the
group agreed to take the same treatment in the same room (which is what usually happens).
The screenshot above shows how this type of booking can be carried out in the system as
demonstrated in the following discussion:
1. In the Appointment Book screen click the Wizard button.
2. Then in the Select Wizard Type screen click the Group Booking Same Treatment Same
Room button.
3. A pin code entry dialogue will then show prompting the user to enter his/her pin code access
to this facility.
4. Having done this a series of client entries will be required by the system to indicate the
members of the group booking. To stop the entries click the Close button of the next Client
Select screen after the last client entry.
5. After this the Booking Selection screen will show. Click in this the Service button to open the
facility wherein services to avail by the group are to be indicated.
6. When the necessary services for the booking are entered, click the Book button.
7. A Select Parameters window will then show. Specify here the Date and Start Time upon
which the Booking will be conducted and the Group Name to use. You may also indicate
whether this group booking will be paid through a Combined Payment by ticking its
corresponding checkbox. Take note that if unticked, every client in this group booking will
pay for their bookings individually.
8. When the necessary details for this group booking has been made, click the OK button.
See screenshot above to see how this is done in the system.
Checking on the Appointment Book screen you will notice the current bookings with a “G” tag on
them. These bookings are members of the Group Booking that has just been entered.
In processing the payment for this type of booking refer to the previous discussion on Group
Booking.
Selling
It is very common for some businesses that aside from the services they rendered, they also sell
other items as a means to extend their service to their clients. This is typical for those companies
such as Spas, Medical Clinics and Fitness Centers upon which this business scheme is very
common.
We are now going to demonstrate how to implement selling of stock items in the GSI System.
Selling Stocks
4. Having selected the client for this transaction, you will then be brought to the Billing screen.
In this screen just click the Stock button.
5. This opens the Select Stock screen. Tick the checkbox of the items to order here then click
the OK button.
To search for a specific stock item in the list use the search facility provided in this screen.
Just enter the keyword to look for in the textbox provided then click the Display button.
You will notice that the list of items you have just selected from the Select Stock screen are
being displayed here showing the price for each and the overall charge for these orders.
Allowing you some time to review your orders as well as make changes on these.
6. To process this order, just select the payment type to use then click the PAY button at the
lower right corner.
7. A Change Calculation dialogue screen will then appear. In this screen, enter the amount
given by the client on the Payment Tendered textbox then click the Change textbox to show
his/her change.
8. Click the Give Change button to close this transaction.
A credit as we define in our system is a form of cash that a certain client has that can be used to
pay for commodities of the business wherein this is applied. In comparison to cash, however, this
has already been prepaid and can be used anytime the client needs it.
Credits are normally being sold aside from being given to members in the business (that is if
memberships are being implemented).
To use credits in paying for a certain commodity of the business do the following:
1. In paying for a client’s order in the Billing screen click the Credit Used payment option. This
is assuming of course that the client has a credit in his account.
You can determine the availability of credit of this client in the Billing screen. (See
screenshot above)
2. Then click the PAY button.
In doing this, you will notice that it won’t anymore require a cash amount entry, provided that the
available credits in the client’s account is sufficient enough to pay for his dues. Otherwise, it
would require an additional cash amount to compensate for the shortage. In this case a Multiple
Payment option should be chosen to accommodate this type of payment.
To check the availability of the client’s current credits (for this example for client “Ernesto Reyes”)
perform the following:
1. Open the Clients screen by clicking Administrator > Clients from the menu.
2. In this screen, click the Select Client option under the Management column.
3. In the Client Select screen highlight the client to check for available credits then click the
Client History button.
4. As the Client History screen opens, click on the Credit button at the top.
This will then open the credit status of the client (for this example of Ernesto Perez’s credits).
This will show not only the available credits amount but also its usage as well.
See screenshot above on how this is done.
You may also transfer a client’s credits to another client in this screen.
1. In the same screen (Credit History) indicate the client to whom the credits will be transferred
by clicking the Select button provided on the Transfer To field. This will then open a Client
Select screen into which you will choose a client for this requirement.
2. Then key-in the credits to transfer in the corresponding Amount field.
3. Having specified all of these, click the Transfer button.
A new list will then be added in this screen indicating another usage of the client’s credits in the
system and at the same time the Current Balance textbox will then be updated. See screenshot
above for further details.
Another privilege that is commonly given to a client when transacting for their payments is a
discount. This is usually given to encourage purchase or membership acquisition among regular
clients. However, there are times that discounts are warranted unexpectedly. Like when close
relatives of the owner(s) come to take a treatment or purchase a stock, or when a VIP without
notice makes a booking, or a number of people booking as a group in the establishment. To such
instances is the discount is being merited.
That’s why in addition to the commodities being offered in the business discounts are also
provided in this system.
Just like credits, discounts are provided in the Billing screen. That is as soon as the client pays
for his/her orders that this will be available. In giving discounts to the clients the following steps
should be taken:
1. Before processing the payment of the customer in the Billing screen, click the Discounts
button in the commodities area of the screen (lower left)
2. This action will show the Select Discount screen as show on the screenshot above. Indicate
in this the value of the discount in the Amount field and the type of discount to apply (% for
percentage discount, $ for fixed amount discount, or Point for a point discount). You may
also indicate the reason for this discount in the corresponding Reason textbox.
3. Then in the list of billing particulars of this screen click the Discount grids of the
corresponding goods or services to apply the previously declared discount. Notice how the
charge for each of these items changes.
This system implements discounts per item.
4. Having done this, you can then proceed with the processing of its payment.
One very common practice among clients obtaining a service is giving a tip to the service provider
to express gratitude or satisfaction to the rendered service. Using the GSI System allows you to
document this.
The procedure below demonstrates how a tip can be entered in the billing statement of the client.
1. Tips are being applied in the Billing screen of the system. As the client pays for his/her
orders, click the Tips button at the lower left area of the screen.
2. In the Tips dialogue screen supply the amount given as a tip on the Enter Tip Amount
textbox then click the Total Payment Amount textbox.
3. This will then show the total charge with the tip included. Click the OK button to finalize this.
4. A new line in the particulars list will then show indicating the Tip given by the client. You can
then proceed with the processing of the payment for this client.
Wholesale
In Chapter 2 we have learned how the Wholesale setup is enabled into the system. With the necessary settings for it already laid down
you can then start implementing wholesale transaction in your business using GSI System.
The facilities given here can be summarized into five actual functions, specifically:
1. Processing Wholesale Orders
2. Tracking Orders
3. Wholesale Client Management
4. Managing Wholesale Business Owings
5. Stock Inquiry
We will be going over with this list as we talk about wholesale management in the following
discussions.
In a typical Supplier business wherein items are sold in bulk, it generally follows the common
wholesale process setup as shown in the diagram below.
In a delivery order the following steps normally occur:
1. A quotation is generated for the items being ordered by the
customer. (QUOTATION)
2. Having agreed with the price, this quotation will then be
processed as an order. (PROCESS ORDER)
3. After collecting the necessary order to deploy for purchase, this
will be accounted and an invoice for this will be generated.
(INVOICING)
4. With the Invoice already available it will then be deployed for
delivery to the recipient customer. (DELIVERY)
5. Upon its arrival to its recipient, the necessary payment must
then be processed to close the order transaction. (PAYMENT)
This varies, however, when processing pickup orders wherein the
customer will just come to the site, process the order, generate an
invoice for this then just pay for it (PROCESS ORDER –
INVOICING – PAYMENT).
In performing this task in the system, the following steps should be taken:
1. Go to the Wholesale screen by clicking Administrator > Wholesale from the menu. In the
screen that will appear click the Quotation option under the Management column.
2. This brings up the Quotation screen wherein quotations of the company’s products are
created. To create a new quote, click on the New button.
3. A Client Select screen will then appear. To enter a new client, click on the New Client
button. To select an existing client for this transaction just generate the list of clients by using
the search facility provided here and clicking Enter or just click the Enter key or its
corresponding icon. Then click on the client to whom this quotation will go.
4. Having done this, it will generate the Quotation dialogue screen as seen on the screenshot
above. To enter further information regarding this order, just enter it in the provided Notes
field. To enter the Purchase Order Reference No. for this order, key-in this to the
corresponding field provided here.
5. Click Save when the necessary settings for this have already been made.
Purchase orders are processed in the Order Management screen as discussed in the following
procedure:
1. In the Wholesale screen click the Order Management option.
2. Highlight in the screen that will show the purchase order to process then click Order Details.
3. In the screen that will open, it will show the items that are included in this purchase order. To
add from these items just click the Add button. To take a deposit, just click the Take Deposit
button and process this as a credit purchase (see the topic “Selling & Using Credits” in
Chapter 4 on how to enter a deposit for a certain order).
4. Still in the Order Details screen of the Order Management, click on the Pay button to bill this
order for payment. This will display a confirmation message for this payment. Just click OK
to proceed.
5. This will show the Payment screen wherein the list of items to order in the selected purchase
order will be displayed. Click on the Pay Count grid of an item and indicate the quantity to
pay if paying partially. To pay all items click the Pay All Items button.
6. Click Save to finalize this payment.
7. This action brings up the Billing screen as seen on the screenshot above. Since in the actual
ordering transaction, most payments are done after the product has been delivered, we will
first use the Bill To Account payment scheme for this. Select this then click the Pay button.
Just click on the Yes button of the Bill To Account confirmation screen that will appear.
After this, a printout of invoice will be generated. Use this in preparing stocks to deliver as
well as to collect payment. (See screenshot above on how this is performed.)
To accomplish this task into the GSI System follow these steps:
1. While in the Order Management screen (clicking Administrator > Wholesale > Order
Management), highlight the order to implement for delivery then click the Deliver button.
2. In the Deliver screen that will be shown click the Deliver All Items button; otherwise, indicate
the number of items to deliver per item (Deliver Count) if delivering the order partially.
3. Click the Save button to confirm the order for delivery.
4. A confirmation prompt will then be shown regarding this action. Just click OK to proceed.
5. This will then show the Delivery Info screen as shown on the screenshot above. Provide in
this the details for the delivery to implement (Courier Name, Tracking Number, Staff
conducting the delivery, Pickup Date and further Notes regarding this delivery).
6. Having done this, click the OK button to finalize this process.
In doing so, a packaging slip will then be automatically printed to be stamped on the package for
delivery. To check the deliveries previously made, access the Delivery History screen by
clicking its corresponding button in the Order Management screen. You will also notice in this
screen the “Delivered” status of the order to confirm its delivery.
Just perform the following procedures in order to close the payment for a certain owing:
1. In the Wholesale screen, click the Owing Clients option.
2. This will show the screen with the list of clients with outstanding balances in the business.
Highlight from this the one to process for payment then click the Pay button.
3. This action will then show the Billing screen with the details of the previous order being made.
To process the payment for this owing, select the payment mode (i.e. Cash) to use then click
the PAY button. This will then show the Change Calculation interface wherein payments are
entered. For details on how payments are processed here see the topic “Selling & Using
Credits” in Chapter 4.
4. Having performed the payment for the owing of a selected client, it will then bring back the
Owing Clients screen to process the next owing. To exit from this screen just click Close.
Going back to the Order Management screen, notice that in the Paid checkbox of the order we
have processed for payment is already ticked together with its Pay Date. This establishes the
payment for the order transaction.
There are times in a wholesale business that clients will not anymore ask for a quotation but
rather will just go directly to the warehouse and order their stuff together with a pickup. In this
case a different approach must be taken to process this kind of ordering in the business.
The following steps demonstrate how pickup orders are implemented using the GSI System:
1. Since the request for a quotation is not anymore a need for pickup orders, this can be now
processed directly as an over-the-counter order.
In the Wholesale screen click the Order Management option.
2. This opens the Order Management screen. To create an order here, click the New button.
The following screen that will be shown is much like what we can encounter in creating a
quoted order. Please refer to the previous topic “Processing Regular Wholesale Order” for
further details.
3. After the creation of the purchase order, this will now be processed for payment right away.
To do this, go to the Order Management screen then highlight in this the order made then
click the Order Details button.
4. In the following screen click on the Pay button. Indicate on the screen that will show the
number of items to order then click the Save button.
This will show the Billing screen where payment for the purchase order selected is being
processed. Just select in this the payment mode (e.g. Cash, Credit Card, Cheque, etc.) to
use then click the PAY button. (See the topic, Processing Client’s Payment for further details
on this step.)
5. Even though the delivery of the order is not to be conducted by the business, still this has to
be processed for document its release. To process this into the system go back to the Order
Management screen, highlight the order to deploy for release, and then click the Deliver
button. This will show the Delivery screen. For details on how delivery is conducted in this
screen check out the previous topic “Deployment Of Order For Delivery” in this section.
Accessible by going to the Wholesale screen (clicking Administrator > Wholesale) and clicking
the Order List option under the Management column, this displays the list of stocks that has been
ordered recently as indicated in the date range that will be provided.
Clicking the Client Select option in the Wholesale screen (clicking Administrator > Wholesale)
opens a screen wherein the information of the client company is being managed.
The table below shows the facilities that can be used here through the provided buttons:
New Client Clicking this button opens a blank Client Details form wherein information regarding the new
client is entered.
Client Detail When clicked, this will show the details of the currently selected client.
Client History This button shows the Client History screen wherein the activities of the client in the business
are documented. Certain facilities are also available here to manage client’s transactions.
Waiting List This button when clicked opens a window wherein the clients that are willing to wait for
availability in service, are entered and managed in the waiting list.
It is usual that partial payment may be demanded by the customer as an immediate recourse
when paying for an owing especially when they don’t have enough funds for the time being to
compensate for this.
Partial payments in a wholesale business can also be processed here by performing the following:
1. In the Clients screen click the Pay option under the Management column
2. This action shows the Multiple Payment screen. Provide the date range coverage of owings
to pay (From Date and To Date textboxes), the name of the client who has an owing (Payer
Name) and the amount that can only be paid for this client’s owings (Amount textbox).
3. Click Start when all of these information have already been entered.
4. Following this, it will show the Select Invoices To Pay screen showing the list of owings of the
selected client on the left pane. Select the necessary owings to pay one by one by
highlighting any of these and clicking the Shift Right ( > ) button. To select all of the items
click the Shift All To Right button (>>).
5. Notice that the selected owings will then be transferred on the right pane. Items on the right
pane are the owings to be paid by the client. The total owings amount will be displayed on
the Total Payment Amount checkbox.
6. Modify the Total Nominated Payment Amount to the client’s preferred amount by editing it.
When all the necessary entries for this screen are made, click the Auto Fill button. Then click OK
to close this transaction.
It is commonly expected for businesses selling items to provide samples to their sales
representatives or suppliers of the products they are offering. Take note, that this also subtracts
stocks from the inventory, thus a proper tracking for this is needed in order manage it well.
Clicking the Stock Lookup option shows the screen where the details of a certain stock are
shown. This is being used by the business in inquiring for a certain stock’s price and availability.
To track outstanding balances in the business for a certain period of time, the End Of Month
Statement Run facility is being used.
In using this facility to generate reports on current owings in the business perform these steps:
1. Still in the Wholesale screen (clicking Administrator > Wholesale) click on the End Of
Month Statement option under the Management column.
2. This brings up its corresponding screen as shown on the screenshot above. Specify the
date range to check for owings by indicating it’s From and To date fields then click the
Display button.
3. In the list of owed purchase orders that will be shown, click the ones to generate a
printout by clicking these. Then click the Print button.
To get a preview of a particular purchase order, click the Preview button instead.
4. Just click Close to exit from this screen.
The day-to-day business transaction of a café or restaurant is conducted in the Café POS
Interface as shown on the screenshot below.
The following procedures demonstrate how to conduct business in the Café POS screen:
1. Go to the POS Screen by clicking Administrator > POS option from the menu. In the screen
that will appear click the POS Screen option.
2. This will show the screen as given on the image above. Start the transaction by indicating
whether the order is for Dine-In or for Take-Out by clicking its corresponding button.
3. Then specify how many people for this order will be accommodated. To do this click the
Guest Count button then indicate on its entry screen the necessary amount then click OK.
Take note that this number should also include the client who made the order.
4. Following this, click the provided Client button. This in effect opens the Client Select screen,
wherein you indicate the client to whom this order belongs.
5. Next, click on the Table button. This will show the list of available tables to assign for the
order. Select from this the one by which the client and his/her guests are best to be seated.
6. Then indicate the preferred waiter to serve the order by clicking the Waiter button. This in
return brings up the Select Staff dialogue screen. Click in this the staff to serve this client.
7. With these settings already provided, you can then enter the particulars of this client’s orders.
To do this, just click on the food item shown at the top of the screen.
If the food items are in groups, just click on the food group to show the cuisines that belong
to it then click the food item.
Following this, a quantity entry screen will be shown, indicate into this the number of orders to
make for the selected food item using the provided numeric keypad.
If further changes on the quantity of order are needed, enter these by first clicking the QTY
grid of the food item then in the dialogue that will show enter the appropriate amount.
To enter further instructions (preparation requests) regarding the order, just click on the
Notes grid of the food item then in the dialogue that will show enter the details to go with it.
8. Perform the previous steps repeatedly until the necessary items to include for this order are
entered. Then click the Order button.
9. At the instance that this order is going to be paid (i.e. customer requested a bill), just click on
the List button to bring up the list of all the currently unpaid orders. Look for the order to
process for payment in this list, highlight it then click the Select button.
10. This brings up once more the details screen of the selected order. To produce a bill for the
orders made click on the Pre-payment button.
11. To process the customer’s payment, indicate its Payment Type by clicking its corresponding
button then click from the list the payment type (Cash) to use.
12. Next, click the PAY button. This will show the Change Calculation dialogue to enter the
payment. Just key-in to this the payment of the customer to the Payment Tendered textbox
and click the Change textbox to show the corresponding change. Clicking the Give Change
button will finalize the payment process.
Having this order paid, this entry in the Order List screen will then be removed.
In using the Retail POS facility to sell items, perform these steps:
1. Open the POS screen by clicking Administrator > Retail POS from the menu.
2. As the POS screen shows, click on the Retail POS screen option.
3. This brings up the Billing screen. To indicate the items for purchase, click on the Stock
button.
4. In the screen that will appear, tick the textbox of the items to buy. When the necessary
orders have already been selected here, click the OK button.
5. This brings us back to the Billing screen with the particulars for the items selected for
purchase being shown. To process the payment for these, select the payment type (for this
example we will be using Cash) to use then click the PAY button.
6. The Change Calculation screen will then appear to facilitate the processing of the client’s
payment.
Having done this, you now have settled the payment for the orders made. Thus, a new blank
Billing screen will be shown to process the next transaction. Just click the Close button to
exit from this screen.
Room Booking
To cater with those companies that offer room lodgings such as hotels, inns, apartments, etc., the Room Management System is made
available. With this new system in the GSI software, management of this type of business can now be automated as well as takes less
effort and resources to manage.
In this section, we are now going to demonstrate how to use the GSI Room Management System in the day to day operations of the
business. We have already discussed how the setup for this system is being conducted in Chapter 2. If you haven’t done these
settings yet we recommend that you perform this first so that you could follow along with the discussions presented here.
The Room Reservation screen is where all the action happens in the day-to-day operation of the
lodging business. Being handled by the Front Office department, this is where the following
transactions happen:
Room Reservation
Booking Confirmation
Check In
Check Out
Payment
Booking Cancellation
Booking Modifications
Booking Inquiries
Blocking Reservation Slots
We will go over this list as we discuss the use of the Room Reservation screen for transacting
with the clients in a lodging business.
To access the Room Reservation screen, open the Room Management screen first by clicking
Administrator > Room Management from the Main screen. In the Room Management screen,
click the Room Allocation option under the Management column.
This will then open the Room Reservation screen as shown on the screenshot above. Do take
note also of how this screen is organized as being shown here.
Business with the clients in a lodging business begins at their reservation for a room
accommodation. Generally, the customer hasn’t paid anything yet at this point and most of the
time this is done through a telephone call just to inform the business of the customer’s intention to
avail their room accommodation offer.
To process the reservation of a certain customer for a certain booking perform the following:
1. Open the Room Management screen by clicking Administrator > Room Management from
the menu.
2. As this screen shows, click in this the Room Allocation option.
3. This will show the Room Reservation screen where the processing for the room bookings is
conducted. To start the booking of a client just click on the preferred room time slot in this
screen. Then in the menu that will show, select from this the accommodation package to
avail by the client by clicking it. For this example we will be selecting the “Add Multiple
Guests To Multiple Dates” package.
4. Clicking the OK button after this will immediately show the prompt for a combined payment
(payment will be paid as a group and not individually) as we have selected multiple guest
accommodation for a single booking. For this demonstration we will be using a combined
payment scheme, just click the Yes button on this.
5. This will be followed by the entry of the guests for this booking. Do take note, however, that
the first guest that will be entered here will be the one to be expected to pay for this
accommodation.
To select a previously registered client, just generate its list by pressing the Enter key or by
clicking its corresponding icon here. You may use the provided filters here by first selecting a
criteria to look for (clicking the buttons on the lower left corner of the Client Select screen)
and entering a portion of the text to look for on the provided text box and clicking the Enter
icon.
To register a new client, just click the New button here. A blank Client Details screen will his
then show. Provide in this the information of the new client then click the Save button.
This finalizes the reservation for this client. Notice in the Room Reservation screen that the time
slot we have selected for the booking has now been turned into a “Room Reserved” status as its
color code (gray) depicts.
6. You will then be prompted whether to specify flight details for this client (especially for those
clients that require that they be fetched from and to the airport). Clicking Yes on this, will
show the Flight Details screen. Just provide the details for this then click Save.
As a standard for all businesses nowadays, especially for the lodging businesses, a confirmation
of the client’s interest and certainty of his/her booking is necessary in order to ensure business
with them. Through a phone call, email, SMS or by any means, it is important that this step of
confirming a client’s booking is undertaken.
In using the Room Management System of GSI to document the customer’s confirmation for
his/her booking these steps should be conducted:
7. Still in the Room Reservation screen, click the booking to process for confirmation.
8. This will show a menu of actions to make for this booking. Click in this the Confirm option.
By doing this, it will set the booking into a new color scheme, indicating that this booking has
already been confirmed.
As the client arrives for his/her booking, you may then check in the customer for his/her
reservation.
Checking Out The Client (Single Guest Booking and Multi-Guest Booking In Combined Payment)
When it’s about time that the client is to leave the place, the front office should then be concerned
with the processing of his/her check out.
We are now going to discuss how to check out a client in a certain booking. For this example,
however, we will be demonstrating how to checkout a multiple guest booking for a combined
payment which goes the same for checking out a single guest booking.
13. The Billing screen will then be shown following this. You will find here the particulars for the
payment of the room accommodation together with its total.
To process the payment for this, select the payment type (i.e. Cash) to use for this
transaction then click the PAY button.
In the Change Calculation dialogue screen that will show, provide the detail for the amount to
give for payment in the Payment Tendered textbox then click the Change textbox to show
the how much change is left.
Clicking the Give Change button finishes this process and in return will declare this booking
to be fully checked out as indicated by the color scheme it now has. (See screenshot below)
In the previous discussion, we have demonstrated how check out are conducted for Single Guest
Bookings and Multi-Guest Bookings In Combined Payment. Such that only one person is
responsible for the payment of everyone in a certain room accommodation. After which the
booking will then be fully paid.
It is different, however, when processing the check out of a Multiple Guest Booking That Is Being
Paid Individually. For this setup, payment will then be processed for each member included in the
room accommodation.
There will come a time in the duration of a multi-guest booking that is set for combined payment
that this may need to be reset to become an individually paid booking. Situations like when one
member guest of the booking will leave earlier than the rest of the group, it needs that this guest’s
bill should be paid individually. This may, however, depend on the policy of the company.
To change from combined payment to individual payment of a multi-guest booking perform the
following:
1. Open the Room Management screen by clicking Administrator > Room Management from
the Main screen.
2. And in the screen that will show, open the Room Reservation screen by clicking the Room
Allocation option from the menu.
3. Click in this the multi-guest booking that is set for combined payment. Doing so will generate
a menu of actions for this booking. Select the Manage Reservation option in this.
4. This in turn brings up the Reservation Details screen for this booking. Click in this the Group
Details button.
5. In the Group Details screen that will appear, you will then notice the Combine Payment
checkbox. When this is ticked the payment arrangement for this booking is set for combined
payment. To switch this to individual payment just untick this by clicking.
6. Don’t forget to click Save to make this setting work.
By the time that you process the payment of this booking you will notice that it will be done so
individually. Remember to use the Manage Reservation option to process individual checkout
and payments for a Multi-Guest Booking (see topic Checking Out The Client (Multi-Guest
Booking In Individual Payment) on this section for further details).
Sudden change on who will owe the payment for a multi-guest booking is a very common
occurrence in a lodging business. For whatever reason this might come up, the front office should
be familiar on how to settle this modification in the booking.
There may come a time that a request for adding a guest on a certain booking will be requested
by its current occupants. This is possible, however, if the following conditions are met:
The room reservation can handle an additional number of guests.
Permission has been approved by the current occupants themselves.
This setup is also available in this system.
For those bookings that have special arrangements, it may require some kind of a reminder that
must go with it. Through the Notes facility provided in the Room Reservation Details screen this
need can be adequately fulfilled.
Another commonly performed operation in booking a guest for a certain room accommodation is
the blocking of the rooms for a certain date. Blocking a room accommodation keeps it from being
offered for booking. Since there are so many factors that can lead to this such as reservation for
certain VIP guests, room repairs, room auditing etc., this should be properly handled in the
system and should be taken in consideration in room reservation.
In blocking certain rooms for in the Room Reservation screen the following steps should be taken:
1. Still in the Room Reservation screen, click a free room booking slot.
2. This will generate a menu of actions that can be currently carried out for this slot. Click in this
the Block Room Of Multiple Dates option. Choosing this sets a certain number of room
slots to be blocked.
To choose only a single room slot to block, use the Block Room Of Selected Date option.
3. This action will show a pin code entry dialogue to authorize this process.
4. Following this, it will open a Date Range dialogue screen. Indicate in this the start (Date
From) and end (To) date schedule where the room is to be rendered unavailable then click
the OK button.
5. Following this a notes specification screen (Room Allocation Notes) will be displayed. Type
in this the reason for blocking these time slots of the room. Click OK when done.
Notice that the booking slots of the room is now in a different color scheme as indicated in the
legend at the right. Tagging these to be already blocked. Making these to be unavailable for
booking.
With a blocked room, booking cannot be entered into it. To make this available for
accommodation, therefore, it has to be unblocked.
In comparison to Undo Check In, using Cancel for a checked in room reservation executes a
rather much formal way of resetting a certain checked in booking. In that to proceed with its
process, a PIN Code entry is required as well as providing the reason for cancelling a check in is
necessary. Moreover, this procedure is being documented in the system wherein a report can be
generated on this.
There are times that a checked in booking will be required to be reset to correct a mistake in the
booking entry. Working as an “Oops!” key in the room reservation process, the Undo Check In
operation in the Room Reservation screen serves to this purpose.
Deleting a room reservation compared with that of cancelling it, totally scraps the booking such
that no booking transaction has ever happened.
Checking the room usage of a certain lodging business enables the business to track down not
only room availability but also occupant’s traffic for marketing purposes. With this fact, viewing
Room Utilization report in this system allows you to do that.
To generate the Room Utilization report of the current week onwards perform the following:
1. In the Room Management screen open the Room Reservation screen by clicking the Room
Allocation option under the Setup column.
2. As the Room Reservation screen shows, at the bottom of this screen click the Room
Utilization button.
Doing so will generate the report as shown on the screenshot above.
A. Standard Reports
B. Chart Reports
C. Custom Reports
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Generating Reports
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Generating Reports
The GSI System provides the necessary reports that are needed in one’s business. Such that you can generate reports on the fly as
we have already included those that are commonly used in the industry. Together with this, we have also added a facility to create a
customized form that . In addition to this, it also allows reports customization with the business’s particular preference.
We are now going to discuss how reports are generated in this system.
Reports are generated through the facility provided in each section of the GSI System. Since the
reports facility in this system is the same for each section, we will only discuss the reporting
facilities used in the Financials screen which also applies to any of these.
Regardless of what section of the GSI System is in display the Reporting section has the following
facilities:
Standard Reports
Chart Reports
Custom Reports
We will be discussing how each of these differs from one another as we go along with this
discussion.
This reporting facility generates established reports being commonly used in most businesses.
By default the Current
Branch button is enabled
which shows only the
transactions made on the
branch where this reporting
facility is currently opened.
If the system is working in a multi-branch
setting, clicking the All Branch button
generates the reports for all transactions
made in all branches.
In generating a standard report in the Financials screen, perform the following steps:
1. Go to the Financials screen by clicking Administrator > Financials option from the menu.
2. In this screen, click the Standard Reports option under the Reporting column.
3. The screen displaying the available Standard Reports for the Financials screen will then be
shown. Click from any of the options on the Standard Reports area of this window the
report to generate. We will select the Revenue report for this example.
4. Then indicate from the available filters following the Standard Reports area the one to use in
limiting the transactions to report. On this we will just indicate the date coverage (Date From
and Date To fields) to report.
Take note that the filters displayed on this varies on the section (Clients, Staff, Appointment
Book, Financials, etc.) where these are shown.
5. To see how the report should look like click the Preview button.
6. To generate the report as a file, click either the PDF (Acrobat PDF file), Excel (Excel
spreadsheet file), Word (Word document) or Email button (email document).
7. Then click the Print button to send this report directly to the printer.
See the screenshot above for details.
The Chart Reports facility generates reports that are in chart or diagram format.
By default the Current
Branch button is enabled
which shows only the
transactions made on the
branch where this reporting
facility is currently opened.
If the system is working in a multi-branch
setting, clicking the All Branch button
generates the reports for all transactions
made in all branches.
Using the Custom Reports facility allows you to create documents in the system with your
particular preference.
Appendix
We provided in this section some tools and other relevant information that may help the users of the GSI system in managing their
business.
The following discussions are covered in this section:
A. GSI System’s Major Screens
Main
Clients
Client Select
Client Details
Client History
Billing
Appointment Book
Specialities
Staff
Staff List
Staff Detail
Setup Staff Privilege Group
Individual Staff Roster
Staff Wages
Staff Roster
Stock
Stock Variance
Stock Promotion
Order List
Professional Stock Control
Stock Transfer
Stock Setup
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Main Screen
As the GSI System opens, the client is then introduced to the Main Screen where the main
accessibilities of the system are found. You will find that the accessibilities provided here are
either being constantly used or has a high level of importance in its operation.
The Main Screen is composed of the following parts as discussed in the table below:
Parts Description
Main Menu This part of the main screen is where we can find the available accessibilities for the different
facilities of the GSI System.
It consists of three major menu options: the File Menu, the Booking Menu and the
Administrator Menu. The File Menu provides the different facilities in implementing system
functions such as log in and out, branch selection, etc. Under the Booking Menu, the
facilities for implementing the day to day transactions of the business are provided. Facilities
such as the Appointment Book as well Membership tracking are found in this. While in the
Administrator Menu you will find the different facilities in managing the different aspects of
the business.
Further discussions on its submenus will be carried out in its respective screens.
Status Area The Status Area shows the currently used property/branch in the system, its current user, as
well as the till in use. These also have accessibilities in switching to other Branches and Till.
Trial Version Tag Another part of the Main Screen, which tends to be not available, is the Trial Version Tag.
Found at the lower right corner of the Main Screen, this shows initially whenever a license
hasn’t been enabled yet into this system.
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Clients Screen
Obtained by clicking Administrator > Clients options from the menu, this screen contains
facilities for managing clients’ information in the business. The facilities provided here are
categorized into three sections (as can also be noticed in other GSI major screens): the Setup,
Management and Reporting columns.
The table below shows the description of each option listed in this screen.
Facilities Description
Setup Column
Client Types Clicking this option generates a screen where Client Types are declared. Entries
provided in this are being used in the system not only to categorize clients but also
to assign specific fees to your clients falling under each of these.
Referral Sources This facility is being used to document the media on how the clients got to know
the business. The frequency of its use is then being tracked and used by
marketing.
Corporate Clients In this facility, you will be able to enter the company by which your clients belong
to. This is then being used to track client activities in the business.
Categories This facility opens a screen where classifications of the clients in your business are
entered. In contrast to client types this is being used for marketing purposes only.
Occupations To enter the occupations that you want the system to recognize, click this option.
The entries given here are then being used for marketing and reporting purposes.
Contra Indication This facility allows you to enter the medical conditions that will prevent clients from
taking certain of your services or items.
Title Type This option opens a facility that allows address titles to be entered into the system.
These are commonly used in your communications (email, sms, etc.,) to the
clients.
State This option opens a facility where the State to be recognized in the system are
entered. These are mainly used to determine client address.
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Phone Type In the facility that will open, when this is selected, you will be able to enter the
category of contact phone numbers in the system.
Client Forms This facility allows the user to create client forms being used to document a
conducted service. These are commonly used by medical businesses to record
treatment progress.
Simple Client Forms The facility that will open when this is accessed is more like that of a client form.
The difference, however, is that it only consists of a single field which is a textbox.
Countries Enter into this facility the countries to recognize in the system.
Age Groups Use this facility to define age groups in the system. Age groups can then be used
for marketing purposes.
Concession Cards Enter into this facility the concession cards to recognize into the system.
Concession cards are government issued card for qualified beneficiaries.
Nationality This facility is where nationalities are entered into the system.
Suburbs Used especially for Australian clients to indicate client address, use this facility to
enter system recognized Suburbs.
Multi-Purpose Tag Use this facility to create multi-purpose tags to link a client to multiple lists for
marketing purposes.
Sport Use this facility to enter sports that can be recognized into the system.
Management Column
Duplicate Names This facility is used to process duplicate names in the system.
Service Waiting List Use this facility to document clients for waiting list on a certain service.
Class Waiting List Use this facility to document clients for waiting list on a certain class.
Client Alert List This facility is used to create client alerts in the system. When linked to a certain
client, this will show whenever this client is selected.
Sell Selecting this facility opens the screen where selling of commodities are
conducted. This transaction requires the client profile in order to avail.
Casual Sell This facility works similarly with the regular sell transaction (Sell), only that client
profile is not required on this.
Casual Client History This facility manages casual transactions in the business.
Select Client Use this facility to manage client’s information in the system. Further discussions
on this are provided on its respective screen.
Pay Use this facility to manage multiple payments for the owings made.
Regret Booking To document a regret booking that occurred in the business use this facility in the
Client screen.
Transfer Series Using the Transfer Series facility enables the services in a purchased series to be
availed by another person.
Family List
Reporting Column
Standard Reports Activating this facility generates a screen where pre-designed reports are shown.
Chart Reports Selecting this facility opens a screen wherein graphical charts are produced.
Custom Reports This facility enables the user to create custom designed reports in the system.
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Client Select Screen
To open the Client Select screen go to the Clients screen first by clicking Administrator > Clients
from the menu. In the Clients screen click the Select Client option under the Management
column.
The Client Select screen is where the management of client takes place and is basically made up
of 5 Major parts: Filter Categories, Search Entry, Select Casual Client Button, Client Display
and Client Management Facilities.
Areas Description
Filter Categories Provides category buttons for limiting the list of clients being displayed.
Search Entry Where the query of clients to show in the list is executed.
Select Casual Client Button This accessibility enables casual clients to be shown on display.
Client Management Facilities This is where actions to perform on client information are provided.
In addition to this, this screen hosts different facilities in managing clients in the business as
shown in the following table:
Facilities Description
New Client This brings up a blank Client Detail form to enter a new client into the system.
Client Detail When accessed this opens the Client Detail screen of a currently selected client.
Client History This brings up the Client History screen of a currently selected client
Waiting List Clicking this enables the selected client to be included in the waiting list.
Booking This shows the Booking Details screen of the currently selected client.
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Client Details Screen
The Client Details screen is brought up by clicking either the New Client or Client Detail button
from the Client Select screen (Administrator > Clients > Select Client).
This screen is where all of the information about the client is entered and stored. The table below
shows the description of the areas in this screen:
Area Description
Client Data This area is where the basic information of the client is found. Take note that the
fields with red asterisks are required parameters and must be appropriately filled.
Contact Media This contains buttons for contacting customers. Clicking any of these opens an
interface wherein communication (via email, SMS (text messages), or phone call to
the currently displayed client can be made.
Extended Client Details This area provides further details to establish the client’s profile in the business.
The description for each of these buttons is discussed in the following table.
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Facilities Description
Documents Clicking this button opens a screen wherein external documents relating to the
currently selected client is specified.
Preferred Staff This opens an interface wherein the client’s preferred staff are indicated.
Credit Card This brings up a facility where the client’s credit card information are entered.
Contraindication This facility is where the client’s current health problems are specified.
Client Forms This facility is where we fill-up client forms to the client. Client forms are created in
the Setup Client Forms screen (Administrator > Clients > Client Forms).
Family This opens a facility wherein a client is defined to a certain “Family” in the
business. This information is used for PhilHealth Insurance.
Reports This opens a facility to generate reports specific to the currently selected client.
Add To Client Alert List Clicking this button opens a screen wherein a currently selected client is provided
with a client alert that pops up anytime this client is selected for a certain
transaction.
Images This facility is where images are entered for this client.
Client History This opens the Client History screen for the currently selected client. This facility is
where client’s activities in the business are recorded
Multi-Purpose Tag This brings up the facility wherein preferences are indicated for the selected client.
Aus. Medical Info This opens the client’s Australian Medical Info form.
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Client History
The Client History screen of a certain client is viewed by clicking the Client History button in the
Client Detail screen (Administrator > Clients > Select Client).
This window shows the history of transactions undergone by a certain client in the business.
The screenshot below shows the major parts of its interface as described in the table below.
Area Description
Property Selection Options Select from these whether to display transaction histories of the Current Property
only or of All Properties.
Client History Categories This has buttons that displays the histories of a particular aspect of the client’s
transactions. See next table for the description of each transaction category.
Client Transaction Details Under each transaction shown in the generated list, it contains further information
about that transaction. To view this information just click on the collapse button
provided for each transaction.
Action Buttons This provides facility buttons for processing a selected transaction in the system.
Expand/Collapse Views This provides the expand and collapse buttons that are used to switch the
display views of the transactions in the list from compacted view (without
transaction details) to expanded view (with transaction details).
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The following table discusses the client history categories that can be viewed in this screen.
Categories Description
Payment History Clicking this shows the payment transactions of the client.
Deleted Payments Clicking this shows the deleted payments of the client.
Purchased Items Clicking this shows the purchases made by the client.
Owing Items Clicking this shows the current standing owings (debts) of the client.
Deleted Invoices Clicking this shows the deleted invoices of the client.
Audit Logs Clicking this shows the accesses made on this client.
Gift Vouchers Clicking this shows the client’s Gift Voucher usage.
Membership Clicking this shows the client’s membership activities in the business.
Series Clicking this shows the client’s utilization of a purchased series service.
The next table explains the provided action buttons to use in processing a selected transaction.
Take note that in using this, a transaction has already been selected.
Do Not Bank Clicking this will prevent this transaction from being banked rendering this to be
non-revenue).
Reverse Payment Clicking this, processes the selected transaction for reverse payment.
Refund Clicking this, processes the selected transaction for refund/return item. The
Refund checkbox of the transactions to refund should be ticked in order to
proceed.
Print Receipt When clicked, the selected transaction will then be printed to the set printer.
Print Docket When clicked, the selected transaction will then be printed to the set docket printer.
Change Payment Type Click this button to change the previously entered payment type for the selected
transaction.
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Billing Screen
The Billing screen serves with two purposes in this system, as a means to pay for availed services
and a way to purchase commodities (including regular booking services).
Likewise, you might be able to open this screen by conducting a Regular Sell (Administrator >
Clients > Sell) and a Casual Sell (Administrator > Clients > Casual Sell) transaction or by
paying for an availed service.
The Billing screen is composed of the following areas as shown on the table below:
Categories Description
Client Details Area This shows details about the client together with his/her privileges.
Transaction Details This display the particulars of the commodities availed or purchased.
Commodities This provides buttons of available products that can be ordered in the business.
Total Amount Due Display This shows the total amount to pay for the ordered commodities.
Select Payment Method This provides payment method options for paying for the ordered commodities. In
using more than one payment methods for paying orders use Multiple payment
method.
Pay Button This executes the payment process. With this activated a Change Calculation
screen will then open to enter your payment and compute its change.
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The following table shows the payment methods that can be used in this business system.
Payment Methods
Categories Description
Cheque This is a bill of exchange drawn on a bank by the holder of a current account.
Selecting this brings up a form wherein the details of the cheque are entered.
Gift Voucher This serves as a token of amount created by the business to pay for its
commodities. When selected as payment method this brings up the Gift
Voucher Redeeming form wherein the gift voucher code to use is entered.
Credit Used Another token that can be used to pay for ordered commodities is the credit.
Credits are similar to cash in that it can be used to pay for items just as cash did
and it has an equivalent exchange with cash. These are obtained through a
regular sell transaction in this business system.
Bill To Account This payment method is used for those orders that will be owed. Working exactly
as a means to tag the payment transaction as a debt, the business can then use
this to postpone payment.
Room Charge This payment method is used together with a Hotel PMS system. This payment
requires the client room number where this charge will be billed.
AR Posting This payment method is used together with a Hotel PMS system. Using this
payment the client will be required to enter his/her account number.
Web Used on an online booking transaction. The resulting bill for this will then be
forwarded to the payment gateway, by which amount will be collected from the
client’s bank account.
Credit Card If using credit card in paying for orders, this payment method should be used. In
doing so this will require the client’s credit card information.
Series Redeem Use this payment type when paying for services in a series.
Multiple To use more than one payment method for payments (i.e. credits and cash, credits
and cheque, or credits, cash and cheque, etc.) use this payment method. When
using this payment method the cheque or credits should be entered first before the
cash for the system to compute how much is needed to complete the payment.
The next table shows the commodities that can be ordered or added in the billing.
Commodities Description
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Appointment Book Screen
This screen is where the management of the appointment book is performed. To go to this
screen just click Administrator > Appointment Book option from the menu.
Just like in the Clients screen the Appointment Book screen is subdivided into three major areas:
the Setup, Management and Reporting. Options under these are discussed in the table below:
Options Description
Setup
Cancellation Reasons This opens a facility where reasons for cancelling bookings are entered.
Appointment Notes This opens a facility where appointment notes are entered.
Comment Notes This opens a facility where comment notes are entered.
Specialities This opens a facility wherein specialities or service experties are defined.
Equipment This opens a facility where equipments for use in the business are entered.
Rooms and Facilities This opens a facility where rooms and facilities of the business are entered.
Room Types This opens a facility where the room types that the business can recognized are
entered.
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Options Description
Management
Messages This opens an interface where alert messages that shows everytime that the
appointment book is accessed, are created.
Regret Booking This opens an interface where a regret booking is entered for further processing
and for documentation purposes as well.
Appointment Reminder This opens an interface where appointment reminders to the clients (either by
email or SMS) are composed and sent at the time a booking is made.
Appointment Confirmation This opens an interface where appointment reminders to the clients (either by
email or SMS) are composed and sent on the set appointment date.
Appointment Reminder This opens a facility where the details of all appointment reminder messages are
SMS History documented and viewed.
Appointment Mail Merge This opens a facility where the mail merge template to use in generating email or
SMS messages is defined.
Reporting
Standard Reports Activating this facility generates a screen where pre-designed reports are shown.
Chart Reports Selecting this facility opens a screen wherein graphical charts are produced.
Custom Reports This facility enables the user to create custom designed reports in the system.
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Specialities Screen
Another important window to take note of is the Specialities screen. This is where the specialities
or service experties in the business are defined.
The Specialities screen is opened through the Appointment Book screen (Administrator >
Appointment Book) by clicking the Specialities option from the menu.
Specialities Screen
Parts Description
Specialities textbox Enter in this column the specialities to define in the system.
Staff buttons Clicking this opens a facility where the staffs to conduct the speciality are specified.
Rooms buttons Clicking this opens a facility where the rooms to use for the speciality are indicated.
Equipment buttons Clicking this opens a facility where the equipments to use for the speciality are
specified.
Is Facility checkbox Ticking this makes a particular speciality a facility service. A facility is a service
that doesn’t require a staff to avail. Examples of this include swimming pool, steam
bath, and gym.
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Staff Screen
This screen is where staff management is carried out in the GSI System. This is brought out by
clicking Administrator > Staff from the menu.
The Staff screen has the following facilities in its management of staffs in the business:
Staff Screen
Options Description
Setup
Departments Clicking this option opens a facility upon which departments to recognize into the
system are entered.
Staff List This option opens a facility wherein staffs to recognize in the system are defined.
Funds This brings up a facility wherein funds or other means to finance a treatment are
entered. These commonly refer to health funds that are used to pay for treatments.
Roster Reasons Entries in this facility are used in the appointment book to provide reasons why a
certain staff is not available.
Commission Formulae This facility works together with Commissions By Type facility, in that the formula
selected in this will be the basis for the commission to apply in the business.
Commissions by Type This is where commission schemes are created. Computation applied on this is
based on what has been selected in the Commission Formulae facility.
Privilege Groups Clicking this option opens a facility wherein groups are defined with accessibility
rights for using the GSI System. In defining these, you could then easily assign the
same access privileges for staff with the same status in the business.
Web Roster This opens a facility that sets the availability of the system’s web booking.
Group Commissions This opens a facility wherein groups are defined for a certain commission. These
are then assigned to each staff with the same status in the business.
Group Commissions by Visits This opens a facility wherein groups are defined for a certain commission based on
the frequency of visits for service.
Staff Designation Clicking this accessiblity allows for the entry of staff designations that are to be
recognized in the system.
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Options Description
Management
Change Password Using this facility enables you to change the password of the currently set user
login in the system.
Wages Entry This opens a facility where a staff’s wage is computed. It obtains the hours worked
entry of the staff as entered in the Clock In/Clock Out facility. However, entries in
this can be done manually.
Wages Maintenance This facility lists down the staff wages computed on a set range of date.
Staff Log Hours The facility that will open in accessing this displays the log hours of the staffs (as
entered in the Clock In/Clock Out screen) that are covered in the date range
specified by the From and To date entries.
Messages Accessing this option brings up a facility that serves as a communication panel to
the staffs. Businesses can use this to send messages from one staff to another.
This works even on a real-time mode.
Staff Roster When selected, this opens a facility where the schedules of every staff are shown.
Clock In/Clock Out This opens a facility wherein staff log hours are entered (similar to a Bundy clock).
In using this, the staff to make a time log is required to enter his/her assigned pin
code.
Reporting
Standard Reports Activating this facility generates a screen where pre-designed reports are shown.
Chart Reports Selecting this facility opens a screen wherein graphical charts are produced.
Custom Reports This facility enables the user to create custom designed reports in the system.
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Staff List Screen
This screen hosts the different facilities in setting up a staff’s identity and function in the business.
To show this screen, go to the Staff screen by clicking Administrator > Staff from the menu. In
the screen that will show, click the Staff List option.
The Staff List screen is subdivided into three major parts as discussed in the table below:
Parts Description
Display Filters This area of the Staff List screen contains buttons that facilitates display of staffs
based on certain conditions such as the following:
Working Staff: Shows only those staffs that has Active status.
Not Working Staff: Shows only those staffs with Active status disabled.
Linked Staff: Shows only those staffs that are just linked to the current branch.
All: Shows all the staffs defined in the system.
Staff Details Facilities This area provides accesses for setting up the functionality of the staff in the
business.
The following table discusses the different facilities provided in this screen to set the functionality
of the staff in the business.
Facilities Description
Privileges This opens a facility where specific privileges are given to a selected staff.
Copy Privileges The facility that will open in accessing this assigns privileges to a selected staff by
copying it from another staff.
Roster Clicking this provides a facility to set the currently selected staff’s roster/schedule.
Branch In the facility that will open for this, it will link a certain staff to any of the available
branches in the business.
Funds This opens a facility where a selected staff’s available funds are indicated.
Budget This opens a facility where a selected staff is set for a certain budget (quota target).
New Clicking this opens a facility where the details of a new client are entered.
Edit Clicking this opens the details screen of a certain staff for updating.
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Staff Detail Screen
This screen contains all information regarding the staff together with other facilities that manages
staff accessibility in this system.
To access this screen, go to the Staff screen by clicking Administrator > Staff from the menu
then click in it the Staff List option under the Setup column. In the Staff List screen generate a
list of clients then select the one to edit then click the Edit button. You could also generate this
screen by creating a new client by just clicking the New button.
The Staff Detail screen is basically made up of 3 major parts: the Staff Details, the Accessibility
Management Facilities, and Staff Contact Media. These are described in the table below:
Staff Details This contains the information about the staff and his/her function in the business.
Accessibility Management This provides accessibilities for managing the access credentials of the staff.
Staff Contact Media This area has buttons to open facilities to communicate with the clients.
Provided also in this screen are the different media to use in communicating to a client.
Facilities Description
Email (button) Activates the email service via available outlook for sending email to staff.
SMS (button) Activates the text messaging interface for sending SMS to this staff.
Call (button) Activates the phone service for sending calls to this staff
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The table below shows the fields provided for each staff in this screen.
Fields Description
Staff ID (textbox) This is a user defined field for entering a staff’s assigned ID number (or code).
Given Name (textbox) This is where the first name of the staff is entered.
Title (pick list) Indicate in this the title to use for this staff as provided in the list.
State (pick list) Enter here the state where this client’s address is located.
Phone Book (textbox) This is where you enter the phone numbers of a certain staff.
Password Admin (checkbox) When ticked, this alerts the staff that the password being used is about to expire.
Pin Admin (checkbox) When ticked, this alerts the staff that the pin code being used is about to expire.
Work Cover No. (textbox) Enter here this staff’s professional license code.
APA Registration No. (textbox) Enter here the Australian Physiotherapy Association accreditation number of staff.
Login Name (textbox) Provide in this the login name of this staff in accessing the GSI system.
Language (pick list) Indicate here the language being used by this staff.
Room Selection (pick list) Enter here the assigned room for this staff.
Department (pick list) Indicate in this the department upon which this staff belongs.
Not Working (checkbox) Check this to remove this staff from the list of available staff.
Provider No. (textbox) Enter here the assigned provider number for this staff as recognized by the health
insurance company.
Seniority Level (pick list) Consists of 10 levels with 10 as highest; indicate here the staff’s expertise level.
Hourly Rate (textbox) Enter here the per hour pay for this staff.
Weekend (textbox) Enter here the weekend pay for this staff (usually higher than the regular rate)
Max Working (textbox) Enter in this the maximum allocated number of minutes for working of this staff.
Commissions by Type (pick list) Indicate here the Commission type to use for this staff.
Group Commissions (pick list) Indicate in this the Commission Group to use for this staff.
Group Comm by Visits (pick list) Indicate here the Commission Group By Visits to use for this staff.
Show In App Book (checkbox) Tick this if you want to make this staff available in the Appointment Book.
Billing Name (pick list) Indicate here the Name to use for billing.
Privilege Group (pick list) Indicate in this the Privilege Group to assign for this staff.
Designation (textbox) Enter here the designation or position of the staff in the business.
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For the details of every buttons provided in this screen the following table summarizes this:
Facilities Description
Reset Password (button) Clicking this removes the currently assigned password for this staff enabling login
without the requirement of a password. Use this to assign a new password for this staff.
Reset PIN (button) Performs a refresh of the staff’s Pin ID to assign a new one. This is commonly
used for new staff entry to determine his/her assigned Pin ID. Remember to take note of
the newly generated PIN code before closing the message window.
Unlock Acct (button) Available only for staff with Super User privilege (esp. Gumnut User and
Branch Admin). This enables the user’s account from being locked.
Finger Print (button) Clicking this facility activates the interfaced fingerprint scanner device and records it
into the computer.
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Setup Staff Privilege Group Screen
This facility is used in creating staff access privileges that will be generic for all staff with the same
status in the business. This is commonly used to easily assign accessibility rights to staffs in
using the GSI system.
To bring up this screen open the Staff screen by clicking Administrator > Staff from the menu.
With this in view, click the Privilege Groups option.
This screen is subdivided into certain sections as described in the following table:
Facilities Description
Credential Groups A pick list of the system’s accessibility areas. In setting up privileges to a certain staff, you
should select the necessary credential group first to show its specific accessibilities.
Accessibilities These are specific functions on those areas of the system. These will be shown depending
on what has been the currently selected Credential Group.
Multiple Use these to select or deselect all accessibilities to enable for this privilege group. This
Selection/Deselection saves the user the effort of setting all of the accessibilities in a credential group.
In creating privilege groups, the manager/administrator should first key-in the privilege group
names to create then click Save. Open this one more time, selecting a currently entered privilege
group on the list then click the Privileges button. Then in the User Privilege Setting screen (1)
indicate the credential group (2) and tick the accessibilities in that group to enable for this privilege
group. You could use the Check All button to tick all accessibilities in that credential group. Do
these for all accessibilities to assign for this privilege group then click the Save button. Going
back on the Setup Staff Privilege Group, click Save again to enter this new setting into the
system.
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Individual Staff Roster Screen
This screen is used for setting the availability of the staff in the business.
Access this facility by going to the Staff screen (clicking Administrator > Staff) and opening the
Staff List screen (clicking Staff List). After selecting a staff from the list in this screen, click the
Roster button.
The typical way of setting up a staff roster is by (1) clicking a date in the calendar upon which a
roster will be made. (2) Take note that the blank roster that will be given always starts with
Monday. (3) Having selected this, a Generate Roster screen for the staff will open. Provide in
this the availability of the staff in a week and also indicating the reason for those days wherein the
staff won’t be around. You could click the Set Every Day Same As Monday button to just copy
for the rest of the days the set time schedule on Monday. (4) With the necessary settings for the
staff’s roster already done, click the Save button.
Take note also of the different accessibilities in this facility for managing this staff setting as
shown on the screenshot above.
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Staff Wages Screen
This is where the wage of the client is computed based on his/her hours worked. Although this
uses the logged in hours entered in the Clock In / Clock Out facility of the system (Administrator
> Staff > Clock In / Clock Out) you could also manually enter here the hours worked (Std.
Hours) of the staff.
To open this facility go to the Staff screen (clicking Administrator > Staff) and clicking the
Wages Entry option under the Management column.
Fields Description
Std. Hours Enter in this the duration of work rendered in the regular days. This also gets its data from
the logged in hours using the Clock In/Clock Out facility. THIS IS A MANDATORY FIELD.
Weekend Hours Enter in this the duration of work rendered during the weekends (Saturday and Sunday).
Overtime 1 Enter in this the duration of work rendered for the 1st overtime.
Overtime 2 Enter in this the duration of work rendered for the 2nd overtime.
Overtime 3 Enter in this the duration of work rendered for the 3rd overtime.
Commission Enter in this the commission amount to pay for this staff.
Other Income Enter in this the other amount to be included in the staff’s pay.
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Fields Description
Sick Days Enter in this the number of sick days of the staff.
Leave Without Pay Enter in this the number of leave days without pay of the staff.
Leave With Pay Enter in this the number of leave days with pay of the staff.
Deductions Enter in this the other deductions to apply for this staff.
SuperAnnuation Enter in this the amount to be cut for superannuation (for declaration purposes only).
Payment Date Enter into this the date wherein this wage will be given (pay day).
Notes Write in this any important notes you want to include for this staff’s wage.
4. Upon entering the necessary requirements for this wage, click the Calculate Wage button.
5. This will in turn processes the previously entered information and generates the output for the
following fields:
Fields Description
Std. Pay This shows the amount to pay for the staff based on the entered Std. Hours and Weekend
Hours.
Overtime Hours This shows the total number of overtime hours based on the entered overtime hours
(Overtime 1, 2, & 3).
Overtime Pay This shows the total amount of overtime pay to be given to the staff as reflected in the
amount of Overtime Hours.
Gross Pay This is where the total of Std. Pay and Overtime Pay is displayed.
Total Income This displays the Gross Pay plus Commission and Other Income if available.
Net Pay This field shows the Total Income minus the Tax.
Pay Amount What will be shown in this field is the actual wage to pay for this staff. Most of the time this
is the same as what can be obtained as a Net Pay.
6. Having done with its review, finalize the wage computation process of this staff by clicking the
Save button. With this action this wage computation will then be documented into the
system.
Perform these steps for all the staff in the company. To view the details of every staff wage
computed in the system just open the Staff Log Hours screen (by clicking Adminstrator > Staff
> Staff Log Hours from the menu).
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Staff Roster Screen
The Staff Roster screen is where one can view the time assignment of all the staff in the business
within the week. For most businesses, they use this to track the set rosters of every staff in the
company and through this make the necessary adjustment on it when needed.
This screen can be brought up by opening the Staff screen (clicking Administrator > Staff) then
in the screen that will open click the Staff Roster option.
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Stock Screen
The Stock screen contains with the facilities that are relevant in managing stocks in the business.
In bringing up this screen just click Administrator > Stock options from the menu.
The following table summarizes the functions of each facility that will open when accessed in this
screen.
Stock Screen
Options Description
Setup
Stock Groups This option opens a facility wherein stock groups are defined. Stock groups are being used
as the major classification entity of stocks in the system.
Lists When clicked, this option brings out the Stock Setup screen of the system upon which
stocks being offered and used in the business are entered.
Suppliers This accessibility opens a screen by which suppliers of stocks are entered into the system.
Manufacturers This accessibility opens a screen by which Manufacturers or Brand Name of the stocks are
specified in the system.
Units Clicking this option opens a screen wherein units that are recognized by the system are
entered.
Promotions This option opens a facility wherein stock promotions are defined.
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Options Description
Management
Variance Clicking this option opens a facility that enables tracking of the available stocks which
is very important in carrying out inventory check.
Order Generation This option, when clicked, brings out the Stock Reorder screen wherein stocks that
needs to be ordered are being displayed.
Order Maintenance This option opens a facility wherein stock orders are being managed.
Transfer Clicking this option brings up the facility upon which stocks can be transferred from
one branch to another.
Professional Stock Control Accessing this option brings up the Professional Stock Control screen upon which
manual decrementing of available professional stocks are conducted.
Barcode Printing Clicking this option opens the facility that prints out barcodes of the selected stocks.
Reporting
Standard Reports Activating this facility generates a screen where pre-designed reports are shown.
Chart Reports Selecting this facility opens a screen wherein graphical charts are produced.
Custom Reports This facility is where custom designed reports can be created in the system.
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Stock Variance Screen
Opened by clicking Administrator > Stock > Variance from the menu, this facility is used
generally to cross-check current stock counts in the system with the actual count. Doing so
establishes a more accurate inventory of stocks.
Display Filters Use this to limit the stocks being shown in the list.
Clicking the Retail button displays only stocks that are being sold in the business. Likewise,
clicking the Professional button generates only those stocks that are used in performing
services. Clicking All generates all of the stocks regardless of its type.
You could also choose to display stocks based on the Stock Group by which it is classified
into, otherwise, click the All button to show all stocks.
Using the Supplier filter is another way of generating a list of stocks and clicking the All
button shows all of it.
Actual Amount Entry Enter in this column the actual count of the stocks in the inventory as checked.
Management Facilities This provides buttons that manages the actions to take on the result of the inventory check.
Click the Update Stock button to update the System Count to the Actual Amount of stock
on hand.
Click Clear button to remove the entries made in the Actual Amount column.
To generate an export file to be used in other GSI System click the Export button.
Click the Print button to generate a printout of this result.
To save the result of variance check click the Save button.
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Stock Promotion Setup Screen
The Stock Promotion screen is where company promos to encourage sales of its available stocks,
are created. In this screen the admin indicates what kind of perk or benefit that a certain client
will get (percentage discount, fixed amount discount, a free stock or a gift voucher) for a quota
amount reached for a certain stock.
The Stock Promotion screen is obtained by going to the Stock screen (Administrator > Stock)
and clicking the Promotions option under the Setup column.
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Order List Screen
This screen is where the refilling of the business’s stocks is done. By default, this is set to
automatically receive orders from the Order Generation screen if the stock count autodetection is
enabled. However, orders can also be created here manually.
This screen can be obtained by going to the Stock screen (click Administrator > Stock) and
clicking the Order Maintenance option under the Management column.
This screen is used to manually enter the amount used on a certain stock in its application to the
service being conducted. Through this the business has a much closer track on the usage of its
professional stocks unlike when being done automatically through the enabling of the Automatic
Stock Control feature of this system.
The Professional Stock Control screen is opened by going to the Stock screen (clicking
Administrator > Stock) and clicking the Professional Stock Control option under the
Management column.
Details on the use of this facility are discussed thoroughly in Chapter 3 under the topic
Professional Stock Control.
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Stock Transfer Screen
This screen is used in supplying stocks to the other branches of the business. One important
condition in conducting this process is that the stocks must be provided with Part Numbers and
similar stocks to other branches must be adopting the same part numbers.
The Stock Transfer screen is brought up by first opening the Stock screen (clicking Administrator
> Stock) and clicking the Stock Transfer option under the Management column.
Details on the use of the Stock Transfer facility are discussed in the Stock Transfer topic in
Chapter 3.
This is where stocks are entered and can be viewed in the system, which is aside from the use of
the Import Stock utility program. This screen is subdivided into three major sections: the Display
Filter area, the Stock List area and the Stock Setup Facilities area.
The Display Filter area consists of accessibilities that limit the stocks being displayed in the list
depending on the set criteria in it.
The Stock List area is where the list of stocks is being generated.
While the Stock Setup Facilities area is where the extended settings of a certain stock are
entered.
The Stock Setup screen is accessible by going to the Stock screen and clicking in this the Lists
option under the Setup column.
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The following table shows the description of each field in this screen:
Fields Description
Type (or Stock Code) Indicate on this list whether the product is for selling (Retail) or used in
performing a service (Professional).
Stock Name Enter in this the assigned name for the product.
Order This shows the status of the stock reordering process whether it has been received already
(with a YES tag here) or not.
Retail Price Provide here the price amount for this stock when sold per piece.
Wholesale Price Provide here the price amount for this stock when sold in bulk.
Warning Level The value entered here determines the amount that when reached will automatically
generate an alert informing the staff that the quantity of the stock is running low.
Reorder Level The value entered here determines the time when ordering should be made to replenish the
stocks. This automatic reordering works in such a way that when the value provided in this
field has been exceeded (lower than the assigned Reorder Level value as this tend to
decrease over time), this stock will then show on the Stock Reorder screen where ordering
is performed.
Size Enter in this the capacity content of a certain stock (e.g. 350, 1.5, 500).
Unit Enter in this the unit measurement used for the stock (e.g. ml, pk, ea, oz, mg). Together
with the value entered into the Size field, these determine the content capacity of this stock.
Supplier Select from this list the supplier from whom this stock is ordered.
Stock Group Select from this list the Stock Group into which this stock belongs.
Sub Group Select from this list the Sub Group into which this stock belongs.
Bar Code Enter into this the Bar Code to assign for this stock. Once printed, this will serve as a much
easier way of entering stock data via barcode reader scan.
Points Earned Specify in this field the number of points to get when this stock is purchased. Earned points
can be used to pay for certain items or services in the business when available. The point
system is commonly used in many businesses to boost consumer purchase.
Points Redeemed Specify in this field the required number of points to buy this stock.
PMS Code Enter in this the code of an interfaced PMS system being used.
Budget Group Select from this list the Budget Group to use in selling this stock.
Stock Control This is used to tell the system to monitor the stock count and to auto-decrement it if a stock
is sold or used in a service.
Commission Amount Provide in this field the amount to give as a commission for selling this stock.
Active By default this is enabled or ticked. Unticking this, will keep this stock from showing in the
store which is the same as removing this from the system.
Web Ticking this enables this stock on being accessible through web access.
Number This field works hand in hand with the Bulk field. If the Bulk checkbox is ticked the value
specified here determines the quantity for each bulk when ordered. That is when reordered
as 5 and the set amount on this field (Number) is 10, the quantity that will be obtained is 50.
Type (or Stock Code) Indicate from this list whether the product is for selling (Retail) or used in
performing a service (Professional).
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Fields Description
Bulk Retail Barcode Enter in this the barcode to assign for this stock when sold in retail.
Bulk Retail Price Enter in this the price for this stock when sold in retail.
Bulk Retail Size Indicate in this textbox the amount in size of this bulk.
Bulk Retail Unit Indicate in this the unit to use for this bulk item.
Medication Ticking this textbox enable the stock to be recognized as a medication such that this will
appear in a list of available items when composing a prescription.
Rack# For those companies that implements warehousing, this data is being used to indicate the
location of the stocks.
Batch Process When ticked, this tags the stock to be sold in a batch. Through this stocks are sold
according to the sequence by which they are received when ordered. Such that items of
first batch will be sold first before the succeeding batches and so on.
FDANN/HSR No. Indicate here the given registration number of the government agency that certifies the
safety of the stock. (for Philippine setting only)
FDA Expiry Date Enter in this the food and drug regulatory agency’s registration expiration date.
GBM Expiry Date Enter in this the production expiration of the product.
Freight Cost Specify here the amount charge for transporting the stock.
Brokerage Cost Enter in this the imputed charge for broker’s fee.
Category Code Provide in this the group upon which this product belongs to.
Import Duty
Barcode With Weight Indicate here the barcode that includes the weight specification of the stock.
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Contact Details
As a supplement to the purchase of the GSI System software we offer to our clients the Annual Maintenance program that
includes unlimited access to our 24/7 Helpdesk Resources and Software Upgrades throughout the year. This provision also
includes requests for training(s) if needed so.
The Gumnut Helpdesk is exclusively accessible to our clients who have availed our Support Membership program, which is
payable annually. It utilizes the latest technologies that can access our client’s computers (PC) remotely via Internet to analyze
and fix issues. We are providing this support at no extra cost to our clients.
The Helpdesk is accessible thru Skype messenger, and utilizes calls and chat sessions. We also provide an FTP service to our
members for downloading or, uploading of information.
Helpdesk Support
Technical Support
eMail: support@gumnutsoftware.com
Administration Inquiries
eMail: admin@gumnutsoftware.com
Sales Inquiries
eMail: sales@gumnutsoftware.com
Postal Address:
Contact Details