Before a student can be enrolled in a class session they must have credits. There are two methods for a student to gain credits; buy them or have you grant them. Generally you as a studio owner should be selling credits and only granting them for special reasons. Even free trials should be sold with a 100% discount for tracking purposes. For example, you might be able to associate the free trials to a campaign and gain tax credits.
The Order Management Process in GenusSales consists of two steps:
Once the payment has been collected the credits are granted. Credits are NOT granted until payment is complete.
Creating and Booking the Order is simple. To create an order there must be a student in the system, Genus is not a simple Point-of-Sales package for selling widgets, it is designed to manage a Yoga studio and so it requires a student to exist. Once the student exists it is easy to create an order. Simply click the option "INVOICE" either in the Student Detail View, or in the Student List View.
In most views you'll see the invoice icon:
Student Listing View
You can also start billing right from the student detail view by clicking the option button to invoice.
The Student Detail View
An invoice applet has two main parts; the header and the line item details. The header contains information such as the invoice id, who is buying (the payer) and who is getting the credits (they can differ). The line item details contains information such as what are they buying, the quantity, any discounts etc:
The Header
Line Item Detail(s)
In the Header you can change the Payer (the bill to) or change the student who'll get the credits or both. You simply click the Change button and then search for and select the student. Note that the Bill to must be a student, while the student who gets the credits may actually be a family. For more information on family contacts and credits, click here.
There are two methods to add line times to an invoice, manually adding or scanning using a hand held scanner. The benefits of the hand held scanner is that it is quick. Scanning has minor draw backs, if a student is buying a quantity of two then you'd need to scan the item twice (to create two line items).
If you want to add products/services manually you simply click the Add Items to Order button and Genus will show you a listing of all your active products and services.
Listing of all Products and Services
This listing view allows you to show only your Service Items (such as classes), Products (such as Yoga mats) or the Item Category is your studio uses the custom categories to track items. You can also search for a product by name.
There are different ways to find and select items
Once you have located the item (or items) you can add them by simply inputting the quantity, and discounts (and select the discount type, either flat rate or a percent) and click the Add Item(s) button.
An example of quantities, some with discounts some without.
Note that Genus allows you to discount either as a flat amount ($) or as a percent (%). For example buying 10 items at 50 dollars each with a flat rate of 20 dollars brings the total sell price to 480 dollars. But setting the discount to 20% sets the sell price to 400 dollars. Genus allows you to mix and match your discounts and types. And again, you can add more than one product at a time.
For products Genus will tell you how many items are in stock based on inventory. Items that are out of stock are tagged as "backorder".
Inventory tags in the Order View
Once you click the Add Items button all the items you've selected with be added to the order. If you wish to remove one or more line items then click the remove icon on the line item view.
Genus also allows you to add a comment to the order. You might want to input why you are discounting (as an example).
Once you have completed adding the line items and setting the sell price, click the book order button at the bottom of the page. This does a few things, it adds the item totals to the GL (as pending), and it readies the item for printing a receipt. Any credits will not yet be granted.
After booking the order cannot be changed. It can only be cancelled or paid.