Packages/Prepaids(Series)
Packages will allow you to combine items (services and/or retail) so that you may sell these items together at a discounted price. There are two types of packages you can create; Prepaid and Immediate Sales.
A Series/Prepaid Package is a package of the same service in multiple quantities. Selling a prepaid package also guarantees your business revenue as clients return for services, allowing you the opportunity to up-sell and increase your business' retention.
A Single Day Package includes a variety of services or retail items for that same day. For example, a common immediate sales package would include manicure, pedicure and one massage. This is often offered at many day spas.
Click the links below to skip to the a section:
Package Creation
To create a package you will hover over Inventory and select “Package List”
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Under Package/Series you will see several options. To create a package you will click on “Add a New Package”
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Package Options Glossary
Edit Selected Package
To edit a package, simply go to the package list and either double click one the package you need to edit or click once on the package then click 'Edit Selected Package' in the left menu. You are able to edit all fields at any time.
Delete Selected Package
To delete the prepaid package from your list of packages you offer, you will select the package and then under package options click on Delete Selected Package
Merge Selected Package
Merging packages will erase the existing package's record from the system, sales history, reports, appointments, etc. This feature can be used to cut down on duplicate packages or bring similar packages into one. A merge CAN NOT be undone. Learn More Here.
Show Inactive Packages
If you are wanting to include the list of inactive packages in your list of packages, whether you are wanting to reactivate or see what packages are all inactive, you will select Show Inactive Packages.
The Add New Package form will populate, you must fill in the two required fields (Item ID and Description). You will select the services and/or retail items from the Select Item drop down menu, then click Add.
To create a Single Day Package: you will add the services and retail items you want included in the package. Then choose your fixed or discounted price and check on or off the package options explained in the dropdown menu below.
To create a Series/Prepaid Package: you will add the services and retail items you want included in the package. Then edit the line items by clicking on the pencil icon to adjust the quantity. Then you will want to ensure the check box next to Series (Prepaid Items) is marked so the system recognizes this as a prepaid package. Then choose your fixed or discounted price and check on or off the package options explained in the dropdown menu below.
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Package Options
Item Id
The Item Id is how you will most often refer to a service within the software. Typically it is the name of the service or an abbreviation of that name. You will want the ID to be unique and meaningful to help avoid any confusion.
Package Id Tip: You may abbreviate the name of the product in this field. If you choose to abbreviate the name or enter an acronym, make sure that it is a name or acronym that everyone who will be using the Appointment Calendar and Point of Sale screen will be able to remember when searching for the item.
Active
You will always want your packages to be active until you stop offering them. Once they are inactive they will no longer show up on the appointment calendar or the point of sale but they will show in reports. You can reactivate a package at any time.
Description
The Description is a plain language name of the item that would be used outside of your business. This is what will appear on your receipts and online booking page.
Barcode
If you use codes for packages, you may enter a barcode associated with this specific package. This will allow you to look up items in the point of sale by their barcode numbers.
Department
The Department field is available to organize your packages into groups or categories. Inventory Departments are shared for retail, service, and package items.
Class
Class is an additional way to organize your packages. In many cases it can be used as a sub-category for the department. Classes are shared for retail, service, and package items.
Prepaid expires ____ days after sale
This field allows you to set how long a prepaid lasts before expiring.
Show In Sales Register Product Buttons
Deselecting this option will not allow this item to show as a button in the sales register. By default, this is checked so the item will show.
No Discount Allowed
Select the checkbox to not allow discounts to be applied to this item in the Sales Register.
No Coupon Allowed
Select the checkbox to not allow coupons to be applied to this item in the Sales Register.
No Manual Price Changes
Selecting this box will not allow the item price to be changed by typing in a new price for it in the sales register.
Series (Prepaid Items)
For having a short name and only one check box, this is one of the most powerful features of the program.
By checking this box, you are telling the program this package will be used up when the client checks out at the Sales Register, the number of times equal to the "Qty" you set on the "Item Details" section of the screen. This also allows you to track the usage of the items the client has prepaid for.
For example, you wish to create a prepaid package of 10 Swedish Massages. You would check this box and on the "Package Details" screen select the inventory item Swedish Massage. Then enter a quantity ("Qty") of 10. When a client gets a Swedish Massage and checks out at the Sales Register, you would offer to sell them the package of 10, explaining that this is a savings over the individual purchases. If the client decides to purchase the package, you select the package from inventory, select the client from your client listing (add them "On the Fly" if they're not already entered), and complete the sale. The package count of 10 is assigned to this customer and they are charged for the total package (prepaid).
You will then need to create a separate sales transaction for the Swedish Massage they used that day. When their Client Id is selected along with the Swedish Massage, the Extended Price of the service will be "$0.00" because they paid for the service when they purchased the package in the first sales transaction. The count on their prepaid Swedish Massages will be reduced to 9. The next time they come in for this service, and they are checked out in the Sales Register, they will not be charged but their count will be reduced to 8. Envision will not charge the client at the Sales Register for this item until all the items in their package have been used.
Hide At This Location
Check this option to hide the package from this location.
Package Item Listing
A list of all items added as part of this package will show here.
Select the pencil to edit an item that has been added to the list. From here, you will be able to edit the quantity, unit price, choose if you wish to use an override of commission, and set the dollar amount of the commission override.
Select the red button in the package item list to remove an item from the package.
Item Selection Box
Choose the item you wish to add to the package using this drop-down selection box. Once chosen here, click the "Add" button just to the right.
Add Item Button
After choosing the item you wish to add to the package in the drop-down selection box, click this button to add the item to the listing area above.
Value
The value section shows the total, non-discounted value of the items within the package.
Retail Price
Retail Price shows the total discounted price of the package.
% Discount
The percentage discount section displays the discount percentage, whether it was entered on the right, or the package price was entered.
Total Price
If you know the dollar amount you wish to set as the package price, enter it here. Once entered, you will need to click the Set Pkg Price button to apply the price.
Discount %
If you know the percentage you wish to discount the package price, enter it here. Once entered, you will need to click the Set Discount % button to apply the discount percentage.
Copy Package Detail To All Locations
Selecting this button will copy the pricing to all other locations. This will overwrite any price that was entered at the other locations.
Selling a Series/Prepaid Package
To sell a package, go to the sales register, select the client from the client drop down, and the employee from the employee dropdown. Then select the package from the item ID drop down menu, Take Payment and Cash Out.
You must sell a prepaid package before checking out the client from the schedule, so they have prepaid services to redeem at check out.
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Scheduling a Series/Prepaid Package
Schedule a prepaid package with ease, by following the same process you would when scheduling a service for a client. You would schedule the service that is part of their prepaid package they previously purchased.
Note: You can check the amount of prepaids a client has by navigating to their client profile and clicking on the prepaids tab.
Redeeming Series/Prepaid Items
When that client comes in to redeem the prepaid package or part of the package, you can easily check them out by right clicking on the appointment and selecting 'Check Out Client'. It will add all services in that package to your register and you will notice the Extended Price will show as $0.00.
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To change the quantity of what the client wants to use on the ticket you can click the pencil icon next to the prepaid package item to open the edit line item prompt. Change the Qty to the amount they would like to redeem then cash out like normal.
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Scheduling and Selling a Single Day Package
Scheduling a Single Day Package
To schedule an Immediate Sales Package you will use the Search for Openings feature in the schedule. Check out this article for more information on Search for Openings.
Selling a Single Day Package
Once you've scheduled your package and are ready to check out your client, right click on any of the appointments for that package on the calendar and click 'Check Out Client'. It will add all services in that package to your register with the corresponding employees if chosen. This will also allow you to allocate tips between employees with our split tips calculator. Continue to check out the client as usual.
Customers may request to have the value of a prepaid item refunded to them. This is the process for refunding a prepaid item.
Open the sales register.
Select the client in the client drop down.
Select an employee to refund the item. Typically you will select the original employee who sold the item or the InHouse employee.
Add the prepaid service or product to the sales register.
Click the Edit (pencil) icon next to the prepaid item.
Click the Upsell button.
Click Save
Complete the transaction by clicking on the Take Payment button.
Select the payment type you will use to refund the money to the client.
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To help keep tracking of your prepaid packages, we have several reporting options for you to choose from. Whether you are looking to track outstanding prepaid, or when they were used. You can check out this article for more information on the reporting options available for prepaid packages, Gift Cards/ Prepaid Reports.