(Brian Henderson): Now that we’ve covered the basics, let’s put it all together into one transaction from start to finish. I’m going to log in, and then I’m going to choose find. I’m going to search for the customer by their last name or phone number. If it doesn’t show up, then I know I need to add a new customer. In this case Mr. John Adams is dropping off his laundry. What a privilege. I’m going to make sure to print notes on receipt, and if there’s any special notes that he would like done every time he ever drops off his laundry, we can save it here. Let’s see. Use hypoallergenic soap. Okay. Save customer. There he is. There’s our note.
(Brian Henderson): At the beginning of any shift, you’re going to want to clock in, so to do that you go down to the time clock button at the bottom right corner of your screen. You’ll enter your password and then your cashier ID. This is opposite of what you’re used to on most forms where it has ID and then password, so just keep in mind that it’s reversed.
(Brian Henderson): There are three different types of notes found on drop off laundry receipts, customer notes, invoice notes, and modifiers. Customer notes are permanent notes which show up every time a customer ever drops off. It will be printed on every receipt for this customer. Now, it’s very important if you have customer notes in the customer maintenance screen, to make sure that print notes on a receipt is check marked in order to print these notes. Okay. That’s saved for that customer.
(Brian Henderson): Typically, you’ll want to encourage your customers to pay when they drop off laundry orders, but on occasion they may wish to pay at pickup for whatever reason. This is supported.
You simply choose your customer, select your items, and then instead of going to Pay, you hit Done. Go to Options, Hold and Print. If you think about what that button actually said, it literally says you’re going to place the order on hold and it will print a receipt. Now, you can put the label on the order when it’s all finished. When the customer comes in at a later time to pick up the order, you’re simply go to go to Fetch on Hold, and you’ll select from this list of unpaid orders. As soon as you select it, it recalls all information and now you can go to the payment screen.
(Brian Henderson): There are several basic functions common to almost every transaction you’ll perform on the Point of Sale System. These include selecting an item, changing the quantity, deleting items, and, if necessary, voiding the invoice. Before we begin, I’m going to recommend that you go to the tools function on the menu bar and take off the payment options. It’s distracting and it, honestly, kind of gets in the way. If you see further videos without that, that’s how I took that off. Tools, payment options. To select items, you go to TS lookup, that stands for touch screen lookup, because often times in a laundry mat we’re not selling items that have a barcode on them, instead they’re services.
(Brian Henderson): All drop off laundry orders must have a customer name attached to them. In fact, the point of sale system requires that a customer be selected before you can ring up many of the items found in the TS lookup screen. Items such as, wash, dry, fold basic, this item requires a customer to be selected for the invoice, or comforters, or sleeping bags. Really, any of the items that are for drop-off laundry.
(Brian Henderson): Processing payments on the point of sale system is very simple. If you’re within the TS lookup screen, the pay button will be down here, or if you’re on the main sales screen, the pay button will be up here. The amount the customer has handed you is on the left and the amount that’s owed is on the right. If they handed you exact cash, you just simply select cash. If they handed you a bill of these denominations, you could simply choose one of these for a quick shortcut. This is called the quick cash buttons. Alternatively, if they handed you a different amount, say this customer gave me $6.75, I could type that in and then choose cash.
(Brian Henderson): Let’s go over how to recall an invoice. First, you go to options, recall invoice. This pulls up your list of your most recent transactions. It’s going to show both completed transactions as well as voided ones as well. In order to view it, simply select it or double click it, or highlight it and choose select. This will pull up the transaction. Notice that everything’s greyed out except for print, end display, or void invoice.
(Brian Henderson): So let’s talk about reporting a little bit. There is the end of day report, which you will need to print every single day either at the end of the day when you’re securing your till in the safe or the very next first thing next morning before you have any new sales for the next day. This clears out the running total in the till and basically tells the Point of Sale System this is a new day and I need you to start the count all over again. I’m starting with a fresh till right now. I just logged in through manager using my administrative password and ID, going to go to tools, end of day. Again, it’s going to ask you for your administrative password and ID or if you have the permission levels set up for access to the end of day report then it doesn’t have to be the administrative password, it could be any team member that you have set that permission level. Also, notice that the end of day will automatically print on your full-size printer. In this example, I don’t have a full-size printer connected to this computer, so I have it set to print as a PDF.
I had a couple of recent discussions with fellow laundromat owners researching point-of-sale systems for their drop-off laundry Wash-Dry-Fold services in which the same question came up:
How do you track orders through every stage of cleaning?
It’s a good question! Unlike with dry cleaning where every item is individually tagged or barcoded, bulk laundry cleaning by the pound does not lend itself well to individual garment tracking. Just whose socks are those, anyway? Great systems that inherently help prevent mixups will benefit your laundromat business and help your Wash-Dry-Fold service thrive.
Here is a system we came up with at my family’s business, Liberty Laundry, which can be used with any system, whether or not you’re using a fancy computer point-of-sale system like what I sell or are still using an old-fashioned cash register with carbon-copy tickets:
(Brian Henderson): One way that your point of sale system can certainly make you money is in terms of keeping track of commercial accounts. The ability to allow a commercial customer to send employees of theirs to drop off orders throughout the month, be able to charge that to an account, and then be able to generate a statement at the end of the month and mail that to the customer.
(Brian Henderson): I was recently asked a question by a laundry owner who has a coin-only store who purchased a Point of Sale system from me. The way his attendants start the machines is that they actually pull money from the till and then go and start the machines and he was looking for a way to keep track of all of that and I did a little bit of thought and a little bit of research and I found what I think is a very elegant, very simple, very straightforward way of keeping track of this particular method.
(Brian Henderson): I’ve had a few questions from customers recently regarding employee theft prevention. What I’m going to show you today are some of the built in features of this software in helping to prevent employee theft and also how to generate reports which help you quickly, very quickly highlight where something went missing, for example. Ordinarily when you log into the software you’re able to go ahead and just start ringing up sales right away, but what I’m going to do is change a setting that causes you to require to do a money count before and after each shift, and just from my own personal experience by virtue, by requiring a team member to count the money, magically it starts to be a lot more accurate since it’s being tracked. It’s top of mind.
Hey, Brian Henderson here of Liberty Laundry and Wash-Dry-Fold POS. Today I’m going to show you how to use a free tool called Google Forms, as well as Google Sheets, in order to make an equipment problem log that’s online and accessible anywhere, including from your smartphone for your laundromat, as well as how to create an order check out form for your drop-off laundry service. Whenever an order is handed out for your drop-off laundry service, then you know exactly who handed it out to whom, and when.
Our thermal label printer plus software and installation service includes a roll of 1,375 individual 4″ x 1″ self-adhesive thermal labels to get you started, a USB cable, and the software to easily print labels for finished laundry orders which displays the customer’s name in a large font and the total number of bags and/or hanging items in an order.
Below are sample images of what the labels will look like when used as a sticker to attach the order ticket to a bag of finished laundry.
(Brian Henderson): In this video, I’m going to show you how to set up loyalty plans with the Wash-Dry-Fold POS system. More specifically, I’m going to show you a particular way to set up kind of a 10th wash free type of plan that’s a commonly requested feature from many laundromats who had traditional punch card style offerings for the customers, where each time a customer visits the store, then they’d get punches put on their card, and once they accumulated enough, then they’d be able to turn it in for some type of reward. So, on this customer’s 10th visit, they would get a free wash, or, say, a coupon discount off of their next order.