Basic Transaction

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(Brian Henderson): I’m Brian Henderson and here’s how to perform a basic transaction on Wash-Dry-Fold POS. I’m going to start by clocking in. Next I click new sale and I can search for our customer by their phone number, their first name, their last name or the company name.
 
We’ll say George Washington’s dropping off his laundry today. We can see his print notes, which will always print on the receipt. I can check and see if he has an account balance or store credit. I can also see if management has left any internal notes about this customer. I’ll click continue with selected customer.
 
When I press the Wash-Dry-Fold button, that will automatically read the weight scale. Let’s say this customer’s left specific instructions for this one bag of laundry. We’ll say spot treat the white shirt. Next, he drops off a comforter that he gives us more common instructions such as dry it on low. In that case, I can just quickly tap this instructions button that says dry temperature low.
 
Let’s say he is also purchasing a lint roller. I can use the barcode scanner to just scan the barcode of the item to add it to the ticket. I’ll press next and we’ll choose a due date for this order. Let’s say he is picking it up tomorrow at 5:00. On the payment screen, we can enter the amount that they paid with. In this example, he is paying with $50 cash. So I can press the $50 cash shortcut button. I’ll print off the receipt and I’ll make his change.

Order Tracker

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(Brian Henderson): This is a demonstration of the Wash-Dry-Fold POS Order Tracker. We’ll start by dragging this order to the sort column. If I wanted to, I can tap on the order to view notes. And I can also add a comment on this order as we’re working on it, such as, “Found $50 in the pocket.” When I’m ready to start this order in the wash, I can drag it to the “Wash” column and I can select which washers I’d like to use. So, let’s say it’s going in washer seven and eight. For laundromats that are coin-only stores and they would like to track the cash withdrawn from the register to start machines, the cash drawer would pop open at this point when I press the confirm button. For stores with a card-based payment system, the dollar amount shown here would match the amount used on the employee’s card.
 
When I drag this order to the “Dry” column, I’ll be reminded about which washers were used for this order, and if I want to, I could even cross them off just by tapping on them. I can now select which dryers I’d like to use, and just like we did with the washers, I can say confirm to enter that dollar amount.
 
When I fold this order, I can drag it to the “Fold” column. And then when the order is all done, I can drag it straight to the “Done” column. If there are any machines that are still unused, the software will remind us about those machines, and we have to say, “Yes, machines have been emptied.”
 
If this customer was opted into text messaging, the software will ask you if you want to send them a text about their laundry being ready for pickup, and we would just simply say, “Send text message.”
 
Now, let’s print some labels for this finished order. In this example, I’ll say that this order has two bags and one hanging item, and I’ll say print label. When the customer comes to pick up the finished order, we’ll click on the red pickup button. We’ll select this order from the list of orders that are done but not yet returned to the customer. When we click confirm pickup, that will create a timestamp of when the order was returned to the customer. If this was a pay at pickup order, when we click confirm pickup it would bring us to the payment screen.

Repair Tickets

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(Sean Henderson): Hello, this is Sean with Wash-Dry-Fold POS. I want to show you an exciting new feature to our system that I helped build called the repairs page. This is a whole new section of our software that lets you submit, view, edit and track machine repair tickets. To get to the repairs page, open the sidebar menu and select repairs. When the page loads, enter your PIN. Let’s look at this as an attendant. If you’re an attendant, the system assumes you’re in a store and want to submit a new repair ticket for some sort of machine malfunction. So it’ll automatically take you to the submission form. Simply select the machine in question and describe what’s going wrong with it. The form requires at least 20 characters to ensure you’re giving an adequate description of the symptoms. The preview and submit button has changed from gray to blue so now we can select it. The repair ticket preview shows us what the automated email that gets sent to admins and our managers will look like. More on that in just a little bit.
 
Select submit and the attendant will be taken to a list of all the repair tickets that have been entered, including their own. To go back to the submission form, use the toggle button near the top. There are a lot of filters available up top to narrow down what repair ticket you’d like to look at. But there are a few in particular I’d like to point out. The store dropdown will be set to your device’s current store by default, but you can look at any of the other stores your employee profile is set to have access to. The machine position dropdown lets you see the repair history for a particular machine in your store. If the list is too big for you to find the machine, you can filter both the list and the dropdown by selecting a machine type.
 
This entries row doesn’t give us all the information. To see more details about a particular repair ticket, select the view details button to the right of the entry. This view will also allow you to add a note to the ticket, edit the ticket status, and if you’re an admin or a manager, delete notes or even the ticket itself, if need be. Let’s see what that looks like by switching our user over to an admin or manager. When an admin or manager enters their PIN, it’ll automatically take you to the repair tickets list because that’s what it’s assuming you want to see. You can still access the submission form with the toggle button near the top. When we go back to the repair ticket details, we can now see a delete repair ticket button and a delete note button.
 
Let’s change the repair ticket status. The change gets added as another ticket note so we can see who changed the ticket status and when. If we change the ticket status to repaired or could not replicate, it’ll ask us for a little more information about what we did. After we select submit, that information gets saved as a ticket note. This way, you’ll be able to use the repairs page track a machine’s repair history. Looking at the repair ticket list as an admin or manager, you’ll notice that we now have a couple of shortcuts. One to go to the equipment setup page in case you need to change any info for a particular machine or model. And one to go to the employees page. Links to both of these can also be found by selecting the gear icon in the far upper right.
 
Let’s edit an employee so that they can receive an email every time a new repair ticket is submitted for a store they have access to. Let’s say this Sean Henderson guy has been promoted to manager. Hey, that’s me. Congrats. I now want to receive repair ticket emails so that I can forward them to my repair guy, whoever that might be. First of all, I need to have a valid email address entered into my profile. When I change my role to manager, you’ll see another check box has appeared, receive repair ticket emails. I’ll select it and save. Now I’ll get new repair ticket emails for my Main Street store. That’s everything for now. If you have an idea for the repairs page, are having difficulty using or navigating it, or need to report a bug, please submit feedback to us by selecting the feedback from the sidebar menu and submitting this form. Thank you so much for watching.

User Roles

 

When creating a new employee profile in Wash-Dry-Fold POS, you must select one of four distinct roles which control a user’s access to various parts of the software.

Admin:

  • Can add/edit other admins, managers, and attendants
  • Can sign into the app from any device with their email address and password, and can access all areas of the software with their password
  • Can receive Repair Ticket emails

Manager:

  • Can add/edit attendants
  • Can sign into the app from any device with their email address and password, and can access all areas of the software with their password
  • Can only view reports for stores that have been listed in their profile
  • Can receive Repair Ticket emails

Attendant:

  • Can only view their personal Profile page if attempting to access the app with their email address and password; otherwise if no email address is provided in their profile then can only access the app on a device currently signed into by a manager or admin by using their PIN
  • Can only access stores that have been listed in their profile
  • Cannot access password-protected pages such as Reports

Attendant (Limited Access):

  • Same as Attendant but has the following buttons grayed out on the Register page:
    • Refund
    • Add Cash to Drawer
    • Cash Payout
    • Void
    • Delete Item
    • Discount %
    • Adjust Quantity
    • Adjust Price
  • Cannot enable or disable a customer’s On Account status

Coupons, Discounts, & Special Pricing

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(Brian Henderson): This video will go over all the different ways to give a discount to a customer. We’ll start with the most basic methods and then we’ll go up to the more advanced ones as we go along. So let’s begin a transaction and let’s search for say this George Washington guy, he wants to drop off his laundry. And let’s say that he’s dropping off 20 pounds of laundry today. So I could just click the apply percent discount button and let’s say, give him a 10% discount. And that will take off 10% just like that.

Another way I could give him a discount is to actually adjust the price of it. So let’s say that he’s dropping off 50 pounds of laundry and instead of a $1.50 a pound, I wanted to give it to them for $1 a pound, then I could adjust it like that. Another method that we could use is adding coupon buttons. Say if I wanted to give just a flat dollar amount discount for some promotion or a percent off the whole order or off of certain line items for some promotion, then I could create coupon buttons for that. That’s also important if you’re using the limited access role for an attendant where they are not able to give percent discounts or adjust unit prices, but they could apply a coupon to an order. So let’s go over how to do that. We’ll need to click the menu button and go to our inventory page to create new coupon items. It doesn’t matter what department I’m in, I’ll just press the new coupon button. And we’ll say, how about a $10 off coupon?

We’ll put it in the laundry department. We’ll say it’s a flat amount. And I’ll type in a negative $10 for that. Here on the right I’m going to select which items that this coupon applies to. So it will only apply to the order if this item is on the ticket. We’ll click save. While I’m at it, I’ll create a percent discount coupon. So I’ll say new coupon, and let’s say we’re taking off a 10% off coupon like this. Again, I’m going to type in a negative amount.

If I left it positive, there is a note here about you can make a fee or an upcharge if you make a positive percent. So it’s like an anti coupon, I guess you’d call it, or a surcharge or a fee. If you wanted to add some percent to the whole order for some type of service. So I’ll select the item that it applies to. And another reason why we select which items it applies to is if you only wanted to give a discount off your wash, dry, fold service, but not off of your retail items for example. We’ll go back to the register page and let’s test out these coupons. I’ll put in my PIN, I’ll search for my customer.

I’ll add some items. So let’s add, say he’s got a couple of bags of laundry, so 50 pounds and another 20 pounds. And I just wanted to take off $10 off of this order total. I could press the $10 off coupon like that. Alternatively, if I wanted to take off a certain percent, so say take off 10%, I would use my 10% off coupon button and that would remove 10% off of the total like that. The final way that we’ll give a discount is with price levels. We’ll go back to this inventory page and we’ll click price levels and we’ll give it some title like commercial account, or we could have one for a military discount or students or any number of things, any sort of title you want to give. Now that we’ve created some titles of these different price levels per item, we can go in and define a special price for that.

So let’s say for anybody with commercial account in their profile, for this item wash-dry-fold instead of a $1.50, they’ll get this for $1 per pound instead. So we’ll create that special price. And now we’ll go to the register page to demonstrate this. I’ll put in my PIN, I’ll search for my customer, and I’m going to click edit and view his profile. Here in the bottom right corner I can click on price level and apply that price level to this customer’s profile. So now that this is saved to the profile, when we go to the register screen and we add our item instead of a $1.50 a pound, since this customer is price-level commercial account, we should see $1 a pound when I put this in. So we’ll say 50 pounds when it should be exactly $50. There it is at $1 a pound.

On Account Customers & Monthly Billing

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(Brian Henderson): This video will show you how to create an “On Account” customer, which is commonly used for commercial accounts for monthly billing. We’ll click new sale and we’ll search for our customer. We’ll click edit on this profile here. We’ll go to the billing tab and we’ll select “Enable ‘On Account'”, which unlocks these invoices and payments tabs within their profile. We’ll continue with the select customer and we’ll ring up an order for them. Let’s say they’re dropping off 50 pounds of laundry. When we get to the payment screen, you’ll notice that there is now the on account payment button, which can be used as the payment method for this order. We’ll click on account. There is a note for on account orders that says be sure to get a signature on the receipt. That is because on account orders have a signature line on those receipts. It’s optional, but we found it to be very useful for commercial accounts.

Let’s create another order for this customer and we’ll place it to on account as well. When I select his profile, I can see now that he has an account balance, that’s equal to what that last order was. Let’s say he is dropping off a couple of comforters today, and then again, we’ll place it on account as the payment method. Now that we have a couple of orders for this customer that have been placed on account, let’s build an invoice for them. I’m going to go to the receive payment page. This is where you’ll go to receive payments for invoices. It’s also useful place to go to if you wanted to build those invoices. In fact, when I select this customer, I can see that they have one or more orders that have not been assigned to any invoice. So I’ll click this view customer profile shortcut right down here, and I’ll go to the billing tab. I see that there are two unassigned orders down here. I could click on them one by one, or I could say select all, and I can create an invoice out of these orders.

So now I have this voice that is payable by the customer. The individual orders were paid on account as their payment method, but the invoice is now what’s payable. If I click on this invoice, I can actually see it in a new window that will pop up and I could print this or I could save it as a PDF. If I did print it, if I had the customer’s address information, then these window would line up perfectly with the clear windows on commercial envelopes. If I received payment from the customer, I would see the payments down below on this invoice. So if you collect a payment first and then wanted to provide a receipt for that payment on an invoice, you could print off the invoice showing that there’s no more balance due on it.

Okay. Going back to the received payment page, I’ve built an invoice and now I can receive payment for it. I can choose the date of when the payment was received. I can choose the payment method. In this case, I’ll be choosing a check and I could put in a reference number such as the check number.

Amount received. When I select the invoices that this payment applies to, and you can apply a payment to more than one invoice, then it will pop in the amount right up here. This does support partial payments. So if they sent you a check for not quite enough, for the whole invoice that’s due, then it’ll support that. It also supports if they overpayment, if they sent you a check for more than what is due, then it’ll actually apply the overage as store credit to their profile. And you can use that store credit on future invoices. And this example I’m just going to mark as paid with the amount that’s due, and I’ll say apply payment. If I go back into their profile, I can now see that that invoice is no longer in the open invoices list, but is now in the paid invoices. And again, if I click on that invoice, I’ll be able to see the payment down below.

If I needed to void a payment on an invoice, I can actually come to the payments tab, click on that payment and then choose void this payment. This is useful for corrections if you accidentally enter the wrong amount, for example. It does require a manager or administrator’s password in order to void that payment. So attendance won’t be able to edit or void those payments once they’ve been entered.

If we go to the reports page, there is a report that is called the invoice list, and this is useful for checking to see if there are any open invoices that have not been paid for any given period of time. And again, you’ve got shortcuts right here to that invoice and you just open it up directly from here. It’s also useful if you wanted to select a particular customer and provide them kind of a statement for any period of time. So if you wanted to print that off, then you could actually send that to them. And it will show the totals that are owed.

 

Voids, Refunds, & Store Credit

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(Brian Henderson): This video will show you how to void orders, issue refunds, and how to issue store credit.

We’ll click on the recall order button on the register screen. We’ll select the order that we want to void. Then we’ll click the red void order button. We’ll enter a reason for voiding this, and we’ll click the red void order button. If we were to reprint the receipt, it would show that it was voided. It also now shows on the void report, which we’ll look at together in a moment.

Next, I’m going to show you how to issue a refund. Refunds can be issued to cash, credit card, or store credit. We’ll click on the red refund button, and we can search for a customer if we want this refund to show in their sales history. This is useful for keeping track of problematic customers. Or if this was a refund for a self-service customer or a retail transaction, you could click continue without customer.

In this case, we’ll search for Mr. George Washington here, and then we’ll click on continue with selected customer. We’ll enter the amount for the refund. In this case, we’ll say we’re giving him $20. We’ll need to enter a reason for the refund. So maybe demo for video. There we go, and we’ll click on pay. This reason for the refund will print on the receipt that prints, and it will also show up on the refund report. I could give him $20 cash. Or if I was issuing a refund to his credit card, there would need to be a card present physically in the store when you press the credit card button. They’ll need to insert that same credit card they originally paid for with to issue that refund back to their credit card. Or in this case, I can hit store credit to give them some store credit. I can see already that this customer has $10 of store credit from a past demonstration video that I made, but that’s all right. So we’ll click on store credit, and I can print off a receipt if I wanted to.

If you wanted to use some of his store credit on a future order, here’s how you can pay with that. I’ll click on register, put in my PIN. I’ll click new sale. I’ll search for George. I can see that he has $30 of store credit, and I can say continue with the selected customer. I’ll add some items to the ticket. So let’s say he is dropping off a couple of comforters today. When I click on the next button, then I can choose a due date for this order. Let’s say it’ll be ready at 5:00. Now, I’m on the payment screen. I see he has $30 of store credit. If I click on the store credit button, it’ll use up that $30, and now I can pay for the rest of the amount that’s owed with a different payment method, such as cash or credit card.

Let’s take a look at our reports. If I look at the financial summary, I’ll see in addition to the sales totals if there are any refunds or voids. Now, I’ve done a few demonstrations while I was recording this video, so this doesn’t look too good. But we do have some store credit that was issued, some voided sales, and then refunds that were issued over here.

If we go to the refund report, I can see which refunds were given and to whom and why. Then finally on the void report, I can see which orders were voided, how much the original transaction was for, and who voided it and why.

Minimum Order and Minimum Price

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(Brian Henderson): Laundromats with wash-dry-fold drop off laundry services typically have a minimum amount required for orders they accept. This minimum order amount is enforced in one of two ways. The first and most common method is to require a minimum grand total for the entire order. This minimum applies to the combined total of all items, regardless of whether the items of the order are washed together or sorted and washed separately. The other method is to require each load of laundry that is washed separately to cost at least the minimum amount. The grand total of the order is not included in this calculation.

For the purposes of this video the first method will be referred to as a minimum order. The second method will be referred to as a minimum price. Minimum order is tied to the grand total, and minimum price is tied to each individual line item.

Having a point of sale system in your laundromat that enforces whatever method of minimum that you use is important because it helps prevent new employees from accidentally ringing up an order that is priced too low. Fortunately, Wash-Dry-Fold POS now supports both methods. Let’s start with the demonstration of the automatic minimum order feature, which as we just said, applies to the grand total of an order.

I already have my customer selected and I’m going to choose this wash-dry-fold item that’s priced at $1.50 a pound. For this store we have a minimum order amount set up for $15. If the order adds up to less than 15, we’ll be greeted with an additional screen asking us to choose a minimum order when we click the next button. I’ll choose this item. I’ll enter the weight, say three and a half pounds in this example, and I’ll click the next button. Here we see an option to choose a minimum order. The software does support the ability to have more than one minimum. If you had different types of services, you could require different minimums for those such as same day service versus next day service.

I’ll choose 15 for this example. And I’ll click skip on this selected due date screen. And we can see it’s brought the grand total up to exactly $15. If I press cancel on the payment screen, we can go back to the list of items so we can see what’s happened. There’s a line item that’s been added called minimum order, and it’s calculated the amount remaining needed to bring the total up to 15. This works with multiple line items. Say if I had another item of wash-dry-fold, again three and a half pounds, then when I click next it’ll calculate exactly 15 once again.

The really cool thing about the software is that it knows the difference between laundry service items versus retail items. What if you had a ticket that mixed and matched between laundry service and some retail items? For example, customers got a couple of small bags of laundry here and then say they also wanted to get a lint roller. Well, the minimum order is going to be based off of these laundry service items and not that $3 for the lint rollers. When I click next, and I select a minimum order for the laundry service, it’ll take it to 15 plus the $3 plus tax for that lint roller.

Next, let’s demonstrate the minimum price feature. When I click the wash-dry-fold item, I have the minimum price now set for $15 per line item of this. When I press it here and our rate, or weight scale, we can see it’s 3.5 pounds, but it adds up to a total of $15 for this line. Again, if I press the button again and read the scale again, then we can also see that it’s brought this line up to 15 as well. It’s doing on an individual item basis as opposed to the grand total. Another way way of describing this minimum price feature could be a bag minimum or a minimum load amount.

Now let’s demonstrate how we enable these features on the inventory page. I’ll click the menu icon on the top left corner and I’ll go to inventory. Here we are on the inventory page and I can see my item of wash-dry-fold. If I click on it that’ll open up the item properties, then we can see we have the minimum price set here for $15. If I delete it and leave it blank, then there will not be a minimum price enforced for this item. Minimum price is only available for items that have the prompt quantity or auto way features turned on.

To set up the minimum order amount we can create an item that has the minimum order item type selected instead of laundry service. And that’s what puts it into that secondary popup that you saw when the grand total adds up to less than the lowest priced minimum order item in your inventory.

Text Message

To send a customer a text message when their order is finished, first ensure that they have the option enabled in their profile and that the customer has provided you with a valid mobile phone number that is capable of receiving text messages.

If the customer’s Notification Preference is “Unknown” this means that they have not yet been asked if they would like to receive a courtesy text; if it is set to “Do Not Notify” then they have been asked and declined.  If the customer gives their consent to receiving text messages, edit their profile and select “Text Message” for their Notification Preference.

When text messaging is enabled for a customer, you will be prompted to send them a text message when you drag their order to the “Done” column on the Order Tracker.  You can either choose to send a text message immediately, or schedule the text for a later date and time.

If a scheduled text message needs to be cancelled, click the order and go to the Production Log tab in the Order Details popup.  Click the red “Click here to cancel” text underneath the scheduled text message’s production note.

If the order is already in the Done column, click the order and go to the Labels tab. You will see a Text Message button there that you can use to trigger another text message.  Again, this can only be done if the customer has “Text Message” turned on for their Notification Preference in their profile.

If the order was done some time ago and is no longer on the Order Tracker screen, you can still recall the Order Details popup to trigger a text message notification to the customer.  Go to the Register page, then the Recall Order screen.  Click the blue “View Details” button to the right of the order’s entry.  This will open the Order Details popup.  Go to the Labels tab and click “Send Text Message.”

Save Invoice or Receipt as PDF

Invoices and receipts can be downloaded as PDF files instead of printing them by using the print dialog popup.  This is useful for customers who wish to be emailed invoices or receipts instead of getting a physical copy.  To do this, first navigate to the invoice or receipt’s printer-friendly page.

View Invoice

To view an invoice, open the customer’s profile on the Customers page and select the Billing tab.  Click anywhere the invoice’s entry gets highlighted in blue when you hover over it.  All invoices can also be viewed on the Invoice List report.

This will open the invoice in a new window.  Click the three dots in the very top right of the window and select “Print…” from the options that appear to open the print dialog popup.  The keyboard shortcut to open the print dialog is Ctrl+P.

View Full-Page Receipt

To view a full page version of an order’s receipt, go to the Recall Order screen on the Register page and find the order in question.  Click on the blue “View Details” button to the right of the order’s entry to open the Order Details popup.

Go to the Labels tab, and click on the blue “Print Full Size Receipt” button.

The full-size receipt will open in a new window, and the print dialog popup will automatically open.

Save as PDF

Change the Destination dropdown to “Save as PDF.”  Click the blue “Save” button at the bottom to download the receipt.

You now have a saved PDF of the invoice or receipt that you can attach to an email and send to your customer!

Customer Loyalty Rewards Program

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(Sean Henderson): Hello, this is Sean with Wash-Dry-Fold-POS. In this video, I’d like to show you our new rewards program. When this feature is enabled for your store, your customers will be able to earn points for every laundry order they pay for, and then later redeem those points for coupon-like rewards. First, let’s see it in action. I’ll select a customer that has some points already accumulated and ring up a new laundry order.

Before I get to the payment screen, the claim a reward popup appears with rewards the store owner has set up ahead of time. If a customer does not have enough points to redeem any rewards, or the rewards program has been disabled for this particular customer, this popup will automatically be skipped. In this example, one of the buttons is grayed out because the customer does not have enough points yet to claim this reward. Another reason a reward button might be grayed out is if there are no items in the order that this reward applies to, similar to a coupon. At the end of the transaction, the printed receipt will show how many points were earned or spent and the customer’s new rewards points total.

Here’s how to enable the rewards program for a store. First, go to the Store Settings page. At the bottom of the Store Info tab there’s a section titled, “Rewards Program.” Check the Enable Rewards Program check box, and select a rewards program type. “New Orders” says that one point is earned for every laundry order paid at least partially with real money, orders paid entirely with store credit do not count towards points earned. While “Dollars Spent” says that points are earned from real money spent on a laundry orders subtotal before tax rounded down to the nearest whole dollar. Store credit spent does not count towards points earned.

If you want new customers that try your drop-off service to get a leg up with some rewards points to start with, enter a number you feel is appropriate in the starting rewards points for new customer field. This could also be used as a way to offer a high point cost reward for brand new drop off customers as a first time incentive. Click the green save button when you’re done.

Here’s how to create rewards items. Go to the Inventory page. In the right column, click the button labeled new reward. The new reward will need a name, a department it appears in, a point cost, whether it’s a flat discount or a percentage and its value, and what items it can be applied to. Click save when you are done. And now you have another reward to offer. Thank you for watching.