Your first sale

There are two main types of sales possible with Mandala:

  1. Treatment sales, where a guest pays for a treatment in your menu.
  2. Retail sales, where a guest buys one of your stocked items.

Let’s focus on creating a treatment sale to begin with.

Treatment sales

The easiest way to sell a treatment is to:

1. Hover the mouse over the appointment you wish sell. Make sure the room oval isn’t lit – point the mouse somewhere in the middle of the appointment.

2. Click the right mouse button. You will see the appointment menu popup:

3. Select the Sale option from the menu. The Sale dialog will open:

Up the top, taking up the upper third of the dialog, is a white rectangle containing a list of all the treatments and retail items you are currently queuing up for sale. I call this the “Sale Table”.

As you can see, there is one line already there :

Which you might recognise as the booking you are about to sell. All the relevant details are already filled for you, including the guest, the treatment name, date and time, the performing therapist and the the price.  So we are almost ready to complete the sale.

To complete a sale you need supply two things:

1. The amount tendered

Notice the outstanding/change section in the middle right of the dialog?

This is telling you that the guest needs to pay (tender) at least 130.00 to satisfy the sale. Your goal in completing any sale is to ensure that Outstanding reads 0.00.

Your goal in completing any sale is to ensure that Outstanding reads 0.00

There are two ways to enter the amount the guest pays you. If the guest pays you exactly the amount owing (ie, does not need change), then you can simply click the “Tender” button in the bottom right of the screen.

When you click the tender button, Mandala assumes the guest has tendered exactly the amount outstanding.

But what if the guest needs change?

In such cases, you need to enter the amount tendered manually. To do this, you need to become familiar with the blue tabbed panel in the bottom left quarter of the dialog. I call this the “Sale Tabber” and it looks like this:

If you are observant, you will notice that most of the tabs on the Sale Tabber correspond to columns in the Sale Table. Click the left mouse button on the Tender tab to manually tender a sale. The “Tender Panel” appears:

If you happen to glance up at the Sale Table, you might notice that the column you are about to edit has been marked with a little circle, like this:

As you enter the amount paid in the Tender field, the amount will be mirrored in the tender column of the sale table. So if you enter $140.00:

You will see 140.00 appear in the Sale Table:

And if you now look at the Outstanding and Change labels, you will see:

One important point about entering amounts tendered, and that is that Mandala only cares about the total amount tendered, not how much is tendered for each sale row. So if you are putting through a sale of 10 items, you only need fill the tender column of one of these items with the sum total or greater.

I stated earlier that to complete a sale, you need to supply 2 things. The first was the amount tendered. The second, is the payment type.

2. Enter the payment type

A payment type refers to the manner in which the sale is paid for. Examples include: cash, cheque, credit card or by account. In hotels, an account is often tied to a guest’s room number. To enter a payment type, click the payment tab of the Sale tabber:

If the guest has paid using one of the 4 main credit card types, then just click on one of the images on the right side of this panel. Otherwise, select the payment type from the topmost drop-down box. If you chose account, you can specify which account in the bottom drop down box. If you selected a credit card that is not one of the four pictured above, you can select that from the middle drop down box.

NB. As with the amount tendered, Mandala needs only one payment type to be entered before it considers it has enough information to complete a sale. So if you were selling 10 items, and your guest paid by Visa, then you only need choose Visa for a single item row. Mandala will fill in the other blank rows as Visa for you when  the sale goes through.

Let me stress this point:

You only need to enter an amount tendered and payment type for a single row for Mandala to accept the sale

Once you have entered the tender amount and one payment type, Mandala will be ready to accept the sale. To signal this readiness, an OK button will appear in the bottom right of the sale dialog:

As soon as you click on OK, the sale dialog will close, and the sale will go through. If you have a receipt printer attached and correctly configured, then the sale receipt will be printed as the window closes.

Once the Sale Dialog has closed, you will be back at the appointment screen, with your booking now registered as sold:

Notice that the black circled ‘$’ sign indicates that the booking is both sold and locked.

Locked?

Locked means you can no longer move, delete or change this booking. Go ahead and try it. A sold booking has to be locked, otherwise moving or deleting a sold booking would result in a discrepancy between your sales reports and what is actually visible on screen.

If you accidentally sold the wrong booking, or made some other silly mistake, you will need to learn how to unlock a booking. Click here to find out about that.