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K9 Bytes Software User’s Guide

 

The software described in this manual is furnished under a license agreement and may be used only in accordance with the terms of this agreement.

Documentation version 3.0

 

Copyright Notice © 1988-2016 (documentation and software)

K9 Bytes, Inc. All Rights Reserved.

 

Any technical documentation that is made available by K9 Bytes is the copyrighted work of K9 Bytes and is owned by K9 Bytes.

NO WARRANTY.  This technical documentation is being delivered to you AS-IS and K9 Bytes makes no guarantee as to its accuracy or use.  Any use of the technical documentation or the information contained therein is at the risk of the user.  Documentation may include technical or other inaccuracies due to errors. K9 Bytes reserves the right to make changes without prior notice.  No part of this manual may be copied without written permission from K9 Bytes.

 


 

 

Table of Contents

 

K9 KOORDINATOR

K9 Bytes Software User’s Guide

Introduction

Symbols and Icons

Shortcuts

Employees

Staff

Adding New

Editing

Deleting or Inactivating

Set Up

Trainers

Set Employee as a Trainer

Groomers

Adding New

Editing

Deleting or Inactivating

Setting a Groomer’s Limit

Overriding a Groomer’s Limit for Particular Dates

Time Clock

Logging In/Out

Clock In/Out

Time Sheet Reports

Editing Time Clock Entries

Weekly Schedule

Utilizing the Weekly Schedule

Time Off

Time Off for Employees

Clients

Adding New

Required Information for New Clients

Deleting

Deleting a Client

Inactivating

Viewing Inactive Clients

Finding a Client

Searching for Clients and Pets

Configure Search Options

Status

Pets

Adding New

Deceased

Deleting or Inactivating

Expired Vaccines

Changing Ownership of a Pet

How to Change Ownership of a Pet

Status

Set Up

Vets

Adding New

Editing

Editing Vets

Referrals

General Features

Sticky Notes

Convenient to Use

Photos

For Clients and Pets

Notepads

For Special Instructions

K9 Bytes Manager

Using the Manager

Contracts

Electronic Signature: Storage of Client’s Digital Signature

Mailing System

Capabilities of the Mailing System

Generating a Letter

Adding a New Email Account

Hunter: Report Card and Behavior Tracking

Changing the Report Card Logo

Setting up Email (Optional)

Setting up behaviors and adjectives

Behavior Options

Using the Hunter Module

Calculator Feature

Setting up the Calculator

Pet Tracker: Pet Collar and Label Utility*

Financials

Debit and Credit Card Processing

Store a Card on File

Credits

Issuing a Credit

Deleting a Credit

Deposits

All Purpose

Attached to Reservations

Previous Transactions

Pending Bills

Working with Pending Bills

Refunds

Issuing a Refund

Set Up*

Reports

All Reports

To Find Reports

Custom Reports

Making Custom Reports

Setting up Custom Reports

Security Log

To Find Security Log

Boarding

Reservations

Making Reservations

Required Vaccines

Extra Pets

Editing Reservations

Checking In

After Reservations

Mass Check In

Checking Out

To Check Out

Vacancy

Boarding Vacancies

Run Transfers

Setting a Run

Setting a Run Transfer

Waiting List

Unavailable Runs

Set Up*

Daycare

Reservations

Required Vaccines

Checking In

With Reservation

Without Reservations (Fast Check In)*

Checking Out

To check out

Packages*

Vacancy

Daycare Vacancies

Set Up*

Grooming

Reservations

Required Vaccines

Resident Grooms

Outside Grooms

Resident Grooming

Grooming while Boarding or under Daycare

Outside Grooming

Checking in for Outside Grooming

Checking out for Outside Grooming

Grooming Services

Setting Up Grooming Services

Vacancy

Grooming Vacancies

Set Up

Training

Reservations

Setting a Reservation

Services

Scheduling

Adding to Reservation

Adding to Stay

Bundles

Service Bundles

Packages*

Recurring Services

Adding a Recurring Service

Vacancy

Employing Service Vacancies

Set Up*

Retail

Point of Sale

Utilizing Point of Sale

Processing a Transaction

Add a Retail Transaction to a Stay

Remove Item Added to Stay

Add Retail Transactions to Pending Bills

General Items versus Inventory

Inventory

General Items

Classes

Discount Levels

Vendors

Products / Vendor Relationship

Purchase Orders

Create New

 


 

 

Introduction

 

Welcome to the K9 Koordinator pet care management program. Using this software will allow you to perform many routine tasks quickly and easily, making more effective use of your valuable time. Its straightforward options make it simple to use and you will be up and running in no time!

Symbols and Icons

 

Here are a few common symbols you will encounter while using the K9 Koordinator. First, there is the Question symbol. This represents information required by the program to continue. The Info symbol provides useful information about the task that is about to be performed. The Alert box contains information which requires attention. The Critical Stop message indicates that a program error has occurred or the action that is to be performed is undoable.

 

*   Through the program some labels have underline text, which means that the text is clickable.

 

Icons which will be used throughout the program include:

 

 

Icon

Name

 

Refresh

Clears the results of a search or display control. A drop down control can be refreshed by double clicking on it.

Calendar

Opens a calendar used to select dates.

Report

Shows a report relating to the screen on which it is found.

Settings

Shows settings options relating to the screen on which it is found.

Save

Saves changed content on the screen on which it is found.

Add

Adds a new entry.

Delete

Deletes an existing entry.

Print

Prints to screen or printer

Time

Opens clock entry feature

 

Shortcuts

 

Shortcut

Task

Ctrl+A  

Add New Client.

Ctrl+B  

Boarding Reservation.

Ctrl+D 

Daycare Reservation.

Ctrl+G  

Grooming ‘Bath’ Reservation.

Ctrl+H  

Grooming ‘Hair Cut’ Reservation.

Ctrl+K  

Vacancy Screen.

Ctrl+L

Layout.

Ctrl+M  

Message Center.

Ctrl+P    

Point of Sale.

Ctrl+R   

Reports Screen.

Ctrl+S   

Services.

Ctrl+T   

Training Reservation.

Ctrl+W  

Waiting List.

F12

Open Cash Drawer.

ESC

Close the current screen. Note that it is not always necessary to close a screen before using another. You can leave a client file open while accessing Vacancy and Report screens, then return to it after closing that screen.

TAB

Move between fields or cycle through buttons on a screen.

F1

There are hotkeys embedded in many screens, including the Client Search, Client and Pet File, and K9 Bytes Manager screen. Press F1 to display/hide labels for them.

 

Employees

Staff

Adding New

 

To add a new staff member:

1.      Click on ‘Setup’, select ‘Employees’ and click on ‘Staff.’

2.      Click on ‘Add New’ on the pop up screen.

3.      Fill in the appropriate employee information and when finished click ‘Save.’

 

Editing

 

To edit a staff member:

1.      Click on ‘Setup’, select ‘Employees’ and click on ‘Staff.’

2.      Edit the staff information and click ‘Save.’

Deleting or Inactivating

 

*     We strongly recommend setting staff members to inactive instead of deleting them. Inactive employees do not show in employee selection tools and screens, but complete records are kept.

 

To delete a staff member:

1.      Click on ‘Setup’, select ‘Employees’ and click on ‘Staff.’

2.      Click on ‘Delete.’

3.      Click ‘Save.’

 

To inactivate a staff member:

1.      Click on ‘Setup’, select ‘Employees’ and click on ‘Staff.’

2.      Select ‘Set this Employee as Inactive.’

3.      Click ‘Save.’

Set Up

 

*     Do not include in messages sent to ‘All Employee’ refers to a feature in the ‘Messages’ system that allows an employee to send a message to all other employees.

*     The ‘Cell Phone Provider’ refers to a feature in the ‘Messages’ system that allows an employee to send a text message to an employee’s cell/mobile phone.

*     Each employee can set up their preferred language. The K9 Koordinator will display in that particular language selected.

Trainers

Set Employee as a Trainer

 

1.      Click on ‘Setup’, select ‘Employees’ and click on ‘Staff.’

2.      In the ‘Staff Information’ there is a check box titled ‘This Employee is a Trainer.’ To make an employee a trainer, check this box and click ‘Save’.

 

Groomers

Adding New

 

To add a new Groomer:

1.      Click on ‘Setup’, select ‘Employees’ and click on ‘Groomers.’

2.      Click on ‘Add New’ on the pop up screen.

3.      Fill in the appropriate employee information and when finished click ‘Save.’

 

Editing

 

To edit a Groomer:

1.      Click on ‘Setup’, select ‘Employees’ and click on ‘Groomers.’

2.      Edit the groomer information and click ‘Save.’

 

Deleting or Inactivating

 

To delete or inactivate a groomer, please refer back to the steps for Staff.

 

Setting a Groomer’s Limit

 

A groomer’s limit can refer to number of hours or number of pets. This choice is available under ‘Set Up,’ ‘Basic Services,’ ‘Grooming,’ and ‘General.’

 

Overriding a Groomer’s Limit for Particular Dates

 

1.      Go to ‘Setup,’ then select ‘Employees,’ and finally, click on ‘Time Off Schedule.’

2.      Choose the desired overriding limit for the number of pets or hours.

3.      Select ‘Start’ and ‘End’ date, and click ‘Schedule Time’ to enter the record into the schedule.

 

Time Clock

 

Logging In/Out

 

Logging in allows an employee to access the various parts of K9 Koordinator. To log in:

1.      Click on ‘Log’ and scroll down to ‘Log In/Out,’

2.      Select the appropriate employee and password and click continue. That employee will be logged in.

3.      Once an employee is logged in they can then clock in/out.

 

Clock In/Out

 

The Time clock keeps track of the number of hours worked by employees.

1.      Click on ‘Log’ and scroll down to ‘Clock In/Out’

2.      Select ‘Clock In or Out’

 

Time Sheet Reports

 

To create a report listing employee clock in/out information:

1.      Go to ‘Reports’ and click on ‘All Reports’ (Ctrl+R)

2.      Under ‘Employees’ click ‘Time Clock’ and a report for that will come up.

 

Editing Time Clock Entries

 

Go to ‘Tools,’ ‘Records Editing’ and click on ‘Edit Time Clock.’ IN this is screen employee time sheets can be adjusted

 

 

Weekly Schedule

 

Utilizing the Weekly Schedule

 

*     To access the weekly schedule:

 

1.      Go to ‘Setup,’ then select ‘Employees,’ and finally, click on ‘Work Schedule.’

2.      Select an employee, a start and end time, and a date, and click on ‘Schedule Time.’

3.      If you wish to print the schedule out click on the button to the right of the screen, ‘Print Schedule’ under ‘Schedule Options.’

 

*     To remove an employee from the schedule:

 

1.      On the ‘Employee Weekly Schedule’ screen locate the section labeled ‘Employee to be scheduled.

2.      Select the desired employee and date and click on ‘Take employee OFF of schedule.’

 

               

Time Off

 

Time Off for Employees

 

4.      Go to ‘Setup,’ then select ‘Employees,’ and finally, click on ‘Time Off Schedule.’

5.      Select ‘Start’ and ‘End’ date, and click ‘Schedule Time’ to enter the record into the schedule.

 

Clients

 

Adding New

 

 

To add a new Client:

1.      Click on ‘Client’ and select ‘Add New.’ The shortcut for this is CTRL+A

2.      When box ‘New Client Add’ pops up, fill in the appropriate information and click ‘Save.’

3.      Under ‘Set Up’ at the top of the screen, click on ‘User Interface.’ There are several options here for the Client/Pet Screen. Select the desired options and click ‘Save’ and then exit.

 

Required Information for New Clients

 

Inside ‘Set Up,’ and ‘User Interface’ there are different options for required new client information. These options include:

*     Require e-mail for new clients.

*     Require mailing address for new clients.

*     Require a client survey to be filled when creating a new client.

 

Deleting

 

Deleting a Client

 

To Delete a Client simply locate the trash can icon in the upper left hand corner of the Client field of the Client/Pet screen and click on it.

*     We strongly recommend NOT deleting any clients!Instead set them to ‘Inactive.’ Setting a client inactive will preserve all previous transactions.

 

Inactivating

 

To Inactivate a client simply locate the trash can icon in the upper left hand corner of the Client field of the Client/Pet screen and click on it. Click yes on the screen that pops up. When the K9 Bytes Policeman appears, click on ‘Set to Inactive.’

Viewing Inactive Clients

 

1.      To view a customer that you previously set in ‘Inactive’, you can

Go To ‘Setup,’ and ‘Features.’

2.      Click on the box that will activate ‘Temporarily Search Inactive Clients’, then click on ‘Save’.

3.      Now you are able to search clients that were previously marked as ‘Inactive.’

 

Finding a Client

 

Searching for Clients and Pets

 

To search for a specific client, locate the field below the main list of clients and enter in the appropriate information. There will be several categories to search by:

*     Client’s First or Last Name

*     Pet’s Name

*     Combinations of client’s name and pet’s name.

*     Phone Numbers, including: home, cell, emergency, work, or all numbers.

*     Client Membership (e.g. frequent client number, etc.)

*     Pet Id (e.g. micro-chip, etc.)

*     Breed by pet type (e.g. Chihuahua dog, Cockatiel bird, Angora cat, etc)

 

Configure Search Options

 

*     All ‘Active’ clients can be searched by default on the first screen that opens in the K9 Koordinator.

*     In order to setup the different search criteria on the main screen go to ‘Setup’ and click ‘Features.’ Under ‘Search Options,’ select the additional categories that you would prefer.

*     Go to ‘Setup’ and ‘Features’ to temporarily search for ‘Inactive’ or ‘Deceased’ pets.

 

Status

 

To set the status of a Client:

1.      Locate the status drop-down menu on the Client/Pet Screen

2.      Set status of client, and click ‘Save’

 

*     To add or edit the client status types go to ‘Set Up,’ ‘Settings,’ and ‘Client Status.’ A status with color ‘red’ (Color 255) will block the entire client screen. This is useful for important status types such as ‘Refuse’ or ‘Bad Check.’

 

Pets

 

Adding New

 

To add a new pet:

1.      Retrieve a client.

2.      Under ‘Pet Options’ click on ‘Add.’

3.      Fill in the pet’s name and click ‘Add Pet.’

4.      Fill in the appropriate information and click ‘Save.’

 

*     If the client has another pet, the vet assigned to the previous pet will be assigned to the new pet. If the vet needs to be changed, select the new vet and click ‘Save.’

Deceased

 

If a pet should become deceased, place an asterisk in front of their name, click on ‘Save’ and the pet will become flagged as such.

 

Deleting or Inactivating

 

To delete or inactive a pet, simply click on the trash can icon in the upper left hand corner of the Client/Pet Screen. Once that is clicked the K9 Bytes Policeman will appear and ask you if you would like to perform one or the other operations.

 

*     We strongly recommend that you set to ‘Inactive’ rather than deleting a pet.

 

Expired Vaccines

 

 

*     In the pet’s file, if the vaccines records are currently expired the name of the vaccine will be highlighted in yellow. Clicking on the vaccine’s name opens up a calendar to enter the new expiration date.

 

 

*     If vaccines will be expiring for a reservation on file, an exclamation mark appears to the right of the vaccine date.

 

 

*     Different vaccines configuration options can be found under ‘Set Up,’ and ‘Features.’ Option includes which services to be checked for expired shots. Also, blank vaccines can be considered as expired.

 

 

Changing Ownership of a Pet

 

How to Change Ownership of a Pet

 

*     A pet ownership can be transferred from one client’s record to another. Follow the steps:

 

1.      First, you need to bring up the record of the pet you wish to move.

 

2.      In the pet’s file click on‘Records.’

 

3.      Now, go to the client’s record in which the pet is to be transferred.

 

4.      Before utilizing this feature, you must return to the ‘Search Screen’.

 

5.      Highlight the record in which you would to remove the pet.

 

6.      Go To ‘Tools,’ ‘Records Editing,’ and ‘Edit Pet Ownership.’

 

*     Enter the ‘Pet Number’ in the first field and the click on the ‘Verify’ button.

 

*     Insert the ‘Client Number’ of the record to which the pet is to be transferred to in the second field and click on the corresponding ‘Verify’ button.

 

*     As you can see, the name of the pet is displayed below the first ‘Verify’ button and the client to which the pet is being transferred is displayed below the second ‘Verify’ button.

 

*     Finally, you will get a screen that verifies the ‘Pet Owner’ has been updated, as well as all previous pet records.

 

*     At this you are prompted to click on your ‘Refresh’ button in you Search Screen for all changes to show.

 

Status

 

To set the Status of a Pet:

1.      Locate the status drop-down menu under ‘Pet Records.’

2.      Set status of pet, and click ‘Save.’

 

*     To add or edit the pet status types go to ‘Set Up,’ ‘Pet,’ and ‘Status.’ A status with color ‘red’ (Color 255) will block the entire client screen. This is useful for important status types such as ‘Refuse’ or ‘Seizures.’

 

Set Up

 

Under the ‘Setup’ part of the menu and then under ‘Pets’ are five categories that allow you to modify the ‘Pets’ category to your liking. They are:

*     Breed

*     Color

*     Records

*     Status

*     Types

 

Under each, you can modify the separate categories to your business model as needed. Simply, make the desired changes and click ‘Add.’

 

Vets

 

Adding New

 

To add a new Veterinarian:

1.      Go to ‘Setup’ and select ‘Veterinary.’

2.      Type in the appropriate information, then click ‘Save’ and then ‘Add.’

 

Editing

 

Editing Vets

 

*     From the client/pet screen:

1.      Select the desired vet from the drop down box.

2.      Click on the + sign to the right of the name

3.      Edit the appropriate information and then click ‘Save.’

 

 

*     From outside the client/pet screen:

 

1.      Go to ‘Setup’ and select ‘Veterinary.’

2.      Edit the appropriate information and then click ‘Save.’

 

Referrals

 

1.      Open the ‘Survey.’

2.      Select the option ‘Vet.’

3.      Select the referral vet and click ‘Save.’

 

 

*     If needed, the ‘Survey’ feature is enabled inside ‘Set Up,’ and ‘User Interface.’

*     If the option ‘Vet’ is not available in your ‘Survey’ go to ‘Set Up’, ‘Settings, and ‘Survey’ to add to the ’Survey.’

 

General Features

 

Sticky Notes

 

 

Sticky notes can be used to provide additional information about a client, pet, or reservation. To use:

1.      Select a Client/Pet/Reservation.

2.      Click on the ‘Sticky’ icon.

3.      Enter your notes.

4.      Click ‘Save.’

 

*     Only logged in employees can create sticky notes.

*     Sticky notes keeps track of the employee who create the note, as well as the date/time it was created.

*     Sticky notes can be moved across the screen. This feature is useful to block certain areas of the screen; ensuring employees will see the note before using that area.

 

Photos

 

For Clients and Pets

 

To choose a photo for either:

1.      Click on the blank square in the Client/Pet field

2.      If a webcam is installed position the Client/Pet and take the photo

3.      If you have a picture on file click on the ‘File’ symbol and manually browse for the photo. Then click ‘Save.’

4.      The photo will appear in the square next to the Client/Pet information.

5.       

Notepads

 

The Notepad allows you to make notes per pets, clients, or employees. To use the Notepad simply:

1.      Click on ‘Notepad’ icon.

2.      On the notepad screen click ‘Add New’ and enter your note.

3.      Click ‘Save.’

 

 

*     Notepads can be searched and printed by clicking the ‘Settings’ icon located at the top right.

Highlight Notepad Entry

 

1.      Select the notepad entry (this will highlight the row blue).

2.      Check on the mark ‘Alarm Only Row.’

3.      Select the desired color by clicking on the different colored squares above the ‘Alarm Only Row’ check box.

4.      Click ‘Alarm Notepad.’

 

K9 Bytes Manager

 

Using the Manager

 

K9 Bytes Manager can be used to access client files if they have a reservation for the current day or are scheduled to be checked out. It is used to quickly view which pets are left to be checked in or out for boarding, daycare, and grooming. Double-click on the pet’s last name to open the client file. A full moon report is also found on this screen. It lists the date and time of the next full moon and the number of days until it occurs.

 

Contracts

 

Electronic Signature: Storage of Client’s Digital Signature

(Skip)

Mailing System

Capabilities of the Mailing System

The Mailing System enables you to send out emails, letters, and postcards to your clients. It is accessed under the ‘Kennel’ menu on the main toolbar.

Generating a Letter

If you wish print letters click on the ‘Generate Mail’ button. You will then print them using Microsoft Word. If you have selected to print labels only, Word will open with the ‘Labels and Envelopes’ box:

1.      Click the ‘Options’ button to specify a label size.

2.      Return to the ‘Envelopes and Labels’ box by clicking ‘OK’

3.      Click ‘Print’ to directly print the labels

4.      You may also click ‘New Document’ to view the labels before printing to save the file to be printed at a later time.

Adding a New Email Account

To add a new email account:

1.      Open Outlook and select the Tools menu

2.      Select ‘Email Accounts.’ This will open the email wizard which will guide you through the process

3.      Select ‘Add a new email account,’ Then click ‘Next.’

4.      Specify the Server type used for your account. Click ‘Next.’

5.      Fill in the requested information

6.      Click ‘Test Account Settings’ if adding a POP 3 server account. If not move to step 7.

7.      Click ‘Next’ and ‘Finish’

Hunter: Report Card and Behavior Tracking

Changing the Report Card Logo

*     The Program uses the file reportcard.gif located inside the folder : K9Koordinator>pictures>Hunter>. You can just replace that file with your own logo and the program will automatically load it.

Setting up Email (Optional)

*     If the email feature for report cards is going to be used, your Outlook email program needs to be configured to work with the K9 Koordinator manual for detailed instructions.

 

Setting up behaviors and adjectives

*     To open the Hunter setup go the top menu inside the K9 Koordinator and click ‘Setup>Hunter’

*     Behaviors are modeled by using ‘behavior’ keywords combined with adjectives. The idea is to create ‘natural feeling’ phrases that the clients will understand combining one adjective and one behavior.

*     Next, adjectives are needed to combine with the behavior to form the phrases that will show up in the report cards. (we will refer to these as Hunter records)

* Words such as shy, very, a little, was, etc. can be used for this purpose

 

Behavior Options

*     There are three behavior options: Nature, Privacy, and Color

*     There are three Nature options: positive (1), neutral (0), or negative (2). The corresponding number shows in the set up area. The default is neutral. The difference is that a neutral behavior can be changed to positive or negative for each hunter record, but a positive or negative can’t be later changed to anything else. The purpose of this feature is to organize records in a way that can be later searched and analyzed through reports. For example ‘shy’ is a good candidate for a neutral behavior. In other situations, no matter the adjective you might want the nature to be negative.

*     There are three Privacy options: public (0), Private (1), and incident (2). The corresponding number shows in the set up areas as shown under the privacy column. The default is public. Privacy refers to whom the report is going to be available to. Public records will always show in report cards and private records will never show. Incidents can be manually chosen to show or not as shown by selecting the option ‘Include Incident.’ Public records can be manually selected in the Hunter Module.

*     The Color property is just what color the hunter record will show in the hunter screen. This feature is useful to help organize behaviors visually.

Using the Hunter Module

*     After the setup is complete, using the hunter module is simple. Just select the pet, one behavior, and one adjective, and the record will automatically be added.

*     For each record, additional comments can be recorded by double clicking the Comment Box. To delete an existing comment, just open the comment box and then click ‘clear.’

*     By selecting the option ‘More Text’ details on whom and when was the record created appear.

Calculator Feature

Setting up the Calculator

Within K9 Koordinator is a utility for assisting you in minor mathematical operations.

The following instructions are for setup in Windows XP ONLY. To set up this feature:

1.      Go under ‘Start’ in Windows and select ‘Search.’

2.      Under Search select ‘All Files and Folders’ and type in Calculator. Click on ‘Search’

3.      Once you have found listing for your calculator, copy it.

4.      Go into K9 Koordinator and select ‘Setup’ then select ‘Settings’ and click on Printers and Peripherals

5.      Paste the file location in the space titled ‘Windows Calculator’ and click ‘Save.’

Pet Tracker: Pet Collar and Label Utility*

 

 

Financials

Debit and Credit Card Processing

Store a Card on File

To store a client’s card information in their file:

1.      Click on ‘Private’ under ‘Client Options’ on the Client/Pet Screen.

2.      On the pop up ‘Private Information’ screen click on the key symbol

3.      The employee will be prompted to enter their password and then the ‘Private Information’

4.      After entering the card information, click ‘Save.’

Credits

Issuing a Credit

To issue a Credit:

1.      Go to the Client/Pet Screen and click on ‘Credits Refunds’

2.      Select ‘Credit’ in the pop up window.

3.      Fill in the appropriate information and click ‘Process Credit.’

*     Most credits are negative (subtract from the bill). Positive credits are applied to the bill and used to correct mistakes.

 

Deleting a Credit

How to delete a credit:

You can use reverse sign credit or click on the yellow credit label in the client’s file, select the credit and click ‘Delete.’

 

Deposits

All Purpose

It is possible to require a deposit when making a reservation. You may also add a deposit or change the amount after booking the reservation as long as it has not yet been paid. To do this, select the reservation and click ‘Edit Reservation.’ A check mark next to ‘Owed’ indicates that the deposit has not yet been paid can be edited. When the payment is made, it is processed via the ‘Pending Deposits’ screen. It cannot be edited on that screen or after it has been processed.

Once the deposit is processed, the check box is cleared and the deposit amount is grayed out, indicating that it cannot be changed. If a reservation for which a deposit has been paid is canceled, then you can choose to carry the deposit over or to forfeit it. If a client no shows for a reservation with a deposit, it is automatically forfeited.

When a deposit is carried over, if there are other existing reservations, it will be attached to the first available reservation. If there are no other reservations, it will be held on the account and when the next reservation is made, you will be asked if you wish to attach the deposit to that reservation When checking a pet out, you will be asked if you wish to apply the deposit at that time or carry it over. Deposits are marked in a client’s financial history, as being ‘Used’ ‘Unused’ ‘Carried Over’ or ‘Forfeited,’ according to their status.

To view deposits on hand and pending deposits, go to the ‘Reports’ screen, select the desired dates, and select the ‘Deposits’ report.

On the ‘End of Day’ report, Forfeited deposits are tracked as Trx -2, Paid deposits as Trx -3, and Carried Over/Unused deposits as Trx -4.

Attached to Reservations

You may add a deposit or change the amount after booking the reservation as long as it has not yet been paid. To do this, select the reservation and click ‘Edit Reservation’

*     On the reservation screen put the amount in the deposit box, you can then pay from the top menu. Select ‘Client’ and click ‘All Purpose.’

*     Unlike All Purpose Deposits, these deposits can only be used at check out for that reservation.

 

Previous Transactions

Pending Bills

Working with Pending Bills

You may have clients that you have billed or are scheduled to pay deposits. These can be view and processed by selecting ‘Pending Bills’ or ‘Pending Deposits’ respectively from the client menu on the main toolbar. If a client has more than one pending bill, it is possible to process payment for them all at once, rather than having to apply payment to each individual bill:

1.      Search using the client’s last name, then first name if needed, so that all bills showing on the screen belong to that client.

2.      Click the check box for ‘Select to combine all bills.’ This will add up the pending bill, giving you a total and allowing you to process a single payment.

3.      When combining bills, the balance must be paid in full as it is not possible to make a partial payment on multiple bills.

Refunds

Issuing a Refund

 

To issue a Refund:

1.      Go to the Client/Pet Screen and click on ‘Credits Refunds’

2.      Select ‘Refund’ in the pop up window.

3.      Fill in the appropriate information and click ‘Process Refund.’

 

Tips

 

Activating the Tips Feature

 

To activate the ‘Tips’ feature, you must:

1.      Go To ‘Setup,’ and ‘Features’

2.      Check the box in front of ‘Tips’ and then click Save.’

 

Configuring Tips

 

In setup, you have the capability to set for which payment type tips are allowed.

1.      Go to “Setup”, “Payment Types”. The program then displays the screen below, prompting you to stop and take note of the fact that you are making major changes to the program.

 

crop5.jpg

 

 

2.      Click on the “K9 Bytes Policeman”, then displays the screen where you can select whether or not to allow tips.

3.      In this screen, in the “Allow Tips” column, changing the “N” to a “Y”, will allow tips to be applied to the respective payment type.

Adding Tips

 

There are two ways of adding tips: at check out, and from the search screen.

 

*     To add a tip at checkout:

1.      Go to the checkout screen and click on the “tip” feature to select a % of the total, or type in a dollar amount and apply it as a tip for a particular employee.

 

 

2.      Once you have clicked on the “tip” feature the program will display the screen below, allowing you to input a % or dollar amount to be applied towards an employee as a tip. The program allows easy entering standard tips percentages of 10%, 15%, 20%, and twice the tax rate.

 

*     To add a tip from the search screen:

1.      Click on the deposits icon

2.      Check the box ‘This is a Tip’

3.      Enter the ‘Payment Amount’

4.      Click ‘Process Payment’

 

Editing Tips

 

Change the employee to which a tip is assigned by going into ‘Tools,’ ‘Records Editing,’ and ‘Tips.’

 

 

Reports

All Reports

To Find Reports

To Find Reports simply locate ‘Reports’ on the top of the main screen and then click on ‘All Reports.’ (Ctrl-R). Then select your report options (Date and Printing) and click on the desired report.

 

Custom Reports

 

Reports for the K9 Koordinator are developed using ‘Crystal Reports.’ For more information on custom programming services visit our website: http://www.k9bytessoftware.com/services/programming.shtml

 

Opening Custom Reports

 

1.      To open a ‘Custom Report’ go to the ‘Reports’ screen.

2.      Select the desired report from the ‘Custom Reports’ drop down

3.      Select the desired ‘Start’ and ‘End’ dates, and click ‘Open.’

 

Setting up Custom Reports

 

To Set up a custom report:

1.      Go to ‘Setup’ and then ‘Reports’, add the name and click ‘Add.’

2.      You can change the security level required for access using the information on the screen.

 

Security Log

 

To Find the Security Log, simply locate ‘Reports’ on the top of the main screen, select ‘Security Log’ and click on ‘All.’ To search more specifically in the Security Log, set the date and report type for the search on the main Report Screen.

 

 

Boarding

Reservations

Making Reservations

 

To make a reservation:

1.      Select the desired client.

2.      Select ‘Reservations’ and the click ‘Boarding.’ The shortcut for this process is CTRL+B.

3.      Fill in the appropriate information and then click ‘Save.’

 

*     Runs for a boarding reservation can be pre-assigned when creating a new reservation by clicking on the ‘Layout’ icon.

Required Vaccines

 

In order to ensure the safety and well being of pets and clients, some business often require that pets must have some vaccines. ‘Set Up,’ ‘Settings,’ and ‘Vaccines.’ The K9 Koordinator allows the use of five vaccines for each pet type, i.e. up to 5 for dogs, up to 5 for cats, horses, reptiles, etc.

Extra Pets Boarding Together

 

The ‘Extra Pet’ feature is used to mark a pet that is boarding together with another pet. If marked this way it will only take one vacancy from the boarding vacancy screen. For example, if Fluffy and Spot are in the same ‘Large’ run together. Normally, the vacancy screen would show 2 ‘Large’ runs being occupied by these two pets. If you mark Fluffy as ‘Extra’ only one run show as ‘Occupied.’

 

*     The ‘Extra Pet’ feature is also used in conjunction with multiple pet’s discounts.

 

Editing Reservations

 

To edit a Reservation:

1.      Go to the pet’s file and select the ‘Boarding’ option from the ‘Reservations’ frame

2.      Highlight the desired reservation and click ‘Edit Reservation.’

Confirmation/Cancellation Numbers

 

Every time a reservation is scheduled or deleted, a Confirmation/Cancellation number is generated. These numbers can be verified going to ‘Tools’ and ‘Transaction Validator.’

 

Checking In

After Reservations

After making a reservation for a pet, you may proceed to check the pet in. Checking in can be done from the client/pet screen or the K9 Bytes Manager screen. On the Manager screen there is the option to select details, and it will display the luggage and med/diet confirmations, or without which will check in without confirmation of all these

 After making the reservation, select ‘Check In.’

*     To change check in date or time requires a special security level.

Mass Check In

 

In some circumstances in might be necessary to check in many pets at one time. This can be accomplished from the ‘K9 Bytes Manager.’

 

Checking Out

To Check Out

To Check a pet out, simply locate the Client/Pet Screen and click on ‘Check Out.’ You will be brought to a screen showing the totals for the stay and the opportunity to print a bill.

Vacancy

Boarding Vacancies

To access the Boarding Vacancy Screen, select ‘Vacancy’ from the Reservation menu on the toolbar or press ‘Ctrl+K.’ The Vacancy Screen shows the total number of runs in your facility (entered during setup) as well as how many runs are empty and the number of pets scheduled for each date.

The Vacancy screen also displays rates for each size run and season. Use of seasonal rates is optional and price adjustments and dates of each season are specified during Setup. If seasons are not used, the same rates apply throughout the year.

Run Transfers

Setting a Run

To set a run: First select a run for the entire stay. It can be from either‘Edit Reservations’ or ‘Edit Stay.’ Click on the layout icon next to the run number, select the run, and click ‘Save.’

Setting a Run Transfer

To set a Run Transfer:

*     Under the ‘Edit Stay’ screen click ‘Run Transfers,’ and select a date.

*     The start date is when the pet is moved in to the ‘Run In’ run and the end date when the pet needs to be moved back to the ‘Run Out’ run.

 

 

Waiting List

Unavailable Runs

If there are no runs available for the time period the client requests, you may place them on a waiting list. Select ‘Waiting List’ from the Reservation menu or press Ctrl+W. As with the boarding reservation screen, use the calendar to select the desired dates or type them in. Select the number of pets the client desires to board from the drop down box and click ‘Save’ to place them on the waiting list.

If a client not already in the system needs to be put on the waiting list, it is not necessary to get the pet info at that time. Just fill in Client information and number of pets adding to the waiting list. Then if a space becomes available for that client, you can take the time to get pet information. To view the waiting list view it from the Customer menu.

Set Up*

 

Daycare

Reservations

Required Vaccines

The Vaccines required are the same as for boarding.

Checking In

With Reservation

If the Client/Pet have a reservation simply go to the Client/Pet Screen locate the ‘Check In’ button under pet options and click it.

Without Reservations (Fast Check In)*

Checking Out

To check out

To check out a pet, locate the Client/Pet Screen and click on Check/Out

Packages*

Vacancy

Daycare Vacancies

To view availability for Daycare Groups click the ‘Vacancy’ button on the Daycare screen. The Daycare Vacancy screen shows availability for a specific daycare group and which dogs are scheduled for that group. When the screen first appears, it will show bookings for the entire week. Selecting a particular day at the top of the screen will show reservations for that day only.

Set Up*

 

Grooming

Reservations

Required Vaccines

The Vaccines required are the same for Boarding and Daycare.

Resident Grooms

Resident grooming coincides with boarding or daycare. If a pet is boarding and they get groomed, then it is a Resident Groom.

Outside Grooms

An Outside Groom is a grooming reservation that does not coincide with a boarding reservation. It is made separately from a Boarding Reservation.

Resident Grooming

Grooming while Boarding or under Daycare

One option that clients have is to groom their pet while they are staying at the facility through boarding or daycare. To make a reservation for grooming while a pet is your guest:

1.      On the Client/Pet screen, click on the pet’s boarding or grooming reservation and click ‘Edit Reservation.’

2.      On the ‘Edit Reservation Screen’ click on grooming. When this window pops up click on ‘Add Appointment.’

3.      Set the appointment information (date, time, groomer, etc.) and click ‘Save.’

4.      Fill in any additional information on the initial screen and click ‘Save.’

 

Outside Grooming

Checking in for Outside Grooming

To check in for  Outside Grooming:

1.      After selecting a client/pet, go up to ‘Reservations’ and select ‘Grooming Haircut’ or ‘Grooming Bath.’

2.      Select the Groomer, Date, and various Services to be performed and click ‘Save.’

Checking out for Outside Grooming

To check out for Grooming:

1.      On the client/pet screen, click on check out, select the appropriate pet, and click ‘check out.’

2.      After processing the payment, click on ‘check out’ and the pet is checked out.

 

Grooming Services

Setting Up Grooming Services

To Setup Grooming Services:

*     Select ‘Setup’ and then ‘Basic Services’ then select ‘Grooming,’ and finally ‘Services.’

*     If you don’t wish to use a service, simply place the letter ‘N’ in the ‘In Use’ column.

*     When scheduling a groom, it will display the services, where you can check mark and it will automatically update the price according to what you have set up for that service.

 

Vacancy

Grooming Vacancies

The Vacancy button (at the top of the Grooming Reservation screen) allows you to view the selected groomer’s contact information as well as what days he/she is available and how many grooms per day can be scheduled. When a particular day is selected, all grooms for that day are shown.

*     To show all grooms for all groomers, double-click on the field to choose ‘Select Groomer,’ then click the vacancy button. While the vacancy screen for a specific groomer shows details about each groom for type and amount of time blocked off, the general screen shows the total number of pets, groom type, and time for each groomer.

+overbooking, this is what we talked yesterday

 

Set Up

+set up basic services>grooming you have different options there

Training

Reservations

Setting a Reservation

To set a reservation for Training:

*     Select Ctrl+T or locate it under ‘Reservations on the Main screen. Select a class type or view all. Specify whether you wish to search for one specific date or all classes beyond that date. Note any owner instructions and add any requested training operations.

 

Services

Scheduling

Adding to Reservation

To add a service to a reservation:

1.      On the Client/Pet screen, select the appropriate reservation type and click ‘Edit Reservation.’

2.      Under ‘Schedule Services’ select the desired service and click ‘Check In.’

Adding to Stay

If you wish you can add additional services to a pet’s stay. To do so, simply access the ‘Edit Stay’ or ‘Edit Reservation’ on the Client/Pet Screen. Once open, select the services that you would like add to the pet’s stay.

Bundles

Service Bundles

Services Bundles are a way to include permanent and selectable services into a group to be charged as one. Before continuing with setting up the Service Bundles, you must add each ‘Service Bundle’ Name to the ‘Services’ screen along with the individual services that may be

included in a bundle.

Now choose which service will be a bundle.

 

*     Go to:

*     Setups

*     Kennel Basic Services

*     Service Bundles

 

1.      You want to click on the box that will allow you to ‘See All Services’.

2.      Select service below by clicking to the left.

3.      Click the convert to bundle button.

4.      Choose whether the service is ‘permanent’ or ‘selectable.

5.      Click ‘Add Service to Bundle’ box.

6.      Choose the desired service from the drop down menu.

7.      Go to client edit stay or edit reservation screen.

8.      Choose service bundle in drop down.  Choose dates to be scheduled.

 

 

 

Packages*

Recurring Services

Adding a Recurring Service

To Add a Recurring Service:

1.      From the Client/Pet Screen click on ‘Records’ under ‘Pet Records’

2.      Under ‘Records’ click on ‘Services.’

3.      Select the service and click ‘Add.’

Options for Recurring Services Include:

*     Every Day

*     Every Other Day

*     Check In Date

*     Check Out Date

*     Attach to Reservations

*     Option to schedule, always, only boarding, or only daycare.

 

 

Vacancy

Employing Service Vacancies

These are used to determine the availability of services in much the same way as the grooming vacancy is used in scheduling appointments. Simply use the calendar to select the desired date and then select a service from the list.

 

Set Up*

 

 

Retail

Point of Sale

Utilizing Point of Sale

The Point of Sale feature is used to process the sale of retail items. It can be accessed from the client Search screen when a record is selected or by using the shortcut Ctrl+P

Processing a Transaction

To process a transaction:

*     Select the payment type and amount and click ‘Process Payment.’

*     If the client is to be billed for the items, click ‘Print Bill’ instead.

*     You may also export it to be saved as a HTML file for future reference by clicking on the notebook icon

*     If a refund is desired, clicking the ‘Refund’ button on the Point of Sale Screen will refund all items of the current sale.

Add a Retail Transaction to a Stay

To add a Retail Transaction to a Stay, click on ‘Edit Stay’ on the Client/Pet Screen, click on POS, add the desired products and finally click on ‘Add to Stay.’

Remove Item Added to Stay

To remove an Item Added to a stay, click on ‘Edit Stay’ from the Client/Pet Screen, click on POS, select the product you wish to remove and press ‘Delete’ on your keyboard.

 

Add Retail Transactions to Pending Bills

To add Retail Transactions to pending bills, select a particular client, click on ‘POS’, add the desired products, and click on ‘Create Pending Bill.’ To pay the bill, select ‘Client’ at the top of the screen and click on ‘Pending Bills.’ However, if it is a walk in sale, you will NOT be able to create a pending bill.

 

General Items versus Inventory

General items are not in Inventory. They are for the use of on-the-fly sales or by facilities that do not want to keep track of inventory. A drawback to this, however, is that you can’t tell how many products of particular items or products codes have been sold.

Inventory

General Items

To enter general items into the inventory:

1.      Click on ‘Setup’ select ‘Retail’ and then click on ‘Inventory.’

2.      Enter in the product code (barcodes will not work), fill in the product name, cost, select a class, and other relevant information and click ‘Add Product.’

 

You can also search for products by:

*     Product Code

*     Name

*     Class

Classes

To Setup Retail Classes:

1.      Click on ‘Setup’ select ‘Retail’ and then click on ‘Classes.’

2.      Enter a class name (bedding, bones, etc.) and fill in the price margin or markup

3.      Next fill in the ‘Levels Discounts Percentages.’

4.      Once all the necessary information is entered, click on ‘Add.’

 

Discount Levels

To set up Discount Levels:

1.      Click on ‘Setup’ select ‘Retail and then click on ‘Discount Levels.’

2.      When the window pops up, fill in the desired Discount Levels and click ‘Save’

Vendors

Products / Vendor Relationship

To Setup Vendors:

1.      Go to ‘Setup’ select ‘Retail’ and then click on ‘Vendors’

2.      Under ‘Retail Vendors’ enter a name and click ‘Add.’

3.      Once the vendor is added, fill in the information fields to the right and click ‘Save.’

Enter contact information for the vendors you purchase from. Clicking to ‘Go to Website’ button will take you to the selected website, making it that much easier to place your order.

Purchase Orders

Create New

To Create a new Purchase Order:

1.      Enter a number for a new purchase order

2.      Select the vendor from which you are going to operate

3.      Use product codes to select the items you wish to purchase. After selecting one item, click ‘Add Product to PO.’

4.      Enter the number of the item to be ordered.

5.      Continue adding items until you have created a complete order.

6.      Once you receive a shipment, search for the purchase order by number.

7.      Then, if all items have been received, click ‘Receive all items.’ If only a partial order has been received, select an item and click ‘Receive Selected.’ These two functions will automatically update your inventory.

8.      Use the ‘Cancel Selected’ button to remove items from an order.