Welcome to your first day as a Customer Service Representative at Nu-Way Cleaners!
The Point-of-Sale software Nu-Way Cleaners uses for all of its day to day activities is called CleanSuite Software. For day-to-day activities, all you really need to know are a few basic things. How to add a customer, add a quick ticket, add an invoice, add a location, and pay an invoice. It will only take a few minutes and you will be using CleanSuite today! First, let’s cover some basics...
Command Line Basics:
Today, you'll be introduced to the Command Line. It's at the top left of the screen. Virtually all your day-to-day activities are done in the Command Line.
Give it a try: At the beginning of the work day you will also need to clock-in. Type T in the command line and press enter. Enter your password and press enter. You will then be shown your time card. Type S for Start. Then be sure to push F12 to save. At the end of your work day you will need to repeat the process but type F for Finish instead of S. Then be sure to push F12 to save. |
Watch the video above for step by step directions. If you need the video to be displayed larger, simply click on the box to the right of the youtube icon on the video above. Doing so will make your video full screen. To exit full screen and return to this page, press the Esc key.
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Important Things To Remember:
Capitals or lower case?
In these instructions we use capital letters to indicate what you need to type into the command line, but you can type everything in lower case letters. When you enter a name like john smith and press Enter, the software will automatically capitalized to John Smith.
Passwords
Every procedure is tracked, so from time-to-time you're going to be asked for your password. In the following instructions, we don't list the password as a separate step so whenever the "Enter password" screen appears, simply type your password and press Enter.
Note: It isn't necessary to move the highlight to your name before typing your password. Just type your password in the field at the top of the screen and press Enter, the program will recognize you by your password.
At Nu-Way Cleaners we use what is called Permanent Single Staff, by using this feature it will not ask you for your password as frequently. So, when you come in at the beginning of your work day, you will want to type PSS for Permanent Single Staff in the Command Line and press Enter. Then type your password and press Enter. If you are being asked for your password over and over again it is likely you are not “Permanent Single Staffed.”
To turn off Permanent Single Staff, when you leave each day, press the Esc key.
Tip # 1: Need Help?
No matter where you are in the program, if you have a question, press the F1 key. This will bring up a Help Screen relating to the function you are trying to complete.
Tip # 2: Get me out of here!
If you ever get lost, press the Esc key. Generally, the Esc key will get you out of what you're doing so you can start over. For example, if you're adding an invoice and you press Esc twice, it will ask "Are you sure you want to remove this invoice?" Answer Yes, the invoice will be removed and you can start over again.
Tip # 3: Just "Do It!"
On the other hand, the F12 key is the "do it" key. It moves you forward to the next step.
Tip # 4: Hide the mouse when using CleanSuite!
While you practice these first few days, we ask that you move the mouse out of reach! You can certainly use the mouse but trust us, in the hectic everyday life of a dry cleaner, it's far faster to use the keyboard.
In these instructions we use capital letters to indicate what you need to type into the command line, but you can type everything in lower case letters. When you enter a name like john smith and press Enter, the software will automatically capitalized to John Smith.
Passwords
Every procedure is tracked, so from time-to-time you're going to be asked for your password. In the following instructions, we don't list the password as a separate step so whenever the "Enter password" screen appears, simply type your password and press Enter.
Note: It isn't necessary to move the highlight to your name before typing your password. Just type your password in the field at the top of the screen and press Enter, the program will recognize you by your password.
At Nu-Way Cleaners we use what is called Permanent Single Staff, by using this feature it will not ask you for your password as frequently. So, when you come in at the beginning of your work day, you will want to type PSS for Permanent Single Staff in the Command Line and press Enter. Then type your password and press Enter. If you are being asked for your password over and over again it is likely you are not “Permanent Single Staffed.”
To turn off Permanent Single Staff, when you leave each day, press the Esc key.
Tip # 1: Need Help?
No matter where you are in the program, if you have a question, press the F1 key. This will bring up a Help Screen relating to the function you are trying to complete.
Tip # 2: Get me out of here!
If you ever get lost, press the Esc key. Generally, the Esc key will get you out of what you're doing so you can start over. For example, if you're adding an invoice and you press Esc twice, it will ask "Are you sure you want to remove this invoice?" Answer Yes, the invoice will be removed and you can start over again.
Tip # 3: Just "Do It!"
On the other hand, the F12 key is the "do it" key. It moves you forward to the next step.
Tip # 4: Hide the mouse when using CleanSuite!
While you practice these first few days, we ask that you move the mouse out of reach! You can certainly use the mouse but trust us, in the hectic everyday life of a dry cleaner, it's far faster to use the keyboard.
Ready? Set... Lets Go!
To begin we will show you how to add a customer. When a customer comes into the store you will ask them for their phone number or name. Type the customer’s information into the command line and press enter. If the customer’s account does not show up in the system, ask the customer if they have ever been to this location before. If the answer is no, you will need to add the customer to the system. To make this process easier for the CSR, each store is equipped with Blue New Customer forms. You will need to ask the customer to fill the top part of the form out for you.
Once you have all the information on the New Customer form that you need, you must now add the customer to CleanSuite. Watch the video below to see step-by-step instructions on how to do this. DON'T FORGET: You MUST add all of the customer’s information that is on the Blue New Customer form to their account, including their email address and starch preferences. |
Watch the video above for step by step directions. If you need the video to be displayed larger, simply click on the box to the right of the youtube icon on the video above. Doing so will make your video full screen. To exit full screen and return to this page, press the Esc key.
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How to Add a Quick TicketNext, we will walk you through how to add a Quick Ticket.
When a customer comes in with clothes to be dropped off you will need to print a quick ticket for their order. A quick ticket is simply a receipt telling us who the clothes belong to and telling the customer when their order will be ready. It is used as proof, for us and the customer that clothes were dropped off at a certain time and were promised to be cleaned and ready by a certain time. When the customer comes in to drop off you will need to get their name or phone number to pull up their account. After you have entered their phone number and their account is on screen, type Q for Quick Ticket in the command line. Next, count the number of items the customer is dropping off and enter the number of pieces on the quick ticket. Enter any special notes, any coupons, and any spots the customer has pointed out in the notes field of the quick ticket and press F12. |
Watch the video above for step by step directions. If you need the video to be displayed larger, simply click on the box to the right of the youtube icon on the video above. Doing so will make your video full screen. To exit full screen and return to this page, press the Esc key.
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Next, CleanSuite will ask you when the order will be due back. CleanSuite is set to automatically select the standard preference.
Standard Due Dates are as follows:
Invoiced Monday - Due Wednesday Invoiced Tuesday - Due Thursday Invoiced Wednesday before 12PM - Due Thursday Invoiced Wednesday after 12PM - Due Friday Invoiced Thursday - Due Friday Invoiced Friday - Due Monday Invoiced Saturday - Due Tuesday |
Special item Due Dates are as follows:
Specials: Due Same Day or Next Day Wedding Gowns: Due Two Weeks Households: Due One Week (Do not count Sundays) Sewing: Due One Week (Do not count Sundays) Leather: Check Leather Schedule (at least Two Weeks) Subject to change: Check with a manager if your not sure. |
Once you have selected the due date press F12. Two copies of the quick ticket will print. Give one copy to the customer. Keep one copy with the clothes, put the clothes and the quick ticket in a nylon bag and put the bag aside to be invoiced.
How to Add an Invoice:
After the customer has left you will need to invoice the clothes.
Begin by bringing up the customer’s account by typing the quick ticket number or if the customer does not have a quick ticket begin by typing their phone number. Now, sort through the clothes. Separate dry cleaning and laundry. Check all pockets!!! Unbutton all buttons!!! Take out collar stays! Put anything found in the pockets or collar stays aside to be invoiced separately in a found-it bag. (If something is left in the pockets, such as an ink pen, and goes through the cleaning machine it can ruin hundreds of dollars’ worth of clothes and upset more than just a few customers.) If the customer has a quick ticket, start by pressing F2 to change the quick ticket to an invoice. If the customer does not have a quick ticket or has more than one invoice and the quick ticket has already been used, press F5 to add a new invoice. Once you have added all of your items to an invoice, press F12. Now, you will need to get tags for each garment. Select the tag which has the same number of pieces as the invoice. Enter the tag number into the tag number screen, and press F12. (For example, if you have 3 pairs of pants on an order, you will want a 3 tag. When entering your tag number into the computer it should look like this: 3/123.) Note: Tall skinny tags are for laundry, short thick tags are for dry cleaning. |
Once you have finished the invoice, added the tag number, and selected the due date, two copies of the invoice will print. Staple both copies of the invoice together and then staple the tag to the front copy of the invoice.
If the clothes are dry cleaning put the clothes in the corresponding dry cleaning bag to be sent over to the plant. If the clothes are laundry put the clothes and the invoice in a small nylon bag and then put it in the large corresponding laundry bag to be sent over to the plant. |
How to Add a Location / "Do Racking"
Each day the van driver will deliver all of the cleaned and pressed orders back to your store. You will need to rack each of these invoices and give them a location in the computer. Start by separating the orders. Put all of your one-item orders to the front. Put some space between each order on the line. If you don’t separate the orders it will cause headaches for everyone! If the CSR does not separate the invoices when racking you will often get what we call a “piggy-back.” This happens when an order (often times a one-item order) gets hooked on to the order in front of it. If the CSR does not catch this mistake, the invoice will get racked with the invoice it is hooked on and then is given out to the wrong customer. Please make sure you are separating orders, it will save you, your managers, and your customers a whole lot of time and headache.
Once all of your orders are separated, begin adding a location in the computer and placing the invoice on the rack. Start by typing the invoice number into the command line. Next, verify the correct invoice is on screen. Find a location in the store to rack the order. Press F6 on your keyboard. Enter the location you have racked the order. |
Note: Each store has specific places to put each kind of order. Households often go in the Back, Shirt Laundry on the Line, and Dry Cleaning on the conveyor. Please check with your manager if you are not sure where to rack an item.
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How to Pay an Invoice
Last but certainly not least, let’s talk about how to pay an invoice. Nu-Way uses what is called the Batch Payment feature in CleanSuite.
When a customer comes in to pick up their order you will need to start by entering their name or phone number into the command line to bring up their customer account. Once the customer is on screen, type B for Batch Payment. This will bring up a list of all the invoices the customer has to pick-up, where they are located, and allow you to mark the invoices paid and picked up. Watch the video below for step-by-step instructions. |
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Note: If the customer is paying for their order and picking it up, be sure to mark the invoice paid and picked up. If the customer is pre-paying for their order, however they are not picking it up yet, be sure to mark the invoice as paid, but leave the P/U box unchecked. If the customer is a charge account customer and pays later, be sure to mark P/U, but leave the Pay box unchecked.
Congratulations!!
You have finished the 1st day basic training and are ready to start putting what you have learned so far into practice. Surely, your head is spinning with questions. Please take some time to speak with your training manager about any questions you may have. We promise, everything will be made clear and you’ll be ready to be on your own in no time! Once you have trained for a few days you may be asked to close the store. In order to do this you will need a bit more information. Click on the button below to learn more about closing procedures.