Automatic Deduction of Back Bar Inventory

At MyTime, you have the ability to associate back bar inventory with services, ensuring that specific back bar inventory is automatically deducted when a particular service is performed. For example, in a salon, when a staff member performs a hair coloring service, any products used from the salon by that staff member are considered back bar inventory. This article will provide step-by-step instructions on how to utilize this feature effectively. 

Things to know:

• The auto-deduct feature allows child account owners or location managers to configure which products will be used and the corresponding amounts to be deducted when specific services are provided to clients.
• For franchise businesses utilizing global services, auto-deduction must be set from the parent account. If the service is setup from the child account, it must be set from the child account.
  
• You can configure the quantity to be auto-deducted from the back bar inventory using fractional amounts, such as 0.25. This feature is controlled by the "Enable Fractional Quantities" setting.
• When a service that includes products configured for automatic deduction from backbar inventory is duplicated, the automatic deduction settings will also be duplicated. Additionally, you will have the option to edit the products and quantities designated for automatic deduction from the backbar inventory for the duplicated service.
• Products will not be deducted from the back bar inventory until the appointment is marked as "Completed."
• Products will be returned to the back bar inventory if the appointment is marked as "No Show" or "Canceled."
• If a back bar product is marked as discontinued in inventory, auto-deduction for that product will not occur.
• If a discontinued product was previously set to auto-deduct when a service was performed, trying to add new auto-deduct products for that service from the services menu will trigger a "Failed to create/update some deduction rules" error. To resolve this, remove all products, including the discontinued ones, from the configuration and then add the active products that should auto-deduct for the service.
• The Inventory Adjustments report will show the details of the products that have been deducted from the back bar inventory.

Content

• Configuring Automatic Deductions from Back Bar Inventory for Services
• Automatically Deduct Back Bar Inventory When Used for a Service

Configuring Automatic Deductions from Back Bar Inventory for Services

To configure automatic deductions from back bar inventory for services, simply:

1. Navigate to Business Setup > Services Menu
2. Click on "Edit" next to the appropriate service
   
3. At the bottom of the service modal, click the "Set Inventory Deductions" hyperlink located under the "Deduct Back Bar Inventory" section.
   
4. The "Configure Automated Inventory Deduction for (Service Name)" modal will appear > Click on the "+ Add product" hyperlink
5. Here you can:
   • Select a product category from the "Product Category" dropdown menu
   • Select the product(s) to be deducted from back bar inventory when the service is performed from the "Product Used" dropdown menu
   • Enter the quantity to be deducted from the back bar inventory when the service is performed
6. Click "Save"  
7. You will then be redirected to the service modal. Click "Save"

Automatically Deduct Back Bar Inventory When Used for a Service

1. Navigate to your schedule
2. Filter by desired location
3. Click on an open time slot of a service provider OR select the + New Appointment button from the sidebar
4. On the appointment modal, you can enter the necessary details for the appointment:
   • Add the client: If the client is new, click on the "Add Client" button and enter the personal information of the client
   • Staff member
   • Service                                                                                                                                                                  
5. Select "Save"

Once an appointment is scheduled with a service configured to auto-deduct products from back bar inventory, and the appointment status is updated to "Completed," the following will happen:

• The back bar quantity for the product will be reduced based on the configured deduction amount.
• The Inventory Adjustments report will provide details about the products that have been deducted from the back bar inventory.
  

For more information, contact us at support@mytime.com.