This is a routine scheduled version release containing completed feature enhancements and bug fixes.

Users Effected:

This release will affect users of Helios Version 12 Enterprise.

Required User Action:

There should be no user action required for Enterprise users in order to update to this release. The Helios Auto-Updater will receive and apply any required file changes. The Helios Application may need to be closed and restarted in order to complete the update. The Auto-Updater may need Administrator access to the Operating System in order to complete and needs to be run on each workstation. If the Auto-Updater is not running on one or more workstations, you may download it here: https://smartfile.gohelios.com/ftp/fetch/066396cb-bdbf-40d4-8a19-3ad018f93f66/

Any Helios users upgrading from a version earlier than 12.3.0 should be aware that several of the cumulative updates included in this release will require additional user action. Please refer to the Resources section of this announcement for a list of the steps required after applying this update.

Overview:

Helios Version 12.3.7 Release is a routine scheduled version release containing the accumulation of completed feature enhancements and bug fixes. It will be applied to the Enterprise Network as part of the scheduled overnight maintenance routine to begin on Tuesday, June 19 into Wednesday, June 20. Maintenance affecting the regular operation of the Helios Application will not begin until after 1:00AM EST (10:00 PST) in order to avoid impacting subscribers during scheduled operating hours.

New Features:

1. The entire Helios Point of Sale and Backoffice applications have been visually refreshed with the latest Helios brand color scheme and logos.
2. A Fingerprint Exempt Report has been added which reports any clients whose Exempt FP flag has been activated on the client profile as well as the employee who exempted the client from fingerprint verification.
3. A Freeze EFT Report has been added which reports any EFT clients whose EFT Freeze status is about to expire and will return to paying their regular monthly fee.
4. An EFT Reciprocity Report has been added which analyzes EFT membership revenue by location versus actual tanning locations. This report is intended as a tool to aid franchisors / licensors in determining what portion of EFT revenue a location has drafted which is owed to location(s) providing membership services.
5. A No Sale Report has been added which records any time a cash drawer is opened by the F3 function. To provide accountability for this report, the F3 function has been modified to prompt for the employee’s code before the drawer is opened.
6. A Tax Audit Report has been added which provides detailed transaction data for an auditor in the event of a tax audit. This report was developed in conjunction with the Internal Revenue Service and several tanning salon chains which have been audited. The report produces up to four distinct sections and defaults to an HTML report for easy export to an Excel spreadsheet.
7. A Gift Certificate Report has been added which provides an account of gift certificates sold and redeemed within a date range.

Feature Enhancements:

1. A Balance Summary field has been added to the Client Information area. This totals all of the outstanding balances in the Package and Membership area, including In-House Charge and EFT balances.
2. The Refresh Settings option on the Settings Menu will also refresh the Equipment Defaults if changes have been made to the Equipment Settings.
3. A button has been added to the Sales Code intelligence which allows the sales code to contain separate expiration policies from those specified in the membership and thereby override the membership expiration policy. This can provide an option to define a single membership but offer different membership durations offered while retaining the membership name and matrix policies.
4. The EFT Draft logic has been modified to allow a $0.00 draft amount. A $0.00 draft will not be submitted but will be treated as approved in order to increment the draft counter. This facilitates in the development of an EFT membership promotion which waives the enrollment prorate and can offer a specified number of ‘free’ drafts before the normal monthly fee will take effect as defined by the EFT Enrollment sales code.

Bug Fixes:

1. The option to pay with a credit card on file has been fixed to allow the option even if the EFT membership is in a freeze status.
2. The ability to make a partial payment on an EFT Balance has been fixed to properly prorate the amount of tax that is included in the payment.
3. The minimum age logic has been fixed to restrict clients whose date of birth is not entered on their client profile.
4. The minimum age logic has also been changed to address an issue if the minimum age is set to 16.5 years.
5. The ability to swipe a driver’s license containing a magnetic stripe has been restored after previous updates rendered this feature nonfunctional.
6. The point of sale void logic has been corrected to prevent accounting errors if a ticket is suspended multiple times.
7. The ability to void an EFT upgrade or downgrade has been removed after it was reported that this was allowing employees to circumvent an upgrade fee.
8. The ability to redeem bonus bucks on the date they are set to expire has been restored.
9. The EFT Draft logic modification noted above also addresses an error with $0.00 freeze fees being flagged as declined and incurring a reject fee.
10. The Wait List has been modified to use the local computer time instead of the server time in determining how long a client has been waiting.
11. The Wait List logic has been fixed to prevent the wait time to default to 60 minutes.
12. The How Heard (Referral Defaults) option has been fixed to exclude items which have been unchecked in order not to display in the dropdown menu.
13. The Employee File has been fixed to ensure that when require fingerprint is unchecked for an employee that the time clock will no longer prompt for the employee’s fingerprint.
14. The Employee File Commission screen has been fixed to prevent entries from one employee to be ‘cached’ or carried over from one employee file to subsequent employees.
15. The Commission Report settings have been adjusted to correctly identify the location where the commission was earned based on the employee’s logon rights and not the location selected.

Known Issues:

There are no known issues resulting from this release.

For more Information:

Helios Technical Support can be reached at 317-554-9911 or support@gohelios.com.

www.gohelios.com

Resources:

In response to the requirements of the Excise ‘Tan’ Tax, Helios Version 12.2.8 included several new options and features which require manual user action. These features will be installed with the Version 12.3.6 release but unless the manual user steps are taken following the update undesired consequences may result.

1. The major change to accommodate a variety of tax situations is the addition of the tax fields to the client EFT profile. Prior to this update, the EFT profile only included the monthly fee and all sales and excise taxes were calculated and added into the draft during the draft submission process. The 12.2.8 update provides fields for the sales and excise taxes to be stored along with the monthly fee on the EFT profile. Memberships that are not subject to either sales and/or excise tax can now be submitted within the same batch as taxable memberships instead of being separated into separate tax-defined batches. Tax fields associated with the Freeze Fee are also available in case the situation occurs that a tax rate would need to be applied to the EFT Freeze Fee.

2. The sales and excise tax options have been removed from the EFT Post Info tab as the applicable taxes are now reflected in the client’s EFT profile.

3. The new Apply Tax Utility tab is available in the EFT Management option in order to apply the appropriate tax(es) to existing EFT memberships. This step must be performed before the next EFT draft submission in order to apply the appropriate tax rates to the EFT profiles.

4. The Sales Code logic has been expanded to include applicable sales and excise taxes for EFT enrollments. The sales and excise tax can be specified on the EFT Enroll option and will be stored in the EFT profile along with the monthly fee in the newly provided fields. Every EFT Enroll Code must be updated to specify the membership’s appropriate tax(es) at the time of enrollment.

5. The TAN code includes intelligence which automatically waives the U.S. Excise Tax on bed types marked as UV-Free if the tan includes a walk-in or upgrade fee.

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