Studio Designer 80 Guide

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1 Table Of Contents Introduction... 1 Installation... 3 Installation... 3 Getting started... 5 Enter your company information... 5 Enter employees... 6 Enter clients... 7 Enter vendors... 8 Customize the accounting... 9 Customize the chart of accounts Customize the sales codes Customize the company Using Studio Designer Daily procedures Monthly procedures Address Address Address site Codes Sales tax Design projects Design projects Entering an item Item reminders Item payments Item image Item sales tax Creating a proposal Creating a PO Creating an invoice Time billing Time billing Time billing rates Reminders Reminders Actions Proposal Proposal PO PO Expediting Invoice Invoice Receipts Receipts Cash Receipts Detail Enter cash receipts Receive client deposit Receive client retainer Receive payment Apply client deposit Apply client retainer Receive misc receipt i

2 Studio Designer 80 Guide Checks Checks Checks detail Office checks PO checks GL GL Inventory Inventory Purchasing inventory Selling inventory Studio Scan Studio Scan Setting up the scanner Printing bar codes Scanning Taking inventory Creating design project items Files System master Company Company address Company GL accounts Company address defaults Employee Rooms Inventory Catalog Chart of accounts Sales codes Budgets Accounting Journal entries Reconciliation Reconciliation Reconciliation adjustments Reconciliation receipts Reconciliation disbursements Reconciliation reports Current date Close the year Index ii

3 Introduction Welcome to Studio Designer, the management and accounting system for interior design. This Studio Designer User Guide is designed to assist new users getting started and as a reference for experienced users. This guide is broken into the following sections: Installation Getting Started Using Studio Designer Online Catalog Files Accounting New users may want to begin with the Studio Designer Online Tour to become familiar with Studio Designer. Additional Training and Support Online training and support is available at Telephone support is available through Studio Support at Studio I.T., Inc. 545 Broadway, Suite 33 Denver, CO Phone: Fax:

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5 Installation Installation Studio Designer 8.0 The Studio Designer installation instructions our located on the Studio I.T. web site. Go to Select Self Help Select Downloads Select Installation Instructions 3

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7 Getting started Enter your company information Getting started guides you through entering information you need to begin using Studio Designer. The information you need to enter before you begin includes: Your company information Your employees Your clients Your vendors The Company File contains information regarding how you want Studio Designer to work for you. To open the Company File: Select "Files" Select "Company" The "Company Screen" is displayed. Enter your company name, address, phone, fax and address on this screen. See the Company Section for more details. 5

8 Studio Designer 80 Guide Enter employees You need to enter employees and assign passwords to them. To open the Employee File: Select "Files" Select "Employee" The "Employee Screen" is displayed. Enter an employee ID, name and password for each employee. See the Employees Section for more details. 6

9 Getting started Enter clients You need to enter the name and address information for your clients. To open the Address File: Select "Address" at the top of the screen The "Address Screen" is displayed. Enter your client names and addresses with a "Type" of "Client". See the Address Section for more details. 7

10 Studio Designer 80 Guide Enter vendors You need to enter the name and address information for your vendors. To open the Address File: Select "Address" at the top of the screen The "Address Screen" is displayed. Enter your vendor names and addresses with a "Type" of "Vendor". See the Address Section for more details. 8

11 Getting started Customize the accounting Studio Designer has accounting predefined and set up for interior design firms. These settings may be modified for your unique needs. THIS SECTION IS OPTIONAL. If you are going to customize the accounting, there are 3 areas to customize: The chart of accounts The sales codes The company file The next 3 sections will describe each area in more detail. 9

12 Studio Designer 80 Guide Customize the chart of accounts Studio Designer has a default chart of accounts designed for interior design firms. You can add and delete accounts from the chart of accounts. You can delete the entire chart of accounts and enter a new chart of accounts for your specific requirements. To open the Chart of Accounts File: Select "Files" Select "Chart of Accounts" The "Chart of Accounts Screen" is displayed. Modify the chart of accounts to meet your specific needs now. See the Chart of Accounts Section for more details. 10

13 Getting started Customize the sales codes Sales codes define product categories and the general ledger accounts used when items are invoiced. Studio Designer has a default list of sales codes. You can add and delete sales codes from the sales code list. You can delete the entire list of sales codes and enter a new list of sales codes for your specific requirements. Sales codes should be modified after the chart of accounts is finalized. To open the Sales Codes File: Select "Files" Select "Sales Codes" The "Sales Codes Screen" is displayed. Modify the sales codes to meet your specific needs now. See the Sales Codes Section for more details. 11

14 Studio Designer 80 Guide Customize the company The company file defines the default accounts for various general ledger transactions. For instance, when you generate an invoice the default accounts receivable account is defined in the company file. If you change the chart of accounts, you need to insure all of the required default accounts are correct. Required default accounts should be modified after the chart of accounts is finalized. To open the Company File: Select "Files" Select "Company" The "Company Screen" is displayed. Click the GL Accounts Tab. Modify the required accounts now. See the Company Section for more details. 12

15 Using Studio Designer Daily procedures Checks and Balances Studio Designer was developed to allow the designer to focus on daily design activity. Studio Designer handles complex general ledger accounting transactions automatically behind the scenes. Our goal is to maintain the highest level of data and accounting integrity. We have developed an elaborate system of check and balances to insure your data is accurate. We simply ask that you take a few moments a day to run our data verification module. This process only takes 5-30 seconds to run and it insures the accuracy of your data. Perform the GL Verify function on a daily basis and notify us immediately if you find an error. Running GL Verify GL Verify should be run on a daily basis to verify your accounting data. To run the GL Verify: Select Files from the dropdown menu. Select Maintenance. The GL Verify Screen is displayed. 13

16 Studio Designer 80 Guide Click the Verify Sub Ledgers Button. Amounts will automatically fill in the screen. If the amounts for Variance, Blank Account, Bad Account, or Balance are not 0, there is an error. If you have an error please contact Studio IT. Backing up the StudioDesigner Folder The entire StudioDesigner folder and subfolders on the server should be backed up on a daily basis. The back up method and number of back up media including off-site media should be determined by your network administrator. Failure to backup your data could result in the loss of your data. 14

17 Using Studio Designer Monthly procedures Printing Financial Statements Financial statements should be printed at the end of every month and made available for review by your financial advisor and accountant. To print the financial statements, select Reports from the Navigation Bar. The following financial statements should be produced at the end of every month. Balance Sheet Income Statement Trial Balance Journals General Ledger Checking Account Reconciliation The checking account should be reconciled on a monthly basis. See the Files Reconciliation section for more information. To reconcile your checking account, select Files and then Reconciliation from the Tool Bar. After the checking account is reconciled: Print and safely file the outstanding reconciliation report. Print and safely file the reconciled reconciliation report. Failure to reconcile your checking account may result in inaccurate financial statements. Closing The Year The general ledger may have 2 years open at one time, the current year and the prior year. See the Files Close the Year section for more information. To close the year, select Files and then Close the Year from the Tool Bar. At the beginning of a new accounting year: You must select to Start a New Year. After you have made year end adjustments to your prior year financial statements: You must select to Close the Year. Failure to Start a New Year and Close the Year may result in inaccurate financial statements. 15

18 Studio Designer 80 Guide Address Address Client and vendor names and addresses are entered in the address book. The top portion of the screen displays the address list and the bottom portion displays detail information about the address selected. To open the Address File: Select "Address" at the top of the screen The "Address Screen" is displayed. Filter Address entries may be filtered to display a list of addresses that meet specific criteria. To filter the list, enter a value in the filter field above any column of information. Print Report Address reports may be printed by clicking the Print Button. The report selection criteria default from the filter fields filled in on the Address Screen. Add Address To add a new address entry to the list, click the Add Button. A new blank address record is displayed and address information may be entered. The Type Field defaults to the type filled in the Type Filter Field or Client if the Type Filter Field is blank. The Active Field defaults to Yes. 16

19 Using Studio Designer Delete Address To delete an address entry from the list, click the Delete Button. A message Are you sure you want to delete this Address? is displayed. Select Yes and the address is deleted from the list. Section Tab Select the address, codes or sales tax tab to display the appropriate detail information. Address To view the address and contacts for the address, click the Address Tab. The Address Tab is selected as the default tab whenever the Address Screen is displayed. Codes To view the codes, mark up % and proposal deposit % for the address, click the Codes Tab. Sales Tax To view the sales tax settings for the address, click the Sales Tax Tab. 17

20 Studio Designer 80 Guide Address site The Address Tab displays the address and contacts for the client or vendor selected. Address ID The Address ID is used to identify the client or vendor throughout Studio Designer. Assign the Address ID carefully and define a standard method of assigning Address ID s before you begin. For example, if you select to use the last name as the address ID, SMITH would be used for Mr. and Mrs. Smith. To change an Address ID after it has been assigned, go to Files, Maintenance and click the Rename Address Button. Type Type defines the type of address record. The address may be one of the following types: Active Client a client for a design project Project a project for a client, a client may have multiple projects related to it Vendor a vendor that merchandise is purchased from Office a vendor for administrative office expenses Retail a client for point of sales or retail. Showroom a showroom that merchandise is purchased from Mfg a manufacturer that merchandise is purchased from Ship To an address that merchandise is shipped to Prospect a prospective client Personal a personal address Other misc other addresses 18

21 Using Studio Designer Active defines if the address is active or not. Active may be Yes or No. Name The name is the complete name of the client or vendor. Use upper and lower case letters to reflect the way you want the name to print on documents. Site Address The site address is the street address where the client or vendor is located. Site City, State, Zip The site city, state and zip where the client or vendor is located. Country The country is the country where the client or vendor is located. The country is generally left blank if the client or vendor is in the USA. Phone The client or vendor s primary phone number. Fax The client or vendor s primary fax number. The is the primary address for the company. Mailing Name The mailing name is the complete name that prints on documents to be mailed. The mailing name automatically fills in when the site name is entered for a new address. Mailing Address The mailing address is the address that prints on documents to be mailed. The mailing address automatically fills in when the site address is entered for a new address. Mailing City, State, Zip The mailing city, state and zip print on documents to be mailed. The mailing city, state and zip automatically fill in when the site city, state and zip are entered for a new address. Contacts for the address are listed on the right side of the address screen. To enter a new contact, click the Add Button above the contacts list box. To delete an existing contact, click the Delete Button above the contacts list box. Contact Name The name of the contact. Contact Title The contact s title. Contact The contact s personal address. Contact Phone The contact s personal phone number. Contact Ext The contact s personal phone number extension. 19

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23 Using Studio Designer Codes The Codes Tab displays the codes, mark up % and proposal deposit % for the address selected. Designer The designer responsible for the client or project. The designer must be an employee that exits in the Employee File. Sidemark The client portion of the sidemark for purchase orders. Purchase orders automatically generate a sidemark with 4 parts. Designer / Client / Room / Item The sidemark filled in here is the client portion of the sidemark for purchase orders for this client. Specifier Specifier defines if you are specifying product only. Specifier must be Yes or No. The default setting for specifier is No. Specifier should only be set to Yes if you are specifying merchandise and will never purchase and resell merchandise to this client. If specifier is set to Yes, no accounts payable general ledger transactions are generated when purchase orders are created. Only change this setting to Yes if you are sure that you do not want general ledger transactions. Alert Alert allows you to enter a special warning regarding this client or vendor. 21

24 Studio Designer 80 Guide Ship Via Ship via defaults to the Ship Via Field when a new item is entered in design projects. This only applies to addresses used as a vendor that items are purchased from. The ship via defaults from the System Master File when a new address is entered. Terms Terms defaults to the Terms Field when a new item is entered in design projects. This only applies to addresses used as a vendor that items are purchased from. The terms default from the System Master File when a new address is entered. FOB FOB defaults to the FOB Field when a new item is entered in design projects. This only applies to addresses used as a vendor that items are purchased from. Attention Attention defaults to the Attention Field when a new item is entered in design projects. This only applies to addresses used as a vendor that items are purchased from. Code 1 Code 1 allows you to classify addresses into categories for reporting purposes. To define client and vendor codes, refer to the Files Codes section. Code 1 defaults from the System Master File when a new address is entered. Code 2 Code 2 allows you to classify addresses into categories for reporting purposes. To define client and vendor codes, refer to the Files Codes section. Code 2 defaults from the System Master File when a new address is entered. Notes General and misc. notes for this client or vendor. Mark up percents are used to calculate the mark up amount for categories of client costs. Example: Selling Price = $1,000 Mark Up % = 30 Mark Up Amount = $300 Mark up percents default from the System Master File when a new address is entered. Mark up percents are only used if the address type is Client or Project. Selling Mark Up % The selling mark up % defines what percent to mark up merchandise. This value defaults to the Selling Mark Up % Field when a new item is entered for a client or project. Freight Mark Up % The freight mark up % defines what percent to mark up freight. This value defaults to the Freight Mark Up % Field when a new item is entered for a client or project. Crating Mark Up % The crating mark up % defines what percent to mark up crating. This value defaults to the Crating Mark Up % Field when a new item is entered for a client or project. Installation Mark Up % 22

25 Using Studio Designer The installation mark up % defines what percent to mark up installation. This value defaults to the Installation Mark Up % Field when a new item is entered for a client or project. Other Mark Up % The other mark up % defines what percent to mark up other costs. This value defaults to the Other Mark Up % Field when a new item is entered for a client or project. Deposit percents are used to calculate the proposal deposit amount for categories of client costs. Example: Selling Price = $1,000 Deposit % = 50 Deposit Amount = $500 The deposit percents default from the System Master File when a new address is entered. Deposit percents are only used if the address type is Client or Project. Selling Deposit % The selling deposit % defines the deposit percent requested on merchandise. This value defaults to the Selling Deposit % Field when a new item is entered for a client or project. Mark Up Deposit % The mark up deposit % defines the deposit percent requested on the mark up. This value defaults to the Mark Up Deposit % Field when a new item is entered for a client or project. Freight Deposit % The freight deposit % defines the deposit percent requested on freight. This value defaults to the Freight Deposit % Field when a new item is entered for a client or project. Crating Deposit % The crating deposit % defines the deposit percent requested on crating. This value defaults to the Crating Deposit % Field when a new item is entered for a client or project. Installation Deposit % The installation deposit % defines the deposit percent requested on installation. This value defaults to the Installation Deposit % Field when a new item is entered for a client or project. Other Deposit % The other deposit % defines the deposit percent requested on other costs. This value defaults to the Other Deposit % Field when a new item is entered for a client or project. Sales Tax Deposit % The sales tax deposit % defines the deposit percent requested on sales tax. This value defaults to the Sales Tax Deposit % Field when a new item is entered for a client or project. Expense Account The default expense account for office expense checks. Account # Your account number with vendors and manufacturers. This account number prints on purchase orders and checks. Federal ID The vendor s federal ID number. 23

26 Studio Designer 80 Guide Social Security # The vendor s social security number The 1099 code defines if the vendor will receive a 1099 or not. The 1099 code must be Yes or No. Phone Format The format for phone numbers. The phone format must be USA or INT. If you enter USA, the phone number will require you to enter 3 numbers, dash, 3 numbers, dash, 4 numbers. If you select INT, you may enter phone numbers up to 20 characters in any format. The phone format defaults from the System Master File. Department The department this client or vendor is associated with. The department defaults to 01. Deposit Vendor The address ID of the company to make deposit checks payable to. This is used if you produce purchase orders for a vendor but need to make the deposit check payable to someone else. Final Vendor The address ID of the company to make final payment checks payable to. This is used if you produce purchase orders for a vendor but need to make the final payment check payable to someone else. Client for Project The client a project is associated with. The client for project is only used if the address is a project type. If this is a project, enter the address ID of the client that the project is associated with. Client for Room The client for room is an address ID that links a list of rooms to a client. The room file has a default list of rooms. Each default room has the address ID = DEFAULT associated with it. To link the default list of rooms to a client, the Client for Room Field is set to DEFAULT. To customize a list of rooms for a client, refer to the Rooms File Section. After customizing a list of rooms, enter the same address ID that was entered for the custom list of rooms in the Client for Room Field. 24

27 Using Studio Designer Sales tax The Sales Tax Tab displays the default sales tax settings for a client or project. All of the fields on the Sales Tax Tab default from the System Master File. Tax Location The tax location defines the tax location where the client or project is located. The Tax Location Field is used for grouping clients on sales tax reports. Sales Tax % 1 The sales tax percent to tax merchandise for this client or project. Sales Tax % 2 The second sales tax percent to tax merchandise for this client or project. The second sales tax percent is used if some costs are charged at a tax rate different than sales tax % 1. Time Tax % The time billing sales tax percent to charge the client or project. This rate is used for time billing entries. Taxable The taxable fields define if a category of cost is taxable or not. The taxable fields default from the System Master File for new address records. Selling Taxable 25

28 Studio Designer 80 Guide Selling taxable defines if merchandise is taxable or not. Selling taxable must be Yes or No. This value defaults to the Selling Taxable Field when a new item is entered for a client or project. Mark Up Taxable Mark up taxable defines if mark up is taxable or not. Mark up taxable must be Yes or No. This value defaults to the Mark Up Taxable Field when a new item is entered for a client or project. Freight Taxable Freight taxable defines if freight is taxable or not. Freight taxable must be Yes or No. This value defaults to the Freight Taxable Field when a new item is entered for a client or project. Crating Taxable Crating taxable defines if crating is taxable or not. Crating taxable must be Yes or No. This value defaults to the Crating Taxable Field when a new item is entered for a client or project. Installation Taxable Installation taxable defines if installation is taxable or not. Installation taxable must be Yes or No. This value defaults to the Installation Taxable Field when a new item is entered for a client or project. Other Taxable Other taxable defines if other costs are taxable or not. Other taxable must be Yes or No. This value defaults to the Other Taxable Field when a new item is entered for a client or project. Tax Percent The tax code fields define which sales tax percent (1 or 2) to use to calculate sales tax for a category of cost. The tax code fields default from the System Master File for new address records. If Tax Code = 1 then Sales Tax % 1 is used to calculate sales tax for the category of cost. If Tax Code = 2 then Sales Tax % 2 is used to calculate sales tax for the category of cost. Tax Code may only be set to 4 for Selling and Mark Up. This is used for luxury taxes. If Tax Code = 4 then The Selling and Mark Up Costs are taxed at Sales Tax % 1. The costs are also taxed at Sales Tax % 2 up to the amount entered in Selling Percent Taxable. Tax Code 5 is used for Canadian Sales Tax If Tax Code = 5 then Sales Tax % 1 is added to Sales Tax % 2 to calculate sales tax. Sales Tax % 1 is used to calculate purchase sales tax. Selling Tax Code The selling tax code defines which sales tax percent to use to calculate sales tax for merchandise. Selling tax code must be 1, 2, 4 or 5. This value defaults to the Selling Tax Code Field when a new item is entered for a client or project. Mark Up Tax Code The mark up tax code defines which sales tax percent to use to calculate sales tax for mark up. Mark up tax code must be 1, 2, 4 or 5. This value defaults to the Mark Up Tax Code Field when a new item is entered for a client or project. 26

29 Using Studio Designer Freight Tax Code The freight tax code defines which sales tax percent to use to calculate sales tax for freight. Freight tax code must be 1, 2 or 5. This value defaults to the Freight Tax Code Field when a new item is entered for a client or project. Crating Tax Code The crating tax code defines which sales tax percent to use to calculate sales tax for crating. Crating tax code must be 1, 2 or 5. This value defaults to the Crating Tax Code Field when a new item is entered for a client or project. Installation Tax Code The installation tax code defines which sales tax percent to use to calculate sales tax for installation. Installation tax code must be 1, 2 or 5. This value defaults to the Installation Tax Code Field when a new item is entered for a client or project. Other Tax Code The other tax code defines which sales tax percent to use to calculate sales tax for other costs. Other tax code must be 1, 2 or 5. This value defaults to the Other Tax Code Field when a new item is entered for a client or project. Percent Taxable The percent taxable fields define what percent of a cost is taxable. The percent taxable is generally 100. Selling Percent Taxable The selling percent taxable defines what percent of merchandise is taxable. This value defaults to the Selling Percent Taxable Field when a new item is entered for a client or project. Mark Up Percent Taxable The mark up percent taxable defines what percent of the mark up is taxable. This value defaults to the Mark Up Percent Taxable Field when a new item is entered for a client or project. Freight Percent Taxable The freight percent taxable defines what percent of freight is taxable. This value defaults to the Freight Percent Taxable Field when a new item is entered for a client or project. Crating Percent Taxable The crating percent taxable defines what percent of crating is taxable. This value defaults to the Crating Percent Taxable Field when a new item is entered for a client or project. Installation Percent Taxable The installation percent taxable defines what percent of installation is taxable. This value defaults to the Installation Percent Taxable Field when a new item is entered for a client or project. Other Percent Taxable The other percent taxable defines what percent of other cost is taxable. This value defaults to the Other Percent Taxable Field when a new item is entered for a client or project. 27

30 Studio Designer 80 Guide Design projects Design projects Items to propose to clients are entered in design projects. Items are entered one time and proposals, purchase orders and invoices are automatically generated. To open Design Projects Select "Design Projects at the top of the screen The "Design Projects Screen" is displayed. Filter Design items may be filtered to display a list of items that meet specific criteria. To filter the list, enter a value in the filter field above any column of information. Add Item To add a new item to the design project, click the Add Button. The Design Item Screen is displayed and item information may be entered. The Client Field and Project Field default from the Design Projects Screen. Delete Item To delete an item from a design project, click the Delete Button. A message Are you sure you want to delete this item? is displayed. Select Yes and the item is deleted from the design project. An item may not be deleted if it has been purchase ordered or invoiced. The item must 28

31 Using Studio Designer be removed from the purchase order and/or invoice first. An item may not be deleted if it has a deposit applied to it. The deposit must be removed first. List, Preview, Budget To view a summary list of items proposed to a client, click the List Button. To view and change information about an item including the image of the item, click the Preview Button. To view and enter budget information for items, click the Budget Button. View Item Detail To view the detail descriptive and costs information for an item, click the View Item Button. The Design Item Screen is displayed. Changes may be made to the design item. Scroll Bar To view the selling price, purchase cost, profit and expediting information for an item, move the scroll bar at the bottom of the screen to the right. Costs and Profit The selling price, purchase cost and profit for items are displayed on the right side of the Design Project Screen. Expediting Information The expediting dates for items are displayed and entered on the right side of the screen. 29

32 Studio Designer 80 Guide Entering an item Item descriptive and cost information is entered on the design item screen. To enter a new item Select "Add" on the Design Projects Screen To modify an existing item Select the "View Design Item Button" on the Design Projects Screen The "Design Item Screen" is displayed. Add and Delete Item Add an Item To add a new item to the design project, click the Add Button. A blank item is displayed and item information may be entered. The Client Field and Project Field default from the Design Projects Screen. Delete an Item To delete an item from a design project, click the Delete Button. A message Are you sure you want to delete this item? is displayed. Select Yes and the item is deleted from the design project. An item may not be deleted if it has been purchase ordered or invoiced. The item must be removed from the purchase order and/or invoice first. An item may not be deleted if it has a deposit applied to it. The deposit must be removed first. 30

33 Using Studio Designer Section Tab Select the costs, reminders, payments or specification tab to display the appropriate detail information. Costs Tab To view the detail purchase, budget and selling costs for an item, click the Cost Tab. The Design Item Cost Screen is displayed. Reminders Tab To view the reminders attached to the item, click the Reminders Tab. The Design Item Reminders Screen is displayed. Payments Tab To view the client payments, vendor payments and expediting information for an item, click the Payments Tab. The Design Item Payments Screen is displayed. Specification Tab To view the specification information for an item, click the Specification Tab. The Design Item Specification Screen is displayed. Buttons Image To add a digital image to an item, click the Image Button and the Image Screen is displayed. Duplicate To duplicate the current item, click the Duplicate Button. The new duplicated item is displayed and changes may be made to the new item. Sales Tax To view the sales tax percent and percent taxable for the current item, click the Sales Tax Button. The Sales Tax Screen is displayed. 100 % Deposit To change all of the proposal deposit percents to 100%, click the 100% Deposit Button. The proposal deposit percents fill in as 100 and the proposal deposit amounts are recalculated. Item Information Descriptive information for the item is entered on the top portion of the Design Item Screen. Room The room the item is going into for the design project. Item # The item # associated with the item. If this is the third item in the room, the item # may be 003. Component An item may have multiple parts from different vendors. The component defines the parts. For example, a chair may have multiple components: Component A Chair frame Component B Fabric for the chair 31

34 Studio Designer 80 Guide Component C Fringe for the chair Vendor The vendor the item is to be purchased from. Ship To The address ID where the item is to be shipped. Sales Code The sales code defines the category of merchandise this item belongs in. The sales code also determines the general ledger income and cost of sales accounts for the item. Designer The designer responsible for the item. Inventory The Inventory ID of the inventory item if this item is from inventory. Catalog The Catalog ID of the item if the item is in the item catalog. Code 1 Code 1 allows you to assign an item to a group for reporting purposes. Code 2 Code 2 allows you to assign an item to a group for reporting purposes. Proposal # The proposal # assigned to this item. To remove an item from a proposal, blank out the proposal #. To assign a unique proposal # to an item, type the proposal # and press enter. A message The proposal # does not exist for this client. Do you want to add this Proposal #? is displayed. Click Yes and the proposal # is added to the proposals for this client. P.O. # The purchase order number assigned to this item. Invoice # The invoice number assigned to this item. Ship Via The way this item is to be shipped. The ship via will print on the purchase order. Terms The vendor payment terms. The terms will print on the purchase order. FOB The vendor FOB for this item. The FOB will print on the purchase order. Date Requested The date the item is requested. The date requested will print on the purchase order. Attention The name of the attention to for the vendor. The attention will print on the purchase order. Sidemark 32

35 Using Studio Designer The item portion of the sidemark for purchase orders. Purchase orders automatically generate a sidemark with 4 parts. Designer / Client / Room / Item The sidemark filled in here is the item portion of the sidemark for purchase orders. Department The department for the item. Specifier Specifier defines if you are specifying product only. Specifier must be Yes or No. The specifier defaults from the client file. Specifier should only be set to Yes if you are specifying merchandise and you are not purchasing and reselling this item to the client. If specifier is set to Yes, no accounts payable general ledger transactions are generated when the purchase order is created for this item. Only change this setting to Yes if you are sure that you do not want general ledger transactions. CFA Cutting for approval requested for this item. Yes, No or Approved. Expediting The status of the item. Description The description of the item. Additional Description The additional description of the item. The code to the right side of each additional line of description defines who sees the description. The following are the description codes: B Both the client and vendor see the description. The description prints on all documents. C Client only. The description only prints on proposals and invoices. V Vendor only. The description only prints on the purchase order. D Designer only. The description does not print on proposals, purchase orders or invoices. Purchase Cost The purchase costs print on the purchase order to the vendor. Unit The unit of measure for the item. The default fills in as Each. The unit will default from the sales code if the unit is filled in sales code file. Purchase Quantity The quantity to purchase from the vendor. Purchase Unit Cost The unit cost from the vendor. 33

36 Studio Designer 80 Guide Purchase Cost The purchase quantity times the purchase unit cost. This amount is calculated when the purchase quantity or purchase unit cost are changed. Purchase Freight, Crating, Installation, Other and Sales Tax Additional costs from the vendor. Budget Costs The budget amount prints on profit analysis reports. Budget Quantity The initial quantity budgeted for this item. Budget Unit Cost The initial unit cost budgeted for this item. Budget Cost The budget quantity times the budget unit cost. This amount is calculated when the budget quantity or budget unit cost are changed. Selling Price The selling amounts print on the proposal and invoice to the client. Selling Quantity The quantity to sell to the client. Selling Unit Price The unit price for the client. Selling Price The selling quantity times the selling unit price. This amount is calculated when the selling quantity or selling unit price are changed. Selling Freight, Crating, Installation, Other and Sales Tax Additional costs for the client. The selling costs may optionally fill in when the purchase costs are entered if the item is not invoiced. This feature is determined by the Purchase Cost Default in the System Master File. Selling Mark Up Percent The percent to mark up the selling amounts. The selling mark up percent defaults from the corresponding mark up percent fields in the client file. Selling Mark Up Amount The selling amount times the corresponding selling mark up %. If the selling mark up % is blank, a specific selling mark up amount may be entered. Selling Taxable Selling taxable defines if the corresponding selling amount is taxable Yes or No. The selling taxable defaults from the corresponding selling taxable fields in the client file. Selling Proposal Deposit Percent 34

37 Using Studio Designer The percent to request as a proposal deposit for the corresponding selling amount. The proposal deposit percent defaults from the corresponding proposal deposit percent fields in the client file. Selling Proposal Deposit Amount The selling amount times the corresponding selling proposal deposit %. If the selling proposal deposit % is blank, a specific selling deposit amount may be entered. 35

38 Studio Designer 80 Guide Item reminders Reminders for the item are entered on the bottom portion of the item screen. Click the Reminders Tab and the Design Item Reminders Screen is displayed. Reminders are entered and attached to an item to manage the production of an item. Reminders for all items that need to be followed up on are displayed on the Reminders Screen in order by action date. Action The action to be performed. An example of an action is CFA to follow up on a cutting for approval. Date The date the action was entered. Action Date The date the action should be performed. The action date fills in based on the Action Days assigned to the action in the Action File. You can change the action date at any time. Example: The Action Days for the action in the Action File is 7. When a CFA action is entered, the action date fills in as 7 days from the current date. This reminds you to follow up on the action in 7 days. Action: CFA Action days: 7 (in the Action File) Date entered: 1/1/03 36

39 Using Studio Designer Action date: 1/8/03 Completed The date the action was completed. When an action is completed, it is removed from your list of outstanding actions on the Reminders Screen. Description The description of the action. This description fills in from the Action File and may be changed. Employee The employee to perform the action. The address ID of the client or vendor to the action to. Date ed The date the action was ed to the client or vendor. If you want to this action to a client or vendor, make sure the Address ID of the client or vendor is filled in the Field. Make sure the address for the client or vendor is entered in the client or vendor s address file. Then, click the Button and the screen is displayed ready for you to the action to the client or vendor. 37

40 Studio Designer 80 Guide Item payments Client and vendor payments on an item are displayed on the bottom portion of the item screen. Click the Payments Tab and the Design Item Payments Screen is displayed. Client Payments Client payments applied to this item are displayed in client payments. Vendor Payments Vendor payments applied to this item are displayed in vendor payments. Expediting Dates Expediting dates for this item are displayed on the left side of the screen. Move to Inventory If this item was purchase ordered for a client and they are returning it, you may move the item to inventory. Enter a new Inventory ID in the Move To Inventory Field. Click the Move to Inventory Button and a message Are you sure you want to move this item to inventory? is displayed. Click Yes and the item is moved to inventory. The item may not be moved to inventory if it has been invoiced. Add to P.O. You may add an item to a purchase order that already exists. Enter the number of the purchase order that you want to add this item to in the Add to P.O. Field. Click the Add to P.O. Field Button and a message Are you sure you want to add this item to the P.O.? is displayed. Click Yes and the item is added to the P.O. 38

41 Using Studio Designer Item image The Image Screen is displayed when the Image Button is clicked on the Design Item Screen or the "Design Projects Screen". Select Find the name of the image to attach to this item. Select the image by clicking the file name. The image is displayed in the window on the right side of the screen. Save To save and attach the image to this item, click the Save Button. Delete To remove an image from the item, click the Delete Button. All images must be located in the StudioDesigner/Images folder on the server. 39

42 Studio Designer 80 Guide Item sales tax The Sales Tax Screen is displayed when the Sales Tax Button is clicked on the Design Projects Screen. The sales tax percents default to the item from the client or project. If the corresponding sales tax fields are filled in the Sales Code File for the sales code assigned to this item, the sales tax percents from the sales code override the sales tax percents from the client and project. Sales Tax % 1 The sales tax percent to charge the client or project for the item. Sales Tax % 2 The second sales tax percent to charge the client or project for the item. The second sales tax percent is used if some client costs are taxed at a rate different than sales tax % 1. Tax Code The tax code defines which sales tax percent to use to calculate sales tax for selling costs. The tax percent must be 1 or 2. For example, in New York, merchandise is taxed at a rate different than mark up. There are special considerations for luxury tax and Canadian sales tax. See the Address Book Sales Tax section for more information. Percent Taxable The percent taxable defines what percent of the selling costs are taxable. For example, in California, only part of the mark up is taxable. Example: Sales tax percent 1 8% Sales tax percent 2 4% Chair selling cost $1,000 Chair selling tax code 1 (use sales tax percent 1 or 8%) Chair selling percent taxable 100 (tax 100% of the cost of the chair or $1,000) Sales tax on the chair ($1,000 * 100%) * 8% = $80 Mark up on chair $400 Mark up tax code 2 (use sales tax percent 2 or 4%) Mark up percent taxable 50 (tax 50% of the mark up on the chair or $200) Sales tax on the mark up ($400 * 50%) * 4% = $8 40

43 Using Studio Designer Creating a proposal Design items may be selected to generate a proposal at any time. Select Item for a Proposal To select an item to generate a proposal, click the item s Proposal Button. The item s Proposal Button turns red to indicate the item is selected to generate a proposal. To deselect the item from generating a proposal, click the item s Proposal Button again and the item s Proposal Button is cleared. Items may also be selected for a proposal by pressing the space bar in the item s Proposal # Field. Create a Proposal To generate a proposal for the item(s) selected in the previous step, click the Proposal Button. The next available proposal # for the client fills in the Proposal # Field for all items selected and the Print Proposal Screen is displayed. To view the proposal on the screen, click the View Button. To print the proposal on paper, click the Print Button. To export the proposal to Excel, click the Export Button. Various proposal formats are provided with Studio Designer including one that prints digital images of the items. Proposals may also be customized to reflect your firm s unique identity. To preview the proposal without generating a Proposal # for the item, hold the Ctrl key down when clicking the Proposal Button. 41

44 Studio Designer 80 Guide Creating a PO Design items may be selected to generate purchase orders at any time. Select Item for a Purchase Order To select an item to generate a purchase order, click the item s Purchase Order Button. The item s Purchase Order Button turns red to indicate the item is selected to generate a purchase order. To deselect the item from generating a purchase order, click the item s Purchase Order Button again and the item s Purchase Order Button is cleared. Items may also be selected for a purchase order by pressing the space bar in the item s Purchase Order # Field. Create Purchase Orders To generate purchase orders for the item(s) selected in the previous step, click the P.O. Button. Purchase order numbers fill in the Purchase Order # Field for all items selected and the Print Purchase Order Screen is displayed. To view the purchase orders on the screen, click the View Button. To print the purchase orders on paper, click the Print Button. To export the purchase orders to Excel, click the Export Button. To preview the purchase order without generating a Purchase Order # for the item, hold the Ctrl key down when clicking the Purchase Order Button. 42

45 Using Studio Designer Creating an invoice Design items may be selected to generate an invoice at any time. Select Item for an Invoice To select an item to generate an invoice, click the item s Invoice Button. The item s Invoice Button turns red to indicate the item is selected to generate an invoice. To deselect the item from generating an invoice, click the item s Invoice Button again and the item s Invoice Button is cleared. Items may also be selected for an invoice by pressing the space bar in the item s Invoice # Field. Create an Invoice To generate an invoice for the item(s) selected in the previous step, click the Invoice Button. Invoice numbers fill in the Invoice # Field for all items selected and the Print Invoice Screen is displayed. To view the invoice on the screen, click the View Button. To print the invoice on paper, click the Print Button. To export the invoice to Excel, click the Export Button. To preview the proposal without generating an Invoice # for the item, hold the Ctrl key down when clicking the Invoice Button. 43

46 Studio Designer 80 Guide Time billing Time billing Time billing allows the designer to schedule meetings with clients and vendors and produce time billing invoices for clients. Filter Time billing entries may be filtered to display a list of time billing entries that meet specific criteria. To filter the list, enter a value in the filter field above any column of information. Print Report Time billing reports may be printed by clicking the Print Button. The report selection criteria default from the filter fields filled in on the Time Billing Screen. Add Time Billing To add a new time billing entry to the list, click the Add Button. A new blank time billing record is displayed and time billing information may be entered. If a filter field is filled in, the time billing information defaults from the filter field. The Date Field defaults to the current date. The Client Field and the Employee Field are both required and the time billing entry will not be saved unless they are filled in. Delete Time Billing To delete a time billing entry from the list, click the Delete Button. A message Are you sure you want to delete this Time Billing? is displayed. Select Yes and the time billing entry is deleted from the list. 44

47 Using Studio Designer Select To select time billing entries to be invoiced, click the entry s Invoice Button or press the space bar in the entry s Invoice # Field. The entry s Invoice Button turns red. To deselect time billing entries, click the entry s Invoice Button or press the space bar in the entry s Invoice # Field. The entry s Invoice Button is cleared. Invoice To create invoices for the time billing entries selected, click the Invoice Button. Invoice numbers are assigned to the time billing entries and the Print Invoice Screen is displayed. The top portion of the screen displays the list of time billing entries. The bottom portion of the screen displays the detail information for the specific time billing entry selected. Date The date the work was performed. Time The time the work was started. The start time is optional. Completed The time the work was completed. The completed time is optional. If the start and completed time are both entered, the Quantity Field fills in the amount of time spent from start to complete. Client The client the work was performed for. Project The project the work was performed for. Employee The employee that performed the work. Group The employee group the work is associated with for reporting purposes. Some commonly used employee groups are Principle, Senior Designer and Junior Designer. Activity The activity the work is associated with for reporting purposes. Some commonly used activities are Drafting and Shopping. Billing Code The billing code determines if the time billing entry is billable or not. Billing code options are B billable, N non billable and O office work. Time billing entries with B and N print on invoices to clients. Time billing entries with O may not be invoiced. Quantity The amount of time spent to perform the work. Time billing entries may also be used to invoice clients for misc. expenses like printing copies. The quantity for printing copies may be 10 for 10 copies. Client Rate The hourly rate the client is billed at. Client rates may default for each client based on various criteria. Default client rates are setup in the Time Billing Rate Table. Billable 45

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