Studio Designer 80 Guide

Transcription

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

48 Studio Designer 80 Guide The total amount to bill the client for the work performed. If the billing code is B, the billable amount fills in as the quantity times the client rate. If the billing code is N or O, the billable amount fills in as $0. Non Billable The total amount not billed for work performed. If the billing code is B, the non billable amount fills in as $0. If the billing code is N or O, the non billable amount fills in as the quantity times the client rate. Description The description of the work performed. Taxable Taxable determines if the time billing entry is taxable or not. Enter Yes if the entry is taxable and No if the entry is not taxable. Sales Tax % The sales tax % determines the rate to tax the time billing entry. Sales Tax The sales tax fills in as the quantity times the client rate times the sales tax %. Budget The amount budgeted for a specific task. A time billing entry may be created for a project and the budget amount reflects the overall budget for the project. Cost Rate The cost rate is the hourly rate of pay for the employee. The cost is used for profit analysis reporting. Income Account The income account the time billing entry is posted to when it is invoiced. The default Income Account is defined in the System Master File. 46

49 Using Studio Designer Time billing rates Default time billing rates and codes are set up in the time rate file. Time billing rates may be set up by client, employee, group, activity or use a combination to develop defaults for new time billing entries. Add Time Billing Rate To add a new time billing rate to the list, click the Add Button. A new blank time billing rate record is displayed and the time billing rate information may be entered. Delete Time Billing Rate To delete a time billing rate from the list, click the Delete Button. A message Are you sure you want to delete this time billing rate? is displayed. Select Yes and the rate is deleted from the list. Specific time billing rates must be set up for each potential time billing rate option. IMPORTANT: The time rate code should be defined in the system master file before the time billing rates are set up. See System Master File section. Example: If the time billing code in the system master file is 02 by client, employee, then you should enter a separate time billing rate entry for each possible client employee combination. If you have 10 clients and 3 employees, you should set up 30 different time billing rate entries. Client A Employee 1 $70 Client A Employee 2 $40 Client A Employee 3 $120 Client B Employee 1 $70 Client B Employee 2 $45 Client B Employee 3 $140 47

50 Studio Designer 80 Guide Reminders Reminders Reminders allow the designer to document conversations and enter reminders for future actions on a design project. A future action could be a reminder to call the upholsterer in two weeks to insure the fabric arrived for the chair. View Item To view the item a reminder is associated with, click the View Item Button. The Item Screen is displayed. Filter The reminders may be filtered to display a list of reminders that meet specific criteria. To filter the list, enter a value in the filter field above any column of information. Print Report Reminder reports may be printed by clicking the Print Button. The report selection criteria default from the filter fields filled in on the Reminders Screen. Add a Reminder To add a new reminder to the list, click the Add Button. A new blank reminder record is displayed and reminder information may be entered. If the Employee Filter Field or the Action Filter Field is filled in, the employee and/or action default from the filter fields. The Date Field defaults to the current date. The Employee Field and the Action Field are both required and the reminder will not be saved unless they are filled in. 48

51 Using Studio Designer Delete a Reminder To delete a reminder from the list, click the Delete Button. A message Are you sure you want to delete this Action? is displayed. Select Yes and the reminder is deleted from the list. The top portion of the screen displays the list of reminders. The bottom portion of the screen displays the detail information for the specific reminder selected. Employee The employee is the person responsible to perform or complete the task. Action The action identifies a specific category of task to be performed. The list of actions can be customized by going to the action file and editing the action list. See the Actions File Section. Action Date The date the action is to be performed or completed. If the action can not be completed on this date, the Action Date may be changed to a date in the future when the employee wants to be reminded again. Completed The date the action was completed. The task is considered complete and the employee will not be reminded to perform this task again if the Completed Date is filled in. Company The Address ID of the company the task is related to. If this action is a phone message, then From is the Address ID of the company the phone message is from. Contact The name of the contact the task is related to. If this action is to follow up on an item, then Contact is the name of the person to follow up with. If this action is a phone message, then Contact is the name of the person the phone message is from. Phone The phone number of the person the task is related to. If this action is a phone message, then Phone is the phone number of the person the phone message is from. The Address ID of the client or vendor this action is to be ed to. The Address ID must have an address entered in the Address File or the will not be sent. The Field is only entered for actions to be ed. Description The description describes the task or action to be performed. The description defaults from the Action File. The description also serves as the subject for correspondence. Message The message describes the specific task or request for information. If this action is a phone message, then Message is the message from the caller. Response The response describes the status or response to the message. If this action is a phone message, then Response is the response from the employee to the caller. Batch Send 49

52 Studio Designer 80 Guide Reminders with an recipient may be entered throughout the day. Individual or a group of reminders may be ed at any time. Reminders are ed based on the filter criteria filled in the filter fields. For example, to all reminders that have not been sent for a specific employee, enter the employee in the Employee Filter Field. To batch reminders, start Microsoft Outlook. Click the Button on the Reminders Screen and the is displayed for confirmation to be sent. Item Actions can also be entered on the Item Screen by clicking the Reminders Tab. If an action is entered and associated with an item, the associated Item #, Client, Vendor and P.O. # are displayed. 50

53 Using Studio Designer Actions A default action list is set up in the actions file. Actions are used as reminders to follow up on specific items, phone calls or general tasks related to a project. Add Action To add a new action to the list, click the Add Button. A new blank action record is displayed and the action information may be entered. Delete Action To delete an action from the list, click the Delete Button. A message Are you sure you want to delete this action? is displayed. Select Yes and the action is deleted from the list. Action The Action ID is used to identify the action. Enter a unique Action ID in the Action Field when creating new a new action. Description The description of the action. Action Days Enter the number of days in the Action Days Field that the action should be triggered to appear on the reminder list. Example: If you want create an action for CFA and you want to be reminded in 7 days from today, enter 7 in the Action Days Field. When a new CFA action is entered, it will appear on your list of reminders in 7 days. 51

54 Studio Designer 80 Guide Priority The Priority Field for the action corresponds with the color coding feature. You may assign a specific color to default for each action to create your own unique priority system. Priority 1 is Green Priority 2 is Yellow Priority 3 is Red Automatic This field will be used for future release and is not currently in use. Client Enter Yes in the Client Field if you want the client s Address ID to default to the Field for this action when creating design item reminders. Enter No if you do not want the client s Address ID to default to the Field for this action when creating design item reminders. Vendor Enter Yes in the Vendor Field if you want the vendor s Address ID to default to the Field this action when creating design item reminders. Enter No if you do not want the vendor s Address ID to default to the Field for this action when creating design item reminders. Responsible Responsible defines who is responsible to perform this action. If the same employee always performs this action, enter the employee ID in the Responsible Field. Each time a reminder is created using this action, it will automatically fill in this employee in the employee field for the reminder. Enter DESIGNER in the Responsible Field if you want the designer responsible for the item to automatically fill in when a reminder is created using this action. 52

55 Using Studio Designer Proposal Proposal Items are entered and proposals are created for a client in Design Projects. When a proposal is created, the proposal # is added to the list on the Proposal List Screen. To open the Proposal List: Select "Proposal" at the top of the screen The "Proposal Screen" is displayed. Proposal Detail To view the items on a proposal, click the Proposal Detail Button. The Proposal Screen is displayed. Filter The proposals may be filtered to display a list of proposals that meet specific criteria. To filter the list, enter a value in the filter field above any column of information. Print Report Proposal reports may be printed by clicking the Print Button. The report selection criteria default from the filter fields on the Proposal List Screen. The Proposal Detail Screen displays items and proposal information. 53

56 Studio Designer 80 Guide Item Detail To view the detail description and amounts for an item, click the Item Button. The Design Item Screen is displayed. Print Proposal To print the proposal, click the Print Button. Client Payments To view client payments applied to items on the proposal, click the Client Payment Button. Instructions Enter special instructions to print on the proposal in the Instructions Field. Notes Enter notes specific to this proposal in the Notes Field. This information does not print on the proposal. Percent Complete To change the deposit percent and deposit amount requested for all items on this proposal, enter the new deposit percent in the % Complete Field. A message Do you want to update the Deposit Percent for all items on this Proposal? is displayed. Select Yes and the deposit percent and deposit amount requested will be recalculated for all items on this proposal. 54

57 Using Studio Designer PO PO Items are entered and purchase orders are created for vendors in Design Projects. When a purchase order is created, the purchase order # is added to the list on the Purchase Order List Screen. To open the P.O. List: Select "P.O." at the top of the screen The "P.O. Screen" is displayed. Purchase Order Detail To view the items on a purchase order, click the Purchase Order Detail Button. The Purchase Order Screen is displayed. Filter The purchase orders may be filtered to display a list of purchase orders that meet specific criteria. To filter the list, enter a value in the filter field above any column of information. Print Report Purchase order reports may be printed by clicking the Print Button. The report selection criteria default from the filter fields filled in on the Purchase Order List Screen. Expediting 55

58 Studio Designer 80 Guide To view and enter expediting descriptions and dates, click the Expediting Button. The Expediting Screen is displayed. P.O. Check Vouchers To create P.O. check vouchers (entries in the checks module to print purchase order checks), click the P.O. Check Vouchers Button. The P.O. Check Voucher Screen is displayed. The Purchase Order Detail Screen displays items and purchase order information. Item Detail To view the detail description and costs for an item, click the Item Button. The Design Item Screen is displayed. Print Purchase Order To print the purchase order, click the Print Button. Vendor Payments To view vendor payments applied to items on this purchase order, click the Vendor Payment Button. Void Purchase Order To void a purchase order, click the Void Button. If the purchase order has vendor payments applied, the purchase order may not be voided. The payments must be removed first. Instructions Enter special instructions to be printed on the purchase order in the Instructions Field. Notes Enter notes specific to this purchase order in the Notes Field. This information does not print on the purchase order. 56

59 Using Studio Designer 57

60 Studio Designer 80 Guide Expediting The Expediting Screen displays purchase orders on the top portion of the screen and items on the bottom portion of the screen. Purchase Order Expediting Dates The top portion of the screen lists purchase orders with the expediting dates for each purchase order. If an expediting date is entered for the purchase order, the same expediting date is filled in for all items on the bottom portion of the screen if the item s expediting date is blank. Item Expediting Dates The bottom portion of the screen lists items on the purchase order. Individual and unique expediting dates can be entered for each item on the purchase order. Print Expediting Report Expediting reports may be printed by clicking the Print Button. The report selection criteria default from the filter fields filled in on the Expediting Screen. 58

61 Using Studio Designer Invoice Invoice Items are entered and invoices are created for a client in Design Projects. When an invoice is created, the invoice # is added to the list on the Invoice List Screen. To open the Invoice List: Select "Invoice" at the top of the screen The "Invoice Screen" is displayed. Invoice Detail To view the items on an invoice, click the Invoice Detail Button. The Invoice Detail Screen is displayed. Filter The invoices may be filtered to display a list of invoices that meet specific criteria. To filter the list, enter a value in the filter field above any column of information. Print Report Invoice reports may be printed by clicking the Print Button. The report selection criteria default from the filter fields on the Invoice List Screen. The Invoice Detail Screen displays items and invoice information. 59

62 Studio Designer 80 Guide Item Detail To view the detail description and costs for an item, click the Item Button. The Design Item Screen is displayed. Print Invoice To print the invoice, click the Print Button. Client Payments To view client deposits and payments applied to items on this invoice, click the Client Payment Button. Void Invoice To void an invoice, click the Void Button. If the invoice has client payments applied, the invoice may not be voided. The payments must be removed first. Instructions Enter special instructions to be printed on the invoice in the Instructions Field. Notes Enter notes specific to this invoice in the Notes Field. This information does not print on the invoice. 60

63 Using Studio Designer Receipts Receipts Client payments and miscellaneous other payments are entered and viewed in Cash Receipts. When a payment is entered, the receipt is added to the list on the Cash Receipts List Screen. To open the Cash Receipts List: Select "Receipts" at the top of the screen The "Receipts Screen" is displayed. Cash Receipt Detail To view the detail distribution of a cash receipt, click the Cash Receipt Detail Button. The Cash Receipt Screen is displayed. Filter The receipts may be filtered to display a list of receipts that meet specific criteria. To filter the list, enter a value in the filter field above any column of information. Enter Cash Receipts To enter a client payment or other miscellaneous cash receipt, click the Enter Cash Receipts Button. The Enter Cash Receipt Screen is displayed. Print Report 61

64 Studio Designer 80 Guide Cash receipt reports may be printed by clicking the Print Button. The report selection criteria default from the filter fields filled in on the Cash Receipts List Screen. 62

65 Using Studio Designer Cash Receipts Detail The Cash Receipt Detail Screen displays the detail distribution for a cash receipt. Date The date may be changed and all transactions for this receipt will be changed to the new date. The date of a receipt determines the general ledger period and year for the transaction. Changing the date will change general ledger financial reports. You may only change the date to a date in the current year or the prior year if the prior year is not closed. Check # The check # may be changed and all transactions for this receipt will be changed. Description The description may be changed and all transactions for this receipt will be changed. 63

66 Studio Designer 80 Guide Enter cash receipts Client payments and other miscellaneous receipts are entered on the Enter Cash Receipts Screen. Client payments are very flexible and may be entered in the following methods: 1. Receive client deposit, (leave on account and do not apply to items at this time). 2. Receive client retainer, (leave on account and do not apply to items at this time). 3. Receive payment, (receive and apply the payment to items partially or in full). 4. Apply client deposit, (apply deposit on account to items). 5. Apply client retainer, (apply retainer on account to items). 6. Receive misc. cash receipt. 64

67 Using Studio Designer Receive client deposit Payments may be received from clients as a deposit on hand for future proposals. The payment is received on account and increases the client deposit balance for the client. This deposit on account can be applied to proposals and invoices at a later date. Client and Amount Enter the client the deposit payment is from. Enter the amount, date, check # and description for the payment received. Apply The deposit received is for future proposals and the amount is not going to be applied to any items at this time. Received = the amount you received, applied = $0 and remaining = the amount received. Post To receive or post the payment, click the Apply Payment Button. Because the payment was not applied to items, the Apply Deposit or Retainer Screen is displayed. To apply the payment to the client s deposit on hand, click the Apply To the Client s Deposit Button. The amount of the client s deposit on hand is increased by the payment received. 65

68 Studio Designer 80 Guide Receive client retainer Payments may be received from clients as a retainer on hand to be applied to future invoices. The payment is received on account and increases the client retainer balance for the client. This retainer on account can be applied to invoices at a later date. Client and Amount Enter the client the retainer payment is from. Enter the amount, date, check # and description for the payment received. Apply The retainer received is for future invoices and the amount is not going to be applied to any items at this time. Received = the amount you received, applied = $0 and remaining = the amount received. Post To receive or post the payment, click the Apply Payment Button. Because the payment was not applied to items, the Apply Deposit or Retainer Screen is displayed. To apply the payment to the client s retainer on hand, click the Apply To the Client s Retainer Button. The amount of the client s retainer on hand is increased by the payment received. 66

69 Using Studio Designer Receive payment Payments may be received from clients and applied to items when the payment is received. Client and Amount Enter the client the payment is from. Enter the amount, date, check # and description for the payment received. Apply Enter the amount to be applied to each item in the item s Amount to Apply. You may also click the Fill in Item Amount or Fill in All Amount s Button to fill in the item s Amount to Apply. If you want to apply the payment to a time billing invoice, click the View Time Billing Button. Received = the amount you received, applied = the total you applied to items and remaining = the amount received the amount applied. Post To receive or post the payment, click the Apply Payment Button. If the amount received is not = the amount applied, the Apply Deposit or Retainer Screen is displayed. To apply the remaining amount to the client s deposit on hand, click the Apply To the Client s Deposit Button. To apply the remaining amount to the client s retainer on hand, click the Apply To the Client s Retainer Button. 67

70 Studio Designer 80 Guide Apply client deposit Deposits on hand may be applied to items at any time. Client and Amount Enter the client you want to apply the deposit for. Leave the amount blank because you are not receiving a deposit, you are applying a deposit received previously. Apply Enter the amount to be applied to each item in the item s Amount to Apply. You may also click the Fill in Item Amount or Fill in All Amount s Button to fill in the item s Amount to Apply. If you want to apply the payment to a time billing invoice, click the View Time Billing Button. Received = blank, applied = the total you applied to items and remaining = blank. Post To apply or post the payment, click the Apply Payment Button. Because an amount or payment was not received, the Apply Deposit or Retainer Screen is displayed. To apply the payment from the client s deposits on hand, click the Apply From the Client s Deposit Button. The amount of the client s deposit on hand is decreased by the payment applied. 68

71 Using Studio Designer Apply client retainer Retainers on hand may be applied to items at any time. Client and Amount Enter the client you want to apply the retainer for. Leave the amount blank because you are not receiving a retainer, you are applying a retainer received previously. Apply Enter the amount to be applied to each item in the item s Amount to Apply. You may also click the Fill in Item Amount or Fill in All Amount s Button to fill in the item s Amount to Apply. If you want to apply the payment to a time billing invoice, click the View Time Billing Button. Received = blank, applied = the total you applied to items and remaining = blank. Post To apply or post the payment, click the Apply Payment Button. Because an amount or payment was not received, the Apply Deposit or Retainer Screen is displayed. To apply the payment from the client s retainer on hand, click the Apply From the Client s Retainer Button. The amount of the client s retainer on hand is decreased by the payment applied. 69

72 Studio Designer 80 Guide Receive misc receipt Misc. payments may be received from clients or vendors and applied to any account. Client and Amount Enter the client or vendor the misc. payment is from. Enter the amount, date, check # and description for the payment received. Apply Because this is a misc. payment, it will not be applied to any items. Received = the amount you received, applied = $0 and remaining = the amount received. Post Enter the general ledger account you want to post the payment to in the Income Account Field. To receive or post the payment, click the Apply Misc Payment Button. Do not enter the cash account in the Income Account, enter the income account. 70

73 Using Studio Designer Checks Checks Office expense and P.O. checks are printed and viewed in Checks. When a check is printed or a manual hand written check is entered, the check is added to the list on the Check List Screen. To open the Checks List: Select "Checks" at the top of the screen The "Checks Screen" is displayed. Check Detail To view the detail distribution of a check, click the Check Detail Button. The Check Detail Screen is displayed. Filter The checks may be filtered to display a list of checks that meet specific criteria. To filter the list, enter a value in the filter field above any column of information. Print Report Check reports may be printed by clicking the Print Button. The report selection criteria default from the filter fields filled in on the Check List Screen. 71

74 Studio Designer 80 Guide Enter and Print Checks To enter and print checks, click the Enter Checks Button. The Enter Checks Screen is displayed. 72

75 Using Studio Designer Checks detail The Check Detail Screen displays the detailed distribution for a check. Check # The check # may be changed and transactions for the check will be changed to the new check #. Date The date may be changed and all transactions for this check will be changed to the new date. The date of a check determines the general ledger period and year for the transaction. Changing the date will change general ledger financial reports. You may only change the date to a date in the current year or the prior year if the prior year is not closed. Description The description may be changed and all transactions for this check will be changed. 73

76 Studio Designer 80 Guide Office checks Office expense bills and vendor invoices are entered on the Enter and Print Checks Screen. After entering expense bills, checks may be printed and manual hand written checks may be posted. Filter Expense entries may be filtered to display a list of expense entries that meet specific criteria. To filter the list, enter a value in the filter field above any column of information. Select for Check Printing Entries may be selected to generate checks at any time. Move to the Check Code column for the entry you want to select. Press the space bar and the Check Code for the item changes from Hold to Print. Press the space bar again and the Check Code changes from Print to Reoccurring. Press the space bar again and the Check Code changes back to Hold. If the Check Code is set to Print, a check will be printed and the check entry will be removed. If the Check Code is set to Reoccurring, a check will be printed and the check entry will remain in the check list and the due date is incremented by 1 month. P.O. Check Vouchers To create P.O. check vouchers (check entries to print purchase order checks) click the "P.O. Check Vouchers Button". The P.O. Check Voucher Screen is displayed. Post Manual To post manual hand written checks, click the Post Manual Button. A message Are you sure you want to post manual checks? is displayed. Select Yes and the manual checks post to the general ledger. Manual checks must have the Check Code set to Manual. The Check # and 74

77 Using Studio Designer Check Date must also be filled in before you can post the checks. Manual checks are only posted for checks with the cash account equal to the Cash Account Filter at the top of the screen. Print Checks To print checks for P.O. s and office expenses, click the Print Button. A window requesting the Cash Account, Beginning Check # and Multiple Entries Per Check is displayed. Enter the appropriate information and click the Print Button. Add Office Expense Bills To add a new office expense bill or invoice to the list, click the Add Button. A new blank check entry is displayed and bill or invoice information may be entered. Delete Office Expense Bills To delete an office expense bill or invoice from the list, click the Delete Button. A message Are you sure you want to delete this entry? is displayed. Select Yes and the bill or invoice is deleted from the list. Amount The total payment amount for this office expense or P.O. item. Pay To Who the check is to be made payable to. Check # The check # if this expense was paid with a manual hand written check. Check Date The check date if this expense was paid with a manual hand written check. Check Code The check code defines if the check is on hold, to be printed or is a manual hand written check. The Check Codes are listed below: Hold = This check entry is on hold for printing at a later date. Print = This check entry is to be printed the next time checks are printed. Reoccurring = This check entry is to be printed the next time checks are printed. Manual = This check entry is to be posted the next time manual checks are posted. Cash Account The cash account to debit when the check is printed. Client The client this office expense is associated with. Project The project this office expense is associated with. Type The type of check entry. If this is an office expense the Type is automatically set to Office. If this check entry was generated from P.O. check vouchers, the Type is automatically set to PO. P.O. # The P.O. # of the purchase order if this check entry is for payment of an item on a purchase order. The P.O. # is automatically filled in if the entry is generated from P.O. check vouchers. 75

78 Studio Designer 80 Guide Memo The memo description that prints on the check. Invoice # The vendor s invoice # for the expense. Invoice Date The date of the vendor s invoice. Terms The terms of payment for the expense. Due Date The date the payment is due. Account # 1-12 The general ledger account number to expense the payment to. A check entry may be disbursed to 12 different expense accounts. P.O. payments are automatically expensed to accounts payable and this may not be changed. Department 1-12 The department to expense the payment to. Amount 1-12 The amount to distribute to the account selected above. A check entry may be disbursed for 12 different amounts. The total of all 12 distribution amounts must equal the Amount. Description 1-12 The description of the distribution. 76

79 Using Studio Designer PO checks The P.O. Check Vouchers Screen displays purchase orders on the top portion of the screen and items for the selected purchase order on the bottom portion of the screen. P.O. check vouchers are entries added to the check printing module of Studio Designer. To print checks for a purchase order: 1. Select or enter the amount of the check for the purchase order. 2. Click the Create P.O. Check Vouchers Button. 3. Go to Enter Checks and select the checks for printing. Vendor Invoice #, Invoice Date and Invoice Due Date The top portion of the screen lists purchase orders with the vendor invoice #, invoice date and invoice due date for each purchase order. If the invoice # or date is entered for the purchase order, the same invoice # or date is filled in for all items on the bottom portion of the screen if the item s invoice # or date is blank. The bottom portion of the screen lists items on the purchase order. Individual and unique invoice # and dates can be entered for each item on the purchase order. Final To create a P.O. final payment check for the balance in full, click the Final Button. The balance due for each item fills in the item s Check Amount Field. The total of all item Check Amounts fill in the purchase order Check Amount on the top portion of the screen. Deposit 77

80 Studio Designer 80 Guide To create a P.O. deposit payment check for the deposit amount, click the Deposit Button. The deposit amount for each item fills in the item s Check Amount Field. The total of all item Check Amounts fills in the purchase order Check Amount on the top portion of the screen. Clear To clear the Check Amount for the items on the purchase order, click the Clear Button. The Check Amount for each item is removed. Item Check Amount To enter a specific amount to pay on an item, enter the amount in the item s Check Amount. View All To view all purchase orders including purchase orders paid in full, click the View All Button. Create P.O. Check Vouchers To create and add P.O. check vouchers to the check printing module, click the Create P.O. Check Vouchers Button. One P.O. check voucher entry is added to the check printing module for every item with the Check Amount filled in. Post Credit Card or Manual To post a manual check, highlight the purchase order # and click the Post Manual Button. The Post Manual Checks Screen is displayed. Enter the cash account, check # and check date in the appropriate fields. Click the Post Button at the top of the screen and the check is posted to the general ledger. To change the vendor for the payment, slide the scroll bar at the bottom of the screen to the right. Payment Vendor When a Check Amount is entered, the vendor fills in as the payment vendor defined for the P.O. The Payment Vendor may be changed and the P.O. check entry will be generated for the vendor entered. Discount Amount To take a discount off the amount of the purchase order, enter the amount of the discount to be taken in the Discount Amount. 78

81 Using Studio Designer GL GL Journal entries from the general ledger journals are listed on the Journal List Screen. To view journal entries, select G.L. on the Navigation Bar. View Journals To view the journals for one of the 5 general ledger journals, click the Receipts, Disbursements, Purchases, Sales or Adjustments button for the journal you want to view. 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. Print Journals Journals may be printed by clicking the Print Button. 79

82 Studio Designer 80 Guide Inventory Inventory Inventory items are entered and viewed on the Inventory Screen. To view inventory, select Files and then Inventory from the Tool Bar. History To view the detail history for an inventory item, click the History Button. The Inventory History Screen is displayed. The Inventory History Screen displays the item detail for an inventory item. The detail includes purchase orders to purchase inventory, invoices to sell inventory and inventory adjustments. Filter The inventory may be filtered to display a list of inventory items that meet specific criteria. To filter the list, enter a value in the filter field above any column of information. Labels Inventory labels may be printed by clicking the Labels Button. The report selection criteria default from the filter fields filled in on the Inventory List Screen. Print Report Inventory reports may be printed by clicking the Report Button. The report selection criteria default from the filter fields filled in on the Inventory List Screen. Image 80

83 Using Studio Designer To attach and view inventory images, click the Images Button. The Inventory Image Screen is displayed. Adjust Inventory To adjust the inventory cost or the quantity on hand, click the Adjust Button. The Adjust Inventory Screen is displayed. Add Inventory To add a new inventory item to the list, click the Add Button. A new blank inventory record is displayed and inventory information may be entered. Delete Inventory To delete an inventory item from the list, click the Delete Button. A message Are you sure you want to delete this inventory? is displayed. Select Yes and the inventory item is deleted from the list. Inventory ID The Inventory ID is used to identify the inventory item throughout Studio Designer. The Inventory ID for new inventory records should make it easy to identify the inventory. Assign the Inventory ID carefully and define a standard method of assigning Inventory ID s before you begin. Vendor The vendor the inventory is purchased from. Product # The vendor s product # for this item. If the item is in the product catalog, the descriptive information will fill in from the product catalog. Sales Code The sales code for the inventory item. Active Active identifies if the inventory item is still active. Enter Yes if the inventory is active, enter No if the inventory is no longer active. Unit The unit of measure for the inventory item. Purchase Costs The cost of the inventory item if a new item were to be purchased. The purchase costs default to new items entered in design projects for the client INVENTORY. Selling Price The price of the item when it is sold. The selling price defaults to new items entered in design projects to generate an invoice to sell the inventory. Location Location describes where the inventory item is located. Code 1 Code 1 allows you to assign an inventory item to a group for reporting purposes. Code 2 Code 2 allows you to assign an inventory item to a group for reporting purposes. Received 81

84 Studio Designer 80 Guide The date the inventory item was last received. This date may be used to select and print inventory labels. Replacement The replacement cost of the inventory item. Retail Price 1 The retail price for the inventory item. This amount may be used to print on inventory labels. Mark Up % The purchase cost is multiplied by the mark up percent to calculate the selling price. Description The description of the inventory item. 82

85 Using Studio Designer Purchasing inventory Purchase orders for new inventory items are generated in design projects for the client INVENTORY. Client To purchase new inventory items, enter INVENTORY for the Client. New items may be added for the client INVENTORY and a purchase order may be created for the item. Add Item To add a new item, click the Add Button. A new blank item record is displayed and item information may be entered. Delete Item To delete an item from the list, click the Delete Button. A message Are you sure you want to delete this item? is displayed. Select Yes and the item is deleted. An item may not be deleted if it has been purchase ordered. The item must be removed from the purchase order first. 83

86 Studio Designer 80 Guide To purchase new items for an inventory record that already exists, enter the Inventory ID and the inventory information fills in for the item. To purchase new items for inventory that does not exist, enter the item information, then enter a new Inventory ID and an inventory record is automatically created. Consignment Consignment defines if this item is on consignment from the vendor or if it is owned by the design firm. Enter Yes to indicate the item is on consignment. Enter No if the item will be purchased and owned. If consignment is Yes, no general ledger transactions are generated when the purchase order is created. Primary Primary defines if this item is a primary component for the inventory item and should be used to determine the inventory quantity. If the item is a table, Primary = Yes and the quantity purchased is added to the inventory quantity on hand. If an item is added to refinish the table, Primary = No and the quantity is not added to the inventory quantity on hand. Purchase Costs The cost to purchase the inventory item. Selling Costs The selling costs may not be changed. This item is used to purchase inventory and may not be invoiced. The inventory will be sold and invoiced to clients, not the client INVENTORY. 84

87 Using Studio Designer Selling inventory Invoices to sell inventory items are generated in design projects. Client To sell inventory items, enter the client the inventory is to be sold to. New items may be added for the client to sell inventory like all other design items and proposals and invoices may be generated. Add Item To add a new item to sell inventory, click the Add Button. A new blank item record is displayed and item information may be entered. Delete Item To delete an item from the list, click the Delete Button. A message Are you sure you want to delete this item? is displayed. Select Yes and the item is deleted. An item may not be deleted if it has been invoiced. The item must be removed from the invoice first. 85

88 Studio Designer 80 Guide Inventory To sell items from inventory, enter the Inventory ID and the inventory information fills in for the item. Purchase Costs The purchase costs fill in the current average cost of the inventory item. Selling Costs The selling costs fill in from the selling costs associated with the inventory item. The selling cost may be changed for the item. 86

89 Using Studio Designer Studio Scan Studio Scan Studio Scan allows you to use a Symbol Palm Powered scanning device to read bar codes from items. After scanning items you can: Use the scanned items to take your physical inventory Use the scanned items to create design project items Studio Scan is available on the Symbol SPT 1550 Palm Powered device. Full system with one scanner and one cradle, $1,500. Additional scanner, $750 Additional PC system (cradle, CD-ROM, instructions and serial number), $750 Studio Scan is also available on the Symbol SPT 1800 Palm Powered device. Full system with one scanner and one cradle, $2,000. Additional scanner, $1,250 Additional PC system (cradle, CD-ROM, instructions and serial number), $750 The following sections describe the process in more detail. 87

90 Studio Designer 80 Guide Setting up the scanner 1. Once you download the setup file from the Internet, run it by double clicking the file from the download location. Studio Scan needs Palm Desktop installed before proceeding. After Palm Desktop is installed, run the Studio Scan setup file again. 2. Once the setup is complete, it may ask you to reboot. After the reboot, it will prompt you to enter the product key you received with Studio Scan. If you skip this step, you can register anytime by going to the Start Menu -> All Programs -> StudioScan and click the Register StudioScan link. 3. After this has completed, you will need to assign each handheld scanner a unique name. -To do this, put the scanner in the cradle and press the HotSync button located on the cradle. It will prompt you to assign the device a name. Click New and enter the name for the device. Click Ok and it will complete the sync process. Repeat this procedure for each scanner to be used with StudioScan. Be sure to give each scanner a unique name. 4. Once each device has been HotSynced, click on the Start Menu -> All Programs -> StudioScan and click on the "Install Handheld Programs" link. 5. A window will appear allowing you to select the users (created in step 2) you want to receive these program files and click Install Files. 6. Perform another HotSync by putting each scanner in the cradle and pressing the HotSync button located on the cradle. This will transfer StudioScan to the device. Do this for each device setup in step 3 88

91 Using Studio Designer Printing bar codes Bar Codes can be added to any Studio Designer document. The first step to add a bar code to a document is to select and install a bar code font. Studio I.T. recommends the ID Automation Code 128 font for bar code printing. If you select the ID Automation Code 128 font, the Barcode Module included with the font needs to be imported into the custom report database. The next step is to change the font of the field you want to print a bar code for. Change to font to IDAutomationC128M. 89

92 Studio Designer 80 Guide Next change the Control Source to "=Code128([table.field])". In this example the table name is ReportInventoryLabels and the field name is InventoryID The Control Source is =Code128([ReportInventoryLabels.InventoryID]) 90

93 Using Studio Designer Scanning This is Studio Scan's Main Menu When either the Take Inventory or Create Sales Order buttons are tapped, the user is asked to identify themselves. New users can be added by tapping the Add button. Users can be removed by tapping the Delete button. 91

94 Studio Designer 80 Guide After a user name has been selected, the user will be presented with a blank list. The scanner is now active and can be triggered by pressing either of the two light blue buttons on the top of the scanner. A laser beam will project out of the top of the scanner and should be aimed across the barcode. A successful scan will produce an audible beep and a green light will appear momentarily on the scanner. Each scanned barcode will add a new line to the list on the screen with a quantity of one. Scanning the same barcode more than once will automatically increment the quantity by one. Items can be manually added to the list using the Add button. Items can be removed from the list by first highlighting the item in the list (tapping on it) and then tapping the Remove button. The quantity of an item can be changed by tapping the Qty button. Once the list is complete, tapping the Menu button will return the user to the Main Menu where they can download the information or begin another Inventory or Proposal. 92

95 Using Studio Designer When the Add button is tapped, the user will be allowed to manually enter a Product ID. This is useful if the product to be added to the list has no barcode or the barcode is damage and will not scan. To easily enter numbers and/or letters, an on-screen keyboard can be popped up. To pop up the alphabet keyboard, tap the small "abc" at the bottom of the scanner screen. To pop up the number keyboard, tap the "123". Once the Product ID has been entered in the box, tap the Add Product button to add it to the list. The product will immediately appear in the list. 93

96 Studio Designer 80 Guide Once the keyboard has been displayed, tap the keys to enter the product ID. When the complete ID has been entered, tap the Done button to return to the product entry screen. 94

97 Using Studio Designer Continue building the list by scanning barcodes or adding product manually until the Inventory or Proposal is complete. Tap the Menu button to return to the Main Menu. 95

98 Studio Designer 80 Guide Once all Inventory and/or Proposal items have been added to the lists, the information must be downloaded to a PC for further use. Return to the Main Menu and place the scanner in the cradle that is connected to the PC. Press the button on the cradle and you should hear a tone indicating the beginning of the HotSync operation. After a few seconds, you will hear another tone indicating the end of the HotSync operation. All of your information has been sent to the PC and can now be accessed there. 96

99 Using Studio Designer After each HotSync operation, the scanner will display a screen similar to the one pictured here. To return to the Studio Scan program, tap the icon representing a house on the bottom left side of the screen. Tap the house icon multiple times until you see the Studio Scan icon on the screen. Tap the Studio Scan icon once to launch the Studio Scan program. 97

100 Studio Designer 80 Guide 98

101 Using Studio Designer Taking inventory After you have scanned inventory items, they can be uploaded to Studio Designer to produce an inventory reconciliation report. To upload the items and print the reconciliation report: Select "Files" Select "Inventory" The "Inventory Screen" is displayed. Select "Scan" The "Studio Scan Inventory Screen" is displayed. When you scan items and download the items from the scanner they are stored in a temporary Scanner File on the local workstation. The next step is to import those items from the temporary Scanner File into Studio Designer on the server. Then you will delete the items from the temporary Scanner File on the local workstation. You can scan and download multiple batches. Example: Scan the items in the front of the showroom on Monday. Upload the items to Studio Designer Delete the items from the temporary Scanner File. Scan the items in a second room of the showroom on Tuesday. Upload the items to Studio Designer Delete the items from the temporary Scanner File. 99

102 Studio Designer 80 Guide Import Scan To import the items that were scanned, click the "Import Scan Button". A message will be displayed asking if you are sure you want to import the items. Select "Yes" and the items will be imported and displayed on the Studio Scan Screen. After the items are imported, a message will be displayed asking if you want to delete the items from the Scanner File. If you are sure all of the items were imported, select "Yes" and the items will be deleted from the temporary Scanner File. If you are not sure if all of the items imported correctly, select "No" and the items will not be deleted from the temporary Scanner File. You can select the "Import Scan" a second time. When asked if you want to Import, select "No". When asked if you want to delete, select "Yes". Print Reconciliation After the items are imported from the scanner, you can print a reconciliation that compares your inventory in Studio Designer to what was scanned. Delete All To delete all of the items from Studio Scan after the inventory reconciliation is complete, select the "Delete All Button". Delete To delete one of the items listed on the Studio Scan screen, select the "Delete Button". After the items are downloaded from the scanner, the items are deleted from the scanner and can not be recovered. After the items are delete from the temporary Scanner File, they can not be recovered. Items should be scanned and transferred in small batches in case you experience a problem. 100

103 Using Studio Designer Creating design project items After you have scanned items, they can be uploaded to Studio Designer to produce a proposal. To upload the items and produce a proposal: Select "Design Projects" The "Design Projects Screen" is displayed. Enter the Client ID of the client you want to copy the items to. Select "Scan" The "Studio Scan Screen" is displayed. The items scanned by the salesperson will be displayed on the screen. Create Items To copy the items to the client, click the "Create Items Button". The items will be added to the client. 101

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105 Files System master Company The system master file contains information regarding how you want Studio Designer to work for you. To open the System Master File: Select "Files" Select "System Master" The "System Master Screen" is displayed. Company To view the company information and codes, click the Company Tab. The Company Tab is selected as the default tab whenever the System Master Screen is displayed. GL Accounts To view the default general ledger accounts for required accounts, click the GL Accounts Tab. Address Defaults To view the default codes for new addresses, click the Address Defaults Tab. 103

106 Studio Designer 80 Guide Company address The Company Tab displays your company information. You can change the information to meet your specific needs. Name The name of your company. Address The address is the street address where the company is located. City, State, Zip The site city, state and zip where the company is located. Phone The phone number. Fax The fax number. The address. 1st Accounting Month Enter the first month of your fiscal year in the 1st Accounting Month Field. Example: If your fiscal year begins in January, enter 1 in the 1st Accounting Month Field. If your fiscal year begins in July, enter 7 in the 1st Accounting Month Field. Current Year The current year is displayed in the Current Year Field. Prior Year Closed 104

107 Files Yes or No is displayed in the Prior Year Closed Field. The prior year may remain open for one full year while adjustments are finalized. Proposal Prefix You may enter a unique proposal prefix in the Proposal Prefix Field to appear on all client proposals. The Proposal Prefix Field is alphanumeric. Example: Proposal Prefix = NY Proposal # = NY0001 Proposal Leading 0 s You may enter the number of characters assigned to proposal numbers. Example: If you choose 4 leading zeros, then the first proposal number for a client will be The next proposal for the same client will be Item Leading 0 s You may enter the number of characters assigned to item numbers. Example: If you choose 3 leading zeros, then the first item number in a room for a client will be 001. The next item number in the same room for the same client will be 002. First P.O. To generate purchase orders starting with a specific P.O. number, enter the P.O. number in the First P.O. Field. First Invoice To generate invoices starting with a specific invoice number, enter the invoice number in the First Invoice Field. Federal ID Enter your company s federal ID in the Federal ID Field. The federal ID will print on 1099 forms. Sidemark The designer 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 designer portion of the sidemark for purchase orders. Purchase Cost Default The purchase cost default defines if purchase costs default to selling costs for new items. When you enter $250 as the cost of an item, do you want $250 to fill in the selling cost automatically? A = Always update the selling cost for items that are not invoiced. N = Never update the selling cost. Z = Only update when the selling cost is 0 for items that are not invoiced. Item Code The item code defines the default additional description code for new design items. The additional description code allows you to define who sees each line of description on proposals, P.O s and invoices. B = both clients and vendors, the description prints on proposals, P.O s and invoices. C = client only, the description prints on proposals and invoices. V = vendor only, the description prints on P.O. s. 105

108 Studio Designer 80 Guide D = designer only, the description does not print. Multiple Entries per Checks The multiple entries per checks code defines how many check entries print on a check. This is the default when checks print. Yes = Include all check entries for the same vendor on the same check. No = Separate all check entries on separate checks. YPO = Include all check entries for the same P.O. for the same vendor on the same check. Invoice Code The invoice code defines if a separate invoice is created for each quote. Yes = Create a separate invoice for each quote number. No = Create one invoice for all quotes selected at the time an invoice is created. P.O. Code The P.O. Code defines how many items to include on a purchase order. 1 = 1 P.O. per item, create a separate P.O. for each item. 2 = 1 P.O. per vendor, create a separate P.O. for each vendor. 3 = 1 P.O. per vendor per room, create a separate P.O. for each vendor by room 4 = 1 P.O. per client, create one P.O. for the client, do not separate for each project. Use Vendor Discount Use Vendor Discount defines if the selling price and purchase cost should be automatically calculated by multiplying the retail price times the client and vendor discount percent for items on a Specification. Display Proposal 1st Display Proposal 1st defines if the proposal, purchase order and invoice screen should be displayed before the print screen when a proposal, purchase order or invoice is generated. If Display Proposal 1st is Yes then the proposal, purchase order and invoice screen will be displayed and notes may me entered and then printed. If Display Proposal 1st is No then the Print Screen is displayed first. Time Billing Rate The time billing rate code defines how time billing rates default when new time billing entries are entered. Select the time billing rate code that corresponds with how you define your time billing rates. Then set up the time billing rates in the time billing rate file. See Time Billing Rates section. The 15 different methods to define your time billing format are listed below: 01 = by client 02 = by client, employee 03 = by client, group 04 = by client, activity 05 = by client, employee, group 06 = by client, employee, activity 07 = by client, group, activity 08 = by client, employee, group, activity 09 = by employee 106

109 Files 10 = by employee, group 11 = by employee, activity 12 = by employee, group, activity 13 = by group 14 = by group, activity 15 = by activity Example: If you select 02 (Client, Employee), then you would set up an entry in the Time Billing Rates File with the appropriate corresponding rate for each Client and Employee combination. When you enter time billing items, the billing rate will default once the client and employee are entered for the time billing item. Time Billing Account The time billing account defines the default income account for time billing entries entered in Time Billing. 107

110 Studio Designer 80 Guide Company GL accounts The GL Accounts Tab displays the GL accounts for the required general ledger accounts. The default general ledger accounts correspond with Studio Designer s standard chart of accounts. You may choose to define your own general ledger accounts. If you decide to change the GL Accounts Screen, you must make sure the new accounts are in the chart of accounts first. Example: If you change the default cash account from 1010 to 1015, make sure the new 1015 cash account is in the chart of accounts. 108

111 Files Company address defaults The Address Defaults Tab displays the default codes for new address records. The address defaults define the information that defaults into the address book when adding new client and vendor records. Example: If you select 50% Deposit in the Terms Field, all new client addresses created in the address book automatically default 50% Deposit in the Terms Field. 109

112 Studio Designer 80 Guide Employee The employee file defines the employee ID, security settings and passwords for each employee. To open the Employee File: Select "Files" Select "Employee" The "Employee Screen" is displayed. Employee names, addresses and passwords are entered and maintained in the employee file. Add Employee To add a new employee entry to the list, click the Add Button. A new blank employee record is displayed and employee information may be entered. Delete Employee To delete an employee entry from the list, click the Delete Button. A message Are you sure you want to delete this Employee? is displayed. Select Yes and the employee is deleted from the list. Employee name, address and password information may be entered on the bottom portion of the Employee Screen. Employee Enter an Employee ID of up to 10 characters in the Employee ID Field. This Employee ID is used to refer to the employee throughout the program. Example: When an item is entered for a client, a salesperson is associated with the item by entering the Employee ID in the salesperson field for the item. 110

113 Files Name The first and last name of the employee. Address The address of the employee. City, State, Zip The city, state and zip code of the employee. Phone The phone number of the employee. Fax The fax number of the employee. The address of the employee. Title The title of the employee. Rate The hourly pay rate for the employee. Commission % The commission percentage for the employee. The commission percent may be used in designing custom commission reports. Active Active defines if the employee is currently on staff. Active may be Yes or No. Start Date The hire date of the employee. Termination The termination date of the employee. Social Security The social security number of the employee. Group Group defines how the employee is associated with groups of employees. The Group Field will default to time billing items entered for this employee and may be used for reporting purposes. Some commonly used employee groups are Principle, Senior Designer and Junior Designer. Activity Activity defines how the employee is associated with specific categories of work performed. The Activity Field will default to time billing items entered for this employee and may be used for reporting purposes. Some commonly used activities are Drafting and Shopping. Department The department this employee is associated with. The department defaults to 01. Contact 111

114 Studio Designer 80 Guide The emergency contact name for the employee. This field may be used for emergency contact information. Phone The emergency contact phone number for the employee. Password Enter the password of the employee in the Password Field. The password is used to log into the program and can be up to 10 characters. The Password Field is alphanumeric. Every employee should have a unique password. Report Security The report security is used to assign different levels of access to reports by employee. Example: An employee with access to all reports would be assigned a report security level of 99. An employee that does not have access to financial reports would be assigned a report security level of 80. An employee that does not have access to accounts receivable reports would be assigned a security level of 70. The Report Security Field defaults to 99. Employees Enter Yes or No in the Employees Field to allow or deny access to employee files. This is the highest level of security and at least one person should have access to the employees file at all times. Print Orders Enter Yes or No in the Print Orders Field to allow or deny access to create purchase orders. Void Orders Enter Yes or No in the Void Orders Field to allow or deny access to void purchase orders. Print Invoices Enter Yes or No in the Print Invoices Field to allow or deny access to create invoices. Void Invoices Enter Yes or No in the Void Invoices Field to allow or deny access to void invoices. Add Address Enter Yes or No in the Add Address Field to allow or deny access to add address records. Delete Address Enter Yes or No in the Delete Address Field to allow or deny access to delete address records. Office Checks Enter Yes or No in the Office Checks Field to allow or deny access to view office checks. PO Checks Enter Yes or No in the PO Checks Field to allow or deny access to view PO Checks. Enter Checks Enter Yes or No in the Enter Checks Field to allow or deny access to enter checks. PO Vouchers Enter Yes or No in the PO Voucher Field to allow or deny access to create PO vouchers. Enter Receipts 112

115 Files Enter Yes or No in the Enter Receipts Field to allow or deny access to enter cash receipts. View Receipts Enter Yes or No in the View Receipts Field to allow or deny access to view cash receipts. Add Inventory Enter Yes or No in the Add Inventory Field to allow or deny access to add inventory. Print Address Enter Yes or No in the Print Address Field to allow or deny access to print addresses. Cost Rates Enter Yes or No in the Cost Rates Field to allow or deny access to viewing employee cost rates for time billing items. General Ledger Enter Yes or No in the General Ledger Field to allow or deny access to entering journal entries, viewing journals, bank reconciliation, accessing current settings and closing the year. 113

116 Studio Designer 80 Guide Rooms A default room list is set up in the rooms file. You may add and delete rooms from this default list. You may also create a unique list of rooms for specific clients. Notice the numbering system has gaps in the sequence of numbers so you may add rooms to correspond with a particular area of the residence or project. To open the Rooms File: Select "Files" Select "Rooms" The "Rooms Screen" is displayed. Copy to Client You may create an individual room list for each client by using the Copy to Client feature. Filter for a specific client or enter DEFAULT in the Client Filter Field. Enter the client ID you want to copy the rooms to in the Copy to Client Field. Click the Copy to Client Button and a message Are you sure you want to copy the rooms? is displayed. Select Yes and the room list will be copied. You may edit the room list to meet the specific needs for individual client projects. Print Click the Print Button to print the room list. Add Room To add a new room entry to the list, click the Add Button. A new blank room record is displayed and the room information may be entered. The Sidemark will print on purchase orders to vendors. Delete Room To delete a room entry from the list, click the Delete Button. A message Are you sure you want to delete this room? is displayed. Select Yes and the room is deleted from the list. 114

117 Files Inventory Inventory items are entered and viewed on the Inventory Screen. To open the Inventory File: Select "Files" Select "Inventory" The "Inventory Screen" is displayed. History To view the detail history for an inventory item, click the History Button. The Inventory History Screen is displayed. The Inventory History Screen displays the item detail for an inventory item. The detail includes purchase orders to purchase inventory, invoices to sell inventory and inventory adjustments. Receive To receive inventory that was ordered, click the "Receive Button". Enter the quantity that was received. Labels Inventory labels may be printed by clicking the Labels Button. The report selection criteria default from the filter fields filled in on the Inventory List Screen. Print 115

118 Studio Designer 80 Guide Inventory reports may be printed by clicking the Report Button. The report selection criteria default from the filter fields filled in on the Inventory List Screen. Image To attach and view inventory images, click the Images Button. The Inventory Image Screen is displayed. Adjust Inventory To adjust the inventory cost or the quantity on hand, click the Adjust Button. The Adjust Inventory Screen is displayed. Add Inventory To add a new inventory item to the list, click the Add Button. A new blank inventory record is displayed and inventory information may be entered. Delete Inventory To delete an inventory item from the list, click the Delete Button. A message Are you sure you want to delete this inventory? is displayed. Select Yes and the inventory item is deleted from the list. Inventory ID The Inventory ID is used to identify the inventory item throughout Studio Showroom. The Inventory ID for new inventory records should make it easy to identify the inventory. Assign the Inventory ID carefully and define a standard method of assigning Inventory ID s before you begin. Vendor The vendor the inventory is purchased from. Product # The vendor s product # for this item. If the item is in the product catalog, the descriptive information will fill in from the product catalog. Sales Code The sales code for the inventory item. Active Active identifies if the inventory item is still active. Enter Yes if the inventory is active, enter No if the inventory is no longer active. Unit The unit of measure for the inventory item. Purchase Costs The cost of the inventory item if a new item were to be purchased. The purchase costs default to new items entered in client accounts for the client INVENTORY. Location Location describes where the inventory item is located. Code 1 Code 1 allows you to assign an inventory item to a group for reporting purposes. Code 2 Code 2 allows you to assign an inventory item to a group for reporting purposes. Received 116

119 Files The date the inventory item was last received. This date may be used to select and print inventory labels. Replacement The replacement cost of the inventory item. Retail Price 1 The retail price for the inventory item. This amount may be used to print on inventory labels. Mark Up % The percent to mark up the purchase cost to calculate the selling price. Selling Price The price of the item when it is sold. The selling price defaults to new items entered in client accounts to generate an invoice to sell the inventory. Description The description of the inventory item. 117

120 Studio Designer 80 Guide Catalog The catalog allows products purchased on a repetitive basis to be entered and maintained. When new items are entered in design projects, the Catalog ID can be entered and the product information fills in for the new item. To open the Catalog File: Select "Files" Select "Catalog" The "Catalog Screen" is displayed. Add Catalog Item To add a new catalog item to the list, click the Add Button. A new blank catalog record is displayed and the catalog item may be entered. Delete Catalog Item To delete a catalog item from the list, click the Delete Button. A message Are you sure you want to delete this catalog? is displayed. Select Yes and the catalog item is deleted from the list. Vendor The vendor the product is purchased from. Product # The vendor or manufacturer s product number for the product. Sales Code The sales code you want to assign to the product when it is quotes to a client. Unit The unit of measure for the product. 118

121 Files Purchase Cost The purchase unit cost of the product. Selling Price The selling unit price of the product. Discontinued Discontinued should be "Yes" If the vendor has discontinued this item. Code 1 The item code 1 you want to have assigned to this product. Code 2 The item code 2 you want to have assigned to this product. Description The description of the product. 119

122 Studio Designer 80 Guide Chart of accounts Studio Designer includes a standard chart of accounts specifically designed for interior design firms. You can modify the chart of accounts to meet your specific needs. If the chart of accounts is going to be changed, it should be changed before you begin using Studio Designer. To open the Chart of Accounts File: Select "Files" Select "Chart of Accounts" The "Chart of Accounts Screen" is displayed. Print Click the Print Button to print the chart of accounts list. Add Account To add a new account to the list, click the Add Button. A new blank account record is displayed and the account information may be entered. Delete Account To delete an account from the list, click the Delete Button. A message Are you sure you want to delete this account? is displayed. Select Yes and the account is deleted from the list. Account # The account number assigned to this account. Asset accounts are generally in the 1000 s. Liability accounts are generally in the 2000 s. Equity accounts are generally in the 3000 s. Income accounts are generally in the 4000 s. Expense accounts are generally in the 5000 s. Description 120

123 Files The description of the account. This description prints on financial statements. Account Code Account codes allow accounts to be organized into groups for reporting purposes on financials. There are 9 account code groups for each type of account. Codes A1 - A9 B1 - B9 C1 - C9 D1 - D9 E1 - E9 Account Type Assets Liability Equity Income Expense Example: Account Code A2 may be used for current assets. All current asset accounts should have the Account Code set to A2. When financials are printed, all accounts with A2 are grouped together and totaled. Account Code A1 is reserved for cash accounts. All cash accounts should have the Account Code set to A1. Account Type Accounts type defines the type of account this is. The account type is automatically assigned when the Account Code is entered. The account types are: Asset Liability Equity Income Expense Sub Account Sub account allows you to assign an account to be a sub account of another account. When financial statements print, the amount for this account is added into the amount for the Sub Account. Account Sub Account Amount Prints 1010 $175 $ $

124 Studio Designer 80 Guide Sales codes Sales codes are used to determine income and cost of sales accounts when items are invoiced. Sales codes are also used to group items for reporting purposes. When a new item is entered for a client, a sales code must be assigned to the item. To open the Sales Codes File: Select "Files" Select "Sales Codes" The "Sales Codes Screen" is displayed. Add Sales Code To add a new sales code to the list, click the Add Button. A new blank sales code record is displayed and the sales code information may be entered. Delete Account To delete a sales code from the list, click the Delete Button. A message Are you sure you want to delete this sales code? is displayed. Select Yes and the sales code is deleted from the list. Sales Code The code used to identify the sales code or sales category. Example: FURN may be the sales code used to identify an item of furniture. 122

125 Files Description The description of the sales code. Example: Furniture may be the description used to describe the sales code FURN. Unit The unit of measure for this sales code. When a new item is entered for a client, the default unit of measure for the item is Each. If the Unit Field for the sales code is filled in, the unit for the sales code overrides Each as the unit of measure for the item. Example: The unit for the sales code FABRIC is entered as Yards. When an item is entered and the sales code FABRIC is selected as the sales code for the item, then Yards fills in the Unit Field for the item. Income Accounts Income accounts are assigned to each category of selling cost for sales codes. The income accounts are used to determine the income account to credit when an item is invoiced. If the sales code FABRIC was used with the following amounts: 4050 Selling cost $ Mark up $ Freight $ Crating $ Installation $ Other $ Sales tax $54 General ledger transactions created when the item is invoiced. Debit accounts receivable $500 Credit selling cost $500 Debit accounts receivable $250 Credit mark up $250 Debit accounts receivable $35 Credit freight $35 Debit accounts receivable $54 Credit sales tax $54 Expense Accounts Expense accounts are assigned to each category of purchase cost for sales codes. The expense accounts are used to determine the expense account to debit when an item is invoiced. If the sales code FABRIC was used with the following amounts: 5060 Purchase cost $ Freight $ Crating $ Installation $0 123

126 Studio Designer 80 Guide 5140 Other $ Sales tax $0 General ledger transactions created when the item is invoiced. Debit selling cost 5060 $300 Credit accounts payable -$300 Debit freight 5110 $25 Credit accounts payable -$25 Taxable The taxable code for each category of selling cost default from the client file when a new item is entered in design projects. If a project is assigned to the item, the taxable codes for the project override the taxable codes from the client file. When a sales code is assigned to an item, the taxable codes for the sales code override the taxable codes from the client and project file if the taxable code for the sales code is filled in. Taxable defines if the category of selling cost is taxable or not. Yes or No. Example: The taxable codes for the sales code LABOR are all set to No. If LABOR is entered as the sales code for an item, No overrides the taxable codes from the client file. Taxable codes are generally left blank so they do not override the taxable codes from the client file. Taxable codes are generally only entered for a sales code that is always non taxable regardless of where the client is located. Tax Percent Code The tax percent code for each category of selling cost default from the client file when a new item is entered in design projects. If a project is assigned to the item, the tax percent codes for the project override the tax percent codes from the client file. When a sales code is assigned to an item, the tax percent codes for the sales code override the tax percent codes from the client and project file if the tax code for the sales code is filled in. Tax percent codes define the sales tax percent to use to calculate sales tax for the category of selling cost. Example: The tax percent code for the selling cost is 1 and the tax percent code for mark up is 2. Sales tax % 1 is used to calculate tax on selling costs. Sales tax % 2 is used to calculate tax on mark up. Tax codes are generally left blank so they do not override the tax codes from the client file. Percent Taxable The percent taxable for each category of selling cost default from the client file when a new item is entered in design projects. If a project is assigned to the item, the percent taxable for the project override the percent taxable from the client file. When a sales code is assigned to an item, the percent taxable for the sales code override the percent taxable from the client and project file if the percent taxable for the sales code is filled in. Percent taxable defines what percent of the selling cost is taxable. Example: The percent taxable for selling cost is 100 and the percent taxable for mark up is % of the selling cost is taxable. 70% of the mark up is taxable. 124

127 Files Percent taxable is generally left blank so it does not override the percent taxable from the client file. Mark Up % The mark up % for each category of selling cost default from the client file when a new item is entered in design projects. If a project is assigned to the item, the mark up % for the project overrides the mark up % from the client file. When a sales code is assigned to an item, the mark up % for the sales code overrides the mark up % from the client and project file if the mark up % for the sales code is filled in. Mark up % defines what percent to mark up selling costs. Example: The mark up % for the selling cost is 35. The selling costs are marked up 35%. Mark up % is generally left blank so it does not override the mark up % from the client file. Specification The specifications tab defines descriptions that default to new item specifications. The specification descriptions are only used if the specification feature is installed. Code Text 1-10 The text to describe codes 1-10 for a specific sales code. Code 1-10 The default value for codes 1-10 that automatically fill in when a specification for an item is created. Code 1 may be X or blank. Description Text The text to describe descriptions 1-10 for a specific sales code. Description The default value for description 1-10 that fill in when a specification for an item is created. 125

128 Studio Designer 80 Guide Budgets The budgets file allows you to enter budget amounts for financial analysis. To open the Budgets File: Select "Files" Select "Budgets" The "Budgets Screen" is displayed. Add Budget Records To add a budget record to the list, click the Add Button. A new blank budget record is displayed and the budget information may be entered. Delete Budget Records To delete a budget record from the list, click the Delete Button. A message Are you sure you want to delete this budget record? is displayed. Select Yes and the budget record is deleted from the list. Build Budget Records Copy to year allows you to add new budget records for the entire chart of accounts for one department. Enter the department that you want to build the new budget records for in the Department Filter Field. Enter the year you want the new budget records for in the Copy to Year Field. Click the Copy to Year Button and new budget records will be added to the budget file. Account The account # this budget record is for. Department The department this budget record is for. Year The year this budget record is for. 126

129 Files Budget 1-12 Enter the budget amount for financial statements comparisons for period Budget 1 is for the period

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131 Accounting Journal entries The Journal Entry Screen is where adjustments are entered and posted. To open the Journal Entries File: Select "Files" Select "Journal Entries" The "Journal Entries Screen" is displayed. There are two sections for journal entries, standard and reoccurring. Standard journal entries are entered, posted and then removed from the standard journal entry list. Reoccurring journal entries are entered, posted and remain on the reoccurring journal entry list. Reoccurring journal entries are used for journal entries that reoccur on a monthly basis. Account # The account # the journal entry is to be posted to. Journal entries should never be entered for the following accounts. Accounts Receivable Accounts Payable Work in Progress 129

132 Studio Designer 80 Guide Client Deposits Client Retainers Net Profit Department The department the journal entry is to be posted to. Date The date of the journal entry. The date determines the accounting period and year for the journal entry. Description The description of the journal entry. Journal # The journal the adjustment is posted to. Adjustments are generally posted to adjustments 06. The following are the standard journals: 00 Beginning Balance 01 Cash Receipts 02 Cash Disbursements 03 Sales 04 Purchases 06 Adjustments Client The client the journal entry is to be posted to. This is optional. Project The project the journal entry is to be posted to. This is optional. Vendor The vendor the journal entry is to be posted to. This is optional. Check # The check # the journal entry is to be posted to. This is optional. P.O. # The P.O. # the journal entry is to be posted to. This is optional. Invoice # The Invoice # the journal entry is to be posted to. This is optional. Amount The amount of the journal entry. Debit s should be entered as a positive number and Credit s should be entered as a negative number. 130

133 Accounting Reconciliation Reconciliation The Reconciliation Screen is where cash accounts are reconciled to the bank statement. As transactions are reconciled, the outstanding and reconciled bank balance should equal. Outstanding balances represent the transactions that are still outstanding. Reconciled balances represent the transactions being reconciled for this statement. Cash Account Enter the account # of the cash account to be reconciled in the Cash Account. The balances for the cash account fill in. Bank Statement Date Enter the cut off date of the bank statement in the Bank Statement Date. Beginning Balance Enter the bank s beginning balance in the Reconciled Beginning Balance. Enter Adjustment Adjustments (bank charges and interest) may be entered by clicking the Adjustment Button. The Adjustment Screen is displayed. 131

134 Studio Designer 80 Guide Reconciliation adjustments Adjustments (bank charges and interest) are entered on the Adjustments Screen. Post Adjustment After the adjustment information is entered, click the Post Adjustment Button and the transactions are posted to the general ledger. A debit (interest) is posted to the Cash Account if the amount is positive and a credit to the Adjust Account. A credit (bank charge) is posted to the Cash Account if the amount is negative and a debit to the Adjust Account. For interest, enter the interest account in Adjust Account and a positive amount in Amount. For bank charges, enter the bank charge account in Adjust Account and a negative amount in Amount. 132

135 Accounting Reconciliation receipts To reconcile cash receipts or deposits, click the Receipts Tab. Cash receipts are listed with cash receipts not yet reconciled on the top of the list. Reconcile Deposits on This Date Reconcile Deposits on This Date, automatically fills in with the date of the first cash receipt. To reconcile all cash receipt transactions with this date, click the Reconcile Deposits on this date Button and the Bank Statement Date fills in the Reconciled date for the cash receipt transactions. Amount Amount displays the total of all cash receipt transactions with the date in Reconcile Deposit on This Date. Reconciled The item s Reconciled date fills in with the Bank Statement Date when the transaction is reconciled. The item s Reconciled date should be blank if the transaction is not reconciled. The item s Reconciled date automatically fills in when Reconcile Deposits on This Date is clicked. The item s Reconciled date can be manually changed by moving to the item s Reconciled date and pressing the space bar. 133

136 Studio Designer 80 Guide Reconciliation disbursements To reconcile cash disbursements or checks, click the Disbursements Tab. Cash disbursements are listed with cash disbursements not yet reconciled on the top of the list. Reconcile This Check Reconcile This Check, automatically fills in with the check # of the first cash disbursement. To reconcile all cash disbursement transactions with this check #, click the Reconcile This Check Button and the Bank Statement Date fills in the Reconciled date for the cash disbursement transactions. Amount Amount displays the total of all cash disbursement transactions with the check # in Reconcile This Check. Reconciled The item s Reconciled date fills in with the Bank Statement Date when the transaction is reconciled. The item s Reconciled date should be blank if the transaction is not reconciled. The item s Reconciled date automatically fills in when Reconcile This Check is clicked. The item s Reconciled date can be manually changed by moving to the item s Reconciled date and pressing the space bar. 134

137 Accounting Reconciliation reports The reconciliation reports should be printed after the reconciliation is complete. The reports should be stored for reference later. Outstanding Report To print the outstanding reconciliation report, click the Outstanding Button. The outstanding reconciliation report lists all transactions outstanding through the Bank Statement Date. Reconciled Report To print the reconciled report, click the Reconciled Button. The reconciled report lists all transactions reconciled with the Bank Statement Date. 135

138 Studio Designer 80 Guide Current date The current date defines the date used for general ledger transactions for the employee logged in. To open the Current Date File: Select "Files" Select "Current Date" The "Current Date Screen" is displayed. Current Date The Current Date is generally blank and the system date is used for general ledger transactions. The current date should only be filled in to have a specific date used for general ledger transactions. The Current Date should be blanked out after the special transactions are recorded. 136

139 Accounting Close the year A New Year should be started the beginning of every New Year. The year should be closed after all adjustments for the year are complete. Only the current and prior year may be open at the same time. Start a New Year To start a new year, click the Start a New Year Button and the new year is opened. You may not start a new year if the prior year is not closed. To verify if the prior year is closed, open the System Master File and review Prior Year Closed. Starting a new year increases the Current Year by 1 and changes the Prior Year Closed from Yes to No. Close the Year To close the year, click the Close the Year Button and the prior year is closed. You may not close the year if the prior year is already closed. To verify if the prior year is closed, open the System Master File and review Prior Year Closed. Closing the year changes the Prior Year Closed from No to Yes. 137

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141 Index A Actions...48, 51 Address Defaults...103, 109 Address File... 7, 8, 16, 18, 21, 25 Address File Codes...21 Address File Sales Tax...25 B Backup...13 Budget...30 Budgets C Cash Receipts 61, 63, 64, 65, 66, 67, 68, 69, 70 Catalog Chart of Accounts...9, 10, 120 Checks...71, 73 Client Deposit...65, 68 Client Retainer...66, 69 Clients...7, 16 Close the Year...15, 137 Company...5, 103, 104 Current Date Customize the Accounting...9 D Daily Procedures...13 Design Projects...28 E Employee...6, 110 Expediting...55, 58 F First Invoice First P.O G General Ledger...79 GL Accounts...103, 108 GL Verify...13 I Image...39 Inventory...80, 83, 85, 115 Invoice...28, 43, 59 Item...30 Items...28 J Journal Entries M Mark Up %... 30, 109 Misc Receipt Monthly Procedures O Office Checks... 71, 74 P Passwords Payments PO Check Vouchers PO Checks... 71, 74, 77 Printing Financial Statements Proposal... 28, 41, 53 Proposal Deposit %... 30, 109 Purchase Cost Purchase Cost Default Purchase Order... 28, 42, 55, 58 Purchasing Inventory R Reconciliation... 15, 131, 132, 133, 134, 135 Reconciliation Adjustments Reconciliation Disbursements Reconciliation Receipts Reconciliation Reports Reminders... 36, 48, 51 Rooms S Sales Codes... 9, 11, 122 Sales Tax... 40, 109 Selling Inventory Selling Price Start a New Year System Master File.. 5, 9, 12, 103, 104, 108, 109 T Time Billing... 44, 47 Time Billing Rates... 44, 47 V Vendors... 8,