STUDIO DESIGNER. Design Projects Basic Participant

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1 Design Prjects Basic Participant Thank yu fr enrlling in Design Prjects 2 fr Studi Designer. Please feel free t ask questins as they arise. If we start running shrt n time, we may hld ff n sme f them and have a 5-10 minute sessin available after the class t answer any questins. We ask yu t be cnsiderate f thers, s please d NOT use a speaker phne at any time during the class. Althugh it sunds fine t thse using the speaker, the static is multiplied many times t all ther participants. Yu can have as many peple as yu like call int the cnference number t listen in. Als, please mute yur phnes whenever pssible t cut dwn n backgrund nise. This class fcuses n basic functins used by the Interir Designer. We ll cver hw t d the fllwing: Enter new items and edit existing items Create prpsals, purchase rders and invices Use spell check Use images with items Find, filter, srt and priritize Use time billing Use activities and grups within time billing Add new address (clients, vendrs, etc.) Rename Addresses (clients, vendrs, etc.)

2 - Item based prgram- Enter the item 1 time and attach applicable infrmatin t that item. All $ are attached t specific items. The Design Prjects screen must be in Design Prjects t create anything new Filtering Used t narrw items viewed n the screen Use * as wildcard Lkups (arrws dwn) vs bxes that pen lists and allw filtering Click the bx belw client t pen the client list Organizatin = Rm/Item/Cmpnent by default Srting Use the A-Z and Z-A t within a clumn t srt Clr Cding User defined, Click t change the clr f an item Click the clr at the tp f the list t filter fr that clr Accessing and editing existing items Click view t pen an existing item Click the bx beside a prpsal r p t pen the frm Use the arrws t scrll back up the screen and view ther items Cmpnents Avid leaving cmpnents blank A = Sfa B = Fabric C = Trim - Create a new item. Click ADD t create (see Add and Delete at tp right) Qute 001 Items increment within the rm autmatically Enter Cmpnent A (must manually enter the cmpnent) Sales cde Cvered in Vide training: Setup and Defaults (determines hw incme and expenses are classified Cdes and Specifier are cvered in subsequent classes Descriptin-Main line shuld be descriptive enugh t pull it ut f the main design prject list screen, but details shuld be entered in additinal descriptin lines. B=Bth, V=Vendr (PO), C=Client (Prpsal/Invice), D=Designer (ntes nly) Purchase cst fills int selling cst based n defaults. Cvered in anther class. Our sample database is set t carry ver int selling nly when purchase cst is Manually edit selling cst when editing existing purchase cst

3 Markup % can be blanked ut and a specific amunt can be entered. Taxable Yes/N Depsit percent. The % can be remved and a specific amunt can be entered just like the markup n the selling cst. Qute 002 Example: Enter Fabric as Cmpnent B Spell Check Attach an image- Images are stred in Studi Designer flder n server Create a prpsal Shift-click t preview View the prpsal 1 st cmpnent nly Shws descriptin f first item and adds csts f all cmpnents (Default is SNP and cannt be changed) RTF = N graphics (lg s, lines, etc.) Nthing needs t be installed n the client cmputer t view. SNP = As printed. Viewer must install the Snapsht Viewer (link is prvided n the message) Create a Purchase Order Ntes Internal nly Special Instructins Shws n PO Same n Prpsals and Invices as well Create an Invice Lcate, view and edit the purchase rder frm the purchase rder list screen Can d the same thing frm Prpsal and Invice lists

4 - Time Billing Filters remve the autmatic filters and explain Add a new entry Grups Senir Designers / Junir Designers / Administrative, etc Activities Client Meeting / Drafting / Expediting, etc. Add a new activity t the list Billing B=Billable, N=NnBillable (will shw up n invice at 0.00), O=Office (will nt shw up n invice, in-huse use nly) Add an additinal entry Create an invice fr bth entries Selectin explain using filters, date ranges and space bar t select/unselect.

5 Entering new Addresses Sme fields used fr clients, sme fr vendrs. See class materials fr details Add a new client Site = Ship-t, Mailing = Prpsals, PO s, Invices, Checks, etc. Cmpletes mailing autmatically nly the first time entered Enter the address fr autmatic fill n printing Be sure t enter the crrect sales tax lcatin/percent fr new clients. Add a new vendr Rename Addresses Change Address ID, r cmbine tw Addresses. Cannt cmbine tw clients that have the same prpsal numbers. See fllwing detailed instructins..

6 Entering addresses in Studi Designer July 3, 2007 Address List 2 Cntacts 5 Cdes 6 1

7 Address List Click Addresses frm the Studi Designer main menu Addresses are srted by Address ID within any specified filters (we are currently filtered fr nly Active addresses) Click anywhere within the rw t select an address and view it s details within the lwer part f the Addresses screen The item currently selected is indicated by the icn t the left f the Address ID Generally, the infrmatin that yu enter int the Address ID is used fr defaults as yu add new Design Prject items and Time Billing entries within Studi Designer s it s best t enter as much as pssible at the same time yu create the new Address ID. Keep in mind that defaults can be verridden at the time items and time billing entries are created. 2

8 1. Address ID May be up t 12 alpha and/r numeric characters. Yu may use symbls, but shuld nt use? (questin marks), (apstrphes), r accent marks. 2. Type Yu may nly sell t Client types, but can write checks t and accept receipts frm any address type. 3

9 3. Active T keep yur address list current, set clients and vendrs that yu n lnger use as Active N. If yu need t use them in the future, change them back t Active Yes. 4. Site Address This is the address used when specified as a Ship T. When yu initially create an Address ID this address is autmatically filled int the Mailing address. This will NOT autmatically update the mailing address at any time after the initial Address ID creatin. Avid leaving any f these fields blank. Cnsider placing a. (perid) int any that will nt be used when entering an address. By default ur frms (prpsals, purchase rders, etc.) expect all f these fields t have smething in them. If each field des nt cntain smething, the entire address may shw up blank when printing frms. 5. Phne and Fax The dashes are autmatically entered. If this is an internatinal address, click Cdes and change Phne Frmat t INT. This will remve the autmatic dashes. 6. E Mail This is the default address used when ing frms t this Address ID. 7. Web Site Used mst frequently fr vendrs, enter the website address withut the www. n the frnt. Fr example, wuld be entered as StudiTTheTrade.cm. 8. Mailing Address This is the address used when printing Prpsals, Purchase Orders, Invices, Statements, Checks, etc. 9. Cnnectins ID This is used t link yur Address ID t the crrespnding Address ID used by Studi Navigatr. T autmatically enter address infrmatin fr ne f ur Studi Navigatr vendrs, click Add t create a blank, new Address Id and select a vendr frm the Cnnectins ID list. Click Yes when prmpted. The vendr will autmatically be created with the same Address ID used by Studi Navigatr. 4

10 10. Cntacts Enter additinal phne numbers, addresses, etc. Click int the last blank line r click Add Cntact t enter new cntacts. There is n limit t the number f cntacts fr each Address ID. 5

11 Cdes (fr Clients) 1. Fields that are nly used fr Vendrs have been shaded n this screen, but are nt shaded in Studi Designer. 2. Designer If yu assign specific designers t each client, select a designer frm the list (the emplyee list is displayed). 3. Sidemark Autmatically filled with the Address ID, but may be changed t yur preference. This is the secnd piece f the default sidemark that will autmatically be created fr each Purchase Order. 6

12 4. Specifier Used fr clients that will pay yur vendrs directly. This feature allws yu t create purchase rders, but yu will nt be expected t pay the vendrs and n accunting transactins will be generated. 5. Alert This is a text space fr yur internal use. It des nt shw up n any default reprts and des nt trigger anything. It might be used t hld sme kind f client detail, pssibly t say Visa indicating that the client prefers t pay with Visa, r which might indicate that the client prefers t cmmunicate via Ship Via Althugh this is mst cmmnly used fr specifying shipping preferences fr Vendr type addresses, yu culd als use it t indicate the client s preferred carrier. If the client has n preference, leave it blank r select Best Way. 7. Terms Select yur standard invice terms fr this client. Fr accunting purpses, yu might require the client t pay within 10 days f invicing, in this case, yu might select Net 10. It is very cmmn fr designers t require full payment befre delivery which might be abbreviated as PBD. Yu may click the bx beside Terms t pen the list and enter additinal terms. See Terms under Vendrs fr mre details. 8. Freight Terms Mst cmmnly, designers have the same terms fr freight as they d fr gds, but yu can use this t enter a separate set f terms specifically fr freight. 9. Cde 1 This is a User Defined field. Yu can use it t hld any variety f infrmatin types. It is available as filter criteria when printing address reprts. Fr clients, it is frequently used fr categrizatin. Fr example, if yu click the bx beside Cde 1 t pen the list, yu culd add Residential and Cmmercial. Then, when yu clse the list, yu culd select Residential 7

13 n the clients that are Residential, and Cmmercial n yur Cmmerical clients. This wuld give yu the ability t print address reprts that nly list Residential clients, etc. Cnsider the pssibilities fr mailing lists as well. Yu culd create mailing list types within the user cde list and then assign the apprpriate ne t each client. Fr example, yu have certain clients that yu like t send Christmas cards t and ther clients that yu like t purchase gifts fr. Yu culd create a cde fr each ne, and then assign the apprpriate ne t each client enabling yu t print a separate list fr each type f client. 10. Cde 2 Wrks the same as Cde Ntes This is a mem field with the ptin fr a date/time stamp where yu can keep ntes pertaining t yur clients. 12. Client Mark Up Percent % Enter the default mark up percent fr each categry fr this client. Fr example, if yu mark up prduct by 40%, enter 40. This can be verridden by Mark Up Percents n sales cdes, and n the items as they are created. 13. Client Prpsal Depsit % Enter the default prpsal depsit %. Fr example, if yu require yur client t pay a 50% depsit n gds befre yu will place an rder, enter 50 in each applicable area. Each time yu create an item t sell t this client, Studi will autmatically request a 50% depsit frm the client n the printed prpsal. This can be verridden at the time the item is created. 14. Cash Accunt This will nrmally be left empty. Hwever, if yu pen a separate checking accunt specifically fr this clients mney, yu can enter the accunt number frm yur chart f accunts that represents the apprpriate checking accunt. 15. Accunt # 8

14 Althugh this is nrmally left blank, ff yu assign an accunt # fr each client, enter that accunt # here. 16. Phne Frmat The default frmat is USA which autmatically places the dashes between the area cde and prefix f the phne number. Change this t INT t remve the autmatic dashes allwing fr free typing in the phne fields fr this address. 17. Department Departments can be used t separate different types f clients fr accunting and financial statement purpses. They can als be used t differentiate departments within yur business such as design vs retail. The client determines the department used when psting accunting entries thrughut the Studi Designer sftware. 18. Passwrd Currently nt used within Studi Designer 19. Client fr Prject Multiple prjects can be created fr each client. This field wuld nly be filled in if this Address ID belnged t a prject rather than a client. If this Address ID were fr a prject, the client that the prject belngs t wuld be entered int this field. 20. Client fr Rm If this client uses the default rm list, this shuld say DEFAULT, if they have a custm rm list, this field wuld shw the name f the custm rm list.. 9