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User Guide version 2.0

1. info dataartistry co uk www dataartistry co uk DATA ARTISTRY MADE WITH FileMaker DATA ARTISTRY PrintAdmin The low cost solution for a better run business ie le F User Guide version 2 0 PrintAdmin 1 Introduction 3 2 Executive Summary 3 2 1 Customer relationship management 4 2 2 Quotes Purchase Orders Purchase Invoices and Sales Invoicing 4 2 3 Jobs 4 2 4 Users and passwords 4 2 0 Reports 4 2 6 Export to Sage 4 3 How PrintAdmin is put together 5 4 Features of PrintAdmin 6 4 1 Menu options 6 4 2 Button Bar 6 4 3 Companies T 4 4 Correspondence 8 8 aA E a E ee ee ee en eee eer A WI etc E r E A 9 AA FAEN anran nain T adheres URE AN EE S EETRI E 10 A EO e AE E 10 4 5 Standard Paragraphs 11 4 6 Marketing 11 4 6 1 Creating marketing MESSAGES cccccceeecseecceeeceeeceeeeceeeceeesaeeseeeeaeesaeeaeeesuessesseresens 13 4 6 2 Step Two Select Contacts cccccccsscscsvsescessscuvsevessseguescuensvesaseeuvesvenseseuersvensussussevens 13 4 6 3 Step Three Testing snesnesnernsrnsrerrernsrrsrnrrrrrsrrsrrrrerrrrrsrrsrerrrrrsrrsrrrrerrsrrsrrrrerrrrrni 14 4 6 4 Step Four Send MESSAGES cccceccsecccececececcecceeseceeecseecceeeceueceeessesseeeesesesseessesesees 14 4 6 5 Creating letters directly from the Marketing letter cccecceeceeeseeceeeseeeneeeeeeseeeneeeneeas 14 4 7 Product Price List 19 4 7 1 FSC Categories within the price liSt snnsnesnusnsrnsrnrrerrrrrrrrrrerrrrrnrrrr
2. PrintAdmin 4 14 2 Proofs When sending a proof there is a form that can also be attached to the proof or if you prefer just keep the details in the job record Click on the Proof Form button to create a new one Once in existence then you can return to the proof forms section and update the details within the portal or open the proof form again and amend the record Job Entry IFINI New List Delete Search Print Email Call Lette Fax Quote PO Invoice Despatch Proof Form Label Job Sht Close Job dence proofs quotes purchases sundries espat job No 1000 Job Name Gills Test Job Status New Go to Proof Doc Client 1D 08485 gt Account Handler Dave Data Artistry Ltd Wait Print Admin PrintAdmin D i Name i Client PO I Final Quote Ref ny oe Proof Acceptance Form Client Contact Gill Pickles Authority to proceed Proceed Wait Job No 04576 Proof Number 1 Test Job Date Proof Sent Sat 28 Sep 2009 Artistry fel 01702 715080 Date Time T No Booking In Mon 09 08 10 23 08 2010 satiated s Any tuure orders shouid be produced as por tha Poot o SE isuals Delivery Thu 12 08 10 de aie 3 ave examined the Proof Document supplied and found that it is NOT correct i 23 08 2010 21 12 21 2 Please make the amendments as detailed below and lates acta Fri 20 08 10 Please supply a new Proof Document 23 08 2010 12 06 13 1 x Proof delivered Mon 23 08 10 Please do NOT supply a new Proof Document Proof accepted Tue 24 08
3. 10 PLEASE RETURN THE PROOF DOCUMENT TOGETHER WITH THIS PROOF ACCEPTANCE Signed inal Delivery Wed 01 09 10 of Type PDF Print Admin 4 14 3 Sundry Job Costs 9O8SOeS8 AGGA GoGo GO60 L ett correspondence proofs quotes purcnases suncries time nvoices cespatcn Job No 1000 Job Name Gills Test Job Status New Client 1D 08485 Account Handler Dave Client Name Data Artistry Ltd Client PO Wait Final Quote Ref lient Contact Gill Pickles Authority to proceed Proceed Wait Re Q Item Descriptio Unit Cost Cost Date Created By Supplier Inv Date Supplier Inv N Supplier Inv Net 1 CHR 10 00 10 00 18 08 10 Admin 18 08 10 12345 10 00 gt 2 Taxi 10 00 20 00 23 08 10 Admin 1 Courier 20 00 20 00 23 08 10 Admin d 50 Sundries are entered directly onto the job record unlike purchase orders that take you to another screen to create them They can be entered with the assistance of the price list or directly into the line itself the description quantity and the unit price Page 25 of 37 Data Artistry Limited 2010 PrintAdmin 4 14 4 Closing a Job Fee 22228 Please use the Close Job button when a job is complete This updates the status close date and time sheet inclusion field to remove the job number from further time entries Using this button does not mean the record is removed but by updating it in this fashion it no longer appears in the live job list and simply remains in the background 4 15
4. 705 00 705 00 Total owed to Print Admin 4 300 00 153 75 4 453 75 2 527 50 Clicking the Run Statements button from the main Statements List produces statements The next screen asks you for a start date continue and the system will then look through the invoices for all invoices created since that date through to todays date Any invoice prior to that date that remains as Unpaid will also be included on the Statement The Print button will produce the printed version that incorporates your company branding Page 31 of 37 Data Artistry Limited 2010 PrintAdmin 4 23 Set up Users User Entry Back J A E i x 4 User Name John Smith Address Only House In The Village Account active Y N Logged in No Town City Small Town ostcode ST1 0XX Telephone 01234 567890 ite Test user Mobile 07797 111 222 tment Admin Date of birth 20 7 1970 mail Signature Current employee Y N Data Artistry Ltd ste 01 01 2010 Database development and software integration John Smith www dataartistry co uk I Notes Anything you like here The set up users button will take you to a list of PrintAdmin s users Before anyone can access the database they must be set up with a user name and password From the User List click on any name to view their details depending upon your access privileges will be the details that you are able to see basic users can only see name and address deta
5. Accreditation gatefold leaflet Not certified FSC FSC Label Mixed Claim FSC Mixed Sources Projected Hours Total Cost 149 07 Mark up 422 93 Mark up 283 71 Sub Total 572 00 Natio Total 572 00 i Quote No Q1002 Data Artistry Ltd neh e Garden Data Artistry Ltd i Gill Pickles ne 59 2A i Glendale Garden i T 01702 715 080 i eso ie info dataartistry co uk 4 www dataartistry co uk Date 22 08 2010 Prepared By Admin Job No i Thank you for your enquiry we have pleasure in submitting our quote Title Revised from or ginal quote 1001 A4 4pp Brochure i Studio Brief From artwork supplied Impact to flightcheck and supply Epson proof on approval make CTP i printing plates i Print Brief Cover and text printed in four colour process and seal varnished throughout i Specification Size A4 Extent 4pp cover 20 pp text i Prints 4 back 4 seal Origination artwork supplied Proof Epson Material 350 gsm regency satin fsc mi pana int er Material 170 gsm we east fsc mix Finishing Cover and text si folded P aon soadle stitched with two wires trimmed to finished si ind boxed ed size a xe Delivery One London address Q Extras per additional 4 pages of text 500 copies 260 00 1 000 copies 282 00 H Option 1 Option 2 Option 3 Option 4 i Quantity 1000 2000 3000 4000 i Sub Total 324 00 396 00 470 00 535 00 i Delivery 50 00 50 00 50 00 50 00 i Total 374 00 446 00 52
6. Basement 32 Newman Street Date Expected WIT 1PU Date Delivered or type an alt address below Shipto 192 gt Data Artistry 150 Glendale Gard a as ee eat Status Ordered Account GL No Job No 4576 gt Test Job Code Quantity Item Description Unit Cost Line Amount 1 200gsm Silk Paper 130 00 130 00 Notes Total 130 00 VAT Code T1 17 5 VAT 22 75 Final Amount 152 75 Over PO Amount 2 Small BizAdmin Purchase Order 516 Essex SS9 2BA 8754 Total Final Amount Purchase Orders can be created in several different ways Manually by clicking the new button within the Purchase Orders section of PrintAdmin and entering a supplier ship to etc or from the new PO button within the Job details this will enter the job number after creating a new PO Mainly though the Purchase Order will be generated directly from the Quotes by clicking on the PO box to the far right of the item in the body of the quote If there is more than one item sourced from the supplier they will all be included in a single PO The PO number is recorded in the quote against the item line When printing or emailing the PDF you should be aware that the Purchase Order has a second page for the Specification When outsourcing some aspects of print purchases it may be necessary to detail more than just a one line description with a cost By clicking on the Specification tab there is provision to enter a very detailed description of your requiremen
7. all the live jobs on the system all other reports are produced for the date range that you specify in the screen shown above Page 28 of 37 Data Artistry Limited 2010 PrintAdmin 4 20 Despatch Notes PrintAdmin ae Tt Despatch Note 4541 int Admin 150 Glendale Gardens Despatch Note Details 150 Glendale Gardens Leigh on eee Essex SS9 2BA Leigh on sea Essex SS9 2BA Irder No 1002 Despatch Date Tue 24 Aug 2010 Despatch Note ref 4541 Got ene 26 09 200 Yeliverto 8487 John Smith amp Associates Pee Date Orde red Shipped Via 1001 A despatch note can be created by clicking the new button within the despatch notes section This can be used for sending individual proofs or perhaps finished print jobs Once again the entry screen conforms to the database format but the print or email with PDF retains the printed in the style of your companies stationery Use the Insert above address to automatically enter the client address that you have chosen above otherwise this is a free type box so that you can enter whatever you wish 4 20 1 Email Despatch Note The Email button will PDF the Despatch Note and attaches it to an email PrintAdmin will pause once the email has been created to give you a chance to personalise your message although some standard text is already input to the email for you This may seem a little strange given the idea is generally to attach the note to the goods when t
8. on any of the correspondence buttons one of four types of correspondence screens appear email call letter or fax entry When you print the letter or fax options the layout is transformed to appear as your normal stationery even though when you create your correspondence the standard entry screens are shown 4 4 1 Email EMAIL entry Back e iD 2 oo 3 gill dataartistry co uk Data Artistry Ltd gt gill dataartistry co uk to cc bce Gill Pickles gill dataartistry co uk to cc bee Lucy info dataartistry co uk Status Follow up date Please find attached a PO If you have any queries please do not hesitate to Composition Helper contact me Kind regards Another examol Demo Paragraph Testing the system lt 4 Data Artistry Ltd Database development and software integration www dataartistry co uk gill cataartistry co uk T 01702 715080 The email button will mostly be used for emails that you generate from your database going out to your client It is a good idea to record important business messages from here to clearly record the contact with your client PrintAdmin is not set up to receive messages back into the database the responses to any messages you send will be returned to your normal inbox in the email client of your choice but even starting an email conversation here means that it is easy to refer back to your standard messages if you need to There is no reason why you shouldn t also open a message record to
9. vaca ctsinsieicioriaeecheasontacentdiawiedeidertusdinnmnnaicaeieiaeekintnes 28 Page 2 of 37 Data Artistry Limited 2010 aap 4 19 2 Purchase orders DY Supplier asitsinnsmameicieaieaneraeridataniestian ed tariisaneeianaatnntar renee 28 4 19 3 Purchase INVOICES DY SUPPIICL ec ccccc cece eee eeea ees eeseeeseeseeeeeeeaeeeeeeseeeneeeeeeaeetneeeneeas 28 AN OG QUOTES DY CEN aceende ai Ta EE aT anaE e ei 28 4 19 5 FSC Material Usage Report ssnnsnnssnesnusrnsrrerrsrrrsrrsrrerrsrrnrrrrrrrrrtrrerrnrrnrrrsrrerrerrerrrereni 28 AIO JODS FTO OS aan 28 Ahh COMDE JODS seeren iT NOAT AENEAN 28 A OO Te ON IO ON ea E oa citrate ote saanes eosin aaiee biataciebooie 28 4 19 9 Material Usage Report QUOTES cccecccccceeeceee sete ees eeseeeneeseeeeeeeaeeee ease eeneeeaeeaeeeneeeneeas 28 4 20 Despatch Notes 29 AA Emake paei NO ae ene enn etc ve nn Ene re eee 29 4 21 Purchase Invoices 30 4 22 Statements 31 4 23 Set up Users 32 4 24 Preferences 32 4 24 1 Setting up Nominal and VAT Codes and Rates cccccceccseseeeeeeeeseeeeeeeeeeeeeseeeneeeneeas 32 A A WONG SWING E E EE E E 32 a PS T e EEEE 33 4 24 4 Emailing directly from FileMaker cccccecsecceeceeceeeseeceeeeeeeeeseeseeeaeseeeesesaesassaeeesesnsas 34 4 25 Finding or Searching 35 425 1 FileMaker Search FEO sirrinin sindri edian ai ne A A SEEE e TETN wae 36 5 Summary 37 1 Introduction PrintAdmin is a FileMaker Pro based database that covers all the essential process
10. 0 00 585 00 FSC All o standard bis ome ns av isp ble anes a pba may ke ie ai te op nate of this invoiced as appr carta When mE a aie a a client will pull through all their address details and allow you to select from a list of contacts from that company record or simply type in a new name in the F A O field This will link it back to the company record so you can see a complete history of quotes sent to that company The Product Code field in the main order items section of the quote will allow you to select from items input into the Product Price List section of the database and pull through the supplier description and unit cost although you can override these if you wish All fields can be manually entered if you want to enter an item on your quote that isn t from the standard product list and one that you don t want to keep as standard When you enter a quote it will show the detail above however when you print or pdf via email the quote for your client only client relevant information is shown of course in your company style and without the in house details like your markup price There are three tabbed sections within the quote details Page 17 of 37 Data Artistry Limited 2010 PrintAdmin 4 9 1 Quote Specification This tab allows you to input complete specifications with fields to enter the spec studio and print briefs separately If you prefer to print these details with a price summary
11. 24 3 FSC Categories The FSC groups that are pulled through directly onto the job and price list screens are generated according to the entries made in the FSC section under the preferences tab You can also assign a logo to each category so that when documentation that belongs to a job with an FSC category is printed the associated logos also print The FSC accreditor provides these logos Page 33 of 37 Data Artistry Limited 2010 PrintAdmin 4 24 4 Emailing directly from FileMaker There are also preferences for email It is possible with the addition of a plug in to email directly from FileMaker and not to use your standard email client This is where you input your mail settings Host Host Port smpt yourhostname co uk 25 Authentication Type Use SSL None False Get Transcript Show Result Dialogue True True User Name Password The above screen shows all of the SMTP options these can be found from your standard email client under the SMTP account settings It is very much a case all trial and error there are a plethora of email methods and your mail server will require a combination of the settings above although that which is shown generally works However if you find that these settings don t work try a different port number or authentication type there are only a few options here so it shouldn t take long to work out the correct one Important Note Sometimes the use of a SMTPit Pro requires the setting up of mail relayi
12. 2BA Gill Pickles Data Artistry T 01702 715080 150 Glendale Gardens F Leigh on sea Goat E mail info dataartistry co uk SS9 2BA www dataartistry co uk Invoice No 100 b 04576 T gt 23 09 2009 Client 0192 Client reference Date 10 08 2009 mi receipt gt Data Artistry Accounts department eee tenes FA O Gill Pickles Account Number Sage Status Cleared Your Ref PO No port Date Balance to Pay E 0 00 Prod Code Quantity Item Description Unit Cost Value Date Pa t In Job Budget Summary GPTest 4 Test Product 15 00 60 00 Invoice details These details are for reference should you 1 Delivery 5 00 500 aise an invoice for a particular job the Jobno 04576 gt Test Job Delivery Details monde i Description A little artworking design supplied on CD To a single other address to be confirmer d Budget 600 00 Cost quoted to cl Trim fold and stitch Total Hou Total Tim r D Quantity Item Descripti Line Amount VAT Code ti VAT Amount o sl i 2 z Total PO s 074 2 Test Record 20 00 40 00 T2 15 6 00 073 10 Test Record 12 00 120 00 T2 15 18 00 Total Sundries 1 Brochure Stuff 300 00 300 00 TO 0 Total Delivery 1 Delivery 15 00 15 00 T2 15 2 25 Total Costs Terms 30 days net Total 1 900 00 26 25 Total na 1 926 25 VAT mii Difference or Company Reg No budget remaining 600 00 Seman adil Final Amount The best place to create an invoice is from within the quote or Job record
13. Admin ate Was this call received or made Out going Received vjet Meeting confirmation Follow up date Call details 2 _ ody Called to confirm meeting next Thursday at 10am at customer office Composition Helper Buil our Call using standard text Another example Demo Paragraph Testing the system This is a simple introduction 4 Please find attached our terms and conditions as per our conversation let me know If you require any further ster information The above Is just an example of how you could use this section Page 10 of 37 Data Artistry Limited 2010 PrintAdmin Call logging is a crucial part of sales and contact relationship management This section isn t complicated log the call as either received or outgoing give it a title for the benefit a easy review within the client record and type as much or as little detail about your conversation as you feel necessary The composition helper is there to use for repetitive entries even within this section 4 5 Standard Paragraphs Text that you often repeat when writing to clients or suppliers can be kept within the standard paragraphs section This may be a regular sign off to an email a company introduction letter or other marketing texts whole letters or just paragraphs that you use regularly It will then appear in the correspondence composition helper templates list making a letter or email easy to build by selecting various pieces of text that you k
14. DF proofing Standard CMYK makeup Logo to be supplied This is a simple example of the type of thing you might include nish Quantity to print 15000 See spec for size to be printed stitched and trimmed Spot colour varnish This is a simple example of the type of thing you might include Clicking on any job in the list takes you into the job details screen Here the key dates specification and FSC details see FSC reporting for further details can be entered The Print button will print a job bag with all of the specification in place The job details are further broken down into tabbed sections Proofs Correspondence Quotes Purchases Sundries Invoices Time and Despatch Each of these tabs will show the data that has been created in relation to the job e g all time sheet information can be found under the Time tab and these figures are totalled in the budget summary and the budget list The same applies to other costs associated to the job Page 23 of 37 Data Artistry Limited 2010 PrintAdmin 4 14 1 Job Budget List The budget list shows the financial status in list form the figures are also shown on the main job details screen Job List E a gt 4 amp f f Show Live Jobs Only P New Details Delete Search Print Show all Std List Excel Client Job Name Job Status Quoted Cost Total Time Total PO s Tti Sundries Total Costs Estimated Profit Total Invoiced Total Hours P
15. Job Status s Job Status List yy 2 Status Name olour New In Progress Ready to Invoice Overdue Job Complete In Print The job status s can be set up entirely as you want to define them copy and paste your colour blocks from any graphics application or from within a blank FileMaker database NOTE It is recommended that you retain Job Complete as this will be used irrespective of whether it is in this list or not when the Close Job button is used in the Job record and this ensures that it remains in the drop down list for searching within jobs NOTE 2 It is also recommend that you use pale colours as it will be easier to read your job list details off of a lighter background 4 16 Paper Sizes Paper Sizes Paper Sizes Ho ug Width Height The paper sizes table is very simple click new to enter paper sizes that are appropriate to your print work This is to facilitate the calculation of FSC paper usage within job details Page 26 of 37 Data Artistry Limited 2010 PrintAdmin 4 17 FSC Set up and Using Paper Usage There are several things that need to be entered and in place before FSC reporting can be used e Set up Preferences input your FSC groups and logos e g FSC Mixed sources don t forget to put in Not Accredited as one of your paper groups e Enter your Paper options into the price list and associate them to a FSC group e When the job has been printed return to the job recor
16. Lakecourt Limited gt j ID 064 04 07 2008 4 7 1 FSC Categories within the price list In the price or product entry screen there is a drop down menu to assign a product to an FSC category This only applies to materials in the price list The categories that appear in this list are those that have been set up within Set up Preferences see setting up categories that follow When a job has been set up there is an option to also select FSC material types then only the materials in this group will be available to select in the material usage section of the job analysis This is further explained within the job details Page 15 of 37 Data Artistry Limited 2010 PrintAdmin 4 8 Set up FSC Categories System Set up amp Preferences main detalls accounts codes FSC categories SMTPIit settings buttons FSC FSC Claim Name Logo FSC Number CU COC807273 BN FSC Mixed Credit x FSC Label FSC Mixed 50 x FSC Mixed 70 x FSC Recycled Credit x FSC Recycled 100 x FSC Pure x Choose Set up Preferences from the main menu then click the accounts settings tab The screen above will be shown In the FSC section click in the last blank line and enter your material group i e FSC Recycled 100 or FSC Mixed Credit There is provision to enter a logo and your company FSC accreditation number both will be printed on job related material i e Quotes and Invoices Page 16 of 37 Data Artistry Limited 2010 PrintAdmin 4 9 Quotes Q
17. Message Into Subject Status Sent 25 07 2010 11 01 49 PE PER lt lt Salutation gt gt lt lt Salutation gt gt Subject Testing the system lt lt Company gt gt lt lt Company gt gt A Body More example copy that can be used when this system Is being tested or dummy Composition Helper records are being used and test correspondence and marketing messages are Build your email using standard text being set up Just a shame that this copy is not more imaginative Click on an item for the template list below to preview it Add it to your email by clicking the transfer button This is a simple introduction Please find attached our terms and conditions as per our conversation let me know If you require any further Transfer information The above is just an example of how you could use this section Attachments Results Status Shown Host set to smtp btconnect com Port set to 25 Page 12 of 37 Data Artistry Limited 2010 PrintAdmin 4 6 1 Creating marketing messages 4 6 1 1 Step One Create a new message Create the message by clicking on the new button is the usual way Enter a from email address and a test email to address These are not entered automatically as it is likely you will use a specific account to send marketing emails from that differs from your standard email address if you don t you should consider this as a way of working The test
18. This will automatically setup the client contact and summarise the quoted cost details You can if you wish simply click new from within invoices but the first method Is by far the quickest if you have a quote set up You can search Invoices just as any section allowing you to pull out records specific to a client or date range maybe both or any combination of criteria The list in the Invoice section has summary fields meaning that it will total the found records basically this is very quick customised reporting within the Invoices Page 21 of 37 Data Artistry Limited 2010 companies Eii als Y Gy Of y Se 4 Se i New Detail Delete Search Show all Print Go first Prev Next Go last Back InvoiceNo InvoiceDate Company First line of invoice TotalInvoice VATAmount FinalAmount 2000 2 8 2006 CT Solutions Equalpace 0 00 0 00 0 00 2001 13 6 2007 Creative Training Adobe Acrobat 7 Standard MAC RB 445 00 77 88 522 88 445 00 77 88 522 88 4 13 Accounts Department Options Under this section within Invoices there is provision to input when and if an invoice has been paid also how much has been paid This figure shows you a balance outstanding and totals in the list view When statements are generated all invoices that fall within the period specified are pulled through in addition to those that are still marked unpaid 4 13 1 Emailing Invoices The Email button will PDF the Invoice and attaches
19. address ideally should be an external email account that will allow you to see the message in the style that your recipients would see the message 4 6 1 1 1 HTML Messages There is no HTML editor within the database usually this will be copied in from another source Please note that the full file path to any images used within the message must be included in the html Alternatively you can embed the images in each message by using the inline option which basically attaches the image files to each message sent out The inline method is only recommended if the images are few and of a very small size 4 6 1 1 2 Rich text messages This is found by clicking the Std Email tab Please note that by entering a message into the body of this section over rides the html option and only rich text will be sent There are some additional features within this section the ability to insert key fields into the subject line or body of your message Replacing text options Into Message Into Subject lt lt Full Name gt gt lt lt Full Name gt gt lt lt Salutation gt gt lt lt Salutation gt gt lt lt Company gt gt lt lt Company gt gt At the top right of the email entry screen can be found the buttons as shown above By clicking directly on the substitute options the text is inserted as chosen Just prior to the message being sent it is checked for these options and the appropriate field data inserted Generally the full name and com
20. ate Does not appear on printed letter but is required for reference within the company record Pa FAEERE TE VER Gill Composition Helper Suild your Letter using standard te This space can be used to enter paragraphs or whole compositions that you may t Click on an item for the template list below to preview it t wish to use time and again within your correspondence Ade tti your Letter by cikinsa the transfer balto They could be one or two lines that you would then use in combination with Another example others or edit for the purpose of writing a single message Alternatively it could be Demo Paragraph an introduction letter or alike that would be copied into the body of your message Testing the system without editing It should be noted that the paragraphs are copied into the message or body of your correspondence this is a text field that can then be edited so these paragraphs may simply be a good start point Please try them out to find out more This space can be used to enter paragraphs or whole 4 compositions that you may wish to use time and again pe within your correspondence Kind regards They could be one or two lines that you would then use Gill Pickles in combination with others or edit for the purpose of writing a single message Alternatively it could be an introduction letter or alike that would be copied into the body of your message without editing Director It should be noted that the paragraphs are
21. copied into the message or body of your correspondence this Is a text field that can then be edited so these paragraphs may simply be a good start point Please try them out to find out more All of the correspondence entry screens look similar but when you click the print button the correspondence is formatted with your company logo and in a print style These screens are only to assist with entry and to accommodate extra items like subject on the letter This is used in the tabbed section correspondence in the company record to make it easy to review each contact that has been made without having to drill down further to review the actual letter or other item of correspondence 4 4 2 1 Template The correspondence entry screens have a Template button When you have typed an entry that you feel would be useful to keep click this button to retain the body of the correspondence as a Standard paragraph making it available for use with other correspondence records and marketing Page 9 of 37 Data Artistry Limited 2010 PrintAdmin 4 4 3 Fax Entry FAX entry i mack A iF 7 2 amp let ch Spell check t Fax E Gill Pickles of Data Artistry Ltd gt om Admin 01702 715080 Date Fri 23 Jul 2010 01702 715080 No of pages 1 ubject Test Fax Follow update Tue 03 Aug me 10 This is a simple introduction Composition Helper Please find attached our terms and conditions as per our conversation let me Build your Fax using
22. copy back to the database something that you may have received in to your standard inbox One final point to make about sending emails from the database is that these messages can be viewed by any user using the database unlike your standard email inbox which is only available to the user logged in and the message creator There is also an option to send HTML Emails however they are pasted into the HTML message field and would need to be created outside of your database These can also be saved as templates but require the SMTPit plug in to send them unlike the standard email messages which use your normal email client e g Outlook or AppleMail to send the message 4 4 1 1 Composition Helper The composition helper shown on the right in the screen above lists the templates that are available from standard paragraphs Clicking on a template name shows a quick preview in the bottom right section then clicking on the arrow to the left of that preview will insert the text into the body of your correspondence you can then add or edit this text in whatever way you wish 3 Multi user versions only Page 8 of 37 Data Artistry Limited 2010 PrintAdmin 4 4 2 Letter Entry LETTER entry Back A JIA A g Delete Search Print Spell checkTemplate rr Ent Gill Pickles of Data Artistry Ltd Created by Admin 150 Glendale Gardens ate Tue 03 Aug 2010 Leigh on sea ie SS9 2BA Subject Letter to show how the system works Follow up d
23. d and input paper type size and quantity used With these things in place a meaningful FSC report can be produced 4 18 Time Sheets Time Sheets are entered weekly to ensure that it is a quick as possible this means that those users who only need to enter time need not wade through other aspects of the database to input time They can update a single record with multiple jobs Only Live jobs will appear in the drop down list for entering a job number NOTE the time sheet start date can be found in the User record Time Sheet Entry Back e i amp Monday 23 August 2010 n Admin Page 27 of 37 Data Artistry Limited 2010 PrintAdmin 4 19 Reports Please specify a date range for your report Start Date 01 November 2011 End Date 25 November 2011 Specify client or supplier Leave blank to snow all in the report Sales Invoices by client Purch Orde by supplier Purchase Invoices by supplier Quotes by client FSC Material Accoun ting FSC Volume Summary Completed Jobs Job Profit Report The following reports are available pre scripted within PrintAdmin 4 19 1 Sales Invoices by Client 4 19 2 Purchase orders by Supplier 4 19 3 Purchase Invoices by Supplier 4 19 4 Quotes by client 4 19 5 FSC Material Usage Report 4 19 6 Jobs in Progress 4 19 7 Completed Jobs 4 19 8 Job Profit Report 4 19 9 Material Usage Report Quotes With the exception of Jobs in Progress that simply lists
24. eep under this section Standard Paragraph Entry Back e A i x e List Delete Search Print detalls Tite Demo Paragraph Content This space can be used to enter paragraphs or whole compositions that you may wish to use time and again within your correspondence They could be one or two lines that you would then use in combination with others or edit for the purpose of writing a single message Alternatively it could be an introduction letter or alike that would be copied into the body of your message without editing It should be noted that the paragraphs are copied into the message or body of your correspondence this is a text field that can then be edited so these paragraphs may simply be a good start point Please try them out to find out more 4 6 Marketing There are two ways of marketing using the PrintAdmin database Marketing Letters and Marketing Emails The principles of creation are the same for both sections only the delivery method differs Page 11 of 37 Data Artistry Limited 2010 Marketing EMAIL entry 968228 a 8 List Delete Search Print Spell checkTemplate Recipients TEST Send ALL Taint emat sizer Replacing text options i ipi View Records Print List From gillian pickles btconnect com Clicking on the options below will replace within the subject or main body of text that fields content when the email is sent gill dataartistry co uk Test email to gill dataartistry co uk Into
25. es required to administrate a print business PrintAdmin is ideally suited to the growing business because of its content and price Encompassing all aspects of running a print business from winning new business to the raising of purchase orders and job tracking with the increasingly more important FSC reports This administration tool will allow information across the company to be shared giving quick access to everyone in the company and truly allowing teamwork Any paperwork generated by a company should be keyed only once but the details can be used time and again Developed over many years with input from a variety of businesses we think PrintAdmin covers the essential everyday tasks One thing that we pride ourselves on is the interface simple to navigate with clean clearly labelled buttons making PrintAdmin a part of your day without making it what you do 2 Executive Summary PrintAdmin has an incredible amount of features encompassing all aspects of running a print business from the initial logging of potential clients details through to final invoice 1 Applies to multi user version only Page 3 of 37 Data Artistry Limited 2010 PrintAdmin 2 1 Customer relationship management Address and company contacts are kept alongside any correspondence including emails and are visible to all using PrintAdmin The database features marketing emails and letters to be sent to many contacts at once Personalising the c
26. hase order list shows total net total vat and total gross Any search performed will summarise e g a range between two dates Lists appear for quotes potential business purchase orders and invoices There are also many pre programmed reports 2 6 Export to Sage There is an export function so that once Purchase Invoices and Sales Invoices have been entered or raised these can then be exported ready to import into Sage Accounts Designed to work with Sage Line 50 Page 4 of 37 Data Artistry Limited 2010 PrintAdmin 3 How PrintAdmin is put together Once any data is keyed into the database e g a company address it can be used time and again Selected for an invoice or linked to a quote The diagram shows how data is cross referenced the colours indicate the flow of data Job details dates deadlines details dates deadlines Delivery details details Purchase Order details Order details H gt Invoice invoice details User and job details Delivery Order details Order details Details rates passwords Address Company Address details Letters Time sheets Fax emails frccoy ne mail ele amp emails Company address Filters into ALL printed layouts SMTP email details Default job status s Purchase Orders Orders a Notes Correspondence texts Page 5 of 37 Data Artistry Limited 2010 4 Features of PrintAdmin 4 1 Menu option
27. hey are being shipped however if something is going directly from the supplier you may wish to send your paperwork in this fashion or perhaps you wish to send this directly to your supplier so they may include your paperwork for you Page 29 of 37 Data Artistry Limited 2010 PrintAdmin 4 21 Purchase Invoices There is provision to enter all your Supplier Purchase Invoices into PrintAdmin and export them to Sage accounts Clicking on New will bring up a dialogue requesting either a PO or Job number to link the record back to a project Purchase Invoice List Back e lt Find unpaid L zj X 4 J E7 New Details Delete Search Print Show all Sage Exp Find paid Supplier PO No Supplier Inv Ref Inv Date Supplier Description VAT Code Invoice Amount VAT Amount Invoice Total Nominal Code Payment Status Payment Method Payment Date Cheque no Papers R Us 1004 Dum987 01 09 10 250gsm Silk Board T2 17 5 1000 175 1175 Unpaid Data Artistry Ltd 946 GP4578 18 08 10 Widget T1 15 80 12 92 5000 Paid BACS 23 08 10 Data Artistry Ltd 1000 TEST123 02 08 10 Artboards T2 17 5 48 8 4 56 4 Unpaid Alternatively you can search for a PO switch to the Purchase Inv tab and enter the details of your invoice directly into the last line of the portal Purchase Order Details Back e k t x 7 Ss 2 Order No 1004 Date of order Mon 23 Aug 2010 PN rdered by Admi plier 10 08488 mie _ Name Papers R Us Go to PP1 OXF Status Unsent Acc
28. hin days of using the system allowing you to get on with your real job We wish you much success with both the use of this software and running your business Page 37 of 37 Data Artistry Limited 2010
29. ils of any user A user with Management privileges can see and set up names passwords employee start dates and rates Clicking the new button will take you to a basic details screen and once they have been entered your new user is set up and ready to go although it is good practise to complete the rest of the details 4 24 Preferences System Set up amp Preferences System Set up amp Preferences Company Name Data Artistry Ltd ress 150 Glendale Gardens Insert P i A M D VAT Codes Nominal Codes General Sales 4000 amp Telephone 01702 715 080 The setup preferences button from the main menu will take you to the screen shown above Completing the details here will filter through to all the stationery aspects of PrintAdmin e g Purchase Orders in Print or PDF mode This means that should you change your address or phone number it will instantly filter through to every printed layout throughout the system 4 24 1 Setting up Nominal and VAT Codes and Rates Click on the accounting tab to enter your nominal and VAT codes these should match those already set up in your accounts system 4 24 2 Invoice Terms Your invoice terms can be set up in this section so that for all new invoices the terms appear exactly as you wish to phrase them The default is Strictly 30 days net but please change this to sult your Own purposes Page 32 of 37 Data Artistry Limited 2010 PrintAdmin 4
30. it to an email PrintAdmin will pause once the email has been created to give you a chance to personalise your message although some standard text is already input to the email for you 4 14 Jobs The job list always shows by default live jobs These are coloured according to the Job Status table see Job Status section for further details on what this entails Job List Show Live Jobs Only New Details Delete Search Print Show all Budget List Client Job Name Job Status Date In Deadline Account Handler Data Artistry Ltd Gills Test Job 18 08 10 is 1001 John Smith amp Associates Report and Accounts 8pp A4 In Progress 23 08 10 John 1002 John Smith amp Associates Example Quote New 24 08 10 John 1004 John Smith amp Associates Quick test for the new job entry On Proof 30 09 10 02 10 10 Dave Page 22 of 37 Data Artistry Limited 2010 Job Entry i s List lete jj f orre r Y Job No 1001 Client 10 8487 eee ee proofs Client Name John Smith amp Associates Client Contact John Smith key dates brief quote spec Booking In Thu 04 11 10 ivery Wed 14 11 12 Proofing required Mon 15 11 10 f red f epted Final Delivery Thu 25 11 10 roof Type Wet voice ette quotes purcnases suncries ob Name Report and Accounts 8pp A4 proceed Proceed Wait additional files budget summary Good Not checked time nvoices despatch k Studio to produce artwork for P
31. ll Letter Fax New Quote main detalls correspondence marketing quotes nvoices CompanyName Data Artistry Ltd Telephone Fax Web URL Email Account number Business Type 01702 715080 www dataartistry co uk info dataartistry co uk IT Supplier Expand contacts purchase orders Address 150 Glendale Gardens Town City Leigh on sea County Postcode SS9 2BA Developer of this database Name Salutation Job Title Email Gill Pickles Gill Developer gill dataartistry co uk Lucy Small assistant info dataartistry co uk Direct Line Mobile Marketing 01702 715080 07710 404 691 x xX xX The bottom contacts section allows for multiple contacts within each company and clicking the Expand contacts button will allow you to view those as a list and search individual names to produce labels envelopes Christmas cards or export the list New Details Delete Search Print Company Name Data Artistry Ltd Data Artistry Ltd John Smith amp Associates Page 7 of 37 Lucy John Smith q Fwo gt an Labels Shipping Label Show all Envelope Export Contact Name Job Title Email Gill Pickles Developer Small assistant Director gili cataartistry co uk info dataartistry co uk jonn jsa com Christmas Direct Line Marketing Card 01702 715080 Mobile 07710 404 691 01206 234 567 07710 444 777 0 Data Artistry Limited 2010 PrintAdmin 4 4 Correspondence When you click
32. ming a find Clicking Show all will bring all records back into view after viewing a selected few You can also use the FileMaker Status bar across the very top of the screen to move through records by clicking on the book pages Those are the basic buttons that apply throughout PrintAdmin other buttons will be clearly labelled and all buttons have a cancel option so don t be afraid to click on an option to try it One final point is that there are arrows pointing at things clicking the arrow will take you to view the item that it points at e g will take you to view company contact details as shown Shipto 5 gt Creative Training Page 6 of 37 Data Artistry Limited 2010 4 3 Companies PrintAdmin All sections of the database have lists similar to that shown below Companies List B X oe Delete New Details CompanyName Data Artistry Ltd Jonn Smith amp Associates Search Back pal x Todays Follow ups s 4d Print Show all This weeks follow ups Telephone 01702 715080 IT 01206 123 456 Business Type Accountants A Category Follow up Date Follow up Time Supplier Client Clicking on a row will display the companies information in more detail The tabbed headings across the top will display that part of the companies detail e g Correspondence will list all correspondence with the company record being viewed Companies 2 2 SAJO A AGOGO New List Delete Search Print Email Ca
33. nd code are being received accurately Click the test message button to send a single email to the test to address 4 6 4 Step Four Send messages OK you are now ready to send your messages We recommend that you DO NOT send from your standard email address set up an account specifically for this purpose Why Well unless you are dogmatic in your checking of data chances are you are going to get a few bounce backs in other words messages that state unknown email address etc and unless you want to wade through these to get your normal email well just something to bear in mind All this is set up and good to go then click the Send all emails button You can view View records from the marketing letter and use the book at the top to see individual records to reprint or resend 4 6 5 Creating letters directly from the marketing letter This is still a four stage process just as per the marketing email 4 6 5 1 Step One Create a new global letter Click on the New button within this section to create your message Please note that you can include pictures on your letter to make it a little more interesting than the norm 4 6 5 2 Step Two Select Contacts Search the company s section to pull out those records to receive your global letter 4 6 5 3 Step Three Preview A quick check of the printed look and output using the preview button before you print hundreds or more of these letters 4 6 5 4 Step F
34. ng If you get this error when first attempting to send mail from PrintAdmin please refer directly to the SMTPit Pro help at http Awww cnsplug ins com fag htm product SMIPit 20Pro Page 34 of 37 Data Artistry Limited 2010 PrintAdmin 4 25 Finding or Searching There are many ways to get back information from your database but all involve searching or using the reports The Search option may appear simple it is but using a variety of techniques can extract whatever information you may need including everything but searches if you use the omit option For example if you wanted to find all the companies in your database bar suppliers then chose search enter supplier under the category and select the omit option in the status bar as shown below Page 35 of 37 Data Artistry Limited 2010 PrintAdmin 4 25 1 FileMaker Search Help The FileMaker help is extensive on this subject and definitely worth checking out but the most important part has been extracted here into this document Finding ranges of information You can find ranges of information such as all records that contain a field value that is greater or less than a number or between two particular dates A range is different based on the data type e Numbers least to greatest e Dates times and timestamps earliest to latest e Text first to last word based on the index order of words not the sort order A word can be a single cha
35. orrespondence and recording which marketing messages have been sent against the company record 2 2 Quotes Purchase Orders Purchase Invoices and Sales Invoicing Quick generation of day to day paperwork Quotes can be produced with or without the use of standard price lists purchase orders can be generated directly from quote or independently and directly from supplier records Purchase Invoices can be entered into PrintAdmin and linked back to Purchase Orders Sales Invoices raised in a matter of minutes again with or without origination from quote Each of these aspects has a direct to email facility making the paperless office an ever closer prospect 2 3 Jobs The job section links all other aspects together so that you can easily see costs associated to a job invoices and delivery notes raised There are some other useful job features such as Proof Forms recording of sundry items e g colour copies or couriers This section also includes FSC details for later reporting 2 4 Users and passwords All users of PrintAdmin must have a record within the system This governs which areas of the system to which they have access It is also a useful facility for recording employees home and contact details There isn t a limit to the amount of users that can access PrintAdmin but every user must have a password 2 5 Reports Every section of the database has a list view that summarises the numbers For example the purc
36. ount number rder items specification om Invoice Ref Invoice Descripti o Code Due Date Code Inv Amount VAT ii pa ma 01 09 2010 Dum987 250gsm Silk Board 01 10 2010 T2 1000 175 00 1175 gt 1000 00 175 00 0 00 Supplier Invoices Total Amount 1175 00 Should the Purchase Invoice not be of the same value as the Purchase Order then an alert will be appear both at the base of the entry screen and in the Purchase Invoice List should you need to refer back to the supplier Page 30 of 37 Data Artistry Limited 2010 PrintAdmin 4 22 Statements tatementNo 0506 01 09 2009 Client 192 gt Data Artistry Printed J Gill in accounts 150 Glendale Gardens Leigh on sea Essex SS9 2BA Invoices gt gt 23 09 09 04576 100 Paid 1 900 00 26 25 1 926 25 0 00 24 09 09 4576 101 Unpaid 1 800 00 22 50 1 822 50 1 822 50 24 09 09 04576 102 Unpaid 600 00 105 00 705 00 705 00 4 300 00 153 75 4 453 75 2 527 50 PrintAdmin ae To Statement No 506 int Admin 50 Glendale Gardens Essex SS9 2BA in accou Data Artistry T 01702 715080 Glendale rdens F igh on sea mail infos j Een iyo Tore Oste 01 09 2009 Account Number Invoices Payment VAT Balan Date Job Ref Invoice No Status Amount Amount Tota outstanding 24 09 09 04576 100 Paid 1 900 00 26 25 1 926 25 0 00 24 09 09 4576 101 Unpaid 1 800 00 2250 1 822 50 1 822 50 24 09 09 04576 102 Unpaid 600 00 105 00
37. our Print All Just as per the global emails your output is aS good as your original input so make sure that your companies are entered well and are correct to ensure you are not wasting paper You can view View records from the marketing letter and use the book at the top to see individual records to reprint or resend 4 6 5 5 Add a picture to your letter There are six picture boxes to work on the first two pages only Click in any of 5 S GIF those boxes go to the Insert Menu gt Picture and select from your filed PICT pictures JPEGs will work best here but you can use the formats shown right BMP i FlashPix Image JPEG 2000 MacPaint PDF Image Photoshop a PNG QuickTime Image x h Page 14 of 37 Data Arti 1 2010 PrintAdmin 4 7 Product Price List Price List 4 ww g 3 L elete Pri Price ID Product Name Buy Price Sell Price 101 Labour 50 80 100 Widget 10 15 102 Delivery 4 95 103 Chargeable Item The price list can be whatever applies to your company This can be something tangible or a service or function e g A4 Colour Scan or an hourly rate for a specific task whatever will allow you to quote quickly and efficiently and work out your margins Clicking on any item will allow you to view the product in more detail There is provision for including images to more easily identify products Price List Entry Paper Revive 100 Offset 100gsm jory Supplier Name FSC 100
38. pany are correct but be wary of doing this without knowing that your data is good check that salutations and correct names have been input before sending these type of messages or instead of looking like you are sending a personal message it will look like a mail merge and that would defeat your purpose 4 6 2 Step Two Select Contacts By clicking this button you will be taken to the company record in find mode you will be required to enter your criteria e g Client or simply those contacts with the marketing option selected but these are not your only choices it can be any search available to you Important note Irrespective of whether you chose the marketing option only those contacts with this selected will be marked to receive your marketing mail out In this way you can ensure that any request you may receive from a company to remove from marketing can be complied with by un checking this box Page 13 of 37 Data Artistry Limited 2010 PrintAdmin 4 6 3 Step Three Testing Once back in the global email record Email recipients list shows all those marked to receive your new message Check through this list to ensure that all have a good email address and then you are ready to test to a specified email address We recommend an external account one outside of your office norm to see how your message might be received Especially with the html version you will need to test to ensure that your images a
39. ple you can type 5 2010 instead of 5 1 2010 5 31 2010 to find all dates in May 2010 e You can combine operators to simplify range searches For example type 10 15 2010 to search for all dates in 2010 but only for days from the 10th through the 15th e Refer to the following tables for examples of different ways to search for dates times and timestamps In June 2010 6 2010 From July 2009 through October 2010 7 2009 10 2010 That occur on a Friday Friday a the 10th through the 16th of October or November 10 11 10 16 2010 That occur on March 1st between 1868 and 1912 in the m 3 1 Japanese Emperor Year era of Meiji That occur on December 31st between 1930 and 1940 in S 5 15 12 31 the Japanese Emperor Year era of Showa In the 3 o clock hour not including 4 00 PM 3 PM Between 8 00 AM and 8 59 59 PM 8 AM 8 PM In the morning AM Any of the times 4 30 5 30 and 6 30 PM 4 6 30 PM In the 3 o clock hour today 3 PM In the 7 o clock hour in May 2007 5 2007 7 PM That occur on a Monday in 2010 Mon 2010 From the 10th through the 16th of November 2010 and from 11 10 16 2010 3 00 PM to less than 6 00 PM 3 5 PM 5 Summary PrintAdmin has lots to offer in a straightforward manner There are no hoops to jump through before you can start using it just set up the preferences page with your company name and address and jump in The benefits of easy administration will be revealed wit
40. racter for example a find on a field for lt M would return every record that contains a word less than M in the field s index order To find ranges of information 1 Start a find request For more information see Making a find request 2 Refer to the following table for examples of different ways to search for a range of information Less than a specified value lt lt 40 lt 9 7 2010 lt M Less than or equal to a specified lt ors lt 95129 value 05 00 00 lt M Greater than a specified value gt gt 95129 gt 9 7 2010 gt M Greater than or equal to a specified gt or 2 gt 100 value gt 9 7 2010 28 00 gt M Within the range you specify a Obos 12 30 17 30 two or three periods 1 1 2009 6 6 2010 A M Mon Fri Within the sub range you specify or 7 1 15 2010 two or three periods 1t1 3 10 16 2010 12 30 45 7 9 15 PM Based only on certain date or time ortype nothing for 3 2010 components such as month year or each component you 2 minutes see more examples below don t want to specify 2010 30 PM 3 When you ve entered the find criteria that you want click Perform Find in the status toolbar or choose Requests menu gt Perform Find Page 36 of 37 Data Artistry Limited 2010 PrintAdmin Notes e When searching for ranges of information in date time and timestamp fields you don t have to specify all date or time components For exam
41. rojected Hours Data Artistry Ltd Gills Test Job 10 000 00 7 100 00 50 00 50 00 7 200 00 2 800 00 1001 John Smith amp Associates Report and Accounts 8pp A4 In Progress 535 00 535 00 588 00 24 00 1002 Jonn Smith amp Associates Example Quote New 300 00 300 00 1004 John Smith amp Associates Quick test for the new job entry On Proof Summary 10 835 00 7 100 00 50 00 50 00 7 200 00 3 635 00 703 00 35 50 The tab across the main details for jobs show linked items e g quotes clicking on any item under these views will take you to that item Job Entry A D d ar D 3 a SAIOA AGO GUOGG AAGE New List Delete Search Print Email Call Letter Fax Quote PO Invoice Despatch Proof Form Label Job Sht Close Job main detalis correspondence proofs quotes purcnases sundries time nvoices despatch job No 1000 job Name Gills Test Job Status New Go to Client 10 08485 gt Account Handler Dave Client Name Data Artistry Ltd Client PO Wait Final Quote Ref Client Contact Gill Pickles Authority to proceed Proceed Wait Job Closed Reopened by Admin Date Complete Include in time sheets Week Commencing Status Narrative Hours Mon Hours Tue Hours Wed Hours Thu Hours Fri Hours Sat Hours Sun Total Hours Cost Mon 16 Aug 2010 Posted Testing the system 1 00 1 50 4 00 4 00 4 00 14 50 2900 00 Mon 23 Aug 2010 Unposted Repro 5 00 3 00 7 00 2 00 4 00 21 00 4200 00 Total Time 35 5 7100 Page 24 of 37 Data Artistry Limited 2010
42. rrrrrrerrrrrrrrrrrrrni 15 4 8 Set up FSC Categories 16 4 9 Quotes 17 AT AAE PECICA O Perret teen ener nea enn Meer nn nna ener tener etr feo tar ere neste een 18 492 UO OST aC AG OW issii arei RKE i EE 18 4 9 3 Quote Supplier Costs IN ssnesnsnnsrnsrerrernrrrsrnrrnrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrerrrrrni 19 4 9 4 Create PO s from QUOC geese c2ececrgatheeed ducts dacrsachs sacesdebebiexsiddaonstes loposieumndeetsinciaedebiaewd 19 4 9 5 Create a Job from the QUOTE SCreen 0 ceccecccecceeeee eee eee eeee seen eee seeeeeee sess eeneeeeeeaeeeneeen eas 19 4 10 Selecting an Option to specify quantity 19 4 10 1 Create an INVOICE from QUOTE ccccccecc cece eeec seen seta seen ees eeeeeeee eee eeeaeeseeeseeeaeeeaeeaeetneeen ena 19 We FA NS ee a ttc ig ns ta anvisn pau ctng tens it ascarid aie a E ovina alec aoe 19 4 11 Purchase Orders 20 4 11 1 Emailing Purchase Orders ccccceccc eee ceee eee e eee eee a eee ee eee a eee n eee Seed Sean SAGE Sed SEE ESEaE EAE EEE EEE 21 4 12 Invoices 21 4 13 Accounts Department Options 22 a ah FFVIII RI ONC E E E A T EN E A E E A T nane 22 4 14 Jobs 22 4 14 1 Job Budget A gt 24 A OO a AE E E oar 25 Ala US OD O a io aug ses saiesntsda tau sa eaeaemcentaesieawees oat eos en taeicenss 25 a a T a SO T E et nr ene een eee ner nee eee 26 4 15 Job Status s 26 4 16 Paper Sizes 26 4 17 FSC Set up and Using Paper Usage 27 4 18 Time Sheets 27 4 19 Reports 28 4 T9 1 Sales invoices Oy CIE
43. s PrintAdmin PrintAdmin 4 2 Button Bar Back Fwo Log out Companies Standard Paragraphs Contact Names Job Status O Correspondence Paper Sizes Quotes Product Type Codes Sales Orders Price List Jobs Preferences Despatch Notes Users D Purchase Orders D Time Sheets amp Expenses Invoices D Siini Marketing Emails D Macdui Marketing Letters Reports Export data D Contact the developer Throughout the database main navigation is done using the button bar as shown below This is split into two parts There are navigation forward and back buttons and home button in the coloured strip across the top where the place name is also shown Companies List Todays Follow ups w all This weeks follow ups The level below those buttons is consistence throughout the database however the function does change according to which area of the database you are working within e g if in the companies section of the database clicking new will create a new company record The List button toggles to a detail button when you switch between the two views Delete Search and Print buttons do exactly as the name suggests the search options will be reviewed in more detail later in this guide The Show all button refers to showing all the records this option can only be used after a search or when a button that selects a specific group of records to display e g perfor
44. standard text know if you require any further information Click on an item for the t Add it to you ax by clicki The above is just an example of how you could use this section Another example Demo Paragraph Testing the system This is a simple introduction lt Please find attached our terms and conditions as per our _ conversation let me know If you require any further ter information The above is just an example of how you could use this section SmallBizAdmin Fax Message Data Artistry Ltd 150 Glendale Gardens Leigh on sea Essex SS9 2BA T E To Gill Pickles of Data Artistry Ltd Telephone 01702 715080 From Admin Fax 01702 715080 Date Fri 23 Jul 2010 No of pages 1 Subject Test Fax Message This is a simple introduction Please find attached our terms and conditions as per our conversation let me know if you require any further information The above is iust an examnle of how vau could use this sectinn The fax entry shown above works just as all the other items of correspondence Click on the print button to transfer the entry into a print format with company logo It is then possible to fax directly from the database however this is dependent upon a system level fax utility being available if this is available you will be able to select the fax device from your list of printers 4 4 4 Call Logs CALL LOG entry Back A i X lt i Ve Gill Pickles of Data Artistry Ltd gt Logged by
45. ts Page 20 of 37 Data Artistry Limited 2010 PrintAdmin You can search PO s just as any section allowing you to pull out records specific to a supplier or date range maybe both or any combination of criteria The list in the Purchase Order section has summary fields meaning that it will total the found records basically this is very quick customised reporting within the Purchase Order section companies Wa r Mls Gp Of g Ze 064 be r gt e Detail Delete Search Show all Print Go first Prev Next Go last Back PO No PO Date Supplier First line of order Total Net VAT Amount Final Amount 500 16 08 2008 AdobeFreehandil 0MACRB 750 00 131 25 881 25 _ 501 13 06 2007 Computer 2000 Ltd Adobe Acrobat 7 Standard MAC RB 150 00 26 25 176 25 900 00 157 50 1 057 50 All summary lists total specifying individual searches will allow you to break out sets of figures e g search by a supplier and further identify records by date Searching within FileMaker is very powerful and effectively gives you a multitude of reports 4 11 1 Emailing Purchase Orders The Email button will PDF the PO and attaches it to an email PrintAdmin will pause once the email has been created to give you a chance to personalise your message although some standard text is already input to the email for you 4 12 Invoices SmallBizAdmin E 7 Invoice No 2016 SmallBiz Admin 150 Glendale Gardens Essex SS9
46. uote Entry Back A cal gt gt S gt E Aaa B2UU8 U SD New List Delete Search Print QUOTE Invoice ORDER JOB Duplicate Quote No Q 30516 Date Tue 27 Oct 2009 Go to Created by Simon smith Client ID 0276 ae Client Name Access Plus C O Office2Office St Crispins Duke Steet Account number AC 161 or Attention OF Richard Gardner Norwich ante Norfolk bNo 30509 Quote Title SCNO3039 LP Accreditation Final Quantity 6000 Invoice No Status Accepted Se ee specification client costs supplier costs ng s e C ch ck o ite a for the template ist below to preview it Add it t your quote by dragging and dropping the preview to the brief field Specification Size AS finished 592 x 210 mm flat Design Studio Brief From artwork supplied Impact to flightcheck and P ET Er ea Extent 8pp supply Origination Prints 4 back 4 seal Epson proof on approval make CTP printing plates Origination Artwork supplied i nh n Proof Epson ei artwork supplied Impact to flightcheck and supply Epson Material 170 gsm Satimatt FSC mixed source Specification Finishing Scored three times hand fold and boxed Print Brief 6000 copies printed in four colour process plus seal Delivery Millbank varnished throughout onto 170 gsm Satimatt FSC Quantity 6 000 6 file copies to Richard Gardner mixed sources when printed scored folded to Schedule 05 11 09 finished size of 210 x 148 mm 8pp and boxed mark Ann Pembroke boxed up with labels SCNO309 LP
47. utton to pass the final quote details into a new job record Important note Select a quantity option to correctly bring through the quantity and final cost to the job screen 4 10 Selecting an Option to specify quantity The Options within the quote allow for four different quantities as often a client will want to look at the most cost effective print quantity While you can cost each amount ultimately the job will proceed with one of those choices in the orange slug select an option 1 2 3 or 4 and this will then bring through the final quantity and cost this is the detail that is passed onto the job record when this is created or when a quote is selected in the job record 4 10 1 Create an Invoice from Quote To generate an invoice from the quote click the Invoice button this will pull through all details onto an invoice mark the quote as invoiced and record the invoice number against the quote in the top right so that you know it has been invoiced 4 10 2 Email Quote The orange Quote button will PDF the quote and attach it to an email PrintAdmin will pause once the email has been created to give you a chance to personalise your message although some standard text is already input to the email for you Page 19 of 37 Data Artistry Limited 2010 PrintAdmin 4 11 Purchase Orders i x 44 4 gt gt gt 2 19 a Order No 04696 Date 20 10 2009 Supplier 395 gt Mint Production Ordered by Admin F A O The
48. without the cost breakdown use the print or email buttons from this screen 4 9 2 Quote Cost Breakdown This screen allows both entry of costs to work out your client price and if you wish to present the numbers shown in this entry screen use the print or email buttons here Please note that the mark up fields are not displayed on the printed quote so you must ensure that any mark up Is included in the main costs entered and not as an overall addition as it will appear that things don t add up correctly Page 18 of 37 Data Artistry Limited 2010 PrintAdmin 4 9 3 Quote Supplier Costs In The third tab in the quotes screen allows you to keep a record within the quote of what supplier costs were received in order that you can put together your client costs e g perhaps there was a specialist finishing requirement or any other outsourced service e No Q 1002 Date Sun 22 Aug 2010 58485 5 Admin Data Artistry Ltd F Gill Pickles i i gt Revised from original quote 1001 Quant 2000 ae i gt Live Specialist Binding Straight Edge Ltd 983 01 1000 2000 3000 4000 Specialist Binding BLP Finishing 6534338 1000 2000 3000 4000 105 112 120 122 4 9 4 Create PO s from Quote You can generate or view a PO by clicking on the PO number box in the order items list any items sourced from the same supplier will be put together onto a single PO from that quote 4 9 5 Create a Job from the quote screen Click the Job b

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