For beginners, this is a step-by-step tutorial on how to fill out a work order and take it through to a sale.
Create the Work Order
- Starting from the Main Menu, click on the New Work Order in the salmon coloured section.
A dialog box will appear asking you to identify the orientation of the artwork.
- Click on the Horizontal button.
In the Measurements section, between the words Width and Height, is a small rectangle showing the orientation just selected appears. This is called the “Orientation icon”.
- Your cursor is now blinking in the Width field. Type in the width as either a decimal or fraction and press Tab on your keyboard.
The cursor has moved to the Height field.
- In the Height field, enter the height as a decimal or fraction.
Next you can enter the mat margins to be used in this framed piece. You could tab through the fields and type them in individually or you can use the rapid entry feature and enter all four measurements at once.
- Click on the grey box to the right of Mat Margins (also called a pop-up menu), and select the total matboard margins required for the piece.
This will populate the left (L), right (R), top (T) and bottom (B) mat margin fields automatically with your selection.
- If your art required some white paper around the image to show, select the amount of white area to appear by using the grey White Space pop up menu.
The total inside dimensions of your piece will appear below the white space area in bold. The numbers in grey are the outside dimension and will be automatically adjusted when the frame is entered.
- Click magnifying glass to the right of the Frame1 field.
A search dialog box will appear on the screen.
- In the Item field, type in the first 3 or four numbers of the moulding then click the Search button. You must enter dashes if there are any. Eg. 11-01
The screen will change to show all possible matches of moulding numbers starting with the number.
- Select your moulding from the list or if only one item matched your request, it will be filled in automatically.
The moulding number, description and calculated price will now appear on the Work Order screen.
Notice that all moulding numbers have a suffix to identify the moulding company. (Eg. .LJ is for Larson Juhl). Matboard numbers have a prefix to identify the company. B for Bainbridge, C for Crescent, etc.
- Click in the field to the right of Mats and type in your mat number with the code letter for the company in front of the number (e.g. B8801 or C1561.) Then press the Tab key. Note: Clicking on any underlined word on the Work Order screen will take you to a detail screen where you have multiple entry choices for that particular component.
The description of the matboard and the price are automatically entered.
- With the cursor in the next matboard field. Type in another mat, if required, and press the Tab key.
The description and price will fill in. A message in red letters appears in the white Message/ALERT box in the center of the screen asking you to identify the reveal amount of the second mat.
- Click on the pop-up menu to the right of the description. Select the amount of the reveal.
- Note: FrameReady may be programmed to automatically enter a default reveal.
- The next series of fields are drop-down lists from which you may select an item. Each list can be customized to contain only the items that you offer. The wording can be changed to reflect the terminology used by your store. These changes are made in the Price Codes file.
- Click in the field to the right of Mat Design.
A drop-down list will appear showing all possible selections.
Note: FrameReady may be programmed to interface with a computerized mat cutter. If a CMC is used, this step would be bypassed.
- Scroll through the list or press the Tab key to bypass this field. You cursor will move the the bright yellow quantity field, great for when you need more than one of the same item. Press Tab again to move to the next field.
If you have selected a v-groove to be situated on the mat, you may want to specify here where it should appear on the mat.
To the right of the bright yellow Quantity field is a pop-up menu where you can specify a measurement.
The measurement may refer to either the outside edge of the mat or the inside edge, depending on the terminology of your shop.
- In the Mount/Stretch field drop-down list, click on the option you are recommending to your customer (e.g. Full Conservation.)
The item will appear in the field and the price will appear in a column to the right of the field.
Tip: If you wish to make several mounting entries, then click Mount/Stretch. The screen will change to the detail view where you can enter up to four items for Mount/Stretch. Click Done to return to the main work order screen.
- Click in Hardware. When the menu appears scroll down and click on Wire Hanger.
Tip: To move through the list more quickly, press on the letter key on your keyboard. This will short cut to all items beginning with that letter (E.g. press W to get to Wire Hanger).
- If you wish to skip a field or component simply click beside the field in the blank salmon area of the screen.
- In the Fitting drop down list, select Wood.
- In the Glazing/Fabric drop-down list, select a glass type.
- The next field is Other. You may type directly into the field or choose an item from the arrow menu.
This field is used to price on-the-fly any items not priced by size but determined by other criteria. For example, Shipping fees are determined by a courier, Calligraphy fee is determined by how many letters, etc. If you select an item from this field, the price must be manually entered in the Options, click “Constrain to 1”.
Now that we have entered all of the measurements and materials, you will notice that the total price has been calculated up in the top right corner of the screen.
- Click on the Artwork button. A pop-up menu will appear for you to select the type of artwork which is being framed.
Tip: You may customize this menu by using the word Edit appearing at the bottom. The artwork category field is used for reporting purposes and can be very helpful.
- In the field to the right of the word you selected, type in the title of the artwork. If the artwork doesn’t have a title, type in a description (e.g. summer sunset.) Whatever is typed into this field will appear on the art ID tag and the customer’s invoice.
- Tab to Condition field and from the drop-down list make a selection.
Note: You can edit the Condition list by selecting Edit from the bottom of the list while in any work order or simply type into the field a detailed description of the damage.
- Tab to the Artist field and select their name from the drop down list, or enter it into the field or leave it blank if it is not a repeat artist.
- In the Location field, identify the location of where the art will be stored before it is framed or while in production.
Tip: If you don’t use Bins, you can change it to drawers, or shelves or whatever you use. For now, let’s select Bin 4.
Entering a Customer
There are two ways of entering a customer name.
Option 1 – New Customer:
- Click New Customer side bar button.
- A dialog box asks you to enter the Last and First Names of the new customer.
If an existing customer with that same name is not found, then a new data entry screen will appear.
- Type in Address field and enter the street address. Press the Tab key.
- The cursor will then tab to the Zip/Postal Code field where you can enter in the appropriate information. Press the Tab key.
- The cursor will move to the phone number field. Press the Tab key.
- Enter the email address which may be used to send individual or bulk emails. Press the Tab key.
- You can enter a variety of Keywords (Customer Preferences) to track how the customer heard about you, your advertising campaigns, interests and mailings.
Note: This is a great area to group your customers into selected mailing groups or keywords (e.g. Groupon, new home owner, etc.).
- Click Done.
All the relevant information will show on the Work Order screen and this information will be stored in the Contacts file automatically.
Option 2 – Repeat Customer:
- Click the pink Name button and enter the first and or last name. If the customer is already in the database, then the name will fill automatically. If there is more than one match, you will see a list of clients from which you may choose.
Or click on the Show All button to see a list of all customers. This list is not sorted. Scroll through the list until you come to the customer you wish to select. Click on the name.
Two tabs appear at the top of this block; Order and Shop. This is the last block of information that you need to deal with to keep you informed on what is happening in your business.
- In the Order tab, enter the name of the person who took in the order in the Order Taken By field.
Tip: You may customize this menu using the word Edit at the bottom and enter all your employees names.
Note: This area shows today’s date, the due date (based on the set up data information), and the status. The Estimate button can be used to take the order out of the incomplete list and, therefore, off your vendor order.
- In the Shop tab, all work orders are automatically marked as incomplete when they are created. Do not mark a work order as complete until it is framed and ready for the customer to pick-up.
Printing the Work Order for Production
To print this work order you can:
- Click on the printer icon at the top of the screen.
- Click Print This Customer’s Work Orders button.
- Click on the Print Documents side bar button and select either, This Work Order button or All (customer’s name) orders button.
- A preview of the document will appear. Click Continue.
- A Printer dialog box asks to Cancel or Print. Click Print. Or you may chose to send via PDF.
- Now you may choose to have the customer authorize the work by signing the printed work order (which stays in the shop).
- Click the List of Incomplete Orders side bar button in the Work Order file. If you are in the List View, click on the Find Incomplete button in top right.
A list all work orders which need to be completed appears, sorted in the order they were created. You may sort them by a different criteria by using the any of the underlined column titles.
- Print this list using the Print List button.
You can see a line with your customer’s name on it. Clicking on that bar will take you directly to that work order. You should now be back in the Form View of the order we started.
Posting a Work Order to An Invoice
Now that you have filled in the information on the work order screen you may wish to take a payment from your customer.
- You are now ready to post this work order/s to an invoice. On the Work Order screen, click Post to Invoice side bar button.
A dialog box will ask you to Print a Customer Summary or Post To Invoice.
- Click Post Only for this tutorial.
- A line item entry screen appears. You will see your work order/s appear on the lines. Click Enter a Payment.
- The Receipts dialog box appears. Choose the Tender from the pull-down list.
- If the payment is less than the balance, enter the amount by clicking in the Amount field and change it or click on the Calculate 50% button.
- Click the Done Print Invoice button.
All the information we have just entered has been automatically recorded in the customer’s record in the Contacts file.
- Click on the People icon at the top of the screen on the Navigational Palette. It will take you directly to the Contacts file and the record for the client with which we were just working.
- Click on blue Invoices/Rewards tab at the bottom and you will see the invoice we just created. You can go directly to it by clicking on Go.
- Click on Work Orders tab and you will see the work order we just created. You can go directly to it by clicking on Go.
- Click on Keywords tab. Any marketing information, preferences or mailing designations you entered have been automatically entered onto this record.
- For marketing and customer service purposes, capture more information using the Contacts file bottom tabs.