Setting Up Basic Business Data – FR10

Set Up Data icon allows you to enter information pertaining to the basics of your business: name, address, taxes, dates open, scheduling, fiscal start date, etc. You must visit this screen upon initial set up of your program.

Access: Main Menu > Set Up Data > Info tabSetup 1 - Info

Business Name: This is how it will appear in all printed documentation if a Logo is not used.

Business Address: enter Street address on first line.

Shipping Address: enter only if it is different from the one above.

Phone/fax number(s): You have two fields available.

Email: Enter your business email address. It will appear on printed customer documents.

Website: Enter your business website. It will appear on printed customer documents.

Social Media links

Headings: for your Country, territory and postal/zip code.

Done button: Returns you to the Main Menu.

 

Access: Main Menu > Set Up Data > Fiscal tab

Setup 2 - Fiscal

Fiscal year opening date: enter by MM, DD, YYYY. For example: January 1, 2015 would be 01/01/15.

Business Number Enter your government issued business number. This number will appear on printed invoices.

Currency: chose the correct currency, Dollars, Pounds or Euros.

Tax rates: Enter Provincial/State and Federal rates as a decimal (.08 = 8%). As you leave the field, the decimal will display as a percentage.

Label: enter the type of tax in the first box as you would like it to appear on printed forms.

Short Form: as you would like it to appear on the computer screen (4 letters maximum). E.g. RST (retail sales tax).

Exemption Certificate #: Enter tax exemption number/s necessary for creating Purchase Orders. When a number is entered here, new purchase orders become tax exempt.

Done button: Returns you to the Main Menu.

 

Access: Main Menu > Set Up Data > Operations tab

Setup 3 - Operations

Business Days. Select the days your business is open. An X in the check box indicates the days your shop is open for business. The purpose of this feature is to prevent a work order due date from falling on a day that you are closed. This feature is optional, e.g., if you would like all due dates to fall on Saturday, then put an X in that box only.

Business Hours: Prints on email correspondence only.

Calculations in Metric: Indicates that this is a metric version of FrameReady. You cannot change this box.

Paper Size: Chose your preferred paper size for printing, Letter or A4 (European or Australian).

Max Pieces per Day: Enter the maximum number of pieces your shop wishes to handle on any given day. When the maximum number has been reached, the due date will roll over to the next available date. If Max Pieces Per Day is left empty, then the Last Due Date will be ignored and the Next Due Date will be calculated based on the number of turnaround days.

Number of days for work order turnaround: FrameReady will automatically enter a date in the Due Date field of the work order based on the number of days specified here. This number can be changed at any time without affecting previous work orders. If left blank, the due date will be the same as the creation date of the work order.

Last Due Date: Is calculated by the program based on maximum pieces per day. When maximum number of pieces is met, the next due date rolls over to the next available due date taking into consideration the business days open. If your shop is going to be closed for a short duration (or you can’t handle any more orders before Christmas), you can use this field to enter the first available date your business will be open. This date will be used as the due date and will still adhere to the maximum number of pieces per day.

Next Due Date: Evaluates four factors:

  • the number of turnaround days
  • the maximum number of pieces per day
  • the last due date
  • and which business days you have marked as open.

Do Not set a Due Date: Check this box if you want no due date on the Work Order.

Done: Returns you to the Main Menu.

 

Access: Main Menu > Set Up Data > Email tab

Setup 4 - Email

Email Client: Chose the option you prefer to use for sending email by clicking the appropriate radio button.

  • Select Client to send FrameReady emails (eblasts, pick up notifications, etc) using third party client software (Outlook, Mail, etc). If Client option is chosen click Done. FrameReady will then launch your email program such as Outlook, Mail.
  • Select SMTP to send email directly from FrameReady. You may need to contact your ISP or Email provider for the information in order to fill in fields 2-12. Some of the popular providers are included as Pre-sets.

Load Pre-set: chose from the drop-down menu the web based service you use.

Name: could be your shop name or personal name.

Email Address, Reply to Address, Auto-enter CC, SMTP Server, SMTP Port, Encryption, Authentication , Username: You may need to contact your ISP or email provider for the proper SMTP settings. Some of the popular providers are included as pre-sets.

Password

Test SMTP Settings: click here to get an email sent to yourself.

Done: Returns you to the Main Menu.

 

Access: Main Menu > Set Up Data > Network Tab
Network tab

Enter Network Key : A network key will be provided to you by Softtouch Solutions when you are using FrameReady on more than one computer. Enter it here.

Set Files to Single-User : If you are not networking and you receive a message when you open the program that says “Filemaker cannot share file because file sharing is turned off” then click this button to set all files to Single-User.

Set Files to Multi-User : Click in order to set FileMaker Pro and all the FrameReady files to multi-user when you are setting a network.

What’s My IP address: if this is the Host computer this button will display a single IP address. If this is a Client/Guest computer then this button will present the IP address of this computer as well as the Host IP address.

Done: Returns you to the Main Menu.

Access: Main Menu > Set Up Data > Footnotes tab
Setup 6 - Footnotes

These disclaimers appear on the printed forms only: Work Order, Blind Estimate, Invoice, Statement, and Gift Certificate documents. They may be changed at any time for advertising purposes, etc.

  1. Type whichever text you wish in the block. The text is limited to the space available.
    If defaulting your printed customer documents to French or Spanish then these footnotes may be typed in those languages.
  2. Click Done to exit to Main Menu.
Access: Main Menu > Set Up Data > Logo Tab

Logo tab

Set up your logo (TIFF or JPEG format) which appears on PDF files, Letters, Envelopes, and Work Order Summaries. It will be re-sized automatically to fit all documents.

  1. Click Insert Picture.
  2. Select the file.
    Your address and phone numbers should be included in the image. Be sure there is no X in this box.
    Tip: When preparing the image file, be sure to crop any white space around the image as this will affect the size of the logo on your documents.
  3. Click Done to return to Main Menu.
Access: Main Menu > Set Up Data > Security Tab

Security tab

In addition to the four account passwords assigned to you by SoftTouch Solutions Inc., business owners may create your own Security Password to restrict access to anyone using the computer or device. It still allows the owner access to the screens they need by simply entering the security password. Once you leave the restricted file, access is again blocked to all others.

When FrameReady is open in level2 or higher, you may create a security password.

  1. Enter your password into the field and select which files you want your staff to be able to access.
    All boxes which are unmarked will be restricted.
  2. Click Done.
    You will now be asked to verify your password.

Note: Leaving the password field blank will allow free movement throughout the program depending on the level of access.

CAUTION: SoftTouch Solutions Inc. assumes no responsibility for lost or forgotten security passwords.

Done: Returns you to the Main Menu.

Access: Main Menu > Set Up Data (top left area) > Multi Site tab
MS Setup - Info

You can enter up to as many sites for which you are licensed. Use the yellow arrow buttons near the top to move between sites/locations.

Business Info: Enter the business information pertaining to each location for: Business name, address, phone, email, URL, business hours, shipping address, business number, tax rate(s).

 

Access: Main Menu > Set Up Data > Multi Site tab >Info tab

MS Setup 1 - Info

Site 1 is the default.

 

Access: Main Menu > Set Up Data (top left area) > Multi Site tab >Multi-site Email tab

MS Setup - Email

 

Access: Main Menu > Set Up Data (top left area) > Multi Site tab >Multi-site Reward Points tab

MS Setup - Rewards

This is a feature which allows you to issue customer loyalty / reward points on all purchases. You can set the values on this screen for each individual site.

Done: Returns you to the Main Menu.

 

Access: Main Menu > Set Up Data (top left area) > Multi Site tab >Multi-site Logo tab

MS Setup - Logo

You must import your logo into each record; even if each site uses the same logo.

Done: Clicking returns you to the Main Menu.

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Posted on Bert de Roo in Initial Set Up