Setting up Work Order Options

FrameReady allows you to pre-select some information to appear in each new work order. Options can be set for automated entries of framing materials and matboard margins & reveals, interfaces with CMCs and Visualization software, editing of work order completion email message, and set up printing options.

When setting up FrameReady it is important to check the default settings and adjust them. However, Mount/Stretch, Hardware, Glass, Fitting defaults we recommend be left empty during your initial learning of the program. After you have used the program for a while, and get a feel for how the work order process flows, you may chose to select default values for these specific fields.

Access: Main Menu > Work Order section > Options tab

1 WO - Main Menu

Order Taken By: Any name in this box will appear on every new work order (ideal for a one person shop). Leave this blank to force a name entry for staff filling out the work order. Use the Edit… at the bottom of the list to enter employee names which will appear in a pop-up menu for easy selection.

Pause on Preview:

  1. Yes, will display a preview of the document and requires you to click Continue button in order to present the Print dialog box. This will allow you to also save the document as a PDF by clicking on “Save As PDF…” before it prints.
  2. No, will also display the printed page, however, it will either continue to the print dialog box or move directly to printing. This provides a faster option while still allowing you to verify the document before printing.
  3. Don’t Preview, will not display the printed page. It will display a blank white area if you have set the print dialog box to display on the screen, or will simply cause the screen to flash briefly as it sends the document to the printer.

Show Print dialog box before printing:

  1. Yes, will present the Print dialog box before printing. This will allow you to print more than one copy, change printers, or select special features of your printer or cancel the print job.
  2. No, this faster option will cause the document to be sent to the printer without any further prompts.
Setup Package Specials… directs you to a screen where you can set up pricing for various template designs and poster specials.
Package Specials detail

Edit Email message will direct you to a screen where you can customize the Completion email sent to customers when their work order is completed. Sending this scripted notification is a great time saver. This feature is accessed by Work Order file > List View.

Email - Pick-Up Notifications

 

Access: Main Menu > Work Order > Options tab > More Options… > General tab

2 WO - General

Use camera in iOS device (iPad) to scan barcode: When this box is selected, your iPad becomes a scanner.

Show Orientation Dialog when creating a new order: When this box is selected, a dialog box will appear each time a new work order is created. The dialog box prompts the framer/designer to select either a vertical or horizontal orientation of the piece. The orientation will appear on both the work order screen and the printed work order. The image helps to reduce errors in cutting the mat when it is bottom weighted.

Minimum UI on footage: Enter a value in this field if you wish to always charge a minimum united inch when calculating frame footage (e.g., if a value of 24 is entered, then a 5×7 or 8×10 frame will be priced at 24 UI instead of 12 or 18). You guarantee yourself a minimum UI when selling any frame using this option.

Auto update of materials inventory: Mark this box if you wish to use the automatic update of materials inventory for moulding, matboard, glass, etc. This feature has its pros and cons, e.g. it will require you to toggle back and forth between two screens.

Check paper size for L/E prints: Verifies frame is larger than paper size for limited edition prints when media margins are entered into the media margin fields on the Work Order or Product files. This prevents you from having to cut the print to fit the frame if mat margins are too small, for instance.

Waste factor when calculating cost: For shop use only, a waste factor can be added to all work orders. Enter the percentage in decimal form, e.g., .05 = 5%. When you choose Work Order > Reports > Cost Report For Found Set this value will be used to add a waste cost to the moulding footage.

Moulding width multiplier when calculating footage: This field must always have a value of at least 1 and not exceed 2. The moulding width multiplier compensates for footage lost when cutting a frame on certain chop saws. The value in this field is multiplied against moulding width (e.g., a 2” moulding times a 1.25 multiplier increases the moulding width to 2 1/2” and the required footage is increased accordingly). This multiplier may be set here across the board or may be set for each individual moulding from Main Menu > Price Codes file > Moulding Group > Frame Pricing tab > Minimum & Surcharges tab. If you have preset the width multiplier from the Main Menu, changing it the Price Codes file will override it the preset for that one moulding.

Setup Package Specials… see above

Edit Email message… see above

Reset Work Order Serial Number  In the dialog box, type in the next work order start number you wish to set with the next optional alpha character you want.

Access: Main Menu > Work Order > Options tab > More Options… > Work Order Defaults tab

3 WO - Defaults

Computerized Matboard Cutter (CMC)

Mark the circle (radio button) to indicate which program will be accessed using the Work Order file > CMC button. This will activate the CMC button on the work order screen and allow you to use a specially designed interface for the selected mat cutter. The selected program must be installed before FrameReady can access it.

Visualization Software

Select the interface for your visualization software using these radio buttons. This will activate the Work Order > VIZ button  and allow you to use either Integrated Framer™ by Wizard International or FrameVue™ by Lifesaver Software. A Back to POS or To FrameReady button will return you to your pricing on the work order once you have chosen your design.

Mount/Stretch, Hardware, Glass, Fitting: We recommend that these fields be left empty for a while during your initial learning of the program. If these fields are not defaulted the item will need to be selected using the pop-up list on the work order screen. After you have used the program for a while and get a feel for how the work order process flows you may chose to select default values for specific fields. These will be auto-entered each time a new work order is created. Click in the field to select the defaults. You still have the option of over-riding these defaults on the work order.

Matboard Margins: You may set a default for selecting a common margin size often used in your shop which will be automatically entered into the L, R, T and B (left, right, top, bottom) fields on each new work order. As always, you may over-ride this default on any work order. This default is useful for a shop owner who is trying to encourage their employees to sell wider mats.

Bottom Weight: Automatically adds the amount entered in this field to the amount of matboard margin selected on the work order.

Order Taken By: Any name in this box will appear on every new work order (ideal for a one person shop). Leave this blank to force a name entry for staff filling out the work order. Use the Edit… at the bottom of the list to enter employee names which will appear in a pop-up menu for easy selection.

Price per extra window opening: FrameReady assumes one opening is cut for every mat. Enter the price you wish to charge for every extra mat opening when designing a multiple opening mat. This is also accessed: Work Order file > Perform > Set Up Options> Price Per Extra Mat Opening.

Show Orientation when creating New Order:  When this box is selected, a dialog box will appear each time a new work order is created. The dialog box prompts the framer/designer to select either a vertical or horizontal orientation of the piece. The orientation image will appear on both the work order screen and the printed work order. This helps to reduce errors in cutting the mat when it is bottom weighted.

Set Default Mat Reveals… takes you to a screen this screen.

Set_Default_Mat_Scn

Here you may select from pop-up menus defaults for each mat layer reveal for up to seven mats.

Note: After you click OK, it will take a few minutes to apply the new settings to all of the matboard records. This is normal.

As a matboard is entered on the work order the default is auto-filled. As always, you may over-ride the reveal as desired on each work order.

Enter Default Glass Sizes…takes you to this screen where default XY sizes may be entered.

Default_Glass_Sizes

This is the only place you may default your glazing lite sizes.

Enter the sizes (X and Y) which you normally stock. FrameReady calculates the required lite based on these entries, from smallest to largest, e.g. 8 x 10, 24 x 30, etc. Glass sizes entered into this chart are used to calculated the best size to be used. The suggested glass size will appear on the work order screen above the frame components.

Access: Main Menu > Work Order > Options tab > More Options… > Due Date tab
4 WO - Due Date

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:  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:  This field 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.

 

Access: Main Menu > Work Order > Options tab > More Options… >Print Options tab

5 WO - Print Options

Print Work Orders: Choose between two styles of printed work orders. It is recommended that you select “without vertical lines” if you are using an ink jet printer. This will increase printing speed.

Print two orders per page: For economy of paper, you can also select to have two different work orders printed per page. This option limits the number of components that are printed on the work order and should only be used for high volume, basic framing jobs.

Prices appear on printed work order: when this box is checked, the work order will not have prices appear. This would be used by a shop owner who did not wish their employees to see the prices.

Print Copies: Presets the number of copies you want printed each time you click the Print button in the Work Order file or Print Documents > This Customer’s Orders. Prints from 1 to 4 copies. For more than 4 copies to be printed, set print dialog box to Yes and enter the number to be printed.

Pause on Preview:

  • Yes, will display a preview of the document and requires you to click Continue button in order to present the Print dialog box. This will allow you to also save the document as a PDF by clicking on “Save As PDF…” before it prints.
  • No, will also display the printed page, however, it will either continue to the print dialog box or move directly to printing. This provides a faster option while still allowing you to verify the document before printing.
  • Don’t Preview, will not display the printed page. It will display a blank white area if you have set the print dialog box to display on the screen, or will simply cause the screen to flash briefly as it sends the document to the printer.

Show Print dialog box:

  • Yes, will present the Print dialog box before printing. This will allow you to print more than one copy, change printers, or select special features of your printer or cancel the print job.
  • No, this faster option will cause the document to be sent to the printer without any further prompts.

Print Art ID Tags: An Art Identification Tag will print with each work order if you select the Yes radio button. This tag may be printed later choosing Work Order > Print Documents or Extras menu > Print Art ID Tag. The tag can be attached to the artwork for easy identification. It may accompany the piece around the workshop during production and be used to label the finished product after framing is completed. Information on this tag includes customer name, quantity, artwork description, artist, work order number, barcode, condition, location and due date. You can fit 6 tags per page when printed for multiple work orders.

Print Set up….  presents a print set-up dialog box. This would be used if you have more than one printer and FileMaker Pro is unable to find which printer you wish to use or you wish to change default printers.

 

Access: Main Menu > Work Order > Options tab > More Options… > Invoice Posting tab

6 WO - Invoice Posting

Post “Order Taken by” to Invoice: Select this option if you would like the name of the Sales Rep who took the order to appear on the invoice.

Post Outside Dimensions to Invoice: The outer dimensions of a finished frame job are calculated on the work order. You may wish to have these measurements appear on the printed invoice, perhaps for the benefit of the installer.

Prefix for custom framing: Change this field to whatever suits your needs. It appears on the line item entry of the invoice in front of the piece’s description you entered in the Work Order file > Artwork Entry Section. E. g. Framing: Majestic Mountains.

Post Fitting charges (Labour) as non-taxable: Select this option if your locale qualifies for non-taxable labor. The Fitting field on the work order is used for this purpose. Labor will be shown separately on the work order and will post as a separate line on an invoice with both non-taxable fields checked. You can select or deselect this option on individual work orders by clicking on Fitting> Special tab.

Post Fitting charges (Labour) with no discount: you wish to prevent the work order percent discount field from being applied to the Fitting (labor) field. When checked, the fitting charge appears as a separate line on the work order total when a value is entered in the percent discount field. You can select or deselect this option on individual work orders by clicking on the underlined heading for Fitting> Special tab.

Post Readymades as a separate line item: This will separate any readymade frame, listed into your Product file which you brought over into a work order, into a separate listing on the invoice.

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Posted on Bert de Roo in Setting Up Work Order File