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This is a step by step tutorial on how to fill out a Work Order and take it through to a sale.
Starting from the Main Menu,
in the Work Orders section, click the New
Work Order button.
A dialog
box appears and asks you
to identify the orientation of the artwork (this can be enabled/disabled).
Click on the Horizontal
button.
Your cursor appears in the
Width field.
Tip: In the Measurements section, between the Width and Height labels, a small rectangle shows the selected orientation. This is the Orientation icon - click it to toggle the orientation or swap the opening measurements.
Your cursor is now blinking in the
Width field.
Enter the Width of the image (or opening of the mat if it is to overlap
the image) as a decimal or a fraction. Press Tab
on your keyboard.
The cursor moves to the Height field.
Important: In FrameReady, you must always either click outside of a field or tab to another field in order for the text you entered to saved and take effect.
In the Height field, enter the height of the image (or opening of the mat if it is to overlap the image) as a decimal or a fraction.
Next you enter the mat margins to
be used in this framed piece. You may Tab
through the fields and enter them individually or you may use the
rapid entry feature and enter all four at once:
Look for the label Mat Margins
and click on the adjacent grey box.
A drop-down menu appears.
Select the total matboard margins
required.
The left (L), right (R), top (T)
and bottom (B) mat margin fields are automatically filled.
If your piece is a limited edition
print or a piece of art requiring some of the white paper around the
print be shown, then look for the White
Space label and click the adjacent grey box.
A drop-down menu appears.
Select an amount of white space to
appear.
The total inside
dimensions of your piece appears
below the white space area in bold.
The numbers in grey are the outside
dimension and automatically adjust
when the frame is entered.
Now that we have the inside dimensions, let's move to the left of the screen. This is the Materials section.
Locate the Frame1 label.
Next to it is an input field and immediately to the right of that
is the Frame1 Search Button
- it appears as a magnifying glass. Click it.
The Search for Moulding Number dialog
box appears.
In the Item field, type
in the first 3 or 4 numbers of the moulding. Click the Search
button.
You must enter dashes if there are
any, e.g. 11-01.
If you type more data into the field, the search results will narrow
and pinpoint the item you are looking for.
All possible matches of moulding
items appear.
Choose any moulding item in the list and click it.
Note: the moulding number, description and calculated price automatically appears in the Work Order.
Tip: in FrameReady all moulding numbers have a suffix to
identify the moulding company, e.g. LJ
for Larson Juhl.
Matboard numbers have a prefix
to identify the company, e.g. B
for Bainbridge, C
for Crescent, etc.
See also: Item
Number Suffix and Prefix Explained
Now look for the Mats
label, click in its field and type in your mat number with the code
letter for the company in front of the number. Press the Tab key.
The matboard price and description
appears on the Work Order.
With the cursor in the next Matboard
field (the field is unlabeled but is directly below) type in another
mat, if required, and press Tab .
The description and price fills in.
A message in red
letters appears in the grey
Message/ALERT box in the center of the screen -- asking you to identify
the reveal
amount of the second mat.
Click the drop-down menu to the right of the mats' description and select the amount of the reveal.
Tip: You can set FrameReady to automatically enter a default reveal. See Setting Up Size Defaults for Mat Reveals
The next series of input fields are drop-down menus: Mat Design, Mount/Stretch, etc.
Tip: You can customize the items in each list to match your shop and you can change the wording to use your terminology. These changes are made in Price Codes.
Click in the field to the right of the word Mat
Design.
A drop-down list appears showing
all possible design selections.
Note: FrameReady can be set 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. The cursor moves to 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 grey drop-down
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 the mounting option your customer desires,
e.g. Full Conservation.
The item appears in the field and
the price appears in a column to the right.
Tip: If you wish to add several mounting entries, then click the underlined Mount/Stretch label. The screen changes to the Details view where you can enter up to four Mount/Stretch items. Click Done to return to the main Work Order screen.
Note: Clicking on any underlined word on the Work Order screen opens the Detail view where you can add additional items.
The next field is Hardware.
Click in the field to add a hardware component, e.g. Wire Hanger.
To add multiple pieces of hardware,
click the Hardware
label and use the detail window.
Tip: To move through the list more quickly, press on the letter key on your keyboard. This shortcuts to all items beginning with that letter, e.g. press W to get to Wire Hanger.
Tip: if you wish to skip a field or component, do so. Simply click into the next field that you do want.
In the Fitting drop-down
list, select Wood .
Select Wood to apply a fitting charge
for wood frames; Metal for metal frames.
In the Glazing/Fabric drop-down list, select a glass type.
For this demonstration, we are building a standard four sided frame, so we can skip Multi-Angle.
The next field is Other. You may type directly into the field
or choose an item from the drop-down list.
The Other
field is used to price on-the-fly
items not priced by size but determined by some other criteria. For
example, Shipping fees determined by a courier, Calligraphy determined
by how many letters, etc. If you select an item from this field, the
price must be manually entered in the field to the right of “Constrain
to 1”.
Now that we have entered all of the measurements and materials, the total price has been calculated up in the top right corner of the screen.
If this Work Order is for multiple quantities of the same item, simply change the Qty field.
Click on the Artwork field. A drop-down menu appear; select the type of artwork being framed.
Tip: Customize this list by clicking Edit... at the bottom.
Note: The artwork category field is used for reporting purposes and is very useful.
In the field to the right of the word artwork type, enter the
title of the artwork. Press Tab .
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 customer’s Invoice as
a description of the framed item.
Tab to the next field, Condition, and from the drop-down list make a selection, e.g. Good.
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 the artist's name, or enter it into the field or leave it blank if it is not a repeat artist.
Tab to the Location field and select the location of where the art will be stored before it is framed.
Tip: If you don’t use Bins, change the wording to Drawers, or Shelves or whatever you use. For now, let’s select Bin 4.
There are several ways of entering a customer on a Work Order (name, company, or phone).
For an existing customer, do the following:
Click on the pink Name
button to search for a customer by first or last name or both.
FrameReady searches both contact
name fields and if more than one match is found, a list appears for
you to pick the correct customer.
Tip: If the customer's first name is Susan, you may want to enter just "Su" in case she has been entered as Sue instead of Susan. This also helps if the customer's name has not been entered correctly.
Click on the blue Company
button to search for a company name.
Note: It is not necessary to
type in the entire name. If the company name was Victorian Country
Flowers, you could type “Vic Cou Flo” or just “Flower” or “Victorian”
and be confident that FrameReady would find it.
Click on the grey Phone button to search by a phone number.
Note: FrameReady is designed to search for any phone number associated with a customer. It is not necessary to include the 3 digit area code when using a 10 digit number.
For an a new customer do the following:
Click on the New Customer
sidebar button.
A dialog box appears.
Enter the First and
Last names of the new customer.
If FrameReady does not find an existing
customer with that same name, a New
Contact window appears and
offers more fields for data entry.
Tip: One of the things you may want to track is how a person heard about your business.
Caution: Be aware of any State/Federal Privacy Laws which apply to the collecting and storage of personal data.
Type in Address field and enter the street address. Press Tab .
The cursor tabs to the Zip
or Postal Code field where
you can enter in the appropriate information.
If the Zip/Postal Code exists in
FrameReady, then the City and State/Province fields are automatically
entered for you.
The cursor moves to the phone
number field.
Although you can only see three records,
the scroll bar allows you to view additional entries.
There is also a dedicated email address field which may later be used to send individual or bulk email.
Under Customer Preferences, use the keyword checkboxes to track advertising campaigns, interests and mailings.
Tip: The Customer Preferences feature is a powerful tool to organize your customers into selected mailing groups or keywords, e.g. needle worker, new home owner, etc.
Click the Done button.
All the relevant information appears in the Work Order and is automatically stored in your Contacts.
The Shop Management section keeps you informed on what is happening in your business.
Two tabs appear at the top of this small section; Order and Shop. This is the last block of information to deal with.
In the Order tab, enter the name of the person who took the order in the Order Taken By field.
Tip: Customize by clicking Edit... (at the bottom) and enter 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 is used to
take the Work Order out of the Incomplete List and therefore off your
vendor order.
In the Shop tab, please note that all Work Orders, when
created, are automatically marked as Incomplete.
The Hold radio button is used
when you have the artwork (and the sale) but
do not want to order supplies yet as the customer has not finalized
their choices for framing.
Caution: Do not mark a Work Order as Complete until it is framed and ready for the customer to pick-up.
To print this Work Order you can:
Click on the printer icon
at the top of the screen.
or
Click on the Print This Customer's
Work Orders button on the left side of the screen.
or
Click on the Print Documents
button sidebar button and select either, This
Work Order button or All [customer's
name] orders button.
A preview of the document appears.
Click Continue.
A printer dialog box asks to Cancel
or Print.
Click Print.
Now you may choose to have the customer
authorize the work by signing the printed Work Oorder (which stays
in the shop).
Click on the List of Incomplete
Orders sidebar button.
A list of all Work Orders which need
to be completed appears, sorted in the order they were created. You
may sort them by different criteria using the Sort button
or by using the underlined column headings.
In the list, you can see a bar with
your customer's name on it. Click the bar to switch to that specific
Work Order. You should now be back in the Form View of the order we
started.
This list can be printed using the Print List button.
Now that you have filled in the information on the Work Order you may wish to take a payment from your customer.
Until you are ready to take a payment, do not click the Post to Invoice button.
On the Work Order screen, click the Post
to Invoice sidebar button.
A dialog box asks you to Print a
Customer Summary or Post To Invoice.
For this tutorial, click Post
Only.
The Line
Item Entry screen appears.
Your Work Order(s) appear as line item entries. Click the Enter a Payment button.
The Receipts
window appears; the Tender field automatically opens.
Choose a Tender.
If the payment is less than the balance, enter the amount in the Amount field.
Click the Done Print Invoice button.
All the information we entered has been automatically recorded in the Contacts file.
Click on the Contacts icon
(two heads) at the top of the screen on the Navigational Palette.
This takes you directly to the Contacts
file and the record for the customer named on the Work Order.
Click on the Invoices tab and locate the Invoice just created. You can go directly to the Invoice by clicking on the small button at the end of the row.
Click on Work Orders tab and locate the Work Order just created. You can go directly to the Work Order by clicking on the small button at the end of the row.
Click on Artists tab. If the Work Order specified an artist’s name then it has been automatically entered onto the customer's record to track their favorites.
Click on Keywords tab. Any marketing information, preferences or mailing designations you entered are automatically entered into this record.
For marketing and customer service purposes, capture more information using the bottom tabs in the Contacts.
When closing FrameReady at the end of the day, always remember to choose the File menu > Exit (Windows) or Quit (Macintosh).
This will ensure that all files are closed properly.
Tip: It is strongly recommended that you close FrameReady on a regular basis as some back up solutions will not back up files that are open.
Warning: It is strongly recommended that you back up your files on a regular basis after closing the program. A little prevention goes a long way.