Work Orders

Artwork Entry Section Explained

Main Menu > Work Orders (form view)

Artwork Entry Section

Mid-left quadrant of the screen, below the Customer Entry Section.

Artwork Category Field

The Type or Category of artwork to be framed ("Print," in the above screenshot).
Appears on the printed Work Order and Art ID Tag; helps the framer identify the correct artwork.
To add a new Artwork Category, i.e. sports Jersey, click Edit... at the bottom of the list. In order for items to appear alphabetically you must manually enter it at the correct position (the list is not automatically alphabetized). A line, to divide content in the list, can be created by entering a hypen character - into the list; it appears as a separation line after you click OK.
Click Other... (above Edit...) to add an Artwork Category for the current Work Order only; it will not be added to the list. This feature can help keep your list manageable.
Reports based on this field can be printed to show the different types of artwork which are being framed and which type is bringing in the most money. These reports can also help show trends in framing. See: Work Order Sales Reports

Title or Description Field

The title or description of the artwork being framed; helps to match the artwork with the correct framing ("Motorcycle" in the above screenshot).

Caution: Also appears on the customer’s Invoice. Be careful when typing; your customer will see typos or descriptions such as, "Ugly Baby". When using the Select Artwork (magnifying glass) or the Special Order button, the description/title auto-fills.

Select Artwork Button

In the above screenshot; the magnifying glass icon. The Product Item number is displayed to the left.
Use to search inventory by Item Number, Description, Artist or choose Show All for a list of all Products.
In order for artwork to appear on the list, the artwork must first be entered into the Products file. See: Add New Retail Items
When artwork is selected, it is automatically removed from inventory. When using this selection method, a piece of artwork can be pulled from, framed and returned to inventory as a pre-framed piece of art for gallery display or sale. See: Create Your Own Readymade Frame

Condition Field

Use to document the state the artwork was in at the time the customer left it in your care.
You can select from a drop-down menu of common entries (e.g. rolled, creased, spots, etc.) or you can enter a more detailed assessment of the art by clicking above the pop-up menu back into the field and typing in the condition (e.g. "small tear in top left corner").
The field expands to allow an unlimited amount of text, but only about two lines of type appear on the printed copy of the Work Order. A disclaimer/ footnote is provided for customers to sign acknowledging previous damage and approving the work to be done. This is an important field to fill in and may offer some protection from wrongful claims of damage believed to have occurred on your premises. Valuable artwork and antique frames brought in for repair should be carefully and thoroughly examined and the condition documented. If your description needs to be more extensive, then use the Notes button.

Artist List Field

A drop-down menu of all previously entered artists.
To add a new name to the menu click on Artist . You may also click back in the field (above the pop-up menu) and enter the artist’s name. Doing it this way will not add the artist to the permanent list but it will add this artist to the customer’s record in the Contacts file.
Click on Artist to enter the name of a new artist not found in the pop-up menu.
The name entered appears on the Work Order and is added to the pop-up menu. Be consistent in the way you enter artist names, either last name first, or reverse. Names appear alphabetically.

L/E Number Field

The edition number of a Limited Edition print. Numbers can be entered as number/edition, e.g. 238/1000 .

Location Field

Identify where artwork is stored prior to framing (e.g. bin1, shelf2, drawer3, etc.) and to track its progress (e.g. cut, ready for pickup, picked up, etc.) Items can be selected from the pop-up list or added using the word Edit...
This field is also present on the list view as well, allowing for quick end-of-day accounting of all work completed and storage location.

Value of Art Field

The estimated value of the customer's artwork. This value is not used in any calculations and is for reference purposes only.

Special Order Button

Enter a piece of artwork to be ordered specifically for a customer.
Before clicking on this button, the customer must be entered onto the Work Order. The artwork appears on the Purchase Order for the company selected when you choose Main Menu > Create Product Order.

Price Field

The retail price of artwork (in the price section beside Art) when entered using the Select Artwork (magnifying glass) or the Special Order button.
When the Invoice is created, the artwork is entered as separate line item.
If a price is typed directly into this field, then the price of the art is instead added to the price of the framing and appears beside WO in the price section and does not appear as a list item on the Invoice.

Art Tracker Button

A general utility to track the progress of a Work Order as it proceeds through your production process.
Allows staff to log the Location of the work and Action performed for each step of the process. A timestamp for the log entry is automatically included.
The list items found in the Location and Action fields can be customized. Choose Edit... to manage the master list.
See: Art Tracker

Certificate of Authority Checkbox

Mark the Certificate of Authenticity box when you need to keep track of a certificate which came in with a customer’s art. By marking the Certificate of Authenticity box, the phrase "Certificate of Authenticity" appears in the note field of the Work Order screen and on the printed Work Order.
To create a 'C of A' for your own inventory, see: Artwork Tab