Chart of Accounts Studio

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					                                                   Table Of Contents
Introduction ...................................................................................................................................... 1
Installation........................................................................................................................................ 3
   Installation .................................................................................................................................... 3
Getting started ................................................................................................................................. 5
   Enter your company information .................................................................................................. 5
   Enter employees .......................................................................................................................... 6
   Enter clients ................................................................................................................................. 7
   Enter vendors............................................................................................................................... 8
   Customize the accounting............................................................................................................ 9
   Customize the chart of accounts................................................................................................ 10
   Customize the sales codes ........................................................................................................ 11
   Customize the company ............................................................................................................ 12
Using Studio Designer................................................................................................................... 13
   Daily procedures ........................................................................................................................ 13
   Monthly procedures ................................................................................................................... 15
   Address ...................................................................................................................................... 16
     Address .................................................................................................................................. 16
     Address site............................................................................................................................ 18
     Codes ..................................................................................................................................... 21
     Sales tax................................................................................................................................. 25
   Design projects .......................................................................................................................... 28
     Design projects....................................................................................................................... 28
     Entering an item ..................................................................................................................... 30
     Item reminders ....................................................................................................................... 36
     Item payments ........................................................................................................................ 38
     Item image.............................................................................................................................. 39
     Item sales tax ......................................................................................................................... 40
     Creating a proposal ................................................................................................................ 41
     Creating a PO......................................................................................................................... 42
     Creating an invoice................................................................................................................. 43
   Time billing ................................................................................................................................. 44
     Time billing ............................................................................................................................. 44
     Time billing rates .................................................................................................................... 47
   Reminders.................................................................................................................................. 48
     Reminders .............................................................................................................................. 48
     Actions.................................................................................................................................... 51
   Proposal ..................................................................................................................................... 53
     Proposal ................................................................................................................................. 53
   PO .............................................................................................................................................. 55
     PO .......................................................................................................................................... 55
     Expediting............................................................................................................................... 58
   Invoice........................................................................................................................................ 59
     Invoice .................................................................................................................................... 59
   Receipts ..................................................................................................................................... 61
     Receipts.................................................................................................................................. 61
     Cash Receipts Detail.............................................................................................................. 63
     Enter cash receipts................................................................................................................. 64
     Receive client deposit ............................................................................................................ 65
     Receive client retainer............................................................................................................ 66
     Receive payment.................................................................................................................... 67
     Apply client deposit ................................................................................................................ 68
     Apply client retainer................................................................................................................ 69
     Receive misc receipt .............................................................................................................. 70



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   Checks ....................................................................................................................................... 71
     Checks.................................................................................................................................... 71
     Checks detail .......................................................................................................................... 73
     Office checks .......................................................................................................................... 74
     PO checks .............................................................................................................................. 77
   GL .............................................................................................................................................. 79
     GL........................................................................................................................................... 79
   Inventory .................................................................................................................................... 80
     Inventory................................................................................................................................. 80
     Purchasing inventory.............................................................................................................. 83
     Selling inventory ..................................................................................................................... 85
   Studio Scan................................................................................................................................ 87
     Studio Scan ............................................................................................................................ 87
     Setting up the scanner ........................................................................................................... 88
     Printing bar codes .................................................................................................................. 89
     Scanning................................................................................................................................. 91
     Taking inventory ..................................................................................................................... 99
     Creating design project items............................................................................................... 101
Files ............................................................................................................................................. 103
   System master ......................................................................................................................... 103
     Company .............................................................................................................................. 103
     Company address ................................................................................................................ 104
     Company GL accounts......................................................................................................... 108
     Company address defaults................................................................................................... 109
   Employee ................................................................................................................................. 110
   Rooms...................................................................................................................................... 114
   Inventory .................................................................................................................................. 115
   Catalog..................................................................................................................................... 118
   Chart of accounts..................................................................................................................... 120
   Sales codes.............................................................................................................................. 122
   Budgets .................................................................................................................................... 126
Accounting ................................................................................................................................... 129
   Journal entries.......................................................................................................................... 129
   Reconciliation........................................................................................................................... 131
     Reconciliation ....................................................................................................................... 131
     Reconciliation adjustments................................................................................................... 132
     Reconciliation receipts ......................................................................................................... 133
     Reconciliation disbursements............................................................................................... 134
     Reconciliation reports........................................................................................................... 135
   Current date ............................................................................................................................. 136
   Close the year .......................................................................................................................... 137
Index ............................................................................................................................................ 139




ii
Introduction
Welcome to Studio Designer, the management and accounting system for interior design.

This Studio Designer User Guide is designed to assist new users getting started and as a
reference for experienced users.

This guide is broken into the following sections:

    •   Installation
    •   Getting Started
    •   Using Studio Designer
    •   Online Catalog
    •   Files
    •   Accounting

New users may want to begin with the Studio Designer Online Tour to become familiar with
Studio Designer.

Additional Training and Support

Online training and support is available at
http://www.StudioToTheTrade.com/support/support.html

Telephone support is available through Studio Support at 303-562-3124.

Studio I.T., Inc.
545 Broadway, Suite 33
Denver, CO 80203

Phone: 720-932-1235
Fax: 720-932-1285




                                                                                           1
Installation
Installation
Studio Designer 8.0

The Studio Designer installation instructions our located on the Studio I.T. web site.

Go to www.StudioToTheTrade.com
Select Self Help
Select Downloads
Select Installation Instructions




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Getting started
Enter your company information
Getting started guides you through entering information you need to begin using Studio Designer.

The information you need to enter before you begin includes:

    •   Your company information
    •   Your employees
    •   Your clients
    •   Your vendors

The Company File contains information regarding how you want Studio Designer to work for you.

To open the Company File:

    •   Select "Files"
    •   Select "Company"

The "Company Screen" is displayed.




Enter your company name, address, phone, fax and email address on this screen.

See the Company Section for more details.




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Enter employees
You need to enter employees and assign passwords to them.

To open the Employee File:

    •   Select "Files"
    •   Select "Employee"

The "Employee Screen" is displayed.




Enter an employee ID, name and password for each employee.

See the Employees Section for more details.




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                                                                       Getting started




Enter clients
You need to enter the name and address information for your clients.

To open the Address File:

    •   Select "Address" at the top of the screen

The "Address Screen" is displayed.




Enter your client names and addresses with a "Type" of "Client".

See the Address Section for more details.




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Enter vendors
You need to enter the name and address information for your vendors.

To open the Address File:

    •   Select "Address" at the top of the screen

The "Address Screen" is displayed.




Enter your vendor names and addresses with a "Type" of "Vendor".

See the Address Section for more details.




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                                                                                  Getting started




Customize the accounting
Studio Designer has accounting predefined and set up for interior design firms. These settings
may be modified for your unique needs.

THIS SECTION IS OPTIONAL.

If you are going to customize the accounting, there are 3 areas to customize:

    •   The chart of accounts
    •   The sales codes
    •   The company file

The next 3 sections will describe each area in more detail.




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Customize the chart of accounts
Studio Designer has a default chart of accounts designed for interior design firms. You can add
and delete accounts from the chart of accounts. You can delete the entire chart of accounts and
enter a new chart of accounts for your specific requirements.

To open the Chart of Accounts File:

     •   Select "Files"
     •   Select "Chart of Accounts"

The "Chart of Accounts Screen" is displayed.




Modify the chart of accounts to meet your specific needs now.

See the Chart of Accounts Section for more details.




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                                                                                     Getting started




Customize the sales codes
Sales codes define product categories and the general ledger accounts used when items are
invoiced.

Studio Designer has a default list of sales codes. You can add and delete sales codes from the
sales code list. You can delete the entire list of sales codes and enter a new list of sales codes
for your specific requirements.

Sales codes should be modified after the chart of accounts is finalized.

To open the Sales Codes File:

    •   Select "Files"
    •   Select "Sales Codes"

The "Sales Codes Screen" is displayed.




Modify the sales codes to meet your specific needs now.

See the Sales Codes Section for more details.




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Customize the company
The company file defines the default accounts for various general ledger transactions. For
instance, when you generate an invoice the default accounts receivable account is defined in the
company file. If you change the chart of accounts, you need to insure all of the required default
accounts are correct.

Required default accounts should be modified after the chart of accounts is finalized.

To open the Company File:

Select "Files"
Select "Company"

The "Company Screen" is displayed. Click the GL Accounts Tab.




Modify the required accounts now.

See the Company Section for more details.




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Using Studio Designer
Daily procedures
Checks and Balances

Studio Designer was developed to allow the designer to focus on daily design activity. Studio
Designer handles complex general ledger accounting transactions automatically behind the
scenes.

Our goal is to maintain the highest level of data and accounting integrity. We have developed an
elaborate system of check and balances to insure your data is accurate. We simply ask that you
take a few moments a day to run our data verification module. This process only takes 5 - 30
seconds to run and it insures the accuracy of your data.

Perform the GL Verify function on a daily basis and notify us immediately if you find an error.

Running GL Verify

GL Verify should be run on a daily basis to verify your accounting data.

To run the GL Verify:

    •   Select “Files” from the dropdown menu.
    •   Select “Maintenance”.

The “GL Verify Screen” is displayed.




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Click the “Verify Sub Ledgers” Button.

Amounts will automatically fill in the screen.

If the amounts for Variance, Blank Account, Bad Account, or Balance are not 0, there is an error.

If you have an error please contact Studio IT.

Backing up the StudioDesigner Folder

The entire StudioDesigner folder and subfolders on the server should be backed up on a daily
basis.

The back up method and number of back up media including off-site media should be determined
by your network administrator.

Failure to backup your data could result in the loss of your data.




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Monthly procedures
Printing Financial Statements

Financial statements should be printed at the end of every month and made available for review
by your financial advisor and accountant.
To print the financial statements, select “Reports” from the “Navigation Bar”.

The following financial statements should be produced at the end of every month.

    •   Balance Sheet
    •   Income Statement
    •   Trial Balance
    •   Journals
    •   General Ledger

Checking Account Reconciliation

The checking account should be reconciled on a monthly basis.

See the Files Reconciliation section for more information.

To reconcile your checking account, select “Files” and then “Reconciliation” from the “Tool Bar”.

After the checking account is reconciled:

    •   Print and safely file the outstanding reconciliation report.
    •   Print and safely file the reconciled reconciliation report.

Failure to reconcile your checking account may result in inaccurate financial statements.

Closing The Year

The general ledger may have 2 years open at one time, the current year and the prior year.

See the Files Close the Year section for more information.

To close the year, select “Files” and then “Close the Year” from the “Tool Bar”.

At the beginning of a new accounting year:

    •   You must select to “Start a New Year”.

After you have made year end adjustments to your prior year financial statements:

    •   You must select to “Close the Year”.

Failure to “Start a New Year” and “Close the Year” may result in inaccurate financial statements.




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Address
Address
Client and vendor names and addresses are entered in the address book. The top portion of the
screen displays the address list and the bottom portion displays detail information about the
address selected.

To open the Address File:

     •   Select "Address" at the top of the screen

The "Address Screen" is displayed.




Filter
Address entries may be filtered to display a list of addresses that meet specific criteria. To filter
the list, enter a value in the filter field above any column of information.

Print Report
Address reports may be printed by clicking the “Print Button”. The report selection criteria default
from the filter fields filled in on the “Address Screen”.

Add Address
To add a new address entry to the list, click the “Add Button”. A new blank address record is
displayed and address information may be entered. The “Type Field” defaults to the type filled in
the “Type Filter Field” or “Client” if the “Type Filter Field” is blank. The “Active Field” defaults to
“Yes”.



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Delete Address
To delete an address entry from the list, click the “Delete Button”. A message “Are you sure you
want to delete this Address?” is displayed. Select “Yes” and the address is deleted from the list.

Section Tab
Select the address, codes or sales tax tab to display the appropriate detail information.

Address
To view the address and contacts for the address, click the “Address Tab”. The “Address Tab” is
selected as the default tab whenever the “Address Screen” is displayed.

Codes
To view the codes, mark up % and proposal deposit % for the address, click the “Codes Tab”.

Sales Tax
To view the sales tax settings for the address, click the “Sales Tax Tab”.




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Address site
The “Address Tab” displays the address and contacts for the client or vendor selected.




Address ID
The Address ID is used to identify the client or vendor throughout Studio Designer. Assign the
Address ID carefully and define a standard method of assigning Address ID’s before you begin.
For example, if you select to use the last name as the address ID, SMITH would be used for Mr.
and Mrs. Smith. To change an Address ID after it has been assigned, go to Files, Maintenance
and click the “Rename Address Button”.

Type
Type defines the type of address record. The address may be one of the following types:

     •   Client a client for a design project
     •   Project a project for a client, a client may have multiple projects related to it
     •   Vendor a vendor that merchandise is purchased from
     •   Office a vendor for administrative office expenses
     •   Retail a client for point of sales or retail.
     •   Showroom a showroom that merchandise is purchased from
     •   Mfg a manufacturer that merchandise is purchased from
     •   Ship To an address that merchandise is shipped to
     •   Prospect a prospective client
     •   Personal a personal address
     •   Other misc other addresses

Active



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Active defines if the address is active or not. Active may be “Yes” or “No”.

Name
The name is the complete name of the client or vendor. Use upper and lower case letters to
reflect the way you want the name to print on documents.

Site Address
The site address is the street address where the client or vendor is located.

Site City, State, Zip
The site city, state and zip where the client or vendor is located.

Country
The country is the country where the client or vendor is located. The country is generally left
blank if the client or vendor is in the USA.

Phone
The client or vendor’s primary phone number.

Fax
The client or vendor’s primary fax number.

Email
The email is the primary email address for the company.

Mailing Name
The mailing name is the complete name that prints on documents to be mailed. The mailing
name automatically fills in when the site name is entered for a new address.

Mailing Address
The mailing address is the address that prints on documents to be mailed. The mailing address
automatically fills in when the site address is entered for a new address.

Mailing City, State, Zip
The mailing city, state and zip print on documents to be mailed. The mailing city, state and zip
automatically fill in when the site city, state and zip are entered for a new address.

Contacts for the address are listed on the right side of the address screen. To enter a new
contact, click the “Add Button” above the contacts list box. To delete an existing contact, click the
“Delete Button” above the contacts list box.

Contact Name
The name of the contact.

Contact Title
The contact’s title.
Contact Email

The contact’s personal email address.

Contact Phone
The contact’s personal phone number.

Contact Ext
The contact’s personal phone number extension.




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Codes
The “Codes Tab” displays the codes, mark up % and proposal deposit % for the address
selected.




Designer
The designer responsible for the client or project. The designer must be an employee that exits
in the “Employee File”.

Sidemark
The client portion of the sidemark for purchase orders. Purchase orders automatically generate a
sidemark with 4 parts.

Designer / Client / Room / Item

The sidemark filled in here is the client portion of the sidemark for purchase orders for this client.

Specifier
Specifier defines if you are specifying product only. Specifier must be “Yes” or “No”. The default
setting for specifier is “No”.
Specifier should only be set to “Yes” if you are specifying merchandise and will never purchase
and resell merchandise to this client. If specifier is set to “Yes”, no accounts payable general
ledger transactions are generated when purchase orders are created. Only change this setting to
“Yes” if you are sure that you do not want general ledger transactions.

Alert
Alert allows you to enter a special warning regarding this client or vendor.


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Ship Via
Ship via defaults to the “Ship Via Field” when a new item is entered in design projects. This only
applies to addresses used as a vendor that items are purchased from. The ship via defaults from
the “System Master File” when a new address is entered.

Terms
Terms defaults to the “Terms Field” when a new item is entered in design projects. This only
applies to addresses used as a vendor that items are purchased from. The terms default from
the “System Master File” when a new address is entered.

FOB
FOB defaults to the “FOB Field” when a new item is entered in design projects. This only applies
to addresses used as a vendor that items are purchased from.

Attention
Attention defaults to the “Attention Field” when a new item is entered in design projects. This only
applies to addresses used as a vendor that items are purchased from.

Code 1
Code 1 allows you to classify addresses into categories for reporting purposes. To define client
and vendor codes, refer to the “Files Codes” section. Code 1 defaults from the “System Master
File” when a new address is entered.

Code 2
Code 2 allows you to classify addresses into categories for reporting purposes. To define client
and vendor codes, refer to the “Files Codes” section. Code 2 defaults from the “System Master
File” when a new address is entered.

Notes
General and misc. notes for this client or vendor.

Mark up percents are used to calculate the mark up amount for categories of client costs.

Example:

Selling Price = $1,000
Mark Up % = 30
Mark Up Amount = $300

Mark up percents default from the “System Master File” when a new address is entered. Mark up
percents are only used if the address type is “Client” or “Project”.

Selling Mark Up %
The selling mark up % defines what percent to mark up merchandise. This value defaults to the
“Selling Mark Up % Field” when a new item is entered for a client or project.

Freight Mark Up %
The freight mark up % defines what percent to mark up freight. This value defaults to the “Freight
Mark Up % Field” when a new item is entered for a client or project.

Crating Mark Up %
The crating mark up % defines what percent to mark up crating. This value defaults to the
“Crating Mark Up % Field” when a new item is entered for a client or project.

Installation Mark Up %


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The installation mark up % defines what percent to mark up installation. This value defaults to
the “Installation Mark Up % Field” when a new item is entered for a client or project.

Other Mark Up %
The other mark up % defines what percent to mark up other costs. This value defaults to the
“Other Mark Up % Field” when a new item is entered for a client or project.

Deposit percents are used to calculate the proposal deposit amount for categories of client costs.

Example:

Selling Price = $1,000
Deposit % = 50
Deposit Amount = $500

The deposit percents default from the “System Master File” when a new address is entered.
Deposit percents are only used if the address type is “Client” or “Project”.

Selling Deposit %
The selling deposit % defines the deposit percent requested on merchandise. This value defaults
to the “Selling Deposit % Field” when a new item is entered for a client or project.

Mark Up Deposit %
The mark up deposit % defines the deposit percent requested on the mark up. This value
defaults to the “Mark Up Deposit % Field” when a new item is entered for a client or project.

Freight Deposit %
The freight deposit % defines the deposit percent requested on freight. This value defaults to the
“Freight Deposit % Field” when a new item is entered for a client or project.

Crating Deposit %
The crating deposit % defines the deposit percent requested on crating. This value defaults to
the “Crating Deposit % Field” when a new item is entered for a client or project.

Installation Deposit %
The installation deposit % defines the deposit percent requested on installation. This value
defaults to the “Installation Deposit % Field” when a new item is entered for a client or project.

Other Deposit %
The other deposit % defines the deposit percent requested on other costs. This value defaults to
the “Other Deposit % Field” when a new item is entered for a client or project.

Sales Tax Deposit %
The sales tax deposit % defines the deposit percent requested on sales tax. This value defaults
to the “Sales Tax Deposit % Field” when a new item is entered for a client or project.

Expense Account
The default expense account for office expense checks.

Account #
Your account number with vendors and manufacturers. This account number prints on purchase
orders and checks.

Federal ID
The vendor’s federal ID number.




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Social Security #
The vendor’s social security number.

1099
The 1099 code defines if the vendor will receive a 1099 or not. The 1099 code must be “Yes” or
“No”.

Phone Format
The format for phone numbers. The phone format must be “USA” or “INT”. If you enter “USA”,
the phone number will require you to enter 3 numbers, dash, 3 numbers, dash, 4 numbers. If you
select “INT”, you may enter phone numbers up to 20 characters in any format. The phone format
defaults from the “System Master File”.

Department
The department this client or vendor is associated with. The department defaults to “01”.

Deposit Vendor
The address ID of the company to make deposit checks payable to. This is used if you produce
purchase orders for a vendor but need to make the deposit check payable to someone else.

Final Vendor
The address ID of the company to make final payment checks payable to. This is used if you
produce purchase orders for a vendor but need to make the final payment check payable to
someone else.

Client for Project
The client a project is associated with. The client for project is only used if the address is a
project type. If this is a project, enter the address ID of the client that the project is associated
with.

Client for Room
The client for room is an address ID that links a list of rooms to a client. The room file has a
default list of rooms. Each default room has the address ID = “DEFAULT” associated with it. To
link the default list of rooms to a client, the “Client for Room Field” is set to “DEFAULT”. To
customize a list of rooms for a client, refer to the Rooms File Section. After customizing a list of
rooms, enter the same address ID that was entered for the custom list of rooms in the “Client for
Room Field”.




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Sales tax
The “Sales Tax Tab” displays the default sales tax settings for a client or project. All of the fields
on the “Sales Tax Tab” default from the “System Master File”.




Tax Location
The tax location defines the tax location where the client or project is located. The Tax Location
Field is used for grouping clients on sales tax reports.

Sales Tax % 1
The sales tax percent to tax merchandise for this client or project.

Sales Tax % 2
The second sales tax percent to tax merchandise for this client or project. The second sales tax
percent is used if some costs are charged at a tax rate different than sales tax % 1.

Time Tax %
The time billing sales tax percent to charge the client or project. This rate is used for time billing
entries.

Taxable
The taxable fields define if a category of cost is taxable or not. The taxable fields default from the
“System Master File” for new address records.

Selling Taxable



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Selling taxable defines if merchandise is taxable or not. Selling taxable must be “Yes” or “No”.
This value defaults to the “Selling Taxable Field” when a new item is entered for a client or
project.

Mark Up Taxable
Mark up taxable defines if mark up is taxable or not. Mark up taxable must be “Yes” or “No”. This
value defaults to the “Mark Up Taxable Field” when a new item is entered for a client or project.

Freight Taxable
Freight taxable defines if freight is taxable or not. Freight taxable must be “Yes” or “No”. This
value defaults to the “Freight Taxable Field” when a new item is entered for a client or project.

Crating Taxable
Crating taxable defines if crating is taxable or not. Crating taxable must be “Yes” or “No”. This
value defaults to the “Crating Taxable Field” when a new item is entered for a client or project.

Installation Taxable
Installation taxable defines if installation is taxable or not. Installation taxable must be “Yes” or
“No”. This value defaults to the “Installation Taxable Field” when a new item is entered for a
client or project.

Other Taxable
Other taxable defines if other costs are taxable or not. Other taxable must be “Yes” or “No”. This
value defaults to the “Other Taxable Field” when a new item is entered for a client or project.

Tax Percent
The tax code fields define which sales tax percent (1 or 2) to use to calculate sales tax for a
category of cost. The tax code fields default from the “System Master File” for new address
records.

If Tax Code = 1 then Sales Tax % 1 is used to calculate sales tax for the category of cost.

If Tax Code = 2 then Sales Tax % 2 is used to calculate sales tax for the category of cost.

Tax Code may only be set to 4 for Selling and Mark Up. This is used for luxury taxes.
If Tax Code = 4 then
The Selling and Mark Up Costs are taxed at Sales Tax % 1.
The costs are also taxed at Sales Tax % 2 up to the amount entered in Selling Percent Taxable.

Tax Code 5 is used for Canadian Sales Tax
If Tax Code = 5 then
Sales Tax % 1 is added to Sales Tax % 2 to calculate sales tax.
Sales Tax % 1 is used to calculate purchase sales tax.

Selling Tax Code
The selling tax code defines which sales tax percent to use to calculate sales tax for
merchandise. Selling tax code must be “1”, “2”, “4” or “5”. This value defaults to the “Selling Tax
Code Field” when a new item is entered for a client or project.

Mark Up Tax Code
The mark up tax code defines which sales tax percent to use to calculate sales tax for mark up.
Mark up tax code must be “1”, “2”, “4” or “5”. This value defaults to the “Mark Up Tax Code
Field” when a new item is entered for a client or project.




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Freight Tax Code
The freight tax code defines which sales tax percent to use to calculate sales tax for freight.
Freight tax code must be “1”, “2” or “5”. This value defaults to the “Freight Tax Code Field” when
a new item is entered for a client or project.

Crating Tax Code
The crating tax code defines which sales tax percent to use to calculate sales tax for crating.
Crating tax code must be “1”, “2” or “5”. This value defaults to the “Crating Tax Code Field” when
a new item is entered for a client or project.

Installation Tax Code
The installation tax code defines which sales tax percent to use to calculate sales tax for
installation. Installation tax code must be “1”, “2” or “5”. This value defaults to the “Installation
Tax Code Field” when a new item is entered for a client or project.

Other Tax Code
The other tax code defines which sales tax percent to use to calculate sales tax for other costs.
Other tax code must be “1”, “2” or “5”. This value defaults to the “Other Tax Code Field” when a
new item is entered for a client or project.

Percent Taxable
The percent taxable fields define what percent of a cost is taxable. The percent taxable is
generally 100.

Selling Percent Taxable
The selling percent taxable defines what percent of merchandise is taxable. This value defaults
to the “Selling Percent Taxable Field” when a new item is entered for a client or project.

Mark Up Percent Taxable
The mark up percent taxable defines what percent of the mark up is taxable. This value defaults
to the “Mark Up Percent Taxable Field” when a new item is entered for a client or project.

Freight Percent Taxable
The freight percent taxable defines what percent of freight is taxable. This value defaults to the
“Freight Percent Taxable Field” when a new item is entered for a client or project.

Crating Percent Taxable
The crating percent taxable defines what percent of crating is taxable. This value defaults to the
“Crating Percent Taxable Field” when a new item is entered for a client or project.

Installation Percent Taxable
The installation percent taxable defines what percent of installation is taxable. This value defaults
to the “Installation Percent Taxable Field” when a new item is entered for a client or project.

Other Percent Taxable
The other percent taxable defines what percent of other cost is taxable. This value defaults to the
“Other Percent Taxable Field” when a new item is entered for a client or project.




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Design projects
Design projects
Items to propose to clients are entered in design projects. Items are entered one time and
proposals, purchase orders and invoices are automatically generated.

To open Design Projects

     •   Select "Design Projects at the top of the screen

The "Design Projects Screen" is displayed.




Filter
Design items may be filtered to display a list of items that meet specific criteria. To filter the list,
enter a value in the filter field above any column of information.

Add Item
To add a new item to the design project, click the “Add Button”. The Design Item Screen is
displayed and item information may be entered. The “Client Field” and “Project Field” default
from the “Design Projects Screen”.

Delete Item
To delete an item from a design project, click the “Delete Button”. A message “Are you sure you
want to delete this item?” is displayed. Select “Yes” and the item is deleted from the design
project. An item may not be deleted if it has been purchase ordered or invoiced. The item must




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be removed from the purchase order and/or invoice first. An item may not be deleted if it has a
deposit applied to it. The deposit must be removed first.

List, Preview, Budget
To view a summary list of items proposed to a client, click the “List Button”. To view and change
information about an item including the image of the item, click the “Preview Button”. To view and
enter budget information for items, click the “Budget Button”.

View Item Detail
To view the detail descriptive and costs information for an item, click the “View Item Button”. The
Design Item Screen is displayed. Changes may be made to the design item.

Scroll Bar
To view the selling price, purchase cost, profit and expediting information for an item, move the
scroll bar at the bottom of the screen to the right.

Costs and Profit
The selling price, purchase cost and profit for items are displayed on the right side of the “Design
Project Screen”.

Expediting Information
The expediting dates for items are displayed and entered on the right side of the screen.




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Entering an item
Item descriptive and cost information is entered on the design item screen.

To enter a new item

     •   Select "Add" on the Design Projects Screen

To modify an existing item

     •   Select the "View Design Item Button" on the Design Projects Screen

The "Design Item Screen" is displayed.




Add and Delete Item
Add an Item
To add a new item to the design project, click the “Add Button”. A blank item is displayed and
item information may be entered. The “Client Field” and “Project Field” default from the “Design
Projects Screen”.

Delete an Item
To delete an item from a design project, click the “Delete Button”. A message “Are you sure you
want to delete this item?” is displayed. Select “Yes” and the item is deleted from the design
project. An item may not be deleted if it has been purchase ordered or invoiced. The item must
be removed from the purchase order and/or invoice first. An item may not be deleted if it has a
deposit applied to it. The deposit must be removed first.




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Section Tab
Select the costs, reminders, payments or specification tab to display the appropriate detail
information.

Costs Tab
To view the detail purchase, budget and selling costs for an item, click the “Cost Tab”. The
“Design Item Cost Screen” is displayed.

Reminders Tab
To view the reminders attached to the item, click the “Reminders Tab”. The Design Item
Reminders Screen is displayed.

Payments Tab
To view the client payments, vendor payments and expediting information for an item, click the
“Payments Tab”. The Design Item Payments Screen
is displayed.

Specification Tab
To view the specification information for an item, click the “Specification Tab”. The “Design Item
Specification Screen” is displayed.

Buttons
Image
To add a digital image to an item, click the “Image Button” and the Image Screen is displayed”.

Duplicate
To duplicate the current item, click the “Duplicate Button”. The new duplicated item is displayed
and changes may be made to the new item.

Sales Tax
To view the sales tax percent and percent taxable for the current item, click the “Sales Tax
Button”. The Sales Tax Screen is displayed.

100 % Deposit
To change all of the proposal deposit percents to 100%, click the “100% Deposit Button”. The
proposal deposit percents fill in as 100 and the proposal deposit amounts are recalculated.

Item Information
Descriptive information for the item is entered on the top portion of the “Design Item Screen”.

Room
The room the item is going into for the design project.

Item #
The item # associated with the item. If this is the third item in the room, the item # may be 003.

Component
An item may have multiple parts from different vendors. The component defines the parts. For
example, a chair may have multiple components:

Component A Chair frame
Component B Fabric for the chair


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Component C Fringe for the chair

Vendor
The vendor the item is to be purchased from.

Ship To
The address ID where the item is to be shipped.

Sales Code
The sales code defines the category of merchandise this item belongs in. The sales code also
determines the general ledger income and cost of sales accounts for the item.

Designer
The designer responsible for the item.

Inventory
The Inventory ID of the inventory item if this item is from inventory.

Catalog
The Catalog ID of the item if the item is in the item catalog.

Code 1
Code 1 allows you to assign an item to a group for reporting purposes.

Code 2
Code 2 allows you to assign an item to a group for reporting purposes.

Proposal #
The proposal # assigned to this item. To remove an item from a proposal, blank out the proposal
#. To assign a unique proposal # to an item, type the proposal # and press enter. A message
“The proposal # does not exist for this client. Do you want to add this Proposal #?” is displayed.
 Click “Yes” and the proposal # is added to the proposals for this client.

P.O. #
The purchase order number assigned to this item.

Invoice #
The invoice number assigned to this item.

Ship Via
The way this item is to be shipped. The ship via will print on the purchase order.

Terms
The vendor payment terms. The terms will print on the purchase order.

FOB
The vendor FOB for this item. The FOB will print on the purchase order.

Date Requested
The date the item is requested. The date requested will print on the purchase order.

Attention
The name of the attention to for the vendor. The attention will print on the purchase order.

Sidemark




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The item portion of the sidemark for purchase orders. Purchase orders automatically generate a
sidemark with 4 parts.

Designer / Client / Room / Item

The sidemark filled in here is the item portion of the sidemark for purchase orders.

Department
The department for the item.

Specifier
Specifier defines if you are specifying product only. Specifier must be “Yes” or “No”. The
specifier defaults from the client file.

Specifier should only be set to “Yes” if you are specifying merchandise and you are not
purchasing and reselling this item to the client. If specifier is set to “Yes”, no accounts payable
general ledger transactions are generated when the purchase order is created for this item. Only
change this setting to “Yes” if you are sure that you do not want general ledger transactions.

CFA
Cutting for approval requested for this item. Yes, No or Approved.

Expediting
The status of the item.

Description
The description of the item.

Additional Description
The additional description of the item.

The code to the right side of each additional line of description defines who sees the description.
The following are the description codes:

    •   B Both the client and vendor see the description. The description prints on all
        documents.
    •   C Client only. The description only prints on proposals and invoices.
    •   V Vendor only. The description only prints on the purchase order.
    •   D Designer only. The description does not print on proposals, purchase orders or
        invoices.

Purchase Cost
The purchase costs print on the purchase order to the vendor.

Unit
The unit of measure for the item. The default fills in as “Each”. The unit will default from the
sales code if the unit is filled in sales code file.

Purchase Quantity
The quantity to purchase from the vendor.

Purchase Unit Cost
The unit cost from the vendor.




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Purchase Cost
The purchase quantity times the purchase unit cost. This amount is calculated when the
purchase quantity or purchase unit cost are changed.

Purchase Freight, Crating, Installation, Other and Sales Tax
Additional costs from the vendor.

Budget Costs
The budget amount prints on profit analysis reports.

Budget Quantity
The initial quantity budgeted for this item.

Budget Unit Cost
The initial unit cost budgeted for this item.

Budget Cost
The budget quantity times the budget unit cost. This amount is calculated when the budget
quantity or budget unit cost are changed.

Selling Price
The selling amounts print on the proposal and invoice to the client.

Selling Quantity
The quantity to sell to the client.

Selling Unit Price
The unit price for the client.

Selling Price
The selling quantity times the selling unit price. This amount is calculated when the selling
quantity or selling unit price are changed.

Selling Freight, Crating, Installation, Other and Sales Tax
Additional costs for the client.

The selling costs may optionally fill in when the purchase costs are entered if the item is not
invoiced. This feature is determined by the “Purchase Cost Default” in the System Master File.

Selling Mark Up Percent
The percent to mark up the selling amounts. The selling mark up percent defaults from the
corresponding mark up percent fields in the client file.

Selling Mark Up Amount
The selling amount times the corresponding selling mark up %. If the selling mark up % is blank,
a specific selling mark up amount may be entered.

Selling Taxable
Selling taxable defines if the corresponding selling amount is taxable “Yes” or “No”. The selling
taxable defaults from the corresponding selling taxable fields in the client file.

Selling Proposal Deposit Percent




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The percent to request as a proposal deposit for the corresponding selling amount. The proposal
deposit percent defaults from the corresponding proposal deposit percent fields in the client file.

Selling Proposal Deposit Amount
The selling amount times the corresponding selling proposal deposit %. If the selling proposal
deposit % is blank, a specific selling deposit amount may be entered.




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Item reminders
Reminders for the item are entered on the bottom portion of the item screen. Click the
“Reminders Tab” and the “Design Item Reminders Screen” is displayed.




Reminders are entered and attached to an item to manage the production of an item. Reminders
for all items that need to be followed up on are displayed on the “Reminders Screen” in order by
action date.

Action
The action to be performed. An example of an action is “CFA” to follow up on a cutting for
approval.

Date
The date the action was entered.

Action Date
The date the action should be performed. The action date fills in based on the “Action Days”
assigned to the action in the “Action File”. You can change the action date at any time.

Example:
The “Action Days” for the action in the “Action File” is “7”. When a CFA action is entered, the
action date fills in as 7 days from the current date. This reminds you to follow up on the action in
7 days.

Action: CFA
Action days: 7 (in the Action File)
Date entered: 1/1/03



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Action date: 1/8/03

Completed
The date the action was completed. When an action is completed, it is removed from your list of
outstanding actions on the “Reminders Screen”.

Description
The description of the action. This description fills in from the “Action File” and may be changed.

Employee
The employee to perform the action.

Email
The address ID of the client or vendor to email the action to.

Date Emailed
The date the action was emailed to the client or vendor.

Email
If you want to email this action to a client or vendor, make sure the Address ID of the client or
vendor is filled in the “Email Field”. Make sure the email address for the client or vendor is
entered in the client or vendor’s address file. Then, click the “Email Button” and the email screen
is displayed ready for you to email the action to the client or vendor.




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Item payments
Client and vendor payments on an item are displayed on the bottom portion of the item screen.
Click the “Payments Tab” and the “Design Item Payments Screen” is displayed.




Client Payments
Client payments applied to this item are displayed in client payments.

Vendor Payments
Vendor payments applied to this item are displayed in vendor payments.

Expediting Dates
Expediting dates for this item are displayed on the left side of the screen.

Move to Inventory
If this item was purchase ordered for a client and they are returning it, you may move the item to
inventory. Enter a new Inventory ID in the ”Move To Inventory Field”. Click the “Move to
Inventory Button” and a message “Are you sure you want to move this item to inventory?” is
displayed. Click “Yes” and the item is moved to inventory. The item may not be moved to
inventory if it has been invoiced.

Add to P.O.
You may add an item to a purchase order that already exists. Enter the number of the purchase
order that you want to add this item to in the “Add to P.O. Field”. Click the “Add to P.O. Field
Button” and a message “Are you sure you want to add this item to the P.O.?” is displayed. Click
“Yes” and the item is added to the P.O.




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Item image
The “Image Screen” is displayed when the “Image Button is clicked on the “Design Item Screen”
or the "Design Projects Screen".




Select
Find the name of the image to attach to this item. Select the image by clicking the file name. The
image is displayed in the window on the right side of the screen.

Save
To save and attach the image to this item, click the “Save Button”.

Delete
To remove an image from the item, click the “Delete Button”.

All images must be located in the “StudioDesigner/Images” folder on the server.




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Item sales tax
The “Sales Tax Screen” is displayed when the “Sales Tax Button” is clicked on the “Design
Projects Screen”. The sales tax percents default to the item from the client or project. If the
corresponding sales tax fields are filled in the “Sales Code File” for the sales code assigned to
this item, the sales tax percents from the sales code override the sales tax percents from the
client and project.




Sales Tax % 1
The sales tax percent to charge the client or project for the item.

Sales Tax % 2
The second sales tax percent to charge the client or project for the item. The second sales tax
percent is used if some client costs are taxed at a rate different than sales tax % 1.

Tax Code
The tax code defines which sales tax percent to use to calculate sales tax for selling costs. The
tax percent must be “1” or “2”. For example, in New York, merchandise is taxed at a rate different
than mark up. There are special considerations for luxury tax and Canadian sales tax. See the
“Address Book Sales Tax” section for more information.

Percent Taxable
The percent taxable defines what percent of the selling costs are taxable. For example, in
California, only part of the mark up is taxable.

Example:
Sales tax percent 1 8%
Sales tax percent 2 4%

Chair selling cost $1,000
Chair selling tax code 1 (use sales tax percent 1 or 8%)
Chair selling percent taxable 100 (tax 100% of the cost of the chair or $1,000)
Sales tax on the chair ($1,000 * 100%) * 8% = $80
Mark up on chair $400
Mark up tax code 2 (use sales tax percent 2 or 4%)
Mark up percent taxable 50 (tax 50% of the mark up on the chair or $200)
Sales tax on the mark up ($400 * 50%) * 4% = $8




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Creating a proposal
Design items may be selected to generate a proposal at any time.




Select Item for a Proposal
To select an item to generate a proposal, click the item’s “Proposal Button”. The item’s “Proposal
Button” turns red to indicate the item is selected to generate a proposal. To deselect the item
from generating a proposal, click the item’s “Proposal Button” again and the item’s “Proposal
Button” is cleared. Items may also be selected for a proposal by pressing the space bar in the
item’s “Proposal # Field”.

Create a Proposal
To generate a proposal for the item(s) selected in the previous step, click the “Proposal Button”.
 The next available proposal # for the client fills in the “Proposal # Field” for all items selected and
the “Print Proposal Screen” is displayed.

To view the proposal on the screen, click the “View Button”. To print the proposal on paper, click
the “Print Button”. To export the proposal to Excel, click the “Export Button”. Various proposal
formats are provided with Studio Designer including one that prints digital images of the items.
 Proposals may also be customized to reflect your firm’s unique identity.

To preview the proposal without generating a Proposal # for the item, hold the “Ctrl” key down
when clicking the “Proposal Button”.




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Creating a PO
Design items may be selected to generate purchase orders at any time.




Select Item for a Purchase Order
To select an item to generate a purchase order, click the item’s “Purchase Order Button”. The
item’s “Purchase Order Button” turns red to indicate the item is selected to generate a purchase
order. To deselect the item from generating a purchase order, click the item’s “Purchase Order
Button” again and the item’s “Purchase Order Button” is cleared. Items may also be selected for
a purchase order by pressing the space bar in the item’s “Purchase Order # Field”.

Create Purchase Orders
To generate purchase orders for the item(s) selected in the previous step, click the “P.O. Button”.
Purchase order numbers fill in the “Purchase Order # Field” for all items selected and the “Print
Purchase Order Screen” is displayed.

To view the purchase orders on the screen, click the “View Button”. To print the purchase orders
on paper, click the “Print Button”. To export the purchase orders to Excel, click the “Export
Button”.

To preview the purchase order without generating a Purchase Order # for the item, hold the “Ctrl”
key down when clicking the “Purchase Order Button”.




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Creating an invoice
Design items may be selected to generate an invoice at any time.




Select Item for an Invoice
To select an item to generate an invoice, click the item’s “Invoice Button”. The item’s “Invoice
Button” turns red to indicate the item is selected to generate an invoice. To deselect the item
from generating an invoice, click the item’s “Invoice Button” again and the item’s “Invoice Button”
is cleared. Items may also be selected for an invoice by pressing the space bar in the item’s
“Invoice # Field”.

Create an Invoice
To generate an invoice for the item(s) selected in the previous step, click the “Invoice Button”.
Invoice numbers fill in the “Invoice # Field” for all items selected and the “Print Invoice Screen” is
displayed.

To view the invoice on the screen, click the “View Button”. To print the invoice on paper, click the
“Print Button”. To export the invoice to Excel, click the “Export Button”.

To preview the proposal without generating an Invoice # for the item, hold the “Ctrl” key down
when clicking the “Invoice Button”.




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Time billing
Time billing
Time billing allows the designer to schedule meetings with clients and vendors and produce time
billing invoices for clients.




Filter
Time billing entries may be filtered to display a list of time billing entries that meet specific criteria.
To filter the list, enter a value in the filter field above any column of information.

Print Report
Time billing reports may be printed by clicking the “Print Button”. The report selection criteria
default from the filter fields filled in on the “Time Billing Screen”.

Add Time Billing
To add a new time billing entry to the list, click the “Add Button”. A new blank time billing record
is displayed and time billing information may be entered. If a filter field is filled in, the time billing
information defaults from the filter field. The “Date Field” defaults to the current date. The “Client
Field” and the “Employee Field” are both required and the time billing entry will not be saved
unless they are filled in.

Delete Time Billing
To delete a time billing entry from the list, click the “Delete Button”. A message “Are you sure you
want to delete this Time Billing?” is displayed. Select “Yes” and the time billing entry is deleted
from the list.




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Select
To select time billing entries to be invoiced, click the entry’s “Invoice Button” or press the space
bar in the entry’s “Invoice # Field”. The entry’s “Invoice Button” turns red. To deselect time billing
entries, click the entry’s “Invoice Button” or press the space bar in the entry’s “Invoice # Field”.
The entry’s “Invoice Button” is cleared.

Invoice
To create invoices for the time billing entries selected, click the “Invoice Button”. Invoice numbers
are assigned to the time billing entries and the “Print Invoice Screen” is displayed.

The top portion of the screen displays the list of time billing entries. The bottom portion of the
screen displays the detail information for the specific time billing entry selected.

Date
The date the work was performed.

Time
The time the work was started. The start time is optional.

Completed
The time the work was completed. The completed time is optional. If the start and completed
time are both entered, the “Quantity Field” fills in the amount of time spent from start to complete.

Client
The client the work was performed for.

Project
The project the work was performed for.

Employee
The employee that performed the work.

Group
The employee group the work is associated with for reporting purposes. Some commonly used
employee groups are “Principle”, “Senior Designer” and “Junior Designer”.

Activity
The activity the work is associated with for reporting purposes. Some commonly used activities
are “Drafting” and “Shopping”.

Billing Code
The billing code determines if the time billing entry is billable or not. Billing code options are “B”
billable, “N” non billable and “O” office work. Time billing entries with “B” and “N” print on invoices
to clients. Time billing entries with “O” may not be invoiced.

Quantity
The amount of time spent to perform the work. Time billing entries may also be used to invoice
clients for misc. expenses like printing copies. The quantity for printing copies may be 10 for 10
copies.

Client Rate
The hourly rate the client is billed at. Client rates may default for each client based on various
criteria. Default client rates are setup in the “Time Billing Rate Table”.

Billable




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The total amount to bill the client for the work performed. If the billing code is “B”, the billable
amount fills in as the quantity times the client rate. If the billing code is “N” or “O”, the billable
amount fills in as $0.

Non Billable
The total amount not billed for work performed. If the billing code is “B”, the non billable amount
fills in as $0. If the billing code is “N” or “O”, the non billable amount fills in as the quantity times
the client rate.

Description
The description of the work performed.

Taxable
Taxable determines if the time billing entry is taxable or not. Enter “Yes” if the entry is taxable
and “No” if the entry is not taxable.

Sales Tax %
The sales tax % determines the rate to tax the time billing entry.

Sales Tax
The sales tax fills in as the quantity times the client rate times the sales tax %.

Budget
The amount budgeted for a specific task. A time billing entry may be created for a project and the
budget amount reflects the overall budget for the project.

Cost Rate
The cost rate is the hourly rate of pay for the employee. The cost is used for profit analysis
reporting.

Income Account
The income account the time billing entry is posted to when it is invoiced. The default “Income
Account” is defined in the “System Master File”.




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Time billing rates
Default time billing rates and codes are set up in the time rate file. Time billing rates may be set
up by client, employee, group, activity or use a combination to develop defaults for new time
billing entries.




Add Time Billing Rate
To add a new time billing rate to the list, click the “Add Button”. A new blank time billing rate
record is displayed and the time billing rate information may be entered.

Delete Time Billing Rate
To delete a time billing rate from the list, click the “Delete Button”. A message “Are you sure you
want to delete this time billing rate?” is displayed. Select “Yes” and the rate is deleted from the
list.

Specific time billing rates must be set up for each potential time billing rate option.

IMPORTANT:
The time rate code should be defined in the system master file before the time billing rates are set
up.
See System Master File section.

Example:

If the time billing code in the system master file is “02” by client, employee, then you should enter
a separate time billing rate entry for each possible client employee combination. If you have 10
clients and 3 employees, you should set up 30 different time billing rate entries.

Client A Employee 1 $70
Client A Employee 2 $40
Client A Employee 3 $120

Client B Employee 1 $70
Client B Employee 2 $45
Client B Employee 3 $140




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Reminders
Reminders
Reminders allow the designer to document conversations and enter reminders for future actions
on a design project. A future action could be a reminder to call the upholsterer in two weeks to
insure the fabric arrived for the chair.




View Item
To view the item a reminder is associated with, click the “View Item Button”. The “Item Screen” is
displayed.

Filter
The reminders may be filtered to display a list of reminders that meet specific criteria. To filter the
list, enter a value in the filter field above any column of information.

Print Report
Reminder reports may be printed by clicking the “Print Button”. The report selection criteria
default from the filter fields filled in on the “Reminders Screen”.

Add a Reminder
To add a new reminder to the list, click the “Add Button”. A new blank reminder record is
displayed and reminder information may be entered. If the “Employee Filter Field” or the “Action
Filter Field” is filled in, the employee and/or action default from the filter fields. The “Date Field”
defaults to the current date. The “Employee Field” and the “Action Field” are both required and
the reminder will not be saved unless they are filled in.



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Delete a Reminder
To delete a reminder from the list, click the “Delete Button”. A message “Are you sure you want
to delete this Action?” is displayed. Select “Yes” and the reminder is deleted from the list.

The top portion of the screen displays the list of reminders. The bottom portion of the screen
displays the detail information for the specific reminder selected.

Employee
The employee is the person responsible to perform or complete the task.

Action
The action identifies a specific category of task to be performed. The list of actions can be
customized by going to the action file and editing the action list. See the Actions File Section.

Action Date
The date the action is to be performed or completed. If the action can not be completed on this
date, the “Action Date” may be changed to a date in the future when the employee wants to be
reminded again.

Completed
The date the action was completed. The task is considered complete and the employee will not
be reminded to perform this task again if the “Completed Date” is filled in.

Company
The Address ID of the company the task is related to. If this action is a phone message, then
“From” is the Address ID of the company the phone message is from.

Contact
The name of the contact the task is related to. If this action is to follow up on an item, then
“Contact” is the name of the person to follow up with. If this action is a phone message, then
“Contact” is the name of the person the phone message is from.

Phone
The phone number of the person the task is related to. If this action is a phone message, then
“Phone” is the phone number of the person the phone message is from.

Email
The Address ID of the client or vendor this action is to be emailed to. The Address ID must have
an email address entered in the “Address File” or the email will not be sent. The “Email Field” is
only entered for actions to be emailed.

Description
The description describes the task or action to be performed. The description defaults from the
“Action File”. The description also serves as the subject for email correspondence.

Message
The message describes the specific task or request for information. If this action is a phone
message, then “Message” is the message from the caller.

Response
The response describes the status or response to the message. If this action is a phone
message, then “Response” is the response from the employee to the caller.

Batch Send Email




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Reminders with an email recipient may be entered throughout the day. Individual or a group of
reminders may be emailed at any time. Reminders are emailed based on the filter criteria filled in
the filter fields. For example, to email all reminders that have not been sent for a specific
employee, enter the employee in the “Employee Filter Field”. To batch email reminders, start
Microsoft Outlook. Click the “Email Button” on the “Reminders Screen” and the email is displayed
for confirmation to be sent.

Item
Actions can also be entered on the “Item Screen” by clicking the Reminders Tab. If an action is
entered and associated with an item, the associated Item #, Client, Vendor and P.O. # are
displayed.




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Actions
A default action list is set up in the actions file. Actions are used as reminders to follow up on
specific items, phone calls or general tasks related to a project.




Add Action
To add a new action to the list, click the “Add Button”. A new blank action record is displayed and
the action information may be entered.

Delete Action
To delete an action from the list, click the “Delete Button”. A message “Are you sure you want to
delete this action?” is displayed. Select “Yes” and the action is deleted from the list.

Action
The Action ID is used to identify the action. Enter a unique Action ID in the “Action Field” when
creating new a new action.

Description
The description of the action.

Action Days
Enter the number of days in the “Action Days Field” that the action should be triggered to appear
on the reminder list. Example: If you want create an action for CFA and you want to be reminded
in 7 days from today, enter “7” in the “Action Days Field”. When a new CFA action is entered, it
will appear on your list of reminders in 7 days.




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Priority
The “Priority Field” for the action corresponds with the color coding feature. You may assign a
specific color to default for each action to create your own unique priority system.

     •   Priority 1 is Green
     •   Priority 2 is Yellow
     •   Priority 3 is Red

Automatic
This field will be used for future release and is not currently in use.

Email Client
Enter “Yes” in the “Email Client Field” if you want the client’s Address ID to default to the Email
Field for this action when creating design item reminders. Enter “No” if you do not want the
client’s Address ID to default to the Email Field for this action when creating design item
reminders.

Email Vendor
Enter “Yes” in the “Email Vendor Field” if you want the vendor’s Address ID to default to the Email
Field this action when creating design item reminders. Enter “No” if you do not want the vendor’s
Address ID to default to the Email Field for this action when creating design item reminders.

Responsible
Responsible defines who is responsible to perform this action.

If the same employee always performs this action, enter the employee ID in the “Responsible
Field”. Each time a reminder is created using this action, it will automatically fill in this employee
in the employee field for the reminder.

Enter “DESIGNER” in the “Responsible Field” if you want the designer responsible for the item to
automatically fill in when a reminder is created using this action.




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Proposal
Proposal
Items are entered and proposals are created for a client in “Design Projects”. When a proposal is
created, the proposal # is added to the list on the “Proposal List Screen”.

To open the Proposal List:

    •   Select "Proposal" at the top of the screen

The "Proposal Screen" is displayed.




Proposal Detail
To view the items on a proposal, click the “Proposal Detail Button”. The “Proposal Screen” is
displayed.

Filter
The proposals may be filtered to display a list of proposals that meet specific criteria. To filter the
list, enter a value in the filter field above any column of information.

Print Report
Proposal reports may be printed by clicking the “Print Button”. The report selection criteria default
from the filter fields on the “Proposal List Screen”.

The “Proposal Detail Screen” displays items and proposal information.



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Item Detail
To view the detail description and amounts for an item, click the “Item Button”. The “Design Item
Screen” is displayed.

Print Proposal
To print the proposal, click the “Print Button”.

Client Payments
To view client payments applied to items on the proposal, click the “Client Payment Button”.

Instructions
Enter special instructions to print on the proposal in the “Instructions Field”.

Notes
Enter notes specific to this proposal in the “Notes Field”. This information does not print on the
proposal.

Percent Complete
To change the deposit percent and deposit amount requested for all items on this proposal, enter
the new deposit percent in the “% Complete Field”. A message ”Do you want to update the
Deposit Percent for all items on this Proposal?” is displayed. Select “Yes” and the deposit
percent and deposit amount requested will be recalculated for all items on this proposal.




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PO
PO
Items are entered and purchase orders are created for vendors in “Design Projects”. When a
purchase order is created, the purchase order # is added to the list on the “Purchase Order List
Screen”.

To open the P.O. List:

    •   Select "P.O." at the top of the screen

The "P.O. Screen" is displayed.




Purchase Order Detail
To view the items on a purchase order, click the “Purchase Order Detail Button”. The “Purchase
Order Screen” is displayed.

Filter
The purchase orders may be filtered to display a list of purchase orders that meet specific criteria.
To filter the list, enter a value in the filter field above any column of information.

Print Report
Purchase order reports may be printed by clicking the “Print Button”. The report selection criteria
default from the filter fields filled in on the “Purchase Order List Screen”.

Expediting


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To view and enter expediting descriptions and dates, click the “Expediting Button”. The
“Expediting Screen” is displayed.

P.O. Check Vouchers
To create P.O. check vouchers (entries in the checks module to print purchase order checks),
click the “P.O. Check Vouchers Button”. The P.O. Check Voucher Screen is displayed.

The “Purchase Order Detail Screen” displays items and purchase order information.




Item Detail
To view the detail description and costs for an item, click the “Item Button”. The “Design Item
Screen” is displayed.

Print Purchase Order
To print the purchase order, click the “Print Button”.

Vendor Payments
To view vendor payments applied to items on this purchase order, click the “Vendor Payment
Button”.

Void Purchase Order
To void a purchase order, click the “Void Button”. If the purchase order has vendor payments
applied, the purchase order may not be voided. The payments must be removed first.

Instructions
Enter special instructions to be printed on the purchase order in the “Instructions Field”.

Notes
Enter notes specific to this purchase order in the “Notes Field”. This information does not print on
the purchase order.


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Expediting
The “Expediting Screen” displays purchase orders on the top portion of the screen and items on
the bottom portion of the screen.




Purchase Order Expediting Dates
The top portion of the screen lists purchase orders with the expediting dates for each purchase
order. If an expediting date is entered for the purchase order, the same expediting date is filled in
for all items on the bottom portion of the screen if the item’s expediting date is blank.

Item Expediting Dates
The bottom portion of the screen lists items on the purchase order. Individual and unique
expediting dates can be entered for each item on the purchase order.

Print Expediting Report
Expediting reports may be printed by clicking the “Print Button”. The report selection criteria
default from the filter fields filled in on the “Expediting Screen”.




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Invoice
Invoice
Items are entered and invoices are created for a client in “Design Projects”. When an invoice is
created, the invoice # is added to the list on the “Invoice List Screen”.

To open the Invoice List:

    •   Select "Invoice" at the top of the screen

The "Invoice Screen" is displayed.




Invoice Detail
To view the items on an invoice, click the “Invoice Detail Button”. The “Invoice Detail Screen” is
displayed.

Filter
The invoices may be filtered to display a list of invoices that meet specific criteria. To filter the
list, enter a value in the filter field above any column of information.

Print Report
Invoice reports may be printed by clicking the “Print Button”. The report selection criteria default
from the filter fields on the “Invoice List Screen”.

The “Invoice Detail Screen” displays items and invoice information.



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Item Detail
To view the detail description and costs for an item, click the “Item Button”. The “Design Item
Screen” is displayed.

Print Invoice
To print the invoice, click the “Print Button”.

Client Payments
To view client deposits and payments applied to items on this invoice, click the “Client Payment
Button”.

Void Invoice
To void an invoice, click the “Void Button”. If the invoice has client payments applied, the invoice
may not be voided. The payments must be removed first.

Instructions
Enter special instructions to be printed on the invoice in the “Instructions Field”.

Notes
Enter notes specific to this invoice in the “Notes Field”. This information does not print on the
invoice.




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Receipts
Receipts
Client payments and miscellaneous other payments are entered and viewed in “Cash Receipts”.
When a payment is entered, the receipt is added to the list on the “Cash Receipts List Screen”.

To open the Cash Receipts List:

    •   Select "Receipts" at the top of the screen

The "Receipts Screen" is displayed.




Cash Receipt Detail
To view the detail distribution of a cash receipt, click the “Cash Receipt Detail Button”. The Cash
Receipt Screen is displayed.

Filter
The receipts may be filtered to display a list of receipts that meet specific criteria. To filter the list,
enter a value in the filter field above any column of information.

Enter Cash Receipts
To enter a client payment or other miscellaneous cash receipt, click the “Enter Cash Receipts
Button”. The “Enter Cash Receipt Screen” is displayed.

Print Report



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Cash receipt reports may be printed by clicking the “Print Button”. The report selection criteria
default from the filter fields filled in on the “Cash Receipts List Screen”.




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Cash Receipts Detail
The “Cash Receipt Detail Screen” displays the detail distribution for a cash receipt.




Date
The date may be changed and all transactions for this receipt will be changed to the new date.
The date of a receipt determines the general ledger period and year for the transaction.
Changing the date will change general ledger financial reports. You may only change the date to
a date in the current year or the prior year if the prior year is not closed.

Check #
The check # may be changed and all transactions for this receipt will be changed.

Description
The description may be changed and all transactions for this receipt will be changed.




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Enter cash receipts
Client payments and other miscellaneous receipts are entered on the “Enter Cash Receipts
Screen”.




Client payments are very flexible and may be entered in the following methods:

1. Receive client deposit, (leave on account and do not apply to items at this time).
2. Receive client retainer, (leave on account and do not apply to items at this time).
3. Receive payment, (receive and apply the payment to items partially or in full).
4. Apply client deposit, (apply deposit on account to items).
5. Apply client retainer, (apply retainer on account to items).
6. Receive misc. cash receipt.




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Receive client deposit
Payments may be received from clients as a deposit on hand for future proposals. The payment
is received on account and increases the client deposit balance for the client. This deposit on
account can be applied to proposals and invoices at a later date.




Client and Amount
Enter the client the deposit payment is from. Enter the amount, date, check # and description for
the payment received.

Apply
The deposit received is for future proposals and the amount is not going to be applied to any
items at this time. Received = the amount you received, applied = $0 and remaining = the
amount received.

Post
To receive or post the payment, click the “Apply Payment Button”. Because the payment was not
applied to items, the “Apply Deposit or Retainer Screen” is displayed. To apply the payment to
the client’s deposit on hand, click the “Apply To the Client’s Deposit Button”. The amount of the
client’s deposit on hand is increased by the payment received.




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Receive client retainer
Payments may be received from clients as a retainer on hand to be applied to future invoices.
 The payment is received on account and increases the client retainer balance for the client. This
retainer on account can be applied to invoices at a later date.




Client and Amount
Enter the client the retainer payment is from. Enter the amount, date, check # and description for
the payment received.

Apply
The retainer received is for future invoices and the amount is not going to be applied to any items
at this time. Received = the amount you received, applied = $0 and remaining = the amount
received.

Post
To receive or post the payment, click the “Apply Payment Button”. Because the payment was not
applied to items, the “Apply Deposit or Retainer Screen” is displayed. To apply the payment to
the client’s retainer on hand, click the “Apply To the Client’s Retainer Button”. The amount of the
client’s retainer on hand is increased by the payment received.




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Receive payment
Payments may be received from clients and applied to items when the payment is received.




Client and Amount
Enter the client the payment is from. Enter the amount, date, check # and description for the
payment received.

Apply
Enter the amount to be applied to each item in the item’s “Amount to Apply”. You may also click
the “Fill in Item Amount” or “Fill in All Amount’s” Button to fill in the item’s “Amount to Apply”. If
you want to apply the payment to a time billing invoice, click the “View Time Billing” Button”.
 Received = the amount you received, applied = the total you applied to items and remaining =
the amount received – the amount applied.

Post
To receive or post the payment, click the “Apply Payment Button”. If the amount received is not =
the amount applied, the “Apply Deposit or Retainer Screen” is displayed. To apply the remaining
amount to the client’s deposit on hand, click the “Apply To the Client’s Deposit Button”. To apply
the remaining amount to the client’s retainer on hand, click the “Apply To the Client’s Retainer
Button”.




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Apply client deposit
Deposits on hand may be applied to items at any time.




Client and Amount
Enter the client you want to apply the deposit for. Leave the amount blank because you are not
receiving a deposit, you are applying a deposit received previously.

Apply
Enter the amount to be applied to each item in the item’s “Amount to Apply”. You may also click
the “Fill in Item Amount” or “Fill in All Amount’s” Button to fill in the item’s “Amount to Apply”. If
you want to apply the payment to a time billing invoice, click the “View Time Billing” Button”.
 Received = blank, applied = the total you applied to items and remaining = blank.

Post
To apply or post the payment, click the “Apply Payment Button”. Because an amount or payment
was not received, the “Apply Deposit or Retainer Screen” is displayed. To apply the payment
from the client’s deposits on hand, click the “Apply From the Client’s Deposit Button”. The
amount of the client’s deposit on hand is decreased by the payment applied.




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Apply client retainer
Retainers on hand may be applied to items at any time.




Client and Amount
Enter the client you want to apply the retainer for. Leave the amount blank because you are not
receiving a retainer, you are applying a retainer received previously.

Apply
Enter the amount to be applied to each item in the item’s “Amount to Apply”. You may also click
the “Fill in Item Amount” or “Fill in All Amount’s” Button to fill in the item’s “Amount to Apply”. If
you want to apply the payment to a time billing invoice, click the “View Time Billing” Button”.
 Received = blank, applied = the total you applied to items and remaining = blank.

Post
To apply or post the payment, click the “Apply Payment Button”. Because an amount or payment
was not received, the “Apply Deposit or Retainer Screen” is displayed. To apply the payment
from the client’s retainer on hand, click the “Apply From the Client’s Retainer Button”. The
amount of the client’s retainer on hand is decreased by the payment applied.




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Receive misc receipt
Misc. payments may be received from clients or vendors and applied to any account.




Client and Amount
Enter the client or vendor the misc. payment is from. Enter the amount, date, check # and
description for the payment received.

Apply
Because this is a misc. payment, it will not be applied to any items. Received = the amount you
received, applied = $0 and remaining = the amount received.

Post
Enter the general ledger account you want to post the payment to in the “Income Account Field”.
To receive or post the payment, click the “Apply Misc Payment Button”. Do not enter the cash
account in the “Income Account”, enter the income account.




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Checks
Checks
Office expense and P.O. checks are printed and viewed in “Checks”. When a check is printed or
a manual hand written check is entered, the check is added to the list on the “Check List Screen”.

To open the Checks List:

    •   Select "Checks" at the top of the screen

The "Checks Screen" is displayed.




Check Detail
To view the detail distribution of a check, click the “Check Detail Button”. The Check Detail
Screen is displayed.

Filter
The checks may be filtered to display a list of checks that meet specific criteria. To filter the list,
enter a value in the filter field above any column of information.

Print Report
Check reports may be printed by clicking the “Print Button”. The report selection criteria default
from the filter fields filled in on the “Check List Screen”.




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Enter and Print Checks
To enter and print checks, click the “Enter Checks Button”. The “Enter Checks Screen” is
displayed.




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Checks detail
The “Check Detail Screen” displays the detailed distribution for a check.




Check #
The check # may be changed and transactions for the check will be changed to the new check #.

Date
The date may be changed and all transactions for this check will be changed to the new date.
The date of a check determines the general ledger period and year for the transaction.
Changing the date will change general ledger financial reports. You may only change the date to
a date in the current year or the prior year if the prior year is not closed.

Description
The description may be changed and all transactions for this check will be changed.




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Office checks
Office expense bills and vendor invoices are entered on the “Enter and Print Checks Screen”.
After entering expense bills, checks may be printed and manual hand written checks may be
posted.




Filter
Expense entries may be filtered to display a list of expense entries that meet specific criteria. To
filter the list, enter a value in the filter field above any column of information.

Select for Check Printing
Entries may be selected to generate checks at any time. Move to the “Check Code” column for
the entry you want to select. Press the space bar and the “Check Code” for the item changes
from “Hold” to “Print”. Press the space bar again and the “Check Code” changes from “Print” to
“Reoccurring”. Press the space bar again and the “Check Code” changes back to “Hold”. If the
“Check Code” is set to “Print”, a check will be printed and the check entry will be removed. If the
“Check Code” is set to “Reoccurring”, a check will be printed and the check entry will remain in
the check list and the due date is incremented by 1 month.

P.O. Check Vouchers
To create P.O. check vouchers (check entries to print purchase order checks) click the "P.O.
Check Vouchers Button". The P.O. Check Voucher Screen is displayed.

Post Manual
To post manual hand written checks, click the “Post Manual Button”. A message “Are you sure
you want to post manual checks?” is displayed. Select “Yes” and the manual checks post to the
general ledger. Manual checks must have the “Check Code” set to “Manual”. The “Check #’ and



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“Check Date” must also be filled in before you can post the checks. Manual checks are only
posted for checks with the cash account equal to the “Cash Account Filter” at the top of the
screen.

Print Checks
To print checks for P.O.’s and office expenses, click the “Print Button”. A window requesting the
“Cash Account”, “Beginning Check #” and “Multiple Entries Per Check” is displayed. Enter the
appropriate information and click the “Print Button”.

Add Office Expense Bills
To add a new office expense bill or invoice to the list, click the “Add Button”. A new blank check
entry is displayed and bill or invoice information may be entered.

Delete Office Expense Bills
To delete an office expense bill or invoice from the list, click the “Delete Button”. A message “Are
you sure you want to delete this entry?” is displayed. Select “Yes” and the bill or invoice is
deleted from the list.

Amount
The total payment amount for this office expense or P.O. item.

Pay To
Who the check is to be made payable to.

Check #
The check # if this expense was paid with a manual hand written check.

Check Date
The check date if this expense was paid with a manual hand written check.

Check Code
The check code defines if the check is on hold, to be printed or is a manual hand written check.

The “Check Codes” are listed below:

    •   “Hold” = This check entry is on hold for printing at a later date.
    •   “Print” = This check entry is to be printed the next time checks are printed.
    •   “Reoccurring” = This check entry is to be printed the next time checks are printed.
    •   “Manual” = This check entry is to be posted the next time manual checks are posted.

Cash Account
The cash account to debit when the check is printed.

Client
The client this office expense is associated with.

Project
The project this office expense is associated with.

Type
The type of check entry. If this is an office expense the “Type” is automatically set to “Office”. If
this check entry was generated from P.O. check vouchers, the “Type” is automatically set to “PO”.

P.O. #
The P.O. # of the purchase order if this check entry is for payment of an item on a purchase
order. The “P.O. #’ is automatically filled in if the entry is generated from P.O. check vouchers.


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Memo
The memo description that prints on the check.

Invoice #
The vendor’s invoice # for the expense.

Invoice Date
The date of the vendor’s invoice.

Terms
The terms of payment for the expense.

Due Date
The date the payment is due.

Account # 1 - 12
The general ledger account number to expense the payment to. A check entry may be disbursed
to 12 different expense accounts. P.O. payments are automatically expensed to accounts
payable and this may not be changed.

Department 1 - 12
The department to expense the payment to.

Amount 1 - 12
The amount to distribute to the account selected above. A check entry may be disbursed for 12
different amounts. The total of all 12 distribution amounts must equal the “Amount”.

Description 1 - 12
The description of the distribution.




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PO checks
The “P.O. Check Vouchers Screen” displays purchase orders on the top portion of the screen and
items for the selected purchase order on the bottom portion of the screen.




P.O. check vouchers are entries added to the check printing module of Studio Designer. To print
checks for a purchase order:

1. Select or enter the amount of the check for the purchase order.
2. Click the “Create P.O. Check Vouchers Button”.
3. Go to “Enter Checks” and select the checks for printing.

Vendor Invoice #, Invoice Date and Invoice Due Date
The top portion of the screen lists purchase orders with the vendor invoice #, invoice date and
invoice due date for each purchase order. If the invoice # or date is entered for the purchase
order, the same invoice # or date is filled in for all items on the bottom portion of the screen if the
item’s invoice # or date is blank.

The bottom portion of the screen lists items on the purchase order. Individual and unique invoice
# and dates can be entered for each item on the purchase order.

Final
To create a P.O. final payment check for the balance in full, click the “Final Button”. The balance
due for each item fills in the item’s “Check Amount Field”. The total of all item “Check Amounts”
fill in the purchase order “Check Amount” on the top portion of the screen.

Deposit




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To create a P.O. deposit payment check for the deposit amount, click the “Deposit Button”. The
deposit amount for each item fills in the item’s “Check Amount Field”. The total of all item “Check
Amounts” fills in the purchase order “Check Amount” on the top portion of the screen.

Clear
To clear the “Check Amount” for the items on the purchase order, click the “Clear Button”. The
“Check Amount” for each item is removed.
Item Check Amount
To enter a specific amount to pay on an item, enter the amount in the item’s “Check Amount”.

View All
To view all purchase orders including purchase orders paid in full, click the “View All Button”.

Create P.O. Check Vouchers
To create and add P.O. check vouchers to the check printing module, click the “Create P.O.
Check Vouchers Button”. One P.O. check voucher entry is added to the check printing module
for every item with the “Check Amount” filled in.

Post Credit Card or Manual
To post a manual check, highlight the purchase order # and click the “Post Manual Button”. The
“Post Manual Checks Screen” is displayed. Enter the cash account, check # and check date in
the appropriate fields. Click the “Post Button” at the top of the screen and the check is posted to
the general ledger.

To change the vendor for the payment, slide the scroll bar at the bottom of the screen to the right.

Payment Vendor
When a “Check Amount” is entered, the vendor fills in as the payment vendor defined for the P.O.
 The “Payment Vendor” may be changed and the P.O. check entry will be generated for the
vendor entered.

Discount Amount
To take a discount off the amount of the purchase order, enter the amount of the discount to be
taken in the “Discount Amount”.




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GL
GL
Journal entries from the general ledger journals are listed on the “Journal List Screen”. To view
journal entries, select “G.L.” on the “Navigation Bar”.




View Journals
To view the journals for one of the 5 general ledger journals, click the “Receipts”,
“Disbursements”, “Purchases”, “Sales” or “Adjustments” button for the journal you want to view.

Filter
Design items may be filtered to display a list of items that meet specific criteria. To filter the list,
enter a value in the filter field above any column of information.

Print Journals
Journals may be printed by clicking the “Print Button”.




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Inventory
Inventory
Inventory items are entered and viewed on the “Inventory Screen”. To view inventory, select
“Files” and then “Inventory” from the “Tool Bar”.




History
To view the detail history for an inventory item, click the “History Button”. The “Inventory History
Screen” is displayed. The “Inventory History Screen” displays the item detail for an inventory
item. The detail includes purchase orders to purchase inventory, invoices to sell inventory and
inventory adjustments.

Filter
The inventory may be filtered to display a list of inventory items that meet specific criteria. To
filter the list, enter a value in the filter field above any column of information.

Labels
Inventory labels may be printed by clicking the “Labels Button”. The report selection criteria
default from the filter fields filled in on the “Inventory List Screen”.

Print Report
Inventory reports may be printed by clicking the “Report Button”. The report selection criteria
default from the filter fields filled in on the “Inventory List Screen”.

Image




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To attach and view inventory images, click the “Images Button”. The “Inventory Image Screen” is
displayed.

Adjust Inventory
To adjust the inventory cost or the quantity on hand, click the “Adjust Button”. The “Adjust
Inventory Screen” is displayed.

Add Inventory
To add a new inventory item to the list, click the “Add Button”. A new blank inventory record is
displayed and inventory information may be entered.

Delete Inventory
To delete an inventory item from the list, click the “Delete Button”. A message “Are you sure you
want to delete this inventory?” is displayed. Select “Yes” and the inventory item is deleted from
the list.

Inventory ID
The Inventory ID is used to identify the inventory item throughout Studio Designer. The Inventory
ID for new inventory records should make it easy to identify the inventory. Assign the Inventory
ID carefully and define a standard method of assigning Inventory ID’s before you begin.

Vendor
The vendor the inventory is purchased from.

Product #
The vendor’s product # for this item. If the item is in the product catalog, the descriptive
information will fill in from the product catalog.

Sales Code
The sales code for the inventory item.

Active
Active identifies if the inventory item is still active. Enter “Yes” if the inventory is active, enter “No”
if the inventory is no longer active.

Unit
The unit of measure for the inventory item.

Purchase Costs
The cost of the inventory item if a new item were to be purchased. The purchase costs default to
new items entered in design projects for the client “INVENTORY”.

Selling Price
The price of the item when it is sold. The selling price defaults to new items entered in design
projects to generate an invoice to sell the inventory.

Location
Location describes where the inventory item is located.

Code 1
Code 1 allows you to assign an inventory item to a group for reporting purposes.

Code 2
Code 2 allows you to assign an inventory item to a group for reporting purposes.

Received


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The date the inventory item was last received. This date may be used to select and print
inventory labels.

Replacement
The replacement cost of the inventory item.

Retail Price 1
The retail price for the inventory item. This amount may be used to print on inventory labels.

Mark Up %
The purchase cost is multiplied by the mark up percent to calculate the selling price.

Description
The description of the inventory item.




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Purchasing inventory
Purchase orders for new inventory items are generated in design projects for the client
“INVENTORY”.




Client
To purchase new inventory items, enter “INVENTORY” for the “Client”. New items may be added
for the client “INVENTORY” and a purchase order may be created for the item.

Add Item
To add a new item, click the “Add Button”. A new blank item record is displayed and item
information may be entered.

Delete Item
To delete an item from the list, click the “Delete Button”. A message “Are you sure you want to
delete this item?” is displayed. Select “Yes” and the item is deleted. An item may not be deleted
if it has been purchase ordered. The item must be removed from the purchase order first.




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To purchase new items for an inventory record that already exists, enter the “Inventory ID” and
the inventory information fills in for the item. To purchase new items for inventory that does not
exist, enter the item information, then enter a new “Inventory ID” and an inventory record is
automatically created.

Consignment
Consignment defines if this item is on consignment from the vendor or if it is owned by the design
firm. Enter “Yes” to indicate the item is on consignment. Enter “No” if the item will be purchased
and owned. If consignment is “Yes”, no general ledger transactions are generated when the
purchase order is created.

Primary
Primary defines if this item is a primary component for the inventory item and should be used to
determine the inventory quantity. If the item is a table, “Primary” = “Yes” and the quantity
purchased is added to the inventory quantity on hand. If an item is added to refinish the table,
“Primary” = “No” and the quantity is not added to the inventory quantity on hand.

Purchase Costs
The cost to purchase the inventory item.

Selling Costs
The selling costs may not be changed. This item is used to purchase inventory and may not be
invoiced. The inventory will be sold and invoiced to clients, not the client “INVENTORY”.




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Selling inventory
Invoices to sell inventory items are generated in design projects.




Client
To sell inventory items, enter the client the inventory is to be sold to. New items may be added
for the client to sell inventory like all other design items and proposals and invoices may be
generated.

Add Item
To add a new item to sell inventory, click the “Add Button”. A new blank item record is displayed
and item information may be entered.

Delete Item
To delete an item from the list, click the “Delete Button”. A message “Are you sure you want to
delete this item?” is displayed. Select “Yes” and the item is deleted. An item may not be deleted
if it has been invoiced. The item must be removed from the invoice first.




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Inventory
To sell items from inventory, enter the “Inventory ID” and the inventory information fills in for the
item.

Purchase Costs
The purchase costs fill in the current average cost of the inventory item.

Selling Costs
The selling costs fill in from the selling costs associated with the inventory item. The selling cost
may be changed for the item.




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Studio Scan
Studio Scan
Studio Scan allows you to use a Symbol Palm Powered scanning device to read bar codes from
items.

After scanning items you can:

    •   Use the scanned items to take your physical inventory
    •   Use the scanned items to create design project items

Studio Scan is available on the Symbol SPT 1550 Palm Powered device.

    •   Full system with one scanner and one cradle, $1,500.
    •   Additional scanner, $750
    •   Additional PC system (cradle, CD-ROM, instructions and serial number), $750

Studio Scan is also available on the Symbol SPT 1800 Palm Powered device.

    •   Full system with one scanner and one cradle, $2,000.
    •   Additional scanner, $1,250
    •   Additional PC system (cradle, CD-ROM, instructions and serial number), $750

The following sections describe the process in more detail.




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Setting up the scanner
1. Once you download the setup file from the Internet, run it by double clicking the file from the
download location. Studio Scan needs Palm Desktop installed before proceeding. After Palm
Desktop is installed, run the Studio Scan setup file again.

2. Once the setup is complete, it may ask you to reboot. After the reboot, it will prompt you to
enter the product key you received with Studio Scan. If you skip this step, you can register
anytime by going to the Start Menu -> All Programs -> StudioScan and click the “Register
StudioScan” link.

3. After this has completed, you will need to assign each handheld scanner a unique name.

-To do this, put the scanner in the cradle and press the HotSync button located on the cradle. It
will prompt you to assign the device a name. Click “New…” and enter the name for the device.
Click “Ok” and it will complete the sync process. Repeat this procedure for each scanner to be
used with StudioScan. Be sure to give each scanner a unique name.

4. Once each device has been HotSynced, click on the Start Menu -> All Programs -> StudioScan
and click on the "Install Handheld Programs" link.

5. A window will appear allowing you to select the users (created in step 2) you want to receive
these program files and click “Install Files”.

6. Perform another HotSync by putting each scanner in the cradle and pressing the HotSync
button located on the cradle. This will transfer StudioScan to the device.

Do this for each device setup in step 3




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Printing bar codes
Bar Codes can be added to any Studio Designer document.

The first step to add a bar code to a document is to select and install a bar code font.

Studio I.T. recommends the ID Automation Code 128 font for bar code printing.

If you select the ID Automation Code 128 font, the Barcode Module included with the font needs
to be imported into the custom report database.




The next step is to change the font of the field you want to print a bar code for. Change to font to
IDAutomationC128M.




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Next change the Control Source to "=Code128([table.field])".

In this example the table name is ReportInventoryLabels and the field name is InventoryID

The Control Source is =Code128([ReportInventoryLabels.InventoryID])




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Scanning
This is Studio Scan's Main Menu




When either the Take Inventory or Create Sales Order buttons are tapped, the user is asked to
identify themselves.

New users can be added by tapping the Add button.

Users can be removed by tapping the Delete button.




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After a user name has been selected, the user will be presented with a blank list. The scanner is
now active and can be triggered by pressing either of the two light blue buttons on the top of the
scanner. A laser beam will project out of the top of the scanner and should be aimed across the
barcode. A successful scan will produce an audible beep and a green light will appear
momentarily on the scanner.

Each scanned barcode will add a new line to the list on the screen with a quantity of one.
Scanning the same barcode more than once will automatically increment the quantity by one.

Items can be manually added to the list using the Add button.

Items can be removed from the list by first highlighting the item in the list (tapping on it) and then
tapping the Remove button.

The quantity of an item can be changed by tapping the Qty button.

Once the list is complete, tapping the Menu button will return the user to the Main Menu where
they can download the information or begin another Inventory or Proposal.




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When the Add button is tapped, the user will be allowed to manually enter a Product ID. This is
useful if the product to be added to the list has no barcode or the barcode is damage and will not
scan.

To easily enter numbers and/or letters, an on-screen keyboard can be popped up. To pop up the
alphabet keyboard, tap the small "abc" at the bottom of the scanner screen. To pop up the
number keyboard, tap the "123".

Once the Product ID has been entered in the box, tap the Add Product button to add it to the list.
The product will immediately appear in the list.




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Once the keyboard has been displayed, tap the keys to enter the product ID. When the complete
ID has been entered, tap the Done button to return to the product entry screen.




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Continue building the list by scanning barcodes or adding product manually until the Inventory or
Proposal is complete. Tap the Menu button to return to the Main Menu.




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Once all Inventory and/or Proposal items have been added to the lists, the information must be
downloaded to a PC for further use.

Return to the Main Menu and place the scanner in the cradle that is connected to the PC. Press
the button on the cradle and you should hear a tone indicating the beginning of the HotSync
operation. After a few seconds, you will hear another tone indicating the end of the HotSync
operation.

All of your information has been sent to the PC and can now be accessed there.




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After each HotSync operation, the scanner will display a screen similar to the one pictured here.

To return to the Studio Scan program, tap the icon representing a house on the bottom left side of
the screen.

Tap the house icon multiple times until you see the Studio Scan icon on the screen.

Tap the Studio Scan icon once to launch the Studio Scan program.




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Taking inventory
After you have scanned inventory items, they can be uploaded to Studio Designer to produce an
inventory reconciliation report.

To upload the items and print the reconciliation report:

    •   Select "Files"
    •   Select "Inventory"

The "Inventory Screen" is displayed.

    •   Select "Scan"

The "Studio Scan Inventory Screen" is displayed.




When you scan items and download the items from the scanner they are stored in a temporary
Scanner File on the local workstation.

The next step is to import those items from the temporary Scanner File into Studio Designer on
the server.

Then you will delete the items from the temporary Scanner File on the local workstation.

You can scan and download multiple batches.

Example:
Scan the items in the front of the showroom on Monday.
Upload the items to Studio Designer
Delete the items from the temporary Scanner File.

Scan the items in a second room of the showroom on Tuesday.
Upload the items to Studio Designer
Delete the items from the temporary Scanner File.


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Import Scan

To import the items that were scanned, click the "Import Scan Button". A message will be
displayed asking if you are sure you want to import the items. Select "Yes" and the items will be
imported and displayed on the Studio Scan Screen. After the items are imported, a message will
be displayed asking if you want to delete the items from the Scanner File. If you are sure all of
the items were imported, select "Yes" and the items will be deleted from the temporary Scanner
File.

If you are not sure if all of the items imported correctly, select "No" and the items will not be
deleted from the temporary Scanner File.

You can select the "Import Scan" a second time. When asked if you want to Import, select "No".
When asked if you want to delete, select "Yes".

Print Reconciliation

After the items are imported from the scanner, you can print a reconciliation that compares your
inventory in Studio Designer to what was scanned.

Delete All

To delete all of the items from Studio Scan after the inventory reconciliation is complete, select
the "Delete All Button".

Delete

To delete one of the items listed on the Studio Scan screen, select the "Delete Button".

After the items are downloaded from the scanner, the items are deleted from the scanner and can
not be recovered.
After the items are delete from the temporary Scanner File, they can not be recovered.

Items should be scanned and transferred in small batches in case you experience a problem.




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Creating design project items
After you have scanned items, they can be uploaded to Studio Designer to produce a proposal.

To upload the items and produce a proposal:

    •   Select "Design Projects"

The "Design Projects Screen" is displayed.

Enter the Client ID of the client you want to copy the items to.

    •   Select "Scan"

The "Studio Scan Screen" is displayed.




The items scanned by the salesperson will be displayed on the screen.

Create Items

To copy the items to the client, click the "Create Items Button". The items will be added to the
client.




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Files
System master
Company
The system master file contains information regarding how you want Studio Designer to work for
you.

To open the System Master File:

    •   Select "Files"
    •   Select "System Master"

The "System Master Screen" is displayed.




Company
To view the company information and codes, click the “Company Tab”. The “Company Tab” is
selected as the default tab whenever the “System Master Screen” is displayed.

GL Accounts
To view the default general ledger accounts for required accounts, click the “GL Accounts Tab”.

Address Defaults
To view the default codes for new addresses, click the “Address Defaults Tab”.




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Company address
The “Company Tab” displays your company information. You can change the information to meet
your specific needs.




Name
The name of your company.

Address
The address is the street address where the company is located.

City, State, Zip
The site city, state and zip where the company is located.

Phone
The phone number.

Fax
The fax number.

Email
The email address.

1st Accounting Month
Enter the first month of your fiscal year in the “1st Accounting Month Field”. Example: If your
fiscal year begins in January, enter “1” in the “1st Accounting Month Field”. If your fiscal year
begins in July, enter “7” in the “1st Accounting Month Field”.

Current Year
The current year is displayed in the “Current Year Field”.

Prior Year Closed



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“Yes” or “No” is displayed in the “Prior Year Closed Field”. The prior year may remain open for
one full year while adjustments are finalized.

Proposal Prefix
You may enter a unique proposal prefix in the “Proposal Prefix Field” to appear on all client
proposals. The “Proposal Prefix Field” is alphanumeric.
Example:
Proposal Prefix = “NY”
Proposal # = NY0001

Proposal Leading 0’s
You may enter the number of characters assigned to proposal numbers. Example: If you choose
“4” leading zeros, then the first proposal number for a client will be “0001”. The next proposal for
the same client will be “0002”.

Item Leading 0’s
You may enter the number of characters assigned to item numbers. Example: If you choose “3”
leading zeros, then the first item number in a room for a client will be “001”. The next item
number in the same room for the same client will be “002”.

First P.O.
To generate purchase orders starting with a specific P.O. number, enter the P.O. number in the
“First P.O. Field”.

First Invoice
To generate invoices starting with a specific invoice number, enter the invoice number in the
“First Invoice Field”.

Federal ID
Enter your company’s federal ID in the “Federal ID Field”. The federal ID will print on 1099 forms.

Sidemark
The designer portion of the sidemark for purchase orders. Purchase orders automatically
generate a sidemark with 4 parts.

Designer / Client / Room / Item

The sidemark filled in here is the designer portion of the sidemark for purchase orders.

Purchase Cost Default
The purchase cost default defines if purchase costs default to selling costs for new items. When
you enter $250 as the cost of an item, do you want $250 to fill in the selling cost automatically?

    •   “A” = Always update the selling cost for items that are not invoiced.
    •   “N” = Never update the selling cost.
    •   “Z” = Only update when the selling cost is “0” for items that are not invoiced.

Item Code
The item code defines the default additional description code for new design items. The
additional description code allows you to define who sees each line of description on proposals,
P.O’s and invoices.

    •   “B” = both clients and vendors, the description prints on proposals, P.O’s and invoices.
    •   “C” = client only, the description prints on proposals and invoices.
    •   “V” = vendor only, the description prints on P.O.’s.



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      •   “D” = designer only, the description does not print.

Multiple Entries per Checks
The multiple entries per checks code defines how many check entries print on a check. This is
the default when checks print.

      •   “Yes” = Include all check entries for the same vendor on the same check.
      •   “No” = Separate all check entries on separate checks.
      •   “YPO” = Include all check entries for the same P.O. for the same vendor on the same
          check.

Invoice Code
The invoice code defines if a separate invoice is created for each quote.

      •   “Yes” = Create a separate invoice for each quote number.
      •   “No” = Create one invoice for all quotes selected at the time an invoice is created.

P.O. Code
The P.O. Code defines how many items to include on a purchase order.

      •   “1” = 1 P.O. per item, create a separate P.O. for each item.
      •   “2” = 1 P.O. per vendor, create a separate P.O. for each vendor.
      •   “3” = 1 P.O. per vendor per room, create a separate P.O. for each vendor by room
      •   “4” = 1 P.O. per client, create one P.O. for the client, do not separate for each project.

Use Vendor Discount
Use Vendor Discount defines if the selling price and purchase cost should be automatically
calculated by multiplying the retail price times the client and vendor discount percent for items on
a Specification.

Display Proposal 1st
Display Proposal 1st defines if the proposal, purchase order and invoice screen should be
displayed before the print screen when a proposal, purchase order or invoice is generated. If
Display Proposal 1st is “Yes” then the proposal, purchase order and invoice screen will be
displayed and notes may me entered and then printed. If Display Proposal 1st is “No” then the
Print Screen is displayed first.

Time Billing Rate
The time billing rate code defines how time billing rates default when new time billing entries are
entered.

Select the time billing rate code that corresponds with how you define your time billing rates.
Then set up the time billing rates in the time billing rate file. See Time Billing Rates section.

The 15 different methods to define your time billing format are listed below:

      •   01 = by client
      •   02 = by client, employee
      •   03 = by client, group
      •   04 = by client, activity
      •   05 = by client, employee, group
      •   06 = by client, employee, activity
      •   07 = by client, group, activity
      •   08 = by client, employee, group, activity
      •   09 = by employee


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    •   10 = by employee, group
    •   11 = by employee, activity
    •   12 = by employee, group, activity
    •   13 = by group
    •   14 = by group, activity
    •   15 = by activity

Example:
If you select “02” (Client, Employee), then you would set up an entry in the Time Billing Rates File
with the appropriate corresponding rate for each Client and Employee combination. When you
enter time billing items, the billing rate will default once the client and employee are entered for
the time billing item.

Time Billing Account
The time billing account defines the default income account for time billing entries entered in Time
Billing.




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Company GL accounts
The “GL Accounts Tab” displays the GL accounts for the required general ledger accounts.




The default general ledger accounts correspond with Studio Designer’s standard chart of
accounts. You may choose to define your own general ledger accounts. If you decide to change
the “GL Accounts Screen”, you must make sure the new accounts are in the chart of accounts
first.

Example: If you change the default cash account from “1010” to “1015”, make sure the new
“1015” cash account is in the chart of accounts.




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Company address defaults
The “Address Defaults Tab” displays the default codes for new address records.




The address defaults define the information that defaults into the address book when adding new
client and vendor records.

Example: If you select “50% Deposit” in the “Terms Field”, all new client addresses created in the
address book automatically default “50% Deposit” in the “Terms Field”.




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Employee
The employee file defines the employee ID, security settings and passwords for each employee.

To open the Employee File:

      •   Select "Files"
      •   Select "Employee"

The "Employee Screen" is displayed.




Employee names, addresses and passwords are entered and maintained in the employee file.

Add Employee
To add a new employee entry to the list, click the “Add Button”. A new blank employee record is
displayed and employee information may be entered.

Delete Employee
To delete an employee entry from the list, click the “Delete Button”. A message “Are you sure
you want to delete this Employee?” is displayed. Select “Yes” and the employee is deleted from
the list.

Employee name, address and password information may be entered on the bottom portion of the
“Employee Screen”.

Employee
Enter an Employee ID of up to 10 characters in the “Employee ID Field”. This Employee ID is
used to refer to the employee throughout the program. Example: When an item is entered for a
client, a salesperson is associated with the item by entering the Employee ID in the salesperson
field for the item.


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Name
The first and last name of the employee.

Address
The address of the employee.

City, State, Zip
The city, state and zip code of the employee.

Phone
The phone number of the employee.

Fax
The fax number of the employee.

Email
The email address of the employee.

Title
The title of the employee.

Rate
The hourly pay rate for the employee.

Commission %
The commission percentage for the employee. The commission percent may be used in
designing custom commission reports.

Active
Active defines if the employee is currently on staff. Active may be “Yes” or “No”.

Start Date
The hire date of the employee.

Termination
The termination date of the employee.

Social Security
The social security number of the employee.

Group
Group defines how the employee is associated with groups of employees. The “Group Field” will
default to time billing items entered for this employee and may be used for reporting purposes.
Some commonly used employee groups are “Principle”, “Senior Designer” and “Junior Designer”.

Activity
Activity defines how the employee is associated with specific categories of work performed. The
“Activity Field” will default to time billing items entered for this employee and may be used for
reporting purposes. Some commonly used activities are “Drafting” and “Shopping”.

Department
The department this employee is associated with. The department defaults to “01”.

Contact




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The emergency contact name for the employee. This field may be used for emergency contact
information.

Phone
The emergency contact phone number for the employee.

Password
Enter the password of the employee in the “Password Field”. The password is used to log into
the program and can be up to 10 characters. The “Password Field” is alphanumeric. Every
employee should have a unique password.

Report Security
The report security is used to assign different levels of access to reports by employee.

Example: An employee with access to all reports would be assigned a report security level of
“99”. An employee that does not have access to financial reports would be assigned a report
security level of “80”. An employee that does not have access to accounts receivable reports
would be assigned a security level of “70”. The “Report Security Field” defaults to “99”.

Employees
Enter “Yes” or “No” in the “Employees Field” to allow or deny access to employee files. This is
the highest level of security and at least one person should have access to the employees file at
all times.

Print Orders
Enter “Yes” or “No” in the “Print Orders Field” to allow or deny access to create purchase orders.

Void Orders
Enter “Yes” or “No” in the “Void Orders Field” to allow or deny access to void purchase orders.

Print Invoices
Enter “Yes” or “No” in the “Print Invoices Field” to allow or deny access to create invoices.

Void Invoices
Enter “Yes” or “No” in the “Void Invoices Field” to allow or deny access to void invoices.

Add Address
Enter “Yes” or “No” in the “Add Address Field” to allow or deny access to add address records.

Delete Address
Enter “Yes” or “No” in the “Delete Address Field” to allow or deny access to delete address
records.

Office Checks
Enter “Yes” or “No” in the “Office Checks Field” to allow or deny access to view office checks.

PO Checks
Enter “Yes” or “No” in the “PO Checks Field” to allow or deny access to view PO Checks.

Enter Checks
Enter “Yes” or “No” in the “Enter Checks Field” to allow or deny access to enter checks.

PO Vouchers
Enter “Yes” or “No” in the “PO Voucher Field” to allow or deny access to create PO vouchers.

Enter Receipts


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Enter “Yes” or “No” in the “Enter Receipts Field” to allow or deny access to enter cash receipts.

View Receipts
Enter “Yes” or “No” in the “View Receipts Field” to allow or deny access to view cash receipts.

Add Inventory
Enter “Yes” or “No” in the “Add Inventory Field” to allow or deny access to add inventory.

Print Address
Enter “Yes” or “No” in the “Print Address Field” to allow or deny access to print addresses.

Cost Rates
Enter “Yes” or “No” in the “Cost Rates Field” to allow or deny access to viewing employee cost
rates for time billing items.

General Ledger
Enter “Yes” or “No” in the “General Ledger Field” to allow or deny access to entering journal
entries, viewing journals, bank reconciliation, accessing current settings and closing the year.




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Rooms
A default room list is set up in the rooms file. You may add and delete rooms from this default
list. You may also create a unique list of rooms for specific clients. Notice the numbering system
has gaps in the sequence of numbers so you may add rooms to correspond with a particular area
of the residence or project.

To open the Rooms File:

      •   Select "Files"
      •   Select "Rooms"

The "Rooms Screen" is displayed.




Copy to Client
You may create an individual room list for each client by using the “Copy to Client” feature. Filter
for a specific client or enter “DEFAULT” in the “Client Filter Field”. Enter the client ID you want to
copy the rooms to in the “Copy to Client Field”. Click the “Copy to Client Button” and a message
“Are you sure you want to copy the rooms?” is displayed. Select “Yes” and the room list will be
copied. You may edit the room list to meet the specific needs for individual client projects.

Print
Click the “Print Button” to print the room list.

Add Room
To add a new room entry to the list, click the “Add Button”. A new blank room record is displayed
and the room information may be entered. The Sidemark will print on purchase orders to
vendors.

Delete Room
To delete a room entry from the list, click the “Delete Button”. A message “Are you sure you want
to delete this room?” is displayed. Select “Yes” and the room is deleted from the list.




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Inventory
Inventory items are entered and viewed on the “Inventory Screen”.

To open the Inventory File:

    •   Select "Files"
    •   Select "Inventory"

The "Inventory Screen" is displayed.




History
To view the detail history for an inventory item, click the “History Button”. The “Inventory History
Screen” is displayed. The “Inventory History Screen” displays the item detail for an inventory
item. The detail includes purchase orders to purchase inventory, invoices to sell inventory and
inventory adjustments.

Receive
To receive inventory that was ordered, click the "Receive Button". Enter the quantity that was
received.

Labels
Inventory labels may be printed by clicking the “Labels Button”. The report selection criteria
default from the filter fields filled in on the “Inventory List Screen”.

Print



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Inventory reports may be printed by clicking the “Report Button”. The report selection criteria
default from the filter fields filled in on the “Inventory List Screen”.

Image
To attach and view inventory images, click the “Images Button”. The “Inventory Image Screen” is
displayed.

Adjust Inventory
To adjust the inventory cost or the quantity on hand, click the “Adjust Button”. The “Adjust
Inventory Screen” is displayed.

Add Inventory
To add a new inventory item to the list, click the “Add Button”. A new blank inventory record is
displayed and inventory information may be entered.

Delete Inventory
To delete an inventory item from the list, click the “Delete Button”. A message “Are you sure you
want to delete this inventory?” is displayed. Select “Yes” and the inventory item is deleted from
the list.

Inventory ID
The Inventory ID is used to identify the inventory item throughout Studio Showroom. The
Inventory ID for new inventory records should make it easy to identify the inventory. Assign the
Inventory ID carefully and define a standard method of assigning Inventory ID’s before you begin.

Vendor
The vendor the inventory is purchased from.

Product #
The vendor’s product # for this item. If the item is in the product catalog, the descriptive
information will fill in from the product catalog.

Sales Code
The sales code for the inventory item.

Active
Active identifies if the inventory item is still active. Enter “Yes” if the inventory is active, enter “No”
if the inventory is no longer active.

Unit
The unit of measure for the inventory item.

Purchase Costs
The cost of the inventory item if a new item were to be purchased. The purchase costs default to
new items entered in client accounts for the client “INVENTORY”.

Location
Location describes where the inventory item is located.

Code 1
Code 1 allows you to assign an inventory item to a group for reporting purposes.

Code 2
Code 2 allows you to assign an inventory item to a group for reporting purposes.

Received


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The date the inventory item was last received. This date may be used to select and print
inventory labels.

Replacement
The replacement cost of the inventory item.

Retail Price 1
The retail price for the inventory item. This amount may be used to print on inventory labels.

Mark Up %
The percent to mark up the purchase cost to calculate the selling price.

Selling Price
The price of the item when it is sold. The selling price defaults to new items entered in client
accounts to generate an invoice to sell the inventory.

Description
The description of the inventory item.




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Catalog
The catalog allows products purchased on a repetitive basis to be entered and maintained.
 When new items are entered in design projects, the Catalog ID can be entered and the product
information fills in for the new item.

To open the Catalog File:

      •   Select "Files"
      •   Select "Catalog"

The "Catalog Screen" is displayed.




Add Catalog Item
To add a new catalog item to the list, click the “Add Button”. A new blank catalog record is
displayed and the catalog item may be entered.

Delete Catalog Item
To delete a catalog item from the list, click the “Delete Button”. A message “Are you sure you
want to delete this catalog?” is displayed. Select “Yes” and the catalog item is deleted from the
list.

Vendor
The vendor the product is purchased from.

Product #
The vendor or manufacturer’s product number for the product.

Sales Code
The sales code you want to assign to the product when it is quotes to a client.

Unit
The unit of measure for the product.




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Purchase Cost
The purchase unit cost of the product.

Selling Price
The selling unit price of the product.

Discontinued
Discontinued should be "Yes" If the vendor has discontinued this item.

Code 1
The item code 1 you want to have assigned to this product.

Code 2
The item code 2 you want to have assigned to this product.

Description
The description of the product.




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Chart of accounts
Studio Designer includes a standard chart of accounts specifically designed for interior design
firms. You can modify the chart of accounts to meet your specific needs. If the chart of accounts
is going to be changed, it should be changed before you begin using Studio Designer.

To open the Chart of Accounts File:

      •   Select "Files"
      •   Select "Chart of Accounts"

The "Chart of Accounts Screen" is displayed.




Print
Click the “Print Button” to print the chart of accounts list.

Add Account
To add a new account to the list, click the “Add Button”. A new blank account record is displayed
and the account information may be entered.

Delete Account
To delete an account from the list, click the “Delete Button”. A message “Are you sure you want
to delete this account?” is displayed. Select “Yes” and the account is deleted from the list.

Account #
The account number assigned to this account.
   • Asset accounts are generally in the 1000’s.
   • Liability accounts are generally in the 2000’s.
   • Equity accounts are generally in the 3000’s.
   • Income accounts are generally in the 4000’s.
   • Expense accounts are generally in the 5000’s.

Description



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The description of the account. This description prints on financial statements.

Account Code
Account codes allow accounts to be organized into groups for reporting purposes on financials.
There are 9 account code groups for each type of account.

Codes         Account Type

A1 - A9       Assets
B1 - B9       Liability
C1 - C9       Equity
D1 - D9       Income
E1 - E9       Expense

Example:
Account Code A2 may be used for current assets. All current asset accounts should have the
“Account Code” set to “A2”. When financials are printed, all accounts with “A2” are grouped
together and totaled.

Account Code “A1” is reserved for cash accounts. All cash accounts should have the “Account
Code” set to “A1”.

Account Type
Accounts type defines the type of account this is. The account type is automatically assigned
when the “Account Code” is entered. The account types are:

    •     Asset
    •     Liability
    •     Equity
    •     Income
    •     Expense

Sub Account
Sub account allows you to assign an account to be a sub account of another account. When
financial statements print, the amount for this account is added into the amount for the “Sub
Account”.

Account Sub Account Amount Prints
1010               $175   $327
1020    1010        $152




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Sales codes
Sales codes are used to determine income and cost of sales accounts when items are invoiced.
 Sales codes are also used to group items for reporting purposes. When a new item is entered
for a client, a sales code must be assigned to the item.

To open the Sales Codes File:

      •   Select "Files"
      •   Select "Sales Codes"

The "Sales Codes Screen" is displayed.




Add Sales Code
To add a new sales code to the list, click the “Add Button”. A new blank sales code record is
displayed and the sales code information may be entered.

Delete Account
To delete a sales code from the list, click the “Delete Button”. A message “Are you sure you want
to delete this sales code?” is displayed. Select “Yes” and the sales code is deleted from the list.

Sales Code
The code used to identify the sales code or sales category.

Example:
“FURN” may be the sales code used to identify an item of furniture.



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Description
The description of the sales code.

Example:
“Furniture” may be the description used to describe the sales code “FURN”.

Unit
The unit of measure for this sales code. When a new item is entered for a client, the default unit
of measure for the item is “Each”. If the “Unit Field” for the sales code is filled in, the unit for the
sales code overrides “Each” as the unit of measure for the item.

Example:
The unit for the sales code “FABRIC” is entered as “Yards”. When an item is entered and the
sales code “FABRIC” is selected as the sales code for the item, then “Yards” fills in the “Unit
Field” for the item.

Income Accounts
Income accounts are assigned to each category of selling cost for sales codes. The income
accounts are used to determine the income account to credit when an item is invoiced.

If the sales code FABRIC was used with the following amounts:

4050 Selling cost $500
4050 Mark up $250
4110 Freight $35
4120 Crating $0
4130 Installation $0
4140 Other $0
2040 Sales tax $54

General ledger transactions created when the item is invoiced.

    •   Debit accounts receivable $500
    •   Credit selling cost 4060 -$500

    •   Debit accounts receivable $250
    •   Credit mark up 4060 -$250

    •   Debit accounts receivable $35
    •   Credit freight 4110 -$35

    •   Debit accounts receivable $54
    •   Credit sales tax 2040 -$54

Expense Accounts
Expense accounts are assigned to each category of purchase cost for sales codes. The expense
accounts are used to determine the expense account to debit when an item is invoiced.

If the sales code FABRIC was used with the following amounts:

5060 Purchase cost $300
5110 Freight $25
5120 Crating $0
5140 Installation $0



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5140 Other $0
2050 Sales tax $0

General ledger transactions created when the item is invoiced.

      •   Debit selling cost 5060 $300
      •   Credit accounts payable -$300

      •   Debit freight 5110 $25
      •   Credit accounts payable -$25

Taxable
The taxable code for each category of selling cost default from the client file when a new item is
entered in design projects. If a project is assigned to the item, the taxable codes for the project
override the taxable codes from the client file. When a sales code is assigned to an item, the
taxable codes for the sales code override the taxable codes from the client and project file if the
taxable code for the sales code is filled in.

Taxable defines if the category of selling cost is taxable or not. Yes or No.

Example:
The taxable codes for the sales code LABOR are all set to No. If LABOR is entered as the sales
code for an item, “No” overrides the taxable codes from the client file.

Taxable codes are generally left blank so they do not override the taxable codes from the client
file. Taxable codes are generally only entered for a sales code that is always non taxable
regardless of where the client is located.

Tax Percent Code
The tax percent code for each category of selling cost default from the client file when a new item
is entered in design projects. If a project is assigned to the item, the tax percent codes for the
project override the tax percent codes from the client file. When a sales code is assigned to an
item, the tax percent codes for the sales code override the tax percent codes from the client and
project file if the tax code for the sales code is filled in.

Tax percent codes define the sales tax percent to use to calculate sales tax for the category of
selling cost.

Example:
The tax percent code for the selling cost is 1 and the tax percent code for mark up is 2. Sales tax
% 1 is used to calculate tax on selling costs. Sales tax % 2 is used to calculate tax on mark up.

Tax codes are generally left blank so they do not override the tax codes from the client file.

Percent Taxable
The percent taxable for each category of selling cost default from the client file when a new item
is entered in design projects. If a project is assigned to the item, the percent taxable for the
project override the percent taxable from the client file. When a sales code is assigned to an
item, the percent taxable for the sales code override the percent taxable from the client and
project file if the percent taxable for the sales code is filled in.

Percent taxable defines what percent of the selling cost is taxable.

Example:
The percent taxable for selling cost is 100 and the percent taxable for mark up is 70. 100% of the
selling cost is taxable. 70% of the mark up is taxable.


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Percent taxable is generally left blank so it does not override the percent taxable from the client
file.

Mark Up %
The mark up % for each category of selling cost default from the client file when a new item is
entered in design projects. If a project is assigned to the item, the mark up % for the project
overrides the mark up % from the client file. When a sales code is assigned to an item, the mark
up % for the sales code overrides the mark up % from the client and project file if the mark up %
for the sales code is filled in.

Mark up % defines what percent to mark up selling costs.

Example:
The mark up % for the selling cost is 35. The selling costs are marked up 35%.

Mark up % is generally left blank so it does not override the mark up % from the client file.

Specification

The specifications tab defines descriptions that default to new item specifications. The
specification descriptions are only used if the specification feature is installed.

Code Text 1 - 10
The text to describe codes 1 - 10 for a specific sales code.

Code 1 - 10
The default value for codes 1 - 10 that automatically fill in when a specification for an item is
created. Code 1 may be “X” or blank.

Description Text
The text to describe descriptions 1 -10 for a specific sales code.

Description
The default value for description 1 - 10 that fill in when a specification for an item is created.




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Budgets
The budgets file allows you to enter budget amounts for financial analysis.

To open the Budgets File:

      •   Select "Files"
      •   Select "Budgets"

The "Budgets Screen" is displayed.




Add Budget Records
To add a budget record to the list, click the “Add Button”. A new blank budget record is displayed
and the budget information may be entered.

Delete Budget Records
To delete a budget record from the list, click the “Delete Button”. A message “Are you sure you
want to delete this budget record?” is displayed. Select “Yes” and the budget record is deleted
from the list.

Build Budget Records
Copy to year allows you to add new budget records for the entire chart of accounts for one
department. Enter the department that you want to build the new budget records for in the
“Department Filter Field”. Enter the year you want the new budget records for in the “Copy to
Year Field”. Click the “Copy to Year Button” and new budget records will be added to the budget
file.

Account
The account # this budget record is for.

Department
The department this budget record is for.

Year
The year this budget record is for.



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Budget 1 - 12
Enter the budget amount for financial statements comparisons for period 1 - 12. Budget 1 is for
the period 1.




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Accounting
Journal entries
The “Journal Entry Screen” is where adjustments are entered and posted.

To open the Journal Entries File:

    •   Select "Files"
    •   Select "Journal Entries"

The "Journal Entries Screen" is displayed.




There are two sections for journal entries, standard and reoccurring. Standard journal entries are
entered, posted and then removed from the standard journal entry list. Reoccurring journal
entries are entered, posted and remain on the reoccurring journal entry list. Reoccurring journal
entries are used for journal entries that reoccur on a monthly basis.

Account #
The account # the journal entry is to be posted to. Journal entries should never be entered for
the following accounts.

    •   Accounts Receivable
    •   Accounts Payable
    •   Work in Progress


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      •   Client Deposits
      •   Client Retainers
      •   Net Profit

Department
The department the journal entry is to be posted to.

Date
The date of the journal entry. The date determines the accounting period and year for the journal
entry.

Description
The description of the journal entry.

Journal #
The journal the adjustment is posted to. Adjustments are generally posted to adjustments “06”.
The following are the standard journals:

      •   00 Beginning Balance
      •   01 Cash Receipts
      •   02 Cash Disbursements
      •   03 Sales
      •   04 Purchases
      •   06 Adjustments

Client
The client the journal entry is to be posted to. This is optional.

Project
The project the journal entry is to be posted to. This is optional.

Vendor
The vendor the journal entry is to be posted to. This is optional.

Check #
The check # the journal entry is to be posted to. This is optional.

P.O. #
The P.O. # the journal entry is to be posted to. This is optional.

Invoice #
The Invoice # the journal entry is to be posted to. This is optional.

Amount
The amount of the journal entry. Debit’s should be entered as a positive number and Credit’s
should be entered as a negative number.




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Reconciliation
Reconciliation
The “Reconciliation Screen” is where cash accounts are reconciled to the bank statement. As
transactions are reconciled, the outstanding and reconciled bank balance should equal.
 Outstanding balances represent the transactions that are still outstanding. Reconciled balances
represent the transactions being reconciled for this statement.




Cash Account
Enter the account # of the cash account to be reconciled in the “Cash Account”. The balances for
the cash account fill in.

Bank Statement Date
Enter the cut off date of the bank statement in the “Bank Statement Date”.

Beginning Balance
Enter the bank’s beginning balance in the “Reconciled Beginning Balance”.

Enter Adjustment
Adjustments (bank charges and interest) may be entered by clicking the “Adjustment Button”.
The “Adjustment Screen” is displayed.




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Reconciliation adjustments
Adjustments (bank charges and interest) are entered on the “Adjustments Screen”.




Post Adjustment
After the adjustment information is entered, click the “Post Adjustment Button” and the
transactions are posted to the general ledger. A debit (interest) is posted to the “Cash Account” if
the amount is positive and a credit to the “Adjust Account”. A credit (bank charge) is posted to
the “Cash Account” if the amount is negative and a debit to the “Adjust Account”.

For interest, enter the interest account in “Adjust Account” and a positive amount in “Amount”.

For bank charges, enter the bank charge account in “Adjust Account” and a negative amount in
“Amount”.




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Reconciliation receipts
To reconcile cash receipts or deposits, click the “Receipts Tab”. Cash receipts are listed with
cash receipts not yet reconciled on the top of the list.




Reconcile Deposits on This Date
Reconcile Deposits on This Date, automatically fills in with the date of the first cash receipt. To
reconcile all cash receipt transactions with this date, click the “Reconcile Deposits on this date
Button” and the “Bank Statement Date” fills in the “Reconciled” date for the cash receipt
transactions.

Amount
Amount displays the total of all cash receipt transactions with the date in “Reconcile Deposit on
This Date”.

Reconciled
The item’s “Reconciled” date fills in with the “Bank Statement Date” when the transaction is
reconciled. The item’s “Reconciled” date should be blank if the transaction is not reconciled. The
item’s “Reconciled” date automatically fills in when “Reconcile Deposits on This Date” is clicked.
 The item’s “Reconciled” date can be manually changed by moving to the item’s “Reconciled”
date and pressing the space bar.




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Reconciliation disbursements
To reconcile cash disbursements or checks, click the “Disbursements Tab”. Cash disbursements
are listed with cash disbursements not yet reconciled on the top of the list.




Reconcile This Check
Reconcile This Check, automatically fills in with the check # of the first cash disbursement. To
reconcile all cash disbursement transactions with this check #, click the “Reconcile This Check
Button” and the “Bank Statement Date” fills in the “Reconciled” date for the cash disbursement
transactions.

Amount
Amount displays the total of all cash disbursement transactions with the check # in “Reconcile
This Check”.

Reconciled
The item’s “Reconciled” date fills in with the “Bank Statement Date” when the transaction is
reconciled. The item’s “Reconciled” date should be blank if the transaction is not reconciled. The
item’s “Reconciled” date automatically fills in when “Reconcile This Check” is clicked. The item’s
“Reconciled” date can be manually changed by moving to the item’s “Reconciled” date and
pressing the space bar.




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Reconciliation reports
The reconciliation reports should be printed after the reconciliation is complete. The reports
should be stored for reference later.




Outstanding Report
To print the outstanding reconciliation report, click the “Outstanding Button”. The outstanding
reconciliation report lists all transactions outstanding through the “Bank Statement Date”.

Reconciled Report
To print the reconciled report, click the “Reconciled Button”. The reconciled report lists all
transactions reconciled with the “Bank Statement Date”.




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Current date
The current date defines the date used for general ledger transactions for the employee logged
in.

To open the Current Date File:

      •   Select "Files"
      •   Select "Current Date"

The "Current Date Screen" is displayed.




Current Date
The “Current Date” is generally blank and the system date is used for general ledger transactions.
 The current date should only be filled in to have a specific date used for general ledger
transactions. The “Current Date” should be blanked out after the special transactions are
recorded.




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Close the year
A New Year should be started the beginning of every New Year. The year should be closed after
all adjustments for the year are complete. Only the current and prior year may be open at the
same time.

Start a New Year
To start a new year, click the “Start a New Year Button” and the new year is opened. You may
not start a new year if the prior year is not closed. To verify if the prior year is closed, open the
“System Master File” and review “Prior Year Closed”. Starting a new year increases the “Current
Year” by 1 and changes the “Prior Year Closed” from “Yes” to “No”.

Close the Year
To close the year, click the “Close the Year Button” and the prior year is closed. You may not
close the year if the prior year is already closed. To verify if the prior year is closed, open the
“System Master File” and review “Prior Year Closed”. Closing the year changes the “Prior Year
Closed” from “No” to “Yes”.




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Index
A                                                                    J
Actions .................................................48, 51      Journal Entries ........................................ 129
Address Defaults .............................103, 109               M
Address File.................... 7, 8, 16, 18, 21, 25                Mark Up % ........................................ 30, 109
Address File Codes ...................................21             Misc Receipt ............................................. 70
Address File Sales Tax..............................25               Monthly Procedures.................................. 15
B                                                                    O
Backup.......................................................13      Office Checks...................................... 71, 74
Budget .......................................................30     P
Budgets....................................................126       Passwords .............................................. 110
C                                                                    Payments .................................................. 38
Cash Receipts 61, 63, 64, 65, 66, 67, 68, 69,                        PO Check Vouchers ................................. 77
   70                                                                PO Checks.................................... 71, 74, 77
Catalog ....................................................118      Printing Financial Statements ................... 15
Chart of Accounts ..........................9, 10, 120               Proposal........................................ 28, 41, 53
Checks.................................................71, 73        Proposal Deposit % .......................... 30, 109
Client Deposit ......................................65, 68          Purchase Cost .......................................... 30
Client Retainer .....................................66, 69          Purchase Cost Default............................ 104
Clients....................................................7, 16     Purchase Order....................... 28, 42, 55, 58
Close the Year ...................................15, 137            Purchasing Inventory ................................ 83
Company .....................................5, 103, 104             R
Current Date ............................................136         Reconciliation.... 15, 131, 132, 133, 134, 135
Customize the Accounting...........................9                 Reconciliation Adjustments..................... 132
D                                                                    Reconciliation Disbursements ................ 134
Daily Procedures .......................................13           Reconciliation Receipts .......................... 133
Design Projects..........................................28          Reconciliation Reports............................ 135
E                                                                    Reminders..................................... 36, 48, 51
Employee.............................................6, 110          Rooms..................................................... 114
Expediting ............................................55, 58        S
F                                                                    Sales Codes.................................. 9, 11, 122
First Invoice .............................................104       Sales Tax .......................................... 40, 109
First P.O...................................................104      Selling Inventory ....................................... 85
G                                                                    Selling Price .............................................. 30
General Ledger..........................................79           Start a New Year..................................... 137
GL Accounts ....................................103, 108             System Master File .. 5, 9, 12, 103, 104, 108,
GL Verify....................................................13        109
I                                                                    T
Image.........................................................39     Time Billing ......................................... 44, 47
Inventory ................................80, 83, 85, 115            Time Billing Rates ............................... 44, 47
Invoice ...........................................28, 43, 59        V
Item............................................................30   Vendors................................................. 8, 16
Items ..........................................................28




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