Creative Management Getting Started Guide

Creative Management Getting Started Guide Welcome to Creative Management 4.0 Thank you for your purchase/interest of Creative Management a custom FileMaker 9 and 10 solution for small to midsize advertising agencies. Some of Creative Management’s features include contact management, estimating, invoicing, time cards, project orders, inventory, task management, scheduling and traffic reporting. Once an estimate has been generated users can create project specs, request for quotes and change orders. When an estimate has been made active. Purchase Orders can be generated from the project spec or from the purchasing module. Employees can view real time project progress from the project progress and billing sub tab. These two powerful screen help users to view real time activity of project. The progress tab shows inside estimate vs. actual time. While the billing tab shows purchase orders, invoices and change orders. The new expanded Calendar has a day, week, month and year view, allows users to view and filter projects task types. This product is sold unlocked and is fully customizable, this means if the feature you need is not available it can be added to meet your special requirements. Dynamic Business Solutions can add, modify, and subtract features to make the system fit your agencies business process. Our goal is building a database with easy navigation and controls consistent throughout your database that will help shorten the learning curve, assisting employees to be more productive in a shorter amount of time. Our focus is to help companies optimize and streamline resources to help team members better perform their job responsibilities, resulting in higher quality products, less overhead cost and better customer service. Creative Management could be the best investment in your company will make this year. If you have any questions regarding this product, or other custom solutions, please call (949) 689-8915. I look forward to hearing from you, Kitty Kane Dynamic Business Solutions (949) 689-8915 Creative Management Overview Page 1 of 37 Table of Content Getting Started (Logging In)............................................................................... 3 Navigation & Commands.................................................................................... 4 Company Setup (Settings) ..............................................................................5-8 Main Menu .......................................................................................................... 9 Contacts ......................................................................................................10-12 Estimate ......................................................................................................12-15 Projects .......................................................................................................17-22 Inventory ........................................................................................................... 24 Invoice..........................................................................................................25-27 Document Library ............................................................................................ 28 Purchase Order ...........................................................................................29-30 Resources......................................................................................................... 31 Calendar ......................................................................................................32-36 Requirements.................................................................................................... 37 License & Distribution....................................................................................... 37 Master Password .............................................................................................. 37 Customization ................................................................................................... 37 Creative Management Overview Page 2 of 37 Getting Started – Logging In Upon Opening Creative Management you will be prompted to enter your user name and password. First time users log in as with the provided user name and password. User Name: Kitty Kane Password: Password Once you have successfully logged in to Creative Management, select the Setting module from the command menu to begin adding your company information. Creative Management Overview Page 3 of 37 NAVIGATION & COMMANDS Creative Management includes the following main navigation buttons. These navigation buttons are available on all detail and list view screens depending upon your user privileges. The highlighted navigation button, helps user easily identify their location. The command menu located under the navigation buttons, are available on all detail screens. Command options may vary from screen to screen. New - Create a new record. Delete - Delete current record. Find - Place you in find mode, you must enter find criteria and then press return or enter to perform find. Find All - Show all records List - List View Print - Print Form or screen Dymo - Prints Dymo label QB Update – Sends or Receives data from QuickBooks® (Requires Plug-In. Plug-In is sold separately.) Log Out – Takes you back to log in screen Additional Icons and Buttons Detail - Returns you from list view to detail view Delete - Delete Portal Row Email – Email Task Open Website URL Send Email Blue Arrow indicates option to go to detail or related data Red underlines text located on reports indicates sort fields Creative Management Overview Page 4 of 37 SETTINGS From the settings navigation button the following sub tabs are available. Company Once you have successfully logged in to the system and before you begin to use Creative Management you should first enter your company settings. To enter company setting you will need to first to enter the master password. (For more information about master password go to page 31) Company – Your agencies company information and logo, populates all printable forms. Default Sales Tax – All contacts will have this sales tax rate unless modified from the contacts module. Terms – For entering second page estimate terms. Starting Serial Numbers – Reset serial numbering for specific data. Project Approvals – Set which users will be responsible for project final approvals and what items they are specifically approving, these fields are populated on the project order located in the projects print options. Users All employees who currently work for your agency and who will be accessing Creative Management. How to Create a New User Go to the last portal record and enter the users first name, last name, email and password. Then select the blue arrow to set the user privilege level. Select the blue arrow to see detailed information about user and user privileges. Creative Management Overview Page 5 of 37 How to Modify User Privileges Check or uncheck navigation option checkboxes to set user privileges. Each user may have up to (10) selected navigation option turned on at one time. Main Menu Options Check or uncheck main menu check box options depending on what kind of privileges each user is allowed. Each user should have at least one main menu options. If you activate the reports sub tab, report options should also be activated. Report Options Reports can be activated by user, when check boxes has been selected. Codes All inside and outside service codes and agency hourly rates. These codes should be consistent with your accounting software. Creative Management Overview Page 6 of 37 Estimate Master How Do I Create a New Estimate Master from Settings? Type in an Estimate Master Name (this may require you to clear out the name currently being viewed), then proceed by entering your task codes, description, type, tax and rate. Users will need to specify the qty for each line. Estimate Masters can be created from the Estimate Module or from the Setting Module. Task Master How Do I Create a New Estimate Master from Settings? Type in the Task Master Name (this may require you to clear out the task type currently being viewed), proceed, by entering your task description, number of hours, task type, days and exception. Set the days field to the amount of days the task will be due working backwards from the due date. Use the exception field to indicate the following; if a date should fall on a weekend or holiday, how you would like the due date to respond. Task Masters can be created from the Projects Module or from the Setting Module. Creative Management Overview Page 7 of 37 Settings Company observed holidays, Navigation buttons and tasks colors. Quickbooks FM Book Connector – Plug-In sold separately. User “must” have QuickBooks open and FM Books Connector plug-In installed and registered to make a connection. About Information about contacting Dynamic Business Solutions. Creative Management Overview Page 8 of 37 MAIN MENU Every user should have the main menu navigation button available. Your main menu navigation sub tabs are modifiable in the setting tab of Creative Management. (For more information about modifying your main menu sub tabs, review the company setup section of your getting started guide) Tasks List of employee open tasks. Employees can view assigned tasks and number of hours permitted per task. Once task has been completed user enters date task was completed and change status to closed. These tasks are generally created and assigned by the production manager from the projects module. Time Cards Employees can create time cards and the time card data will reflect against the project progress. When an hourly employee receives a project and is ready to begin work, go to the main menu module, the time card sub tab. Press the start time field; select the job number and task code. Begin working on the project when you have completed the project task, return to the time card and press into the end time field. If you forget to enter your time card, you also have the option to start and end time manually. Use the print button located in the commands menu to print daily time cards. Creative Management Overview Page 9 of 37 Time Card List View – Find, Sort and Print. Reports Listing of optional reports available based on user privileges. My Projects List of open projects assigned to sales reps and project managers. Creative Management Overview Page 10 of 37 CONTACTS General - Enter companies and contacts, separate clients from suppliers by using contacts type field. Letter – Generate letter to be mailed on letterhead. Fax – Generate fax How to Create a New Client Select the new button located in the commands menu, type company information. Add phone numbers and related company contacts. Select a contact type of “Vendor” for RFQ’s to appear in the estimate RFQ drop down menu. QB Update Users who have access to the FM Books Connector plug-in can update customers in the contacts module from QuickBooks by matching the company name and pressing the QB Update button. Notes with email option - Keeps track of emails, letters, and other communications to business contacts. Activities – Add and assign contact tasks. Creative Management Overview Page 11 of 37 Estimates – Estimate history, with blue arrow option to view project detail. Projects – Project history, with blue arrow option to view project detail. RFQ – Request for Quote history. Invoice – Invoice history, with blue arrow option to view project detail. Special – Tax and Credit Card information, and FTP access location. Contacts List View – Find, Sort and Print Contact List Creative Management Overview Page 12 of 37 ESTIMATE How to Create a New Estimate Go to Estimate module, select new from the command menu. An estimate number will automatically be assigned. Enter the client company name from the drop down menu located under client Information. Select the contact of the project, if the default contact is not correct. Enter the project name, description and other important details. In the internal cost portal enter all inside related estimate costs by selecting the task drop down menu. (These tasks are predefined in the setup and can be changed from the setup if needed) By selecting a task code the description and tax will auto populate based on setup preference, however they can be modified per estimate. Enter the number of hours for this task and you extended amount will calculate automatically. After you have entered all internal cost move down to external cost repeat for all outside buyouts related to this estimate. Use the cost field to record how much your buyout will cost your company before markup. Enter the MU Rate to markup the cost to the client. Status - Default status is “Estimate” until made active then status changes to “Open” Creative Management Overview Page 13 of 37 Create a Billing Schedule If you are going to bill the project in payments complete the milestone portal by entering the schedule for how this estimate will be billed. This can be any combination of four (4) milestones adding up to a total of 100%. If the project will be billed in one payment enter “1” and the terms for payment. Before printing your estimate, select “fees on” to print an estimate with the extended total for each line item or “fees off” to print an invoice without the extended cost. How to Print a Estimate Press the print button located in the commands menu. Select the desired estimate template from the print options menu, then press continue. How to Create and Recall an Estimate Master After creating your estimate, enter a unique estimate master name into the Save Estimate Master Field, press the save button. To recall the estimate master, first create a new estimate by pressing the new button located in the command menu. Go to the field “Select an estimate master to import.” Select the name of the estimate you would like to recall from the drop down menu, press import. How to Enter Project Specs from an Estimate Once you have created a new estimate, go to the RFQ sub tab, select a project type from drop down menu continue completing the field moving from left to right, for more detailed information, press the blue arrow. How to Create A Request For Quote From the Estimates RFQ sub tab. After you have enter in your project specs, move down to the bottom area of the screen titled “Vendors”. Select the Spec ID of the items above you would like to create a “Request for Quote” continue completing the field moving from left to right, (Vendors will appear in the drop down menu if they are created in the contact module with a Contact type of Vendor) Option 1, 2, 3 and 4 will be use to list optional quantities. Select the print button to print a Request for Quote form to supply to your vendor. After you have received your pricing type the supplied cost under each quantity option for future reference. Creative Management Overview Page 14 of 37 Get Signed Estimate from Client Once you have printed your estimate, send a copy to the client for approval have your client sign and fax back. Having your client sign an estimate is an acknowledgement that they agree to the term of the estimate and the payment schedule. How to Make an Estimate Active. When you receive the signed estimate back from your client, go to the Estimate and press the “Make Active” button located in the commands menu. Pressing the make active button changes the status of your estimate from estimate to “Open” and opens a project for this estimate. How to Create a Creative Brief from an Estimate. Once you have created a new estimate, select the Creative Brief sub tab option and complete the supplied questions. To print your Creative Brief, press print from the command menu and then select “Creative Brief” from the print options menu, then press continue. Change Order – Generate change orders. How to Create a Change Order Go to the Change Order sub tab located in estimate, enter a change order name, select the blue arrow to drill in to the record. Complete change order details. Use the Change Order request to add additional resources to you estimate without modifying your signed and approved estimate. Print the Change Order for the Client to sign and approve. Creative Management Overview Page 15 of 37 Notes – Create and email estimate related notes. Estimate Attach – Attach estimate related electronic documents. How to Attach Document to an Estimate Attach electronic documents to the estimate by Right clicking (pc users) or Control clicking (mac users). Files can be attached as a reference file, which is on a shared drive and accessible by other users (preferred method) or embedded in Creative Management. Estimate List View – Find, Sort and Print Contact List How to View All Open Estimates From the Estimates module, select the list option located in the command menu. Press the find button select “Open” from the status field. Press return to view results. Creative Management Overview Page 16 of 37 PROJECTS Assign Project Team & Due Dates Now that your project is open you will need to assign the project to a Sales Rep and/or Project Manager, these people will be the individuals responsible for communicating with the client. You will also want to enter the Comp Due Date, Printer Due Date and Due to Client Date. The most important of these three (3) dates is the due to client due date. Even if you have an open due date with your client is still important to complete the date, so the project does not fall between the cracks. You can always go back later and push back the dates. Your project specifications added on your estimate will automatically be transferred to the project, however if no project specs were entered they can now be placed onto the project. Creative Management Overview Page 17 of 37 How to Create Project Specs Project specs can be created from the estimate or the project. In the estimate the project specs detail is located in the RFQ sub tab. In the project the project specs are located in the general sub tab. Enter your project specifications into Project Spec portal. First select the type field from the drop down menu (This field is modifiable if needed), complete the fields moving from left to right, for more detailed information, press the blue arrow. (Not all fields may be applicable) however this data will print on the project order, and should be completed to communicate each of the project components. Example: Software Box, CD Cover, CD, and Manual. Create a Project without an Estimate Because it is not uncommon that many project do not require estimates. Projects can also be created straight from the Project module. Select the “new” button from the commands menu. Pressing new will create a related estimate for relating cost, specs, creative briefs and other related. It will also automatically create a single milestone of 100% due net 30. Select a Task Manager to Import First make sure you have a Due to Client Date entered. The Due to Client date is the date your tasks will use to provide a suggested schedule. Select a task manager to import and press the import button. Select a Resource to Import Select a Resource to import from the drop down menu, then press the import button. How to Print Project Order To print the project order, go to the print button located in the commands menu. Select Project Order template from the print option menu, then press continue. Place the project order in the job jacket and forward the project to the creative to begin the project. Traffic Status Meetings It is recommended that traffic meeting be held between both production and creatives once daily. At this meeting all open projects will reviewed. It is suggested that the task report is printed to make sure all deadlines will be meet. If there are any holdups, due to clients’ changes or too much work creative need to openly discuss challenges at this time for actions to be made. To print a task report, press the list button in the command menu, select task report. Enter find mode and find a desired set of records by entering into the due date field the start date”..”end (example 12/15/06..12/20/06) date and set the status to find open tasks. Press enter or return to execute find. Then press print from the command menu to print the report. You will be asked if you would like to print by assigned to or by company depending of which option you select will depend on how your report is view, for a traffic meeting you will want to print by assigned to. How to Generate a Purchase Order for Outside Services Purchase Orders are used as a promise to pay supplier, but more importantly they should be an outline of what you are promising to pay for. By giving suppliers a purchase order for work you are not only outline the specification you are holding them accountable for meeting you deadlines. Purchase orders can be created from the Project module specification area by simply selecting the “Create PO” button located to the right of your project specs or from the Purchase Order module, placing the job number will tie the purchase order to the project for viewing actual from the progress sub tab. Client Final Approvals Once you have received your client final approval. Have the client sign the final proof and then have each of the project team member sign release that they have checked and approved the following area, copy, graphics and design. Project is Delivered and Closed. Now that the project is approved and is ready to print, be sure the client also has the opportunity to sign off of blue lines or color proof giving them additional opportunities to find any errors. Be sure to have client sign off of proofs before sending to print. When project is complete and all tasks and invoices have been completed change status to closed. Clear out unnecessary data, place printed samples into job folder and file for future reference. Creative Management Overview Page 18 of 37 What is a Creative Brief? In advertising, a creative brief is the outlined instructions for work to be done by the agency's creative team. The purpose of a creative brief is to give the copywriters and graphic artists the direction that the client and the agency have agreed upon. The Creative Brief can be generated and accessed from both the estimate and the project module. Sub Projects – Used for large projects with multiple parts. What is a Sub Project? The original intention of Sub Project was to be used for large projects with lots of small pieces. In the example above; the main or master project is an ad, however this ad may be inserted in multiple publications with multiple sizes and colors. Another intended use of a sub project would be a project campaigns. Sub Projects can have different projects orders, specs, tasks, time card and delivery dates. Creative Management Overview Page 19 of 37 How to Create a Sub Project From the Project module, select the sub tab sub projects. Type a sub project job name in to the first portal row located under description “Job Name”. Your project will automatically be given a job number, the same as the master project followed by a decimal and the record count. Press the blue arrow to drill in to the sub project detail information. Continue this process moving down to the second portal row create additional sub projects. Sub Projects Detail – Allows users to give subprojects new schedule, project specifications, tasks and project order under master job number. Subprojects job numbers are assigned the master job number plus and sequential number for easy identification. Sub Project mode changes from blue to teal to alert users of their location Tasks – Import a schedule type from your task manager or create and assign project tasks for a specific project. Users can be notified by email of new assigned tasks. All assigned tasks are also visible from employee timecard. How to Assign Sub Project Task and Send Email Notifications Go to the project task sub tab; select the task manager to import, press the import button. (The task managers are created from the setup or can be created from the project/task tab by creating a task manager and then saving the task manager for future use). If you do not have a schedule type you would like to import you can also create a task manager by hand, to do this go to the description field and either select from the drop down menu or freely type your task. You will also need to complete a due date so that the item is added to the calendar. All new tasks will have a status as “open”, once the task has been assigned to a employee is will automatically appear in that users task list located in the employees time card. Use the envelope icon, which will send an email alert. Each task items will appear on both the calendar and the task report. Creative Management Overview Page 20 of 37 From tasks menu view, select list view to run task reporting by Assigned or Company. Progress – Used primary for production manager to view time card activity on a project. View real-time actual time cards vs. estimated internal costs. As time cards are entered project managers can have a birds eye view of the actual time cards being entered. Below the Actual Time Card portal, the inside estimate cost will show actual time populated, allowing project manager to quickly view how close the project is to meeting the estimate hours. Creative Management Overview Page 21 of 37 Billing – View real-time purchase order vs. actual estimated external costs. Invoice milestones by pressing the blue underlines text “Invoice>>” View actual invoices by selecting blue invoice arrow. How to invoice a project based on an estimate Depending on project milestones invoicing may be done from the project/billing sub tab by selecting the milestone, which need to be billed. To pushing the milestone over, press the blue underlines text labeled Invoice>> once the invoice has been moved, you may select the blue arrow to go to the desired invoice. Click on blue arrow to go to the related invoice. Creative Management Overview Page 22 of 37 Project Notes – Attach - Add or view related project file attachments Project List View – Find, Sort and Print Contact List. Run project specific traffic reports. Percentage to the right indicated project percentage complete. How to View All Open Projects or Tasks From the Projects module, select the list option located in the command menu. Press the find button select “open” from the status field. Press return to view results. How to View Projects by Status and Date Range From the Projects module, select the list option located in the command menu. Press the find button in the date field enter your start date and “..” followed by you end date (12/1/06..12/31/06) the select “open” from the status field. Press return to view results. Status “Open”, once project is complete the status should be changed to closed. Creative Management Overview Page 23 of 37 Creative Management Overview Page 24 of 37 INVENTORY Keep Track Client Inventory Drop Shipments. Originally created for direct mail advertising agencies, who stored client masters for future mailing and imprinting. How to Create a New Inventory Item Go to the command menu bar and press the new. Inventory List View – Find, Sort and Print. Note: Because only (10) modules can be viewed at one time it is recommended, user who have access to Inventory turn off the library or other module to make inventory viewable. Creative Management Overview Page 25 of 37 INVOICE How to Create an Invoice from Actual Time Cards and Purchase Orders The create invoice tabs was developed for billing actual time cards and purchase orders accrued to clients. To create a new invoice from actual time cards and purchase orders enter the start date, end date and Client you wish to invoice, then press the create invoice button. Create Manual Invoice Go to the view invoice sub tab, select new from the command menu. Enter the client company name from the drop down menu located under client information. Select the contact of the project if the default contact is not correct. Enter the related job number, project name and description of the invoice. An invoice number is automatically generated. Posting Invoices to Quickbooks Posting Invoices to Quickbooks requires, the following. 1. Owning and registering FM Books Connector. 2. Access to both Creative Management and Quickbooks for the PC. 3. Matching Company Names to Quickbooks (exact match) 4. Matching Items Codes to Quickbooks (exact match) 5. Existing Qty and Rate. Before you press the post to QB button make sure you also have Quickbooks open. When your invoice has successfully been posted your invoice will return you Quickbook invoice number. From this point close the Creative Management Invoice. Creative Management Overview Page 26 of 37 When you have completed the header data, enter all internal cost related to the invoice by selecting the task drop down menu. (These tasks are predefined in the setup and can be changed from the setup if needed) By selecting a Task code the description and tax will auto populate based on setup preference, but can be modified per invoice. Enter the number of hours for this task and you extended amount will calculate automatically. After you have entered all internal cost move down to external cost repeat for all outside buyouts related to this invoice. How to Print an Invoice Depending on how your company will conduct business invoices maybe printed and then delivered to accounting or accounting maybe responsible for finding all new invoice and posting to accounting, using the QuickBook Link plug-in or other type of connectivity. Either way accounting may use the status field for closing invoice once the have been transferred to the main accounting system or when the payment has been received and paid. (See project billing to create invoices based on estimate milestones.) Creative Management Overview Page 27 of 37 Payments - Mark invoice payments received. Invoice List View – Find, Sort and Print Contact List. Payments List View – Find, Sort and Print Contact List. Red underlined text indicates storable fields. Blue arrow indicates option to see detailed information or to go to related data. Creative Management Overview Page 28 of 37 LIBRARY How to Attach Electronic Document to the Library Attach electronic documents to the library by Right clicking (pc users) or Control clicking (mac users). Files can be attached as a reference file, which is on a shared drive and accessible by other users (preferred method) or embedded in Creative Management. Attachments from both Estimate and Projects are stored here. To attach an electronic document from the library to the estimate or project, just enter the related job number or estimate number. Document Library List View – Find, Sort and Print. Creative Management Overview Page 29 of 37 PURCHASING *When user changes “PO type” and selects the spec sub tab, different data is shown, please see the following menu examples below. How to Print a Purchase Order After you have entered in all details of your purchase order, press the print button in your commands menu. Creative Management will automatically select your Purchase order template based on the PO type selected. What is the Markup Field? One of your invoicing options is to invoicing live time cards and PO’s. If your PO will be billed this way, make sure to include your marked up cost. Once the PO has been billed the Invoice Number and Date fields will be completed to assure the PO in not billed more than once. After the services of your purchase order have been received, change the PO status to “Closed”. Posting Purchase Orders to Quickbooks Posting Purchase Orders to Quickbooks requires the following. 1. Owning and registering FM Books Connector. 2. Access to both Creative Management and Quickbooks for the PC. 3. Matching Vendor Names to Quickbooks (exact match) 4. Matching Items Codes to Quickbooks (exact match) 5. Existing Qty and Rate. Before you press the post to QB button make sure you also have Quickbooks open. When your purchase order has successfully been posted your invoice will return you Quickbook purchase order number. Once the purchase order has been received and posted, change the status to “Closed” Creative Management Overview Page 30 of 37 Above is an example of the Print Order Spec Screen. Above is an example of the Insertion Order Spec Screen. Purchasing notes are internal notes kept on the progress of the project with the supplier. Purchase Order List View – Find, Sort and Print Creative Management Overview Page 31 of 37 RESOURCES What Are Resources? In addition to scheduling people to task you may also have the need to schedule resources to projects. For example if you are photographer, you may need to schedule a cart of equipment for you photo shoot or if you are in the film industry, you may need to schedule an editing room and all of the equipment in the editing room. In this case, may also need to have an idea of what type of people you will need to schedule to run the provided equipment. This history subtab will give you a history of how the equipment has been used if for some reason, when you are using the room, you find missing equipment or other items out of order. Resource List View – Find, Sort and Print Creative Management Overview Page 32 of 37 CALENDAR Day, Week, Month and Year - View and filter assigned tasks. Create employee personal day reminders. View project detail by selecting project icon. Three months at a glance, blue asterisks indicate days with tasks. Click on mini day calendar day to go to selected day or use arrows to toggle thought past and future months. Click on task/appointment to view details. Creative Management Overview Page 33 of 37 Click on task to view task detail or click on day to go to day view. View all task in a month view of filter task type. Creative Management Overview Page 34 of 37 View all tasks for the year or filter task type. Creative Management Overview Page 35 of 37 Schedule View – Color coded by task. View daily schedule of resources. Gantt View – Color coded by task. Specify exact range or filter chart by week, month or year. Appointment List View – Find, Sort and Print. Creative Management Overview Page 36 of 37 Requirements Requires FileMaker 9 or higher, Mac or Windows. FileMaker 9 System Requirements http://www.filemaker.com/products/fmp/tech_specs.html License & Distribution Creative Management is sold completely unlocked with unlimited users. We encourage users to use this as the basis for their own solutions. However, users are enjoined from reselling, lending, or distributing Creative Management without authorization. FM Books Connector Plug-In This easy to use plug-in opens up the Intuit QuickBooks® application like never before. By using this plug-in you will be able seamlessly and effortlessly integrate your existing solution with one of the most popular accounting applications available today! * This plug-In is sold separately. Customization Dynamic Business Solution gives complete modification rights to your database system. We can perform any customization of your database for an hourly fee basis. Dynamic Business Solutions 27151 Cedros Mission Viejo, CA 92692 (949) 689-8915 Creative Management Overview Page 37 of 37