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User Guide version 2.0

1. This may seem a little strange given the idea is generally to attach the note to the goods when they are being shipped however if something is going directly from the supplier you may wish to send your paperwork in this fashion or perhaps you wish to send this directly to your supplier so they may include your paperwork for you Page 31 of 39 Data Artistry Limited 2010 StucioAdmin 5 20 Set up Users User Entry J D W amp gt User Name Admin Address Account active Y N Logged in Yes own City Super User County Developer Access Te gill dataartistry co uk Cc t Y N Ena Signature 777777777777777177 21 2 Data Artistry Ltd Database development and software integration The Users button will take you to a list of StudioAdmin s users Before anyone can access the database they must be set up with a user name and password From the User List click on any name to view their details depending upon your access privileges will be the details that you are able to see basic users can only see name and address details of any user A user with Super User privileges can see and set up names passwords employee start dates and create new users Clicking the new button will take you to a basic details screen and once they have been entered your new user is set up and ready to go although it is good practise to complete the rest of the details There are a few extra features to take note of within this section e In
2. info dataartistry com www dataartistry com DATA ARTISTRY MADE WITH FileMaker DATA ARTISTRY SS StudioAdmin The low cost solution for a better run business lt i F User Guide version 2 0 StucioAdmin 1 Introduction 4 2 Executive Summary 4 2 1 Customer relationship management 4 2 2 Quotes Purchase Orders Purchase Invoices and Sales Invoicing 4 2 3 Jobs 4 2 4 Users and passwords 5 2 5 Reports 5 2 6 Export to Sage 5 3 How StudioAdmin is put together 6 4 Automatic Saving 6 5 Features of StudioAdmin T 5 1 Menu options T 5 2 Button Bar i 5 3 Companies 8 5 4 Correspondence 9 DAT ENA arrra EE EAA ura senaqanreenaian TRETE AEAT 9 e E E E A 10 Ee T E ae usecase odicte varceuatara nan cabeiacentr ia dda coninnaaiatdnenees ducbenviecaecasoyande 11 oe LO Lo are ne ee er cee tr nen nn ae ene ree re eee ee ert nee cre 11 5 5 Standard Paragraphs 12 5 6 Marketing 12 5 6 1 Creating marketing MESSAGES ccseccsseesseecaeecseeceeeceeeceaeceeeeseueeaueeseessuesuesaeeesenegess 13 5 6 2 Step Two Select Contacts ccccceccccccseeceeeeeeeeeeee eee eeseeeeeeseeeseeeseeseeeeeeeaeeeeeeenetaeetnnes 13 50 9 Step Mree Testing cerror aiie onai ARAE Aa S aA a 14 5 6 4 Step Four Send Messages ccccceccceeeceeeceeecceeeceeecceeccaesceeeceuesseesseesseeessuesseeeseeesess 14 5 6 5 Creating letters directly from the marketing letter ccccceecseeeseeeeeeeeeseeeneeeeeeaeeenees 14 5 Product Price List 15 5 8 Quotes 16
3. Client Name Golfing Events Management Client PO Final Quote Ref 1011 gt Client Contact Wendy Dicks Authority to proceed Proceed Wait Job Closed Reopened by Date Complete Include in time sheets Week Commencing User Name Status Narrative Hours Mon Hours Tue Hours Wed Hours Thu Hours Fri Hours Sat Hours Sun Total Hours Cost Mon 30 Aug 2010 Admin Unposted Design 5 00 5 00 1000 00 Mon 15 Sep 2008 Jonn Smith Posted Admin 4 00 4 00 4 00 4 00 16 00 1920 00 Mon 13 Sep 2010 Gill Pickles Unposted Design 5 00 2 00 7 00 0 00 Total Time 28 2920 When time is entered onto individual time sheets the entries automatically filter through to the appropriate job and summarise accordingly Page 23 of 39 Data Artistry Limited 2010 StucioAdmin 5 11 1 Sundry Job Costs Job Entry PSU d purc despatct Job No 1000 Job Name Gills Test Job Status New Client ID 08485 gt Account Handle Dave Client Name Data Artistry Ltd Client PO Wait Final Quote Ref 1014 gt Client Contact Gill Pickles Authority to proceed Proceed Wait t nplet Sund jes Report Qty Item Description Unit Cost Cost Date Created 8y Supplier Inv Date Supplier Inv No Supplier Inv Net 1 CHR 10 00 10 00 18 08 10 Admin 18 08 10 12345 10 00 gt 2 Taxi 10 00 20 00 23 08 10 Admin 1 Courier 20 00 20 00 23 08 10 Admin 50 Sundries are entered directly onto the job record unlike purchase orders that take you to another screen to create them They can be entered with t
4. Delete Searc Replacing text options Clicking on the options below wi gillian pickles btconnect com t eplace within the subject or ma body of text that fields content when the email is sent Gill Pickles gill dataartistry co uk Testemailto gill dataartistry co uk Into Message Into Subject 5 01 4 i Sent 25 07 2010 11 01 49 lt lt Full Name gt gt lt lt Full Name gt gt lt lt Salutation gt gt lt lt Salutation gt gt Subject Testing the system cates catalase y More example copy that can be used when this system is being tested or dummy Composition Helper Build your email using standard text records are being used and test correspondence and marketing messages are being set up Just a shame that this copy Is not more imaginative Another example Demo Paragraph Testing the system This is a simple introduction Ei Please find attached our terms and conditions as per our conversation let me know If you require any further ter information The above is just an example of how you could use this section sults Status Shown 1139 Attact ents 583 Cleared All Host set to smtp btconnect com Port set to 25 Page 12 of 39 Data Artistry Limited 2010 StucioAdmin 5 6 1 Creating marketing messages 5 6 1 1 Step One Create a new message Create the message by clicking on the new button is the usual way Enter a from email address and a test email to address These are not entered
5. Oost QUe SD eC II BOM erena EEE E ETN 16 002 QVO COSI Brako ixctescententssacsqurenoseaien veces EEE 17 Se re Mme Rois oa ms Oc OnT OUO Oe enc tan erent ten te tet te ene er er ten oe ee 18 5 8 4 Create a Job from the quote SCreen cceccceccsseceeeceeeaeeeaeeeeeeaeeeaeeeeeeeeeeaeeeeeeenetaengeas 18 5 8 5 Create an INVOICE from QUOTE cccccccccseeeceeeceeeeeeeeee esse eeeee sean esse sees eeeeeeeseeeeeeetaneeseeegaes 18 900 EMA 0 6 gt aeene ate ante ata terres tee eet ne tee pee arene e eee een eee vee nen reer eee 18 5 9 Purchase Orders 19 g1 Emalng mat Uke p s Soa 6 oid caenemeeet enn ner cent en ee inne oe een eter tee ene omen eee ne ree ee 20 5 10 Jobs 20 5 10 1 Job Budget LIST cticsaitatssnewarsanasie eeoianoracasueninaienes iawn scietabversnssaas enti tebmenoinness 22 5 11 Job Time 22 Melek Uy JOD COSTS corrini inorren i youse thee muewniages EA AN 24 Sa eller O bro iad 6 eeemen ate mene ences Marne et E tr ene ne 2 eee 24 5 12 Job Status s 25 5 13 Creative Calendar Dates Week Planner 25 5 14 Time Sheets amp Expenses 26 5 15 Expense Sheets 27 5 16 Invoices 28 VO EMANO NYOCO eorn EE 28 5 16 2 Exporting to Sage ne 28 5 17 Statements 29 5 18 Purchase Invoices 30 5 19 Despatch Notes 31 Page 2 of 39 Data Artistry Limited 2010 5 19 1 Email Despatch N OUG saicasaccrcientainanawcuduieagounsaadacasansn ateweeis sumiadionit ypaabereanedinatadaiemaesnaianad 31 5 20 Set up Users 32 5 21 Reports 33 5 22 Pre
6. 2010 StucioAdmin 5 16 Invoices x Small BizAdmin w oe Invoice Details 1 Backi a Data Artistry Ltd 150 Glendale Gardens R gt b Leigh on sea W i Coichi CO5 2NN 1491 Mon 26 Jul 2010 Accounts Department pate of invoice 26 07 2010 R Admin Unpaid Paid 8487 gt John Smith amp Associates 15 Broad House The Street Colchester Unpaid COS 2NN Strictly 30 days 0 00 45 00 00 Tha AT H Company Registration No The best place to create an invoice is from within the quote record This will automatically setup the client contact items and quoted cost details You can if you wish simply click new from within invoices but the first method is by far the quickest if you have a quote set up You can search Invoices just as any section allowing you to pull out records specific to a client or date range maybe both or any combination of criteria The list in the Invoice section has summary fields meaning that it will total the found records basically this is very quick customised reporting within the Invoices Invoices List Back i e x 1493 31 07 10 Data Artistry Ltd Widget 115 00 0 00 115 00 1492 26 07 10 Jonn Smith amp Associates Quote Item 45 00 0 00 45 00 1491 26 07 10 John Smith amp Associates Quote Item 45 00 0 00 45 00 1490 22 07 10 John Smith amp Associates Quick test 215 00 32 25 247 25 420 00 32 25 452 25 5 16 1 Emailing Invoices The Email butto
7. Estimated Profit Total Invoiced Total Hours Projected Hours 1000 Data Artistry Ltd Gills Test Job New 9 750 00 7 220 00 50 00 50 00 7 320 00 2 430 00 9 865 00 36 50 1001 Jonn Smith amp Associates Report and Accounts 8pp A4 Job Complete 535 00 5 800 00 10 00 5 830 00 5 295 00 633 00 33 00 24 00 1002 John Smith amp Associates Example Quote New 300 00 300 00 1003 Data Artistry Ltd Invite and Envelope In Progress 3 075 00 2 400 00 850 00 3 270 00 195 00 6 510 00 12 00 1004 Algarve Removals Limited Removals Web Site with client for 2 450 00 1 000 00 1 000 00 1 450 00 5 00 1005 Flexit Ltd Feedback Postcard Visual development 250 00 1006 Golfing Events Redesign Web Site Concept 3 190 00 2 920 00 330 00 3 250 00 60 00 28 00 23 00 Summary 19 300 00 19 340 00 1 230 00 60 00 20 670 00 1 370 00 17 258 00 114 50 Clicking the Excel button will allow you to save the list being viewed as an Excel document but it should be noted that for Super Users it is possible to do this from the file menu for any list that you are viewing 5 11 Job Time Page 22 of 39 Data Artistry Limited 2010 StucioAdmin Job Entry Back A J New List Delete Search Print Email Call Letter Quote PO Yespatch CourierTiming Plan Label Job Sht Calendar Close Job main detalls correspondence quotes timing plans purchases couriers sundries time nvoices despatch Job No 1006 job Name Redesign Web Site Status Concept development Go to Client ID 7792 gt Account Handler Dave
8. automatically as it is likely you will use a specific account to send marketing emails from that differs from your standard email address if you don t you should consider this as a way of working The test address ideally should be an external email account that will allow you to see the message in the style that your recipients would see the message 5 6 1 1 1 HTML Messages There is no HTML editor within the database usually this will be copied in from another source Please note that the full file path to any images used within the message must be included in the html Alternatively you can embed the images in each message by using the inline option which basically attaches the image files to each message sent out The inline method is only recommended if the images are few and of a very small size 5 6 1 1 2 Rich text messages This is found by clicking the Std Email tab Please note that by entering a message into the body of this section over rides the html option and only rich text will be sent There are some additional features within this section the ability to insert key fields into the subject line or body of your message Replacing text options Into Message Into Subject lt lt Full Name gt gt lt lt Full Name gt gt lt lt Salutation gt gt lt lt Salutation gt gt lt lt Company gt gt lt lt Company gt gt At the top right of the email entry screen can be found the buttons as shown above By click
9. documents with briefs or costs PDF examples or graphic images that apply to the job Double clicking on the file will launch it Page 21 of 39 Data Artistry Limited 2010 at s A P an Rs ar a wr B a A x bs Y WS L i Ly i Ly L at ic e New Delete Search Print Email Call Lette Fax Quote PO Invoice Despatch Courier Timing Plan Label Job Sht Calendar Close Job main detalls correspondence uote timing plans purcnases couriers suncries time nvoices cespatcn Job No 1005 ob Name Feedback Postcard Status Visual development Clie ID 08501 gt Account Handler Dave lient ne Flexit Ltd Booking In Thu 09 09 10 Final Quote Ref gt Client Contact Jason Alexander Final Delivery Fri 08 10 10 Client PO Proceed Date Complete team brief creative calendar additional files budget summary Other documents relevant to this job Date added Purpose File 16 Sep 2010 Demo file try including your own x i ae Add File PDF WhatsWrongWithThisCloud pdf See also Creative Calendar Dates Week Planner for further details about the key dates entered under the creative calendar tab 5 10 1 Job Budget List The budget list shows the financial status in list form the figures are also shown on the main job details screen Job List Back A a New Details Delete Search Print Showall Std List Job No Client Job Name Job Status Quoted Cost Total Time Total PO s Tti Sundries Total Costs
10. is required when entering details However the print out s are formatted to reflect your company style as shown in the example above You can search PO s just as any section allowing you to pull out records specific to a supplier or date range maybe both or any combination of criteria The list in the Purchase Order section has summary fields meaning that it will total the found records basically this is very quick customised reporting within the Purchase Order section Purchase Orders List Details PO Number PO Date First line of order 26 07 10 Supplier Data Artistry Ltd Test Product 23 00 0 00 23 00 947 25 07 10 Data Artistry Ltd Quote Item 23 00 0 00 23 00 946 22 07 10 Data Artistry Ltd Widget 80 00 12 00 92 00 Summary 126 00 12 00 138 00 All summary lists total specifying individual searches will allow you to break out sets of figures e g search by a supplier and further identify records by date Searching within FileMaker is very powerful and effectively gives you a multitude of reports Page 19 of 39 Data Artistry Limited 2010 StucioAdmin 5 9 1 Emailing Purchase Orders The Email button will PDF the PO and attaches it to an email Studio Admin will pause once the email has been created to give you a chance to personalise your message although some standard text is already input to the email for you 5 10 Jobs The job list always shows by default live jobs These are coloured accordin
11. review each contact that has been made without having to drill down further to review the actual letter or other item of correspondence 5 4 2 1 Template The correspondence entry screens have a Template button When you have typed an entry that you feel would be useful to keep click this button to retain the body of the correspondence as a Standard paragraph making it available for use with other correspondence records and marketing Page 10 of 39 Data Artistry Limited 2010 StucioAdmin 5 4 3 Fax Entry Gill Pickles Data Artistry Ltd gt Admin 01702 715080 Fri 23 Jul 2010 01702 715080 1 Test Fax Follow update Tue 03 Aug 10 This is a simple introducti e intr on Composition Helper Please find attached our terms and conditions as per our conversation let me know if you require a her information r example i Small BizAdmi Testing the system m mn i ean a T The above is just an example of how you could use this section Fax Message Data Artistry Ltd H r This is a simple introduction i i gt Please find attached our terms and conditions as per our i Ls conversation let me know if you require any further H i information The above is just an example of how you could use this section To Gill Pickles of Data Artistry Ltd Telephone 01702 715080 From Admin Fax 01702 715080 Mate Fri 23 Jul 2010 No of pages 1 b Test Fi 1 This is a simple introduction Please find attached our t
12. setup within Sage for this to work properly Page 30 of 39 Data Artistry Limited 2010 StucioAdmin 5 19 Despatch Notes Despatch Note Details x z 609 Mon 26 Jul 2010 Small BizAdmin Despatch Note No 609 8487 John Smith amp Associates Delivery Address John Smith amp Associates Delivering on 08485 Data Artistry Ltd Order Items Widget 3 3 0 GP001 Test Product 1 1 0 Test Product A despatch note can be created from an invoice this will pull through all of the products on the invoice directly onto the despatch note without you re keying this detail However there may be occasion where you haven t yet raised an invoice or that you are sending something that is without charge in which case to create a despatch note click the new button from within the despatch section All details must be manually entered There are fields to specify exactly how many items you are delivering and how many are expected How many remaining will be automatically calculated Once again the entry screen conforms to the database format but the print or email with PDF retains the printed in the style of your companies stationery 5 19 1 Email Despatch Note The Email button will PDF the Despatch Note and attaches it to an email Studio Admin will pause once the email has been created to give you a chance to personalise your message although some standard text is already input to the email for you
13. take you to the screen shown above Completing the details here will filter through to all the stationery aspects of Studio Admin e g Purchase Orders in Print or PDF mode This means that should you change your address or phone number it will instantly filter through to every printed layout throughout the system Preferences have tabbed sections of which there are four Main details as shown above 5 22 1 1 Preferences Account Codes Invoicing Terms Default Currency System Set up amp Preferences Back Fwo A VAT Codes Nominal Codes Ti 15 General Sales 4000 T2 17 5 General Purchases 5000 T3 20 TS 5 T9 0 Strictly 30 days Your invoice terms can be set up in this section so that for all new invoices the terms appear exactly as you wish to phrase them The default is Strictly 30 days net but please change this to sult your Own purposes Page 34 of 39 Data Artistry Limited 2010 StucioAdmin Default currency can also be changed here simply enter the accounting symbol Also there are VAT codes here the example shown is set up to suit a final Sage export however you can code as suits you if you have no need for this facility This section gives you flexibility to choose different VAT rates for quotes invoices and purchase orders In addition it allows for new rates to be introduced by simply entering a new code and rate in the last blank line The Nominal Codes are for accounting purposes so you only ne
14. your normal stationery even though when you create your correspondence the standard entry screens are shown 5 4 1 Email EMAIL entry gill dataartistry co uk Data Artistry Ltd gt gill dataartistry co uk to cc bee Gill Pickles gill dataartistry co uk to ce bee Lucy info cdataartistry co uk Status Follow up date Please find attached a PO If you have any queries please do not hesitate to Composition Helper contact me Kind regards Another example Demo Paragraph Testing the system Data Artistry Ltd Database development and software integration Gill Pickles www cataartistry co uk gill cataartistry co uk T 01702 715080 The email button will mostly be used for emails that you generate from your database going out to your client It is a good idea to record important business messages from here to clearly record the contact with your client StudioAdmin is not set up to receive messages back into the database the responses to any messages you send will be returned to your normal inbox in the email client of your choice but even starting an email conversation here means that it is easy to refer back to your standard messages if you need to There is no reason why you shouldn t also open a message record to copy back to the database something that you may have received in to your standard inbox One final point to make about sending emails from the database is that these messages can be viewed by any user using th
15. 2 715080 Town City Leigh on sea Fax County Web URL www dataartistry co uk Postcode SS9 2BA Email info dataartistry co uk Developer of this database Account number Business Type IT Category Supplier LA Expand contacts Name Salutation Job Title Email Direct Line Mobile Marketing Gill Pickles Gill Developer gili cataartistry co uk 01702 715080 07710 404 691 x Lucy Small assistant info dataartistry co uk x The bottom contacts section allows for multiple contacts within each company and clicking the Expand contacts button will allow you to view those as a list and search individual names to produce labels envelopes Christmas cards or export the list yN q Fwo p gt n te X Labels Shipping Label D a 4 vo u M Details Delete Search Print Show all Envelope Export Christmas Company Name Contact Name Job Title Email Direct Line Mobile Marketing Card Data Artistry Ltd Gill Pickles Developer gill dataartistry co uk 01702 715080 07710 404 691 Data Artistry Ltd Lucy Small assistant info dataartistry co uk Jonn Smith amp Associates John Smith Director jonn jsa com 01206 234 567 07710 444 777 Page 8 of 39 Data Artistry Limited 2010 StucioAdmin 5 4 Correspondence When you click on any of the correspondence buttons w one of four types of correspondence screens appear email call letter or fax entry When you print the letter or fax options the layout is transformed to appear as
16. 2010 StucioAdmin 2 4 Users and passwords All users of StudioAdmin must have a record within the system This governs which areas of the system to which they have access It is also a useful facility for recording employees home and contact details There isn t a limit to the amount of users that can access StudioAdmin but every user must have a password 2 5 Reports Every section of the database has a list view that summarises the numbers For example the purchase order list shows total net total vat and total gross Any search performed will summarise e g a range between two dates Lists appear for quotes potential business purchase orders and invoices There are also many pre programmed reports 2 6 Export to Sage There is an export function so that once Purchase Invoices and Sales Invoices have been entered or raised these can then be exported ready to import into Sage Accounts Designed to work with Sage Line 50 Page 5 of 39 Data Artistry Limited 2010 StucioAdmin 3 How StudioAdmin is put together Once any data is keyed into the database e g a company address it can be used time and again Selected for an invoice or linked to a quote The diagram shows how data is cross referenced the colours indicate the flow of data Delivery details Job details dates deadlines Purchase Order details Purchases pester Client and job details Default charge list of item
17. 4 10 20 10 24 10 20 10 24 10 20 10 24 10 Golfing Events 1006 Redesign Web Site Gill Pickles 24 10 28 10 Bohn Smith ov 1006 Redesign Web Site John Smith 20 10 20 10 It appears in preview mode click the exit preview button to edit the dates or tasks in this view To change the week again having exited the preview mode click on the date and up will pop the date box allowing a new date to be entered 5 14 Time Sheets amp Expenses When clicking the time sheet and expenses button from the menu the screen below appears allowing you to review all your previous time sheet and expense forms as well as being able to create new time or expense sheets as long as you have posted any that are open already Time Sheets amp Expenses Back A Time Sheets for the current user Admin Week Commencing Status Hours Mon Hours Tue Hours Wed Hours Thu Hours Fri Hours Sat Hours Sun Mon 30 Aug 2010 Unposted 11 00 5 00 3 00 Mon 23 Aug 2010 Posted 8 00 9 00 13 00 9 00 8 00 Mon 23 Aug 2010 Unposted Mon 16 Aug 2010 Posted 1 00 1 50 4 00 4 00 4 00 Expense Sheets for the current user Admin k Week Commencing Status Total Amount Mon 16 Aug 2010 Posted 86 00 Time Sheets are entered weekly to ensure that it is as quick as possible this means that those users who only need to enter time need not wade through other aspects of the database to input time They can update a single record with multiple jobs Only Live jobs will a
18. Back FWD e gt S Z lt 4 i Z gt A Zz ve 9 O A hen _ oe i K 2 n Under the Buttons tab within preferences you can change the buttons for yourself Click on the field Insert Menu gt Picture to enter your own buttons PNG or RGB JPEG files work the best here and you should also import the image at the correct size to ensure that it works well throughout the database 5 22 3 Important Note about setting up preferences These are global fields and are therefore not designed for changes on the fly If you are running FileMaker server it needs to be closed then open the database in a single copy of FileMaker i e not hosted make the changes then re open in FM Server again As these are global fields it means that if you make changes when the database is hosted it merely applies it for you and for that session only If you host using a client copy of FileMaker ensure you are the only user accessing the system before applying changes so that you do not get unexpected results 5 23 Finding or Searching There are many ways to get back information from your database but all involve searching or using the reports The Search option may appear simple it is but using a variety of techniques can extract whatever information you may need including everything but searches if you use the omit option For example if you wanted to find all the companies in your database bar suppliers
19. acts from that company record or simply type in a new name in the F A O field This will link it back to the company record so you can see a complete history of quotes sent to that company When you enter a quote it will show the detail above however when you print or pdf via email the quote for your client only client relevant information is shown of course in your company style and without the in house details like your purchase price There are two tabbed sections within the quote details 5 8 1 Quote Specification This tab allows you to inout complete specifications with fields to enter the spec studio and print briefs separately as shown above If you prefer to print these details with a price Summary without the cost breakdown use the print or email buttons from this screen Page 16 of 39 Data Artistry Limited 2010 StucioAdmin 5 8 2 Quote Cost Breakdown Quote Entry Back FWD A 3 O O O O gt Q 1014 Date Thu 16 Sep 2010 StudioAdmin Admin D 8485 gt e Data Artistry Ltd endale Garde A Quote No Q1014 Data Artistry Ltd Le 3 Account number i 150 Glendale Gardens of Gill Pickles SSO 28 Go to q Data Artistry Ltd Leigh on sea i ill Pickles Essex SS9 2BA 1000 i 150 Glendale Gardens le Gills Test Job gt i Leigh on sea T 01702 715 080 A j SS9 28A E info d i uk r i www j atus Live Sub Section Title Section Description i Development To prepare copy and visual To overs
20. amount of features encompassing all aspects of running a studio from the initial logging of potential clients details through to final invoice 2 1 Customer relationship management Address and company contacts are kept alongside any correspondence including emails and are visible to all using StudioAdmin The database features marketing emails and letters to be sent to many contacts at once Personalising the correspondence and recording which marketing messages have been sent against the company record 2 2 Quotes Purchase Orders Purchase Invoices and Sales Invoicing Quick generation of day to day paperwork Quotes can be produced with or without the use of standard price lists purchase orders can be generated directly from quote or independently and directly from supplier records Purchase Invoices can be entered into StudioAdmin and linked back to Purchase Orders Sales Invoices raised in a matter of minutes again with or without origination from quote Each of these aspects has a direct to email facility making the paperless office an ever closer prospect 2 3 Jobs The job section links all other aspects together so that you can easily see costs associated to a job invoices and delivery notes raised There are some other useful job features such as Week Planner a diary feature recording of sundry items e g colour copies or couriers 1 Applies to multi user version only Page 4 of 39 Data Artistry Limited
21. clude on the creative calendar any user with this checked will appear on the calendar even if no work is assigned as this helps with planning e Time sheets this allows you to see all time sheets for every user if you have privileges to access this aspect of the database e Expense sheets works as time sheets Page 32 of 39 Data Artistry Limited 2010 StucioAdmin 5 21 Reports Please specify a date range for your report e Start Date 01 November 2010 End Date 16 November 2010 specify client or supplier specify job number Invoices by client Purchase Orders by supplier Purchase Invoices by Supplier Jobs In Progress Time Hours by job by user Time Hours by job by dept Time Hours by job The following reports are available pre scripted within StudioAdmin e Sales Invoices by Client e Purchase orders by Supplier e Purchase Invoices by Supplier e Jobs in Progress e Hours By Job by User e Hours By Job by Department e Hours By Job by employment type With the exception of Jobs in Progress that simply lists all the live jobs on the system all other reports are produced for the date range that you specify in the screen shown above Page 33 of 39 Data Artistry Limited 2010 StucioAdmin 5 22 Preferences System Set up amp Preferences Back FWD A Data Artistry Ltd gt 150 Glendale Gardens SmallBi A d a Leigh on sea Essex SS9 2BA The Preferences button from the main menu will
22. dmin l SmallBiz Purchase Order 946 Date Artistry Ltd H 150 Glendale Gardens i Leigh on sea H Data Arti Ltd Es 559 2BA OrderNo 946 Date of order Thu 22 Jul 2010 150 Glendale Gardens ae Go to Leigh on sea Ordered by Admin i SS9 2BA oplier 1D 08485 ed i er Name Data Artistry Ltd ed oforder 22 07 2010 ae e Lalai Status Unsent Telephone 01702 715080 SS9 28 A at n b Date Expected Order Items Code Quantity Item Description Unit Cost Line Amount i 1 Widget 50 50 00 Code Quantity Item Description Unit Cost Line Amount H 3 Thingys 10 30 00 1 Widget 50 50 00 3 Thingys 10 30 00 Total Net 80 00 T Code VAT Rate Sy Total VAT A ts Total Net 80 00 Total Amount 92 00 i Total VAT 12 00 i Company Registration No Total Amount 92 00 Regist n No Purchase Orders can be created in two different ways Manually by clicking the new button within the Purchase Orders section of StudioAdmin and entering a supplier ship to etc Mainly though the Purchase Order will be generated directly from the Quotes by clicking on the PO box to the far right of the item in the body of the quote If there is more than one item sourced from the supplier they will all be included in a single PO The PO number is recorded in the quote against the item line For sections of the database that require a client printed version the entry screens look and feel just like the rest of Studio Admin as it is easier for you to see what
23. e database unlike your standard email inbox which is only available to the user logged in and the message creator There is also an option to send HTML Emails however they are pasted into the HTML message field and would need to be created outside of your database These can also be saved as templates but require the SMTPit plug in to send them unlike the standard email messages that use your normal email client e g Outlook or AppleMail to send the message 3 Multi user versions only Page 9 of 39 Data Artistry Limited 2010 5 4 1 1 Composition Helper StucioAdmin The composition helper shown on the right in the screen above lists the templates that are available from standard paragraphs Clicking on a template name shows a quick preview in the bottom right section then clicking on the arrow to the left of that preview will insert the text into the body of your correspondence you can then add or edit this text in whatever way you wish 5 4 2 Letter Entry LETTER entry Gill Pickles Data Artistry Ltd 150 Glendale Gardens Leigh on sea SS9 2BA Letter to show how the system works Admin Tue 03 Aug 2010 Follow up date Gill This space can be used to enter paragraphs or whole compositions that you may wish to use time and again within your correspondence They could be one or two lines that you would then use in combination with others or edit for the purpose of writing a single message Alternatively it cou
24. e on 200gsm paper Envelope as expected Authority to proceed Proceed Wait What s Next eck supplier quotes still valid and match artwork for print Good Not checked Client Comments None Clicking on any job in the list takes you into the job details screen The job details are further broken down into tabbed sections Correspondence Quotes Purchases Sundries Invoices and Time Each of these tabs will show the data that has been created in relation to the job e g all time sheet information can be found under the Time tab and Page 20 of 39 Data Artistry Limited 2010 StucioAdmin these figures are totalled in the budget summary and the budget list The same applies to other costs associated to the job The main details also have their own tabs on that tabbed header team brief creative calendar additional files and budget summary The fields are appropriate to the tab under which they reside so the budget summary will Show you a breakdown of the costs that apply to the job being viewed Job Entry Job No 1006 Job Name Redesign Web Site Status Concept development ent 10 7792 Account Handler Dave Client Name Golfing Events Management Booking In nal Quote Ref 1011 gt Client Contact Wendy Dicks lete file 3 190 00 Total Invoiced 28 00 Total Time Cost 2 920 00 Difference Quoted Price Costs 60 00 330 00 Costs 3 250 00 Under the additional files it is possible to add documents outside of FileMaker maybe Office
25. e very top of the screen to move through records by clicking on the book pages Those are the basic buttons that apply throughout StudioAdmin other buttons will be clearly labelled and all buttons have a cancel option so don t be afraid to click on an option to try it One final point is that there are arrows pointing at things clicking the arrow will take you to view Page 7 of 39 Data Artistry Limited 2010 StucioAdmin the item that it points at e g will take you to view company contact details as shown Shipto 5 Ib Creative Training 5 3 Companies All sections of the database have lists similar to that shown below P Companies List Back A my Todays Follow ups Ez X s 4 Details Delete Search Print Show all This weeks follow ups CompanyName Telephone Business Type Category Follow up Date Follow up Time Data Artistry Ltd 01702 715080 IT Supplier Jonn Smith amp Associates 01206 123 456 Accountants Client Clicking on a row will display the companies information in more detail The tabbed headings across the top will display that part of the companies detail e g Correspondence will list all correspondence with the company record being viewed Companies lt at sh i amp 7 Ss WW amp J List Delete Search Print Email Call Lette Fax New Quote main detalls correspondence marketing quotes nvoices purchase orders CompanyName Data Artistry Ltd Address 150 Glendale Gardens Telephone 0170
26. ecified email address We recommend an external account one outside of your office norm to see how your message might be received Especially with the html version you will need to test to ensure that your images and code are being received accurately Click the test message button to send a single email to the test to address 5 6 4 Step Four Send messages OK you are now ready to send your messages We recommend that you DO NOT send from your standard email address set up an account specifically for this purpose Why Well unless you are dogmatic in your checking of data chances are you are going to get a few bounce backs in other words messages that state unknown email address etc and unless you want to wade through these to get your normal email well just something to bear in mind All this is set up and good to go then click the Send all emails button You can view View records from the marketing letter and use the book at the top to see individual records to reprint or resend 5 6 5 Creating letters directly from the marketing letter This is still a four stage process just as per the marketing email 5 6 5 1 Step One Create a new global letter Click on the New button within this section to create your message Please note that you can include pictures on your letter to make it a little more interesting than the norm 5 6 5 2 Step Two Select Contacts Search the company s section to pull out t
27. ed set these up if exporting is required enter new codes into the last blank line 5 22 2 Emailing directly from FileMaker There are also preferences for email It is possible with the addition of SMTPit plug in to email directly from FileMaker this is only utilised when sending HTML messages standard emails send via your normal email client application e g AppleMail or Outlook This is where you input your mail settings System Set up amp Preferences smtp btconnect com 25 None The above screen shows all of the SMTP options these can be found from your standard email client under the SMTP account settings It is very much a case all trial and error there are a plethora of email methods and your mail server will require a combination of the settings above although that which is shown generally works substituting your Host name However if you find that these settings don t work try a different port number or authentication type there are only a few options here so it shouldn t take long to work out the correct one Important Note Sometimes the use of a SMTPit Pro requires the setting up of mail relaying If you get this error when first attempting to send mail from StudioAdmin please refer directly to the SMTPit Pro help at htto Awww cnsplug ins com faq htm product SMTPit 20Pro Page 35 of 39 Data Artistry Limited 2010 StucioAdmin 5 22 2 1 Preferences Buttons System Set up amp Preferences
28. ee artwork amends To include 2 rounds of client amends Date 16709 2010 Prepared By Admin Job No Development n P 3 z Ti pal p d visual To oversee artwork amends To include 2 rounds of client amends ADir 20 Art Director 120 2400 00 150 3000 00 i Qty Description Line Amount i 20 Art Director 3000 00 copy 15 Copywriter 120 1800 00 140 2100 00 15 Copywriter 2100 00 DES 30 Design 120 3600 00 150 4500 00 J cae 5 Flight Check 150 00 FLI 5 Flight Check 20 100 00 30 150 00 Total for Development 9750 00 Production i To create the visual in artwork format and prep for print Include 2 rounds of client amends Qty Description Line Amount 4 Artwork Production 480 00 5 Flight Check 15 00 Total for Production 495 00 9750 00 i Sub Total 10245 00 i VAT 17 5 1792 88 Total 12037 88 7900 00 tal Net 9750 00 i All orders are subject to our standard Terms amp Conditions available on request 9750 00 Code T2 at 17 5 ta T 1706 25 q VAT may be applied to all or part of this quote and invoiced as appropriat 1850 00 tal Amount 11456 25 The entries bring in unit costs from the price list table however you can also enter items without a default code typing in your own description and unit cost or over writing a cost that has been looked up from the price list allowing you flexibility when quoting 5 8 2 1 How the section headers work So that the printed quote can be sub summarised you must select a section header and if y
29. er for example a find on a field for lt M would return every record that contains a word less than m in the field s index order To find ranges of information 1 Start a find request For more information see Making a find request 2 Refer to the following table for examples of different ways to search for a range of information Less than a specified value lt lt 40 lt 9 7 2010 lt M Less than or equal to a specified lt ors lt 95129 value 05 00 00 lt M Greater than a specified value gt 295129 gt 9 7 2010 gt M Greater than or equal to a specified gt or 2 gt 100 value gt 9 7 2010 28 00 gt M Within the range you specify 2 OF 12 30 17 30 two or three periods 1 1 2009 6 6 2010 A M Mon Fri Within the sub range you specify or 7 1 15 2010 two or three periods 1 3 10 16 2010 12 30 45 7 9 15 PM Based only on certain date or time ortype nothing for 3 2010 components such as month year or each component you 2 minutes see more examples below don t want to specify 2010 30 PM 3 When you ve entered the find criteria that you want click Perform Find in the status toolbar or choose Requests menu gt Perform Find Page 38 of 39 Data Artistry Limited 2010 Notes StucioAdmin e When searching for ranges of information in date time and timestamp fields you don t have to specify all date or time components For example
30. er JSOO1 l kaa Salutation The Town Essex COS 2NN i Amour Amoi Invoices 32 sare ase Date Invoice No Sales Order Ref Payment Status Amount VAT Amount Tot Balance to Pay 22 07 2010 1490 Unpaid 215 32 25 247 25 247 25 i 26 07 2010 1491 Unpaid 45 0 45 45 X Total Owed to Data Artistry Ltd 305 00 32 25 337 25 337 25 26 07 2010 1492 Unpaid 45 0 45 45 Total Owed to Data Artistry Ltd 305 00 32 25 337 25 337 25 y Purchase Invoice List Back 3 pa Find unpaid DJAJ IOO A New Details Delete Search Print Show all Sage Exp Find paid Supplier Invoice Supplier PO No Ref No Date Supplier Description VAT Code Invoice Amount VAT Amount Invoice Total Nominal Code Payment Status Payment Method Payment Date Cheque no Data Artistry Ltd 946 GP4578 18 08 10 Widget T1 15 80 00 12 00 92 00 5000 Paid BACS 23 08 10 Data Artistry Ltd 1000 TEST123 02 08 10 Artboards T2 17 5 48 00 8 40 56 40 Unpaid Papers R Us 1004 X 8746NB 01 08 10 250gsm Silk Board 1217 5 1 000 00 175 00 1 175 00 Unpaid Within the Purchase Invoice List you can enter details to tie the invoice back to an existing PO or skip that field and enter details without that information Selecting a supplier will show PO s created for that supplier and enter from the drop down list or again you can type directly into the field without using the drop down list This list can also be exported in a format ready to import into Sage 50 however supplier details are not exported so these must already be
31. erms and conditi pi nversation let me k if you require any furti informati n examnli ha The fax entry shown above works just as all the other items of correspondence Click on the print button to transfer the entry into a print format with company logo It is then possible to fax directly from the database however this is dependent upon a system level fax utility being available if this is available you will be able to select the fax device from your list of printers 5 4 4 Call Logs CALL LOG entry Gill Pickles Data Artistry Ltd gt Admin Was this call received or made Out going Received Meeting confirmation Follow up date Called to confirm meeting next Thursday at 10am at customer office Composition Helper Another example Demo Paragraph Testing the system This is a simple introduction Please find attached our terms and conditions as per our conversation let me know If you require any further information The above Is just an example of how you could use this section Call logging is a crucial part of sales and contact relationship management This section isn t complicated log the call as either received or outgoing give it a title for the benefit a easy review within the client record and type as much or as little detail about your conversation as you feel necessary The composition helper is there to use for repetitive entries even within this section Page 11 of 39 Data Artistry Limited 2010 Stuci
32. ferences 34 5 22 2 Emailing directly from FileMaker sctcmeiobahsscnusesiensentt anos tented hamactacaiteedecends ies wandonen aceaaemtetintes 35 5 22 3 Important Note about Setting UD preferences ccccccecceecseeceeceeseeceeeeeeceeeeeeeeeneesenaes 36 5 23 Finding or Searching 36 5 23 1 FileMaker Search Help carcssscctsiessanenteacaneonesachivnenain adaadsteunangangininasaiesetaiaeenieeienniebarsta 38 6 Summary 39 Page 3 of 39 Data Artistry Limited 2010 StucioAdmin 1 Introduction StudioAdmin is a FileMaker Pro based database that covers all the essential processes required to administrate a studio StudioAdmin is ideally suited to the growing business because of its content and price Encompassing all aspects of running a studio from winning new business to the raising of purchase orders and job tracking This administration tool will allow information across the company to be shared giving quick access to everyone in the company and truly allowing teamwork Any paperwork generated by a company should be keyed only once but the details can be used time and again Developed over many years with input from a variety of businesses we think StudioAdmin covers the essential everyday tasks One thing that we pride ourselves on is the interface simple to navigate with clean clearly labelled buttons making StudioAdmin a part of your day without making it what you do 2 Executive Summary StudioAdmin has an incredible
33. g to the Job Status table see Job Status section for further details on what this entails Job List Print Show a Delete Account Handler Deadline Date In Client Job Name Job Status Data Artistry Ltd Gills Test Job New 18 08 10 Dave 1002 Jonn Smith amp Associates Example Quote New 24 08 10 1003 Data Artistry Ltd Invite and Envelope In Progress 05 09 10 Dave 1004 Algarve Removals Limited Removals Web Site With client for feedback 14 09 10 Dave 1005 Flexit Ltd Feedback Postcard Visual development 16 09 10 Dave 1006 Golfing Events Redesign Web Site Concept development 16 09 10 Dave oa at k r na l AOS GOe AGOS GCOOG GOesse oE New List Delet Search Print Email Call Lette Fax Quote PO Invoice Despatch Courier Timing f Label Job Sht E lend Close Job main detalls correspondence quotes timing plans purchases couriers sundries time nvoices despatch job No 1003 Job Name Invite and Envelope Status In Progress Client ID 08485 gt Account Handler Dave Client Name Data Artistry Ltd Booking In Sun 05 09 10 Final Quote Ref 1009 gt Client Contact Gill Pickles Final Delivery Sat 02 10 10 Client PO Proceed Date Complete team brief creative calendar additional files budget summary John Smith Account Director x Design amp Artwork Concept development artwork and proof to PDF Gill Pickles Art Director x A4 invitation to fold into envelope also designed Print amp Finish A4 invit
34. he assistance of the price list or directly into the line itself typing into the description quantity and the unit price 5 11 2 Closing a Job j A v Calendar Close Job a ves Please use the Close Job button when a job is complete This updates the status close date and time sheet inclusion field to remove the job number from further time entries Using this button does not mean the record is removed but by updating it in this fashion it no longer appears in the live job list and simply remains in the background Page 24 of 39 Data Artistry Limited 2010 StucioAdmin 5 12 Job Status s Job Status List 1 l Job Status List x Status Name Colour New Brief Due Ready to brief Concept development Visual development Artwork development With client for feedback Sent to print With account management SI With planning Ready to invoice ha Job complete 100 so af Browse The job status s can be set up entirely as you want to define them copy and paste your colour blocks from any graphics application or from within a blank FileMaker database NOTE It is recommended that you retain Job Complete as this will be used irrespective of whether it is in this list or not when the Close Job button is used in the Job record and this ensures that it remains in the drop down list for searching within jobs NOTE 2 It is also recommend that you use pale colours as it will be easier to read
35. hose records to receive your global letter 5 6 5 3 Step Three Preview A quick check of the printed look and output using the preview button before you print hundreds or more of these letters 5 6 5 4 Step Four Print All Just as per the global emails your output is as good as your original input so make sure that your companies are entered well and are correct to ensure you are not wasting paper You can view View records from the marketing letter and use the book at the top to see individual records to reprint or resend 5 6 5 5 Add a picture to your letter There are six picture boxes to work on the first two pages only Click in any of 4 Es GIF those boxes go to the Insert Menu gt Picture and select from your filed Es pictures JPEGs will work best here but you can use the formats shown right swe P56 2000 u MacPaint PDF Image Page 14 of 39 Data Arti peo 2010 QuickTime Image TGA TIFF 5 7 Product Price List Price List 4 X f etai lete a int Price ID Product Name Buy Price Sell Price 101 Labour 50 80 100 Widget 10 15 102 Delivery 4 95 103 Chargeable Item The price list can be whatever applies to your company This can be something tangible or a service or function e g A4 Colour Scan or an hourly rate for a specific task whatever will allow you to quote quickly and efficiently and work out your margins Clicking on any item will allow you to view the product in more detai
36. ing directly on the substitute options the text is inserted as chosen Just prior to the message being sent it is checked for these options and the appropriate field data inserted Generally the full name and company are correct but be wary of doing this without knowing that your data is good check that salutations and correct names have been input before sending these type of messages or instead of looking like you are sending a personal message it will look like a mail merge and that would defeat your purpose 5 6 2 Step Two Select Contacts By clicking this button you will be taken to the company record in find mode you will be required to enter your criteria e g Client or simply those contacts with the marketing option selected but these are not your only choices it can be any search available to you Important note Irrespective of whether you chose the marketing option only those contacts with this selected will be marked to receive your marketing mail out In this way you can ensure that any request you may receive from a company to remove from marketing can be complied with by un checking this box Page 13 of 39 Data Artistry Limited 2010 StucioAdmin 5 6 3 Step Three Testing Once back in the global email record Email recipients list shows all those marked to receive your new message Check through this list to ensure that all have a good email address and then you are ready to test to a sp
37. l There is provision for including images to more easily identify products Price List Entry i gt x f SP GP001 Widget 10 00 15 00 23 07 2010 Data Artistry Ltd WD789 An example of how you might set up your details Page 15 of 39 Data Artistry Limited 2010 StucioAdmin 5 8 Quotes QuoteNo Q 1014 Date Thu 16 Sep 2010 A Admin 8485 gt e Data Artistry Ltd Act t o Gill Pickles 1000 gt te Title Gills Test Job Invoice No Status Live Composition Helper Size e tud Studio to produce artwork for PDF proofing Standard Account Management standard opener Extent CMYK makeup special pantonne references might be n ar Prints ve a standard opener Origination Pantonne 5432 Planning standerd opener Production standard opener Material 1 Logo to be supplied Standard Delivery Material 2 Standard Design and Artwork Brief Finishing This is a simple example of the type of thing you Standard Print Delivery might include Quantity Schedule See spec for size to be printed stitched and trimmed Extras This is a simple example of the type of thing you might include See spec for size to be printed stitched and trimmed This is a simple example of the type of thing you might include 7900 00 Net 9750 00 9750 00 XT Code T2 VA 17 5 Tota 1706 25 1850 00 tal A t 11456 25 When entering a quote selecting a client will pull through all their address details and allow you to select from a list of cont
38. ld be an introduction letter or alike that would be copied into the body of your message without editing It should be noted that the paragraphs are copied into the message or body of your correspondence this is a text field that can then be edited so these paragraphs may simply be a good start point Please try them out to find out more Kind regards Gill Pickles Director Composition Helper Another example Demo Paragraph Testing the system This space can be used to enter paragraphs or whole Ei compositions that you may wish to use time and again within your correspondence They could be one or two lines that you would then use in combination with others or edit for the purpose of writing a single message Alternatively it could be an introduction letter or alike that would be copied into the body of your message without editing It should be noted that the paragraphs are copied into the message or body of your correspondence this is a text field that can then be edited so these paragraphs may simply be a good start point Please try them out to find out more All of the correspondence entry screens look similar but when you click the print button the correspondence is formatted with your company logo and in a print style These screens are only to assist with entry and to accommodate extra items like subject on the letter This is used in the tabbed section correspondence in the company record to make it easy to
39. n will PDF the Invoice and attaches it to an email Studio Admin will pause once the email has been created to give you a chance to personalise your message although some standard text is already input to the email for you 5 16 2 Exporting to Sage Studio Admin has been set up to export Invoice records to a CSV file in the format that Sage Accounting will import This enables you to pass your data over to your accountant so that they do not need to re key details Two files are created in your documents folder on your hard disk Customers date csv and Invoices date csv only customers that haven t already been imported will be exported to the customer csv file so if there are only existing customers this export will not be repeated Page 28 of 39 Data Artistry Limited 2010 Invoices List SI JSOO1 4000 22 07 10 1490 Quick test 215 00 T1 SI JS001 4000 26 07 10 1491 Quote Item 45 00 SI JS001 4000 26 07 10 1492 Quote Item 45 00 SI 31 07 10 1493 Widget 115 00 Upon clicking the Sage button from the main Invoices List the above screen will appear listing those invoices that haven t been exported All of the fields shown must be complete it is for this reason that you are required to mark the records you wish to export Only those marked will be exported so any that are not complete can be skipped and the record completed later In the example above the last record would cause Sage to error when importing and skip the
40. oAdmin 5 5 Standard Paragraphs Text that you often repeat when writing to clients or suppliers can be kept within the standard paragraphs section This may be a regular sign off to an email a company introduction letter or other marketing texts whole letters or just paragraphs that you use regularly It will then appear in the correspondence composition helper templates list making a letter or email easy to build by selecting various pieces of text that you keep under this section Standard Paragraph Entry l e gt 9 0 Demo Paragraph Content This space can be used to enter paragraphs or whole compositions that you may wish to use time and again within your correspondence They could be one or two lines that you would then use in combination with others or edit for the purpose of writing a single message Alternatively it could be an introduction letter or alike that would be copied into the body of your message without editing It should be noted that the paragraphs are copied into the message or body of your correspondence this is a text field that can then be edited so these paragraphs may simply be a good start point Please try them out to find out more 5 6 Marketing There are two ways of marketing using the Studio Admin database Marketing Letters and Marketing Emails The principles of creation are the same for both sections only the delivery method differs Marketing EMAIL entry l Back Ui A 28808 62 6
41. ou wish enter a description to follow the header on the printed quote The Section headers can be edited to suit your way of working or an individual quote Once used the total will sub summarise so you may not be able to see all the costs in the screen above without changing to the other sub sections used _ Planning Development V Production Page 17 of 39 Data Artistry Limited 2010 StucioAdmin 5 8 3 Create PO s from Quote You can generate or view a PO by clicking on the PO number box in the cost items any items sourced from the same supplier will be put together onto a single PO from that quote 5 8 4 Create a Job from the quote screen Click the Job button to pass the final quote details into a new job record 5 8 5 Create an Invoice from Quote To generate an invoice from the quote click the Inv quote button this will pull through all details onto an invoice mark the quote as invoiced and record the invoice number against the quote in the top right so that you know it has been invoiced 5 8 6 Email Quote The Email button will PDF the quote and attach it to an email StudioAdmin will pause once the email has been created to give you a chance to personalise your message although some standard text is already input to the email for you Page 18 of 39 Data Artistry Limited 2010 5 9 Purchase Orders Purchase Order Details Back FY e a Yc cn i xX Ed Delete Search Print Email i S ll izA
42. ppear in the drop down list for entering a job number NOTE the time sheet start date can be found in the User record Page 26 of 39 Data Artistry Limited 2010 StucioAdmin Time Sheet Review oe S A List Print Unpost Time Sheet Entry Week Commencing Monday 23 August 2010 UserName Admin 4 gt Status Posted Job Number Job Name Narrative Hours Mon Hours Tue Hours Wed Hours Thu Hours Fri Hours Sat Hours Sun Total 1000 Gills Test Job Repro 5 00 3 00 7 00 2 00 4 00 21 00 1003 Invite and Envelope Design 3 00 3 00 1001 Report and Accounts 8pp A4 Other 6 00 6 00 7 00 4 00 23 00 8 00 9 00 13 00 9 00 8 00 47 00 The unpost option is only available to super users In order to create a new time sheet any unposted time sheets must first be posted 5 15 Expense Sheets The expenses section works in a very similar fashion to the time sheets Any costs assigned to a job number will appear under the sundries section of the job and automatically show in the budget summaries Use the last blank line to enter the details of your expense Expense Sheet Review Expenses Review Week Commencing Monday 16 August 2010 UserName Admin b Status Posted Assign to a job Date of expense Qty Description Unit Cost Job Number Job Name Total 23 08 2010 1 Train fare 21 00 21 00 23 08 2010 1 Petrol 45 00 45 00 23 08 2010 2 Taxi 10 00 1000 Gills Test Job 20 00 Total expenses 86 00 Page 27 of 39 Data Artistry Limited
43. references Jobs a Users Timing Plans oe D Couriers Despatch Notes j D Time Sheets amp Expenses Purchase Orders Invoices Marketing Emails Statements Marketing Letters Purchase Invoices Export data Reports Contact the developer 5 2 Button Bar Throughout the database main navigation is done using the button bar as shown below This is split into two parts There are navigation forward and back buttons and home button in the coloured strip across the top where the place name is also shown Companies List gt Toda ys Follow ups j ba rd gt i 5 eg eal d a eeKxs f OW ups The level below those buttons is consistence throughout the database however the function does change according to which area of the database you are working within e g if in the companies section of the database clicking new will create a new company record The List button toggles to a detail button when you switch between the two views Delete Search and Print buttons do exactly as the name suggests the search options will be reviewed in more detail later in this guide The Show all button refers to showing all the records this option can only be used after a search or when a button that selects a specific group of records to display e g performing a find Clicking Show all will bring all records back into view after viewing a selected few You can also use the FileMaker Status bar across th
44. s 4 User and job details Delivery Order details Company Address details E Correspondence Letters Fax emails Marketing mail letters amp emails Quotes Company address Default job status s es Purchase Orders Details rates passwords Purchase Orders Despatch Notes Correspondence texts SMTP email details 4 Automatic Saving The automatic saving has been turned off requiring you to save each time you make changes to a record however this can be changed by going to the layout setup when in layout mode a super user privilege only and checking the option save record changes automatically This means that your never have to remember to save what your doing but the flip side of this is there is only a limited amount of time to undo any mistake using either the undo Edit Menu or the revert record option found under the Records Menu last item Revert becomes unavailable once you have entered the record by clicking outside the fields or hitting the return or enter key Please note that each layout works independently should you decide to save automatically you will need to this for each layout Page 6 of 39 Data Artistry Limited 2010 StucioAdmin 5 Features of StudioAdmin 5 1 Menu options StucioAdmin pack w z A i Log out NAET Companies i Standard Paragraphs Contact Names Job Status Correspondence Price List Quotes P
45. then chose search enter supplier under the category and select the omit option in the status bar as shown below Page 36 of 39 Data Artistry Limited 2010 StucioAdmin 8 8 6 SmallBiz_InterfaceV2 x j x 1 1 x f Tol lt i gt Q S Total oe ez Q Q B Find Requests New Request Delete Request Perform Find Cancel Find Saved Finds Matching Records PEE Omit Insert Operators y Script Is Paused A List Delete Search Print Email Call Letter Fax New Quote main detalls correspondence marketing quotes Invoices purchase orders CompanyName Address Telephone i Town City Fax County Web URL Postcode Email Account number Business Type Category Expand contacts Salutation Job Title i Direct Line 100 wood E Page 37 of 39 Data Artistry Limited 2010 StucioAdmin 5 23 1 FileMaker Search Help The FileMaker help is extensive on this subject and definitely worth checking out but the most important part has been extracted here into this document Finding ranges of information You can find ranges of information such as all records that contain a field value that is greater or less than a number or between two particular dates A range is different based on the data type e Numbers least to greatest e Dates times and timestamps earliest to latest e Text first to last word based on the index order of words not the sort order A word can be a single charact
46. whole import This is because it is missing an account reference and a nominal code both of which are essential for linking to other parts of Sage The account reference links to the customer record and the nominal codes are set up to allow you to enter sales into specific sections for reporting and final accounts See the Sage help or your accountant for more details about how you should complete these fields 5 17 Statements Statements List 0726 01 07 10 John Smith amp Associates 305 00 32 25 337 25 305 00 337 25 The statement list shown above will allow you another way of finding out what is outstanding in payments from your customers You can search out using date ranges all statements sent out in a specified period Clicking on Run monthly statements will allow you to pick a month all invoices that fall within that month and those that are outstanding will be included on the statement to your customer Once all are generated the Print List as Statements will then allow you to print the whole batch Page 29 of 39 Data Artistry Limited 2010 Statement Details Back A SmallBizAdmin Statement No 0726 Date Thu 01 Jul 2010 i Go to Statement Address daiis l Statement No 0726 Data Artistry Lt ient ID 8487 gt 15 Broad House John Smith amp Associates Leigh on sea i 1 d House Essex SS9 2BA Client Name John Smith amp Associates The Street Sent Status Unsent he Te Atte Accoun t num b
47. y administration will be revealed within days of using the system allowing you to get on with your real job We wish you much success with both the use of this software and running your business Page 39 of 39 Data Artistry Limited 2010
48. you can type 5 2010 instead of 5 1 2010 5 31 2010 to find all dates in May 2010 e You can combine operators to simplify range searches For example type 1 15 2010 to search for all dates in 2010 but only for the 15th days from the 10th through e Refer to the following tables for examples of different ways to search for dates times and timestamps In June 2010 From July 2009 through October 2010 That occur on a Friday From the 10th through the 16th of October or November 2010 That occur on March 1st between 1868 and 1912 in the Japanese Emperor Year era of Meiji That occur on December 31st between 1930 and 1940 in the Japanese Emperor Year era of Showa In the 3 o clock hour not including 4 00 PM 3 PM Between 8 00 AM and 8 59 59 PM 8 AM 8 PM In the morning AM Any of the times 4 30 5 30 and 6 30 PM 4 6 30 PM In the 3 o clock hour today In the 7 o clock hour in May 2007 That occur on a Monday in 2010 From the 10th through the 16th of November 2010 and from 3 00 PM to less than 6 00 PM 6 Summary 6 2010 7 2009 10 2010 Friday 10 11 10 16 2010 m 3 1 S 5 15 4 12 31 3 PM 5 2007 7 PM Mon 2010 11 10 16 2010 3 5 PM StudioAdmin has lots to offer in a straightforward manner There are no hoops to jump through before you can start using it just set up the preferences page with your company name and address and jump in The benefits of eas
49. your job list details off of a lighter background 5 13 Creative Calendar Dates Week Planner On a separate job details tab section there is provision to enter tasks the start and end date and to whom they are assigned Art Direction Mon 13 09 10 Wed 15 09 10 Gill Pickles Copy Writing Mon 13 09 10 Wed 15 09 10 Freelance Present to Client Thu 16 09 10 Visual Amends Fri 17 09 10 Gill Pickles Artwork amends Mon 20 09 10 Freelance The last line is always blank ready to assigned the next item When the User record is set up there is a check box as to whether or not the user should appear on the creative calendar as not every user would need to be included When you click on the calendar button on the job details screen the week planner appears it lists every user that Is required to appear on the creative calendar and shows by default the current weeks jobs i e those key dates or tasks that fall inside this weeks date range see example below Page 25 of 39 Data Artistry Limited 2010 EL 20 09 10 _ 0 20 09 10 21 09 10 22 09 10 23 09 10 24 09 10 fFreelance si Flexit Ltd 1005 Feedback Postcard i Freelance 20 10 Gill Pickles Golfing Events 1006 Golfing Events 1006 Golfing Events 1006 Golfing Events 1006 Golfing Events 1006 Redesign Web Site Redesign Web Site Redesign Web Site Redesign Web Site Redesign Web Site i Gill Pickles Gill Pickles Gill Pickles Gill Pickles Gill Pickles 20 10 24 10 20 10 2

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