Basic CRM in PrintSmith Vision

PrintSmith Vision includes an improved log function which combined with the Dashboard window can be used as a limited but effective CRM function.
Use the Log tab in the Customer window to record your interactions with the customer, flag items for follow-up, indicate that an issue is complete (resolved), and review information in the log.
In addition to information you enter directly on the Log tab in the Customer window, the following are logged automatically:
  • Documents e-mailed to the customer from the Invoice, Estimate, Cash Register, Post Payments, Journal Entry, and Generate Statements windows are logged automatically on the Log tab if you configured e-mail logging in your E-Mail preferences. Both the Type and Comment for an e-mail item come from the E- Mail preferences.
  • Any information that is entered in the Notify Customer window is logged automatically. These log entries are preceded by (Notified) on the Log tab.

Tip The Notify Customer window can be opened by clicking a Notify button in these windows in PrintSmith Vision: Pending Documents, Customer History, Contact, Work in Progress, Post Payments, and Journal Entry.
1. To log the communication you had with the customer:
Optionally, to categorise the communication you had, select a Type, for example, CALL or VISIT.
Click Add.

Account Log Tab

Tip
The selections in the Type field and the default text in the Add to customer account log field come from the Customer Log Type table.
2. To see a log entry in full, select it in the list at the top of the Log tab so it gets displayed in the bottom half of the tab.
4. To edit a log entry, select it in the list, make your changes, and click Save.
Account Log Tab
3. If follow-up is required for a particular log entry:

  1. Select the log entry in the list.
  2. Select the Follow-up required check box.
  3. In the Follow-up date field, enter or select the date on which you need to contact the customer.
  4. The Follow-up by field is automatically set to your user name, but if you want another user to do the follow-up, select that user.
  5. In the Follow-up comment field, enter more details (up to 255 characters) of what needs to be done.
  6. Click Save.
  7. ...and when the user logs into PSV on the follow up date...
Caption box

Dashboard

  1. To indicate that the issue raised in a log entry was resolved:
    a. Select the log entry in the list.
    b. Select the Completed check box.
    c. In the Date Completed field, select the date on which you resolved the issue.
    d. The Completed by field is automatically set to your user name, but if another user was responsible for resolving the issue, select that user.
    e. In the Action taken field, explain what was done (up to 255 characters) so you have a record of it.

  • page3image552
  • 5. To remove an entry from the log, select it in the list and click Delete.
  • 6. To print the entire log for the customer, click Print Log.
  • Reports relating to the Customer Log
  • ‘EFI_Customers - Log.rpt’ is included in the standard EFI custom reports. This displays a basic list of customer log entries. A more comprehensive report would certainly be possible if required.
    Customer log report
    Comments

    To Upgrade or Not to Upgrade?

    PrintSmith Vision 3.3 is now available and has several enhancements.

    Feedback from the majority of users that have upgraded to PS Vision is that

    - It works
    • It’s stable
    • It’s a substantial improvement on PrintSmith Classic

    PrintSmith Vision now has significant new features that will never be available in PrintSmith Classic

    Email from Vision! 
    You can now email your Estimates, Invoices, Statements, Credit Notes and Purchase Orders directly from PrintSmith! PSV will also keep a record of Estimates and Invoices sent.

    Tablets* and Smartphones* are now capable of seeing your WIP/Pending Documents and your Customer history. This works well and is very valuable when doing sales calls or on the road.

    Automatic Backups are now back since version 3.0

    Purchase Orders have been enhanced and some features have been added.

    Dashboard is looking good, and has been improved with each successive version of PSV.

    Vision is here to stay and is now a great improvement to Classic.
    Upgrade today, you will be pleased!


    *The following mobile devices are supported: 
      iPad® 4th and 5th generation 
      iPhone® 5 and 6 
      Android™ tablets 
      Android smartphones
     
    Mobile operating systems 
     iOS 8.3 
      Android 4.1, 5.1

    …on the other hand,

    There is little benefit to be had from upgrading to PrintSmith Vision if you’re not already getting most of the benefit from PrintSmith Classic.

    Imagine buying a a high capacity full colour digital press, and only using it for black and white copies

    Well, why then are so many PrintSmith users accessing just a quarter of it's features? Why are they just estimating and perhaps invoicing, when in fact it can do a lot more?

    What additional benefits can PrintSmith give your business?

    • Costing - find out what your actual cost is for each and every job estimated or invoiced in PrintSmith, once set up, it’s obvious!

    • Profitability - track profitability at any level, by job, invoice, sales rep, customer, machine, and overall. See easily where you’re making money - and where you’re not!

    • Bar Code Readers - Show where each and every job is in ‘Work in Progress’ - enables you to track and plan cost efficient production.

    • ReportWriter - Create and use custom reports - commission reports to WIP reports to profitability reports - use RW to it's maximum use.

    • Marketing - PrintSmith, especially with the use of ReportWriter can assist you greatly in marketing your business, creating merge lists for mail and email, planning and organising marketing campaigns, etc.

    Please contact me to discuss how PrintSmith can help you run a more profitable business.

    Comments

    Exciting upgrades now in PrintSmith Vision

    PrintSmith Vision (v 3.0) is now available and has several new features.

    Regular readers will know that up to now I have recommended delaying the upgrade to PrintSmith Vision - until now!

    It works
    It’s stable
    It now has significant new features that will not be available in PrintSmith Classic

    Tablets* and Smartphones* are now capable of seeing your WIP/Pending Documents and your Customer history. This works well and is very valuable when doing sales calls or on the road.

    Automatic Backups are now back in version 3.0

    Email DIRECTLY from Vision! 
    You can now email your estimate/invoice and Purchase Orders right from PrintSmith!

    Purchase Orders have been enhanced and some features have been added.

    Dashboard is looking good!

    Vision is here to stay and is now a great improvement to Classic.
    Upgrade today, you will be pleased!


    *The following mobile devices are supported: 
      iPad® 4th and 5th generation 
      iPhone® 5 and 6 
      Android™ tablets 
      Android smartphones
     
    Mobile operating systems 
     iOS 8.3 
      Android 4.1, 5.1

    Comments

    It’s time to put your house in order

    EFI have long had a policy of supporting the current version of PrintSmith and the immediately previous one. This means that although version 8.1 is (as at April 2014) currently supported, now that PrintSmith Vision is available in the UK, version 8.0 is no longer supported.
    This does not mean that versions earlier than 8.1 will stop working. It does mean that if support from EFI is required, you will probably be told to upgrade before any support will be given and this could be difficult or impossible if PrintSmith has stopped working completely, so it is clearly advisable to upgrade your PrintSmith to the current version (8.1.22) as soon as possible. 
    EFI do not charge for the upgrade installers, which are available from: 
    This link
    For any one requiring assistance, I can provide a DIY upgrade kit for as little as £30.00 (depending on the version you are upgrading from). 
    Please click here if you wish to know more.
    Alternatively, I can provide direct remote assistance in upgrading, or even come and do the whole thing for you. 
    I am currently running a demo of PrintSmith Vision and will be publishing a review soon. I have PS Vision running on an iMac server with workstations on a variety of Mac and PC browsers. Please let me know if there is a particular workstation configuration that you would like me to try out.
    Make no mistake, upgrading from PS Classic to PS Vision will become inevitable!
    For more information, please 
    click here, or call me on 0121 288 5355
    Comments

    PrintSmith support. Is it worth it?

    I have been hearing recently of a few UK PrintSmith users allowing their support contract to lapse. It is true that PrintSmith Classic is so stable that serious problems are a rarity but problems do occasionally occur. If the problem is a data corruption or internal issue, only EFI can help you. They can charge up to $180.00 per hour for anyone without a support contract.

    If something serious were to go wrong with your PrintSmith, only EFI can help you because only EFI have access to the code and data inside PrintSmith. Having a support contract with them is your insurance against this. I have recently looked into the purchase and support costs of PrintSmith’s competitors. They make EFI’s support package look like very good value indeed!

    I have always recommended that every user has a support contract with EFI.
    Comments

    Eliminating costly errors - 2.

    PrintSmith Deep No. 10. Eliminating costly errors - 2.

    Another way of reducing the incidence of production errors is to instruct your staff to always construct an estimate as if they were writing a job ticket. To make this easier, you can include job charges automatically by attaching them to press and copier definitions, and attaching numbering, for example, to NCR stocks.

    Using PrintSmith site is a way of channeling your customers orders directly onto your workflow. The latest version is much more user friendly than previous versions. A small investment is required, to but it remains competitively priced compared to other on-line ordering systems, and it is the only one that integrates directly into PrintSmith.

    If you have a digital colour production machine, you may already be using an EFI Fiery controller that will accept JDF digital job tickets from PrintSmith. Ask me for more information on this if it interests you.
    Comments

    Eliminating costly errors - 1.

    PrintSmith Deep No. 9. Eliminating costly errors - 1.

    How can you reduce production errors by automating more of the process without making a large investment in new equipment?

    Any print MIS system should have the facility to create job templates. PrintSmith, for example, will save any estimate or invoice as an invoice template, or any job as a job template. Using job templates in PrintSmith will enable you to incorporate all the required charges and job notes into the template whilst leaving you the freedom to edit any aspect of the job. This will help to drive consistency through the workflow, thereby reducing mistakes and omissions. Older versions of PrintSmith required you to manually copy any template created to all the other workstations. The current version (8.1.x) is able to save any template to the shared templates folder on the PS master. I have noticed that very few centres use templates effectively, but those that do, derive significant benefit from them.

    Whatever MIS system you are using, It’s only as good as the information it contains. Time spent to ensure that your stock prices, press, copier and charge definitions are correct and up to date is never wasted, invariably seems to be a low priority. The traditional lull in business in the summer holiday season is a great time to do this.

    Comments

    The significance of the cost of the jobs you produce

    PrintSmith Deep No. 8. The significance of the cost of the jobs you produce.

    It’s not difficult to find and report fairly precise job costings in PrintSmith, as long as it is correctly set up and maintained.

    PrintSmith uses four main pricing methods. They are:
    1. Internal cost plus mark-up, used for (litho) Press Definitions.
    2. External cost plus mark-up, used for outside services.
    3. Internal cost v. matrix price, used for digital prices.
    4. Internal/external cost v. set price, used for charge definitions.

    The internal cost plus mark-up method, as used for Press Definitions depends upon setting an hourly cost labour rate the use of which is governed by speed and waste tables. So not only does the labour rate need to be as accurate as possible but the waste and especially the speed table need to reproduce the actual production situation. Press labour rates should really be recalculated on an annual basis. I am not aware of any work having been done with speed tables since PrintSmith was originally installed. Information on press speed tables is available from press manufacturers and the BPIF, but recording your own press speed data over, perhaps two months, will give better quality data.
    The external cost plus mark-up definitions include external full colour, external print, external digital and merchandise. These are extremely straightforward as they are always based on a quoted price from a supplier, plus mark-up.

    The internal cost v. matrix price method, as used for Copier Definitions is considerably easier to set up and control as unlike a cost plus mark-up definition (where altering the cost labour rate will alter the price) cost and prices are entered separately on to the system. Prices are entered via a matrix, which is independent of the costing calculation. Digital costing data becomes important when starting to use the “Work in Progress” report for production management. Costs are entered via a series of fields, which include the number of hours the machine is available for production, it’s speed, monthly payment, monthly burden rate (overhead), percentage of available time in use and individual costs per copy. From these figures the Copier Definition then calculates the ‘Machine cost per copy’, which includes an amortisation of the overheads if they are included.

    Internal cost v. set price, as used in charge definitions. Charge definitions in PrintSmith include all Pre-press and Finishing charges. If Charge definitions have not had costs attributed to them, it will cause profitability analysis in PrintSmith to malfunction. Reviewing and attributing costs to Charge definitions takes about one working day (providing that the costs are known). It is better to have an estimated cost in a Charge Definition than if there is no cost at all, which will cause PrintSmith to display either 0% or 100% profit.

    PrintSmith’s ability to produce profitability reports by customer, business type, or sales rep, can crucially inform your business decisions. More importantly, this will form a foundation for new and future developments in PrintSmith, such as job scheduling, by providing accurate and consistent cost and time calculations. Addressing your costing issues now will assist in improving the ROI in PrintSmith. Please contact me if you require any further information. I would be more than happy to demonstrate how costing in PrintSmith works.

    Please contact me on 0121 288 5355
    Comments

    Upgrade now - and be ready for PrintSmith Vision

    Upgrade Now - and be ready for PrintSmith Vision

    EFI have long had a policy of supporting the current version of PrintSmith and the immediately previous one. This means that although version 8.1 and 8.0 are (as at April 2013) currently supported, when PrintSmith Vision is released version 8.0 will cease to be supported.
    I am told that PrintSmith Vision will be available in the UK by the end of May this year. This does not mean that versions earlier than 8.1 will stop working. It does mean that if support from EFI is required, you will probably be told to upgrade before any support will be given and this could be difficult or impossible if PrintSmith has stopped working completely, so it is clearly advisable to upgrade your PrintSmith to the current version (8.1.18) as soon as possible. 
    EFI do not charge for the upgrade installers, which are available from: http://w3.efi.com/en/support/overview/print-management/efi-printsmith-and-efi-printsmith-site/product-updates
    For any one requiring assistance, I can provide a DIY upgrade kit for as little as £30.00 (depending on the version you are upgrading from). Please click here if you wish to know more.
    Alternatively, I can provide direct remote assistance in upgrading, or even come and do the whole thing for you.
    If you require any assistance, please contact me on 0121 288 5355 or by
    clicking here.
    Comments

    Interpolating digital print prices

    PrintSmith Deep No. 7. Interpolating digital print prices

    There are many variables in the way that PrintSmith can price digital print and interpolation is one of the most beneficial. Any Copier/Digital pricing definition that uses a pricing matrix will have an “Interpolate Matrix Values” tick box.

    With interpolation turned off, PrintSmith will price a digital print job in steps (always pricing to the next step). This means that if you set the price for 50 copies on the matrix @ 10p each changing to 5p each for 100 copies (the next step), 51 copies would be charged @ 5p each - and so would 75 or 99!

    With interpolation turned on, PrintSmith will interpolate a price for any quantity between each step. So in the example above, 51 copies would be a fraction of a penny less than 10p, 99 copies would be a fraction more than 5p each, and 75 copies would be 7.5p each!
    This means that selecting “Interpolate Matrix Values” will do three things.
    1. Your digital pricing will appear to be more professional, more like litho.
    2. You will no longer have to answer the question “Why are ninety copies more than a hundred?”
    3. You will have subtly increased the price of the intermediate quantities in the matrix without increasing the price of each ‘step’.

    If you haven’t previously considered making this simple but effective change to your PrintSmith setup, perhaps now would be a good time to do it.

    If you require any assistance, please contact me on 0121 288 5355.
    Comments

    Pricing large format by area

    PrintSmith Deep No. 6. Pricing large format by area

    Do you really know how much money you are making out of large format print? Many of the print businesses that I visit have their large format print definitions set up on PrintSmith as colour copiers, with separate copier definitions for A2, A1 and A0. This is fine as far as it goes, but to do it properly requires the pretence that your roll stocks are actually x/number of pre-cut sheet of whatever size, usually resulting in inaccurate pricing. It also means resorting to guesswork if a customer wants a different size from those that are set up on the system.

    An alternative (or perhaps additional) way would be to set up a proper large format definition. This will allow PrintSmith to calculate large format print prices by the square millimetre. So to price correctly, you would simply enter either the ‘A’ size or any width and length dimensions, as long as they are within the total roll size of the stock. Another advantage of this method is that your roll stocks can be correctly costed and priced on the system enabling more efficient competitiveness and profitability. Pricing can be calculated from either the finished size, or the run size, thus enabling accurate costing and the pricing of longer runs.

    Setting this up will take a couple of hours, but improve the efficiency of your large format print enormously!

    For an instruction document or assistance in this please call Paul Stokes on 0121 288 5355.

    Comments

    Account Ranking Reports

    PrintSmith Deep No. 5. (New) Account Ranking Reports

    Going to the Reports menu and ‘Account Ranking…’ will open a new window to access a more varied way of ranking customers than in the old Customer List report. Use Account Ranking to rank accounts by different criteria and save the rankings.

    Next to “Rank accounts by:” is a drop down menu that gives access to a variety of ranking types. For example, the most popular of these is ‘Sales by date range’. Select this and you can rank customers (or prospects) by any date range you want.

    On the right hand side of the window there is a panel marked “Ranking storage”. You can save up to seven different custom rankings based on different criteria. You do not need to have Reportwriter to use Account Rankings, but Account rankings are also saved in the customer database and can be used in conjunction with Report Writer.

    After you specify all the ranking criteria, click the ‘Run Ranking’ button to generate the ranking results. Sort the ranking results by clicking the column headers in the bottom half of the Account Ranking window.
    Comments

    Shared Pricing Data Among PrintSmith Systems

    PrintSmith Deep No. 4. Shared Pricing Data Among PrintSmith Systems

    If you have more than one PrintSmith system (perhaps at different locations or stores), you can set up charge, press, copier/digital, and stock definitions on one system and then export definitions from that system and import them into one or all of your other systems. This allows you to standardize your pricing definitions when appropriate without having to recreate them on all your systems. If you later make changes to a charge, press, copier/digital, or stock definition you shared with other systems, you can export the changed definition and update the definition on the other systems. In order to export and import pricing definitions, the Enable Pricing system Import/Export features check box in the Behavior preferences panel must be selected (Admin > Preferences > System > Behavior). When this check box is selected, the Charge Definitions, Press Definitions, Copier/Digital Definitions, and Stock Picker windows include an Export button and the File menu includes an Import command. (After selecting the Enable Pricing system Import/Export features check box, you must restart PrintSmith for the File menu to include the Import command.)
    Comments

    Marketing Dates

    PrintSmith Deep No. 3. Marketing Dates
    The ‘Marketing Dates’ fields can be found in the SL menu under Contacts/Marketing (or SL/Accounts/Marketing). Enter up to five dates that can be used for any purpose. The first date, Follow up, is just a suggestion to give you an idea how the date can be used. To make best use of the dates, label them accurately. The labels for each date are stored in the Marketing Date Labels table which you can edit with Table Editor. Reportwriter reports can then also be utilised to take advantage of these dates.
    Comments

    Ageing Periods

    PrintSmith Deep No. 2. Ageing Periods
    The ageing periods that appear on statements and account ageing reports can be customised on the PrintSmith Master. They can be accessed by going to the Admin menu/Preferences/Ageing periods. This window controls the Ageing periods for 'Account Ageing', and the captions in the printed statements and reports. Usually, 'Past Due:' would show '30', 'Delinquent:' would show '60', and 'Frozen:' '90'.

    If you wish to amend the ageing periods, simply enter the number you require, then click "OK", and "Close".
    Comments

    Sharing Templates

    PrintSmith Deep No. 1. Sharing Templates
    Invoice and job templates, can preserve profitability, save time, improve consistency in pricing and speed up the process of training staff. Templates can now be shared across your network and be accessible from all workstations.

    A typical example of a job template would be of a Multiple Job such as a divided document presented in a four-ring binder with colour inserts in the front and spine. Each part of the job can be set up with it’s charges in place ready to be edited for quantity and change of stock etc.

    Profitability is preserved by having all the relevant charges already in the template. Time is saved, and consistency improved, because the job is already set up, and templates are particularly useful for inexperienced staff.
    Comments

    Essential new features of PrintSmith 8.1

    If you have been using PrintSmith™ for a couple of years or more, you will realise that it is in constant development.

    The latest version includes a number of improvements to the system including:

    “Click and hold” buttons that you can use to display a list of options.

    The ability to enlarge document previews.

    Additional signatures in press definitions.

    Access to a markup table in copier definitions for enhanced ‘cost plus’ pricing.

    Three new charge methods - particularly useful for large format printing.

    The ability to apply prefixes and suffixes to invoices and estimates.

    Enhanced taxation options.

    The ability to share templates across a network.

    Much improved multi-quantity pricing.

    …and much more!

    For an illustrated guide to the new features, please follow the link on our
    ‘Useful resources’ page…
    Comments

    PrintSmith featured at Sign and Digital UK

    The Display and wide format market has been operating in a digital environment for longer than other parts of the digital print industry yet still has not shaken the notion of craft in the bulk of the market. As they migrate from other technologies, the cut sheet digital users have embraced new opportunities to streamline their business, a business that now has huge volumes of short run jobs with much complexity in finishing. These Software solutions are available to the wider digital industry and the crossover is easily possible.
     
    Once a wide format user has added some complexity such as staff or an additional print device it is no longer viable to look at the bank account at the end of the month to see if the company is viable. Profitability and efficiency has to be transparent on a company wide level and not on a job by job basis. This is where MIS is invaluable, if not essential, in assisting to increase profitability, improve productivity and optimise your competitive capabilities. In your business, you need to make every moment, staff member and machine count. PrintSmith can help you achieve these goals through a complete set of money-saving, time-saving features that cover every aspect of managing your business, including the most flexible cost-plus pricing system on the market. Simple to use and sophisticated enough to handle all types of printed products and estimate history with win/loss ratio so you know which clients offer the best profit potential.
     
    With PrintSmith, an MIS system specifically designed for the print industry and the system more printers rely on than any other print MIS in the world, comes a scalable and complete solution to replace manual and paper-based processes, capture and view key business information and manage business processes for wide format and display print companies with on-demand and digital environments.
    Companies running PrintSmith find they are able to:
    • Attain greater visibility into business performance
    • Improve customer service
    • Increase billing accuracy and cash flow
    • Make informed decisions that improve their organisation’s profitability
    Although several versions are available, from a Lite and Copy-shop version the Full System can automate your entire print shop, saving your company time and money on day-to-day management of business operations. The flexible, pricing/estimating tool gives you the power to create fast and accurate quotes for all printing services, products and merchandise. It’s fully integrated functionality also ensures that invoicing can be done accurately and quickly.
    PrintSmith comes equipped with accounts receivable, customer lists, work-in-progress reports, automatic stock order functions, account history and ageing, point of sale management (including support for the optional cash drawer and receipt printer), valuable up-to-the-minute sales analysis, sales summaries, statements, management reports, mailing labels and mail merge.
    Additional tools are also available to extend the reach with Modules are also available for offsite estimating for sales. PrintSmith Portable enables your outside sales force to take PrintSmith Estimator on the road. The complete solution operates as stand-alone estimating system or as a live workstation on a PrintSmith network. With PrintSmith Site, a high powered, low cost entry level web 2 print tool, your customers can also order when they want to, and where they want – from home, the office or on the road. Because of the powerful integration between PrintSmith and PrintSmith Site, it no longer matters whether the customer walks in, phones in, or orders via the Web, your familiar PrintSmith interface remains your environment for processing orders and jobs.

     
    Since its introduction to the Graphic Arts industry in 1987, PrintSmith has continued to change the face of automated print shop management. Today, it remains the industry standard print shop management software due to its data integrity and superior quality. It is also one of the most flexible and easy-to-use business management programs available.
     
    With a new Distributor for the UK, EFI will be exhibiting PrintSmith at Sign and Digital UK on the i-Sub Digital Solutions Stand (J12). Go along and see full demonstration and how it will help drive profit though your organisation along with a special introductory offer.
    Comments

    Effective costing data from your MIS?

    Pricing and profitability in PrintSmith

    There are a number of things to consider when reviewing pricing and costing in PrintSmith (or any MIS). 

    In order to begin costing jobs in PrintSmith you will need the following basic information:

    1. All paper costs (including LF rolls). Its advisable to delete any obsolete or unwanted stock before you start.
    2. Cost of Litho plates, inks, chemicals, toner/click charges and any other materials.
    3. A figure for the general overhead (cost of premises, power, non production staff costs, insurance, finance etc.).
    4. Individual production staff costs for each sales category.
    5. Lease or finance costs for production machinery, RIP or software charges.
    That's the important information that you will need before you begin costing in PrintSmith. The notes below outline, as concisely as possible, the ways in which PrintSmith calculates prices and profitability. The length of the explanation makes it look a bit more complicated than it really is.

    PrintSmith uses four main pricing methods. They are:
    1. Internal cost plus mark-up, used for (litho) Press Definitions.
    2. External cost plus mark-up, used for outside services.
    3. Internal cost v. matrix price, used for digital prices.
    4. Internal/external cost v. set price, used for charge definitions.

    The internal cost plus mark-up method, as used for Press Definitions depends upon setting an hourly cost labour rate the use of which is governed by speed and waste tables. So not only does the labour rate need to be as accurate as possible but the waste and especially the speed table need to reproduce the actual production situation. Press labour rates should really be recalculated on an annual basis. Information on press speed tables is available from press manufacturers and the BPIF, but recording your own press speed data over, perhaps two months, will give better results. 

    The external cost plus mark-up definitions include external full colour, external print, external digital and merchandise. These are extremely straightforward as they are always based on a quoted price from a supplier, plus mark-up.

    The internal cost v. matrix price method, as used for Copier Definitions is considerably easier to set up and control as unlike a cost plus mark-up definition (where altering the cost labour rate will alter the price) cost and prices are entered separately on to the system. Prices are entered via a matrix, which is independent of the costing calculation. Digital costing data becomes important when starting to use the “Work in Progress” report for production management. Costs are entered via a series of fields, which include the number of hours the machine is available for production, it’s speed, monthly payment, monthly burden rate (overhead), percentage of available time in use and individual costs per copy. From these figures the Copier Definition then calculates the ‘Machine cost per copy’, which includes an amortisation of the overheads if they are included.

    Internal cost v. set price, as used in charge definitions. Charge definitions in PrintSmith include all Pre-press and Finishing charges. If Charge definitions have not had costs attributed to them, profitability analysis in PrintSmith will malfunction. Reviewing and attributing costs to Charge definitions takes less time than you might imagine (providing that the costs are known). It is better to have an estimated cost in a Charge Definition than no cost at all, which will show as either 0% or 100% profit in PrintSmith.

    Comparing the profitability of Litho against Digital in PrintSmith will only be possible if costing is consistent between the two. For consistent costing it is important that general overhead costs are apportioned correctly across the various production departments. PrintSmith’s ability to produce profitability reports by customer, business type, or sales rep is also affected by this. More importantly, correct costing is vital for the more advanced functions of PrintSmith, such as job scheduling, as they rely on accurate and consistent cost and time calculations. Addressing these issues now will assist in improving the ROI in PrintSmith. Please contact me if you require any further information. I would be more than happy to demonstrate how costing in PrintSmith works.
    Comments

    Shared templates in PrintSmith

    Shared templates in PrintSmith
    You can now share templates among different PrintSmith computers without manually moving the templates. When you save a new template, you can save it in a Shared Templates folder on the Master computer which gives other users access to the template with File > Open Shared Templates. (If you do not want to share a template, save it in the Templates folder as in earlier releases of PrintSmith.) Shared templates are available in many situations:

    • In the Customer window (SL > Accounts), a new Templates tab is available so you can associate a shared template with an account. By default, this template is available to all workstations, but you can restrict the template to a particular workstation by entering the workstation ID in the Register ID# column. (The workstation ID is set in network preferences: Admin > System > Network.) If you remove a workstation ID from the Register ID# column or set it to 0, the template applies to all workstations. If you want to assign a template to more than one workstation, add the same template again, but specify a different workstation ID.

    • A new Create from Templates command on the Invoice menu lets you create invoices and estimates from shared and local templates. If you indicate that you want to use a shared template, the Select a Shared Templates window opens so you can select the template you want.

    • In a document window, you can click and hold the New Job/Charges button to create a job from a shared template. (If you just click New Job/Charges, the only choice is to create a new job.) The Select a Shared Template window opens so you can select a shared job template. (You can also use this button to add charges to the invoice.)

    • In the Cash Register window (POS > Cash Register Window), you can click and hold the new Quick Job/Charges button to create a job from a local or shared template. (If you just click Quick Job/Charges, the only choice is to create a new job.) If you indicate you want to use a shared template, the Select a Shared Template window opens so you can select template.

    • When creating a new invoice or job, you can choose File > Open Shared Template and select the template you want to use. The Select a Shared Template window opens so you can select the template you want.
    Comments

    Quick Q & A

    Q: I see an error message that PrintSmith™ has hit a bad (disk) sector in the hard drive (PC).

    A: Shut PrintSmith™ down. Copy the PrintSmith™ folder from its current location to the desktop, then copy it back to the where you found it.


    Q: I see an error message in PrintSmith™ that it has a corrupted index. This could also take the form of a missing item, misplaced index or Unhandled exception error.


    A: Sign in as normal then, holding down Alt + Shift in all the following instances:
    Invoice – Update pending documents, press ok and clear out of all screens.
    SL – Accounts, press
    ok and clear out of all screens.
    SL – Contacts, press
    ok and clear out of all screens.

    Sign in using the highest password, if you do not have access to this information then call Business Momentum on 0121 288 5355.

    Then, still holding Alt & Shift again:
    Reports – Accounts History
    SL – Verify all balances – All accounts should verify with no discrepancies.
    SL – Verify SL Balance – There should be a difference of zero, if this is not so then there will be an imbalance in figures on PrintSmith™.

    Q: A deleted customer has returned and you would like to view their account.

    First check that the old customer is not in prospects. If they are, simply go to the marketing tab in SL/Accounts, click on the customer button, and then click on the file icon.
    As long as you have an old invoice number of the customer, you can go to the review any document command in the invoice menu, enter the number and open the invoice. Then, go to the create customer from document command in the invoice menu. This will create an account called “Recovered Account’, which you will need to re-name.

    After either of these procedures, the customers account and history will be visible.
    Comments

    This website uses cookies to ensure you get the best experience on our website. We do not take any personal data. Please click 'Dismiss' to continue.