Fields:
Default Option / Stock Names
Warning : If you make changes to default options in the template screens, then you have to make sure the name change is reflected here as well.
Bindery Option for "Cutting Stock"
The Option used when a Template calls for Cuts
Bindery Option for "Folding"
The Option used when a Template calls for Folds
Bindery Option for "Padding"
The Option used when a Template calls for Padding
Bindery Option for "Final Trim"
The Option used when a Template calls for Final Trim
Bindery Option for "Collate"
The Option used when a Template calls for Collating
Default Standard Paper Type
The default Stock Type used when a Template opens. The Stock within that type with the lowest Order Number or Display Sequence number will be used.
Default Envelope Type
The default Envelope Type used when a Envelope Template opens. The Envelope within that type with the lowest Order Number or Display Sequence number will be used.
Default Copier Paper Name
The default Stock Name used when the Copier Template opens
Default Business Card Stock
The default Stock Name used when the Business Template opens
Default Carbonless Stock Type
The default Stock Name used when the Carbonless Template opens
Default Quantities
When a template is first generated, there are certain default values put in each form. You can change them here.
Buttons:
Use Alternate Quote
There is another Quote format. You can try it but it does not respond to the Quote Format you set under Reports.
Purchased Custom Quote
If you have purchased a custom quote form AACRO, you will activate it here. Checking this without the purchase will not do anything.
Default to Max Quote Details
Maximum Details will be the default on the report options form
Omit Production Oriented Lines from Quote
All production oriented lines will be removed from the quote. Only lines that describe the details of the end product will be displayed.
Omit Job Notes on the Quote
Omit the notes form the job template on the quote. The notes could be for production only or could be notes you do not want the customer to see
Omit Headings (Pre-Press,Ink Color,Post-Press) if empty
If the job will not contain Pre-Press services do not show the Pre-Press group or it's heading. The same for Ink, Post-Press, etc
Center the quote statement on the quote
This will center the user defined statement on the bottom of the quote
*********************************************************************************************************
Purchased Custom Work Order
If you have purchased a custom work order form AACRO, you will activate it here. Checking this without the purchase will not do anything.
Print Charges on Work Order
Print the cost of the items needed to produce the job. This will allow production to see what is charged for the services they perform
List All Jobs On One Work Order Page
The work order can be formatted to look very similar to the quote with all jobs on one page. Checking this will make them print in this format instead of the one job per page format which is much more informative.
Do Not Ask For WO Size (the question above)
Once you have decide which work order format you prefer you can check this box and you will not have the option on the report options form until you un-check this box.
Omit "Print Cut Map" Question From the Print Sequence
If this is left unchecked, you will be asked whether or not you wish to print a cut map for each job in an order. You can always print a cut map by selecting the Cut Map option under Job Actions on the main menu.
Move Work Order# from the Top to the Side
A large horizontal work order number prints on the top right corner of the work order, checking this will make it print vertical on the right top corner.
*********************************************************************************************************
Purchased Custom Invoice
If you have purchased a custom invoice form AACRO, you will activate it here. Checking this without the purchase will not do anything.
Print Aging Line on Invoice
You can print a current/30/60/90 day aging report directly on the bottom of the invoice to remind customers of their status if you check this box
"Received By" Line on Invoice
Placing a check here will cause "Received By ____________________" to print near the bottom of the invoice
Print C. O. D. Notice on Invoice
If the customer is COD and if you check this box, COD will print on the invoice.
Print Service Charge Line on Invoice
Placing a check here will cause the Service Charge line, that you define, to print near the bottom of the Invoice
Use Invoice Log (leave this on for maintenance)
If this is checked PSM will record the date, time and order amount in a log file every time and order is changed from a quote to a work order, a work order is changed to an invoice or every time a work order or invoice is modified. This log file can only be accessed by PSM support via remote support. If it is opened you will be able to see it.
Omit AR Contact on Invoice/Statement
If this is not checked the AR contact from the customer record will print on the invoice and the statement.
Invoice AR Contact Is Order Contact
If this is checked, the AR contact will be the order contact and not the default customers AR contact will be used
Default to Details on Invoice
Show order/job details on the invoice as a default in the report format form
Do not ask about Details on Invoice
If you decide to always show details or never show details on the invoice, checking this will remove the option from the reports format form. If you want the choice to show again, un-check this box.
Shipping is Taxable in this State
If you reside in a state that taxes shipping, put a check here and the invoice will add tax for shipping.
Fax # on Invoice && Statement
Check this box to include your fax number on invoices and statements
Add Service Charges from Ship Date (not from 30 days)
If
this is checked, the service charge will be calculated from the ship date.
If it is
not checked the service charge will start 30 days after the ship date.
If checked,
an unpaid invoice that is 30 days past the ship date will incur a service
charge. If
this is not checked there is a 30 period to pay then service charges will
start to be calculated.
If it is checked, payment is due on the ship date. If
it is not checked, payment is due 30 days from the ship date.
PSM does not handle payment plans like 2% 10 net 30 or other variations
*********************************************************************************************************
All Templates
Default to Sheets Parent Size as Stock Size
If you add the Parent Size to the Sheets Form, place a check here and the program will default to the Parent Size as the Stock Size on the Templates.
If you do not check this box, the program will default to the first size in the Paper Cost Table, the smallest size defined.
Default Ink on new item
Add Black Ink to a Template when it is opened
Do not add Default Salesperson to the Job
The Default Salesperson is the one entered into the previous job. If this is checked the program does not remember the last Salesperson added to a job.
Verify Information on the Templates
There is a routine which checks for certain parameters on the Template when you attempt to save it. If something looks wrong it brings it to your attention.
Do not offer to correct a seemingly old Pre-Press price
When you open an old job the Pre-Press prices and the Bindery Prices in the job are checked against the current prices. It alerts you to differences.
Do Not use Offset Presses in the Templates
If you do not use offset presses in your shop, place a check here so the program will not attempt to add them to the available printers dopdown.
Use Digital Printers in the Templates
If you want to be able to select a Digital printer to use on a job in the templates place a check here.
Make Digital Printers Primary in the Templates
The program adds offset printers to the Press Rates drop down first. If you put a check here the digital printers will be added first.
Copier Template
Charge for default copier stock
If you do not have a check here, the price of the stock defined as the default for copiers will not be added to the price of a copier job.
Digital Template
Charge for default printer stock
If you do not have a check here, the price of the stock defined as the default for digital printers will not be added to the price of a job using the Digital Printers Template
Digital Print price break AT quantity
If
you have a price break point at 500 for 50 cents each click and one at
1,000 for 40 cents each click and your color clicks for this job are 700,
and you do not use the slope transition, the program needs to use one
of the break points to calculate a price. The
program tells the data to find a record greater than or equal to 700 clicks,
so it lands on 1,000. If
you have placed a check in this box the program will backup and use the
rate for 500 to calculate the print price. If
you do not have a check in this box it will use the rate for 1,000 to
calculate the price.
The next check box, Slope Transition, gets around this and makes pricing
much more linear.
Digital Print price Slope Transition
If
you have a check in this box, then in the above example the program finds
the record greater than or equal to 700 which is 1,000 and stores the
rate of 40 cents per click and the quantity of 1,000, then it move back
one record and stores the rate for 500 of 40 cents per click and the quantity
of 500. It
then extrapolates the rate for 700 as this: (1,000
- 500) = 500; (.50
- .40) = 0.10; (.10
/ 500) = 0.0002 per each step between 500 and 1,000; (0.0002
* 500) = 0.10. (700
- 500) = 200 steps between the first break point and the number of clicks
we will use. (200
* 0.0002) = 0.04; (50 per click - 0.04) = 0.46 per click for 700 clicks.
This removes the jump from break point to break point and makes the pricing
transition absolutely smooth through out it's entire range. Any
quantity below the lowest break point is priced at the lowest break point.
Any quantity
above the highest break point is prices at the highest break point. This
actually means that you only need to two break points; one at 50 and one
at 50,000, because it will calculate everything in between.
Use the New Style Digital Printer Template
There is a new Digital Template and an old Digital Template. The new one is much more functional but more complicated. The old one is very easy to use but less functional. If you check this box or if you do not check this box, both of them are available under the menu option Job Action and Job Entry. One is called Digital Printing and the other is Simple Digital.
Disable the stock qFactor in the Digital Template
The stock qFactor (quantity factor) is used in larger offset jobs that will consume thousands of sheets of paper to discount the paper price for large jobs and increase the paper price for very small jobs. Many of the Digital print jobs tend to be small and use very little paper, especially if you have several up in the digital job. If you disable the qFactor in digital, the customer is not penalized for needing only a few sheets of paper for his job.
Auto-Calc the BW/Color quantity in the Digital Template
If you do not put a check here the new Digital Template will attempt to calculate the quantity of colored sides and the number of black only sides in a multi-page print job. If you are looking at different quantities this can get in the way. Turning this off allows you to enter the numbers you want without the program trying to help.
Default to Step And Repeat in Digital Template
This will assume that every digital job will use step and repeat when you open the template for a new job. If this is checked and you do o want stepand repeat on a new job you can simply uncheck step and repeat on that job.
Turn on the 1->2 and 2->1 Option in Digital Template
This is a copier function. 1->2 means print the two sides of one piece of paper on two pieces of paper. 2->1 means print the one side of two pieces of paper onto two sides of one piece of paper. This is normally not needed on the digital template.
Use Digital RunSize not 8.5x11 for quantity break point
If
this is not checked the quantity the rate is based on will be the run
size area divided by the area for 8.5 x 11 times the number of run sheets
or clicks. If
this is checked the quantity is the number of run sheets or clicks.
This should normally be checked with modern digital printers.
General Template
Default Markup on General Template
The General Template has a field for markup. Since it's usually the same, this will put that amount into the markup field automatically.
Default Calculation Type on General Template
There are 5 calculation types on the General Template. This wll specify the default when it opens for a new job.
Large Format Template
Charge for default Large Format stock
Like the Copier Template the Large Format Template does not charge for the default stock. If you would rather have it charge for that stock, put a check ere.
Round up Large Format Image
Placing a check here will force the image size to round up to the next whole number. ie round 6.17 up to 7.0. So that it will use 7.0 times the price/sqft to calculate the stock price.
Default to Stock Size not Image Size when pricing
Placing a check here will default to charging for the all the actual stock used rather than the stock used by the image.
*********************************************************************************************************
Select the email client or service you use.
If you use Outlook or Thunderbird, all of the settings are already specified in the client software. If you use any of the other, you will need to specify the settings. Normally the box on the right will contain the correct settings. If you choose Other and your Internet Service Provider is your email provider also you may need to contact them for the settings. if you choose None, PSM will not attempt to create an email.
Prefix Salutation
PSM will add the contact's name to the email. This option will add any prefix you define to the contact's name.
From:Name to show
This is the name that will be displayed to the person receiving the email in the From: field
My server requires user authentication
Put a check here and enter the email address and password you use with this email provider
Server, Serer requires SSL, Encription, Encoding
The SMTP server used for sending emails and the port number used. Usually the setting here will work but you may need to consult with your email provider for these settings.
You can compose one or several boiler plate messages to paste into the email as it is being created. You can also stack them into the email, you're not restricted to using only one at a time.
If you want to save the PDF that is attached to the email, check the Save Emailed PDF box. You will then select the folder the email will be saved in. If you have a folder for each customer, put a check into the Select Folder With Each Save. You will then select the folder that is the root of all of the customers folders. When the PDF is save you will be prompted to select the correct folder for this customer.
If you want to edit the quote or invoice before it is attached to the email, check the Edit Before Emailing box. PSM will bring up the PDF in your default PDF edit tool. If your default PDF edit too will not open a PSM PDF, then you can locate the tool that PSM is to use to edit the PDF.
The email address you define on this form is saved in a database called mUser.mdb. There is an mUser.mdb on each computer PSM is installed on. It saves settings that are specific for each user. If you want to use a global email address for every user, you can create one and save it to the main PSM database by clicking Send To Global.. Then when you want to setup a new user with the global settings, you can click Copy From Global. If you just need to see or edit what is stored in the global settings, you can click Open Global Definitions, edit it and save it or just view it..
*********************************************************************************************************
General Options
Display Header Form when Add or Replace a Job
Check this to cause the Order Header to op up every time a job is added or replaced in an order. this will allow you to see the tax, shipping info etc.
Display Quick View Form when Add or Replace a Job
Check this to cause the Quick View form to op up every time a job is added or replaced in an order.
Print a Payments Record
If you have the AR version, this will cause a report to print after you have applied the daily receipts against receivables.
Older Laser or Dot Printer
I you are using older dot matrix printers or older laser printers (from the 80's or 90's) and if the reports do not print correctly, this will fix it.
Hide the Search Form Delete Button
This will hide the delete button on the Search By Description Form so that users cannot delete a job from an order here.
Customer Account Number Is Alpha
If you are using alpha-numeric customer numbers, this will cause then to be sorted in alpha order rather than numeric.
Do not fill Order list in Search tool (speeds the load)
If you have accumulated several thousand orders in your database, the "load" time for the orders in the Search tool (the binoculars) can get longer. If you put a check here, it will not load any orders when it opens this tool. To get them to load after the tool opens, you will need to select a customer or cycle the Not Filtered check box by checking then un-checking this box.
Default Job Due Date to blank
When creating a Work order the program adds a default number of days to today and places that date into the due date field. Placing a check here will bypass this function.
Number of Days Till W.O. Due Date
This is where you enter the default number of days to add to today to get a due date for an order.
Request Artwork and Proofing Information Details
** This option has been taken out
Artwork and Proofing Info Mandatory
This will force you to enter artwork and proofing details every time you create a work order. If there are no details you can click the Pass button to fill the fields with "NA"
Delivery Charge Option
Before you turn on this option, you must define a bindery option for delivery. The option "can be called anything you wish, but it must mean 'delivery after the job is complete'.
This is how to setup this option:(PRINT THESE INSTRUCTIONS)
1) Create a new bindery option. Use Cutting as a model.
2) Assign Class 2 as the formula
3) Check Request Repetitions
4) Click the Sheets button
5) Change the Setup Price column to $5.00
6) Change the Price column to $2.00
7) Close the Stock 2 Bindery form
8) Click the Envelopes button
9) Repeat steps 5, 6 and 7 above
10)Close the Bindery setup form
After you define a job, each time you click Recalc, the program will check to see if you "have this button checked. Then the program will look to see if delivery is already in the bindery selections. If it is not you will be prompted to enter a number which corresponds to a 'delivery zone'. The higher the number you enter, the greater the delivery charge will be. Entering a one means zone one, or a close delivery. Entering a five will mean a zone much further out and will charge accordingly.
Here is the method used to calculate the charge; you can change the numbers in the option"setup to reflect your own needs. The Setup Price is the base charge for any delivery. It can be $0.00 or $20.00, or any base you wish. The Price column is the number multiplied times the zone and then added to the base price (Setup Price) to give the total delivery charge. If you enter a wrong zone number when it asks you for one, all you need to do is delete the option and click recalc again. If you do not want a straight line increase through the zones you can use the Flat Discount Factor Table to curve the prices.
Delivery Method Mandatory
Make the option above mandatory
Purchase Order Mandatory
If this is checked the program will demand a PO Number before it will create a Work Order. The PO Number can be any group of characters including "NONE" just as long as you put something in there.
Skip Data Base Integrity test on initial program load
When the PSM program loads it looks for invoices that have not been printed. To PSM printed also means posted. It also looks for orders that do not have associated items or jobs with them.
Use Email Signature from Email Program
Currently PSM only communicates with Outlook as an email client. Outlook allows you to specify a "signature" for your emails. If you check this box, PSM will place that signature into the emails it creates.
Print Aging Line on Statement
Print Shop manager has a small aging line it can put at the bottom of a statement or an invoice. This check box controls whether or not it is printed on the statement.
Print the Item Quantities on the Delivery Form
Place a check here and the next time you print a Delivery Form it will allow you to control some of the information that goes on it.
Network Polling Process On
If
you have PSM on a network and you have several computers hooked up to
it, this option will help stabilize the connections to the data. It
does it by polling the database every 20 seconds. If
it cannot reach the database, it will popup a message telling you that
something is wrong with the network and that you should close PSM.
It was originally used as a diagnostic tool to find out if a network was
stable, but we found that the polling caused the network to be more stable.
If you turn this on, you will see the Blue Work Order Button on the main
program blink every 20 seconds. That
means it is polling.
Use Bar Code on the Work Order
This will make a barcode print on the work order. The barcode contains the order number and the item number.
Scanner Port
PSM has an option you can buy that will scan the barcode (printing the barcode is enables with the checkbox above) on the work order, open the Quick View form and recall the jobs on that work order into the PSM work environment they can be reviewed or modified.
PSM Main background color
Each computer can define the background color for the PSM program
Use the computers default media player for tutorials
The PSM program comes with an AVI player for the tutorial files under help. This player will not run on a 64bit computer. So when you put a check in this box PSM will launch your "default" media player to run the tutorials.
Mail Options (the Mail Options are associated with PSM-Mail which integrates PSM with the complete Mail Center Manager program)
Add Postage to Quote Total
Show the postage and add the postage charge to the services on the quote
Add Postage to Invoice Total
Show the postage and add the postage charge to the services on the invoice
Hide Postage Types on Invoice
Do not show the type of postage or the number of pieces if postage is shown on the invoice
Postage Committed on Invoice
Show the amount of money received and committed against this mailing on the invoice for this mailing
Call the Postage Request a Postage Invoice
At the top of the request for postage money, which is sent out before the mailing starts, change the name from Postage Request to Postage Invoice
Show Postage on the AR Statement
This option is not available in Print Shop manager. Postage Accounting has it's own statements for customers