framesmartv6 how it works - FrameSmart Business Solutions

FrameSmart® v6 POS (Point of Sale) - How It Works
Pricing a framing job in FrameSmart will often only require you to enter the size of the artwork and
click on corresponding items in the pricing window that represent the type of framing it needs, but
even the most complicated of framing jobs is this easy and fast to quote. FrameSmart isn't just for
simple framing jobs - it easily quotes and prices any framing job you can imagine.
Sample pricing (POS) screen – completely customisable:
A customer is selected from the database (or a new one added) via the Customer details screen,
triggered by the button at the top left. A previous job done for this customer, or a stored template
job can also be selected through this process, and presented on the screen for re-pricing.
To start pricing a new job, click first on the size entry field.
This is the size of the artwork, or size of any opening/window in a matboard, allowing for any
overlap of the mat(s).
Width is entered first, followed by Height – in millimeters (mm).
The user may also attach an image of the artwork by clicking on the Attach Picture button to find
the image already stored on the computer or an attached camera.
To choose a frame.
Click on the Frame Search button, and the Frame Search window will open:
a) Enter a moulding code or description into the Search field.
A list of mouldings will appear, matched to the search criteria***.
Items listed in red have been Discontinued by the supplier, but are still usable for pricing if the user
still holds stock of these items.
If the required moulding is not listed, reduce or modify the data entered to extend the search
criteria.
b) Click on one of the listed frames to select it.
c) If you want to select this moulding to be delivered as a CHOP frame, turn on the radio button here.
***Each installation of FrameSmart® software is accompanied by a copy of the FLO® system and database. This provides
the details and prices for mouldings and matboards used in FrameSmart, and is maintained by the suppliers of these
products in NZ and Australia. FLO® also provides the facility to order products directly from the suppliers.
To add some mat board measurements, click the Mat Search button in the pricing window and the
Mat Search window will open:
Enter a mat code or short description (e.g. “white”) in the search field at the top of the screen.
Click on the required mat dimensions from the centre column. The default dimensions are
highlighted.
Select a matboard by clicking on one of entries in the search results list.
If there is only one matboard on the job, then click on Save to price the matboard, and return to
the pricing screen.
If there is more than one matboard to price, click on the Add button to add an inner mat, and
repeat the process above for each matboard – working from the top mat down to the innermost
mat (or fillet).
Now we need to complete pricing this job with other items from the pricing window:
Click on the selected method of mounting the art work, plus a mount board if required
Click on a relevant button add the type of glass required, then the relevant backing board button.
We always add an allowance for consumables used on the job (tapes, adhesives, nails, staples, d-rings,
wire or string & hooks, etc.).
Now click on the required button to add a labour charge, which is based on the size of the job.
If it is less than a standard job (such as no matboard involved) then you would click on the Easy Fit
button instead.
The job has now been priced. We now need to add any notes for the framer to be aware of when
doing the work. Click on the Add notes button to open a ready-made list of entries, and either select
items from the list or add free-form entries as needed.
These notes can be entered in free form text or, by clicking on any of the entries in the list shown on
this screen which can be applied to any line by double clicking on the entry.
When finished making notes, click on the Close button to return to the pricing screen:
The pricing of this job is now completed. To price another job for the same customer, click on the New
button at the top of the screen and repeat the steps above.
To process this job (and any others added) and produce an invoice, quotation or sales order, click on
the Process button at the bottom of the pricing window.
An Invoice has been selected for this example, and the screen is displayed thus:
Invoicing options include:
 Add POS items from available stock lists (gallery items etc.), or ad hoc items & prices.
 Apply a discount
 Take a deposit
 Enter a customer order number
 Select a completion date
 Changing the (GST) tax type on particular invoices (included in price, added to price, exempt).
When a Completion date is selected, and the Invoice is Saved, the Work Sheet(s) for use in the
workshop, and the Invoice, will then print out for the customer:
Invoice layouts are customisable for your own logos, address details, bank account numbers,
business messages etc.
Main menu items
The top buttons on the pricing window open the pathways to the other main FrameSmart functions:
 Customer details, jobs & accounts
 Reports
 FLO updates
 Main Menu and settings
 Work in Progress (Job Schedule)
 Pickups (Call Customer list)
 Help
Each of these functional areas is discussed briefly below.
Customer details, jobs and accounts
The Customer screen and functions are used to achieve the following processes:
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Change Customer name & address details - Details
New customers are added to the list at the time an invoice is raised for that customer.
The Customer list can be filtered as Active or Inactive

View all work for a customer in the Jobs area.
Jobs can also be selected from here to import to the pricing screen for re-pricing at today’s rates to
create a new job, or kept at the original price.
Customer Accounts detail is also available here.
Functions in this Accounts screen include:
 View the invoice and payment history for a customer
 Allocate payments to invoices
 Create Credit Notes
 Set up a standard discount rate for the customer
 Convert a Quote to an Invoice
 Receive/accept a payment – partial or full payment for an invoice or to the account:
Reports
Various reports are available in the FrameSmart system and are listed in this drop down menu.
The first three items are provided to selectively re-print Quotations, Invoices or Sales Orders stored in
the system.
The Statement button enables monthly statements to be produced, either for all qualifying accounts,
or selected individual accounts.
The Worksheet button provides for selection and re-printing of individual worksheets.
The next four buttons are provided to re-print cutting lists. These provide useful information for staff
who prepare the matboards, frames, glass, or other materials for the day's work, or checking stock
levels for ordering purposes - Check Mouldings.
The last four buttons provide financial reporting on the account receivables ledger.
They include:
 Sales value report – details of invoices and sales orders raised in the selected month, showing
invoice amount, tax amount and any discount given;
 Aged debtors – customers with outstanding balances, and age of debts;
 Financial report - includes:
a) line item details of invoices raised in the period selected, and payments received in the same
period;
b) outstanding invoices at report date.
 Transaction CSV – export transaction details to a CSV file.
Under development:
 Cash Receipts (till reconciliation for banking by payment type).
 System dashboard – includes analyses of profitability and productivity.
 Mailing lists for all customers, or using any selection criteria at all by using a search to match key
words in the “id” field of the Customer records,
Work in Progress (Job Schedule)
The Work in Progress (WIP) is a list of jobs scheduled in the system for work to be done.
Each job represents an invoice or sales order line item, and they are listed in ascending due date order.
This list can be printed from this screen or from the Reports screen.
Individual or many Worksheets can be reprinted from this screen if necessary by manipulating the
radio buttons on the right hand side.
Cutting lists can also be produced from this screen by manipulating the radio buttons for the selected
lists.
Scheduled work can be re-scheduled to a different date by changing the due date shown.
When jobs have been completed they are removed from the schedule by selecting the jobs listed and
then clicking on the Complete Jobs button.
The user is prompted to enter a storage location for each completed work, and the job entry is then
moved to the Pickup Completed Job list:
This is essentially a schedule of jobs which have been completed and are ready for pickup or delivery.
They may, or may not, have a balance outstanding. Facilities in this area include sending and recording
contacts with customers, via telephone, SMS or email, changing storage locations, and receiving
payments for outstanding invoices.
Backup data
FrameSmart performs automatic backups of essential files to a separate area of the hard-drive each
time it is executed.
Off-line backups are recommended to be performed daily or weekly (depending on the volume of
business). This is a simple operation requiring only selection of the offline media chosen.
Import and export files
FrameSmart is compatible with all accounting software, in that files can be imported and exported
with ease, either as CSV or XLS format files.
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