hi all in today's webinar we will have a quick look at the print broker features available in our friend planner software once you log in you will find all the main menus available in a collapsible left panel we also refer to these main menus as modules our very first module is the dashboard module our dashboard is user specific which means every user can create or personalize their own dashboard the information on the dashboard is pulled from across modules we have many images at the top these pull information related to Stats that can be the worth of jobs that you have what is your conversion percentage from coach job which is nothing but the number of codes that are being approved by your customers and many other we also have graphical representation of data as well as data tables that you can pull for various requirements all of these widgets can be personalized using our Mis settings the next module is a CRM module where you can manage all your prospects customers and suppliers let's quickly look at customers when it comes to CRM records you can manually create them by getting into that respective page for example customers and click on ADD customer or you can use the global add menu that is available at the top so this will provide you all the ad options with the system we also provide bulk upload functionalities for CRM records let's get into a customer and see the main options available once you open a customer you will find customer specific widgets available at the top of the screen now these are real-time statistics which will appear as and when you create records within the system down below you will find sub menus within customers click on codes to view all the codes created for the specific customer likewise every module will list customer specific information contacts is where you can add as many contacts that you interact with within this particular customer or company if the customer has presence in multiple locations you can add all of these location details as departments that can have their own delivery address invoice address a default invoice person to contact to or send invoice to so on and so forth address book is a collection of all the delivery and invoice address for the specific customer and you have other options such as email history in the left panel you will find defaults that are set up for the specific customer such as the default invoice address delivery address and the credit limit as well as the status that needs to be selected by default whenever you create a quote job or an invoice for the specific customer to view more details about the customer click on view all which will provide all the details uploaded for this customer or manually added as well to edit any information click on edit that is available for every section when it comes to customers you can categorize them by the business category and there is another level of categorization as company type as well if you would like to keep track of how you received this customer information then we have also provided the source field as well as referred by field every customer can have their own sales person they can also have their own tax and profit margin as well as payment terms similar features are also available for prospects as well as for suppliers but the widgets that you see at the top are available only for customers the next module is the code module code module is rare you can send the RFQ request to your suppliers as well as share your codes with your customers and requests for their approval in case you do not want to share a code with your customer for their approval and you already have the pricing with you so there is no need to send out or if your requests to your suppliers that is the case then you can ignore code and create a direct job in this webinar let me show the workflow beginning with quotes progressing it to jobs and then creating purchase orders delivery and invoices let's get into active quotes when you expand a module you will find some options in quotes we have draft code active course and archived if you do not have sufficient information while creating a code you can just save the code AS chart and complete them at a later date a draft codes will not reflect in any reports or widgets this is only to save your incomplete quotes or if you have a pre-code requirement to manage such cases you can use draft codes I have two quotes are the ones that you will be working on and will be sent to your customers for approval and this is also where you will find options to share earthquake request to your suppliers for their pricing archive codes are those codes that are completed in the sense either your customers approved and you've progressed the code to a job or the customer has canceled your board so in which case you will no longer be needing these codes so any codes that you're not working on currently you can archive them similar features are also available in other modules draft is only available in quotes whereas in other modules for example jobs you will have live jobs and archive jobs one of the feature to note would be a view page anytime you get into any quotes the very first page that you get into will call them as view pages because all the columns that you see such as like code number status code dates on and so forth these can be customized so we have a view drop down using which you can add a new view edit the existing view or you can also have multiple views and switch between them again we use our user specific there can be one common view that everybody can share or every user can create their own View let's create a code and quickly see how it works click on ADD code once you select the customer field the system will provide a drop down with customer names and Prospects that are available in a CRM module select the customer of your choice if you are trying to create a code for a new customer that is not available in your CR module do not worry click on the add customer option this will allow you to add a new customer manually and you can create a code for them as soon as we select the customer all the default information will be updated below if at all you would like to change the default information by clicking on the pencil icon you can make the changes you can also change the salesperson by choosing a different sales person from the drop down in the next section please update the quote information now this is nothing but your code title this can be generic or specific to an item depending upon your requirement here I will update a generic title now this is because in rimtana within a single code you can add multiple items as well if you receive any purchase or a number from your customer you can update them as custom model number with internet planner otherwise you can leave them blank by default status will be pulled from our settings but if at all you would like to change you can change from the status drop down system will also provide certain due dates to guide yourself or your team like within which particular date these events need to be completed now this is completely optional which you can turn off from our settings in the next section you will have the option of updating quantities if there is a requirement from a customer where they would like to compare pricing for different quantities you can utilize these multiple quantity fields that we have provided in a code from planner provides four different quantity fields which you can update as per your preference here we will create a code for two different quantities and see how the pricing comparison is shown in our code summary page quantity one we will update S250 and quantity 2 as 500. the next section is where you will update the details you will share with your suppliers this includes the title of the item that you are Outsourcing as well as other description fields in our settings you will find options to add 25 additional custom description fields which you can rename the screen name as per your requirement and then make them visible in here you can also rename the standard description fields that are available the supplier description page now I'm updating these fields there are three methods method one is the generic typing wherein you can type in the details as per requirement method two is to use Facebooks that are available in our settings again any frequently used sentences terms or phrases you can go ahead and update them in our settings traces and the phrases will be available as options that we can choose from for example if you click on the select Facebook ad icon beside the item title field this will pull all of the saved phrases that we have in our settings you can click and choose the one that you need and that gets updated likewise for every field you can update phrases in other my settings and you can select them to update the respective field if you Outsource certain items that are similar or the information is standard you can update them as products products primarily in print planner is used to save all the items that you sell off the shelf or they can also be termed as finished items but one way of using products is by Saving predefined information that you might require from time to time to Outsource to other suppliers so you can create templates of information for any standard items or any items whose information is almost similar every time you Outsource them to pull information from a saved product template please click on the select phrase icon that is available at the top of the item details section once done this will pull all the information that is available in our product module all you have to do is search a keyword that is related to the product and automatically the system will provide you a filtered content to select from choose the product and all the information that is available in the product will be updated in their respective Fields as you can see in here so this will save time once information is updated in the supply description Fields choose the type of costing your supplier should provide there are two types of casting type one would be the simple costing and this will be selected by default this is nothing but what is the cost of the item if you order 250 quantities and 500 quantities the second option is unit based costing use this when you require per unit pricing from the supplier which means what is the price of per item if you order 250 quantities and what is the price of per item if you order 500 quantities in this tutorial I'll be choosing simple casting because this is the method many of our customers also use the next option is the RFA return date this is nothing but the date and time let's reverse the supplier has to come back with their pricing job completion date is an information given to the supplier within which particular date the job needs to be completed if there is any artwork that needs to be shared with the supplier please click on upload to update the file in case if the file size is greater than 25 MB we would recommend to upload the file in a cloud storage such as Google Docs Dropbox so on and so forth and update the link and one of the description fields once done choose the required supplier from home you would like to request the pricing from you can either search for the supplier by the name or by the supply category similar to customers supplies can also be categorized now this can be based on the services or as per your preference for now I will manually choose the suppliers that are required and then click on select supplier once done click on print an email this will take us to the supplier or if your PDF page wherein we will provide some sample PDFs and you can preview them you can choose PDF that is required and then click on email now with respect to PDF if at all you require any manage changes in the standard PDFs that we provide you can let us know and we will make these minor changes for you if all the information generated in the PDF is good click on email by default the contact from the supplier will be pulled as a recipient of this email and individual emails will be created for every supplier for example print solutions has been emailed and below that you will find a different email to service and then the third Supply I will just call it even at this particular stage if at all you would like to exclude any supplier you can do that by simply unchecking that respective supplier name the template that we have selected while previewing will be automatically updated with the email if there are any PDFs attached while updating the descriptions for the suppliers then the PDF will also be available in here now the emails will be pulled from our Mi settings in our settings you will have options to create different versions of emails not just for other view but for all other purposes as well such as codes invoices other confirmations on and so forth we will update standard email body but if at all you would like to have your own you can also according to them either modifying the emails that we provide or create new email versions and you can manage multiple versions as well at the time of emailing just choose which template for example under the select template if you have multiple emails all of them will be listed one minute or the other and you can choose the version that you need with respect to suppliers we also provide an approval link that will be available in the body of the email now this is completely optional at the time of setting up the cement we can include this link and this will automatically generate within the email body now what this link allows your supplier to do is that it'll allow them to view the details that you would like to share with them it will also give them a platform wherein they can update the pricing and that pricing will be synced back into print planner so you don't have to manually update any pricing let me copy this link this will activate only after sending out the email let me click on send selected once the email is sent our code will generate at the same time let me open the link as well now as soon as the supply clicks on the link that we have provided in the email the supplier will be able to view this information and they don't have to log into front panels in the left panel they will see all the information that we have shared for the supplier in the mid panel the supply will be able to update their pricing and send it back to us under the right panel the supplier will be able to chat with us as well if required they can also share any files using this link a reverse timer will be running in the supplier link now this is connected to the RFQ date and time that we updated while creating the output code in case the supplier would like to decline the request they can simply click on the recline button if not they can update their information here we are updating some sample pricing to show you how this looks in our summary page if the supplier would like to provide a separate cost for delivery they can update the delivery cost in the field provided foreign if the price updated by the supplier already accounts for the delivery charges they can choose yes in the delivery included field if the price updated does not account for the delivery charges they can choose no and update a separate delivery cost if the supplier would like to add any comments they can update the command field and click on acceptance code the supplier will receive an alert message now this pricing information will be synced to our Montana system now let's go back to our film planner system in our friend planner system code summary page you will find all the quote information such as the code number title and the customer information related to this code in the left handle below the port information you will also find the item details as of now we've just added one item if we add more items it will be displayed one below the other in the mid panel you will see the breakdown of pricing once we choose a suppliers price at the top of the Min panel you will find details to how many suppliers we've sent requests and how many suppliers have responded now this information will generate only if we use the supplier code approval link if we send an email without the quota approval link this information will not be provided if you recall we have updated pricing from only one supplier link and hence the response is only one now where do we find the supplier pricing towards the right of your screen you will find an item action drop down from the drop down choose codes in the supplier code page you will find the price information that was sent by the supplier using the link you can expand the pricing section the collapsing the left panels you will also observe a highlight around the supplier price now this highlight is also generated based on your preference at the top right of the screen you will find an option called highlight code based on and a drop down by default the lowest quote will be selected but if at all you would like to change you can go ahead and change them as well as and when other suppliers provide the pricing through the link their information will also be updated in this page if a supplier does not use the link but simply replies back to your email you can manually update the pricing in this page for example for service designs let's update the pricing manually let's enter the code number cost a delivery price and based on our default markup the total selling price will be calculated automatically Now the default markup will be pulled from our settings which you can change as per requirement but on a code to code basis if at all you would like to increase or decrease markup you can do that as well for example here instead of 30 if we would like to charge 25 percent we can do that and automatically the pricing gets changed once you've received all the pricing from the supplier crawl towards the left and choose your preferred price before saving this price let me show you the other features within this particular page if I open our supply code right funnel you will see the details of the code again you will also have a section to broadcast or chat with selected suppliers for some reason if at all you would like to add more suppliers you can do that by clicking on the add supplier option that is available at the top left of your screen this will provide a pop-up window from where you can select the supplier and the contact for the supplier as per requirement now these are some of the features that are available on the supply code page let's now save the price we have selected we will receive an alert message at the same time the selected price will be updated in our code summary page now in the pricing details if we observe we have a markup as well as a profit margin now this is your choice if at all you would like to only use markup then you can set up profit margins to be zero percent for all the customers if at all you would like to set up margins then ignore markup in our settings if you would like to add both markup and margins in a code please remember margins will be added on the marked up price and not on the actual cost if more pricing needs to be added to this code towards the left of the screen you will find a sub item drop down if you would like to add additional pricing which in turn needs to be outsourced to a different supplier choose artwork again if you would like to add pricing for a service that you provide internally then we recommend adding other costs let's click on other cost this will pull all the other cards that are available in this system other cars are nothing but additional charges that you would like to add to a code and all of these additional charges can be created in our Mis settings they will have their own pricing with formula which you can create and based on the formula used pricing will be calculated in our code other costs can also include some of the parts that you would like to Outsource because the other parts that you create can also be linked with a supplier if required here let's add a charge for the Design Services provided click on design Free Press now this is a category which you can custom create as per your preference in our settings these are sample of the parts that we have created but in your case you can custom shade as per your requirement let's choose the prepress and setup time the way this particular other cost is set up is on an hourly charge and in this case we are charging 75 dollars per hour now based on the time that we enter in ours the system will automatically calculate the total cost and the selling price here I'm updating to us as a time spent and let's click on OK and immediately you will observe our cost is calculated since no markup has been set up for this particular cost the selling price is same as the cost but if at all you would like to add a markup you can still do that by adding the markup percentage and automatically your selling price will be calculated and then click on Save if you would like to add more other costs you can select them from the other first section update the details and they will be listed under the selected or the cost items so you can add multiple of the cost at the same time and then click on Save If You observe the other cost details or updated in our summary page with its price information based on the pricing elements we've added to this particular code a subtotal will be calculated rounding for the subtotal can be managed from our Mi settings and in case if at all you would like to manually change the subtotal you can do that as well by keying in your information if you would like to lock the keyword information then click on the dialog icon this will ensure even if you make any changes to the pricing above your subtotal will remain the same if you have a requirement to manage multiple taxes all the taxes can be updated in our settings and for some reason if at all you would like to change the tags in the port using the tax drop down you can go ahead and make those changes as well system will calculate the final selling price it will also give you information on the profit in terms of dollar amount as well as percentage let's look at some important options that are available in the summary page in the left panel you will find code actions this is where you will have options of emailing the code to your customer or just printing them you can also copy a code to the same customer or a new customer this will come in handy if at all you have returned requests or repeat requests from your customers attach is where you will upload your artworks or proof if you haven't already done that while updating all of your details to your suppliers you can also do that once support is created delete is to delete this entire code and rerun is to make any changes to the code that we've created for example if at all you would like to go back and change the quantity or the selection of suppliers on and so forth you can still go ahead and do that by clicking on the rerun option the next option is the item action drop down item action will provide options using which you can manage a specific item within a code copy is to copy of the item for example in this case premium business card again into the same code history will display the various activities we've performed in the specific code with the details about who's the user and date and time stamp code we've already seen this is where you will find all the pricing and this is where you will update all the software pricing and then we have print RFQ use print out of here if at all you have made any changes to the outer code and would like to send an updated RFQ request to your suppliers then we have item description so this will sync all of the supply information that we've provided to our suppliers in the code section as well and in case if at all you would like to update any you can still make any changes and click on update below I have time descriptions we have quick links whenever we progress this code to our job the link to the job will be created in here likewise when we create invoice delivery purchase on and so forth the respective links will be created so you don't have to get into every module to search for them you can simply click on the link to navigate between these connected records if you create designs in-house and are looking for a platform wherein you can interact real time with your customers share files with your customers and provide approval features then our artwork approval is the right functionality for you because this allows you to invite your customers to this platform you can interact with them real time and share files with them for their approval this also has the ability to invite an external designer to the platform and be part of the approval process you can find more details in the artwork approval video and then we have task and call if you would like to create any tasks related to this particular code and assign it to a specific person or to yourself as a reminder to do something in the future then you can use task and call within print planner you can create task and call either from but ask and call panel and then click on the add option so we have options of adding a task as well as a call or you can simply click on the Bell icon that is available at the top right of your screen this lists all the notifications you've received in here you can click on the add option and then choose to add a task for a call more details are available in our add task or call video if more items should be added to the code before sharing it with the customer all you have to do is click on add item and then choose the type of item you would like to add we've already seen how an outwork item or an outdoor code can be created now let's look at product catalog choose product catalog this will pull the list of products that are available in our printana system you can scroll for the products or simply search for the products that you need let me add a similar product that we have outsourced to show you how this works so let's click on business cards this will pull up a pop-up window with the product information all the products can be set up in our product module each product can have its own tier pricing and this pricing metrics will be available in the pricing section down below you will have options to update the quantity required and then any variations options to choose for the product the options you select may or may not have an effect on the final pricing or the selling price so let's quickly update the required quantity let's choose options and if You observe as and when I choose options the respective pricing is also generated once done click on Save and close and you can quickly create a code and if you can see all the informations are updated in the mid panel of the code product module comes in handy if you have your supplier pricing list with you for the various items this list can be updated in our product module and you can easily add them to The Code by following the instructions we just displayed apart from the options that was available in the products if you would like to add more options of pricing additional pricing can be updated using the sub item option once all the items that are required and additional pricing in terms of sub items are updated in the code from the code actions drop down choose either to print or to email let's look at how the print option functions so once we choose print it will automatically generate our default PDF template now if you require any changes to the template that can also be done we will also provide some stock templates with varying informations for you to choose from if you are looking for a template where you would like to display the images of the items ordered by a customer for such cases we will provide an alternate template for example let me choose promo code template from this demo system the very first item premium business card we've not associated any image or uploaded any image hence you do not see an image for the specific item but if I scroll down for the second item which is nothing but the business card which we pulled using our product there is an image Associated and the image is also displayed in here so likewise based on your requirement and setup varying default templates with the merge without images on and so forth and accordingly the system will generate data for you we can pick and choose the template of your choice and then click on email once done the template that we have highlighted will be attached in the email automatically so we don't have to do it manually for the specific our customer contact for the specific code will also be attached and the default email will also be generated if you would like to change the email version you can do that from the template drop down if you have multiple email versions those version names will be available and you can pick and choose similar to our supplier approval link we also have a link for customer approval let us choose an email draft with customer link and click on send to email the customer let's take a look at the custom approval link this is the customer approval link in the left panel you will see all the items that are shared with the customer in the mid panel customer can see the coach template that was emailed to them and in the right panel they can view the respective items price with an option to approve or decline the mid manual PDF will be available in the link for the custom order View and this will also be attached in the email as well customers can click on the item to view the respective pricing and then approve or decline as per their preference now let's approve both the items system will alert us if we are sure to approve click on OK once done you will see a success message likewise let's choose item 2. unapprove that as well so using the link we have approved the codes and this is how your customers can also approve the codes let's go back to our summary page in the summary page you will observe the code approval status will be displayed both for item 1 as well as item along with this you can also receive notifications in our Bell icon if you would like to receive an email notification that can also be set up in our Mis settings if you do not want to use the approval link or if the customer provide the approval by replying back to the email then we will not see the code approval status or receive notifications once you receive approval from customer either through Court approval or through email click on progress to job choose the items that should be progressed if the customer has rejected an item uncheck the item and click on next if all items are approved leave the check box ticked and click on next you will be given an option to choose the quantity the customer has approved choose the respective quantity for an item and then click on next in case if there are multiple items you have to choose the quantity for all the approved items and click on next our system provides our users with enough control over what items needs to be progressed to a job because anything that gets into a job is a confirmation given to all your stuff that these orders or these jobs must be fulfilled after choosing the items on the quantity system will provide options to create a delivery node and you can choose for which main items and sub items purchase order should be created right on the specific screen if you would like to create a delivery note and purchase order at a later time simply click on OK if not you can check the required checkboxes and then click on OK for now I'll leave the check boxes as it is and click on OK so that I can show you how you can create delivery note and purchase order in the job page now my job is created key difference between the court and the job is that in the code you will see price comparison so we have two different quantities and their respective prices were displayed on the same screen in the job only the quantity and the item that is confirmed by the customer will be available the information that is available in the job is what the team should fulfill all the features that are available in the code except for the supplier and customer approval links are also available in the job in addition you will find an electronic job card if you choose to go paperless under item action drop down and this will be available for every line item of the job if you would like to print the job card then under job action you can use the print option that is already available print and email will work similar to what we showed in the code module under quick links you will find option to create an invoice delivery and purchase order when required if your process is to start designing after the code is approved we suggest using the artwork approval in the job now let's create a purchase order under quick links click on purchase create choose the items and the options for which you would like to create purchase orders click on create View if multiple suppliers are linked to the job items system will create one purchase order for each suppliers with all the items linked to them let's open a purchase order if the supplier is already linked to the items the supply information will be pre-filled if not you can select a supplier as well this is an Outsource item such as order hence you will find the supply information pre-fold if you scroll down you will find the item information along with the pricing we received from the RFQ code you can manage to whom the item should be delivered by editing the delivery address if the item should be delivered to another supplier for finishing please update the second suppliers address if the item should be delivered directly to the customer or to your shop the default Choice can be set up in our settings click on actions and choose print to select the PDF choose the PDF of your choice and click on email to send confirmation to your supplier PDF and email works the same way what we showed in the estimate module let's go back to our purchase order if you receive any information from the supplier such as the supply code number or invoice number you can go ahead and update them this will help you when you pull purchase order related reports once the items are delivered or if you receive them check the goods received checkbox and click on Save marking a purchase order has Goods received will indicate the close of this purchase order purchase orders can be integrated with your accounting software to sync information one way from print planner purchase order to your accounting software as a purchase order or as a bill depending on the API available in your accounting software you can also automatically move your purchase order to your archive list when you mark the purchase order as Foods received or as invoice received or when you export the purchase order to your accounting software and this action can be set up in our Mis settings let's create an invoice from the job in the job summary page click on progress to invoice or click on invoice create to exclude any item from the invoice uncheck the item and click on next leave all the items checked and click on next you will have a choice to retain the job on the live list or you can choose to Archive as well if you are creating an invoice for advanced payment or if the job is in progress choose the first option to keep the job live and click on continue once the invoice is created you'll still have options to make changes to the information or price using the rerun option under the item action drop down similar to purchase orders you can integrate invoice with your accounting software you can export invoice to your accounting software to process payments but in the invoice email you can add a payment link by integrating with your payment Gateway if you do not use an accounting software and are looking for a tool to capture payments you can use record payment feature in the invoice summary page click on the Arrow key beside invoice info beside the paid level click on the add icon the window will provide the outstanding amount of information click on record a new payment if you have received the full payment leave in full selection as it is if you have received a part payment choose in part update the amount received select the mode of payment choose the date of payment update notes if required and click on record payment and close once done the payment received will be recorded if a payment button or link is emailed to the client the payment information will be recorded automatically now let's get into the job and create a delivery node in the job summary page on the quick links click on delivery create in the delivery notes window click on choose address by default the delivery address will be pulled from the job summary page delivery address we can change the address if required by clicking on the add address icon if the items should be shipped to multiple addresses click on add another address update the items quantity that should be delivered to the respective addresses if one of the items should be shipped to a different address for example the second item remove the quantity and update the quantity in the second address click on ADD address to choose the required address this way two delivery nodes will be created for each addresses with respective items if the same item should be delivered to different addresses update the quantity that should be delivered to the first address and to the second address if items should be shipped to more addresses click on add another address and update the address as per your requirement for now let's create a simple delivery node and see how it works once done click on raise and close under quick links you will find a link to the delivery note click on the link to open the delivery note by default customer information will be put from our jobs along with the delivery address scroll down to find the item information you can update how many item quantity is packed in a box carton poly bag Etc first of all calculate how many units such as box cartons Etc will be shipped once the items are shipped update the tracking number as well as the tracking URL if the consignment fields these information can be updated in the PDF that is sent to the client email and print will work similar to what we showed in the code module if you choose to integrate delivery node with the shipping software label information will be pulled from the shipping software automatically based on the status change once the items are shipped check the goods delivered checkbox and Save this will close the delivery node process we have now seen how we can create a code email RFQ requests to suppliers request code approvals from customers once quote is approved progressing a code to a job creating a purchase order invoice and deliveries from a job to manage your quotation as well as your job process we have provided boards in the system under Court module you will find code ports in the code board create a workflow to follow for your quotation process similarly in the job board create a workflow you follow to complete or fulfill your orders received now this can be one or many boards for more information please see our webinar on boards anytime you need any data you can view and download information from our reports module with this we have come to the end of this webinar if you did not find the answer you were looking for in this webinar please feel free to create a ticket to our support team thank you