Setup defaults for Proposals, Orders, Invoices

The codes tab is where most of the information that automatically populates within Studio Designer is selected and stored. Changes to the Codes tab do NOT automatically update existing address records.

Address Defaults

The boxes in the image below include all defaults that are used for new Address records.  

The selections here will automatically fill into the new Address records as they are created.  

General Ledger Accounts

If these are left blank, the cash account fields will default to the first account with a Cash Account designation in the Chart of Accounts.

Cash Receipt

The default cash account when you open the Money In screen.

Cash Order

The default cash account when you select Money Out | Order Payments.

Cash Office

The default cash account shown in Money Out | Office Payments.

Credit Card Account

Default Payment Account when selecting Credit Card when entering Vendor Payments on an order.

Form Numbering

The selections below are used when you first begin using Studio Designer. 

By default your new Studio Designer account will start like the image below and the best practice is to begin with the default numbering. 

They were designed this way to keep from overlapping form numbers.

Once a Proposal #, Order #, or Invoice # has been created, all new forms will automatically continue sequentially within that grouping. There is no way to change this to a number less than the last # printed.

Last Check # can also be updated from within the Money Out screen and will automatically update each time checks are printed.

Currency

The selection here will print below the amounts on client and vendor forms. 

The list is compromised of our most commonly requested options. 

If you require an option that is not available, please submit a free email support request and let us know what option you need.

Date Format

How dates will be entered and formatted within the screens and forms.

  • MM/DD/YYYY = Month Day Year
  • DD/MM/YYYY = Day Month Year

Item Sidemark

When creating items, a sidemark is automatically generated for the Item component.

The option chosen here will automatically fill into the Sidemark field on the item.

  • Description - The description of the item will automatically be filled into the Sidemark field.
  • Item - The Sidemark field will automatically be filled in with the Room - Item - Component of the current item.
  • Both - The Sidemark field will automatically be filled in with both the Item (above) and the description.

Order Sidemark

  • Order - Will show one sidemark directly below the Ship To address box.
  • Each Item - A sidemark will show for every item on the order

If the order is already long, showing one sidemark for the entire order will take up less space. But if you want the vendor to sidemark each item, it may be best to show it beside each item. 

This is also selectable when printing the order.

Order Code

The order code defines how items are separated when orders are created.

  • 1 Order per vendor - combine all items for one vendor on one order
  • 1 Order per room - combine all items for one vendor in one room on one order
  • 1 Order per item - create a separate order for every item

Orders are automatically separated by Ship To regardless of the option chosen for Order Code.

Invoice Code

The Invoice Code defines how items are separated when invoices are created.

  • 1 Invoice per client – combine all items for one client on one invoice
  • 1 Invoice per proposal – combine all items for one client on one proposal on one invoice
  • 1 Invoice per item – create a separate invoice for every item

Invoices are automatically separated by Tax Location regardless of the option chosen for Invoice Code.

Time Billing Room

When time billing invoices are generated, an item is created for the total invoice amount. 

These items can be assigned to a room to keep time billing items grouped together. 

The room defined here will automatically be entered for new time billing items.

It is recommended to set this to the “Time Billing” room from the “Residential” room list. 

Time Billing Rates

This code defines how you determine the rate you charge clients for your time. 

First you define the time billing rate code here.

Then you set up the client rates in the time rates file (Files | Time Rates) that correspond to the code you selected.

  • 1 Client
  • 2 Client Employee
  • 3 Client Employee Group
  • 4 Client Employee Activity
  • 5 Client Employee Group Activity
  • 6 Client Group
  • 7 Client Activity
  • 8 Client Group Activity
  • 9 Employee
  • 10 Employee Group
  • 11 Employee Activity
  • 12 Employee Group Activity
  • 13 Group
  • 14 Group Activity
  • 15 Activity

You can select a time billing rates code of 1 Client. 

This means you define a specific time billing rate for each client. 

If you have 10 clients, you would setup 10 time rate records in the time rates file. 

One record for each client with their corresponding rate.

Example:

DOUGLAS, $120


If you select a time billing rates code of 2 Client Employee, you would need to define a specific time billing rate for each client and employee combination.

If you have 10 clients and 3 employees, you would setup 30 time rate records in the time rates file.

One record for each client and employee combination.
Example:

DOUGLAS, John $120

DOUGLAS, Susie $150

 

If your Time Rates are not coming in with the correct rate: 1. Confirm that the option in My Company | Codes is set correctly.  2. In Files | Time Rates make sure only what is selected in My Company is included.  For example, if you chose Client, Employee the entries in Time Rates should be for each client and each employee, there should be no group, activity, etc. chosen in the Time Rates.  3. View inactive Time Rate entries and confirm that there are none that are not setup correctly.

Territory

This is used to define where your firm is located. 

This is for Studio Products online product catalog.

Image Size

Images are automatically scaled to the size entered when save to your Amazon S3 account.

View Item Image

Set the item default view (within the Item List page) to Items Image.

Checked:  The default view when opening the item list screen will be Items Image which will display a small preview of the primary image associated with each item.

Unchecked:  The default view will be the Items list without displaying the image. 

Use Undeposited Funds

This field allows you to define if you want to use the Undeposited Funds feature.

Undeposited Funds allows you to deposit client payments into an undeposited funds account.

These funds are transferred to the cash account when a deposit is made into your bank account.

It is recommended to leave this unchecked until you are familiar with undeposited funds. 

The Make Deposit function will not work correctly unless this box was check marked when the Undeposited Funds account was used.  If you have used this incorrectly and are now having problems reconciling or depositing funds, our support consultants can help.

Order Deposit

This field allows you to define if you want to use the Order Deposit feature.

If Order Deposit is checked, then order deposit payment entries will be automatically created in Money Out when you create an order for a vendor who's terms require a deposit on goods.

It is recommended to leave this unchecked until you are familiar with order deposits. 

Default Unit Each

If this is not checked, the unit for all items will default in as blank. 

If checked, the unit will default from the Sales Code.

 

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