My Company: Company: Reports

The fields on the Reports Tab define defaults for how reports and documents are produced.Many of these can be changed at the time you print forms. At this time, the only options for formatting reports and forms are all available on this page and the messages page.

Copy

Email a copy of documents to you.

When you email forms from Studio Designer, they are sent straight from the cloud.

Because they do not send from your email program (Outlook, etc.), a copy is not available in your sent folder.

If you need a copy for your records, you have two options:

  • Placing a check in the boxes above will have a copy of the corresponding document automatically sent to your email address when you send one directly from Studio Designer.
  • Always email to yourself rather than to the client or vendor, then forward from your email program to your client or vendor.  This is the only way to have an actual "sent" record.

If you choose the second option, you should not check any of the options in the image above or you will end up with two copies each time.

 

Print Defaults

Descriptions are below for each option. 

Some of these options are also available at the time of printing. 

These are noted with an *. 

*First Component Only

When proposals and invoices are produced, many items can be combined into one description.

You may have a chair frame, fabric and pillows that make up one item.

Each related item would be assigned the same Room and Item #, but would have a unique component, like A, B and C. 

Checked:  Only the description for the first component “A” is printed.

The amounts for the A, B and C components are totaled into one amount and shown as the total price for component A.

Unchecked:  The description and amount print for each component.

Our Best Practice is to always assign a Room, Item # and Component to every item.  It not only enables the First Component Only function to work, but it also provides a unique identification for each item.

*Show Client Item #

This will automatically include the Item # and Component on Proposals and Invoices.

Checked:  The item# and component will be shown on Proposals and Invoices.

Unchecked:  The item# and component will NOT be shown on Proposals and Invoices.

*Show Vendor Item #

This will automatically include the Item # and Component on Orders.

In the Report screen, this option is listed as "Show Item #".

Checked:  The item# and component will be shown on Orders.

Unchecked:  The item# and component will NOT be shown on Orders.

In the Report screen, the last two options are listed as "Show Item #".

*Show Unit Price

Each item can show Quantity, Unit Price and Total Price.

Checked:  The unit price will be shown to the left of the total price on Proposals, Orders and Invoices.

Unchecked:  Only the total price will be shown on Proposals, Orders and Invoices.

*Show Mark Up

When proposals and invoices are produced, the mark up is normally added into the base price of each item.

This option allows it to be shown as a separate amount.

Checked:  The mark up for all items will be totaled and shown after the Sub Total at the bottom of the form.

Unchecked:  The mark up will be included in the price of each item.

*Show Other Cost

Other Costs are normally only shown as a total at the bottom of each form.

This option allows the Other Costs to be shown individually below each item as well as being totaled at the bottom.

Checked:  The other costs will be listed below each item and a total will also be shown after the Sub Total at the bottom of the form.

Unchecked:  The other costs will only be shown as a total at the bottom of the form.

*Show Room Total

When proposals and invoices are produced, a total for each room can be shown.

Checked:  A total for each room will be shown.

Unchecked:  A total for each room will not be shown.

*Show Currency

The currency abbreviation chosen on the Codes tab can be shown at the bottom of forms.

Checked:  The currency abbreviation will be shown directly below the totals at the bottom of forms.

Unchecked:  The currency will not be shown on forms.

Show Proposal Client

The Client ID can be printed on Proposals and Invoices.

Checked:  The Client ID will be printed on proposals and invoices.

Unchecked:  The Client ID will not be printed on proposals and invoices.

Hide Order Client

The Client ID can be hidden on Orders.

Checked:  The Client ID will not be printed on orders.

Unchecked:  The Client ID will be printed on orders.

Hide Sales Tax

Sales tax and other cost totals can be hidden on proposals and invoices.

For proposals, this will hide the sales tax and other costs on both the screen when you view the form, as well as the printed proposal.

For invoices, it will hide sales tax on the screen when you view the form.

The printed invoice will still show other costs and sales tax.

Checked:  The sales tax and other costs will be hidden as per above.

Unchecked:  Sales tax and other costs will always be shown on proposals and invoices.

Hide Date Printed

By default, the printed forms show both the dates created and the date printed.

Checked:  The date printed will not be shown.

Unchecked:  The date printed will be shown directly below the form date.

Hide Proposal Invoice

The proposal # can be hidden on the invoice.

Checked:  The proposal # will not be shown on the invoice.

Unchecked:  The proposal # related to the first item printed on the invoice will be shown at the top of the invoice below the invoice #, date, etc.

*Include Attachments

When proposals, orders and invoices are produced, links to attachments can be shown, as well as additional images.

This allows clients and vendors to select the link to view the attached documents.

Checked:  Additional images and links to attachments will be shown.

Unchecked:  Additional images and links to attachments will not be shown.

If you will not using attachments it is recommended that this be left un-checked.

Include Taxable

A "T" can be printed next to taxable items on proposals and invoices.

Checked:  A "T" will be printed next to each taxable item on proposals and invoices.

Unchecked:  No marker will be placed to distinguish taxable from non taxable items.

Time Billing Sort

Select the default option for printing time billing invoices.

  • Detail by Date - prints all details, sorted by date.
  • Detail by Activity - prints all details, sorted by activity.
  • Detail by Employee - prints all details, sorted by employee.
  • Detail by Group - prints all details, sorted by group.
  • Detail without Employee - prints all details but does not show the employee.
  • Activity - summary with one total for each activity, includes total quantity (does not show rate).
  • Activity without Quantity - summary with one total for each activity, no quantity is show, only a total amount.
  • Group - summary with one total for each group, includes total quantity and rate.
  • Description - summary for each description, includes quantity and rate.

Print Style

Select your preference for printed proposals and item invoices.

  • Standard - Column titles are encased in a small, grey box.
  • Box Grey - Form title is encased in a grey box, column titles are encased in a slightly smaller grey box.
  • Box Beige - Form title is encased in a beige box, column titles are encased in a slightly smaller grey box.

*Print Image Size

Select preferred size for printed images on proposals, orders and invoices.

  • Actual
  • 100 pixels
  • 200 pixels
  • 300 pixels
  • 500 pixels
  • No (images will not be printed)

Address and Logo Options

Header Name

When documents are produced, your company name can print at the top of the documents.

Checked:  Your company name will print.

Unchecked:  Your company name will not print.

Header Address

When documents are produced, your address can print at the top of the documents.

Checked:  Your address will print.

Unchecked:  Your address will not print.

Header Phone

When documents are produced, your phone number can print at the top of the documents.

Checked:  Your phone number will print.

Unchecked:  Your phone number will not print.

Header Fax

When documents are produced, your fax number can print at the top of the documents.

Checked:  Your fax number will print.

Unchecked:  Your fax number will not print.

Header Email

When documents are produced, your company email can print at the top of the documents.

Checked:  Your company email will print.

Unchecked:  Your company email will not print. 

Header Website

When documents are produced, your website can print at the top of the documents.

Checked:  Your website will print.

Unchecked:  Your website will not print.

Footer Name

When documents are produced, your company name can print at the bottom of the documents.

Checked:  Your company name will print.

Unchecked:  Your company name will not print.

Footer Address

When documents are produced, your address can print at the bottom of the documents.

Checked:  Your address will print.

Unchecked:  Your address will not print.

Footer Phone

When documents are produced, your phone number can print at the bottom of the documents.

Checked:  Your phone number will print.

Unchecked:  Your phone number will not print.

Footer Fax

When documents are produced, your fax number can print at the bottom of the documents.

Checked:  Your fax number will print.

Unchecked:  Your fax number will not print. 

Footer Email

When documents are produced, your company email can print at the bottom of the documents.

Checked:  Your company email will print.

Unchecked:  Your company email will not print.

Footer Website

When documents are produced, your website can print at the bottom of the documents.

Checked:  Your website will print.

Unchecked:  Your website will not print.

 

Address and Logo

Address Alignment

This option only applies to name and addresses shown in the header.

All footer information is automatically centered.

The alignment for your address at the top of proposals, orders and invoices.

Options:  Left and Center.

Logo Alignment

Options: Left, Center and Right. 

Header Logo

When forms are printed, your company logo can print at the top of them.

We provide spaces for you to store up to three different headers and three different footers.

Header Logo 1

This field points to the URL where your logo is located.

Example: https://s3.amazonaws.com/swlogo/studiowebware.jpg

https://s3.amazonaws.com/ This piece is static and must always be the same.  You can copy and paste from here.

swlogo/ This piece identifies the bucket name where the logo is stored.

studiodesigner.jpg The file name of the actual logo (must be .jpg)

 

Header Logo 2 and 3

Are stored exactly the same way.

Header Logo 1 is the default in the Reports screen, but you can choose to use an alternate Header Logo as long as it has been stored on this page ahead of time.

 

Footer Logo 1, 2 and 3

When documents are produced, your company logo can print at the bottom of the documents.

This field points to the URL where your logo is located.

Example: https://s3.amazonaws.com/swlogo/studiowebware.jpg

 

A note of caution, footer logo's will "float" at the bottom of the printed data on the last page of your forms.  They do not automatically go to the very bottom of the page.  There is currently no way to change this.  If this is an issue for you, we suggest you use the Footer Name, Footer Address, etc. rather than a footer logo.

 

Logo Specifications: Please email your logo to help@studiosupport.com in a .jpg format.  Ideally, when it’s viewed at full size (100%), it should be just slightly smaller than you actually want it to print.  The logo should be a max height of 150 pixels and a max width of 700 pixels.  Be sure that what you send is crisp and high quality.  Since web documents are rendered in PDF, they tend to stretch images just slightly which can blur lines.  This tends to be more obvious in text and logos with minimal contrast.  We cannot edit your logo, so please have it the size you want before emailing it to us.

 

Form Titles

The default titles and text that print on forms can be changed here and on the Reports page at the time you print.  It is not recommended that you use punctuation or special characters in these fields as that can result in error messages.  (For example, use "20 percent discount" for Mark Up Text, not "20% discount.") 

Mark Up Text is the title that will print at the bottom of the proposal and invoice within the totals section of the forms if you choose to display the mark up.

All of the other options are the titles printed at the top of each form.

This includes:

  • Proposal Text
  • Order Text
  • Acknowledge Text (accessed from within the order)
  • Invoice Text
  • Time Invoice Text

 

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