Settings - My Company - Setting up Codes and Defaults

Designer: The Designer is the employee that is working on a project. Here you can select which designer you would like as a default when entering an activity.

 

To enter additional groups and names into Studio Designer you would do this under Settings > Employee Groups. Associate Designer, Principal, and Senior Designer already come loaded into the account but if you select “+ New Group” you can add as many names/titles as you would like.

 

Room List: Room List is the name of a group of rooms. For example, “Residential” is a room list and would contain rooms such as living room, dining room, bedroom, etc… You are able to add as many room lists as you would like. Under Address defaults, you need to decide which “Room List” you would like set as your default when creating items.

 

Rooms: Rooms are created within Studio Designer to contain the items that will be going to the perspective room in the client's project. To add rooms go to Settings > Rooms.  There is no limit to how many rooms you can create.

 

Ship Via: You need to select which shipping method you would like set as your default. You are able to add additional “Ship Via” names under Settings > Ship Via. USPS comes pre-loaded into Studio Designer but you are able to add UPS, FedEx, DHS, and whatever else you would like. What you set for your default will auto-populate in codes when creating a new item.

 

Terms: Terms are how you conduct business with a Client or Vendor. To add Terms into Studio Designer go to Settings > Terms.

  1. The Deposit % is if you pay your vendor or receive from your client.
  2. Discount % is if you pay before the vendor invoice date plus the discount days.
  3. Net Days are the numbers of days to add to the vendor invoice date before it is due.
  4. Discount Days are the number of days to add to the vendor invoice date to receive a discount.

     

There are 4 terms that come pre-loaded into Studio Designer and below are their meanings:

- 50% Deposit: 50% deposit is required

- Net 30: You or the Client have 30 days from invoice to pay the balance

- Open Account: The design firm has established credit terms with the vendor, typically 30 days to pay.

- Proforma: You or the client have to pay 100% deposit upfront.

 

Tax Location: Tax location is very important and will dictate the amount of tax that is charged on an item or activity within Studio Designer.

 

  1. To set up Tax locations you go to Settings > Tax Locations > “+ New Tax Location”. When you are here you will name the Tax Location based on where it is Ex. (CA Tax, Los Angeles Tax, NY Tax, No Tax).
  2. Next, you need to select the Tax Rule which will dictate how the Tax is calculated. There are specific Tax Rules for a few different cities and countries but most of the time you will be selecting “Tax Percent 1”. By selecting Tax Percent 1 you will be saying that the Tax Percentage will be whatever you enter for the Tax Percent 1 field. So if you know that you are creating a Tax Location for Las Vegas and the Tax is 8% you would select Tax Percent 1 and enter 8.0% in the Tax Percent 1 field.
  3. Then you need to enter the Tax Rate for Time Tax Percent. This is the Tax Rate that will apply to all Time Billing Activities for this Tax Location.
  4. Selling Taxable Yes/No – This will dictate if items will be taxed.
  5. Mark Up Taxable Yes/No – This will dictate if the Markup on items or activities is taxed.
  6. Time Taxable Yes/No – This will dictate if activities will be taxed.
  7. Now you need to select the cash account associated with the Sales Tax Account. You are able to create your own under Chart of Accounts and there are many default accounts already created. Users typically choose “Sales Tax Payable” for the Sales Tax Account.
  8. Now you can select a cash account associated with the Prepaid Tax Account. Most users would also choose Sales Tax Payable.
  9. Now you can select a cash account associated with the Time Tax Account. Most users would also choose Sales Tax Payable.
  10. Lastly, if there is any local tax you are able to enter that in the field “Local Tax Percent 1” and this will be added onto what is input for Tax Percent 1.

Copy Purchase: What you select will dictate how information is or is not copied from the purchase cost to the selling cost side of an item.

Always will always copy the purchase cost information to the selling cost information on an item and vice versa, they cannot be different.

Never will never copy the details to the purchase selling cost and you can edit both sides freely.

Zero will copy the information from the purchase cost over to the selling cost side once, but then you are able to edit and make whatever changes you would like to.

Chart of Accounts: Chart of accounts is a list of all the different accounts you will be utilizing within studio designer. You are able to create Cash and Credit Card accounts. You are able to create Asset, Liability, Equity, Income, and Expense accounts. There are roughly 60 pre-loaded accounts that have been created and named in Studio Designer.

  1. To create a new account select “+Add New Account”.
  2. Name the account accordingly Ex. (Chase Checking or MasterCard)
  3. Enter a reference as well as select the type of account.
  4. For code, you have to decide which accurately describes your account or what your account pertains too. You can choose from:
  5. Cash
  6. Current Assets
  7. Long Term Assets
  8. Furniture and Fixtures
  9. Current Liabilities
  10. Long Term Liabilities
  11. Owners Equity
  12. Income Sales
  13. Income Time Billing
  14. Income Miscellaneous
  15. Cost of Sales
  16. Administrative Process
  17. Lastly, you have the option to enter in a department the account is associated with as well as name it a “Sub Account” of another account. You may also select if this account is Active, or a Cash or Credit Card account.

General Ledger and Account Defaults: Here you need to select which accounts will be your default for Cash Receipt, Cash Order, Cash Office, and Credit Card Account. This is entirely up to you and how you decide to run your business. 

Time Billing Rates: This default will dictate how you are able to enter Time Billing with clients. You need to know how you plan to bill your clients, below are the descriptions for each.

1 Client -You will bill clients a flat rate based on what client you are working with, the rate will never change unless you work with a different client.

2 Client, Employee - You can bill the client a different rate depending on what employee they are working with.

3 Client, Employee, Group - You can bill a client a different rate based on what employee they are working with and what employee group they are classified as.

4 Client, Employee, Activity -You can bill a client a different rate based on what employee they are working with and what activity they are doing.

5 Client, Employee, Group, Activity You can bill a client a different rate based on what employee they are working with as well as the employee group and activity

Option 5 gives you the most flexibility when billing a client and the remaining options are different combinations of what is listed above.

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