The Address Section allows you to enter and maintain address records for clients, vendors and any other address you use in the course of your business.

The Contacts section allows you to enter and maintain information for individuals associated with your address records.

  • Select Projects
  • Select Address

From this section (image below) you can add, edit and delete address records. Due to filter and view selections, the screen below shows active client and vendor records.

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To add a new address record, select the blue tab on the right 'New Address' icon. To edit an existing record, select edit to the right under actions. 

An address record contains five tabs: 

1). Address

2.) Codes

3.) Contacts

4.) Update Tax

5.) Notes

 

1.) Address Tab

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Address ID: The address ID is a short name used to identify this address record. It is the most important identifier in Studio Designer and is automatically capitalized when it is saved. Address records are generally sorted by the address ID also.

Example: Mr. and Mrs. Brian Douglas = DOUGLAS

As with any type of ID in Studio Designer, we advise against the use of special characters or punctuation in Address ID's.  Use of special characters and/or punctuation will cause unpredictable errors which may include the inability to select the record, or print forms (Proposals, Orders, Invoices, etc). In addition to special characters, multiple spaces between words, such as two spaces between "John" and "Smith" can cause the same kind of issues.

Note: The email address must be filled in to use interactive documents for this client.

Phone: The main phone number for this address record.

Mobile: The main mobile phone number for this address record.

Fax: The main fax number for this address record.

Email: The main email address for this address record.

Website: The website address for this address record. Include the prefix. IE:www.StudioDesigner.com

User Id: Your firm's User Id for the website if it is password protected.

Password: Your password for the website if it is password protected.

Note: These last two are most commonly used for vendor websites.

Type: The type of address record. Studio Designer has 10 address types already entered.

You can add additional address types any time by selecting Settings | Address Types

Client

Project

Vendor

Showroom

Manufacturer

Ship To

Office

Prospect

Personal

Other

Note: Although you can add various address types, only the default types will automatically show up within corresponding areas of the program.  For example, you could create an address type of "Residential", but there would be no way to make it automatically show this type when selecting clients from within an item.

Copy Address: Copy address allows you to automatically copy the physical address to the mailing address. If copy address is checked the physical address is copied to the mailing address.

Name: The name of the client or vendor for this address record.

Address: The physical address for this address record.

Note: The physical address will show when the record is selected as Ship To on an item (or order).  The mailing address is used in all other areas and forms.

Mailing Name: The mailing name for this address record.

Mailing Address: The mailing address for this address record.

Rep Name: The name of the outside representative if this is a manufacturer.

Rep Phone: The phone number of the outside representative if this is a manufacturer.

Rep Email: The email address of the outside representative if this is a manufacturer.

Foreign Id: The Id for this client or vendor in another outside application.

 

 

2.) Codes Tab: Client and Vendor codes 

The top portion of the codes tab is for client codes and the bottom portion is for vendor codes. Some codes like ship via and terms relate to both clients and vendors.

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Designer: The designer responsible for this client or project. The designer should be left blank if a specific designer is not responsible for this client. This designer defaults to new item records for this client.

Note: A designer must be specified if your client will be accessing the Client Portal.  When correspondence is received (approvals, messages, etc.) through the Client Portal, it will be directed to the designer specified for this client.

Tax Location: The tax location where this client or project is located. The tax location will be used to calculate the sales tax for items and time billing. This tax location defaults to new item and activity records for this client.

Note: Since all items are required to have a Tax Location prior to being invoiced, it's much easier to specify one for the client when you create the address than to have to add one to each item after they've already been created.

Room List: The room list associated with this client. Each client can also have a unique room list. This room list defaults to new item records for this client.

Note: It is important to update this field when a new Room List is created for a client.

Address Code 1: The address code 1 allows you to create a list of categories for address records. This can be used to select a group of address records for address reports.

Example: Residential, Commercial

Address Code 2: The address code 2 allows you to create a second list of categories for address records.

Selling Discount %: This is only available with the Showroom and Manufacturer feature turned on. The selling discount % can be 1 or 2. This is generally used to define if this client gets a designer or retail discount. Generally this discount is defined as 1 = Designer and 2 = Retail. If it is 1 then the vendor selling disc 1 is used to calculate the price for this client. If it is 2 then the vendor selling disc 2 is used to calculate the price for this client.

Example: The Client record has Client Selling Discount % = 1 The Vendor record has Vendor Selling Disc 1 = 20 Selling Unit Price = the Purchase Unit Cost * -20%

Selling Mark Up %: The markup percent that fills in when new item records are entered for this client. This is the standard percent you mark up merchandise for this client. This may be left 0.00 if you do not mark up merchandise for this client. This can be removed or overridden for each item from within the item screen.

Selling Deposit %: The merchandise deposit percent that fills in when new item records are entered for this client. This is the standard percent you request as a deposit on merchandise from this client. This may be left 0.00 if you do not request a deposit from this client.

Mark Up Deposit %: The markup deposit percent that fills in when new item records are entered for this client. This is the standard percent you request as a deposit on mark up from this client. This may be left 0.00 if you do not request a deposit from this client.

Sales Tax Deposit %: The sales tax deposit percent that fills in when new item records are entered for this client. This is the standard percent you request as a deposit on sales tax from this client. This may be left 0.00 if you do not request a deposit from this client.

Staging Extension %: The percent of the original fee that a staging project can be extended on a monthly basis. This is used for the Staging Proposal.

Related Client: The client that a “Project” type address record is related to. This is only used for “Project” type addresses.

Note: This is what relates all projects to a single client so that when you select the client record for reports or the item list, you see ALL items and projects for that client.

Note: When you select a Client ID in Items or Reports, there is no way to only view items entered directly to the Client ID which is a common support request. When using Projects, we recommend that you always enter items using a Project ID and not enter any items with the actual Client ID.

Client Sidemark: Sidemarks are automatically generated for orders. The side mark contains 4 parts, your company / client / room / item. The side mark entered here automatically fills in the client portion of the side mark. Example: “DOUGLAS” for the client Douglas.

Resale #: The client’s resale number.

Copy Purchase: The default value that fills in when new item records are entered for this client. This is the standard value for how you want to work with this client. Copy Purchase defines if you want the Purchase Cost to be copied to the Selling Price for items.

When you enter an item to propose to your client you will enter your cost (Purchase Cost). This amount can be copied to the amount you want to charge your client (Selling Price). This can save you from entering the same amount multiple times.

The three valid options for Copy Purchase are the following:

     Always – always copy the Purchase Cost to the Selling Price.

     Never – never copy the Purchase Cost to the Selling Price.

     Zero – only copy the Purchase Cost to the Selling Price if the Selling Price is 0.

 

Specify Only:  The default value that fills in when new item records are entered for this client. Specify Only defines if you want general ledger transactions created for Accounts Payable. 

Specify Only should be “Yes” if you do not purchase products for your clients.

Specify Only should be “No” if you purchase products and resell them to your clients.                            

The valid options for Specify Only are

Yes – you specify only and do not purchase products for your clients.

No – you specify and purchase products for your clients.

Example: My client wants to pay vendors directly using their own credit card, but I want to track the purchases and charge a design fee. If I set Specify Only = Yes, I can create orders and Studio Designer will calculate and bill the design fee only.

*Warning: Your clients should be paying sales tax to the vendor in this scenario, you can tax the design fee if needed.  But because you are not invoicing your client for the cost of the actual goods, there's no way for Studio Designer to charge the sales tax.

PayPal: PayPal turns on the link in proposals and Invoices for this client to pay by PayPal. If this is checked, then your client can pay by PayPal or credit card.

Use Client Address: This is only used for project address records. If this is checked, the client address prints on proposals and not the project address. The tax location for the project will still be used.

Client Funds Received: The funds received from this client or project.

Proposal Deposits: The funds applied to proposals for this client or project.

Invoice Payments: The funds applied to invoices for this client or project.

Client Funds Available: The funds received from the client or project less funds applied to proposals and invoices.

Ship Via: The ship via that fills in when new item records are entered for this client or vendor.

Terms: The terms that fills in when new item records are entered for this client or vendor. 

Account #: Your account number with this vendor, showroom or manufacturer.

Attention: The attention to print on orders to this vendor, showroom or manufacturer.

FOB: The FOB to print on orders to this vendor, showroom or manufacturer.

Purchase Deposit %: The purchase deposit percent that fills in when new item records are entered for this vendor. This is the standard percent you pay as a deposit to this vendor. This may be left 0.00 if you do not pay a deposit to this vendor. 

Purchase Tax Deposit %: The purchase tax deposit percent that fills in when item records are entered for this vendor. This is the standard percent you pay as a deposit on sales tax to this vendor. This may be left 0.00 if you do not pay a deposit to this vendor.

Vendor Mark Up: The selling mark up percent that fills in when new item records are entered for this vendor. The vendor mark up percent is used to override the client mark up percent. This is used if you want to define mark up by vendor instead of client. It should be left blank if you do not define mark up by vendor.

Vendor Selling Discount 1: This is only available with the Showroom and Manufacturer feature turned on. Vendor selling discount 1 defines the discount % for clients with Selling Discount % = 1

Example:

The Client record has Client Selling Discount % = 1

The Vendor record has Vendor Selling Disc 1 = 20

Selling Unit Price = the Purchase Unit Cost * -20%

Vendor Selling Discount 2: This is only available with the Showroom and Manufacturer feature turned on. Vendor selling discount 2 defines the discount % for clients with Selling Discount % = 2 

Example:

The Client record has Client Selling Discount % = 2

The Vendor record has Vendor Selling Disc 2 = 20

Selling Unit Price = the Purchase Unit Cost * -20%

Note: Send an email to support@studiodesigner.com to request for the Showroom and Manufacturer feature to be turned on.

Vendor Purchase Discount: This is only available with the Showroom and Manufacturer feature turned on. The discount percent that fills in when new item records are entered for this vendor. This is the standard discount off the retail price that you pay for this vendor.

License #: The vendor or contractor's license number.

Liability Ins Exp: The vendor or contractor's liability insurance expiration.

Workers Ins Exp: The vendor or contractor's workers' insurance expiration.

Products: The products this vendor provides. Address records can be filtered for products listed here.

Example:  Furniture Fabric Antiques

Order To: The vendor that orders should be addressed to for this address record. This is used to override the vendor address on orders.

Example: The vendor may be a fabric manufacturer and Order To maybe the showroom that represents that manufacturer. 

Pay Deposit To: This refers to the vendor you pay order deposits to. This is only used if deposits on orders are paid to a different vendor. 

Example:

This address is for SHOWROOM and you pay order deposits to MANUFACTURER. This can also be used if you always place charges for this vendor onto a specific credit card. Although the order will always show the vendor, the payment vendor would be the credit card.

Pay Final To: This refers to the vendor you pay order final payments to. This is only used if final payments on orders are paid to a different vendor. This works the same way as Pay Deposit To above.

Manufacturer Showroom: The showroom that a manufacturer address is related to. This is the showroom that represents the manufacturer’s products.

Expense Account: The expense account associated with “Office” type address records. This is the general ledger account that office checks are generally expensed to for this vendor.

1099: This defines if this vendor should receive a 1099 at the end of the year.

Note: The 1099 report group within Studio Designer is formatted to allow you to import the data into external 1099 applications. You can use Track 1099 and it will import perfectly.

Federal ID: The federal ID for this vendor.

Social Security: The social security number for this vendor.

Vendor Deposits: The amount paid on orders for this vendor that do not have a vendor invoice.

Vendor Payments: The amount paid on orders for this vendor that do have a vendor invoice.

Vendor Password: You must enter a password for the Client Portal to be activated for this client/vendor.

Note: Although you enter a password, the client/vendor doesn't need to know it and will never use it.  They will simply use the link at any time to see a current view of their project.  Anyone with the link can see the related project.

 

 

3.) Contacts Tab:

Contacts related to this address record can be viewed on the contacts tab. New contacts for this address record can be added from this page also.

 

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4.) Update Tax Tab: 

When you update a Tax Location, all items and activities for clients using that Tax Location will also automatically be updated. Update Tax allows you to change the Tax Location for a specific client and automatically update the tax for all items and activities that have not yet been invoiced.

     1. New Tax Location: Enter the new tax location on the Codes tab.

     2. Old Tax Location: Enter the old tax location on the Update Tax tab. This represents the original tax location that was selected for this client so that only the items and activities with this old tax location will be updated.

     3. Select Calculate Items and Activities: A number will be added to the end of Items with Old Tax Location. A number will be added to the end of Activities with Old Tax Location

     4. Select Update ItemsThis will update the tax location and rate on all items that have not been invoiced where the current tax location matches the Old Tax Location specified above.

     5. Select Update Activities: This will update the tax location and rate on all activities that have not been invoiced where the current tax location matches the Old Tax Location specified above.

Important: Only 50 records will be updated at a time, so you'll need to repeat this procedure until the Items and Activities calculated are both 0.

This function only updates items that are not "currently" invoiced for this specific client.  If you void an invoice for any reason, then re-invoice it, you will need to manually update the Tax Location where necessary. 

If you have more than 1000 records that have not been invoiced yet, you will receive an error.  The way to get around this is to create a new tax location with the new rate.  Then you can go to your biggest client with the most open items and change the tax location on that client.  Use the Update Tax tab on that client and when the tax location is changed it will automatically update the tax rate as well.  At that point you can either change the tax location for each client and update tax, or go ahead and try to change the rate on the old tax location and see if it will go through now that there are fewer items to update.  Keep in mind that "Inventory" is a client and may also need to be updated.

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5.) Notes Tab: 

Notes related to this address record can be entered and viewed on the notes tab. Select the 'Add Timestamp' button first if you would like to include the timestamp and save. 

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