Below we have compiled a list of our many of our frequently asked questions.
Printing and Images:
Question: My checks are printing with Studio’s website address at the top, how do I stop this?
Answer: This is due to a setting in Firefox.
Select Tools | Options.
On the Applications group scroll down until you see "Portable Document Format (PDF) and in the Action choose 'Use Adobe Reader (default)".
There are many PDF and Adobe options.
It's important that you choose the correct one.
Question: Attempts to Print generate error including too many Queries.
Answer: Choose No to Attachments when printing.
Question: What is the recommended image size?
Question: What format must images be in?
Answer: Only .jpg, .jpeg, .png, .gif formats
Question: Is there any way to format the text in the Proposal or Invoice description boxes so that there can be lines between text?
Answer: It is currently a 50 Character regular text field.
It doesn’t support additional formatting including lines, etc.
Question: When I try to print to Word on my Mac I just get a blank screen.
Answer: Mac and Word work a bit odd together.
When you select to view the document in Word, it will convert it to word and it will put it in your download folder.
It does not pop up on the screen.
You have to go to your downloads folder and open it from there.
Question: Is there a way to summarize multiple items when I print a proposal for my client?
Answer: Yes, "Component" is specifically for this purpose.
We recommend that you always have an Item # and Component for every item.
The item # is what ties components together.
For example, an item may have a sofa frame, fabric, and fringe.
The sofa may be item # 001, component A
the fabric may be item #001, component B
the trim may be item #001, component C
When you print your proposal and invoice you have the option to choose First Component = YES.
This will show the description of the first component, but add together the costs of all of the components for item 001.
Question: When I attempt to export a general ledger report to Excel, I either get a box, with no button to download, or it keeps spinning and never finishes.
Answer: Make sure you have downloaded the latest flash player for your system.
Question: My emails sent from Designer are being returned as undeliverable.
Answer: If you use a Yahoo email address, this may happen. Yahoo has implemented a policy that you cannot use a Yahoo email address to send emails from outside applications. If you have a non-Yahoo email address that you can use, please email us and we will make the change for you. Please email your request to firstname.lastname@example.org
Question: I linked multiple images on an item but only one image is showing on the RFQ.
Answer: Currently, the RFQ can only display one image of the item even if you have linked multiple images.
Question: Why I can only enter one account for a journal entry?
Answer: Journal entries can handle many account distributions.
From Accounting | Journal Entry, click New Journal Entry, enter the account, description, amount, etc.
Click Save and New
Enter the next piece of the entry and continue to save and new until you've entered all distribution accounts.
Debits are positive amounts, credits are negative amounts.
The total of all entries must equal 0.00 before it can be posted.
Question: I created a Reimbursable entry in Money Out but forgot to post the Reimbursable entries before I printed/posted my check, how can I post them now?
Answer: Unfortunately, you cannot. If the record has been posted to the GL then the Payment record with the reimbursable entries was deleted.
Question: Why can’t I change the selling cost on an item?
Answer: If the item has not been invoiced, view the item, select Codes, change Copy Purchase to Never, select Save.
You should now be able to change the selling cost independently from the purchase cost.
If the item has been invoiced you’ll need to remove it from the invoice first.
To do this view the item, select Remove from Invoice.
Make your changes, enter the original invoice # and select Add to Invoice.
Question: How do I write off a client balance?
Answer: Post a receipt, just like you would if the client was actually paying you, with one exception: Change the cash account to something like "Bad Debt" or "Allowances".
These accounts do not exist in Studio Designer by default. You may need to create whichever you prefer.
Question: I entered a client payment twice. How do I void one of them?
Answer: Go to Accounting | Money In.
Select the same client, payment type, date, check #, etc. that were used for the original entry.
In the amount field, enter the amount as a negative (minus sign - ). If the receipt was applied to an item, enter a negative amount in the Amount to Apply field on the item.
If you are unable to see the items you want to post the reversal to, change the Filter to = ALL.
By default, this is set to Item Balance so you only see items with a balance.
Question: Why does the Mfg Invoice, Acknowledge, etc. at the bottom of the Order screen go away even after I save it?
Answer: It’s only saved on the items.
When you originally enter it on the order, it will copy to the items that don’t currently have the same info entered.
If it needs to be changed after that, it must be updated on the items, not the Order.
Question: Which check format is compatible with Studio Designer?
Answer: Deluxe Check Style # DLT110 is compatible with Studio Designer.
This can be ordered from Deluxe Business Forms.
Deluxe Business Forms phone number: 1-800-336-4168
Question: I failed to close my prior year and how I have orders and invoices dated for 12/31 of the last year.
There is a big red message on your Home page that says “Your prior year has not been closed”.
You need to close your oldest open year so that you can post entries to the current year.
You can have only two years open at one time.
All of the entries you moved past the two-year mark have been dated and posted as the last day of your currently open years.
You can easily fix this.
Go to the Home Page.
Click Close the Year Now in red.
A pop up will be displayed, select Close the Year.
You can change the date on the transactions dated 12/31 of the past year to their proper dates.
You will need to select Accounting, select General Ledger. Filter for the Order # and Journal = Purchases.
Select to view the record (s) and at the top of the screen, you can enter the date you wish to use.
Choose Change Date Now. You can do this for Invoices as well (select Journal = Sales for invoices).
Question: Why am I not able to import my bank statement?
There is the possibility that some download files may not have fields formatted correctly depending on the source that it comes from.
In the example below, the problem is in the download file. The date isn't really formatted as a date.
You will need to run a function in Excel to change it into a date. It requires the file to be opened in Excel and take the steps below:
- In a new column, type =DATEVALUE(cell reference). Note cell reference is the location of the first date, in the image below, it's A2.
- Copy the formula from the first DateValue all the way down to the last row.
- Save the .csv file and when you set up the mapping record, use the new column for the check date.
Question: Why are my Time Rates not coming in with the correct rate?
- Confirm that the option in My Company | Codes is set correctly.
- In Settings | Time Rates make sure only what is selected in My Company is included.
For example, if you choose Client, Employee - the entries in Time Rates should be for each client and each employee. There should not be a group, activity, etc. chosen in the Time Rates.
- View inactive Time Rate entries and confirm that there are none that are set up incorrectly.
Question: I have to enter travel reimbursables for a client. They were charged on Visa. Is there a way to enter this transaction as both a payable and to bill to the client, simultaneously?
Answer: Yes, you can use the Reimbursable Expenses feature.
Question: How do I clear the amount remaining in Funds Available?
Answer: If you choose not to refund the funds to the client:
- Go to Money In from the Accounting tab
- Select Payment Method = Receive Payment
- Select Receive From = client's name from whom funds are still available
- Enter a Check# = a reference number you choose
- Enter Amount = negative amount equal to the funds available (a minus sign in front of the numerical amount)
- Enter a Description = to something you choose
- Enter Cash Account = Sales Income Other (or other Income account you choose)
- Click Post Payment
Question: How do I transfer funds between related clients/projects?
Answer: If funds are in one of the client/project's Funds Available, you need to post two payments in Money In:
1) Client = Project with funds available
Post a payment using Payment Method = Receive Payment
Enter a negative amount equal to the remaining funds
Receive payment allows you to enter a payment from a client and not apply the payment to items.
The negative amount entered will be deducted from Funds Available.
2) Client = Project where funds are being transferred to
Post a payment using Payment Method = Receive Payment
Enter a positive amount equal to previous entry (amount being transferred).
The positive amount entered will be added to Funds Available for later application.
Question: How do I use the Budget feature?
Answer: Although you can enter a budget for each individual item, budgets are most commonly entered for either the first item in each room or for the first item within the project.
If you are entering for the first item in each room, you might make the item 001 Component A. You would only complete the Budget column in the Amounts section, no selling or purchase costs.
When you view the Budget from the Item List (select View = Budget) only the first item will show the budget, but it will subtract the costs of all of the other items because they won’t have anything in the Budget column. You can also view budgets in Reports | Project Worksheet Budget (2011).
Question: How do I record a client retainer?
- If you want the retainer added to Funds Available, Payment Method = Receive Payment. You don’t need an income account.
- If you want the retainer in a separate account and NOT in funds available, Payment Method = Receive Misc Payment and select Client Retainers for the income account. You may need to add this account. To do this go to Files | Chart of Accounts and add a new account. It will be a Liability Account | Current Liabilities. The reference # would be something like 2032 (very close to the Client Deposits account).
- If you want to apply the retainer to an open invoice, Payment Method = Receive and Apply and change the cash account to Client Retainers.
To refund the retainer: Write a refund check (Money Out | Office Payment) and choose Client Retainers for the Distribution account (be sure to list the Client in the Client area on the Office Check screen).
To keep a good SubLedger of the balances in the Client Retainer account periodically use the Reconciliation screen to reconcile the Client Retainers. You would reconcile the original receipt and the refund or application as the retainer is used up. The open items in the Client Retainer account would show you who still had funds available.
Question: How do I add the following to an invoice:
Shipping and Delivery
Answer: This is what "Other Costs" is for.
Go to “Items”.
Filter for the item you want to add freight and/or extra costs.
Click “View” and click the “Amounts” tab.
Click on “Other Costs”.
From the “Other Cost” drop-down box, select “Freight.”
Click “Add Other Cost” button.
Enter in the freight costs.
Choose your next "Other Cost" from the drop-down box, and follow the same directions until you have entered them all.
Once complete select "Save & Close."
If you have already invoiced the item, click “View” and make a note of the invoice number (this is very important).
Click “Remove from Invoice”.
Follow the directions above for entering in the freight cost.
Go back to the “Item” tab, enter in the invoice number, and click “Add to Invoice.”
If the extra costs are from a different vendor than you purchased the goods from, just enter the costs as a new item.
Once you have entered the information, you can go to the "Item" tab, and type in the invoice number you want to add the item to and click "Add to Invoice."
Question: Most of our design fees are project-based, NOT hourly billing. How do I set-up, invoice and receive client payments accordingly? For example, we will charge a $32,000 design fee which would be split into four payments over the course of the project.
Answer: Most users will enter this type of design fee as an item. The selling unit would be 32000.00, deposit requested would be 25%. When the next payment is due change the deposit requested to 50%. The proposal will show a deposit requested of 16000.00, payments of 8000.00 and balance due now of 8000.00. Each time a payment is due, just up the deposit requested to the necessary percentage.
Question: How do I change the default checking or credit card account for Money In and Money Out transactions?
Answer: This is a two-step process:
- Go to Settings, select Chart of Accounts and click New, and enter the information for the new checking account (Cash Account) or a new Credit Card account (Current Liability).
- Once the checking account is set up in the Chart of Accounts, go to Settings, select My Company and change the following fields in the Codes tab as needed:
- Cash Receipt - this is the default in the Money In screen
- Cash Order - this is the default cash account used in Money Out | Order Payments
- Cash Office - this is the default cash account used in Money Out | Office Payments
- Credit Card Account - this is the default for any credit card payments in the Money Out process
Question: Sales tax is not being calculated on my time billing entries, why?
Answer: You must set up the Tax Location to tax on-time billing.
Select Settings | Tax Locations and view the applicable record. Make sure that Time Taxable = Yes AND that you have the rate filled in the “Time Tax Percent” field.
Then in your Activity (Settings | Activities ) set Taxable to Yes.
This will now default each time you enter a new activity.
Question: Sales Tax is not being charged on my items, how can I fix this?
Answer: Sales tax is determined by multiple things.
- Tax Location (within the Client's Address record, confirm that a tax location has been selected).
- Sales Code (Settings | Sales Codes) confirm that you have set it as Taxable = Yes and Markup Taxable = Yes if applicable.
If you have items entered before the Tax Location and/or Sales Code were set up you will need to manually update the existing items.
To do this, view the item, select the Codes tab and make sure a Tax Location is assigned.
Then select View next to the Item, view the Amounts section and make sure that "Taxable" = Yes.
Question: I’ve paid sales tax to my vendor and don’t want to double pay by charging my client, how do I keep from charging them?
Answer: Whether you paid tax to the vendor or not, the goods are taxable to your client and you SHOULD charge them tax.
The key is that you need to take a credit for the amount paid to your vendor when you pay your taxes to your taxing authority.
When you enter the amounts for your item, enter the amount of the tax paid in the Sales Tax field in the Purchase column.
This amount will show up on your sales tax reports in a column titled “Prepaid Tax” so that you can deduct it from the amount due on your sales tax return.
Question: I need to increase our Sales tax amount in Studio Designer, and when I try to do that through the tax locations tab, I get an error message.
Answer: This will happen if you have more than 1000 records that have not been invoiced yet, but need to be updated due to the tax rate change. The way to get around this is to create a new tax location with the new rate. Then 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.
Paypal and Credit Cards
Question: Which level of Paypal account do I need (standard, advanced or pro)?
Answer: It just needs to be a business account and not a personal account. Standard is fine.
Question: If we receive payment with a credit card, and the fee is deducted when processing, how do I accurately reflect that in the accounting, Money In section?
Answer: Record a Money In transaction for the entire amount and post it to the appropriate item/invoice.
Then, change your Method to Receive Misc, enter a negative amount for the amount of the fee and choose “Bank Charges” or an appropriate account for Income account.
Change the description as needed and Post the transaction.
Question: I have saved an image and can see it in my item, but when I print the proposal or invoice, it doesn’t show up.
Answer: In unusual situations, some images have parameters associated with them that keep them from being displayed.
If you open the image in Photoshop, it will tell you there are incompatible parameters and ask if you want to open.
Say yes to open the image file.
Then save it again as a JPG and it should be fine.
Question: What kind of training is available?
Answer: We offer both recorded training classes and live classes.
You can watch the full class by going to the Home Page| Live Q&A Sessions | Recorded Training.
Click the box on the left side of the desired class to register. If you don't have questions of your own, listen to others.
Question: I have a back-end area of my website for project correspondence with my clients to eliminate all the thousands of emails. Is there a link I can use for them to click on for their Studio Designer page?
Answer: Although we don't provide this specifically, you could add this.
You would have a user id and password on your website for the client.
You could store the link on your website for that client.
When they login you could reference the link to Studio Designer and embed it in a link in the secure login page.
Select to view Studio Projects for the client and copy the URL in that browser.
Question: Can you import any existing data into Studio Designer?
Answer: You can import addresses and import products yourself.
You can email email@example.com for details.
Question: I forgot my password; how can I retrieve it?
Answer: Go to www.StudioDesigner.com, and select Login.
Enter your user name (email address) and click the "Forgot Your Password" link.
You will be emailed a new temporary password.
Once you receive the email, follow the steps and you can then change the password to whatever you prefer.
Question: Do I need a separate login for each of my employees?
Answer: According to our subscription agreement, anyone that is logging in and using the program is required to have their own login.
That means that each individual person with a name that uses the application is required to have a subscription.
We do not always track who logs in every day but it is in violation of our Subscription Agreement if two different people log in with the same User Id and Password.
Question: Are there any 1099 forms available from Studio Designer?
1099 forms can be ordered from Deluxe Business Forms.
Deluxe Business Forms phone number: 1-800-336-4168
- Product TF5110
Product Description: 2014 Laser 1099 - MISC Income, Federal Copy A
- Product TF5100
Product Description: 1096 Form, 2014 Laser 1096 Transmittal Form
Question: Can you import 1099 data from Studio Designer into external, 1099 application forms?
Answer: 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.
Question: I am logged into Studio Designer and when I use Studio Capture, regardless of the browser I am using, I continually get the error message "You must log
into Studio Designer before using Studio Capture".
Answer: Check your browser settings to allow for cookies.
To view or modify Cookies Settings:
- In the browser, click options (or Internet Options on some browsers like Explorer) from the Tools menu, then click the Privacy tab.
- Select Advanced and select accept First-party Cookies and Accept Third Party Cookies.
- Select OK to effect the change.
Question: How do I show a deposit requirement on a client invoice?
Answer: Only a proposal will show the deposit requirement. The client invoice is designed to show the total balance due after a project has started or has been completed.
The system is programmed to follow the typical Design business cycle where a designer creates a Proposal, indicating a deposit requirement if the client accepts and approves. If the client decides to approve the proposal, a deposit is made and the project is started, Items are ordered and installed. The designer then provides an invoice reflecting any balance due. Thus, client invoices are not meant to show any deposit requirement.
Question: Why is Selling Quantity not automatically updating when Purchase Quantity is updated?
Answer: In Settings | My Company | Codes there is an option for default Quantity. If this is set to 0, the selling quantity does not automatically update when the purchase quantity is updated.
Question: I have set up a discount for one of our vendors (3% 30, 2% 60, Net 61) and am trying to pay this vendor within 30 days (3% discount). This term is selected in the Item (Codes tab) and in the listed in the vendor's address record. When I pay this client (though Order Payments), why does it not remove the 3% discount?
Answer: As long as the terms is set up correctly in Settings, the system can calculate the discount.
You have to go to Money Out, select Order Payment, enter the Order # to see which item is to be paid. Verify that the terms are correct then click Save on that line item (not the Save on the top menu). This will populate the discount and you can select the Total Balance to pay.
Products and Inventory:
Question: I'd like to be able to go into a vendor, see products, and create items for a proposal. Is this possible?
- You can store information about products you like to sell frequently in the My Products area.
It's accessed from the Items list screen.
When you are in a new item, select the My Products drop-down list and choose from the available products.
The related information will default to your new item.
- The "Products" area (as opposed to My Products) shows products for various vendors that have made their product information available to Designer users.
To use this, find the product you want, at the top right, enter a client, room, vendor and sales code, then select Add To Client Project to the right of the item and it will be imported into your items.
Question: The Inventory report and export is showing items that are inactive, how do I get them off the reports?
Answer: The inventory report and export will show any item that has a quantity/cost available, even if it's inactive.
This is the only way that the reports can reconcile to the general ledger.
The best thing to do is to "Adjust" the items that are inactive to remove the quantity and/or cost on hand.
To do this, View the Inventory piece in question (from within My Inventory), select the Adjust tab.
Enter a negative quantity to reduce your quantity on hand to 0.00.
Enter a negative Cost to reduce your cost to 0.00 and select Adjust Inventory.
Question: We have items originally created to sell inventory and now will not sell and need to delete or make inactive but each time we try to remove the checkmark beside active I get “ The quantity is greater than the quantity available”.
Answer: Make the Budget and Selling Quantity = 0.
Then make active = unchecked.
Question: In the item list, what are the requirements for the "Ready to Order" filter?
Must be on a proposal
The proposal must be approved
Proposal Deposit = 0
No order #
Question: How can I give my client a discount instead of using a markup?
Answer: You can enter a negative amount in the markup field and label the text "Discount" or if you always give discounts based on the vendor you can use our showroom/mfg discount option.
To label markup as a discount (you can also do this for individual items, but the instructions below will make it easy for continuing items):
- Select Settings | My Company | Reports. Locate the space titled Mark Up Text and change it to say "Discount" or whatever you'd like to title it.
- Within this same screen make sure that Show Markup has a checkmark.
- View the client's master address record and select the Codes tab. Change the markup % to your discount %, be sure to enter the minus sign to indicate it's a discount, not a markup.
To use the showroom/Mfg discount option you will need to email firstname.lastname@example.org to request that feature be turned on. The setup is in the address file in the codes tab for the client and vendor. Here's how it works:
Selling Discount %
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.
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%
Question: I'm trying to add an item to an order, but I get a message "Error: The order was not found for this vendor, client, and ship to."
Answer: Most commonly this is because the ship to on the order doesn't match the ship to on the new item that you are trying to add to the order. View the order, select Edit at the top of the screen and confirm that the Ship-To matches the item AND that it is NOT blank. The same ship-To must be selected on both the existing order and the item (and cannot be blank) in order to add to an existing order. In addition, you can't add to an order that has inventory items.
Question: I emailed my client an invoice and she says she didn't receive it, how can I pull up a copy of the email to make sure the email address I used for her was correct?
Answer: Emails from Designer are sent directly from our web host, so there is no way to pull up sent emails. If you sent the invoice as an interactive document through the Client Portal, you would check the email address by selecting Settings next to the client name in the Client Portal. You'll see the client's email address there. Consider adding yourself as an email address here so that you get an exact copy of what your client gets and you will be listed as a cc: on the email.
If you email pdf documents, the client's email address will come directly from the client's address record. If you email pdf documents, it's best to set it so you automatically get a copy of each email, that way you'll have the same email and it'll show you as a cc. To do this go to: Settings | My Company | Reports and place a check beside any reports you want to automatically get a copy of.
Question: In reports, 2014 17 and 2014 18 are titled “Item Status”, on the reports there’s a column for “Order Status”. I can’t make anything show up in this column. Where is it coming from?
Answer: These reports were created for a specific user. They change colors based on the entry in the Item Code 1 field on the item. You can use any of the following in Item Code 1 to see the results:
Question: What is 5060 Invoiced Missing Vendor Invoice report used for?
Answer: This report was built for the original version of Studio Designer where Cost of Sales was recognized when the Vendor Invoice # was entered. This report is insignificant at this time.
Question: Why are the totals on 5040 01 Client Deposits and 5040 02 Client Deposits by Item reports not the same?
Answer: The Client Deposit by Item report only works through the current date. It doesn't work for a specific date.
Question: When we extract Jan 2016 month-end AR summary, there are Feb 2016 credit entries. Can you explain why?
Answer: They invoiced in February, then backdated payments on those invoices to January.