Table of Contents

Setup Guide

Part One: System Setup

Company Information

1. Open the ‘Company Information’ screen under the ‘System’ module

2. Enter company information, hours, location, and holidays

Watch this video for additional help:

System Tabs

Within the ‘System’ module, there is a screen called ‘System Tabs’. The following section will work through each of the tabs on this screen.

General Tab

1. Navigate to the ‘System Tabs’ screen under ‘System’

2. Make sure that you are in the ‘General’ tab, which will open first by default

3. In the ‘Initial ID Numbers’ section, you may enter a starting point for various ID Numbers such as
Customers, Employees, Orders and Invoices. These ID Numbers are all numeric and auto-assigned by
Printmatics in the course of operations. You may, however, at any point increase the id numbers, to a
higher range, by modifying these fields.

4. Click on the next drop down called ‘Setup Tax Rates’

Pre-defined ‘Sales Tax Rates’ in your system are Local, Out of State, and Exempt.

5. Change the ‘Local’ tax rate to your actual sales tax rate.


‘Out of State’ rate of 0.0% is, of course, for customers that are in a different state than your own and do not get a sales tax applied to them.


‘Exempt’ rate is meant for Government Agencies, Non-Profit Organizations, and all other local entities that are exempt from sales tax.

6. Click on the next drop down called ‘Payment Types’

7. All necessary ‘Payment Types’ should already be present in this section. You may enter new
payment types of your own in the fields below, like the ‘Web-Prepaid’ example below:

The ‘Is Credit Card’ check box, will only be active if you are using the Printmatics Credit Card
Processing module

7. In the ‘Shipping Methods’ drop down section, enter all possible methods of shipping that your company uses to do eventual shipments to clients:

Customers Tab

1. Open the ‘Customers’ tab in the ‘System Tabs’ screen

2. Click to open ‘Terms’ from the drop down list

There are three pre-defined ‘Customer Terms’ in the system:


‘COD’ is assigned to customers whose orders need to be paid in full prior, or at invoicing time.

‘NET’ is assigned to customers with an open credit. The default number of Net days is 30, but you can assign a different number of days while entering or editing customer information.

‘EOM’ is similar to NET, with the difference that the number of days start counting from the end of the current month.

Any other entries in the ‘Terms’ section, will be dealt with as ‘COD’ as far as payment rules are concerned.

2. Open the ‘Billing Cycle’ information from the drop down

‘Billing Cycle’ refers to the cycle at which you send a statement of accounts to NET term customers.

If you are using Printmatics Credit Card Processing module, and have credit cards on file, it is advised to create a ‘Monthly CC’ or ‘Monthly Credit Card’ cycle to identify customers that need to be charged at the end of each month.

You can also create other cycles such as ‘Weekly’ or ‘Bi-Weekly’ if applicable.

3. Open the ‘Customer Type’ tab in order to define your customer types. You can simply over-write or add to the existing list.

While entering a customer, you may categorize them into different ‘Customer Types’.

Options for those types comes from the list that is entered in this grid. This will allow you later on to run sales and other reports based on this categorization.

4. Similar to that, you can also specify how a customer found your company.

In the ‘Marketing Venues’ list, you can enter all different types of advertising and events that you do for customer acquisition.

While entering a customer, you may categorize them into different ‘Customer Types’.

Options for those types comes from the list that is entered in this grid. This will allow you later on to run sales and other reports based on this categorization.

5. There is a relative ‘Customer Rating’ number that is associated with each customer.

This is a relative number that will increase as customers place orders with your company.

In the ‘Minimum Order for Rate Adjustment’ field, please type in the dollar amount of your average size orders:

6. If your company has a restrict policy on applying ‘Finance and Late Charge’ to ALL past due invoices, then you can enter the monthly default finance charge and late charge fields.

This would be a default which will be assigned to all new customers.

In most cases you can leave these fields as they are. You will be able to assign values to different customers in the Customer Profile screen.

CS Screen Tab

1. Open the ‘CS Screen’ tab within ‘System Tabs’

2. ‘Service Type’ in the customer service screen, while entering orders or quotes, is a line item attribute.

The default service type is normal with a ‘1.00’ multiplier factor. This gets multiplied to the line item’s unit price, therefore 1.00 is neutral.

There are two other predefined service types. ‘Rush’ is an additional 25% and ‘Rework’ makes the line item free.

Feel free to over-write the description or the multiplier or add/remove other types.

‘Customer Original Headers’ are five additional and optional fields that can be activated in the Customer Service screen. At this point they are not crucial and can be left blank.

Defaults Tab

1. Open the ‘Defaults’ tab within ‘System Tabs’

2. Most fields in this screen have already been preset or left blank intentionally.

In the last two fields, ‘Invoice Notes’ and ‘Statement Note’ you may enter any kind of message that you’d like to have printed at the bottom of your Invoice and Statement forms, respectively.

Setup Register Tab

In most systems this screen is to be left as is. In specific cases, when needed, Printmatics support staff will help you make the appropriate modifications.

Options Tab

There are some 40 options in this screen that can be viewed at once or by a selected category.

These are designed to modify the behavior of the system in different ways.

Please note that your system is pre-configured with option settings customized for your company. You may go through the list and most options are self-explanatory.

If you encounter feature names or wording that does not sound familiar, you will most likely have no use for those options and you can leave them as they are.

Access Definitions

1. Click on ‘Access Definitions’ under ‘System’

2. In this menu option you can define user roles and restrictions in the system. You can create new roles or modify existing ones. For more details, watch the training video:

Setup Users

1. Click on ‘Setup User’ under ‘System’

2. In this menu option you can setup new users or modify existing ones. For more details, watch the training video:

Email Service

1. Open the ‘Email Service SMTP Configuration’ screen under ‘Notification Service’ in the ‘System’ tab

Printmatics can send our several automated emails for the following events:
– when a customer is created
– when an order is entered
– when an order is completed
– when an order is shipped [Only if activated in customer profile]
– when an order is invoiced [Only if activated in customer profile]

And there are several other emails that can be user initiated:
– sales quotes
– statements
– purchase orders
– customer proof approval

2. To use the Printmatics Email service, you first need to enter your SMTP account information for your outgoing emails:

3. Next, navigate to ‘Email Templates’ under the ‘Notification Service’ in the ‘System’ tab

4. Here, you can select an email ‘Event’ and:

– Setup the ‘From’ email address
– Subject line
– Email template is a pre-set html code. You may replace that with your own template in html format.
– Use Dynamic Field information in your template from the available fields
– Enable the email, by checking OFF the ‘Disable Event’ check box

Part Two: Materials Setup

Step 1: Define your Materials Categories

1. Open Setup under the Tools tab, and click Material in the sidebar (under Cost Analysis).

2. Click ‘Add New Category’ and fill in the names for each of your categories of materials. Select the box for ‘Y’ to mark it as an active category. Click the checkmark on the left to save the new category.

Step 2: Define your Materials Sub-Categories

1. Click on ‘Add’ under the column for ‘Defined Sub Categories’

2. Click on ‘Add New Category’ and fill in all relevant subcategories. Select whether the subcategory of materials can be discountable, and if they are consumable items. You may ignore the other columns for now.

Step 3: Assign Items to Categories/Sub-Categories

1. Click on ‘Material’ on the left sidebar of the Setup screen

2. Click on the sub-category for which you would like to assign material items

2. Click on ‘Add’ under the column for ‘Defined Inventory Items’

3. Fill out information for each item you would like to assign to the sub-category:

Item Code: Choose an item/price code to identify this material with

Description: Describe the material 

Taxable: Select if this is a taxable item

Active: Select ‘Y’ to set the item as active

Dimensions: Write the dimensions of the material (including feet or inches as units). The format to follow is “24in x 24in”, or “24ft x 24ft”

Min. Usable: The minimum amount of the material that can still be used (same format as dimensions)

Type: Select whether the material is a sheet or roll

Avg. Price: The average price you pay for the amount of material specified in ‘Dimensions’

Default Markup: Should this material use the default markup specified eariler in ‘General Configuration’

Markup %: If you don’t select to use the Default Markup, input the percentage markup you wish to apply to this material.

Part Three: Equipment Setup

Step 1: Define the Equipment Type

1. Open Setup under the Tools tab, and click Equipment in the sidebar (under Cost Analysis).

2. Select the proper equipment type from the list. If you need to add a new one, click the Detail button (orange button), then click Add and select Add new from the drop down. Click Edit next to the drop down for Equipment types, and then click the Add new on the window which appears in order to add a new equipment type.

Step 2: Fill in Equipment Depreciation Information

1. Regarding the information under the Depreciation section in the Equipment setup tab:

 
Initial cost= how much the equipment cost

Useful life years = average expected life time for the equipment (we usually put between 5-7 years in this section)

End of life value = how much the equipment is worth when it is no longer in use (we usually put 0 for this value)

Annual maintenance = how much you expect to pay in equipment maintenance per year on average (10-15% of initial cost)

Hours per week = expected average weekly runtime for the equipment (50 hours is usually a safe bet here)

Step 3: Equipment Operation Modes

1. Click on the Operation Modes tab at the bottom and click on the Pencil on the left side. Add the different equipment modes available, as well as one of the speeds (you only need to choose one from jobs/hr, units/hr, sq ft/hr, or ft/hr).

2. If you have information about the yield output of ink for different equipment modes, you may enter this information in the Consumption Ratio to Default section. For more information about this section, click the ‘Question Mark’ to learn more about it.