Work Order Form

[Markoc]

HI Everyone,

I'm putting together a paper work/order form for the shop. Although I have a POS system, this is for times when the computer goes down/ power goes out, or need a quick place to write up an order. I hope a few of you can have a look at it and let me know if I'm missing anything. I got many of the items from searching this forum, so thank you to those that provided forms in the past.
Thanks in advance.

Mark

 

[nikfrz]

Looks good to me. Except add a blank space to make notes. There are always notes to be added.

 

[Markoc]

Thanks, I did have a little area for special Instructions. Maybe I should find a way to make it bigger

 

[Framar]

Which do you do more frequently: sell quadruple mats or write special instructions? Seems to me like anything more than 2 mats could be listed in special instructions.

The more permutations you add, the more you will find you need.

I am almost out of my carefully designed invoices and I have discovered I can go to the drugstore and buy blank invoice books and just write what I want. LOL!

 

[Kirstie]

That is a good emergency order form and is much like our old paper one.

Interesting that this should come up. Just today we printed example prices from Frame Ready in each basic category of mat, mount, glass, and so on, so that we would have an emergency booklet at the ready should our server computer fail. (If the power goes out we have to shut down anyway as our shop is too dark to work without lights.)

We included a handful of our old pre-POS order forms and have put a chart with log-ins to our most used moulding suppliers on all computers. We also keep a huge supplier price book just for emergencies.

We were prompted to do this because last Sunday we ran the POS system update and it took 8 hours to finish. The POS server computer was tied up for the whole work day. We are open on Sundays, so I rushed home and grabbed an old laptop with the program on it, got the files from Drop Box and we were good to go for the rest of the day.

Of course, once I later installed the new POS program on said old laptop, I discovered that it won't run on a pre-Intel Mac So then I tried to install new system software on the old relic and was promptly warned that the new system would not run on the antique machine. So my smart electronic solution to a POS computer failure will now fail in the future.

I think a physical back up book is a good idea. I don't care about the form much. We could write on paper for that matter. If (when) our server computer goes down, I will be hot-footing it to the Apple store to buy another Mac Mini and will be up and running again in no time. I have actually thought of investing in one for the inevitable future computer failure. But by then it would probably be running outdated system software...

P.S. After this little incident, I finally invested my hard-earned writing money that I had slowly but surely stashed away, and I am now the owner of a new 15" Mac Powerbook And yes, it runs Frame Ready.

 

[Markoc]

That is a good emergency order form and is much like our old paper one.

Interesting that this should come up. Just today we printed example prices from Frame Ready in each basic category of mat, mount, glass, and so on, so that we would have an emergency booklet at the ready should our server computer fail. (If the power goes out we have to shut down anyway as our shop is too dark to work without lights.)

We included a handful of our old pre-POS order forms and have put a chart with log-ins to our most used moulding suppliers on all computers. We also keep a huge supplier price book just for emergencies.

We were prompted to do this because last Sunday we ran the POS system update and it took 8 hours to finish. The POS server computer was tied up for the whole work day. We are open on Sundays, so I rushed home and grabbed an old laptop with the program on it, got the files from Drop Box and we were good to go for the rest of the day.

Of course, once I later installed the new POS program on said old laptop, I discovered that it won't run on a pre-Intel Mac So then I tried to install new system software on the old relic and was promptly warned that the new system would not run on the antique machine. So my smart electronic solution to a POS computer failure will now fail in the future.

I think a physical back up book is a good idea. I don't care about the form much. We could write on paper for that matter. If (when) our server computer goes down, I will be hot-footing it to the Apple store to buy another Mac Mini and will be up and running again in no time. I have actually thought of investing in one for the inevitable future computer failure. But by then it would probably be running outdated system software...

P.S. After this little incident, I finally invested my hard-earned writing money that I had slowly but surely stashed away, and I am now the owner of a new 15" Mac Powerbook And yes, it runs Frame Ready.

Kirstie, yours was one of the forms that I used as a guide to create mine. I found it while I was searching for info on making one up. We are primarily a portrait studio and have done framing for many years for our own customers. Everyone here is trained to grab a moulding corner and look for the Letter Code on the back of the mouldng corner, then refer to a chart to match the letter code to a size and the corresponding moulding price, then adding in glass and a mat or two to go with it. Although it's old school, in many aspects it is a very quick method to determine the selling price. While the POS system will determine an exact price I also have to make up a letter code chart so that the staff can give a price to a client on the fly without going to the computer. So I have used Frameready to give me a range of moulding prices and then assigned a letter code to each range. Did the same for mat and glass, etc. and am putting a chart together to have in each sales room. This order form is where this sales order will be written, then I can input it into Frameready later to give a more exact price, and to have the client in the computer for future orders. I wish it could all be on the POS but teaching everyone here to change would be harder and more time consuming right now.

 

[UTA KIRCHLECHNER]

HI Everyone,

I'm putting together a paper work/order form for the shop. Although I have a POS system, this is for times when the computer goes down/ power goes out, or need a quick place to write up an order. I hope a few of you can have a look at it and let me know if I'm missing anything. I got many of the items from searching this forum, so thank you to those that provided forms in the past.

View attachment 12078

When we first started, we did every framing order manually - the former owner had left us with a "speadsheet" where we could look up the cost per UI and then multiply that with .65 (for matboard) etc. So, what you need to do, is figure out your multiplier for matboard, glass, fitting etc. and keep that with your form so can do the order manually. I still have my spreadsheet and keep it updated, just in case.....
Now we use Lifesaver.:smiley:

 

[Markoc]

When we first started, we did every framing order manually - the former owner had left us with a "speadsheet" where we could look up the cost per UI and then multiply that with .65 (for matboard) etc. So, what you need to do, is figure out your multiplier for matboard, glass, fitting etc. and keep that with your form so can do the order manually. I still have my spreadsheet and keep it updated, just in case.....
Now we use Lifesaver.:smiley:

Good idea. Never of thought of that for everything other than the moulding. I did do a spreadsheet but had figured out the actual price based on size rather than have the salesperson do the calculations based on the UI. Thanks!

 

[Jim Miller]

Although I have a POS system, this is for times when the computer goes down/ power goes out, or need a quick place to write up an order...

I presume that when the power comes back on, you would key those few orders into the program, in order to have the benefit of the order history and data for reporting, right?

Since you have a POS system, why not just print copies of a screen shot from that program's Work Order input page? That way, you would be using a familiar form, with all the data fields you need.

No need to overthink it.

 

[Markoc]

I presume that when the power comes back on, you would key those few orders into the program, in order to have the benefit of the order history and data for reporting, right?

Since you have a POS system, why not just print copies of a screen shot from that program's Work Order input page? That way, you would be using a familiar form, with all the data fields you need.

No need to overthink it.

Yes, I would be adding the data to the POS.

Oh, I did print out one from the POS, it just not user friendly as a form to fill out.

 

[janetj1968]

Unless I missed something, a space for shapes: Oval, rectangle, etc.... as well as dropcuts.

You can always put that under special instructions...but if you're like me, you won't think to notate it unless you're asked for it.

 

[Markoc]

Unless I missed something, a space for shapes: Oval, rectangle, etc.... as well as dropcuts.

You can always put that under special instructions...but if you're like me, you won't think to notate it unless you're asked for it.

Thanks Janet. I've made some changes to leave room for things like that.

 

[Bob Doyle]

Is it just me, but for an "emergency" order form I just use an existing one as a template....

I just go in back, grab a piece of paper from the printer and a work order form from the work bench and write down the items. Usually the customer only gets a receipt, not a copy of the order form.