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Software
Product Specifi cations
www.quoteandprint.com.au
Title 3
IndexESTIMATING / PRODUCTIONQuotes WizardsPrint ProcurementJobsWorkFlowSchedulingShop Floor ManagementOrderingDelivery DocketsEmployee TimesKnife/Cylinder/Plate RegisterStock Control
FORMS MANAGEMENT / LOGISTICSForms ManagementProduct DatabaseBin ManagerLogistics
ADMINISTRATIONBig PictureSecurityO� ce CompanionEmailerAsset RegisterCost Recovery Planner
SALESSales & Customer Relationship Management (CRM)
ACCOUNTSIntegrated AccountsExportPayroll
START-UP
Q&P WEB SOLUTIONSProduction TrackingOnline Stock OrderingPersonalised Stationery
QPRINT PROQPrint StorefrontQPrint E-DesignerQPrint Forms Management
QUOTE & PRINT CHECKLIST
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Software
4 Introduction
Introduction
Quote & Print Version 8 is the result of over twenty eight years experience providing management software for the printing industry. It is robust software designed to meet the needs of printers both large and small covering all facets of the industry in Australasia.
Quote & Print Software ModulesQuote & Print is designed on a modular basis enabling companies to purchase the complete package or the relevant modules for their business and budget.
For new users and users migrating from a legacy system this may be the majority of modules while a smaller print business may budget to buy and implement one or two modules each year. Quote & Print aims to meet the growing and changing needs of the Printing & Packaging industry for companies with 5 sta� to 200.
Q&P Start-UpThe release of Q&P Start-Up in 2008 for the smaller end of the market (1-3 Users) provides a cost e� ective entry level to Q&P with the integrated modules required for companies of that size. From experience we know that many of these companies will grow with Quote & Print so an upgrade path to full Quote & Print has been established.
Benefi tsQuote & Print has the lowest cost of ownership of any comparable package. Large companies will benefi t from the depth of reporting including Key Performance Indicators, Machine Activity & Loading and Profi t reporting with a system that has been designed to be a totally integrated Enterprise Resource Manager.
Smaller and growing companies will quickly see the time savings and increased customer service capabilities when using Quote & Print and will be able to utilise the software to continue their growth path.
Future DirectionsQuote & Print has two general software releases each year and has included in our development roadmap, major and minor enhancements that have been suggested by our users as well as industry trends identifi ed by our Partners and the Development Team.
5Quotes
Quotes
Quote & Print Estimating covers all sections of the industry be it o� set, digital, labels, continuous, price list items, envelope printers, web and even newspapers. This ability means that printers who do a cross section of work can generate estimates for all types in a single module. Integration with Q&P Web Solutions ensures Quote requests and Online Job orders are processed directly to Quote & Print reducing internal processing time.
• Quoting templates and fast entry wizards assist speedy quote calculations for:
O� set Label Variable Data Printers Signs & Banners Logistics Packaging Digital
Universities & Colleges Mailing Houses Envelope Manufacturers Finishing Houses Print Management Newspapers & Magazines On Demand
Inhouse Print Shops Screen Printers /Pad Printers Forms Printers Print Procurement Large Format Digital
• One Screen Flat Sheet quoting can be used for the majority of work and is especially useful for less experienced estimators and the Sales Team to produce accurate quotes with rules and options preset by experienced sta� .
• Consistent, correct and quickly prepared quotes will ensure a higher success rate with a known expected profi t margin.
• Individually designed quote letters may be generated and emailed directly from the system.
• Worksheets show full details of costings and expected markups and indicate when calculated prices have been altered.
• Linked to Prospects and Debtors allowing a full history of quotes.
• Quotes able to be done for targeted contact at a company with his/her specifi c details on the quote letter.
• Logical and easy to follow Wizards, use of Library quotes and on screen tutorials for less experienced estimators, sales and o� ce sta� .
• Default markups may be set for each client and prospect with the ability to override the default on a quote by quote basis if required.
• Ability to quote for up to 4 quantities and to easily duplicate quotes forcalculations of variations of stock, number of colours, etc.
• Easy analysis of quote activity, hit rates and identifi cation of potential target niches or areas of concern.
• Calculation and display of Carbon Foot-print of each Quote, % waste, % use of recycled paper and % used of chain of custody plantation forests.
• Ability to lock and track any amendments to quote workings once a quote is bid. Snapshot of details is provided.
• Ability to send quote summary by SMS.
• Link related documents to the quote.
• Buy in of Materials or Processes.
6 Wizards
Wizards
LabelsDeveloped through direct consultation with a mix of large, medium and small label printers across Australia, Quote & Print’s Label Templates handle every kind of label production from simple one colour to complex substrate/laminate combinations and embellishment.
Features include:
• Machine setups for Conventional Rotary and Semi-Rotary label presses plus Digital presses.
• Defi ne Make Ready times and Materials variations for multiple press confi gurations.
• Make Ready can be modifi ed by setting 5 levels of di� culty.
• Quote & Print can handle Jobs requiring multiple passes through one press and Jobs requiring passes through multiple presses.
• Use the built-in Roll Calculator to set external roll diameters or roll lengths.
• Includes a Knife Register to track knife sizes and usage of each knife.
• Includes a Plate Register to track plates for reprints.
Continuous Forms
• Raw Materials stock – option to calculate in lineal metres or weight.
• Machine Make Ready options for File Hole, Turn Bar, Perf, and Numbering.
• Alternative/Extra Make Readies for No. Colours, No. Parts, Machine.
• Quote/Job calculation in Roll width, then Finished size.
• Multiple Parts and Multiple Plate calculations.
• Numerous Collator and Finishing options and Make Ready options (Glue, Crimp, Spot etc).
• Multiple templates for in-line or separate Finishing components.
• Calculation details in linear metres and weight.
7Wizards
Wizards
Digital
• Raw Materials stock – option to calculate in A3+, A3 or A4.
• Make Ready options for Pre Press and Other.
• Customer Click contract rates accepted.
• Separate calculator for Single Sided, Double Sided, A3, A4, Blank,No. Colours Side 1, Side 2.
• Numerous Finishing options.
• Numerous Pre Press options.
Plotter
• Options to nominate each machine to calculate machine speed on:
Paper (Substrate) area. Image area (for Multiple Up on one sheet). Platen sweep x Paper length.
• Option to nominate a Toner code for toner usage.
• 3 separate Drum Plot templates for Roll Substrates In-line or multifunction processes:
Substrate and Image size. Laminating process and material, ink coverage. Slitting and Trimming.
• 3 separate Flat Bed templates for Sheet/Roll Substrates In-line or multifunction processes:
Pre Cut and Trim. Image size and number of di� erent items. Numerous Finishing process options for machine Sheet/Roll.
• Pre Press Templates.
• Finishing Templates on Finished goods.
8 Wizards
Wizards
Price List
• Nomination of Cost Centres for each screen in setup.
• Up to 10 Screens, each with Fixed and Variable settings.
• Option for Signs, Banners, Large Format and/or All Digital or Mixed.
• Up to 10 Options on each screen to input from Price List Items in Stock.
• Each Stock Item has up to 10 Qty price breaks.
• Straightforward steps to add various Price List components.
Envelope
• Specialised for envelope manufacture or just overprinting.
• Open size and Finished size dimensions.
• Up to 4 Window Faces and 6 Dies.
• Stocks for Window, Glue and Paper.
• Processes for Forming, Die-Cutting, Printing and Making.
• Price Lists available.
• Up to 4 types of Packing available.
• Numerous Finishing and Pre Press options.
Newspaper
• For estimating using a Web press and Reel stock.
• 3 sizes – Broadsheet, Tabloid and A4 Magazine.
• Up to 3 stocks used in 1 run.
• Stock Prices and Machine Times calculated by length.
• Numerous Finishing options.
• Numerous Pre Press options.
9Print Procurement
Print Procurement
This module has been developed for Design Studios, Pre Press Houses, Print Purchasers, Print Brokers or any organisation that purchases signifi cant amounts of print.
• Maintains a full database of all quotes and jobs.
• Space for detailed job specifi cations.
• User defi nable Request for Quotation letters can be sent/emailed to a panel of printers.
• All incoming quotes can be compared and viewed on the screen.
• The user can select which supplier they wish to use for the job. It does not necessarily need to be the cheapest. Any job can be split into components which can be done by di� erent suppliers.
• Incoming quotes can be divided into 5 user defi ned categories.
• Ability for the user to do their own Pre Press and Design work.
• User defi nable quote letters can be emailed direct to customers.
• Quotes can easily be converted to jobs.
• Invoices match the same details as the quote letter.
• Orders may be generated for all Outside Work.
• Ability to set up master user defi nable work tickets or job bags.
• In-depth reporting including job profi t reports, job analysis and cost centre analysis.
• True date sensitive Work in Progress report on unfi nished jobs based on actual costs.
• User defi nable report generator.
• Ability to have multiple invoices for the same job.
• Multiple user defi ned delivery labels can be printed as required.
• The Job screen has email links for fast emailing to customers.
• Quote summaries and messages can be sent by SMS.
10 Jobs
Jobs
Integration with the Quote, Ordering, WorkFlow, Scheduling, Shop Floor Management, Employee Times, Deliveries and Invoicing as well as Q&P Web Solutions for Online Job Ordering ensures information is processed in the shortest time possible and is able to be updated or viewed by all required users.
• Acceptance of a quote by a customer populates all the relevant details into the job fi elds, meaning no more re-entering of the same data.
• Orders may be generated on a specifi c job for Stock, Knife or Outside Work with tracking back to the job for costing.
• Ability to set up master user defi nable work tickets or job bags based on company production needs, ensures consistent work instructions and reduces error.
• WorkFlow function allows production planners and managers to view, update and report on current jobs in progress with the movement through the factory being updated manually or automatically via the optional Shop Floor Management module.
• Cost sheets display estimated and actual costs as well as supplier order and invoice details, fl oor stock issued to the job and employees who have worked on the job.
• Ability to di� erentiate between, and report on Chargeable, Rework and House jobs.
• In-depth reporting including job profi t reports, job analysis and cost centre analysis, as well as estimated and actual comparisons by either hours or dollars.
• True date sensitive Work in Progress report on unfi nished jobs based on actual costs.
• User defi nable report generator enables extensive company specifi c reporting.
• Split deliveries are easily handled against jobs and may be traced to various delivery addresses if used in conjunction with the Delivery Docket module.
• Ability to change the quote a job is linked to if the job has commenced and the production method has changed, or the job did not come in as originally specifi ed.
• Fast generation of JDF fi les when used with the optional JDF module.
• Increased invoice fl exibility, with the ability to retain the Job client yet quickly invoicing a di� erent End customer or Multiple End customers for a single Job.
• The ability to have multiple jobs on a single invoice.
• Link related documents to the job.
11
Workfl ow
Worfklow & Scheduling
WorkFlow is an integral part of the Job module which may be updated by online time entry via Shop Floor Management and linked to Scheduling. This is the key to reducing “back o� ce” times for processing, and therefore signifi cantly reducing Job costs and streamlining the fl ow of jobs through production.
• Up to six user defi ned WorkFlow locations with company specifi c fl ags for each location which, when selected or updated by Shop Floor Management, enable the Job to automatically progress to next stage of production.
• Location of Jobs to review is fast with reduced possibility of Jobs being “lost” in the production process.
• Production lists are readily available.
• Optional Auto Refresh capability.
• WorkFlow changes (which can be colour coded) update Schedule display.
• Option to update WorkFlow manually if Shop Floor Management not purchased.
The Scheduling program is an electronic production board showing the loading of all Presses and Finishing machines. In an environment where an increased percentage of jobs are short run with fast turnaround, integration with WorkFlow ensures all Press and Finishing requirements can be fl agged as available on fl oor, prior to jobs being scheduled to start.
• Job priorities can be changed at any time.
• The Job display is colour coded, allowing easy visual recognition of jobs ready to run, ready to run and on time, overdue and complete.
• Ability to view on a daily, weekly or monthly format for fast visual display.
• Locate specifi c jobs and view details quickly.
• Production Board view shows jobs queued for each machine and the total time involved.
• Easy rescheduling of jobs, using drag and drop OR moving jobs up and down in a list using a list arrow.
• Edit of the schedule by machine, allows easy transfer of jobs from machine to machine, to meet deadlines or reduce production bottlenecks.
• Fast generation of Production lists for those operators who do not have onscreen viewing.
• Ability to view loading on machines each day and the available hours.
Scheduling
12 Shop Floor Management
Shop Floor Management
Direct entry mode records time directly from the factory fl oor. This module is of increased signifi cance now in times of faster job turnaround, with counter and administration sta� needing to be able to respond to clients’ queries on the progress of jobs.
Linked to WorkFlow so that as times are captured against a Job, the Job is “signed o� ” through site defi ned WorkFlow areas as it progresses through production. This progression enables fast feedback to customer re the current status of the Job.
Also linked into a MIMIC display (a graphic which represents the factory showing which Presses are running, the job number that the machine is working on and the employee working on that machine). By clicking on a Press all details of the job currently running are displayed.
• Online employee times entry using a touch screen or a mouse.
• Easy to use as an employee selects the job, the machine and his/her name from which times are then recorded till a change in job or function or break/end of shift is selected.
• Alternative Bar Code time entry of employee times, to record times and machine status or to record only the status of the machine if recording of time is not required.
• To capture unproductive time, job numbers are reserved to capture down time, eg. maintenance or waiting on plates.
• Ability to generate a time sheet, at the end of a shift, of hours worked.
13Ordering & Delivery Dockets
Ordering
The Ordering module streamlines the entire order process and allows both sta� and management to view if goods have been ordered or received. This module is also the source of costs for actuals for back costing obtained when supplier invoices are entered to Creditors. These are also refl ected in job profi t reports. Ordering can be done for either goods required for a specifi c job or for goods to go into stock.
• Used in conjunction with Stock Control module enables updating of stock levels as orders are received.
• Full or partial orders can be received and labels printed for stock including the bar code for logistics companies.
• The order reports allow monitoring for companies needing to track outside work to ensure delivery by due date.
• Order follow up is streamlined with outstanding orders and overdue orders reports.
• Flagging of stock as it is received with a pallet slip identifying the Job number enables quick identifi cation.
• Provides Certifi ed Stock “Chain of Custody” details for audit purposes, including supplier’s PEFC/FSC certifi cate, invoice and packing slip numbers.
• Order reports to check overdue orders, orders expected to be received today, incomplete orders and discrepancies where ordered quantity varies from received quantity.
Designed to meet the growing requirement for multiple deliveries from a Job. Quote & Print maintains a database of all customer delivery addresses including delivery contact name, phone number, dock opening, closing times and preferred courier.
• Generates a delivery docket to go with goods, giving full details with the ability to print multiple copies and with the option of sign o� for receipt of goods.
• Ability to nominate di� erent delivery docket headings, a useful feature if doing trade printing.
• Linked to jobs and allows multiple delivery dockets per job if required.
• Handles multiple deliveries of varying quantities to di� erent delivery addresses for production runs, with a report of Delivery Instructions if required.
• A full history of all deliveries is kept with reporting of goods delivered, delivery address, date and time.
Delivery Dockets
14 Employee Times
Employee Times
Capturing of Employee Times is possibly the most vital aspect in providing comparisons of estimate to actual costs and in calculating job profi t reports, where unexpected production costs need to be identifi ed and if possible charged back to the client. This is critical in repeat work where margins may be quickly eroded.
• Entry of Employee Times can be automated by purchase of the Shop Floor Management module which uses bar code technology or touch screens to automatically capture “Real Time” Employee Times and Job Status.
• Alternatively, entry of Employee Times can be either from a time card where both the start and stop times can be entered (Bundy Mode), or the elapsed times (either in hours or minutes). These can also be entered from times written on the Job Bag. There is also the ability to record the number of runs and a short (20 character) comment, which will be printed on worksheet.
• All times worked show on the job worksheet so a comparison can be made with the estimated times and are utilised on job profi t reports.
• Times can be collected for maintenance, waiting on stock/plates, idle time, etc for later analysis.
• Reports include time worked by employees, employee e� ciency, time worked per machine and machine utilisation as well as a payroll report indicating start and stop times.
• Allows for employees working through midnight, working split shifts, or called back for urgent jobs.
15Knife Register
Knife Register
This module is a database which keeps track of all cutting knives and formes.
• Links in with label and envelope quoting for selection of appropriate knife.
• Reports show details of all available knives including the cost, size, repeat, numbers up, number across, vertical and horizontal gaps.
• The knife register is indexed by knife size so that details of any given knife can be easily located.
• Knives may be linked to specifi c machines based on gearing and repeat.
• Ability to link knives to customers for reports of separate knives/formes held for a customer.
• To allow for use for formes for cartons/boxes/or point of sale items, the 3 dimensions of height, width and depth may be entered.
• A Notes screen is available for each knife, for recording details of sharpening, new knife generation or specifi c details re the stock it may be best used with.
• Ability to enter a resharpen date and report on jobs on which the knife was used.
Cylinder Register
Designed for Label and Web Printers and maintains a database of all cylinders.
• Displays all available cylinders.
• Selects the appropriate cylinder based on label repeat.
Plate Register
A database of all plates.
• Standing plates for repeat Jobs stored in a Master fi le are able to be selected each time the job is reprinted.
• Job specifi c plates registered against the Job.
• Ideal for Jobs that have multiple Plate changes.
• Linked to production and Job Ticket information.
16 Stock Control
Stock Control
This module is a database of all raw materials, fi nished goods and price list items used within a company, and is accessible from Estimating, Production, Forms Management and Logistics.
• Items are categorised as raw material, fi nished goods, etc to enable fast location and selection from other modules.
• Multi warehouse capability where stock can be kept in up to 20 warehouses.
• Single screen review of stock levels across multiple warehouses as well as outstanding orders.
• Ability to nominate Reserved Stocks and report on levels of reserved stock, with details of jobs that stock is reserved for.
• Stock issued on a job, or invoiced out from Forms Management/Logistics is automatically deducted from stock.
• Stock Status allows viewing of all the recent movements of the stock.
• Stock Notes screen allows for specifi c details to be kept on stock if required, ie detailed specifi cations, which may print on the invoice, or any specifi c instructions re running stock.
• Stock Audit Trail shows all stock movements for issued, orders, received and transferred stock.
• Stock Reorder report lists all stock due for reorder based on minimum stock levels.
• Ability to apply % increases or decreases to quickly update stock prices when notifi ed by the supplier.
17Forms Management
Forms Management
In an environment where many printers both produce print and also hold fi nished goods for clients, this module allows the printer to keep track of all forms and fi nished goods that are being produced and managed for a customer and to easily provide answers to queries such as “how many months’ stock have you in store?”.
• Reports are designed for customer presentation showing average use per month and quantity on hand expressed as both a quantity and in terms of months.
• Stock issued by month report to detect seasonal variation in usage.
• Reorder reports, based on minimum quantity to be held, ensures timely generation of jobs in the factory.
• Stock Life, Stock Usage, Stock Value, Slow Stock Movers and Stock Movement Analysis reports, as well as Stock Trading list Month to date and Year to date and Stocktake Reports.
• Back order facility allows tracking of customer orders not able to be fulfi lled.
• Forms enquiry screen showing stock on hand, adjustments, orders and transfers between warehouses.
• Allows for detailed reporting of addresses that items were delivered to and integration with the Delivery Docket module, to handle multiple delivery addresses for individual clients.
• Interface with Ordering module handles client’s needs when stock is sourced from external suppliers.
18
The Q&P Workfl ow
The Q&P Workfl ow
Australia’s Leading ERP Solution for the Printing Industry
CUSTOMER
PROSPECT CONTACT ESTIMATING DEPARTMENT SALES ORDER PROCESSING PRODUCTION PLANNING PRODUCTION DESPATCH
Q&P WEB SOLUTIONS/SALES TEAM
Request for quotation Customer OrderQuote View Job Progress PaymentReceivedstock items
Goodsto Store
Order forstock items
Goods andInvoice to client
Q&P WEB SOLUTIONS/SALES TEAM Q&P WEB SOLUTIONS/SALES TEAM Q&P WEB SOLUTIONS Q&P WEB SOLUTIONS
WAREHOUSE
MA
NA
GEM
ENT
REP
OR
TIN
G
CUSTOMER CUSTOMER CUSTOMER CUSTOMER
FINANCE
Pre
Pres
sJD
F
JDF
Shop
Flo
orM
anag
emen
t
Shop
Flo
orM
anag
emen
t
Shop
Flo
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anag
emen
t
Raw
Mat
eria
l Sto
re
Supp
lier
Pres
s
Fini
shin
g
JOB
By implementing Quote & Print in your business you will be able to» Have a single Management Information System operating all parts of your business.» Reduce sta� levels as functions become automated.» Support all your business processes e�ectively.» Track all operations in your business in real time.» Allow customers to interact directly with you over the internet using Q&P Web Solutions.» Access data from anywhere at any time.» Improve customer communications
This will result in
» Increased Productivity» Shorter Turnaround Times» Improved Cashflow» Better Customer Relationships
Australia’s Leading ERP Solution for the Printing Industry
CUSTOMER
PROSPECT CONTACT ESTIMATING DEPARTMENT SALES ORDER PROCESSING PRODUCTION PLANNING PRODUCTION DESPATCH
Q&P WEB SOLUTIONS/SALES TEAM
Request for quotation Customer OrderQuote View Job Progress PaymentReceivedstock items
Goodsto Store
Order forstock items
Goods andInvoice to client
Q&P WEB SOLUTIONS/SALES TEAM Q&P WEB SOLUTIONS/SALES TEAM Q&P WEB SOLUTIONS Q&P WEB SOLUTIONS
WAREHOUSE
MA
NA
GEM
ENT
REP
OR
TIN
G
CUSTOMER CUSTOMER CUSTOMER CUSTOMER
FINANCE
Pre
Pres
sJD
F
JDF
Shop
Flo
orM
anag
emen
t
Shop
Flo
orM
anag
emen
t
Shop
Flo
orM
anag
emen
t
Raw
Mat
eria
l Sto
re
Supp
lier
Pres
s
Fini
shin
g
JOB
By implementing Quote & Print in your business you will be able to» Have a single Management Information System operating all parts of your business.» Reduce sta� levels as functions become automated.» Support all your business processes e�ectively.» Track all operations in your business in real time.» Allow customers to interact directly with you over the internet using Q&P Web Solutions.» Access data from anywhere at any time.» Improve customer communications
This will result in
» Increased Productivity» Shorter Turnaround Times» Improved Cashflow» Better Customer Relationships
The Q&P Workfl ow 19
20 Product Database & Bin Manager
Product Database
The Product Database allows storage and details of images which may be linked to fi nished goods, forms and brochures for the web interface or linked to jobs to enable verifi cation of print details.
• Images stored can be viewed over the web to allow confi rmation of items being ordered.
• Ability to store up to 4 images per entry.
• Linked with the item code in stock control.
• Ability to link fi le name and location of product specifi cation.
• Allows for entry of PDF fi le name.
• Details may be printed and attached to job bag, to enable print checks back to stored image to ensure correct fi lm/plates are used.
• Allows for entry of last job number and quantity.
• May be linked to a specifi c customer.
• Allows for link to a specifi c die number.
• Notes area per item for entry of relevant details.
• Allows confi rmation of all images required when 1 job run has multiple images.
Bin Manager is useful for printers who hold stock that needs to be tracked by date of manufacture and/or the Job the stock was manufactured on.
• Ensure that the oldest stock is delivered fi rst.
• Stock pricing can vary on a job by job and bin by bin basis.
• Full audit trail of what was delivered from each individual bin.
• Bins can be allocated as stock is received.
• Di� erent stock items can share the same bin.
Bin Manager
21Logistics
Logistics
Logistics is the software that provides a seamless interface from Q&P Web Solutions with Forms Management and as such provides a signifi cant cost saving to the business through eliminating re-entry of data.
• Ability to browse and process web orders with the generation of invoices, delivery dockets and picking slips directly from web orders.
• Automatic generation of back orders when insu� cient goods are available and notifi cation by email to the person who placed the order.
• Full history of what was ordered, when it was ordered (date and time) and who ordered it.
• Warehouse utilisation reports showing facilities used each month.
• Replenishment reports showing what was ordered from manufacturing each month.
• Ability to store and pick items in multiple units, eg reams, boxes and pallets.
• Demand forecasting provides the ability for customers to place replenishment orders before stock is depleted.
• Fast Order Entry allows for processing of orders received by fax, telephone or email.
22 Big Picture
Big Picture
The Big Picture is a set of management reports which allows management to keep a fi nger on the pulse of the business and to have an overall view on how the business is running over time. Reports are presented as reports or graphs and it is very easy to see trends over time.
Some of the reports available are:
• Job Profi t Report. This shows the profi t on a job by job basis for all jobs over a nominated range. The jobs can be grouped by customer, sales rep and job type showing the profi t for each type. The profi t for each job can be shown as the total profi t, broken down to Labour, Material & Outside Work, or broken down by cost centre. In addition the net hourly return for each job is shown.
• Job Late Report. This shows the number of jobs late each month. Jobs are shown as 1, 2, 3 or 4 or more days late.
• Rework Report. This report shows the number of chargeable jobs, rework jobs and house jobs. Either the number ofjobs or the dollar value of jobs is displayed. These are shown on a month by month basis.
• Machine Activity Report. This reportdisplays the following machine information on an individual machine or range of machines - Estimated Runs, Actual Runs, Estimated Hours, Actual Hours, Estimated Dollars, Actual Dollars, for a nominated date or job range using a fi lter.
• Employee Activity Report. This report shows the number of hours each employee worked for the nominated period. This can be split into Chargeable, House & Rework Hours.
• Employee E� ciency Report. This report shows e� ciency by individual employee.
• Customer Activity Report. This report shows the ratios of customers’ orders between the fi rst and second half of a nominated period.
• Job Distribution Report. This report shows the distribution of a range of jobs by dollar value or quantity.
• Stock Activity Report. This report shows the quantity and value of stock used over a given period.
• Sales Budget Report. This report shows orders received for the current date, week to date, month to date for either single or all customers and compares them with the monthly budget.
23Security & O� ce Companion
Security
The Security module allows for control of user access, and the level of access for each user and each module within Quote & Print.
• The Password File is encrypted.
• Access to security is controlled by a master password which is allocated by the site.
• Each module has multiple levels of access.
• Di� erent function menus can be set up for di� erent types of users.
• Sales Reps can be restricted to viewing their customers only.
• Lowest levels of access restrict users to read only access.
• Higher levels let users have read/write access.
• Only those users which have the authority for the most sensitive processes for that module would have the highest security level.
• Reports show all users and their access levels.
• Master users can be set up, eg Sales Rep. This user data can then be duplicated as other sales reps are added onto the system.
• Records when each user record was last updated.
• User name is recorded on each quote (as the estimator).
• User name is recorded against each accounts transaction.
• Enable/Disable Snapshot and CRM Snapshot.
• Enable/Disable CRM Activities.
• Enable/Disable CRM Edit other users.
O� ce Companion, as an extension on management reporting, enables any report to be exported to Excel and also enables browse screen information to be exported in various formats.
• Ideal for reformatting reports using the Microsoft O� ce range of products.
• Quote & Print data can be exported into third party products for further analysis.
• Data can be reformatted as HTML for display on Web Pages.
• “Send To” option on Browse screens to Printer, File, Email FTP or Clipboard.
• Nomination to fi le types: PDF, HTML, Word, Excel, CSV and HTML.
O� ce Companion
24 Emailer
Emailer
This module is designed to enable you to have fast personalised communication with your customers and prospects via targeted emails for direct marketing.
• Four formats are available:
Text Only. Good for a short message,eg “Our new 10 Colour Press is now Up and Running.” Text plus attached File, eg a PDF fi le containing a design portfolio. HTML format. This allows the designer greater fl exibility in message layout. Newsletter Format. If you are producing an existing newsletter, in 3 steps you can convert it to an email/electronic format. Knowledge of HTML is not required to do this.
• All images can be embedded in the email or referenced from your web site.
• A log facility is available to record emails not sent.
• Email sending can be easily restarted in case of a system crash.
• Optional facility to bulk email remittance advices.
• Optional facility to bulk email some or all users of the Quote & Print Internet Interface advising of new lines available.
• Uses same email protocols as the rest of Quote & Print.
• Email can be sent to debtors, creditors, prospects and contacts with fi lters enabling easy selection of a subset of customers.
25Asset Register
Asset Register
The Asset Register enables the recording of details of assets and the calculation of depreciation on either Lineal or Declining value basis.
• Ability to enter serial number, location, department and internal group of the asset, as well as purchase price and date & disposal price and date.
• Entry and tracking of insurance value and policy details.
• Notes section for each asset allows for recording of purchase or disposal details or other relevant comments.
• Tracking of disposal dates and values.
• Individual depreciation rates per item.
• Calculation of depreciation and generation of depreciation report for nominated date range.
• The ability to sort both depreciation report and asset listing based on any of the following codes; description, location, department, group, purchase date, disposal date and depreciation rate.
• Use of the fi lter allows for generation of reports based on specifi c requirements.
26 Cost Recovery Planner
Cost Recovery Planner
The Cost Recovery Planner answers one of the most di� cult questions a printer has, “How much should I charge my machines out at?” It automates what was once a long and laborious process. The hourly rates calculated can then be compared with what are being achieved currently enabling management to gradually fi ne tune rates to refl ect what is required to maintain and grow the business, while retaining valued customers.
• Maintains a database of all machines and labour operations.
• All indirect overheads can be calculated directly from the General Ledger.
• Indirect expenses are split into Factory, Sales and O� ce and these can be allocated to each machine on a percentage basis.
• Direct expenses include operator’s wages, depreciation and lease payments.
• Once set up, can easily handle “What if” scenarios, eg “How will working two shifts a� ect my hourly rate? What happens if my machine e� ciency changes from 85% to 80%?”
• Takes into account holidays and other non productive times.
• Report shows details for each machine.
• Report shows average hourly rate across all machines and labour operations. This can be compared with either estimated rates (from the estimating system), or with actual fi gures (using Employee Times).
27Sales & Customer Relationship Management (CRM)
Sales & CRM
A Customer Relationship Management (CRM) database of clients, prospective clients and their individual contacts ensures vital sales information is not lost if account managers/sales reps leave the company and enables allocation to other sales sta� if desired. The linked database of Sales Executives or Reps within the company enables allocation of Budgets.
• Important detail and relationship history is not lost if account managers/sales representatives leave the company.
• Enables fast reallocation of prospective clients to Sales Team.
• The linked database of Sales Team members within the company enable allocation of Budgets.
• Ability to generate campaigns.
• Enables direct marketing of sales promotional letters and fl yers with individual contact and representative details, and when used in conjunction with Group Emailer enables specifi cally targeted email promotions.
• Diary of daily activities for each Rep, automatically updated when pre-set events occur, eg job re-order prompts.
• Automatic notifi cation of Quote and Job completion for internal sta� and direct to the customer.
• Tracking of sales contacts, with inclusion of call reports, enables the Sales Team to ensure all prospects are followed up.
• Full history of all contact for each customer.
• Allows for easy SMS communication with each contact.
• Allows for multiple sales contacts per company, with a Notes screen for each contact, allowing for capture of personal and hobby details as well as a history of contact.
• Linked with quoting enabling quotes to be done for a specifi c contact for a prospective client with merged quote letter specifi c to the contact.
• Ability to track the Sales Team performance both in prospect/client activity as well as a comparison of actual sales to budget and all sales (invoices less credits) by company or by sales rep. Reporting on Quote to Job Hit Rate allows for early detection of reduced activity and trend monitoring.
• Ensures sales sta� proactively follow up existing clients by inclusion of jobre-order dates on call reports.
28 Integrated Accounts
Integrated Accounts
The accounts modules of Debtors, Creditors, General Ledger and Cash Book are developed inhouse and therefore seamlessly integrated to all areas of Quote & Print. This has distinct advantages in accounts control and real time reporting with direct updating of transactions as they are processed. Full integration also allows for better back cost reporting on jobs profi tability and enhanced tracking of cost recovery.
• Has full GST recording abilities for accrual or cash basis, also a GST Statement and Business Activity Reconciliation report.
• All transactions are date sensitive, therefore multiple months may be open at the same time in Debtors and Creditors.
• Integration with Sales module enables a Sales Prospect to be converted to a Debtor on initial order with retention of all details, including callback dates and linked quotes.
• Payment of accounts using EFT, and uploading of fi le to bank software with emailed EFT payment notifi cation giving full details of payment and invoices applied to.
• Integration to Ordering allowing orders to be generated with all correct Creditor information and verifi cation of order prices against Creditor invoices.
• Ability for 5 Cash Books with separate Miscellaneous Income, Miscellaneous Payments and Periodical Payments entry in each and the ability to nominate a default Cash Book for Debtors and Creditors processing.
• The General Ledger has a user defi nable chart of accounts with a user defi nable Profi t & Loss and Balance Sheet account range.
• Ability in the General Ledger to have up to 24 months (2 full years) with budgets open at once with full range of fi nancial reporting available.
• Complete standard functionality and accounts reporting within each of the modules.
• End of period facility to close reconciled periods.
• Ability to have up to 8 separate companies consolidate to a combined group Profi t & Loss and Balance Sheet. This is a separate extension to the Standard General Ledger.
29Export & Payroll
Export
• Outputs a fi le to be imported into external accounting products such as MYOB, QuickBooks, Attache and Sage.
• Exports service invoices or item invoices to MYOB.
• Special reporting and customisation available.
The Payroll program (available for Australian Users only) is updated annually to the latest Tax O� ce requirements. Pays may be made for weekly, fortnightly and monthly periods. A complete history is kept of all pay transactions, allowances and deductions.
• Meets the record keeping and reporting requirements of the “Forward with Fairness” Government Policy.
• ATO Reconciliation Reports.
• Generation of Plain Paper PAYG Individual Non Business Summary.
• Reporting to ATO may be uploaded via the Electronic Commerce Interface or sent by nominated media.
• Audit Trail Reports give full details on a pay by pay basis.
• Commission reports for Sales Team.
• Ability to pay into multiple BankAccounts for each employee with payments transferred directly to banking software.
• Superannuation Reports may be printed by fund or employee and uploaded directly for Print Super.
• Leave entitlements reporting ability on leave outstanding and accrual fi gures.
• Ability to report wages paid within internal departments for any given period.
• Full employee records including next of kin and reporting facility.
Payroll
30 Q&P Start-Up
Q&P Start-Up
Q&P Start-Up is designed to be a cost e� ective solution for small printers allowing them to receive the key benefi ts of Quote & Print’s automation of their business processes. For the smaller printer there is the added advantage of an improved lifestyle due to time savings and the knowledge that the business is able to function e� ectively in the event of their absence.
• Low Cost of Ownership.
• Ideal for Small Print Businesses.
• Ideal Package for Start-Up Businesses.
• Can be upgraded to Full Quote & Print Package as the company’s needs grow.
Start-Up Includes:
• Quotes and Jobs handling.
• Ability to produce Estimate, send Quote letter to client or RFQ letter to supplier, convert to Job.
• Ability to SMS quote summary.
• Ability to produce Delivery Docket and Labels.
• Ability to Invoice Job.
• Ability to Order Materials or Outside Work for Job.
• Ability to record Employee Times and Materials from Job Bag.
• Ability to Export Invoice to MYOB.
• Workfl ow.
• Fundamental Reporting includes:
Job Analysis Job Profi t Report Generator
• O� ce Companion to export to Excel.
31Q&P Web Solutions
Q&P Web Solutions
The Quote & Print Web Interface Q&P Web Solutions enables customers to interact with your company over the internet, a requirement now for the majority of medium to large customers. What makes this software unique is its seamless interface with the Quote & Print back end MIS.
The modules may be purchased individually to enable companies to meet client expectations, while at the same time keeping costs down.
Production Tracking
• Entry of request for quotations. These are directly queued for the estimator so an estimate can be generated.
• Quote tracking where users can see prices when their quotes have been done.
• Ability to order a Job online.
• Job tracking where your customers can see when their jobs are due to be completed. This will save much time and phone calls between your customers and your customer service reps.
• Send email notifi cations/confi rmations upon orders.
Online Stock Ordering
• Tracking of stock levels where stock is held for your customers. Customers can see stock levels, date and quantity of last order and scanned images of the stock item.
• Online ordering of stock. All orders are placed in an order queue for picking by warehouse sta� . Invoices, if relevant, delivery dockets and picking slips will be automatically generated.
• Ability to have orders generated which are queued for approval by relevant supervisor prior to fi nalising.
• Ability to nominate on a client basis if payment by credit card by secure Eway link is required.
• Related “Order & Print” function where goods are not held but printed on request. A production Job will be created based on a previously agreed quote.
• Send email notifi cations/confi rmations upon orders.
32 Q&P Web Solutions
Q&P Web Solutions
Personalised Stationery
The Quote & Print Internet B2B includes a powerful Template-Driven System for Personalised Stationery, Customised Brochures and Overprints or other repetitive work. This enables your customers to key in their variable information, place and preview their orders when they choose to, rather than only when your sta� are available to take the calls.
The Personalised Stationery system generates a PDF fi le for preview and printing.
Personalised Stationery Ordering includes:
• Template Designer.
• Online Entry of Personalised Information.
• Ability to upload graphics.
• Ability for Personalised Stationery to be stored pending approval by another person.
• Ability to store completed Personalised Stationery and retrieve for later editing.
• Email confi rmations.
• Allowing payment by credit card.
33Q&P Web Solutions
QPrint Pro
QPrint Pro is a complete web-to-print system which enables customers to select, design and order printed products from a website.
QPrint Storefront
• Online print job submission.
• Complete online catalogue and webstore.
• Price calculator and quote generation.
• Custom quote requests (RFQ).
• Print job tracking system.
• Streamlined job approvals.
• Multi-level password protection.
• Integration with leading credit card processing systems (eWay).
• Content management system for page control and Search Engine Optimization content.
• Unlimited customer account logins (auto or manual new account management).
• Saved delivery addresses.
• Password protected customer account self-management.
• Order histories.
• Proof histories.
• Logged, automatic emailing between Pre Press and customer.
QPrint E-Designer
• Template creation and management.
• Robust online design functions.
• Template assignment with complete access control.
• Print ready PDF fi le output.
• Customer accessible artwork library.
• Flexible templates for all product dimensions.
• Design object locks (location, contents, size, and style).
• Easy trim and safe text lines.
• Text entry via forms or edit text directly in template.
QPrint Forms Management
• Customer access to current stock levels.
• Customer ordering from existing stock.
• Stocked product searches.
• Automatic back-orders and customer notifi cation.
• Customer-level security and reporting settings.
• Administrator interface for inventory management.
• Full reporting (customer and administrator).
34 Quote & Print Checklist
Number of users: Number of employees:
Modules
Quotes & Jobs
Flat Sheet
Continuous Forms
Labels
Varnish & Laminating
Digital/Price Lists
Envelope
Newspaper
Plotter
Print Procurement
Workfl ow
Scheduling
Shop Floor Management
Employee Times
Ordering
Delivery Dockets
Knife/Cylinder/Plate Register
Cost Recover Planner
Stock Control
Product Database
Forms Management
Bin Manager
Quote & Print Checklist
Logistics
Big Picture
Security (included with Quotes & Jobs)
O� ce Companion
Emailer
Asset Register
Sales & Customer Relationship Management
Debtors
Creditors
General Ledger
Cash Book
Export
Payroll
Start-up
Q&P Web Solutions Production Tracking
Q&P Web Solutions Online Stock Ordering
Q&P Web Solutions Personalised Stationery
Q&P Web Solutions On Demand Printing
QPrint Pro Storefront
QPrint Pro E-Designer
QPrint Pro Forms Ordering
35Notes
Notes
Contact your localQ&P representative
FOR MORE INFORMATION, VISIT US ON THE WEB
www.quoteandprint.com.au
Head O� ce | Tel: +61 2 9646 3466 | Fax: +61 2 9646 5266 | [email protected]
Singapore, Malaysia, Indonesia,Vietnam (Asia Head O� ce)Tel: +65 6280 4321 / Fax: +65 6280 1984
TasmaniaPrintec Solutions Pty Ltd
Tel: +61 3 5967 2488
South AustraliaQuote & Print Solutions
Tel: +61 8 8713 5600
Sri LankaJust In Time Group
Tel: +94 11 2574083
New South Wales and ACTQuote & Print Solutions
Tel: +61 2 8713 5600
Western AustraliaOrelia Management Systems
Tel: +61 8 9419 2211
New ZealandTaylored Systems Ltd
Tel: +64 9 812 8506
Middle EastNilpeter Middle East LLC
Tel: +971 (0)4 448 33 13
QueenslandCalprint Systems Pty Ltd
Tel: +61 7 3325 2739
VictoriaPrintec Solutions Pty Ltd
Tel: +61 3 5967 2488
PhilippinesGlobis Inc.
Tel: +63 2 7405751 to 56
ThailandBerli Jucker Public Co. Limited
Tel: +66 2367 1299
Software
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Quote & Print provides thecompetitive edge for business growthQuote & Print Software covers the needs of the following industry sectors:
• O� set• Label• Variable Data Printers• Signs & Banners• Logistics• Packaging• Digital
• Universities & Colleges• Mailing Houses• Envelope Manufacturers• Finishing Houses• Print Management• Newspapers & Magazines• On Demand
• Inhouse Print Shops• Screen Printers / Pad Printers• Forms Printers• Print Procurement• Large Format Digital
...and combinations of the above
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