Purchase Order Numbers & other Accounting Codes

When your client orders, they might need to enter a Purchase Order ID, or a staff id or any other kind of code. Follow this pictorial guide to see how.

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What kinds of orders can the PJ system handle?

Types of products, product types,

1. Configurable Product / Instant Quote Product (aka Regular Product – variable quantities, and other parameters (such as size and colour, and finish etc) and additional options which user can define his required product. Users can also upload files (eg artwork) to support their order.

3. Stock Item – requisition of stock products.

4. Editable product – where the user actually edits artwork online and chooses among various pricing options and parameters.

5. Custom Quote Product – where users send in a thorough description of the requirements and thereby submit a quote request.

What languages can we use?

At launch, the system is available in English and US English. A French and German version is in the works (as of April 2015).

Admin users can choose at any time in what language they view the admin system.

Admin can also allow clients to choose among 2 or more of these available languages. Examples of where this might be appropriate – Canada (French & English), Belgium (French, Flemish and English), USA (English and Spanish).. Normally though, Admin will stipulate that only one language is available.

On standby we have a feature which will allow Admin to create multiple language versions of product names and emails. For example in Canada, where the users might be choosing French, Admin might want the users to see the product names in French too, and receive their emails in French. This requirement has not yet been expressed, but we have developed a lot of code which will accommodate this. So we’re ready 😉

What are the ‘Standard Settings’?

There are three groups of settings in the PJ system.

1. System Settings – which control the various aspects of the ADMIN system

2. Standard Settings (aka Universal/Default Settings)- which represent the settings for all (non custom) clients and new client systems.

3. Custom Client Settings – potentially different for each client system.

Tax and how it works

Company Tax

As a rule all prices entered by admin are net prices ie price without tax. Tax is always applied afterwards.
You can set whether your clients should see prices inclusive / exclusive of tax.
If you disable tax for a company, those users will not see it anywhere and orders in admin will show tax = 0
You can set different tax rates per company.

Shipping tax

All shipping prices by default should be entered as net price. Tax is applied afterwards.
You can apply tax to shipping but it will require company tax to be enabled for it to show.
If you modify a shipping rate after an order has been made any tax applied will depend on whether company tax was enabled or not at time of order.

Real time shipping prices and shipping labels – a how to guide.

The PJ System has shipping options, to allow your clients to choose a shipping method during an order. However, these shipping price are either fixed, or tied only to weight (total basket checkout). For most applications this is perfectly OK.

To have REAL TIME or more dynamic shipping prices, we need to actually interact with Fedex or DHL etc. On the PrintJob System we do this with a shipping API called Easypost.

Here are two usage scenarios

  1. You want to allow users, during order checkout, to select a shipping method and get a REAL TIME price thats based on their address and the weight etc. They then add this price to their order

  2. You want to process orders in the back end and get a rate and a [paid for] shipping label for a parcel that’s ready to ship.

 

 

To start doing either of the above, you will need to follow this guide:

Step 1 – sign up with Easypost

Step 2 – copy the API Keys from Easypost into the PrintJob System>Integrations>Easypost page.

 

Dashboard EasyPost (2)

PrintJob Demo (2)

Step 3- Go to the Easypost Settings and set up your Couriers. You might have a USPS account and 2 Fedex accounts (1 for you and one for a particular client).

Step 4 – Back in the PJ System you will need to ensure that you have at least one main Pick Up Address

PrintJob Demo (3)

Step 5 – If you want to allow users to see (and pay for) real time shipping during checkout you will need to create the options for them in the Storefront or Client Settings page. Just create one and choose ‘Easypost Shipping Option’. You can then choose one of your couriers (and a markup price too). Note: if your users cant see any options it might be because the courier system needs a box size (Parcel Force and Royal Mail) or a Pickup Address (UPS). If you think the options should appear and yet they don’t please contact support. Also, a client might choose an option and pay for it, but this does not represent a contract and is not a binding purchase order with the shipping company. Its simply an instruction to you in the Job View page that this is what the client wants. It doesn’t cost you anything.

 

Step 6 – Lastly, as Admin, you’re in the Job View Page. You want to actually send the box off with a courier. Click on the Delivery tab, on the left hand side and the ‘Create Delivery Note’ button. Inside the pop up you can either just press continue, to create a simple delivery note, or you can click on Get Rates. Doing this will generate the same delivery options as your client might have seen. You can choose one, and actually generate a LABEL with a Bar or QS Code. After it’s created you can access it using the buttons on the Delivery tab. Print it out and attach it to the box. The shipping man will be able to scan it when they arrive to pick it up (after you inform them).

Note: generating a label will cost you $0.03, payable to Easypost. You need to make sure that your Easypost account has enough credit for this (ie: login and give them some payment details).

 

 

How to email a PDF quote to the client.

PrintJob Demo (7)

On the quotes page click on the ‘Create Quote Request’ button, fill out the form and click save.

You then get taken to the specific quote request page where you can now add an estimate.

PrintJob Demo (1)

 

Add your cost price and markup. If you are not splitting the quote into different tasks then you can leave tasks empty.

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Then select the estimate you have made and click ‘Create Quote’.

PrintJob Demo (5)

You will now see the following where you can email the client the quote.

The client can then login to order it or tell you directly and you can do it on their behalf.

PrintJob Demo (6)

 

 

Who can see what?

Its very hard to make really powerful software easy to use. What follows is an explanation of

How to limit the user experience by using departments.

Its necessary here because using the departments to do this isn’t all that clear, and its not all that clear how to make it clear!

Note: We called them departments, but lots of different clients, in the USA, in Europe, and elsewhere, all call them different things, such as franchise location, offices, depots, divisions, sales reps, etc.

Once you create a department and you put someone in that department, their user experience is immediately changed, unless you then a) add some Product Categories to that department and b) add some Addresses.

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However, you need to remember 2 rules:

  1. if a user isn’t in a department, they will be able to see all categories.
  2. if a product isn’t in a category, it will be always visible to all users.

 

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Note also that Department Managers can see more than normal users, and can see the orders of users in departments in which they are listed as manager.

(Create a Department Manager by simply listing a user as a Manager for a Department – ie: click on the Managers button on the Departments screen.)

Lastly, Senior Managers can see everything.

 

 

Simple guide to building Editable Products

The following is a step by step example of how to build an editable product. Please note that you can do any of the steps at any time, and follow your own approach. Many of the steps are optional.

Its assumed that you have an example of the design, in PDF format, and that it is suitable for printing.

1. Create an editable product
2. On the Artwork tab, upload a sample PDF (this will create a product thumbnail)
3. On the Template tab, find the option ‘PDF Interpret’
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Using PDF Interpret
PDF Interpret is simply a tool that will create text objects in the correct format and position. This will speed up the build process. Warning: Using PDF Interpret will wipe out any previously created template.

4. Upload the same PDF again. Follow the instructions to upload fonts.
5. Once PDF Interpret is done, review the fields, rename them, change the default content, check ‘labels’ etc.
6. Once positions and size are correct, upload a NEW PDF into the Artwork tab, same as the sample but without the new text or images that the template is adding.

Optional Steps
7. Create objects manually. Either retrieve the XY co-ords from Adobe Illustrator, or position them by trial and error using the original sample as the background artwork (so that you can overlay the text and images and line them up)
8. Create Dataloaders to load default data or to allow users to quickly fill fields.

Troubleshooting

I don’t have a PDF
You don’t need one unless you want to use PDF Interpret. In the artwork tab, select custom size. The background of the artwork will therefore always be white. You can introduce images and text in the template.

When I use PDF Interpret, it doesn’t find any text fields.
When you create/export the PDF in Illustrator (or elsewhere) make sure that the text objects are coherently defined, ie: not converted to paths. Also, ensure that the objects have font definition embedded.

When I use PDF Interpret, it creates loads of image objects.
Just delete them, if they aren’t going to be editable objects.

When I use PDF Interpret, it just hangs.
Make sure that your PDF is as simple as possible. Having lots of text fields is OK, but lots of images made up of hundreds of components is not. The system is trying to make sense of and identify every little image component. If possible, in Illustrator, try to merge/combine all images into a single clean image.

Register, Login & Passwords

How do I find the main login page of the new system?

Each system is located at a different URL. Your login page is likely located at somewhere similar to http://demo.printjob.com/ where ‘demo’ is the name of your system.
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How does the registration process work?

Registering on the Storefront.

Users can register and become Client Users by

  • Using the Register button on the login panel (if Storefront Experience is enabled by Admin). This method requires users to verify their email for security purposes. This is done by clicking on the link in an email which is sent after registration (and before login is allowed).
  • Clicking on the link in the received email ‘Invite to register’.

Admin can invite people to open accounts either by

  • adding their email to the quick invite (in Storefront settings) and hitting send. In this case the user would have to fill out a form giving their name, email (prefilled), company name and password.
  • creating an account and user and sending an invite. In this case the profile form would be prefilled except for password.

Registering to join an existing Client Account.

To join an existing Client Account, to represent their company or join their colleagues, a user must either

  • Click the registration button on the login panel of the special Client Account URL (if made visible by Admin). This method may require a passkey. This is so that only intended users register and gain access to the Client Account. Once completed, Users will also have to verify their email for security purposes. This is done by clicking on the link in an email which is sent after registration (and before login is allowed).
  • Receive an invite email.

Admins or Manager can invite someone to register for a Client Account either by

  • adding their email to the quick invite (for Admin this is in the Account settings area) and hitting send. In this case the user would have to fill out a form giving their name, email (prefilled) and password.
  • creating/importing the user and sending an invite. In this case the profile form (name and email fields) would be prefilled except for password.

 

 

 

NOTES

Once registered, all users will receive the ‘Thank you for registering’ email.

If a user changes their email at any point, they will have to verify their email address again before the next login. This is simply done once they receive the email ‘Verify Email’.

If a user attempts to login with an email address that has not been verified, they will see an error message which reads ‘You are attempting to login with an email address that has not been verified. Please click here to verify an email address.’

If a user tries to register and the system detects the email is already in use, they will see a message which reads ‘User profile already exists – if you have forgotten your password click here’

If a user registers on the storefront, but actually wants to join an existing account, they will have to delete the profile and re-register either on the special login page for that account or request an invitation from another person in that client account.

If self registration is switched off for a particular Client Account, prospective users will only be able to register by receiving the invite email.

Why do we require users to verify their emails?

  1. To ensure that users have an email address and can receive system emails

  2. To ensure that the user is not impersonating someone else.

What passwords are acceptable?

The minimum strength of PJ passwords is 8 chars. You must include at least one number, one UPPERCASE and one lowercase, for example “Jackson8″

When does the system log you out?

After 30 mins of activity, if the tickbox “Stay signed in” is not ticked..

The tickbox “Stay signed in” should keep you logged in for 1 month at least, or until you clear the cookies on your browser. Closing the browser in this instance won’t log you out.