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DHA Job Flow
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| This describes the flow of jobs through the
DHA System from Estimate to Order Entry to Invoice and Accounts Receivable and Cash
Received. |
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Contents |
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Information flows automatically from one module to another. Each module
can also be operated independently by entering the information that would
normally be generated by another module.
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It is also possible to import and export information to and from programs from
other vendors. |
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The estimate drives the process.
Once
the specifications are entered in the system, you never re-type anything. |
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Repeat jobs simply involve calling up
the old estimate. Estimates can be saved forever. Repetitive jobs can be pre-estimated so
estimate numbers 100 to 1000 could be specific jobs that are used constantly. Our ZipEst
allows you to build a library of jobs you can use for instant estimates. |
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Estimate can be copied to clone the job
you want, make any necessary changes, and you're done. |
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For new estimates, input is done by
single keystroke response to prompts at the bottom of the screen. No need to chase the
cursor all over the screen filling in blanks or codes. The focus is on the question at
hand, and reduces errors from forgetting to fill in a blank. |
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The program only asks questions pertinent
to the job category. Letterheads won't print on the back, fold, perf, or score. Envelopes
won't ask about cutting. Booklets ask about pages and covers. You don't forget anything,
and you don't need to wade through unnecessary fields. |
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Once the specifications are entered, all
the information is available on edit screens for easy modification. |
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All estimating costs and time standards are
contained in price tables for each machine. Tables can be based on unit prices for each
operation, or on time/production speed using hourly rates. The tables come ready to use
loaded with industry average figures, but should be customized with your prices. Prices
can be entered for four difficulty levels, so you can make the estimate fit the job. |
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There is plenty of flexibility
in these tables to fit just about any pricing method. Some items like cutting
lifts can be forced to even units. You can also set minimums of 1000, 2000, etc,
or minimum cost. |
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Most price tables you will need are defined
by the system, and cover all the operations in most printing plants. You can also create
your own price tables for operations or prices that are not part of the system. These
prices can be accessed easily at any point in the estimate.
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Desktop Publishing or traditional
Paste-up, Illustration, Layout, Design, and Photography can be included using hourly, flat,
or page rates.
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A miscellaneous artwork table allows you to
add prices for Xerox proofs, faxes, or any other art related function not covered in other
tables.
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Camera - linenegs, halftones, outline
halftones, duotones, outline duotones, reverses, spreads/chokes, tints, and color
separations. 7 film sizes for each operation.
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Digital Film - Prices for loose negs,
halftones, duotones, color scans, proofs, and imposed press film. 11
sizes. |
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Stripping can be done by Time, Flat
rate, or piece rates. Each piece of film automatically counts a stripping unit for the
type of film (line, halftone, duotones, color sep).
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Press - These tables include basic
film, stripping, proofs, plate making, extra burns, presswork, and wash-ups for each press
size or category. Press - These tables include basic
film, stripping, proofs, plate making, extra burns, presswork, and wash-ups for each press
size or category.
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You can have as many press files as you
want, so the same machine can be priced differently running as a single color or as a
2-color. Presses can be single or multi-color, one sided or perfecting, sheet fed
or web.
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Ink is based on percent coverage for
each color with cost factors for black, colored, premium PMS, Metallic, PMS mixes, and ink
minimums. Coverage factors can be adjusted for your shop and kind of work
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Stock prices are contained in paper
price files, one for each stock category (Book, Cover, Text, Bond, Writing, etc).
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Paper can be added to the master file
during the estimate, so you can build these files as you go. Current prices for paper
already in the file can be updated during the estimate, or paper prices can be increased
as a percentage for various categories (add 3% to all Productolith book).
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Paper prices can be based on weight
(CWT) so you only need to maintain 1 price for all sizes of a particular paper.
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Bindery operations have
options for Automatic Calculation, Time, Flat Rates, Buyout, or Skip.
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Pre-trim and post trim are done
automatically. Cutting is based on sheet size and caliper to calculate lifts for number of
pieces out of a sheet either chop cut or bleed cut. and post trim are done
automatically. |
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Folding is based on sheet size and
difficulty.
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Scoring and perfing can be done
on the press as lithoperf, on the folder, or on a separate score/perf machine.
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Collating Collating can be machine, hand, or
included in binding operation. You can have multiple collators for different
speeds and difficulties.
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Binding operations include Saddle
Stitch and Trim, Perfect Bind, Side Stitch, GBC Binding, and Wire
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Wrapping includes shrink, tie, band,
and kraft. |
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Packing Packing includes cartons, boxes, or
skid pack.
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Delivery can include our truck, or
freight/UPS charges by zone and weight.
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Buyouts can be added any time with variable
markups. Enter buyouts without cost, then just add the prices when you get them.
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Notes can be entered at any point in the
estimate.
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Once the estimate is done, prices can be
printed for as many quantities as you want, not just 2 or 3. You can also come back later
on and print prices for any quantity without touching the estimate.
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Estimates are very easy to modify so if
something needs to be changed it can be done and the prices recalculated in seconds.
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House copy includes specifications,
imposition, cost, markup, and selling price, price per M and price each.
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Estimate Detail
shows itemized detail of production requirements with time and cost. You can
print this for any quantity
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Customer Copy shows
specifications and the selling prices. You have the option of printing per M
and each price.
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Customer copy can be printed on your
letterhead or on blank stock with your name printed by the computer. Special fonts or
graphics can be printed as well. |
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Direct Fax - The customer copy can also
be directed to a file for editing or faxing directly from the computer.
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Estimate Log
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Existing estimates can be quickly and
easily found by looking in the permanent estimate log. Estimates can be found by customer,
rep, or any part of the job title. Just enter any word in the description and all jobs
that contain that word are listed. |
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Job Ticket - Once an estimate
becomes a job, the Docket program automatically converts the estimate into a Job Ticket.
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If nothing is changed from the estimate the
docket can be printed by simply entering the actual quantity, the customer PO Number, and
the anticipated delivery date. Everything else is picked up from the estimate file
automatically. If the job has changed, the estimate can be modified easily before printing
the Job Ticket. |
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The Job Ticket shows the Specifications,
Imposition, and all production detail from the estimate file. This means production people
know exactly what is required. More importantly they know exactly what was estimated, so
if the actual job varies from the estimate steps can be taken before work is started.
Often it's too late after the job is done. This detail also means that costs are logged to
the appropriate department and machine code for accurate analysis of real production
costs. |
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Cut Order - The cut order is used to
pull the paper from inventory or order it if necessary. Cut orders follow paper to the
pressroom for identification.
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Permanent Job History Log
- Writing a Job Ticket adds the job to the log. Rerun jobs can be found in this
log by customer or by any part of the job title, purchase order number, etc.
This file is updated with the invoice date, number, and amount when the job is
invoiced.
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Reports available from this file include
all unbilled jobs, overdue jobs, jobs to ship on a certain date, etc. |
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All new jobs are entered automatically into
the schedule. Production time from the estimate is converted into time blocks for each
machine. Dates can be set automatically or manually. |
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The Schedule programs provide daily
schedules based on due dates and priorities. Each machine schedule can be viewed on the
screen and jobs moved to different days or sequence. Once you have the sequence you like
you can "save" that schedule. |
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Schedule files are updated in one of three
ways:
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1) Automatically from Data Collection
Terminals or work stations.
2) Next Day from Job Cost time sheet entries
3) Manually in the scheduling module by entering the job number. |
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Schedule lists indicate due date, time,
quantity plates, impressions, and availability of materials.
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Schedules can be viewed or
printed by machine or job. A variety of print outs provide visual
machine/department loading and time available.
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Job Status can be viewed
at any time indicating the current location of the job and status.
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Document Printing
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| This program allows you to print
information from the Customer File and Job History Log plus other information you enter
from the keyboard. Print on anything you can get in the printer. Easy to create and modify
templates control printing and format. You can print multiple copies of any form with
counters to print Box 1 of 10. |
| Delivery Receipts
plus carton labels, shipping
labels, order confirmation letters, What ever you need.
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| Simply entering the job number pulls the
information from the Job Log and fills in the first line on the invoice. You can add other
lines to the invoice for items not included in the job log or add additional jobs to the
invoice. |
| The invoice can be modified at any time to
add items, change order or ship quantities, or pricing. |
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There are several options for adding
information to an invoice:
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| 1) Just type it, Order Quantity, Ship
Quantity, Description, Unit Price, Units, GL Code, Tax Status. Line total can be entered
or will be calculated automatically. |
| 2) Inventory lookup. Enter an inventory
code, or hit F2 to do key word, size, color, etc, search. Inventory allows 10 quantity
price breaks. |
| 3) Message Lookup. A popup menu with up to
50 lines that can contain description and if you want, price, and units. |
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Invoice formats
are controlled by
easily modified templates, so the invoice can look any way you want. You can also print logos or a background form.
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| Invoices can include information from the
Job Log plus 10 fields you can define and print anywhere you want. |
| You can print the invoice as many times as
you like. You have the option of not posting the information to the Accounts Receivable
Module so you can see what the invoice will look like. |
| No chance to forget billing. When the
invoice is posted, the billing amount and invoice number are posted to the history log.
Several reports from the Job Log will show unbilled jobs. |
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| Customer statements are available at the
push of a button any time you want. You can run an individual statement any time for any
customer. |
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Credit Check
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This option will search the
Accounts Receivable file and the Job Log for unbilled jobs to compare with the
customers pre-established credit limit.
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Aging -The aging can show invoice
detail for all invoices or only overdue items with phone numbers and credit limits to
simplify collections.
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Payments
- As payments are entered the
cash totals are automatically posted to the Cash Management system. All non-AR checks are
posted as well to allow total control of Cash in and Cash Out.
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Purchase Orders are entered into Job
Cost as accrued expenses. When the invoice is received it is compared to the Purchase
Order.
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| All invoices entered into Accounts
Payable charged to a direct material account will be posted automatically to the job
cost file. |
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Labor recorded in job cost is
automatically posted to payroll. Labor recorded in job cost is
automatically posted to payroll.
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Payroll Information
Payroll Information is automatically
posted to the General Ledger. Payroll Information is automatically
posted to the General Ledger.
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Analysis |
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Extensive analysis of sales is available monthly, quarterly, yearly, or any date range.
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| Cash Flow - One Report shows cash
requirements. Another report will show projected cash receipts based on past
payment history.
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General Ledger |
| Accounting information flows to the General
Ledger Module at the end of the month. The closing process is quick and easy, so Income
Statements and Balance sheets are available at the push of a button. |
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| Job Cost information is invaluable. It's
the key to profitable operation, quality control, machine utilization, people
productivity, accurate estimates. It's the key to Everything! |
| It's so important every line item of every
time sheet is saved including start time, stop time, machine, operation, quantity,
employee, and remarks. It's saved forever. On CD's if necessary, but we never lose it. |
| As a result, we have the most comprehensive
job cost reporting system available anywhere. No one gives you access to more information
more ways. |
| Each week employee time is posted by
machine and employee. You can analyze all the operators on any machine for any period, or
you can analyze all the machine operations for any employee for any period. |
| The job cost reports close the loop by
providing accurate production information to update the estimating standards. |
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