Total Workflow of ShopVOX

Total Workflow of ShopVOX

DashBoard

Warning Messages are highlighted in red for immediate attention

Sales leads

Sales leads can be the starting point for your sales process. You can also start from a Quote as well. The importance of a sales lead is collecting all the information needed to generate a quote.

A typical Sales Process 

1. Sales Lead comes in via phone or email.
2. Specification is put together to quote jobs.
3. Job is quoted.
4.  Customers are chased for business to close the Sale.

On clicking Sales Leads it will show the list of sales leads with the customer details as shown below.

Sorting based on the sales lead name will output all the records for that particular sales lead

On clicking on the title it will go to the details page with the next stages of sales and the page also has the option to assign the customer follow up to employees.

Search option is available with title,item,customer name,contact,start date ,end date etc.

  All the sales lead details can be downloaded as a CSV file.

Sales Pipeline

 A pipeline is made of Stages that you customize to fit your process.

 Can filter the Sales contacts in a particular time period.

 From the Sales Lead, click the Action Menu, then Add Quote (shown below).

Once you click Save, you will be taken directly to the Quote and can begin adding items.

If sales lead is not present we can directly make a quote by clicking the green’’+’’ sign

New Customer (Creating customer before creating quotes)

Shopvox has the option to automatically set the Expiry Days and the same can be edited from back end.

How to change the POS settings for the usual(30 days)expiry date.

Editing POS setting

If you are using “Quoted” as a stage in your Pipeline, be sure to return to the Lead and Mark the Quoted stage as complete.To view the Quote that is attached to a Lead, open the Lead, expand the right-side bar by clicking the tab (shown below highlighted in Red) and click Transactions.

By Searching the product by SKU/Name unit price will append from backend and when giving height,width and quantity total price will be calculated automatically.

Discounts can be applied in % and the deduction also appear instantly in the screen

Screenshot of how a quote appear in the dashboard with line items

Assets Can be uploaded as documents and attached as files from the local system.

Assets uploaded will not be available in the PDF and while sending the line item quote to the customer as an email  it will ask whether to add the attachment in the mail.

The UI will be slightly different for a tshirt where the quantity will depend upon the size color etc so the total quantity will be updated depending on the individual items. And there will be an option to add extra attributes if required.

The quote can be downloaded as a PDF file.

ShpVOX allows registered contacts to send quote mails.and the same screen there is an option to add a new customer email id.To send emails different custom email templates are also available.

Template example for the emails.

Once the mail is sent to customer the status will be updated as delivered.

In home Dashboard it will show the Sales leads,quotes,orders and invoices

Transactions Menu

Search based on title,Customer, start date, end date etc.

On clicking on the quote it will move to the details page.

On save it will be converted as order

Sales order number is independent of Quote Number And will be the same for invoice number.

To capture the Down Payment record payment option is available in Actions menu dropdown which will calculate the amount based on the % of down payment already given and populated in the down payment percentage text box.

Make payment with different options shown below against invoices.

The paid amounts are also shown under the line items and the balance also shown like below the screenshot.

Customer can edit the line item if they wanted to add extra quantity and the same will be updated instantly

The same can be emailed to customers with a thanks note.

Once the down payment is done it will move to Create a job(for production).This screen will not be visible to the customer.

Should select the workflow for the process for example if the job is for banner creation the workflow should be ‘’print’’.

Due Date can be changed if required and once the work flow is saved it cannot be changed.

If a job is set as Rush it will show first in the job board.

Field to add local file to add any files for production.

Job Card

Specific tasks with task description can be added here and can be assigned to an employee and the same will be notified through a mail to the task  assigned employee.The assignee can tick the check box once its done and it will be updated. 

Example shows the pdf file added as an asset.

Schedule is auto populated by the system based on the workflow template.Due date for each stage,assignees and estimated time can be edited.

To book the availability of a machine PCS settings will look like bellow 

Card view will give a visual look and sorted based on the due date and rush jobs will be seen in pink.

The text below the image shows the active stage of that product.

This icon is to show the work flow

These individual workflow steps can start or stop based on the requirement.

LIST VIEW

RED-the rush jobs are in red,pink -nearing the due date (date in blue),according to the schedule it’s late.White is ok.

Customise the columns that should be in the dashboard.

This list can be filtered using different options shown below

List view can be searched based on the key description, customer name etc.

For proofing we can give Start design and upload the designs here.

Turn on the play button shows the progress of design

Once the design completes upload the proof and send to customer 

Now the job status will change to in progress

Work order can be downloaded as a PDF file.

The combined job can combine different line items to a single job but the workflow should be the same.

WORKFLOW TEMPLATE

Your workflow templates are what you use to track production on your jobs. Simply put, your workflow is the outline of every step you want to track; that needs to be done to produce a job.Workflow templates allow you to track every step of a job, schedule your employees and machines, and ensure you deliver on time.Workflow templates help you reduce mistakes by following the same repeatable process for similar jobs.You should set up workflow templates for the different production processes in your shop

The default Stages in shopVOX are:

• Pre-Production
• Production
• Post-Production

Name

Add a descriptive name for your workflow template – when you create jobs, you’ll select a workflow template by this name.

Description

The description is strictly for your back-end use. Include relevant details on a workflow template – so that if somebody else has to edit/update this template, they’ll know all the details.

Require Proofing

To take advantage of our online proofing tools, you will need to set Require proofing to Yes.This will automatically add two steps into your workflow – Design and Customer Review. Those two steps control our online proofing feature.You will be able to re-order these steps by drag-n-drop, but you cannot delete them.Once you click SAVE, you will then add the Steps to your template.

Steps

Your workflow steps are the meat and potatoes of workflow templates. The steps are where your actual work gets done.

Assigned To

You will assign your employees to work on steps.

Machines

You can also assign your machines to steps.

Machines would be your printer, your press, your bucket truck, your CNC router – whatever resources you’d like to include on your schedule.

To create your Machines:

• Click your Company Menu
• Click PCS Settings
• Click Machines

Estimated times

• This will be your starting point when you schedule your jobs.
• How long does each job usually spend in this step of the workflow – from start to finish?
• This is NOT how long it takes to perform the actual work on this step. It IS how long before it usually moves to the next step.
• It may only take 30 minutes to Print a banner job. But once the Customer Review is completed, it may take up to 2 days before it’s actually printed.
• If you want to assign the number of hours or minutes a step will take, that is done on the specific job and step. Not on the workflow template.
• Colors – Helps visualize progress on the shop Calendar and shop Scheduler
• Establish a system so that you know what each color means.
• This ensures the Shop Calendar isn’t just a random mess of colors.
• I recommend using a different color for each Stage of the workflow. Then use a different shade (from light to dark or vice versa) for each step in the workflow.
• This allows you to visually see where each job is at on the calendar at a glance.

Custom Fields

Custom fields are a way to add additional information to your workflow template.

You’ll use custom fields to customize shopVOX for your shop.

There are no limits to how many custom fields you can add – and there are many types you can choose from.

Some examples of custom fields you may want to set up.

• Signs / Large Format: Print profiles, Orientation, Grommet placement
• Screen Printing: Locations, Ink colors, Squeegee angle, Mesh count
• Embroidery: Locations, Thread sequence, Backer type

When you create Custom Fields for the Workflow Templates, those fields only show on the Create Job and New Job screens.

Creating Custom Fields on Workflow Templates is a great way to capture production information that is needed to produce the job.

How do I create a workflow template?

Creating new workflow templates is a fairly easy process.

Pro Tip: You can also copy workflow templates to save yourself some time. Start with another workflow template, copy it, and then change the current steps or add your own.

Best Practices

Assign users by default

• Schedule your employees for certain steps by default.
• If you have only a designer, assign them to the Design step in your workflow template.
• If you usually have a specific person operate the flatbed printer, assign them by default to the Print step in your workflow template.
• This will save you a lot of time when doing the scheduling after creating a new job.

Enter estimated times for each step

• When you set up your workflow templates, include estimated times for each step in the workflow. This will help you save some time on the scheduling side.
• No worries – you can always change the time on each individual job.
• Do not use past tense names for steps.
• Use Print – instead of Printed. Use Material Check – instead Materials Checked In.

Work Order page

When you’re on the Work Order page, the steps in the workflow steps will be displayed like this.

shopVOX tracks 4 separate states for each step. We assign colors to make it easy to keep tabs on.

Idling

Blue means that you’re waiting for the person responsible to start this step.

To start working (and tracking time) on this step, press Play.

In Process

Orange means the step is in process. shopVOX will track your time spent working on this step of the job.

To stop tracking time, click the Stop button – this will place the step On Hold.

When the work is done, click the Flag – which will mark the step completed.

On Hold

• Red means the step and the job are on hold.
• To resume working on a step, click the Play button.
• Pro Tip: If a Job is On Hold, you and your teammates should add notes to the jobs – outlining why the job is On Hold. This will make it easier to remain on the same page.

Completed

• Green means the step has been completed. The person responsible for the next step in the workflow would receive notification.
• If you need to restart working on a particular step, just hit the Restart button.

Grid Pricing

If Quantity is selected a quantity field is populated in the quote and collection are grouped as sets.

All the grid items are added  here on save and it will be converted as a quote line item.

Here shopVOX will display how the split is happened separately.

When creating a new order dropdown box will be available to select the different size.

While editing the product attributes there will be an option to select the pricing type

While editing select the grid type in the type column

There is an option to add the bulk details by uploading the excel file.

Here we can select Quantity,size and sides (3 D grid)

Can add more attributes to make the product more customisable

How to add a new attribute in ShopVOX

After refresh the new attribute is added and can be seen in the window.

Purchasing in shopVOX

On clicking on new material requisition

By saving the details it will show the material list as shown below

Once the item added to the list next is purchasing

Order Material can also be visible in the job board

  Cost can be updated if required

Select vendor and the right hand side create po option

It po can be printed as a pdf format

The po will look like below

PO can be sent to the vendor for confirmation through  mail.

Once the mail sent the status will automatically changes as ordered

Manually changes the po status

Purchase Order for Promotional materials is slightly different

To create a PO for Mini Screwdrivers

The promotional item ScrewDriver is shown below

Purchase order is created 

There is an option available to upload the asset for each line item

            This will be available to upload if we want to  email the customer

Like below shown screen the asset will available to upload to send mail

Vendor list download can be done through the below mentioned option.

Notifying PMs of charges shown below and email notification will go to the PM

In home->reports->BOM used is available.

It will show the invoices/sales order for a particular time period based on the selection

To sync with QB , you need to set up the bookkeeper and admin first.There are 3 types QBDesktop,QBOnline and Xero.

Here quickbox online is selected and invoices and po will list under this

Any order in draft is not listed since it is not confirmed.

Select individually or all together to post to accounting

Go to Account settings and enable post purchase orders for quickbooks desktop and quickbooks online

Online Proofing

Create job->select workflow->Select Reviewers from the dropdown

On save it will go to the job board

Selecting a particular  item it will go to the details page.

Drag and drop the design and give a name

Hit the show job

If the salesperson wants to be added to the view(design should go to salesperson for verification) it should be added in the workflow template.

Sales person can review the design before going to the customer