Master Production Database HELP

[David Rowland]

Hi Janice, currently doing something very similar and I know Quickbooks is similar between Canadian and UK versions although different to the USA version. My one will be customised similar to that, but it wont be ready till july I think. I would to be quite honest look around but dont put a priority on linking it directly with QB, QB is not the best interfacing programs out there so just go and find something to your needs.

[Martin Pearson]

Hi Janice, I used Quickbooks Pro and it is possible to set it up to do what you want I am sure but it takes a lot of time to do and you obviously need to be able to use the software properly which I never did. What about some sort of "T" slot system, I know it would be back to doing it by hand rather than on the computer but they are easy to keep updated as long as each department provides the correct information.

[Janice LeBlanc]

Hi Guys. Thanks for the feedback. Dave if it was linked to Quickbooks great, but that is not the priority. I am really just needing a system to look each day where all the jobs are at. Of course cost being an issue a custom program would probably be prohibitive. Quickbooks does have a 30 day download for a system that we found last night, but it would need to be customized, and with all the variables of what we provide, from start to finishing the project the database would need some work to apply to this business. I will have a look and let you know, but it costs $250 per month. Not awful if it will work.
Martin, we do use the old fashioned method, from worksheets, to proofing to the production board. It is just that the only one who knows where all jobs are at in the process is me. It is hard to stay on top of it all with timelines and due dates etc. It would be great to have a system where a call would come in to ask on the status of the job, and all could look and say it has been designed, sent to proof etc and is now being processed. We can do alot of that with the manual system, but sometimes it is subbed out (which we also have a place for) and other times it is still in design. I know where they are at, but it would be better if all the staff knew. It might add a bit to the stages, but it would make things much more efficient in the long run. Thanks for the help.

[Martin Pearson]

Janice, you could set up a "T" slot system fairly easily and it wouldn’t cost that much to do, how many jobs do you normally have on the go and how many different processes does each job pass through. What are the main sorts of work you do inhouse and what do you sub contract, just trying to think of the best way to set up a system that most people found easy to understand and use.

[darrenbrown]

Can you uses an Excel Spreadsheet,

Job down the left and processes along the top, easy program to network as well , plenty of free versions around.

A simply tick in each box shows where the job is in production etc.

Dates, times, costings etc all easily added into the process too.

Darren

[Jason Xuereb]

If more than one staff member wants to edit the file then the excel file will have file locking problems.

Your best bet and cheapest option is to create a simple database with a web front end.

You then setup a free web server on a computer in your office and you instantly have an intranet website setup.

I can create a backend to manage it using php in about 15 minutes.

If you want give me the fields or information you want to store and I’ll setup a demo and post a link here to show you what it would look like.

Actually I’ll do that now.

[Jason Xuereb]

Ok I created this. Although you’d need more fields in the database easily done.

http://www.mediapoint.com.au/jobtrack/

and

http://www.mediapoint.com.au/jobtrack/panel_drafts/

If you like the Ajax Panel Interface.

This is easily created runs on any web server running PHP and MySql. If you use Apache web server its all free. Can’t beat that.

If anyone would benefit from a solution maybe I can create a thread get everyones feature requests and create a more complete solution? i.e. file uploads for storing files related to jobs etc.

PS: It was done in 15 minutes 🙂 took me longer to upload the files to my web server and setup the database live online.

Cheers
Jason

[Janice LeBlanc]

Jason. That looks great. What is the application that runs the database?

[Robert Lambie]

i very similar questions a month or so ago Janice. apparently "estimate" sign software does this and can be integrated to run along with quick book pro. we too use quick books…

http://www.pricingmadeeasy.com/

[Janice LeBlanc]

Thanks Robert. We will have a look. Do you know where the question was a month ago, so I can read the threads?

[Robert Lambie]

this is the thread Janice… bets of luck, its a minefield!

http://www.uksignboards.com/viewtopic.p … t=estimate

[Jason Xuereb]

Hey Janice,

It’s actually a PHP based framework. Basically what it allows you to do is create your data model (database) and it automatically builds the frontend and all the user interfaces automatically. The 15 minutes I spend was used creating the data model. Those date drop downs and the like are automatically created based on the field in the database being a DATE field.

Too easy.

[Shane Drew]

I use Estimate software for this sort of thing Janice.

Only found one real issue that effects me here in Oz, and that is that if you convert an Estimate to a job, that works fine, but if you convert a job back to an estimate, it deletes the invoice/job number from the system. So the numbers are then not consecutive. The Australian tax office insist on consecutive numbers for computerised invoices. It means I can’t revert a job to an estimate, so its easily overcome. I’ve suggested it is a ‘bug’ for an overseas market, but the answer I got back is…. live with it!

Apart from that, it is networkable, works with quickbooks, and gives good reports on ‘in process’ or ‘completed’ jobs. Prints work orders, does price letter charts, gives a quote conversion report, mailing labels, customer history and more.

All in all, gives me a good idea on my day to day jobs, and lets me keep on top of the normal running of my business without too much problem.

[David Rowland]

interesting php code… i am a asp.net programmer myself… its all good to start somewhere but it’s getting the staff to actually use it is the difficulty at times so having it written correctly is something of a challenge at times, I am finding if you make it easy then they are more likely to use it.

[Janice LeBlanc]

Thanks for all your help guys.
Shane, I have been looking at Estimate for this. I now do quotes in Quickbooks. Do you find with Estimate, that all staff can access the job to tell where it is at in the process: ie; design 2 hours, completed, now the job is in the proofing stage? The estimate process looks good, but of course it is the management system I am looking at. Do you find it easy to use, and are do all of your people have access, or do they find it too much trouble? Was it complicated to adjust to your business? Any advice before I start would be great. Thanks.

[Shane Drew]

quote Janice LeBlanc:

Thanks for all your help guys.
Shane, I have been looking at Estimate for this. I now do quotes in Quickbooks. Do you find with Estimate, that all staff can access the job to tell where it is at in the process: ie; design 2 hours, completed, now the job is in the proofing stage? The estimate process looks good, but of course it is the management system I am looking at. Do you find it easy to use, and are do all of your people have access, or do they find it too much trouble? Was it complicated to adjust to your business? Any advice before I start would be great. Thanks.

I’m a one man band Janice, so I can’t help with the staff aspects.

On the work orders, you can print production time budgeted as well as design time budgeted for the job. It also list a job manifest giving the supplier that you have quoted to buy from (in case you have 2 suppliers selling the same stuff at different prices), It gives your each job a full financial analysis, with Expenses and profits relating to : Materials, Overheads, Adjustments made (relative to Shop Workload and margins – may want to reduce or increase margins based on your lack of work , Market levels – you may be in a pricing war locally, and want to remain competitive, Override – you may want to work to a price), Discounts for qty and job, Direct profits on labour component of the job.

Initially it takes some tweaking to get the labour pricing right, but I’m happy that I’m on the money now. I’ve found some contracts that I have been doing for the last year or so, I was making so little margin that I’ve actually walked away from them. I’m making some money now.

It also tells you ‘closure’ statistics on quotes done V quotes accepted. Plus it gives you a work in progress report. This is totally configurable, so you could have as many ‘job points’ that you want to list. I only have ‘in progress’ and ‘Completed’ because I am doing the whole thing anyway, but if I had staff, I’d have various points along the way. (hope that makes sense). You can print this report at anytime, probably ideal for a production meeting for a progress report.

Estimate certainly lets you make decisions on ‘real’ figures and not something that you’ve had to work out in your head and hope you’ve not forgotten anything.

The real advantage you have over me is the time zones. I can’t just ring up with an inquiry. I have to email them, and wait a fair while for a reply (12 – 18hrs)

Hope that explains it a bit better Janice.

I don’t run a network system either, but by all accounts it runs perfectly well on a multi user system.

From when I had staff, I would have loved this system at the time, but it would be a serious retraining exercise because there would be some, I’m sure, that would resist having to change whatever system you use now.

[Janice LeBlanc]

Shane. This is just the information I need. Sometimes I wish I was a one man (woman) band, but so be it.
The work in progress report is what I am after, with the various points or steps along the way, so everyone knows the status of all jobs. And yes, staff definately will need some re-training, because you are right, there is always objection to change. We need to do it though, as I am seeing things falling through the cracks, and it is me who is trying to pick up all the pieces and keep it all running smoothly. The biggest plus is that it is compatible with quickbooks.
I think they have a free trial period. Of course do I have the time at this time of year to customize it all? No, but I want to get everyone on track. Thanks Shane. It is great to hear it is working for you.

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[Shane Drew]

Glad I could help Janice….. 😛

Take care

[Janice LeBlanc]

Hey Shane. I was just on the Estimate website and got into their forum for feedback. Lo and behold I saw your text to them with regard to the invoicing and deleting the invoice when converting back to an estimate. Small world, I feel like I know people from all over. Thanks for all your help. I will let you know if we go ahead.
By the way after reading all of Phillips responses I just have to copy and paste this to you.

"In the beginning the Universe was created. This has made a lot of people very angry and been widely regarded as a bad move."

Once reading it was okay, but after about 10 reads, I couldn’t stand it!

[Shane Drew]

I know what you mean Janice…. a strange ‘signature’ comment in my book… 🙄