Production Order Reference

NOTE: This feature is available in the Professional and Enterprise versions of both Spectra and Stratus Desktop.

Production orders are created from an associated invoice. When a client
orders prints or other products, production orders can be generated automatically
by Spectra/Stratus Desktop or manually created by the user. See also: Creating a Production Order

General Tab #

Field	Description
Client	(View only) Client name and address from the invoice.
Shipping Address	(View only) Shipping information from the invoice.
Vendor	Choose the vendor from the drop-down list. Vendors are entered and maintained under Maintenance > Production > Vendors. See also: Vendors
– INVOICE AND SESSION INFORMATION –
Invoice Number	(View only) Invoice number the production order was created from.
Invoice Date	(View only) Date of the invoice.
Invoice Status	Current status of the invoice. Changes made here will be reflected on the invoice.
Status Due Date	Due date of the invoice’s status. Changes made here will be reflected on the invoice.
Session No.	Session number of the session related to the invoice.
Approx. Delivery Date	(View only) This is an optional date chosen on the invoice. This date can be used to determine status due dates for the production of the order by working backward from the approximately delivery date. This way of scheduling production is set up in Maintenance > Preferences > Company (Studio) Preferences > Production. See also: Automating Production Orders
Delivered Date	(View only) Delivered date recorded on the invoice.
– GENERAL INFORMATION –
Order Type	Select the order type here. Define order types in Maintenance > Production > Production Order Types. See also: Production Order Types
Order Date	This date is automatically assigned by the software.
Order No.	This field is not required, but having an order number makes tracking a production order much easier. You can use your own numbering system or the order number provided by the lab. Click the “#” button to have the software automatically assign an order number.
Entered By	This field defaults to the current user, but can be changed by selecting any other user from the drop-down list.
Completed By	This field also defaults to the current user, but has a drop-down list to select a different user.
Status	Track a production order by assigning a status from your production status list. Click on the “…” button to the right of the line and select the proper status from the drop-down list. The software will keep track of the steps the order went through, along with the date(s) the status was changed, on the Status Notes tab. See also: Production Statuses
Status Due Date	The due date is calculated based on the duration you defined for the status, either by counting forward from the order date or by counting backward from the approximate delivery date of the invoice. See also: Production Statuses and Automating Production Orders
Assigned to Department	This is the department assigned to this status on this production order. To change the assigned department, click the drop-down box.
Assigned to User	This is the user assigned to this status on this production order. To change the assigned user, click the drop-down box.
Priority Code	Assign a priority for internal information.
Reorder Reason	Select the reason for a reorder (from the vendor). Reorder reasons can be set up and maintained under Maintenance > Production > Reorder Reasons. See also: Reorder Reasons
– FINANCIAL INFORMATION –
Vendor Invoice No.	Enter the vendor’s invoice number.
Invoice Date	Record the date the vendor issued the invoice.
Amount	Enter the amount your studio was charged for this production order. This amount will be used on the Profit Analysis Report if you choose to calculate costs based on vendor invoices. See also: Profit Analysis Report
Paid On	Choose the date the invoice was paid.
Check No.	Enter the check number, if applicable.

Order Detail Tab – Print Orders #

Tips for using this tab for print orders:

• Click Maximize Form to allow more space for the options on this tab.

• Click the Editing tab of the ribbon to see the image editing tools available on the production order.

Field	Description
Editing Tools	An additional Editing ribbon tab is revealed when the Order Detail tab is open. Use these image editing tools right from the production order.
Image Thumbnails	Thumbnails of the ordered images are on the left. Use the Show option on the ribbon to view other images from the session.
Image Viewer	Select an image on the left to display it in the center panel.
– PRODUCT DETAIL –
Products	Displays the products being ordered for the selected image. Select a product to show the product details below.
Description	Price list description for the selected product.
Vendor Description	Vendor description for the selected product.
Quantity	Quantity ordered.
Colorization	Colorization option for the selected product.
Layout	Choose a print layout for printing sheets in house. See also: Designing Print Layouts
Print Height/Width	Height and width of selected product.
Flipped	Check if image should be flipped.
Notes	Notes related to the selected product.
Product Options List	List of options chosen for the selected product (i.e., mounting, matting, etc.) See also: Item Options
– IMAGE DETAIL –
Enhancements List	List of enhancements for the chosen image (i.e., retouching). See also: Item Enhancements
Description	Internal description of the enhancement.
Vendor Description	Vendor description of the enhancement.
Type	Choose In-House Enhancement or Lab Enhancement.
Applies to All	Check this option if the enhancement should apply to all products ordered from this image.
Completed	Has the enhancement been completed?
Notes	Notes regarding the image enhancement.
– NOTES –
In-House Notes	Internal notes regarding the chosen image. These notes will be included on work orders.
Vendor Notes	Vendor notes regarding the chosen image. These notes will be included on both purchase orders and work orders.

Order Detail Tab – Generic Orders #

Field	Description
– PRODUCT DETAIL –
Product List	Displays the products being ordered. Select a product to show the product details below.
Description	Price list description for the selected product.
Vendor Description	Vendor description for the selected product.
Quantity	Quantity ordered.
Notes	Notes about the product.
Product Options List	List of options chosen for the selected product (i.e., deluxe packaging, etc.) See also: Item Option List
– NOTES –
In-House Notes	Internal notes regarding the product. These notes will be included on work orders.
Vendor Notes	Vendor notes regarding the product. These notes will be included on both purchase orders and work orders.

Status Detail Tab #

Track the statuses of the production order and see how long each status took to complete. You can also use the Start
Timer to track how long it takes
to complete each status.

Column	Description
Status Description	Name of the production status.
End User	User responsible for the status.
Start Date	Date the order entered the status.
End Date	Date the order advanced to another status.
Days	Number of days the order spent at the status.
Actual Time	Hours it took to complete the status (based on the timer).

Custom Tab #

Use the Custom tab to track information that is not included as a preset in the software. Define the field labels in Maintenance > General (Studio) > Custom Labels. See also: Custom Labels

Tasks Tab #

Contains a list of each task related to the production order.

Column	Description
Urgent	This column will contain a symbol if the task has been marked as urgent.
Due Date	The date the task should be completed by.
Task Number	A unique number assigned by the software and used for tracking purposes.
Subject	Description of the task.
Status	Current status of the task. See also: Task Statuses
Assigned to User	The user the task is assigned to.
Assigned to Dept.	The department the task is assigned to. See also: Departments

Shipping Tab #

Use this tab to initiate and track UPS shipments. See also: Company (Studio) Preferences – Integration and UPS Integration

In-House Notes Tab
#

Contains any in-house notes needed to process the order. These notes are included on work orders. See also: Printing a Work Order

Vendor Notes Tab #

Contains notes you want sent to your vendor to help them process the
order. These notes are included on both purchase orders and work orders. See also: Printing a Purchase Order

Status Notes Tab #

Contains historical information about the various steps this production
order has gone through.