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HERE'S A FLASH FOR YOU!
Production Order Definition A production order is used to order prints from the lab or other products from your vendors. Where an invoice is used to record your client's order with you, production orders are used to record the orders you place with your labs/vendors to fulfill your client's order. A single invoice may contain several production orders according to the number of vendors needed to fulfill the client's order. |
Production orders are created from an associated invoice. When a client orders prints or other products, production orders can be generated automatically by Spectra or entered manually by the user.
Production Order
In this topic... Show
The menu choices are File, Edit ,Action, and Help.
Save - To save the production order record:
You can save the record by clicking Save (or Ctrl+S).
You can save the record and close the production order by clicking Save and Close (or Ctrl+W).
Delete - To delete a production order record, open the record you want to delete, and then choose the Delete option from the File menu (or Ctrl+D).
Print, Preview, Export - Use these features to print, preview, or export either a work order or a purchase order. A work order is used for your own internal processing of a production order, while a purchase order is used to send to your vendor/lab for the ordering of prints or other products.
Exit - To exit the Production Order screen, choose Exit from the File menu.
From the Edit menu you can Cut, Copy and Paste selected text to and from the clipboard.
Cut - You can cut text by highlighting the text you want to cut and then choosing Cut from the Edit menu (or Ctrl+X).
Copy - You can copy text by highlighting the text you want to copy and choosing Copy from the Edit menu (or Ctrl+C).
Paste - You can paste previously cut or copied text from a large variety of applications by first cutting or copying the text and then placing your cursor in the desired location in the production order record and choosing Paste from the Edit menu (or Ctrl+V).
Render Ordered Images - Creates a final set of images based on this invoice's order. See the "Render Images" section of the "Sales Presentation" topic in the "Working with the Digital Workflow" chapter.
Send Images to Lab - Use this feature to create a CD/DVD to send the order to your lab. See the "Make a Lab CD/DVD” section in the "Managing Production Orders" topic later in this chapter.
FTP Order to Lab - Use this feature to FTP an order to your lab over the Internet. See the "FTP Order to Lab" section in the "Managing Production Orders" topic later in this chapter.
Archive Images - Use this feature to create an archive CD/DVD. See the "Archive Images" topic in the "Working with the Digital Workflow" chapter.
The icons are shortcuts to the various menu choices. If you hold your
cursor over the icon, a tool tip will appear with the name of the action
that is tied to the icon. Simply click on the corresponding icon for the
desired action you want to perform.
The header section is where the production order information is located and entered. The production order information consists of the Vendor Name, Address, City, State and Zip, as well as the vendor's Country. Order information is also available, including the Order Date, Number, who the order was Completed By, and the Status.
Vendor Information
- This can be selected from the drop-down list. Vendors are entered
and maintained under Maintenance
> Production > Vendor Maintenance See the "Vendor
Maintenance" topic in the “Spectra Maintenance” chapter for
additional information. Use the Google maps icon 
to view the address location.
Vendor Invoice No and Total - Record the amount your studio was charged for this production order along with the vendor's invoice number.
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 the "Reorder Reasons" topic in the “Spectra Maintenance” chapter for additional information.
Order Type - Select the order type here. Define order types in Maintenance > List Maintenance > Production Order Types.
Order Date - This date is automatically assigned by Spectra.
Order Number - While Spectra does not require this field, 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 # to have Spectra 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 and Status Due Date - You may track a production order by assigning a status from the steps you defined in Production Status Maintenance. To do this, click on the button to the right of the line, and select the proper status from the drop-down list. The due date of the step you select is calculated based on the duration you defined for that step. The completed date defaults to today's date, but may be changed if desired. The history of the production order is kept on the Status Logs tab. You'll always be able to see all the steps that a particular order went through, along with the date the status was changed.
Assigned To
- This is the user that's assigned to this status on this production
order. To change the assigned user, click the drop-down box.
The detail section has seven tabs: Detail, Status Detail, Invoices, Custom, Studio Notes, Vendor Notes, and Status Notes. On these tabs you will find the film and quantity information as well as the complete date tracking of status information and any pertinent notes for the production order.
A summary of order information is kept on the Detail tab. More information about any line on the Detail tab is available by clicking Add on the Detail tab. Highlighting the line and clicking Edit will open the order detail form for that line.
Add tasks and task lists to your production order on the Status Detail tab. Click Add Task to add tasks, enter in the Completed Date when done. You can also use the Start Timer to track how long it takes to complete each task.
Contains a listing of every invoice related to this production order. A production order can be related to more than one invoice.
Here you can track information that we did not include as a preset.
Contains notes needed within your studio to process the order.
Contains notes you want sent to your vendor to help them process the order.
Contains historical information about the various steps this production
order has gone through.
