Task List–View/Edit–Post-production
this tab including physical gifts and digital visual gifts.
by supplier: you may choose the supplier or google drive, dropbox etc, not compulsory.
Ref.Code: this could be ref number of post, or share link of web disk
Remark: anything else you want to put on the email to the client, please write down here
Amount In. How much you get from clients.
Casher: who receipts the money
the invoicing amount is generated by the Details, NOT AMOUNT IN.
Different Items of invoices
If total invoice amount is $2000.00, $1500 is photography, $500 is extra retouching, you add them in this field.
You are allowed to set TWO different templates.
simple receipt and formal invoice.
Under the Tab, Generate Contract, click button to generate the contract.
It is pdf files and support different contracts if you set up different templates.
If you want to add more terms which is not in the template, please go to Tab, Appendix to compose the wording.
The PDF contracts sync the general information about packages, client profiles, etc.
After clients get the contract, they may print it off sign and scan/photography back.
Then you and your clients both can upload the signed copies via the button, Upload signed contract Copies.
Allowing you batch/indivisually assign jobs to staff. If you want to choose more than one staff, press Ctrl/Command and click.
Tips: defaulting permission for photographers/videographers is allowing them to view the assigned task only, they can NOT see any unrelated jobs.
Rates：this is the rates auto added to invoices. If 15% please put 1.15. In Australia and New Zealand, it is called G.S.T
Date format ：dates will be shown on contracts, emails and so on. YYYY-MM-DD（Eastern Asian）, DD-MM-YYYY（Europe and Commonwealth）, MM-DD-YYYY（North American）
SMTP server：click here
Post-service email: You may have another option for client correspondence when post-production start.
when you are going to send email to your client via third party, yes, IceCoco is the third party to your email.
Some email requires permission settings for smtp of third party, Google does. If you don’t know, please google it.
Email ID same as your email address
Email Pass same as your email password
Send Mail Your email SMTP Server if you don’t know, please google.
Port and SSL：if you don’t know, please google.
If your email account is provided Cpanel, please input port 25
In order to manage the files, many good studios has strict rules for file naming and archives.
Interestingly, those rules from different companies merge together and make similar without rehearsal.
For example, pictures archived by Year-Month-Day, no matter what countries you are from, even your culture uses dd-mm-yyyy.
The common sample: for computer default sort by name, eg.201802424jackychan is the client folder name showing the shooting date and client name.
IT programme file name: English letter, all small case, numbers, and underscore_ and hyphen-
Using this rule assuming the photography studio has own hosting space for photo sharing.
Some common examples for contract numbers.
which showing the abbr. for companies, eg. lw, zy, fm.
Date format, eg. 20180421 or 180421
extension: to avoid repetition, because you may create more than one contract in same day. Then lw-ph180421-16x and lw-ph180421-2j8 stand for two different contracts.
Random combination of letters and numbers.
All those rules are for one purpose, you are able to grasp the maximum information at the peep of the contract number without checking the details, you do not have open the contract , or double click the pictures.
for example, the picture name: 201802424jackychan_peak0125.jpg, you can tell the date, the client, and the location, very good for after service.
There are many free software can batch rename, eg, Adobe Bridge.
The phrase for Order/Contract Number：
rdm() Random
opt(option1/option2/option3… for dropdown menu)
(lt)letter
(dg)number
any number leading the phrase, means how many digits.在这些函数前面如果有数字，就是表示位数
Slash/, choose one
Plus+, both
Case not sensitive
Everything in the brase() will convert automatically.
So if your number is ph180301-57N, then format is
[opt(ph/vd/pv/ex)][yymmdd]-[3rdm(lt+dg)]
[opt(ph/vd/pv/ex)] choose one from ph/vd/pv/ex as prefix
[3rdm(lt+dg)] 3 digit combination of letters and numbers
go to Configuration–Commission Settings
this is an advanced settings for commission like taxes
Introduction
A package value $4500, could be divided as 500，1500，1000，1000，500
500 section is 0%; means cheap part gives no money to sales.这点便宜的套餐就不给佣金了
1500 section is 3%;
1000 section is 4%;
1000 section is 5%;
The last section is 5%;
The total commision for this transaction is summarise the different commissions of different sections.
Or, if your commision is not so complicate, to set up one fixed rate 6% just set Range from 0.00, and Range End 99999999.99, then put commision% is 6.
Can we set more than more fomular for different staff? NOT so now.
This section shows all staff sales performance in relation to the turnover and indivisual’s commission.
You may use Filter On for advance search if you want to check someone’s performance.
Co-agent is included as Staff
The dafault sort is latest month and all staff.
If you want to confirm how much you need to pay commison to someone,
select the name, and Commission Status, Y is Paid, NO, unpaid.
Status, depends on some compnanies’ policy, for example, many companies count commision after full payment is maid, pre-order is not counted.
If one task failed in process or staff mistakes incuring compensation, you may amend it by offset amount.
The offset amount is for total price, eg. the $4500 decrease to $3800, just put -700at Offset Amount.
Commission Formular, go to Configuration—>Commision Setting.
This function is for recurrent expense types are easily added, you do not have to input repetition.
such as rental, internet, advertising etc.