Revision 5.20.9 (10/20/2014) LifeSaver Tips & Tricks compiled by customer Mike Labbe www.getthepictureframing.com LifeSaver Software and the LifeSaver Software logo are registered trademarks of LifeSaver Software, Inc. Canton, GA USA 800-381-0600 www.lifesaversoftware.
INDEX OF CONTENTS Adding extra workstation(s) Artaissance integration Bar code reader option Calendar, workorder scheduling Canvas Art Works integration Cash drawer, automatic option Chop, length, join, wedge toggle Company logo, adding Consignment setup and reports Credit card integration option Customer provided item Customer, alert message Customer, export database Customer, filtering data Customer, merging two records Customer, omit from mailings Customer, remove duplicates Customer, search tips Default
How can I email copies of Invoices, Quotes, Statements, or Workorders? Lifesaver can transparently generate PDF images of these items, which can be included as an email attachment. If your client wants a copy, just click the ATTACH (paperclip) button in your favorite email program, and specify which PDF file to include. By default, you will find the folders and files in c:\lifesaver\pdf\ I would like to review my prices.
How does the PACKAGE PRICING feature work? Many shops offer promotional framing packages to their customers, with fixed base prices up to certain sizes. Once you define the “rules” (the sizes of the package(s), the allowed mat(s), the allowed moulding(s), the glazing and mounting type, number of mats included, etc), LifeSaver makes it very easy to price these packages. In addition, it will calculate the additional charge if the designer decides to improve or “up sell” the design.
Pricing FABRIC wrapped mats and liners This pricing method takes several factors into consideration, to calculate the correct fabric selling price. This method will work for both framer wrapped or vendor wrapped sales. The grain direction, max bolt width, substrate, and 2 inch wrap allowance are all taken into consideration. This tip assumes that you have already set up the desired vendors in the fabric, mat, and moulding sections of LifeSaver.
Web Rescue: Off-Site daily backups This module and service are currently FREE In the event of theft, flood/leak, or fire, local backups could be damaged. This free service gives you peace of mind knowing that an extra copy of your POS data is safely stored off-site. Web Rescue runs overnight, and transfers an encrypted copy of your POS data files to a secure server. This is not intended as a replacement for your daily backup routine, but gives an additional layer of protection.
Analyze the performance of your shop This FREE module is included with LifeSaver Lifesaver's WEB REPORTS feature provides a variety of graphical reports to digest and review the performance of your shop(s). Some of the reports include: Performance by salesperson, top materials sold, discounting trends, average discounts/mat widths/tickets amounts, promotion results, performance comparison with industry averages, return for each zip code, etc.
Adding your own SPECIAL items and treatments Specials may be assigned a quantity in the FRAME-IT screen, by right clicking. Specials can be priced by Square Inch, UI, or Unit. (by labor or materials) A ”cost x markup” formula can be used, to calculate retail. A minimum fee can be specified, and a pop up reminder box can be programmed for each item. A maximum size can be specified, and a surcharge for oversized items above 72UI.
Changing the default WORKORDER style There are five different workorder designs to choose from, to suit the tastes of your production staff. Thumbnails of each style can be viewed below, and in the configuration screen. The newest style #5 includes a visual image of the item to be framed, if you also have FrameVue.
Electronic Vendor Ordering Feature This FREE module is included with LifeSaver WebOrders takes the functionality of the PICK LIST to the next level, with a configurable and interactive ordering system. Materials orders are generated based on recent workorders. Additional supplies can be added manually, if desired. If the materials are from current stock, this can also be specified.
Pricing and Selling Artaissance via LifeSaver This FREE module is included with LifeSaver Download the initial Artaissance image database At the MAIN MENU: -Click ART -Click ARTAISSANCE DATABASE logo -Click UPDATE -Click OK to begin the process. -Once the process completes, click EXIT *Note: Depending on your internet connection speed, the initial download can take 5-200 minutes. It may be best to do this after your daily closing, so it can run overnight. This will prevent down-time or any inconvenience.
The calendar screen lets you get the "pulse of the shop" at a glance. Clicking it brings up the details. You can click the calendar in the FRAME-IT or INVOICE screens. From the main menu, press (F2) - Days with a red background are blocked out, due to holiday, vacation, etc. - The small red number to the left represents the number of pending “Workorders To-Do” for that day. - The small blue number to the right represents the number of “Workorders Assembled” for that day.
Generating a “Pick List” (a list of framing materials recently sold, to be ordered or put aside) From the CALENDAR tab/detail screen: -Click RUN PICK LIST and follow prompts to view and/or print the report Changing CALL STATUS for assembled orders From the CALENDAR tab/detail screen: -Click the appropriate due day in the calendar -Find the order in the WORKORDERS ASSEMBLED section, and change the CALL STATUS column Reporting CALL STATUS From the CALENDAR tab/detail screen: -Click CALL LIST -Select desired r
SUSPEND: Working with Multiple Customers on a Single PC Has this ever happened to you? You’re working with a customer to design multiple items, and someone else comes in for a quick pick-up/payment. It is possible temporarily SUSPEND the order in progress, assist the second customer, then pick up where you left off! This is also helpful in a multi-station environment where you may want to move to another PC, equipped with visualization.
Using the free form TEXT SEARCH feature You can search for any string of text mentioned in a workorder title, art/gift inventory record, the mat database, or moulding database. Practical Examples: Suppose you are looking for an old order and you know the title contains the string "patriots", a mat that contains "nutmeg" in the description, art that has "Venice" in one of the fields, a customer who lives on “Elmira” street, or a moulding that contains the word "copper" in the description.
Set a default city and state for new customers Do you find yourself typing the same thing over and over? From the main menu: -Click CUSTOMERS -Click RECORD MAINTENANCE -Click SET DEFAULTS -You will be able to specify default categories, city, state, zip code, area code, and terms.. These will appear when you add a new customer. Purify your customer database: How to identify duplicate customers How to merge duplicate customers into a single account How to remove customers from future mailings It happens...
Defining your promos: From the main menu: -Click PROMOTIONS -Enter promotion name and comments -Click ACTIVATE -Repeat for each entry (ex: Web referral, yellow pages, saw sign, referred by other customer, newspaper ad, TV ad, radio ad, Val-Pak, Fall Mailing, Coupon 234, Town employee discount, chamber discount, employee, etc) -These will now be listed in the "promotion" pull-down.
Filtering/Mining the customer database for export, or to print mailing labels Example: To establish a temporary "Filter" to produce the top 200 customers within a recent date range: From the main menu: -Click CUSTOMERS → FILTER → TOP CUSTOMERS WITHIN A DATE RANGE -Enter number of TOP CUSTOMERS desired. (ex: 200) -Select beginning and ending date range. (ex 1/1/2012 – today's date) -Click SET FILTERS Note: Filters are very flexible, and can be set up for any number of parameters.
How to set up automatic email notifications when workorders are ready If your shop is marking jobs "assembled" in LifeSaver, and you have an internet connection, it is possible for the system to automatically email your clients when their order is ready. The message it sends can be personalized with your shop name and information, as well as the order titles and amount due. For this to work, you must have an email address on file for the customer, with "auto email" selected.
How does the PowerPay credit card processing module work? The free module allows you to accept cards directly through the POS, eliminating the need for a dedicated terminal or phone line. A (USB) card reader attaches to your keyboard or monitor, and allows you to scan the card directly from the payment screen. It uses your internet connection, instead of the phone line, for nearly instant approval.
Adding your own in-house moulding line as a new vendor There may be instances where you would like to add your own moulding to the database. For example: Custom stacking combinations, moulding that you bought in bulk, moulding that has been discontinued, moulding that you manufactured, etc. Adding your own vendor. This is a one time process From the main menu: -Click MOULDING -Click ADD/PRICE VENDORS -Click ADD VENDOR TO LIST -Click ADD YOUR OWN VENDOR -In the FULL NAME field, type your shop name.
SAVE A TREE: Preview many reports on screen, with option to print Most popular reports can be set to preview on the screen.
At popular request, LifeSaver 5 introduced several new financial and daily closing reports. These reports were designed to meet the needs of shops that use different accounting methods. You can print these reports for any date range, and they can also print as part of your daily closing. Once you understand what the reports are for, you may wish to disable those which are not applicable for your accounting method.
Time Saver: Using BARCODES in the shop This optional module adds several time saving features: -Bar codes will be printed on every workorder, and full size invoice. -When an order is complete, just SCAN the workorder. LifeSaver will automatically mark it "done" -When a client comes in to make payment, SCAN their receipt (or w/o). It brings up their payment screen. -In the Frame-It screen, you can scan MOULDINGS, MATS, and other items to save time and errors.
Managing Consignment Items with LifeSaver Adding consignment items to inventory From the main menu: -Click ART (art/gift item inventory) -Click ADD (or FIND an existing item) -Confirm/Enter information about this piece (desc, title, item #, artist, selling price, etc) -At the bottom, Fill in the CONSIGNED FROM and AMOUNT TO ARTIST ($ or %) fields Generate manual report of consignment activity From the main menu: -Click ART (art/gift item inventory) -Click FILE (pull-down menu) -Click ART COMMISSION REPORT
Walk through: Pricing and selling Photo Restoration and/or Printing through LifeSaver LifeSaver has built in support for 3 vendors: PhotoWonder, DigitalCustom, and Southern Moulding PhotoWonder: Steps for completing a transaction At the WRITE ORDERS screen: -Select SERVICES on the first available line, and choose PhotoWonder, to bring up the options menu -Select PLACE ORDER -Select desired service (Ex: RESTORATION, CARICATURE, POP ART, etc) -Enter ORDER CODE and NEXT.
Pricing PRISMA brand frames with LifeSaver From the FRAME-IT screen: -Click the PRISMA logo, between moulding fields 1 and 2, to call up the selection dialogue.
Growing Your POS: Adding More Workstations It is possible to add additional pc’s, so you can use the POS on more than one computer. This allows multiple transactions to happen at the same time, sharing common databases and printers. Each additional workstation (“client”) license has a one time fee, as noted in APPENDIX A. Basic Shop Networking Tutorial: A small peer-to-peer shop network usually consists of a broadband internet feed (DSL, Cable, FIOS, T1, etc), which connects to a router.
Sharing the “SERVER” Machine Resources: (PC1 in above diagram) -Go to my COMPUTER → double click C: , and right click the LIFESAVER folder For XP, Select SHARING → ENABLE → check ALLOW OTHERS TO CHANGE → OK For VISTA, Select SHARING → Enable SHARING, → (if needed) Select Account → Click SHARE → DONE For WIN7, Select SHARE WITH → specific people → add EVERYONE → Read/Write → Click SHARE Win7 note: If all PC's are WIN7, use HOMEGROUP.
Inserting your company logo at the top of Invoices and Quotes (for versions ending in TV) Your image should be 324 x 108 or within the same proportion. (three times wider than it is high) If you are using a black and white laser printer, you will get best results by using a B&W version of your logo.
Adding a company logo (or coupon) to your dedicated receipt printer Advanced Tip If you are using a Star 100 series or Star 700-II printer, it's possible to print a company logo at the top of every slip. (customer invoices, payments, and PowerPay signature receipts, etc). It's also possible to have it print rotating promotions on the bottom of every slip, if desired.
APPENDIX A: Optional modules and supported hardware See tips guide for an overview of these modules and features: FrameVue, WebRescue, WebSites, WebOrders, WebReports, Powerpay, DigitalCustom, Canvas Art Works, and Artaissance Additional LifeSaver Workstation License (networked at the same physical location) Software Cost: $300 per additional workstation, one time fee. Yearly support fees do not increase. FrameVue Visualization Software lease fee: $399 for year 1, $199 each additional year.
