Retail Management Software: Install and Setup Guide

Caution: For best results, Wizard recommends users install this software during business hours when technical support is available.

You will install the Store Server and one or more Store Integrated Framer® Retail Management (IFRM) Clients. The Server and one IFRM Client may be installed on a single PC if desired, or they can be installed on separate PCs. If the software is installed on two separate computers, then these computers must be connected using an Ethernet local area network. It is the customer’s responsibility to provide this networking.

The IFRM software operates in a networked environment on Microsoft’s .NET 2.0 using Microsoft’s SQL server or Express server database engine.

IFRM software requires the installation of the following Microsoft products:

• Microsoft SQL Express Server or Microsoft SQL 2005 Server on the store server computer (the user will be asked during installation if they wish to install Microsoft SQL Express Server). The user may elect to install Microsoft SQL 2005 Server if they prefer. Microsoft SQL 2005 is not provided with the IFRM software; it is the customer’s responsibility to procure that software and satisfy its license requirements.

Microsoft SQL Express Server is free from Microsoft and is adequate for small systems of five or fewer users.

• Microsoft .NET 2.0. This software is free from Microsoft and is provided by and installed with the IFRM software.

• IFRM corporate server web services software may also be installed on the store server computer. The installation procedure contains instructions on how to install MatDesigner™ and Integrated Framer® Visualization.

Install IFRM Store Server from the Wizard CD. If you have a CD, install it in the CD drive; it should automatically start the installer and display the screen illustrated below. If the installer does not start, or if you downloaded the CD, start the installer manually. Launch Windows Explorer and go to the CD drive, double click on the “Install.exe” file name. The installer will also install the .NET 2.0 and Microsoft SQL Express database engine if desired.

Click Install IFRM Server.

Enter the Customer ID and the product key for the store server software if prompted and then click Continue. The product key for a single software program is 20 characters; it is 30 characters for a bundled product key. A bundled product key licenses a set of programs as a group – it needs to be entered only once for the entire group. The product key you have is dependent on how you acquired your software (purchase or subscription).

The software displays a key accepted message.

Click OK. The installer prompts to shut down other windows applications. Do that, and then click Next.

Read the End User License Agreement and click Accept.

The installer now displays the connection information for the database.

Confirm the server name is the name of your store server computer (from Windows), the database instance name is WIZRMS (set by Wizard) and set the database name as STORE. Click Install SQL Express UNLESS you have previously installed the full MS SQL Server 2005. If you do have MS SQL Server 2005 installed then enter the appropriate connection, database user name and password for it here.

Select “Install Wizard default product data” if desired (this loads products from Bainbridge, Crescent, Larson-Juhl and Tru Vue and Wizard’s example project definitions). Do not make this selection if you wish to define your own products and do not want Wizard’s basic content and examples.

To continue, click Next.

The installer displays a progress screen while the software and data are loaded.

The installation process runs to completion – this install may take 15 minutes or more as the installer is setting up the database and populating it with data if you selected that option. When the installation process completes, click Next.

Following installation the installer may ask the user to activate a product’s license or the bundled software license. When activating a bundled license one single activation will apply to all the products licensed by the bundle.

Activation requires either a live connection to the internet, a dial up connection to the internet, or a manual telephone call to Wizard’s customer support desk for manual assistance with the activation sequence. It is preferred that you activate with your computer connected to the internet. Activation is a simple process that records your installation on a data server at Wizard. If you have an internet connection the fully automated activation process takes only seconds. If you do not have access to the internet, call Wizard’s Customer Services for assistance.

Click Finish.

This section gives instructions to install the Wizard software on a Store IFRM client computer; this computer may be the same computer used for the Store Server or it may be a separate computer. If installed on separate computers the machines must be connected using an Ethernet local area network as discussed earlier.

Install IFRM Client software from the Wizard CD image. If you have a CD, install it in the CD drive; it should automatically start the installer and display the screen illustrated (Fig A). If the installer does not start, or if you downloaded the CD image, go find the folder where the image is then locate and click setup.

Click Install Retail Management.

You may be prompted for a product key. Enter the Customer ID and the product key for the store server software if prompted and then click Continue. The product key for a single software program is 20 characters; it is 30 characters for a bundled product key. A bundled product key license a set of programs as a group – it needs to be entered only once for the entire group. The product key you have is dependent on how you acquired your software.

The installer prompts to shut down other windows applications. Close down the other applications, and then click Next.

Read the end user license agreement and click Accept.

The installer now displays the connection information for the database.

Confirm that the server name is the name of your computer (from Windows), the database name is STORE (or whatever name you used when you installed the store server) and then click Next.

The installer displays a progress screen while the software and data are loaded.

The installation process runs to completion – this install may take 15 minutes or more as the installer is setting up the database and populating it with data. When the installation process completes, click Next.

When the load process finishes, the software announces the install is complete.

Click Finish. The Store client is now installed.

Wizard Integrated Framer Visualization and Wizard MatDesigner are packaged on the Store CD and may be installed on the store client computers. The installation of those products is similar to the installation sequences defined above.

The IFRM software is installed in a folder on your computer at C:\Program Files\Wizard.

The server database is supplied populated with framing moulding, glass and matboard and initial program setup and pricing settings, if you choose to install it as an option (Click Install Wizard default product data under install Server instructions). This will get most users started – thereafter the software includes an administration system to allow you to customize your system setup, item pricing structures and vendor product content (mouldings, mats, glass, etc.).

Introduction

IF Retail Management Content Management (CM) is the IF Visualization component used to manage products and pricing. All products used within the IF Suite (Visualization, Retail Management, MatDesigner) access a single database, and that database is managed using the CM software.
This document will guide you through setting up your database quickly for the first time. The topics do not follow menus top to bottom but rather follow the logical steps for a first time set up.

Note: The default product data installed with the server is intended to be appropriate in many situations.

The following instructions are to help you customize your products and pricing when necessary. You are encouraged to use the default pricing and products whenever possible.

There are 3 methods available to users to update their product information:

• Manual input – entering data for each SKU one at a time.

• Content Subscription: Wizard maintains a large database of vendor’s products and prices. You can subscribe to the vendors that you use and periodically update this information directly from Wizard.

• Content Loader Tool – a spreadsheet application with defined columns that will update the product database in bulk.

Launch the Content Management program and login.

• Login: Administrator

• Password: WizRMS

The software opens to the main screen.

Here you can set up your base prices to be used on new products and when adding new vendors. You can make these same pricing choices under each vendor. Vendor choices will take priority over choices made in this table.

First, choose the cost basis under Base Price On.
Then select a Mark-Up table that will multiply this cost to calculate the selling price of the materials involved in this process.

Then you can add a surcharge - either a flat fee or a percentage. You can add a labor charge, as well.

1. Product Type
   Select the product type that you would like to modify.

2. Base Price On
   Select the cost basis for the materials involved in this process. For instance, if you usually buy moulding in length, select length. Mat pricing is usually by the sheet.
   The term Sub-Product means that the materials for an item are chosen from many supply items. Clear glass, for example, will be chosen from all the different sizes of clear glass your shop carries. These sub-products will be defined later in the setup process.
   You can also select charges based on user-defined values.

3. Selected Mark-Up
   Select the desired cost mark-up table. The choices that are made will give you the multipliers for your final prices for these processes. You can always edit them or create new mark-up tables later.

4. Surcharge
   Enter any desired surcharge (dollar or percentage). Surcharges and labor can be added to the price of a process to cover overhead items.

5. Labor
   Enter the average number of minutes for this process.

6. Labor Mark-Up
   Select the desired labor mark-up table. A labor mark-up table will multiply labor minutes based on size. Typically you will want to charge more labor for larger frame jobs than you do for smaller ones.
   The mark-up tables can be edited to multiply the labor minutes exactly how you want for each size.

7. Labor/Shop Rate
   Enter your hourly labor rate, this will determine the base price for calculating labor charges.

In this section you can add or remove vendors and modify how you price their products. If your pricing strategy for any given vendor differs from the pricing defaults then you should modify the vendor pricing.

Add New Vendor

Click Add New Vendor to add a new vendor.

Remove Vendor

Click Remove Vendor to remove the currently selected vendor.

Refresh List

Click Refresh List to refresh the list after adding/removing a vendor.

1. Select a Vendor
   Select a vendor then click on Edit/Remove, depending upon what you want to do.
   Show Subscribed Only
   Check Show Subscribed Only to display only your subscribed vendors.

2. Selected Vendor Information
   Name:
   Name of the vendor.
   Short Name:
   Short name of the vendor.
   Last Updated:
   This field displays the date the database was last updated for this vendor.
   Vendor Prefix:
   The alpha-numeric prefix code for this vendor. These letters and numbers will precede all SKU numbers in the framing ticket.
   Subscribed
   Select Subscribed checkbox if this vendor is subscribed. Subscribed means that you will be getting electronic updates to the vendor’s merchandise price list.

3. Contact Information
   Enter the contact information for the vendor, and select the appropriate category for the contact information.

4. Pricing Options
   Click on the Pricing Options Tab of the current vendor to continue.
   Important Note: If you enter discounts, shipping fees, or taxes here, they will be applied to every item you purchase from this vendor. Every moulding bundle, every moulding chop, every sheet of matboard will reflect these additions. You have the option of applying these discounts or other charges to your retail price mark ups, or base retail pricing on the “list” price supplied.
   Discount
   If a vendor gives you a discount and you would like to pass it on to your customers, enter it here. This can be either a dollar amount or a percentage. Then select Apply Discount if you would like to apply it to the vendor’s product costs.
   Shipping Fee
   Enter in the shipping fee, then select either dollars or a percentage from the drop down list. Then select Apply Shipping to Cost if you would like to apply it to the vendor’s product cost.
   Tax Rate
   Enter the tax rate for this vendor and select Apply Tax Rate to Cost if you would like to apply it to the vendor’s product cost.
   Vendor Product Cost Defaults
   It is important that you enter pricing options for each subscribed vendor because default pricing is only applied to new products and vendors
   Cost Used
   Select the cost basis from the dropdown list, i.e., Length.
   Cost Mark-Up
   Select the cost mark-up table to use.
   Surcharge
   Enter the desired surcharge, either $ or %, from the small drop down arrow.
   Labor
   Enter the number of labor minutes.
   Labor Mark-Up
   Select the desired labor mark-up table to use.

This section is for managing your vendor subscriptions and updates. Wizard maintains a large database that you can access to update your vendors and products.

Vendor Subscription

From the main screen under Pricing, click Subscription. It is important to note that if you do not subscribe to a particular vendor, that vendor’s merchandise will not be displayed within the software.

You can also manually enter/edit information for a vendor that is not part of the subscribed database. List them as Subscribed so that their products will show up when you design a project, then go into the individual vendor and make the desired changes to pricing and products as desired.

1. Available Vendors
   Listing of all of the available vendors entered.

2. Subscribed Vendors
   Listing of all of your subscribed vendors.
   To Subscribe
   Select a vendor, and use the right arrow between the screens to move that vendor to the Subscribed list.
   To Unsubscribe
   Select a vendor, and use the left arrow between the screens to move that vendor out of the Subscribed list and into the Available Vendors list. That vendor’s products will no longer display within the software.

3. Refresh Vendor List
   Refreshes the list after adding/deleting a subscription or to see if Wizard has added new vendors to the database.

4. Update Vendor Content
   Click Update Vendor Content to update the vendor content of subscribed vendors. This will open the Updates screen.

1. Subscribed Vendors to Update
   Click the appropriate checkbox of the vendors you wish to update.

2. Update Vendor Content Now
   Click Update Vendor Content Now to update the currently selected vendors.
   Reload Entire Product List
   Click Reload Entire Product List checkbox to reload the entire product list. Any changes that you’ve made to this vendors products will be overwritten.

3. Refresh List
   Click Refresh List to refresh the list after adding/deleting a selection.

4. Update Status and Results
   Displays any pertinent information about the update progress.

Here you can define additional charges to associate with design elements in your mats. If you use IF Visualization or MatDesigner, these systems will pre-populate these items in the work ticket.
On the left-hand Categories column, under Pricing, click on Designs.
Enter the desired cost and Mark-Up for the listed categories and design elements.
Design Details Pricing

1. Design Type
   List of design types that can have additional charges assigned.

2. Design Cost
   Enter the specific design cost for the individual items.

3. Cost Mark-Up
   Select the desired cost mark-up table to apply to the individual item.

4. Surcharge %/$
   Enter any desired surcharge, and select % or $ for the numeric specifier.

5. Labor
   Enter the number of labor minutes to be applied to the individual item.

6. Labor Mark-Up
   Select the desired labor mark-up table to apply to the individual item.

Here you can set your prices for mounting.

Adding a New Mounting Record

Select the user-defined Category first from the dropdown list on the Mounting Records List, then click Add New Product to add a new mounting record. Click on New SKU to add the name for the new mounting then fill in the rest of the information for the new mounting record.

To select multiple SKU’s for the sub-products hold down the CTRL key while clicking on the SKU’s you want to add.

Editing a Mounting Record

Select the desired mounting record to edit from the Mounting Record List by clicking on it. Click on theEdit/Add Mounting Record. Click Edit and make the desired changes. Click Save to save the new changes

Labor

Here you can set up pricing for labor tasks such as shadow box assembly or fitting.

Adding a New Labor Record

On the Labor Records List, click Add New Product. Fill in the fields as described below, then click Save to save the new labor record.

Editing a Labor Record

Select the desired labor record to edit from the labor records list by clicking on it. Click on the Edit/Add Labor Record. Click Edit and make the desired changes. Click Save to save the new changes.

The Products section allows you to customize your pricing on individual products and services. Buttons along the top allow you to add or remove products from the selected category.

Each category has two tabs:

Records List - lists all of the items in the selected category

Edit/Add Record - edit the selected item or add a new one.
Product Settings

1. Merchandise Categories
   Merchandise are products typically sold as unique items - not custom framing. Items like art, ready mades or photo frames, sculptures, etc. are considered merchandise items.
   New Category
   Click New Category to create a new category with the name entered into the text field.
   Remove
   Click Remove to remove the currently selected category.

2. Category Listing
   Displays a listing of the currently entered categories.

3. User-Defined Category Names
   Enter the desired list of category names. These user-defined categories are items that can be part of the frame job.
   You can add only one item from each category to a frame job, though.

The user-defined category is for custom items or services such as jersey mounts or stretcher bars. You can define the supplies that are used in the category.

User-Defined Records List

There are four user-defined categories. You can give them new names on the Products screen.
You will see them on the custom ticket under Options.

Adding a New User-Defined Record

Select the User-Defined Category first from the dropdown list on the user-defined records list, then click Add New Product to have the new item assigned to the correct category. If the category is not on the list, you will have to go back to Product Settings and create it. Select New SKU, then fill in the fields and click Save to save the new User-Defined Record.

Editing a User-Defined Record

To edit a User-Defined record, click it and then click Edit/Add User-Defined Record. Make the desired changes and click Save.

The Other/Misc category allows framers the ability to add miscellaneous charges with multiple quantities. Items like “Object Mount” can be set up with a set price per object and then a quantity can be assigned in the custom work ticket. Same for labor - a set amount of time can be pre-set and then multiples charged based on the designer’s assessment. An unlimited number of Other/Misc items can be created.

Merchandise

Merchandise can be used to define items such as ready-made frames that you can add to your order.

Here you can modify matboard prices and specifications.

Adding a New Mat

On the mats List, click Add New Product, then select New SKU. Fill in the fields as described below, then click Save.

Editing a Mat Record

Select the desired mat to edit from the mats list by clicking on it. Click Edit and make the desired changes. Click Save to save the new changes.

Mat Families

Mat Families allows you to set default values (including mark-up tables) to specified groups of matboard. Typical groups could be Paper, Rag, Acid-Free, Suedes, Linens, etc.

Because Mat Families are completely customizable based on your various entries of matboards into the database, creating a mat family is usually done after adding your mats into the database.

Adding a New Glass Record

Select the vendor first from the dropdown list on the glass records list, then click Add New Product to have the new item assigned to the correct vendor. If the vendor is not on the list, you will have to go back to vendors and add it. Click New SKU, fill in the fields and click Save to save the new glass record.

Editing a Glass Record

Select the desired glass record to edit from the glass records list by clicking on it. Click Edit and make the desired changes. Click Save to save the new changes.

Adding a New Moulding

On the mouldings List, click Add New Product. Click New SKU, fill in the fields as described below, then click Save to save the new moulding.

Editing a Moulding Record

Select the desired moulding to edit from the mouldings list by clicking on it. Click Edit and make the desired changes. Click Save to save the new changes.

Adding New Supplies

On the supplies list, click Add New Product, then click New SKU. Fill in the fields as described below, then click Save to save the new supplies.

Editing a Supplies Record

Select the desired supplies to edit from the supplies list by clicking on it. Click on the Edit/Add Supplies. Click Save to save the new changes.

On the left-hand categories column under Pricing, click on Project Types.

A Project Type is a saved set of material choices for a specific order type. The items available to be included in a Project Type are Glass, Mount, Labor, User-Defined categories and Other/Misc items. For instance, selecting “Limited Edition” will auto-populate the selections of materials typical for this project on the Custom Ticket Screen, including the type of glass, mounting, labor, etc. You still have the ability to change any selection individually, for instance, if the customer wants to upgrade to Museum Glass.

There are a number of default project types already available in the software. You can add more or modify the existing ones.

Roles are specific tasks that employees perform in your shop. The default role is System Administrator which has permission to use all of the features of the software. This is where you can create and define roles and permissions for your employees. Typical roles include: Store Manager, Framer, Cashier etc.

Permissions directly correlate to permissions in the software. If an employee does not have permission to a specific screen/task, they will not have access to it. Roles can be assigned to as many Permissions as desired.

Roles Header

Add New Role

Click Add New Role to create a new employee role. Give it a role name, select the desired permissions. Click Save to save the new role.

Edit a Role

To edit an existing role, click on the role in the Select a Role Panel, and change the desired permissions. Click Save to save the changes.

Remove Role

Click Remove Role to remove the currently selected employee role.

Refresh List

Click Refresh List to redraw the screen after deleting/creating a role.

Select a Role

Lists the currently created roles. Click on one to select it.

Selected Role Information

Role Name (Required)

Displays the name of the currently selected role. Click Add New Role, and enter Store Assistant for the employee role name.

Permissions

Permissions directly correlate to permissions in the software. If an employee’s assigned role (or roles, they can have more than one assigned) does not have permission to a specific screen/task, they will not have access to it. You can select more than one Permission when creating a Role.

In this section you can add employees and assign their roles.

Employee Records List

This displays the list of employees and roles currently created. Define user accounts for your employees here.

Edit/Add Employee Record

Name and Login Info

Enter the employee’s name and login information.

Contact Info

Enter the contact information and select the category as Home or Cell Phone.

Roles

Select the desired role for this employee. The roles are created in the roles category. You may assign one or more roles to each employee.

Notes

Enter any notes desired about this employee.

This screen defines how your software connects to the database server and content update server. In most cases you will not need to change these. If you are setting up a system with a server on a different computer then you will need to change the server settings.

You should spend some time customizing your store settings. In this section you will see how to set up items specific to your store such as taxes, store information and discounts.

Start IFRM, login and click on Application Settings.

Store Settings

Store Setup

Setting Up Store

Enter the Store Name, Store ID (Identifier) and contact information.

Weekly Schedule (Production)

Select the checkbox next to the days of the week that orders are worked on (production). Selecting the correct days helps determine the Order Due Date - if you work on custom orders Monday - Friday, then the number of days to complete a job should only include those days.

Payment Types Accepted

Verify the payment types that the store will accept. Date Due Settings

Default Daily Slots

Enter the number of Daily Production Slots (number of time-defined slots) the store will use as the default. This helps a store manage the number of jobs available to take in a day. If the number of jobs is exceeded, the ticket Due Date is adjusted to the next available day. Multiple slots can be assigned individually to a specific ticket.

Default Lag Days

Enter the number of Lag Days (days between placing the order and picking up the finished order) the store will use as the default.

Store Logo

Here you can add a store logo. This logo will print at the top of tickets, invoices, quotes and receipts. It should include the store’s name and contact information. If a store logo is selected, no additional contact information will be printed.To load a logo, click Set New Image, locate the graphic file and click Open. Acceptable file types are *.jpg, *.png, *.bmp, *.tif and *.gif. For best results use a horizontal 800X300 image.

Standard Sizes

Standard Sizes will appear in the drop down menu when you click the Sizes button by Opening and Outer on the ticket screen. Verify the list of standard sizes and edit or insert any alternative sizes. If you decide that no changes are needed, then skip to Art Condition.

Size Category

Select Opening or Outer.

Insert

Click Insert to insert the currently entered standard size into the Standard Sizes list.

Update

Click Update to change the currently selected standard size to the new size entered.

Remove

Click Remove to delete the currently selected standard size.

Number Formats

Determine the number formats for each item here. Enter any letter/number to precede the number in the first field; i.e., O- for Order. Select the number format from the drop down list. An example is displayed to the right of the field.

Application Behavior

Here you can select how art condition and discounts are handled in tickets.

Localization

The default localization settings should be appropriate for most North American users. However, if you would like to modify units of measure and phone number format you can change it here.

Taxes must be defined at each store. On the left-hand categories column, click on Taxes.

Default Table

Name

Enter a name for this tax rate.

Itemize Rates (Checkbox)

Check Itemize Rates checkbox if you want each of the rates to be itemized on all printed items, such as tickets, receipts, invoices, etc. Printing out itemized tax rates is a requirement in some areas, so check your tax laws. Note that they will not be itemized on the screen, and will appear as the total tax amount.

Rate Names

Enter a name for each rate listed for this tax table. Here you can enter individual labels such as GST, PST, HST, etc.

Rate Total

Displays the rate total of the tax table.

Rates

Enter the individual tax rates for each labeled entry.

User-Defined Table #1-3:

Enter up to three separate customized tax tables. As with the default table, you can select whether to itemize the rates on all printed forms.

The printing setup can be found on the left-hand categories column, click on Printing, located under store settings.

Default Number of Copies

Enter the desired number of default copies for each item listed to be printed.

Printing Options

Show prices on work tickets (Checkbox)
Check Show prices on work tickets checkbox if you want the prices to display on the work tickets.

Receipt Printer/Type

Select the receipt printer and type from the pull down list.

Drawer Open Codes

Enter the Drawer Open Codes. If you select from a receipt print type available from the pull down list, this field will automatically be filled in.

Cut Receipt Codes

Enter the Cut Receipt Codes. If you select from a receipt print type available from the pull down list, this field will automatically be filled in. The software comes with support for selected Star and Epson receipt printers. If you use another, you can manually enter the drawer and cutter codes in the fields provided.

On the left-hand categories column, click on Printed Footers, located under store settings.
Enter any information you would like to print out onto the footers of the documents listed. If you require a signature line, make sure you add that here also.

Roles and employees are covered earlier in this document, see Roles and/or Employees.
The IF Retail Management software is now set up. The next section will help you use it.

We’re going to walk you through the process of creating a ticket, billing it, and paying it. As you get familiar with the IFRM software, you will see that there are many ways to do things, so select the method that works best for you. You will be making choices from dropdown lists that will be created by your Administrator, so your choices may be different than displayed in this manual.

Login using your username and password. Note that if your account does not have rights to certain screens or areas, you will not have access to them.

Click on Custom Ticket to go to the Order Information screen to start a new ticket.