Recording ArtWork Costs

Background

When a job order has a process line that requires Artwork there are invariably ArtWork related costs  - such as the effort required to Originate the Art Work imagery.

These costs need to be recorded so that they will form part of the invoice that is billed to the client.

Abstract

Sometimes the ArtWork costs are known at the time the job is written up as they have been prior agreed between the parties. In such circumstances, the Art Department will likely be responsible for checking that the captured costs are commensurate with the effort involved in originating the Art Work and if not, liaising with the client and / or sales person and agreeing to supplement / amend these charges as applicable. What is essential in such a situation is that deviations from up front agreed charges are communicated and agreed between the parties to mitigate any invoice disputes.

 

Alternatively, definitive ArtWork costs may not be known at the time the job order creation, and therefore they will need to be recorded by the Art department.

It is imperative that artwork costs are agreed with the client and accurately recorded, so that when the client is invoiced for the fulfilment, there will be no disputed charges.
See Understanding the importance of Recording Costs for more information.

About this Task

This topic outlines how to add Art Work related costs on a job order.

Prerequisites

Ensure that you have opened the relevant Job order detail form that you want to record (or check ) Art Work charges on.

Procedure

  1. Select the Design tab (1)

    (Note: In the below sections/text, the numbers in (bold parenthesis) refer to the annotations in the above screen-shot)

     

     
  2. Within the left hand pane, click the view button (2) to select the ArtWork design record that you are interested in capturing charges on.
  3. Once you have selected the design record, ensure that you select Art Charges (3) in the right hand pane.
  4. Click the New record icon (4) to record an ArtWork charge against the design.
  5. A new charges row is inserted into the Art Charges pane.

  6. Populate the charges row as follows:-

Field

Comments
Description Click to select the applicable type of charge from the drop-down list.
For example Origination or Art Work Hours.
Produced Enter the numeric quantity of units for the type of charge.
Unit Cost Enter here the internal cost for a single unit of the charge type.
Note: Unit Costs refers to the internal cost for the type of charge, whereas Unit Price is the cost per unit that will be invoiced to the client. Capturing this level of information allows you to monitor margin levels.
Unit Price Enter here the cost that you will charge the client for a single unit of the charge type.

TBC: The expectation is that in the future, the prices will default here based on artwork
Total Price Calculated field: Produced * Unit Price

 

  1. If you need to record multiple charges for the ArtWork design, repeat steps 4) to 6).
  2. If you need to record charges against another ArtWork design on the job order, repeat steps 2) to 6) but within step 2) ensure you click on View for the required design record.

 

 

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