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Frequently asked questions |
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Below you will find a list of frequently asked questions. Each
section has a link to the appropriate page/pages simply click
on the link for more information and screen shots.
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Is
'Optima' software compatible with all Windows operating
systems? |
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'Optima'
requires Windows 95 or above, all products are true 32
bit programs and as such will run faster on later Windows
operating systems i.e. Windows 2000/XP. |
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I
find it difficult to track Exact and Amend repeat jobs
and I am concerned that we will repeat the wrong job can
'Optima' Help? |
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Optima
has an in-built 'Repeat Order' tracking mechanism that
will assist operators by giving them information about
every job in the 'Repeat History' chain. Optima will also
assist with 'numbered' jobs by suggesting the next sequential
number for the repeated job. |
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As
'Brokers' we provide a very wide range of printed products
including Labels, Posters, Personalised Mailings, in fact
anything our customers require within the print related
field, can 'Optima' handle such a diverse product range? |
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'Optima'
will provide you with 'Back-Office' Broker support services
for any print and non-print related products. 'Optima'
has in-built 'job types' to minimise data entry time and
easily caters for multiple supplier projects such as Direct
Mail etc. |
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We
find it very time consuming when comparing supplier prices,
especially when the job is quoted by each supplier in
a different way, does 'Optima' help with this? |
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'Optima
has several ways in which quoted charges can be reviewed,
in essence 'Optima' will conclude entered charges and
display them in a manner that affords simple comparison
no matter how the charges are quoted. |
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Can
we produce Quotations, Orders Proof Approvals etc. from
within 'Optima' along with the specification to ensure
complete clarity? |
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'Optima'
has in-built flexibility with respect to document print,
documents may contain the full specification or not whichever
you prefer. Also each document may be independently configured
for both content and layout. |
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Our
customers often request quotations via Email, does 'Optima'
support Email? |
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Yes,
documents may be Printed, Faxed or Emailed directly to
your customer from within 'Optima'. The enquiries are
easily sent to all chosen suppliers and will intelligently
vary the content if the job is a repeat, i.e. the incumbent
supplier will be furnished with previous job details the
others will not. |
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At
strategic times we phone our suppliers to ensure jobs
will be delivered on time, this is very time consuming
at present can 'Optima' Help? |
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'Optima'
has various chase mechanisms to assist the operator with
proof, delivery and quantity chasing, the chase may be
carried out by phone, Fax or Email. 'Optima' will also
help with prioritisation of proofs when more than one
job is with a single supplier. |
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Currently
when a customer requests a specification change we need
to locate the 'Job Bag' and manually change documents,
often we miss charges and lose information, can 'Optima'
save these changes for us? |
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'Optima'
automatically saves specification changes and charge information
for future review, manual notes may also be saved - no
need to find the 'Job Bag' and nothing will get lost. |
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We
require various operators to be able to carry all tasks
but some should not have access to sensitive areas within
the system. Can 'Optima' provide this security? |
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Yes,
each user has a unique 'Login name' and 'Password' and
may be configured to provide access rights only to chosen
system areas. |
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Due
to the varied nature of our business it is often difficult
to remember which suppliers can provide which products,
how can 'Optima' help with supplier selection? |
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Each
'Supplier' may have product capability appended to their
records enabling the system to provide operators with
the necessary assistance with finding appropriate suppliers
at enquiry stage. |
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We
have telesales staff that contact customers on regular
basis can 'Optima' help control this function? |
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Yes,
the 'Customer Card' has an integral contact database and
telesales 'Call Back' system which can assist with call
back scheduling, call history and reason for the call. |
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To
help our operators enter data can 'Optima' assist with
templates for certain job types? |
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'Optima'
has various job types that can be used; it is also possible
to create your own templates should you wish. |
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Our
customers require special reports for their Forms Management
products, currently we do this manually, can we automate
this? |
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Optima
is supported by in-built reports for Bespoke and FM products,
we supply you with around 50 reports which you may tailor
to your specific requirements. |
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Does
'Optima' Forms Management System support various box quantities
and different charge rates? |
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Yes,
as a matter of course our customers store items in different
box quantities, apply minimum and delivery charges automatically
and invoice in numerous ways e.g. per job, per call-off,
consolidated etc. Multiple invoices from a single job
are also easy to arrange. |
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We
wish to ensure consistent ink and paper descriptions on
our quotation and orders, currently these are manually
typed for each enquiry/order, can 'Optima' assist with
this? |
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Yes,
'Optima' uses 'short codes' throughout to minimise data
entry time and also to provide consistent printed descriptions. |
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We
find it very difficult to control large projects does
'Optima' have any project control facilities? |
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Yes,
'Optima' can assist with project control by linking jobs
of any type together, this may include 'Multiple Supplier'
jobs and will show these in a window with appropriate
control information. |
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So
that we may deliver rapidly throughout the UK we have
several warehouses located around the country, if we install
'Optima' will we still be able to do this? |
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Yes,
'Optima' has multiple warehouse capabilities and is supported
by minimum order/stock reports to ensure total control.
Also during the call-off routine it possible to deliver
to multiple delivery addresses, from multiple warehouses
for all customer items held in stock. |
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Is
there an automatic audit trail for Forms/Stock items similar
to the job audit trail? |
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'Optima'
has an independent audit trail for Stock items and the
'Movement History' on-screen information enables queries
to be handled whilst on the phone to customers if you
wish. |
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We
find it very awkward to record additional charges, which
occur during the production process, e.g. urgent Proofs
sent by Taxi. As a norm we would expect to charge this
on to the customer, so that we remember to do this we
retrieve the 'Job Bag' from the file and write a note
on it. Often charges are forgotten. Can 'Optima' make
this easier? |
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'Optima'
has a special charges screen that enables additional charges
and invoice values to be stored subsequent to the order
being placed. This screen is created during conversion
from 'Enquiry' to 'Order' and has a very useful feature
i.e. extra charges may be applied that have not come from
the main supplier e.g. in your example above the Taxi
cost, there is no need to raise an additional order for
the Taxi. |
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Can
we quickly view 'Stock' and 'Movement' details on the
screen should a customer phone with a 'Stock' query? |
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Yes,
each stock item has a basic information screen that will
immediately show 'Total Stock', 'Allocated Stock' and
'Free Stock' along with usage figures and valuation etc.
From this screen 'Optima only requires a single key depression
to view movement history and adjustments |
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Our
Supplier prefers to receive 'Call-off ' information and
'Picking' information via Fax, can Optima send these documents
via the Fax system? |
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'Optima'
will send 'Call-off Notes', 'Confirmation Notes' and optionally
a 'Picking Note' and 'Delivery Note' via Fax or Email. |
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Heritage Systems has developed Optima to be a fully integrated management
system for the progressive print management organisation. Including
Print Brokers, Print Buyers, Corporate Print Purchasing Departments,
Agencies, Printers that Outsource and any organisation that purchase
and control print related products. |
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