Production Overs & Unders
Overs & Unders - Introduction
For jobs with large run quantities, Overs and Unders costs can be configured to be calculated during quoting and presented as a ‘per X’ price to customers on the quote letter.
During the production life cycle, when the product gets to dispatch, the dispatch operator updates the delivery quantity to the actual quantity being dispatched and, upon confirmation of the updated delivery quantity and depending on the systems’ configuration, a miscellaneous charge is created against the job.
The functionality for the Overs and Unders workflow originates from specifically configured Job Operations being added to the product at quote time. These operations can be ‘baked in’ to your bespoke templates so they are included by default, and set to be hidden.
Similarly, with simplified products, the appropriate Overs & Unders operation can be embedded into the product to enable overs and unders calculations.
The operations themselves have no costs associated with them.
Settings
There are two settings relating to overs and unders.
These settings are located under Admin -> Customise -> Settings -> Production.
Automatically write miscellaneous charges - This setting determines if the associated Misc Charge / Credit is created automatically.
If disabled, the user must Finalize the new dispatch quantities manually.
Operations excluded from overs/unders calculations - This setting controls what operation categories are to be excluded in the Marginal overs and unders calculations.
The default selected are Design, Proofing and Prepress. Operations in these categories will be excluded from the overs and unders pricing calculations.
Overs and Unders Operations
This feature requires a specifically configured operation with an Overs and Unders component record.
The operation must be in the operation group Overs / Unders:
The operation can be configured to be completely hidden from production:
Operation Component Record
The operation components have an Overs & Unders section that holds the calculation configuration details for the operations:
Overs / Unders Type:
Overs & Unders: Calculates costs for both overs and unders.
Overs Only: Calculate costs for overs only.
Unders Only: Calculate costs for unders only.
Overs / Unders price based on:
Quoted Rate: Calculates overs and unders rate based on quote calculations including prepress operations.
Marginal Rate: Similar to Quoted Rate but excludes specific operation categories set in the exclude setting.
User Rate: Allows manual entry of the rate by the user at quote time.
These two component values above, offer nine different possible operation configurations:
- Overs & Unders (Marginal Rate)
- Overs & Unders (Quoted Rate)
- Overs & Unders (User Defined)
- Overs (Marginal Rate)
- Overs (Quoted Rate)
- Overs (User Defined)
- Unders (Marginal Rate)
- Unders (Quoted Rate)
- Unders (User Defined)
Depending on how your company manages overs and unders, you should only require one or two of these operations to be configured.
The last setting is the quantities the overs and unders calculations and display will be based on:
The Overs / Unders ‘Display Per’ is the quantity (and price calculated for that quantity) that will show on the tool tip:
If separate
operations are used for overs and unders, they will show individually:
The Overs / Unders ‘Calculate Per’ is the quantity that will be charged for overs / unders up to that quantity.
If set to 1000, and 125 overs are added to the dispatch, the cost of 1000 will be invoiced as a misc charge.
If set to 1, and 125 overs are added to the dispatch, the cost of 125 will be added as a misc charge.
If set to 1000, and 100 unders are removed from the dispatch, the cost of 1000 will be added as a negative misc charge (Credit).
The Description 1 field on the component record is used for the Tooltip on the quote Checkout screen and on the quote letter.
“+- 10% overs and unders charged at {Rate}”
The {Rate} placeholder generates the price per the quantity set in the Display Per field on the component record:
The following example component record is for a combined Overs and Unders Operation:
Type - denotes it is for either Overs or Unders.
Based On - Marginal Rates (where prepress operations may be excluded from overs and unders calculations)
Disp Per – 1000 will show a per 1000 cost for overs and unders
Calc Per – 1 will calculate actual overs based on an each price.
Values for Description 1 and Description 2 are shown above.
Description 1
Description 1 Placeholders (Tooltip in Checkout screen) for Overs and Unders component records are:
{Rate} - Generates pricing per Display Rate – “$128.0303 per 1000 ex Sales Tax”
Description 2 Placeholders for Overs and Unders component records are:
{OversOrUnders} - Changes to either ‘Overs’ or ‘Unders’ depending on whether the dispatch quantity has been increased or decreased.
{Display Rate} - The value from the Display Per field on the component record.
{Cost} - The cost calculated for the Display Per quantity.
{Quantity} - The quantity of overs or unders applied to the delivery.
Misc Charge description on on invoice
Overs & Unders on the Quote Letter
Overs and unders details are also included on the quote letter templates.
Overs and Unders will only work with the quote letter body’s 1, 2, 3, 6 and 7.
It will not work with quote letter body’s 4, 5 or 8.
The Overs and Unders details will only appear for products that have an overs / unders operation on them.
The details are taken from the Description 1 field in the component record for the specific overs/ unders operation used:
Resulting in the overs and unders breakdown appearing under the pricing grid:
The same product without the overs / unders operation applied:
How it Works
When an Overs and Unders operation is added to the quote product, nothing changes on the product itself. The operation appears as a zero-cost job operation in the pricing details:
On the checkout screen, each quoted quantity will show an asterisk icon on the quantity field to indicate that Overs and Unders can be applied to this product in dispatch if required, along with the amount per calculated rate in a tool-tip when hovering over the asterisk.
Overs and Unders pricing is also displayed under the pricing breakdown on the checkout screen:
After acceptance and going through production, the jobs will end up at dispatch.
If the quantity being dispatched is going to be over or under the ordered quantity, the dispatch operator can edit the delivery details to reflect the actual quantity being shipped:
The dispatch operator updates the actual quantity being dispatched:
The delivery has increased by 2486 items.
When the dispatch quantity is changed, the calculated freight charge may also change to reflect the new weight of the delivery.
printIQ will also update the number of cartons required and / or the quantity per carton and should be checked by the operator and updated as required.
Once the dispatch quantities have been updated and saved, a few things happen in job details.
If the dispatch was edited for Unders, the delivery appears to be incomplete:
If the dispatch was edited for Overs, a warning exclamation is shown with a tool tip depicting that more quantity has been allocated to the delivery than was ordered:
In both cases the toolbar changes with an ‘Overs / Unders’ drop-down selector appearing and Edit, Copy and Rework Job buttons moved to a selector under the Edit button:
Unless the delivery quantity is edited through the dispatch tab on job details, the Overs and Unders workflow is not invoked.
Confirm Overs / Unders
After editing the dispatch quantities, they need to be Confirmed. This can be done from within Job Details for each product individually:
If the setting Automatically Write Miscellaneous Charges is enabled, a Misc Charge is automatically created at this point and the selector changes to a ‘Reset’ option to allow the user to reset the confirmation:
Resetting the confirmed quantity simply resets a flag on the job. The edited quantities or misc charges are not changed or removed.
As noted in the warning, any overs / unders type miscellaneous charges created, will not be voided by printIQ automatically and will require user intervention to manage:
While there is an outstanding misc charge of type Overs or Unders, a warning is presented in job details:
The user can still confirm the Overs / Unders again, but no new misc charge is created for the edited quantity, while an existing Misc Charge exists.
If the setting is disabled, an orange alert appears above the Overs / Unders button to alert that the edited quantity has not been ‘finalized’ and the Misc Charge has not been created:
The Overs can be ‘Finalized’ from within Job Details.
Alternatively, they can also be finalized in bulk from the Awaiting Invoice board. An additional filter switch for Overs and Unders (that have not been finalized) can be selected to bring all jobs with Confirmed but not Finalized overs and unders onto the board to be selected and finalized:
After clicking to finalize the Overs and Unders, a confirmation modal opens. Both the description and cost fields are editable:
Clicking Save and Close will create a Misc Charge on each job for the selected overs and unders. Any edits made will be reflected in the new Misc Charges:
When the overs and unders have been finalized, the red icon disappears from the Awaiting Invoice board.
On invoicing the job, the misc charge is added to the end of the invoice. The description, quantity and actual can be further edited if necessary:
Overs and Unders can be configured as separate operations, allowing for different calculation specifications and more specific descriptions to be used.
Both operations can be brought onto the quote and the calculations of one of them will be used if there are changes to the dispatched quantity.
For a more granular calculation, the Display Per and Calculate Per on the component record can be set as 1000 and 1 respectively…
This will show a cost per 1000 on the quote but will calculate down to individual items after editing the dispatch quantity.
Note: Due to rounding precision, price per 1000 verses price each may result in a few cents difference.
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