Optimik user manual

When specifying a format, its selling price is automatically calculated from its dimensions and from the selling price of the material per 1 m2 for panel material or 1 m for bar material , but you can change it at any time.

Parameter Optional parameter with a maximum length of 60 characters. Here you can enter any identifier according to your needs e. This parameter is used when calculating the cutting plan if the calculation results in the creation of new cut-offs, they will be put in the stock with the same parameters as are those of the format from which they were cut. If you specify for instance material quality, Optimik ensures that cut-offs cut from a first-quality format are received in the stock again as first-quality items.

Size According to your direction you can assign letter A-D, which indicates the size, to the formats. The letter will help you to sort the formats and to search them more easily.

Defect's pieces Defining defects makes sense only when a format is used in a cutting plans, where computation places components in a given formats in such a way as to "bypass" all defects.

Defect's pieces of current format are defined in a separate window as rectangular areas with a specified position and size. If a defected piece is used in cutting plan, it is automatically removed from this list when cutting plan is cancelled it will be returned here automatically. The following four parameters are specified for each area: X - distance of the left side of the area from the left side of format Y - distance of the upper side of the area from the upper side of format Length - length of the area Width - width of the area Defect If a defect has an irregular shape, define it by several overlapping areas:.

If you need to make the best use of this format in cutting plan computation, define the defect using higher number of areas:. Receipts and Delivery This window shows an overview of all issues and receipts for the current stock item along with the respective prices. The upper section of the window shows the total of individual movements and calculated total stock.

A stock card is only available to authorized user. Movements receipts and issues cannot be entered into records directly, but only: through documents when issuing stocks for a job by creating issue card for the cutting plan issue of the formats used and return of cut offs by completing a stock item issue of its components and receipt of the complete item The Description column can also show one of the following symbols: Job for issue card, by which material was issued from stock for a job other than panel and bar materials Cutting plan for issue card, by which formats were issued from stock and cut offs from the cutting plan were returned to stock Combined item for issue card by which components were issued from stock and a completed item was received to stock Stock price Stock price of each stock item or its format is automatically calculated using the FIFO method First In - First Out.

It is assumed that items are issued from stock in the same order in which they were received into the stock. Price of the current inventory is thus calculated from the last purchase s and from the value of the initial stock. Example: There are 20 pcs of the XY item in the stock. The latest purchase was 14 pieces for 3. As there are 20 items on stock, it is assumed that 14 pieces belong to the last purchase for 3.

The value of this stock is therefore 14 x 3. Combined Items If necessary, you can consider a stock item except for panel and bar materials as combined, i. These components and their quantities required for composition completion of one stock item can be specified in a separate window you can display the window in Stock by clicking into Menu-Stock Item-Components.

The combined stock items can, for example, include various packs, campaign packages, mounting kits and so on. If you do not receive these items into the store in a completed condition, only completed before their issue, a separate function Store-Menu-Stock item-Combine needs to be used for this purpose.

Upon entering required number of combined items, program will create issue card through which it delivers out of stock necessary quantities of all components and receives required amount of combined items. After running function Combine and entering quantity e. With this function you can change selling price or tax for all selected stock items at once that means to these which are currently displayed in the table.

In the separate window you can select one of the following actions:. Adjust tax to selected stock items you can change tax rate maximum 3 types of tax or cancel it. Documents The "Documents" module is intended for recording different document types invoices, receipt cards, issue cards, delivery notes, user-defined types through which it is possible to change stocks in stock.

Each document contains basic information , a list of items and price summary. The records are only available to authorized users. Document type The program contains several predefined types of documents. If needed, you can edit parameters of those types or create new types of documents according to your own requirements.

A currently selected type can be changed in the ComboBox in the upper left corner of the main window. Documents Table with a list of documents. You can sort it by any column or filter by date, business partner, company, specifications or document status. The last column of the table shows the symbol indicating the current status of the document statuses and their symbols can be predefined according to your needs for each type of document separately.

Double click to change the document status or to add a comment. The Description column can also show one of the following symbols: Combined item for issue card by which components were issued from stock and a completed item was received to stock Job for issue card, by which material was issued from stock for a job other than panel and bar materials Cutting plan for issue card, by which formats were issued from stock and cut offs from the cutting plan were returned to stock Document items You can enter an unlimited number of items in the document manually, by a selection from the product range, or by a combination of these two methods.

If the item has an impact on stock level, the table next to its name shows the symbol:. These records can neither be edited nor deleted. If necessary, however, you can add to the table any "correction" amount which may be also negative , along with its description max.

This amount will be automatically included in the total document amount - e. Document name The exact name of a document - max. Invoice, Delivery note, etc. Dates Each document can contain three different dates. Here you can enter their names e. You can also specify a number of days for the second date and the third date. This number is used at creation of a document for their automatic calculation by adding the specified number of days to the first date.

Business Partner Description of a business partner, for whom the document is intended e. In the case that a certain document type will be repeatedly created for one business partner, you can also predefine the respective business partner. Supplementary information no. Here you can also enter a list of specific data, which will later be offered at creation of a new document in such a case, it will be possible to select the data instead of entering it manually.

Impact on stocks Here you can choose whether the items pertaining to this type of document are to be stocked in, stocked out or have no impact on stocks. Identification name A name, under which the type will be identified in the selection ComboBox. Document status Here, you can predefine according to your needs all the statuses applicable for the current document e.

Each status can be also assigned a symbol that will identify it in the document table. Signature Description of our signature at the bottom section of a document e. Signature business partner Description of our signature at the bottom section of a document e. Footnote Text that will be automatically printed at the bottom section of each document of this type.

Payment data: Bank Account Description of a bank account e. You can also predefine the most frequently used account by its selection from the records of bank accounts.. Variable symbol Description of variable symbol.

If needed, here you can choose for the symbol to be automatically created in a document on the basis of the document number's digits or business partner's code. Specific symbol ","Method of payment " Correction amount The specified description is automatically set when the amount is added to the price summary of a document. Total amount Name of the total amount of a document e. Note: After creating the first document of the given type, you can edit neither the name of the document nor its impact on stocks.

Dates Dates according to the setting in document type. If you change the date of issue in a document date no. However, the check is only performed if negative balances of stock items are prohibited in the program settings.

Number Serial number of a document. It is automatically created based on the serial numbers of the last two documents the first two documents must be numbered manually. Number can be edited, the program, however, does not allow creating two documents of the same type with identical numbers. Documents can be sorted according to their numbers, but only in alphabetical order.

Currency Document currency. An initial currency is chosen automatically, but you can select any other currency from currency records. If you choose another currency, you will also need to enter its current exchange rate by default, a rate specified in the currency records is offered by the program.

Payment data Variable symbol and two additional data according to the settings of the given document type. Specification You can also assign specification to a document by sellecting from the list of specifications. Documents can be filtered according to the specification. Round off resulting amount Here, you can accurately set a method of rounding off the resulting amount.

First enter a multiple to which you want to round off an amount e. Document status If there are statuses specified for the given document type, you can set or change the status of the current document. Internal Note This note will be not listed on the printed document, but will be available for your reference and displayed in the bottom part under the item table. Stock item Selection of items from stock. The code, name, description, unit of measure, price and tax taxes will be taken from a store along with the item.

In addition to this, a discount can be automatically set for the business partner for whom this document is issued. Discount will be shown separately or it can be included directly in the price this can be set individually for each business partner. If you select a stock item and the current document has an impact on stock levels, receipt or issue will be automatically created and the stock levels will be subsequently updated.

Number Serial number of a movement in a document. The program automatically assigns this number, but you can change it. In such a case, all the items concerned will be automatically renumbered. Quantity Item quantity. In case that the stock item is selected and can use whole number values, it will be not possible to enter quantity in decimal number. Unit of measurement Unit of measurement can be entered manually only if no stock item is selected.

Otherwise it will be defined according to the selected stock item. Returned This option is available only if stock item is selected and also current document has impact on the stock reserve. If you confirm this option, impact on the stock reserve will change this way you can in receipt card also issue stock items or vice versa in issue card or invoice receive stock items.

Value of such item at the same time decreases final document price. This option is used e. Unit Price Price per unit of measurement in actual currency of a document.

The price cannot be specified with a higher number of decimal places than you set up in a document. In the case of stock items, a price is determined automatically retail or wholesale prices, according to a business partner assigned to the document , but you can change it.

Including tax Confirm this option if the entered unit price already includes tax taxes. In such case the tax taxes will be computed as a difference between price with tax and price without tax tax base. You can apply if you want keep the price with tax. Price without tax tax base is then 1, Tax computed from the tax base would be 0,21 , and consequently the price with tax would be 1, The amount of discount may range from Rates and types of taxes can be selected from the tax records.

Do not record to stock This button is available only for document items, which have impact on the stock reserves. By clicking on it you can determine that this item will have no effect on stock levels.

Groups Business partners can be classified into user-defined groups. If the selection "All Groups" is confirmed the table will display business partners from all groups simultaneously, otherwise only the current group of business partners will be displayed.

The groups can be created in more than one levels, more information can be found in the section "Tree structure".

Business partners Table with a list of business partners. Detailed information for the current business partner is displayed above the table. Clone record Use data cloning to simply create a new record from a copy of the current record. This can be particularly useful when the business partner changed the address or identifying data. In such a case, do not edit the original entry changes would also be reflected in all documents and jobs, where the respective record has been used!

If your business partner has been assigned no company, it can be optionally created by the program it will be identical with the name of the business partner being copied and it will be assigned both to the original and the new record. In this way, a linkage between the two records will be created, by which you can filter documents and jobs.

After saving the new record, do not forget to mark the original record as inactive. Number Unique information that distinctly identifies a business partner at data import and export. In case that the number is not yet entered, program will automatically predefine it according to initial letters and numbers of the name.

Active Business partner, for whom at least one document or payment was issued or made, cannot be deleted, it can only be set as inactive it will be displayed in the table in gray colour and crossed out. Inactive records will not be transferred to a new database if you use the Database - transfer to a new database function.

Address A complete address consists of an entered name and street both data can be also entered into several lines and selected city and country from respective records. If you cancel the option the "Delivery address is the same", the program allows you to enter a delivery address as well. Other delivery address Accept this option if the business partner has different delivery mailing address.

In such a case, a field for entering the respective data will appear. Identification information Three pieces of identification data, dependent on the selected country descriptions of the data can be entered for each country separately. You can use them to enter tax registration numbers and so on.

Specifications Each address can have up to 3 specifications assigned, according to which the business partners can be sorted very specifically. Tax Here you can confirm or prohibit the application of a specified tax type taxes in a document for a specific business partner.

A specific tax rate is entered in a stock item, basic types of taxes max. Company If necessary, you can assign a business partner to the selected company by this manner you can create a "link" between multiple business partners.

Additional discount If you enter an additional discount it will be automatically offered at the creation of a document or job for a specific business partner. Discount may range from Include discount directly into the price of document item If you confirm this option, the discount in document item will be included directly in the price item price will be automatically reduced by discount during its selection in stock.

Otherwise, the discount appears in document item separately as percentage value. Note displayed at selection Here, you can enter a text which automatically appears in the form of a note at each selection of the given address into a document or job. Others Through this panel you can access settings and other parts of the program. For more information, see the following chapters.

Database Backup Database backup is an important process that enables the creation of complete backup of the actual database in case of its possible loss or damage which may occur for various reasons computer failure, virus, loss or theft of a computer, natural disaster, etc.

Verification and optimization of database data as well as the removal of unnecessary lines and other "junk" from a database is performed together with database backup. The database backup process can also be carried out under full operation, which means that individual users do not need to be disconnected. Since the value of data you enter into the program will often exceed the value of the program itself over a time, please do not underestimate the necessity of regular backups, thus avoiding inconvenience and potential losses.

You can run the backup process by clicking into Menu-Service-Database backup. Subsequently, a standard dialog box appears with a request for entering a backup file name and location. To automate this process, you can enable automatic backup or choose a different folder for backup in the program settings. Database restoration the opposite to backup can be only carried out in start up window. Important warning: Do not perform backup manually by using a simple copy of the database file, because such a process does not perform the above-mentioned data verification and optimization, and should another user work with the database in the time of such "backup, the created copy of the database shall almost certainly be damaged.

For security reasons it is not possible to back up or restore a database in client installations of the program only in OPTIMIK program installed on a server or using a local database. Transfer into new database Use this function to create a new database and also to transfer all auxiliary records and settings in it. In addition, the list of products, operations, business partners, stock items and formats, including the respective stock levels, will be also transferred to the new database.

Stock items will have automatically set initial stock price as well as the value of the current stock and the values for the current database. All records concerning stock items and business partners that are marked as inactive and that are not used in other transferred records will be omitted. Data Import Data Import into the program from the text file. Detailed description can be found in next chapter "Data import and export".

Only the administrator i. The administrator can thus edit the list of users, set up their authorization or cancel their pasword no option but to change them. The symbol is shown in the table beside thename of the user with a specified login password.

User, who has created or edited at least one document in the program, cannot be deleted, only deactivated inactive user shall be shown crossed out in the table.

Administrator can assign authorization to any user except yourself because it has already all authorization for individual operations with data and for the access to selected program parts. If the records contain at least one other user in addition to the administrator or if the administrator has a password assigned , the login window will automatically appear at program startup.

Loginng password A password is set up by each logged user individually - by clicking into Menu-Settings-Password. He must enter his original password and then enter a new password twice to avoid a possible error at entering in the window that subsequently appears. If a user forgets the password, he can ask the administrator to delete the password and then enter a new password a forgotten password cannot be ascertained afterwards.

However, in the case of the administrators password this is not possible! Basic informations By clicking this button, you can change your basic data name, address, logo, contact details and other data e.

These data will be used when printing documents and reports. Abbreviations of identification data company registration number, VAT number Language In the pop up menu you can select language in which Optimik will further operate. Additional thickness before running the program You can check this option if you want to display a window with the data for logging in to the database every time you start the program. This can be useful if you work with multiple databases and need to switch between them frequently.

If this option is not checked, the initial window appears only when there is a problem with automatic direct connection to the database. This option is a part of the program configuration. Program Settings In this window you can perform any change of the program parameters. Program Display of the tool menu Here you can specify where you want to display the toolbar with buttons for opening the main modules in the main window.

It can be displayed in the upper section, bottom section or in the header of the main window. Backup database automatically If you confirm this option, the program will every day, by the first program closure, automatically back up your database. To the name of the backup database date in the format YYMMDD will be added and the backup file will be saved in Backup folder located in the folder with the current database. Backup can be run manually at any time. For more information about backup, see Backup database.

Folder for backup If necessary, here you can also select a different folder into which database backup will save automatically. Check new program versions If you confirm this option program will check by every start up if there is a new program version.

If there is, program offers the download. The function is possible to start also manually by clicking to Menu-Other-Check for Updates. Scrolling in tables Count of rows Measure units Area Select a unit m2, inch2 or ft2 that you want to use in the program for the designation and evaluation of the quantity of panel materials. Length Select a unit m or ft in that you want to use in the program for the designation and evaluation of the quantity of bar materials and edging strips.

Note: Area and length units can be only edited if no stock item is specified in a store! Weight Select a unit kg or lbs , you want to use for specification of weight of a stock item or evaluation of weight of job products. The unit can be also changed, if needed; weights will be recalculated automatically. Volume Chose unit m3,in3 or ft3 , which you can use optionally in statistics of the cutting plans for panel materials. Dimensions of components Select a unit of length that you want to use most frequently when entering the dimensions of components.

Automatic mode For more information, see the last chapter "Additional modules" Hence, you can enter a multiple to which you want to round off an amount e. Initial tax rates You can select the most frequently used rate for each type of tax. The rate will be used as an initial rate at creation of a new stock item or document item. When calculating product prices, use: Here, you can specify whether to calculate the product prices using the purchase prices of their components, or using their stock prices increased by a specified margin.

Parts Order of entered information To speed up work with the program, you can select the order, in which you usually enter the length, width and number of components. Do not adjust part dimensions If you confirm this option, each new component will be automatically set to prevent adjustments of its dimensions by the thickness of the strip specified and of its specified addition for machining. Automatically continue in adding new records If you confirm this option, a window to add another new record will automatically display after saving a new component stock item, dimension, Display dimensions without length unit, Display number of pieces without text "pcs" Confirm these options, if you want to display number of pieces quantities and dimensions only by number itself The allowance for edge trimming You can pre-define dimension that will automatically added to the edge of the panel of the panel part containing edging strips.

This dimension will be automatically offered for each new part, but if necessary you can change for given part or enter it manually. Group components when printing their list For a job or cutting plan, you can print a list of grouped components.

Using this option, you can specify whether you want to group components of the same dimensions or those of the same dimensions and edging strips. Jobs Automatically open list of the jobs If you check this option, the Orders module will automatically display a list of orders when placing the mouse cursor on the top bar.

Here you can enter the delay in milliseconds that will prevent an unintentional opening of the list when you just place your mouse cursor over the bar. Normal time for completion of the job Enter here number of days that are normally needed for completing the job. This number is used for automatic computation of the deadline for completing the job during its record into the register.

If you enter zero the deadline will be not followed. Cutting Plans Colours and fonts This block includes 5 rectangles that represent a part, cut-off, waste, fault and cut. By clicking on the area of any rectangle you can set the colour to be used when printing the respective element in a plan and by clicking on the text in the middle of the rectangle, you can set the font that will be used for printing dimensions and descriptions.

In the case of a fault, you can set the colour of its strikethrough by clicking on the X" character. Display component name, Display job number, Display product code, Display component code Confirmation of these options will ensure that the corresponding data is displayed and printed in each component of a cutting plan provided that the component is large enough to fit the data Allowed rotation of all parts on material without grain If you confirm this option and material of the cutting plan does not have oriented grain defined in stock item and computing the cutting plan, rotation will be allowed also to parts which have this option prohibited.

Divide an excessive area The area cutting plan for a format, with a side longer than a specified dimension will be automatically divided into several sections at computation.

Divide an excessive length The linear cutting plan for formats, which is longer than a specified dimension, will be automatically divided into several sections at computation. Minimum font size When printing the cutting plans, component dimensions and other identifying information name, code,..

In the case of smaller components, a font is automatically reduced so that the data can be written into the component. However, if components are too small, a reduced font would be so tiny that it would not be legible.

Data which should be written by a font, whose size is smaller than the value specified here, will therefore neither be shown nor printed in a cutting plan. Initial cutting parameters You can set here initial group of parameters that will be predefined for each new cutting plan.

Edging strips Here you can choose the thickness of the line, which will mark the edging strips on the cutting plan.

The colour of the line does not have to be set, because it is automatically set in the colour of a particular edging strip entered in the stock. If necessary, here you can disable display of the edging strips completely. Indicate in the statistics Select the variable to be indicated in statistics for cutting plans - area length , volume length or weight. Number each piece of panel If you confirm this option, each piece of panel will be numbered including those with identical layout - 1, 2, 3, 4, 5, Otherwise, only panels with different layout will be numbered and the number of repeated panels will be specified in parentheses after the number e.

Documents To round off a final amount of documents You can predefine a method of rounding off the final amount. This rounding off will automatically be offered at creation of a new document. To automatically open a store at creation of a new document item If you confirm this option, a window with a selection of the stock item will automatically open at creation of a new movement of the document.

Allow negative balances of stock items If you confirm this option, the program will not monitor every entered movement with the aim of preventing the possible negative balance of a stock item. Bank Accounts List of your bank accounts. The records can be used in the selection of an account in a document. Identification description Description of an account that will be displayed in a table as well as at selection of an account in a document max.

Identification information Other identification data, for example. Currencies and Rates Here you can record all currencies that you want to use in the program an initial currency is displayed in the table in red. Moreover, you can set the exactly required format of an amount in each currency and actual exchange rate in the case of foreign currencies any currency except the initial one is considered foreign. Currency International designation of the currency, e.

Exchange rate Value of actual rate. The rate will be used in the conversion of item prices in their selection into a document in a foreign currency.

Group separator Select the character that will be used to separate 3-digit groups in an amount the following characters can be used: none, space, apostrophe, comma, dot. Decimal separator Select the character that will be used to separate decimals in an amount you can use a comma or dot. Form of a negative amount There are several options from which you can choose in which form a negative amount will be displayed.

Symbol location To choose where and how a currency symbol will be placed in the case of positive amounts. The following locations are available: to the left to the right to the left with space to the right with space To check correctness you can look at the preview of an amount formatted according your set values at the left bottom par.

Taxes In this window it is possible to record an unlimited number of rates for the basic 3 types of taxes e.

If they are not defined yet e. A type may be only edited or cancelled if no rate has been entered for it in the table yet. Abbreviation Max. Abbreviation will be used for shortened designation of tax in documents e. Name of tax Max. The name will be used to describe taxes in a document summary e. Increase tax base by the tax no. You can confirm it in the case of the so-called Compound Tax, i.

Tax is applicable Confirm this option to indicate that the current tax rate is valid, otherwise the tax will be deemed cancelled already invalid and will not be offered at entering the items of a document items.

Note A tax rate can be only edited or deleted if it has not yet been used in any document, price group or program settings. Register of images that can be assigned to stock items, products or document items. If you change the image that has already been associated with a number of items, it will be automatically changed in all of these items as well!

You can select more files all together and add these into database all at once. Specifications of Business partners and Documents Records of specification. Each business partner or document can be assigned any specification from this list and you can use it for filtering. Each specification can contain up to 40 characters, and you can delete it only if it has not been used. Countries and Cities Records of countries and cities.

You can use it for entering an address faster the name of cities or country does not have to be entered manually as it can simply be selected from the records as well as for their filtering.

Form of addresses Here you can choose in which order the individual data of an address street, ZIP code, city, and country will be displayed when printing a document different countries can have their specific requirements as to the form of an address on a mail package. Descriptions of identifiers of addresses Here you can enter three descriptions of identifiers e.

The description can contain max. Each record of a city contains the following information: Parameter The name of the municipality, max. Companies Assigning a company can, if necessary, "link" a number of business partners. The term "company" as used herein means any form of group or "linkage" covering one or more business partners.

Possible examples of links in the records of business partners: several branches of the same enterprise each branch is an independent business partner, all of them are assigned the same company several enterprises cooperating in a partnership original and modified record of a business partner after the change of address, identification data, name, etc. With a range of helpful features built-in, it gives you full control over your cutting operations to limit the costs and maximize productivity!

Purchasing additional modules enables further customization of the cutting process to meet the specific requirements of your business. As the official distributor of the Optimik cutting optimization software for international customers, we offer only proven solutions and up-to-date versions of the program compatible with all the updates and upgrades provided by the developer.

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