Printer's Plan Implementation Series - Session 1: System Overview - Part 3: Settings and System Setup – Print Reach Help Center

Overview

This article walks through the Settings tab in Printer's Plan exactly as demonstrated in the video. It is intended to be used alongside the training video so you can pause, follow along, and configure your system confidently.

Startup Window & Navigation Behavior

Before entering Settings, note how your system opens by default.

Default Startup Window

Printer's Plan can open to different pages by default (Jobs, Scheduler, etc.)
To change this:
- Navigate to the section you want as your default window
- Open the Printer's Plan Main Menu
- Click Set as Startup Window

Use case:
If schedulers or operators live in the Scheduler all day, set that as the start window instead of Jobs.

Settings Overview

Navigate to the Settings tab.

List Manager

The List Manager button opens all available settings areas at once
Useful for power users, but can feel overwhelming
You can close it and work through each section individually instead

General Settings

Shop Options

Controls global system behavior.

Key options include:

Weekend settings – indicate whether your shop operates on weekends
Printing Method – Offset, Digital, or both
Tooltips – enable or disable system guidance popups
Enable Intelligent Documents
- Automatically places documents like invoices and purchase orders where they belong
Enable Canadian Tax Detail
- Separates GST and PST on printed quotes and invoices
- Must be enabled here for the system to calculate and display taxes properly
Time Zone
- Used across scheduling, reminders, and timestamps

Passwords

Printer's Plan uses five password levels.

You define a password for each level
Each task or area can be assigned a required level
To restrict access:
- Set the level number next to the task
- The system will require that password to proceed

Purpose:
Controls access without requiring unique logins per user.

Reminder Types

Reminder Types classify reminders throughout the system.

Reminders appear in the top-right corner of many screens
You can filter reminders by different elements, including:
- Section
- Reminder Type

In Settings, you can:

Add new reminder types
Rename existing types
Reorder them
Maintain up to 20 total reminder types

When creating a reminder:

The “What” field uses these reminder types

SMTP Settings (Email)

Defines how Printer's Plan sends email.

Options (SQL version):

Printer's Plan Email Service
- Uses Amazon Web Services via Print Reach
- No credentials required
- Emails come from autonotify@printersplan.com
Custom SMTP
- Uses your own email server credentials

Notes:

Gmail requires an App Password
Microsoft no longer supports app passwords, which may require extra configuration

Printing Settings

Barcode Options

Used when operators scan services via barcode scanners.

Only configure if:

You are using barcode guns
Operators will scan job steps into Printer's Plan

Document Options

Controls how documents look and behave.

Layout:

Left panel: Document types (work orders, invoices, quotes, etc.)
Center panel: Document properties
Right panel: Display options

You can configure:

Default printer
Form colors
Fonts
Header and footer notes
Page notes
Visibility of:
- Estimated chargeable time
- Estimated quantities
- Operator notes line
- Cost and price fields

During Printing:

Printing dialogs allow temporary changes
“Default” button returns settings to what’s defined here
Changes here persist system-wide

Favorite Posting Reports

Allows quick access to commonly used posting reports.

Select reports and mark them as favorites
In Reports, use the Favorites button to see only those reports

Job Settings

Job Options

Controls how the system behaves when creating and managing jobs.

Mostly Yes/No settings
Some include multiple behavior choices
Best practice: review each option one-by-one

Product Types

Defines categories used in quotes, orders, and templates.

Up to 100 product types
Recommended: 10–15 for cleanliness

Each product type can define:

Default quantity
Default document type
Sorting order
Unit price separation

Template 888 Integration

Template 888 is a special automation template
When a product type is selected:
- Services from Template 888 auto-load
- No manual template application required

Example:

Product Type: Business Cards
Services auto-added:
- Graphic setup
- Digital press
- Paper
- Color selection

Shipping Methods

Defines how jobs are delivered:

Customer pickup
Delivery truck
Courier or messenger
USPS, UPS, FedEx

Shipping Services

Defines speed or service level:

Ground
Next Day Air
Second Day Air
Three Day Select

Configured per carrier.

Data to Require

Fields that must be populated before:

Printing
Emailing
Completing a quote or order

Data to Reset

Controls what resets when copying jobs between:

Web → Quote/Order
Template → Quote/Order
Quote → Order
History → Quote/Order

Common reset example:

Discounts should not carry forward from historical jobs

How to Save Item Price

Defines what happens when prices change:

Save new price
Save new cost
Update defaults
Or always do the same action automatically

Can be set to always save default price to avoid prompts.

Rounding Rules

Examples:

Prices under $0.10 round up to $0.10
Prices under $1.00 round up to $1.00

Applies system-wide.

Item Document Types

Defines measurement logic:

Number of originals
Sheets
Sets
Originals per set

Most names are editable to match your workflow (except “Names”).

Order & Quote Tags

Used for categorization and filtering.

Appear in the top-right of quotes and orders
Can tag jobs like:
- First Follow-Up
- Urgent
- Waiting on Proof

Then filter by tag in search.

Job Statuses

Statuses exist for:

Orders
Quotes
Templates
History

You can:

Add new statuses
Rename them
Change colors
Use color grouping to visually segment workflows

Customer Settings

Customer Sources

Where customers came from (word of mouth, web, cold call, etc.)

Business Types

Used for segmentation and marketing (e.g., Real Estate)

Contact Departments

Assigned at the contact level (HR, Management, Advertising, etc.)

⚠️ Important:
Renaming a list value updates all records tied to its internal ID.

Customer Properties vs Contact Properties

Customer Properties apply to the entire account
Contact Properties apply to individuals

Both support tagging and filtering.

Accounting Settings

Sales Departments

GL codes
Internal identifiers
QuickBooks classes

Taxes

Supports up to 1,000 tax entries
Tax IDs 1–3 behave differently when Canadian Tax Detail is enabled

Terms

Defines payment terms.

Some terms (COD, Net 10th) are system-controlled and cannot be modified.

Payment Types

Up to 20:

Cash
Credit Card
PO
PrintReachPay

Credit Reasons

Required when issuing credits.

QuickBooks Accounts

Must match exactly
Spelling, spacing, capitalization all matter

Employees

Operators

Perform services
Mark steps complete
Drive scheduler and job tracker accuracy

Service Reps (CSRs)

Enter quotes, orders, templates
Assigned responsibility on jobs

Sales Reps

Used for commission tracking

Every quote and order requires:

One Service Rep
One Sales Rep

Vendors

Vendor Types

Some types are system-controlled (Paper, None).

Custom types:

Promotional Products
Bindery
Printing
Signage

Vendors List

Can be assigned by default to services
Contact info should be formatted consistently for imports

Frequently Used Text & Notes

Frequently Used Text

Creates dropdowns in specs (run sizes, colors, finishes)
Up to 50 entries

Job Item Titles

Defines the main title on quotes/work orders.