From StyleFile Wiki

Contents 1 Client/Division Database 1.1 Finishing the main administrative set-up 2 Getting Organized 3 Setting up the Division or Client 3.1 Contractors 3.1.1 Setting Default Services to a Contractor 3.2 Vendors 3.3 BOM Processes 3.4 Seasons 3.5 Variant 3.6 POM Categories 3.7 Inventory Locations 3.8 Construction Items 3.9 Size Groups 3.9.1 How to add size groups 3.9.2 Items That Come In One Size Only 3.10 POM Table 3.10.1 Importing POM Codes 3.10.2 Filtering the POM Table 3.11 Creating Templates 3.12 Material Database 3.12.1 Placing Inventory in the Material Database 3.12.2 Customizing the Material Database Grid 3.12.3 Importing Graphics 3.13 Pattern / Garment Database

Client/Division Database

The division database is where you can create and store company and division information to include logos and contact information that should be included on all of your documentation.

• From the main screen, select the Program Database tab and select Clients & Divisions

OR

• At the bottom of the window, click on the plus sign (+) to add a division

• Select New which will gives a blank form

• Enter all the information in the fields applicable to the division being added
• Check Use “NET” Indicator For Patterns With No Version when base patterns (in reference to shrinkages) should be marker with “NET” after the name; this will help distinguish them from the shrinkage patterns

To add a logo:

• Right click on the logo field
• Select Load from the pop up menu
• Browse to the logo file location on your computer and click Open. It will automatically resize for placement in all of your documents
• Check Disable Graphic Auto Find when it is not necessary for StyleFile to find graphics with the same name as the record and display it. If disabled, the user will have to manually select images.

GRC Number refers to the license number required of California residents and foreign entities manufacturing sewn products in the state. WC is workmen's compensation, again required to be on file in the state of California. If you're not located in CA, nor using services within the state, you may disregard these fields or assign another use for them. Disclaimer Override refers to the text that you want to appear in the footer of all your documents. Here is where you'd write something to the effect that these pages are proprietary documents, your property etc. This will override the disclaimer set in the user’s access area. It should be overridden if the new division disclaimer needs to state different information.

• When you are finished, click Apply in the bottom of the window. You can change any of this information or add to it at any time.

Now your screen should look like the window below. If you notice, the menus icons are now colored. Before they were grayed out meaning they were inactive and inaccessible. If multiple clients or divisions exist, use the down arrow (▼) to see the list you created or in the name field, type in the name you assigned the client or division.

Finishing the main administrative set-up

If you only have one division or line, you can move onto the next step, Setting up the Division or Client. If you're using StyleFile to manage various divisions or clients, you will want to repeat the above steps for each client or division.

Getting Organized

Projects require information that needs to be pre-loaded into the system databases or you won't be able to access certain features. Some of these are:

Company

• Contractors
• Vendors

Auxiliary Look-Up Tables

• BOM (Bill of Material) Processes
• Seasons
• Variant
• POM (Point of Measure) Categories
• Inventory Locations
• Construction Items

Client & Division Data Tables

• Patterns / Garments
• Materials
• Size Groups
• POM (Point of Measure) Table

Line Card

• Line List
• Line Edit

Some of the databases are dependent on each other. For example, to use the Materials database, the Vendors database has to be set up first. However, some of the databases don't rely on any others. Before you can create projects, or even add fabrics upon which your line is based, you have to add vendors and contractors first because you have to have a vendor listed for the fabric. For each division that has been created, these tables will need to be populated and managed, where applicable, to your business.

Setting up the Division or Client

Contractors

The Vendors and Contractors databases are more functional than your average address tracking databases. For costing purposes -and in some cases legal ones- you'll have to enter vendors and contractors in the database before you can enter fabric or work with projects.

• To start, select Contractors from the Client/Division Database tab. These buttons will highlight as you rest your mouse over them.

When you click on Contractors, an input window appears.

• Select New from the upper left part of the window

A window will pop up asking you to confirm your selection

• Select OK.

Now all of the fields are available for input.

• Enter the information

Note to anyone residing or using services in California: You must have the GRC/WC Numbers and expiration dates to contract for work in the state of California. This applies to non-residents too. The sample contractor below resides elsewhere.

It is optional to apply a code to a contractor. From the contractor database, either the name of the contractor or the code can be used to filter and find the correct entry for viewing and/or modification. Along with the basic information, you can select the services a contractor provides on the right, along with charges if known. When you're finished, click Apply and the new contractor will appear in that list on the left. If you have more contractors (pattern services, cutters, screen printers etc.), click New at the upper left to add them. Click Apply after each addition. When you are finished, click OK and this database will close. StyleFile is designed to be used by anyone in the process, designers, contractors, pattern makers etc. If you have a division that shares the same contractor as another division, the contractor information can be copied to another one. Use the button to transfer contractors (and suppliers) from one division to another. You'd select the Import From Client button at the bottom of the left pane to add a contractor from another client in your system, to this one. Selecting the function brings up this screen:

• Clicking on the downward arrow on the right activates a drop down list

Move your cursor over the desired contractor and you'll get a confirmation. You can also perform the reverse operation. If you've just added World's Best Sewing Contractor and another client or division will also using them (or you've transferred all your divisions to them), you can click the Copy Record To Client on the bottom left. This time, the drop down menu will list your clients and you'd add World's Best to their file.

Setting Default Services to a Contractor

You can assign service categories to contractors as well. On the right in the data entry window, you'll see a list of services.

You can select the offered services and place an hourly charge for that service. This will be helpful for costing in a project. You can also customize the services they offer if it's not one of the defaults. To do this, check the box and select an item from the drop down list. However, depending on your editing rights in StyleFile, you may not be able to fill in the hourly amounts for that service based on the rights given to the user in User Access.

Vendors

The Vendors database works in much the same way as the Contractors database. It's best to set up your vendors before you start your Materials database.

• Click on the Vendors button in the Client/Division Database tab

• Select New to get the database fields to activate

• The program will ask you to confirm if you want to start a new entry. Fill out the fields and don't forget to click Apply

Once you click Apply, the vendor will appear in the left side pane.

If you want to add additional vendors, you'd select New to repeat the process. Clicking OK, closes the Vendor database entry form. As with the Contractors database, you can use the Import From Client button at the bottom left to add vendors from other divisions or clients to the company you're working with now. You can also add this record to other clients or divisions by using the Copy Record To Client button.

When vendors are used within multiple divisions, Import from Client and Copy Record to Client functions make entering vendor data more efficient.

BOM Processes

Use this database to store common processes that may affect the shrinkage of BOM items.

• Click on the BOM Processes button in the Client/Division Database tab

• Click the plus sign (+) in the navigator grid to start a new process. Enter the type of process and click the “check mark” to save the information.
  • Using the minus sign (-) will delete a process and the triangle (▲) will edit a process name.

Using the button labeled Print/Export Grid will create a list report of the items in the table for quick printing or emailing.

Seasons

• Click on Seasons in the Client / Division Database tab

All of the tables in StyleFile work the same way. The bottom of the table contains the Navigator buttons.

• To add a record, click the plus sign (+)

When you click the plus sign (+), two things happen. A field appears where you can type information and the buttons to the right of the plus sign are activated.

• Click the plus sign (+) for a new line, enter the information.
• Click the plus sign (+) for each additional season you want to add.
• When you're done, click the check mark in the bottom of the window to save your work.

Once your work is saved, the check mark is grayed out. As you work through any of the tables in StyleFile, these options will always behave the same way. With the check mark grayed, your remaining choices are the minus sign (-), to delete and the triangle (▲), to edit. Editing an entry is simple. If you want to delete a record, select the row and click the minus sign (-). A confirmation window will appear for validation.

At this stage of set up, it doesn't matter if it can't be undone, you can add it again. However, once you've started adding projects and have used the particular season you've chosen for deletion, it will affect all of those projects. If you reuse projects from past seasons as templates for new projects (because very few details have changed), it would be wise to keep the season in the table. Using the button labeled Print/Export Grid will create a list report of the items in the table for quick printing or emailing.

Variant

Use this database to store variant codes, descriptions, and priorities.

• Click on Variant in the Client / Division Database tab

• Click the plus sign (+) in the navigator grid to create a new variant
• Enter the variant code and description
  • If variant type is something that is made into a marker, check the box in the marker column
• Set a priority for the variant type
  • The priority is given based on the order that pieces with their variant type are preferred on the pattern card. For instance, the variant type “self” is usually first on the pattern card followed by contrast, lining, etc. Use priority numbering with space between (self = 1, contrast 1 = 20, lining = 40, etc.). This way if a new variant type is added to the database, mass renumbering is not required.
• After completing the new variant click the check mark in the navigator grid to save. Using the minus sign (-) will delete a variant and the triangle (▲) will edit the variant information.

Using the button labeled Print/Export Grid will create a list report of the items in the table for quick printing or emailing.

POM Categories

POM (Point of Measure) Categories are used as a central sorting system for the wide variety of measurements that are possible to be taken on a garment. For example, you need a separate category for shirts, pants, and jackets if you make all of these items. Because specific measurements go with specific garment types.

• From the Client / Division Database tab, click on POM Categories

• At the bottom of the table, click on the plus sign (+) to create new records

• In the blank field that was created, type "Gen". This stands for general and this is a broad category for points of measurements for most silhouettes or for miscellaneous measurements.
• Click on the plus sign (+) again to continue creating more types, as needed.
• Click the checkmark when you have finished entering categories to save your work. Click the X in the top right hand corner to close the window.

Using the button labeled Print/Export Grid will create a list report of the items in the table for quick printing or emailing.

Inventory Locations

• From the Client / Division Database tab, click on Inventory Locations

• At the bottom of the table, click on the plus sign (+) to create new records

• Click the checkmark when you have finished entering categories to save your work. Click the X in the top right hand corner to close the window.

Using the button labeled Print/Export Grid will create a list report of the items in the table for quick printing or emailing.

Construction Items

Construction items are used when preparing construction sheets for a project.

• From the Client/Division Database tab, click on Construction Items

• At the bottom of the table, click on the plus sign (+) to create new records
• Enter the operation and its seam allowance
• Use the drop-down menu to select the seam ID from the ASTM library
• Enter the stitch IDs and a description

• Click the checkmark when you have finished entering categories to save your work. Click the X in the top right hand corner to close the window.

Using the button labeled Print/Export Grid will create a list report of the items in the table for quick printing or emailing.

Size Groups

Size groups are created to designate size ranges for your product market and demography.

How to add size groups

• Click on Size Groups in the Client/Division Database tab

• To add a size group range, click on Add New Size Range

• A new line will appear at the bottom of the list
  • Type in the name of the size range

• With the new size range selected (with the pointer, >), click Add New Size
  • This will bring a window to confirm the addition of a new size
  • Add each size as necessary for the range

• Click on the line that should be designated as the base size (with the pointer, >), and select Set Default Size

The base size is highlighted in green. It's best to add as many sizes as possible than you actually expect to use or are using now. When you work on projects, you list the range of sizes a given style comes in. In other words, just because you have added the potential range of sizes to be XS-XXL doesn't mean you must make a given style in all of those sizes. For a project, you have the freedom to list only S-L if you wish. To rearrange the order of the sizes, the up and down blue arrows will move the selected size up or down on the list. Be careful when changing a size’s position and the grade changes, for example adding a half size to a range. The grading MUST be changed on all POM’s for that size range in order to show up correctly.

Items That Come In One Size Only

Even if you're making something that only comes in one size, and are unlikely to need the full capacity of the categories feature because these items are not graded, you still need to create a size group database for them. If you make items like handbags, you may want to list Bags with the sample size as One Size and the size range as One Size.

POM Table

The POM table will list all the possible points of measurement used with your styles.

• Click on POM Table in the Client/Division Database tab

• To add a new line to the table, click on the plus sign (+)

• Type in the POM Code, Description and any tolerances for the new POM

• With the new POM line highlighted, check the size group and category for the POM

• In the Grading Specifications area, type in the grading difference between sizes
  • In this example, there is a 1” difference between 2 and 4 and a ½” difference between 4 and 4x, etc.
  • When building grades and it is consistent between all sizes, use the icon, , to copy the measurement in the first line to all lines below

A POM can belong to more than one size group and/or category. Once the grading increments are attached to a group or category, click on another and input the proper increments for the next group.

Importing POM Codes

To make matters simpler, StyleFile includes a pre-configured set of POM codes you can use to save yourself the work of developing your own. This section will explain how to import these codes for use.

• Click on POM Table from the Client/Division Database tab
• Click on Import POM from File

Once the function is selected, the location of the file will show in the window.

• Select the file and click Open

The following window will appear:

Select Yes, when you want the default size groups and categories to import in with the POMs. Select No, when no new size groups or categories should be brought in with the POMs. To change the size group and/or category for a POM:

• Select the line to change (1)
  • If selecting multiple lines, click with the left mouse button and use the Shift key to select a range or the Ctrl key to select lines within a non-range

• Click the box or boxes in either or both size groups and categories (2)
• Enter the grading for the appropriate POM that is selected

It is also possible to remove a POM that was imported into the POM table. Select the line or lines to delete and click on the minus key (-) at the bottom of the grid.

Filtering the POM Table

A size group or category can be added from the POM table.

• Click on the green plus sign (+) to add either a group or category

• Use the filter icon, , to show the POM’s that belong to the checked group and/or categories
  • When the filter icon is selected and filtering is on, the icon changes to

Based on the group or groups and/or category or categories selected, the POM list will change accordingly. This will make it simpler to find a group of POMs.

It is also possible to filter from the columns by typing in the POM code or part of the description (with a % sign as a wildcard).

Creating Templates

It is possible to group multiple POM’s onto a list to create grade rule templates. These templates may be modified at the project level without affecting the original template.

 

• Check the appropriate box in the size group filter field (1)
• Check the appropriate box in the category filter field (2)
• From the filtered list (3), select the necessary POM’s using the control key
• From the task menu (4) select add template

• Enter the name of the template in the template field and select OK

• Select the arrow down  button  to view all saved templates
• Select the minus button     to permanently delete a template
• Use the   to close the template filter and view all of POM’s

• Use the left mouse button to drag the POM line into the correct order .
• Click on the OK button to save

Material Database

Since vendors have been entered, you can add your fabrics and trims. This functions the same way as the contractors and vendors database and is largely self explanatory. First, select the Materials database from the Client/Division Database tab of the main menu.

• Click on Materials from the Client/Division Database tab

• Click on New Fabric/Trim

This automatically adds another record to the database. Items in the database are listed in the grid at the bottom of the window.

• In the Code field, enter your code for the item
• Enter a description
• Use For Price Quote Only when the item being entered is for development purposes; the items marked for price quote only can be turned off in the materials list so those who don’t need to see it can have it hidden
• Universal means this is an item that is used across divisions, lines or clients. If you want this inventory item to be available for styles in other (like interfacing or a polybag), check Universal
  • If universal items should not be viewed in the Materials database grid, select Hide Univeral Items.

Off to the far right, you'll see two other check box options, Marker Item and Inactive.

• Marker Item means this is an item in which a marker must be made.
• Mark the material item inactive when the item should remain in the database but no longer be used

Fill out all the information you know. UOM refers to Unit of Measure. The fields you fill out here will automatically be included in projects and displayed in reports such as costing, testing etc. Enter the quoted information; the fabric specifications as per the invoice or quote. Select the form the goods come in, open, fold or tubular. Next to Form is the drop down list called Spread.

• 1 Way means a fabric with an obvious pattern or nap that faces one way and can only be spread one way. Velvet is a one-way because it has a nap. All of the pieces must face one way in the correct direction or some pieces of the garment could be shaded.
• 2 Way means pieces can be rotated 180 degrees, if needed
• Plaid is used to designate the fabric as a plaid
• Engineered print is used to designate the fabric as an engineered print
• Match At used if necessary to designate a match area. An example would be men's shirts. Often the pocket matches to blend the pattern of the fabric making it largely invisible.

Enter the vendor selling the goods by clicking on the drop down list next to Vendor. If the vendor of these goods has not been entered into the database, you need to return to the Vendor's database to add them.

The next field is Item #. In this field, you use the reference number the vendor uses to track the goods. Unit of order cost is related to how you must purchase. If the vendor has a one bolt minimum, each bolt has seventy five yards and each yard costs $10.00, the Unit of Order Cost is $750. The next field over is Valid. In this field (there is a drop down calendar), select the date you were given the price quote for this fabric. The next field over is Expires. Here you select the date this quote will expire. If you don't know the date, you have to ask your vendor. Typically, quotes are good for thirty days. The next fields down are Unit of Order (bolt, roll, yards, gross, etc.), Min (minimum units allowed to order), Lead Time and Country (or origin). To comply with federal regulations, you must list the country of origin for each fabric you use.

Placing Inventory in the Material Database

When a fabric lot arrives, its inventory, from the rolls, can be recorded in the material database. The inventory can be put in the database at the time of creation or at another time. From the Material database, select the material to add inventory and select New Inventory Entry from the Fabric & Trims Tasks area.

The Inventory Item window opens:

• Put in the appropriate information for the lot
• Mark the lot as Sample Only, Depleted and fill-in the P.O. #, when applicable
• Select Add Roll/Unit from the Inventory Tasks area
• Type in the name of the roll and the appropriate information for the roll including the location where it is stored (the location entry come from the Inventory Locations database)
• Repeat for each roll in the lot
• Save and close the inventory data

The lot and roll data can now be seen in the Material database. Clicking on a lot will show the rolls included in the bottom grid.

Customizing the Material Database Grid

The grid in the Material Database can be customized to show the required data for your use.

Right-click on one of the headers in the grid and choose Column Chooser or click the button with three dots (above the grid). Then drag and drop or rearrange the column headers to show the desired information. When the new layout is achieved, use the functions above the grid to save. Click on the plus sign (+) to enter in a name for the layout and save. Use the down arrow (▼) to view the available layouts. If a layout needs to be deleted, select it from the pull-down menu and select the X.

The Row Height area’s use is to change the width of the row. The first pull-down menu shows two choices, Standard and Expanded. The standard is the default at 20 pixels and the expanded is 84 pixels. If a different height is desired use the number field next to the pull-down to set. The Maximize Grid button is used to fill the Materials database solely with the grid. If the grid is maximized, the button will be replaced with Restore Grid to view the Materials database window with all functionality.

If more of the material grid needs to be viewed, it is possible to hide the inventory and roll items by clicking Hide Inventory Grids. To restore the grids, select Show Inventory Grids and the inventory is available for viewing and modifying.

It is also possible to print and/or export the materials grid by using the Print/Export Grid button.

• If PO #’s are used in an inventory item, it is possible to filter by the PO number, by selecting Filter by Inventory PO
• The selection of Hide Universal Items removes any material items that have been labeled as universal from the grid. They still exist in the database but are not viewable in the grid.
• Hide ‘Price Quote Only’ Items when checked will remove any items marked for price quote only. This way anyone in production does not have to view the items that are being sourced for development.

Importing Graphics

At this stage, all that remains is uploading an image file to represent the material. A scan, digital photograph or CAD design file can be used to input the image into any image area in StyleFile.

• Right click the Graphic box, where it says No Image Data. From the drop down list that pops up, select Load.
  • It is also possible to bring the graphic from a TWAIN device, scanner, camera, etc. Selecting TWAIN will load the driver dependent on the device.
  • Copy, cut and paste are also possibilities for loading an image.

• From the dialog box, navigate to the location of the file

• From there, select the image and click Open

The graphic will automatically load into the field.

• Don't forget to select Save Fabric and Trim

Pattern / Garment Database

The pattern / garment database is used to create and store patterns and garment reference numbers with their descriptions.

When opening the Pattern/Garment database from the Client/Division Database tab, you can choose to start a new record, edit the selected record or copy a record and modify it.

• Start New Pattern/Garment Record – enter the name of the new pattern/garment and a blank record is open for input
• Edit Selected Record – record is opened under current name for modification
• Edit Duplicate Record – enter the new name and record is opened with all information copied into the new record

• Input name is automatically placed in the “pattern” field (A)
• Enter a description for the record (B)
• Select if the record is a “pattern” or a “garment” – toggle between pattern mode or garment mode (C)
  • Use garment mode if no actual pattern will be created. The areas for adding pattern pieces, and shrink tests are removed.

• Mark the record a template when the record is used as a master style (D)
  • When using template, only a copy of the pattern/garment can be attached to a project
• Select the Size Group for the record – groups come from Size Groups database (E)
  • Use the plus sign (+) to add a new size group
• Select the Category for the record – categories come from POM Categories database (E)
  • Use the plus sign (+) to add a new size category
• Select the Sample Size – the choice will vary depending on the Size Group selected (E)
• Add additional Notes, when applicable (F)
• Add any comments in Pattern Card Information (G)
• Attach any Graphics to the record in four basic categories by right-clicking on the field, select Load and browse for the image (H)
  • To load any of the images:
    • Right click the Graphic box, where it says No Image Data. From the drop down list that pops up, select Load.
    • It is also possible to bring the graphic from a TWAIN device, scanner, camera, etc. Selecting TWAIN will load the driver dependent on the device.
    • Copy, cut and paste are also possibilities for loading an image.

• • From the dialog box, navigate to the location of the file

• From there, select the image and click Open

The graphic will automatically load into the field.

• The images attached to a pattern/garment record can be overridden by images attached at the project level

Pattern Tasks:

• Save Pattern – use after making changes that need to me saved
• Save As Template – use if the pattern/garment being created, is a template style
• Close Pattern – use to close the pattern
• Begin New Shrink Pattern – enter in a version name and the length and width calculation for the shrinkage

• Begin New POM Entry – Select POM’s from POM table and click Add Pattern POM Entry
  • Filtering can be set to easily find a POM
  • Sync Tolerances w/POM DB – use if tolerances at the POM table need to be updated to a record
  • Substitution Lookup – used when a non-numerical characters are placed in the POM measurement field (N/A, TBD, or a blank record)
  • Use the blue up and down arrows to rearrange the order of the POMs
  • The switch is used to view either the tolerance as combined (+/-) or separate
  • Show Patterns Using Selected POM – to view other pattern/garment records that use the selected POM
  • Maximize Grid – to allow for more room when working with the POM grid
• A POM that doesn’t exist in the POM table can be added to a pattern/garment using the plus sign (+) at the bottom of the grid

• Import/Edit Piece Information – type in information for the pattern pieces in the style
  • Priority – refers to placement on pattern card
  • Import From File – use when bringing pattern data from a CAD system

• Paste Measurements – if measurements exists in CAD, use to paste in POM grid (the POM code is used to match the measurement to the correct POM)
• Begin New Pattern Test – use to check pattern measurements with the sewn and final sample; once the test is completed, measurements can be copied to the pattern using Transfer Meas. To Pattern

• Change Measurements Order – used to rearrange the POM order
• Delete Pattern – deletes the pattern from the project
  • If a pattern is deleted that exists on multiple projects, the following message is diplayed:

• Rename Pattern – if the pattern name changes
• Show Net Pattern Tracking – if a tracking is done on the pattern, a link, next to “template”, called “Tracking Information Exists for This Pattern/Garment”; is used to review the tracking
  • Tracking can apply to a pattern, garment or shrinkage
• Lock Pattern – must have rights to lock a pattern; record is only able to be viewed

Next: Starting A Project