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Customers

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Layout

The Customers window presents you a list of all Customers in the system. The Customers window can be accessed from Settings available from the Dashboard.



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Main Menu

• File
  • New
    Create a new item.
  • Open
    Open an currently selected item.
  • Print
    Print the visible list.
  • Print Preview
    Preview preview the visible list.
• View
  • Trashed: Persistent checkmark to show/hide Trashed. Can be turned off or on.
  • Reset: Resets the page to base settings.
  • Refresh: Refreshes the page.

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Merge/Multi-Select

Merge will move all allocated areas assigned from the original Customer to the merged one, you assign it to, and then deletes the original Customer selected.

Multi-Select allows you to Shift/Left click or ctrl/left click to gather a few Customers and right click to open the Context menu and apply to all highlighted.



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Mass Change

It is now possible to mass change more than a dozen values across multiple customers using the newly introduced Change tool.



On the Changer window, you can activate any of the available checkboxes to enable the available "changer tools" for the values available to be changed. When you activate (check) a checkbox, the drop-down selection list becomes available. The value selected (including "None") will then be used once you press the OK button to immediately apply the selected value(s) across all of the previously selected (highlighted) customers.



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Columns

Standard

• Name: Name of Customer.
• Contact: Name of the Sales person connected to this customer.
• Owner: Name of the owner connected to this customer.

Additional

• Activity: Last activity.
• Agency: Agency associated with this customer.
• Aging: Days since payment received.
• Avail Type: Type of avail.
• Balance: Any balance the customer may have.
• Billing City: If address is different it will show.
• Billing Cycle: If address is different it will show.
• Billing Postal: If address is different it will show.
• Billing State: If address is different it will show.
• Billing Street: If address is different it will show.
• City: Of customer.
• Created: When Customer was created.
• Credit Policy: Of customer.
• Fax: Of customer.
• Invoice Type: Of customer.
• Mobile: Of customer.
• Notes: Any notes you place on this customer.
• Payment: Payment type.
• pConfirm?: Checkbox if you have any Print Confirmations.
• Phone: Of customer.
• pInvoice?: Checkbox if you have any Print Invoices
• Postal: Of customer.
• Primary Conflict: The Primary conflict of this customer.
• pStatement?: Checkbox if you have any Print statements.
• Revenue Source: Of customer.
• Revenue Type: Of customer.
• Secondary Conflict: the secondary conflict of this customer.
• Separation Amount: the number of separation, (tied to separation type).
• Separation Type: The type of Minutes or Avails. (tied to separation number).
• State: Of customer.
• Statement Type: Type of statement customer prints.
• Status: Of customer.
• Street: Of customer.
• Unpaid Invoice(s): Amount of outstanding invoices customer has. If customer has any.

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Customer

The customer window contains all of the information about each advertising client, their default scheduling and billing settings, associated copy and cart numbers and any additional notes associated. The customer window can be accessed from several areas including Customers, Contracts and AR.



Above the tabs, you have three fields:

• Name: The name of the customer.
• Contact: The name of the person who acts as the point of contact for this particular customer.
• Status: The current state of the customer.
  • Active - Normal and default status; no messages are presented and the customer is visible everywhere.
  • Inactive - Inactive customers are not visible anywhere in the system except for the Customers window. You are not able to make a customer inactive while they still have an outstanding balance.
  • Prepay ★ - Presents a generic message stating that this customer is flagged as "prepay" whenever you attempt to add a new Contract.
  • Warning ★ - Presents a generic warning message whenever you attempt to add a new Contract.
  • On Hold ★ - When viewing the Contracts for this customer, features related to adding a new Contract are disabled.
  • Collection ★ - When viewing the Contracts for this customer, features related to adding a new Contract are disabled.

The status of Customers is visible on Reports including the Contract report and Customers report.

★ Introduced in Premier 2014.

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Contact Info

You will see two address sections in this tab. The first is the physical address of the client. This is for the sales team to make their calls upon the client. It can also be the mailing address for invoices.

However, if the client uses a P.O. Box for their mail, you have the option to add a second billing address. Uncheck the box next to the world "Same" in the Billing Address section to enter the billing address. Unless this client has an agency, this address will be used for all non-electronic correspondence with the client.

The phone section allows you to store a phone and fax number for the client.

The e-mail section must be filled in if you wish to send invoices or daily spot times electronically. If using EmailMyTimes, place a checkmark into this field if this customer will be receiving daily spot times upon locking of a log that they have items scheduled upon.

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Scheduling

The scheduling tab contains the settings utilized for the automatic placement engine when placing spots on the log. These settings are also used when spots are manually placed on the log in order to provide warnings; which can be overridden.




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Contract Entry

The contract entry default values are the defaults that will be used for every contract you place for this customer. The settings can be overwritten for an individual contract but what's placed here will appear as the initial settings for each contract.

• Agency: The advertising agency assigned to this customer. If no agency, choose none.
• Owner: The main salesperson for the account
• Primary & Secondary Conflict: These are the business categories for the client so that they don't conflict with other businesses of the same type in avails. You do not have to use a secondary conflict but a primary conflict is required for each customer.
• Revenue Source: The main source of revenue for the client. (Local direct, local agency, etc.)
• Revenue Type: Cash, trade, or other type of income.
• Billing Cycle
  • Calendar - finalizes invoices based on the monthly calendar.
  • Broadcast - finalizes invoices based on the standard broadcast calendar.
  • Weekly - finalizes invoices at the end of each week.
  • End of Schedule - finalizes one invoice at the end of the entire order.
  • Begin of Schedule - generates an invoice as soon as the contract is approved. Ideal for Pre-Payments.
• Avail Type: Items in this list will be determined by the avail types entered in the Logs. Select the avail type that will be used most by this client.

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Complex Rotations ★

Depending on the role of the person viewing this tab, there may be an additional checkbox that states "Make rotations more difficult/complicated." This enables the ability to connect/limit a Contract line item to a Rotation. There are significant limitations that are attached to doing this action; however, the action is completely optional. Even when enabling this setting (customer-by-customer), nothing is any different other than the ability now exists to "make rotations more difficult/complicated."

There may be many reasons as to why you might want to do this; however, we will let some of our customers explain the circumstances in their own words.

"An agency places a schedule with a specific request that their added value spots be a certain Ad-ID. They will not accept the contract being split into two invoices and all spots must reflect the actual length (so a 59, 60 setup will not work). This option allows the specific spot to be assigned directly to the line in the contract representing the added value spots." -- Shawn (Laramie, WY)

It is important to understand that although this option being enabled greatly simplifies these very specific scenarios; using this feature for 99% of your other contract scenarios will produce a negative result and increase significantly any work involved throughout the lifetime of the contract. In other words, only use this if you truly have a scenario that fits; for all other scenarios, use the normal (default) approach.

For how this affects Contracts, please see Contract.

★ Feature not available in Essentials.



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Customer Separation

Similar to the conflicts, this separates the customer from their own spots.

• Type
  The type of separation; Minute (default) - Will enforce a customer separation for n number of minutes where n is the value specified in the Amount field, Break - Will enforce a customer separation for n number of breaks where n is the value specified in the Amount field.
• Amount
  The number in this field is used by the Type to determine the actual amount of separation.

Unless this setting is a longer time period than the conflict code assigned to the customer, this will have no effect. Is it not required you use it and in most cases, you can set this to 0.

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Billing

The billing tab contains the settings that define how billing oriented tasks will be performed.




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Financing

• Credit Policy
  Billing credit offered to the client. The items in the combo box are user-definable.
• Finance Charge
  (Optional) This is the PER MONTH finance charge applied to the account's past due balances per the credit policy. In the Finance Charge field put in the Yearly amount for ex: if in your state you are allowed to charge 1.5% then put 18% in that box. For 1% per month put in 12% in the Finance Charge box.

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Invoices

• Type
  Defines the default invoice type that will be used for every invoice billed by this client.
  
  ♦ Detail - includes all spot details including times, dates, copy numbers, description and cost.
  ♦ Summary - includes date, description, total spots and cost.
  ♦ Time - date, description and spot times.
  ♦ Time/Rates - same as Time except with spot rates added.
  
  
• Tax
  (Optional) Tax charged on invoices.
• Include FILL spots on invoices
  Gives you the opportunity to include extra, no-cost "fill" spots on your invoices. This is unchecked by default.
• Print
  The print option allows you to print invoices or avoid printing if you wish to send only electronically.
• Deliver via E-Mail
  You can deliver via E-mail if you have input an e-mail address for the client.

Under Statements there are only two choices:

• None
• Balance forward only

Under Invoices there are thirteen (13) choices:

• Detail -Line by line detailed invoice with date and time for every spot played.
• Detail Affidavit -Line by line detailed invoice with date and time for every spot played with an Affidavit.
• Detail Notarized Affidavit -Line by line detailed invoice with date and time for every spot played with a notarized affidavit.
• Summary -Quick invoice showing just the number of spots played.
• Summary Affidavit -Quick invoice showing just the number of spots played with an affidavit.
• Summary Notarized Affidavit -Quick invoice showing just the number of spots played with a notarized affidavit.
• Time -Date and times spots were played.
• Time Affidavit -Date and times spots were played with an affidavit.
• Time Notarized Affidavit -Date and times spots were played with a notarized affidavit.
• Time/Rate-Date and times with the rate of spots played.
• Time/Rate Affidavit -Date and times with the rate of spots played with an affidavit.
• Time/Rate Notarized Affidavit -Date and times with the rate of spots played with a notarized affidavit.
• Co-Op Notarized Affidavit Detailed invoice with Notarized Affidavit and a detailed list of copy and every spot written script.

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Statements

• Type - Defines the type of statement that will be generated; Balance Forward (default) and Open Item are available at this time.
• Print - Specifies whether or not to automatically check as selected when batch printing statements in the A/R window.

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Copy

This tab contains all copy associated with that particular customer.

Notice the View in the lower middle left of the tab window.



By clicking the View, it will pop a menu. By clicking on Archived it will pull up trashed and archived copy.



When turned on, Archived will have a check mark by its name and click it again turns it off.

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Notes

A place for you to comment about the client internally allowing your sales team to share notes.

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Dropdown Menus

We have added a context menu to the Customer, Agency, Owner, Sales Person, Primary Conflict, Secondary Conflict, Revenue Type, Revenue Source, Avail Type, Credit Policy, Country, Sales Commission, Agency Commission and Category dropdown selection boxes throughout the application.



Tools include Open and New.



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FAQ

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Additional Information

See Customer/Contract Scenarios.