Modified: 2011/11/03 08:47 by vickywilliams - Categorized as: Help, How do I email a Log

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FAQ - Frequently Asked Questions

FAQ - Installation and Setup
FAQ - Troubleshooting

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How can I save a report so I can email it?

Most of our reports can be saved to several formats including PDF, of which you can attach to an email to send it on.

For those reports that currently do not support this, there are several virtual printers that are available. The main two are PDF and XPS document writers; of which we've excusively tested using the XPS family (which is installed/used by Microsoft Windows Vista and/or Microsoft Office). If you do not have Microsoft Windows Vista or Microsoft Office 2007 or greater (of which the XPS components are already installed), you can download them for free by going here.

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Exporting to tab delimited to import to excel.

Open your Report, when you get ready to export go to File/ Export, change the Save As Type, in the drop down from Excel to Tab Delimited. Save it to your desktop for easy access. Open up Excel (new spreadsheet) go to File/ Open, in the lower right corner change from All Excel Files, to Text Files, browse for where you put your file on your desktop , when you choose your file, you will get a Text Import wizard, click, Next, Next, than Finish, there is your report to be able to manipulate in Excel.

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Administration

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How do I add address and other station information?

In the stations module after choosing your station enter station slogan, calls and web address under the GENERAL tab and station address, phone number and logo under the ADDRESS tab.

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Adding a Logo

To put the logo on your Statements, go to administration/groups/address then you can pull your logo from your files and put that on there.. Then to put your logo on your Invoice go in Stations/address and follow the same steps. The Logo does not appear on the confirmations however

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The following is a list of roles and descriptions

Group Administrator: Can make all changes/pull all reports etc.

Administrator: Cannot delete things/otherwise same as Group Admin

Traffic Manager: orders/make changes/Access to all Reports/orders/Billing etc,.

Accounting Manager: Access to all accounting

Program Director:

Sales Manager: Approve orders/pull sales reports etc.

Sales: Put in orders/pull own reports/view AR

Production:

Customer: Not used Edit

Can you tell me what the graph on the dashboard means. I have the one up that shows invoiced, finalized versus collected. Can you tell me what the numbers mean?

From right to left, total invoices/ total that have been finalized/ total that have been paid since last month. Going back previous; total number paid out of total finalized.

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How do I add a new user?

Open the adminstration module and choose Users. Click the NEW button and fill in your information. Make sure to click the box in the top right to activate the account.

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How do I delete a user?

Because RadioTraffic also handles your billing and accounting, you currently can not delete a staff member who has edited, entered or approved any portion of your data.

If you want to bar a user from accessing the system, open the Administration module and then Users. Choose the user whose access you wish to block and uncheck the box next to Active and click apply. The user will no longer be able to access the system.

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How do I set my automation system?

RadioTraffic allows you set your automation system, log file export and aired log import paths through the STATIONS icon of the automation module. Select your station and choose the FILES tab. Select your automation system from the drop down menu. If your automation system is not listed contact your RadioTraffic support tech.

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Billing

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Do you have a tutorial on how to do billing?

See Billing Procedures.

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I am trying to completely remove a line of revenue from an existing order. I have cancelled the line but it is still showing up with revenue attached to it.

If it is a billing line only, open the order go to View/ Placement Summary, choose that spot line and highlight it and right click and select Force OAR , then right click again and select Force Trash, that will trash the billing line.



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We entered the old invoices into RT we put the invoice number from our old system in the product field on the invoice in RT and on the details when we added the line. Is there any report we can pull that gives us that information on the invoice?

The invoice detail report has a column header for Product so does the billing history report . There are four or five other reports that have product field that will provide you with the information you need. .



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when looking at invoices,the yellow highlights mean the invoice is in progress,the green ones are completed and the italicized print means zero dollar invoices

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Is It advised to print invoices, then apply unapplied credits, and then print statements?

If you have unapplied credits you can finalize the invoices, choose No when the printing options come up. Then apply the credits to the invoices, then go to tools ,Batch Print Invoices, and then print the invoices, unless you want to print the invoices first, then just show the payments on the statements.



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Can I reconcile a partial month for billing? If a client is to be billed at end of schedule and the schedule ends before the end of the month?

you can reconcile a partial month then go to A/R and finalize and bill that client.

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these are the steps to billing: make sure all of your logs are reconciled/view pending invoices/finalize and print/then go to tools and print statements. Also see Billing_Procedures/Billing Procedures

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Please advise if we can export invoices / statements to excel?

Yes, the invoices and statements can both be exported to excel. The first step after you have a finalized invoice is to right click and select Print Preview, from there you choose, File/ Export and you have a list of options one being Excel. Same for the Statement, you select Print Statement from the Statement/Projection tab, then choose File/ Export.



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Applying Payments

Go to accounts receivable/choose client/on bottom right hand side add payment/Date/amount/choose Cash,Check,or Credit Card /Station. Then click ok to move onto the next client.

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Is there anyway to search or display Agency's when applying a payment? Often time agencies send payments and don't indicate the client on the check.

When in A/R you can put your mouse in the right hand side if they provide an invoice number do a control F (find ) and search my invoice.



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Batch Invoices or any changes that are made on Invoices

In batch print invoices, those invoices are ones that could have been back balances, or changes made on the invoice and not re-printed. Send them to a virtual printer by choosing the print option and select your Microsoft XPS document writer, send them to your desktop to clear them out of there and then you can delete them off your desktop.

Whenever invoices are changed, and it asks you if you want to print them, send them to the virtual printer , unless you do want to print them, otherwise they will sit in the batch print area, and wait to get printed when you do your broadcast or calendar printiing.

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When do I apply credits to Invoices?

It is advised to print invoices, then apply unapplied credits, and then print statements?

If you have unapplied credits finalize the invoices, choose NO when the printing options come up. Then apply the credits to the invoices, then go to tools/Batch Print Invoices, and then print the invoices, unless you want to print the invoices first, then just show the payments on the statements.

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How do I do a deposit?

to apply payments: Go to accounts receivable/choose client/on bottom right hand side add payment/Date/amount/choose Cash,Check,or Credit Card /Station. Then click ok to move onto the next client.

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When I add a payment and distribute all the funds RT is asking me to choose a station for the unapplied amount (which is 0) before I can close out of that payment application box do I have to break down each check for each station? Before I enter a total for the check?

You have to pick a station in that drop down area, but when you actually apply the payment to the invoice or invoices that is what shows as to what has been applied to each station.

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If I have a check that is for a few different revenue types (and stations) am I able to apply the payment at once to each station/rev type?

When you apply the payment, it will reflect on the Payment Detail report when choosing Station and Rev Type. But if you have different revenue types then the payments must be entered seperately.

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When I have a check that is paying for more than one invoice and the invoices are on seperate stations can I choose ANY station in the station tab and then just choose to pay the invoices?

Yes, you can choose any station because on your payment detail report the stations where the amounts were applied to the invoice will be reflected correctly.

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Is there a way to "create" Demand bills for clients who want to pay ahead of time?

We can turn on a feature for you, "create invoice without order" in AR this will allow you to create an invoice so that this client can pre-pay.



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How do I finalize my invoices?

Open the Accounts Receivable module. In the View menu, choose Pending Invoices. To finalize invoices, click the box next to the invoice and then click the FINALIZE button in the lower left corner of the window.

You may also finalize an invoice by choosing an individual customer in the customer list, right clicking on any gathering invoice and choosing finalize.

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Why does an invoice show a zero balance?

An invoice can show a zero balance for several reasons. Begin by checking the line items of the invoice to see if the spot rate was zero. Check for any adjustments that could have been made to the invoice. It's also possible the invoice has not been finalized.

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How do I add an item to a pending invoice?

Depending on the options you have available, you can either just edit the pending invoice to include any lines you wish or you'll have to extend an order in order to get a line added to an invoice.

If you are unable to modify the invoice directly, and as long as the invoice is still pending, it is possible to extend the order using an off air revenue line item and have that charge added to the invoice. The off air revenue must occur within the start/end date of the pending invoice invoice and be assigned to the same station as the invoice.

If you do not have the ability to modify the invoices directly, please feel free to contact customer service for details on how to get this feature.

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Can I send invoices via e-mail?

Yes. To activate electronic invoicing you will need to do two things. First, when entering a customer's information enter an e-mail address then click the billing tab and check the box for Deliver via E-mail. Then in the Administration module, choose station and then the E-mail tab. Enter the information you want to appear on the invoice e-mail.

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Can RadioTraffic handle notarized invoices?

Yes. In the Administration section choose the Stations module and the Billing tab. Enter your notary text in the box provided.

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Copy

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How do I create a new piece of copy?

There are two ways to create new copy. First, you can create new copy when placing a new copy rotation. Click the NEW button for the new copy window. Second, in the customer entry window choose the COPY tab and click NEW for the new copy window.

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How do I check for invalid copy?

Try running the Invalid copy report instead of the copy assignment it is much cleaner and easier to understand. When you open the report it will automatically load it for 7 days, when a day (box) is checked it means there is missing copy for that day.

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How do I set up a rotation?

Set up a rotation in the Rotation tab located next to the Item tab on the order, this is 3 screens deep, select NEW then select ADD, then select NEW again to add the cart number, then select the OK button after filling out the cart information fields. You will have to choose the OK button three times to assign the cart to the Copy Assignment box.

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Customers

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How do I add a new customer?

You have two ways to add a new customer. In the administration module, click the Customers icon to open the customer list then click new.

You can add customers during the order entry process.

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Please explain customer separation

In the Adminstration/conflict level, this separates the same clients from each other.(The default separation for that is (one), but can be changed. The separation at the customer level separates this customer from itself based on the breaks or minutes you choose. Edit

How do I enter an order for an Agency? They don't show up on my customer list.

The Agency is attached to the Customer so when the order is entered the agency should be showing up in the Customer/ Order header area.





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What are the steps to adding an email address of an Agency so they can receive invoices?

The email address needs to be on the agency so open the Customer go to scheduling tab, hover your mouse on the word Agency, right click and put the email address in there. Edit

Wondering what is the best way to change the Sales person on many customers?

In Orders, go to Tools, choose Assign Customers, at the very top will be a rep to pick, when you pick the rep it will show all the reps customers, check the boxes of the ones you want to reassign, then it will ask you to whom? pick that rep, then it will ask if you want to assign orders, choose yes or no depending on what you want it to do, if you choose orders, then it will swap orders and invoices also, leaving payments only assigned to previous reps. Edit

How do I delete a customer?

Because RadioTraffic also handles your billing and accounting, you cannot delete a customer who has had an order with your business. However, to remove a client from customer lists and billing reports, open the client in the customer window and change their status from active to inactive.

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Formats

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How do I build my formats?

In the Administration program choose the Templates module. Choose the station whose formats you wish to edit. Create your breaks, automation commands and log notes. Click and drag those items into the main window to build templates. Any template can be applied to a Format. Use the Formats menu to apply the currently loaded Template as a saved Format.

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Logs

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How do I check for missing copy errors when I lock my log?

Throughout the editing of the log, the MISSING COPY tab in the lower portion of the log editing screen will give you real-time updates to what copy (if any) is missing. If you have an automation system selected, the log will not allow you to lock/export until these errors have been taken care of.

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How do I trash makegood spots from the log?

Go to makegoods/right click/trash spots, you can also go to orders/View/Make Goods and trash makegoods there as well Edit

I havent reconciled the logs yet- but I have locked them. How do I get the times without having to reconcile the logs and close them out with no chance to make corrections or additions?

In orders/View/placement summary. Scroll down to see the days and aired times. You can filter by certain dates "target date". Edit

What do I need to do to set up customers who have requested to see when their spots are scheduled to be aired?

In customer; add their email address/apply/and check 'email my times" then On your Dashboard, go to Tools/ Email Settings; your email has to be configured in order to send out emails to salespeople and clients when locking the log.

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How can I view where spots are placed?

In the order/Placement summary, or go to the log and View/ Summary then filter for the client

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How do I show clients where they were placed?

Log detail or after aired report as long as the logs have been reconciled and they want to see it before they get their invoice. Edit

Is there a way to arrange the fill list so that all the same length spots are grouped together?

Like all tables in radio traffic you can sort that one by any of the columns. Just click on the section of the grey bar that says Length and it will sort the list by that.



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How do I unlock a log to make a change, I locked a log, but realized I needed to fix some things. When I went to Unlock the log - it was grayed out and won't let me. How do I get around this?

You have to unlock in reverse order of how you locked your logs, so if you need to unlock Saturday, but Sunday and Monday are locked you must unlock Monday, then unlock Sunday, then unlock Saturday.

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How do I fix a copy error on my log?

In the MISSING COPY tab, you could remove the item from the log or take note of the clients with incorrect, missing or invalid copy. You can then either use the order entry module to add copy to the order(s) or use the customer module to add copy. Once done, open the log and verify that all copy has been taken care of.

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How do I email my log?

After your log is locked, go to File, Print Preview, when the log prints to your screen, go to the printer option in the upper left hand corner, the printer you should select is the Microsoft XPS Document Writer, than save your log with a name to your desktop, than you can attach it to an email.

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The log I printed did not print the cart # on the print out. I could see the cart on the screen but they did not print.

Usually an indication that the cart numbers didnt print, is you selected the lock button and then if you were hovering over it , it might have been unlocked, is the log locked or not locked at this point. Another reason is that you printed the log before you locked it.



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I locked a log, but realized I needed t fix some things. When I go to Unlock the log - it is grayed out and won't let me. How do I get around this?

• You have to unlock in reverse order of how you locked your logs, so if you need to unlock Saturday, but Sunday and Monday are locked you must unlock Monday, then unlock Sunday, then unlock Saturday. *

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Orders

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How do I place an order?

Open the order module. Choose the client for whom you're placing an order and click NEW. Choose either new for a spot order or Off-Air Revenue for non-spot revenue items.

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What is the difference between STOP AS OF and CANCEL when working on an order?

If you need to edit an order that has not started yet then you would use the cancel/apply and make the change. Or if you want to cancel the order before it starts you would cancel/then change the date to cancel the day before it was to start. If you need to stop/cancel a line that has already been airing.. you would use the Stop as of , and put in the date this is to stop. Edit

How do I create a Package?

Put in the first order, Once you have put in the first order save the order and go out/highlight the line of the order you just put in and right click and select Create Package/give the package a name. Then when you have other orders to enter, all you have to do is right click and select New From Package and pick the package and it will place all lines for you and all you have to do is enter the cart numbers.

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How do I just flat bill an account without scheduling ads?

To do a Flat Bill, go to the OAR line, choose either Daily, Weekly or Monthly. If you choose Monthly make sure you put the start and end date of the month in, you can also do multiple months on the same OAR line item by choosing for ex: June 1 start date and 12/31/2011 end date. Edit

How do I change the start date of an order?

If the order has not started yet,open the order, go to the line item, highlight the line and right click and select Cancel, select Yes, then select the Apply button to keep you in the screen, then open the line item and make your changes. Edit

Where do I put the spots per day for an OAR (off Air Revenue) order?

Enter your spots just as you would any other, with a 0 rate, once you have entered the spots then enter your OAR on the next line.

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How do I remove a line on an order that did not run,but spots were put on the log?

Go into the order, open the order, go to View/ Placement Summary and right click on each spot and force bump, then force trash and that will take the spots off the log and they will not get billed.

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Is there a way to Edit an order before it has started?

Yes go to the order/options/correction mode/double click the line you wish to edit/right click/cancel/yes (ok)to cancel/Apply/then make the changes and click ok..to save your changes. Edit

How do use % (percentages on copy assignment?

put in your cart numbers and put in rotation with ratio button

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How do I edit an order?

Highlight the order you wish to edit and right click. Options/correction mode. If the line has already started you will need to duplicate the line and make changes and then stop the previous line.

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How do I edit a line item?

In an open order, highlight the line item you wish to edit and right click. Choose EDIT from the menu and make any changes. Make sure to click APPLY before exiting to save any changes.

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I don't have the option to edit a line item.

If a line item has already begun to air, you cannot edit the line. If you need to make changes to an order that has started, right click on the line and STOP the line. Duplicate the line item, make your changes and then approve the line.

Note: Group administrators have a ability to edit a limited portion of a running order.

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We sell a lot of packages. Do I have to type the same thing in for multiple clients?

You can create a package that can be used for any client with your system. Packages will be available by right clicking in a client's order window and choosing "New from package..."

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How do I create a package?

Open an order and place all line items for the package within that client's order. Once you have completed the order, you can right click on the order and select CREATE PACKAGE to create a package that can be reused when creating new orders.

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What is Off-Air Revenue?

Off-Air Revenue is sometimes called NTR or Non-Traditional Revenue. This is for any item that does not involve actual commercials like live broadcasts or ads on your website.