Contracts

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Contracts

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Introduction...

This is where you manage contracts for all Customers. It can be launched directly from the Dashboard.
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Layout

Across the top you have the main menu providing access to various tools that can be applied to one or more customers or contracts.

On the left-hand side, you have the Customers pane. On the right-hand side, you have the contract/Projections pane. They are split by a Splitter Bar.

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Main Menu



See PendingContracts.


See Makegood.


See Print Confirmations

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Customer Pane

On the Left side of the Contracts window is the Customer Pane. This window lists all of your customers. It has columns that can be added/adjusted for personal customization. You can double-click to open the Customer window on any highlighted customer. Right-click to open the context menu.

Some customers may or may not be hidden as Archived or Trashed (depending on what you have checked). Customer names can be displayed 3 ways, Fully lit-Active and running contracts, Faded-Archived or Faded with the line- Trashed.

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Columns


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Context Menu

This menu is accessed by using the mouse to right-click anywhere in the Customers pane. See Common UI Behavior.

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See Archiver Edit

Hot Keys


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Contracts Tab

The contracts pane contains a list of all of the existing contracts related to the currently selected Customer (in the Customers pane). It has set of default columns that can be reset in the Main Menu. (see above). You can alter these columns to better suit your personal customization. From this pane, you can double-click to open the highlighted contract or right click to open the context menu.

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Columns

Standard


Additional


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New Button

New Button-Creates a new contract to the customer you have highlighted.

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Context Menu

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You can interact with each individual Contract by launching tools from the associated context menu (accessed by right-clicking on the Contract). (See Common UI Behavior.)


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Hot Keys




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Projections Tab

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This is a snapshot of the revenue projection report for a 3 month period.

See ReportRevenueProjection



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Contract

A contract represents a unit of order that defines who, what, when and how much will eventually execute and ultimately bill. This window can be accessed from the Dashboard, Contracts, AR and Log.

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Layout

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Across the top of the window, you have the main menu that gives you access to various features.

The top half of the main part of this window are fields that represent the "header" of the contract. The fields in this portion of the contract are automatically populated (when creating a new contract) using the values specified on the Customer.

The bottom half of the window contains tabs that show the contract line item(s) and the rotation(s).

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Main Menu


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Fields


Estimate Number linking

When printing confirmations any contracts for a customer that share an estimated number will print as well. If you need to check if the said contract has other contracts linked to estimate number we suggest using Print Preview. If you have confirmations that need to be printed singly you can place an exclamation point (shift+1) at the beginning of the estimated number to break this link.

Invoice Type can be changed without Correction Mode.


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Informational Glyphs

The fields in the header (top half) of the window are automatically populated when creating a new contract using the defaults as defined on the Customer. These fields can be modified for circumstances where the default is not appropriate for the specific contract needs. When doing so, a blue informational glyph is displayed next to each field that does not match the Customer default value(s).

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Contract Notes

The notes tab contains a single field that provides you the ability to enter notes that will only be seen by Users. This field is never included on Confirmations, Invoices or Statements.

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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, Tax, Tax-on-Tax, Fee, Voice, Sales Commission, Agency Commission and Category drop-down selection boxes throughout the application.

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Tools include Open and New.

For those that are more Keyboard Centric we have also added the hotkey ability "Insert" while tabbing through the contract and customer windows

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EC - I'm cycling through the Customer, Agency and Salesperson fields using TAB hotkey. I also leveraged the ESC hotkey to close window.



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Contract Line Items

One or more entries are entered in order to specify the number of units to execute and/or billing lines to be created.

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It has columns that can be added/adjusted for personal customization. Double click to open the Highlighted Spot/OAR. Right-click to open the context menu.

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Columns

Default Columns
Additional Columns


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Improved Lines

EC We have made some changes to the Contracts window it now reflects the "expected" line item end dates instead of the originally entered end dates:

Before alterations:

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After 4 days of spots are removed from the last week:

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Confirmation print preview:

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Context Menu

Right click on the Contract Line Item pane brings up the Context Menu:

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Allows you to Cancel a spot or OAR immediately or at a certain date.

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Calculated Summery

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This is a calculation summery (A shorthand notation) of revenue, spots, and line item count.



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Spot Line Item

A Contract line item represents a sub-unit of an order that defines who, what, when and how much will eventually execute and ultimately bill. This window can be accessed from the Contract.

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Layout

Across the top of the window, you have the main menu that gives you access to various features.

The main body of this window are fields that represent the "line item" of the Contract. Some of the fields in this portion of the line item are automatically populated (when creating a new line item) using the values specified on the Customer.

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Main Menu


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Notifiers

Some fields of the window are automatically populated (when creating a new Contract) using the defaults specified on the Customer. These fields can further be modified for circumstances where the default is not appropriate for the specific Contract needs.

CS In order for a Rotation to be assigned, the rotations on the overall Contract must be saved first; you can do this by pressing the Apply button on the Contract window. This must be done in order to have the necessary "pointers" available for assignment.

CS It is easier to state that you should avoid using this; if the circumstances arise where it becomes necessary to be utilized, it will be very obvious. This setting, in any case, is mistakenly utilized because of a lack of knowledge and experience in how the Rotation selection works and, when utilized incorrectly, can severely limit the flexibility offered and restrict your ability to quickly and easily make changes as Copy changes over the duration of a Contract. When in doubt, chances are you don't need to use this; to be sure, please contact customer service for advice.


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Schedule

Weekly (Default) When creating a weekly based line item, the M-Su fields are provided so that you can specify how many units (spots) will be generated per encountered day of the week between the specified Start Date and End Date. The Skip Weeks field provides an easy means to generate a pattern for the first scheduled week and skip x week(s) before repeating the specified pattern. The summary below this section displays the total number of units (spots) and the revenue associated based on the line item Rate.

Daily ★ When creating a daily based line item, the M-Su and Skip Weeks fields are replaced by a single Calendar button. The summary below this section displays the total number of units (spots) configured on the Calendar and the revenue associated based on the line item Rate. For further details regarding modifying the units (spots) configured for this type of schedule, see ContractLineItemCalendar.

Not available in Essentials.



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Off-Air Revenue Line Item

This allows you to apply an Off-Air Revenue to a contract.

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Layout

Across the top of the window, you have the main menu that gives you access to various features.

The main body of this window are fields that need to be set up before adding the OAR to the contract. Some of the fields in this window are automatically populated (when creating a new OAR) using the values specified on the Customer.

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Main Menu


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Notifiers

The fields in the top half of the window are automatically populated (when creating a new contract) using the defaults specified on the Customer. These fields can further be modified for circumstances where the default is not appropriate for the specific contract needs.


Frequency Pane

You can set the frequency of the OAR to fit your needs.


★ Feature not available in Essentials.

EC In Essentials The "Once a week OAR" will Invoice on Mondays only


Comment pane -This section is for your notes you want to see on invoices.

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Contract Rotations

The rotations define how Copy is attached to the individual units (spots) when locking (approving) a Log.

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Layout

It has columns that can be added/adjusted for personal customization. From this pane, you can double-click to open the Copy Assignment window or right click to open the context menu.

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Columns

Standard


Additional
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Context Menu

Right-click opens up the Context Menu.


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CS The items are what define the number of units (spots) that can and will be scheduled. The rotations are leveraged by the Log to determine which Copy can be assigned to these units.

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Copy Assignment

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The fields in the top half of the window are not automatically populated (the station is populated). You have to modify for specific copy needs. The copy pane will list all copy currently attached to that rotation. It will be blank if you open a new rotation and have to add a copy from the list. see Rotation List (below)

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Main Menu


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Columns

Standard

EC This will rotate to the next copy down the list on every locked log.
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Context Menu


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Up/Down Buttons

The large up and down buttons located to the right of the Rotation list are used to move individual rotations up and down in the visible (sorted) list.

The importance of the order of multiple rotations cannot be overstated. To illustrate by using a specific scenario, let's say that you have a Contract that contains Copy that can run all day every day for the duration of the Contract and the Contract also contains a few pieces of Copy that run only during "lunch time". This can be handled simply by creating a single line item on the Contract and two entries in the rotations list. One entry would be for the all-day side of things containing Copy that can run the whole day for each and every day. The second entry would contain just the Copy that is valid for the "lunch hour". Here's where things get interesting...

Incorrect

The rotation list contains the All Day entry followed by the Lunch Hour entry.

In this configuration, each and every time that a spot (on the Log) determines which piece of Copy to choose, it will always stop at the first item in the list since it is legal for the target date, time, station, etc. In other words, the second entry will never be evaluated because the first item is always found to be valid.

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The rotation list contains the Lunch Hour entry followed by the All Day entry.

When the Log attempts to determine which piece of Copy to assign, it will test the first entry. Only on the days that are valid, the time that is valid ("lunch hour") and other criteria are met will the first item be found to be valid and utilized. If it is not valid, it falls through to the next entry on the list; which, in this scenario, would be found to be valid.

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Now, by default, the Copy will be assigned to spots using a default of a 1:1 ratio. No matter how many pieces of Copy you put into a rotation they will rotate evenly by default. If you want to rotate them in a manner other than evenly, you will need to set up the rotation so that the Copy you want to happen more often than the others is duplicated according to the frequency you desire. To assist in doing this, you can use the Rotation Ratio Editor.

CS: This list is not, nor can be, MyViews enabled. This is because the order list of the rotations is of utmost importance because the determination of which Rotation can be utilized given a particular Station, length, date, time and day of the week is dependent on the order of the existing list. Use the large up/down arrow buttons on the right-hand portion of the list to move a highlighted rotation up/down accordingly.

CS: It is important to keep in mind that in addition to all of the parameters that are checked regarding each and every Rotation in the list, individual Copy start and end dates are also verified. If no piece of Copy is valid in a particular Rotation, even if the Rotation parameters are completely valid, the Rotation is considered invalid and the Log will continue to the next Rotation in the list for verification.

CS: Rotations can usually be modified at any time throughout the active life of a Contract. Individual Rotation items are only needed for current and future Logs; once a Log has been locked and there is no plans to reverse this, the individual Rotation is no longer necessary and potentially can be removed to reduce any possible confusion that may occur to having a large list of rotations.

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Percentage (Ratio)

The Rotation Ratio Editor allow you to place Copy in whatever mix they need to be placed in your Contract.

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You will be able to move the Copy around in that rotation in any way you wish. Once the rotation is acceptable to you, click OK to save the rotation.

CS You can edit rotation at any time; even after the Contract is approved.

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Layout

The Ratio Editor window has three columns (Cart#, Ratio and Count). The Add Button opens the Rotation Items window (see below). Right-click to open a Context Menu. You can left click on any of the Ratio column lines to change the ratio number.

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Context Menu

Right-click opens up the Context Menu.


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Rotation Item(s)

The Rotation Items window holds all of the Copy connected to that Customer.

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August 2017:

With this new "NEW" button, you will be able to create a new copy from within a contract.

You can create a new copy like this from a Pending, Approved, Running, P. Cancel or a Canceled Contract.

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Layout

From this window, you can left click to put the highlighted copy into the rotation window. You can Right click to open the context menu. you also have the "Ok" and "Cancel" buttons in the lower right corner of the window.

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Columns

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"Complex Rotations"

We understand that there are rare instances where it would be "simpler" if it were possible to directly assign a rotation to a specific line item of a Contract. In order to facilitate this, we are introducing the Activate "Complex Rotations" override. capability that can be enabled on a customer-by-customer basis. The ability to activate this capability is limited to the Administrator role; as this option should only be active for customers that have "extremely complex" scheduling scenarios. In other words, this override should only be enabled if absolutely necessary as there are sizable downsides in the form of restrictions and possible missing copy confusion introduced when utilizing this feature.

To activate this override for a particular customer:

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When enabled for a particular customer there will be additional capabilities exposed on the Contract window related to rotations and saving it the drop down menu will have the valid rotations listed.

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In the above screenshot, you will see that we begin working with Contract that has a single line item. This line item is currently configured as a "regular" rotation; meaning that it will utilize any and all rotations within the Rotation tab in order to determine what Copy to assign when locking a Log. We decide that we want to hard-wire the first (in this case "only") rotation to the first (in this case "only") line item.

CS - This would not be a scenario where we would do it this way... one line and one rotation is effectively already "wired".

We want to draw your attention to the fact that the Rotation column is blank at the start of this process. We will then double click on the first line item to open it. Once open, you will see a Rotation field with a combo box containing (assuming you have at least one rotation on the contract) Automatic and Rotation #1. The default is always Automatic regardless if the "Complex Rotations" override is enabled on a customer.

CS - Automatic is the recommended setting; use extreme care and caution if you decide to not use Automatic.

We, in this example, are going to modify the line from Automatic to Rotation #1. Upon pressing the OK button to accept the change, you will see that the Rotation column now displays Rotation #1.

Now that we've modified the contract to use Rotation #1 for line 1; the log will now ignore any and all other rotations on this contract when working to determine which copy to assign.

CS - If this rotation and/or associated copy become invalid, any and all other rotations will not be reviewed/evaluated. Additionally, Rotation #1 will also no longer be able to be used by any other line(s) on the contract as it is "wired" to line 1 and cannot be used with any line that is set to Automatic.

VR - If a rotation is assigned to a specific line it can only be used by that line. This makes the rotation assigned to the line invalid for general use of that contract.

VR - If you create a new rotation it does not actually exist until you hit the Apply button so is not available in the rotation combo box.



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Spot Detail

This window reflects the individual details for each and every item scheduled on a Contract and can be accessed from the Contract window by using the View->Spot Detail entry on the main menu.

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Layout

Across the top you have the main menu providing access to various tools that can be applied to the current view.

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It has columns that can be added/adjusted for personal customization.

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Main Menu


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Columns

Default Columns


Additional Columns


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Context Menu

This menu is accessed by using the mouse to right-click on any item in the list. See Common UI Behavior.

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These various tools are visible depending on User enabled roles and the current status of an individual spot/OAR.

To "reschedule" beyond a particular Contract expiration, you will need to trash the spots on the existing Contract and create a new Contract to schedule those items into a new billing period.

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FAQ

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Additional Information

Just a cookie for coming all the way down here. Hope this page has helped in some form.

As far as any added info. The kitchen sink in my house is a black, metal, 2-tub, under mount.





Table of Contents [Hide/Show]


Contracts
   Layout
   Main Menu
   Customer Pane
      Columns
      Context Menu
      Hot Keys
   Contracts Tab
      Columns
      New Button
      Context Menu
      Hot Keys
   Projections Tab
Contract
   Layout
   Main Menu
   Fields
   Informational Glyphs
      Contract Notes
      Hot Keys
      Dropdown Menus
Contract Line Items
   Layout
   Columns
      Improved Lines
   Context Menu
      Hot Keys
      Calculated Summery
   Spot Line Item
      Layout
      Main Menu
      Notifiers
      Hot Keys
         Schedule
   Off-Air Revenue Line Item
      Layout
      Main Menu
      Notifiers
         Frequency Pane
      Hot Keys
Contract Rotations
   Layout
      Columns
      Context Menu
      Hot Keys
   Copy Assignment
      Layout
      Main Menu
      Columns
      Context Menu
      Up/Down Buttons
      Hot Keys
   Percentage (Ratio)
      Layout
      Context Menu
      Hot keys
   Rotation Item(s)
      Layout
      Columns
      Hot Keys
   "Complex Rotations"
Spot Detail
   Layout
   Main Menu
      Columns
      Context Menu
      Hot Keys
FAQ
Additional Information