Sign Vermont Work Order Computer

Document type sign work order vermont computer

visual traffic recorded online training order entry session 2 in this session will learn about order types tops and tail orders filler orders view calendar how to duplicate a line and batch changes how to create from a master order will also learn how to cancel and delete orders and audit info the print menu and transfer order order manager and order renewal and order reports order types in our last session we talked about the different order types that are possible within VT remember that purse pod is the most commonly used billing method the rate for each spot is put on a spot pattern definition each definition can have a different unit rate and / spot may also be used when you are filling a flat rate that is not directly tied to a spot on the log we also have a fixed rate on this example of the fixed rate order the client will see the billing rate of seven dollars internally however we have many other rates 30 cents for dollars two dollars $12 01 are some examples so the client sees seven dollars and internally you've broken it out we also have package orders package orders are used when you need a true average unit rate report or a true lowest unit rate report when you are flat billing customers they are also used when you need to allow coop invoices for a package in this instance I've selected package billing allow coop invoices when I clicked on package billing down below I have set up a package billing to run august 1st through december 25th billing once a month at the rate of seven hundred dollars each the important thing to remember about package billing is that if this is a media month client make sure that the end of your month is always a sunday otherwise you will double build a client remember to make it easier you can double click in the date field and the calendar will come up for you if you needed to build a client once every week then you would tell it bill one every week and if you needed to bill it once every Tuesday he would make sure that your start date was a Tuesday and then bill it every seven days when we look at this down in the lower corner you will see that the definition income is zero but the billing is 3500 dollars that's because package billing produces billing numbers only you will have to get your income numbers from the spot patterns and any non spot billing I did add non spot billing to this order it is for the talent fee it's built out on the station training one here is your income account the start date and end date the rate when i'm going to bill at my spot type and my billing description this billing description will print out on my invoice if i needed to make this an additional billing item i would have checked display is billing item on invoice because i did not check that you will see that the billing is zero save that and then looking at our spots this is our internal rate the client will not see this unless this is a co-op order in which case that would print out on the co-op invoice the important thing to remember with package billing is that your income and billing must match when you save the order if they do not match a warning flag will come up tops and tails and filler orders we also have tops and tails in visual traffic those can also be known as bookends in a top and tail order the top of the order entry screen is the same but when it's time to enter your spot pattern you're not going to spot patterns rather you're going to tops and tails when you go to tops and tails you're entering basically the same information it's just in a different order when you're entering a top and tail order you will need to enter the combined rate that would be the rate for both of those spots also when entering your spot pattern for daily quantity or a multi-day spread I've got the number two here this would mean two spots but it's two sets of tops and tails so it is actually four different spots when you were in top and tail information do you want to build it as one spot do you want to show both spots with one rate or do you want to bill it as two spots do you want this to run as a true top and tail in other words the first position and the last position of the break if you don't need it to be a true top and tail you'll need to select your minimum avail distance then you enter your information for your the rate is it going to be a dollar or a percentage and what percentage or dollar amount is it the length of the spot the copy the avail code the spot type when you get to the tail you won't be able to select the rate it's determined by the top rate you'll also be able to set your length copy avail and spot type on the tail so your top could be one type and your tail could be another one other order type that we feel is important in visual traffic is the filler order if you are a satellite station and you need to fill your breaks to time during satellite programming hours you can use the filler selection and visual traffic filler is in the lower right corner and when you set filler you are telling it up to how many spots per day can be run with this filler order fill spots are applied on the log after they are made official these spots don't show on a bump list unless you delete them from the log fill orders also default automatically to a priority of one view calendar we can view your calendar once again to make sure that your spots and your non spot items are correct the billing total and the income total match and you can see this information by the month by the week and for the overall contract you need to look at another month use your double arrows to move back and forth amongst the months when you are looking at the calendar for instance here on sep tember 30th you see a 3 / 2 that's 3 spots on that day and then to billings so you've got a package bill and a non spot bill on that date duplicate and batch changes if you have been using new rather than new multi week we have a feature called duplicate where you can duplicate a spot pattern to other weeks select the line you wish to duplicate and click the button duplicate when you do this you are asked to select the weeks that you wish to create duplicate spot patterns for so you can hold down your control key and singly select them you could also hold down your Shift key and add several in a row click OK and those lines are automatically created for you let's say as you've put this in you discovery you've made an error in the rate that would mean you'd typically have to go I can change the rate on each individual line with VT we can do what's called a batch change simply click on the batch changes line highlight the spot pattern lines you wish to change and then select the item that you wish to change you could change the income account spot type discounts and commissions the rate which we will do the start date and end date the avail code the priority the product code length and copy you can also change their tax-exempt status make good status auto bump the product code separation and the advertiser separation once you've made your choices click apply changes it tells you what it's going to change are you sure you wish to continue yes and 12 pattern definition successfully updated click OK close and your rates have now been updated we'll go ahead and close this order say ok to save it which will bring us back to our main entry screen create from to create our next order we'll go to the main create edit order window on the lower left you'll have a create from button remember when we entered orders we said we could save the orders as a template if you have saved the order as a template they will be displayed in this list we're going to select in order to copy from and click copy when you do this that asks you if you want to change the start date so you could change this to a new start date it then calculates the offset in days do you want to use the template income account or the advertiser default income account you are asked to accept or skip each spot pattern definition and billing definition or you can say all or you can abort the operation when you say all it creates the order for you the one thing that I would recommend that you make sure is that your AR account is correct that your receivables group is correct and then go into spot patterns create your copy and assign the copy to the lines through the use of a batch change cancel and delete orders and audit info if you need to cancel an existing order simply click the cancellation button on the main order window when you click cancellation it gives you the information about the order the important thing to know is that the cancellation date is last date that you want this spot to air if you want to stop it before it begins simply use a date before the begin date of the order if you have package billing or non spot billing on an order you might need to look at that after you have cancelled the order if it was cancelling in the middle of the run to make sure that they do not get over build this had already placed 12 spots on the logs do we wish to continue yes and it has been cancelled so you will see that it says / spot accepted but there is no station and no spot count displayed if you needed to delete the order if you would entered it totally incorrectly and has not started yet you would like to delete it simply click delete it will be removed completely from the system only the audit trail information will remain are you sure you wish to continue yes or no audit info will give you information about the order who entered the order when it was entered what machine were they on and then items that have been changed on the order since it was entered you can also print this report print menu and transfer orders the print button allows you to print a confirmation and internal confirmation or spot times for the order that is selected on the screen if you have multiple clients with the same name such as papa joe's BBQ and papa joe's BBQ trade and you find that you've entered the order under the incorrect advertiser you don't need to delete the order and wreak it you can simply transfer the order in the lower left corner of the screen transfer order you get a warning pop up saying that changing the advertiser for the order may cause spots that are already placed on existing logs to be in conflict with spots for the new advertiser any copy of signs of the spot patterns and any carts assigned to the spots will be removed you'll have to rekey those in the order are you sure you wish to continue yes then the prompt for the new advertiser comes up make sure you have the correct advertiser click OK it has now moved from the old advertiser to the new advertiser it kept the original order number you'll need to go in and edit the order and make changes to the AR account if necessary the receivables group any commissions and discounts based on this go into your spot patterns change your income accounts and then assign your copy as well once you've done that go ahead and save close and okay and your new order is on the correct advertiser order manager and order renewal q we have the order manager button the order manager tracks orders that require approval they may have exceeded a credit policy they may require approval based on the advertiser or the agency or the salesperson you can look at current orders and historical orders if you need to approve in order to simply right click on the order and accept you could also decline the order you could open the order from this screen view the workflow audit or the approval properties when you open approval properties you'll see why it has ended up in the order manager once you accept that order it then goes back to scheduling and it will schedule the order one other item that you need to look at under orders is your order renewal Q orders that are up for renewal show in this order renewal Q my system is set to show them 60 days before they expire to approve an order you simply click on it and click renew if you don't want it to renew you would click decline you can run a credit policy check from this screen you could go to the order the advertiser with the agency or the sales person this screen is for TFM orders only order reports the last thing we'd like to discuss in this session or order reports in report Center you can run order projections and when you run your order projections you have dates grouping and filters that you can choose to get the report in our orders category we can also look at orders by sales person depending on your filtering this report will print all orders it includes the order dates the order type and the invoice frequency by sales person based on the date that the order was added to the system under the sales category you have order expiration this report provides a list of orders expiring within a given date range you can group it by salesperson and station we have a new business report this report shows you any new water activity that has taken place for a date or date range it's broken down to the salesperson level and will also show the orders first and last broadcast dates the last report that I'd like to talk about is orders contract confirmation if you wish to print out confirmations at the end of the day rather than printing them one at a time as you enter in orders you can come to report Center and do orders contract confirmation the date range you would select today rather than keying in a date if you select today you don't have to change the date ever you could group it however means you wanted by the date entered date modified salesperson so if you wanted them all to be printed and then given to the salespeople I would group them by salesperson it makes it easier to distribute this can also be set up as a favorite to be emailed to each rep at the end of the day if you're going to do that you will need to make one favorite for each salesperson and then filter on the sales person to review what we've covered in this lesson we learned about the different order types / spot fixed rate and package we learned how to enter a top and tail order and filler orders we learned about the order view calendar in the detailed information it can give you we learned how to duplicate spot pattern lines and how to do batch changes on many spot patterns at once we learned how to create orders from a master order that was saved as a template we learned how to cancel and delete an order and the audit information about all orders in the system we also discussed the print menu and how to transfer orders order manager and order renewal Q & Order reports such as order projections order by sales person orders expiration and how to do batch contract confirmation printing from all of us at market Ron thank you for viewing