The Media Menu

From NEOSYS User Support Wiki

Contents

1 Plans menu

Media planning is the process of establishing the media vehicles to be used for advertising. Plans provide a way to speculate and agree on long or short term campaigns. A media plan can be used for designing an ad campaign that last for periods of up to 12 months. NEOSYS allows you to make plans in various formats depending on needs. Plans are tentative in nature and may or may not specify the precise dates or costs but always show the number of planned ads.

1.1 Month plan file

Allows you to make plans specifying only the number of ads planned in each month without specifying exact dates.

1.2 Week plan file

Allows you to make plans specifying the number of ads planned in each week without specifying exact dates.

1.3 Date plan file

Allows you to make plan for upto 12 months right down to the date that the ad is to appear.

1.4 Plan file

In the Plan file only the number of ads planned can be entered and not the month, week or date on which the ad is planned.

1.5 Plan printout

Allows you to format a plan in various ways suitable for printing or emailing.

1.6 List of plans pending approval

Generates a list of the plans pending approval from the client.

1.7 List of approved plans

Generates a list of the plans that have been approved by the client.

2 Schedules menu

The Media scheduling system is the heart of NEOSYS. Confirmed plans become schedules. Details such as client information, vehicle data, cost to client and agency, dates, booking orders, etc. is entered in the schedule. Most of the primary tasks such as creating booking orders and client invoices can be executed directly from the schedule. Schedules can be made for only upto 366 days.

NEOSYS allows the user to incorporate data from the plan to the schedule so users can prepare a separate schedule each month by picking the data from the media plan which can be made for upto 12 months.

2.1 Schedule file

This menu item would take us to the media schedule where a new schedule can be created or an existing schedule can be modified. The Schedule file allows us to allocate advertisements over a given timeframe.

2.2 Schedule file with Public Pricing

Gives a Price row to the media schedule adding to the Bill and Cost rows.

2.3 Schedule file with Ratings

Allows you to prepare a media schedule with market research data.

2.4 List of Schedules pending Approvals

Generates a list of ads that are awaiting approval from the client.

2.5 List of Approved Schedules

Generates a list of schedules that have been approved from the client.

2.6 List of Schedules Pending Scheduling

Generates a list of schedules where there is a number of ads planned but the number of ads scheduled does not agree with the plan (either more or less).

2.7 Program Files

2.8 Program Breaks

2.9 Broadcast Order

3 Diary menu

3.1 Media Diary

Allows agencies to fully control the flow of advertising.

3.2 List of Free Ads

Generates a list of ads that have been marked as FREE to the agency.

3.3 Summary of Paid & Free Ads

Generates a summarised list of paid and free ads.

3.4 List of Unprofitable Ads

Generates a list of ads that have been unprofitable to the agency.

3.5 Media Progress Summary

Generates a list which shows the status of number of ads scheduled, booked, certified, supplier invoices, invoices and receipts.

3.6 Media Calendar

List of ads, similar to a media diary, which shows the ads in the a monthly calendar format.

3.7 Weekly Summary

Generates a list of the material used in the ads.

3.8 Saved Report

All saved Media Diary report options are available and the report can be re-run.

4 Booking orders menu

Booking is a process where ads are booked with the vehicle supplier. Booking orders can be viewed directly from here and various reports pertaining to the booking orders can be pulled as per requirement.

4.1 New Booking Orders/Cancellations

Allows you to directly issue a booking order/cancellation or amendments for an existing schedule with formatting options suitable for printing and emailing.

4.2 Old Orders

Reprints booking orders that have already been issued. The user can update the despatch status of the order from here.

4.3 Quick Orders

4.4 List of Booking Orders

Generates a list of booking orders which have been issued to the supplier in a report format with the order details.

4.5 List of Booking Orders Pending Despatch

Generates a report of booking orders which have not been despatched to the supplier.

4.6 List of Schedules Pending Booking

Generates a list of schedules that have been approved by the client but have not been booked with the supplier.

4.7 List of Ads Pending Booking

Generates a list of the ads that have been approved by the client but have not been booked with the supplier.

5 Materials menu

5.1 Material File

5.2 Material Orders

5.3 List of Materials

6 Certificates menu

Certification is a verfication process where the ads that have appeared are attested or certified as appeared. The certification file can be accessed directly from the media schedule.

6.1 Certificates/ Voucher file

Allows you to certify an ad without having to go into the media schedule.

6.2 Import Certificates

6.3 List of Ads Pending Certification

Generates a list of ads that are yet to be certified with various filtering and formatting options.

6.4 List of Wrong Ads

Generates a report listing only the Wrong Ads.

6.5 List of Certified Ads

Generates a list of ads that have already been certified with filtering and formatting options similar to the previous reports.

7 Supplier Invoices menu

A supplier invoice is the bill received from the supplier. This allows you to enter the supplier invoice details in NEOSYS.

7.1 Supplier Invoice File

Allows you to enter the supplier invoice number for the ads and also find out which ads are pending supplier invoices.

7.2 Supplier Invoice Journal

Allows you to view journal entries of supplier invoice transactions.

7.3 List of Ads Pending Supplier Invoices

Generates a list of only those ads that are pending supplier invoices.

7.4 List of Wrongly Supplier Invoiced Ads

Generates a list of ads that were wrongly invoiced.

7.5 List of Supplier Invoiced Ads

Generates a list of only those ads that are already supplier invoiced.

8 Invoice menu

An invoice is the bill sent to the client for the ads placed. This allows you to generate new invoices from existing schedules and reprint old invoices.

8.1 New Invoices/ Proformas

Allows you to issue any new invoice or view a proforma of an existing schedule.

8.2 Old Invoices/ Proformas

Allows you to view and reprint old invoices and with a few formatting options.

8.3 Invoice Delivery Note

View and Reprint Delivery note consisting of instructions to be sent along with deliverables.

8.4 Collections File

Collections File allows you to record and manage activities such as calls, emails etc. related to the collection of debts from accounts receivables.

8.5 Finance Interface

8.6 List of Schedules Pending Invoicing

Generates a detailed report of all the schedules that have been booked but the client is yet to be invoiced.

8.7 List of Ads pending Invoicing

Generates a list of ads that have been booked at the supplier but have not been invoiced as yet.

8.8 List of Invoices

Generates a list of invoices with various formatting options.

8.9 Invoice Audit

It is a statement or a report of all the invoices issued by a company.

8.10 Invoice Numbering

Allows you to control the numbering of most of the documents issued by NEOSYS.

9 Files menu

The Files menu is a consolidation of all the database files. Some of these files can be accessed from within the schedule directly whereas some can be accessed only from the Files menu.

The Files menu is a consolidation of all the database files in NEOSYS. The Files menu allows you to create, update and delete records from within the files. Most of these records can be accessed directly from the media schedule.

9.1 Client & Brand File

9.2 Supplier File

9.3 Vehicle File

9.4 Vehicle Rate Card File

A ratecard is a printed price list issued by a media vehicle supplier showing rates charged for placing advertisements of various sizes, issue dates, requirements etc. Based on the mode of business done in the Middle East the rate card can't exactly be regarded as a fixed price sheet because the actual rates mostly vary from the rates mentioned on the rate card. Mostly rates are pre-negotiated between suppliers and the agencies and a discounted ratecard is drawn which depends on the clients handled, volume of spend, relationship etc.

NEOSYS enables the agency to enter the various details of the ratecard in the system and pick up the rates when creating a Plan or Schedule. This helps to reduce manual data entry.

9.5 Vehicle Costs File

Allows you to specify the agency cost of a vehicle which is effective when preparing the media schedule.

9.6 Product Categories File

9.7 Media Types File

9.8 Market File

9.9 Currency & Exchange Rate File

9.10 Media Configuration File

Allows you to make changes to the system parameters.

10 Companies menu

There could possibly be multiple divisions under one company with different company names, for example within one company there could be different companies for outdoor advertising, media, production, online advertising,etc. NEOSYS allows the agency to maintain different companies for the use of the software with the option of generating reports as per each company.

Selecting this option pops up the list of the companies with information such as the company name and code, current year, financial closing period and operations closing period.