Schedule file

Schedule no.

Unique number assigned to every schedule.

Create a new schedule or Open an existing schedule by typing schedule number or Press F7 to search. The schedule number can either be generated automatically or manually entered (Refer to Schedule Numbering Wiki article for Help).

The system gives us the option to Create a new schedule or Copy from an existing schedule/plan.

Period

Period for which ads are scheduled. Shows the current month and year by default.

Enter the period for which Schedule is created.

Start date & Stop date

The start and end date of the ad campaign. These fields show First and Last day of Month for which schedule is created.

Select the desired Start and End Dates.

Note- You can book for a maximum of upto 365 days at a stretch.

Brand

Shows Product name of Schedule.

Enter existing Brand Code or part of the Brand Name or Press F7 to Search or F6 to create new.

Client

Client company to which Brand belongs to.

Note- Field is updated automatically from client record in the Client and brand file.

Campaign

Name of Marketing/Advertising Campaign.

Market

Target Market for Campaign.

Enter an existing Market Code or Press F7 to search or F6 to create new.

Currency

Invoicing Currency.

Note- Field is updated automatically from client record in the Client and brand file. If no currency is mentioned in the client record it is updated automatically with the base currency.

Proposed

Date at which the ad campaign was proposed.

Default value is current date.

(Proposal) No.

Current Proposal version no.

Proposals are user controlled versions. You may send revised proposals to the client and NEOSYS allows you to keep track of all the proposals generated by saving them under different proposal numbers.

The first time a schedule is saved, proposal number is 1. Every time a schedule is saved you have the option of updating the schedule to a new proposal number and hence keep an audit trail of all changes made to the schedule.

Approval date

Date at which the campaign is approved.

Select the approval date.

Note- A schedule has to be approved for it to be booked.

If an unapproved schedule is being booked the system marks it as approved and the approval date is updated automatically with the current date.

Booked & Invoiced

Dates at which the schedule is fully booked and invoiced.

Dates are updated automatically when the schedule is booked and invoiced.

Client Order No.

Shows the client purchase order number, if any. This has to be entered manually and appears on the schedule and invoice printout.

Company Code

Company of the schedule creator.

Enter existing Company Code or Press F7 to search.

Incase of a single company this is updated automatically and if there are multiple companies it has to be entered manually.

Executive

Shows current Schedule Owner's Name.

Default name that appears is as entered in the client and brand record of the selected brand. If no executive name is entered in the client and brand record this is updated with the current user's User code as entered in the User details page in NEOSYS.

Attention

Shows Client Representative's Name.

Job No.

Shows corresponding Job No.

Enter existing job no. or Press F7 to search or Press F6 to create new.

Media Vehicle

Shows media vehicle to be booked.

Enter existing vehicle code or Press F7 to search or Press F6 to create new. Click on (+) to select multiple vehicles.

Specifications

Shows the vehicle specifications booked.

Either enter a specification manually or if the vehicle has a ratecard defined use F7 to select from the drop down

Loading

Loading charges are like the add ons over the cost of the ad. They are usually a particular percentage of the cost of the ad which can be viewed on the rate card.

Enter existing loading code or Press F7 to search.

Below is an example of loading charges in a magazine rate card -

For specified position/facing matter		   10%
First double page spread			   25%
First third of magazine				   25%
First half of magazine				   20%

Note- The Specification and Loading fields are directly linked to the rate cards. Assuming the rate cards have been entered in NEOSYS, the cost of the ad and the loading charges are automatically calculated by the system based on the size of the ad which is then entered in the bill and cost section.

Certify

Click on Certification File to learn about certifications.

Book

Book Ads and issue booking orders to be sent to supplier.

Opens Media booking order where the booking details are entered as required and a preview of the booking order can be viewed before issuing the final order.

See New Booking Orders/Cancellations

Diary

View the schedule information in media diary format. The information on this diary is specific to the schedule.

See Media Diary

Invoice

Issue invoices to the client.

Opens the New media invoice page where changes can be made as required and the proforma invoice can be viewed before creating the invoice.

Note- NEOSYS recommends to always check the proforma invoice before invoicing the client in order to avoid mistakes on the original invoice.

See New Invoices/ Proformas

Time / Days

Time field shows the time of day at which the ad appears in case of TV or Radio. Example: 08:00 , 15:00 etc

Days shows the day of the week at which ads are restricted to appear on. Example: Enter 1 for Monday etc. The start day of the week can be configured.

Plan Ads

Shows the total number of ads planned for a vehicle. This field is automatically populated on the basis of ads planned.

Clear

Clear Scheduled Ads.

Opens a date grid with planned ads which can be cleared.

Material

Enter reference data regarding the materials sent to the supplier.

Dates

Select the scheduled dates for ads.

Opens a date grid which can be used to enter number of ads on desired days.

Note- Entering a number in the Days field will restrict the entry of ads to that day only.

Free

Mark Ads as Free Ads.

Opens a date grid with planned ads which can be marked as free.

Note- Ads can be free to agency or to client or to both, NEOSYS allows you to choose all options and the system automatically makes the changes in the bill and cost section based on the number of free ads to the client or to the agency.

Book

Book only Ads belonging to that row (Media Vehicle).

Opens a date grid displaying only planned ads of that row (Media Vehicle).

Appearance details

Dates

Shows all dates on which ads have been scheduled.

Clicking on the icon opens media diary for the that row (media Vehicle) only.

Order No.

Shows the order numbers of all the booking orders generated so far which can be viewed by clicking on the icons on this column.

No. Ads

Shows the number of ads entered in the Dates calendar on the schedule line.

Bill and Cost

The bill and cost section is a vital aspect of the media schedule. All the details about the cost to the agency and client, discounts received and given, commission, etc. are entered in the bill and cost section.

If the vehicle currency is different from the invoice currency, the system calculates the invoice amount based on the exchange rate entered in NEOSYS.

When the cost to the agency is more than the cost to the client the system prompts the user about the same and once that is confirmed a reason for the unporofitability has to be mentioned. The system prompts the user also when the cost to the client is over 50% than the cost to the agency. This feature is helpful in avoiding entering of incorrect amounts in the schedule.

NOTE – currency exchange rates have to be entered in NEOSYS as and when required.

Notes

Allows you to enter notes which could be any reference information regarding the schedule. If there are notes on the vehicle record of the selected vehicle, you are given the option of adding those notes to this section as you enter the vehicle code. These notes appear only on the schedule printouts.

Invoice Notes

Allows you to enter notes regarding the invoicing which appears on all invoices issued from the schedule.

Discounts and Charges

Agency Discount/Fee/Tax

Allows you to enter the percentage of discounts and charges on the bill to the client which is over and above the costs entered in the Bill row.

Material Details

Allows you to enter the material/artwork details which can be selected to appear on the schedule and invoice printouts. You can also upload images on the schedule with reference to the artwork.

Material Letter

Automatically shows the material letter used in the Dates calendar of the schedule.

Prior Schedule

Allows you to select another schedule number with similar material specifications which is useful for reference purposes.

Brand Code

Shows the code of the scheduled brand. The brand name shows automatically in the material description field which can be edited if required.

Size/Duration

Allows you to enter the size or duration of the ads incase of newspaper and television or radio ads respectively.

Material Description/Special Instructions

Allows you to add the material description and special instructions to be followed by the supplier.

List of invoices issued

Shows a list of the invoices issued from the schedule with the invoice details.

Invoice date

Shows the date the invoice was created.

Invoice No.

Shows the invoice number.

Amount

Shows the invoice amount. You can view the issued client invoice by clicking on the icon on this column.

Cost(Base)

This amount always shows in the base currency regardless of the invoice currency. You can view the cost invoice by clicking on the icon on this column.

User Name

Shows who created the invoice.

Date/Time

Shows when the invoice was created.

Station

Shows the IP address of the computer used to create the invoice.

List of Proformas

Shows the issue date and number of only those proformas that have been saved. Proformas can be saved on an invoice by invoice basis before issuing the invoice.

Version section

What is a version?

NEOSYS document versioning provides a complete verifiable audit trail of who has done what, where and when in NEOSYS. There is no user interface to amend these records and versions are numbered sequentially to make it harder to tamper with.

Every time anyone creates or updates a record in NEOSYS, NEOSYS records their username, the time and date, the workstation number. It also keeps a copy of the old record.

At the bottom of each record on screen, you can see a complete history of creation and all amendments and you can click on any individual amendment to see the prior record.

If the same user makes more than one change to a particular record in one day then only one historical version will be retained for reference but the date, time and workstation number of all updates is records. This is to save wasting space in the database.

How do I save a schedule as a different version?

Each time a schedule is saved you are given the option of updating to a proposal number. If you go ahead with updating to a new proposal number automatically a new version number is created.

Version

Shows the version number and number of times changes have been made to the document.

Proposal

Shows the number of times the document has been updated to a proposal number.

User name

Shows who made the changes to the document.

Date/Time

Shows when the changes were made.

Station

Shows the IP address of the computer used to make the changes.