Schedule file: Difference between revisions

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[[image:Mediaschedule2.jpg‎]]
==Quick notes==


==== Schedule no. ====
===Menu Location===


Shows the schedule number. You can either open an existing schedule by entering the schedule number or create a new schedule. The schedule number can either be generated automatically or manually entered. As you press ‘enter’ on the blank field a popup will give you the option of creating a new schedule or copying data either from an existing schedule or plan onto a new schedule.
Using the mouse: Menu > Media > Schedules > Schedule File


[[image:Mediaschedulenumber.jpg]]
Using the keyboard: Alt+M, M, S, S


When opening an existing schedule you can directly enter the schedule number manually or press F7 and search for the schedule as per Brand, Period or Executive.
===Quick Reference===


==== Period ====
Refer [http://userwiki.neosys.com/index.php/NEOSYS_General_User_Interface General User interface]


This automatically shows the current month and year which can be changed if required.
===Media Schedule Printout===


==== Start date & Stop date ====
You can access the [[Schedule Printout|Media Schedule Printout]] page by clicking the "List" button on top.
==How it works==
===Section 1===
====Schedule no.====


As the name suggests these fields show the start and the end date of the advertising campaign. You can book for a maximum of upto 35 days at a stretch and select the dates accordingly here. The system does not allow you to go ahead with the schedule if the gap between the Start and Stop date is beyond 35 days.
[[File:ScheduleFileSection1.jpg|frame|100px|Section 1]]


[[image:newboxnumberone.jpg]]
Reference number to access schedule.


----
Create new schedule or Open an existing schedule.


==== Proposal date ====
The schedule number can either be generated automatically or manually entered (See [[Using_NEOSYS_Media_System#Choosing_a_plan_or_schedule_numbering_method|Schedule Numbering]])


Shows the date the ad campaign was proposed which by default shows the current date and can be changed if required.
The system gives us the option to Create a new schedule or Copy from an existing schedule/plan.


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


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 as proposal numbers. The first time a schedule is saved it is by default saved as proposal number 1, After that each 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.
Enter the period for which Schedule is created.


==== Approval date ====
====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.


Shows the date the campaign is approved by the client. You can press F7 and select the date. A schedule has to be approved in order for it to be booked so if an unapproved schedule is being booked the system marks it as approved and the approval date is updated automatically with the current date.
Select the desired Start and End Dates.


==== Fully booked & Fully invoiced ====
You can book for a maximum of 365 days at a stretch.


Shows the dates the schedule is fully booked and invoiced. The dates cannot be manually entered on these fields, they are updated automatically when the schedule is booked and invoiced.
===Section 2===
[[File:ScheduleFileSection2.jpg|frame|100px|Section 2]]


[[image:newboxnumbertwo.jpg]]
====Brand====
Product name of the Schedule.


----
{{Open Search Create|brand}}


==== Brand ====
====Client====
Client company to which Brand belongs to.


Allows you to enter the brand code of the product being advertised.
This info is obtained from client name field in the Client and Brand file where this brand is present.


==== Market ====
====Campaign====
Name of Marketing/Advertising Campaign.


Allows you to enter the market in which the product is to be advertised. The system alerts you when you select a media vehicle which is not in the target market.
====Market====
Target Market for Campaign.  


==== Currency ====
{{Open Search Create|market}}


The currency on this field is the currency the client is to be invoiced in. This field is updated automatically with the invoice currency mentioned in the client record in the Client and brand file and if no currency is mentioned in the client record it is updated automatically with the base currency.
====Currency====
Invoicing Currency.


==== Executive ====
Base currency is taken as default if no currency is mentioned in the client and brand file used by the schedule.


Shows the executive name 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. This can be changed if required.
===Section 3===
[[File:ScheduleFileSection3.jpg|frame|100px|Section 3]]


[[image:newboxnumberthree.jpg]]
====Proposed====
Date at which the ad campaign was proposed.


----
Default value is current date.


==== Client Order No. ====
====(Proposal) No.====
Current Proposal version no.


Shows the client order number, if any. This has to be entered manually and is mostly used for agency reference, this appears on the schedule and invoice printout.
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.  


==== Company Code ====
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.


Allows you to enter the code of the company you represent. Incase of a single company this is updated automatically and if there are multiple companies it has to be entered manually.
====Approval date====
Date at which the campaign is approved.  


==== Subtitling ====
A schedule has to be approved for it to be booked.


Allows you to subtitle the schedule lines on the schedule in the following orders:
If an unapproved schedule is being booked the system prompts the user to enter the approval date before proceeding to book.


*None
====Booked & Invoiced====
*Media Type
Booked: The date on which the schedule was fully booked.
*Market
*Supplier
*Currency


==== Type Code ====
Invoiced: The date on which the schedule was fully invoiced.


Allows you to enter the type of media used for advertising.
===Section 4===
[[File:ScheduleFileSection4.jpg|frame|100px|Section 4]]


[[image:Newboxnumberfour.jpg]]
====Client Order No.====
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.


==== Vehicle code ====
{{Open Search|company}}


{{Codes}}
If there are multiple companies then company code has to be entered manually else company code appears as default.


Allows you to enter the media vehicle code. Every vehicle record shows its specified market and if the market of the entered vehicle does not match the market chosen in the media schedule the system prompts the user about the same, this helps in avoiding scheduling mistakes.
====Executive====
Current Schedule Owner's Name.  


==== Specifications ====
{{Executives|list}}


Allows you to enter the specifications of the scheduled ad.
====Attention====
Client Representative's Name.


Specifications are special or fixed positions in a media vehicle. The rate card specifies the charge for advertising on these specific positions on the magazine or newspaper. NEOSYS allows you to enter these special positions in the vehicle rate card record with their respective charges conveniently.
Client representative's name should be manually entered if no information mentioned in client record in the Client and brand file.


Below is an example of how specifications appear on the rate card of a magazine
====Job No.====
Job no. of related job.


''Special Positions''   ''US$''
{{Open Search Create|job no.}}


Outside back cover   8,000
By entering Job No. we can link the schedule to the job. This also helps us to print corresponding job no. on various schedule printouts.


Inside front cover   7,500 
===Section 5===
[[File:ScheduleFileSection5&6.jpg|1050px|Section 5]]


Page one   7,500
====Media Vehicle====
Media vehicle to be booked.


Inside back cover   7,500
{{Open Search Multiple|vehicle}}


Double page spread   7,900
====Specifications====
{{Open Search|specifications}}


==== Loading ====
Specifications are usually special or fixed positions in a media vehicle. The rate card mentions the charge for advertising on these specific positions on the magazine or newspaper. NEOSYS allows us to enter these special positions in the vehicle rate card file with their respective charges conveniently.


Allows you to enter the loading details of the scheduld ad.
Avoid using commas in the specification field, instead use single quote or a blank space. Refer to [http://userwiki.neosys.com/index.php/Media_FAQ#Why_is_the_Gross_Amount_field_picking_up_the_amount_before_the_comma_in_the_Specification_field.3F Gross amount picked up from Ratecard]


Loading charges are like the add ons over the cost of the ad. For instance you may want a full page ad but there maybe extra charges depending on where the ad is be placed within a newspaper or a magazine, for eg. the first half of a magazine is more expensive than the second half, these extra charges are called loading charges. They are usually a particular percentage of the cost of the ad which can be viewed on the rate card.
Below is an example of how it appears on the rate card of a magazine


Below is an example of loading charges in a magazine rate card -
Special Positions US$


For specified position/facing matter   10%
Outside back cover 8'000


First double page spread   25%
Inside front cover 7'500


First third of magazine   25%
Page one 7'500


First half of magazine   20%
Inside back cover 7'500


Double page spread 7'900
====Loading====
Either enter a loading specification manually or if the vehicle has a ratecard defined use F7 to select from the drop down.
Loading charges are like the add ons over the ad. For instance you may want a full page ad but there would be extra charges depending on where the ad would be placed within a newspaper or a magazine, the first half of a magazine would be more expensive than the second half, these extra charges are called loading charges. They are usually a particular percentage of the cost of the ad which can be viewed on the rate card.


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.
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.


[[image:newboxnumberfive1.jpg]]
"Loading" field is optional and can be configured not to appear in Media Configuration File. See [http://userwiki.neosys.com/index.php/Media_Configuration_File#Ratecards_may_have_Loading Configure Loading in Media Configuration File]
 
====Position/program====
====Dates====
This opens up a date grid that allows entering the planned ads.
 
Clicking on the folder icon opens media diary showing ads for one schedule line only.
 
====Certify Button====
Certify Planned Ads.


----
Click on this button to open list of planned ads which can be certified.


==== Dates ====
Refer to [http://userwiki.neosys.com/index.php/Certificates/_Voucher_file Certificate/Voucher File] to learn about certification.


[[image:mediascheduledategrid.jpg]]
There is a limit to the No. of Ads selected for certification. Only the first '''300''' ads will be displayed on the certification screen.


Allows you to select the scheduled dates of the ads. The number of ads or a material letter(A,B,X,1,3,etc.) can be used to mark the dates and once you press OK you wil get a popup confirming the number of dates chosen.
====Book Button====
Book Ads and issue booking orders to be sent to supplier.  


Only those days of the week can be chosen which have been selected in the vehicle record. If unable to select a particular day in Dates please select that day in the Day of week section in the vehicle record.
Click on this button to open 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.


If the user selects a date for a brand with a vehicle with which it has already been scheduled the system prompts the user about the same. This helps in avoiding creation of unneccesary excessive schedules.
See [[New Booking Orders/Cancellations]]


The following options can be used to enter the ads as required -
====Diary Button====
View the schedule information in media diary format.


<b> X </b>    - Indicates a single ad
Click on this button to view ads from the schedule in Media Diary.


<b> 2 </b>    -  Indicates two ads (of type X)
See [[Media Diary]]


<b> A </b>    - Indicates a single ad using material "A"
====Invoice Button====
Issue invoices to the client.


<b> B </b>    - Indicates a single ad using material "B"
Click on this button to open the New media invoice page where changes can be made as required and the proforma invoice can be viewed before creating the invoice.


<b> 2A </b>  - Indicates two ads of material "A"
NEOSYS recommends to always check the proforma invoice before invoicing the client in order to avoid mistakes on the original invoice.


<b> ABC </b>  - Indicates three ads of different types A, B and C
See [[New Invoices/ Proformas]]


<b> 3A2B </b> - Indicates five ads, 3xA and 2xB
====Time/Material/Days/Flags====
Enter the time of day at which the ad appears in the Time field. This applies in case of TV or Radio spots. Example: 08:00, 15:00 etc.


==== Free ====
Time range can also be entered. This allows the booking requirements to be more clearly expressed to the media and also enables more accurate reconciliation with monitoring systems. E.g. 8:00-9:00


[[image:mediaschedulefreeads.jpg]]
Days corresponds to the day of the week at which ads are restricted to appear on. Example: Enter 1 for Saturday, 2 for Sunday and so on.  


An ad or ads could be free of cost either to the agency or the 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.
The start day of the week can be configured in the Market file. See [[Market_File| Market File]]


----
Schedule lines can be hidden/filtered by double clicking position/program/times/material/days)


===[[Certify/Certification file]]===
Refer to link regarding [[Media_FAQ#How_to_mark.2Fflag_special_ads_in_NEOSYS.3F| Flags]]


==== Book ====
====Plan Ads====
The total number of ads that can be planned per week for a vehicle.


Allows you to issue booking orders to the supplier. Clicking here opens the Media booking order form where the booking details have to be entered as required and a preview of the booking order can be viewed before issuing the final order.
Enter permitted number of ads per week separated by "/" symbol.


See [[New Booking Orders/Cancellations]]
Example: Entering 10/10/10/10 will restrict no. of ads per week to 10.


==== Diary ====
====Clear Button====
Selectively clear ads by status. Status Options are:


Allows you to view the schedule information in a media diary format. The information on this diary is specific to the schedule.
*Unbooked
*Ads without certificate/voucher copy/tear-sheet/supplier invoice
*Ads with rejection certificate/voucher copy/tear sheet
*Uninvoiced
*All


See [[Media Diary]]
====Material Button====
Reference data regarding the materials sent to the supplier.


==== Invoice ====
====Dates Button====


Allows you to issue invoices to the client. Clicking on the invoice button opens the New media invoice page where changes can be made as required and the proforma invoice can be viewed before creating the invoice.
This is where the dates on which the ads are scheduled to appear will be selected. The letter X can be used to mark the dates and once we press OK we wil get a popup confirming the number of dates chosen.


NEOSYS recommends to always check the proforma invoice before invoicing the client in order to avoid mistakes on the original invoice.
NOTE – only those days of the week can be chosen which have been selected in the vehicle file. If unable to select a particular day in Dates please select that day in the Day of week section in the vehicle file.


See [[New Invoices/ Proformas]]
[[File:mediascheduledategrid.jpg]]


[[image:Newboxnumbersix.jpg]]
The following different options can be used to select the ads as per requirement -


----
X - Indicates a single ad


==== Appearance details ====
2 - Indicates two ads (of type X)


===== Dates =====
A - Indicates a single ad using material "A"


Shows all the dates the ads have been scheduled for which were selected in the Dates calendar. Clicking on the icon in the Dates column gives you an overview of the ads specific to that line in a media diary format.
B - Indicates a single ad using material "B"


===== Order No. =====
2A - Indicates two ads of material "A"


Shows the order numbers of all the booking orders generated so far which can be viewed by clicking on the icons on this column.
ABC - Indicates three ads of different types A, B and C


===== Line no. =====
3A2B - Indicates five ads, 3xA and 2xB


Shows the line number which is in order of time of creation regardless of where it appears on the schedule. The line created first is no.1 and the one after that is no.2 and so on.
====Book Button====
Book only Ads belonging to that row (Media Vehicle).


===== Time =====
Opens a media booking order showing only ads of that row (Media Vehicle) which can be booked.


Allows you to enter the time of the ad. This is mainly used for TV advertising, showing the time the advertisement is scheduled to take place. Incase of multiple ads you can enter the time separated by commas.eg, 10:12, 14:20:10, 18:44. You can choose whether the Time can appear on the printouts or not on the printout formatting page. This appears on the details column of the printout.
If you click "Book" on a line which has never been booked then the system offers to book all lines for the same media vehicle that are have never been booked and are not currently hidden/filtered.


===== Material =====


Allows you to enter reference data regarding the materials sent to the supplier. This data appears in the details column of the printouts which can be selected to appear or not.
====Free Button====
Mark Ads as "Free".


===== Position/Program =====
[[File:Mediaschedulefreeads.jpg]]


Shows the position or program of the ads in case of newspaper and television or radio ads respectively. This information also appears on the details column of the printout if selected to appear.
Opens a date grid showing planned ads for that row (Media Vehicle) which can be marked as free.  


===== No. Ads =====
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.


Shows the number of ads entered in the Dates calendar on the schedule line. If the number of ads on this field are changed for some reason the system will warn you that the number of ads in the Dates calendar do not match the number in the Number of Ads column and confirm with you whether its ok before saving the schedule. It also warns you that you will be unable to invoice or book these ads due to this difference.
====Clear Button====
Clear Scheduled Ads.


[[image:Mediaschedulewarning.jpg]]
Click on this button to open a date grid showing planned ads for that row (Media Vehicle) which can be cleared.


[[image:Scheduleappearance.jpg]]
====Material Button====
Reference data regarding the materials for that row (Media Vehicle) sent to the supplier.


----


==== Bill and Cost Section ====
====Order No.====
Shows order numbers of all the booking orders generated.


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.  
Click on the icon or Press F6 to view booking order.


If the vehicle currency is different from the invoice currency, the system calculates the invoice amount based on the exchange rate entered in NEOSYS.  
====Bulk Ad====
Checking this option allows user to add unlimited ads for a vehicle, specially in digital and radio/tv media where there are hundred thousand impressions and hundreds of ads.


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.
You can enable this feature in the vehicle file itself so that you don't have to check it every time you want to ad unlimited ads, as NEOSYS will not allow any user to add unlimited ads without enabling this feature either in schedule or vehicle file.


[[image:Mediaschedulebillandcost.jpg]]
[[File:Ads1.jpg]]


NOTE – currency exchange rates have to be entered in NEOSYS as and when required.
For already invoiced ads NEOSYS will not allow users to enable this feature and instead will ask to create a new line for that vehicle.


----
For already booked/certified ads NEOSYS will only give a warning before enabling the Bulk ad feature and will allow you to enable it.


==== Notes ====
Screenshot below of already invoiced ads followed by the screenshot of booked ads.


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.
[[File:Bulk1.jpg]]


==== Invoice Notes ====
[[File:Bulk2.jpg]]


Allows you to enter notes regarding the invoicing which appears on all invoices issued from the schedule.
====No. Ads====
The number of ads planned in the Dates calendar on the schedule line.


==== Additional discounts and charges on Invoice ====
====Bill and Cost Section====
Details about the cost to the agency and client, discounts received and given, commission, etc. that are entered in the bill and cost section.


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


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.
The system prompts:


[[image:Notesmediaschedule.jpg]]
*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 unprofitability has to be mentioned.
*when the user when the cost to the client is over 50% than the cost to the agency. This feature helps avoid entering of incorrect amounts in the schedule.


----
====Num Free====
Shows no. of ads that were marked free for that vehicle.


==== Material Details ====
====Gross Unit Amt====
The Gross Unit Rate per Ad.


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.
Depending on the rate card specification selected the gross unit amount appear. This can be changed in the schedule if required.


===== Material Letter =====
====More Button====
Shows the Loading/Discount/Commission/Fees fields.


Automatically shows the material letter used in the Dates calendar of the schedule.
Enter the appropriate loading, discount, commission or fees charged.


===== Prior Schedule =====
Loading/Discount/Commission/Fees/Tax/Other amounts can be entered as a percentage of Gross Unit Amount or number.(Example: "10%", "20%" or just "100", "200".)


Allows you to select another schedule number with similar material specifications which is useful for reference purposes.
====Net Unit Amount====
Shows Net Unit Amount after taking the loading/discount/commission/fees.


===== Brand Code =====
====Amount====
Shows total amount i.e. Net Unit Amount * number of Ads.


Shows the code of the scheduled brand. The brand name shows automatically in the material description field which can be edited if required.
====Exchange Rate====
Shows the Exchange rate for currency of vehicle chosen to invoicing Currency.


===== Size/Duration =====
Exchange rate is taken from the [[Currency & Exchange Rate File]] depending on the starting date of the schedule and effective date in currency and exchange rate file. Unless is very rare circumstances an exchange rate is defined in the [[Client_%26_Brand_File#Show_exchange_rates | Client & Brand File]].


Allows you to enter the size or duration of the ads incase of newspaper and television or radio ads respectively.
====Invoice Amount====
Shows total amount in chosen invoicing currency.


===== Material Description/Special Instructions =====
====Vehicle Name====
Shows name of vehicle chosen for advertising.


Allows you to add the material description and special instructions to be followed by the supplier.
===Section 6===
[[File:ScheduleFileSection7.jpg|frame|center|1000x400px|Section 6]]


[[image:Mediaschedulematerial.jpg]]
====Notes====
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====
Notes regarding the invoicing which appears on all invoices issued from the schedule.


=== List of invoices issued ===
====Material Details====
Shows 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.


Shows a list of the invoices issued from the schedule with the invoice details.
===Section 7===


==== Invoice date ====
[[File:ScheduleFileSection8.jpg|frame|center|1000x400px|Section 7]]


Shows the date the invoice was created.
====Material Letter====
The material letter used in the Dates calendar of the schedule.


==== Invoice No. ====
====Material No. (Prior Schedule)====
For reusing  material from a previous schedule, one MUST enter the prior Schedule No. This will prevent the system from automatically creating new entries in the [[Material_File| Material File]] for the new schedule (as the schedule is actually just reusing the materials of a previous schedule and not using a new material). Effectively, materials are automatically identified from the schedule data entry from the first schedule number on which they are used.


Shows the invoice number.
====Brand Code====
The brand code can be indicated per material code. This is useful when there are multiple brands on a media schedule since one cannot otherwise indicate multiple brands on a schedule. If the brand code per material is not specified (i.e. left blank) in the material table then the overall schedule brand code is used instead.


==== Amount ====
====Size/Duration====
Although material size can be written per line in the main body of the schedule, it MUST be re-entered if you want size to show in the list of materials. This is because although you can indicate a pattern of materials with different sizes within one line of the schedule (A,B,C etc) but there is only one column to enter the size for all of them. So in this case the size cannot be usefully entered in the lines of the schedule and must be entered below per material.


Shows the invoice amount. You can view the issued client invoice by clicking on the icon on this column.
The size entered must consist of two numbers. Eg. 10X5, 10CM5COL, 2 MIN 1 SEC etc. Characters A-Z and space can be used. Numbers may contain a decimal point and must be positive.


==== Cost(Base) ====
====Material Code====
Field indicating if Material is pending delivery. Enter anything to indicate that material is not pending delivery (this will take the material off from the [[Configuring_NEOSYS_Media_System#Pending_Materials| material pending list]]).


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.
====View/Upload====
Uploads files related to materials. Can also be used to view the file if it has already been uploaded. If a * is present near this button, it means that a file has already been uploaded for this material.


==== User Name ====
====Material Description/Special Instructions====
Allows you to add the material description and special instructions to be followed by the supplier.


Shows who created the invoice.  
===Section 8===
[[File:ScheduleFileSection9.jpg|frame|100px|Section 8]]


==== Date/Time ====
====Invoice Section====
Shows a list of the invoices issued from the schedule with the invoice details.


Shows when the invoice was created.
====Invoice date====
Shows the date the invoice was created.


==== Station ====
====Invoice No.====
Shows the invoice number.


Shows the IP address of the computer used to create the invoice.
====Amount====
Shows the invoice amount.  


[[image:Medialistofinvoices.jpg]]
Click on the icon or Press F6 to open invoice.


----
====Cost(Base)====
Shows amount in the base currency regardless of the invoice currency.


=== List of Proformas ===
Click on the icon or Press F6 to open invoice.


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.
====User Name====
Shows who created the invoice.  


[[image:Medialistproformas.jpg]]
====Date/Time====
Shows when the invoice was created.


----
====Station====
Shows the IP address of the computer used to create the invoice.


=== Version section ===
===Section 9===
[[File:ScheduleFileSection10.jpg|frame|100px|Section 9]]


====Version section====
<b> What is a version? </b>
<b> What is a version? </b>


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.
NEOSYS document versions provide 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.
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.
Line 346: Line 430:
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.
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.
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 recorded. This is to save wasting space in the database.


<b>How do I save a schedule as a different version?</b>
<b>How do I save a schedule as a different version?</b>
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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.
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 ====
{{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.
 
[[image:Mediaversionsection.jpg]]

Latest revision as of 11:48, 28 July 2021

Quick notes

Menu Location

Using the mouse: Menu > Media > Schedules > Schedule File

Using the keyboard: Alt+M, M, S, S

Quick Reference

Refer General User interface

Media Schedule Printout

You can access the Media Schedule Printout page by clicking the "List" button on top.

How it works

Section 1

Schedule no.

Section 1

Reference number to access schedule.

Create new schedule or Open an existing schedule.

The schedule number can either be generated automatically or manually entered (See Schedule Numbering)

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.

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

Section 2

Section 2

Brand

Product name of the Schedule.

Enter brand code, search for existing brand or create new brand.

Client

Client company to which Brand belongs to.

This info is obtained from client name field in the Client and Brand file where this brand is present.

Campaign

Name of Marketing/Advertising Campaign.

Market

Target Market for Campaign.

Enter market code, search for existing market or create new market.

Currency

Invoicing Currency.

Base currency is taken as default if no currency is mentioned in the client and brand file used by the schedule.

Section 3

Section 3

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.

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

If an unapproved schedule is being booked the system prompts the user to enter the approval date before proceeding to book.

Booked & Invoiced

Booked: The date on which the schedule was fully booked.

Invoiced: The date on which the schedule was fully invoiced.

Section 4

Section 4

Client Order No.

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 Search for specific company.

If there are multiple companies then company code has to be entered manually else company code appears as default.

Executive

Current Schedule Owner's Name.

Default executive name is picked up from the Client and Brand file of the selected brand, otherwise it is updated with the current user's User code as shown in the User details page in NEOSYS. For more info see Executive in Client and Brand File

If you want to remove executives from the list, see How do I remove executives that are no longer present or required in NEOSYS

Attention

Client Representative's Name.

Client representative's name should be manually entered if no information mentioned in client record in the Client and brand file.

Job No.

Job no. of related job.

Enter job no. code, search for existing job no. or create new job no..

By entering Job No. we can link the schedule to the job. This also helps us to print corresponding job no. on various schedule printouts.

Section 5

Section 5

Media Vehicle

Media vehicle to be booked.

Enter vehicle code, search for existing vehicle or create new vehicle.

Specifications

Enter existing specifications code or Search for specific specifications.

Specifications are usually special or fixed positions in a media vehicle. The rate card mentions the charge for advertising on these specific positions on the magazine or newspaper. NEOSYS allows us to enter these special positions in the vehicle rate card file with their respective charges conveniently.

Avoid using commas in the specification field, instead use single quote or a blank space. Refer to Gross amount picked up from Ratecard

Below is an example of how it appears on the rate card of a magazine

Special Positions US$

Outside back cover 8'000

Inside front cover 7'500

Page one 7'500

Inside back cover 7'500

Double page spread 7'900

Loading

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

Loading charges are like the add ons over the ad. For instance you may want a full page ad but there would be extra charges depending on where the ad would be placed within a newspaper or a magazine, the first half of a magazine would be more expensive than the second half, these extra charges are called loading charges. They are usually a particular percentage of the cost of the ad which can be viewed on the rate card.

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.

"Loading" field is optional and can be configured not to appear in Media Configuration File. See Configure Loading in Media Configuration File

Position/program

Dates

This opens up a date grid that allows entering the planned ads.

Clicking on the folder icon opens media diary showing ads for one schedule line only.

Certify Button

Certify Planned Ads.

Click on this button to open list of planned ads which can be certified.

Refer to Certificate/Voucher File to learn about certification.

There is a limit to the No. of Ads selected for certification. Only the first 300 ads will be displayed on the certification screen.

Book Button

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

Click on this button to open 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 Button

View the schedule information in media diary format.

Click on this button to view ads from the schedule in Media Diary.

See Media Diary

Invoice Button

Issue invoices to the client.

Click on this button to open the New media invoice page where changes can be made as required and the proforma invoice can be viewed before creating the invoice.

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/Material/Days/Flags

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

Time range can also be entered. This allows the booking requirements to be more clearly expressed to the media and also enables more accurate reconciliation with monitoring systems. E.g. 8:00-9:00

Days corresponds to the day of the week at which ads are restricted to appear on. Example: Enter 1 for Saturday, 2 for Sunday and so on.

The start day of the week can be configured in the Market file. See Market File

Schedule lines can be hidden/filtered by double clicking position/program/times/material/days)

Refer to link regarding Flags

Plan Ads

The total number of ads that can be planned per week for a vehicle.

Enter permitted number of ads per week separated by "/" symbol.

Example: Entering 10/10/10/10 will restrict no. of ads per week to 10.

Clear Button

Selectively clear ads by status. Status Options are:

  • Unbooked
  • Ads without certificate/voucher copy/tear-sheet/supplier invoice
  • Ads with rejection certificate/voucher copy/tear sheet
  • Uninvoiced
  • All

Material Button

Reference data regarding the materials sent to the supplier.

Dates Button

This is where the dates on which the ads are scheduled to appear will be selected. The letter X can be used to mark the dates and once we press OK we wil get a popup confirming the number of dates chosen.

NOTE – only those days of the week can be chosen which have been selected in the vehicle file. If unable to select a particular day in Dates please select that day in the Day of week section in the vehicle file.

Mediascheduledategrid.jpg

The following different options can be used to select the ads as per requirement -

X - Indicates a single ad

2 - Indicates two ads (of type X)

A - Indicates a single ad using material "A"

B - Indicates a single ad using material "B"

2A - Indicates two ads of material "A"

ABC - Indicates three ads of different types A, B and C

3A2B - Indicates five ads, 3xA and 2xB

Book Button

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

Opens a media booking order showing only ads of that row (Media Vehicle) which can be booked.

If you click "Book" on a line which has never been booked then the system offers to book all lines for the same media vehicle that are have never been booked and are not currently hidden/filtered.


Free Button

Mark Ads as "Free".

Mediaschedulefreeads.jpg

Opens a date grid showing planned ads for that row (Media Vehicle) which can be marked as free.

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.

Clear Button

Clear Scheduled Ads.

Click on this button to open a date grid showing planned ads for that row (Media Vehicle) which can be cleared.

Material Button

Reference data regarding the materials for that row (Media Vehicle) sent to the supplier.


Order No.

Shows order numbers of all the booking orders generated.

Click on the icon or Press F6 to view booking order.

Bulk Ad

Checking this option allows user to add unlimited ads for a vehicle, specially in digital and radio/tv media where there are hundred thousand impressions and hundreds of ads.

You can enable this feature in the vehicle file itself so that you don't have to check it every time you want to ad unlimited ads, as NEOSYS will not allow any user to add unlimited ads without enabling this feature either in schedule or vehicle file.

Ads1.jpg

For already invoiced ads NEOSYS will not allow users to enable this feature and instead will ask to create a new line for that vehicle.

For already booked/certified ads NEOSYS will only give a warning before enabling the Bulk ad feature and will allow you to enable it.

Screenshot below of already invoiced ads followed by the screenshot of booked ads.

Bulk1.jpg

Bulk2.jpg

No. Ads

The number of ads planned in the Dates calendar on the schedule line.

Bill and Cost Section

Details about the cost to the agency and client, discounts received and given, commission, etc. that 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.

The system prompts:

  • 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 unprofitability has to be mentioned.
  • when the user when the cost to the client is over 50% than the cost to the agency. This feature helps avoid entering of incorrect amounts in the schedule.

Num Free

Shows no. of ads that were marked free for that vehicle.

Gross Unit Amt

The Gross Unit Rate per Ad.

Depending on the rate card specification selected the gross unit amount appear. This can be changed in the schedule if required.

More Button

Shows the Loading/Discount/Commission/Fees fields.

Enter the appropriate loading, discount, commission or fees charged.

Loading/Discount/Commission/Fees/Tax/Other amounts can be entered as a percentage of Gross Unit Amount or number.(Example: "10%", "20%" or just "100", "200".)

Net Unit Amount

Shows Net Unit Amount after taking the loading/discount/commission/fees.

Amount

Shows total amount i.e. Net Unit Amount * number of Ads.

Exchange Rate

Shows the Exchange rate for currency of vehicle chosen to invoicing Currency.

Exchange rate is taken from the Currency & Exchange Rate File depending on the starting date of the schedule and effective date in currency and exchange rate file. Unless is very rare circumstances an exchange rate is defined in the Client & Brand File.

Invoice Amount

Shows total amount in chosen invoicing currency.

Vehicle Name

Shows name of vehicle chosen for advertising.

Section 6

Section 6

Notes

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

Notes regarding the invoicing which appears on all invoices issued from the schedule.

Material Details

Shows 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.

Section 7

Section 7

Material Letter

The material letter used in the Dates calendar of the schedule.

Material No. (Prior Schedule)

For reusing material from a previous schedule, one MUST enter the prior Schedule No. This will prevent the system from automatically creating new entries in the Material File for the new schedule (as the schedule is actually just reusing the materials of a previous schedule and not using a new material). Effectively, materials are automatically identified from the schedule data entry from the first schedule number on which they are used.

Brand Code

The brand code can be indicated per material code. This is useful when there are multiple brands on a media schedule since one cannot otherwise indicate multiple brands on a schedule. If the brand code per material is not specified (i.e. left blank) in the material table then the overall schedule brand code is used instead.

Size/Duration

Although material size can be written per line in the main body of the schedule, it MUST be re-entered if you want size to show in the list of materials. This is because although you can indicate a pattern of materials with different sizes within one line of the schedule (A,B,C etc) but there is only one column to enter the size for all of them. So in this case the size cannot be usefully entered in the lines of the schedule and must be entered below per material.

The size entered must consist of two numbers. Eg. 10X5, 10CM5COL, 2 MIN 1 SEC etc. Characters A-Z and space can be used. Numbers may contain a decimal point and must be positive.

Material Code

Field indicating if Material is pending delivery. Enter anything to indicate that material is not pending delivery (this will take the material off from the material pending list).

View/Upload

Uploads files related to materials. Can also be used to view the file if it has already been uploaded. If a * is present near this button, it means that a file has already been uploaded for this material.

Material Description/Special Instructions

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

Section 8

Section 8

Invoice Section

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.

Click on the icon or Press F6 to open invoice.

Cost(Base)

Shows amount in the base currency regardless of the invoice currency.

Click on the icon or Press F6 to open invoice.

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.

Section 9

Section 9

Version section

What is a version?

NEOSYS document versions provide 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 recorded. 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 History

Version

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

Click on the icon or Press F6 to view older version.

Proposal

Shows the number of times the document has been updated with 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.