In order to create a new commercial order click on 'New' button and start compiling all data relative to the order needs to be input so that the scheduling can occur. It is recommended to compile the fields contained in the Order tab as shown in the picture below:
Toolbar Functions
The icons in the toolbar allows quick access to the most common functions:
Toolbar Function - New
Description : Click this icon to create a new Order line.
Toolbar Function - Save
Description : This icon save the current Order line.
Toolbar Function - Cancel
Description : This icon remove all changes made to the Order line.
Toolbar Function - Invoice list
Description : Click this icon to display a list of invoices with their invoice numbers and creation date. This function is useful to filter invoices during the manual creation.
In the top section of the window (green outline box) it must be entered all the relevant information regarding the parties involved in the order as well as the validity dates and the payment type:A
GENERAL DATA (green outline box)
No. - The identification number automatically and consecutively assigned by the system to the order during its creation.
Code - Assign a code to the order. This code is composed of alphanumeric characters and can be defined at the discretion of the user.
NB: In case the code is empty when the order is saved, it will automatically take the value of the order ID.
Description - Insert a description for the order. The more detailed the description the easier it will be to search for it.
Customer - Insert here the entity to which the proposal is directed.
Once the customer is selected, they will be automatically retrieved the classification, agency, agency commission, payment, discount, VAT, media center, account executive and account executive commission associated to its Personal Data.
Agency - Specify the agency (and its related commission) involved in the sales process.
End-User - Indicate the entity to which the sales proposal is actually targeted, that is, the company or person to which the promoted product is belong.
Note: The definition of customer, agency and end-user fields depends on how advertising is commissioned:
Case A - If the TV Station liaises directly with a customer (e.g. WhiskeyJar) for the commissioning of said customers' commercial events then: Customer=WhiskeyJar.
Case B - If the customer (e.g.: WhiskeyJar) uses an agency (e.g.: EvilAgency) for the commissioning of its commercial events and the TV Station liaises directly with the agency then: Customer=EvilAgency and for information purposes only End-User=WhiskeyJar.
Case C - If the customer (e.g.: WhiskeyJar) uses an agency (e.g.: EvilAgency) for the commissioning of its commercial events and said agency takes a percentage commission but the invoices run directly between the TV Station and the customer (e.g.: WhiskeyJar) then: Customer=WhiskeyJar, End-User=WhiskeyJar and Agency=EvilAgency.
Media Center - If you, the station, use a Media Centre for statistic calculations and if they are paid a commission, select and insert their data and commission % in the appropriate fields.
Order Date - Insert the date the order was generated. This date has no bearing on the actual scheduling period.
Start date End date - Define the validity period of the order, that is, the dates in which it will be possible to schedule it.
For instance, if an order has a start date of 01/12/2012 and an end date of 31/01/2012 it cannot be scheduled to appear on air any time after the end date.
Customer Ref. - Enter here the reference code that identifies the customer.
Customer Order Ref. - The reference code of the Order pertaining to the customer.
Contact Person - This parameter specify the name of the contact person and roles assignment to be included in the proposal. If the contact person and roles does not matches, the default rule set in the Configuration > Settings > Invoicing would be used.
NB: Since one person can hold multiple active roles, the contact person would be printed in the media report if one role matched any of the configured roles.
Payment - Indicate here the payment method to be applied to the order (e.g.: for invoicing the order in instalments). Payments are preconfigured under the Etere Configurations | Settings | Invoice Archives | Payments section and are used to pay orders at the use (i.e.: as their order lines are scheduled).
VAT - Specify the type of VAT on the order. Select from a list of user-defined, preconfigured VAT codes (Configurations/Billing Archives/VAT codes)
Bank - Select from a list of user-defined preconfigured banks (configured in either Personal Data or under Configurations/Settings/Billing Archives/Banks) the bank through which the payment of the order will take place.
NB: When you are changing the "Customer" field in the Order, if there is agency linked to the customer, you must also change the "Agency" in the same Order, else warning message would be prompt.
The bottom right section (red outline box) regards the overall value of the order in question:
PAYMENT AMOUNTS (red outline box)
Currency - This shows the currency of the order. It is defined in the Settings of your computer under "Control Panel > Regional > Language Options" but it can be customized if necessary.
Total order - Insert here the expected gross price of the order.
Use Discount in Personal Data - By ticking this box in Commercial Orders you are confirming the application of this discount to the company in question and the assigned discount will automatically appear on the commercial order. In the Personal Data database you can assign a discount % to a company or person as standard.
Reduced Price - This calculates as the Gross Price minus the Discount as described above.
Unconditional Discount - If you wish to assign a further discount or a one-off discount not linked to Personal Data, insert the amount here.
Net Price - The price of the order is calculated based on Gross Price minus the various discounts assigned.
Initial Currency - If the order's currency is different from the home currency, input the order's foreign currency here.
Initial Price - Insert the value of the order in the foreign currency.
The 'Options' box is located on the bottom left (yellow outline box), here can be set information regarding the occurrence of payments and the current validity of the order.
INVOICING OPTIONS (yellow outline box)
Charge to... - Specify how invoice transactions (see Invoicing modes)should be moved between accounts:
Customer - The invoice will be entirely charged (i.e. gross) to the customer, who will be expected to pay the invoice to the station.
Note: This is automatically selected if the customer doesn't have an agency.
Customer and wait for agency invoice - The invoice will be entirely charged (i.e. gross) to the customer, but it will be the agency to be expected to pay the invoice to the station.
Customer share indicating agency's percentage - The invoice will be charged to the customer but only for its due share (i.e. net), that is, for the total amount minus the deducted agency's commission (which will be paid by the customer directly to the agency).
Agency with credit note - The invoice will be entirely charged (i.e. gross) to the agency (rather than to the customer), who will be expected to pay the invoice to the station.
NB: When creating new orders for customers having an agency, the value set by default will be the one set in the "If customer has an agency charge to" option under Etere Configuration > Settings > Air Sales > Invoicing.
Invoice header - This parameter, which by default is set to 'customer', allows to select the entity to which the invoice will be directed (including its relevant data in the invoice).:
customer
agency
end-user
NB: When creating new orders for customers having an agency, the value set by default will be the one set in the "default invoice header" option under Etere Configuration > Settings > Air Sales > Invoicing section.
Paid in Instalments - If enabled, the order will be invoicing following an instalments payment plan defined in the "Instalments" tab as explained in the Instalments chapter.
Prepaid - If enabled, it will be possible to invoice the order (total amount) in advance, that is, without waiting for its events to be scheduled/transmitted.
Exchange of Goods - Check this option in case the order includes an exchange of goods.
Expired - If an order is marked as expired, it will not feature in the search for orders. Usually an order is marked as expired when the 'End Date' has already passed.
Package Order - Check this option to add package order information.
[Segment Audience] - This function can be used only if the desired audience value has been inserted in the order (under the 'Target Audience' field) and if the individual segments have been assigned a target audience value or % ratings (in Block Editor).
By pressing the button, a report is produced showing the Order Audience value versus the Target Audience value, the number of Runs and actual Scheduled runs and finally the average audience value achieved for each of the Scheduled runs: Average Audience achieved per run = Target Audience / Scheduled Runs.
[Audience Survey] - This function can be used only if the desired audience value or % ratings has been inserted in the order (under the 'Target Audience' field) and if ACTUAL audience values have been imported using the 'Import Audience' function in Air Sales/Utilities/Miscellaneous. This report can only be produced for commercials that have been sent on air. The ACTUAL average Audience achieved per run = Audience Survey / Scheduled Runs.
[Check] - Set the check status of the order, this value can be 'preliminary', 'to be signed' or 'approved'.
NB: When input the relative value in the commercial Order, the input format such as date and time format, hour format, decimal symbol, number of decimal, digit grouping symbol, currency symbol, etc, are defined in the Regional and Language settings in the local workstation.
Display Sub-order
In the Orders interface, a checkbox "Define as Sub Order" enable to define selection as a sub-order. Operators can link the sub order to a Master Order by choosing the Master Order Code from the drop down box:
Within the grid, the defined connected child orders are displayed with the master order. There are "total" fields displaying the difference from the current total order.
Validity Check
When you are creating sub-orders and link to Master order, adding a new contract line, modifying contract line, or saving the contract line data, the following validity check would be applied:
•When link sub-order line to Master order, you would need to select an appropriate response (Yes/No) to the confirmation message in order to proceed further.
•If you attempt to link sub-orders with total lines amount greater than the Master order, the following popup message would be prompt.
•With the sub-order lines already linked to Master order, when you change the unit price of the sub-order and resulted the total lines amount exceed the amount of the Master order, the above confirmation message would be prompt.