To create a new commercial order, click the 'New' button and start compiling all data relative to the order that needs input for the scheduling. It is recommended to collect the fields contained in the Order tab as shown in the table below:
In the top section of the window, 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:
GENERAL DATA
No. - The system automatically assigns the identification number to the order during creation.
Code - Assign a code to the order. This code is composed of alphanumeric characters and can be defined at the user's discretion.
NB: If the code is empty when the order is saved, it will automatically take the value of the order ID as the code.
Description - Insert an explanation for the order. A detailed description would help improve the search results.
Customer - Insert here the entity to which the proposal is directed.
Once the customer is selected, they will automatically retrieve the classification, agency, agency commission, payment, Discount, VAT, media centre, account executive and account executive commission associated with 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 targeted, the company name or person to which the promoted product belongs.
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) to commission said customer's 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) used an agency (e.g. EvilAgency) for the commissioning of its commercial events and said the 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 users use a Media Center for statistic calculations and 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 and the dates on 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 the reference code that identifies the customer.
Customer - Specifies the customer title that identifies the customer for reference.
Payment - Indicate the payment method to be applied to the order (e.g. for invoicing the order in instalments). Payments are pre-configured 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 - Specifies the type of VAT on the order. Select from a list of user-defined, pre-configured VAT codes (Configurations/Billing Archives/VAT codes)
Bank - Select from a list of user-defined pre-configured banks (configured in either Personal Data or under Configurations/Settings/Billing Archives/Banks) the bank where the order payment will occur.
The bottom right section regards the overall value of the order in question:
PAYMENT AMOUNTS
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 the expected gross price of the order.
Use Discount in Personal Data - By ticking this box in Commercial Orders, you confirm 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 give a standard discount % to a company or person.
Reduced Price - This calculates as the Gross Price minus the Discount 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 order price 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.
Primary invoicing & Order Owner - Set the invoicing mode for the current order (i.e. 'Station', 'Agency' or 'Agency to Customer') and indicate its current owner.
The 'Options' box is located on the bottom left; there can be set information regarding the occurrence of payments and the current validity of the order.
INVOICING OPTIONS
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 the agency will 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 a credit note - The invoice will be entirely charged (i.e. gross) to the agency (rather than 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 one 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 invoiced 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 without waiting for its events to be scheduled/transmitted.
Exchange of Goods - Check this option if 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.