Security
and Setup
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A Client may be any advertiser for whom an agency performs work. This may be an outside advertiser with whom the agency has contracted or the Client may be the agency itself. A Client record must be created in order to generate estimates, project schedule jobs, enter job-related transactions and track new business leads/prospects.
The Client is the top level in the client hierarchy. Once a client code is established, a division code and product code can be created by using the duplicate option in this application or by manually adding from the Division/Product tab.
The client maintenance application provides the client, billing and statement address fields. It also controls the grouping of Production and Media Invoices through the Assign invoice by features and it controls the formats, attention line and footer that displays on Production and Media Invoices.
Standard Client/Division/Product Security applies.
CRM Users - In User Settings (Advantage | Security | User Setup) select Is CRM User is used to apply the following rules to the specific user in both Client Maintenance and CRM Central.
Client list will initially default to New Business only, but may be filtered to display all clients.
Addition of new clients is restricted to New Business clients only.
From the Main Menu select Maintenance. Expand the Client section and select Client to display the Client Maintenance screen. All existing clients will be displayed in a grid format.
CRM Users will only see clients that are 'New Business' clients.
Filters are available to quickly locate a Client and Is New Business Clients.
View Details - To view existing Client information, click on the View Details icon.
Copy Client - To create a new Client using a copy of an existing Client, click the Copy icon.
Is New Business - If the Client is marked as New Business, a green checkmark will display.
Delete Client - To delete a Client, click the Delete icon. If the Client is in use, it cannot be deleted.
Include Inactive Clients - To include Inactive Clients in the listing, check the Show Inactive checkbox located at the top right corner.
Export - To generate a report of Clients, click the Export icon located at the top right corner. The report will include all Clients that are currently displayed in the Client Maintenance application.
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To add a new Client, click on the New button on the toolbar. On the Client popup, enter the following information:
Code (Required) - Enter a unique Client Code (up to 6 characters) that identifies the client. Advantage is case sensitive. If upper and lower case are used indiscriminately, duplicate codes could occur, i.e. ABC and abc for the same client. Creating duplicate codes that use different casing interferes with reporting.
Although numeric characters may be used, the code is a character field, not a numeric field. This means that codes are read from left to right regardless of the type of characters used.
New Business – Check this box to indicate New Business for reporting purposes. This option is pre-selected for CRM Users.
Name - Enter a description for the Client Code (up to 40 characters). This is the name that will print on all checks, invoices, and reports.
Inactive – When a client is added, it is automatically unchecked indicating that the client is active. Check the box to indicate inactive clients. Inactive clients will not appear on reports.
Duplicate for Division - Select this option to create a Division for the newly added client.
Duplicate for Product - Select this option to create a Product along with the new Division for the newly added client. This option is only available when Duplicate for Division is selected.
Office - When Duplicate for Product is selected, the Product must be assigned to an Office. Select an office from the dropdown.
| IMPORTANT: After a new Product is created, access the Product to complete the setup of the new Product. If this is not done, then transactions for the Product will probably not be correct. |
Enter the client's address:
| Address 1
(up to 40 characters) |
Address
2
(up to 40 characters) |
City
(up to 30 characters) |
County
(up to 20 characters) |
| State
(up to 10 characters) |
Zip
(up to 10 characters) |
Country
(up to 30 characters) |
To add a new sort option, enter the following information on the first (empty) row in the grid:
Sort Name - Enter a sorting name (up to 20 characters). The first twenty characters of the Client Name will automatically default.
When completed, click the Click to add new row icon to add the new sort option. Since the sort options are sorted by the Sort Name, the newly added state may not display on the initial page of the grid (as only 3 Sort Options are displayed at a time, use the Change page to view additional Sort Names).
To discard the entry of a new state, click the Cancel add row icon.
To copy an existing client to a new client, click the Copy button located in the row of the client to be copied. Complete the new client's information and click Save.
Enter the Client Billing Address and/or Statement Address. This section is also available in the Client, Division and Product screens.
Click on the Refresh From Client link to copy the address from the Client or Division.
| Address 1
(up to 40 characters) |
Address 2
(up to 40 characters) |
City
(up to 30 characters) |
County
(up to 20 characters) |
| State
(up to 10 characters) |
Zip
(up to 10 characters) |
Country
(up to 20 characters) |
Click on the Refresh From Client, Division or Billing link to copy the address from the Client's/Division's Address or the Billing Address.
| Address 1
(up to 40 characters) |
Address 2
(up to 40 characters) |
City
(up to 30 characters) |
County
(up to 20 characters) |
| State
(up to 10 characters) |
Zip
(up to 10 characters) |
Country
(up to 20 characters) |
Fiscal Start Month - Select which month that the Client's fiscal year starts.
Credit Limit - Enter the credit limit allowed for the client.
A/R Comment - Enter information specific to this Clients receivables. This information can also be seen, but not edited, in the Client Cash Receipts A/R Comment tab.
When completed, click the Save button to create the new Client.
The following sections are available when modifying the Client:
On the Client grid, there are two filters available:
Check the Is New Business checkbox in the column to show New Business Clients. To view inactive Clients, check the Show Inactive checkbox in the top right corner. Inactive Clients are automatically filtered to not display.
For CRM Users, Inactive Clients are automatically filtered to not display AND New Business Clients are filtered to be displayed.
Sort - Click on the Ascending arrow to sort the column in an ascending order. Once in an ascending order, the arrow changes to Descending. Click on the Descending arrow to display the column in descending order.
Filter - Click on the Filter button to display a filter of items available to limit the column by.
To modify a client, click the View Details icon. The Client's information will be displayed. Changes can be made to all fields except for the Client Code.
Following are the additional tabs (from Add New Client) for modification. When changes are completed, click the Save button on the File tab.
To delete an existing client, in the client listing (grid) click the Delete button at the end of the row for the Client to be deleted..
A message displays to verify that the client should be deleted. Click Yes to delete the client, or click No to escape without deleting the client. If a Division and Product were also created, the Product needs to be deleted first, then the Division, and lastly the Client.
If the client code is being used in the system, a message displays that the client code is in use, and cannot be deleted. Use the Inactive flag to deactivate the client code.
Use this section to set up the DCM integration at the client level which will override the Agency level account settings for this client.
Enable DoubleClick Integration (checkbox) - Select to start the process for the client.
DoubleClick Profile ID - Enter a valid Profile ID number.
DoubleClick Report ID - Enter a valid Report ID number.
The Websites tab contains various client related website addresses / social media sites.
To add a new State, enter the following information on the first (empty) row in the grid:
Website Type - Select the type of website from the dropdown. The website type is created in Advantage | Maintenance | General Setup | Website Type.
Website Address - Enter the website address. For the Website to used as a Landing Page in the Campaign application, the web address must begin with either http:// or https://.
Is Inactive - When a website is added, it is automatically unchecked indicating that the website is active. Check the box to indicate that the website is inactive.
When completed, click the New icon to add the new state. Since the states are sorted by the 'State Name', the newly added state may not display on the initial page of the grid.
To discard the entry of a new state, click the Cancel icon.
When modifying existing websites, click the Save All icon located in the column header.
Client Contact may be used to create an on-line directory of Client, Division, and Product contacts including Contact Type, phone numbers and addresses in one application. Use of this application is optional. This section is also available in the Client, Division and Product screens.
To add a new contact, click the Add Contact button. Complete the client contact data fields, including selecting the Divisions/Products to associate the client contact to. Once done, click the Save button.
To view an existing contact, click on the View Details icon.
To delete a contact, click the Delete icon. If the contact is in use, it cannot be deleted. Use the Is Inactive option.
Click here to view detail information regarding Client Contact.
The Division/Product tab displays all associated Divisions and Product for the selected Client. This section is also available in the Client, Division and Product screens.
To view existing Division or Product information, click on the View Details icon.
To create a new Division or Product using a copy of an existing Division or Product, click the Copy icon.
To delete a Division or Product, click the Delete icon. If the Division or Product is in use, it cannot be deleted. Use the Is Inactive option.
To view/select Inactive Divisions or Products, check the Show Inactive checkbox.
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To add a new Division, click on the Add Division button and enter the following information:
Code (Required) - Enter a unique Division Code (up to 6 characters) that identifies the Division. Advantage is case sensitive. If upper and lower case are used indiscriminately, duplicate codes could occur, i.e. ABC and abc for the same client. Creating duplicate codes that use different cases interferes with reporting.
Although numeric characters may be used, the code is a character field, not a numeric field. This means that codes are read from left to right regardless of the type of characters used.
New Business – Check this box to indicate New Business for reporting purposes. This option is pre-selected for CRM Users.
Name - Enter a description for the Division Code (up to 40 characters). This is the name that will print on all checks, invoices, and reports.
Inactive – When a Division is added, it is automatically unchecked indicating that the divisionis active. Check the box to indicate inactive divisions. Inactive divisions will not appear on reports.
Enter the Billing and Statement address for the Division or use the Refresh From options, Client or Client/Billing.
Click here to view further information on Addresses.
Attention Line - Enter the information that should print on the attention line for invoices and statements.
Sort Option(s) - To add a new sort option, enter the following information on the first (empty) row in the grid:
Sort Name - Enter a sorting name (up to 20 characters). The first twenty characters of the Client Name will automatically default.
When completed, click the New icon to add the new sort option. Since the sort options are sorted by the 'Sort Name', the newly added state may not display on the initial page of the grid (as only 3 Sort Options are displayed at a time, use the Change page to view additional Sort Names).
To discard the entry of a new state, click the Cancel icon.
Following are the additional tabs (from Add New Division) for modification. When changes are completed, click the Save button on the toolbar.
To view/select Inactive Divisions, check the Show Inactive checkbox.
Click here to view information on Contacts
Click here to view information on Products.
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To add a new Product, click on the Add Product button and enter the following information on the Product Information:
Code (Required) - Enter a unique Product Code (up to 6 characters) that identifies the Product. Advantage is case sensitive. If upper and lower case are used indiscriminately, duplicate codes could occur, i.e. ABC and abc for the same Product. Creating duplicate codes that use different cases interferes with reporting.
Although numeric characters may be used, the code is a character field, not a numeric field. This means that codes are read from left to right regardless of the type of characters used.
New Business – Check this box to indicate New Business for reporting purposes. This option is pre-selected for CRM Users.
Name - Enter a description for the Product Code (up to 40 characters). This is the name that will print on all checks, invoices, and reports.
Inactive – When a Product is added, it is automatically unchecked indicating that the Product's active. Check the box to indicate inactive products. Inactive product will not appear on reports.
Division - Select a Division from the dropdown.
Office - From the dropdown, select an office to associate the Product to.
| IMPORTANT: After a new Product is created, access the Product to complete the setup the new Product. If this is not done, then transactions for the Product will probably not be correct. |
Enter the Billing and Statement address for the Product. Use the Copy From Client, Division or Client/Division/Billing.
Click here to view further information on Addresses.
Attention Line - Enter the information that should print on the attention line for invoices and statements.
Currency - Enter or select a foreign currency code. This does not have to be entered if the Product's currency is the same as the Home currency. The 'Home' (default) currency is established in Advantage | Maintenance | General Setup | Agency.
Sort Option(s) - To add a new sort option, enter the following information on the first (empty) row in the grid:
Sort Name - Enter a sorting name (up to 20 characters). The first twenty characters of the Client Name will automatically default.
When completed, click the New icon to add the new sort option. Since the sort options are sorted by the 'Sort Name', the newly added state may not display on the initial page of the grid (as only 3 Sort Options are displayed at a time, use the Change page to view additional Sort Names).
To discard the entry of a new state, click the Cancel icon.
User Defined Fields - Four fields, containing fifty characters each, are available to add additional information about the Product. The information is saved in the database, and use for reporting purposes.
Industry - From the dropdown, select the applicable Industry.
Specialty - From the dropdown, select the applicable Specialty.
Region - From the dropdown, select the applicable Region.
Revenue - Enter the revenue for the Product.
# of Employees - Enter the number of employees for the Product.
Case Study Done - Check this option if the case study is completed.
Use as Reference - Check this option if able to use the Product as a reference.
Company Profile Affiliations - To add an Affiliation, from the dropdown, select the applicable Affiliation and click the New icon. Multiple Affiliation can be added. To cancel add of new Affiliation, click the Cancel button in the Affiliations section. To remove an Affiliation, click the Delete button in the Affiliation section of the File tab.
Notes - Enter notes for the Product.
Lead Date - Enter the date that the lead was first contacted.
Source - From the dropdown, select the source of the lead.
Last Activity Date - Enter the date of the last activity.
Last Contact Date - Enter the date of the last contact.
Sold Date - Enter the date that the lead was sold.
Lost Date - Enter the date that the lead was lost.
Probability - Select the value of probability.
Rating - From the dropdown, select the rating of the lead.
Current Provider - Enter the name of the lead's current provider.
Competitor - To add a competitor, from the dropdown, select a competitor from the dropdown and click the New icon. Multiple competitors can be added. To cancel add of new competitor, click the Cancel button in the Competitors section. To remove a Competitor, highlight the Competitor and click the Delete button in the Competitors section of the File tab.
When all information has been entered, click the Save button to add the new Product.
Following are the additional tabs (from Add New Product) for modification. When changes are completed, click the Save button on the toolbar.
To view/select Inactive Products, check the Show Inactive checkbox.
An Account Executive must be assigned to at least one employee acting as Account Executive for the Client, Division and Product. Any employee assigned as an Account Executive may be assigned to a product's production jobs. Client billing uses the job Account Executive assignment for billing reports and on-line approval.
To assign an employee as an Account Executive, check the desired employee and click on the Add icon. Use the search criteria to narrow down the available Account Executives by Code or Name. Multiple employees may be selected at the same time checking each employee then clicking the Add icon. Selections are automatically saved.
An employee can be assigned to multiple Client/Division/Products.
Is Default - Select an Account Executive as the Default for the associated Client/Division/Product. If this box is checked, that Account Executive will default when creating a new job in Job Jacket. Only one employee can be designated as the Default Account Executive. To designate a different employee as the default employee, uncheck the current default employee then check the new default employee.
Is Inactive - When a new Account Executive is added, the system leaves this box unchecked to indicate that the Account Executive is active. If the Account Executive is not active, check this box.
Terminated - The Terminated flag is triggered by the termination date in Employee Maintenance. If the Account Executive is terminated, they will no longer be available for selection for a job, but will be available for reporting purposes. This is a display only field.
Only the Default and Inactive flags can be modified.
To remove an Account Executive from a Client/Division/Product, check the desired Account Executive and click the Delete icon. Multiple Account Executives can be removed by checking each employee then clicking the Add icon. Selections are automatically saved.
If the Account Executive is in use, a message will display indicating the Account Executive is in use and cannot be removed. If the Account Executive is not in use, the removal is automatic, no warning message is given.
Click here to view information on Contacts
Contracts/Opportunities is a place to track contracts and opportunities for the client (at the Product level). Contracts are included in the Client's budget, while Opportunities are considered a forecast.
The ability to add a new Contract/Opportunity, copy, edit and delete is available.
Add - Select the Add Contract button to add a new Contact/Opportunity. Complete the information and click the Save button. To not create the new Contract/Opportunity, click the Cancel button.
Edit - Select thew View Details icon to view the Contract/Opportunity. Make changes as needed and click the Save button on the File tab. To close the Contract popup, click the Cancel button. To delete the Contract, click the Delete icon on the row. .
Delete - To delete the Contract, click the Delete icon on the row. A Contract/Opportunity cannot be deleted if it is currently in use, use the Is Inactive option instead.
Documents / Links can be added to the Client, Division and/or Product. Documents added at the specific level, can only be accessed from that level. Example: When a document is uploaded for a Division, that document is only accessible when in Division.
Click here to view more information regarding Documents.
Bookmark option allows users to save a direct link to a specific document. This eliminates the extra steps to search for a specific item.
To generate a listing of clients, click the Export to Excel button located in top right corner. The clients displaying in the grid will be included in the export.
Click the x on the Client Maintenance application to exit the application.
Security
and Setup