All
pertinent information for an individual agency is entered through this form.
The agency record is used throughout the system for entering contracts,
scheduling, sorting/organizing reports, billing information, accounts
receivable, etc.
Remember you are working with an integrated database.
Before entering an agency, make sure Agency Data
Entry Defaults have been entered first as several fields on new agency
records autofill from this information. Many of the fields on the agency record
become the autofill value on contracts entered for that agency.
Agency Data Entry
See navigation
and working with database records
in the getting
started section.
Field
Descriptions
Description: Up to 50 characters - Enter the agency name
Address-1: Up to 30
characters - Enter the agency's address
Address-2: Enter any additional address information.
For example Suite 200
City: Enter the city
State: Enter the state as
you would like it to appear on invoices and reports.
Zip: Enter the zip code
Country: Enter the
country (optional)
Contact: Enter the agency
contact name. If there is more than
one contact enter both names on the same line.
Phone: Enter the agency’s area code (optional) and phone number
Fax: Enter the agency’s area code (optional) and fax number
Account Executive: Enter
the account executive associated with this
agency. Select the dropdown or
begin typing the description to display a selection list from which to choose.
Sales Type: Enter the sales
type most commonly used for this agency.
Select the dropdown or begin typing the description to display a
selection list from which to choose
Terms: Enter the terms
most commonly used for this agency. Select
the dropdown or begin typing the description to display a selection list from
which to choose
Billing Group: Enter the billing
group most commonly used for this agency.
Select the dropdown or begin typing the description to display a
selection list from which to choose
Billing Cycle: Enter the billing
cycle most commonly used for this agency.
Select the dropdown or begin typing the description to display a
selection list from which to choose
Gross Billing: Check if you want the invoice to print the gross amount
and not the agency commission and net amount. Unchecked
is the most common situation. In
either case, the agency commission transaction will carry through to the
Accounts Receivable and the General Ledger
Affidavit: An option in billing that specifies when a spot ran.
f you want the affidavit
statement entered in print invoices customization to print on this agency’s
invoice. If this agency does not
require an affidavit, leave unchecked.
Exact Times: f you want the exact time and date each spot ran to print on the
invoice.
Notarized Script:
if this agency requires a notarized copy of the script.
Summit will print a message on the invoice stating the notarized script
is attached and optionally print the script.
Commission: Enter the default commission rate for this agency.
Monthly
Finance Charge: Enter the
monthly finance charge this agency could have applied to invoice balances.
Agency
Quick-Ref
File-Print submenu.
You can choose to organize by number or description.
See also, Getting
Started/Print Quick-Ref
Agency Data Entry Defaults
File-Defaults submenu.
Default values you assign here are automatically entered into the respective
fields of new agency records. You can then change them individually as desired.
See Getting Started/Defaults/Customization
Field
Descriptions
Billing
Group: see Miscellaneous Definitions -
Billing Group
Billing
Cycle: see
Miscellaneous Definitions - Billing Cycle
Terms:
see Miscellaneous Definitions - Terms
Sales
Type: see Sales Types
Gross
billing: If you check this, the
gross amount billed will print on invoices instead of the net amount.
Affidavit:
If you check this, a customizable text line prints on invoices .
Exact
times: If you check this, the date, time, and description will print on an
invoice.
Commission
Enter the percentage that your agencies normally receive.
Finance
charge: Enter the rate the agency will be charged if the bill isn’t paid
on time.
