Description: Enter up to 30 characters to describe
this contract order. If you
are entering a trade contract the description could include some mention
of trade. You can enter the copy
description here if there is only one copy order.
You can also type the name of a special package.
This description can print on the header of your invoices, statements
and/or on the log, depending on how they are formatted in Billing, A/R, and
Scheduling customization. This description will transfer to
A/R during billing.
Order
date: Enter the
date the contract was signed by the advertiser. This field will default to the current date.
You can change it if necessary. This
date is used for some sales reports when determining account executive sales
performance for a specific range of time.
Valid
from: Enter the
first day of the entire schedule. This
date will be used for sales reports. This date will become the AutoFill for the “from date”
on the first schedule page. It
will also default to the “from date” on the miscellaneous billing
pages.
Valid thru: Enter the
last day of the entire schedule. This
date will become the AutoFill for the “thru date” on the first
schedule page. It will also
default to the “thru date” on the miscellaneous billing pages.
An End of Flight billing cycle may bill according to this
date if Billing Defaults indicate to bill according to header page,
instead of scheduling pages.
Advertiser: Begin
typing the advertiser name to display a selection window from which to
choose. If the advertiser
is not in the system, go to Advertiser
Data Entry to enter it. After completing this field, many of the other
fields on this screen will AutoFill with information from the advertiser
record.
Customer Order Number: Enter
the agency estimate number or any other number/description to
appear on the header portion of the invoice (optional).
This field is often used for client purchase order numbers.
Bill to: This field will AutoFill with
information from the Advertiser (agency or rep firm) record. You
can change the code, but make sure that the record has a complete
address. The “bill to” address determines the address that
will print on the invoice and statement. Do
not change this code after invoices have been produced.
Agency: If an
agency
has been attached to this advertiser record it will AutoFill in
this field.
Rep Firm: If a
rep
firm has been attached to this advertiser record it will AutoFill
in this field.
Industry: The
industry
code assigned to this advertiser (agency or rep firm) will AutoFill
in this field. You may change it if
you want for this contract only. Begin
typing the industry code to display a window from which to choose.
Many reports can be organized and selected by industry, providing
industry sub-totals.
# Inv Cpy: Enter the
number
of invoice copies to print for this advertiser (1-99).
Enter (0), if this is a non-billable spot that does not
require an invoice.
Account Executive: This
field will AutoFill with information from the Advertiser
(agency or rep firm) record. You
may change it if you want for this contract only.
Sales Type: This field will
AutoFill with information from
the Advertiser (agency or rep firm) record. You
may change it if you want for this contract only.
Sales type should represent the revenue category for this contract. Reports, invoices and statements can be selected and
organized by sales type, providing sales type sub-totals.
Class: This field will
AutoFill with information from
the Advertiser (agency or rep firm) record. You
may change it if you want for this contract only.
Conventionally, contracts are assigned “commercial matter.” Spot class can print on the log. If this contract record is a promo or PSA, you
should assign a non-billable class.
Terms: Terms will
AutoFill from the advertiser (agency or rep firm) record.
You can change it if you want. Terms
print on the invoices and statements.
Billing Group: The
billing
group will AutoFill from the advertiser (agency or rep firm) record.
You can change it if you want. Billing
groups are used to organize and select invoices and reports.
Billing Cycle: The
billing cycle will AutoFill from the advertiser (agency or rep
firm) record. You can change it
if you want. The billing cycle in combination with the from/thru dates
on a contract tell Summit how to invoice.
Agency Commission: Check
Default to accept the commission defined on the Agency record.
You may change the Agency Commission for this contract only by typing a
percentage in the box.
Rep Firm Commission: Check
Default to accept the commission defined on the Rep Firm record.
You may change the Rep Firm Commission for this contract only by typing a
percentage in the box. Rep firm
commission will be subtracted from
the net amount. It will add to the
agency commission at the bottom of the screen after completing the schedule and
miscellaneous pages.
Acct Exec Commission: Check
Default to accept the commission defined on the Account Exec record.
You may change the Account Exec Commission for this contract only by
typing a percentage in the box.
Advertiser Separation: Check
this box to use the advertiser separation time assigned to this
advertiser record. You can change
it for this contract only by entering a time in the box.
Advertiser separation assures any spots for this advertiser
will schedule apart by the amount of time designated.
Industry Separation: Check
this box to use the industry separation length assigned to the industry
record. You can override it for
this contract only by entering a time in the box.
Industry separations assure spots with the same industry code will schedule apart from each other by the amount of time designated.
Gross Billing: If you want the
invoice to print the gross
amount and not the agency commission and net amount, check this box.
If you want the invoice to print the gross amount, the agency
commission and the net amount, do not check this box.
Not checking this box is the most common situation.
In either case, the agency commission transaction will carry
through to the Accounts Receivable and the General Ledger. If you choose Gross Billing, your invoice will show the Gross
amount as the amount due.
Affidavit: An option in billing that
specifies when a spot ran.
If you want the affidavit to print on this advertiser’s
invoice, check this box. If
this advertiser does not require an affidavit, do not check this box.
Coop invoice: If you
want to print a Co-op invoice for this contract, check this box.
Co-op invoices are special invoices that print a separate invoice for each
page of the copy order attached to that contract order.
For contract orders to print a Co-op invoice, there must be
a copy order number attached to the schedule pages of the contract.
There must also be a copy detail page number assigned to the spot.
Exact times: If you
want the exact time and date each spot ran to print on the invoice,
check this box. If this advertiser does
not require the exact time on the invoice, do not check this box.
Notarized Script: Check
this box, if this contract requires a notarized copy of the
script. Summit will print a
message on the invoice stating: notarized script attached.
You can set your
invoices to print the scripts after each invoice, at the end of all invoices or
not at all
Use as filler: If
this field is checked, the system will include this contract in a compiled
list when sending schedules to automation and it will use
it as a filler according to separation and scheduling parameters.
Prepaid: Check this
box if this is a prepaid contract. The
system will automatically apply charges during invoicing to the prepayment
you’ve entered in Enter Other A/R Transactions if you attach this
contract to the invoice.
EDI:
Check if this contract requires EDI billing.
Revised:
date this contract last revised. Note: this field not shown if auto
update revisions selected.
Rev Nbr:
number of last contract revision. Note: this field not shown if auto
update revisions selected.
Auto Reschedule: Any
function that reschedules makegoods will refer to this field of the contract.
Examples of rescheduling makegoods are: Reschedule Makegoods, adding new programs
with auto reschedule makegood option enabled, schedule editing, and automatic automation verifications .
